Okaloosa County BOCC — January 7, 2014 — reading text

3 Packet Pg. 321 d) All such correspondence, requests of funds, expenditure reports, accounting of funds spent, etc. are public records and shall be made available to the public and retained on file per State archiving and retention requirements. e) Failure to provide documentation within sixty (60) days shall be grounds for the County to seek reimbursement from the OCSO or any other entity or organization for the funds expended from the LETF. 4 Packet Pg. 322 Modify title to read “Okaloosa County Board of County Commissioners Operating Procedures For Law Enforcement Trust Fund” A. Okaloosa County LETF Application: 1. Eliminate Category 5. Other Law Enforcement Purpose from the form for non- law enforcement applicants. Rationale: This category is a very "gray area" open to interpretation and should be reserved only for law enforcement purposes. A couple of these from non-profits last year caught the interest of the Auditor General and they did not seem to buy the fact that our County Attorney said the Board can set its own criteria for this category. 2. Recommend any organization that uses the provided LETF for purchases other than as authorized by the FL Statute and by what they stated to the Board in their application and/or that does not provide the required receipts for their expenditures within the required time frame should be disqualified from applying for funding for a minimium of two years. Rationale: In the past, many organizations did not provide any documentation for how they actually spent the LETF funds within the required time period and caused multiple requests from our finance Dept. to get the receipts. Then, when the receipts did come in, many of the expenditures were for items that did not have any relationship to the statutury uses of for what the organizations stated in their applications of what the funds would be used for. Having this disqualification criteria in our program will better ensure receiving organizations use the funds for authorized purposes and that they get their receipts submitted on time. NOTE: It will be easy for organizations to avoid disqualification by merely complying with the program requirements. 3. The "reimbursement" criteria should apply to the Sheriff, since it appears that the funds from the LETF account as authorized by the Board will actually be disbursed to the Sheriff. The Sheriff needs to be accountable since he is the one selecting the applicants and the one who actually disburses the funds to the organizations. This will also provide incentive for the sheriff to ensure his selected organizations comply with program procedures. B. LETF Operating Procedures: 1. Sections2. subpara. c): After last sentence, add; "Such programs require approval of the Board prior to disbursement of funds." Retionale: Although the OCSO has the discretion to select the programs, this will clarify that Board approval is also required. C. Application for Traffic Education Disbursements; 1. Para. 2 of application states "proposed uses(s) ... these funds shall be used ..." whereas the statement in the next block on page 2 states "... I have submitted appropriate documentationn of expenditures ..." Recommend this process be similar to LETF in that funds can be disbursed after approval by the Board, however, the Sheriff and the School Board must provide receipts/documentation as to how the funds were actually spent. 2. Recommend these application forms only be signed by the Sheriff (for OCSO porposed expenditures) or by the Chairman of the Okaloosa County School Board (for school district expenditures). Rationale: This would be in keeping with the intent of Ordinance 11-7, and, since these funds are 'outside of' normal Packet Pg. 323 budget expenditures it will better ensure that such expenditures have been reviewed and approved by the appropriate elected officials prior to coming to the Board. Packet Pg. 324  OKALOOSA COUNTY LETF APPLICATION PROGRAM INFORMATION Program Title: Name/ Title of Contact: Address: Phone: City • Zip Code: Fax: Total Program Budget: E-mail: New Renewal Amount Program is: P Requested: If renewal, circle number of years this program has been funded thru LETF? 1 2 3 4 or more APPLICANT AGENCY INFORMATION Applicant Agency Legal Name: Program Name: Main Administrative Address: City & State: Zip Code: Telephone Number: Fax Number: Website: CEO/Executive Director: Office Phone Number: E-mail Address: Federal Identification Number: LETF CATEGORY (Place an “X” to the left of one program area for which you Intend to Apply): 1. Crime Prevention 2. Drug Abuse Prevention/Education 3. Safe Neighborhood 4. School Resource Officer 5. Other Law Enforcement Purpose (specify below) 1 Packet Pg. 325  PROPOSED PROGRAM INFORMATION 1. Program Summary (1-3 sentences): Provide an overview of program services. 2. Program Purpose (1-3 sentences): Please identify the services, target population and how many will be served while completing the following statement. The purpose of this program is… 3. Proposed use of LETF proceeds: Please identify the proposed use(s) of LETF proceeds and specify how it fulfills the statutorily authorized uses set forth in Section 932.7055, Florida Statutes. These proceeds shall not be utilized to meet normal operating needs of the applicant agency/organization. 4. Has your agency received funding from LETF within the last three (3) years? (If yes, identify the source of that funding, when it was received and the dollar amount that the agency has received). 5. Have you applied for funding for this program from any other entity or agency? (If yes, identify the source from which the funding was sought, the dollar amount requested from the source and provide the outcome of that application). 2 Packet Pg. 326  Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I have read, fully understand and agree to be bound by Okaloosa County’s Operating Procedures for Law Enforcement Trust Fund and applicable state statutes. I have completed this application fully and accurately and have not misrepresented any information contained herein. I certify that the requested funds will be used for the purposes set forth in this application and in conformity with Florida law. I agree to submit proper supporting documentation within sixty (60) days of expending the LETF proceeds, which establishes that such proceeds were expended for the purposes they were approved and in conformity with Florida law. I further agree that should I fail to provide such documentation within the specified time period, I will be responsible for reimbursing Okaloosa County for the amounts received. Signature of Applicant Date of Application Print Name of Applicant OFFICIAL USE ONLY I, Larry R. Ashley, do hereby certify that the aforementioned request for LETF proceeds is in compliance with Section 932.7055, Florida Statutes. ____________________________ Sheriff Larry R. Ashley Board of County Commissioners: Approved/Disapproved Date: _________ Amount approved: $________ 3 Packet Pg. 327  APPLICATION FOR OKALOOSA COUNTY TRAFFIC EDUCATION FUND DISBURSEMENTS AGENCY INFORMATION Okaloosa County Sheriff’s Office Agency Name: Okaloosa County School Board Program Name: Program Location: (name of school) Name/ Title of Agency Contact: Address: Phone: City • Zip Code: E-mail: New Renewal Amount Program is: P $ Requested: PROPOSED PROGRAM INFORMATION 1. Program Summary (1-3 sentences): Provide an overview of program services. 2. Proposed use of Okaloosa County Traffic Education Fund (1-3 sentences): Please identify the proposed use(s) of Okaloosa County Traffic Education Fund. These funds shall be used for direct educational expenses and shall not be used for administration. Specifically explain how these funds will be used for enhancement, and not replacement, of driver education program funds. 1 Packet Pg. 328  Upon completing this Application in its entirety, please read the following statement and affix your signature accordingly. I have read, fully understand and agree to be bound by Section 318.1215, Florida Statutes, and Chapter 21, Article V of the Okaloosa County Code of Ordinances (also known as Ordinance 11-17) as amended from time to time. I have completed this application fully and accurately and have not misrepresented any information contained herein. I certify that the requested funds will be used for the purposes set forth in this application and in conformity with applicable laws. Pursuant to Ordinance 11-17, I have submitted appropriate documentation of expenditures, programs, and other direct educational expenses along with this Application. I further agree that should I fail to provide any necessary follow-up documentation, I may be responsible for reimbursing Okaloosa County for the amounts received. Signature of Applicant Date of Application Print Name of Applicant OFFICIAL USE ONLY Board of County Commissioners: Approved/Disapproved Date: _________ Amount approved: $________