HomeMy WebLinkAboutFNSB Ticasuk Brown Supporting Docs.Sec. 29.20.220. ALASKA STATUTES sec. 29.20.230.
Article 3. Municipal Executive and Administrator.
Section
220. Executive power 260. Executive absence
230. Election and term of mayor 270. Veto
240. Qualifications for the office of mayor 280. Vacancy in the office of mayo
250. Powers and duties of mayor
Sec. 29.20.220. Executive power.
(a) The executive power in a municipality is vested in a mayor. The mayor of a
home rule or unified municipality is elected by the voters. The mayors of other
municipalities are elected in accordance with AS 29.20.230.
(b) The mayor acts as ceremonial head of government, executes official
documents on authorization of the governing body, and is responsible for additional
duties and powers prescribed by this chapter or by home rule charter.
(c) This section applies to home rule and general law municipalities. (§ 7 ch 74
SLA 1985)
Sec. 29.20.230. Election and term of mayor.
(a) The mayor of a borough or first class city is elected at large. The mayor of a
borough or first class city serves a term of three years, unless by ordinance a different
term not to exceed four years is provided. The current term of an incumbent mayor may
not be altered. The regular term of a mayor of a borough or first class city begins on the
first Monday following certification of the election.
(b) The mayor of a second class city is elected by and from the council, and
serves until a successor is elected and qualifies. The council of a second class city shall
meet on the first Monday after certification of the regular election and elect a mayor who
takes office immediately. The mayor of a second class city serves a one-year term, unless
a longer term is provided by ordinance. The mayor of a second class city may serve only
while a member of the council regardless of the term established for the office of mayor.
(c) Except by ordinance ratified by the voters, no limit may be placed on the total
number of terms or number of consecutive terms a mayor may serve.
(d) Notwithstanding (b) of this section, a second class city may by ordinance
provide that the mayor is elected, from the council, by the voters rather than by the
council. If an ordinance is adopted under this subsection, the council shall meet on the
first Monday after certification of each regular election and elect a council member to
serve as mayor pro tempore who takes office immediately and exercises the powers and
duties of mayor until the permanent mayor takes office. Within 45 days after certification
of a regular election, a special election shall be held for the permanent mayor. The
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Sec. 29.20.240. ALASKA STATUTES Sec. 29.20.270.
permanent mayor takes office on the first Monday following certification of the special
election and serves until the first Monday after certification of the next regular election.
The term of a mayor in office on the effective date of an ordinance adopted under this
subsection may not be altered. (§ 7 ch 74 SLA 1985; am § 1 ch 79 SLA 1996)
Effect of amendments. The 1996 amendment, effective September 18, 1996, added
subsection (d).
Sec. 29.20.240. Qualifications for the office of mayor.
(a) A voter of the municipality is eligible to hold the office of mayor in a borough
or first class city. A member of the city council is eligible to hold the office of mayor in a
second class city.
(b) Residency requirements for the office of mayor not exceeding three years may
be prescribed by ordinance. (§ 7 ch 74 SLA 1985)
Sec. 29.20.250. Powers and duties of mayor.
(a) If a municipality has not adopted a manager plan of government, the mayor is
the chief administrator and the mayor has the same powers and duties as those of a
manager under AS 29.20.500.
(b) The mayor may take part in the discussion of a matter before the governing
body. The mayor may not vote, except that the mayor of a first class city or the mayor of
a borough with a manager form of government may vote in the case of a tie. The mayor
of a second class city, as a council member, may vote on all matters. (§ 7 ch 74 SLA
1985)
Sec. 29.20.260. Executive absence.
The borough mayor, subject to assembly approval, shall designate a person to act
as mayor during the borough mayor's temporary absence or disability. If a manager plan
has been adopted, the assembly shall designate by resolution a borough administrative
official to act as manager during the manager's absence or disability. (§ 7 ch 74 SLA
1985)
Sec. 29.20.270. Veto.
(a) Except as provided in (c) — (e) of this section, the mayor may veto an
ordinance, resolution, motion, or other action of the governing body and may strike or
reduce appropriation items.
(b) A veto must be exercised before the next regular meeting of the governing
body and must be accompanied by a written explanation of the reasons for the veto. A
veto may be overridden by vote of two-thirds of the authorized membership of the
governing body within 21 days following exercise of the veto, or at the next regular
meeting, whichever is later.
(c) The veto does not extend to
(1) appropriation items in a school budget ordinance;
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.280. ALASKA STATUTES Sec. 29.20.280.
(2) actions of the governing body sitting as the board of equalization or the
board of adjustment;
(3) adoption or repeal of a manager plan of government.
(d) The mayor of a second class city has no veto power.
(e) The veto does not extend to an ordinance adopted under AS O4.11.501. This
subsection applies to home rule and general law municipalities. (§ 7 ch 74 SLA 1985; am
§§ 13, 14 ch 80 SLA 1986; am § 63 ch 101 SLA 1995)
Effect of amendments. The 1995 amendment, effective July 1, 1995, made a section
reference substitution in subsection (e).
Sec. 29.20.280. Vacancy in the office of mayor.
(a) The governing body shall, by two-thirds concurring vote, declare the office of
mayor vacant only when the person elected
(1) fails to qualify or take office within 30 days after election or
appointment;
(2) unless excused by the governing body, is physically absent for 90
consecutive days;
(3) resigns and the resignation is accepted;
(4) is physically or mentally unable to perform the duties of office;
(5) is convicted of a felony or of an offense involving a violation of the
oath of office;
(6) is convicted of a felony or misdemeanor described in AS 15.56;
(7) is convicted of a violation of AS 15.13;
(8) no longer physically resides in the municipality; or
(9) if a member of the governing body in a second class city, misses three
consecutive regular meetings and is not excused.
(b) A vacancy in the office of mayor occurring six months before a regular
election shall be filled by the governing body. The person appointed serves until the next
regular election when a successor is elected to serve the balance of the term. If a member
of the governing body is appointed mayor, the member shall resign the seat on the
governing body. If a vacancy occurs more than six months before a regular election, the
governing body shall call a special election to fill the unexpired term.
(c) Notwithstanding (b) of this section, a vacancy in the office of mayor of a
second class city shall be filled by and from the council. A mayor appointed under this
subsection serves the balance of the term to which appointed, except the mayor may
serve only while a member of the council. (§ 7 ch 74 SLA 1985)
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ALASKA STATUTES See. 29.20.460.
to the municipality for the faithful performance of the duties as clerk -treasurer. (§ 7 ch 74
SLA 1985; am § 1 ch 11 SLA 1992)
Effect of amendments. The 1992 amendment, effective July 28, 1992, rewrote subsection (a).
Sec. 29.20.390. Municipal treasurer.
(a) Except as provided in AS 14.14.060, the treasurer is the custodian of all
municipal funds. The treasurer shall keep an itemized account of money received and
disbursed. The treasurer shall pay money on vouchers drawn against appropriations.
(b) The treasurer shall give bond to the municipality in a sum that the governing
body directs. (§ 7 ch 74 SLA 1985)
Sec. 29.20.400. Departments.
(a) The governing body may establish municipal departments and distribute
functions among them.
(b) Each municipal department is administered by a department head. With the
consent of the governing body, the mayor may serve as head of one or more departments
or a single administrator may serve as head of two or more departments. (§ 7 ch 74 SLA
1985)
Sec. 29.20.410. Personnel system.
(a) Except as provided by (b) of this section, appointments and promotions of
municipal employees are made on the basis of merit. The governing body may provide
for a personnel system and classified service.
(b) By ordinance the governing body may designate confidential or managerial
positions that are wholly or partially exempt from the classified service. A wholly or
partially exempt position is filled by a person who serves at the pleasure of the appointing
authority and whose term of employment is determined by the appointing authority. (§ 7
ch 74 SLA 1985)
Article 6. Manager Plan.
Section
460. Manager Plan 500. Powers and duties of a manager
470. Election on adoption of manager plan 510. Intergovernmental appointment of
480. Adoption of manager plan manager
490. Appointment of manager 520. Repeal of manager plan
Sec. 29.20.460. Manager plan.
(a) A municipality may adopt a manager plan of government. Adoption of a
manager plan may be initiated either by petition or by motion adopted by the governing
body.
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sec. 29.20.470. ALASKA STATUTES Sec. 29.20.500.
(b) A petition for the adoption of a manager plan shall meet the requirements of
AS 29.26.110 - 29.26.160 except, instead of containing an ordinance or resolution, the
application submitted under AS 29.26.110(a) must contain the question of whether a
manager plan for the municipality should be adopted and material required under AS
29.26.120(a)(1) and (2) shall be replaced with the same question.
(c) If the clerk certifies under AS 29.26.140 that a petition is sufficient, the
petition shall be submitted to the governing body. (§ 7 ch 74 SLA 1985; am § 4 ch 80
SLA 1989)
Effect of amendments. The 1989 amendment, effective August 30, 1989, rewrote this
section.
Sec. 29.20.470. Election on adoption of manager plan.
The governing body shall provide by ordinance or resolution for a vote on the
question of adopting a manager plan at the next election when it
(1) receives a petition to submit the question to the voters that has been certified
as sufficient by the clerk; or
(2) adopts a motion to submit the question to the voters. (§ 7 ch 74 SLA 1985; am
§ 5 ch 80 SLA 1989)
Effect of amendments. The 1989 amendment, effective August 30, 1989, rewrote this
section.
Sec. 29.20.480. Adoption of manager plan.
(a) If a manager plan is approved, the governing body shall, within 60 days, adopt
the plan by ordinance or resolution.
(b) The governing body shall notify the department of the adoption of a manager
plan. (§ 7 ch 74 SLA 1985)
Sec. 29.20.490. Appointment of manager.
(a) The governing body shall appoint a manager by a majority vote of its
membership. A manager is chosen on the basis of administrative qualifications and
receives the compensation set by the governing body. A member of the governing body
may not be appointed manager of the municipality sooner than one year after leaving
office, except by a vote of three -fourths of the authorized membership of the governing
body.
(b) Subject to the contract of employment, the manager holds office at the
pleasure of the governing body. (§ 7 ch 74 SLA 1985)
Sec. 29.20.500. Powers and duties of a manager.
The manager may hire necessary administrative assistants and may authorize an
administrative official to appoint, suspend, or remove subordinates. As chief
administrator the manager shall
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Sec. 29.20.510. ALASKA STATUTES sec. 29.20.520.
(1) appoint, suspend, or remove municipal employees and administrative officials,
except as provided otherwise in this title and AS 14.14.065;
(2) supervise the enforcement of municipal law and carry out the directives of the
governing body;
(3) prepare and submit an annual budget and capital improvement program for
consideration by the governing body, and execute the budget and capital improvement
program adopted;
(4) make monthly financial reports and other reports on municipal finances and
operations as required by the governing body;
(5) exercise custody over all real and personal property of the municipality,
except property of the school district;
(6) perform other duties required by law or by the governing body; and
(7) serve as personnel officer, unless the governing body authorizes the manager
to appoint a personnel officer. (§ 7 ch 74 SLA 1985)
Sec. 29.20.510. Intergovernmental appointment of manager.
A borough adopting a manager plan may, on agreement with a city in the
borough, provide that the manager of the city serve also as borough manager. A city
adopting a manager plan may, on agreement with the borough in which it is located,
provide that the manager of the borough serve also as city manager. Appointment and
service of the manager shall be as provided in AS 29.20.490 - 29.20.500. Nothing in this
section affects the authority of the governing body to provide for other dual officeholding
if the dual offices held are compatible, or otherwise to appoint officials and employees in
accordance with law. (§ 7 ch 74 SLA 1985)
Sec. 29.20.520. Repeal of manager plan.
A municipality may repeal a manager plan by following the procedures under AS
29.20.460 - 29.20.480 for adoption of a manager plan, except the question shall be
whether the manager plan should be repealed. Within 60 days after certification of the
election approving repeal of a manager plan, the governing body shall enact provisions
for the reorganization of the municipal executive and administrative functions. (§ 7 ch 74
SLA 1985; am § 6 ch 80 SLA 1989)
Effect of amendments. The 1989 amendment, effective August 30, 1989, rewrote the first
sentence and inserted 'certification of the election approving" in the second sentence.
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Chapter 2.04 BOROUGH MAYOR
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Chapter 2.04
BOROUGH MAYOR''
Sections:
2.04.010
Power generally.
2.04.020
Qualifications.
2.04.030
Terms of office.
2.04.035
Removal from office.
2.04.040
Powers and duties of borough mayor.
2.04.050
Executive absence.
2.04.060
Assembly participation.
2.04.070
Veto.
2.04.080
Vacancy.
2.04.090
Salary.
2.04.010 Power generally.
The executive and administrative power of the borough is vested in the borough mayor. (Ord.
84-104 § 2, 1984)
2.04.020 Qualifications.
A qualified voter who has resided within the borough for a period of one year prior to filing
his/her declaration of candidacy is eligible to be the borough mayor. An elected person may
hold only one elective seat at a time. (Ord. 94-032 § 2, 1994; Ord. 87-049 § 2, 1988; Ord. 84-
104 § 2, 1984)
2.04.030 Terms of office.
The borough mayor shall be elected for a term of three years, shall serve until a successor is
elected and qualified, and is to begin service on the first Monday following certification of the
mayor's election. No person who has been elected as borough mayor for two full successive
terms shall be again eligible to hold that office until one full year has intervened. (Amended
during 1993 republication; Ord. 90-040 § 2, 1990; Ord. 84-104 § 2, 1984)
2.04.035 Removal from office.
The borough assembly, with the concurrence of two-thirds of its members, may remove the
borough mayor from office for a conviction of a violation of AS 15.13 or a felony or
misdemeanor described in AS 15.56 as a corrupt practice. The assembly shall consider a
conviction of the borough mayor as a violation of AS 15.13 or a felony or misdemeanor
described in AS 15.56 as a corrupt practice at its first meeting following the final determination
of the conviction. (Ord. 84-104 § 2, 1984)
2.04.040 Powers and duties of borough mayor.
The borough mayor, as the chief administrative officer of the borough, is responsible for the
proper administration of all borough affairs. The borough mayor shall:
A. Appoint borough employees except as otherwise provided by law. He may hire necessary
administrative assistants and may authorize an appointive administrative director to appoint,
suspend, or remove borough employees in accordance with law;
B. Suspend or remove by written order borough employees as provided by law;
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Chapter 2.04 BOROUGH MAYOR
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C. Supervise enforcement of borough law;
D. Prepare the annual budget and capital improvements program for the assembly;
E. Execute the budget and capital improvement program as adopted;
F. Make monthly reports to the assembly on borough finances and operations;
G. Report to the assembly at the end of each fiscal year on the finances and administrative
activities of the borough;
H. Prepare and make available for public distribution an annual report on borough affairs;
I. Direct and supervise the administration of:
1. The functions of all borough officers and employees, except as provided otherwise by
state law;
2. The care and custody of all borough buildings and of all real and personal property of
the borough;
3. The construction, maintenance, and operation of all borough roads, bridges, drains,
buildings, and other public works;
J. Execute other powers or duties specified in state law or lawfully prescribed by the assembly.
(Amended during 2004 republication; amended during 1993 republication; Ord. 84-104 § 2,
1984)
2.04.050 Executive absence.
The borough mayor, subject to assembly approval, shall designate a person to act as mayor
during the mayors temporary absence or disability. (Ord. 84-104 § 2, 1984)
2.04.060 Assembly participation.
The borough mayor may take part in the discussion of all matters before the assembly, but
may not vote. (Ord. 84-104 § 2, 1984)
2.04.070 Veto.
A. Except as provided in subsection (C) of this section, the mayor may veto an ordinance,
resolution, final motion, or other final action of the assembly and may strike or reduce
appropriation items to delete or decrease, respectively, the amount of an appropriation.
B. A veto must be exercised before the next regular meeting of the assembly and must be
accompanied by a written explanation of the reasons for the veto. A veto may be overridden by
vote of two-thirds of the authorized membership of the assembly within 21 days following
exercise of the veto, or at the next regular meeting, whichever is later.
C. The veto does not extend to:
1. Appropriation items in a school budget ordinance;
2. Actions of the assembly sitting as the board of equalization or the board of adjustment;
3. Adoption or repeal of a manager plan of government. (Ord. 90-026 § 2, 1990; Ord. 86-
023 § 2, 1986)
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Chapter 2.04 BOROUGH MAYOR
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2.04.080 Vacancy.
A vacancy in the office of the borough mayor occurring within six months prior to a regular
election shall be filled by the assembly. The person designated shall serve until the next
regular election and until a successor is elected and has qualified. If an assemblyperson is
chosen, he shall resign his assembly seat. If a vacancy occurs more than six months before a
regular election, the assembly shall call a special election to fill the unexpired term. (Ord. 86-
017 § 3, 1986; Ord. 84-104 § 2, 1984)
2.04.090 Salary.
The assembly shall from time to time fix by ordinance the salary of the borough mayor. The
salary of the borough mayor may not be reduced during his term of office. The mayor may not
receive any other compensation for services to the borough. Per diem payments or
reimbursements for expenses are not compensation under this section. (Ord. 84-104 § 2,
1984)
For statutory provisions setting forth the qualifications, powers, and duties of the borough mayor,
see AS 29.20; for provisions governing exercise of the mayor's powers in his absence, see AS
29.20; for provisions governing assembly participation, see AS 29.20; for provisions governing
executive veto, see AS 29.20.
The Fairbanks North Star Borough Code is current through
Ordinance 2012-49, passed September 13, 2012.
Disclaimer: The Borough Clerk's Office has the official version of
the Fairbanks North Star Borough Code. Users should contact
the Borough Clerk's Office for ordinances passed subsequent to
the ordinance cited above.
Borough Website:
http://www.co.fairbanks.ak.us/
(http://www.co.fairbanks.ak.us/)
Borough Telephone: (907) 459-1401
Code Publishing Company
(http://www.codepublishing.com/)
eLibrary
(http://www.codepublishing.com/elibrary.htmi)
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By: Natalie Howard
Introduced: 06/09/11
Advanced: 06/09/11
Amended: 07/21 /11
FAIRBANKS NORTH STAR BOROUGH
ORDINANCE NO. 2011 - 34
AN ORDINANCE AMENDING CHAPTER 3.02 GRANT MANAGEMENT AND
MINIMUM GRANT STANDARDS AND REQUIREMENTS
WHEREAS, currently borough code completely exempts grants less than
$100,000 from all minimum grant standards and requirements; and
WHEREAS, some grant requirements such as provisions prohibiting the
use of grant funds for lobbying and alcoholic beverages should apply to all grants
regardless of their size; and
WHEREAS, assembly approval prior to the Borough applying for any
grants will ensure that the Assembly supports obtaining the grant and avoid the often
time-consuming process of applying for a grant which the Assembly may not wish to
accept.
NOW, THEREFORE, BE IT ORDAINED by the Assembly of the Fairbanks
North Star Borough:
be codified.
Section 1. This ordinance is of a general and permanent nature and shall
Section 2. Chapter 3.02 Grant Management is hereby amended as
follows:
3.02.010 Minimum grant standards and requirements.
A. The following minimum grant standards and requirements shall be incorporated
into all borough grant agreements unless the assembly in the appropriating or
authorizing ordinance waives a standard or requirement:
1. Goals and Objectives. Each grant recipient shall provide the borough with
attainable and measurable goal(s), objective(s), and/or outcome(s) which address the
purpose(s) of the grant award.
2. Payment Schedule. Each grant award shall outline a payment schedule
which reflects the cash flow needs of the recipient balanced with the compliance
requirements of the borough. Advances are neither prohibited nor required. Retainages
are recommended.
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3. Use of Grant Funds. Grant funds may not be used for expenses or
obligations incurred outside the effective dates of the grant award.
a. Recipients of borough grants shall comply with the provisions of the
U.S. Government's Office of Management and Budget (OMB) Circular A-87 "Cost
Principles for State, Local, and Indian Tribal Governments" (OMB A-87). The current
version of OMB A-87 shall be used.
b. Notwithstanding the OMB A-87 cost principles, the following costs
shall be unallowable:
i.
ii.
iii.
iv.
Alcoholic beverages;
Bad debts;
Contingency provisions;
Donations and contributions;
V. Entertainment costs;
vi. Fines and penalties;
vii. Goods or services for personal use;
viii. Legal expenses for claims against the borough;
ix. Lobbying; and
X. Memberships in organizations substantially engaged in
lobbying; and
The following costs shall require prior approval from the borough:
xi. Fundraising costs;
xii. Capital expenditures.
C. The grant agreement may, at the borough's sole discretion, prohibit
or further restrict additional expenditures.
d. Expenditures charged to, and reimbursed by, the borough grant
may not likewise be reported to, and reimbursed by, any other grant or other external
funding source (i.e., no "double-dipping" is allowed).
e. Disallowed expenditures shall be returned to the borough.
4. Financial Management System. The grant recipient shall establish and
maintain a financial management system conforming with generally accepted
accounting principles and maintain the financial records and accounts in a manner
which permits them to be audited for compliance with the grant award.
5. Reporting. The grant recipient shall submit to the borough periodic
financial reports, as prescribed by the chief financial officer (CFO), and narrative status
reports at [east quarterly. Barring compelling circumstances, as determined by the CFO,
reports are due no later than one month after the reporting period end date. Narrative
status reports shall describe progress toward the goal(s)/objective(s)/outcome(s) of the
grant award.
6. Audits. During normal business hours, the grant recipient shall permit the
borough or its representative to review, monitor, audit, and evaluate all financial and
programmatic records of the grant recipient to determine compliance with the terms and
conditions of the grant award. If an independent, borough, federal, or state audit finding
indicates unallowable costs, then a plan for reimbursement shall be submitted to the
borough within 30 days of the audit completion. A plan for correcting all findings,
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Fairbanks North Star Borough Alaska ORDINANCE NO.2011 - 34
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89 questioned costs, internal control deficiencies/reportable conditions, and material
90 weaknesses/significant deficiencies must also be submitted within 45 days of the audit
91 completion.
92 7. Records Management and Retention. The grant recipient shall retain grant
93 and subcontract records, including records of the receipt and disposition of grant
94 income, for a period of three years from the date of submission to the borough of the
95 grant recipient's final financial and narrative status reports. The grant recipient shall
96 continue to retain records as long as an audit is in progress or as long as audit findings,
97 litigation, or claims involving the records are pending. After resolution, the grant
98 recipient shall retain required records for an additional three years. If for any reason the
99 grant recipient ceases operations before the end of any record retention period, all
100 financial and program records shall be delivered to the borough.
101 8. Duties Upon Termination/Expiration. If the grant recipient receives
102 payments exceeding the amount to which it is entitled, it shall remit the excess to the
103 borough within 30 days of receiving written notice of termination. The grant recipient
104 shall not be entitled to final compensation until all final financial and narrative status
105 reports and documentation required or requested by the borough have been delivered
106 to the borough. If any costs are disallowed as a result of a subsequent audit, the
107 borough may recover those costs. Upon expiration of the grant award, the grant
108 recipient shall promptly refund to the borough any unobligated grant funds paid to the
109 grant recipient. Obligated funds must be expended or returned to the borough within 30
110 days after expiration of the grant award.
III
112 3.02.020 Exceptions.
113 A. The minimum grant standard and requirements set forth in this chapter shall not
114 apply:
115 [A.]1. To direct program or pass -through grants that do not involve or spend any
116 borough money or funding; or
117 jB.] 2. To the extent a third party funding source's requirements conflict with a
118 borough standard or requirement;
119 jC.]B. Section A. 4, Financial Management System, Section A. 5 Reporting and Section
120 A.6 Audits of this chapter shall not apply P]to grants with a total value of less than
121 $100,000.
122
123 Section 3. Chapter 3.02 is hereby modified to add the following new Section:
124
125 3.02.030 Assembly Notification.
126 The borough administration shall notify the assembly by memorandum when a grant is
127 being pursued and provide a project description and amount.
128
129 Section 3. Effective Date. This ordinance shall be effective at 5:00 p.m. of the
130 first Borough business day following its adoption.
131
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Fairbanks North Star Borough, Alaska ORDINANCE NO. 2011 - 34
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134 PASSED AND APPROVED THIS 215` DAY OF JULY 2011.
135
136
�—
Jos,0 C. Blanchard II
PiAsiding Officer
ATTEST:
Mona(Lisa Drex er, MMC
137 Municipal Borough Clerk
138
139 Ayes: Hutchison, Howard, Beck, Dukes, Want, Winters, Musick, Blanchard II
140 Noes: None
141 Excused: Kassel
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?111, LWVL`-L1•` �A—P� +� �1�"�Y' INSR NO. 25.02
DATE:
GRANTS POLICY
This ulicy estaUshcs proper adrninixrmtion and accounting of grans awaninl to mid by the Pairbanks
North Star Borough.
POLICY
it is the policy of the Renuugh that all grants will be adminii crad and accounted for in such a
manner as to corny y with applicable federal, state, and local stannci, ord'urvaces, regulaLoiss, and
&Want cuntnmx terms. Lt. addition; rccipicna of gratus awarded direerly by the FNSR wilt he held
accountable fnr such £urvis and the FNSR WO r. itor all grantees Wwis:ently.
If. SL?PPLEmF—N'TALLxFOR.tiiA7TON
1. U.S. Ofiice of Management and Rudgct Circulars: A•87 - Con Principles for Scare
and LOC21 Grtvermnena, A-102 - L:r iform Requirements for Assistance to Statc and
LxaL Giowcrnme=M
2. AS 37.05.315-316
3. RVSR 3.01
4. FNSB 3.U3
13, Definitions -
1. Cram: All monies corning from another gnvcrruncmtal
agenry/eorpnratianjfowtdatian, or ocher, which are restricted as to use mid
accounted for in any fund odor than the guaerO fund. Any ;nooks appropriated ha
the FNSR directly to any organintion or individual.
2. Graoree: FNSB department or outside nr&,ariation which will manage the pro;ce..
C. Attachments - None
SUPERSEDES_ 25.02 (05113,r88)
PRIMAILY RESPONSIBILITY: FS
APPRGVED^ �`'� FNS'o 40.=5.02.C:
OAT=: •3-/.3/8g
GRANTS: APaLICATiCNS
This procedure outlines the steps necessary for grant applications.
1. PROCEDURE
A. Grant applications will oe prepared by the grantee •department.
9. Fill out Grant Application Summary `orm and routs with the
application,
C. P-oject budget and all financial related items will be reviewed by
the Grants Accountant pr`or to submittal to the Mayor's Office.
D. The Mayor or designee wi'l sign all •grant applications.
E. The Grantee department is reseonaib'.e `or mailing the aoplicaV on•
to the grantor and forwarcing a copy o° the apolica.ion wft•n th.e
Mayor's signature to the Grants Acccuntant.
F. The Grants Accountant will keep all applicaticns and Grant
Application Summaries on file,
G. Upon receipt of "notification of grant award" (or non -award) the
grantee department will notify the Grants Accountant and forward
the original "notification cf grant award" for non -award) and
nriainal approved grant agreement (if apolicaolel.
I:. SUPPLEMEN AL I ORMAT:ON
A. .references - lone.
R. Oefinitions -
Grant Application: Form which must be submitted to Grantor
requesting funding for pro1jects. This is not a request for a
direct appropriation from the State Legislature.
C. Attachments - Grant Application Summary form,
SUPERSEDES: 02.02.001 108-01-85)
PRIMARY RESPONSIBILITY: FS
GRANT kFP! CATIDN SURMARY
Initial/Date
Required Routing Name Depart7ent :Then Comolete
Grantee Department
Grants Accountant
Hayors Office
Grantee Depar:aent
(copy) Grants Accountant
?rojact Name
Grantee Depar*Meot
?roject Manager Ex"
?vndingt State Grant S
FN58 Cash Hatch S
Federal Grant b
Other (Identify) #
Total Protect Funding S
Description of Grant ?roject:
Proposal Deadline Date:
Data ?roposal Mailed
Project Start and Lapse Dates;
Grantor Agency:
(address)
(address)
(telephone 4)
(contact person)
_**�F+*►i*4iyRfk#*X*i****?1F*k*tF**i*+.**ft***t�kirit*'A**�*tk#Yr�k**w-k'k'�C'k*x'k�:FtF�F**A
Grants Office Use (only)
Fund Division MSA Project No.
Date Awarded Ord. No. Date Ordinance
25.02.01-.
AFPROVEJ� � � 5YS$ ,VO. 25.0?.C2
DATE: 5//3%xP
GRANTS; NEW GRANTS
This estaolisnes guidelines for the receint of grant funas.
PROCECl1RI
A. The Cirector of the grantee department will appoint a Project
Manager.
a. For any new grant, the Grants Accountant will orient the Project
Manager of grant policies and procedures and any specialized
financial regulations for that grant.
C. Jpon notification of the grant award; the Project Manager wi:l
prepare a resolution accepting the grant and submit it to the
Grants Accountant for review and processing.
0. The Project Manager is responsible for ensuring that the Grants
Accountant receives the following ORIGINAL documents:
Notification of Grants Award,
2. Approved Grant Agreement (if applicablel.
The Project Manager will coordinate the processing and approval of
grant agreements. Grant agreements/contracts must be signed by
the Mayor or designee ,prior to being mailed to the grantor agency.
The Gran Ls Adcountant is responsible for maintaining the gran:
file thereafter.
The grantee department is responsible for precarind -he appro-
priating ordinance, fiscal note, and project 1'ne-item budget
including indirect. Refer to the ,procedure on Appropriating
Ordinances for this process.
F. EXCEPTION TO ABOVE PROGRESS: For grants which the State Legis-
lature has appropriated directly to FN$B, the Grants Accountant
will prepare the resolution (Step C(, will process the grant
agreement and forward a copy to the Project Manager (Step 0), anc
will prepare the appropriating ordinance (Step c"). The grantee
department is responsible for the fiscal note and project line -
item budget (Ste? El. The Grants Accountant will process these
grants so that all grants awarded in a Senate or Housa 8:11 will
be processed and ordinanced together.
SUPERSECES: 02.C2.001 (08-01-051
PRIMARY RESPON516I_ITY: FS
FNS8 No. 25.02.02
DATr; EI13JES
G. At the discretion of the Grants Accountant, iothing shall orecluae
acceptance and appropriation in the same ordinance if it will
expedite the process. ISteps C and E.)
H. Unon adoption by the Assemoly of the appropriating ordinance, the
Grants Accountant will assign an MSA project number, and the
General Ledger Accountant will post the line-iteni budget to the
uSA accounting system.
Block grants will be posted to an awaiting tudget account;center.
The Project Manager will transfer funds to the individua: projects
through budget transfers, following aopTicable grant requires
authorization ,procedures.
Match Reouirements.
1. From the aoplication or legislative reference, the Grants
Accountant will determine if a grant requires Tatchinc funds
from the Fairbanks North Star Borough and if the ma:cn must
be a cash contribution or an in -kind contribution.
2. All cash matches must oe included in the appropriating
ordinance.
3. If the Project Manager will use funds previously appro-
priated as the match, the General Ledger Accountant must
verify the availability and legality of the matching funds.
4. The Project Manager is responsible for collecting all the
data necessary to document �n-kind matches. This data rust
be submitted to the Grants Accountant in a t!aely manrer as
required for grant resorts.
11. SUPPLEMENTAL INFORMATION
A. References -
U.S. Office of Management and Budget Circular A-•102, Attachment F;
Matching Share
B. Definitions -
1. Federal Government Grantor Agencies:
Oepartment of oefense (0001
Department of Education (TIDE)
Department of Labor IDOL)
Department of Transportation (DOT)
Environmental Protection Agency ;EPA;
FU3 NO. 25.02.02
CAT=_: G1=31B8
9. Definitions continued.
2. 5tate of Alaska Grantor Aqencies:
Department ❑f Administration {DOA)
Department of Community and Regional Affairs (CRA)
Department of Education (DOE)
Department of Environmental Convervation IDEC)
Department of Natural Resources 170)
Department of Public Safety iDOP)
Department ❑f TransportatiDnJPublic=acili:ies (COT)
3. Block Grant: A grant which is intenced for a common purpose
that may enccmpasa several projects and, therefore, may have
several different MSA cost centers and possibly several
different nre ect managers 'e.g., Sera:e 3i 1 168 projects,
0168_).
d. Match: That portion of a project which is not borne by tie
grantor agency, :t rust be provided by the Fairbanks Nortn
Star Borough. The natenina share requirements are incluced
in grant contracts and are often prescribed by legisla:'on.
S. Cash Contrioution: The Fairbanks North Star aorough's cash
outlay used as the required match for a grant.
6. In -kind Contribution: The value of ron-cash contributions
provided by the Fairbanks :North Star Borough in SLpoort of a
grant. In -kind contributions may be in the form of charges
for real nrorer:y ano non-expencaoie Dersonal orccer>y and
tie value or goods ant services oirectly benefiting and
specifically identifiable to the project or Grant.
C. Attachments - None.
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8
9
10
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12
13
14
15
16
17
18
19
20
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24
25
26
27
28
29
30
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By: Luke T. Hopkins, Mayor
Introduced:
04/12/12
Advanced:
04/12/12
Substituted:
05/03/12
Amended:
05/03/12
Amended:
05/10/10
Adopted:
05/10/10
Immediate Reconsideration
Failed:
05/10/12
Adopted:
05/10/12
FAIRBANKS NORTH STAR BOROUGH
ORDINANCE NO. 2012-20
AN ORDINANCE APPROPRIATING FUNDS AS LISTED FOR THE
FISCAL YEAR BEGINNING JULY 1, 2012; RATIFYING FISCAL POLICIES AND USER
FEES; AND LEVYING TAXES
WHEREAS, stability is a primary objective in the Mayor's FY 2012-13
recommended budget for the Fairbanks North Star Borough (Borough); and
WHEREAS, based on the Governor's proposed FY 2012-13 budget, a potential
$3,500,000 allocation of community revenue sharing funds from the State of Alaska could be
available to the Borough; and
WHEREAS, a reasonable plan is to provide taxpayer relief in the FY 2012-13
budget by using prudent levels of fund balance of the General Fund to reduce the areawide
property tax levy, but to replenish that fund balance with the above anticipated revenue
sources, upon their receipt by the Borough.
NOW, THEREFORE, BE IT ORDAINED by the Assembly of the Fairbanks
North Star Borough (Borough):
Section 1. Classification. This ordinance is not of a general and permanent
nature and shall not be codified.
Section 2. Appropriations for All Departments and Funds. There is hereby
appropriated for the fiscal year beginning July 1, 2012, the amounts set forth in Attachment
A, attached hereto and made a part of this ordinance. Recipients named in the worksheets
and budget document underlying this appropriating ordinance and its attachment are hereby
made notwithstanding the provisions of Title 16 of the Fairbanks North Star Borough Code of
Ordinances.
Fairbanks North Star Borough Alaska ORDINANCE NO 2012-20
Pagel of 5
xvii
46 Section 3. Education Appropriation. As required by Alaska Statutes (A.S.)
47 14.14.060(c) and Fairbanks North Star Borough Code of Ordinances (FNSBC) 3.03.030A,
48 the sum of $260,063,090 is hereby approved as the total amount of the Fairbanks North Star
49 Borough School District budget for the fiscal year beginning July 1, 2012 and ending
50 June 30, 2013. This amount is not appropriated. The appropriation set forth in Attachment A
51 of this ordinance is the total amount of money, from local sources for school purposes, which
52 shall be made available during said fiscal year. The Borough operates a central treasury;
53 consequently, it may receive, from time to time during the fiscal year, sums appropriated by
54 other governmental entities for use by the School District. Said sums are not appropriated by
55 the Borough as relates to specific uses, which is the purview of the School Board. Individual
56 amounts received under $500,000 shall be communicated in writing to the Borough and shall
57 be added to the total approved amount and the Mayor shall deposit said sums to the
58 accounts of the School District and shall make said sums available for use by the School
59 District in accordance with law. Individual amounts received equal to or greater than
60 $500,000 shall not be added to the total amount unless approved by the Fairbanks North
61 Star Borough Assembly by supplemental ordinance. In accordance with state law, the
62 appropriations contained in this ordinance for local support to Education is stated only as a
63 lump sum and individual School District appropriation items are not included in this
64 ordinance.
65
66 Section 4. Appropriation Level. The appropriations set forth in Attachment A
67 of this ordinance are at the department and fund level, with expenditure allocations at the
68 division level. Non-specific adjustments made by the Assembly at the department level shall
69 be applied to the divisional expenditure allocations by the Mayor and the resulting adjusted
70 allocations shall be deemed approved by the Assembly for purposes of the final budget
71 document. Transfers of appropriations or supplemental appropriations may be made by the
72 Assembly by ordinance.
73
74 Section 5. Community Revenue Sharing.
75 A. General Fund Contingent Appropriation. Contingent upon receipt of the
76 funds, an estimated $3,500,000 is appropriated to the General Fund budgetary guideline
77 entitled "Contribution to Fund Balance" and Community Revenue Sharing revenue is
78 increased by a like amount.
79 The "Contribution to Fund Balance" appropriation and the estimated revenue
80 may be adjusted to reflect the actual amounts of the receipts.
81 B. Unincorporated Communities. Contingent upon receipt of the funds and in
82 accordance with A.S. 29.60.850 - 29.60.879, amounts received from the State, for eligible
83 unincorporated communities within the Borough, shall be distributed to those communities'
84 selected non-profit(s) which have complied with the Borough's administrative procedures for
85 receipt of the funds.
86
87 Section 6. General Fund - Mayor's Office Appropriation. The allocation for
88 areawide economic development in the Mayor's Office appropriation is made in accordance
89 with A.S. 29.35.110(c) and an agreement, dated May 20, 2004, among the Mayors of the
90 Borough and the Cities of Fairbanks and North Pole.
91
Fairbanks North Star Borough Alaska ORDINANCE NO. 2012-20
Page 2 of 5
92 Section 7. General Fund — Non -Departmental Appropriation.
93 A. Reaurwriation. The amounts in the Non -Departmental appropriation for
94 Reserve for Personnel Services, Valuation Expertise, and Reserve for Unforeseen Time-
95 Critical Events are reappropriated to the respective departments and funds for the purposes
96 described in the Budget Document.
97 B. Grants Local Match Intent. The $100,000 Grants Local Match portion of the
98 Non -Departmental appropriation, as described in the Budget Document, is set aside as the
99 funding source for any areawide local matches needed for grants to the Borough or as a
100 grant or match to another entity. Any grants awarded will be brought to the Assembly for
101 appropriation before the local match or grant is obligated, encumbered, or expended.
102
103 Section 8. Health and Social Services Intent. The $200,000 "Match
104 Assistance Grant" portion of the General Fund operating transfer to the Health and Social
105 Services division of the Financial Services department is set aside as a funding source for
106 any required local match assistance needed for grants received by non-profit organizations
107 serving the health and social services needs of the Borough community. The $50,000
108 "Match Assistance Grant — Safety Net Services" portion of the General Fund operating
109 transfer to the Health and Social Services division of the Financial Services department is set
110 aside as a funding source for any required local match assistance needed for grants received
Ill by non-profit organizations serving the basic hunger, health, and shelter needs of the
112 Borough community.
113
114 Section 9. Provisions for Grants Appropriations. The appropriations for
15 grants, set forth in Attachment A of this ordinance, are estimated amounts. Actual amounts
116 will be appropriated contingent, and based, upon the respective signed grant agreements,
117 unless materially different, as determined by the Chief Financial Officer.
118 The appropriations for grants, set forth in Attachment A of this ordinance, are
119 effective for the periods specified in the respective signed grant agreements.
120 Grants -related appropriations are to be recorded and accounted for on the
121 Borough's books using the most appropriate fund(s) and method, as determined by the Chief
122 Financial Officer.
123
124 Section 10. Health Care Contingency Reserve Fund Appropriations. Monies
125 in the Health Care Contingency Reserve Fund are to be used in accordance with the Fund's
126 provisions and with the collective bargaining agreements, and the respective amounts
127 required by department and fund are hereby appropriated.
128
129 Section 11. Appropriation of Health Wellness Funds. All monies in the
130 Wellness Account are appropriated to be used in accordance with the Account's provisions
131 as outlined in the collective bargaining agreements.
132
133 Section 12. Lease Financing versus Direct Purchase. Vehicles and
134 equipment to be procured by the Vehicle & Equipment Fleet Fund are budgeted to be
135 financed through the Borough's Master Lease agreement, unless the item is of a low dollar
136 amount which may be purchased outright, as determined by the Chief Financial Officer. All
37 other Borough procurements are budgeted as outright purchases. However, the Chief
Fairbanks North Star Borough, Alaska ORDINANCE NO. 2012-20
Page 3 of 5
xix
138 Financial Officer is authorized to determine whether use of the master lease for a large
139 procurement is appropriate, and if so, the related appropriations in this budget are hereby
140 adjusted to reflect that determination.
141
142 Section 13. Multi -Year — Merit Pay Program Reappropriation. The amounts in
143 the Merit Pay Program are reappropriated to the respective departments and funds for the
144 purposes described in the Budget Document when the fund/department does not have
145 excess funds to cover the increase.
146
147 Section 14. Lapse of Funds.
148 A. Health and Social Services "Match Assistance Grants". Notwithstanding
149 FNSBC 3.01.060, any unexpended, unencumbered remainders of these amounts shall not
150 lapse at June 30, 2013.
151 B. Vehicle & Equipment Fleet Fund - Transportation Department.
152 Notwithstanding FNSBC 3.01.060, if any item on the "List of Vehicles and Equipment to be
153 replaced in FY 2013" or a piece of equipment not materially different as determined by the
154 CFO has not yet been purchased, its appropriation shall not lapse until the purchase is
155 complete or has been abandoned.
156 C. Grants, Capital and Multi -Year Projects. In furtherance of
157 FNSBC 3.01.060B, upon completion or abandonment of the purposes of the appropriations
158 for grants, capital and multi -year projects, set forth in Attachment A of this ordinance, any
159 unexpended, unobligated portion of each respective contribution from another fund shall
160 lapse to the fund balance or unrestricted net assets, as appropriate, of the contributing fund.
161
162 Section 15. Rate of Real Property Tax for Areawide General Government
163 Purposes. There is hereby levied for areawide general government functions of the
164 Borough, a tax upon each dollar of property taxable under FNSBC 3.08, 3.12 and 3.46, for
165 property located within the Borough, at a rate of levy to be fixed by resolution which shall be
166 adopted before the 15th of June, 2012.
167
168 Section 16. Rate of Real Property Tax for Areawide Education Purposes.
169 There is hereby levied for areawide education functions of the Borough, a tax upon each
170 dollar of property taxable under FNSBC 3.08, 3.12 and 3.46, for property located within the
171 Borough, at a rate of levy to be fixed by resolution which shall be adopted before the 15th of
172 June,2012.
173
174 Section 17. Rate of Real Property Tax for Non-Areawide Purposes. There is
175 hereby levied for non-areawide functions of the Borough, a tax upon each dollar of property
176 taxable under FNSBC 3.08, 3.12 and 3.46, for property located within the Borough outside
177 the cities of Fairbanks and North Pole, at a rate of levy to be fixed by resolution which shall
178 be adopted before the 15th of June, 2012.
179
180
Fairbanks North Star Borough, Alaska ORDINANCE NO, 2012-20
Page 4 of 5
xx
181 Section 18. Rate of Real Property Tax for Solid Waste Collection District
182 Purposes. There is hereby levied for solid waste collection functions of the Borough, a tax
193 upon each dollar of property taxable under FNSBC 3.08, 3.12 and 3.46, for property located
184 within the Borough outside the city of Fairbanks, at a rate of levy to be fixed by resolution
185 which shall be adopted before the 15th of June, 2012.
186
197 Section 19. Rate of Real Property Tax for Service Area Purposes. There is
188 hereby levied for the various service area functions of the Borough, a tax upon each dollar of
189 property taxable under FNSBC 3.08, 3.12 and 3.46, for property located within each service
190 area of the Borough, at a rate of levy to be fixed by resolution which shall be adopted before
191 the 15th of June, 2012.
192
193 Section 20. Rate of Real Property Tax for Service Area Administrative Fee.
194 There is hereby levied, pursuant to FNSBC 14.01.161B, a tax upon each dollar of property
195 taxable under FNSBC 3.08, 3.12 and 3.46, for property located within each service area of
196 the Borough, at a rate of levy sufficient to at least pay the administrative fee. The exact rate
197 of levy will be fixed by resolution which shall be adopted before the 15th of June, 2012.
198
199 Section 21. Ratification. Passage and approval of this ordinance constitutes
200 ratification of the Fiscal Policies, and of the User Fee Schedule as shown in Appendix E (a
201 copy of which is attached), to be effective July 1, 2012, as found in Appendix E of the Budget
202 Document, except for the waiving of copying charges totaling less than five dollars which
203 shall be effective immediately upon adoption of this ordinance.
'04
205 Section 22. Approval of Final Budget Document. Notwithstanding
206 FNSBC 3.03.040F, the Assembly of the Fairbanks North Star Borough hereby approves the
207 Budget Document, which allocates appropriations to various expenditure categories.
208
209 PASSED AND APPROVED THIS 101h DAY OF MAY, 2012.
210
211
212 Q/ I" —%
213 Diane L. Hutchison
214 Presiding Officer
215
216 ATTEST:
217
219 U
219
220 Moni Lisa Drexler, MMC
221 Municipal Borough Clerk
222
223 Ayes: Davies, Sattley, Winters, Musick, Kassel, Hutchison
224 Noes: Dukes, Howard, Want
Fairbanks North Star Borough Alaska ORDINANCE NO. 2012-20
Page 5 of 5
xxi