Item O2LAND AUTHORITY GOVERNING BOARD
AGENDA ITEM SUMMARY
Meeting Date: 10/21/2015 Department: M@ or Danny Kolhage, District 1
Bulk Item: Yes X No Staff Contact /Phone #: Isahel DeSantis. et. 3440
Approval of the re -appointment of Steve Wainstead to the Climate Change Advisory Committee
(CCAC) as representative of District 1.
ITEM BACKGROUND:
ADVISORY COMMITTEE ACTION: N/A
PREVIOUS GOVERNING BOARD ACTION: On July 15, 2015, the Board approved the
appointment of Mr. Wainstead to replace Don Riggs who resigned, 06/5/14.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATION: Approval.
TOTAL COST: INDIRECT COST:
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY:
BUDGETED: Yes No
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Attorney _ OMB/Purchasing Risk Management _
DOCUMENTATION:
DISPOSITION:
Revised 6/15
Included X Not Required
AGENDA ITEM #
AMI,Y E_.., LN, CPA
CLERK OF CIRCUIT COURT & COMPTROLLER
MONROE WRIff, FLORIDA
TO: County Administrator
Assistant County Administrators
BOCC Division Directors
Budget & Finance Director
TDC
FROM: Pam Radloff
Finance Director
The Finance Department is beginning its FY 2014-15 close-out procedures effectivffl
October 1, 2015. We hope to make the transition to FY 2016 as simple and efficient 'I
possible for County departments by communicating the timelines that are needed f
opening the new fiscal year and for preparing FY 2015 financial statements in a time
and effective TFairFer.
Because of the complexity of the annual audit and the different financial statements that
need to be prepared in the coming months, the first step is to ensure each of the
County's funds are closed out as accurately as possible to ensure that the financial
statements properly reflect each fund's fiscal year activity. To that end, following are the
ieadlines and cut-off procedures all County departments must follow. Please notify
2-ppropriate staff within county departments so they are aware of these processing
leadlines.
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33u4u Phone: 305-295-3130 Fax 305-295-3663
3117 Overseas Highway, Marathon, FL 33050 Phone: 305-289-6027 Fax, 305-289-6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852-7145 Fax. 305-852-7146
For locations that deposit cash, checks or other monies at the bank: All cash,
checks or other monies that are received on or before Tuesday, September 29, 2015
MUST be deposited in the bank by 2.00 pm on Wednesday, September 30, 2015.
The corresponding cash transmittal must be received by Lynn Gonzalez in the
Finance Department no later than noon on Wednesdptember 30, 201 .
For locations that have deposits picked up by the bank's courier., We have
requested that the courier change his pick-up days to accommodate year-end
processing. The week of September 28th, the courier will pick up deposits on
Wednesday, SeptemberMffi and Thursday, October 1".
Locations using the bank's courier service must, at a minimum, prepare a deposit for
any cash, checks or other monies received by Tuesday, Sop tember 29ffi for courier
pick-up on Wednesday, September 30, 2015. Cash, checks or other monies
received by these locations after September 29, 2015 that are not included in the
September 30th courier pick-up will be coded as FY 2016 cash receipts. The
corresponding cash transmittal for deposits picked up by the courier on September
30th must be received by Lynn Gonzalez in the Finance Department no later than
noon on Wednesday, September 30,
All cash, checks or other monies that are to be received by September 30, 20"
MUST be deposited in the bank by 2:00 pm on Wednesday, September 30. 2015
be recognized as FY 2015 receipts.
The corresponding cash transmittal must be received by Lynn Gonzalez in the
Finance no later than Friday, October 9. 2015 on a Cash Receipt dated September
30,2015.
For locations that do not use the bank courier service: Collections received after
midnhift on September 30, 2015 must be deposited, and entered on a Deposit
Slip and a Cash Receipt dated October 1, 2015 or later, for processing in "FY16".
For locations that using the bank courier service: Collections received after the
courier pick-up on September 30, 2015 must be deposited, and entered on a
Deposit Slip and a Cash Receipt dated October 1, 2015 or later, for processing in
"FY1 612,
PA
All Internal/External Bngs for fiscal year 2015 must be received by the ClerkE
Finance Department no later than Monday, October 19, 201 Please send
supporting documentation to Lynn Gonzalez in the Finance Department. i
%! , '0731
Please ensure that there are sufficient funds remaining in the budget to cover a
estimates, outstanding encumbrances and payments of expenditures through th
1
end of FY 2015.
Accounting standards require the recording of expenditures in the fiscal year in
which the goods are actually received or the services are actually performed.
Therefore, to record an expenditure to FY 2015, the Clerk's Finance Department
must receive aH invoices for c joods received and serviggg performed on or
before September 30, 2015 Py Friday, October 9, 2015. These FY 2015 invoices
may include, but are not limited to, expenditures for construction projects, contracts,
grants, wastewater, attorneys, airport, supplies, consultants, travel, and utility
payments. Any FY 2015 invoices received by Finance after October 9 will require an
audit adjustment and the corresponding department will be identified in the auditor's
management comment letter to the Board.
If a vendor's invoice is not received in a timely manner, management may use an
estimate for the goods purchased or the services performed prior to September 30,
2015. An estimated expenditure can be recorded if it is reasonable and
documentation is provided to support the estimate. If an estimate shall be used,
please email all requisite information to Salome McIntosh, Accounts Payable
Supervisor, at: smcintoshA-monroe-clerk.com no later than Bjft,,��A
2015. Please ensure that there are sufficient funds in the budget to cover any
estimates and payments of expenditures.
Written justification to keep a FY1 5 purchase order "pperf' and "roll it" into FY 201
must be received by &� October 30, 2015 on all outstanding purchas
's
orders. The only appropriate reason for a purchase order to remain open after fisc
year end is if the goods were not received or the services were not performed
September 30, 2015. All open purchase orders, including, but not limited to, blank
purchase orders without a wtitten justirication to remain open and roll to FY 16 w]
be voided by FridaZ October 30th. Written justcation should be sent to Salom=
t]
McIntosh, Accounts Payable Supervisor. Valid open purchase orders will be rolled
into fiscal year 2016 and will be encumbered against the department's fiscal year
2016 budget.
7:7 F
Journal Entries
Documentation to support an adjustment by journal entry should be received as
soon as possible, but must be received no later than Filday , October 30, 2015.
It is unlawful, according to Florida Statutes, for any fund expenditure budgets to
insufficient. In addition, the Governmental Accounting Standards Board requires
note disclosure specifically identifying an insufficient amount. This information
provided to the Auditor General annually. I
Any service/product provided/purchased through September 30, 2015, whethdn
actual or estimated, will be posted to fiscal year 2015. The Florida Statutes al
requires that any budget revisions must take place prior to 60 days after the ris
year end. For any budget revision that will require the Board of Couln
Commissioners' approval, please contact the Office of Management and Budget
soon as possible.
Should you have any questions or need clarification, please do not hesitate to contacl
me at (305) 292-3560. Thank you in advance for your assistance and cooperation
f uring the close-out of FY 2014-15.
cc: Amy Heavilin,Clerk of the Circuit Court & Comptroller
Maureen O'Brien, Assistant Finance Director
Cl