Agenda 10/27/2015 Item #11E 10/27/2015 11 .E.
EXECUTIVESUMMARY
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 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.
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 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.
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.
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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
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 1: Sample Executive Summary and Payables Report
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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: OchsLeo
Title: County Manager, County Managers Office
Date: 10/21/2015 2:43:26 PM
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INTERLOCAL AGREEMENT BETWEEN THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA AND 2 6 t
THE CLERK OF THE CIRCUIT COURT FOR COLLIER COUNTY, FLORIDA
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 I. 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 are specified in Exhibits "A"
and "B" of this Agreement. The service levels reflected are those approved by the Board for
FY10/l 1. Additional services, if requested by the Board, may require additional funding. The
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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 1,2011 and on
each October 1 gt 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
relieved 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
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other party prior to the effective date of such termination, and (ii) Section XIV Indemnifical6 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 Iimit of the
Iiability 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 1st 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
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contingent u po n the availabili ty and appropriation of sufficient funds lawfully expendable by the 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 2112th of the
amount identified herein on each October lst and I/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.
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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 XL 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
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Section XII. FORCE MAJEURE 1 F 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 XIII. 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 law, 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.
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1 § F
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to
executed by their appropriate officials, as of the date first above written.
CO i ' CO NTY CLERK OF COURT
..• ,1 /Ph /
Witness: By: Apr-, •.d .. 6.111a ,.` - ...
D iit t . :roc
Witness:
ATTEST: -',,'' ' ' c.,, BOARD OF COUNTY COMMISSIONERS
D GIO.I3R• K,CLTAK ( COLLIER COUNTY,FLORIDA
:... lb .... -
14.14
By '1.-t-(4- (A)' C."` /L-
,4..ERK Fred Coyle,CHAIRMAN
11`11.14101r1114!. - '::. ,:o
p:roved as to 1a `iiid e,:al su cien , :
AiLows■ U" I. 411111i...A I •
gcqueli e Hubbard, As stl t
•aunty Attorney
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Exhibit A: Scope of Services 16 F
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.
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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.
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Exhibit B—Proposed Fundine Level 16 F 9
FY 2010 FY 2011
Malin Bess= Inc/Dec %1nc/DeC
Total Clerk of Courts
Personal Services $ 5,554,700 $ 5,604,900 $ 50,200 0.90%
Operating Expenses S 1,765,900 $ 1,605,500 $ (160,400) -9.08%
Capital Outlay $ 87,900 $ 116,600 $ 28,700 32.65%
Sub-Total $ 7,408,500 5 7,327,000 5 (81,500) -1.10%
Clerk's Fees $ 2,135,000 5 2.317,100 $ 182,100 8.53%
Net Cost to Board S 5,273,500 $ 5,009.900 $ (263,600) -5.00%
Total FTb 77.06 74.48 (2.58) -3.34%
Total Net Cost to the Board Changes by Division
General Administration• $ 447,300 5 515,100 $ 67,800 15.16%
Clerk to the Board S 3,227,100 5 3,239,900 5 12,800 0.40%
Clerk to the Clrcuit Court 5 159,800 $ 84,400 5 (75,400) -47.18%
Clerk to the County Court•• $ 323,900 $ 189,500 $ (134,400) .41.49%
Recording•••• 5 (315,700) $ (835,100) $ (519,400) 164.52%
Management Information Services••• 5 1,431,100 $ 1,816,100 $ 385,000 26.90%
Division Totals $ 5,273,500 $ 5,009,900 $ (263,600) -5.00%
Total FTE Changes by Division
General Administration• 4.80 4.80 0.00 0.00%
Clerk to the Board 39.00 38.00 11.001 -2.56%
Clerk to the Circuit Court 1.00 0.00 (1.00) -100.00%
Clerk to the County Court•` 2.24 2.08 (0.16) -6.98%
Recording"•• 19.00 18.00 (1.001 -5.26%
Management Information Services"" 11.02 11 60 0,58 5.26%
Fit Totals 77.06 74.48 (2.58) -3.34%
•Represents 32%of total costs and Fits for General Administration overhead departments.
"•Satellite costs are prorated at the rate of 52%of total Satellite costs and Fits.Remaining portion is for Court related
activity and is funded by the State of Florida.
`""In FY2010,Court employees were removed and remaining cha rges were allocated between the Clerk and the BCC.
In FY 2011,Court employees were removed,SAP employees were allocated to the BCC,&the remaining charges
were prorated between the BCC and the Clerk.of Florida.
""Recording produces more revenue than expenditures&the balance is used to offset the General Funds.
Clerk's expenses decreased by 1.1%and Fits decreased by 3.34%. Clerk's fees for services increased try 8.53%. Per
Board policy,net cost to the BCC is decreasing by 5.0%.
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FY 2010 FY 2011 i 6 F 9
kid= Bra= Incloec J4Inc/peg
General Administration
Clerk's Administration•
Personal Services $ 211,000 $ 207,000 5 (4400) -1.90%
Operating Expenses $ 211,500 $ 148,900 S (62,600) -29.60%
Capital Outlay $ 2,500 $ - $ 12.500) -100.00%
Total $ 425,000 $ 355,900 S (69,100) -16.26%
Clerk's Fees 5 264,900 $ 118,400 $ (146,500) -55.30%
Net Cost to Board $ 160300 $ 237,500 $ 77,400 48.34%
FTEs 1.92 1.92 0.00 0.00%
Clerk's Accounting•
Personal Services $ 132,400 $ 135,400 $ 3,000 2.27%
Operating Expenses S 13,400 $ 12,400 9 (1,000) -7.46%
Capital Outlay $ - S - $ - N/A
Total 5 145,800 $ 147,800 $ 2,000 1.37%
Clerk's Fees 5 - $ - $ - N/A
Net Cost to Board 5 145,800 $ 147,800 $ 2,000 1.37%
FTEs 1.60 140 0.00 0.00%
Records Management•
Personal Services 5 96,200 5 83,600 $ (12,600) -13.10%
Operating Expenses S 45,200 $ 46,200 $ 1,000 2.21%
Capital Outlay $ - $ - 5 - N/A
Total $ 141,400 5 129,800 $ (11,600) -8.20%
Clerk's Fees $ - $ - $ - N/A
Net Cost to Board $ 141,400 $ 129,800 $ (11,600) 4.20%
FTEs 1.28 1.28 0.00 0.00%
Clerk to the Board
Finance and Accounting
Personal Services 5 2,625,300 $ 2,628,200 5 2,900 0.11%
Operating Expenses $ 196,300 $ 139,200 $ (57,100) -29.09%
Capital Outlay $ 2,000 S 6.000 S 4,000 200.00%
Total S 2,823.600 $ 2,773,400 $ (50,200) -1.78%
Clerk's Fees $ - 5 - $ - N/A
Net Cost to Board $ 2423,600 5 2,773,400 $ (50,200) -1.78%
FTEs 35.00 34.00 (1.00) -2.86%
Board Minutes and Records
Personal Services $ 207,200 S 212,100 $ 4,900 2.36%
Operating Expenses $ 293,300 $ 291,900 S (1,400) -0.48%
Capital Outlay $ 7,500 $ 76,500 $ 69,000 920.00%
Total $ 508,000 5 580,500 $ 72,500 14.27%
Clerk's Fees $ 104,500 $ 114,000 $ 9,500 9.09%
Net Cast to Board $ 403,500 5 466.500 $ 63,000 25.61%
FTEs 4.00 4.00 0.00 0.00%
Clerk of the Circuit Court
Circuit Civil
Personal Services $ - $ - $ - N/A
Operating Expenses $ 41,300 $ 38,200 $ (3,100) -7.51%
Capital Outlay $ - $ - 5 - N/A
Total $ 41,300 $ 38,200 5 (3,100) -7.51%
Clerk's Fees $ 3,400 $ (3,400) -100.00%
Net Cost to Board $ 37,900 5 38,200 $ 300 0.79%
FTEs 0.00 0.00 0.00 NIA
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ivr 1
FY 2010 FY2011
Bittlite1 BUMS jnc/DeC }Sim/Dec
Clerk of the Circuit Court(Continued)
Circuit Felony
Personal Services 5 $ - $ - N/A
Operating Expenses S 27,600 $ 26,200 $ (1,400) -5.07%
Capital Outlay $ • $ - $ N/A
Total 5 27,600 $ 26,200 S (1,400) -5.07%
Clerk's Fees S - $ - S - N/A
Net Cost to Bond $ 27,600 $ 26,200 $ (1,400) -5.07%
FTEs 0.00 0.00 0.00 N/A
SAVE Program(Discontinued)
Personal Services 5 61,000 S - $ (61,000) -100.00%
Operating Expenses $ 2,900 S - $ (2,900) -100.00%
Capital Outlay $ - S - $ - N/A
Total 5 63,900 $ - $ (63,900) -100.00%
Clerk's Fees 5 3,400 S - $ (3,400) -100.00%
Net Cost to Board $ 60,500 $ - $ (60,500) -100.00%
FTEs 1.00 0.00 (1.00) N/A
Jury Management(Distributed in Criminal&Civil Court)
Personal Services S - $ - $ - N/A
Operating Expenses 5 12,100 5 - $ (12,100) -100.00%
Capital Outlay $ - S - $ - N/A
Total $ 12,100 $ - $ (12,100) -100.00%
Clerk's Fees 5 - $ - $ - N/A
Net Cost to Board $ 12,100 S - $ (12,100) -100.00%
FTEs 0.00 0.00 0.00 N/A
Circuit Probate
Personal Services 5 - $ - $ - N/A
Operating Expenses $ 9,800 S 9,300 $ (500) -5.10%
Capital Outlay $ - S - $ - N/A
Total $ 9,800 $ 9,300 5 (500) -5.10%
Clerk's Fees $ - 5 • $ - N/A
Net Cost to Board S 9,800 $ 9,300 $ (500) -5.10%
Fits 0.00 0.00 0.00 N/A
Juvenile
Personal Services $ - $ • $ N/A
Operating Expenses $ 11,900 $ 10,700 $ (1,200) -10.08%
Capital Outlay $ - 5 - $ - N/A
Total $ 11,900 $ 10,700 5 (1,200) -10.08%
Clerk's Fees $ - $ - $ - N/A
Net Cost to Board $ 11,900 $ 10,700 $ (1,200) -10.08%
FTEs 0.00 0.00 0.00 N/A
Clerk of the County Court
County Satellites
Personal Services $ 217,700 $ 130,400 S (87,300) -40.10%
Operating Expenses $ 25,600 5 18,200 $ (7,400) -28.91%
Capital Outlay S - $ - S - N/A
Total $ 243,300 5 148,600 5 (94,700) -38.92%
Clerk's Fees S - $ 23,800 $ 23.800 N/A
Net Cost to Bond $ 243,300 S 124,800 S (118,500) 48.71%
FTEs 2.24 2.08 (0.16) -6.98%
12
Packet Page-262-______ __. ___ .. _______.- - _
10/27/2015 11 .E.
1 6 F 9
FY 2010 FY 2011
Audi= aeuuest rota= %Inc/Dec
Clerk of the County Court(Continued)
County Misdemeanor
Personal Services $ - 5 - S - N/A
OperatingExpenses $ 33,700 5 31,800 S (1,900) -5.64%
Capital Outlay 5 $ $ N/A
Total $ 33,700 $ 31,800 $ (1,900) -5.64%
Clerk's Fees S - $ - $ - N/A
Net Cost to Board $ 33,700 $ 31,100 $ (1,900) -5.64%
Ms 0.00 0.00 0.00 N/A
County Civil
Personal Services S - $ S - N/A
Operating Expenses $ 19,400 $ 17,800 S (1,600) -8.25%
Capital Outlay S • $ 5 N/A
Total $ 19,400 $ 17,800 $ (1,600) -8.25%
Clerk's Fees $ - $ - $ N/A
Net Cost to Board $ 19,400 $ 37,100 $ (1,600) -825%
FTEs 0.00 0.00 0.00 N/A
County Traffic
Personal Services $ - 5 - 5 N/A
Operating Expenses $ 15,900 5 15.100 5 (800) -5.03%
Capital Outlay $ - $ - S N/A
•
Total 5 15,900 5 15,100 $ (800) -5.03%
Clerk's Fees $ - S - $ - N/A
Net Cost to Board $ 15,900 $ 15,100 $ (800) -5.03%
FTES 0.00 0.00 0.00 N/A
Court Collections
Personal Services $ - S - $ N/A
Operating Expenses $ 11,600 $ - 5 (11,600) -100.00%
Capital Outlay S - $ - 5 - N/A
Total 5 11,600 $ - $ (11,600) -100.00%
Clerk's Fees $ • $ - $ - N/A
Net Cost to Board $ 11,600 $ - S (11,600)F7Es 0.00 0.00 0.00 N/A
Recording
Recording••••
Personal Services $ 1,235,300 $ 1,069,300 S (166,000) -13.44%
Operating Expenses $ 201,400 $ 152,700 S (48,700) -24.18%
Capital Outlay $ - S - $ - N/A
Total $ 1,436,700 $ 1,222,000 S (214,700) -14.94%
Clerk's Fees $ 1,752,400 S 2,057,100 5 304,700 17.39%
Net Cost to Board 5 (315,700) $ (835,100) S (519,400)FIT:s 19.00 18.00 (1.00) -5.26%
Management Information Systems
MIS"•
Personal Services S 768,600 $ 1,138,900 $ 370,300 48.18%
Operating Expenses 5 593,000 5 646,900 S 53,900 9.09%
Capital Outlay $ 75,900 $ 34,100 5 (41,800) -55.07%
Total 5 1,437,500 $ 1,819,900 5 382,400 26.60%
Clerk's Fees 5 6,400 $ 3,800 5 (2,600) -40.63%
Net Cost to Board $ 1,431,100 $ 1,816,100 $ 385,000 26.90%
FTES 11.02 11.60 0.58 5.26%
13
Packet Page -263- __ —
10/27/2015 11 .E.
EXHIBIT I
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 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.
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 DATE 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 by Name and Title
Attachment: Sample Expenditure Report
Packet Page-264-
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-
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