Legislative Matter

Miami-Dade Legislative Item
File Number: 130500

Printable PDF Format

Clerk's Official Copy

File Number: 130500

File Type: Resolution

Status: Adopted

Version: 0

Reference: R-255-13

Control: Board of County Commissioners

File Name: DEVELOP WEB BASED TRACKING METHOD FOR BOARD DIRECTIVES

Introduced: 3/18/2013

Requester: NONE

Cost:

Final Action: 4/2/2013

Agenda Date: 4/2/2013

Agenda Item Number: 11A7

Notes:

Title:

RESOLUTION DIRECTING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO IMPLEMENT A WEB BASED SYSTEM FOR TRACKING AND REPORTING THE IMPLEMENTATION OF DIRECTIVES APPROVED BY THE BOARD OF COUNTY COMMISSIONERS [SEE ORIGINAL ITEM UNDER FILE NO. 130389]

Indexes:

BOARD DIRECTIVES

Sponsors:	Dennis C. Moss, Prime Sponsor
	Lynda Bell, Co-Sponsor
	Esteban L. Bovo, Jr., Co-Sponsor
	Jose "Pepe" Diaz, Co-Sponsor
	Barbara J. Jordan, Co-Sponsor
	Rebeca Sosa, Co-Sponsor
	Sen. Javier D. Souto, Co-Sponsor

Sunset Provision: No

Effective Date:

Expiration Date:

Registered Lobbyist:

None Listed

Legislative History
Acting Body	Date	Agenda Item	Action	Sent To	Due Date	Returned	Pass/Fail

Board of County Commissioners	4/2/2013	11A7	Adopted				P

County Attorney	3/19/2013		Assigned	Oren Rosenthal	3/19/2013

Economic Development & Port Miami Committee	3/14/2013	2B Amended	Forwarded to BCC with a favorable recommendation with committee amendment(s)				P
REPORT:	Assistant County Attorney Maldonado read the foregoing proposed resolution into the record. Commissioner Jordan inquired whether the system would provide access to memorandums regarding directives. Mary Fuentes, Director, Information Technology Department (ITD) noted, in response to Commissioner Jordan’s inquiry, that currently a system was in place that recorded directives and was accessible to the Mayor (his staff), Clerk of the Board (and staff) and made available to all county operational departments to view. She pointed out the same system would be used to promote transparency as requested in the resolution through the web portal. She noted there was a correspondence tracking system used by the staff of the Mayor’s office which is supported by the county’s technology department; this was part of a plan that the Mayor had presented to the Commission as part of a transparency initiative through the web, this initiative was pending funding approval noted Ms. Fuentes. Commissioner Jordan noted the memorandums closed out directives and she wanted the public to be able to see the timeframes in terms of the requests via a system. Ms. Fuentes noted that this system would support the directives and the comments entered in connection with the directive, when the item was completed it would be reflected in the system and can be accessed through the web. Chair Bell offered an amendment to the foregoing proposed resolution to include the memorandum responding to a request for information, within 24 hours of completing the directive. Ms. Fuentes noted previously Commissioner Barreiro had sponsored legislation regarding transparency and requested that a plan be provided to the commission. This plan was provided to the Board six (6) months ago and it included three (3) phases the first phase of the plan to put the employee salaries and the county’s checkbook on the web has been completed; the second phase, which is pending funding approval, was to add the document tracking system and would also put media requests on the internet. She pointed out that the memos mentioned in this resolution could be added to that system and made accessible at no additional cost. Chair Bell inquired whether all of the Mayor’s memos could be added to this system and made accessible. Assistant County Attorney Oren Rosenthal responded to Chair Bell’s inquiry noting, that was a broad request and that the memos related to directives and relations with the commission could be added, however the memos outside of that purview would be better added in another item that we could prepare upon request. Chair Bell, Commissioners Jordan, Diaz and Souto requested to be added as a co-sponsor to the foregoing proposed resolution. Discussion ensued between Deputy Mayor Osterholt and committee members regarding the difference between a directive and an information request. Commissioner Jordan clarified that a directive was a request to the Mayor to prepare a report, noting that it was the Mayor’s responsibility to report to the commission; directives were not given directly to staff. Assistant County Attorney Oren Rosenthal further clarified the foregoing resolution as drafted was solely for those directives contained within voted motions and resolutions of the Board, it maybe amended to be extended to other directives given by the Board. Commissioner Jordan concurred with Assistant County Attorney Rosenthal and stated she would like to amend the foregoing amendment to extend the language to include individual directives given by commissioners. She pointed out that staff tracked these directives daily and these directives consist of not only items that are voted on but reports that each individual commissioner requests during formal meetings. Hearing no further questions or comments the Committee proceeded to vote.

Legislative Text

TITLE
RESOLUTION DIRECTING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO IMPLEMENT A WEB BASED SYSTEM FOR TRACKING AND REPORTING THE IMPLEMENTATION OF DIRECTIVES APPROVED BY THE BOARD OF COUNTY COMMISSIONERS

BODY

WHEREAS, the Board of County Commissioners issues directives in the form of ordinances, resolutions and motions to the administration and various County departments and agencies; and
WHEREAS, the Board of County Commissioners desires greater transparency in the implementation of these directives; and
WHEREAS, tracking and reporting of directives of the Board of County Commissioners will provide the public insight into the functioning of County government; and
>>WHEREAS, individual Commissioners issue directives for information from the Mayor and the administration during public meetings of the Board or its committees; and<< 1
WHEREAS, the Board of County Commissioners desires that these directives be tracked and reported on a web based system accessible by the public through the County�s web portal,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board directs the County Mayor or County Mayor�s designee to develop and implement a web based system for reporting and tracking directives from the Board of County Commissioners contained in ordinances, resolutions and motions >>and directives from individual Commissioners requesting information during a public meeting of the Board or its committees<< that will be accessible by the public through the County�s web portal. >>The County Mayor or County Mayor�s designee is further directed to post the resolution of the directive, or memorandum responding to a request for information, within twenty-four hours of its completion.<< The County Mayor or County Mayor�s designee shall issue a report to the Board within 90 days of the effective date of this resolution detailing the development and implementation of this system.

1 Committee amendments are indicated as follows: Words double stricken through and/or [[double bracketed]] are deleted, words double underlined and/or >>double arrowed<< are added.