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File #: 20-0861    Version: 1
Type: Agenda Item Status: Approved
File created: 6/24/2020 In control: Board of Supervisors
On agenda: 6/30/2020 Final action: 6/30/2020
Title: Chief Administrative Office and Auditor-Controller recommending the Board adopt Policy B-18, titled - Contract, Memoranda of Understanding, and Policy Exceptions, which would delegate authority the Chief Administrative Officer and the Auditor-Controller to resolve payments that are approved by a Department Head but do not comply with the procedural requirements of the relevant policies, contracts or Memoranda of Understanding. FUNDING: All County Funds.
Attachments: 1. A - Draft Policy, 2. Board Policy B-18 - Contract, Memoranda of Understaning and Policy Exceptions
Related files: 21-0261
Title
Chief Administrative Office and Auditor-Controller recommending the Board adopt Policy B-18, titled - Contract, Memoranda of Understanding, and Policy Exceptions, which would delegate authority the Chief Administrative Officer and the Auditor-Controller to resolve payments that are approved by a Department Head but do not comply with the procedural requirements of the relevant policies, contracts or Memoranda of Understanding.

FUNDING: All County Funds.
Body
DISCUSSION / BACKGROUND
Under current policies and processes, when a Department Head authorizes payment for an expense that does not adhere to the specific procedural requirements of a policy, contract, Memoranda of Understanding, or other governing document, the Auditor-Controller is not permitted to pay the amount in question which results in delays and staff costs attempting to resolve the matter which may include requesting the Board of Supervisors to approve immaterial costs.

If this policy is approved, upon agreement from both the Chief Administrative Office and the Auditor-Controller, issues such as these can be resolved and allow payment for any amount not to exceed $1,000 when in their combined judgment the cost of otherwise resolving the matter would be more expensive than authorizing payment. It is believed that this process will save the county money and therefore provide a public benefit.

ALTERNATIVES
The Board could choose not to approve this policy and existing processes used to resolve these matters will remain unchanged.

PRIOR BOARD ACTION
N/A

OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel reviewed and approved the legality of this recommendation.

CAO RECOMMENDATION / COMMENTS
Approve as recommended.

FINANCIAL IMPACT
The exact financial impact is unknown but it is anticipated this policy will allow for resolution of these issues in a more efficient, cost effective manner.

CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon Board approval the Clerk of the Board will post the p...

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