Resolution 1996-153
MAR 2 6 1998
RESOLUTION NO. 96-153
RESOLUTION TO FORMALLY ESTABLISH A SIGNATURE AUTHORIZATION POLICY FOR
AGENCIES UNDER THE PURVIEW OF THE BOARD OF COUNTY COMMISSIONERS
WHEREAS. Chapter 125. F.S. and Collier County ordinance 93-72 and
authorizee the county Manager to admini.ter the policies of the Board
ot County commissioners; and
WHEREAS, the Board of county Commissioners seeks to promote and
eneure efficiency and accountability in the administration of its
policiee;
NOW. THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY. FLORIDA that:
The attached signature authorization policy be adopted and this
policy be implemented applicable to all staff under the direct
purview of the Board of County commissioners.
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This Resolution adopted after motion, second and majority vote,
favoring same.
DATE:7J;~~
. 1995
BOARD OF COUNTY COMMISSIONERS
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COLLIER COUNTY. FLORIDA
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llIIIGHT.E.....B!'-OCK.
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Norris. Chairman
Clerk
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APPROVED AS TO FORM AND LEGAL
SUFFICIENCY:
Michael W. Pettit
lOOK 000 PI[,[ 177
Assistant Collier County Attorney
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MAR 2 6 1996
COLLIBR COUNTY GINIRAL SIGNATURB AUTHORIZATION POLICY
1. PURVIEW. This policy shall apply to all agencies,
divisions, departments, offices, sections and any other
entities under the direct purview of the Board of County
Commissioners, including, but not limited to the County
Manager Agency, the Office of the County Attorney, the
Board of County Commissioners' Office and the collier
County Airport Authority.
2. DEFINITIONS. For the purpose of this resolution, the
following terms shall be defined as follows:
a. "Signature Authority"--Refers to the ability and
discretion of a duly designated employee to formally
accept, request, approve, or document by signature
various actions pertaining to the administration of the
entities and agencies referenced under section 1 of
this policy.
b. "Permanent Signature
appropriate utilization
ongoing basis.
Authority"--Refers to the
of signature authority on an
c. "Temporary Signature Authority" --Refers to the
appropriate utilization of signature authority that has
been properly transferred from a permanent signatory
for a period not to exceed 60 calendar days in
duration.
3. APPLICABILITY. This policy shall apply to all documents
that require signature authorization from appropriate
agency personnel. This shall include, but not be limited to
documents such as field purchase orders, purchase order
modification requests, change orders, purchase
requisitions, purchase receiving and invoicing documents,
personnel requisitions, payroll records (including all
leave request and attendance forms/records) and budget
amendments. This policy shall ~ apply to authorizing
signatures for documents such as regular purchase orders,
personnel action requests, out of county travel forms or
the final authorization of any other documents governed by
, other County ordinances and resolutions.
4. AUTHORITY OF THE COUNTY ADMINISTRATOR. For the purpose of
administering the policies of the Board of County
Commissioners pursuant to Chapter 125, F, S. and Collier
County Ordinance 93-72, The County Administrator shall have
the authority to exercise signature authority subject to
the limits of the law and the prevailing policies of the
Board of County Commissioners. Additionally, the County
Administrator shall have the discretion to formally
delegate and designate signature authority, subject to all
prevailing laws, ordinances and County policies to
appropriate subordinate staff as follows:
a, Delegation of signature authority to appropriate staff
members at the cost center level.
b. Designation of the Assistant County Administrator or
other appropriate staff member to approve any and all
additions, deletions and changes to the list of
authorized signatories for the County Administrator
Agency.
lOOK 000 PIG, 178
MAR 2 6 1998
c. Delegation of authority to division administrators to
add, delete or change the list of authorized
signatories for any or all cost centers under their
purview.
5. OTHER BOARD AGENCIES. Like the County Administrator, The
County Attorney, the Executive Director of the Collier
County Airport Authority, the Administrative Assistant to
the Board of County Commissioners and any other entity
deemed to be under the direct purview of the Board of
County Commissioners shall have the same signature
authority as the County Administrator for their respective
agencies as set forth under this policy and a9 applicable
to their respective agencies.
6. CONTINGENT AUTHORITY, In the event of the periodic absence
or the unavailability of an authorized signatory, division
administrators or department directors may address this
contingency in either or both of the following ways:
a. SECONDARY AUTHORIZATION, Request through the formal
signature authorization process that permanent
signature authority be granted to subordinate staff on
a secondary basis.
b. TEMPORARY AUTHORIZATION. Request by memorandum to the
Finance and Purchasing departments that their signature
authority be temporarily transferred to an appropriate
staff member subject to the following limits:
1. The term of the transfer shall not exceed 60
calendar days without the written approval of the
County Administrator or his designee.
2. The scope of authority transferred may equal, but
shall never exceed the scope of signature authority
(dollar thresholds, specific cost centers,
functions, etc.) delegated to the permanent
signatory.
3. Temporary transfers of signature authority shall
only be made to appropriate staff members, who have
the capacity to act on behalf of the work unit
, during the absence of the permanent signatory or who
have been given temporary authority for a specific
project or task.
4. The memorandum authorizing the temporary transfer of
authority shall as a minimum state the specific time
period(s) of the transfer and any limits (e.g.,
dollar amounts, cost centers, types of documents,
etc.) the permanent signatory wishes to apply to the
transfer. Should the memorandum lack in any of these
specifics, it will be assumed that the transfer
period will be equal in length to the absence of the
permanent signatory and that the temporary signatory
will have the full authority of the permanent
signatory during that time period.
ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER
COUNTY, BY RESOLUTION, IN OPEN SESSION
3/12/96
10DK 000PIG,179
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