Agenda

Budget/Finance Committee

Approval : 1.

Date: 11/16/2009

SOE Precinct Lease Agreeement

Department:

Administration

Information

Subject

Approval of Lease Agreement for Voting Precincts.

Budget/Finance Committee

Approval : 2.

Date: 11/16/2009

Budget Transfer Request #10-035

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Transfer Request #10-035 in the amount of $20,000.00. This request is between cost centers, but within the same fund. It is needed to allocate funds from Cost Center 0104-Safety Division to Cost Center 1202-Building & Custodial Services Division for repair and maintenance of fire extinguishers and sprinklers, as a result of distribution of duties.
Funding Source: 001-0104-534800
(K. Zebraski)

Background

Cost Center 0104-Safety Division was consolidated with Cost Center 0105-Risk Management FY09/10. Funds for both of these cost centers were left separated for ease of the transition. Funds will be appropriated in affected cost centers to reflect these duties FY10/11.

Fiscal Impact

Amount Requested: 20,000.00

Budgeted Y/N: Y

Funding Source:

001-0104-534800

Budget/Finance Committee

Approval : 3.

Date: 11/16/2009

Bid 08/09-46

Department:

Purchasing

Information

Subject

Recommend approval to post notice of intent and to award Bid #08/09-46 Waste Tire Management to the most responsible bidder, Mac’s Tire Recyclers, Inc. The lowest bidder does not accept OTR’s (Off –road and heavy equipment tires). Approval will be effective after 72 hour bid protest period has expired and assuming no protests are received. Submittals are available for review in the Purchasing Department.
Funding Source: 401-3802-534000

Budget/Finance Committee

Approval : 4.

Date: 11/16/2009

First Coast Womens Services

Department:

Purchasing

Information

Subject

Approval of Agreement with First Coast Women’s Services, Inc., in the amount of $5,000, to provide funding to Agency from Choose Life License Plate Fund to aid in adoption services.

Background

Approval of Agreement with First Coast Women’s Services, Inc., in the amount of $5,000, to provide funding to Agency from Choose Life License Plate Fund to aid in adoption services.

Fiscal Impact

Amount Requested: $5,000

Budgeted Y/N: y

Funding Source:

Funding Source: 001-3320-580000

Budget/Finance Committee

Approval : 5.

Date: 11/16/2009

Grant for Moccasin Slough Phase I

Department:

Purchasing

Information

Subject

Approval of Amendment to Agreement #06/07-3 with the Department of Environmental Protection to extend the time for completion of the Land and Water Conservation Fund grant for Moccasin Slough Phase I, from November 1, 2009, to January 1, 2010.

Background

Approval of Amendment to Agreement #06/07-3 with the Department of Environmental Protection to extend the time for completion of the Land and Water Conservation Fund grant for Moccasin Slough Phase I, from November 1, 2009, to January 1, 2010.

Fiscal Impact

Amount Requested: 0

Budgeted Y/N: y

Funding Source:

Funding Source: 305-95-563000

Budget/Finance Committee

Approval : 6.

Date: 11/16/2009

Department of Agriculture Van Zant Park

Department:

Purchasing

Information

Subject

Approval of Agreement with the Department of Agriculture and Consumer Services, Division of Forestry, Wildlife Hazard Mitigation Agreement & Burning Services and Pre-Suppression Plowing Agreement in the amount of $450.00. This agreement is to provide for necessary underbrush control and maintenance in the trail area at Ronnie Van Zant Park.

Background

Approval of Agreement with the Department of Agriculture and Consumer Services, Division of Forestry, Wildlife Hazard Mitigation Agreement & Burning Services and Pre-Suppression Plowing Agreement in the amount of $450.00. This agreement is to provide for necessary underbrush control and maintenance in the trail area at Ronnie Van Zant Park.

Fiscal Impact

Amount Requested: $450.00

Budgeted Y/N: y

Funding Source:

Funding Source: 001-3201-546100

Budget/Finance Committee

Approval : 7.

Date: 11/16/2009

Budget Amendment #10-041

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Amendment #10-041 and Resolution in the amount of $312,128.00 to allocate receipt of unanticipated revenue received from the Department of Justice, Bureau of Justice Assistance, FY09 Recovery Act Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used for training and certification of five fraud examiners, storage area network replacement, and purchase of evidence drying cabinet, cyanoacrylate vacumm chamber and three digital cameras, in accordance with grant requirements.
Funding Source: 102-102-331222
(K. Zebraski)

Fiscal Impact

Amount Requested: 312,128.00

Budgeted Y/N: NA

Funding Source:

102-102-331222

Budget/Finance Committee

Approval : 8.

Date: 11/16/2009

Budget Amendment #10-042

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Amendment #10-042 and Resolution in the amount of $75,854.00 to allocate receipt of unanticipated revenue received from the Department of Justice, Bureau of Justice Assistance, FY09 Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used for software and IT consulting services, in accordance with grant requirements.
Funding Source: 102-102-331220
(K. Zebraski)

Fiscal Impact

Amount Requested: 75,854.00

Budgeted Y/N: NA

Funding Source:

102-102-331220

Budget/Finance Committee

Approval : 9.

Date: 11/16/2009

Budget Amendment #10-043

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Amendment #10-043 and Resolution in the amount of $384,751.00 to allocate receipt of unanticipated revenue received from the Florida Department of Law Enforcement, Recovery Act Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used funds to purchase vehicle accessories, training, rifles, service weapons, ammunition, encryption software, Civil Processing and Gang Tracking Modules, and schedule and timesheet system, in accordance with grant requirements.
Funding Source: 102-102-331220
(K. Zebraski)

Fiscal Impact

Amount Requested: 384,751.00

Budgeted Y/N: NA

Funding Source:

102-102-331220

Budget/Finance Committee

Approval : 10.

Date: 11/16/2009

Budget Amendment #10-044

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Amendment #10-044 and Resolution in the amount of $1,000.00 to allocate receipt of unanticipated revenue received from the Wal-Mart Community Grants Program. The funds will be used funds to to purchase items for the Volunteer in Police Service (VIP) Program.
Funding Source: 102-102-366000
(K. Zebraski)

Fiscal Impact

Amount Requested: 1,000.00

Budgeted Y/N: NA

Funding Source:

102-102-366000

Budget/Finance Committee

Approval : 11.

Date: 11/16/2009

Budget Amendment #10-045

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Amendment #10-045 and Resolution in the amount of $34,937.00 to allocate receipt of unanticipated revenue received from the Bureau of Justice Assistance, State Criminal Alien Assistance Program. The funds will be used funds to fund overtime for Detention personnel, in accordance with grant requirements.
Funding Source: 102-102-331223
(K. Zebraski)

Fiscal Impact

Amount Requested: 34,937.00

Budgeted Y/N: NA

Funding Source:

102-102-331223

Budget/Finance Committee

Approval : 12.

Date: 11/16/2009

JAG Grant Application - Somer Thompson

Department:

Budget and Administrative Services

Information

Subject

Approval of grant application for overtime reimbursement for Clay County Sheriff's Office (CCSO) investigations on the Somer Thompson case. Funding will be used to pay for overtime associated with the Somer Thompson investigation. Sworn deputies and investigators who are assisting with the investigation are working in excess of 40 hours a week. It is the objective of the CCSO to exercise every resource to identify information that will lead to the apprehension of the person(s) responsible. The JAG Direct funds would assist in accomplishing the objectives of the investigation.
(S. Kraus)

Budget/Finance Committee

Approval : 13.

Date: 11/16/2009

Bid 07/08-1 Renewal

Department:

Purchasing

Information

Subject

Respectfully request approval of first renewal to Bid #07/08-1, Tree Trimming and Disposal to American Tree Surgeons as first call contractor, Core Services, LLC as second call contractor and Tree Tech Service, Inc. as third call contractor. This bid provides for tree trimming and removal services. All Contractors agree to extend with no increase in cost for a one year period.
Funding Source: Various Departments

Background

Respectfully request approval of first renewal to Bid #07/08-1, Tree Trimming and Disposal to American Tree Surgeons as first call contractor, Core Services, LLC as second call contractor and Tree Tech Service, Inc. as third call contractor. This bid provides for tree trimming and removal services. All Contractors agree to extend with no increase in cost for a one year period.
Funding Source: Various Departments

Budget/Finance Committee

Approval : 14.

Date: 11/16/2009

Hewitt Contracting

Department:

Purchasing

Information

Subject

Approval of Supplement to Agreement #07/08-97 with Hewitt Contracting Company, Inc., in the amount of $133,286.60 for additional items to the Scope of Services as listed in the contract. This agreement is for Intersection Improvements at C.R. 220 and Baxley Road and increases the total of the original contract to $795,184.57 and settles all claims for payment on this project.

Background

Approval of Supplement to Agreement #07/08-97 with Hewitt Contracting Company, Inc., in the amount of $133,286.60 for additional items to the Scope of Services as listed in the contract. This agreement is for Intersection Improvements at C.R. 220 and Baxley Road and increases the total of the original contract to $795,184.57 and settles all claims for payment on this project.

Fiscal Impact

Amount Requested: $133,286.60

Budgeted Y/N: y

Funding Source:

Funding Source: 305-15-563000

Budget/Finance Committee

Approval : 15.

Date: 11/16/2009

Approved Purchasing Agents

Department:

Purchasing

Information

Subject

Changes to the list of designated purchasing agents appointed and approved by the County Manager to submit requisitions and make purchases in accordance with the provisions of the purchasing policy. Per the Purchasing Policy this list is to be updated when changes are made thereto.

Background

Changes to the list of designated purchasing agents appointed and approved by the County Manager to submit requisitions and make purchases in accordance with the provisions of the purchasing policy. Per the Purchasing Policy this list is to be updated when changes are made thereto.

Changes Include:

Employee Added:
Fire Chief, Lorin Mock – (Training Provided 11/09/09)
Public Safety Department

Employees Removed:
Tom Price – Parks Recreation and Special Events Department
Bill Bodenweber – Enforcement Services
Amy Brown – Code Enforcement Department

Budget/Finance Committee

Approval : 16.

Date: 11/16/2009

approval of agreement with First Coast No More Homeless Pets

Department:

Purchasing

Information

Subject

Request approval of agreement with First Coast No More Homeless Pets for spay/neuter services as needed for the pre-adoption spay/neuter program. The Board previously approved this program at the June 30, 2009 meeting. Further approval is requested as a sole source. Funding Source: 001-2801-531600.

Background

Request approval of agreement with First Coast No More Homeless Pets for spay/neuter services as needed for the pre-adoption spay/neuter program. The Board previously approved this program at the June 30, 2009 meeting. Further approval is requested as a sole source. Funding Source: 001-2801-531600.



ITEMS SUBMITTED FOR APPROVAL
	1.	Approval of Lease Agreement with the Clay County Supervisor of Elections for Voting Precincts. (F. Behring)

	2.	Approval of Budget Transfer Request #10-035 in the amount of $20,000.00. This request is between cost centers, but within the same fund. It is needed to allocate funds from Cost Center 0104-Safety Division to Cost Center 1202-Building & Custodial Services Division for repairs and maintenance of fire extinguishers and sprinklers as a result of distribution of duties. Funding Source: 001-0104-534800 (K. Zebraski)

	3.	Approval to post notice of intent and to award Bid #08/09-46, Waste Tire Management, to the most responsible bidder, Mac’s Tire Recyclers, Inc. The lowest bidder does not accept OTR’s (off–road and heavy equipment tires). Approval will be effective after 72-hour bid protest period has expired, assuming no protests are received. Submittals are available for review in the Purchasing Division. Funding Source: 401-3802-534000 (K. Thomas)

	4.	Approval of Agreement with First Coast Women’s Services, Inc., in the amount of $5,000.00, to provide funding to Agency from Choose Life License Plate Fund to aid in adoption services. Funding Source: 001-3320-580000 (B. Johns)

	5.	Approval of Amendment to Agreement #06/07-3 with the Department of Environmental Protection to extend the time for completion of the Land and Water Conservation Fund grant for Moccasin Slough Phase I, from November 1, 2009, to January 1, 2010. (B. Johns)

	6.	Approval of Agreement with the Department of Agriculture and Consumer Services, Division of Forestry, Wildlife Hazard Mitigation Agreement & Burning Services and Pre-Suppression Plowing Agreement in the amount of $450.00. This agreement is to provide for necessary underbrush control and maintenance in the trail area at Ronnie Van Zant Park. Funding Source: 001-3201-546100 (B. Johns)

	7.	Approval of Budget Amendment #10-041 and Resolution in the amount of $312,128.00 to allocate receipt of unanticipated revenue received from the Department of Justice, Bureau of Justice Assistance, FY09 Recovery Act Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used for training and certification of five (5) fraud examiners, storage area network replacement, and purchase of evidence drying cabinet, cyanoacrylate vacumm chamber and three (3) digital cameras in accordance with grant requirements. Funding Source: 102-102-331222 (K. Zebraski)

	8.	Approval of Budget Amendment #10-042 and Resolution in the amount of $75,854.00 to allocate receipt of unanticipated revenue received from the Department of Justice, Bureau of Justice Assistance, FY09 Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used for software and IT consulting services in accordance with grant requirements. Funding Source: 102-102-331220 (K. Zebraski)

	9.	Approval of Budget Amendment #10-043 and Resolution in the amount of $384,751.00 to allocate receipt of unanticipated revenue received from the Florida Department of Law Enforcement, Recovery Act Edward Byrne Memorial Justice Assistance Grant Program. The funds will be used funds to purchase vehicle accessories, training, rifles, service weapons, ammunition, encryption software, Civil Processing and Gang Tracking Modules, and schedule and timesheet system in accordance with grant requirements. Funding Source: 102-102-331220 (K. Zebraski)

	10.	Approval of Budget Amendment #10-044 and Resolution in the amount of $1,000.00 to allocate receipt of unanticipated revenue received from the Wal-Mart Community Grants Program. The funds will be used funds to purchase items for the Volunteer in Police Service (VIP) Program. Funding Source: 102-102-366000 (K. Zebraski)

	11.	Approval of Budget Amendment #10-045 and Resolution in the amount of $34,937.00 to allocate receipt of unanticipated revenue received from the Bureau of Justice Assistance, State Criminal Alien Assistance Program. The funds will be used funds to fund overtime for Detention personnel in accordance with grant requirements. Funding Source: 102-102-331223 (K. Zebraski)

	12.	Approval of grant application for overtime reimbursement for Clay County Sheriff's Office (CCSO) investigations on the Somer Thompson case. Sworn deputies and investigators who are assisting with the investigation are working in excess of 40 hours a week. It is the objective of the CCSO to exercise every resource to identify information that will lead to the apprehension of the person(s) responsible. The JAG Direct funds would assist in accomplishing the objectives of the investigation. (S. Kraus)

	13.	Approval of first renewal to Bid #07/08-1, Tree Trimming and Disposal, to American Tree Surgeons as first call contractor, Core Services, LLC as second call contractor, and Tree Tech Service, Inc. as third call contractor. This bid provides for tree trimming and removal services. All Contractors agree to extend with no increase in cost for a one year period. Funding Source: Various Departments (K. Thomas)

	14.	Approval of Supplement to Agreement #07/08-97 with Hewitt Contracting Company, Inc. in the amount of $133,286.60 for additional items to the Scope of Services as listed in the contract. This agreement is for Intersection Improvements at C.R. 220 and Baxley Road. The agreement increases the total of the original contract to $795,184.57 and settles all claims for payment on this project. Funding Source: 305-15-563000 (B. Johns)

	15.	Approval of changes to the list of designated purchasing agents appointed and approved by the County Manager to submit requisitions and make purchases in accordance with the provisions of the Purchasing Policy. Per the Purchasing Policy, this list is to be updated when changes are made thereto. (K. Thomas)

	16.	Approval of agreement with First Coast No More Homeless Pets for spay/neuter services as needed for the Pre-adoption Spay/Neuter Program. The Board previously approved this program at the June 30, 2009 meeting. Further approval is requested as a sole source. Funding Source: 001-2801-531600 (K. Thomas)

ITEMS SUBMITTED FOR DISCUSSION
ITEMS NOT ON AGENDA



Budget / Finance Committee Agenda
November 16, 2009; 2:00 p.m.