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Home My Public Portal AboutResolution No. 23-069 - Amending Resolution No. 23-036 to exclude Manager & CommissionSponsored by: Interim City Manager RESOLUTION NO. 23-069 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AMENDING RESOLUTION #23-036 TO EXCLUDE THE CITY MANAGER AND THE CITY COMMISSION FROM THE PROHIBITION OF USE OF PERSONAL FUNDS FOR CITY BUSINESS RELATED MATTERS; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on March 22, 2023, the City Commission of the City of Opa-Locka passed and adopted Resolution 23-036, prohibiting City of Opa-Locka staff from spending personal funds for City business -related matters; and WHEREAS, the Interim City Manager recommends that Resolution. #23-036 be amended to exclude the City Manager and the City Commission from the prohibition on using personal funds for City business -related matters; and WHEREAS, the City Commission finds that it is in the best interests of the City and its residents to amend Resolution #23-036 to exclude the City Manager and the City Commission from the prohibition on the use of personal funds for City business -related matters. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: SECTION 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby amends Resolution #23- 036 to exclude the City Manager and the City Commission from prohibition on the use of personal funds for City business -related matters. SECTION 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors, which do not affect the intent of this Resolution may be authorized by the Interim City Manager, following review and approval by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. Resolution No. 23-069 APPROVED AS TO FORM AND LEGAL SUFFICIENCY: SECTION 4. EFFECTIVE DATE This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. PASSED and ADOPTED this 24th day of M 023. John Tay rJr., Mayor TEST: nna Flores, City Clerk `Burnadette Norris -Weeks, P.A. City Attorney Moved by: Commissioner Williams Seconded by: Commissioner Bass VOTE: 5-0 Commissioner Bass YES Commissioner Kelley YES Commissioner Williams YES Vice Mayor Ervin YES Mayor Taylor YES City of Opa-locka Agenda Cover Memo City Manager: Darvin Williams CM Signature: Danui c ZUcikiamd Commission Meeting Date: 05.24.2023 Item Type: (EnterX in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading. (EnterX in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: Account# : (Enter Fund & Dept) Ex: NA Advertising Requirement: (EnterX in box) Yes No X Contract/P.O. Required: (EnterX in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (EnterX in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Area: Strategic Plan Obj./Strategy; (list the specific objective/strategy this item will address) X • MI MI Sponsor Name City Manager Department: City Manager Short Title: A resolution of the City Commission of the City of Opa-locka amending Resolution 23-036. Staff Summary: On March 22, 2023, the City Commission passed and adopted Resolution 23-036 prohibiting city staff from spending personal funds for city business related matters. The amendment to this resolution shall exclude the City Manager and the City Commission from prohibition. Financial Impact - None Proposed Action: It is recommended the City Commission approve legislation amending Resolution 23-036. Attachment: Resolution 23-036 Sponsored by: Mayor Taylor RESOLUTION NO. 23-036 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, DIRECTING THE INTERIM CITY MANAGER TO PROHIBIT CITY STAFF FROM SPENDING PERSONAL FUNDS FOR CITY BUSINESS RELATED MATTERS; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in the past, City staff has used personal funds to secure goods and services needed for City of Opa-Locka ("City") business matters. Specifically, personal funds have been used for such expenditures as travel and also for upcoming events with reimbursement later being issued upon presentation of appropriate supporting documentation; and WHEREAS, the Interim City Manager shall be prohibited from continuing the practice of permitting City staff from spending personal funds for City business related matters; and WHEREAS, the City Manager shall be responsible for creating a policy and procedures for the submission of requisitions and the creation of purchase orders for goods and services needed by the City to be submitted to the City Commission for approval. The City Manager shall also create a policy for travel expenses (i.e., hotels and airlines) to be presented to the City Commission for approval; and WHEREAS, the City Commission finds it is in the best interests of the City to direct the City Manager to prohibit city staff from spending personal funds for City related business matters. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: SECTION 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby directs the Interim City Manager to prohibit City staff from spending personal funds for City business related matters and create a policy and procedures for the submission of requisitions and the creation of purchase orders for goods and services needed by the City to be presented to the City Commission for approval. The City Manager shall further create a policy for travel expenses (i.e., hotels and airlines) to be presented to the City Commission for approval. Resolution No. 23-036 SECTION 3. CONFLICT Nothing in this Resolution is intended to conflict with State law or existing ordinances pertaining to travel, per diem and reimbursement. SECTION 4. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors, which do not affect the intent of this Resolution may be authorized by the Interim City Manager, following review and approval by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 5. EFFECTIVE DATE This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. PASSED and ADOPTED this 22nd day of March, 2023. John I I. Taylor Jr., Mayor EST: nna Flores, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICIENCY: Burt c tte Norris -Weeks, P.A. Cit ttorney Resolution No. 23-036 Moved by: Commissioner Kelley Seconded by: Commissioner Bass VOTE: 5-0 Commissioner Bass �/ / (Yes) (No) Commissioner Kelley ✓f (Yes) (No) Commissioner Williams V (Yes) (No) Vice Mayor Ervin ✓/ (Yes) (No) Mayor Taylor ✓ (Yes) (No) City of Opa-locka da Cover Memo City Manager: Darvin Williams CM Signature: ) `.- Vt/�V � Commission Meeting Date: 03.22.2023 Item Type: (EnterXin box) Resolution inance Other X Fiscal Impact: (EnterXin box) Yes No Ordinance Reading. (EnterXin box) in Reading 2nd Reading Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Account,/ : (Enter Fund & Dept) Ex: NA Advertising Requirement: (EnterXin box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Communication Area: D Strategic Plan 04/Strategy: (list the specific objective/strategy this item will address) X EN D Image D D Sponsor Name Mayor Taylor Department: City Commission Short Title: A resolution directing the City Manager to prohibit staff from spending personal funds for City business. Staff Summary: in the past, staff used personal funds as payment for expenses related to City business such as travel and events. Reimbursements were issued to staff with the appropriate supporting documentation for the expenses. It is recommended that the interim City Manager shall prohibit staff from continuing the practice of spending personal funds on business expenses. Staff shall observe normal procurement procedures of submitting requisitions for approval and conversion to purchase orders authorizing procurement of goods and services. For travel expense such as hotel reservations, purchase orders will be prepared in sufficient time to allow for conversion to cash to be presented to the hotel upon arrival. Special arrangements will be made in the booking of other travel arrangements such as airlines. Financial impact - There is no financial impact associated with this resolution. Proposed Action: 1 it is recommended that the City Commission approve legislation authorizing the interim City Manager to prohibit staff from spending personal funds for City business. Attachment: