Agenda 10/08/2013 Item #16F3 Proposed Agenda Changes
Board of County Commissioners Meeting
October 8,2013
Add On Item 11E: Recommendation to approve and authorize the Chairwoman to sign a First Amendment to Joint Participation
Agreement between the Florida Department of Transportation and Collier County to receive reimbursement for Construction services
on the FDOT resurfacing project on SR951 from Fiddler's Creek Parkway to South of SR90,along with the County's US-41 and SR/CR-
951 intersection project;to execute a Resolution memorializing the Board's action;and,to authorize the necessary budget amendment;
Project 60116. (Staffs request)
Add On Item 12A: Recommendation that the Board adopt a Resolution approving Amendment No.2 to the Utility Work by Highway
Contractor Agreement(UWHCA)between the State of Florida Department of Transportation(FDOT)and the Collier County Water-
Sewer District(UAO)as amended by Appendix,Changes to Form Document,Amendment Number 1 dated April 23,2013. (County
Attorney's request)
Continue Item 16D2 to the October 22,2013 BCC Meeting: Recommendation to approve amendment No.1 to the Community
Development Block Grant(CDBG)Agreement between Collier County and Goodwill Industries of SW Florida,Inc. (Commissioner
Nance's request)
Continue Item 16D3 to the October 22,2013 BCC Meeting: Recommendation to approve amendment#1 to the FY2012-2013
agreement between Collier County and Naples Equestrian Challenge for the Community Development Block Grant(CDBG)project
previously approved by the Board on May 14,2013. (Fiscal Impact$0). (Staffs request)
Continue Item 16D7 to the October 22,2013 BCC Meeting: Recommendation to approve substantial amendments to the FY2009-
2010 and FY2010-2011 Annual Action Plans to clarify the project scope and project funding for Goodwill Industries Microenterprise
Project and Immokalee Housing&Family Services Sanders Pines Playground Upgrades.This action also reduces the funding allocation
for Goodwill Industries Microenterprise Program from$32,949 to$32,640.10 utilizing U.S.Department of Housing and Urban
Development(HUD)Community Development Block Grant(CDBG)funds. (Commissioner Hiller's request)
Continue Item 16D9 to the October 22,2013 BCC Meeting: Recommendation to approve a Home Investment Partnerships(HOME)
Program Developer Agreement between Collier County and Big Cypress Housing Corporation(BCHC)for construction of a Multi-
Family Rental Housing Project consisting of a minimum of Ten Single Family Rental Housing Units (Fiscal Impact$1,144,000). (Staffs
request)
Move Item 16D12 to Item 11F:Recommendation to award Bid(ITB)#13-6136 for"Forest Lakes MSTU Phase II&III Sidewalk,
Lighting,Landscape and Turn Lane Improvements"Project to Quality Enterprises Inc.,in the amount of$948,353.43. (Commissioner
Henning's request)
Continue Item 16F2 to the October 22,2013 BCC Meeting: Recommendation to adopt criteria defining and classifying activities
using tourist tax revenue that"promotes tourism." (Commissioner Fiala's request)
Continue Item 16F3 to the October 22, 2013 BCC Meeting:
Recommendation to approve an amendment to the Tourism
Travel Expense Resolution 2006-40 related to County
Purchasing Card limits consistent with the County
Purchasing Policy and make a finding that this item
promotes tourism. (Staff's request)
Move Item 17B to Item 9A: Recommendation to adopt an ordinance amending Ordinance No.2013-
25,the Collier County Hearing Examiner Ordinance. (Commissioner Fiala's request)
10/8/2013 16.F.3.
EXECUTIVE SUMMARY
Recommendation to approve an amendment to the Tourism Travel Expense
Resolution 2006-40 related to County Purchasing Card limits consistent with the
County Purchasing Policy and make a finding that this item promotes tourism.
OBJECTIVE: To review and recommend approval of an amendment to the Tourism
Travel Resolution.
CONSIDERATIONS: The Clerk of the Circuit Court Internal Audit Department
suggested in their Audit Report 2013-5 findings issued July 3, 2013 that staff should
amend Resolution # 2006-40 covering the spending limits on Tourism Department staff
Purchasing Cards. Staff recommends the following revision to paragraph "F" which has
been reviewed with the Purchasing Department and County Attorney's Office:
F. COUNTY PURCHASING CARD USE.
The Collier County Purchasing Card may be used by Tourism Department
staff for all travel, entertainment and registrations including the cost of
restaurant meals. The Purchasing Cards issued to each Tourism
Department staff member will have a single transaction limit and
a maximum monthly limit of $10,000 and maximum monthly limit
consistent with the Board's Purchasing Policy.
Under the current BCC approved Purchasing Policy, the Purchasing Director has
approved higher single transaction limits of $5,000 and monthly maximum limits of
$20,000 for some Tourism Department staff to cover their frequent travel expenses.
These higher limits would remain in place as a result of this Resolution amendment in
compliance with the Purchasing Policy. The Tourism Director will have vigorous
oversight, enforcement, accountability, and audit of staff Purchasing Card transactions
to ensure consistency with the BCC approved Purchasing Policy. The revised
Resolution and current Purchasing Card limits for the Tourism Department are attached
for review.
FISCAL IMPACT: There is no fiscal impact to this action.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management
Plan from this action.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council
recommended approval 5-0 at the September 23, 2013 meeting.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires majority vote for approval. — CMG
Packet Page-2528-
10/8/2013 16.F.3.
RECOMMENDATION: That the Board of County Commissioners approves an
amendment to the Tourism Travel Expense Resolution 2006-40 related to County
Purchasing Card limits consistent with the County Purchasing Policy and make a finding
that this item promotes tourism.
PREPARED BY: Jack Wert, Tourism Director
•
Packet Page-2529-
10/8/2013 16.F.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.F.16.F.3.
Item Summary: Recommendation to approve an amendment to the Tourism Travel
Expense Resolution 2006-40 related to County Purchasing Card limits and make a finding that
this item promotes tourism.
Meeting Date: 10/8/2013
Prepared By
Name: GreenKelly
Title Tourist Development Tax Coordinator,Tourism
9/26/2013 12:21:16 PM
Submitted by
Title: Director-Tourism,Tourism
Name: WertJack
9/26/2013 12:21:17 PM
Approved By
Name: WertJack
Title: Director-Tourism,Tourism
Date: 9/26/2013 12:39:23 PM
Name: GreeneColleen
Title:Assistant County Attorney,County Attorney
Date: 9/27/2013 1:44:06 PM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 9/27/2013 4:32:36 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 9/30/2013 11:11:33 AM
Packet Page-2530-
10/8/2013 16.F.3.
Name: IsacksonMark
Director-Corp Financial and Mgmt Svs,CMO
Date: 9/30/2013 12:25:08 PM
Packet Page-2531-
10/8/2013 16.F.3.II
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Packet Page -2532-
iateio
Martha S. Vergara / 3
From: Brock, Mary Jo
Sent: Friday, October 04, 2013 1:37 PM
To: Minutes and Records
Subject: FW: Reso-Item 16F3
Attachments: Travel Resolution_No_2006-40.pdf
Please see below...thanks
Mary-Jo Brock - Executive Assistant to Leo E. Ochs,Jr. - County Manager's Office
maryjobrock@colliergov.net
239.252.8364
please consider the environment before printing this email
From: BrockMaryJo
Sent: Friday, October 04, 2013 11:35 AM
To: KlatzkowJeff
Subject: FW: Reso-Item 16F3
Jeff, for your files. Thanks, MJ
Mary-Jo Brock - Executive Assistant to Leo E. Ochs,Jr. - County Manager's Office
maryjobrock@colliergov.net
239.252.8364
please consider the environment before printing this email
From: BrockMaryJo
Sent: Friday, October 04, 2013 11:34 AM
To: DLCOMM; BartlettKristi; FlanaganJim; HayesKaren; PettitJim; ScardinoAlexandra; SmithCamden
Cc: OchsLeo; BrockMaryJo; WertJack
Subject: Reso-Item 16F3
Good morning Commissioners,
Attached please find Resolution No. 2006-40, which is referenced but not included in the back-up to Item
16F3.
The highlighted section in the Executive Summary shows the section recommending a wording change.
Under the current BCC approved Purchasing Policy, the Purchasing Director has approved higher single transaction limits
of$5,000 and monthly maximum limits of$20,000 for some Tourism Department staff to cover their frequent travel
expenses. These higher limits would remain in place as a result of this Resolution amendment in compliance with the
Purchasing Policy. The Tourism Director will have vigorous oversight, enforcement, accountability, and audit of staff
Purchasing Card transactions to ensure consistency with the BCC approved Purchasing Policy. The revised Resolution and
current Purchasing Card limits for the Tourism Department are attached for review.
Please include this in your agenda packet and let me know if you need anything further.
it9A'
Thank you, MJ
zeile-F3
Mary-Jo Brock - Executive Assistant to Leo E. Ochs,Jr. - County Manager's Office
maryjobrock@colliergov.net
239.252.8364
please consider the environment before printing this email
Under Florida Law.e-mail addresses are public records.If you do not want your e-mail address released in response to a pubic records request.Co not send
electronic mail to this entity.instead,contact this office by telephone or in writing.
2
Aii(16(
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.74:=P
RESOLUTION NO.2006•x_
A RESOLUTION ADOPTING A POLICY FOR THE APPROVAL
OF FUNDS FOR TRAVEL EXPENSES FOR PERSONS
CONDUCTING OFFICIAL TOURISM BUSINESS AND
SUPERSEDING RESOLUTION NO.2004-370.
WHEREAS,it is the intent of Collier County to reimburse Tourism Department employees and
agents under contract with Collier County for travel on official tourism business in accordance with
Section 125.0104,Florida Statutes,and Section 112.061,Florida Statutes; and,
WHEREAS,all authorized travel expenses will be reimbursed to County Tourism Department
employees or to employees of companies or individuals contracted for tourism services on behalf of the
County at the actual expense; and,
WHEREAS,the Board of County Commissioners has the legal authority to adopt a resolution
authorizing the expenditure of County funds for valid and proper public purposes.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY,FLORIDA,that the expenditure of funds for any and all
travel by Tourism Department employees and authorized agents under contract with Collier County are as
follows:
A. APPROVAL REQUIRED. All travel for Tourism Department staff and authorized agents
under contract must be authorized and approved by the Tourism Department Director,and by
the County Manager for the Tourism Department Director,and funds must be available in the
approved Tourism Department Budget. Those travel events that are not covered in the
budgeted or contingencies categories in the Tourism Department Budget must be presented to
the Tourist Development Council and Board of County Commissioners for approval.
The Board of County Commissioners must approve travel by authorized persons not employed
or under contract by the County who are called upon to contribute time and services as
consultants or advisors or participants for travel on County tourism business.
All travel reimbursements require receipts.
B. DOMESTIC TRAVEL.
1. Common Carrier. Travel shall be booked at the best available coach price.
2. Oround Transportation. Taxi.shuttle and public transportation shall be reimbursed at actual
cost including up to a 15% gratuity. Rental car use shall be booked or reimbursed for
domestic travel at best compact rate available. Travelers shall use the rental car company
holding the county bid,where available.
3. Meals. Meals shall be reimbursed at actual cost plus gratuity up to 15%,if not included in
bill,and up to 20%,if included in bill,for groups or special menus or events. Continental
breakfasts,snacks,drinks or other small incidental food items provided under a registration
fee will not be considered a provided meal and a full meal substitute would be reimbursable
at actual cost.
4. Accommelations/Lodging. In-state travel outside 50 miles of office location is
reimbursable at actual cost for single occupancy at the best available rate or at the
headquarters hotel.
Travel within 50 miles of the office—Accommodations expense reimbursement must be
authorized by the Tourism Director if travel to home after the daily activities is deemed
unsafe,or supervision of guests being entertained is necessary.
Travel to destinations within Florida is tax exempt for accommodations. Travelers shall
supply the hotel/motel with a Florida Sales Tax Exemption Certificate when checking in.
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Expenses for the use of in-room dispensers or movies are not reimbursable.
5. Other expenses.
Reimbursable expenses include tolls, ferry fares, tuxedo and costume rental, parking fees,
charges for business telephone calls,including cell phone roaming charges,facsimiles,or high
speed Internet access charges for use of computer,actual mileage reimbursement at the current
Collier County rate,mandatory valet parking,including a 15%gratuity,hotel resort fees,tips to
bellmen,parking attendants,and shuttle drivers,charges for changes in travel dates or departure
times for airline ticket and hotel accommodations if pre approved by the Tourism Director or
County Manager,laundry and dry cleaning charge for travel of five(5)or more days. Business
association,trade association, tourism industry association, Chamber of Commerce meetings,
or event expenses are authorized for payment or reimbursement if subject matter is tourism
related.
C. TRAVEL LN FOREIGN COUNTRIES.
Foreign travel will be conducted in compliance with federal standards detailed in the
publication,"Standardized Regulations(Government Civilians,Foreign Areas)".
1. Common Carrier. Travel shall be booked at the best available coach price.
2. Ground Transportation. Taxi,shuttle and public transportation shall be reimbursed at actual
cost with receipt including up to a 15% gratuity. Rental car use shall be booked or
reimbursed at best compact rate available.
3. Meals. Meals shall be reimbursed at actual cost plus gratuity up to 15%,if not included in
bill,and up to 20%,if included in bill,for groups or special menus or events. Continental
breakfasts,snacks,drinks or other small incidental food items provided under a registration
fee will not be considered a provided meal and a full meal substitute would be reimbursable
at actual cost.
4_ Accommodations/Lodging. Reimbursable for actual cost for single occupancy at the best
available rate or at the headquarters hotel.
Expenses for the use of in-room dispensers or movies are not reimbursable.
5, Other expenses.
Reimbursable expenses include tolls,ferry fares,tuxedo and costume rentals,parking fees,
foreign currency exchange fees,travelers checks fees,maps,charges for business telephone
calls, including access, air time and phone rental charges for cell phones, facsimiles, or
high speed interact access charges for use of computer,actual mileage reimbursement at
the current Collier County sate,mandatory valet parking,including a 15%gratuity,hotel
resort fees,tips to bellmen,parking attendants,and shuttle drivers,charges for changes in
travel dates or departure times for airline ticket and hotel accommodations with prior
approval of the Tourism Director or County Manager,laundry and dry cleaning charge for
travel of five (5) or more days.
D. TRAVEL INVOLVING TRADE SHOWS/CONVENTIONS/TOURISM INDUSTRY AND
ASSOCIATION MEETINGS.
Expenses related to attendance at trade shows,conventions,association and tourism industry
meetings, sales meetings and receptions and events are authorized for payment or
reimbursement at actual cost pursuant to this Resolution depending on whether the travel is
foreign or domestic.
Pursuant to Section 125.0104, Florida Statutes, registration fees for Tourism Department
employees and authorized agents under contract with Collier County shall be paid in advance
by County check or credit card or be paid by reimbursement.
2
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A0/7//3
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E. TRAVEL-RELATED ENTERTAINMENT.
Payment or reimbursement is authorized for any tourism promotion,event,meal,or occasion
organized by the Collier County Tourism Department or other tourism organizations or
agencies including,but not limited to,entertaining travel writers,journalists,travel agents,tour
operators,airlines,travel consultants,wholesalers,consolidators,meeting planners,consumers,
dignitaries and VIP's from foreign countries or anyone who can bring, direct or encourage
travel or publicity to Collier County. (Collectively or singularly referred to as "Tourism
Promoters").
Expenses such as meals for County employees who attend a function with Tourism Promoters
in an official capacity are authorized to be included in the total cost of the function for payment
or reimbursement.
1. Meals. Meals include food and beverages associated with meetings,dinners,promotions,
cocktail parties and similar events,whether catered or provided by Collier County or other
tourism organizations or agencies,at a facility or private location. Gratuities up to 15%,if
not included in the bill,or up to 20%,if included in the bill,for groups or special menus or
events are authorized for payment or reimbursement. Gratuities on discounted or
complimentary meals axe authorized as calculated on the full fair market price of the meals
up to 20%. County employees must follow the County Ethics Policy covering acceptance
of discounted or complimentary meals.
2. Alcoholic Beverages, The cost of alcoholic beverages is authorized for payment or
reimbursement for entertainment purposes for Tourism Promoters_ The cost of alcoholic
beverages for County employees is not reimbursable,
3, Gifts. Tokens of appreciation and mementos of Collier County given to Tourism Promoters
are authorized for payment or reimbursement at actual cost.
4. Transportation. Expenses for vans,limousines,buses or automobiles to transport Tourism
Promoters are authorized for payment or reimbursement.
5. Accommodations. Expenses to house Tourism Promoters are authorized for
payment or reimbursement at actual cost.
6. Entertainment. Expenses to entertain convention,meeting,trade show or familiarization
tour attendees. Examples of these entertainment expenses include,but are not limited to
the costs for singers, dancers, magicians, astrologers,chefs,musicians,pageant winners,
clowns,fisherman, animal trainers or massage therapists. These entertainment expenses
serve a valid public purpose and are authorized for payment or reimbursement.
F. COUNTY PURCHASING CARD USE,
The Collier County Purchasing Card may be used by Tourism Department staff for all travel,
entertainment and registrations including the cost of restaurant meals. The Purchasing Cards
issued to each Tourism Department staff member will have a single transaction limit of$2,000
and a maximum monthly spending limit of$10,000.
G. PAYMENT BY ADVANCEMENT OR REIMBURSEMENT.
The County may pay by advancement or reimbursement,or a combination thereof,the costs of
per diem and incidental expenses of employees of the County and other authorized persons,for
foreign travel at the current rates as specified in the federal publication "Standardized
Regulations(Government Civilians,Foreign Areas)."
The County may also pay by advancement or reimbursement,or by a combination thereof,the
actual reasonable and necessary costs of travel, meals, lodging, and incidental expenses of
employees of the County and other authorized persons when meeting with travel writers,tour
brokers,or other persons connected with the tourist industry,and while attending or traveling in
connection with travel or trade shows.
This Resolution supersedes Resolution No.2004-370.
3
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Apo',
THIS RESOLUTION ADOPTED this Pe-day of f-ebrb%A yafter a motion, second and
majority vote favoring same.
DATER∎ •= BOARD OF COUNTY COMMISSIONERS
'. OF COI].MR COUNTY,FLORIDA
DWI PT+�.BR04;...perk
-uo,Dthbjratan•s FR NK HALAS,Chairman
•i ails.
Approved as to form and
legal sufficiency;
-lil-771
Colleen M.Greene
Assistant County Attorney
05.MOR•0mWWl2
4