Okaloosa County BOCC — August 28, 2013 — Interim County Administrator functions — reading text

From: Stewart, Greg To: Don Amunds Cc: Nathan Boyles; Dave Parisot; Wayne Harris; Kelly Windes; Rick Owen; John Hofstad; John Dowd; Gary Stanford; DHoward@clerkofcourts.cc; Hoshihara, Lynn Subject: Interim County Administrator functions Date: Thursday, September 12, 2013 8:24:11 AM Chairman Amunds, I have been made aware that the County Administrator has had a medical emergency and may be out for a couple of weeks. This email confirms our discussions concerning interim County Administrator functions during that period. Recognizing that the County Administrator plays a vital role in the day-to-day operations of the county, I have talked to both you and John Hofstad concerning procedures in the interim period prior to formal action being taken by the Board of County Commissioners. It is important to recognize that only the Board can appoint an interim County Administrator. However, the Policies of the County do contemplate the designation of the Administrators functions to others, certainly in emergency situations (See Section G.B.2.b. of the County's Purchasing Manual). These include both the financial matters, such as approval of expenditures of funds between the amounts of $25,001 and $50,000 and administrative matters that routinely need to be addressed by the Administrator. It is my understanding that based upon your discussions with Mr. Padgett, and others, that there is a general agreement that during the period prior to formal action by the Board of County Commissioners, that Mr. Hofstad should assume responsibility for the performance of the administrative type functions of the County Administrator (supervision of department heads, human resources matters etc) and that the Financial type approvals would be assumed by the yourself. This appears to be a reasonable and appropriate allocation of interim responsibilities particularly since the Chairman already has the responsibility for the signing of financial authorization over $50,000. It is my opinion that on an interim basis, until formal approval by the Board of an Interim County Administrator, that this designation of responsibilities is proper and consistent with your policies. I would recommend that the approval of financial matters during this interim period prior to formal action by the Board only be used where there is an absolute necessity for the approval prior to the Boards next meeting. I would also recommend that any actions taken in approving financial matters during this period be ratified by the Board at its next meeting. Though I do not necessarily believe that all administrative actions taken during this interim period need to be ratified, certain actions could be brought to the Board for ratification depending on the circumstances. It is our recommendation that the Board at its next meeting designate an Interim County Administrator to serve until Mr. Padgett is able to resume his functions and that the Board consider ratification of those financial and other matters that were performed during this period prior to Board consideration. Should you have any further questions, please do not hesitate to contact myself or Lynn Hoshihara. Gregory T. Stewart 1500 Mahan Drive, Suite 200 Tallahassee, Florida 32308 (850) 224-4070 Tel. (850) 224-4073 Fax Gstewart@ngnlaw.com The information contained in this email is attorney privileged and confidential. It is intended only for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copy of this communication is strictly prohibited. Moreover, any unintentional dissemination of this message does not waive any attorney-client privilege that applies to this communication. If you have received this communication in error, please notify us immediately by telephone collect and delete the original message . Thank you.