Miami-Dade Corrections & Rehabilitation Department Policy 6-006 (2012) PDF

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-006 YEAR: 2012 VERSION: 1 SUBJECT: ACCEPTANCE (NOTIFICATION) OF GIFTS, FEES, LOANS OR VALUABLES EFFECTIVE DATE: Jun...

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-006 YEAR: 2012 VERSION: 1 SUBJECT: ACCEPTANCE (NOTIFICATION) OF GIFTS, FEES, LOANS OR VALUABLES EFFECTIVE DATE: June 11, 2012 SUPERSEDES: September 28, 2001 MODIFICATIONS: All Pages TABLE OF CONTENTS I. POLICY II. PROCEDURES A. Employee Restrictions/Responsibilities B. Offers of Gifts Valued at Less than $1,000 C. Offers of Gifts Valued at $1,000 or More D. Monetary Donations E. Product Samples F. Donated Item(s) G. Reporting Requirements III. CROSS REFERENCES IV. RELATED REFERENCES V. ACCREDITATION STANDARDS VI. REVOCATIONS I. POLICY When it is in the best interest of the Miami-Dade Corrections and Rehabilitation Department (MDCR), the Director shall exercise the authority to accept or reject gifts being offered to MDCR when the fair market value of the gift is less than $1,000 and seek the Mayor or designee’s approval to accept gifts with a fair market value of $1,000 or more. II. PROCEDURES A. EMPLOYEE RESTRICTIONS/RESPONSIBILITIES 1. No person employed by MDCR shall use his/her departmental position, identification or badge for personal or financial gain, or for obtaining privileges not otherwise available except in the performance of official duty or as Page 1 of 4 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-006 YEAR: 2012 VERSION: 1 SUBJECT: ACCEPTANCE (NOTIFICATION) OF GIFTS, FEES, LOANS OR VALUABLES authorized as a Miami-Dade County benefit as stipulated in Miami-Dade County Procedure Number 436 “Employee Discount Program”; 2. Pursuant to Florida Statute 112.313, standards of conduct for public officers, employees of agencies, and local government attorneys; employees shall not accept directly or indirectly any gift, gratuity, loan, fee or anything of value that arises from or is offered as a result of departmental employment except under the provisions of Miami-Dade County Administrative Order (AO) 1-3 “Gifts to the County”; 3. Employees shall not solicit the aid of any individual or group outside MDCR for assistance in procurement of transfer, duty assignments or promotion. B. OFFERS OF GIFTS VALUED AT LESS THAN $1,000 An employee receiving an offer of a gift for MDCR shall detail the offer in an action memorandum. The action memorandum shall be submitted to the Director through the appropriate chain of command. The action memorandum shall describe the gift and donor, reason for the gift, and a statement indicating that the gift was not solicited. In addition, a letter shall be prepared to the donor for the Director’s signature expressing gratitude for the gift on behalf of MDCR. C. OFFERS OF GIFTS VALUED AT $1,000 OR MORE When a gift that is being offered to MDCR is valued at $1,000 or more, the employee receiving the offer shall submit an action memorandum to the Director through the appropriate chain of command. The action memorandum shall describe the gift and donor, reason for the gift, and a statement indicating that the gift was not solicited. An action memorandum shall also be prepared from the Mayor or designee as well as a letter to the donor for the Mayor or designee’s signature expressing gratitude for the gift on behalf of the Board of County Commissioners. D. MONETARY DONATIONS Monetary donations approved for acceptance by either the Director or the Mayor or designee shall be deposited in an appropriate County trust fund or other fund account approved by the Miami-Dade County Finance Department. Page 2 of 4 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-006 YEAR: 2012 VERSION: 1 SUBJECT: ACCEPTANCE (NOTIFICATION) OF GIFTS, FEES, LOANS OR VALUABLES E. PRODUCT SAMPLES If deemed appropriate, all samples received from a vendor shall be forwarded to the appropriate Facility/Bureau Supervisor for testing and evaluation, through the Procurement Unit Supervisor. F. DONATED ITEM(S) All donated item(s) from an inmate or inmate’s family member shall require a Donated Item(s) Disclaimer form signed by the inmate or family member. The signed form acknowledges that the donated item(s) shall become the property of Miami-Dade County and not the personal property of the inmate. The signed form also acknowledges that donated item(s) shall not result in special treatment or benefits to any staff or inmate. Upon release or transfer of the inmate, the donated item(s) shall remain at the facility where it was donated. G. REPORTING REQUIREMENT An itemized list of all gifts, regardless of acceptance or rejection, shall be forwarded to the Materials Management Bureau (MMB). The MMB shall prepare a quarterly memorandum to the Mayor or designee via the chain of command itemizing gifts that have been accepted or rejected. Those items that were accepted and have a value of $1000 or more shall be tracked as part of the capital inventory. III. CROSS REFERENCES DSOP Volume 1 Department Standards, 1.1.012 “Discretion and Limits of Authority” DSOP Volume 2 Rule 2.2.021 “Testimony on Behalf of Defendant” DSOP Volume 2 Rule 2.2.022 “Weapons in Court” DSOP Volume 2 Rule 2.2.026 “Refusal to Render an Administrative Statement” IV. RELATED REFERENCES Florida Department Law Enforcement’s Correctional Officer Conduct Rule 6.3 and Page 3 of 4