Okaloosa County BOCC — September 6, 2016 — Attorney and Inspector General approval — reading text

Ashlex S. Endris From: Marcella B. Eubanks Sent: Wednesday, August 31, 2016 3:25 PM To: Ashley S. Endris Subject: FW: OCT invoices Attachments: image001.png; image001.png; image001.png; image001.png From: Samuel S. Scallan Sent: Wednesday, August 31, 2016 2:33 PM To: Marcella B, Eubanks <meubanks@okaloosaclerk.com> Subject: FW: OCT invoices I don’t know what Greg’s note is meant to imply but | don’t think we can hold up the final payment over a possible settlement. The two really aren’t related. Sam Samuel S. Scallan e Inspector General - CIG, CPA, CIA, CFE S~ - Okaloosa County Clerk of Circuit Court : fi’, I 302 N. Wilson Street, Suite 203 Crestview, FL 32536 """ Tel: (850) 6839-5000 x 3421 Fax: (850) 689-5882 From: Greg Stewart [mailto:gstewart @co.okaloosa.fl.us] Sent: Wednesday, August 31, 2016 2:30 PM To: Elliot Kampert <ekampert@co.okaloosa.fl.us>; Janet Willis <jwillis@co.okaloosa.fl.us>; Marcella B. Eubanks <meubanks@okaloosaclerk.com>; Samue! S. Scallan <sscallan@okaloosaclerk.com>; Ashley S. Endris <aendris@okaloosaclerk.com>; KParsons@ngn-tally.com Subject: Fwd: OCT invoices Approved by legal. Also there is no settlement. Sent from my iPhone Begin forwarded message: From: Elliot Kampert <ekampert@co.okaloosa.fl.us> Date: August 31, 2016 at 3:27:47 PM EDT To: Greg Stewart <gstewart@co.okaloosa.fl.us> Subject: FW: OCT invoices Llliot I.. Kampert, AICP; Director Ashlex S. Endris From: Elliot Kampert <ekampert@co.okaloosa.fl.us> Sent: Wednesday, August 31, 2016 2:36 PM To: Marcella B. Eubanks; Janet Willis Cc: Gary Stanford; Samuel S. Scatlan; Ashley S. Endris; Greg Stewart Subject: RE: OCT invoices Marcella, Please see the responses in your email, below. Greg will be providing an email for legal concurrence that { will forward to you. Sam, as requested by Marcella, could you please advise her of your concurrence with making the final payment to OCT. Thanks, Elliot Elliot L. Kampert. AICP; Director Okaloosa County Growth Management Department 1250 Eglin Parkway N Room 319 Shalimar, FL 32579 850-651-7180 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e- mail communication, including your e-mail address, may be subject to public disclosure. From: Marcella B. Eubanks [mailto:meubanks@okaloosaclerk.com] Sent: Wednesday, August 31, 2016 2:05 PM To: Elliot Kampert; Janet Willis Cc: Gary Stanford; Samuel S. Scallan; Ashley S. Endris Subject: RE: OCT invoices Efliot/Janet, have you participated in a settlement negotiation with Greg and Sam? Greg Stewart and Sam Scallan have been involved with this since the outset. After reviewing the report submitted by Carr, Riggs, and Ingram, Mr. Stewart and Mr. Scallan are in agreement that we can make the final payment as requested by OCT. Based on the review, there is no settlement. We do not have documentation to support an approval from Legal to process the agenda item for the “final payment” to OCT. Mr. Stewart will send an email. We also do not have any communication from Sam S. regarding a settlement with OCT. | have included him in this response, and have requested his concurrence on the final payment. Please email the documentation you have to support the authorized final payment. | believe all the documentation is included with the agenda item. Also, three of the final pay request forms are not signed by Zan. Janet is taking care of this right now. From: Elliot Kampert [mailto:ekampert@co.okaloosa.fl.us] Sent: Thursday, August 11, 2016 2:53 PM To: Marcella B. Eubanks <meubanks@okaloosaclerk.com>; Ashley S. Endris <aendris@okaloosaclerk.com>; Janet Willis <jwillis@co.okaloosa.fl.us>; Olivia Tanner <otanner@okaloosaclerk.com> Subject: RE: OCT invoices We'll process it with Purchasing and do an agenda item. Elliot Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e- mail communication, including your e-mail address, may be subject to public disclosure. From: Marcella B. Eubanks [mailto:meubanks@okaloosaclerk.com] Sent: Thursday, August 11, 2016 2:52 PM To: Elliot Kampert; Ashley S. Endris; Janet Willis; Olivia Tanner Subject: RE: OCT invoices Importance: High Eiliot, we discussed the possibility of your processing the pay requests the other day. We reminded you and Janet to be sure to include approval from Legal. If the invoicing represents the “final” payment you will need to initiate that process with Purchasing. It will require an Agenda Item. From: Elliot Kampert [mailto:ekampert@co.okaloosa.fl.us] Sent: Thursday, August 11, 2016 2:47 PM To: Ashley S. Endris <aendris@okaloosaclerk.com>; Janet Willis <jwillis@co.okaloosa.fl.us>; Olivia Tanner <otanner@okaloosaclerk.com> Cc: Marcella B. Eubanks <meubanks@okaloosaclerk.com> Subject: RE: OCT invoices Thank you for checking, Ashley — | just got off the phone with Frank Hart — he has it and will walk it downstairs. Thanks again! Elliot Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e- mail communication, including your e-mail address, may be subject to public disclosure. From: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] Sent: Thursday, August 11, 2016 2:46 PM To: Elliot Kampert; Janet Willis; Olivia Tanner Cc: Marcella B. Eubanks Subject: RE: OCT invoices I looked in our shared folder, and | could not find a copy of what was sent through to Olivia. From: Elliot Kampert [mailto:ekampert@co.okaloosa.fl.us} Sent: Thursday, August 11, 2016 1:44 PM To: Janet Willis <jwillis@co.okaloosa.fl.us>; Olivia Tanner <otanner@okaloosaclerk.com> Cc: Ashley S. Endris <aendris@okaloosaclerk.com>; Ashley S. Endris <aendris@okaloosaclerk.com>; Marcella 8. Eubanks <meubanks@okaloosaclerk.com> Subject: RE: OCT invoices If the originals cannot be located, | believe Contracts and Grants may have a copy. We may need to work off of them, but we need to pay Oct their final invoice. Thanks, Elliot Elliot L. Kampert, AICP: Director Okaloosa County Growth Management Department 1250 Liglin Parkway N Room 319 Shalimar, IFI. 32579 850-651-7180 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e- mail communication, including your e-mail address, may be subject to public disclosure. From: Janet Willis Sent: Thursday, August 11, 2016 10:54 AM To: 'Ofivia Tanner' Cc: Elliot Kampert; 'Ashley S. Endris'; 'Ashley S. Endris’; Marcella B. Eubanks Subject: RE; OCT invoices Ofivia, Referencing my earlier email as to the whereabouts of the original OCT emails, | never received them back to my office and they have been approved for payment. Please advise as to the status of the originals. Thanks, Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Janet Willis Sent: Thursday, March 24, 2016 1:46 PM To: 'Olivia Tanner' <otanner@okalposaclerk.com> Cc: Elliot Kampert <ekampert @co.okaloosa.fl.us>; 'Ashley S. Endris' <aendris@okaloosaclerk.com> Subject: RE: OCT invoices Olivia, Do you know when they were returned and to what address? | haven’t received them here in my office. Maybe they were sent to Contracts & Grants. Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Olivia Tanner [mailto:otanner@okaloosaclerk.com] Sent: Thursday, March 24, 2016 1:43 PM To: Janet Willis <jwillis@co.okaloosa.fl.us> Subject: FW: OCT invoices Hi Janet, These invoices were returned via yellow sheet. It might be best to check with Frank Hart to see what the status is on them if your department has received them back. Thank you, Ashley S. Endris Accountant e 4 Okaloosa County Clerk of Circuit Court “ Contracts and Grants $ ‘& ' 302 N. Wilson Street, Suite 203 ( 5 Crestview, FL 32536 el Tel: (850) 689-5000 x 4382 Fax: (850) 689-5882 My new email address is aendris@okalogsaclerk.com Marcella B. Eubanks LTI Contracts and Grants Manager, CPM ’. Okaloosa County Clerk of Circuit Court f&, : Contracts and Grants 302 N. Wilson Street, Suite 203 Crestview, FL 32536 Tel: (850) 689-5000 x 4381 Fax: (850) 689-5882 My new email address is meubanks@okaloosaclerk.com From: Janet Willis [mailto:jwillis@co.okaloosa.fl.us] Sent: Thursday, March 24, 2016 12:42 PM To: Olivia Tanner Cc: Elliot Kampert Subject: RE: OCT invoices Good afternoon Olivia, Could you provide me the status of OCT’s invoices submitted in February for their expenditures that occurred in September? Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Olivia Tanner [mailto:otanner@okaloosaclerk.com] Sent: Wednesday, February 24, 2016 2:32 PM To: Janet Willis <jwillis@co.okaloosa.fl.us> Cc: Ashley S. Endris <aendris@okaloosaclerk.com>; Marcella B. Eubanks <meubanks@okaloosaclerk.com> Subject: FW: OCT invoices Hi Janet, One question for the highlighted response below.... Proper protocol to close a contract out is to send the FINAL invoices to the Board for approval. Please advise how you will proceed with closing the contract out if payment has already been made. Thank you, Olivia Tanner Accounting Clerk Sreses! Okaloosa County Clerk of Circuit Court “ BCC Finance Division : & i 302N wilson St., Ste 203 Y Crestview, FL 32536 Tel: (850) 689-5000 x 3414 Fax: (850) 689-5882 My new email address is otanner@okaloosaclerk.com From: Ashley S. Endris Sent: Wednesday, February 24, 2016 11:56 AM To: Olivia Tanner Subject: FW: OCT invoices From: Janet Willis [mailto:jwillis@co.okaloosa.fl.us] Sent: Wednesday, February 24, 2016 11:43 AM To: Ashley S, Endris Subject: RE: OCT invoices From: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] Sent: Wednesday, February 24, 2016 9:49 AM To: Janet Willis <jwillis@co.okaloosa.fl.us> Subject: OCT invoices Importance: High Janet, In order for AP to continue processing the OCT invoices for payment, clarification is needed for the following: - Onthe contract pay requests, invoice coversheets, Fixed Route Operating Expense spreadsheets, and P&L’s, it references October 2015. Please verify that although the documentation references October 2015, that these expenses being requested for payment are actually expenses incurred through September 30, 2015. All the charges submitted on the “October” invoice for OCT occurred before October 1 while the contract was still in effect. - Please confirm that these