Council accepts administrative $20 threshold for small utility overpayments

Staff member Levi outlined the problem of small uncashed refund checks for customers who have moved and proposed a materiality threshold to reduce the staff time spent issuing and reconciling small checks.

Levi told the council: "This would kind of set a precedent where if it's less than $10, we won't go through the staff effort to send them a check," and said staff would still honor a direct request from a customer. After discussion about comparable practices and administrative cost, council members agreed the threshold would be increased to $20; the chair confirmed this would be handled administratively rather than by motion.

Council members said they were comfortable that the city would still issue refunds when requested and that small amounts impose disproportionate administrative costs on staff and finance reconciliation.