Maine Municipal Tax Collectors' & Treasurers' Association
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Posted by Barbara O'Leary, Northport, July 23, 2009:I've been asked by a vendor to pay their bill early.  All bills go on the warrant and are reviewed and approved at a Selectman's meeting.  We do not have a policy that lets me randomly pay a bill prior to approval by the Selectmen.  I think having a selectman phone in an ok to pay this is acting outside a Board meeting and should not be done. How do other towns handle this if requested to pay a bill prior to a meeting?  I think they need to wait.

Responses: Here the Select Board adopted a policy allowing the Treasurer to pay “necessary” and “routine” bills when needed, typically in the case of the Board not meeting for several weeks for whatever reason. (John Falla, St. George)

I either make them wait, or if it urgent, I ask the Selectmen to call a Meeting.  Don't forget if the meeting is called less than 24 hours ahead of time to let the press know. (Karen Motycka, Castine)

It might be appropriate to read the statutes regarding this issue.  Here are the links:

http://www.mainelegislature.org/legis/statutes/30-A/title30-Asec5603.html

http://www.mainelegislature.org/legis/statutes/30-A/title30-Asec5604.html

A follow-up call to MMA Legal Services (1-800-452-8786) would also be a good idea. (John Eldridge, Brunswick)

In North Haven, we have a policy that allows us to pay most bills (routine & payroll) before they sign. Anything out of the ordinary must wait for approval. In the absence of any policy, I would agree that the vendor should have to wait. (Joette Adams, North Haven)