Okaloosa County BOCC — December 31, 2012 — LETF Joint Operating Procdures

Okaloosa County Law Enforcement Trust Fund Joint OCSO/BOCC Operating Procedures 1) Initiation of a Trust Fund Related Expenditure 2) a) b) The OCSO identifies an authorized use of Law Enforcement trust funds for items and/or programs. Examples are equipment purchases, investigative supplies, crime prevention marketing and promotional products which support either Emerald Coast Crime Stoppers and/or the crime prevention programs of the Okaloosa County Sheriff's Office. These items are direct purchases of the OCSO. The OCSO receives a written application from an agency or organization requesting forfeiture funds which comply with F.S. 932.7055. The agency/organization will state how such funds will be expended for any of the purposes of paragraph (5)(c) 1. through 3., i.e., drug treatment, drug abuse education, crime prevention, safe neighborhood, or school resource officer program(s). Examples are organizations requesting a monetary donation in order to provide for statutorily compliant programs in the community. Trust Fund Expenditure Documentation a) b) d) An OCSO materials requisition form is completed and forwarded to the sheriff, or his designee, for approval. An LETF Expenditure Justification memo is prepared which includes the type of expenditure, the authorized category for use described in F.S.S. 932.7055. Any supporting documentation related to the purchase is attached to the materials requisition form. In the case of a donation to an agency or organization, an Application for Florida Contraband Forfeiture Monies form will be completed. This form includes a certification from the organization of what the donation will be used for. BOCC Review and Approval a) b) The Sheriff will forward his recommendations to the County Administrator’s Office for placement and consideration on the next available meeting of the Board of County Commissioners. The recommendations shall include details acquired during the process, including the type of expenditure, the authorized category for use described in F.S.S. 932.7055 and any supporting documentation related to the purchases attached to the materials requisition form. In the case of a donation to an agency or organization, an Application for Florida Contraband Monies form will be included. Upon approval by the Board of County Commissioners, the Clerk of Circuit Courts will be authorized to release funds to the Sheriff as directed. Disbursement of Funds and Maintenance of Receipts a) b) c) d) The OCSO will disburse the funds in the amounts approved by the Sheriff and the BCC for the approved expenditures. Upon expenditure of the funds received, any receiving organizations will provide an accounting per F.S. 932.7055(5)(c) to the Sheriff and to the Clerk of Courts Finance Office for documentation purposes. Receipts for all items purchased or donations made to organizations will be filed with the Clerk within 60 days of expenditure. All such correspondence, requests of funds, expenditure reports, accounting of funds spent, etc. shall be public records and available to the public and retained on file per State archiving and retention requirements.