Backup Documents 12/10-11/2013 Item #16F 1ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATUILL�6 F I .•`,'s^ ag��
Routed by Tourism Department to the
Office
Initials
Date
Following Addressee(S) (In routing order)
-
Agenda Date Item wa
12/10/13
1. County Attorney Office / Colleen
County Attorney's Office
KG
Type of Document
Greene
Number of Original 1
CM
I
2. BCC Office
Board of County
Solicitation / Contract N/A
-Z�3vA
_ ��
Commissioners
to be recorded
3. Minutes and Records
Clerk of Courts Office
by the Office of the County Attorney.
4. Return to Tourism Department
Tourism
4.
All handwritten strike -through and revisions have been initialed by the County Attorney's
Contact: Kelly Green
N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5.
The Chairman's signature line date has been entered as the date of BCC approval of the
PRIMARY CONTACT INFORMATION
Name of Primary Staff
Kelly Green
Phone Number 252-2384
Contact and Date
-
Agenda Date Item wa
12/10/13
Agenda Item Number 16F1
Approved by the BCC
KG
Type of Document
Resolution
Number of Original 1
Attached
Documents Attached
PO number or account
N/A
Solicitation / Contract N/A
number if document is�11
_ ��
NumberNendor Name
to be recorded
INSTRUCTIONS & CHECKLIST
initial the Yes column or mark "N/A" in the Not Applicable column, whichever is
Yes
N/A (Not
appropriate.
(Initial)
Applicable)
1.
Does the document require the chairman's original signature?
KG
2.
Does the document need to be sent to another agency for additional signatures? If yes,
N/A
provide the Contact Information (Name; Agency; Address; Phone) on an attached sheet.
3.
Original document has been signed/initialed for legal sufficiency. (All documents to be
KG
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney.
4.
All handwritten strike -through and revisions have been initialed by the County Attorney's
N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5.
The Chairman's signature line date has been entered as the date of BCC approval of the
N/A
document or the final negotiated contract date whichever is applicable.
6.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
KG
signature and initials are required.
7.
In most cases (some contracts are an exception), an electronic copy of the document and
KG
this routing slip should be provided to the County Attorney's Office before the item is
input into SIRE.
8.
The document was approved by the BCC on the date above and all changes made
KG
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes, if applicable.
01
9.
Initials of attorney verifying that the attached document is the version approved by the
BCC, all changes directed by the BCC have been made, and the document is ready or the
Chairman's signature.
16 F 1
MEMORANDUM
Date: February 3, 2014
To: Kelly Green, Tourist Tax Coordinator
Tourism Department
From: Ann Jennejohn, Deputy Clerk
Minutes and Records Department
Re: Resolution 2013-274 Amending (Tourism) Resolution 2006-40
Attached for your records is a copy of the Resolution referenced above (Item #16F1)
adopted by the Board of County Commissioners on Tuesday, December 10, 2013.
The Minutes and Record's Department has held the original document for the Board's
Official Record.
If you have any questions, you may contact me at 252-8406.
Thank you.
Attachment
16 F 4A
RESOLUTION NO. 2013 - 2 7 4
A RESOLUTION AMENDING THE POLICY SET FORTH IN
RESOLUTION 2006-40 AS IT RELATES TO THE APPROVAL OF
FUNDS FOR TRAVEL EXPENSES FOR PERSONS CONDUCTING
OFFICIAL TOURISM BUSINESS, SPECIFICALLY COUNTY
PURCHASING CARD USE.
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, through Resolution No. 2006-40, the Board of County Commissioners
(Board) established a policy relating to the approval of funds for travel expenses for persons
conducting official tourism business; and
WHEREAS, the Board wishes to amend this policy as it pertains to the use of Collier
County Purchasing Cards as indicated in Paragraph F below.
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.
Words Underlined are added; Words Struo - Through are deleted.
Page 1 of 5
SbF_
B. DOMESTIC TRAVEL.
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 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. Accommodations/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.
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.
Words Underlined are added; Words St-msk Thr-eugk are deleted.
Page 2 of 5
16 F 1
C. TRAVEL IN 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 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 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.
Words Underlined are added; Words e+.-, ek Through are deleted.
Page 3 of 5
16F1
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.
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 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.
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.
Words Underlined are added, Words Stfuo - Ti,,.^ugh are deleted.
Page 4 of 5
16F1 �y
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 men4hly spending lifnit of $ n,nnn and
maximum monthly limit consistent with the Board's Purchasing Policy..
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.
THIS RESOLUTION ADOPTED after motion, second and majority vote favoring same,
this Ids_ day 2013.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E. BROCK, Clerk COLLIER COUNTY, FL IDA
By:
etyClerk
slgnure
Approved 4,', to .form. aiidiegality:
1
v
Colleen M. Greene
Assistant County Attorney
13-TDC-00033/4
HENNING,
Item # a
Agenda a —i
Date
Date
Redd
Words Underlined are added; Words Stmek Through are deleted.
Page 5 of 5