ESCAMBIA COUNTY AGENDA RECOMMENDATION … · 16. Funding source, cost center, and account code...

ESCAMBIA COUNTY AGENDA RECOMMENDATION PREPARATION AND INFORMATION MANUAL

TOPICS I. Recommendation Checklist II. Guidelines for Preparing Recommendations for Board Agenda III. Recommendation Verbiage Examples IV. Processing Documents Approved by the Board for Signature V. Guidelines for Recommendation to Schedule Public Hearing VI. Add-on / Replacement / Revised Item Preparation VII. Miscellaneous Information County Administrator’s Office Revised: June 2008

PART I – RECOMMENDATION CHECKLIST – (Page 1 of 1) RECOMMENDATION CHECKLIST

Recommendation Subject: (List Brief Description On Line Below) Meeting (circle one): BCC C/W

Meeting Date:

COMPLETE THIS SECTION FOR ALL RECOMMENDATIONS

• Established format using single / multiple action template, 8½” x 11” paper – All pages single sided • Left alignment only, DO NOT JUSTIFY • Font = Arial; Font size = 12 point • MUST be prepared in Microsoft Word

Backup copy attached (for copying purposes only) i.e., resolutions, agreements, contracts, resume pages, etc. This copy should not be one of the originals requiring signature. (All pages single sided with paper size reduced to 8 ½” x 11” and unstapled.) Livelink (e-mail for outside agencies) of Recommendation sent to Shirley Gafford prior to County Administrator’s deadline (Livelink copy must be same as hard copy of Recommendation and backup.) Recommendation routed through all required Bureaus/divisions (i.e., budget, purchasing, legal, etc.) for sign-off, prior to concur sign-off by the County Administrator in sufficient time to be received by the County Administrator’s 9:00 a.m., deadline.

Complete this section ONLY if documents require the Chairman and/or County Administrator’s Signature. This must be done regardless of what department or outside agency prepared the signature document(s):

Documents for the Chairman have Chairman’s name, title, and the proper attest information.

Documents for the County Administrator have his name, title, and notation for two witnesses. Do not put an attest for the Deputy Clerk on documents to be signed by the County Administrator.

Correct number of original documents submitted. This should consist of the number required by the department, plus one original for the Deputy Clerk.

Signature tabs affixed on the edge of the right side of the paper. All tab tails should be visible, not concealed in document.

Documents have been completely filled out, except for sections requiring completion by the State.

Documents that require special handling shall contain a memo with instructions for processing such as time sensitive, etc. A memo is also required for all documents received for processing after the approval meeting date along with appropriate Resume page.

Note: All documents requiring further execution by outside agencies will be forwarded to the department for further handling to obtain required signatures, return one original for the Deputy Clerk and one copy for the County Administrator’s office. Documents needing no further execution will be returned to the department for appropriate handling/distribution.

I certify that I have adhered to the above criteria. I understand that if there is an error, this recommendation will be returned for corrections. If the deadline is missed, I understand that this recommendation will be placed on the next meeting agenda. _____________________________________________ _________________________________________ PRINT NAME PHONE NUMBER SIGNATURE DATE Slgaffor/wpf/agenwks/checklist-rec-prep.doc Revised: June 2008

Part II – Guidelines for Preparing Recommendations for Board Agenda Page 1 of 7

Revised: June 2008 Slgaffor/wpf/agenwks/Part-I-guidelines-prepare-rec.doc

II. GUIDELINES FOR PREPARING RECOMMENDATIONS FOR THE BOARD AGENDA

1. Recommendation shall be prepared using established template, either single action or multiple action.

Font Face = Arial Font Size = 12 pt Block style, Left alignment, Do Not Justify

Paper Size = 8½ x 11 (Single-sided, No mixed paper sizes) Must be prepared using Microsoft Word 2. Date for the Recommendation shall be the date it is prepared, not the BCC

meeting date.

3. Issue line will replace the subject line. Therefore, the Issue line shall identify the subject (i.e., name of project, agreement, grant, event, topic etc.). Do not simply list the following as the subject for the Recommendation: PD Number, PO Number, Contract Number, Supplemental Budget Amendment Number, etc.

4. In the Recommendation section, the Board of County Commissioners shall be

referred to as “the Board”.

Example: That the Board take the following action concerning … 5. The Recommendation section shall contain all the information that has been

included in the Issue line, because the Board only votes on what is written in the Recommendation. Therefore, ensure all pertinent information including funding information, as required, is included in the “Recommendation”. Do not include information that does not require Board action unless Board policy dictates it to be included.

6. NOTE: Per the County Attorney’s directive in November 2003, all legal

documents associated with a Board Recommendation requiring the Chairman’s signature must be routed through the County Attorney’s Office prior to submission for the Agenda. In addition, sign document original(s) must have the legal signoff stamp with the attorney’s signature on them before they can be processed for the Chairman to sign. The County Attorney’s Office has requested at least five working days be allowed to review legal documents. All legal documents will be returned to the bureau for further handling.

A photocopy of legal document(s), with the appropriate legal signoff stamp, must be attached as copying backup with the original Recommendation. (Note: a copy of the Recommendation is not required)

Under “Legal Consideration” section, remember to put the name of the appropriate attorney from the County Attorney’s Office that reviewed the legal document.



7. NOTE: Per the County Administrator’s directive in December 2003, all Recommendations that have a budgetary impact which are not already in the existing Budget must have signoff by the Office of Management and Budget (OMB) prior to submission to the County Administrator for placement on the Agenda.

Examples: all Budget Amendments; all Supplemental Budget Amendments; Grant awards that require County matching funds; Resolutions or Ordinances that commit County funds in any fiscal year (creation or redefinition of a tax increment financing district or community redevelopment area district, and fee Resolutions); any Contract, Lease or Interlocal Agreement that impacts a County Budget and has not previously been budgeted; any increase, decrease, upgrade or downgrade in personnel position; any expenditure of funds for temporary/contract employment services that have not been approved in the Budget; any monetary commitment to an outside agency that is not currently budgeted. OMB does not need to See Purchase Orders, Change Orders or Contracts for which a budget has already been established. If your Recommendation requires OMB signoff, you must add a concur line for OMB above the County Administrator’s concur line, as follows: Concur: ______________________________________________________

(Insert Name) Chief or Manager, Management and Budget Services Bureau

8. NOTE: Per the County Administrator’s directive in December 2003, all Recommendations that have a personnel-related impact must have signoff by the Human Resources Manager before submission to the County Administrator for placement on the Agenda.

Examples: any changes to current Board of County Commissioners / Human Resources (BCC/HR) policies or practices that impact or could affect personnel in the classified as well as unclassified service; impact employee pay or benefits; impact employee hours of employment or general terms or conditions of employment (leave, vacation, awards, overtime, drug testing, work rules, etc.); any impact on BCC employees in the bargaining units of the Florida Police Benevolent Association, Inc., (PBA) or Amalgamated Transit Union (ATU); changes in manpower allocations, staffing levels, grades, or classifications; possible abolishment of positions, transfers, reorganizations, or layoffs; changes that could impact or be affected by Merit System Protection Board (MSPB) rules; Equal Employment Opportunity (EEO) or Affirmative Action implications may or could be created; employee training, education, and/or developmental impact of a substantial nature.



This is not intended to be a complete listing of all HR-related matters that should require coordination, but a sufficient listing of examples of HR and EEO issues that normally would require coordination through the bureau prior to BCC action. Please call the HR Manager for clarification or additional information.

If your Recommendation requires HR signoff, you must add a concur line for the HR Manager above the County Administrator’s concur line, as follows:

Concur: ___________________________________

(Insert Name) Human Resources Manager

9. If the Recommendation is for denial, state the reason (i.e., violation of County Ordinance, not cost-effective, not feasible, etc.).

10. Use the formal document name to be approved in the Recommendation (i.e.,

Memorandum of Agreement, Grant-in-Aid Agreement, Grant Application, etc.). Do not use generic terms such as agreement, document, contract, etc.

11. Do not use abbreviations/acronyms unless the word(s) have been spelled out

initially, i.e., Request for Proposals (RFP), Memorandum of Understanding (MOU), etc.

12. Recommendations for Contracts, Agreements, Grants, and other related

documents shall state the correct full name of the bureau/agency or contractor/vendor. The project name, the Contract term, and any monetary consideration shall be included within the Recommendation.

13. When using a particular time in a Recommendation, use lower case letters

punctuated with periods to denote a.m. and p.m.

Example: 8:30 a.m. or 5:30 p.m.

14. When using numbers to indicate a quantity, use the following:

A. If there is a series of mixed numbers (single & double digit) in the paragraph, then you annotate all of them in digit form.

Example: That the Board authorize the purchase of 3 computer

laptops, 8 computer monitors, 14 standard keyboards, and 22 ergonomic keyboards from………



B. If all the numbers in the paragraph are nine and below, then spell out the number.

Example: That the Board authorize the purchase of three computer

laptops, eight computer monitors, six standard keyboards, and four ergonomic keyboards from………

C. If all the numbers in the paragraph are 10 or above, then use the digit form

for the number.

Example: That the Board authorize the purchase of 10 computer laptops, 18 computer monitors, 14 standard keyboards, and 22 ergonomic keyboards from………

15. Ensure the accuracy of all financial figures, including totals, when making

Recommendations for Budget Amendments, expenditures for award of Contracts, etc. If it involves a monetary amount and there is no change (cents), do not put a decimal point with zeroes after it unless you are listing several mixed amounts. Do not spell out any portion of the financial figures.

Correct Example: $3,500 or $3,500.64 Incorrect Example: $3,500.00 (Thirty-five hundred dollars)

16. Funding source, cost center, and account code shall be addressed on the last

line of the Recommendation, if applicable. Be sure to identify the name of the funding source/cost center. Per BCC Directive, Effective December 2007, when multiple funding sources are listed, you must break out and identify the dollar amount designated from each fund (see example below). Be sure to include, if required, Supplemental / Budget Amendment, Resolution, etc., which must also be approved at the time the Contract is awarded.

Example: [Funding: Fund 110, Other Grants and Projects –$184,062; Fund 351, LOST II – $65,000; Fund 352, LOST III – $176,508]

17. In accordance with Board policy, revised Recommendations distributed after the

original Agenda distribution, must contain strikeouts to note deleted information and underlines to note added information. Do not use red type to delineate revisions.

Example: deleted information added information



18. Recommendation shall be prepared with concur line as required for the County Administrator as shown below.

Concur: _________________________________ (Insert Name), County Administrator

19. Recommendation for appointment(s) to various boards/committees shall have a

copy of a resume for each citizen being considered, per County Administrator’s administrative policy. The Recommendation shall state the name of the board/committee, the name of the appointee(s), the effective date of appointment, the term of service, and the Commissioner making the appointment, if applicable.

20. Information Reports to the Board shall be in the form of a Recommendation. Example: That the Board accept, for filing with the Board’s

Minutes, the Information Report concerning (subject of report).

21. The Reserve for Contingency Ordinance (No. 85-70) requires a 4/5 (super-

majority) vote when transferring funds from the Reserve for Contingency Accounts within the General Fund, Transportation Trust Fund, and the Revenue Sharing Trust Fund. Therefore, the Recommendation must include the Board making the following three Findings of Fact:

A. That the expenditure of funds is necessary and cannot be delayed until

the following year. B. That the expenditure of funds was unanticipated.

C. That there are no funds available for the expenditure from another source.

22. Recommendations involving a Grant Application shall follow the guidelines

listed below, in accordance with Board Policy, Section II, Part A.6, Competitive Grant Application Policy, as revised December 6, 2007:

Competitive Grant Application Policy A. Prior review and approval of a competitive grant application is required by the Escambia Board of County

Commissioners when: 1. Prior County Board approval is stated as a requirement by the grantor agency, and/or 2. There is a match of County funds included in the proposed grant (either as a requirement by the

grantor agency or voluntarily offered by the applicant) and no such cash-match amount has been approved within the County budget. Prior review and approval involves:

(a) Preparing a Recommendation to the Board



(b) Submitting the Recommendation and completed application to the County Attorney’s Office with a proposed Resolution, if required for the application

(c) Acquiring Office of Management and Budget review and approval (d) Routing the completed Recommendation, Resolution (if applicable), and completed application to

the County Administrator’s Office for signature (e) Submitting the completed Recommendation, Resolution (if applicable), and completed application

to the Agenda Coordinator’s Office, in hard copy and Live-link for Board approval B. The County Administrator or his designee* shall have the authority to approve grant applications without

prior board review/approval when: 1. It is allowed by the grantor agency, and 2. The grant application contains no cash-matching funds, or

3. The grant application budget contains a cash-match of funds, but an appropriation of such matching

funds from the county has been previously approved within the county budget; or as verified by the Office of Management and Budget

4. In the case that Board Approval is required but it has been determined by the responsible Department that grant submission deadlines do not allow sufficient time for prior Board approval:

(a) The grant application may be signed by the County Administrator or his designee, as long as

the application has been reviewed and approved by the Office of Management and Budget and County Attorney’s Office; and

(b) At the next regularly scheduled Board meeting, the responsible Department shall submit a Recommendation to ratify the completed grant application package and the County Administrator’s, or his designee’s signature

C. Regarding Board approved grant applications: upon receipt of official notice of approval or denial of the

grant award request by the Grantor Agency, the responsible department shall submit to the Board, a Recommendation for Acceptance of the grant award, or an information report in the event that the grant application is denied.

* County Administrator’s designee may constitute an Assistant County Administrator or Department

Director Bureau Chief (Effective as of 2008 Reorganization)

23. Recommendations shall have a copy of all backup attached (i.e., Resolutions, resume pages, Agreements, Contracts etc.). This copy will be used for copying purposes and serve as the file copy. This copy shall not be one of the originals requiring a signature, shall be single-sided with paper size reduced to 8½ x 11, if necessary, and shall be unstapled.



24. The original hard copy of the Recommendation shall be submitted complete with

all sign-offs within established deadlines.

IMPORTANT! Deadline for submitting Recommendations for the County Administrator’s concurrence is 9:00 a.m. Reminder: BCC bureaus are required to send their Recommendations via Livelink (e-mail copy for outside agencies) to Shirley Gafford, Program Coordinator, by the County Administrator’s 9:00 a.m., deadline. (The Livelink Recommendation and backup must be exactly the same as the hard copy of the Recommendation and backup.)

Part III – Recommendation Verbiage Examples Page 1 of 5

Revised: June 2008 Slgaffor/wpf/agenwks/Part-II-rec-verbiage.doc

III. RECOMMENDATION VERBIAGE EXAMPLES

1. For a Recommendation requesting a single action, begin with: That the Board [approve, adopt, authorize, schedule, deny, ratify, etc.]… This Recommendation shall be prepared in a single paragraph format. 2. For a Recommendation requesting multiple actions, it shall begin with verbiage similar to: That the Board take the following action (NOT ACTIONS) concerning……

A. Approve….

1. 2. a. b.

B. Adopt; and

C. Authorize….

3. For a Recommendation concerning Change Orders, use the following format as recommended by the Office of Purchasing: That the Board approve and authorize the County Administrator to execute the following Change Order: Bureau: Division: Type: Amount: Vendor: Project Name: Contract: PO#: CO#: Original Award Amount: $X,XXX.XX Cumulative Amount of Change Order(s) through CO#__: $X,XXX.XX New Contract Total: $X,XXX.XX [Funding Source: Fund 350, Local Option Sales Tax Extension]



EXAMPLE: That the Board approve and authorize the County Administrator to execute the following Change Order: Bureau: Management and Budget Services Bureau Division: Human Resources Type: Addition Amount: $880,000.00 Vendor: Blue Cross and Blue Shield Project Name: Health Care Contract – Insurance Premiums Contract: PD 01-02.18 PO#: 221558 CO#: 1 Original Award Amount: $2,400,000.00 Cumulative Amount of Change Orders through CO#1: $ 880,000.00 New Contract Total: $3,280,000.00 [Funding Source: Fund 508, Workers’ Compensation Health & Life Fund]

4. For a Recommendation requesting the Board to schedule a Public Hearing, use

the following verbiage in the Recommendation:

That the Board authorize the scheduling of a Public Hearing on [date], at [time], for consideration of……. [adopting an Ordinance, receiving input, etc.] (NOTE: Prior to preparing the Recommendation, always obtain a time for a Public Hearing from Shirley Gafford, Program Coordinator, County Administrator’s Office, at 595-4916.) For more information concerning this topic, see Part IV of this Manual.

5. When an Emergency Ordinance is needed, the following verbiage must be used: That the Board take the following action concerning……: A. Waive the notice requirements (4/5 vote required) B. Declare that an emergency exists and that the immediate enactment

of said Ordinance is necessary; and

C. Adopt and authorize the execution of the Emergency Ordinance…

(NOTE: In accordance with Florida Statutes 125.66(3), the Emergency Ordinance shall take effect upon acceptance by the Postal Authority.)



6. When preparing a Recommendation to adopt an Ordinance, the County Attorney’s Office has mandated the following procedures be used: A. Use the verbiage: That the Board adopt an Ordinance

(creating/establishing [if not amending the Code], or adopt an Ordinance amending [identify Code Section])…, [followed by a summary of the title of the Ordinance].

B. Ensure that anything included in the title of the Ordinance is also included

in the body of the Ordinance.

C. Ordinances shall be prepared with the heading (changes with the calendar year):

Ordinance Number 2008-______ D. Any Ordinance amending any portion of the Escambia County Code of

Ordinances, the Land Development Code or the Comprehensive Plan must reference the newly codified version of the Escambia County Code of Ordinances. Therefore, amendments to the Land Development Code will recite in the title:

An Ordinance of Escambia County, Florida, amending Part III of the

Escambia County Code of Ordinances (1999), the Land Development Code of Escambia County, Florida, as amended….

Additionally, reference amendments to the Comprehensive Plan as: An Ordinance of Escambia County, Florida, amending Part II of the Escambia County Code of Ordinances (1999), the Escambia County Comprehensive Plan, as amended….

Make reference to the Escambia County Code of Ordinances, when applicable. Ordinances are time sensitive; i.e., they must be filed with the State within ten CALENDAR days after adoption; therefore, originals should be submitted for execution by the Chairman in the same manner as other documents. If the Board amends an Ordinance during the Public Hearing, there would be a delay, but, in all cases, the Ordinances should be provided as quickly as possible after adoption in order to meet the Statutory deadline for filing.



7. The Reserve for Contingency Ordinance (No. 85-70) requires a 4/5 vote (super-majority) when transferring funds from the Reserves for Contingency Accounts within the General Fund, Transportation Trust Fund, and the Revenue Sharing Trust Fund. Therefore, the Recommendation must include the Board making the following three Findings of Fact: A. That the expenditure of funds is necessary and cannot be delayed

until the following year; B. That the expenditure of funds was unanticipated; and

C. That there are no funds available for the expenditure from another

source.

8. County Payment of Documentary Stamps – The following language, as mandated by the County Attorney’s Office, shall be included in Recommendations to the Board that involve the acquisition of property for governmental purposes, whether by donation, purchase, or settlement of eminent domain when it is determined by the County Attorney that the County shall pay the documentary stamps: A. The following statement shall be used in addition to the standard

acquisition verbiage within the Recommendation: Authorize the payment of documentary stamps because the property

is being purchased for governmental use, which is [state the purpose of the purchase and the planned use of the property], and the County benefits from the purchase because [state the benefits].

B. The following statement shall only be used, if applicable:

Authorize the payment of incidental expenditures associated with the acquisition of the property. (The preceding language shall be included, if the intent is to have the County pay incidental expenses associated with the closing. These expenses might include such things as the costs of the survey, environmental audit, appraisal, title search and insurance, as well as recording fees.)



9. Interlocal Agreements, in accordance with Florida Statutes 163.01, must be filed with the Clerk of the Circuit Court of each county where a party to the Agreement is located.

There is only one original of an Interlocal Agreement that has to be recorded unless the Agreement is with another county or an out-of-state agency/company. In that case, each county must have an original of the Interlocal Agreement to be recorded in their respective county. When preparing the Recommendation for the Board to approve entering into an Interlocal Agreement, it would be helpful if staff also included authorizing the Clerk’s Office to record the Interlocal Agreement in the Official Records.

10. Recommendation approved for deeds, drainage easements, etc., must contain the following acceptance statement on the signature document and include the name of the project for which the document is being accepted:

THIS EASEMENT was accepted by the Chairman on this _____ day of _______________, 200__, as authorized by action of the Board of County Commissioners of Escambia County, Florida, at its meeting held on ________________________________________, 200__.

Part IV– Processing Documents Approved by the Board for Signature Page 1 of 4

Revised: June 2008 Slgaffor/wpf/agenwks/Part-III-sign-doc-prep.doc

IV. PROCESSING DOCUMENTS APPROVED BY THE BOARD FOR SIGNATURE

1. Submit one original for the Deputy Clerk to file with the Board’s Minutes plus the number required by the submitting bureau/agency (the County Administrator’s Office will retain a copy). Signature documents shall either be submitted to the County Administrator’s Office along with the recommendation or prior to the Board meeting, when possible. In most cases, the Chairman will sign all documents provided immediately after the BCC meeting adjourns.

2. Signature documents that are time-sensitive or require special handling shall

have a cover memo from the submitting bureau/agency addressed to Shirley Gafford, Program Coordinator, in the County Administrator’s Office. All other sign documents will be processed as normal.

3. Documents shall be completely filled out and a signature tab shall be

placed on the right side of each page at the location requiring the Chairman’s signature. Ensure that all blank spaces have been filled in prior to having it executed and attested. If an agency does not want contract/agreement dated, place a post-it-note on the document in the place it would be normally dated and indicate on the post-it-note “do not date—State (or other agency) will add date”.

4. All documents requiring the Chairman’s signature, whether submitted by

the State or other outside agency, must contain the information listed below or they cannot be executed by the Chairman (NOTE: ordering rubber stamps with this information adds convenience and is a real time saver.)

Board of County Commissioners Escambia County, Florida ________________________________ Gene M. Valentino, Chairman ATTEST: Ernie Lee Magaha Clerk of the Circuit Court ______________________ Deputy Clerk BCC Approved: ___________________



5. Pursuant to memorandums from the County Attorney’s Office dated January 12, 2000, and September 25, 2003, the following procedures are mandated and shall be implemented relative to execution of contract documents:

A. Any contract submitted to the BCC for approval should be signed by the

vendor’s President or Vice-President and acknowledged by the Corporate Secretary. If it is a corporation that has a seal, it should also be sealed.

B. For those vendors that are not corporations, (i.e., partnerships, joint

ventures, sole proprietorship, etc.), then such documents should be executed by the entity’s President or the owner of the entity and witnessed by two persons.

C. Pursuant to the County Purchasing Code, the BCC has delegated the

authority, upon their approval of award, to the County Administrator as it relates to executing County contracts. In the past, the County has only had one witness for the Administrator’s signature; that would appear sufficient since his duties are set in the ordinance. However, in order to forestall any possibility of legal objection to an executed document, the County Attorney’s Office has begun to require the Administrator’s signature be witnessed by two persons.

D. Effective immediately, all documents requiring the Chairman’s

signature shall be handled in the following manner:

1. After review by the County Attorney’s Office has been completed and all suggested changes are implemented AND prior to submission to Administration for placement on the Board’s Agenda, the ORIGINAL documents are to be provided to Legal for formal signoff. The County Attorney’s office has a stamp that reads: “Approved as to form and legal sufficiency,” that must have the signature of the attorney approving the document as well as the date it was approved by that attorney.

2. The original documents will then be hand-delivered by Legal to

Shirley Gafford, Program Coordinator, for placement on the Board’s Agenda or returned to the requesting bureau in accordance with the request. NOTE: The backup copy of any legal documents (agreement, lease, memorandum of understanding, etc.), must also be stamped by Legal and can either be a copy of one of the originals or the copy can be stamped.



3. The County Attorney’s office must have ample time to review all documents. It is requested that bureaus afford the County Attorney’s Office no less than five working days to review the document for placement on the Agenda.

6. The Clerk to the Board’s Office prepares its log sheets for numbering Resolutions

and Ordinances using four-digit numbers for the calendar year. Therefore, please prepare sign documents for which the Clerk’s Office will assign the chronological numbers in the following manner by calendar year:

RESOLUTION NUMBER R2008-__________ ORDINANCE NUMBER 2008-____________

There is usually only one original Resolution. There are only a few exceptions in which more than one original is required, and those will be handled on a case-by-case basis. The Clerk’s Office retains the original and will issue, as needed, a “duplicate original” or “certified copy”. There is only one original Ordinance. It is filed with the Florida Department of State and returned to the County.

7. INTERLOCAL AGREEMENTS, in accordance with Florida Statutes163.01, must be filed with the Clerk of the Circuit Court of each county where a party to this agreement is located. When processing the Interlocal Agreement for signature, be sure to provide the funding source for recording fees.

There is only one original Interlocal Agreement that has to be recorded unless the Agreement is with another county or an out-of-state agency/company. In that case, each county must have an original of the Interlocal Agreement to be recorded in their respective county.

8. Documents submitted for signature after the BCC meeting in which they

were approved, must be accompanied by a cover memo addressed to Shirley Gafford, Program Coordinator, documenting the submitting bureau/agency has met all requirements to have the Chairman sign the documents. The Board approval date and a copy of the Resume page must be included.

9. Whenever possible, the submitting bureau/agency should have documents

signed by all other outside parties before submitting to the Chairman for signature. However, in most cases, State agencies take exception to this rule and require that they be the last to execute a document.

10. The County Administrator’s Office maintains a tracking chart for all documents

approved by the Board requiring the Chairman’s signature. A “Transmittal Memo” is sent to the submitting bureau/agency to have documents executed by outside parties with instructions to return one original for the Deputy Clerk’s



Office and one copy for the County Administrator’s file. Bureaus/agencies shall return both the original and copy to the County Administrator’s Office for further handling.

NOTE: Original documents shall not be sent directly to the Deputy Clerk’s

Office with the assumption that a copy will be provided to the County Administrator’s Office by the Deputy Clerk. Although we all work together to track documents through to completion to close out the files, it is not the Clerk’s responsibility to provide us with copies of documents. Also, if we are unaware that documents are being sent directly to the Clerk, it results in unnecessary time and effort being expended making phone calls and researching files in an effort to locate the document(s).

11. Under no circumstances shall bureaus send documents requiring the

Chairman’s signature directly to the Chairman. All sign documents are to be routed through the County Administrator’s Office.

Part V – Guidelines for Recommendation Requesting Scheduling of a Public Hearing Page 1 of 2

Revised: June 2008 Slgaffor/wpf/agenwks/Part-IV-rec-scheduling-PH.doc

V. GUIDELINES FOR RECOMMENDATION REQUESTING SCHEDULING OF PUBLIC HEARING

1. Once it is determined a Public Hearing is required, call Shirley Gafford, Program

Coordinator, County Administrator’s Office, at 595-4916 to request a time. You will provide the appropriate BCC meeting date, and the County Administrator’s Office will provide the time.

2. Write a Recommendation requesting the Board to schedule a Public Hearing for

that specific date and time, stating the purpose for the Public Hearing. The Board has requested backup be provided, maps, Ordinances, etc.

3. After the Board approves the scheduling of the Public Hearing, a second

Recommendation must be prepared, requesting the desired action by the Board at the actual Public Hearing. This Recommendation will require applicable backup when submitted for placement on the Board’s Agenda.

4. NOTE: In some situations, such as certain land use cases, it may be

necessary to hold more than one Public Hearing. Keep in mind that each Public Hearing will require a separate date/time and must be scheduled via a Recommendation.

5. The bureau/agency requesting the Public Hearing is responsible for all

advertising.

6. All advertisements for Public Hearings must include the following components:

A. ADA requirement per Florida Statute. B. Notation that verbatim transcript is not provided and interested

parties must provide court reporter at own expense. C. The statement, “Board of County Commissioners of Escambia

County, Florida”.

7. Ordinances must be reviewed by the County Attorney’s Office (or outside agency’s attorney) prior to advertising. Most Ordinances must be advertised 10 days prior to the Public Hearing date in which the Ordinance is to be considered. However, be sure to check with the County Attorney’s Office for your particular situation.

8. All legal questions concerning Public Hearings shall be directed to the County

Attorney and not the County Administrator.

9. A Proof of Publication must be provided to the Deputy Clerk’s Office prior to the meeting in which the Public Hearing will be held.

Part V – Guidelines for Recommendation Requesting Scheduling of a Public Hearing Page 2 of 2

Revised: June 2008 Slgaffor/wpf/agenwks/Part-IV-rec-scheduling-PH.doc

10. If a bureau states in an advertisement that the Deputy Clerk’s Office has a copy of the document on file for public review, the bureau is responsible for ensuring a copy of said document is sent to the Deputy Clerk prior to the advertisement being published.

11. The Department of State requires that Ordinances must be accompanied by a

CODRS (County Ordinance Data Retrieval System) form. The County Attorney’s Office will be responsible for completing the CODRS forms. Therefore, an original copy of the Ordinance shall be sent to the County Attorney’s Office for review prior to advertising the notice to adopt/amend. If there are no legal deficiencies, the County Attorney’s Office will attach the completed CODRS form and return the completed package for submission to the Board with the Recommendation. Once the package is returned, the following steps shall be taken:

A. Prior to publication of the Notice of Public Hearing, provide a draft copy to

the Deputy Clerk’s Office for public review.

B. The original Ordinance/CODRS form shall be provided to Shirley Gafford, preferably prior to the BCC meeting. Typically the Chairman’s signature will be obtained immediately following the BCC meeting in which the Ordinance is adopted.

C. Once the Chairman has signed the original Ordinance, it will be forwarded

to the Deputy Clerk’s Office to be attested and subsequently mailed along with the CODRS form, to the Secretary of State for filing.

Part VI – Add-On Preparation Page 1 of 2

Revised: June 2008 Slgaffor/wpf/agenwks/Part-V-add-on-prep.doc

VI. ADD-ON / REVISION / REPLACEMENT RECOMMENDATION PREPARATION

1. An item is considered an Add-on after the County Administrator’s deadline. This includes Recommendations, Information Reports, discussion issues, etc.

2. Add-on items shall be limited to those issues considered time-sensitive, an

emergency, or having financial impact on the County that cannot wait to be addressed at the next BCC meeting. Effective May 9, 2008, the procedure for an Add-on is as follows:

A. Bureau Chief presents request to the County Administrator. B. Upon approval, the County Administrator will present the Add-on

request to the Chairman and notify the Bureau Chief whether or not the item will be added.

C. The Bureau Chief/staff calls Shirley Gafford, Program Coordinator,

for an Add-on number, then provides the original Recommendation signed or initialed by the Bureau Chief, signed by the County Administrator, and initialed by the Chairman of the BCC or the Commissioner adding the item, plus 30 copies for distribution. The copies must be labeled, double-sided, stapled (if applicable).

3. Format for preparing an Add-on is the same as for any other Recommendation

(font face and size, established format, etc.)

4. All backup material such as Resolutions, Ordinances, Agreements, Contracts, Resume pages, etc., must be included.

5. The submitting bureau is responsible for securing all necessary signatures

(Purchasing, Budget, Legal, etc.), as required.

6. When a bureau prepares an Add-on item, the bureau is responsible for calling and requesting an Add-on number from Shirley Gafford, Program Coordinator, County Administrator’s Office, at 595-4916. Any item specifically requested by a commissioner will be an Add-on for that particular commissioner. All other Add-ons will be assigned an Add-on number under the current chairman.

7. Do not request an Add-on number until your Recommendation is already

prepared and ready for labeling and copying. This is to help ensure that a number is not skipped because the issue “was dropped” before a recommendation was prepared. It is understood, however, that a commissioner is free to remove an Add-on they have placed on the Agenda any time before or during the meeting.

Part VI – Add-On Preparation Page 2 of 2

Revised: June 2008 Slgaffor/wpf/agenwks/Part-V-add-on-prep.doc

8. It is not necessary to have the “Concur” signature of the County Administrator prior to making 30 copies for Replacement/Revised Recommendations. However, the “Concur” signature must be on the original hard copy.

9. The bureau is responsible for correctly labeling the Add-on at the top right-

hand corner of the first page. It shall include the Add-on number (under the appropriate commissioner) or the Agenda item number (for revisions, replacements, etc.), the date of the BCC meeting, and which meeting (i.e., BCC, C/W, Special Meeting, etc.), as shown in the two examples below:

Example #1 Example #2 Add-on #1 Revised Recommendation Comr. Young CAR III-5 02-04-2008 BCC 02-04-2008 BCC

10. Examples of the most common labeling verbiage are listed below:

A. Add-on #____ shall be used for an item that is being distributed for the first time and not listed on the original Agenda.

B. Backup Recommendation shall be used for an item that is being

distributed for the first time and is listed on the Agenda as being distributed under separate cover.

C. Additional Backup shall be used when additional information is being

provided outside of what has already been distributed.

D. Revised Recommendation shall be used when changes have been made to the original Recommendation after distributing/posting. NOTE: Be sure to strike through/strikeout (strikeout) any old/deleted information and underline (underline) any new/added information. DO NOT USE RED TYPE TO DELINEATE REVISIONS.

E. Replacement Recommendation shall be used when numerous or

complicated changes have been made to the original Recommendation after distributing/posting. In this situation, the original Recommendation distributed will be discarded and replaced with the new one.

11. NOTE: When the County Administrator’s Office prepares the “Add-on

Items/Backup Cover Sheet” for the Commissioners, County Administrator, County Attorney, and Clerk’s Office, the subject line is used to list each Add-on. Therefore, it is imperative the subject line be clear and concise. Do not simply use a PD number, PO number, Supplemental Budget Amendment number, etc., alone in the subject line. Be sure to identify the subject matter as well.

Part VII – Miscellaneous Information Page 1 of 2

Revised: June 2008 Slgaffor/wpd/agenwks/Part-VI-misc-info.doc

VII. MISCELLANEOUS INFORMATION

1. When the Board refers an item to a specific meeting, the bureau chief should either provide a Recommendation or Information Report addressing the item. If there is insufficient time to coordinate with outside parties, legal review is required or if insufficient time is provided to address the issue, the bureau chief is responsible for providing an explanation to the Board at the BCC Meeting, preferably through an Information Report.

2. For indexing purposes, the Deputy Clerk’s Office uses the information provided

in the “Recommendation” portion of the memorandum. Therefore, please ensure that all the pertinent information is provided in the ”Recommendation” as outlined in Part I, Guidelines for Preparing Recommendations for Board Agenda.

3. Naming files in Livelink – The name of the file you attach to the Livelink

Workflow should be the same name as the Workflow. When Recommendation files are moved from the workflow to the appropriate folder, i.e. the County Administrator’s Report, the files will be listed alphabetically by the Bureau/Division acronym (NCSB-NR – (Neighborhood and Community Services Bureau, Neighborhood Redevelopment). This is a very important tool for the person who is preparing the electronic full Agenda package in identifying the order of the Recommendations on the Agenda.

CORRECT EXAMPLE: NCSB-CDW-Ratify Voluntary Cleanup Tax Credit-2008-02-07 INCORRECT EXAMPLE: REC ACE Hummingbird CO 2-07-08.pdf

4. Do not scan Recommendations before you place them in Livelink. You can

save your Recommendation as a PDF document, scan your backup and save it as a PDF document, then make a composite file of the entire document to attach to the Livelink Workflow. The Recommendation you place in Livelink must be identical to the hard copy you send to the County Administrator for signature.

If you scan the Recommendation, the staff person preparing the Agenda cannot copy and paste from the Recommendation, which is necessary in order to create the Agenda document.

Part VII – Miscellaneous Information Page 2 of 2

Revised: June 2008 Slgaffor/wpd/agenwks/Part-VI-misc-info.doc

5. Capitalization of Commonly Used Words (This is for consistency only.) Agreement Amendment Board’s Minutes Change Order Contract Easement Escambia County Code of Ordinances (Do not use Code of Ordinances) Fiscal Year 2007-2008 (Do not use FY 07-08) Grant Inc. Lease Official Records Ordinance Public Hearing Purchase Order Resolution Task Order

Commonly Used Hyphenated Words not-for-profit not-to-exceed one-half, one-third, etc. out-of-County project-by-project right-of-way

ESCAMBIA COUNTY AGENDA RECOMMENDATION … · 16. Funding source, cost center, and account code...

Documents

Transcript of ESCAMBIA COUNTY AGENDA RECOMMENDATION … · 16. Funding source, cost center, and account code...