Okaloosa County BOCC — February 16, 2016 — LETF Policy Rev — reading text

c-% [) C l’[ ff Larry Ashley, Okaloosa County Sheriff Headquarters: 50 2% Street, Shalimar Florida 32579-1234 Phone: (850) 651-7410, Email: Sheriff @sheriff-okaloosa.org February 9", 2016 Agenda request: LETF policy revision/update and adoption; February 16™, 2016 To: Mr. John Hofstad, County Administrator From: Sean T. Lynch, Inspector, OCSO Re: Law Enforcement Trust Fund policy Request board consideration of LETF policy revision/update and adoption: In an effort to create greater efficiency and accountability between related parties, the OCSO and the County have worked to create the attached documents for the Board’s approval and adoption. The attached documents included in this packet are as follows: 1. LETF Policy; 2. Agency Application; 3. SO Application; and 4. Affidavit. The Okaloosa County Sheriff’s Office is accredited by the Commission for Florida Law Enforcement Accreditation “The Okaloosa County Sheriff’s Office provides equal access and equal opportunity in employment and services and does not discriminate” Okaloosa County Board of County Commissioners Operating Procedures for .aw Enforcement Trust Fund Section 1. Initiation of a Request for Expenditure from the Law Enforcement Trust Fund (“LETF”). a) Request from Okaloosa County Sheriff’s Office (OCSO). LETF proceeds may be appropriated by the Board of County Commissioners (“Board”) upon the request by OCSO. The request by the OCSO for an appropriation from the LETF shall be made by the submittal of an Okaloosa County LETF Application, attached hereto as Exhibit “A,” to the Board which shall include a written certification by the OCSO that the request complies with the provisions of section 932.7055, Florida Statutes. All supporting documentation necessary to establish that the use is consistent with the requirements of Florida law shall be attached to the Application. b) Request from other entities. Any other agency or organization, other than the OCSO, that seeks an appropriation for the use of proceeds from the LETF shall initially submit an Okaloosa County LETF Application, attached hereto as Exhibit “A,” to the OCSO. The requesting agency or organization shall provide a summary of the nature of the proposed expenditure so as to establish that it is an authorized use under Florida law. All supporting documentation necessary to establish that the use is consistent with the requirements of Florida law shall be attached to the Application. The OCSO shall review the Application and if found to be consistent with Florida law, shall submit the Application to the Board for its consideration, which shall include a written certification by the OCSO that the request complies with the provisions of section 932.7055, Florida Statutes. ¢) Any applicant seeking funding from the LETF shall acknowledge that in the event that any funds received are not spent for the purposes authorized or that documentation of the expenditure is not provided, the applicant may be required to reimburse those funds and/or may be deemed ineligible to apply for any future funding from the LETF. Section 2. Authorized Uses of LETF Proceeds. a) LETF proceeds may only be used for the following purposes: i. School resource officer; ii. Crime prevention; iii. Safe neighborhood; iv. Drug abuse education and prevention programs; v. Other such law enforcement purposes as certified by the OCSO and approved by the Board and which are consistent with the provisions of section 932.7055, Florida Statutes. b) LETF proceeds shall not be utilized to meet normal operating needs of the OCSO. ¢) If the OCSO acquires at least $15,000 pursuant to the Florida Contraband Forfeiture Act within a fiscal year, it must expend or donate no less than 15 percent of such proceeds for the support or operation of any drug treatment, drug abuse education, drug or crime prevention, safe 1 neighborhood, or school resource officer program(s). The OCSO has the discretion to determine which program(s) will receive the designated proceeds. Section 3. Board Review and Approval. a) The OCSO shall review all requests for LETF proceeds and forward a recommendation to the County Administrator's Office for placement and consideration at the next available meeting of the Board. b) Upon approval by the Board, the Clerk of Courts shall be authorized to release funds to the OCSO as directed. Section 4. Disbursement and Accounting of Funds a) Upon the funds being released to the OCSO, it shall disburse those funds in the amounts approved by the Board for those authorized expenditures. b) For funding in an amount less than $10,000 per year, the OCSO and any entity or organization receiving these funds shall provide an affidavit along with the Application, in substantially the same form as Exhibit “B”, which states that the funds will be used for expenses incurred that are consistent with this Policy, the Application and the use of the funds as contained therein, and all applicable county, state and federal rules, laws and regulations. ¢) For funding in an amount equal to or greater than $10,000 per year, the OCSO and any entity or organization receiving these funds shall within thirty (30) days of the end of the fiscal year in which the funding is received provide an accounting of the use of LETF funds along with receipts and documentation which establishes that the funds were used in accordance with this Policy, the Application and the proposed use of the funds as contained therein, and all applicable county, state and federal rules, laws and regulations. The OCSO shall provide its accounting to the Clerk of the Courts Finance Office. Agencies or organizations, other than the OCSO, shall provide its accounting to the OCSO with a copy to the Clerk of Courts’ Finance Office. d) The Clerk of Courts shall notify the Board and the OCSO if any entity or organization fails to submit an accounting as required under Section 4(c) above. e) All such correspondence, requests of funds, expenditure reports, accounting of funds spent, etc. are public records and shall be disclosed pursuant to Chapter 119, F.S., and retained on file pursuant to State archiving and retention requirements. f) Any agency or organization, excluding the OCSO, which receives funding under this Policy may be subject to an audit by the Board of County Commissioners or its designee and such right shall extend for a period of three (3) years after receipt of LETF funds. EXHIBIT “A” COPY OF APPROVED LETF APPLICATION OKALOOSA COUNTY LAW ENFORCEMENT TRUST FUND (“LETF”) APPLICATION FROM THE OKALOOSA COUNTY SHERIFF’S OFFICE GENERAL INFORMATION Name of Program to be funded by LETF: Name/ Title of Contact: E-mail: Phone: Total Program Budget: Programis: New [_] Renewal [ | Amount Requested: 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 Purposes, which include defraying the cost of protracted or complex investigations, providing additional equipment or expertise, purchasing automated external defibrillators for use in law enforcement vehicles, and providing matching funds to obtain federal grants: (specify below) HOo0n PROPOSED PROGRAM INFORMATION 1. Program Summary and Purpose: Provide an overview of program services, including target population and how many will be served while completing the following statement. 2. 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. All supporting documentation necessary to establish such shall be attached to this Application. These proceeds shall not be utilized to meet normal operating expenses. 3. 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). 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 (“LETF Policy”) 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, which establishes that LETF 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, 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: $ OKALOOSA COUNTY LAW ENFORCEMENT TRUST FUND (“LETF”) APPLICATION FROM A NON-COUNTY AGENCY/ORGANIZATION APPLICANT INFORMATION Name of Agency: Name of Program to be funded by LETF: Name/ Title of Contact: Address: Phone: City » Zip Code: Fax: Total Program Budget: E-mail: Programis: New [ Renewal [ | fi:(l;:::sl:ed: If renewal, circle number of years this program has been funded thru LETF? 1 2 3 4 or more 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): Hinninn PROPOSED PROGRAM INFORMATION 1. Program Summary and Purpose: Provide an overview of program services, including target population and how many will be served while completing the following statement. 2. 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. All supporting documentation necessary to establish such shall be attached to this Application. 3. Has your agency received funding from LETF within the last three (3) years? (If yes, state when such funding was received and the dollar amount). 4. 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). 5. Will the LETF proceeds be utilized year round or for a one-time expenditure? (If year-round, state the anticipated last date of expenditure). 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 (“LETF Policy”) 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 acknowledge that our agency/organization may be subject to an audit by the County for a period of three (3) years after receipt of the LETF funds. I agree to submit proper supporting documentation, which establishes that LETF 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, I will be responsible for reimbursing Okaloosa County for the