Agenda 05/10/2016 Item #16J 5 Proposed Agenda Changes
Board of County Commissioners Meeting
May 10, 2016
Continue Item 16D5 to the May 24, 2016 BCC Meeting: Recommendation to approve the First
Amendment to the Subrecipient Agreement with Habitat for Humanity of Collier County, Inc.,
to shift remaining project delivery funds between line items in order to fully expend remaining
awarded funds for acquisition. There is no net fiscal impact. (Commissioner Fiala's request)
Move Item 16J1 to Item 13A: To provide to the Board of County Commissioners the Clerk of
the Circuit Court's Internal Audit Report 2016-01, Authorized Use of Motor Fuel Taxes issued
on April 6, 2016. (Commissioner Hiller's request)
Move Item 16J2 to Item 13B: To provide to the Board of County Commissioners the Clerk of the
Circuit Court's Internal Audit Report 2016-2, 2015 Fiscal Year-End Inventory of EMS Helicopter
Operations Parts, issued on May 4, 2016. (Commissioner Hiller's request)
Continue Item 16J3 Indefinitely 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 record in the minutes
of the Board of County Commissioners,the check number(or other payment method), amount,
payee, and purpose for which the referenced disbursements were drawn for the periods between
April 14 to April 27, 2016 pursuant to Florida Statute 136.06. (Commissioner Fiala's request)
Move Item 16J5 to Item 13C: Report to the Board of County Commissioners (BCC)
regarding the status of payments to Paradise Advertising and Marketing, Inc. pursuant to
BCC request of April 26,2016. (Commissioner Hiller's request)
Move Item 17D to Item 9A: Recommendation to approve an Ordinance amending Ordinance
No. 2006-57 to add a new section allowing for the use of golf carts upon designated roads in the
Ave Maria Stewardship Community District(the "District"). (Commissioner Taylor's request)
Note:
Item 9A (Previously Item 17D): Exhibit A to the proposed ordinance was inadvertently omitted
from the agenda. The Exhibit has been distributed to the Board members and to the Minutes and
Records Department. (County Attorney's request)
Time Certain Items:
Item 11B to be heard at 10:00 a.m.
5/10/2016 16.15.
EXECUTIVE SUMMARY
Report to the Board of County Commissioners (BCC) regarding the status of payments to Paradise Advertising and
Marketing, Inc. pursuant to BCC request of April 26, 2016.
OBJECTIVE: To advise the Board of the status of payments to Paradise Advertising.
CONSIDERATION: At the April 25, 2016 meeting of the Tourist Development Council (TDC) Mr. Wert
brought forward an Executive Summary (Item 7-g) requesting that the TDC direct the TDC Chair or staff to
request that the BCC to compel the Clerk of the Circuit Court's Finance Department to pay the proper
invoices for work completed by Paradise Advertising and Marketing, Inc. The Clerk's Office routinely
processes and pays "proper" invoices submitted.
The Clerk's Office presented a summary of our concerns and the need for additional supporting
documentation to determine that a legal payment could be made on the outstanding items. During the
meeting, Mr. Hames, President of Paradise Advertising, agreed to work with Finance and provide additional
documentation for invoices submitted and pending. The TDC did not approve the request to compel the
Clerk to pay Paradise but encouraged that Finance continue to work with the vendor to resolve the
outstanding invoices.
At the April 26, 2016 meeting of the BCC, discussion was held regarding payments pending for Paradise
Advertising. The Board requested an update regarding the status of payments at the May 10, 2016 meeting.
After 5pm on Wednesday, April 27, 2016 Paradise Advertising staff provided much of the additional documentation
to Finance regarding outstanding invoices.
On Thursday, April 28, 2016 Clerk's staff held a conference call with Mr. Hames, President of Paradise Advertising
and his representatives to review the outstanding invoices. Mr. Hames indicated that this information had been
routinely provided to Mr. Wert. It had not been provided to Finance.
Finance staff reviewed the documents provided and additional support was requested for 31d party expenses
incurred and billed. Additionally, several of the rates charged were not included on the BCC approved Contract
Exhibit A - Rate Schedule. We are awaiting the additional information on these invoices at the time of agenda
printing Wednesday May 4, 2016.
Finance has routinely requested supporting documentation from the Tourism Department. Had the detailed
documentation been provided when the invoice was submitted for payment, or when requested over the course of
the last months, payment delays could have been avoided and issues resolved earlier.
Finance is continuing to work with Mr. Hames and his staff to quickly resolve the outstanding invoices.
FISCAL IMPACT: Additional payments for 86 invoices totaling $134,347.11 can be made to Paradise Advertising
based upon requested documents provided. The remaining 49 invoices need additional information including
supporting documentation for 3"d party costs. Two of the outstanding items have been rejected by the Tourism
Department.
LEGAL CONSIDERATIONS:
GROWTH MANAGEMENT IMPACT: There is no growth management impact as a result of this executive
summary.
RECOMMENDATION: No action necessary, this item is to report the status of payments as requested.
Prepared by: Crystal K. Kinzel, Director Finance and Accounting
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5/10/2016 16.J.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.1.16.1.5.
Item Summary: Report to the Board of County Commissioners (BCC) regarding the status
of payments to Paradise Advertising and Marketing, Inc. pursuant to BCC request of April 26,
2016.
Meeting Date: 5/10/2016
Prepared By
Name: MilumJennifer
Title: Office Assistant, Clerk of Courts
5/4/2016 11:48:18 AM
Approved By
Name: IsacksonMark
Title: Division Director - Corp Fin & Mgmt Svc, Office of Management & Budget
Date: 5/4/2016 1:20:52 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 5/4/2016 3:32:15 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 5/4/2016 4:03:12 PM
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