HomeMy WebLinkAboutResolution_3-24_7/11/2024 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 Proiects: 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.
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. Not-for-Profits: Funds may be used to support local non-profit organizations within the
Palm Beach County area. Eligible non-profits must be designated as either 501(c)(3) or
501(c)(6) organizations.
Eligible 501(c)(3) Organizations: These are organizations that are recognized for
their charitable, educational, religious, or scientific purposes and operate as non-
profit entities. Funding can support their programs, services, and operational
costs that benefit the community.
Eligible 501(c)(6) Organizations: These are membership-based organizations
such as trade associations, chambers of commerce, and professional societies.
Examples include the Palm Beach County League of Cities, Florida League of
Cities, and the Palm Beach County City Management Association. Funding can
be used to support their activities that promote professional development,
advocacy, and community improvement initiatives.
g. Staff Recognitions: Funds may be used for staff recognitions and are intended to foster
a positive work environment and acknowledge the contributions of our team members.
Recognitions may include but are not limited to:
Meals: Provision for staff meals, team gatherings, celebrations, or special events.
Cards: Purchase of cards to express gratitude, appreciation, or congratulations to staff
members for exceptional performance, milestones, or achievements.
Small Gift Cards: Distribution of small gift cards as tokens of appreciation.
All expenditures related to staff recognitions should be aligned with organizational and
county and state ethics policies.
h. Transfer of Funds: Council Members have the flexibility to transfer their allocated unused
funds to another council member.
i. Position Incidentals: Council Members can utilize their allocated funds to cover position
related incidentals such the purchase of a Village issued cell phone and monthly service
fee, business cards and logo attire, etc.
j. 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. Council approval on a case-by-case basis will be required for a Council
Member to use more than the 50% quota.
Section 4. Ineligible Uses of Discretionary Funds:
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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.
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.
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RESOLUTION DATE
3-24 07/11/24
MOTION Council Member Patrick Painter SECOND Council Member Laurie Brandon
FOR AGAINST ABSENT CONFLICT
Mayor Molly Young 7 ❑
Vice-Mayor Rick Sartory ✓0 ❑ ❑ ❑
Council Member Laurie Brandon ✓V ❑ ❑ ❑
Council Member Patrick Painter 7 ❑ ❑ ❑
Council Member Jayson E. French ❑ ❑ ✓0 ❑
The Mayor thereupon declared the Resolution duly passed and adopted.
MAYOR OF TEQUESTA:
Molly Young
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Lori McWilliams, MMC
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