BPW Advisory 2004-3 Correcting Agenda Items

BPW Advisory 2004-3 Correcting Agenda Items

Purpose: To explain the procedure for correcting errors in fund sources and fund amounts listed on approved Board of Public Works Agenda Items.

Background: This Advisory updates and restates the Board Policy and Procedure adopted as Secretary’s Agenda Item 5 on April 28, 1982 (“Correcting Errors in Previously Approved DGS Action Agenda Items”).

Procedure:

  1. The following corrections may be accomplished only through an Action Agenda Item:
    • Increases in amounts (except in the limited circumstances described below).
    • Adding or substituting a general-obligation bond source that was not previously approved for that project. Authority: State Finance and Procurement Article, Maryland Code, §§ 8-117, 8-301. (Allocating expenditures to a bond fund more than five years after the expenditures were made is NOT permitted.
    • Decreasing a grant recipient’s own contribution to a project.
  2. The following corrections to the Board record may be accomplished by transmitting a letter to the Secretary of the Board of Public Works with a copy to each Board member. The letter must indicate the change to the record and identify the basis for change as one of the following:
    • Correction of fund source (except adding or substituting a general-obligation bond source that was not previously approved for that project).
    • Corrections in amounts that are immaterial in relation to the total item amount and the error is clearly clerical.
    • Clerical errors.