OUTREACH EXPENDITURES POLICY.DOCX

MARICOPA COUNTY INTERNAL POLICY
Policy Number:
N TBD
Current Adoption 
Date:
MM-DD-YYYY
Policy Title:
COMMUNITY OUTREACH
Current 
Implementation Date:
MM-DD-YYYY
Board Agenda 
Number:
C-##-##-###-#-##
Approved by:
BOARD OF SUPERVISORS
Original Adoption 
Date:
New Policy
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 Number:
N####
Policy Title:
COMMUNITY OUTREACH
Current Adoption 
Date:
MM-DD-YYYY
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.
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 budget for use by 
each Board office to benefit communities within the unincorporated area of the County. 
b.
The maximum cost for each community outreach event, etc., charged directly to the Board 
Member’s approved departmental budget is $5,000. Events may cost more than $5,000, but the 
additional cost will not be paid by the County.  
c.
Regardless of how many events occur during a fiscal year, the total cost for all events charged 
directly to the Board Member’s approved departmental budget will not exceed $6,000 per Board 
Member.

Policy Number:
N####
Policy Title:
COMMUNITY OUTREACH
Current Adoption 
Date:
MM-DD-YYYY
Page 3 of 4
Revision History
Version
Revision Date
Description of Revision
1
MM-DD-YYYY
Initial version. (C-##-##-###-#-##)

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 estimated County cost for the community outreach event will not exceed $5,000. 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