Agenda

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Work Session Item 7. A.

Regular BOS Meeting

Meeting Date:	06/01/2021
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance

Information

Request/Subject

Review and provide feedback on draft Policy No. BOS-FIN-119 - Discretionary Funding, application, and agreement.

Background Information

Over the past three years, the County received audit findings related to policy and procedures regarding discretionary funding. The original finding was that we were not following our policy by preparing agreements when discretionary funds are provided to non-profit and government entities for public benefit. In FY 2019/2020, Finance worked with the County Attorney's Office to develop an agreement template so that discretionary contributions complied with the existing Community Agency and Discretionary Funding Policy requiring agreement between the County and the receiving entities. Upon recommendation from the Auditor General's Office, the existing policy was reviewed and a new policy and process were developed to ensure compliance with state law.

Evaluation

The original policy BOS-FIN-016 - Community Agency and Economic Development Funding did not contain enough detail and process for allocation of funds to non-profit organizations and government entities. It was recommended by the staff of the Auditor General to review the existing policy and develop a policy that provided a sound basis in state law and process for allocating and tracking the use of discretionary funds.

Conclusion

In order to be transparent in the process and compliant with state laws, Administration and the County Attorney's Office collaborated to craft a new policy and process so that contribution requests of discretionary funds to non-profit and governmental entities are properly reviewed to ensure they provide benefit to the public and are approved by the Board of Supervisors. In addition, there is a compliance of use component that requires entities receiving funds to inform the County that the funds were spent as intended and any unused funds are returned to the County.

Recommendation

Staff requests that the Board of Supervisors review this draft policy, application, and agreement template and provide feedback and any recommendations.

Suggested Motion

Information/Discussion regarding review of draft Policy No. BOS-FIN-119 - Discretionary Funding, application, and agreement. (Mary Springer)

Attachments
BOS-FIN-119 Discretionary Funds Draft Policy
Discretionary Funds Application
Discretionary Funds Agreement Template