202 KAR 7:520. Allocation of block grant funding assistance for emergency medical services

Link to law: http://www.lrc.ky.gov/kar/202/007/520.htm
Published: 2015

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      202 KAR 7:520. Allocation of block grant funding assistance for

emergency medical services.

 

      RELATES TO: KRS 311A.010, 311A.030(2), 311A.035,

311A.050, 311A.055, 311A.060, 311A.155, 311A.190, 2 C.F.R. 215-225

      STATUTORY AUTHORITY: KRS 311A.155(3)

      NECESSITY, FUNCTION, AND CONFORMITY: KRS

311A.115(3) authorizes the Kentucky Board of Emergency Medical Services to

promulgate administrative regulations concerning the receiving and disposing of

grant funds. KRS 311A.155 authorizes the Kentucky Board of Emergency Medical

Services to maintain a block grant fund program for the purpose of assisting

units of local government in the provision of emergency medical services. This

administrative regulation establishes standards and criteria governing the

allocation of emergency medical services funding assistance to eligible applicants.

 

      Section 1. Eligibility to Receive EMS

Grant Funding. (1) A county in the Commonwealth of Kentucky shall be eligible

to apply for and may receive emergency medical services (EMS) grant funding if

the applicant county meets the requirements in this administrative regulation.

      (2) A merged government shall not lose

eligibility pursuant to this administrative regulation and may apply for and

receive EMS grant funding if the applicant meets all requirements of this

administrative regulation.

      (3) This administrative regulation shall not

be construed to grant an agency licensed pursuant to 202 KAR 7:501 the

authority to apply for or receive EMS grant funding independent of the county.

      (4) A county or merged government that

applies for EMS grant funding shall maintain, within its boundaries and for the

benefit of its inhabitants, one (1) or more agencies that provide primary EMS

911 response and transport service.

      (5) A county or merged government shall

be considered to maintain EMS 911 level of service by:

      (a) Holding the license for and operating

a county-owned Class I ground ambulance service;

      (b) Holding the license for a Class I ground

ambulance service but contracting with a licensed service to operate within the

county;

      (c) Allowing an agency or multiple

agencies to operate within the county to provide EMS 911 level of service for

the benefit of the inhabitants of that area; or

      (d) Not holding the license for, but

bearing the responsibility of, operating or allowing the operation of, an

agency or multiple agencies within the county to provide EMS 911 level of

service for the benefit of the inhabitants of that area.

      (6) A county or merged government shall

be eligible to receive EMS grant funding only for agencies licensed as Class I.

Other classes of service shall not be eligible.

      (7) A county or merged government shall

not disperse funds to a licensed agency that cannot provide evidence of

compliance with KBEMS’ data collection requirements pursuant to KRS 311A.190

and 202 KAR 7:540.

      (8) An agency that is not compliant with

data collection requirements in KRS 311A.190 and 202 KAR 7:540 may submit a

plan of correction for approval by the executive director. A plan shall include

at least:

      (a) A detailed outline of measures that shall

be taken to achieve compliance;

      (b) Proof of equipment necessary to achieve

compliance;

      (c) Deadlines that shall be met in

achieving compliance that shall not extend beyond two (2) years from the

approval of the plan of correction; and

      (d) A stipulation that an agreed

percentage of awarded grant funds shall be used in taking measures that shall achieve

compliance with data collection requirements in KRS 311A.190 and 202 KAR 7:540.

      (9) An agency that is following an approved

plan of correction for data collection compliance pursuant to KRS 311A.190 and

202 KAR 7:540 may be eligible to obtain block grant funds from an applicant

county or merged government.

      (10) An agency undergoing disciplinary

action pursuant to KRS 311A.060 shall be eligible to receive funds if in

compliance with board-recommended disciplinary action.

 

      Section 2. Eligibility for Authorized

Expenditures. (1) A county or merged government eligible to receive EMS grant

funding shall be authorized to spend funds based upon a tiered level of

compliance with 202 KAR Chapter 7.

      (2) An eligible county or merged

government shall meet the requirements for one (1) of the following tiers:

      (a) A Tier I applicant shall be an agency

that maintains a primary EMS 911 ground ambulance service that is substantially

compliant with 202 KAR 7:501 but has documented violations requiring on-going

plans of correction that are addressed and may be eliminated by the award of

EMS grant funds;

      (b) A Tier II applicant shall be an

agency that maintains a primary EMS 911 ground ambulance service that has

operated free of documented violations requiring on-going plans of correction for

one (1) inspection cycle;

      (c) A Tier III applicant shall be an

agency that maintains a primary EMS 911 ground ambulance service that has operated

free of violations for two (2) or more inspection cycles; and

      (d) A Tier IV applicant shall consist of

a group of Tier III applicants eligible to combine EMS grant funds for the

common good of their primary EMS 911 ground ambulance services.

      (3) A county or merged government may

request reconsideration of the tier into which the county or merged government

has been placed. Each request shall be acted upon within forty-five (45) days

of the office’s receipt of the request for reconsideration of the time limits established

in this administrative regulation.

      (4)(a) If the office of the board denies the

request to change the applicant’s tier, the applicant may appeal the decision

to the board.

      (b) The board’s decision after appeal

shall be final.

 

      Section 3. Application Requirements. (1) An

applicant for EMS grant funds shall fully complete all portions of the County

Application, Kentucky Ambulance Grant, KBEMS G-1, and the Agency Application,

Kentucky Ambulance Grant, KBEMS-G2.

      (2) Each application

shall be received by January 31 of each year. An applicant shall not receive

EMS grant funds if the application is not filed on or before January 31.

      (3) Each application shall include an

itemized list of items intended to be purchased with EMS grant funds and a

narrative justification for the purchase of those items. An application that

does not include the itemized list or the narrative justification shall be

returned by the board office and shall not be timely filed if the applicant

does not resubmit the revised application by the filing deadline established in

subsection (2) of this section.

      (4) Each applicant shall identify on the

application which agency or agencies will receive the EMS grant funds sought in

the application process.

      (5) If the applicant intends for more

than one (1) agency to receive funds, the applicant shall specifically identify

every agency to which funds shall be dispersed.

      (6) The service director or ambulance board

chair of an agency receiving funds from an applicant shall certify that the

agency:

      (a) Is a licensed Class I ground

ambulance service in the state of Kentucky;

      (b) Acknowledges, understands, and agrees

to comply with the requirements and duties of KRS 311A.155 and this

administrative regulation;

      (c) Has not made a false statement or

misrepresentation on the application and that falsely certifying shall subject

the agency to reimbursement of funds to KBEMS and sanctions pursuant to KRS

311A.060; and

      (d) Shall not misuse funds and that doing

so shall require the agency to reimburse those funds to KBEMS and shall subject

the agency to sanctions pursuant to KRS 311A.060.

      (7) An applicant county or merged

government shall submit the County Application, Kentucky Ambulance Grant, KBEMS

G-1, with the county judge executive’s signature or an agent duly authorized by

the applicant. A duly authorized agent may include, for example, a chief administrative

officer for the applicant, but shall not include a person unable to legally

bind the applicant.

      (8) An applicant shall certify on the County

Application, Kentucky Ambulance Grant, KBEMS G-1 that the county or merged

government:

      (a) Acknowledges, understands, and agrees

to comply with the requirements and duties of KRS 311A.155 and this

administrative regulation;

      (b) Has not made a false statement or

misrepresentation on the County Application, Kentucky Ambulance Grant, KBEMS

G-1, and that falsely certifying shall subject the applicant to reimbursement

of funds to KBEMS and sanctions pursuant to KRS 311A.060;

      (c) Shall not misuse funds and that doing

so shall subject the applicant to reimbursement of those funds to KBEMS and sanctions

pursuant to KRS 311A.155(5) and 311A.050; and

      (d) Shall be jointly responsible for ensuring

that all purchases and expenditures of block grant funds are authorized and

allowable pursuant to KRS 311A.155 and this administrative regulation.

      (9) The board shall vote to approve or

disapprove the County Application, Kentucky Ambulance Grant, KBEMS G-1, for

block grant funds if the application designates for receipt of funds an agency

that is currently undergoing or is the subject of proposed sanctions pursuant

to KRS Chapter 311A.

 

      Section 4. Application for Change of Items.

(1) An applicant wishing to spend awarded funds on items not approved in the agency

application shall submit the Ambulance Grant Substitute Item Form, KBEMS-G3, to

remove the approved items and substitute different items for purchase.

      (2) A substituted item

purchased without notification to and approval from KBEMS shall be misuse of

grant funds and shall subject the applicant to sanctions pursuant to KRS 311A.060.

      (3) Authorization for substitute items

shall not be approved retroactively. An approval for a substitution shall be

sought prior to purchase.

      (4) The County Application, Kentucky

Ambulance Grant, KBEMS G-1, for approval shall contain signatures of the agency

to which the funds were dispersed as well as the applicant’s authorized agent.

 

      Section 5. Funds Management. (1) Upon

award of block grant funds, the applicant, the receiving agencies, and KBEMS

shall execute a grant agreement that outlines the relevant statutory and regulatory

requirements, duties, and obligations of all parties.

      (2) Every grant agreement

shall bear the signatures of the applicant’s authorized agent, the service

director or ambulance board chair of each agency receiving the funds from the

applicant, and the executive director of KBEMS.

      (3) Funds shall not be dispersed until

the grant agreement is signed and dated by the parties required in this section

of this administrative regulation.

      (4) The grant agreement shall require

that the applicant and the receiving agency authorize KBEMS to conduct an audit

of records relevant to use of the awarded funds.

 

      Section 6. Allowable Expenditures. (1) Awarded

funds shall only be spent on authorized purchases.

      (2) Authorized purchases

shall be determined by the tier for which the receiving agencies are eligible.

      (3) Authorized purchases for the tiers are

as follows:

      (a) Tier I services shall be authorized

to spend awarded funds on items, equipment, and training for personnel only if

those purchases are necessary for the agencies to meet the minimum requirements

of 202 KAR 7:501;

      (b) Tier II services shall be authorized

to spend awarded funds on any items, equipment, or training for personnel that

fall under Tier I. In addition, Tier II eligible services shall be authorized

to spend awarded funds on pre-approved educational tools and items;

      (c) Tier III services shall be authorized

to spend awarded funds on an item from Tier I or II, plus outside EMS related

class registrations, items appearing on the Federal Emergency Management Agency

Approved Equipment List, www.fema.gov, and additional items if applied

for and approved by the board based on current applicability to EMS standards

of medical practice and promotion of public health and safety; or

      (d) Tier IV services may organize as a cooperative

of agencies consisting of services that qualify for Tier III. Cooperative agencies

shall be allowed to pool awarded funds for the purchase of items beneficial to

multiple counties within the cooperative.

      (4) If seeking reimbursement for the

conduct of authorized educational courses, only expenses directly related to

courses or training shall be authorized. Block grant funds shall not be used

for reimbursement of participants’ travel, food, gas, lodging, or incidental

expenses related to EMS classes.

 

      Section 7. Cooperative of Agencies. (1) A

cooperative of agencies shall consist of a minimum of two (2) agencies.

      (2) Each agency within a

cooperative shall have on file current mutual aid agreements that existed prior

to and extend past the current grant award period. An agency that does not have

a current and ongoing relationship shall not be allowed to enter into a

cooperative agreement.

      (3) Items or equipment purchased with the

grant funds awarded to an agency within a cooperative shall benefit each member

agency of that cooperative.

      (4) Each applicant shall agree that the

agencies to which they disperse money may enter into the cooperative of

agencies for the benefit of the inhabitants within the county or area of the

merged government.

      (5) Each agency included in a cooperative

of agencies shall enter into and submit to KBEMS a cooperative agreement approved

by the board that includes, at a minimum:

      (a) Where ownership of the equipment shall

reside;

      (b) Who shall maintain and repair the

equipment;

      (c) Certification that all parties to the

cooperative of agencies shall have access to the equipment;

      (d) An agreed and approved protocol for

the possession, access, use, and replenishment of items or equipment obtained

with grant funds;

      (e) A narrative justification for the purchase

of the equipment;

      (f) A process for discarding the

equipment if it becomes obsolete;

      (g) An agreed statement of liability

distribution; and

      (h) The signatures and certifications of

truthfulness of each party to the cooperative of agencies, the applicant

counties or merged governments, and the chair of KBEMS.

      (6) In addition to the agency application,

representatives of the cooperative of agencies and the applicant counties or

merged governments shall appear at a regular meeting of the board to present an

explanation of and justification for the use of combined funds.

      (7) Tier IV cooperatives shall not be

authorized without affirmative vote of the board.

 

      Section 8. Accountability. (1) Each

applicant that receives funds and each agency to which the applicants disperse

funds shall be jointly accountable for use of the money.

      (2) Each applicant and agency shall submit

a Grant Accountability of Funds, KBEMS-G4, that includes at a minimum:

      (a) Itemization of all purchases;

      (b) Attached receipts for all purchases;

and

      (c) Included packing slips or invoices.

      (3) If an applicant or agency maintains carry-over

funds in accordance with KRS 311A.155(5), the applicant or agency shall submit

proof of the continued availability of those funds. Proof may include, for

example, a bank statement, a letter from the designated county or government

official, a budgetary line-item, or other evidence sufficient to account for

the unused, carry-over funds.

      (4) Failure to submit documents

accounting for grant funds by the deadline established in Section 9 of this

administrative regulation shall subject the applicant or agency to being ineligible

for further award of block grant funds.

      (5) The board may request documentation

of purchases and expenditures during the grant cycle. Failure to comply with

this request shall make an applicant or agency ineligible for further award of

grant funds.

      (6) An agency that fails to comply with

subsections (4) or (5) of this section shall also be subject to discipline pursuant

to KRS 311A.060.

 

      Section 9. Time limits and Deadlines for Block

Grant Funds Awards. (1) Agency application for block grant funds shall be postmarked

or received by January 31 of each year.

      (2) Accounting required pursuant to Section

8 of this administrative regulation shall be postmarked or received by March 15

of each calendar year.

      (3) The office of the board shall supply

notification to the applicants and agencies of their grant award no later than April

30 of each calendar year.

      (4) The office of the board shall make

payment of grant funds to applicants no later than August 31 of each calendar

year.

 

      Section 10. Review of Grant Applications.

(1) A grant application shall be subject to review by the office of the board

and other entities relevant to the award process.

      (2) Review of applications shall include:

      (a) Level One Review, which shall

determine completeness of the application. An incomplete application shall be

rejected, and if still within the deadline for application, the incomplete

areas may be cured and resubmitted. If outside the application deadline, resubmission

shall not be accepted; and

      (b) Level Two Review, which shall

determine regulatory compliance and appropriateness of expenditures.

      (3) Approval authority for grant

applications and purchase authorization shall be the:

      (a) Executive director for Tier I and II

applicants;

      (b) Executive director for Tier III

applicants who request purchases or expenditures at the Tier I or II level;

      (c) Board for Tier III applicants with

request for purchases or expenditures at the Tier III level; and

      (d) Board for Tier III applicants that

fall within the Tier IV Cooperative of Agencies level.

      (4) All Tier I or II purchases shall be

consistent with Section 6(3)(c) of this administrative regulation and approved

prior to purchase. Exemption from or waiver of pre-approval shall not be permitted.

      (5) Tier III and IV applications and

purchase authorizations may be recommended for:

      (a) Full approval;

      (b) Approval with modifications; or

      (c) Denial.

      (6) Tier III and IV applicants may

request reconsideration of approval with modifications by submitting new

evidence of justification for their request at the next regular board meeting

or at a meeting specially called by the chair of the board.

      (7) Tier III and IV applicants may

request reconsideration of denial by submitting new evidence of justification

for their request at the next regular board meeting or at a specially called

meeting.

      (8) New proposals,

if applicable, shall be considered during a request

for reconsideration.

      (9) A second denial of a Tier III or IV

application or authorization for purchases shall be final and shall result in a

default to Tier I or II purchases or expenditures that shall meet all

requirements of this administrative regulation.

 

      Section 11. Grant Program Management. (1)

Implementation and management of the grant program may include employment of an

individual with primary responsibility of managing the block grant fund program.

      (2) Other

responsibilities shall include:

      (a) Research of and application for

additional EMS grant sources and funding streams that benefit KBEMS’ regulatory

obligations to licensed and certified agencies; and

      (b) Assistance to licensed EMS agencies

in their efforts to locate and obtain other EMS grants.

      (3) Employment of the grant management

employee shall be dependent upon the availability of budgetary funds.

 

      Section 12. Statewide Initiatives. (1) The

board shall reserve a portion of the block grant funds appropriated to it by

the legislature if a unanimous vote of the board determines:

      (a) That a statewide

initiative is necessary to further one (1) or more of the statutory functions

of the board in KRS 311A.035; or

      (b) A portion of the funds shall be

distributed to assist agencies in meeting a federal or state mandate relevant

to EMS.

      (2) KBEMS shall not reserve funds for

statewide initiatives in consecutive years.

      (3) Notification of reservation of funds

shall be sent to all eligible applicants and agencies by September 1 of the

calendar year prior to the grant cycle.

 

      Section 13. Incorporation by Reference.

(1) The following material is incorporated by reference:

      (a) "County Application, Kentucky

Ambulance Grant", KBEMS-G1, 1/2013;

      (b) "Agency Application, Kentucky

Ambulance Grant", KBEMS-G2, 1/2013;

      (c) "Ambulance Grant Substitute Item

Form", KBEMS-G3, 1/2013; and

      (d) "Grant Accountability of Funds",

KBEMS-G4, 1/2013.

      (2) This material may be inspected,

copied, or obtained, subject to applicable copyright law, at the Kentucky Board

of Emergency Medical Services, 300 North Main Street, Versailles, Kentucky

40383, Monday through Friday, 8:30 a.m. to 4:30 p.m. (27 Ky.R. 3438; Am. 28

Ky.R. 594; eff. 9-10-2001; 29 Ky.R. 1311; 1763; eff. 1-15-2003; 39 Ky.R. 2056;

40 Ky.R. 278; eff. 8-21-2013.)