HomeMy WebLinkAboutResolutions - 2013.07.17 - 20900CE COMMITTEE
MISCELLANEOUS RESOLUTION #13180 July 17, 2013
BY: Finance Committee, Thomas Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS - AMENDMENT TO GRANTS PROCEDURE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS pursuant to Miscellaneous Resolutions #89105, #93020, #95098, #97277, #99252,
#01030, and #01320 the Board of Commissioners established and modified procedures for the application and
acceptance of grants and reimbursement agreements; and
WHEREAS due to changes in available technology and grant processing requirements, the existing
grant procedures are outdated and require modification for comprehensive use by the operating departments;
and
WHEREAS the existing grant procedures do not incorporate appropriate steps to address new
requirements imposed by grantor agencies, specifically, resolutions in support of application; and
WHEREAS the attached grants procedures and flowcharts have been modified to include the
circumstances described above.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby
amends its grants procedure in accordance with the following documents: Attachment A entitled "Grant
Application and Acceptance Procedures", Grant Application Chart, Grant Acceptance Chart, Grant
Amendment Chart A, and Grant Amendment Chart B.
BE IT FURTHER RESOLVED that the County Executive is requested to notify all County Elected
Officials and Departments of the modification to the Grant Procedures.
BE IT FURTHER RESOLVED that this Miscellaneous Resolution replaces the reference to MR 01320
on page 12 in the 2013-2014 Rules for the Oakland County Board of Commissioners.
BE IT FURTHER RESOLVED that Attachment A replaces Appendix C in the 2013-2014 Rules for the
Oakland County Board of Commissioners.
Chairperson, on behalf of the Finance Committee, I move adoption of the foregoing resolution.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long absent.
Attachment A
Grant Application and Acceptance Procedures
General Guidelines
For the purposes of the procedures outlined by the attached flow-charts, the following General Guidelines are in effect:
Definition
For the purpose of these procedures a "grant" is an agreement between Oakland County and a third party (the grantor agency), usually
a governmental agency or private foundation, by which the grantor agency provides Oakland County with funds or other assets in
exchange for the County complying with the terms and conditions of the agreement.
Role of the Fiscal Services Division
The Fiscal Services Division Grants Administrator coordinates the processing of all grants involving County Elected Officials,
Departments and/or Divisions. Coordination includes, but is not limited to, offering assistance in grant development to operating
departments, verifying that the grant procedures are followed (including the grant review process), and maintaining a file of all grant
applications, agreements and amendments.
Role of Reviewing Departments
The Departments of Management and Budget, Human Resources, Risk Management and Corporation Counsel review each grant
application, agreement, amendment and other grant required documents. The purpose of their review is to assess the legal and
programmatic requirements, the risks and the costs to the County of pursuing and accepting the grant or grant amendments. The
reviewing departments work with the Fiscal Services Grant Administrator and the operating department(s) to resolve any issues with
the grantor agency before the grant agreement and/or amendment is placed on the Board of Commissioners Committee agendas for
consideration. The reviewing departments will report issues with the grantor agency that cannot be resolved as well as the risks and/or
costs involved in pursuing the grant agreement and/or amendment to the operating department(s), the Fiscal Services Grant
Administrator and the Board of Commissioners. Please note: As part of the review the Fiscal Services Grant Administrator
will irovide a co ,a rant materials to the De)artment o Facilities Management and 0 erations the De artment o In ormation
Technology and the Purchasing Division in order JOr them to properly anticipate needs.
Role of Operating Department
The operating department that applies for and is awarded a grant agreement is responsible for:
• providing Fiscal Services with any information and supporting documentation required to properly coordinate the grant review
process (i.e. grant review form, grant application, grant agreement, budget, certifications, assurances, procedures, etc.);
• providing information as requested by reviewing departments;
• working with reviewing departments to resolve any outstanding issues with the grant application, agreement, amendment, or other
grant required documents;
• drafting miscellaneous resolutions, coordinating with and providing copies of the packet to the Liaison Committee Coordinator;
• ensuring that appropriate signatures are obtained on grant applications, agreements, amendments, and all other grant required
documents (the Board Chairman is the authorized signatory for Oakland County);
• ensuring that applications, agreements, amendments and all other grant required documents are submitted to the grantor agency
within the prescribed time frames;
• providing the Fiscal Services Grant Administrator with a copy of the final executed grant agreement or amendment (and proxy if
applicable), once all parties have signed;
• implementing the services or programs described in the grant;
• complying with all certifications, assurances and procedures of the grantor agency and the Board of Commissioners;
• providing Fiscal Services with information and supporting documentation required to account for grant expenditures and revenues;
• completing all required reporting on the grant to the grantor agency;
• retaining all grant related documents as specified by the grant agreement.
Role of the Board of Commissioners
The Board of Commissioners has the authority to approve grant applications, agreements and amendments in accordance with the
attached procedures. The Board Chairman is the authorized signatory for all grant applications, agreements and amendments.
NOTE: Gosling Amendment — This is a policy of the Oakland County Board of Commissioners (miscellaneous resolution #90004),
which states, "that if the level of funding is reduced by the grantor agency, one of the following actions will be taken:
1) A proportionate reduction in local maintenance of effort will be authorized thereby reducing the total budget and service levels of
the categorical program, unless
2) The County Department administratively responsible for the categorical program shall recommend a reprioritization of funds
within existing authorized resources to continue the grant program at desired budget and service levels."
Gosling Amendment language should be included in all miscellaneous resolutions for grant acceptance and miscellaneous resolutions
in support of application for grants that include positions and programs that were created as a result of grant funding.
GRANT APPLICATION Please note that grant review is a required procedure and is extremely important. Typically the assurances included in a grant application will become part of the grant agreement, if awarded. Therefore, unless concerns raised at the application review can be addressed prior to grant acceptance, County Executive Administration may recommend that a grant be rejected. It is incumbent for all applying departments to work with the reviewing departments and pay particular attention to the comments of those departments before submitting a grant application. Step #1 Upon notification of grant opportunity and prior to application submission, the operating department notifies the Fiscal Services (FS) Grant Administrator of pending application. The operating department provides the FS Grant Administrator with an electronic copy of the completed grant review form, the completed grant application, guidelines, instructions, certifications, assurances and all other required documents. Note: as soon as grant material arrives, operating department should firward the information to FS Grant Administrator. Step #2 FS Grant Administrator provides an electronic copy of the grant review form, grant application, guidelines, instructions, certifications, assurances and all other required documents to the reviewing departments (Management and Budget, Human Resources, Risk Management, and Corporation Counsel). Step g3 Reviewing departments review the grant application and all additional documents. Reviewers report comments via e-mail to the operating department and the FS Grant Administrator. When possible, reviewing departments work to resolve issues of concern. The FS Grant Administrator prepares and sends the grant application sign-off email, containing all review cotmnents, to the operating department(s) as well as appropriate Fiscal Services' and Board of Commissioners' staff. No Resolution Required Step #4 Fiscal Services designated Financial Analyst prepares a report to the Board Chairperson, providing basic information regarding the grant application. The operating department sends copies of the report to Board Chair, grant application sign-off and grant application to the Board of Commissioners Coordinator for placement on the operating department's Liaison Committee, Human Resources Committee (if applicable), Finance Committee, and Board of Commissioners agendas as a communication item. OR Resolution Required * Step #4 The operating department prepares a draft misc. resolution for review by Fiscal Services designated Financial Analyst and Human Resources Analyst if applicable. The Fiscal Services Financial Analyst prepares a fiscal note. The operating department sends finalized copies of the misc. resolution, punt application sign-off, and grant application to the Board of Commissioners Coordinator for placement on the operating department's Liaison Committee, Human Resources Committee (if applicable), Finance Committee, and Board of Commissioners agendas. Step #5 Board Chairperson signs application or electronic proxy after receiving Fiscal Services report to Board Chairperson and grant application sign-off. Operating department's Liaison Committee, the Finance Committee, and the Human Resources Committee (if applicable) receive and file the Fiscal Services report (formal committee action required only if application requires a resolution). Operating department sends or submits electronic copy of grant application to grantor agency. Operating department sends the final signed copy of the grant application and/or proxy to the FS Grant Administrator. * If a resolution is required for the grant application, follow Step #6-8 of the Grant Acceptance procedures.
Step it7 Upon approval of all committees, grant acceptance resolution package is forwarded to the full Board of Commissioners by the Board of Commissioners' staff. Step #9 Board Chairperson signs grant agreement or electronic proxy. Operating department sends or submits electronic copy of the grant agreement to the grantor agency. Operating department sends the final signed copy of the grant agreement and/or proxy to the FS Grant Administrator. GRANT ACCEPTANCE (Always requires a resolution) Step #1 Upon notification from the grantor agency of grant acceptance, the operating department provides the Fiscal Services (FS) Grant Administrator with an electronic copy of a completed grant review form, the grant agreement, assurances and all required documents. .Note: as soon as grant material arrives, operating department should forward the information to FS Grant Administrator. Step #2 FS Grant Administrator provides electronic copy of the grant review form, grant agreement, assurances and all required documents to the reviewing departments (Management and Budget, Human Resources, Risk Management, and Corporation Counsel). Step #3 Reviewing departments review the grant material and report comments via e-mail to the operating department and the FS Grant Administrator. When possible, reviewing departments work to resolve issues of concern. The FS Grant Administrator prepares and sends the grant acceptance sign-off email, containing all review comments, to the operating department as well as the appropriate Fiscal Services' and Board of Commissioners' staff. Step #4 The operating department prepares the draft misc, resolution for review by Fiscal Services designated Budget Analyst and Human Resources Analyst if applicable. The designated Fiscal Services Financial Analyst prepares a fiscal note for Finance Committee. Step #5 The operating department sends the finalized copies of the grant acceptance resolution package containing the misc. resolution, grant acceptance sign-off, and grant agreement to the Board of Commissioners Coordinator for placement on the operating department's Liaison Committee, Human Resources Committee (if applicable), Finance, and Board of Commissioners agendas. Step #6 During the same week of committee meetings, the department Liaison Committee considers the grant acceptance misc, resolution; the Human Resources Committee considers the Human Resources write-up, if applicable, and the Finance Committee considers the related fiscal note. Step #8 Board of Commissioners adopts the grant acceptance resolution package.
CHART A GRANT AMENDMENT PROCESS Amendment Less than 15% Variance from Current Award Step #1 A grant amendment can be initiated by the grantor agency or the operating department. When a grant amendment is received from a grantor agency, the operating department provides the Fiscal Services (FS) Grant Administrator with a copy of the amendment and a completed grant review form. The FS Grant Administrator reviews the amendment to determine if input from the reviewing departments is necessary. If review is required, the FS Grant Administrator sends an electronic copy of the grant material to the reviewing departments (Management and Budget, Human Resources, Risk Management, and Corporation Counsel). No Review Required OR Review Required Step #2 FS Grant Administrator prepares and sends the grant amendment sign-off email to the operating department as well as appropriate Fiscal Services' and Board of Commissioners' staff. Step #2 Reviewing departments review the grant material and report comments via e-mail to the operating department and the FS Grant Administrator. When possible, reviewing departments work to resolve issues of concern. The FS Grant Administrator prepares and sends the grant amendment sign-off email, containing all review comments, to the operating department as well as the appropriate Fiscal Services' and Board of Commissioners' staff. Step #3 a. Board Chairperson signs grant amendment or electronic proxy. b. Operating department sends or submits electronic copy of grant amendment to grantor agency. c. Operating department sends the final signed copy of the grant amendment and/or proxy to the FS Grant Administrator.
CHART B GRANT AMENDMENT PROCESS Amendment with 15% or Greater Variance from Current Award and/or Requiring Personnel Changes Step #1 A grant amendment can be initiated by the grantor agency or the operating department. When a grant amendment is received from a grantor agency, the operating department provides the Fiscal Services (FS) Grant Administrator with a copy of the amendment and a completed grant review form. Step #2 FS Grant Administrator provides an electronic copy of the grant review form and grant amendment to the reviewing departments (Management and Budget, Human Resources, Risk Management and Corporation Counsel). Step #3 Reviewing departments review the grant material and report comments via e-mail to the operating department and the FS Grant Administrator. The FS Grant Administrator prepares and sends the grant amendment sign-off email, containing all review comments, to the operating department as well as appropriate Fiscal Services' and Board of Commissioners' staff Step #4 The operating department prepares the draft misc. resolution for review by the designated Fiscal Services Financial Analyst and Human Resources Analyst if applicable. The designated Fiscal Services Financial Analyst prepares a fiscal note for Finance Committee. Step #5 The operating department sends the finalized copies of the grant amendment resolution package containing the misc. resolution, grant amendment sign-off, and grant amendment to the Board of Commissioners Coordinator for placement on the operating depai tinent's Liaison Committee, Human Resources Committee (if applicable), Finance and Board of Commissioners agendas. Step #6 During the same week of committee meetings, the department Liaison Committee considers the grant amendment misc, resolution; the Human Resources Committee considers the Human Resources write-up (if applicable) and the Finance Committee considers the related fiscal note. Step #7 Upon approval of all committees, the grant amendment resolution package is forwarded to the full Board of Commissioners by the Board of Commissioners' staff Step #8 Board of Commissioners adopts the grant amendment resolution package. Step #9 Board Chairperson signs grant amendment or electronic proxy. Operating department sends or submits electronic copy of the grant amendment to the grantor agency. Operating department sends the final signed copy of the grant amendment and/or proxy to the FS Grant Administrator.
Resolution #13180 July 17, 2013
Moved by Dwyer supported by Quarles the resolutions (with fiscal notes attached) on the Consent Agenda
be adopted (with accompanying reports being accepted).
AYES: Dwyer, Gershenson, Gingell, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis,
McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack,
Bosnic, Crawford. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on July 17, 2013,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 17th day of July, 2013.
Lisa Brown, Oakland County