Board adopts MOU addendum clarifying procurement and asset ownership with sheriff
Summary
The BCCMC board adopted an addendum to its memorandum of understanding with the sheriff that clarifies procurement responsibility and when equipment becomes a BCCMC fixed asset (capital improvements over $35,000); the sheriff retains procurement for non-capital items and personal property unless the board passes a resolution designating otherwise.
The Baker County Corrections-related board voted to adopt an addendum to its memorandum of understanding that clarifies which entity procures equipment and how items are accounted for on BCCMC's books.
Mister Foreman explained that capital improvements and major maintenance to the facility that exceed $35,000 are category-2 expenses that trigger Florida procurement statutes and therefore will be procured and tracked by BCCMC. He said personal-property purchases that are budgeted as sheriff requests (for example, removable body-worn cameras) will generally be procured by the sheriff and appear on the sheriff's books unless the board adopts a short resolution designating specific items as BCCMC fixed assets.
"When there are capital improvements made to your facility ... costs anticipated exceed 35,000, you get into what's called a category 2 expense," Mister Foreman said, explaining the threshold that would require BCCMC procurement oversight. He added that where ownership is ambiguous the board and staff (Randy, Crystal and staff) will confer and, if appropriate, present a short resolution to clarify the asset as a fixed asset.
Board members agreed this would clean up prior accounting classification issues and remove personal property from BCCMC fixed-asset listings. The board moved, seconded and approved the addendum by voice vote.
The action is intended to reduce future audit findings by ensuring that capital improvements are procured and recorded consistently and that the sheriff continues to procure and account for items that are the sheriff's property.
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