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Agenda 10/13/2015 Item #11F10/13/2015 11. F. EXECUTIVE SUMMARY 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 an expenditure report in the format and content specified by the Board. OBJECTIVE: To request the Clerk to the Board to prepare and submit an expenditure report in the format and content specified by the Board. 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 expenditures were to be presented for approval. Section 1.6, Subsection F of the Board's Procurement Ordinance states that "Prior to nayment 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 1', unless terminated pursuant to the terns 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. �1 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...." /*'1 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 expenditure 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. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. Packet Page -519- 10/13/2015 11. F. 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 expenditure 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 Expenditure Report Correspondence between County staff and Clerk staff regarding disbursement report content & format ?**"*N Packet Page -520- 10/13/2015 11. F. COLLIER COUNTY Board of County Commissioners Item Number: 11.11.F. Item Summary: 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 an expenditure report in the format and content specified by the Board. (Leo E. Ochs, Jr., County Manager) Meeting Date: 10/13/2015 Prepared By Name: BrockMaryJo Title: Executive Secretary to County Manager, County Managers Office 10/7/2015 4:18:44 PM Submitted by Title: Executive Secretary to County Manager, County Managers Office Name: BrockMaryJo 10/7/2015 4:18:46 PM Approved By Name: OchsLeo Title: County Manager, County Managers Office Date: 10/7/2015 4:35:45 PM Packet Page -521- 10/13/2015 11. F. INTERLOCAL AGREEMENT BETWEEN THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA AND 16 F 9 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 Tice 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 11. 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 FY 10/11. Additional services, if requested by the Board, may require additional funding. The I Packet Page -522- 10/13/2015 11. F 16F9 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 111. 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 I" 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 2 Packet Page -523-._ 10/13/2015 111. other party prior to the effective date of such termination, and (ii) Section XIV Indemific.1b 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 limit of the liability 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 Vt. PAYMENT FOR SERVICES The Board agrees to fund the Clerk as Clerk to the Board for services described in Section 1. 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 I" 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 V Packet Page 10/13/2015 11. F. 16F9contingent upon the availability and appropriation of sufficient funds lawfully expendable by the 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 2/12'h of the amount identified herein on each October I" and 1/11`h of the remaining amount on the first day of each month thereafter commencing on each November I' and ending on each September I". Section V11. DISPUTE RESOLUTION 11-1 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. 4 Packet Page -525- 10/13/2015 111. 16F9 If a dispute is not resolved by the foregoing steps within 30 days of the meeting been 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 terns 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 XI. 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 — 2 "a Floor 3301 Tamiami Trail East Naples, FL 34112 5 Packet Page - 526 - Section XII. FORCE MAJEURE 10/13/2015 115. am 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. L9t, Packet Page -527- L 10/13/2015 115. I§F9 IN WITNESS WREREOF, the parties hereto have caused this Agreement to executed by their appropriate officilals, as of the date first above wrrinten. CO IE CO�NW CLERK OF COURT Witness: By: i 4,� Witness: ;Dt E . roc K TTY COMMISSIONERS ATTEST: BOARD OF COUTIN DWIGH7Q-'— 13R K, Ct,� K COLLIER COUNTY, FLORIDA By: t. ,rtv,WWl".4LERK. Fred Coyle, CHAIRMAN p roved as to iQuesal su cien J cqueli e Hubbard, Assfstbhl 0ounty Attorney 7 Packet Page -528- 10/13/2015 11. F. Exhibit A: Scope of Services 16F9 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 1499 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. Packet Page -529- 10/13/2015 11.F. tot y Investment Management: Manage the investment of Board funds in accordance with Florida Statute and the Board of Countv 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. 9 Packet Page - 530 -_ Extiibit B — Proposed Funding, Level 10/13/2015 11. F. 16F9 10 Packet Page -531- FY 2030 FY 2011 Renuest irtelDet %Inc /Dec Total Clerk of Courts 6udre3 Personal Services $ 5,554,700 S 5,604,9D0 5 50,2DO 0.90% Operating Expenses S 1,765,900 $ 1,695,500 S (160,400) -9.08% Capital Outlay $ 87,900 5 116,600 S 28,700 32.65% Sub -Total S 7,408,500 S 7,327,000 S (81,500) -1.10% Clerk's Fees 5 2,135,000 5 2,317,100 S 182,100 8.53% Net cost to Boast S 5,273,500 $ 5,009.900 S (263,600) -5.00% Total FTEs 77.06 74.48 (2.58) .3.34% Total Net Cost to the Board Changes by Division General Administration 5 447,300 5 515,100 $ 67,800 15.16% Clerk to the Board 5 3,227,100 5 3,239,9DO S 12,800 0.40% Clerk to the Circuit Court $ 159,800 $ 84,400 5 (7S,400) - 47.18% Clerk to the County Court" $ 323,900 $ 189,500 $ (234,400) 41.49% Recording ` "• S (315,700) $ (835,100) $ (519,400) 164.52% Management informations Services "' S 1,431,100 S 1,816,100 $ 385,000 26.90% Division Totals $ 5,273,500 $ 5,009,900 S (263,600) 5.00% Total FTE CharFFges by Division General Administration' 4.80 4.80 0.00 O.DO% Clerk tothe Board 39.00 38.00 (1.00) -2.56% Clerkto the Circuit Court 1.00 0.00 (1.00) - 100.00% Clerkto the County Court " 2.24 2.08 (0.16) -6.98% Recording—* 19.00 15.00 (1.00) -5.26% Management information Services "` 11.02 11.60 0.S8 5.26% FTETotals T7.06 74.46 (2.58) -3.34% • Represents 32 %oftotal costs and FTEs for General Administration overhead departments, "Satellite costs are prorated at the rate of 52% of total Satellite costs and FTEs. Remaining portion is for Court related activity and Is funded by the State of Fiorida. in FY2010, Court employees were removed and remainsngcharges 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 Fiorida. ""Recording produces more revenue than expenditures & the balance is used to offset the General Funds. Clerk's expenses decreased by 1.1 %and F•rEs decreased by 3.34%. Clerk's fees tot services increased by 8.53 %. Per Board policy, net Cost to the BCC is decreasing by S.0 1X. 10 Packet Page -531- General Administration Clerks Administration ' Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cost to Board FrEs Clerk's Accounting Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cost to Board FTEs Records Management ' Pets anal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cast to Board FTEs Clerk to the Sward Finance and Accounting Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Gast to Board FfEs Board Minutes and Records Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cost to Board FTEs Clerk of the Circuit Court Circuit Civil Personas Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cost to Board FTEs FY 2010 Audw $ 135,400 FY 2811 8CQ= ttic/Der 211,000 S 207,000 S (4,000) $ 211,500 S 148,900 S (62,600) S 2,500 S - S 12,500) $ 425,000 S 355,900 S (69,100) 264,900 5 118,400 5 (146,500) $ 160,100 5 237,500 5 77,400 1.92 S 83,600 1.92 0.00 10/13/2015 11.F. 16F9 - 1.90% - 29.60% - 100.00% - 16.26% - 55.30% 48.34% 0.00% $ 132,400 $ 135,400 $ 3,000 2.27% S 13,400 $ 12,400 $ (1,000) -7.46% S - S $ N/A $ 145,800 $ 147,800 S 2,000 1.37% S - $ - $ N/A 5 145,800 $ 147,800 $ 2,000 1.37% 1.60 1.60 0100 0.00% $ 96,200 S 83,600 $ (12,600) - 13.10x6 S 45,200 S 46,200 $ 11000 2.21% S - $ - $ MIA 141,400 S 129,800 S (11,600) -8.20% $ S $ - N/A $ 141,400 5 124,800 $ (11,600) $.20% 1.28 1.28 0.00 0.00% $ 2,625,300 S 2,628,200 $ 2,900 0.12% $ 196,300 S 139,200 S (57,100) - 29.09% $ 2,000 S 6.000 $ 4,000 200.00% $ 2,823.600 $ 2,773,400 $ (50,200) - 1.78% $ S S N/A 5 2,5Z3,600 $ 2,773,400 S (50,200) -1.78% 35.00 34.00 (1.00) -2.86% $ 207,200 $ 212,100 S 4,900 2.36% $ 293,300 $ 291,900 $ (1,400) - 0.48'% $ 7,500 $ 76,500 $ 69,000 920.00% S 508,000 $ 580,50D S 72.500 14.27% $ 104,500 $ 114,000 $ 9,500 9.09% $ 403,500 $ 466,500 $ 63,000 15.61% 4.00 4.00 0.00 0.00% $ - $ S - N/A S 41,300 S 38,200 S (3,100) - 7.51% $ - S - S N/A S 41,300 S 38.200 S (3,1DO) -7.51% $ 3,400 S (3,400) - 100.00% $ 37,900 $ 38,200 $ 300 0.79% 0.00 0.00 0.00 N/A 11 Packet Page -532- 10/13/2015 11. F. ON Packet Page ;ur 7 FY 2010 FY 2011 Inc/Der n Cierkofthe Circuit Court (Continued) Budget Beauest s":lnciDec Circuit Felony Personal Services $ $ $ N/A Operating Expenses $ 27,600 $ 26,200 $ (1,400) -5.07% Capital Outlay S $ - $ N/A Total 5 27,600 S 26,200 $ (1,400) -5.07% Clerk's fees $ 5 S N/A Net Cast to Board S 27,600 $ 26,200 S (1,400) -5.07% FTEs 0.00 0.00 0.00 N/A SAVfProgrom (Discontinued) Personal Services S 61,000 S - S (61,000) - 100.00% Operating Expenses 5 2,900 S $ (2,900) - 100.00% Capital Outlay 5 - S $ N/A Total S 63,900 S $ (63,900) - 100.00% Clerk's Fees S 3,400 S S (3,400) - 100.00% Net Cast to Board $ 601500 S - $ (60,500) - 100.00% FTEs 1.00 0.00 (1.00} N/A Jury Wriagement (Distributed in Criminal & Civil Court) Personal Services S - S $ N/A Operating Expenses $ 12,100 $ $ (12,100) - 100.00% Capital Outlay $ - S $ N/A Total S 12,100 $ S (12,100) - 100.00% Clerk's Fees $ S $ N/A Net Cast to Board $ 12,100 $ S (12,100) - 100.00% Flis 0.00 DM 0.00 N/A Circuit Probate Personal Services $ - 5 $ NIA Operating Expenses $ 9,800 S 9,300 $ (500) -5.10% Capita l Outlay S $ $ N/A Total $ 9,800 S 9,300 $ (500) -5.10% Clerk's Fees $ $ $ - NIA Net cost to Board $ 91800 S 91300 $ (500) -5.10% F Ts Q.00 0.00 0.00 N/A Juvenile Personal Services S S S N/A Operating Expenses $ 11,900 $ 10,700 $ (1,200) - 10.08% Capital Outlay $ S $ N/A Total $ 11,900 $ 10,700 S (1,200) - 20.08% Clerk's Fees S $ - $ N/A Net Cost to Board S 1L,900 $ 10,700 S (1,200) - 10.08% FTEs 0.00 0.00 0.00 N/A Clerk of the County Court County Satellites " Personal Services 5 217,700 $ 130,400 $ (87,300) - 40.10% Operating Expenses $ 25,600 $ 18,200 $ (7,400) - 28.91% Capital Outlay $ S - $ - N/A Total $ 243,300 $ 146,600 S (94,700) -38,42% Clerk's Fees S $ 23,800 $ 23,800 N/A Net Cost to Band $ 243,300 S 124,800 S (118,500) - 48.71% FrEs 224 2.08 (036) - 6.98%r ON Packet Page Clerk of the County Court (Continued) Counry 4irsdemeanor Personal Services Operating Expenses capital Outlay Total Clerk's Fees Net Cast to Board FTEs County Civil Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cost to Board FTEs County Traffic Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net Cast to Board FTEs Court Callections Personal Services Operating Expenses Capital Outlay Total Clerk's Fees Net cost to Board Ms Recording Recording wwiw Personal Services Operating Expenses Capital Outlay Total Clerk's fees Net Cast to Board FTEs Management information Systems 4715 w.w Personal Services Operating Evem es Capital Outlay Total Clerk`s Fees Net Cast to Board FTEs FY 2010 FY 2011 Budret 8eauLd inc/Dec 10/13/2015 11. F. t6Fg InclDec 5 $ 1,069,300 5 $ 201,400 5 . N/A S 33,700 S 31,800 S (1,900) .5.64% 5 $ (315,700) $ S (519,400) $ 18.00 N/A § 33,700 S 31,800 S (1,900) -5.64% S - $ $ N/A $ 33,700 $ 31,800 $ (1,900) -5.64% 4.00 0.00 0.00 N/A $ - $ - $ - N/A $ 19,400 $ 17,800 5 (1,600) - 8.25% S $ 5 N/A $ 19,400 $ 17,800 S (1,600) - 8.2546 $ $ - § N/A $ 19,400 $ 17,800 $ (1,600) -825% 0.00 0.00 0.00 N/A S - S S N/A 15,900 S 15.100 $ (800) -5.03% $ $ $ NIA S 15.900 $ 15,100 $ (800) -5.03% $ - $ - $ - N/A $ 15,900 S 15,100 11 (800) -5.03% 0100 0.00 0.00 N/A $ - 5 5 N/A S 11,600 $ $ (11,600) - 100.00% $ $ S N/A 5 11,600 $ $ (11,600) 100.00% S $ $ N/A $ 11.600 $ - S (11,600) - 100.00% 0.00 0.00 0.00 N/A $ 1,235,300 $ 1,069,300 S (166,000) $ 201,400 S 152,700 $ (48,700) $ 751900 S 34,100 S (41,800) $ 1,436,700 $ 1,222,000 S (214,700) $ 1,752,400 $ 2,057,100 $ 304,700 $ (315,700) $ (835,100) S (519,400) 19.00 18.00 (1.00) S 768,600 $ 1,138,900 5 370,300 $ 593,000 S 646,900 5 53,900 $ 751900 S 34,100 S (41,800) S 1,437,500 S 11819,900 $ 382,400 § 6,400 $ 3,800 $ (2.600) $ 1,431,100 S 11816,100 $ 385,000 11.02 11.60 0.58 13 Packet Page -534- - 13.44% - 24.18% N/A -14.94% 17.39% 164.52% -5.26% 48.18% 9.09% - 55.07% 26.60% - 40.63% 26.90% 5.26% 10/13/2015 11. F. EXHIBIT 1. EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners accepts the certification by the Clerk to the Board that the expenditures listed in the enclosed expenditure report for the period of DATE through DATE have been pre- audited in accordance with Florida law; that the Board finds these expenditures serve a valid public purpose and are approved for payment; and that the Clerk to the Board is authorized to make disbursement pursuant to the Board's Purchasing Ordinance. OBJECTIVE: To approve expenditures 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 expenditures listed on the attached report and have been appropriated through the Board's budget adoption process. 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 expenditures listed in the enclosed expenditure report for the period of DATE through DATE have been pre- audited in accordance with Florida law; that the Board finds these expenditures serve a valid public purpose and are approved for payment; and that the Clerk to the Board is authorized to make disbursement pursuant to the Board's Purchasing Ordinance. Prepared by: Name and Title Attachment: Sample Expenditure Report Packet Page -535- 10/13/2015 11. F. Exhibit 1 MEMO Date: To: Board of County Commissioners From: Dwight E. Brock, Clerk to the Board Subject: Pre - Audited Expenditures Please be advised that the list of pending expenditures enclosed herein have been pre- audited in accordance with Florida Law. More specifically, a determination of the legality of these 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 -536- -*N, .xi w 10/13/2015 11. F. Packet Page -537- X W X J ui C6 N 7 O LL LL LL i 1a �u) I I I I ( iLL o al0!p aIa Y w 1a'Q Im ! OIDia LL. 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You may recall that I had a series of conversations throughout the summer where I asked the Clerk of Courts to include the purpose on purchasing card transactions presented to the Board... their response is attached. On August 218t (after I learned a new report had been developed by the Clerk of Courts for purchasing card transactions), I received access to their report (which a copy is also attached). Please take note of the last highlighted column (P: Purpose). The Clerk has information at their immediate disposal that they have not put forth on the Board's agenda. In light of yesterday's conversation, this is very discouraging and frustrating. Respectfully, Joanne Joanne Markiewicz, CPM Director, Procurement Services Division Collier County ,—,3327 Tamiami Trail E Maples, F134112 Telephone: 239-252-8975 FAX, 239-252-6480 Email: )VIGP I Packet Page -547- BrockMarv.lo From: com) Sent: Monday, August 17, 2015 9:34 PIAI To: xxarwow/czJoonne Cc: Crystal K. K]nze|; Jane M. McDonald; PhoeLon; PayneTnacey Subject: RE: PCord Report hm the Board Joanne: You are correct; you and Tracey called me after the July 20 special board meeting, following comments made about the contents of the Purchasing Card report. We discussed the feasibility of adding the "purpose" statement, and other information that was available in the system which could be accessed for reporting purposes. if you will reference nny e-mail of August 7,| noted that the format of the report vve had provided followed the format of the original reports referenced in the court order. Further, | explained that we planned on following this format without change. On a previous e-mail to you on the same day, I reiterated that, during the pendency of the litigation, this office will prnvideinforrnationtotheBoardinsthctcomnpUancewiththe48reedOrder'asvveunderstandiL The information we provided is exactly what we produced previously. | provided you with the Excel report uf the P'Card transactions, in case you had any modifications you wished tomake. County staff is able to present any supplemental information to the Board, but we will not vary in the format of the reports produced. I hope this ends further discussion about changes to reports being furnished by the Clerk's office, R,f� 'vtSke-|6L4 Operations Manager Clerk of the Circuit Court Collier County Government Center 3299TanniamiTrail East, Bldg F 7th Floor Naples FL34Il2 (239)252-8438 RobmShe|evV�[c From: Markksmkcz,Joanne Sent Friday, August I4,2O154:Z9PM To: Robin Sheley Cc: Crystal K. Kinzy; Jane M. McDonald; Price, Len; Payne, Tracey RE: PCard Report to the Board Robrm Could you please provide me with an update on this ernaU? Thank you. Joanne From: MarkiewiczJoanne Sent: Thursday, August 13,2U158;58AM Packet Page -548- 10/13/2015 11. F. To: 'Robin Sheley' Cc: 'Crystal K. Kinzel'; 'Jane M. McDonald'; PriceLen; PayneTracey Subject PCard Report to the Board 10-11 . tiobin: Immediately following the July 20'h special board meeting (around 11:30AM), you, Tracey Payne, and I spoke about the Purchasing Card report that was presented to the Board. The three of us acknowledged that the "purpose" statement provided on each reconciled transaction by the fiscal techs should be placed on the report as opposed to the statement: "Reimburse P-Card Purchases" that you had provided to the County Manager (and as demonstrated on the report attached (for the August 11 abstentia meeting). You indicated that you would talk with MIS. In the spirit of working cooperatively to develop processes and procedures that may improve and streamline processes, Tracey and I both requested to be a part of discussions to identify field(s), test reports, develop BPP's and/or assist in quality compliance. We have not received any correspondence since the telephone meeting on July 20th; and, I was disappointed to see the attached item (without the modification we discussed on July 20t). Please provide me with a status update of all correspondence, meetings, emails and conversations that have been had with MIS (vis-a-vie this report) since our July 20t' telephone conversation. Specifically, I am interested in the following: What conversations have occurred to date with MIS; • When did they occur, • What is the timeline for creating the change; • What is the timeline for testing the change; • When will it be introduced into the production environment; Which abstentia or regular agenda will this report be introduced into the record; and, • I would like to know when and how, we, the customer, will be involved in the deliverable discussion, and final quality control. I would appreciate the update by Friday, August 14, 2015 by 12 Noon. Respectfully, Joanne Joanne Markiewicz, CPM Director, Procurement Services Division Collier County 3327 Tamiami Trail E Naples, F134112 Telephone: 239-252-8975 FAX: 239-252-6480 Email: ,--,r a- Packet Page -549- 10/13/2015 11. F. Packet Page -550- W oo o� O U eO g UW C _ {7 q� fA W 0� IF L .On ° m w m K a m L oN g E m a � m'Z �'[,(ad aO o NEE� Q U Q C X royo jvV, K 03 r[f o ; a aN md md? 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