DISCUSSION ITEM RE: EXPENDITURES AND REIMBURSEMENTS
Sally A. Heyman, Prime Sponsor
Budget and Finance Committee
Commissioner Heyman expressed concern that allocations she made from her District Reserve Funds and Office Account Funds - some of which were made in November 2003 - were not disbursed to the respective agencies and County departments. She requested that staff work with the agencies that met the funding criteria of $1,000 and streamline the 38-page contract document related to the disbursement of funds, and that staff inform the members of the County Commission of the parameters established for future funding allocations.
Ms. Corinne Brody, Special Assistant to the County Manager – Strategic Management Initiatives, stated some agencies received funding but there were situations where there were significant delays. She noted staff would conduct a comprehensive review of the District Reserve Fund to verify that agencies were paid, and streamline the Office Account Funds through a process-perspective of each agency’s responsibilities.
Chairperson Morales emphasized the importance of streamlining the funding disbursement process. He noted some of the projects/events being funded were time-sensitive and he requested staff provide the County Commission with a status report of the disbursement timeframes.
Commissioner Heyman requested that the County Administration prepare a report for the May 20, 2004 Budget and Finance Committee meeting indicating the status of her allocations; and outlining the process and timelines for disbursing/reimbursing funding allocations approved by the County Commission, beginning with the length of time required for the Clerk of the Board Division to prepare and forward the information to the Office of Strategic Business Management (OSBM). She asked that staff indicate whether her requests could be accomplished administratively or legislatively.
Ms. Brody stated staff would provide an update on the disbursement process, including expectations on turnaround times at the next meeting of the Budget and Finance Committee.
Commissioner Heyman asked that staff look at other funding allocations when preparing the audit for the District Reserve Fund.
Commissioner Sosa asked that the report include the sequence of events once a commissioner made an allocation. She also asked that the County Attorney’s Office prepare a resolution for consideration by the Budget and Finance Committee, exempting funding allocations from Commission Office Budget, District Reserve and Quality Neighborhood Improvement Program (QNIP) Funds from the Mayor’s veto power.
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