§ 5.22.070. Conditions—Regulations governing use of funds.

Any organization receiving funding from the Kenai Peninsula Borough shall administer those funds in accordance with the following regulations:

A.

Special Conditions of Award.

1.

Services are to be provided only to persons who are 60 years of age and older and their spouse.

2.

Services must be targeted to persons in greatest economic and social need.

3.

Transportation shall be provided to access services in the following order of priority:

a.

Access to medical appointments, prescriptions, hospital, and essential (nonemergency) health services;

b.

Access to nutrition and other essential support services;

c.

Essential shopping and volunteers in services to older persons, disabled, and children;

d.

Job training and career education;

e.

Attendance at senior organization meetings; and

f.

Nonessential shopping, business, beauticians, cultural and educational.

B.

Fiscal Responsibility.

1.

Funds will be used only for the purpose of activities set forth in the grant and approved by the Kenai Peninsula Borough assembly.

2.

Accurate, current, and complete accountability for all fund expenditures must be maintained and documented.

3.

All borough resources must be documented for auditing accountability.

4.

Borough funds shall be disbursed upon proper documentation:

a.

Directly to vendors on behalf of the grantee; or

b.

To the grantee's sponsoring city with the Kenai Peninsula Borough; or

c.

To the grantee as reimbursement for expenditures.

5.

Borough funds and other sources of funds will be expended on a prorated basis according to their percentage of the total approved for senior citizens in the borough budget based on the distribution formula as established by the Kenai Peninsula Borough assembly.

C.

Reporting Responsibility.

1.

Monthly reimbursement requests must be submitted to the director of finance on approved forms.

2.

Complete supporting documentation regarding invoices and/or canceled checks or general ledger printouts from sponsoring cities within the Kenai Peninsula Borough must accompany each request for reimbursement.

3.

Borough purchasing ordinances and policies will be adhered to by all senior citizen groups receiving funding from the borough, except that those sponsored by a city will adhere to that city's purchasing policies.

D.

Prohibition Against Lobbying. No part of any grant may be used to pay costs of attempting to influence legislation or appropriation pending before the Alaska Legislature or the Kenai Peninsula Borough assembly.

E.

Grant Amendments. Any proposed changes in the grant will be submitted in writing by the applicant to the director of finance for approval by the mayor with the concurrence of the assembly.

F.

Inspection and Audit.

1.

Records and accounts shall be accessible to authorized federal, state and borough officials for the purposes of audit and examination.

2.

All required records shall be maintained until an audit is complete and all audit questions are resolved, or three years after the end of the fiscal year.

G.

Identification of Documents. Any publication or other report completed as a result of an approved borough budget shall indicate that funding was provided by the Kenai Peninsula Borough.

H.

Availability of Funds. All senior citizen funding is subject to appropriation by the Kenai Peninsula Borough assembly and the availability of the organization's cash in the central treasury.

I.

Unallowable Costs. Borough funds may not be used for the following costs under any circumstances:

1.

Interest on loans;

2.

Contingencies;

3.

Fines, penalties, and bad debts;

4.

Entertainment, including luncheons, banquets, or gratuities; but this does not exclude programs for provisions of nutritionally balanced meals to provide one-third the minimum daily requirements for adults as per Federal U.S.D.A. guidelines;

5.

Contributions or donations;

6.

Fund raising activities;

7.

Funds are not normally permitted for the purchase of land or the construction of buildings or building improvements;

8.

Payment of real estate mortgages or taxes;

9.

Dues to organizations or federations; or

10.

The purchase of vehicles, other than vans, for senior citizen transportation.

J.

Additional Terms and Conditions. Quarterly progress reports must be submitted to the Kenai Peninsula Borough by all grantees, and all grantees are subject to progress audits.

(Ord. No. 91-26, § 5, 1991; Ord. No. 86-27, § 1(part), 1986)