Board directs staff to fix payment process after contractors warn of delays

The San Benito County Board of Supervisors on March 4 discussed payment delays affecting private investigators and contract public defenders and directed staff to create a streamlined process so invoices are paid more promptly.

County Counsel and members of the Public Defender Oversight Committee said the county risks losing long‑standing investigators and defense counsel unless the county fixes billing and claims-processing problems. County Counsel told the board the county needs stability and recommended extending current contracts to maintain continuity while operational fixes are developed.

Auditor-Controller Joe Pinzino disputed a characterization of the Auditor’s Office as the source of the payment delay. “We do not claim or pay bills for the Public Defender Office,” he said, adding that invoices must be submitted to the Auditor with supporting documentation and that once claims are complete the Auditor’s Office typically processes payments within about 10 days.

Supervisors pressed for operational clarity: who must enter monthly claims for flat‑fee contracts, where supporting documents (W‑9s, contracts) are housed, and how to avoid repeated delays when staff turnover causes loss of institutional knowledge. Several board members described the problem as a communication and process gap rather than solely an Auditor issue.

The board approved the item to retain current contractors (as presented) and instructed staff to convene the CEO, County Counsel, and the Auditor’s Office to develop a clear, documented workflow for entering and approving claims so contractors can be paid on a reliable monthly schedule. Staff said they will identify necessary forms and create a timeline for the fix.

Next steps: staff will schedule a meeting with the CEO and Auditor to map roles and create a claims-entry process; the board asked for a progress update to ensure payment continuity for contract public defenders and investigators.