Agenda 10/13/2009 Item #10D
Agenda Item NO.1 00
October 13, 2009
Page 1 of 2
EXECUTIVE SUMMARY
Recommendation to approve a budget amendment appropriating $6,131,486.28 of carry forward
for open purchase orders for operating budget funds.
OBJECTIVE: Board of County Commissioners' approval of budget amendments which appropriate
$6,131,486.28 of carry forward in various funds.
CONSIDERATIONS: Purchase orders were issued to various vendors in operating budget funds during
the latter part of FY 2009 and funds appropriated and encumbered to pay for those purchases in FY 2009.
Examples include purchase of equipment (delivery delayed until November) and CEI (construction
engineering inspection) services for projects that have been extended. The County continues to need the
products or services ordered and these encumbrances continue to be valid at fiscal year end.-- However,
the appropriations to pay for these items expired as of September 30,2009.
If these orders were cancelled on September 30 they would have to be reissued on October 1 resulting in
added record keeping for vendors, the County's Purchasing Department. the Clerk's Finance Department
and the departments that placed the orders. To avoid this unnecessary workload, department's FY 2010
budgets need to be amended to re-appropriate the funds and to allow payments against purchase orders
issued on or prior to September 30, 2009. The budget amendment will not impact the 2010 budget. On the
first Board meeting of October for previous fiscal years, the Board approved similar budget amendments to
allow payment of encumbrances.
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On September 29, 2009, during the regular Board meeting, the Board provided for the re-appropriation of
continuing capital and grant budgets (project budgets). The total of open operating budget purchase orders
was not known until September 30,2009.
FISCAL IMPACT: FY 2009 purchase orders to be re-appropriated in operating budget funds, in the FY
2010 budget, amount to $6,131,486.28.
GROWTH MANAGEMENT IMPACT: There is no growth management impact with this carry forward funds
request.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and does not
present any legal issues. -CMG
RECOMMENDATION: That the Board of Commissioners approve a budget amendment appropriating
$6,131,486.28 in carry forward for operating budget fund purchase orders.
PREPARED BY: Rhonda L. Tibbett's, Operations Manager, Purchasing Department
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Item Number:
Item Summary:
Meeting Date:
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Agenda Item No. 100
October 13, 2009
Page 2 of 2
10D
Recommendation to approve a budget amendment appropriating $6,131,486.28 of carry
forward for open purchase orders for operating budget funds. (John Yon kosky, Director,
Management and Budget Office)
10/13/2009 9:00:00 AM
Prepared By
Rhonda L. Tibbetts
Administrative Services
Purchasing Agent
Purchasing
Date
9/30/20095:39:14 PM
Approved By
Steve Carnell
Administrative Services
Purchasing/General Svcs Director
Purchasing
Date
10/1/20094:28 PM
Approved By
Len Golden Price
Administrative Services
Administrative Services Administrator
Administrative Services Admin.
Date
10/1/20094:54 PM
Approved By
Jeff Klatzkow
County Attorney
County Attorney
County Attorney Office
Date
10/2/200911 :13 AM
Approved By
OMB Coordinator
County Manager's Office
OMB Coordinator
Office of Management & Budget
Date
10/2/20091 :04 PM
Approved By
John A. Yonkosky
County Manager's Office
Director of the Office of Management
Office of Management & Budget
Date
10/5/200910:34 AM