Backup Documents 10/13/2009 Item #16D 5ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 16D
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing fines #1 through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exce lion of the Chairman's signature, draw a line throu h routing lines # t through #4, complete the checklist, and forward to Sue Filson (fine #5).
Route to Addressee(s)
(List in routing order)
Office
Initials
Date
Contact
&.,
W
a —
2.
Original document has been signedlinitialed for legal sufficiency. (All documents to be
Agenda Item Number
3.
signed by the Chairman, with the exception of most letters, must be reviewed and signed
4.
1
Number of Original
5.
Ian Mitchell, Executive Manager
Board of County Commissioners
Documents Attached
to
6. Minutes and Records
Clerk of Court's Office
/
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.) J-1
Name of Primary Staff
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Phone Number
N/A (Not
Contact
&.,
(Initial)
a —
Agenda Date Item was
Original document has been signedlinitialed for legal sufficiency. (All documents to be
Agenda Item Number
Approved by the BCC
signed by the Chairman, with the exception of most letters, must be reviewed and signed
Type of Document
1
Number of Original
Attached
IC_.! ''
Documents Attached
3
INSTRUCTIONS & CHECKLIST
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03,04, Revised 1.26.05, Revised 2.24.05
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
appropriate.
(Initial)
Applicable)
1.
Original document has been signedlinitialed for legal sufficiency. (All documents to be
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
/
Chairman and Clerk to the Board and possibly State Officials.)
2.
All handwritten strike - through and revisions have been initialed by the County Attorney's
Office and all other parties except the BCC Chairman and the Clerk to the Board
3.
The Chairman's signature line date has been entered as the date of BCC approval of the
e
document or the final negotiated contract date whichever is applicable.
4.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
5.
In most cases (some contracts are an exception), the original document and this routing slip
should be provided to 9+i�1 in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
/
time frame or the BCC's actions are nullified. Be aware of your deadlines!
6..
--T-he-document was- approved -by- the - BCC -one 0 - (enter- date) and all changes
- -
--
made during the meeting have been incorporated in the attached document. The
�-
County Attorne 's Office has reviewed the changes, if applicable.
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03,04, Revised 1.26.05, Revised 2.24.05
160 5
RESOLUTION NO. 2009 -2 3:Z
A RESOLUTION ADOPTING A POLICY FOR THE
EXPENDITURE OF FUNDS NOT TO EXCEED 54,150 FOR THE
PARKS AND RECREATION DEPARTMENT TO HOST THE
COMMISSION FOR ACCREDITATION FOR PARK AND
RECREATION AGENCIES.
WHEREAS, the Collier County Parks and Recreation Department will host the Accreditation
Commission in November 2009 and in subsequent years (every 5 years) for national accreditation; and
WHEREAS, the Accreditation Commission has provided the Parks and Recreation Department
with its Agency Accreditation Visitation Procedures (Fifth Edition 2006) which provides guidelines for
hosting the Accreditation Commission; and
WHEREAS, the Parks and Recreation Department has budgeted funds not to exceed $4,150 to
host the Accreditation Commission; and
WHEREAS, the Board of County Commissioners supports the Parks and Recreation
Department in seeking national accreditation as a valid and proper public purpose and authorizes the
expenditure of funds to host the Accreditation Commission; 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; and
WHEREAS, the Board of County Commissioners finds that the Parks and Recreation
Department may also solicit, receive and expend donations from local business including hoteliers and
restaurants for the purpose of hosting the Accreditation Commission.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that the expenditure of funds for any and all
expenses incurred by the Collier County Parks and Recreation Department to host the Commission for
Accreditation of Park and Recreation Agencies is approved as follows:
APPROVAL REQUIRED. All expenses incurred to host the Commission for Accreditation of
Park and Recreation Agencies ( "Accreditation Commission ") must be authorized and approved
by the Parks and Recreation Department Director, and by the Public Services Division
Administrator, and funds must be available in the approved Parks and Recreation Department
Budget. Those expenses directly related to accreditation that are not covered in the budget must
be presented to the Board of County Commissioners for approval. Budgeted funds are not to
exceed $4,150 without prior Board approval.
EXPENSES RELATED TO HOST ACCREDITATION COMMISSION. Payment or
reimbursement is authorized for any Parks and Recreation Department event, meal, or occasion,
organized by the Parks and Recreation Department for the purpose of hosting the Accreditation
Commission as requested and defined by the Agency Accreditation Visitation Procedures (Fifth
Edition 2006).
Expenses including meals and transportation, for County employees who attend a function with
the Accreditation Commission in an official capacity are authorized to be included in the total
cost of the function for payment or reimbursement.
16" D 5
A. Meals. Meals include food and beverages associated with meetings, dinners, promotions,
parties and similar events, whether catered or provided by Collier County, at a facility or private
location. Gratuities up to 20 %, whether or not included in the bill, for groups or special menus or
events are authorized for payment or reimbursement. Gratuities on discounted or complimentary
meals are 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.
B. Transportation. Expenses for airlines, vans, limousines, buses or automobiles to transport
Accreditation Commission are authorized for payment or reimbursement. This includes
transportation to and from the airport. Airline tickets will be reimbursed at actual cost.
C. Accommodations. Expenses to house Accreditation Commission are authorized for
payment or reimbursement at actual cost.
COUNTY PURCHASING CARD USE. The Collier County Purchasing Card may be used by
the Parks and Recreation Department staff for all travel and incidental expenses including the cost
of restaurant meals. Staff is required to follow the Collier County Purchasing Policy regarding
use of the card.
4. COLLIER COUNTY PURCHASING POLICY. The Parks and Recreation Department must
follow the Collier County Purchasing Policy for all eligible expenditures.
PAYMENT BY ADVANCEMENT OR REIMBURSEMENT. The County may pay by
advancement or reimbursement, or by a combination thereof, the actual reasonable and necessary
costs of travel, meals, lodging, and incidental expenses of the Accreditation Commission and
while in Collier County for the purpose of national accreditation.
6. DONATIONS AUTHORIZED. The Parks and Recreation Department is authorized to solicit,
receive and expend donations for the purpose of hosting the Accreditation Commission. Collier
County employees must comply with the Collier County Ethics CMA #5311, the Ethics
Ordinance and Ch. 112, Florida Statutes, regarding the acceptance of gifts.
THIS RESOLUTION ADOPTED this TTday of C-f"p�P after a motion, second and
majority vote favoring same.
DATE[)':
ATTEST:
DWIGHT . BROCK, Clerk
1<%1 9 r nd
legal sufficiency:
Colleen M. Greene
Assistant County Attorney
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA
J
d
,p7
By:
2
DONNA FIALA, Chairman