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Home My WebLink AboutResolutions - 1999.09.23 - 25874MISCELLANEOUS RESOLUTION 199252 September 23, 1999 BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, 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, and 95098, the Board of Commissioners established and modified procedures for the application and acceptance of grants and reimbursement agreements; and WHEREAS the current grants procedures need to be modified to meet changing grant paradigms and to provide review by the Office of Corporation Counsel; and WHEREAS the attached grants procedures have been modified to cover the circumstances described above. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby amends its grants procedure in accordance with Attachment A entitled "Grant Application and Acceptance and Reimbursement Agreement Procedures". 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. Chairperson, on behalf of the Finance Committee, I move adoption of the foregoing resolution. FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Causey-Mitchell absent. GRANT APPLICATION AND ACCEPTANCE AND REIMBURSEMENT AGREEMENT PROCEDURES I. Fiscal Services Division will bring all grant and reimbursement applications and acceptance to the Board of Commissioners consistent with the following procedures and the attached formats. Prior to presenting each grant and reimbursement acceptance agreement to the Board of Commissioners, the Dept. Of Corporation Counsel will review the terms and conditions set forth in the agreement for legal sufficiency and compliance with County policies. II. APPLICATION A. REIMBURSEMENT - APPLICATION 1. Fiscal Services Division forwards standardized report to Board Chairperson. 2. Board Chairperson signs application in accordance with MR #82176. 3. A copy of the report and application is forwarded to the liaison committee for information purposes. B. ONGOING GRANTS LESS THAN 15% VARIANCE FROM ADOPTED BUDGET 1. Fiscal Services Division forwards standardized report to Board Chairperson. 2. Board Chairperson signs application in accordance with MR #82176. 3. A copy of the report and application is forwarded to the liaison committee for information purposes. C. NEW GRANTS OR ONGOING GRANTS VVITH 15% OR MORE VARIANCE FROM ADOPTED BUDGET OR SIGNIFICANT PROGRAM CHANGES 1. Liaison Committee considers standardized report prepared by Fiscal Services Division. 2. If a County match or personnel is involved, refer a copy of the report to the Personnel Committee and to the Finance Committee. 3. Board Chairperson signs application in accordance with MR #82176. 4. When the grantor agency does not allow a County Department enough time to prepare a grant application in accordance with A., B., and C. above, the Chairman of the Board of Commissioners, upon receipt of a Fiscal Services Division Report, which shall include complete explanation for the necessity to abridge the grant procedure, may sign the grant application contingent upon the subsequent approval of the liaison committee. a) The Fiscal Services Division Report shall accompany the application to the liaison committee. b) The Fiscal Services Division Report shall include the date of notification of grant availability, time needed to prepare grant applications, and any other information which necessitated the expedition of the grant application outside of the adopted grant procedure. 5. A copy of the report and application is forwarded to the liaison committee for information purposes. D. REVISED APPLICATIONS 1. If a grant application is revised, the signature of the Board Chairperson shall be again required and copies of the revised application and report outlining these revisions shall again be provided to the liaison committee. III. ACCEPTANCE A. ALL GRANTS AND REIMBURSEMENTS LESS THAN 15% VARIANCE FROM APPLICATION 1. Corporation Counsel reviews grant agreement. 2. Finance Committee considers standardized resolution prepared by Fiscal Services Division. a) When the grantor agency does not allow a County Department enough time to prepare a grant application as outlined in Section II.B., an explanation of the necessity to abridge the grant application process shall be included in the resolution as outlined in Section II.C.4. 2. Refer to Personnel Committee if applicable ( e.g. position changes). 3. Refer Finance Committee resolution (and Personnel Committee report, if applicable) to Board. 4. Board Chairperson signs acceptance in accordance with MR #82176 following Board approval of the resolution. 5. A copy of the signed application is provided to the Board of Commissioners. B. ALL GRANTS AND REIMBURSEMENTS WITH 15% OR MORE VARIANCE FROM APPLICATION 1. Corporation Counsel reviews grant agreement. 2. Liaison Committee considers standardized resolution prepared by Fiscal Services Division. a) When the grantor agency does not allow a County Department enough time to prepare a grant application as outlined in Section II.C., an explanation of the necessity to abridge the grant application process shall be included in the resolution as outlined in Section II.C.4. 2. Refer to Finance Committee and to Personnel Committee if applicable (e.g. position changes). 3. Refer Liaison Committee resolution to Board with Fiscal Note and/or Finance Committee and Personnel Committee reports attached. 4. Board Chairperson signs acceptance in accordance with MR #82176 following Board approval of the resolution. 5. A copy of the signed application is provided to the Board of Commissioners. C. ACCEPTANCE OF ALL GRANTS AND REIMBURSEMENT WHERE NO APPLICATION IS REQUIRED 1. Liaison Committee considers standardized resolution prepared by Fiscal Services Division, explaining why no grant application process is necessary in accordance with Section 11.C.4. 2. Referred to Finance Committee and Personnel Committee (if applicable - e.g. position changes). 3. Refer Liaison Committee resolution to Board with Fiscal Note and Personnel Committee report (if applicable). 4. Board Chairperson signs acceptance in accordance with MR #82176 following Board approval of the resolution. 5. A copy of the signed application is provided to the Board of Commissioners. IV. AGREEMENT MODIFICATIONS - ALL GRANTS AND REIMBURSEMENTS A. LESS THAN 15% VARIANCE FROM ORIGINAL ACCEPTANCE 1. Fiscal Services Division is informed and receives copy of modification. 2. Board Chairperson signs agreement modification in accordance with MR #82176 following Board approval of the resolution. 3. A copy of the agreement modification is forwarded to the liaison committee. B. WITH 15% OR MORE VARIANCE FROM ORIGINAL ACCEPTANCE 1. Liaison Committee considers standardized resolution prepared by Fiscal Services Division. 2 Refer to Finance Committee and Personnel Committee, if applicable (e.g. personnel changes). 3. Refer Liaison Committee resolution to Board with Fiscal Note and/or Finance Committee and Personnel Committee reports attached. 4. Board Chairperson signs agreement modification in accordance with MR #82176 following Board approval of the resolution. 5. A copy of the agreement modification is forwarded to the Board of Commissioners. V. Fiscal Services Division shall maintain an ongoing schedule of all grants and reimbursements and shall report same quarterly to the Finance Committee. Adopted per MR. 89106 as amended per MR 93020, MR 95098 and MR 99 OAKLAND COUNTY, MICHIGAN GRANT & REIMBURSEMENT AGREEMENT APPLICATION REVIEW The information below is to be completed by the Fiscal Services Division with the assistance of and the Department/Elected Official requesting the grant/reimbursement agreement. This form must be attached to the grant/reimbursement agreement acceptance resolution. Please fill in the date the following actions were completed. (Complete either Section I or II on each program; Section III to be completed if necessary): I. REIMBURSEMENT APPLICATIONS & AND ON-GOING GRANT APPLICATIONS LESS THAN 15% VARIANCE FROM BUDGET A. Fiscal Service Division Report forwarded to Board Chairperson B. Informational copy of Fiscal Services Division Report received to liaison committee C. Board Chairperson's Signature II. NEW GRANTS OR ON-GOING GRANTS GREATER THAN 15% FROM BUDGET A. Liaison Committee approval of Application Report (prepared by Fiscal Services Division) B. Information copies received by Finance Committee (grant match) and/or Personnel Committee (position changes)- if applicable C. Board Chairperson's Signature III. REVISION TO GRANT APPLICATION A. Liaison Committee receipt of Fiscal Services report detailing changes in the previously approved application B. Board Chairperson's Signature Oakland County Grant Application/Acceptance Summary Report Title of Grant Grantor Agency Title of Grant Funded Program Notification Date Submission/Acceptance Deadline Requesting Department/Program/Agency Grant being submitted is: New Renewal Modified The maximum number of years for which this grant is available: This will be the year of grant funding for this program. Is this program projected to extend beyond the current grant funding period? Briefly, describe any program changes since the most recent grant acceptance: GRANT SUMMARY GRANT GRANT VARIANCE REQUEST ACCEPTANCE AMOUNT* ($$ AND %) Number of grant funded positions Total amount ($$) of grant Grant funded personnel costs Grant funded fringe benefits Grant funded program costs County match requirements County match funding source (Account No., OCA, PCA, Object Level 3) State & local match requirements (provide amount and percentage) Grant funding period (provide mintyy — mm/yy) * Indicate any variance between the original grant application and the final grant acceptance (in dollar amounts and percentages). GRANT APPLICATION REPORT FORMAT REPORT TO: THE CHAIRPERSON, OAKLAND COUNTY BOARD OF COMMISSIONERS OR REPORT TO (NAME OF LIAISON COMMITTEE) BY: Fiscal Services Division IN RE: (Title of the Resolution) The Fiscal Services Division has reviewed the proposed grant application and finds: 1) DATE NOTIFICATION OF GRANT AVAILABILITY BY GRANTOR AGENCY RECEIVED 2) THIS IS THE (SECOND) YEAR OF GRANT APPLICATION WITH (NAME OF GRANTOR AGENCY) THROUGH THE (PROGRAM) TO FUND (NUMBER OF POSITIONS AND POSITION INFORMATION AND BRIEF SUMMARY OF PROGRAM). 3) THE GRANTING PERIOD IS (PROVIDE FUNDING YEAR DATES - E.G. AUGUST 1, 1999 - JULY 30, 2000). 4) THE APPLICATION REQUESTS FUNDING IN THE AMOUNT OF $ , WHICH IS (EXPLAIN VARIANCE BETWEEN APPLICATION AMOUNT AND PREVIOUSLY BUDGETED, MATCH REQUIREMENTS AND 15% VARIANCE EXPLANATION AS REQUIRED UNDER GRANT PROCEDURES) AS DETAILED IN THE ATTACHED SCHEDULE. REQUIRED COUNTY MATCH FUNDS OF $ ARE MAINTAINED IN ACCOUNT , IDENTIFIED ON PAGE(S) OF THE BIENNIAL BUDGET AND GENERAL APPROPRIATIONS ACT. (IF IN-KIND MATCH IS REQUIRED, PLEASE IDENTIFY). 5) THE GRANT APPEARS ON PAGE(S) OF THE BIENNIAL BUDGET AND GENERAL APPROPRIATIONS ACT, AS ADOPTED AND AMENDED ON . THE GRANT DOLLARS ARE MAINTAINED IN ACCOUNT APPLICATION AND ACCEPTANCE OF THIS GRANT DOES NOT OBLIGATE THE COUNTY TO ANY FUTURE COMMITMENT AND CONTINUATION OF THE SPECIAL REVENUE POSITIONS IN THE GRANT ARE CONTINGENT UPON CONTINUED FUTURE LEVELS OF GRANT FUNDING. (PLEASE INCLUDE THIS PARAGRAPH IF THE GRANT CONTAINS A CONTINGENCY OF THIS TYPE) 7) ACCEPTANCE OF THE GRANT ACKNOWLEDGES ANTICIPATION BY THE GRANT AGENCY THAT THE PROGRAM COULD BE EXPANDED AND INCORPORATED INTO THE OPERATIONAL BUDGET OF THE COUNTY (FOLLOWING A YEAR TIME PERIOD OF GRANT FUNDING). GRANT ACCEPTANCE RESOLUTION FORMAT MISCELLANEOUS RESOLUTION BY: LIAISON COMMITTEE, , CHAIRPERSON IN RE: DEPARTMENT - GRANT TITLE - ACCEPTANCE (APPLICATION/ACCEPTANCE***) To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the (name of grantor agency) has awarded the Department of /Division of grant funding in the amount of $ for the period of (granting period); and ***(ADD THE FOLLOWING PARAGRAPH IF ABRIDGING THE GRANT PROCEDURE WAS NECESSARY) WHEREAS the Department of was notified of available grant funding via letter dated , as attached, necessitating the need to expedite the application/acceptance process outside of the adopted grant procedures. WHEREAS this is the year of grant acceptance for this program; and WHEREAS (explain amount received, county and or other matches, 15% variance information from application amount applied for); and WHEREAS (summarize program and/or program changes from previous award); and WHEREAS (positions request information; and WHEREAS the grant agreement has been processed through the County Executive Contract Review Process and the Board of Commissioners Grant Acceptance Procedures; and (ADD THE FOLLOWING PARAGRAPH IF THE GRANT CONTAINS A CONTINGENCY FOR THE COUNTY TO EVENTUALLY FUND THIS PROGRAM THROUGH THE GENREAL FUND): WHEREAS acceptance of the grant acknowledges anticipation by the grant agency that the program would be expanded and incorporated into the operational budget of the County following a year time period of grant funding). NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts grant funding from (grantor agency) in the amount of $ , county match of $ , for the period of (granting period). Be IT FURTHER RESOLVED (position information). BE IT FURTHER RESOLVED (that the Chairperson of the Board of Commissioners is authorized to execute the grant agreement and to approve any grant extensions or changes, within fifteen percent (15%) of the original award, which are consistent with the original agreement as approved. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment and continuation of the special revenue positions in the grant are contingent upon continued future levels of grant funding. Chairperson, on behalf of the Committee, I move the adoption of the foregoing resolution. COMMITTEE Resolution #99252 September 23, 1999 Moved by Douglas supported by Appel the resolution be adopted. AYES: Jensen, Law, Patterson, Colasanti. NAYS: Coleman, Devine, Dingeldey, Douglas, Galloway, Garfield, Gregory, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Schmid, Sever, Suarez, Taub, Amos, Appel, Causey-Mitchell, (25) None. (0) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, 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 September 23, 1999 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 23rdday f September, 1999. AZ f/f ‘21/kk G. Wi lliam Caddell, County Clerk