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HomeMy WebLinkAboutResolutions - 2001.02.22 - 26380MISCELLANEOUS RESOLUTION #01030 February 22, 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, and #99252 the Board of Commissioners established and modified procedures for the application and acceptance of grants and reimbursement agreements; and WHEREAS in order to improve the tracking and reporting of grants, the early involvement of the Fiscal Services Division and Corporation Counsel is required; and WHEREAS the current grants procedures do not codify that early involvement; 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 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: Motion carried unanimously on a roll call vote with Palmer absent. Attachment A GRANT APPLICATION AND ACCEPTANCE PROCEDURES I. DEFINITION For the purpose of these procedures a "grant" refers to any agreement between Oakland County and a third party, be it another government or a private concern, by which that third party provides Oakland County with funds, or other assets, to provide a particular service, to offset the cost of providing a particular service, or to purchase assets in order to accomplish a public purpose. II. PRIOR TO APPLICATION A. OPERATING DEPARTMENTS 1. Operating departments will be provided, by e-mail from the Fiscal Services Division, with weekly notification of grant writing opportunities. 2. Operating departments will notify the Fiscal Services Division, through the Grants Administrator, of any and all activities related to grant inquires and applications, as soon as such inquires and application opportunities are known by the operating department. 3. Should an operating department wish to apply for a grant, they must first submit four (4) copies of the following documentation to the Fiscal Services Division: a. Completed Oakland County Grant Application Report (Appendix A); b. Grant application; c. Copy of grant guidelines, assurances, certifications and any other requirements; d. Summary of the Program to be funded by the grant; e. Completed grant budget including: I. Comparison to previous grant awards; 2. Schedule of revenue and cost by line-item; 3. Identification of the source of any required county match f. Support information for any requested personnel changes g. Any other information requested by, and in a format prescribed by, the Fiscal Services Division in order to allow Fiscal Services to provide the Board with proper notification 4. Grant writing assistance is available from the Fiscal Services Division to assemble the foregoing documentation. B. FISCAL SERVICES DIVISION 1. Upon receipt of the application information provided by the operating department, the Fiscal Services Division will enter the grant information into an Oakland County Grant Database designed to track all county grant activities. 2. Fiscal Services will review the grant application package to ensure: a. That all fiscal requirements are met; b. That there is a proper grant budget; c. That a source of funding for any required grant match is identified (or document that there is no source for the grant match); d. That any other financial or procurement requirements are met. 3. Fiscal Services will forward one complete set of the application material to Corporation Counsel, Risk Management, and to the Personnel Department. Note: the Fiscal Services Division will be responsible for obtaining the proper approval from the Department of Management and Budget. 4. Corporation Counsel, Risk Management, and Personnel will review the grant application package and provide the operating department (with a copy to Fiscal Services) any comments regarding the application package. Such comments may include a listing of issues and concerns that must be addressed before grant acceptance. 5. Once the Fiscal Services Division receives Corporation Counsel, Risk Management, and Personnel Department comments, the Final Grant Application Package will be assembled. This final package shall include a. Completed Oakland County Grant Application Report; b. Summary of the Program to be funded by the grant; c. A copy of the Corporation Counsel, Risk Management, Personnel Department and Fiscal Services Division comments 6. Fiscal Services will forward one copy of the Final Grant Application Package to the operating department requesting the grant. (Fiscal Services will retain a copy of the final package to present to the Finance Committee and forward a copy to Personnel for presentation to the Personnel Committee - if applicable). The operating department is responsible for a. Getting the application on the appropriate liaison committee agenda (as specified below); b. Providing that committee with the appropriate number of copies, including one copy of the complete grant application for the committee reporter; c. Obtaining the signature of the Board Chairperson once the application procedures have been completed; d. Submitting the grant application to the grantor; e. Providing Fiscal Services with a signed copy of the grant application III. APPLICATION A. ON-GOING GRANTS WITH LESS THAN A 15% VARIANCE FROM ADOPTED BUDGET 1. The operating department will provide the Board Chairperson with the Final Grant Application Package (as prepared by Fiscal Services Division) as well as the actual grant application. 2. The Board Chairperson will sign the grant application. 3. The operating department will provide their liaison committee with an informational copy of the Final Grant Application Package and one copy of the actual grant application. No committee action is required. 4. Information copies of the Final Grant Package will be provided to the Finance Committee and the Personnel Committee (should personnel changes be included in the grant application). B. NEW GRANT APPLICATIONS OR ON-GOING GRANT APPLICATIONS WITH A GREATER THAN 15% VARIANCE FROM ADOPTED BUDGET 1. The operating department provides its assigned liaison committee with appropriate copies of the Final Grant Application Package. The liaison committee will place the application on their agenda as an action item. The liaison committee must approve the application and forward the same to the Board Chairperson for his/her signature. 2. Upon approval by the liaison committee, the Board Chairperson will sign the grant application. 3. Information copies of the Final Grant Package will be provided to the Finance Committee and the Personnel Committee (should personnel changes be included in the grant application). 4. When the grantor agency does not allow an operating department enough time to obtain liaison committee approval of the Final Grant Application for a new grant application or an on-going grant application with a greater than 15% variance, as specified above, the application may be signed by the Board Chairperson prior to committee review provided the following: a. A complete Final Grant Application Package is available for the Chairperson's review; b. Correspondence accompanies the Application Package which provides an explanation for the necessity to abridge the grant procedures, including date of notification of grant availability, time needed to prepare grant applications, and other information which necessitated the expedition of the grant application outside the adopted grant procedures; c. The Final Grant Application Package is presented to the operating departments liaison committee at the next scheduled committee meeting. C. REVISION TO GRANT APPLICATION 1. Should a grant application require modification after liaison committee review, the operating department will immediately notify Fiscal Services of the change by providing a copy of the changed document, a summary of the changes, and any applicable revision to the Oakland County Grant Application Report 2. If applicable, Fiscal Services will forward the modified application material to Corporation Counsel and the Personnel Department. 3. The procedures outlined in Section I. B. 5 & 6 above apply to any revision of a grant application. 4. If the revision is less than 15% from the original application, the procedures outlined in Section II. A. applies. 5. If the revision is greater than 15% from the original application, the procedures outlined in Section II. B. applies. 6. The amount of the latest grant application modification will be used to determine the appropriate acceptance procedure, as detailed below. IV. ACCEPTANCE A. GRANTS WITH LESS THAN 15% VARIANCE FROM APPLICATION 1. The operating department will provide Fiscal Services with the following documentation: a. Letter of award (if applicable); b. A copy of the final grant agreement; c. A written summary of any changes to the agreement, the budget or the proposed program 2. Fiscal Services will review the acceptance package to make certain that all fiscal and procurement requirements are met. 3. Fiscal Services will also forward a copy of the acceptance package to Corporation Counsel, Risk Management, and the Personnel Department. Corporation Counsel, Risk Management and the Personnel Department must provide written acceptance of the grant agreement and package before acceptance can proceed. 4. Once Corporation Counsel, Risk Management, and Personnel Department acceptance is received, the Fiscal Services Division will produce a Finance Committee resolution, a copy of which will be provided to the operating department. The committee coordinator will receive one copy of the agreement for the committee reference. 5. If there are no personnel changes resulting from the grant acceptance, an information copy of the Finance Committee resolution is provided, by the operating department, to its liaison committee prior to the meeting where the resolution is scheduled to be reviewed by Finance. No liaison committee action is required. 6. If grant acceptance includes personnel changes the operating department's liaison committee and the Personnel Committee will attach reports to the Finance Committee resolution. 7. Board Chairperson signs acceptance after adoption of the resolution. B. GRANTS WITH 15% OR MORE VARIANCE FROM APPLICATION I. The operating department will provide Fiscal Services with the following documentation: a. Letter of award (if applicable); b. A copy of the final grant agreement; c. A written summary of any changes to the agreement, the budget or the proposed program 2. Fiscal Services will review the acceptance package to make certain that all fiscal and procurement requirements are met. 3. Fiscal Services will also forward a copy of the acceptance package to Corporation Counsel, Risk Management, and the Personnel Department. Corporation Counsel, Risk Management, and the Personnel Department must provide written acceptance of the grant agreement and package before acceptance can proceed. 4. Fiscal Services will prepare a liaison committee resolution and provide said resolution to the operating department. The operating department will have the grant acceptance scheduled on their liaison committee's agenda and will provide that committee with the appropriate number of copies (including one copy of the grant agreement for the committee's reference). 5. Upon liaison committee approval, the resolution will be forwarded to Board, referred to Finance Committee and Personnel Committee (if applicable). 6. Upon approval of the Finance and Personnel Committees (if applicable) the liaison committee resolution is referred to Board with Fiscal Note and Personnel Committee report for adoption. 7. Board Chairperson signs acceptance after adoption of the resolution. C. ACCEPTANCE OF GRANTS WHERE NO APPLICATION IS REQUIRED 1. Upon notification of grant award, the operating department will provide Fiscal Services with three (3) copies of the following documentation: a. Letter of award (if applicable); b. A copy of the final grant agreement; c. Copy of grant assurances, certifications and any other requirements; d. Summary of the Program to be funded by the grant; e. Completed grant budget including source of funding for any required County match; f. Support information for any requested personnel changes 2. Fiscal Services will review the acceptance package to make certain that all fiscal and procurement requirements are met. 3. Fiscal Services will also forward a copy of the acceptance package to Corporation Counsel, Risk Management, and the Personnel Department. Corporation Counsel, Risk Management, and the Personnel Department must provide written acceptance of the grant agreement and package before acceptance can proceed. 4. Fiscal Services will prepare a liaison committee resolution and provide said resolution to the operating department. The operating department will have the grant acceptance scheduled on their liaison committee's agenda and will provide that committee with the appropriate number of copies (including one copy of the grant agreement for the committee's reference). 5. Upon liaison committee approval, a direct referral (with Committee Chairperson concurrence) may be made to the Finance Committee and Personnel Committee (if applicable). 6. Upon approval of the Finance and Personnel Committees (if applicable) the liaison committee resolution is referred to Board with Fiscal Note and Personnel Committee report for adoption. 7. Board Chairperson signs acceptance after adoption of the resolution. V. AGREEMENT MODIFICATIONS A. LESS THAN 15% VARIANCE FROM ORIGINAL AGREEMENT 1. The operating department will provide Fiscal Services with three (3) copies of the following: a. Modification notice (if applicable); b. Modified grant agreement; c. Written summary of the modification; d. Amended budget; e. Any proposed personnel changes 2. Fiscal Services will review the modification package to make certain that all fiscal and procurement requirements are met. 3. Fiscal Services will also forward a copy of the modification package to Corporation Counsel, Risk Management, and the Personnel Department. Corporation Counsel, Risk Management, and the Personnel Department must provide written acceptance of the grant agreement and package before acceptance can proceed. 4. Should Fiscal Services, Corporation Counsel, Risk Management, and the Personnel Department find no problem with the grant modification, the operating department will be notified. 5. The operating department may then obtain the Board Chairperson signature on the agreement modification. The operating department is responsible for sending the modification to the grantor. The operating department should also send a copy of the signed agreement to Fiscal Service. 6. The operating department will provide its liaison committee with an informational copy of the grant modification. B. WITH 15% OR MORE VARIANCE FROM ORIGINAL ACCEPTANCE 1. The operating department will provide Fiscal Services with three (3) copies of the following: a. Modification notice (if applicable); b. Modified grant agreement; c. Written summary of the modification; d. Amended budget; e. Any proposed personnel changes. 2. Fiscal Services will review the modification package to make certain that all fiscal and procurement requirements are met. 3. Fiscal Services will also forward a copy of the modification package to Corporation Counsel, Risk Management, and the Personnel Department. Corporation Counsel, Risk Management, and the Personnel Department must provide written acceptance of the grant agreement and package before acceptance can proceed 4. Fiscal Services will prepare a liaison committee resolution and provide said resolution to the operating department. The operating department will have the grant acceptance scheduled on their liaison committee's agenda and will provide that committee with the appropriate number of copies (including one copy of the grant agreement for the committee's reference). 5. Upon liaison committee approval, the resolution will be forwarded to Board, referred to Finance Committee and Personnel Committee (if applicable). 6. Upon approval of the Finance and Personnel Committees (if applicable) the liaison committee resolution is referred to Board with Fiscal Note and Personnel Committee report for adoption. 7. Board Chairperson signs acceptance after adoption of the resolution. VI. FINAL AGREEMENT The operating department will provide the Grant Administrator with a copy of the final executed grant agreement, once all parties have signed said agreement. VII. ELECTRONIC TRANSFER OF FUNDS The Fiscal Services Division and the operating departments will make every effort to work with grantor agencies to make certain that payment of grant funds is completed via an Electronic Transfer of Funds (ETF) to the Oakland County Treasurer. 01/25/2001 4:26 PM GC William Cad , Resolution #01030 February 22, 2001 Moved by Douglas supported by Webster the resolution be adopted. AYES: Brian, Buckley, Causey-Mitchell, Crawford, Dingeldey, Douglas, Galloway, Garfield, Gregory, McPherson, Melton, Millard, Moss, Patterson, Sever, Suarez, Taub, Webster, Amos, Appel. (20) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. Date son. County Executive Date E FOREGOfNG RESOLunt- 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 February 22, 2001 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 22nd day of February, 2001.