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HomeMy WebLinkAboutResolutions - 1986.08.07 - 10814Miscellaneous Resolution ft 86186 June 26, 1986 BY: FINANCE COMMITTEE - DR. G. WILLIAM Z.:ADDELL, CHAIRPERSON IN RE: MANAGEMENT AND BUDGET DEPARTMENT - REVISED FEDERAL AND STATE GRANT APPLICATION AND REIMBURSEMENT CONTRACT PROCEDURES TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Mr. Chairperson, Ladies and Gentlemen: WHEREAS Public Act 139 of 1973 provides that the Oakland County Board of Commissioners may "establish policies to be followed by the government of the county in the conduct of its affairs and exercise all powers and duties vested in the boards of county commissioners not inconsistent with this act . . . adopt and enforce rules establishing and defining the authority, duties and responsibilities of county departments and offices . . . enter into agreements with other governmental entities for the performance of service jointly ... accept gifts and grants-in-aid from a government or private source;" and WHEREAS Miscellaneous Resolution 1/84320 (1985 General Appropriations Act) incorporated all funds in the Oakland County Budget (except for the Road Commissioner), and all revenues and expenditures are presented and considered in a single document; and WHEREAS Miscellaneous Resolution 118145 dated September 1, 1977 and Miscellaneous Resolution 1182176 dated June 3, 1982 revised procedures for federal and state grant application and award and signator authorization procedures; and WHEREAS the procedures duplicate Board action inasmuch as the adopted Budget provides inclusion of existing grant and contract amounts and authorizes the programs, revenues and expenditures; and WHEREAS the County Executive recommends that the procedures be revised: 1. to include grants applied or received for establishment or continuation of county programs at 100% funding from grantor or required match and reimbursement contracts, 2. to eliminate duplicate Board action for grant or reimbursement contract applications when the program is included in the budget, 3. to eliminate need for Finance Committee action on new grant applications when 100% funding is requested, 4. to authorize the Board Chairperson to sign grant applications for on-going grants included in the budget, 5. to direct Corporation Counsel to review and approve all grant awards and contracts before submission to Standing Committee or Board Chairperson. NOW THEREFORE BE IT RESOLVED that the Oakland County d of Commissioners adopt the attached Revised Federal and State Grant Application and Reimbursement Contract Procedures. BE IT FURTHER RESOLVED that adoption of these revised procedures supersede those outlined in '".::e ous 08145 and the portions of Miscellaneous Resolution 1182176 which apply to grants and reimbursement contracts. Mr. Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution. FINANCE COMMITTEE _ INO I__ 1/4-i ti....Armt APPLICATI-:Y.'1 AND ..--..E:3URSEMEN: PR EDURES The following procedures apply to grant applications and acceptance of awards for establishment or continuation of County programs at 100% funding or required County match and reimbursement contracts. TYPES OF GRANT AND REIMBURSEMENT CONTRACT APPLICATIONS AND AWARDS 1. Application (new or ongoing programs). a. b. Gran Contract application - 100% funded by grantor. rt,_ --ent Contract application - County match required. 2. Award acceptance (new or ongoing programs). a. Grants and Rein-.).!-.:.,:.v.:3.,7-7,ent Contracts - 100% funded and/or County match required - less than 15% variance from application. b. Grants and Reimbursement Contracts - 100% funded and/or County match required - 15% or more variance from application. APPLICATION PROCEDURE I. NEW GRANTS AND REIMBURSEMENT CONTRACTS - 100% FUNDED A. Department 1. Prepares application. 2. Submits two (2) copies of the application to the Federal and State Aid Coordinator. B. Federal and State Aid Coordinator Reviews and submits one (1) copy of the application with recommendation to the Budget Division. C. Budget Division 1. Reviews and prepares a schedule of anticipated revenues and expenditures. 2. Prepares a report of the application, containing long and short-term fiscal implications and required future commitments by Oakland County and submits it with a schedule to the Liaison Committee. An informational copy of the report will be sent to the Finance Committee (and the Personnel Committee, if necessary). 3. Provides one (1) complete copy of the application and report to the Finance Committee Reporter. D. Liaison Committee Makes a recommendation to the Board of Commissioners. E. Board of Commissioners 1. Takes action on the resolution. 2. Chairperson signs the application. F. Department Submits the application to the grantor. II. NEW GRANTS AND REIMBURSEMENT CONTRACTS - COUNTY MATCH REQUIRED A. Department 1. Prepares application. 2. Submits two (2) copies of the application to the Federal and State Aid Coordinator. B. Federal and State Aid Coordinator Reviews and submits one (1) copy of the application with recommendation to the Budget Division. -1- 1. Reviews and prepares a snedule of anticipated revenues and expenditures. 2. Prepares a report of the application for the Finance Committee, containing long and short-term fiscal implications and required future commitments by Oakland County. An informational copy will be sent to the Personnel Committee, if necessary. 3. Provides one (1) complete copy of the application and report to the Finance Committee Reporter. D. Finance Committee he report to the Liaison Committee. E. Liaison Committee Makes a recommendation to Board of Commissioners. F. Board of Commissioners 1. Takes action on the resolution. 2. Chairperson signs the application. G. Department Submits the application to the grantor. III. ONGOING GRANTS AND REIMBURSEMENT CONTRACTS - 100% FUNDED OR COUNTY MATCH REQUIRED A. Department Submits two (2) copies of the application to the Federal and State Aid Coordinator with confirmation of ongoing status of grant. B. Federal and State Aid Coordinator Reviews the application and submits a recommendation to Budget Division. C. Budget Division 1. Prepares a report with a comparison schedule of anticipated expenditures from previous year award. 2. Ascertains that the current budget accounts for the grant program. The report will contain the budget page and line-item references. Variances from the budgeted amount will be addressed at the acceptance phase. 3. Sends a copy of the schedule to the Board Chairperson, the Liaison Committee, Finance Committee and the Personnel Committee, if necessary. D. Board Chairperson Signs the application. E. Department Submits the application to the grantor. ACCEPTANCE PROCEDURE I. NEW GRANTS, ONGOING GRANTS, AND REIMBURSEMENT CONTRACTS - 100% FUNDED AND/OR COUNTY MATCH REQUIRED - LESS THAN 15% VARIANCE FROM THE APPLICATION. A. Department Submits two (2) copies of the award to the Budget Division with review and approval of Corporation Counsel. B. 1. Bue:-- Prepares a resolution for the Finance Committee with Budget Amendment where applicable. 2. Submits a report to Finance Committee comparing revenues and expenditures - Award versus application, indicating overall percentage variance. -2- Provide at least one (I) complete of Arc.: inance Committee Reporter. C. Personnel Committee submits report with recommendation to the Finance Committee NOTE: (Management and Budget Department and the Personnel Department may submit the grant and the suggested Finance resolution to the Personnel Committee for review prior to submission to the Finance Committee. The Personnel Report to Finance Committee could then be considered simultaneously with the suggested resolution by the Finance Committee). D. Finance rr.7..ttee 1. Makes recommendation to Board, incorporating Personnel Committee recom mendation. 2. If Personnel Committee recommendation is not in agreement, the Finance Committee resolution will be forwarded to the Board accompanied by the Personnel Committee report. Board of Commissioners 1. Takes action on the resolution. 2. Chairperson signs the award. F. Department 1. Submits award to the grantor. 2. Submits one copy of the signed award to the Budget Division, Federal and State Aid Coordinator and Finance Committee Reporter. II. NEW GRANTS ONGOING GRANTS AND REIMBURSEMENT CONTRACTS - 100% FUNDED AND/OR COUNTY MATCH REQUIRED - 15% OR MORE VARIANCE FROM APPLICATION. A. Department Submits two (2) copies of the award to the Federal and State Aid Coordinator with review and approval of Corporation Counsel. B. Federal and State Aid Coordinator Forwards one (1) copy of the award to the Budget Division. C. Budget Division 1. Prepares a resolution for the liaison committee. 2. Submits a report to the liaison committee comparing revenues and expenditures - award versus application, indicating overall percentage variance. 3. Provides at least one (1) complete copy of the award to the liaison Committee Reporter. D. Liaison Committee Makes recommendation to the Board of Commissioners. E. Board of Commissioners Refers the resolution to the Finance Committee (and the Personnel Committee, if necessary). F. Finance Committee and Personnel Committee 1. Finance Committee returns resolution to the Board with a Fiscal Note. 2. Personnel Committee sends report with recommendation to the Board. 3. Item appears on Board agenda under the liaison committee business. G. Board of Commissioners 1. Acts upon the resolution. 2. Board Chairperson signs the award. H. Department 1. Submits award to the grantor. 2. Submits one copy of the signed award to the Budget Division, Federal and State Aid Coordinator and Finance Committee Reporter. 613 -3- F. #86186 August 7, 1986 Moved by Page supported by Olsen the report be accepted. A sufficient majority having voted therefor, the report was accepted. Moved by Page supported by Susan Kuhn the resolution be adopted. AYES: Nelson, Olsen, Page, Perinoff, Rewold, Rowland, Skarritt, Webb, Wilcox, Doyon, Gosling, Hassberger, Hobart, R. Kuhn, S. Kuhn, Lanni, McConnell, McDonald, Moffitt. (19) NAYS: Pernick, Price, Fortino, McPherson. (4) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MiCH1GAt4 COUNTY OF OAKLAND) 1, Lynn D. Allen, Clerk of the County of Oakland and having a seal, do hereby certify that t have compared the annexed copy of Miscellaneous Resolution adopted by the Oakland County Board of Commissioners at their meeting held on August 7, 1986 with the original record thereof now remaining in my office, and that it is a true and correct transcript therefrom, and of the whole thereof. In Testimony Whereof, I have hereunto set my hand and affixed the seal of said County at Pontiac, Michigan this 7th day of kugust 198 6 Lyri7775: Allen, Co1y Clerk/ RegYster of Deeds