Okaloosa County BOCC — February 16, 2016 — LETF Policy Revision/Update — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 16, 2016 TO: Honorable Chairman and Members of the Board FROM: Sean T. Lynch, Okaloosa County Sheriff's Office SUBJECT: LETF Policy Revision/Update STATEMENT OF ISSUE: Staff requests Board approval of updates and revisions to the procedures for distribution of Law Enforcement Trust Fund monies. BACKGROUND: In September 2012, the County adopted procedures relating to the application, approval and accounting of the Law Enforcement Trust Fund monies. In response to one finding in the December 2013 Operational Audit conducted by the State Auditor General’s Office, the Board directed staff to continue to review the process and the procedures for distribution of Law Enforcement Trust Fund dollars. Staff, working with legal counsel developed revised procedures and distributed to Commissioners for review and comments. The revised procedures and application were approved by the Board on January 7, 2014. Since that date, the Sheriff’s and Clerk’s Office, along with the Board legal team have found additional areas needing revision and update. The attached document reflects the collaborative work of the two entities. Based upon feedback from the Sheriff's Office and Clerk's Office, we propose the following changes to the LETF Policy: 1) Added a provision wherein the Applicant acknowledges that in the event funds are not spent in accordance with the approved application and Policy, the Applicant may be required to reimburse those funds or be deemed ineligible to apply for future LETF funding. 2) Revised the documentation required. For funding under $10,000, an affidavit will be required along with the application. For funding over $10,000, an accounting along with receipts and documentation will be required within 30 days of the end of the fiscal year. 3) Clarified each entities role in the review and approval process. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends approval of revisions to the procedures for distribution of Law Enforcement Trust Fund monies.