Okaloosa County BOCC — October 6, 2015 — Request Approval of Revisions to the Purchasing Manual — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 6, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Approval of Revisions to the Purchasing Manual DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Request approval of revision to the Purchasing Manual authorizing use of Airport revenues for promotional and marketing efforts. In addition, request approval of other revisions to the table of contents to correctly identify page numbers. BACKGROUND & ANALYSIS: Purchasing requests to revise the language in Section G of the current Purchasing Manual. Section G(11) of the Purchasing Manual specifically discusses travel related expenditures. A revision, which will be placed as Section G(11)(l) is requested to add language related to the Airport Department promotional travel and promotional expenses. The language will allow those expenditures which are incurred in an effort to publicize, advertise, and promote the activities of the County’s airports. The expenditures must be pre- approved by the County Administrator and must not exceed $10,000 for any occurrence without approval of the Board. The use of these revenues is authorized under Florida Statues if incorporated into the policies of a county. The specific language is provided below. Section G(11)(l) Airport Promotional Travel and Promotional Expenses. It is hereby determined that the Airport Department is authorized and approved to make expenditures of airport revenues to publicize, advertise, and promote the activities of the County’s airports; to make known the advantages, facilities, resources, products, attractions, and attributes of the County’s airports; to create a favorable climate of opinion concerning the County’s airports; to cooperate with other agencies, public and private, to accomplish these purposes; and, in furtherance thereof, to authorize expenditures for the purposes here enumerated, including meals, hospitality, and entertainment of persons in the interest of promoting and engendering goodwill toward its airports (other than direct subsidy of air carrier operations which is prohibited) provided they are in accordance with section 331.20, Florida Statute. All travel, meals, hospitality, and entertainment of person’s expenses shall be pre-approved by the County Administrator and must not exceed $10,000 for any occurrence without the approval of the Board of County Commissioners. Staff requests Board approval of the revision of Section G(11) with the addition of Section G(11)(1) Airport Promotional Travel and Promotional Expenses to the Purchasing Manual to read as indicated above. In addition, Purchasing staff has made revisions to the table of contents to correctly identify page numbers. OPTIONS: (1) Approve/Deny the revision to Section G(11) with the addition of Section G(11)(1) Airport Promotional Travel and Promotional Expenses to the Purchasing Manual to read as indicated above. (2) Approve/Deny revisions to the Purchasing Manual table of contents to update page numbers. RECOMMENDATION: (1) Staff recommends approval of the revision to Section G(11) with the addition of Section G(11)(1) Airport Promotional Travel and Promotional Expenses to the Purchasing Manual to read as indicated above. (2) Staff recommends approval of the revisions to the Purchasing Manual table of contents to update page numbers. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator