A1125 REDLINE DRAFT FINALOCT2024.PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: COMMUNITY SOLUTIONS FUNDING Policy Number: A1125 Current Adoption Date: 03-2710-23-2024 Current Implementation Date: 03-2710-23-2024 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-20-22-010-X-032 Original Adoption Date: 07-14-2021 I. PURPOSE The purpose of this policy is to establish a framework for the funding and spending of the Community Solutions Funding (CSF). This policy provides procedures for request, approval, funding, spending, responsibilities, and closing out of any awards made through this program. II. APPLICATION This Policy applies to all Maricopa County elected offices and appointed departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. III. DEFINITIONS A. Administering Authority: The Maricopa County Department or Special District tasked with and responsible for administering a CSF award. B. Award: The final execution of a Contract or Cooperative Agreement by the County representative as authorized by the County Board of Supervisors, pursuant to a Procurement. C. Carryforward: Allocated funds for a specific non-recurring project not spent during the Fiscal Year in which they were approved. Carryforward is not allowed from one Fiscal Year to another without Board approval and proper reconciliation. D. Contingency: An allocation the Board may appropriate for unidentified and/or unquantified expenses that are later identified and quantified during the Fiscal Year. E. Contract: All properly executed agreements, regardless of what they may be called, for the Procurement of Commodities, Services, Construction, or the disposal of materials. F. Cooperative Agreement: All legal instruments, regardless of what they may be called, for the transfer of financial assistance or value from a County awarding agency to other governments, institutions, and private recipients for a public purpose or benefit. G. Legal Review: The review and approval by the County’s legal counsel of each proposal to ensure expenditures comply with all applicable county policies and local, state, and federal laws. H. Non Departmental: A special Department code utilized for budgeting revenues and expenditures of specific Board approved items that are not related to a specific department. Non Departmental budgets will be established and maintained in the General Fund, the Detention Fund, and any other fund with applicable revenues and expenditures. Policy Title: COMMUNITY SOLUTIONS FUNDING Policy Number: A1125 Current Adoption Date: 03-2710-23-2024 Page 2 of 4 IV. POLICY The Board of Supervisors’ Community Solutions Funding (CSF) is primarily intended to cover the cost of projectsinitiatives that carry the potential of advancing Maricopa County’s Strategic Goals and provide a clear public benefit for Maricopa County residents. In accordance with Arizona Constitution Article 9, Section 7, funds cannot be used to foster or promote the private or personal interests of any individual or special interest group. Each member of the Board of Supervisors will receive an equal share of General Fund contingency appropriated for CSF to conduct activities within their district. Funding requests may only be submitted by a member of the Board of Supervisors. Authorization by a member of the Board of Supervisors, or their designee, to prepare a budget request for CSF does not constitute approval to expend funds in advance of an official notification as to the size and terms of funding from the Board of Supervisors. No funds will be released until the projectinitiative receives formal majority approval by the Board of Supervisors. The Board of Supervisors must approve all transfers from the CSF contingency appropriation to the project’sinitiative’s budget that will be set up in Non Departmental. All fFunds must be designated to a project with a contract or cooperative agreement approved by the Board of Supervisors. Additionally, funds must receive an approved budget appropriation through an agenda item by the Board of Supervisors be utilized by December 31, 2024. Funds may be expended after this date only if they were appropriated prior to this deadline. Funds not expended will revert to the General Fund. Any carryforward requests for appropriated initiatives beyond that time frame will require formal majority approval by the Board of Supervisors. CSF amounts not appropriated to a projectan initiative by December 31, 2024 will expire and not be allowed carriedy forwards. A. Request for Funding & Proposal Review Process 1. Proposals for use of CSF can only be submitted by a sponsoring member of the Board of Supervisors. Members of the Board of Supervisors, or their designee, may request assistance from staff in preparing a formal budget request, however, this does not constitute approval to expend funds in anticipation of a funding decision for reimbursement purposes. 2. Proposal applications can be found online. The proposal application shall be used for each funding request and must include a full explanation related to the proposed use of the money and include a detailed budget. Prior to submission, proposals will also need to be submitted to the County’s legal counsel for legal review of any restricted activities (see, B.2. Restricted Activities) and compliance with applicable County policies and local, state, and federal laws. 3. Requests should be submitted to the Clerk of the Board as a new agenda item following the Clerk’s guidelines and deadlines. Submitting a proposal for funds does not ensure that the request will be granted. B. Terms and Conditions Upon Approval & Appropriation of Funding 1. CSF are subject to the availability of funds. The Board of Supervisors reserves the ability to amend or rescind any previously approved CSF including the recovery of any remaining funds allocated to the projectinitiative. 2. Restricted Activities CSF Awards cannot be used to for the following activities: Policy Title: COMMUNITY SOLUTIONS FUNDING Policy Number: A1125 Current Adoption Date: 03-2710-23-2024 Page 3 of 4 a. Any activity which may be construed as a violation to the Arizona Constitution’s Gift Clause Article 9. Section 7. b. Events, vendor engagement and participation, or participation with other organizations that may be construed as a potential conflict of interest, benefiting political interest groups, or having personal financial interest. c. Funds may not be used to fund any full or part time positions within the County. 3. Funding Types a. Cooperative Agreements may be entered into by any Maricopa County procurement unit to sponsor, conduct, or administer a cooperative purchasing agreement between one or more public procurement units or external procurement entities for the completion of an approved CSF award. MC1-1003 of the Maricopa County Procurement Code outlines this authority and the requirements for entering into a cooperative agreement. Cooperative Agreements must clearly address the scope authorized by the approved CSF award and will permit for the substantial involvement from the Administering Authority tasked with overseeing the CSF award through the duration of the project or initiative. Cooperative Agreements of any sum with other governments, institutions, and private recipients must follow all stipulations as detailed in Article 10 of the Maricopa County Procurement Code and are subject to final approval from the Board of Supervisors. b. Contracts may be entered by any Maricopa County procurement unit to procure tangible goods and services through a procurement. Contracts should detail a clear scope and specify any expected deliverables and obligations for both the sponsoring procurement unit and recipient. Contracts of any sum to other governments, institutions, and private recipients must follow all contracting requirements as detailed in MC1-101 of the Maricopa County Procurement Code and are subject to final approval from the Board of Supervisors. 4. Administering Authority Responsibilities a. Responsible for approval and oversight of expenditures associated with public funds, including ensuring that each purchase is a necessary and prudent expenditure of public funds. b. Responsible for maintaining the trust of Maricopa County citizens by spending funds in a fiscally responsible manner. c. Responsible for ensuring compliance with existing state, federal, and local laws, and with statutes, guidelines, County Procurement Code, and County policies regarding such purchases. d. Responsible for providing the Board of Supervisors with updates on project progress in the manner requested by the Board of Supervisors at the time of award. 5. CSF Project Closeout and Final Reporting a. Administering Authority must provide a final report to the Board of Supervisors within sixty (60) days following project completion or within sixty (60) days of December 31st if the award is not spent within the fiscal year it was approved. b. Final report must include at a minimum a brief status of the project, full accounting of Policy Title: COMMUNITY SOLUTIONS FUNDING Policy Number: A1125 Current Adoption Date: 03-2710-23-2024 Page 4 of 4 amounts spent to date, and estimated completion date. Revision History Version Revision Date Description of Revision 1 07-14-2021 Initial version. (C-20-22-010-X-00) 2 03-01-2023 Extend end date from June 30, 2023 to June 30, 2024. (C-20-22-010-X- 01) 3 03-27-2024 Extend end date from June 30, 2024 to December 31, 2024. (C-20-22- 010-X-02) 4 10-23-2024 Update policy so that funds must be appropriated by the deadline. (C- 20-22-010-X-02)