Agenda 10/11/2016 Item #16J5 16.J.5
10/11/2016
EXECUTIVE SUMMARY
To provide to the Board a "Payables Report" for the period ending October 5, 2016
pursuant to the Board's request.
OBJECTIVE: To provide the Board a"Payables Report"as requested.
CONSIDERATIONS: On November 4, 2015, Board Chairman Nance sent a letter to the Clerk
requesting a "payables report" containing certain information including the "purpose" for each County
staff purchase.
On December 1, 2015,the Clerk responded agreeing to prepare a"payables report" for the Board, noting
however, that he would need additional information regarding the "purpose" for each County staff
purchase.
On March 8, 2016, item 11D, the County Manager asserted that the financial system software provides
fields where he believes County staff provides an explanation of the"purpose"for each purchase.
Pursuant to the Inter-local Agreement for Services between the County Commission and the Clerk of the
Circuit Court, the Clerk has prepared the "payables report" which includes the fields identified by the
County Manager.
As can be seen by the attached report:
1. County staff does state a"purpose"for P-Card purchases in an identified field;
2. County staff does not state in an identified field,and often does not provide sufficient information
about,the"purpose"for non-P-Card purchases.
The Clerk will promptly conduct his pre-payment audit once sufficient information and Board approval
has been provided.
On June 14, 2016, the Board discussed the Payables report and its usefulness. We are continuing to
provide the report unless otherwise directed by the Board.
In addition to the requested payables report, the Clerk will continue to provide the listing of payables as
agreed to for the pendency of the current litigation under Judge Shenko's court order, as well as Item 16J
in compliance with Florida statute 136.06.
FISCAL IMPACT: Unknown.
GROWTH MANAGEMENT IMPACT: This action will result in no growth management impact.
RECOMMENDATION: None. For informational purposes only.
Prepared By: Crystal K.Kinzel,Director of Finance and Accounting
ATTACHMENT(S)
1. [Web Link] Payables Report
Packet Pg. 2187
Proposed Agenda Changes
Board of County Commissioners Meeting
October 11,2016
Continue Item 16B4 to the October 25,2016 BCC Meeting: Recommendation to approve Change Order#4
to extend Contract 13-6012 with RWA Consultants,Inc.,for an additional 552 days;increase the contract
amount by$70,650.00;and authorize the Chairman to execute the Change Order to permit the completion of
the Thomasson Drive/Hamilton Harbor Streetscape Design Project in order to promote safer vehicular and
pedestrian traffic movement. (Staffs request)
Move Item 16D6 to Item 11E: Recommendation to approve thirteen sub-recipient agreements for projects
previously approved in the FY 2016-17 Action Plan for the Community Development Block Grant,HOME,
and Emergency Solutions Grant Programs. (Commissioner Taylor's request)
Move Item 16D9 to Item 11F: Recommendation to approve the rebranding of the Collier Area Transit
(CAT)logo to be used on all printed and digital media materials in order to ensure the success of Collier Area
Transit's brand identity. (Commissioner Taylor's request)
Continue Item 16F6 to the October 25,2016 BCC Meeting:Recommendation to approve Amendment#1 to
Tourism Category"B"Contract#16-7008 between Collier County and Spirit Promotions for reimbursement
of the operating expenses for the 2017 US Open Pickleball Championships in the amount of$60,000 and
make a finding that these expenditures promotes tourism. (Staff's request)
Deny Item 16J5 until such time as the Clerk certifies that the
payables presented in this report have been pre-audited as
previously specified by the Board: To provide to the Board a
"Payables Report" for the period ending October 5, 2016 pursuant
to the Board's request. (Staff's request)
Time Certain Items:
Item 10B to be heard immediately following Item 5A
Item 11C to be heard immediately following Item 10B
Items 9A,9B and 9C to be heard immediately following Item 11C
Note:
Items 16E5 and 16E6: Ex Parte disclosure is not required for these items. (County Attorney's request)
Item 16F1: The following is added to clarify and complete the public record related to this action:
The Code of Laws(Ch 74—Impact Fees)provides that impact fees that are overpaid may be reimbursed
within 4 years of payment. The impact fees related to this request were paid more than 4 years ago; however
this development is built out and there is no future development for which to apply the overpayment. Impact
fees cannot be charged in excess of the demand created. Therefore,in this case,a reimbursement is due and
the Board authorizes an exception to current regulations. (Staff's request)
Item 16K3 title should read: Recommendation to appoint a-member two members to the Collier
16.J.5
10/11/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.J.5
Item Summary: To provide to the Board a "Payables Report" for the period ending October 5,
2016 pursuant to the Board's request.
Meeting Date: 10/11/2016
Prepared by:
Title: Fiscal Technician I—Clerk of the Circuit Court
Name: Jennifer Milum
10/05/2016 1:13 PM
Submitted by:
Title:Fiscal Technician I—Clerk of the Circuit Court
Name: Jennifer Milum
10/05/2016 1:13 PM
Approved By:
Review:
Clerk of the Circuit Court Robin Sheley Additional Reviewer Completed 10/05/2016 2:28 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/05/2016 2:37 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 10/05/2016 2:38 PM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorney's Office Review Completed 10/05/2016 3:22 PM
County Manager's Office Leo E.Ochs Level 4 County Manager Review Completed 10/05/2016 3:30 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/11/2016 9:00 AM
Packet Pg. 2188