Backup Documents 06/23/2015 Item #11K ilK
Add On Item 11K'
June 23,2015
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EXECUTIVE SUMMARY
Recommendation to provide guidance to the County Manager in response to the Clerk of Court's 1
unilateral decision to withhold presentation of selected expenditures to the Board for:I
determination of valid public purpose and payment authorization.
OBJECTIVE: To evaluate options available to the Board to facilitate payments to Board vendors and employees.
CONSIDERATIONS: Beginning on Friday, June 18, 2015, at approximately 6PM, without notice to the Board or the
County Manager and in conflict with the 2010 Interlocal Agreement (7/27/2010, item F9) which created a process for',I
dispute resolutions,the Clerk of Courts began systematically rejecting invoices with the following directive to staff:
• For Travel Reimbursable: Please provide evidence that the BCC has specifically approved the expenditure to,
this employee.
• For Goods and Services Purchases: Please provide the agenda item where the expenditure to this vendor or!
expenditure for these goods at this rate was specifically approved by the BCC. Thanks
Invoices presented include employee travel reimbursement expenses,purchase orders for supplies and services which were
approved by the Purchasing Director pursuant to the Board's purchasing ordinance and policy,a number of purchase orders!'
issued pursuant to contracts approved by the Board of County Commissioners,and a number of credit transactions.
The Clerk of Courts continued this practice over the weekend,and as of 11:30AM on Monday,June 22,2015,has rejected j
the following transactions:
• Total Transactions / Dollars: 622 transactions / $ 324,031.79; smallest transaction equals $0.16; largest!;
transaction equals$17,995.00
o Travel Reimbursement Number/Dollar:25 transactions/$2,661.63(average transaction amount$106) I
o Purchasing Director Approved Number / Dollar: 564 transactions / $297,956.15 (average transaction
amount$528)
o Board Approved Number I Dollar:33 transactions/$23,413.48(average transaction amount$709)
• Credit Transactions Number/ Dollar:23 transactions at($3,065.60}[some,not all,credits were reversed and
processed later Monday morning]
The Procurement Services Division continued to run reports throughout Monday,with new invoices added to the numbers
and dollars reflected above.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive
Summary.
FISCAL IMPACT: Fiscal impact will be determined upon Board direction.
LEGAL CONSIDERATIONS:
RECOMMENDATION: Recommendation to provide guidance to the County Manager in response to the Clerk of
Court's unilateral decision to withhold presentation of selected expenditures to the Board for determination of]
valid public purpose and payment authorization.
Prepared by:Leo E.Ochs,Jr.,County Manager
Attachments:
• Purchasing Ordinance 2013-69
• Purchasing Policy 2009-30
• Interlocal Agreement