§ 111.850. Kids Hope Alliance Trust Funds.

Part A. Kids Hope Alliance Trust Fund

There is created within the General Trust and Agency Fund a trust fund account to be known as the Kids Hope Alliance Trust Fund , hereinafter called the Fund. The Chief Executive Officer ("CEO") of the Kids Hope Alliance ("Board") shall deposit into the fund all donations and contributions of money, including gifts and grants, received for use toward achieving the purposes, functions and goals set forth in the Essential Services Plan for Kids and Chapter 77, Ordinance Code. All such donations and contributions shall be accounted for separately within the fund by the CEO. All sums placed into the fund, which shall include all interest earned or accrued thereon, shall be appropriated by the Council prior to expenditure, and shall be utilized for operating, maintaining and improving the Essential Services Plan for Kids provided in Chapter 77, Ordinance Code, and to provide funding for the Board's mini-grant program. The mini-grants of up to $5,000 may be awarded to organizations that provide programs for children and youth in the Jacksonville community and that are within the services, programs and activities identified in the Essential Services Categories under Chapter 77, Ordinance Code. The mini-grant funds shall not lapse at the close of any fiscal year, but instead shall carry over to the next fiscal year. Funds provided through the Fund shall not be used for ongoing program costs or fundraising efforts. The CEO shall make grant and other expenditure recommendations to the Board. The Board shall approve all expenditure amounts and the CEO shall award the amounts as directed by the Board. The CEO or its designee shall review the expenditures to ensure that the funds were expended for those items as approved by the Board. The Director of Finance and Administration, or his designee, is authorized and directed to make disbursements from the Fund after appropriation by the Council and upon written requisition of the CEO, or his designee, subject to the availability of funds in the Fund. Nothing in this Section shall prohibit or otherwise limit any appropriations which may be made by the Council to the Board for use toward achieving the purposes, functions and goals set forth in the Essential Services Plan for Kids and Chapter 77, Ordinance Code.

Part B. Youth Travel Trust Fund

There is created within the General Trust and Agency Fund a trust fund account to be known as the Youth Travel Trust Fund. The Board of Directors of the Kids Hope Alliance is hereby designated as the agent of the City for the purposes of determining and authorizing the allocation of a travel grant appropriation designated in the annual budget ordinance or in supplemental appropriation ordinances as being appropriated for eligible recipients. The Board shall also deposit into the fund all donations and contributions of money, including gifts and grants, received for use toward youth travel. All such donations and contributions shall be accounted for separately within the fund. Unencumbered funds shall lapse in this fund at year end. The annual appropriation to this fund may not exceed $50,000. The $50,000 appropriation may be comprised of contributions to the fund and appropriations of this fund's fund balance to the extent available. No organization may make a request for youth travel support except through an allocation from the Youth Travel Trust Fund and all requests from Council for youth travel appropriations shall be directed to the Board in compliance with the directives set forth in this Part B.

(a)

The process for the annual youth travel appropriation will begin with the Board's preparation of an annual appropriation request. This request will reflect a lump sum appropriation to be indicated in the annual City budget as Youth Travel Grant Program. The Board's Youth Travel Grant Program request shall be submitted to the Mayor for review by the Mayor's Budget Review Committee ("MBRC") which will recommend a lump sum appropriation to be included in the proposed budget for the upcoming fiscal year. In presenting its youth travel appropriation request, the Board shall include relevant information regarding youth travel grants and shall be responsible for documenting the validity of the request to the MBRC, the City Council Finance Committee and full City Council throughout the budgeting process.

(b)

Funding will be allocated by contract between the recipient organization and the Board, which shall be signed by the Mayor or his or her designee, on behalf of the Board. Organizations will be notified in writing of the results of their request and will be provided with any support information or justification for the decision which might be helpful.

(c)

The Board shall develop and be responsible for the administration of the Youth Travel Grant Program. Procedures shall be established and amended as necessary to meet the mission of the program and current needs of the community. The Board may classify organizations in reasonable classifications for the purpose of this program. The procedure prescribed herein, as further developed by the Board, shall be the only procedure available to organizations for requesting youth travel public support.

(d)

The following components shall be included in any administrative and operating procedures developed and implemented by the Board:

(1)

The Board shall promulgate a written procedure for the submission of appropriation requests by organizations, which procedure shall be made known to each requesting organization at the time the appropriation request form is supplied to the requesting organization.

(2)

The Board shall consider appropriation requests returned by the requesting organizations. The Board shall afford the requesting organizations an opportunity to make an oral or written presentation to further justify or explain their respective appropriation requests.

(3)

The Board shall accept and consider appropriation requests for youth travel grants in amounts of up to $25,000.

(e)

In order to be eligible for funding, an organization must meet the following criteria:

(1)

The organization must be tax exempt under Section 501(c)(3) of the Federal Internal Revenue Code. A copy of the organization's letter of exemption from the Internal Revenue Service and all amendments thereto shall be provided when the organization submits its first appropriation request and thereafter when any change is made. In the alternative, an organization must be an outside school-related organization regulated by the Duval County School Board and complying with all requirements of the Duval County School Board with respect to such organizations, including compliance with requirements pertaining to financial accounting and auditing. An outside school-related organization shall provide, with any request for a youth travel grant, copies of annual audits provided to the Duval County School Board for the preceding year.

(2)

The organization must be a not-for-profit corporation chartered by the Secretary of State under F.S. Ch. 617, Pt. 1. A copy of the corporate charter and all amendments thereto shall be provided when the corporation submits its first appropriation request and thereafter when any change is made.

(3)

The organization must operate in Duval County.

(4)

The organization must have been in existence for at least one year.

(f)

The membership of the organization shall be open to as large a portion of the public as possible, subject to nondiscriminatory conditions and qualifications for membership.

(g)

If the organization is a previous recipient of Youth Travel Grant, the organization must have submitted all required reports for previous grants.

(h)

All applications to the Youth Travel Grant Program will be evaluated based on criteria established by the Board which criteria will include, but not be limited to:

(1)

That at least 75 percent of the organization's revenue for the planned youth travel is derived from sources other than this program, which revenue must have been raised prior to application for funding from the Youth Travel Fund.

(2)

That the Youth Travel Fund may provide no more than 25 percent of the allowable travel funds or up to $25,000, whichever is less; provided, however, that the Board shall not set lower limits of maximum funding available from the Youth Travel Fund; and

(3)

That the travel must be in connection with an invitation recognizing and resulting from the outstanding performance or achievement of the traveling organization; and

(4)

Receiving a commitment from the organization to provide a service to the community upon their return.

(i)

Restrictions on use of youth travel grants:

(1)

No grants shall be made to individuals, or local, state or federal agencies.

(2)

Youth travel grant funds may not be used for:

(i)

Capital purchases;

(ii)

Endowments or escrow accounts;

(iii)

Contributions or donations to other organizations;

(iv)

Penalty fees for violations of federal, state or local laws;

(v)

Interest payments or professional fees;

(vi)

Reimbursement to individuals for other than travel expenses; or

(vi)

Uniforms, supplies, equipment and other similar items.

(j)

Youth travel funds, receipts and disbursements must be properly documented and supported by receipts, invoices, canceled checks and/or other information as required by the Board. Financial reports with all supporting documentation from the recipient shall be due to the Board within 90 days of completion of the travel.

(k)

The Board shall establish a quarterly reporting system for all funded organizations which provides financial and programmatic information documenting the use and impact of the Youth Travel Grant Program funds. This shall be part of the KHA's Quarterly Budget Summary Report.

(l)

Funds derived from sources other than from this program shall first be used to finance the travel and reduce the Youth Travel Fund grant. Any unused travel funds, up to the amount provided by the Board, shall be returned to the Board along with the final report. All application forms, procedures, reporting requirements, and contract agreements for recipient organizations will be developed by the Board and will be between the Board and the individual recipient organizations.

Part C. Summer Camp Trust Fund

There is created within the General Trust and Agency Fund a trust fund account to be known as the Summer Camp Trust Fund , hereinafter called "the Fund." The Board of Directors of the Kids Hope Alliance, hereinafter called the Board, is hereby designated as the agent of the city for the purposes of determining and authorizing the allocation of summer campships. The Board, by and through its Executive Director, shall also deposit into the fund all donations, and contributions of money, including gifts and grants received for use toward summer campships. All such donations and contributions shall be accounted for separately within the fund, by the Executive Director. All sums placed into the fund, which shall include all interest earned or accrued thereon, shall be appropriated by the Council prior to expenditure, and shall be utilized for establishing summer campships. Funds provided through the fund shall not be used for ongoing program costs of fundraising efforts. The Executive Director shall make expenditure recommendations, for summer camperships, to the Board. The Board shall approve all expenditure amounts, for summer camperships, and the Executive Director shall award the amounts, for summer camperships, as directed. The Executive Director or designee shall review the expenditures to ensure that the funds were expended for the summer camperships, as approved by the Board. The Director of Finance and Administration, or designee, is authorized and directed to make disbursements from the fund, after appropriation by the Council, and upon written requisition of the Executive Director, or designee, subject to the availability of funds in the fund. Funds, in the fund, that are unencumbered, at the end of any fiscal year shall lapse at the end of that fiscal year.

(Ord. 87-1264-702, § 1; Ord. 90-545-252, § 1; Ord. 91-806-602, § 1; Ord. 2000-446-E, § 1; Ord. 2000-580-E, § 1; Ord. 2001-1010-E, § 2; Ord. 2006-422-E, § 46; Ord. 2007-342-E, § 1; Ord. 2007-813-E, § 10.8; Ord. 2011-732-E, § 37; Ord. 2016-140-E , § 16; Ord. 2017-563-E , §§ 3, 11)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former 110.344.