HomeMy Public PortalAboutResolution No. 23-036 - Prohibit City Staff from Spending personal funds for City Business Related mattersSponsored 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 1 f i. Taylor Jr., Mayor
EST:
a Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Bur tte Norris -Weeks, P.A.
Ci ttorney
Resolution No. 23-036
Moved by: Commissioner Kelley
Seconded by: Commissioner Bass
VOTE: 5-0
Commissioner Bass ✓ (Yes) (No)
Commissioner Kelley ✓ (Yes) (No)
Commissioner Williams ✓ (Yes) (No)
Vice Mayor Ervin ✓/ (Yes) (No)
Mayor Taylor ✓ (Yes) (No)
City of Opa-locka
Agenda Cover Memo
Manager:
Darvin Williams
CM Signature:
it/
4,City
Commission
Meeting
Date:
03.22.2023
Item Type:
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Fiscal
Impact:
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No
Ordinance Reading
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Public Hearing:
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X
Funding
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Advertising Requirement:
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Contract/P.O.
Required:
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RFP/RFQ/Bid#:
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Strategic
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Strategic Plan Priority
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MI
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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:
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: