Sample Documents

Note: The FGFOA Document Library contains sample RFPs, policies and procedures, and contracts. Local governments using these documents should ensure that they are amended, as appropriate, to apply to the user government’s particular circumstances. The documents contained herein are generally provided to the FGFOA by FGFOA members and associate members. The FGFOA does not endorse, approve, or certify these documents, nor does it guarantee the accuracy, legality, or completeness of the information included in such documents. 

Small Government Resource On-line Manual

The purpose of the Small Government Resources Manual prepared by the Florida Government Finance Officers Association’s (FGFOA) Small Government Committee is to provide persons who administer local, state and federal funds in small governments in Florida a reference source for administering those funds. This manual is intended to be used as a guide in establishing appropriate fiscal policies and procedures and maintaining compliance with various legal requirements. 

Although this manual refers to Florida Statutes in numerous instances to point out legal requirements, it is important to note that a local government may have additional legal requirements that must be followed (i.e., charters or codes).  It is imperative that the local government finance professional be aware of these specific requirements.

This manual represents the contributions and cooperative efforts of the members of FGFOA’s Small Government Committee, as well as colleagues in the FGFOA organization. Readers' comments on the usefulness of this manual, as well as suggestions for future changes or additions, are welcome. Please send any comments to Jeannie Garner, FGFOA Executive Director.

Section one - ACCOUNTING
Section two - ANNUAL FINANCIAL REPORTING
Section three - ANNUAL FINANCIAL AUDIT
Section four - BUDGETING
Section five- CAPITAL PLANNING
Section six - CASH MANAGEMENT AND INVESTING
Section seven - CASH RECEIPTS/ACCOUNT RECEIVABLE New
Section eight - DATES TO REMEMBER COVER  DATES
Section nine - DEBT MANAGEMENT
Section ten - CAPITAL ASSETS New
Section eleven - HUMAN RESOURCES New
Section twelve - INSURANCE New
Section thirteen - INTERGOVERNMENTAL RELATIONSHIPS (in progress)
Section fourteen - PAYROLL New
Section fifteen - PUBLIC RECORDS/SUNSHINE LAW
Section sixteen - PURCHASING (in progress)
Section seventeen - REPORTING REQUIREMENTS
Section eighteen - RETIREMENT PLANS New
Section nineteen - REVENUES New
Section twenty - UNCLAIMED PROPERTY New


 

The Small Government Committee will be continually adding new sections to the manual.  If you have any questions and/or suggestions, please contact Rip Colvin, Chair of the Small Government Committee. 


PLEASE NOTE:
List Serve Documents
Many of the following documents have been posted on one of the four FGFOA List Serves.  These documents are saved and provided for your information, but have not been reviewed or approved by the FGFOA.  You should have your legal counsel review before utilizing.  

Policy & Procedures Samples 

Account Procedures (Winter Haven) 
Asset Activity Form (Citrus County)
Banking Services (Avon Park)
Budget Policies (Clearwater) 
Capital Asset Procedures (Citrus County)   
Capital Improvement (Orlando) 
Cash and Investment (Orlando) 
Cell Phone (Alachua County)
Cell Phone (Cocoa)
Cell Phone (Hallandale)
Cell Phone (Juno Beach)
Cell Phone (Largo) 
Credit Card Payment Voucher (City of Bradenton) 
Credit Card Policy (City of Bradenton) 
Computer and E-mail (Avon Park) 
Debt Policy (Tamarac)
Debt Policy (Naples)
Debt Policy (Citrus County)
Debt Policy (Fort Walton Beach)
Debt and Investment Policy (Nassau County)
Emergency Policy (Clearwater)
Emergency Policy (Gainesville)
Emergency Policy - Pay (Venice)
Emergency Policy - Pay (Bradenton)
Emergency Policy (Kissimmee)
Finance Policy (Naples)  
Finance Procedures Manual (Miami-Dade Expressway Authority) 
Financial Integrity Financial Reporting (Orlando) 
Fixed Asset Form
Fixed Asset Procedures
Fixed Assets (Boca) 
Fixed Assets (Hallandale)
Fixed Assets (Orange) 
Fixed Assets Transfer Form (Pinellas County) 
Fund Balance (Leesburg) 
Fund Balance (Tamarac) 
Fund Balance (Tarpon Springs) 
Fund Balance (Palm Coast) 
Fraud Policy (Hillsborough BCC) 
Fraud Policy (Citrus County)
Fund Balance Policy (Citrus County)
Fund Balance Policy (Fort Walton Beach)
Fund Balance Policy (Nassau County)
Fund Balance Policy (Palm Bay)
Fund Balance Policy (Sarasota County CCC)
Fund Balance Policy (SJRWMD)
Grant Policy (Okaloosa County) 
Investment Policy (Boca Raton) 
Investment Policy (Melbourne) 
Investment Policy (Miami Beach) 
Investment Policy (Orange City) 
Investment Policy (Orlando) 
Investment Plan (Orange City) 
Investment Policy (Tampa) 
Investment Policy (Temple Terrace) 
Leave Policy (Fort Walton Beach)
Leave Policy (Lantana)
Leave Policy (Palm Bay)
Leave Policy (City of Chiefland) 
Natural Disaster Personnel Time - Equipment Log (New Smyrna Beach) 
On-Call Policy (Citrus Clerk)
On-Call Policy (Citrus County)
OPEB Investment Policy (Gainesville)
OPEB Trust (Gainesville)
OPEB Trust (Sarasota)
OPEB Trust (Sarasota County)
Overtime Leave Form (Fort Walton Beach)
Overtime Leave Form (Polk County Sheriff)
P-Card Policy (Boca Raton)
P-Card Policy (Winter Park) 
Policy Fixed Assets (Pinellas County) 
PRR Resolution (Nassau County) 
Purchasing Card (Leesburg) 
Purchasing Card Policy (Cocoa Beach) 
Procurement Card (Orlando) 
Property Control (Orlando) 
Purchasing Card Procedures (St. Johns River Water Management District)  
Petty Cash- Disbursement Limit (Ft. Walton Beach)
Petty Cash- Policy and Procedure (Palm Beach County)
Purchasing Policy - Requisitioning Procedures (Citrus County)
Purchasing Policies (N. Palm Beach County Improvement)
Purchasing Policy - Non-conforming Purchases (Citrus County)
Purchasing Policy - Cash Disbursements (Greenacres)
Purchasing Policy (Citrus County)
Purchasing Policy (City of Casselberry)
Purchasing Policy - Emergency Purchases (Citrus County)
Purchasing Policy (Fort Walton Beach)
Purchasing Policy (Greenacres)
Purchasing Policy (Health Care District of Palm Beach County)
Purchasing Policy (Naples)
Purchasing Policy - Purchase Orders (Citrus County)
Purchasing Policy (Palm Coast)  
Purchasing Policy (St. Johns River Water Management District)
Purchasing Policy - Sole Source Purchase (Citrus County)
Purchasing Policy - Purchase Card Agreement (Naples)
Purchasing Procedures (Cocoa Beach) 
Records Retention (Nassau County)
Red Flag - ID Theft Prevention (Town of Malabar)
Red Flag - ID Theft Prevention (Town of Lady Lake)
Red Flag - ID Theft Prevention (Village of Tequesta)
Revenue Policy (Nassau County)
Stolen Destroyed (Pinellas County) 
Take Home Vehicles (Clearwater) 
TB-Take Home Vehicles (Clearwater)
Taxable Fringe Benefit Recreation Cash Handling (New Smyrna Beach) 
Travel (Boca Raton) 
Travel (Leesburg) 
Travel (Melbourne)
Travel (Orlando) 
Travel (Orange County) 
Travel Policy and Procedure (New Smyrna Beach)  
Travel Policy (Citrus County)
Travel Policy (Ft. Walton)
Travel Policy (Hillsborough County)
Travel Policy - Expense Reimbursement Form (Hillsborough County)
Travel Policy (Naples)
Travel Policy (Palm Bay)
Travel Policy - Travel Authorization (Indian River County Tax Collector)
Travel Policy - Travel Expense Reimbursement Form (Indian River County Tax Collector)
Travel Policy - Travel Form  (Indian River County Tax Collector)
Travel Policy - Travel Training Request (Brevard County Sheriff's Office)
Travel Policy - Travel Form (Naples) 
Uniform Policy (Bonita Springs Utilities) 
Vehicle Policy (Citrus County Clerk)
Vehicle Use (Seminole County)
Vehicle Use and Cell Phone (Citrus County)
Vehicle Use (Clay County)
Vehicle Use Policy (Fort Walton Beach)
Vehicle Use Policy (Seminole County) 



RFP Samples
Armored Car Services(Ft. Lauderdale)
Auction RFP (Hernando)
Auction RFP (Naples)
Auctioneer (Melbourne)
Audit Services (Destin)
Audit Bid Evaluation Sheet (West Melbourne)
Audit Services RFP (West Melbourne)
Audit RFP (Bay County)
Audit RFP (Charlotte County BOCC)
Audit RFP (Charlotte County Constitutional)
Audit RFP (Fl Leg)
Audit RFP (Naples) 
Audit RFP (North Port)
Audit RFP (Sebastian)
Audit RFP (OK County)
Audit Services (Sarasota)
Auditing Services RFP (Collier BOCC)
Audit RFP (Melbourne)
Bank RFP (OK County)
Banking and Merchant Card RFP (Marco)
Banking RFP (Punta Gorda)
Bond Counsel RFP (Punta Gorda)
Bond Counsel (Broward County)
Computer Maintenance (Fort Lauderdale) 
Cost Allocation RFP (OK County)
Debt Collection RFP (Hernando)
Financial Consulting Services RFP (Collier)
Financial-Advisor RFP (OK County)
Financial Advisor (Broward County)
Financial Advisor (Boca Raton) 
Financial Advisor (Pembroke Pines)
Financial Audit Services (Boca Raton)
Grants Aid RFP (Marco)
Impact Fee RFP (Naples)
Impact Fee Studies RFP (Collier County)
Insurance (Sarasota) 
Insurance Broker/Agent Services (Town of Surfside)
Investment Advisor RFP (Citrus County)
Investment Advisor RFP (Pompano)
Property Casualty Liability RFP (Sebastian)
Purchasing Card RFP (Destin)
Risk Management Consultant (Fort Lauderdale)
Underwriter (Broward County) 
Underwriter (Pembroke Pines) 
Website Redesign (Collier County)
Workers Compensation RFP (Sebastian)
  

Sample Spreadsheets
Cash Flow Statement (Venice)
FMASSET - Fixed Asset Maintenance Form
Overtime Leave Request- Timesheet Sample (Satellite Beach)
Travel Expense Reimbursement Form (Citrus County) 
Travel Policy - Car Allowance (Indian River Tax Collector)
Travel Policy - Expense Report (Brevard County Sheriff's Office) 
Travel Policy - Mileage Reimbursement Form (Metroplan) 
Travel Request (Fort Walton)
Travel Log (Fort Walton)
Travel Cover (Fort Walton)
Travel Receipt (Fort Walton)

P.O. Box 10270 · Tallahassee, FL 32302
Phone: (850) 222-9684 · Fax: (850) 222-3806
© 2006 Florida Government Finance Officers Association. All rights reserved.