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HomeMy WebLinkAboutDocumentation_Workshop_Tab 02_6/3/2024 Agenda Item #2. Regular Council STAFF MEMO Meeting: Workshop - Jun 03 2024 Staff Contact: Jeremy Allen, Village Manager Department: Manager Discussion on Proposed Resolution for Use of Discretionary Funds RESOLUTION 3-24, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ESTABLISHING A COUNCIL DISCRETIONARY FUND USAGE POLICY, ALLOCATION OF FUNDS, ELIGIBLE USES, INELIGIBLE USES, ACCOUNTABILITY, TRANSPARENCY, AMENDMENTS, COMPLIANCE REVIEW AND EVALUATION AND SETTING AN EFFECTIVE DATE. M. During the April, 2024 Regular Council meeting, staff was asked to develop a policy for the use of discretionary funds to bring back for discussion and consideration. The proposed policy will help ensure transparency, accountability, and responsible use of the allocated funds; enabling the Village to continue promoting good budgetary governance. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561- 768-0443. BUDGET AMOUNT N/A AMOUNT AVAILABLE N/A EXPENDITURE AMOUNT: N/A FUNDING SOURCES: N/A IS THIS A PIGGYBACK: ❑ Yes ❑ N/A DID YOU OBTAIN 3 QUOTES? ❑ Yes ❑ N/A COMMENTS/EXPLANATION ON SELECTIONN/A RES 3-24 Council Discretionary Fund Usage Policy Page 9 of 12 Agenda Item #2. RESOLUTION 3-24 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ESTABLISHING A COUNCIL DISCRETIONARY FUND USAGE POLICY, ALLOCATION OF FUNDS, ELIGIBLE USES, INELIGIBLE USES, ACCOUNTABILITY, TRANSPARENCY, AMENDMENTS, COMPLIANCE REVIEW AND EVALUATION AND SETTING AN EFFECTIVE DATE. WHEREAS, the Village of Tequesta desires to establish a uniform Council Discretionary Fund Usage Policy to establish guidelines for the appropriate and responsible use of discretionary funds allocated to the Village Council: and WHEREAS, these funds are intended to be utilized for local needs such as municipal travel (conferences and workshops), public initiatives and projects, non-profit donations, and community welfare activities that enhance the well-being and development of the village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1. This policy applies to all members of the Village Council, including elected officials, administrators, and employees responsible for managing discretionary funds. Section 2. Allocation of Discretionary Funds: a. Discretionary funds shall be allocated annually as part of the village's budgeting process. The allocation amount will be determined based on the financial resources available to the village and the identified needs of the community throughout the year. b. The allocation of discretionary funds shall be documented and transparent, with clear records maintained regarding the source of funds and their intended purpose. c. Village Staff shall provide monthly reports to Council regarding the allocation and utilization of discretionary funds, promoting transparency and accountability in the decision-making process. Section 3. Eligible Uses of Discretionary Funds: a. Community Projects: Funds may be used to support projects aimed at improving infrastructure, public facilities, and amenities within the village, such as parks, roads, and community centers. b. Social Welfare Initiatives: Funds may be utilized to attend support programs and initiatives that address the social, economic, and health needs of residents, including but not limited to, healthcare services, education initiatives, and poverty alleviation programs. c. Cultural and Recreational Activities: Discretionary funds may be allocated to support cultural events, festivals, and recreational activities that promote community engagement, cultural activities, and/or social cohesion. Page 10 of 12 Agenda Item #2. d. Emergency Relief Efforts: In the event of natural disasters, emergencies, or unforeseen crises affecting the village, discretionary funds may be used to provide immediate relief and support to affected individuals and communities. e. Village Representation: Funds may be used for attendance at meetings, conferences, workshops and legislative assemblies when acting in the official capacity as an elected official for the Village of Tequesta. f. Pro-rata Use: Council seats that are up for election may only use up to 50% of the allocated funds until the new council member takes office, or unless the seat is unopposed. Section 4. Ineligible Uses of Discretionary Funds: a. Political Uses: Funds may not be used for political activities and candidate campaigns, except for a municipal purpose such as attending the Florida League of Cities Legislative Days or Palm Beach County Days. b. Personal Uses: Funds may not be used for personal items such as personal travel, personal bills, personal gifts or personal donations. Section 5. Approval Process: a. Requests for the use of discretionary funds must be submitted in writing via email or a memo to Village Staff for review and approval. The request should include a description of the proposed project or initiative, its objectives and the amount of the expenditure. b. A W9 for the entity must be included. c. Village Staff shall review each request based on its alignment with the eligibility criteria outlined in this policy, the availability of funds, and compliance with any purchasing policy requirements. Section 6. Accountability and Transparency: a. All expenditures of discretionary funds must be documented and reported by established financial procedures and regulations. b. Regular review shall be conducted by Finance staff to ensure compliance with this policy and to verify the proper utilization of discretionary funds. c. All requested expenditures must be in compliance with the Palm Beach County and Florida Ethics Commission rules and regulations. Section 7. Amendments to the Policy: Any amendments or revisions to this policy shall be proposed and approved by the Village Council through a formal resolution. Section 8. Compliance: Failure to comply with this policy may result in disciplinary action, including but not limited to, the suspension or revocation of discretionary fund privileges and other appropriate measures as determined by the Village Council. 2 Page 11 of 12 Agenda Item #2. Section 9. Effective Date: This policy shall take effect upon approval by the Village Council and shall remain in force until amended or repealed. Section 10. Review and Evaluation: This policy shall be subject to periodic review and evaluation to ensure its effectiveness and relevance to the evolving needs of the community. Amendments may be proposed based on the outcomes of such reviews. Section 11. Conclusion: The Village Council recognizes the importance of responsible stewardship in the management of discretionary funds and is committed to ensuring that these resources are utilized in a manner that maximizes their impact on the well-being and development of the village and its residents. This policy is hereby adopted by the Village Council on March 14, 2024. 3 Page 12 of 12