01.02.11 - Interdepartmental Special Event Assistance
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 01 Administration Policy No. 01.02.11 SECTION: 02 Administrative Directive Page: 1 of 2 SUBJECT: 11 Interdepartmental
Special Event Assistance PURPOSE: To address the historical issue of budgeting for Special Event assistance in addition to notifying department heads of requests for staff involvement.
All departments hosting events will prepare the required paperwork; assisting departments will respond with cost estimates, the Recreation and Parks Department Grants Coordinator will
facilitate the process. Finance Department will prepare project codes to assist event host in tracking event expenses. POLICY: To provide a process for the department hosting an event
to request assistance and for assisting department(s) to provide cost estimates so the event budget covers all interdepartmental assistance whenever possible. If the departmental assistance
cost overburdens the event budget, the hosting department should complete the Budget Suggestions for Other Than Originating Department form and submit it during the City’s budget process.
The outcome will be determined in the budget process. PROCEDURE: Event requires assistance from multiple departments (Steps 1 – 6) 1. Annually, by January 15, each department requesting
assistance will electronically submit the following to the Grants Coordinator, Recreation & Parks Department: • Calendar of Annual Events January through September (for budgeting purposes),
include event name, date, time, location and event coordinator. • Departmental Assistance Memo for each upcoming fiscal year event with a breakdown of departmental assistance needed
for each event. (See Attachment A) 2. The Calendar of Events and Departmental Assistance Memo(s) will be e-mailed (by Grants Coordinator) to the department head or his designee for review
and response. Finance Department will receive a Calendar of Events to assign Project Codes. 1
2 3. Annually, by February 15, the department providing the personnel or equipment responds (via e-mail through Grants Coordinator) to the requesting department with a cost estimate
for event budget preparations, i.e. over time, dumpster fees, etc. The department hosting the event is responsible for all event costs. If the departmental assistance cost overburdens
the event budget, the hosting department should complete the Budget Suggestions for Other Than Originating Department form and submit it during the City’s budget process. The outcome
will be determined in the budget process. 4. To track expenditures, Finance Department will e-mail the assigned Project Code to staff responsible for departmental payroll and the Event
Coordinator. 5. Following the event, the Event Coordinator is responsible for obtaining finance records and providing a total departmental assistance cost for their department’s event.
6. New events throughout the year, may be submitted a minimum of one month prior for review and coordination. Note: Personnel and equipment subject to availability. Event only involves
borrowing equipment from Recreation & Parks Department (Steps 1 – 3 below) 1. Use the Recreation & Parks Department Equipment Rental Form (Attachment B). 2. Forms may be submitted at
any time. Equipment available on a first come, first served basis. 3. Submit your completed form to the following staff: Recreation Manager, Civic Center -10 x 10 Tents, tables, chairs,
sound system. Senior Manager, Marketing & Promotions – generator. Senior Manager, Ezell Hester Jr. Community Center – tables & chairs, volleyball equipment. Recreation Supervisor, Art
Center – Bounce House. EFFECTIVE DATE: January 15, 2004 Kurt Bressner Kurt Bressner, City Manager