HomeMy WebLinkAboutResolutions - 2001.12.13 - 26333MISCELLANEOUS RESOLUTION #01320 December 13, 2001
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, #95098,
#97277, #99252, and #01030, the Board of Commissioners established and modified
procedures for the application and acceptance of grants and reimbursement
agreements; and
WHEREAS operating departments have expressed concern that the current
grant procedures are difficult to implement; and
WHEREAS staff members from the Board of Commissioners, Corporation
Counsel, Fiscal Services, the Sheriff Department and the Health Division
(representing operating departments) met and recommend revision to the current
grant procedures to make them easier to implement while still protecting the
County's interest; and
WHEREAS the attached grants procedures reflect that recommendation.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners hereby adopts the grant procedures, in accordance with Attachment
A entitled "Grant Application and Acceptance Procedures", effective for all grant
processing beginning January 1, 2002. Said action supercedes all previously
approved grant procedures.
BE IT FURTHER RESOLVED that the County Executive, along with the Board
Chairperson, is requested to notify all County Elected Officials and Departments
of the modification of the Grant Procedures.
Chairperson, on behalf of the Finance Committee, I move adoption of the
foregoing resolution.
FINANCE COMMITTEE
/LC
FINANCE COMMITTEE: Motion carried unanimously on a roll call vote.
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, through it Grants Administrative Unit, coordinates the processing of all grants involving
County Elected Officials, Departments, and/or Divisions. Coordination includes offering assistance in grant development to
operating departments, verifying that the grant procedures are followed, and maintaining a database of all grant applications,
agreements, and amendments.
ROLE OF OPERATING DEPARTMENT
The operating department that applies for and is awarded a grant agreement is responsible for:
implementing the services or programs described in the grant;
complying with all certifications, assurances, and procedures of the grantor agency as well as the Board of
Commissioners;
ensuring that appropriate signatures are obtained on grant agreements and amendments and that those
agreements and amendments are submitted to the grantor agency within the prescribed time frames;
reporting on the grant to the grantor agency and the Board of Commissioners;
providing Fiscal Services with any information required to properly coordinate the grant process and to
account for grant expenditures and revenues;
providing information as requested by reviewing departments; work with reviewing departments to
resolve any outstanding issues with the grant application, agreement and/or amendment.
ROLE OF REVIEWING DEPARTMENTS
The Departments of Corporation Counsel, Risk Management, Personnel and Management and Budget review each grant
application, agreement and amendment. 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 Fiscal Services and the operating departments to resolve any issues with the grantor agency before approval of the
grant agreement and/or amendment by the Board of Commissioners. The reviewing department will report issues with the
grantor agency that cannot be resolved to the operating department, Fiscal Services and the Board of Commissioners, and
will inform the Board of the risks and/or costs involved in pursuing the grant agreement and/or amendment. (Please note that
the Department of Facilities Management will also be provided with a copy of grant materials in order to properly anticipate
facility needs).
ROLE OF THE BOARD OF COMMISSIONERS
The Board of Commissioners has the authority to approve grant agreements and amendments.
FINAL AGREEMENT
The operating department will provide the Grant Administrator with a copy of the final executed grant agreement, once all
parties have signed the agreement.
ELECTRONIC TRANSFER OF FUNDS
The Fiscal Services Division and the operating departments will make every effort to work with grantor agencies to complete
payment of grant funds via an Electronic Transfer of Funds (ETF) to the Oakland County Treasurer.
Step #1
Upon notification of grant opportunity, operating
department immediately notifies the Grant
Administrator.
GRANT APPLICATION
(Never requires a resolution)
Step #2
Grant Administrator will notify Financial Planning Unit of Fiscal Services re: grant
application. Fiscal Services staff, including financial analyst, Grant Administrator, Grant
Accounting Supervisor and Grant Writer, will offer assistance to operating department in
completion
Step #3
Operating department provides Grant Administrator with four (4)
copies of completed grant application as well as other paperwork
required by Fiscal Services. Grant Administrator provides copies of
application to Corporation Counsel, Personnel, Facilities
Management, and Risk Management. Grant Officer retains the
Management and Budget copy,
Step #4
Reviewing departments (listed in Step #3), review the grant application and report
comments, via e-mail to applying department, the applying department's financial
analyst, Grant Administrator, Board of Commissioners' Program Analyst and
department's liaison committee coordinator. When possible, reviewing departments
work to resolve issues of concern.
Please note that, although the review of the grant application will not stop an application from being submitted to a grantor agency, this review is extremely
important. Typically the assurances included in a grant application will become part of the grant agreement, should an award be offered. Therefore, unless
concerns raised at the application review can be addressed prior to contract acceptance, 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 #5 -
Fiscal Services will prepare a report, addressed to the Board Chairperson ,providing basic information regarding the grant application. Fiscal Services forwards report,
grant application, and any reviewer comments to the Board Chairperson. Copies of package are provided to applying department, applying department's liaison
committee, the Finance Committee, the Personnel Committee (if applicable), and the Grant Administrator.
Step #6 (may be conducted simultaneously)
a. Board Chairperson Signs Application after receiving Fiscal Services report
b. Applying Department's liaison committee, the Finance Committee, and the Personnel Committee (if applicable) receive and file the Fiscal Services report (no formal
committee action required).
c. Operating Department sends grant application to grantor agency
,r
GRANT ACCEPTANCE
(Always requires a resolution)
Step #1
Upon notification from the grantor agency of grant acceptance, the operating department will
provide the Grant Administrator with four (4) copies of the grant agreement and all the appropriate
paperwork required by Fiscal Services. Note: as soon as contract material arrives, department
should forward the information to Fiscal Services
Step #2
Grant Administrator provides copies of grant agreement to
Corporation Counsel, Personnel, Facilities Management, and
Risk Management. Grant Officer retains the Management and
Budget copy,
Step #3
Reviewing departments (listed in step #2,) review the grant package and
report comments, via e-mail, to the operating department with a copy to
the Grant Administrator and the Board of Commissioners.
Step #4
Fiscal Services prepares the grant acceptance package, which includes a
resolution for the department's liaison committee, grant agreement, and
comments from the review departments.
Step #5
The Fiscal Services Division has the grant acceptance resolution and package
placed on the department's liaison committee agenda, the Finance Committee
agenda, and the Personnel Committee agenda (if applicable).
Step #6
During the same week of committee meetings, the department liaison
committee will consider the grant acceptance resolution, the Finance
Committee will consider the related Fiscal Note, and the Personnel Committee
will consider the Personnel Report (if applicable).
Step #7
Upon approval of all committees, grant acceptance resolution package is
forwarded to the full Board of Commissioners.
Step #8
Board of Commissioners adopts Grant Acceptance Resolution
including attached Fiscal Note (and Personnel Report)
Step #9
Board Chairperson signs Grant Agreement
Step #10
Operating Department:
a. sends grant contract to grantor agency
b. Sends copy of final grant package to Grant Administrator
GRANT AMENDMENT PROCESS
Amendment Less than 15% Variance from Current Award
Step #1
Upon receipt of grant amendment, the operating department will provide the Grant Administrator with a copy of the
amendment. Depending upon the nature of the amendment, the Grant Administrator will make a copy for the review
departments.
Step #2
IF REQUIRED, Corporation Counsel, Personnel, Facilities
Management and Risk Management will review and comment
on the grant amendment. If necessary, reviewing departments
will work to resolve issues of concern. The comments will be
submitted via e-mail to the Grant Administrator and the
department.
Step #3
Upon receipt of review department comments (if required), or after review
of the amendment, the Grant Administrator will e-mail the department and
the Board of Commissioner's staff, comments concerning the grant
amendment.
Step #4
Department obtains signature of Board Chairperson on grant amendment and
forwards to grantor agency with a copy to the Grants Compliance Officer.
GRANT AMENDMENT PROCESS
Amendment with 15% or Greater Variance from Current Award and/or Requiring Additional Personnel
Step #1
Upon receipt of grant amendment, the operating department will provide the Grant Administrator
with a copy of the amendment. Depending upon the nature of the amendment, the Grant
Administrator will make a copy for the review departments.
Step #2
IF REQUIRED, Corporation Counsel, Personnel, Facilities
Management, and Risk Management will review and
comment on the grant amendment. The comments will be
submitted via e-mail to the Grant Administrator and the
department. If necessary, reviewing departments will work to
resolve issues of concern.
101
Step #3
Upon receipt of review department comments, the Fiscal Services Division
will prepare a grant amendment resolution for the department's liaison
committee. The resolution package will include a copy of the amendment
and any review department comments.
Step #4
The Fiscal Services Division has the grant amendment resolution and package
placed on the department's liaison committee agenda, the Finance Committee
agenda, and the Personnel Committee agenda (if applicable).
Step #5
During the same week of committee meetings, the department liaison
committee will consider the giant amendment resolution, the Finance
Committee will consider the related Fiscal Note, and the Personnel Committee
will consider the Personnel Report (if applicable).
Step #6
Upon approval of all committees, grant amendment resolution package is
forwarded to the full Board of Commissioners.
Step #7
Board of Commissioners adopts Grant Amendment Resolution
including attached Fiscal Note (and Personnel Report)
Step #8
Board Chairperson Signs Grant Amendment
Step #9
Operating Department:
a. sends grant amendment to grantor agency
b. Sends copy of final grant package to Grants Compliance Officer
FOREGOI
I HERESY
FOREGOING F?ESOI. '
DO/ eon, 8 Pa sf 2
Date
Resolution #01320 December 13, 2001
Moved by Taub supported by Palmer the resolutions on the Consent Agenda,
as amended, be adopted (with accompanying reports being accepted).
AYES: Appel, Brian, Buckley, Causey-Mitchell, Coleman, Crawford,
Dingeldey, Douglas, Galloway, Garfield, Gregory, Law, McPherson, Melton, Moffitt,
Moss, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the
Consent Agenda, as amended, were adopted (with accompanying reports being
accepted).
County Executive
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 December 13, 2001 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand ad affixed the seal of the
County of'Oakland at Pontiac, Michigan this 14/th 4# of Decellovr, 2001.
. William Caddell, County Clerk