Item C39
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 20. 2009
Division: BudlZ.et & Finance
Bulk Item: Yes ---X... No
Department:
OMB
Staff Contact PersonIPhone #: Penny Kioo X4470
AGENDA ITEM WORDING: Approval of a Resolution authorizing the write-off of outstanding
receivables owed to Monroe County by the Pigeon Key Foundation_
ITEM BACKGROUND: During 2006. two county owned generators were on loan to the Pigeon Key
Foundation. While in their possession, the generators sustained damages and were in need of major
repairs and maintenance. The total amount of the repairs is $40.890.52 and for nearly 2 years, these
invoices have gone unpaid. The accounts need to be cleared of this uncollectible account in order for
the books to more accurately reflect the County's fiscal status.
PREVIOUS RELEVANT BOCC ACTION: Approval on 3/1812009 of a one-time grant of $40.000.
CONTRACT/AGREEMENT CHANGES: N/ A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $40.890.52 Total Invoices Unpaid
Writeo.()ff Amount
BUDGETED: Yes
No X
COST TO COUNTY: $40.890.52 Unpaid to County
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH_ Year
APPROVED BY: County A+~ _ Risk Management_
Not Required_
DOCUMENTATION:
Included X
DISPOSITION:
AGENDA ITEM #
Revised 2/27/01
RESOLUTION NO.
-2009
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS ON MONROE COUNTY,
FLORIDA, AUTHORIZING THE WRITE.oFF OF OurST ANDING RECElV ABLES OWED TO
MONROE COUNTY BY THE PIGEON KEY FOUNDA nON.
WHEREAS, Monroe County owns Pigeon Key and leases it to the Pigeon Key Foundation, Inc. to restore, operate
and maintain the premises for education, environmental research and other public interest purposes; and
WHEREAS, during 2006, two County owed generators were on loan to the Pigeon Key Foundation; and
WHEREAS, while in their possession, the generators sustained damages and were in need of major repairs and
maintenance; and
WHEREAS, the total amount of the repairs is $40,890.52 and for nearly 2 years, these invoices have gone unpaid;
and
WHERAS, Pigeon Key Foundation, Inc. has experienced significant financial and administrative problems in the
past few years, to the extent that the Board of County Commissioners detennined it was in the best interests of the
public to provide a one-time grant of $40,000 and approved a contract to that end on March t 8, 2009; and
WHEREAS, the accounts need to be cleared of this uncollectible account in order for the books to more accurately
reflect the County's fiscal status;
NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners of Monroe County, Florida
that:
Section I. The $40,890.52 balance of the Pigeon Key Foundation invoices is hereby recognized as
uncollectible with no further remedies possible.
Section 2. The Clerk is hereby authorized to make such adjustments to the book of accounts as is
necessary to effect a write-off the outstanding debt.
Section 3.
This resolution shall be effective on May 20, 2009.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular
meeting of said Board held on the 20th day of May, AD, 2009.
Mayor Neugent
Mayor Pro Tem Murphy
Commissioner Wigington
Commissioner Carruthers
Commissioner Di Gennaro
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
(Seal)
Attest DANNY L. KOLHAGE, Clerk
Pigeon Key Foundation Write-off
DEPARTMENT:
ADDRESS:
ATTENTION:
MONROE COUNIT
FLEET MANAGEMENT SERVICES
INVOICE
THE PIGEON KEY FOUNDATION
p, 0, BOX 500 130
MARATIlON. FL 33050
JIM RHYNE
RECEIVED
APR 1 6 2007
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WORK ORDER
WORK ORDER
WORK ORDER
]9499
19495
19794
DATE:
DATE:
DATE:
211/07
217/07
4/5/07
COST
COST
COST
7,623.67
3.251.19
14550.44
$ 25,425.30
Please make check payable to the Monroe County Board of County Commissioners and send directly to:
Issued:
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4/l 3/07
R. Cherry
TOTAL AMOUNT DUE
MONROE COUNTY FINANCE DEPARTMENT
ATTENTION: GINGER CAMPBELL
500 WHITEHEAD STREET
KEY WEST, FL 33040
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MONROE COUNTY
FLEET MANAGEMENT SERVICES
INVOICE
DEPARTMENT:
THE PIGEON KEY FOUNDATION
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ADDRESS:
P. 0. BOX 500130
MARATHON. FL 33050
ATTENTION:
JIM RHYNE
WORK ORDER 20677
DATE:
6/27/07
COST
15.465.22
TOTAL AMOUNT DUE:
$ 15,465.22
Please make check payable to the Monroe County Board of County Commissioners and send directly to:
MONROE COUNTY FINANCE DEPARTMENT
ATTENTION: GINGER CAMPBELL
500 WlUTEHEAD STREET
KEY WEST, FL. 33040
Issued:
6/28/07
R. Cherry
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Page 1 of2
Kipp-Penny
From:
Boan-Tina
Sent: Monday, May 04,200911:08 AM
To: Kipp-Penny
Subject: FW: Pigeon Key
Attachments: Pigeon Key FY08 AR.PDF
Penny,
Here are the Public Works invoices for the outstanding amount owed to us, please research old write-offs (I
beIieve they will be in resolution format) and put together an agenda item for this months meeting.
Thanks
71M &n
From: Cheryl Morgan [mailto:cmorgan@monroe-clerk.com]
Sent: Monday, May 04,2009 11:01 AM
To: Boan-Tina
Subject: RE: Pigeon Key
Tina,
.0'
Please find attached two outstanding invoices from Monroe County to Pigeon Key totaling $40,890.52. I am also
forwarding an email from laura Deloach-Hartle to Lisa Tennyson regarding the 1st pay request we received from
Pigeon Key on the $40,000.00 historical preservation reimbursement contract approved by the BOCC on March
18, 2009.
let me know if you need anything else.
~,4. ~.
Chief Accountant
Clerk of the Circuit Court
Monroe County, Fl
305.295.3649 phone
305.295.3660 fax
From: Boan- Tina [mailto: Boan- Tina@monroecounty-f1.gov]
Sent: Monday, May 04, 2009 10:29 AM
To: Cheryl Morgan
Cc: Laura deloach-Hartle; dkolhage@monroe-c1erk.com
Subject: Pigeon Key
Cheryl,
Mr. Kolhage has asked me to put an item on the BOCC for the outstanding receivable owed to us by Pigeon Key,
can you please send me any back-up you have (invoices etc.) as support for the agenda item.
5/412009
Page 2 of2
Thanks for your help.
Tina :Boan
Budget Director
Monroe County BOCC
OMB, Suite 2-2 J 3
J J 00 Simonton Street
Key West FL 33040
QQ_<:m:.tina(jjl[!1Q_nroecQlJlJty:t1,gQY
(305) 292-4472
(305) 292-45 J 5 Fax
HELP US HELP YOUI
Please take a moment to complete our Customer Satisfaction SUNey: h!1PJ/monroecQtl, virtUi,lIJQyvnhaILllfi)UPaqe~!Monro~QQF~\fIJ~t:>Docs/g;:,;
Visit us on the \Veb:_i~~lttQl~L'\L~l~_:~~CY--"-c',eC:I~:,_~:_:_=:L -f: c;i~//
Please note: The State of Florida has a very broad public records law. Most written communications to or from the County regarding County business
are public records available to the public and media upon request. Your e-mail communication may be subject to public disclosure
5/4/2009
Cheryl Morgan
From:
Sent:
To:
Subject:
Attachments:
Cherry-Ron [Cherry-Ron@MonroeCounty-FL.Gov]
Tuesday, January 06,200910:48 AM
Cheryl Morgan
FW: Pigeon Key Work Orders
pigeon key work orders 111208.PDF
Cheryl,
Does the below help some?
Thanks.
Ronnie
From: Sanchez-Roy
Sent: Monday, December 29, 2008 11 :37 AM
To: Cherry-Ron
Subject: FW: Pigeon Key Work Orders
tyi
from: Sanchez-Roy
Sent: Monday, November 24,20082:10 PM
To: Mercado-Pedro
Cc: Pierce-Dent; Leto-Beth; Cherry-Ron
Subject: FW: Pigeon Key Work Orders
Pedro.
Several time now we have forwarded request for payment to The Pigeon Key Foundation for major repairs, and
maintenance on two County owned generators which were damaged while loaned to them back in 2006 however per
attached information from the County Clerks office we still have not received payment. If you would please provide
direction so that we can properly ask when we can expect payment, or perhaps you could provide a letter from your office
for us to attach, as we again request that the Foundation, pay the County in full for the maintenance and damage to the
County's generators while they were in their posession.
Thank you.
from: Cherry-Ron
Sent: Wednesday, November 12, 2008 2:54 PM
To: Sanchez-Roy
Subject: FW: Pigeon Key Work Orders
Roy,
Please advise when you get a chance.
Thank you,
Ron Cherry Jr.
Sr. Coordinator
Monroe County Fleet Mgt.
305-292-3452
305-747-2391 cell
305-292-3529 tax
cherry-ron@monroecounty-fl.gov
Cheryl Morgan
From:
Sent:
To:
Subject:
Cherry-Ron [Cherry-Ron@MonroeCountY-FL.Gov]
Thursday, December 18. 2008 9:39 AM
Cheryl Morgan
RE: Pigeon Key Work Orders
Cheryl.
Our Director has contacted the County Attorney's Office and waiting for some direction, I asked for more specifics and
one of us should be able to give you more information soon.
Thanks.
Ronnie
From: Cheryl Morgan [mailto:cmorgan@monroe-c1erk.comJ
Sent: Wednesday, December 17, 2008 10:30 AM
To: Cherry-Ron
Subject: Pigeon Key Work Orders
Ron,
Has any progress been made on the collection of the attached work orders? Any idea when we can expect payment?
Thanks,
Cheryl