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San Juan County agrees to serve as short-term fiscal agent for $5.9 million San Juan College HVAC controls project
Summary
Commission approved a motion, amended to revisit after nine months, for the county to act as a temporary fiscal agent so San Juan College can access a $5.9 million state-funded building controls project; county staff said the role will be limited to invoice and reimbursement oversight and would not require the county to own equipment.
The San Juan County Commission voted Feb. 3 to serve as a temporary fiscal agent for San Juan College’s $5,900,000 building controls capital outlay project, allowing the college to proceed after receiving conditional approval from the Higher Education Department (HED).
Edward de Plaz, executive vice president of San Juan College, said the project will upgrade heating, ventilation and air-conditioning controls while the college remains in operation. He told commissioners the project is funded at 75% by the state and 25% by the college and that the college needs a short-term fiscal agent because it is late on its fiscal audits.
County staff described the fiscal-agent role as a limited oversight function: the county would review invoices and notices of obligation the college prepares and would sign off for reimbursement requests to the HED, but would not manage the grant, own equipment, or assume insurance or reporting responsibilities. County counsel drafted a short agreement describing roles and responsibilities and staff said the county’s involvement would cease once the HED’s fiscal concerns were cleared.
The commissioners debated the period for county oversight. One commissioner proposed an eight-month outside limit; the motion that passed included an amendment to revisit the arrangement after nine months if necessary. A commissioner recused themself from the decision. The motion was seconded and approved by voice vote; individual roll-call votes were not recorded in the transcript.
The county will formalize the arrangement in a draft agreement that can be amended if the oversight period needs extending. Staff flagged that significant audit findings could prolong county involvement, but they did not anticipate major findings.
Next steps: county staff will finalize an agreement with the college outlining procurement oversight and sign-off processes and will return if the timeline needs adjustment.
