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AI- 6621   4. A. 10.    
Commissioners Court - Regular
Meeting Date: 09/16/2015  
Elections Billing
Submitted By: Steve Waterman, Commissioners Court Admin
Department: Commissioners Court Admin  

Information
RECOMMENDATION
Discuss and consider results of recent audit on contract election billings, to include recommendations for correcting any errors in prior billings of election costs.
BACKGROUND
DISCUSSION

Due to concerns that entities may have been overbilled for past election services, the County Clerk requested the County Auditor conduct an independent audit on contract election billings. 

The results of the audit by the County Auditor shows that there were numerous occurrences of overbilling for contract election services over the period of November 2012 through May 2014.  Sixteen entities were overbilled by a combined total of $497,204.43.  After discussion with the County Auditor and County Clerk it is recommended that the County refund each of the entities the amount they were overbilled. We propose to directly pay all entities that are due under $15,000.  These repayments would be made in fiscal year 2015-2016.  For the entities owed over $15,000 we propose offsetting their election costs by 50% of the amount owed over the next two election cycles for each entity.

The County Clerk implemented immediate corrective action in January 2015 which ensured entities were not overbilled for the November 2014 election.


Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available:
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1:
Fund Transfers

Attachments
Refund by entity

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