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Agenda 03/08/2016 Item #11D
3/8/2016 11 .D. EXECUTIVESUMMARY Recommendation for the Board to direct the Clerk to the Board of County Commissioners, pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court, to prepare and submit a payables report in the format and content specified by the Board. OBJECTIVE: To fulfill the payment approval requirements pursuant to County Ordinance 2013-69 as amended by 2015-37 and 2015-51. CONSIDERATIONS: On October 27,2015,Agenda Item 11E enclosed,the Board requested that the Chairman send a letter to the Clerk of Courts enumerating the requirements for the preparation of the payable reports to be submitted to the Board. A copy of the communication between the Chair and the Clerk is attached. On February 9,2016,the Board directed the County Manager to bring this matter forward on a future meeting agenda. In his correspondence to the Board,the Clerk refused the Chairman's request stating that sufficient information concerning the purpose of a purchase is not always provided to his office. In addition,he stated that he cannot complete his pre-payment audit of the payables until after the Board approves the expenditures and finds the expenditures serve a valid public purpose and that this process"follows existing Florida law." Staff has evaluated these statements and offers the following information for the Board's consideration. With respect to the statement that information about the purpose of a purchase is not always provided, staff believes that more than sufficient information is available to the Clerk's Office as they conduct their pre- payment audit, as evidenced by the following: • For each requisition/purchase order transaction initiated by the Board staff, the Clerk has access to a number of fields in the financial system software which provides an explanation of the"purpose" for the purchase. By way of example, these fields are provided on Attachment A. Attachment B is a partial screen shot in the financial system that shows multiple fields where county staff enters information about the purpose of a purchase. Additionally,the description provided on invoices that are entered into the system adds more details about the purpose of the purchase. • For each purchasing card transaction made by the Board staff,the Clerk has access to a specific field in the financial system software labeled "purpose" which is entered by county staff prior to the Clerk's review. By way of example, these fields are provided on Attachment A. Additionally, the description provided on invoices that are entered into the system adds more clarity about the purpose of the purchase. The information above clearly supports the fact that sufficient information about the purpose of a purchase is readily available to and easily accessible by the Clerk's office. Finally, if the Clerk's office is having difficulty determining the purpose of a purchase,they can simply contact staff to obtain further explanation, clarification or documentation. It should be noted that County staff routinely provides additional information to Finance for the purpose of clarifying or explaining a particular purchase. With respect to the statement in the Clerk's correspondence that the pre-payment audit and payment review process he insists upon "follows Florida law," staff refers the Board to the enclosed Final Summary Judgment issued by The Honorable James R. Shenko, Circuit Court Judge, in the matter of Brock vs. Ochs (15-CA-00595). Item 32 of the Final Summary Judgment fogy.Packet Page -172-14 addresses this issue. 3/8/2016 11 .D. In pertinent part,the ruling states the following: "The Clerk has asserted that the issues to be resolved as to his process claim are: (1) who is responsible for inputting the purpose of each expenditure in the report submitted to the Board prior to approval of payment of each expenditure; (2) whether the Board's finding of valid public purpose needs to come before or after the Clerk's writes(but has not yet issued) each check; and(3) what information should be included in the expenditure report submitted to the Board prior to approval of payment of each expenditure. Not one of these three issues is a legal issue." "...Accordingly, the Clerk's disagreement with the County's current payment approval process is not appropriate for this Court to issue a declaration." "...Therefore,the Clerk's "process"claim fails as a matter of law." The Clerk has appealed this decision to the Second District Court of Appeals. The Circuit Court having established that the pre-payment audit and payables process demanded by the Clerk is not required by Florida law, it seems logical to rely on the existing binding agreement between the Board and the Clerk that governs the services to be provided to the Commission by the Clerk to the Board. On July 27, 2010 the Board entered into an interlocal agreement with the Clerk of the Circuit Court for the provision of financial, accounting, investment, debt management, minute-taking and other mutually agreed upon services. The agreement automatically renews each October 1st, unless terminated pursuant to the terms of the agreement. As a consideration for the provision of these services, the Board has agreed to provide funding annually to the Clerk to the Board budget. The funding level proposed by the Clerk and approved by the Board for these services for fiscal year 2016 is $6,014,400. In the agreement, Section II. Scope of Services states, in part,that"The Clerk will perform the constitutional and statutory duties of the Clerk's office and agrees to provide other services that may be requested by the Board. These services and the budget allocation associated with the performance of said services are specified in Exhibits"A"and"B" of this Agreement...." Exhibit A: Scope of Services in the agreement provides, in pertinent part,the following: Management Reporting: The Clerk will prepare various management reports in accordance with State and local laws and ordinances and as reasonably requested by the Board. Accounts Payable: Process properly approved requests for payments according to generally accepted accounting principles and in accordance with the lawful processes and procedures adopted by the Board. FISCAL IMPACT: The Board has appropriated $6,014,400 to fund the services detailed in the existing interlocal agreement in FY 2016. GROWTHMANAGEMENTIMPACT: There is no growth management impact associated with this item. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality, and requires majority vote for approval. -JAK Packet Page -173- 3/8/2016 11 .D. RECOMMENDATION: For the Board to direct the Clerk to the Board of County Commissioners,pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court,to prepare and submit a payables report in the format and content specified by the Board herein. Attachments: 1. Item 11E October 27, 2015 2. Chairman Nance-Clerk Brock Communication 3. Minutes from February 9, 2016 BCC Meeting 4. Attachment A Purpose Clarity 5. Attachment B SAP Description Locations 6. February 18, 2016 Final Summary Judgment Packet Page -174- 3/8/2016 11.D. COLLIER COUNTY Board of County Commissioners Item Number: 11.11.D. Item Summary: Recommendation for the Board to direct the Clerk to the Board of County Commissioners, pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court, to prepare and submit a payables report in the format and content specified by the Board. (Leo E. Ochs,Jr., County Manager) Meeting Date: 3/8/2016 Prepared By Name: BrockMaryJo Title: Executive Secretary to County Manager, County Managers Office 3/2/2016 2:40:00 PM Submitted by Title: Executive Secretary to County Manager, County Managers Office Name: BrockMaryJo 3/2/2016 2:40:02 PM Approved By Name: OchsLeo Title: County Manager, County Managers Office Date: 3/2/2016 4:26:15 PM Packet Page -175- 3/8/2016 11 .D. 10/27/2015 11 .E. EXECUTIVESUTMj RY Recommendation to request that the Clerk to the Board of County Commissioners, pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court, prepare and submit a payables report in the format and content specified by the Board. OBJECTIVE: To fulfill the payment approval requirements pursuant to County Ordinance 2013-69 as amended by 2015-37 and 2015-51. CONSIDERATIONS: At the September 22, 2015 Board meeting,the County Manager was directed to bring an agenda item forward for discussion concerning the method by which payments were to be presented for approval. Section 16. Subsection F. of the Board's Procurement Ordinance states that"Prior to payment, the Board shall approve all expenditures with a finding that such expenditures serve a valid public purpose." On July 27, 2010 the Board entered into an interlocal agreement with the Clerk of the Circuit Court for the provision of financial,accounting, investment. debt management, minute-taking and other mutually agreed upon services. The agreement automatically renews each October 1". unless terminated pursuant to the terms of the agreement. As a consideration for the provision of these services, the Board has agreed to provide funding annually to the Clerk to the Board budget. The funding level proposed by the Clerk and approved by the Board for these services for fiscal year 2016 is $6.014.400. Section II. Scope of Services in the agreement states, in part, that"The Clerk will perform the constitutional and statutory duties of the Clerk's office and agrees to provide other services that may be requested by the Board. These services and the budget allocation associated with the performance of said services are specified in Exhibits"A"and"B"of this Agreement...." Exhibit A: Scope of Services in the agreement provides. in pertinent part.the following: Management Reporting: The Clerk will prepare various management reports in accordance with State and local laws and ordinances and as reasonably requested by the Board. Accounts Pavable: Process properly approved requests for payments according to generally accepted accounting principles and in accordance with the lawful processes and procedures adopted by the Board. Based upon these considerations. staff is recommending that the Board direct the Clerk to the Board to provide the aforementioned payables report in the format and content contained in the backup documents referenced in Exhibit 1 of this executive summary. FISCAL IMPACT: The Board has appropriated $6,014,400 to fund the services detailed in the existing interlocal agreement in FY 2016. GROWTHMANAGEMENTIMPACT: There is no growth management impact associated with this item. Packet Page -248- Packet Page -176- 3/8/2016 11 .D. 10/2(/2U1b 11 .E. LEGAL CONSIDERATIONS: 'phis item has been reviewed by the County.Attorney. is approved as to form and legality, and requires majority vote for approval. -JAI( RECOMMENDATION: That the Chairman of the County Commission make a written request to the Clerk to the Board of County Commissioners,pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court,to prepare and submit the payables report in the format and content specified by the Board herein. Attachments: Interlocal Agreement between the Board of County Commissioners of Collier County, Florida and the Clerk of the Circuit Court for Collier County, Florida. Exhibit l: Sample Executive Summary and Payables Report Packet Page-249- Packet Page -177- 3/8/2016 11 .D. 10/27/2015 11.E. COLLIER COUNTY Board of County Commissioners Item Number: 11.11.E. Item Summary: This item continued from the October 13, 2015 BCC Meeting. Recommendation to request that the Clerk to the Board of County Commissioners, pursuant to the scope of services enumerated in the Interlocal Agreement between the Board of County Commissioners and the Clerk of the Circuit Court, prepare and submit a payables report in the format and content specified by the Board. (Leo E. Ochs,Jr., County Manager) Meeting Date: 11/10/2015 Prepared By Name: BrockMaryJo Title: Executive Secretary to County Manager, County Managers Office 10`20/2015 9:38:11 AM Submitted by Title: Executive Secretary to County Manager, County Managers Office Name: BrockMaryJo 10/20/2015 9:38:12 AM Approved By Name: OcitsLeo .Title: County Manager, County Managers Office Date: 10/21/2015 2:43:26 PM Packet Page -250- Packet Page -178- 3/8/2016 11 .D. 10I2!fLuiz lit. INTERLOCAL AGREEMENT BETWEEN THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY,FLORIDA AND 1 r" THE CLERK OF THE CIRCUIT COURT FOR COLLIER COUNTY, FLORIDA 1 7 This Agreement is made and entered into this 27th day of July , 2010 , by and between the Board of County Commissioners of Collier County, Florida, a political subdivision of the State of Florida (hereinafter referred to as the "Board") and the Collier County Clerk of the Circuit Court(hereinafter referred to as the"Clerk"). WHEREAS, the Board of County Commissioners is the legislative and governing body of the County in accordance with Chapter 125, Florida Statutes and has authority to enter into this Agreement on behalf of the Board;and WHEREAS, the Clerk is an independent constitutional county fee officer as defined by Section 218.35 Florida Statutes, and will continue to be a fee officer under this Agreement, and has the authority to enter into this Agreement on its behalf; and WHEREAS, the Board and the Clerk desire to enter into an agreement for the provision of constitutional and statutorily required financial,accounting, investment, pre-auditing services, and other mutually agreed upon services, and to take minutes of the meeting of the Board of County Commissioners; and WHEREAS, together, the Board and the Clerk may provide annual budgetary certainty to both entities; NOW, THEREFORE. in consideration of the foregoing recitals and the mutual covenants and promises hereinafter set forth,the parties do hereby agree as follows: Section 1. INCORPORATION OF RECITALS The recitals stated above are incorporated into this Agreement and made a part of this Agreement as if fully set forth herein. The parties have relied on these recitals as an inducement to entering into this Agreement. Section II. SCOPE OF SERVICES The Clerk will perform the constitutional and statutory duties of the Clerk's office and agrees to provide other services that may be requested by the Board. These services and the budget allocation associated with the performance of said services arc specified in Exhibits "A" and "B" of this Agreement. The service levels reflected are those approved by the Board for FY10/11, Additional services, if requested by the Board, may require additional funding. The 1 Packet Page -251- Packet Page -179- 3/8/2016 11 .D. 10/27/2015 11 .E, 1 6 F 9 Clerk and the Board further agree to work in a cooperative manner to develop processes and procedures that will facilitate the efficient and effective delivery of the services provided and to participate cooperatively in business process management exercises that may improve and streamline these processes. Section III. EXPANSION OR ELIMINATION OF SERVICES In the event that either party desires to materially alter the Scope of Services set forth in Exhibit -A," both parties agree to negotiate in good faith a potential amendment to this Agreement. Any alteration or amendment to this Agreement, shall not take effect unless reduced to writing and duly executed by both parties. Section IV. TERM The initial term of this Agreement shall be October 1, 2010 to September 30, 2011 and shall remain in effect unless earlier terminated pursuant to the termination terms of this Agreement. After the expiration of the initial term, and if this Agreement has not otherwise been terminated as provided below,the provisions of this Agreement, with the exception of Exhibit B —Proposed Funding Level, shall be automatically extended beginning on October I, 2011 and on each October l' thereafter, subject to funding approval by the Board, annually for a successive one year term, unless either party provides the other party with a written notice of intent not to renew such Agreement no less than ninety (90 days) prior to the end of the initial term or any subsequent one year term. Section V. TERMINATION Either party may terminate this Agreement by giving the other party not less than 90 days prior written notice of such intent to terminate. in which event termination shall be effective on September 30 of the then current term. This Agreement shall be subject to immediate renegotiation should there be changes in Florida law related to the Clerk's duties to the Board or changes in statutory funding provisions in effect as of July 1, 2010, or if a reduction in Board revenues results in the need for cuts to the Board's budgets. In the event of termination, after the effective date of termination, the parties shall be re!ievcd of any further obligation to, and shall have no recourse against one another under this Agreement except for(i)any breach of this Agreement that occurred prior to the effective date of such termination, provided that the non-defaulting party has given written notice thereof to the 2 Packet Page -252- Packet Page -180- 3/8/2016 11 .D. 10/z//11/15 11 .t. other party prior to the effective date of such termination, and (ii) Section XIV Indemnified"- F 9"- _ Any advance funding provided by the Board to the Clerk under this Agreement that has not been spent or obligated in the form of a contract or purchase order for goods or services received prior to the effective date of termination, shall be refunded to the Board within thirty (30) days following the effective date of such termination. Should positions be terminated as a result of the termination of this Agreement, any associated termination benefits established by the Clerk's benefits plan in effect on the date of notice of intent to terminate this Agreement, (i.e. sick leave and vacation payout) or state or federal requirement (i.e. retirement, unemployment, or other mandated benefits) for positions paid under this Agreement or prorated portion of benefits for allocated positions under this Agreement will be considered as funds obligated prior to the effective date of the termination. Should there be insufficient advance funds to cover the full cost of these termination benefits, the Board will provide for the deficit to the limit of the liability incurred related to this action. Termination of this Agreement shall not impact in any way the parties' obligations that exist independent of this Agreement. The grounds for termination and the remedies set forth in this paragraph are intended to be cumulative with those set forth in other paragraphs of this Agreement, as well as others available to the parties either at law or in equity. Section VI. PAYMENT FOR SERVICES The Board agrees to fund the Clerk as Clerk to the Board for services described in Section I. SCOPE OF SERVICES and at the levels as further detailed in Exhibits"A"and"B" of this Agreement. This Agreement does not cover the charges the Board incurs for the costs of verbatim reporting, minutes. and other services, if any, that the Board requests of, and has historically paid to.the Clerk(other than meetings of the Board of County Commissioners). The Board acknowledges that it will continue to be responsible for any such charges in addition to the amount set forth herein. Costs for Board approved facilities and other statutorily required costs will continue to be paid by the Board. After the first term of this agreement.the Clerk shall provide on or before May 11' of each year of each term of this agreement, a proposed funding level for services to be provided to the Board, statutorily required costs, and other agreed upon costs for the upcoming fiscal year that is not inconsistent with the budget guidance provided by the Board for its staff and operations, which amount shall be budgeted by the Board, subject to reasonable review by the Board and 3 Packet Page -253- Packet Page -181- 3/8/2016 11 .D. 1 0/2//2Ulb fl.E. contingent upon the availability and appropriation of sufficient funds lawfully expendable by the 6 F 9 Board. Any policy variance would be identified for Board review and funding consideration. The Clerk shall utilize these funds for the purpose of providing those services specified in the Scope of Services. Any use of these funds outside that which is approved by the Board as part of this Agreement must be approved in advance by the Board and must be used to benefit or provide service to the Board. Any of these funds provided by the Board may not be used to hire outside legal counsel to engage in preparation for or litigation against the Board as the defendant (with the exception of a writ of mandamus for public records) without the explicit approval of the Board. A use of the funds provided to the Clerk by the Board for any purpose outside the Scope of Services shall be considered a material breach of the Agreement and cause for immediate termination. Provided, however, that the Clerk is not precluded from the movement of funds between authorized line items at the Clerk's discretion. During each year of each term of this Agreement, the Board will fund 2/12th of the amount identified herein on each October l and 1/11th of the remaining amount on the first day of each month thereafter commencing on each November 1 and ending on each September 1'. Section VII. DISPUTE RESOLUTION The parties shall attempt to resolve any and all disputes arising out of this Agreement in good faith and in accordance with this section. Routinely identified issues will be reviewed by the appropriate Clerk staff and Board staff and attempts made to resolve any issue. Either party, upon request, will provide documents necessary for review of any issues in dispute. Should any item not be mutually resolved, the appropriate Clerk staff and Board department heads shall meet at the earliest opportunity, but in any event no later than 30 days from the date the Dispute Notice is received to discuss and resolve the dispute. If the dispute is resolved to the mutual satisfaction of both, the department heads shall report their decision, in writing, to the County Manager and the Clerk of the Court. If the department heads are unable to reconcile the dispute, they shall report their impasse to the County Manager and the Clerk of the Court, who shall then convene a meeting at their earliest convenience, but in any event no later than 30 days following notice of impasse to attempt to reconcile the dispute. 4 Packet Page-254- Packet Page -182- 3/8/2016 11 .D. 10/27/2015 11 .E. 1 6 F 9 If a dispute is not resolved by the foregoing steps within 30 days of the meeting between the County Manager and Clerk of the Court, the County Manager will place the item on the Board of County Commissioners' agenda for discussion with the Clerk. Section VIII. ASSIGNMENT Neither party may assign any portion of this Agreement without the prior written consent of the other party. Any assignment contrary to the provisions of this paragraph may be deemed a default of the Agreement and, at the option of the non-defaulting party, shall not convey any rights to the assignee. Section IX. COMPLIANCE WITH APPLICABLE LAW In providing the Scope of Services and otherwise carrying out its obligations under this Agreement,the Clerk and the Board shall comply with all applicable law. Section X. NON-WAIVER Failure to enforce or insist upon compliance of any of the terms or conditions of this Agreement or failure to give notice or declare this Agreement terminated shall not constitute a general waiver or relinquishment of same, or of any other terms. conditions,or acts; but the same shall be and remain at all times in full force and effect. Section XI. NOTICE If written notice is required in this Agreement, such notice shall be given by hand- delivery, recognized overnight delivery service, or by first class mail, registered and return receipt requested to the Board as follows: County Manager 3301 Tamiami Trail, East Harmon Turner Building,2nd Floor Naples,Florida 34112 and to the Clerk as follows: Clerk of the Court Courthouse Annex—2nd Floor 3301 Tamiami Trail East Naples, FL 34112 5 Packet Page -255- Packet Page -183- 3/8/2016 11.D. 10/27/2015 11 .E. Section XII. FORCE MAJEURE 16F 9 A party's timely performance of its obligation under this Agreement, only to the extent it is specifically affected thereby, shall be suspended, without forfeiture of any performance bond or the incurring of any financial liability, when and only for as long as performance of such obligations is prevented by reasons of any of the following cases: (i) acts of God, including without limitation, severe weather events, (ii)operation of law, and (iii)any other event beyond the reasonable control of the party whose performance is affected, to the extent not caused by such party's willful or negligent acts or omissions, except in those cases where that party could have reasonably foreseen and reasonably avoided that occurrence. The party affected by any such event shall give written notice to the other party as soon as practical after it becomes aware of such event and, to the extent practical, shall specify the anticipated length in delay. The affected party shall use reasonable efforts to minimize the impact of that delay on the party's performance. Neither party shall be liable to the other part for damages caused by such events. Section Xlii. CHOICE OF LAW, VENUE, AND SEVERABILITY This Agreement shall be construed and interpreted in accordance with Florida law. Venue for any actions brought in relation to this Agreement (to the extent not subject to Section VII of this Agreement pertaining to dispute resolution) shall be in a court of competent jurisdiction in Collier County, Florida, If any provision of this Agreement is subsequently held invalid, the remaining provisions shall continue in effect. Section XIV. Indemnification Each party agrees to indemnify, defend and hold harmless the other party, its officials, officers and employees, from and against all liabilities, damages, costs and expenses, including but not limited to a reasonable attorney's fees, to the extent the same are cause by the negligent or wrongful acts or omissions of the indemnifying party, or its officials, officers, or employees, in the performance of the Agreement. The liability of each party, as set forth in this Paragraph, is intended to be consistent with limitations of Florida including the State's waiver of sovereign immunity pursuant to Section 768.28, Florida Statutes, No obligation imposed by this Paragraph shall be deemed to alter said waiver or to extend the liability of a party beyond such limits, nor shall any such obligation be deemed construed as a waiver of any defense of sovereign immunity to which the indemnifying party may be entitled. 6 Packet Page -256- _ Packet Page -184- 3/8/2016 11 .D. 10/27/2015 11 .E. IN WITNESS WHEREOF, the parties hereto have caused this Agreement Ito § F 9 executed by their appropriate officials,as of the date first above written. CO . ' CO 'NTY CLERK OF COURT 40 Witness: By: • 4 t . ;roc Witness: ATTEST: -,' ,,.. BOARD OF COUNTY COMMISSIONERS D GITO..aRe K,CL,teRK COLLIER COUNTY,FLORIDA By: • b • '''.4t.77 4L141 (A) CriL '. .-.7 (ILERK Fred Coyle,CHAIRMAN 1101111tWirli.V.:: ' - .7roved as to -a' a iiiid e:al su cien : iilimmi. .0■1 Li- 1,...-- d7111 I cqueli e Hubbard, As st!, t ...,_ •i•unty Attorney 7 Packet Page-257- — —---- ..._ .....m __ ..._— Packet Page -185- 3/8/2016 11.D. 1 0/27/201 5 1 1 .E. Exhibit A; Scope of Services 16 F 9 General Accounting: Maintenance of general ledgers, funds and accounts; preparation of trial balance, balance sheet, statement of cash flows and expense and revenue statements and other required monthly, quarterly and/or annual financial reports; reconcile bank accounts; maintain schedules of fixed assets and coordinate annual physical inventory. Prepare the annual Comprehensive Annual Financial Report(CAFR)and associated filings. Management Reporting: The Clerk will prepare various management reports in accordance with State and local laws and ordinances and as reasonably requested by the Board. Examples of such include CRA reports and utility financial statements. Accounts Payable: Process properly approved requests for payments according to generally accepted accounting principles and in accordance with law and the lawful processes and procedures adopted by the Board. Prepare and distribute payments, by check, electronic transfers, purchasing card; maintain General and Subsidiary payable ledgers; respond to vendor requests for payment information and history in accordance with applicable laws of Florida and the lawful processes and procedures adopted by the Board; prepare and timely distribute 1099 tax forms, and any other required Federal and State forms or reports regarding payments to vendors for accounts payable. Cash Management and Accounts Receivable: Reconcile and post cash receipts; prepare and distribute bills and invoices for services rendered by the Board in accordance with generally accepted accounting principles and the lawful processes and procedures adopted by the Board. To ensure the Clerk's compliance with all applicable laws, the Board will timely approve interagency billings, deposit funds received within seven (7) days, and provide access to necessary transactional details. Payroll Preparation and Distribution: Prepare payroll checks and vouchers in accordance with generally accepted accounting principles and the lawful processes and procedures adopted by the Board; prepare off-cycle payroll checks and vouchers as requested by the Board (the Board will endeavor to limit such requests so as not to unreasonably disrupt operations); prepare and submit monthly, quarterly, or as otherwise required, state and federal payroll reports; ensure distribution of payroll deductions, garnishments, taxes and withholdings. and payment of payroll taxes; prepare and distribute end of year payroll reports, statements of earnings and W-2 forms; provide copies of payroll checks, vouchers or W-2 forms as required by law and requested by the Board. The Board will coordinate with the Clerk's staff as early in the process as possible to ensure appropriate time is allocated to implement Board initiated changes to payroll processing. All changes will follow appropriate testing and system change protocols. Board staff will be available for such testing and training as is necessary to implement changes. Debt Management: The Clerk is responsible for debt management in accordance with the lawful direction of the Board and arbitrage calculations. 8 Packet Page -258- Packet Page -186- 3/8/2016 11 .D. 10/27/2015 11.E. 1oty Investment Management: Manage the investment of Board funds in accordance with Florida Statute and the Board of County Commissioners' lawful adopted investment policy using best practices and financial advice. The Clerk will continue to provide a monthly summary of investments on the Clerk's website for public access. Additionally, the Clerk will provide an update as to the status of the Board's investment portfolio on a quarterly basis or as necessary at a publicly noticed Board of County Commissioners meeting. Management and Maintenance of ERP System (SAP): Manage and maintain the hardware, software, software licenses and related equipment and services required to operate the Board's Enterprise Resource Planning(ERP)systems with a high degree of reliability (100% availability under normal conditions during regular work hours, down time for maintenance must be coordinated with the Board) in accordance with the lawful direction and strategy of the Board and coordinated with the Clerk; apply patches and enhancement packs and test same; develop and implement appropriate system backup procedures; and cross-train Board staff to provide backup and additional resources. Minutes and Records: Ensure the taking of minutes of public meetings in accordance with the direction of the Board, in the form and format directed by the Board, and in compliance with State law and as additionally requested and funded by the Board; manage and maintain said minutes in accordance with the direction of the Board and in compliance with State law. Value Adjustment Board: Serve as clerk to the Value Adjustment Board performing or providing such services necessary for said Board to perform its statutory requirements including taking minutes and mediation services. External Auditing Services: Manage and coordinate the external audit services (Comprehensive Annual Financial Report {CAFR}, Single Audit,and Agreed Upon Procedures Audits,where appropriate). Additional services as may be mutually agreed upon. 9 Packet Page-259- - --- Packet Page -187- 3/8/2016 11.D. 1 0/2 1/201 5 11.E. Exhibit B—Proposed Funding Level 16 ( 9 Ft'2010 Fir 2011 LAM tteu_ loclDst Ye Incalis Total Clerk of Courts Personal Servlces $ 5,554,700 $ 5,604,900 S 50,200 0.90% Opera Ong Cape nses $ 1,765,900 $ 1,605,500 5 (160,400) -9.08% Capital Outlay $ 87,900 5 116,600 S 28,700 32.65% Sub•T©tel 5 7,408,500 $ 7,327,000 5 (81,500) -1.10% Clerk's Fees S 2,135,000 $ 2,317,100 S 182,300 8.53% Net Cost to fiord S 5,273,500 $ 5,002,200 5 03.600) 4.00% Total Flee 77.06 74.13 (2.58) •3.34% Total Net Cost to the board Dumps by Osvtslors General Administration• S 447,300 $ 535.100 5 67,800 15.16% Clerk to the Board S 3,227,100 S 3,239,900 S 12,800 0.40% Clerk to the Circuit Court 5 159,800 S 84,400 $ (75,400) 47 18% Clerk to the County Court" 5 323,900 5 189,500 $ (134,400) 41.49% Recording•••• 5 (315,700) $ (835,100) $ (519,400) 164.52% Management Information Services••• S 1,431,100 $ 1,816300 $ 315,000 26.90% OtNalon Totals $ 5,273,500 $ 5,009,900 $ (263,600) •5.00% Total FTE Osseous by Dlvksion General Administration• 4,80 4.80 0.00 0.00% Clerk to the Board 39.00 38 00 11..00! -T 56% Clerk to the Circuit Court 1.00 0.00 (1.D0; -100,00% Clerk to the County Court•• 2.24 2.08 (0.16) -6.98% Recording"•• 19.00 18.00 (1.00) 5.26% Management information Services•• 11.02 11 60 0.58 5.26% FTETotaas 77.06 74.41 (2.58) -3.34% •Represents 37%of total costs and FfEs kw General administration overhead departments. **Satellite costs are prorated at the rate of 52%of total Satellite costa and FTEs. Remaining portion is for Court related activity and is Funded by the State ofFlorioa. •••In FY 2010.Court employees were removed and rematnrngcharies were allocated between the Clerk and the B.C. in FY 2011,Court employees were removed,54P employees were allocated to the BCC,S the remaining charges were prorated between the 5CC and the C arks+s!or-_da '••'Recording produces more revenue than erpenditurer&the balance is used to offset the Genera I Funds Clerk's expenses decreased by 1.1%a ril FTES decreased by 1.313%. Clerk's fees for serVICes Increased by 8.53%. Per Board policy,net cost to the BCC is decreasing by 5.0%. 10 Packet Page -260- Packet Page -188- 3/8/2016 11 .D. 10/27/2015 11 .h. FY 2010 FY 2011 l6F9 Vtdzzl Pawns !mills& 7 Gemini Administration Clerk's Adm,nistra tlon Personal Services S 211,000 S 207,000 S (4,000) -1.90% Opera tl rya Expenses S 211,500 S 148,900 S (62.600) -29.60% Capital Outlay 5 2.500 S - S (2.500) -100.00% Total 5 425,000 S 355,900 S (69.100) -16-26% Clerk's Fees S 264.900 S 118,400 S (146,500) -55.30% Net Cost to Board 5 160,100 5 237.500 5 77,400 48.34% FTTU 1.92 L92 0.00 0.00% Clerk's Accoun Ong• Personal Services S 132,400 5 135,400 5 3,000 2.27% OperatingEwenses S 13,400 5 12,400 5 (1,000) -7.46% Capital Outlay S - S - 5 • N/A Total 5 145.800 5 147,800 5 2,000 1.37% Clerk's Fees S 5 - 5 - N/A Net Cwt to bard S 143,800 $ 147,100 $ 2,000 1.37% F7E3 1.50 1.60 0.00 0.00% Records Management• Personal Services S 96,200 S 83,600 S (12,600) -1310% Operating Expenses S 45,200 S 46,200 S 1,000 2,21% Capital Outlay S - S - $ N/A Total S 141,400 $ 129,800 5 (11,600) -8.20% Clerk's Fees S • 5 - 5 N/A Net Coat to Board 5 141,400 5 129,800 $ (11,600) -4.20% FM 1.21 1.28 0.00 0.00% Oerkto the Wand Finance and Accoun tiny Personal Services 5 2.625,300 S 2,628,200 $ 2,900 0.11% Overman Expenses $ 196.300 S 139,200 S (57,100) -29.09% Capital Outlay 5 2.000 5 6.000 5 4,000 200.00% Total 5 2,823.600 5 2,773.400 S (50,2001 -1.78% Clerk's Fees S 5 5 N/A Net Cost to Board S 2,823,600 5 2,773,400 S (50.200) -1.78% FTEs 35.00 34.00 (1.001 .2.86% Board Minutetand Records Personal Services $ 207,200 5 212,100 5 4,900 2.36% Operating Expenses 5 293,300 S 291,900 5 (1,4001 -0.48% Capital Outlay 5 7,500 $ 76,500 5 69,000 920.00% Total 5 508,000 5 580,500 s 72,500 14 27% Clerk's Fees 5 104,500 5 114,000 5 9.500 9.09% Net Curt t0 bard $ 403,500 $ 466,500 5 63,000 15.61% Fib 4.00 4.00 0.00 0.00% Clerk of the Circuit Curt Circu'Cvi1 NSA Personal Services S 5 5 Operating Expenses 5 41.300 S 38,200 S (3,100) -7.51% Capital Outlay 5 S - S - N/A Total S 41,300 $ 38.200 5 (3,100) -751% Clerk's Fees S 3,400 5 13,400) -100,00% Net Cost to Board 5 37,900 5 38.200 5 300 0.T9% ETU 0.00 0.00 0.00 N/A 11 Packet Page-261- __. Packet Page -189- 3/8/2016 11 .D. 10/27/2015 11 .E. Ivry FY 2010 FY 2011 kelei1 !Muss InciliaL 31111‘11111 Clerk of the Circuit Coat(Continued) Circuit Felony Personal Services S $ • S N/A Operating Expenses 5 27,600 5 26,200 5 11,400) -5.07% Capital Outlay S - S - 5 - N/A Total S 27,600 S 26,200 5 11,400) -5.07% Clerk's Fees S - $ - 5 - N/A Net Cott to Ward S 27,600 $ 26,200 $ (1,40O) -5.07% FTC 0.00 0.00 0.00 N/A SAVE Program(Discontinued) Personal Services S 61,000 S - $ (61,000) -100.00% Operating Expenses S 2,900 $ $ (2,900) -100.00% Capital Outlay $ S - S . N/A Total $ 63,900 $ - 5 (63,900) _100.00% Clerk's Fees 5 3,400 $ - 5 (3,400) -100.00% Net Ceti to bard $ 60,500 $ • $ 160,500) -100.00% FTEs 1.00 0.00 (1.00) N/A Jury P. nogement(Distributed in Criminal Civil Court) Personal Services S - S - $ • N/A Operating Expenses 5 12,100 5 - $ (12,100) -100.00% Capital Outlay S - $ - 5 - N/A Total S 12.100 S • $ (12,100) -100.00% Clerk's Fees S - 5 • S - N/A Net Coat to bard $ 12,100 $ - $ (12,100) -100.00% Fits 0.00 0.00 0.00 N/A Circuit Probate Personal Services 5 • S - S N/A Operating Ergrens es 5 9,800 5 9,300 S (500) -5.10% Capital Outlay 5 • $ 5 - N/A Total 5 9,800 S 9,300 5 (500) -5.10% Clerk's Fees $ $ 5 - N/A Net CoC to!laird $ 1,800 $ 1,300 $ G0C) -5.10% fits 0.00 0.00 0.00 N/A Juvenile Personal Services S - $ $ N/A Operating[menses $ 11,900 5 10,700 $ (1,200) -10.08% Capital Outlay $ - 5 • $ N/A Total $ 11,900 $ 10,700 S 11,200) -10.08% Clerk's Fees 5 - $ - $ . N/A Net Cost to Board $ 11,900 $ 10,700 5 (1,200) -10.08% Ms 0.00 0.00 0.00 NIA Clerk of the County Court County Satellites• Personal Services 5 217,700 $ 130,400 5 (87,300) -40.10% Operating Expenses S 25,600 5 18,200 $ (7,400) -28 91% Capital Outlay S • $ - 5 - N/A Total $ 243,300 5 148,600 5 (94,700) -38.92% Clerk's Fees 5 - S 23,800 5 23.800 N/A Net Cost to lord $ 243,300 $ 124,800 $ (118,500) 48.71% FTEs 2.24 2.04 (0.16) 4.98% 12 _Packet Page -262- _ Packet Page -190- ---�_�-_�..._ . _.__._...._-. . 3/8/2016 11 .D. 10/27/2015 11 .E. . 1 6 F 9 FT2010 FY2011 SEW Min* lard3In 1306LIEK Clerk of County Court(Continued) County Misdemeanor Personal Services S 5 5 N/A Opt rating Expenses 5 33.700 $ 31,800 S (1,900) -5.64% Capital Outlay S $ - S N/A Total 5 33.700 S 31.800 S (1.900) -5.64% Clerk's Fees S - $ $ - N/A Nat Conte e bard 5 13,700 $ 34800 $ 11.100) •6.64% Fits 0.00 0.00 0.00 NIA County Civil Personal Services S - $ $ N/A • Ope rat ingExpenses S 19,400 S 17,800 S (1,600) -8.25% Capital Outlay S S 5 - N/A Total $ 19,400 $ 17,800 S (1,600) -8-25% Oerk's Fees $ S • 5 N/A Net Cast to Ward $ 11,400 $ 17,800 $ )1,600) 4.25% FITs 0.00 0.00 0.00 N/A County Traffic Personal Services $ • S - 5 N/A Operatingtpenses 5 15,900 5 15.100 5 (800) -5.03% Capital Outlay 5 • S - $ N/A Total $ 15,900 S 15,100 $ (8001 -5.03% Cletus Fees 5 - 5 $ - N/A Net Cost to board S 15,900 $ 15.100 $ 000) -5.03% FTEs 0.00 0.00 0.00 N/A Court Collections Personal Services $ - S - S - N/A Doe rating Expense s 5 11,600 5 S (11,600) -100.00% Capital Outlay 5 - $ $ N/A total $ 11,600 5 • 5 (11,600) -100-00% Clerk's Fees 5 5 $ N/A Nit Cost to board 5 11,600 5 - 5 (11,600) -100,00% Fib 0.00 0.00 0.00 N/A Recording e orying•••• Personal Services S 1,235,300 5 1.069,300 5 (166,000) -13 44% Operating Expenses $ 201,400 5 152,700 5 (48,700) -24.18% Capital Outlay 5 5 - 5 N/A Total 5 1,436,700 5 1,222,000 5 (214,700) -14.94% Clerk's Fees 5 1,752,400 5 2,057,100 5 304,700 17.39% Net Cost to board S (315,700) $ p35,100) S (519,400) 164.52% Fits 19.00 18.00 (1.00) -5.26% Management tnbrmatlon Systems 6415"' Personal Services 5 768.600 5 L138,900 5 370,300 48.18% Operatinl Erase nses S 593,000 5 646.900 5 53,900 9.09% Capital Outlay $ 75,900 5 34,100 S (41,800) -55.07% Total $ 1,437,500 $ 1,819,900 $ 382,400 26.60% Clerk's Fees $ 6,400 $ 3.800 $ (2,600) 10.63% Net Cost toWard $ 1,431,100 $ 1,816,100 S 385,000 26.90% FTEa 11.01 11.60 0.5$ 5.26% 13 Packet Page -263- - ---- Packet Page -191- 3/8/2016 11 .D. 10/27/2015 11 .E. EXHIBIT 1 EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners accepts the certification by the Clerk to the Board that the payables listed in the enclosed Payables Report for the period of 1 „ through WO"_ been pre-audited in accordance with Florida law; that the Board finds these payables serve a valid public purpose and are approved for payment; and that the Clerk to the Board is authorized to make disbursement. OBJECTIVE: To approve payables for payment pursuant to Board ordinance and direction. CONSIDERATIONS: Section 16, Subsection F of the Board's Purchasing Ordinance requires that: "Prior to payment. the Board shall approve all expenditures with a finding that such expenditures serve a valid public purpose." The enclosed report has been prepared in accordance with Board direction pursuant to the Interlocal Agreement for Services between the County Commission and the Clerk of the Circuit Court. FISCAL IMPACT: Funding for payables listed on the attached report have been appropriated through the Board's budget adoption and amendment processes. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. RECOMMENDATION: That the Board of County Commissioners accepts the certification by,the Clerk to the Board that the payables listed in the enclosed Payables Report for the period of DA through DATE have been pre-audited in accordance with Florida law; that the Board finds these payables serve a valid public purpose and are approved for payment and that the Clerk to the Board is authorized to make disbursement. Prepared b�:Name and Title Attachment: Sample Expenditure Report Packet Page -264- Packet Page -192- 3/8/2016 11 .D. 10/27/2015 11.E. Exhibit.1 MEMO Date: To: Board of County Commissioners From: Dwight E. Brock, Clerk to the Board Subject: Payables Report Please be advised that the list of pending payables enclosed herein have been pre-audited in accordance with Florida Law. More specifically, a determination of the legality of these proposed expenditures has been completed to determine: (1) that the funds were spent for a public purpose, (2) that the funds were spent in conformity with the county purchasing ordinance or statutory bidding procedures, and (3) that the expenditure did not overspend any account or fund of the final adopted budget. Signed: Dwight E. Brock, Clerk to the Board of County Commissioners Packet Page -265- Packet Page -193- 3/8/201611.D. 10/27/201511.E. 1 ' I cc, E ea .2 C. tu. 2 a 2 m 0., (-) < c. I 8 m e . ., w rx < 0 › .0 x )..- , , 2 2 c , . :If ■1--'o g cP0 8)E.,a„, E oE g = 1. E I ' t2 5..62: g 2'Iz 62 z L g.2 0 ` aa 00 a 0 1 0 - g P Lug -,t o VE715.5.2.2 = 2 com 'es082.2-2E2 < & a ww 2 ,- .- ,-- I c1.9ti8r.—ALL2,. -E- ui LI/ 4.- u.. 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LU tUi bi 49 <A f/) U) 03. fir t4 i/i N) LU 65 (A Vh To 0 d r Z < C 4 C C d d C C C 4 C 4 C C Q C C , z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z 00 ❑ 0 ❑ 0 0 ❑ ❑ ❑ 0 0 0 0 ❑ 0 0 0 0 >. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 i7c 0 0 Y Y Y Y Y Y Y YYZ YZZ ZYZ ZYZ Y Y Y ZYZ ZXZ 'YZZ Z Q Q ¢ Q G Q Q 6 Q < < Q 4 Q Q Q Q co m c a m m m m m m co m m m m m m m m F- F H- H 1- i- h F- H H H Hi-0 0 O N U) 0 0 0 0 U) V) 0 V) f!) U) (0 V) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C C C C C C C C C C C C C C CC C CC C 1- 1- H F- I- H H H H H 1- H H 1- H 1- Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z U) (_!) � V) N V) N (_/) CO � N t=/) C)) V) CC!) (=7) CO im V) j ry N H. o N co "4 N 4 PacketPage-269- Q Q <', A h 1n 7 M M M t7 to 'f! •..• ... • • co CC W 0 (0 W 0 N N N N co co m Packet Page -197- N N 0 N 0 N N N N N N . 3/8/2016 11.D. County of Collier CLERK OF THE CIRCNIT COURT COLLIER COLN-MC:OUR t riOUSE 3315 TAMlArfl TRI E STE 102 Dwight E. Brock-dierk of ircuit Court P.O. BOX 413044 NAPLES,FL 34112-5324 NAPLES,FL 34101-3044 Clerk of Courts • Comptroller • Auditor `ustmlian of County Funds December 1. 2015 f7i The Honorable Tim Nance, Chairman Board of County Commissioners 3299 Tamiami Trail East Suite 303 _ _ Naples, FL 34112-5746 Dear Commissioner Nance: I am writing in response to your request that my office prepare a "payables report" for the Board of County Commissioners. My office certainly agrees to prepare a payables report for the Board. In order to do that, however, we need additional information regarding the purpose for each of the Board's purchases. Only the Board's Agency knows the purpose for their purchases and this information is not always provided to my office. Obviously. my office cannot report information to the Board unless the information is provided. Once the information is provided to the Clerk's office, we will gladly include it on a report for the Board. In the proposed executive summary you requested that I certify that the listed payables had been audited in accordance with Florida Law. Unfortunately, I cannot complete my audit of the payables until after the Board approves the expenditures and finds that the expenditures serve a valid public purpose. Part of my audit involves an independent review of the Board's determination of valid public purpose and how the purchase serves that purpose. I cannot review a Board finding that has not yet been made. Proceeding in this mannei -- first. having the Board find expenditures serve a valid public purpose and second. having the Clerk's office audit that finding -- follows existing Florida law and the direction provided by the Florida Auditor General's Office. More specifically. in the Auditor General's audit of Okaloosa County. the office explained: -the Attorney General has indicated on numerous occasions that documentation of an expenditure in sufficient detail to establish the authorized public purpose served, and how that particular expenditure serves to further the identified public purpose, should be present at the point in time when the voucher is presented [to the clerk] for payment of funds. The Attorney General has further indicated that unless such documentation is present, the request for payment should be denied:- For that reason, while my office can provide a payables report for the Board's consideration, subject to the necessary and required information noted above being provided by the Board's Phone- (239) 252-2646 Fax- (239) 252-2755 Website- ,www.CollierClerk.com Packet Page -198-1- CollierClerkk'kollierclerk.com 3/8/2016 11 .D. Agency, my office cannot certify that the listed payables have been audited in accordance with Florida Law because that audit necessarily takes place after the Board's approval and findings. In the spirit of continued cooperation, and as we remain compliant with the Interlocal Agreement, while the Interlocal Agreement. provides that my office can charge the Board additional fees for preparation of additional reports, like the requested payables report, we are not seeking additional fees at this time. On a final note, in addition to providing the Board with the requested payables report subject to the limits above, my office will also continue to provide the report outlined in the court order dated July 16, 2015 and the 136.06 report as required by Florida Statutes, during the pendency of the litigation. If you would like to further discuss the requested payables report please contact me. Respectfully, Dwight Brock Clerk of the Circuit Court Enclosure: Sample Payables Report CC: Board of County Commissioners Leo Ochs, Jr., County Manager Board Minutes and Records Miscellaneous Correspondence Phone- (239) 252-2646 Fax- (239) 252-2755 Website-www.CollierClerk.com Email- CollierClerk(vcollierclerk.com Packet Page-199- 3/8/2016 11.D. Board of Coiher County Commissioners Eso ;�� ��nr�� pcnnvTn°o, T.mwpnce cx,L,;17 D,STno4 o,snz 5 November 4, 2015 Mr. Dwight Brock Clerk of the Circuit Court T315 Tamiami Trail East Courthouse Annex Naples FL 34112 Dear Mr. Brock, On behalf of the Board of County Commissioners, I have been asked to request your assistance in preparing and placing on the Board's meeting agenda a payables report for our use in satisfying certain requirements ri our Procurement Ordinance. The format and content of this report should be similar to the sample exhibits enclosed The following considerations are noteworthy. • This request is made pursuant to and within the scope of our Interlocal Agreement for services belwevn the Board of County Commissioners and the Clerk. • The requested list of payables will be pre-audited by the Clerk's office prior to presentation to the Board, thus providing assurance that these payables have undergone this important independent review fo, (r��|i�y • This report will provide the Board the formal mernanisrn to meet its procurement ordinance requirement that pilor to pymc: t ai expenditurr's have been found to have served a valid public purpose. • This report should be included in every Board meeting agenda, beginning with the County [ommiui^nmee,,ng Drcmbe/ 8. Z1 Ir., vou, a"udp-at,dcoop*ra:oni: thisomtc. ism` chapo,ojated. / look forward to your timely ,cp|y. ncsp*ctfw||y. Tim Nance [ha,/' �o*/do[[uun0/Lommosione/s CC: Board of County Commissioners Leo F. Ochs, Jr..County Manager Packet Page -200- 3/8/2016 11 .D. BrockMaryJo To: Dwight E. Brock Cc: DLCOMM; Ochs Leo Subject: Letter attached Attachments: Clerk of Courts,pdf Good afternoon, Please see attached letter, a printed -version will foliow in post office mail Thank you, flit Mary-Jo Brock - Executive Assistant to Leo E.Ochs,Jr. - County Manager's Office 7 39.252.8364 1. Packet Page -201- 3/8/2016 11.D. EXHIBIT | EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners accepts the certification by the Clerk to the Board that the payables listed in the enclosed Payables Report for the period of DATE thromgb DATE have been pre-audited in accordance with Florida law; that the Board finds these payables serve a valid public purpose and are approved for payment; and that the Clerk to the Board is authorized to make disbursement. OBJECTIVE: To approve payables for payment pursuant to Board ordinance and direction, CONSIDERATIONS: Section 16' Subsection F of the Board's Purchasing Ordinance requires that: "Prior to payment, the Board shall approve all expenditures with a finding that such expenditures serve a valid public purpose.- I he enclosed report has been prepared in accordance with Board direction pursuant to the Inter local Agreement for Services between the County Commission and the Clerk of the Circuit Court. FISCAL IMPACT: Funding Corpoya6\es listed on the attached report have been appropriated through the Board's budget adoption and amendment processes. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. RECOMMENDATION: That the Board of County Commissioners accepts the certification by the Clerk to the Board that the puyub|cs listed in the enclosed Pa?ub|ms Report for the period of DATE through DATE have been pre-audited in accordance with Florida |an: that the Board finds these payahles serve a valid public purpose and are approved for payment and that d/u Clerk to the Board is authorized to make disbursement. Prepared by: Name and l'itte Attachment: Sample Expenditure Kcpoo Packet Page -202- 3/8/2016 11 .D. Exhibit MEMO Date: To: Board of County Commissioners From: Dwight E. Brock, Clerk to the Board Subject: Payables Report Please be advised that the list of pending payables enclosed herein have been pre-audited in accordance with Florida Law. More specifically, a determination of the legality of these proposed expenditures has been completed to determine: (1) that the funds were spent for a public purpose, (2) that the funds were spent in conformity with the county purchasing ordinance or statutory bidding procedures, and (3) that the expenditure did not overspend any account or fund of the final adopted budget. Signed: Dwight E. Brock, Clerk to the Board of County Commissioners Packet Page -203- I 3/8/2016 11.D. E m Z E. m 2 S I 0 w g c w Q Q o u z _ I Q w d J J J > g a Q O fa m o 0 0 Q ¢ O m c g N m rn w rn a w 2 . . 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V c :h M LO AO KY n C') M CI 41 tO N c V' .n CO CC N N CO CO N CO CO CO CO CO CO CO N CO N CO cg Packet Page -207- 3/8/2016 11 .D. February 9, 2016 APPROVAL OF TODAY'S REGULAR, CONSENT AND SUMMARY AGENDA AS AMENDED (EX PARTE DISCLOSURE PROVIDED BY COMMISSION MEMBERS FOR CONSENT AGENDA) — APPROVED AND/OR ADOPTED W/CHANGES (ITEM #16J1 SERVES A VALID PUBLIC PURPOSE) o MR. OCHS: Yes, ma'am. Good morning, Mad. ' . .ir and Commissioners. These are the proposed agenda c •7 for the Board of County Commissioners' meeting of Febru. 64 701 .. IP, The first proposed change is to add Item 1 . 1 o today's agenda under Board of County Commissioners. T44. is a recommendation to consider North Collier Fire Control vie :,-s-t_fr District's response to the county's settlement proposal re : . • _ the provision of advanced life support services in the distric . ri,• . add is made at Chairman Fiala's request. The next proposed c . . .. to move Item 16.A.6 from the ,444y1 consent agenda to become 7 e i 11 .D under the County Manager's report. The next proposed -- excuse me, and that is made at Commissioner ing's request. lieSe The nex opo d change is to withdraw Item 16.A.9. That is a „toik staff reque t fo ithdrawal, as that item has resolved itself. Next A''. . esed change is to move Item 16.D.4 from the consent agent lit b; ome Item 11 .E under County Manager's report. This is a di I, . . - of a Community Development Block Grant sub-recipient a: - ent. And that move is made at Commissioner Fiala's request. At t The next proposed change is to continue Item 16.F.5 to your next meeting, which is February 23rd. And that is made at staffs request. The next proposed change is to move Item 17.A from your summary agenda to become Item 9.B under advertised public hearings. Page 3 Packet Page -208- 3/8/2016 11 .D. February 9, 2016 This is a consideration of an amendment to the Rock Edge Planned Unit Development. And that move is made at Commissioner Henning's request. Commissioners, I have one additional request that's not on y ur change sheet, and that is related to Item 16.J.1 on your consent That is the disbursement report. And I would ask when the Bo tio approves their consent agenda if it would include a motion it ‘ ose expenditures are deemed by the Board to meet a valid pui1414urpose and those expenditures can be released for payment. I have two time certain items on today's agen• ;ii.7 issioners. The first is Item 9.A; that's scheduled to be he., n.t11 0. And then Item 9.B, which is the item that was moved off ve* mary, would be heard immediately following 9.A. And those are all the changes tIlat6Iiis morning, Madam Chair. 4, CHAIRMAN FIALA: Tha very much. County Attorney? ,*4Cg' ' MR. KLATZKOW: ocaan es Madam Chair.' CHAIRMAN FIAL . Okay, thank you very much. Commissioners, dvyou have any additions, changes or anything? We'll start with , issioner Taylor. COMM 4 0 R TAYLOR: No, no additions or changes. C • ' • FIALA: Okay. And anything to declare -- there's nothing rea*, • declare on the consent agenda now is there with that mov: .01 : . Commissioner Nance? I I MMISSIONER NANCE: Yes, I have no further changes and no •isclosure on today's regular or consent agenda. CHAIRMAN FIALA: No, neither do I. It's kind of nice. And no changes. Commissioner Hiller? Page 4 Packet Page -209- 3/8/2016 11 .D. February 9, 2016 COMMISSIONER HILLER: Thank you. I'd like to address the comment that Leo just made about requiring the Board to declare a valid public purpose and approve the expenditures for payment. Has the Clerk removed those statements from his report as presented? Or his executive summary, his recommendation? Is tiN., what's happened? CZ> MR. OCHS: Yes, ma'am. A few months ago the Exec • -- Summary recommendation was modified. It no longer c• •4413 ed the phrase that -- ask the Board to make a finding that tho enditures COMMISSIONER HILLER: Serve a valiki.iwpi-LS MR. OCHS: -- serve a valid public purpo . COMMISSIONER HILLER: -- pub vo •urpose and approve them for payment. • AcN., 419 MR. OCHS: Yes, yes. COMMISSIONER HILLER: why don't we, going forward, if he's not putting that in as part . ' iv -xecutive summary, make it an executive summary of ou, dr - cad of approving that report or some way incorporate it, you kn. as a standard going forward? You know, I mean, clearly hioshould have that in there. But if he's not, you know, we need t• 'gave that in there. Because 9 at' • equivocal is that he cannot make payments ahead of o r a. •val for disbursement, because otherwise he's clearly engaging iit -retionary spending without the Board's approval. - s lking payments ahead of Board approval for payment? t4 OCHS: I believe in some cases that would be correct, yes. I MMISSIONER HILLER: Yeah, that's unacceptable. That's quit- frankly illegal and violates the ordinance and violates statute. MR. OCHS: Yes, ma'am, I think that -- COMMISSIONER NANCE: And, quite frankly, the Constitution. Page 5 Packet Page -210- 3/8/2016 11 .D. February 9, 2016 MR. OCHS: I think it goes back to a prior Executive Summary and Board discussion where they had asked then Chairman Nance to send a letter to the Clerk asking to produce a payables report, and the Clerk responded that he was unable or unwilling to do that, so we've kind of been at a bit of a stalemate about what to do next. And of\ course -- COMMISSIONER HILLER: That's unacceptable. ...,4■1 MR. OCHS: -- part of this is part of the litigation tlpiangoing. COMMISSIONER HILLER: Well, he has to pr...„N a payables report He has a duty to produce that. I mean, he h,,.111- I ntract with us to produce those documents. MI MR. OCHS: Well perhaps, Commissione , could suggest that we bring that prior item back at the next B d meeting and we can have some full discussion on this an it - ' .e a published agenda item so people will have an oppo . iiitv COMMISSIONER HILLER: % ink that would be a very good idea. Does the rest of the Bo. s - ,. like that? COMMISSIONER ■oiro IP : Fine by me. CHAIRMAN FIAL a ure. COMMISSIONEIWI LER: Yeah, thank you very much. With respe n I have no changes. And us the consent items, I have no disclosures. With Ksr respect to the g c444 ' nt to turn and ask Commissioner Fiala, how's your knee? IP flii it I :4 AN FIALA: It's good. b ‘. MISSIONER HILLER: Good. I want to make sure you're 0 CHAIRMAN FIALA: No slowing down. COMMISSIONER HILLER: Yeah, I know that. I just wanted to make sure you're feeling well and your knee is better. That's it. Page 6 Packet Page -211- 3/8/2016 11 .D. February 9, 2016 CHAIRMAN FIALA: Commissioner Henning? COMMISSIONER HENNING: No ex parte on today's consent or summary. CHAIRMAN FIALA: Okay, fine. And with that I ask for a motion to approve. COMMISSIONER NANCE: Motion to approve as discu ',1\,■, including the finding on 16.J.1 that it meets a valid public p e. CHAIRMAN FIALA: Okay, and a second? COMMISSIONER HILLER: And that we appro payment. COMMISSIONER NANCE: Yes. COMMISSIONER HILLER: I second it. IISP AlC1 CHAIRMAN FIALA: Okay, fine. All in :',:vsr, signify by saying aye. COMMISSIONER TAYLOR: .Axiets.q3 COMMISSIONER NANCE: Vs)/ CHAIRMAN FIALA: Aye. Of COMMISSIONER HE th, .41 k, . Aye. COMMISSIONER g ' : Aye. i CHAIRMAN FIAL pposed? AltZ) (No response. / CHAIRM IALA: Okay, very good. response. you an 's one that you can't hear me on? Thank you, Troy. Page 7 Packet Page -212- 3/8/2016 11 .D. Attachment A: Purpose Clarity SAP Purchase Transaction Completed by Board Staff (Sample: Purchase Order 4500163123) 1. Vendor: Brinks Incorporated 2. Material Group: ARMOR CAR SERVICE 3. Short Text: Armored Car Service — CAT Fixed Rte and Armored Car Service— CAT Paratransit 4. Item Text: Armored Car Service - CAT Paratransit Money Pickup 5. GL Account: 642100 (Translation Table Description: Bank Fees) 6. Fund Center: 138337 (Translation Table Description: Transportation Disadvantaged) 7. WBS Element: 31427.1 (Translation Table Description: Paratransit Expenses) 8. Commitment Item: 642100 (Translation Table Description: Bank Fees) 9. Delivery Address Name: PUBLIC TRANSIT & NEIGHBORHOOD ENHANCMENT (PTNE) DEPARTMENT 10. Additional attachments are generally added to the requisition and/or purchase order Send all invoices to: Coo-.er CC.aty Sniff]of Comfy Carrmirstonels ��. DOW Dourly rare t Co4^ity Commissioners p xx:relles rtiCes 0•C/So^ Atn-ALt.SOLVIIE P3r3Cfe Pitons-239-252-5407 2259 TarnarrilTrit 0=700 Far 23S-732-0544 Naole3 FL 34112-5045 Tax Exempt:55-+,.113596`_3'0-1 ['. OR email to.LC.apclel'ncot/ervertcCi Purchase Order number must appear dr all 1002ted correspondence,nipping papers and Insoles.: Vander*114006 Purchase order 4500163/23 i=iiit=10'15t2015 BRINKS INCORPORATED PO Box 10%31 Trans ATM ATLANTA GA 3035 2-10 01 Please deliver to: �arNn Date �:v r2c+; PUBLIC .PAN5'T&NEI:aH6C•RHOO_ - =NI-ANCP,IENT IFT>JEI EPARTR?ENT 3220 TAa.4 iANI I TRL E 5TE 103 NAPLES=L 2=112-5740 Terns of Pays«t tiOt 30 Oat's Isom Marenal 000cnp000 Crest Coy Una Pnce Per Una Wee Value 30015 art1_-e Oerxioe-CATFIxel.:-e 5.10: EA .02 0.570.59 errore-d Ca:Dersitoe-CAT Fixed Fite 4^a."ef`r■COJp •.. :,item:partialM de:Nered ,... CC720 rn.Cre^nom e z-CAT rarartsu -53 EA '5[,333 A.arcs 031 3orrlc1-CAT PC—Ara.-.Yt;r10/?000t 325,57-542133-21427. Total Oct said exu.lax OLD 7,2%.09 VENDOR Terms and Conditions The VENDOR agreeo tow c e 0.tit's Purr-rase Purr—r3 Order Te7n,/10 C6 d o as r, C-,1t,tid or tie Ca r J'.ty ProtVemelt NviElal see Sire pomoser.g.t_t:.-rot. -LFs rira£r.,.w7FU:IC5iF'mEiAllh?ft.aSX 09CitT del,ery and dal 9t terse. JlV .R_VENDOR Cr 1- Sroifle goods and reiMc04 JC•olee 9 10s 04/00010 Older win Otto 711300 terrnr.1E.Nn reran and otoclrcauocb liste0 a0o4e. 2. `.ocy oeoarmiclt Ir:medlaley hcreer ralrilrrent Cairo:01-WI ax spotted. D. Oen9 St In$Clees 10: Caller Comfy ErarC.Cl[aunty CC1`F11rs:a9etr Atha d ri ounla P3)7310 i 3rl3n'-Tr E 010 TN Napier FL 34112-574. 3.e.nal to 0Ct30Cle1Nag-CU'lenoerk.00m The Putons£E Order is atrs,orna drool dream^.St Colter County Mani di CC,Jr1}CrorintGaor°-r5 Op -- 4arne r 13Tt=W1tS Pruct7smelt 0,erons O149Elor Packet Page -213- 3/8/2016 11 .D. SAP Purchase Transaction - Invoice for Brinks (Sample: Purchase Order 4500163123) HIUBRINKS INVOICE NO. 13 1194808 REMIT TO DATE CORRESPONDENCE TO BRINK'S INCORPORALTED 9/3012015 BRINKS US PO BOX 101031 A DIVISION OF BRINK'S iNCORPORATED ATLANTA.GA 30392-1031 555 Dividend Dive Coppefl.TX US 75019 FEDERAL EL No.36,2478302 COWER AREA TRANSIT CUSTOMER ACCT# 8300 Radio Rd NAPLES,FL 34104-5428 9999586575 TERMS Net Due in 30 Days FOR BILLING PERIOD 911f2015 TO 913012015 DESCRIPTION SUMMARY GROUP CHARGE FSC TAX TOTAL TRANSPORTATION BC224-F:RT MYER: $461.73 St,711;.27 Total I-4S1.73 S27.E2 ac G LL,.27 PLEASE PAY LAST AMOUNT SHOWN $509.27 1-8-14-818-52".0 o bl-mksu5.;rwaTcing@brinksn,,:,.c-,cm CUEDTION3 \I SEPTACE 3HOUj BE D PECTED TO: 1-277-E,-BrInks REMITTANCE OOP MUST ACCOMPANY PAYMENT TO ENSURE PROPER CREDIT ., „ , , , . . , ORIGINAL.cop . Packet Page -214- 3/8/2016 11 .D. SAP (XiBuy) Purchasing Card Transaction Data Provided to the Clerk (Transaction 2898-30) 1. Merchant Name: West Marine#510 2. Merchant Type: Marinas, Marine Service/Supplies 3. GL Account: 652990 (Translation Table Description: Other Operating Supplies) 4. Purpose: Purchase boat hydraulic steering fluid. 5. Cost Center: 144610 (Translation Table Description: EMS 6. Funds Center: 144610 (Translation Table Description: EMS 7. Additional attachments are generally added: Itemized receipt for Oil-Hydraulic Fluid 32 oz. and Filling Kit-Helm "Seastar" 0 P 14 0 C3 0 tai t: fa 4 0 El m I Transaction Detail-Display 2898 30 ^.tiii L 1- ,Head,eInfa tl0h1 Additional Information Merchant ID 000006851560 Trans.Date 11/12/2015 Card Posting Dt 11/15'2015. merchant Name 1---IVESI MARINE 6510 OnamalAmi AO __ '.v56 :. Merchant Type 44681 Marinas, 5400550 S_rcoce/Supplies Ong Tax 1 0-.00 i. ,_.....�_..__._,`._ Street 1055 I7 COLLIER BLVD , On 0.00 g Tax 2 _._..... _'__..._� Freight Amt 0.00 City MAflC - ,..,m---�__ 0 r r Region EI. Postal code 000034145 Country -BB— ' Duty Amount ,. Trans. 0 96 :U D ns.Amount (Header l' Trans Line Items b Notes Audt Information Account Assignment I Taxes _.. Exp.Type 5/L acct ` 'T:, - Expense 652990 652930 OTHER CFERATII13 SUPPLIES -" Iax m., Alt.Tax Tax code 00 Tax Jur. _. Duty .... Additional Assignments Funds Management Cost Collectors Company Code _.. 1000 FM Area 9000 Cost Center 144610 Order Business Area Fund 490 _------� Network Plant _.. Funds Canter 1445110 N166 Element Functional Area 524 Commtment Item 652990 Purpose Purcha3e boat h u_auiic ate -1ng fluld. Packet Page -215- 3/8/2016 11 .D. SAP (Xi Buy) Purchasing Card Transaction Data Provided by BCC staff to the Clerk - Invoice (Transaction 2898-30) ort Supply 10E9 N Calflef blvd Marx! Isand, FL 34145- 155 'TB-642-70E10 Invo ice #: 7918 /Iccoult #: 4192419 PO' Cui,LAI,:r: PORI SLIPFB CNMWV: MAIER CUM1Y E14.3 1il75 [ELY CLUNPAI PARKWAY NAPLES, FL "A113 Signer: 4 BRUCE GASTINEAL WY NET kikl bil-Hydrdaiic Steer Fluid 32o1 IG20K,104 1 17.96 1?.0U F Lm:i1.1,19 Mfg Fart #: 1621).416e1 fillinp Kit-Hein 'Sen4iai' a Li41:21.% Mfg Part 4: 0544 Sa-N:, 0,3G latal 40.96 St;10'y Cqd,gt 46 96 4,1/419 *****TAX EXEMPT***** NaKe: VET 5UPP11 ':10E1MER Adrreaa: Eu75 LEL,' 1.0!II 14 PAR't'.ht.„Y Lit /3t: FL 2ii Eoce: 24112 Phrie: 259-22 3140 Exemat Of Irsidl GIN; Packet Page -216- 3/8/2016 11 .D. Attachment B: SAP Description Locations Requisition ° i� Q0-- Invoice Requisition (ssi) ; Display Purchase Reg 10226818 Document Overview On 0 l'43 J Personal Setting. Accounting Documents I W I BCC GRANT REQ —... •'10226818 _.. __. _.. u I Texts,l0$eleasestrategY t t ..,.,, x— _ _ - Release group 715.Administrative Sery Code Description Processor Status Release Strategy Ale FLE K,P GRT>0 13 Ops Analyst Senior Operations Analyst, tQ 24 Manager grants comp! Manager-Grants C- m Release Indicator 2'. RFQ/purchase order 00 Mgr Purchasing Ops Manager Procurem t# MI I �-,b,I w 1 �;>. ,cam-lAr. tl.p":i. Pj t'li e l l Default Values! -- ��D®us P... Item A Maters. hort Text Quantity.Unit Delivery Date aterial Group Plant. PGr Requisitioner X OEM&AFTERMARKET PARTS FOR FLEET 25,000.000 EA 09/30/2016 HEAVY EQUIP PARTS fpoard of Coun FLE KNICOL X 20 K NONBID-NB 3,000.000 EA 09/30/2016 \HEAVY EQUIP PARTS (Board of Coun FLE KNICOL Item 1 to J OEM&AF ktAF' -'dA "5 RTTEE 7+(LrT_. Material uantitles/Dates Valuation Account Assignment , Source of Supply Status , Contact Person,'Texts Delivery Aid,esg„ _ Item Texts A.. TIM ACQUISITION 123931 Q Item text 00. 4E-3936, 15-6330, 10222516 , BCC APPR 05/26/15; ITEM 56E; V/_D Item note OEM S AFTERMARKET PARTS FOR FLEET $25,000 '"El_pelivery text PRIMARY- AFTEA2.1 RRET HEAVY EQUIP - SUPPLIES/TOOLS/ACCESSORIES 2 Materrat-ra ext 3ECONCARY- AFTERMn3RET ?UTO/SMALL TRUCE M O Text to pent on PO H'e,:""_^'- m -,_,,,��_...w ----------------- - �.— °-'""'",_... � 1 Inters,note for PO HE Continuous-text e ' ''.Item [10 I OEM&AFTERMARKF'i,LS.F.GIP.-�LEr s . _ % 16a C.G: G/Laccoun no. counts G/Laccountdescrt r(7ia Material Data' etantines Dates_,. Valuation /Account Assignment [ _ - ... - -. -. Distribution Sin FLEET R AND M INVENTORY faster records,ter �_4, A¢q<�a4t'y Cost center Recipient Long=--H-_,--,.. -..- � Ir T 90 Oc 646_____ Unloa Point°^` p G/L Account NVENT°�'""'"�y CO Area 9000- m.....-..._._.v.,--._ ........_.. - Cost Center 122410 Fund 521 _... Functional Area 590 Funds Center .1 2410 l Commitment Item I'i Packet Page -217- 3/8/2016 11.D. Purchase Order 'gym 1.Standard PO 4500160400 Vendor :123931 TPH ACQUISITION LLLP '. Doc.date !in/23/20is :3i Header _.... tii G S..Itm A Material rt Text PO Quantity 0...Deliv.Date Net Price Per 2...Matt Group ' R,equislhoner T..Purchase R... {.,..=0 K OEM&AFTERMARKET PARTS FOR FLEET 25,300.000 EA 05/30/2016 1.00' EA HEAVY EQUIP PARTS KNICOL 1.110226e10 ,20 K NONBID-NB 3,000.00nEA 09/30/2016 1.001 • HEAVY EQUIP PARTS , ICOL 10226818 1 f 1 11 !Item i,101OEM&AFTERM• s • i.a. ";+* e...a i Detvery.,dle£ I•ivory Invoice Conditions Account Assi nment Purchase Order Histo _ rs_..._ ,643;5'.,/ ='_''_`. .� __.. _,. -__ _,_, 9 ra ry, , Delivery Address I Conffrmatfons Condlhon Control Retai! .. _.......... _ _ }tum Texts A TIC ACQUISITION 12 2 3531 I:'CI Item text ,.„" 46-3936, 15-6380, 101125:0 Jf�f��Info record PO text . OCT mOb 05/26/15; _err 6E7 Info record PO text oaf .. AFTERMARK T FARTS FOP FLEET 325,000 -..,� -FR.LMAP0 AFTEREEARKE REAL EQUIP SCFFLIES/TOOLS/ACCESSORIES •D DntI Qr 'te;.#." !SECONDARY- : ERM.F.EE^_ AUTO/SMALL TRUCE �,aI' •2 info recce d note a _- ----�. 10 Text to print on PO He< 'II ~" °'"—'" -^w • £ £ 'Continuous-text e.. . ... DEIllItem [10]OEM&AFTERM11ARKET PARTS FOR FLEET - a I,. •Material Data Quantitiesmei 5505 ` _ TSH 5 � +x r£e '`4 0/k - .n :m t. '`"r:^ .:lnfirmatl' dai .i AccAssCat Cost center G/L 55000{no in mart of accounts GfL a e;cr]pRlon faFrqunks=m G L ac o nloading Point 1 — — — ■ �" f G/L Account 94.25 --- ._... vW ._. / � ��L��I!x1, Am ster records i CO Area 9000 Long Text Cost Center 122•ttr•10 FLEET R AND M INVENTORY 9000 646925 `• Fund .._ -tip�ion al Area lEt ! " Funds Cen tee 22410 5------ 1 1 Ent^.found invoice Dolphin Process Tracking System(PrS)-AP-.InfoCenter SI hits. is,,•,,•no 1 tom•,:s o Mn,nc 3SoM11!noos nil,so _.. +I'f-i''Y Su I'54(tP A3 3•,y,lma3 TM-55,2' M[ {6m66i>c n,,,1.224:+ k 'th ra ik4 I In• 5 i Hit Lists Ti :4u0r Recor4 Ld.. bus Th5niPkea'LonSSb 514,5 d.:01RAun 566256 662. va082+2552. Ins.-P,...Em R4.dO, no83}'+42 r. 7 e -'7-m5.,+:5664681:18.62 note, Dee de!-i 03775451 020 Rroubnes>a FT 1,d-AAPNrd MI50 33C9173oit TPn A.:{(It5:T105'111 P x r ril 17/010015 714197331 PARTS-%ITCi 12551O12P Ilk,1J I,5831E7-L33 iT/71>700 ?� +PJ27LOnr LOG 00,90 540507973 C (LE t1r}0/2010 -PA9o00 peals-MACK N[TRILEM 17.'34•' 4.590109455 I223U/2015 65, 50279104 1n1 Posled AP 12.2215,4 M'1 ts4n0122 I o C FIE LIf00;011 3,¢33061 PART•000AC1 NITRILE lt8); 438 4555163455 22f13/3010 v. 001 14•:4 L'S 500+eV ARA,n[T"£ILA!wwoe fi4Ra125221 C (IL 51/10/20 S 1,497781 PART-6CeCil 001101165 8 / s.r2915953 T2+tfl/7073 "n, 5.1721 tee 154.1 AF/ it-h tt _}00'27_79,.1 f ik 1122,21201, I1. 02187 PAR15-to AD LAMP '0A 4355143435 24132170 17 '-'--5 40277 12 iOS PrAt621 AP kcr,FT-2116{5 bn, emAzapaa. C Rr 1112512015 11-10770 peon';-RAPER ERAD6 4605 (5 ,¢73$5 12/7%12055 <w 002/70021 -LOG P65ttd AP Ses,FT 4015(1(Sun' 153712:3:11 C ILL Ii,/4t7J35 I7 `.1/326 P LleP, 111.13 950105155 1.0/29/2025 5..5+ 00277259 itO Parted AP kmm,FT"Cell+fine. rCPTi2T4-T1 c FOE 0004/2915 11-'9021 PARTS 22 86 4.3165458 1282402019 T -^-.., 00177082 MO P5,187 00 Cmi 64111W done 2o7370Z,�..1 C £t f S i/11!7010 13 Snore, PALM'0-MML IER MT 4ua2, 27497 150.02814_4 1212:0073 cxv mermen 10.7 PRAM AP ken Ft 44530 d;se 002912.2011 i' 115 I1/13(7075 12-49/11255 ,PARIS"Wi S12(15D5 '.17 4633143}7 5 11/]7;11155 Packet Page -218- 3/8/2016 11 .D. IN THE CIRCUIT COURT OF THE TWENTIETH JUDICIAL CIRCUIT IN AND FOR COL LIER COUNTY,FLORIDA CIVIL ACTION DWIGHT E. BROCK,as Clerk of the Circuit CASE NO.: 15-00595 CA 01 Court of Collier County,Florida, Plaintiff, vs. LEO E.OCHS,JR.,as Manager/Administrator Of Collier County,Florida,and JOANNE MARKIEWICZ,as Purchasing& General Services Director of Collier County,Florida, Defendants, And COLLIER COUNTY,FLORIDA, Intervenor. FINAL SUMMARY JUDGMENT THIS CAUSE having become before this Court upon the motion for final summary judgment filed by Defendant, Leo E. Ochs, Jr. (the"County Manager"),the motion for summary judgment filed by Collier County, Florida(the"County"),and a joinder in these motions by Joanne Markiewicz(the"Purchasing Director")(collectively, the"Defendants"),as well as the motion for partial summary judgment filed by Dwight E. Brock(the "Clerk"),and the Court having reviewed said motions and the exhibits thereto,having heard the argument of counsel and being otherwise fully advised in the premises, the Court makes the following determinations. 1. This action stems from a dispute raised by Plaintiff, Dwight E. Brock,Clerk of the Circuit Court of Collier County(hereinafter"Clerk")against Defendants, Leo E. Ochs,Jr., as Manager/Administrator of Collier County(hereinafter"the County Manager"), and Joanne Markiewicz, as Purchasing and General Services Division Director of Collier County(hereinafter Packet Page -219- 3/8/2016 11.D. "County Purchasing Director"). The County later intervened in the action brought by Plaintiff, and filed a Counterclaim. 2. Collier County is a non-chartered political subdivision of the State of Florida and is governed by a Board of County Commissioners. 3. Leo E. Ochs,Jr., has served as the County Manager for Collier County since September 2009. His responsibilities including serving as the chief executive officer, carrying out the policy directive of the Board of County Commissioners and running the County's day-to- day operations. 4. Joanne Markiewicz serves as Collier County's Director of Procurement Services and Purchasing Director. As the senior employee within Collier County's procurement department, Ms. Markiewicz reports to the department head in administrative services, who reports to the County Manager. 5. Dwight E. Brock has served as the Clerk of Courts for Collier County since being first elected to the position in 1993. 6. The underlying facts of this case are that On or about July 2,2014, Swain Hall,a Procurement Strategist in the County purchasing section, issued Invitation to Bid, Solicitation: 14-6265 Online Safety Training Program("TB 14-6265"). On or about July 22,2014, Skillsoft Corporation("Skillsoft")submitted its bid in response to ITB 14-6265, the"Skillsoft Bid". On or about December 2, 2014, (with a contract date of November 2, 2014)Agreement 14-6265 for Online Safety Training Program (the"Skillsoft Contract")was executed by Mark Murray on behalf of Skillsoft Corporation d/b/a Skillsoft Direct and the Defendant MARKIEWICZ in the name of COLLIER COUNTY on behalf of the BOARD. 7. Counts I and II of the Clerk's complaint as well as Count I of the County's Counterclaim and Count 1 of the County Manager's counterclaim all seek declaratory and injunctive relief related to whether a County Commission in a non-charter county may lawfully delegate to its county administrator the authority to make purchases and enter into associated 2 Packet Page -220- 3/8/2016 11 .D. contracts below a legislatively-determined threshold amount. Under the Florida Constitution, a non-charter county may take any action that is not expressly prohibited by general or special law. State v. Orange County,281 So.2d 310, 312 (Fla. 1973). 8. On December 31,2015, Intervenor, the County,and Defendant,the County Manager,both filed Motions for Summary Judgment with this Court. Defendant, County Purchasing Director, filed a Motion to join in both Motions for Summary Judgment. That same day, Plaintiff filed his Motion for Partial Summary Judgment. 9. The first issue in this case involves a challenge by the Clerk to the Collier County Board of County Commissioners' (the"County")authority to delegate to the County Manager (and his designees, including the Purchasing Director),the ability to make small purchases(and enter into associated contracts)below a legislatively-determined threshold amount of$50,000 and in accordance with policies and procedures established by Collier County ordinances and resolutions. The main question presented is whether the County Commission possesses authority, pursuant to the County Administration Law of 1974, §§ 125.70-74, Fla. Stat. (1974)(the "Administration Law"), to delegate these powers and duties. 10. The second issue in this case is the Clerk's challenge of the process by which The County approves all expenditures. Specifically,the Clerk states in his amended wherefore clause to Count I that he seeks a declaration that"before making payment,the Clerk's office may require documentation of each expenditure in sufficient detail to establish that the Board of County Commissioners' approval of the contract, agreement or purchase, decision of the authorized public purpose served,and how that particular expenditure serves to further the identified public purpose." The third and final issue is the County and County Managers' claims seeking injunctive relief requesting the Court compel the Clerk's performance of his duties. 11. Summary judgment is proper when there are no genuine issues of material fact and that the moving party is entitled to a judgment as a matter of law. See Fla. R. Civ. P. 1.510 3 Packet Page -221- 3/8/2016 11.D. (c); Volusia Cnty. Y. Aberdeen at Ormond Beach, L.P., 760 So. 2d 126, 130(Fla.2000). The interpretation of a statute central to a summary judgment is a matter of law. See Eng'g Contractors Assn of S. Fla, Inc. vs. Broward Cnty., 789 So. 2d 445, 449-50(Fla.4`r' DCA 2001). 12. Ordinances of the County are presumed valid and legal until proven otherwise. Miami-Dade County v. Malibu Lodging, 64 So, 3d 716(Fla. 3d DCA 2011). 13. COLLIER COUNTY is a non-charter county under Article VIII, Section 1(f), Florida Constitution, which provides in pertinent part: "Counties not operating under county charters shall have such power of self- government as is provided by general or special law. The Board of county commissioners of a county not operating under a charter may enact, in a manner prescribed by general law,county ordinances not inconsistent with general or special law,..." (emphasis added) 14. Pursuant to the provisions of Section 129.09, F.S., if the CLERK acting as county auditor,signs any warrant to pay any illegal charge against COLLIER COUNTY or to pay any claim agains COLLIER COUNTY not authorized by law or COLLIER COUNTY ordinance, the CLERK shall be personally liable for such amount, and if the CLERK signs the warrant willfully and knowingly the CLERK is guilty of a second degree misdemeanor. 15. The BOARD of County Commissioners is the elected governing body of COLLIER COUNTY. Section 125.01, F.S. outlines various powers and duties of the BOARD as the governing body of COLLIER COUNTY, a non-charter county. The BOARD can only take action in public at noticed public meetings. Section 125.01(3)(a),F.S. provides, as to the powers of the BOARD, that: "(3)(a) The enumeration of powers herein shall not be deemed exclusive or restrictive, but shall be deemed to incorporate all implied powers necessary or incident to carrying out such powers enumerated, including specifically, authority to employ personnel, expend funds, enter into contractual obligations, and purchase or lease and sell or exchange real or personal property," (emphasis added) 4 Packet Page -222- 3/8/2016 11 .D. 16. In 1974, the Florida Legislature enacted the Administration Law that outlines the powers and duties of the"County Administration". The Legislature specifically codified the purpose of the Administration Law at section 125.71 stating: It is the legislative intent that it is necessary to authorize a form of county administration that best assures an adequate and efficient provision of services to the citizens in this state, that provides for coordinated administration of county departments to better protect the health, welfare, safety,and quality of life of the residents in each of the more urbanized counties,and that places in the hands of a county administrator the multitude of details which must necessarily arise from the operation of a county as a unit of local government and, thus,enables the board of county, commissioners to perform freely,without unnecessary interruption,its fundamental intended purpose of making policies within the framework of law applicable to county government in this state. It is the further legislative intent to provide a formula and structure for the economic and efficient conduct of county affairs by making the county administrator established by this act responsible for handling of all things necessary to accomplish and bring to fruition the policies established by the board of county commissioners. §125.71, Fla. Stat. (emphasis added). Section 125.74 defines the County Manager's powers and duties. it states, in relevant part: 1. The administrator may be responsible for the administration of all departments responsible to the board of county commissioners and for the proper administration of all affairs under the jurisdiction of the board. To that end,the administrator may, by way of enumeration and not by way of limitation,have the following specific powers and duties to: 5 Packet Page -223- 3/8/2016 11 .D. (a) Administer and carry out the directives and policies of the board of county commissioners and enforce all orders, resolutions, ordinances,and regulations of the board to assure that they are faithfully executed. (g) Supervise the care and custody of all county property. (i) Develop, install,and maintain centralized budgeting,personnel, legal and purchasing procedures. (k) Select,employ,and supervise all personnel and fill all vacancies, positions, or employment under the jurisdiction of the board. However,the employment of all department heads shall require confirmation by the board of county commissioners, (On) Negotiate leases, contracts,and other agreements, including consultant services, for the county,subject to approval of the board, and make recommendations concerning the nature and location of county improvements. (q) Perform such other duties as may be required by the board of county commissioners. (2) [i]t is the intent of the Legislature to grant to the county administrator only those powers and duties which are administrative or ministerial in nature and not to delegate any government power imbued in the board of county commissioners as the governing body of the county pursuant to s. 1(e), Art.VIII of the State Constitution. To that end, the above specifically enumerated powers are to be construed as administrative in nature, and in any exercise of governmental power the administrator shall only be performing the duty of advising the board of county commissioners in its role as the policy-setting governing body of the county. § 125.74, Fla. Stat. (emphasis added). 17, In 1978,Collier County expressly adopted section 125.74 of the Administration Law. See Collier Cnty. Ord, No, 78-18, 18. For decades, the Collier County Commission,through a series of resolutions 6 Packet Page -224- 3/8/2016 11 .D. • and ordinances,specifically delegated to the County Manager and his designees the power and duty to make purchases and enter into associated contracts below a legislatively-determined dollar threshold amount. Collier County first established the procedure for adopting a purchasing policy with the passage of Collier County Ordinance No. 1987-25. Pursuant to that procedure, the County further adopted a complete Purchasing Policy. On June 27,2000,the County amended its Purchasing Policy to authorize the Purchasing/General Services Director,or designee,to approve all bilateral contracts for commodities and services under a formal competitive threshold authorized by the County Commission. The most current Purchasing Policy was adopted by Resolution 2009-30. Resolution 2009-30 authorized the Purchasing Director, under the direction of the County Manager, to approve of purchase orders, purchasing card charges,or formal agreements,without first having to go before the County Commission, so long as the amount does not exceed$50,000. The County Commission retained jurisdiction of all contracts for commodities and services in excess of the $50,000 threshold amount. Thereafter, in 2013, the County adopted a Purchasing Ordinance which repealed and replaced Ordinance No. 87-25 and codified and formalized the County's Purchasing Policy. Although the Purchasing Ordinance made the Purchasing Department of the County responsible for preparing and recommending for adoption the administrative procedures known as the Purchasing Manual for the implementation of this Purchasing Ordinance,the County Commission • elected, for purchases under$50,000, to continue to utilize the Purchasing Policy adopted by Ordinance No.2009-30 until a Purchasing Manual could be approved. Ordinance No. 2013-69 was subsequently amended by Ordinance No. 2015-37. Ordinance No.2015-37 contained "a formal legislative finding" by the County Commission that the "power to make purchases and enter into agreements and contracts under$50,000.00" is "administrative and ministerial and promote(s)the efficient administration of County 7 Packet Page -225- 3/8/2016 11.D. government, and that having the County Manager and Procurement Services Director make purchases and enter into contracts under$50,000 is in the best interest of the County and secures the maximum efficiency for the benefit of the public." Ordinance 2015-27 also specifically "delegates the County Manager and Procurement Services Director or designees,the authority to make purchases and enter into contracts for purchases or awards in an amount not to exceed $50,000.00." Specifically, the Purchasing Ordinance, as amended, sets forth detailed procedures for: (1) very small purchases (less than $3,000); (2)informal competition for small purchases (exceeding$3,000 but not greater than $50,000); (3)and formal competition and County Commission approval for large purchases(in excess of$50,000). All purchases greater than $50,000 are awarded by the County Commission; however, purchases of$50,000 and under are awarded by the Purchasing Director, subject to the procedures set forth in the Purchasing Ordinance. Very small purchase(those less than $3,000), may be approved by the Purchasing Director without formal or informal competition, by means of a purchase order, purchasing card, or formal agreement, in conformity with the provisions of Section 27 of the Purchasing Ordinance, regulating the County's purchasing card program. For small purchases(exceeding$3,000, but not greater than$50,000),and where a Board approved contract is not applicable, purchases may be solicited by obtaining at least three competitive quotes. Awards "shall be made to the lowest, qualified and responsive quote in accordance with the standards set forth in this Purchasing Ordinance." The Purchasing Ordinance directs the manner in which the Purchasing Director is to solicit quotes and orders her to keep records of all quotes submitted for public inspection. Finally, all purchases and contracts under$50,000 are subject to the Clerk's pre-audit and must be ultimately approved by the County Commission as serving a valid public purpose prior to any disbursement of funds. The County Commission may always refuse to approve a purchase made by the County Manager or his designees. 19. The process for the payment of expenditures in Collier County begins with a 8 - Packet Page -226- 3/8/2016 11 .D. purchase pursuant to a Board-approved contract or either(1)a contract under$50,000 approved by the County Manager or his staff,(2)a purchase order for an item less than$50,000 by the County Manager or his staff, or(3)a P-Card purchase for less than$3,000. 20. When the County Manager or his staff make purchases and enter into contracts under $50,000,they first refer to their overall budgets and then make a determination as to whether the good or services needed would serve the public. 21. Next, invoices for goods or services received are reviewed by the procurement staff and then loaded into the Count's financial accounting system. The accounting system contains a field that requires the County Manager's staff to insert language explaining the purpose of any particular purchase. 22. Once staff completes this process,all of the foregoing information, including staff's Preliminary determination of a public purpose, is submitted to the Clerk for pre-audit. 23. The"pre-audit"or"prepayment audit" is the audit performed by the Clerk before an expenditure is actually paid with a final check. In performing his pre-audit function,the Clerk must determine the legality of all county expenditures before payment is made. 24. Following pre-audit, the expenditures are presented to the County Commission in a disbursement report for them to expressly approve those expenditures and make the final determination of valid public purpose prior to the payment being disbursed by the clerk. This disbursement report,which is prepared by the Clerk's office, includes a list of expenditures,with a column for information indicating the purpose of each expenditure. 25. It is undisputed that the County itself has the authority to enter into contracts and make purchases for public purposes. See§ 125.01(3)(a), Fla. Stat. ("The enumeration of powers herein may not be deemed exclusive or restrictive, but is deemed to incorporate all implied powers necessary or incident to carrying out such powers enumerated, including, specifically, authority to employ personnel,expend funds,enter into contractual obligations, and purchase or 9 Packet Page -227- 3/8/2016 11 .D. lease and sell or exchange real or personal property."). Therefore, the issue is solely whether this authority may be delegated to the County Manager,or other designees employed by the County. 26. The Clerk relies upon a Florida Attorney General opinion that the Board of County Commissioners cannot delegate contracting authority to the County Manager. 88-61 ("AGO 88- 61"). In that case in 1988, the Monroe County Clerk sought the Attorney General's opinion concerning whether the clerk could"accept and pay claims for payment due on contracts or leases executed by the county administrator"and his designees"with delegated authority from the board of county commissioners[.]" AGO 88-61 at 1. The Attorney General concluded"that the authority to execute contracts which obligate the county involves the exercise of independent discretion and judgment which may not be delegated absent statutory authority,"and that it had not found"any statutory authority which would allow a county administrator to be delegated discretionary powers held by the board of county commissioners." Id. AGO 88-61 is distinguishable because it concerned the delegation of the power to enter into all contracts, without limitation. It does not consider whether the authority to make small purchase and contracts under a legislatively-determined threshold dollar amount could be delegated. The Court does not find AGO 88-61 persuasive authority. 27. The Clerk argues that the County Commission may not delegate limited purchasing and contracting authority to the County Manager because the non-exclusive list of powers in section 125.74(l)contains provision"(m)"granting county administrators the power to "negotiate leases, contracts,and other agreements, including consultant services, for the county, subject to approval of the board,and make recommendations concerning the nature and location of county improvements employees added." In interpreting subsection 125.74(1)(m), "however, we cannot read [it] in isolations, but must read it within the context of the entire section in order to ascertain legislative intent for the provision." Florida Dep't of Envt'I Protection v. Contrac/Poini Fla. Parks, LLC, 986 So. 2d 1260, 1265 (Fla. 2008). Further,"a statute should be interpreted to give effect to every clause in it,and to accord meaning and 10 Packet Page -228- 3/8/2016 11.D. harmony to all of its parts' and is not to be read in isolation,but in the context of the entire section." Id.(quoting Jones v. ETS of New Orleans,Inc.,793 So.2d 912,914-15 (Fla.2001). Reading this subsection as a limitation on the County Commission's ability to delegate limited purchasing and contracting authority to the County Manager(a)ignores the statutes' clear admonition that the listed powers are"by way of enumeration,and not by way of limitation,"(h) ignores the interaction between subsections 125.74(1)(q)and 125.74(2), which permit the County Commission to delegate additional administrative and ministerial powers, and ignores the distinction between"administrative"and "ministerial"powers and duties. Under the plain language of the Administration Law,the County Commission is authorized to grant the County Manager the power to "[p]erform such other duties as may be required by the board of county commissioners." § 125.74(l)(q), Fla. Stat. Pursuant to this provision,the County Commission can grant the County Manager any powers and duties that further the legislative intent stated in section 125.71, limited only to the extent that those powers and duties must be"administrative or ministerial in nature and not to delegate any government power imbues in the board of county commissioners as the governing body of the county pursuant to s. 1(e), Art. VIII of the State Constitution." § 125.74(2), Fla. Stat. 28. "Ministerial" powers and duties are those"imposed expressly by law, not by contract or arising necessarily as an incident to the office, involving no discretion in its exercise, but mandatory and imperative." City of Tarpon Springs v. Planes, 30 So. 3d 693, 695 (Ha.2d DCA 2010). 29. Florida courts have not articulated a similarly concise definition of"administrative" powers and duties. Generally, however,the Florida Supreme Court has explained that"[while `the powers of government,' that are divided and limited by the constitution cannot legally be delegated or exercised except as authorized by the constitution,yet valid and appropriate statutes may,within organic limitations,confer upon officers or commissions or boards,administrative or 11 Packet Page -229- 3/8/2016 11.D. ministerial authorities and duties, which may require the exercise of administrative discretion and judgment." Williams v. Kelly, 182 So. 881 (Fla. 1938)(emphasis added). An official exercises"administrative"discretion when his acts are guided by standards for making decisions and are subject to meaningful oversight. See `Thomas v. City of West Palm Beach, 299 So. 2d 11, 14 (Fla. 1974)(holding that a city ordinance which delegated to city officials discretion to determine if dwellings were unfit or unsafe for human habitation if they met certain criteria were valid and a lawful delegation of discretion to the officials). Thus,a municipal official acts lawfully pursuant to an ordinance providing"more than sufficiently definite guidelines"to restrain delegated discretionary authority. United Sanitation Servs. Of Hillsborough, thy. City of Tampa, 302 So.2d 435,438 (Fla. 2d DCA 1974);see also Mistretta v. United States,488 U.S. 361,372-73 (1989)(holding that executive officials may exercise governmental power so long as Congress lays down an "intelligible principle"that "clearly delineate[es] the general policy"an agency is to achieve and specifies the"boundaries of [the] delegated authority"). In these situations,the"fact that some authority, discretion or judgment is necessarily required to be exercised in carrying out a purely administrative or ministerial duty imposed by statute does not invalidate the statute." Conner v. Joe Hatton, Inc., 216 So. 2d 209,211 (Ha. 1968). Rather,"the true distinction is between the delegation of power to make the law, which necessarily involves a discretion as to what the law shall be, and the conferring of authority or discretion in executing the law pursuant to and within the confines of the law itself." Id. 30. "[Gjovernment power imbued in the board of county commissioners as the governing body of the county"are those essential governmental powers reserved to the governing body as policymaker(such as the powers to pass laws,adopt a budget, or create a zoning code),which interpretation is consistent with the stated purpose of the Administration Law to enable the County Commission to place"in the hands of a county administrator the multitude of details which must necessarily arise from the operation of a county as a unit of local government"and 12 Packet Page -230- 3/8/2016 11 .D. thereby enable"the board of county commissioners to perform freely,without unnecessary interruption, its fundamental intended purpose of making policies within the framework of law applicable to county government in this state." § 125.71, Fla. Stat. 31. The Court finds as to the first issue,that the Purchasing Ordinance adopted by the County Commission constitutes a lawful delegation of administrative authority. The standards and layers of review established by the County Commission appropriately limit the County Manager's discretion and assure that he only exercises"administrative" powers and duties that do not intrude on the County Commission's role as the"policy-setting governing body of the county." 32. The second issue is a challenge by the Clerk to the"process"by which the County approves all expenditures. Specifically,the Clerk states in his amended wherefore clause to Count 1 that he seeks a declaration that"before making payment,the Clerk's office may require documentation of each expenditure in sufficient detail to establish that the Board of County Commissioners' approval of the contract, agreement or purchase,decision of the authorized public purpose served, and how that particular expenditure serves to further the identified public purpose." At no other point in the operative complaint are there any allegations as to the process of County approval, nor are there any allegations that the County, County Manager,or Purchasing Director are acting in violation of any statute,ordinance,or other source of law. The Clerk has asserted that the issues to be resolved as to his process claim are: (1) who is responsible for inputting the purpose of each expenditure in the report submitted to the Board prior to approval of payment of each expenditure; (2)whether the Board's finding of valid public purpose needs to come before or after the Clerk's writes(but has not yet issued)each check; and (3)what information should be included in the expenditure report submitted to the Board prior to approval of payment of each expenditure. Not one of these three issues is a legal issue. 13 Packet Page -231- 3/8/2016 11.D. Prevailing law holds that"[a] party seeking declaratory relief must show that... [the] relief sought is not merely giving of legal advice by the courts..." Santa Rosa County v. Administration Cormn'rr, Div. ofAdmin. Hrngs., 661 So.2d 1190, 1193 (Fla. 1995)(quoting Martinez v.Scanlan, 582 So. 2d 1167, 1170 (Fla.1991); see generally McIntosh v. Harbour Club Villas Condo. Ass'rr, 468 So.2d 1075, 1081 (Fla. 3d DCA 1985)(declaratory judgment is not proper to advise as to the correct procedure to follow). Further, the mere"[d}isagreement with a constitutional or statutory duty,or the means by which it is to be carried out, does not create a justiciable controversy or provide an occasion to give an advisory judicial opinion." Department of Revenue of State of Fla. V Markham, 396 So. 2d 1120, 1121 (1981)(superseded on other grounds). Accordingly, the Clerk's disagreement with the County's current payment approval process is not appropriate for this Court to issue a declaration. See,e.g.,Askew v. City of Ocala, 348 So. 2d 308,310(Fla. 1977)("the courts have no power to entertain a declaratory judgment action which involves no present controversy as to the violation of the statute"). Therefore, the Clerk's"process"claim fails as a matter of law. 33. The third and final issue is the County's and County Manager's claims for relief seeking mandatory injunctive(or possibly mandamus) relief. The injunctive relief sought by both the County and County Manager cannot be ordered by the Court because neither the County nor County Manager pled a cause of action for injunctive relief. Each purported to seek only declaratory relief. "[Clangs are not authorized to award relief not requested in the pleadings. To grant unrequested relief is an abuse of discretion and reversible error." Worthington v. Worthington, 123 So. 3d 1189, 1190(Fla 2d DCA 2013). 34. The rulings herein are not based upon any comparison of other county ordinances nor any opinion testimony of Dr.Robert E. Lee. CONCLUSION The County Commission, pursuant to sections 125.01(1)(a)and 125.01(3)(a), Florida 14 Packet Page -232- i 3/8/2016 11 .D. Statutes, has the power and duty to adopt its own rules of procedures and has implied powers necessaiy or incident to carrying out such enumerated powers. The County Manager and his designees have been lawfully granted authority from the County Commission through the Purchasing Ordinance to make purchases and enter into associated contracts below$50,000. The Administration Law authorizes this delegation of administrative powers and duties. Accordingly, it is ORDERED AND ADJUDGED that: 1. The County Manager's Motion for Final Summary Judgment is GRANTED. 2. The County's Motion for Summary Judgment is GRANTED. 3. The Clerk's Motion for Partial Summary Judgment is DENIED. 4. Final Judgment as to Counts I and It of the Clerk's Complaint is entered in favor of the County Manager, the Purchasing Director and the County, and against the Clerk. The Clerk shall take nothing by this action and the Defendants shall go hence without day. 5. Final Judgment as to Count I of the County Manager's Counterclaim for declarative relief and Count I of the County's Counterclaim for declarative relief is entered in favor of the County Manager and the County and against the Clerk. 6. The Court declares: (A)That the County's Purchasing Ordinance is legal and not in conflict with any provisions of general or special law; (B)That the County Manager and his designees have the lawful authority to make purchases,and enter into contracts for purchases, under$50,000(including the Skillsoft Contract) pursuant to the Purchasing Ordinance and that such authority was properly delegated by the County Commission to the County Manager and his designees as an exercise of`administrative or ministerial' powers and duties; 15 Packet Page -233- 3/8/2016 11.D. 7. The Court reserves jurisdiction to consider any supplementary proceedings and post judgment rulings, if any, including costs. DONE AND ORDERED in Chambers in Collier County, Florida this 'day of February,2016. „ r THE HONORABLE JAMES R. SHENKO Circuit Court Judge Copies to: All counsel of record 16 Packet Page -234-