A1120 REDLINE 06.12.23_FINAL.PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: COMMUNITY OUTREACH Policy Number: A1120 Current Adoption Date: 07-27-2022MM- DD-2023 Current Implementation Date: 07-27-2022MM- DD-2023 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-18-21-034-X- 021 Original Adoption Date: 12-09-2020 I. PURPOSE The purpose of this policy is to define allowable expenses related to Community Outreach and other strategic initiatives or events in which the Board of Supervisors either are engaged or participate. The Board of Supervisors are in a unique position to connect with citizens in their respective districts to promote the County’s Strategic Plan and services provided. As a result, the Board of Supervisors may participate in activities that provide a benefit to the County and its citizens. The following outlines policies and procedures related to the unique nature of Board of Supervisors initiatives and activities. II. APPLICATION This Policy applies to the Maricopa County Board of Supervisors. III. POLICY A. Community Outreach Initiatives 1. The Maricopa County Board of Supervisors may incur expenditures associated with community outreach and engagement, town hall meetings, or other initiatives that provide a benefit to County citizens. a. These initiatives may include, but are not limited to: i. Events that promote education and awareness for healthcare, social services, youth focused, or other services that are provided by Maricopa County. The County may partner with other governments or organizations (profit or non-profit) that provide similar or complementary services. ii. Events that promote citizen engagement and align with the Board of Supervisors’ Strategic Priorities and/or the County Strategic Plan. iii. Events that promote community outreach and citizen engagement on issues such as zoning ordinances or other topics that require engagement and feedback within the community. b. These initiatives may not include: i. Events, vendor engagement and participation, or participation with other organizations that may be construed as a potential conflict of interest, benefitting political interest groups, or having a personal financial interest. 2. For community outreach initiatives, town hall meetings, and other events or initiatives that provide a benefit to county citizens, each Board Member will: Policy Title: COMMUNITY OUTREACH Policy Number: A1120 Current Adoption Date: 07-27-2022MM- DD-2023 Page 2 of 4 a. Prior to the community outreach initiative, ensure that they have budget capacity within their District budget or within funds budgeted for use by each Board office to benefit communities within the unincorporated area of the County. b. Prior to the community outreach initiative, the Board Member will document the purpose of the event and how the event provides a benefit to County citizens by completing the Community Outreach Authorization Form. In addition, when necessary, the documentation will include the specific benefit to unincorporated Maricopa County. c. Prior to the community outreach initiative, the Board Member will obtain the approval of another Board Member by evidence of signature on the Community Outreach Authorization Form. d. Within 30 days after the community outreach initiative, the Board Member will submit to the Clerk of the Board, the Community Outreach Authorization Form, copies of all paid invoices, receipts, and advertisements (as applicable), and any additional items supporting the event. The Clerk of the Board will retain the records in compliance with the Record Retention Laws and provide the documentation if requested for audit purposes. e. Prior to the community outreach initiative, the Board Member will ensure purchases are made in full compliance with Maricopa County Procurement Code, section MC1-347 and purchase from existing County contracts whenever possible. f. All community outreach initiatives that do not result in a cost to the County, will not require the completion of the Community Outreach Authorization Form. 3. Allowable costs for the community outreach initiatives, etc., may include, but are not limited to: a. Food and beverages (water, coffee, light snacks, etc.). b. Facility rental (site location such as a community center or clubhouse, business or restaurant meeting room, school facility, community parks, etc.). c. Equipment rentals (chairs, booths, etc.), solid waste (portable toilet) facilities, permits or other costs related to the event. d. Advertisement for the event (social media, County webpage, Board Members webpage, etc.) or another form of media advertising. Advertising may also be partnered with other governments or organizations (profit or non-profit). e. Other costs that may be required to obtain community participation. These costs are at the discretion of each Board Member but should be nominal in value. For example, other costs may include hand-out items, promotion materials, or other activities or items that encourage or promote participation. 4. Expenditures related to community outreach initiatives, etc., will come from each Board Member’s approved annual budget or from budgeted funds identified for use by each Board office. a. Prior to planning any community outreach initiative, each Board Member must have the funding amount available within their approved departmental budget or within funds budgeted for use by each Board office to benefit communities within the unincorporated area of the County. Policy Title: COMMUNITY OUTREACH Policy Number: A1120 Current Adoption Date: 07-27-2022MM- DD-2023 Page 3 of 4 b. The maximum cost for each community outreach event, etc., charged directly to the Board Member’s approved departmental budget is $510,000. Events may cost more than $510,000, but the additional cost will not be paid by the County. c. Regardless of how many events occur during a fiscal year, Tthe total cost for all events charged directly to the Board Member’s approved departmental budget per fiscal year will not exceed $135,000 per Board Member. Revision History Version Revision Date Description of Revision 1 12-09-2020 Initial version. (C-18-21-034-X-00) 2 07-27-2022 Increase limit of total cost of all events charged to Board Member’s approved budget from $6,000.00 to $15,000.00 and add that a Board Member should make purchases from existing County contracts whenever possible. (C-18-21-034-X-01) 3 MM-DD-2023 Remove requirement that funds be spent in unincorporated areas of Maricopa County to align with changes to Waste Management Agreement.; add that purchases are to be made in full compliance with Maricopa County Procurement Code, section MC1-347; due to rising costs, increase maximum cost per event from $5,000 to $10,000 and increase limit of total cost of all events charged to Board Member’s approved budget per fiscal year from $15,000 to $35,000. (C-18-21-034-X-02) Maricopa County Board of Supervisors Community Outreach Authorization Form I, Board of Supervisor member, , authorize the expenditure from District to: . The benefit to the citizens of Maricopa County is: The full cost of the event shall not exceed: $___________________ . The estimated County cost for the community outreach event will not exceed $510,000. All applicable invoices and support will be provided to the Clerk of the Board within 30 days after the event date. As provided above, the Community Outreach program is beneficial to County citizens. All expenditures comply with the applicable County policies (including Code of Conduct, P-card Policy and Travel Policy as applicable). In additional, the expenditures do not violate Conflict of Interest laws (A.R.S. §38-501 through 38-511). Authorized by Board of Supervisor member Date Approved by Board of Supervisor member Date