Okaloosa County BOCC — April 1, 2014 — reading text

Okaloosa County approval: Contracts & Grants Document has been received: Date:________________________ Contracts & Grants Manager Packet Pg. 539 Packet Pg. 540 Packet Pg. 541 Packet Pg. 542 Packet Pg. 543 Packet Pg. 544 Packet Pg. 545 Packet Pg. 546 Packet Pg. 547 Packet Pg. 548 Packet Pg. 549 Packet Pg. 550 Packet Pg. 551 Packet Pg. 552 Packet Pg. 553 Packet Pg. 554 Packet Pg. 555 Packet Pg. 556 Packet Pg. 557 Packet Pg. 558 Packet Pg. 559 Packet Pg. 560 Packet Pg. 561 Packet Pg. 562 Packet Pg. 563 Packet Pg. 564 Packet Pg. 565 Packet Pg. 566 Packet Pg. 567 Packet Pg. 568 Packet Pg. 569 Packet Pg. 570 Packet Pg. 571 Packet Pg. 572 Packet Pg. 573 Packet Pg. 574 Packet Pg. 575  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: [TDD] Approval of Peter Mayer Task Order 112 (Revised) DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign revised Task Order 112 titled BP Media Pass Through Costs, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $191,255 for online banner ads to run on various national sites and print media. BACKGROUND: Task Order 112 was originally approved on November 19, 2013 for online media only in the amount of $191K. Of the $191K, $41K was designated for Leisureandtravel.com and Foodandwine.com. Placement on Leisureandtravel.com and Foodandwine.com was part of a Visit Florida Co-Op Program package deal including both online and print advertisement at a lump sum price of $41K. The package deal includes ½ page ads in the March 2014 issue of Travel + Leisure magazine and May 2014 issue of Food & Wine magazine as well as online ads on these websites during the months of March, April, and May 2014. Online exposure was not available without the print exposure. Purchasing Food & Wine exposure separately from Travel + Leisure exposure would have been more costly than the package deal. Essentially, the County purchased Travel + Leisure and Food & Wine could be considered as free or a bonus. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. Board approval of payment in advance is requested since BP funds must be expended prior to the online exposure ending in May and the Food & Wine magazine ad running in May. The overall cost of the task order is not changing. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 112 titled BP Media Pass Through Costs as revised, as well as payment in advance. Packet Pg. 576 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 577 Packet Pg. 578 Packet Pg. 579 Packet Pg. 580 Packet Pg. 581 Packet Pg. 582 Packet Pg. 583 Packet Pg. 584 Packet Pg. 585  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: HR Policy Changes DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request Board approval of the addition of an anti-fraud policy and changes to other various policies within the Human Resources Policy Manual. BACKGROUND: Following the Auditor General findings, the Human Resources Department, with the assistance from the County’s external auditor, developed the proposed formal anti-fraud policy. This policy has been vetted through staff including department directors and legal counsel. The policy effectively formalizes the processes already in place for handling reports of fraud, and is intended to aid in the detection and prevention of fraud. Current training and new employee orientation programs include ethics, code of conduct, whistleblower reporting and protection, and the current policy on theft/pilfering. Further training will be conducted on warning signs of fraud and what employees should do if they suspect fraud is occurring, in addition to management’s and officials’ responsibilities should they receive a report of fraud. The other proposed changes to existing policies are relatively minor and primarily for clarification purposes. Policy changes are highlighted for quick identification in the attached document. Additions are underlined and deletions are in strikeout format. OPTIONS: Approve/Deny RECOMMENDATIONS: Staff recommends the Board approve the proposed changes to the Human Resources Policy Manual. RECOMMENDED BY: APPROVED BY: Packet Pg. 586 Ernie Padgett, County Administrator Packet Pg. 587 CHAPTER XXXII – BOARD OF COUNTY COMMISSIONERS ANTI-FRAUD POLICY Section A – Purpose The Okaloosa County Anti-Fraud Policy (“Policy”) is hereby established to facilitate the development of controls that will aid in the detection and prevention of fraud, waste and abuse of the County’s financial resources, property, information and other assets, as more fully described herein; provide for the investigation of suspected fraud, waste or abuse; and provide for consequences for engaging in any manner of fraud, waste or abuse. It is the intent of the County to promote consistent organizational behavior by providing guidelines and assigning responsibility for the development of controls and conduct of investigations involving allegations of fraud, waste or abuse. The County will not tolerate the commission or concealment of acts involving fraud, waste, or abuse. Allegations of such acts will be fully investigated, which may result in legal action if warranted. All employees are responsible for reporting suspected instances of fraud, waste, and abuse in accordance with this Policy. Section B – Scope of Policy This Policy applies to any suspected fraud, waste or abuse involving employees, elected officials, members of advisory boards, consultants, vendors, contractors, and/or any other parties or entities that have a business relationship with the County. Any investigative activity required will be conducted without regard to the suspected wrongdoer’s length of service, position, title, or relationship to the County or any elected official, consultant, vendor, contractor, or employee. Matters concerning an employee’s actions or conduct should be resolved by the management of that employee’s department and the Human Resources Department. If there is any question as to whether an action constitutes fraud, waste or abuse, please contact the Human Resources Director or County Administrator for guidance. Section C – Policy Management is responsible for the effectiveness and efficiency of County operations, including protection of County assets from fraud, waste and abuse. Management has the primary responsibility for the implementation of internal controls to deter and detect fraud. 1) Definitions a) Fraud: There are two basic categories of wrongdoing which would constitute fraud: (i) the intentional misstatement of financial information; and (ii) the misappropriation of assets (or theft). Fraud consists of an illegal act (the intentional wrongdoing) and/or the concealment of such act and deriving a benefit from such acts. b) Waste: Waste means the thoughtless or careless expenditure, consumption, mismanagement, use or squandering of resources owned or operated by the County to the detriment or potential detriment of the County. c) Abuse: Abuse means the excessive or improper use of something, or the use of something in a manner contrary to the natural or legal rules for its use; the intentional destruction, diversion, manipulation, misapplication, maltreatment, or misuse or resources owned or Packet Pg. 588  operated by the County. Not all instances of waste and abuse necessarily would constitute fraud but they could. Each member of management for the County and each department will be familiar with the types of improprieties that might occur within his/her area of responsibility and be alert for any indication of fraud, waste or abuse. 2) Actions Constituting Fraud, Waste or Abuse The terms fraud, waste and abuse include, but are not limited to: a) Any dishonest or fraudulent act; b) Misappropriation of funds, securities, equipment, supplies, or other assets; c) Impropriety in the handling or reporting of money or financial transactions; d) Profiteering as a result of insider knowledge of County activities; e) Forgery or alteration of documents (checks, contracts, purchase orders, invoices, etc.); f) Accepting or seeking anything of material value (more than $100) from contractors, vendors, or persons providing services/materials to the County; g) Destruction, removal, or inappropriate use of records, furniture, fixtures, vehicles and equipment; h) Misrepresentation of information on documents (employment history, timesheets, leave records, travel reimbursement requests, financial records, etc.); i) Serious abuse of County time such as unauthorized time away from work, falsification of work hours reported, or excessive use of County time for personal business; j) Authorizing or receiving payment for goods not received or services not performed; k) Vendor kickbacks; l) Misuse of authority for personal gain; m) Any computer related activity involving the alteration, destruction, forgery, or manipulation of data for fraudulent purposes; n) Inappropriate use of County provided electronic devices such as computers, tablets, cell phones, pagers, or email; o) Any violation of local, state and federal laws related to dishonest activities or fraud. 3) Reporting a) Any fraud, waste or abuse that is detected or suspected must be reported immediately to the Human Resources Director, the County Administrator, a County Commissioner, or the County Attorney. Packet Pg. 589  b) Anyone who receives a report of fraud, waste or abuse must immediately notify the Human Resources Director who shall coordinate all investigations with the County Administrator. c) Law Enforcement, external auditors and/or other professionals may also be involved as appropriate. d) The County also has a whistleblower policy that provides a confidential method to file complaints. The County website contains a whistleblower icon which provides reporting options to several members of management to include the Board of County Commissioners, Human Resources Department and the County Administrator. e) It shall be a