TRINITY COUNTY Board Item Request Form

Transcription

1 County Contract No. Department Probation/Collections Contact Terry Lee TRINITY COUNTY Board Item Request Form Phone B Reqested Agenda Location Addendum Requested Board Action: Approve release of additional funds in the amount of $2, from the Fingerprint Identification Fund to allow Probation Department to purchase a new fingerprint/palm print machine Fiscal Impact: $2, from Fingerprint Identification Fund Motion: Second Roll Call: Ayes: Nays: Tabled To: Action: Notes:

2 STAFF REPORT Subject: Invoice from Identix Incorporated for Fingerprint Identification Machine Date: November 3, 2009 ISSUE: SHOULD THE BOARD APPROVE ADDITIONAL EXPENDITURE OF MONIES FROM THE FINGERPRINT IDENTIFICATION FUND FOR LIVE SCAN/FINGERPRINT IDENTIFICATION MACHINE? Trinity County has been encumbering funds from the Vehicle License Fee fund. $1.00 is assessed on every vehicle license renewal with the county on a yearly basis. This fund was created by the BOS for the purpose of purchasing a Live Scan/Fingerprinted Identification Machine. On August 4, 2009 the BOS approved the amount of $35, 351 per a quote that was provided by the Identix Incorporated for a new Fingerprint Machine. On September 24, 2009 an invoice for the machine was received totaling $38, This amount included the CA State Sales Tax of 8.25% in the amount of $2, Angie Bickle, Deputy Auditor advised this department the claim could not be processed because it exceeded the original approval amount from August 4, This department is asking the BOS to approve the release of an additional $ from the Fingerprint Identification Fund, thereby enabling the Auditor to pay the total invoice. The RAN Board members have also approved this additional transfer as indicated in the attached . The balance of the Fingerprint Identification Machine fund as of October 28, 2009 is $61, ALTERNATIVES INCLUDING FINANCIAL IMPLICATIONS: 1) Transfer funds as requested. 2) Deny request to transfer funds. This would then require general fund monies to be used for this purchase. RECOMMENDATION: It is staff s recommendation that the additional $ be transferred from the Fingerprint Identification Fund for the purpose of purchasing the Live Scan/Fingerprinting Machine. Dept. Head Signature

3 CAO RECOMMENDATION: Concur: Yes No Comments:

4 Wendy Tyler From: Sent: To: Subject: DeDe Richards Thursday, October 29, :14 PM Wendy Tyler FW: Fingerprint ID Purchase From: Terry Lee Sent: Thursday, October 29, :41 AM To: Michael Singleton; Mike Harper; Lorrac Craig; DeDe Richards; Judy Pflueger; Angela Bickle I also vote to increase the total purchase price to include the California sales tax because the sales tax was not included in the original quote. The fingerprint identification fund has the funds to pay the sales tax on the equipment. Terry Lee From: Michael Singleton Sent: Thursday, October 29, :01 AM To: Mike Harper; Lorrac Craig; DeDe Richards; Judy Pflueger; Terry Lee; Angela Bickle As I understand, the fingerprint ID machine is integral to the operation of your operations. My understanding also is that the old fingerprint machine is legacy equipment for which replacement parts are no longer available. With these considerations, and the availability of an allotment of funds (that exceeds the total price, with tax) that is specifically designated for the replacement of this equipment, I vote to recommend that the spending for the full cost of the equipment ($38,043.84) be approved. Michael Singleton Trinity County Information Technology Ext 5 From: Mike Harper Sent: Wednesday, October 28, :13 AM To: Lorrac Craig; DeDe Richards; Michael Singleton; Judy Pflueger; Terry Lee; Angela Bickle I agree. Mike From: Lorrac Craig Sent: Monday, October 26, :59 PM To: DeDe Richards; Michael Singleton; Mike Harper; Judy Pflueger; Terry Lee; Angela Bickle 1

5 Subject: Re: Fingerprint ID Purchase Probation needs the machine. If the funds are there I vote to approve. Lorrac Original Message From: DeDe Richards To: Michael Singleton; Mike Harper; Lorrac Craig; Judy Pflueger; Terry Lee; Angela Bickle Sent: Mon Oct 26 16:51: Subject: Fingerprint ID Purchase Attention RAN Board Members: The quote for the Fingerprint ID Machine DID NOT include the 8.25% sales tax the State of California charges. Therefore the cost has exceeded the amount approved. Cost of Fingerprint machine: $35,351 California Sales Tax: $2, Total Cost: $38, I need approval for the sales tax portion so I can put it on the BOS agenda and get this invoice PAID! See below. Thank you for your support. Good Afternoon; Well, it was just brought to my attention by the Clerk of the Board that the Board Minutes and the RAN board met and approved the expenditure in the amount of $35, Your claim is for $38,043.84, which exceeds the approved amount. Angela Bickle Assistant Auditor Trinity County 2

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7 Wendy Tyler From: Sent: To: Subject: DeDe Richards Thursday, October 29, :15 PM Wendy Tyler FW: Fingerprint ID Purchase From: Judy Pflueger Sent: Wednesday, October 28, :27 AM To: DeDe Richards My vote is to increase the amount and buy the fingerprinting equipment. Judy From: DeDe Richards Sent: Wednesday, October 28, :46 AM To: Judy Pflueger $56, From: Judy Pflueger Sent: Monday, October 26, :07 PM To: DeDe Richards Subject: Re: Fingerprint ID Purchase Dede What is the balance in the account? Judy Original Message From: DeDe Richards To: Michael Singleton; Mike Harper; Lorrac Craig; Judy Pflueger; Terry Lee; Angela Bickle Sent: Mon Oct 26 16:51: Subject: Fingerprint ID Purchase Attention RAN Board Members: The quote for the Fingerprint ID Machine DID NOT include the 8.25% sales tax the State of 1

8 California charges. Therefore the cost has exceeded the amount approved. Cost of Fingerprint machine: $35,351 California Sales Tax: $2, Total Cost: $38, I need approval for the sales tax portion so I can put it on the BOS agenda and get this invoice PAID! See below. Thank you for your support. Good Afternoon; Well, it was just brought to my attention by the Clerk of the Board that the Board Minutes and the RAN board met and approved the expenditure in the amount of $35, Your claim is for $38,043.84, which exceeds the approved amount. Angela Bickle Assistant Auditor Trinity County 2