HomeMy WebLinkAboutResolutions - 2017.07.19 - 23010MISCELLANEOUS RESOLUTION #17194 July 19, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: BOARD OF COMMISSIONERS - AMENDMENT TO GRANT PROCEDURES
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS pursuant to Miscellaneous Resolutions #89105, #93020, #95098, #97277, #99252, #01030,
#01320 and #13180 the Board of Commissioners established and modified procedures for the application and
acceptance of grants and reimbursement agreements; and
WHEREAS under the current grant procedures, all grant awards are reviewed by Management and Budget,
Human Resources, Risk Management and Corporation Counsel and then included on the Board of
Commissioners' agendas to be approved by miscellaneous resolution (MR); and
WHEREAS it may take several weeks for County departments to obtain Board of Commissioners approval of
a grant or grant amendment if multiple committees are required to review the grant; and
WHEREAS Fiscal Services recommends that the grant procedures be amended to allow grant agreements
and grant amendments of $10,000 or less be approved administratively unless the grant requires an interlocal
agreement, includes position changes or if a separate resolution is required by the granting agency; and
WHEREAS all grant agreements and grant amendments regardless of the dollar amount, will continue to
require grant review by Management and Budget, Human Resources, Risk Management and Corporation
Counsel; and
WHEREAS the grant acceptance and any necessary amendments that are processed administratively will be
included in the subsequent Management and Budget quarterly forecast resolution; and
WHEREAS the attached grant 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 to authorize Management and Budget to administratively process grant agreements and
grant amendments of $10,000 or less, after review and approval by Management and Budget, Human
Resources, Risk Management and Corporation Counsel, when the grant does not require an associated
interlocal agreement, there are no position changes, and the grantor does not require a separate resolution.
BE IT FURTHER RESOLVED that the following documents in the 2017-2018 Rules for the Oakland County
Board of Commissioners are updated to reflect the new procedures: Appendix B Miscellaneous Resolution
Amendments to Grant Procedures, Grant Application and Acceptance Procedures General Guidelines, Grant
Application Chart, Grant Acceptance $10,000 and under Chart, Grant Acceptance over $10,000 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 13180 on page
18 in the 2017-2018 Rules for the Oakland County Board of Commissioners and replaces and supersedes
Miscellaneous Resolutions #89105, #93020, #95098, #97277, #99252, #01030, #01320 and #13180.
Chairperson, on behalf of the Finance Committee, I move adoption of the foregoing resolution.
Commissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Grant Application and Acceptance Procedures
General Guidelines
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. The Fiscal Services Grant Administrator will also provide a copy of grant materials to Facilities
Management and Operations, Information Technology and Purchasing in order 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, 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 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 Chairperson 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 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 Chairperson is the authorized signatory for all grant
applications, agreements and amendments.
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 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, the operating department should forward 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 #3 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 comments, 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 Chairperson, grant application sign-off document and the grant application to the Board of Commissioners Coordinator for placement on the operating department's Liaison Committee, Human Resources Committee (if applicable), and Finance Committee as a communication item. * Resolution Required Follow Steps #4-9 of the Grant Acceptance (Over $10,000) Chart Step #5 a. Board Chairperson signs application or electronic proxy after receiving the grant application sign-off. b. Operating department's Liaison Committee, the Finance Committee, and the Human Resources Committee (if applicable) receive and file the report to Board Chairperson, application sign-off and grant application. c. Operating department sends or submits electronic copy of grant application to grantor agency. d. Operating department sends the final signed copy of the grant application and/or proxy to the FS Grant Administrator.
GRANT ACCEPTANCE (510,000 and under) Step #1 Upon notification of the grant award from the grantor agency, 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, the operating department should forward the information to FS Grant Administrator_ Step #5 • Board Chairperson signs the grant agreement or electronic proxy. • Operating department sends or submits the 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. Copies of the grant agreement and amendments will be retained by the operating department and in the Fiscal Services grant files. Step #2 FS Grant Administrator reviews the grant material to verify the agreement does not meet any of the following criteria: the grant is an interlocal agreement, the grant includes new positions/changes to current positions, or the granting agency requires the agreement to be approved by resolution. If any of these scenarios are present, the grant will require a separate resolution and will follow the procedures for Grant Acceptance over $10,000. If none of the scenarios are present, the process will move to Step #3. Step #3 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). ii• Step #4 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. The sign-off will indicate that the department can send the agreement to the Board of Commissioners Chairperson for signature. Step #6 Fiscal Services will include the grant acceptance and any necessary amendments with the subsequent quarterly forecast report
GRANT ACCEPTANCE (Over $10,000) Step #1 Upon notification of grant award from the grantor agency, 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 the grant material arrives, the operating department should forward the information to FS Grant Administrator. 4. 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 #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. 4. 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 #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 Financial Analyst and Human Resources Analyst if applicable. The Financial Analyst prepares a fiscal note for Finance Committee. Step #7 Upon approval of all committees, the grant acceptance resolution package is forwarded to the full Board of Commissioners by the Board of Commissioners' staff. 4. Step #8 Board of Commissioners adopts the grant acceptance resolution package. Step #9 a. Board Chairperson signs the grant agreement or electronic proxy. b. Operating department sends or submits electronic copy of the grant agreement to the grantor agency. c. Operating department sends the final signed copy of the grant agreement and/or proxy to the FS Grant Administrator.
CHART A GRANT AMENDMENT PROCESS Amendment less than 15% variance from current award or less than or equal to $10,000 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 a resolution is required under the following scenarios: the amendment includes a new interlocal agreement, the amendment includes new positions/changes to current positions, or the granting agency requires a separate resolution. If any of these scenarios are present, the amendment will follow the Grant Amendment Process Chart B. If none of the scenarios are present, the process will follow Step #2 below based on whether input is needed from any of the reviewing departments (example: changes to contract language). No 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. OR Review Required Step #2 FS Grant Administrator sends grant material to reviewing departments. 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 the grant amendment or electronic proxy. b. Operating department sends or submits the grant amendment to the grantor agency. C. Operating department sends the final signed copy of the grant amendment and/or proxy to the FS Grant Administrator. d. Fiscal Services will include the amendment in the subsequent Management and Budget quarterly forecast resolution.
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). 4, 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 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 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 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. Ir Step #8 Board of Commissioners adopts the grant amendment resolution package. Step #9 a. Board Chairperson signs the grant amendment or electronic proxy. b. Operating department sends or submits electronic copy of the grant amendment to the grantor agency. c. Operating department sends the final signed copy of the grant amendment and/or proxy to the FS Grant Administrator.
Resolution #17194 July 19, 2017
Moved by Crawford supported by Quarles the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gingell, Hoffman, Jackson, Kochenderfer, Kowall, McGillivray,
Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (19)
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).
2
'WOW APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO IVICL 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 19, 2017,
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 l9 day of July, 2017.
)fko.e.
Lisa Brown, Oakland County