HomeMy WebLinkAboutBIL 105 Draft 01 1998-2000
COUNTY OF HAWAII STATE OF HAWAII
BILL NO. 105
ORDINANCE NO.
AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 25, OF THE
HAWAII COUNTY CODE 1983 (1995 EDITION), AS AMENDED,
RELATING TO PROCEDURES FOR AWARDING GRANTS; RECORDS,
REPORTING, AND FISCAL ACCOUNTABILITY REQUIREMENTS.
BE IT ORDAINED BY THE COUNCIL OF THE COUNTY OF HAWAII:
SECTION 1. Purpose. The Council finds it necessary to assure fiscal
accountability of grant funds awazded to nonprofit organizations by (1) providing
authority for reappropriation of grant funds when a recipient can no longer or is
unwilling to provide the public service for which the grant was appropriated; and
(2) requiring the submittal of a year-end expenditure reports.
SECTION 2. Chapter 2, Article 25, Section 2-139 of the Hawaii County
Code 1983 (1995 Edition) is amended to read as follows:
"Section 2-139. Procedure for awarding grants.
(a) All grants made to a nonprofit organization by the County shall be
made in accordance with the following procedure:
(1) Annually, before November 30, the director shall, for the
purpose of soliciting applications, establish a sum of at
least $900,000 to be available in the ensuing fiscal year for
funding requests by nonprofit organizations. In any event,
the maximum amount to be made available for grants shall
not exceed one percent of real property tax income. The
director shall publish a notice soliciting applications in two
newspapers of general circulation within the County of
Hawaii by November 30.
(2) All applications for grants shall be submitted to the director
on or before January 31 preceding the County's fiscal year,
which begins on July 1. Applications shall be prepared on
forms provided by the director. Applications not in
conformance with the requirements of the County Code
may be rejected.
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(3) The director shall submit to the council all qualifying applications for
its review and appropriation of funds. Site visitations of nonprofit
organizations submitting complete applications shall be conducted after
January 31 but prior to final action on the operating budget by the
council. These site visitations shall be conducted in a manner that
allows flexible councilmember participation and designated staff
support.
(4) Upon favorable action by the council to appropriate funds for the grant,
the director shall notify agencies of their funding or lack thereof by
July 31 and award the grant in compliance with this article.
(b) In the event that a grantee nonprofit organization is unable or unwilling to
provide the public service(s) for which a grant was appropriated the ma or
may direct the finance director to solicit applications from eligible nonprofit
organizations to fulfill the specific public purpose(s) for which the funds were
originally appropriated for the remainder of the fiscal year. The director shall
forward recommended application(s) and appropriation measure(s) to the
council for its decision. Funds appropriated to a successor non-profit
organization shall not exceed the balance of unexpended Count funds
awarded to the original grantee nonprofit organization."
SECTION 3. Chapter 2, Article 25, Section 2-142 of the Hawaii County Code 1983
(1995 Edition) is amended to read as follows:
"Section 2-142. Records, JandJ reporting, and £?scal accountability
requirements.
(a) The nonprofit organization shall follow generally accepted accounting
procedures and practices and shall maintain books, records, documents and
other evidence which sufficiently and properly account for the expenditure of
County funds. The books, records and documents shall be subject at all
reasonable times to inspection, reviews, or audits by the County expending
agency, the director, and the legislative auditor, or by their representatives.
(b) The County expending agency, director of finance, or County council may
request periodic written reports on the use of County funds.
(c) In the case of purchase of service agreements, the nonprofit organization shall
submit a written report to the legislative auditor within sixty days after June 30
of the contractual year and an interim report no later than January 31 of the
contract period. The report shall include, but not be limited to, a detailed
description of how the County funds were used, public benefits derived from
their use and a breakdown of other funding sources and their expenditures.
(d) In the case of grants, the nonprofit organization shall submit a final written
report to the legislative auditor within sixty days after June 30 of the fiscal
year. The report shall include an explanation of the public benefits derived
from the awarding of the grant, a complete accounting statement of all
expenditures supported by County of Hawaii grant funds, and a listing of other
funding sources and amounts obtained during the award period."
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SECTION 4. In the event that any portion of this ordinance is declared invalid, such
invalidity shall not affect the other parts of this ordinance.
SECTION 5. Material to be deleted is bracketed and material to be added is
underscored.
SECTION 6. This ordinance shall take effect upon its approval.
INTR UCED ~
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CO CIL EMBER, CO Y F HAWAII
Hilo, Hawaii
Date of Introduction:
Date of ls' Reading:
Date of 2"d Reading:
Effective Date:
REFERENCES Comm. 372 -
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