01.02.13 Grants Mgmt Policy & Procedure 12-6-10
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 01 Administration Policy No: 01.02.13 SECTION: 02 Administrative Directive Page: 1 of 7 SUBJECT: 13 Grants Management
Policy & Procedures PURPOSE AND SCOPE: The purpose of this policy is to standardize grants management citywide; to provide direction to departments in grant forecasting and budgeting;
to facilitate more efficient management of grants and ensure all departments receive proper training to effectively use the grant management system. The City, through each department,
shall actively pursue grant opportunities, maintain an active and diverse grant portfolio, utilize grant funds to supplement and enhance the long term goals and objectives of the City.
Grant application, approval and administration shall be coordinated with and through the Grants Coordinator and the Finance Department. All City employees involved in finding grants,
preparing grant applications, approval or management of grant-funded projects, are required to use eCivis’ Grants Network. With centralization and digitization of the entire grants process,
departments will be able to choose, apply, accept and implement grant funded projects consistent with the City’s priorities. Administration of the Grants Network system will be provided
by the Grants Coordinator in the office of the City Manager, Administrative Services. Technical support for the system will be provided by eCivis. POLICY: Departments are responsible
for grant forecasting and identifying matching funds when preparing the fiscal year budget. Grants Network, a software solution for grant research and grant management, will be used
citywide to provide an effective means to define projects, analyze funding sources, implement grant funded projects, generate required reports and provide centralized record keeping
for audit purposes. PROCEDURE: Grant Forecasting and Budget Preparation Grant Team members are responsible to complete a “Grant Forecasting and Budget Form” (Attachment A), for each
grant they plan to pursue in the upcoming fiscal year. The “Grant Forecasting and Budget Form” is located on the City Network Share Drive under the Grants Team folder. The forms are
to be submitted by each department in accordance with the Fiscal Year Budget Calendar. 1
Grants Team members are responsible for including any required cash match in their department’s proposed budget. The Grants Coordinator will prepare a city-wide summary of the proposed
grants for the fiscal year and submit them with a cover memo to the Budget Review Committee in accordance with the Fiscal year Budget Calendar. Training & Access Employees responsible
for funding analysis, application preparation, approval or management of grant-funded projects will have access to the Grants Team folder on the City Network Share Drive. This folder
contains Grants Team meeting agendas and notes, audit compliance guidance, reference documents, budget forecasting forms, etc. Grants Team members are required to participate in Grants
Network training. Both in-house and on-line training is provided through the Grants Coordinator and eCivis. Upon completion, each employee will be given a password to access Grants Network.
To access Grants Network through the Internet go to www.ecivis.com. Grant Management Process 1. 1. Project Definition: Set the financial and project goals and plans for the project and
enter into Grants Network. If the project has a construction value of $250,000.00 or greater, the project may be subject to the “Art in Public Places Program” requirements. Review Ordinance
No. 07-002, for determination of applicability. The ordinance is available on www.boyntonbeacharts.org. If determination assistance is needed, the Public Arts Administrator is available
to assist. 2. Funding Analysis: Identify potential funding sources using Grants Network Research, and confirm availability of matching funds. Any Organization Grants (i.e. local funding
sources not listed in Grants Network Research) may be added by staff or forwarded to the Grants Coordinator to add and assign a universal ID number to ensure duplication is avoided.
Upon selecting a funding source, verify allowable costs as they relate to the “Art in Public Places Program” ordinance (if applicable). If allowable, include them in the grant application
budget. If not, the appropriate amount shall be budgeted and approved in the Capital Improvement Program or another matching source budget if at all possible. If you need assistance,
the City’s Public Art Administrator and Grants Coordinator are available to assist. 2
3. Application: Proposals can be prepared by individuals or as a team. All applications must be approved prior to submittal. If the value of the City cash match is less than $25,000,
the City Manager or his designee, will approve. If the cash match is higher than $25,000, prepare an Agenda Item Request Form using EZ Agenda, including the account number and Project
Code for the cash match, for Commission approval. Once approved, the Agenda Item Request Form authorizing the application and all exhibits, attachments, etc. must be scanned and uploaded
into Grants Network to produce a complete application in digital form. Uploaded documents must have all signatures affixed. 4. Award Notification: Once award notice is received from
granting agency, the Application Lead shall do the following: Notify the Grants Coordinator, Deputy Finance Director and the Project Manager. Prepare an Agenda Item Request Form
using EZ Agenda for Commission’s execution of the grant award. Forward hard copies of grant agreements agreements to the City Clerk’s Office for signature. Schedule a Grant Award
Meeting with the Grants Coordinator and Finance Department to review conditions of award and reporting compliance prior to the Commission meeting, if possible. Complete the Grant
Award Information Sheet (Attachment B) for review at the Grant Award Meeting. Verify allowable costs in the grant award agreement. Once approved and signed by Commission, return the
agreement to the granting agency for execution. Work with the City Public Information Officer to prepare and submit a Grant Award Press Release to media outlets (Police Dept. PIO
will submit theirs). If not awarded, list reasons for unsuccessful application in Grants Network. 5. Grant Management: Once the contract has been fully executed, the Department Project
Lead shall do the following: Make a hard copy for the Department’s file. Forward the original to City Clerk’s office for the Central File. Scan and upload the fully executed
grant agreement, the Grant Award Information Sheet and schedule reports according to the grant agreement in Grants Network. Request Revenue and Expense account numbers from Finance
via Grants Network. Grant funds must not be comingled with any City funds. Note: Finance will confirm that the project and grant have been entered into Grants Network prior to issuing
account numbers. E-mail the Deputy Director of Finance or the Revenue Manager to request a Payroll Project Code to track Administrative Costs on Federal grant awards. Federal grants
involving construction require verification of the vendor or contractor. Submit a request to Legal to verify that the vendor or contractor is registered with the state as a business
and that their registration is current and active. 3
Input the Grant Contract and Account information in Grants Network. List All Project Team Members and assign permissions and electronic e-mail notifications in Grants Network.
The Grants Coordinator, Deputy Finance Director and Revenue Manager are to be assigned to all Project Teams. 6. Implementation: Everyone working with the grant must be familiar with
the compliance requirements. The Department Project Lead is responsible for the following: Meet with staff/departments who will be managing the grant funded project to ensure that
everyone working with the grant is familiar with compliance requirements and grant project account numbers. Determine who will be responsible for reports to granting agency. Note:
Reimbursement Reports must be e-mailed to the Deputy Director of Finance prior to submission for an internal review. Set periodic meeting dates to monitor project progress. Notify
Grants Coordinator of any grant management issues. 7. End of Fiscal Year: The Project Lead shall submit a copy of the September 30 report/reimbursement request along with a budget carry-over
request (if needed) to the Deputy Director of Finance by October 15. A year-end compliance meeting may be scheduled by the Grants Coordinator or Finance Department. 8. Closeout: The
Project Lead shall do the following to close out a grant: Prepare final report and submit as required by granting agency. Compile internal evaluation reports. Notify the Grants
Coordinator and Deputy Finance Director of readiness to close the grant and project for a final internal compliance review before closing the grant and project in Grants Network.
Once the grant files have been reviewed for compliance, the Project Lead may close the grant and project in Grants Network. Annual Audit To prepare for the City’s Annual Audit, departments
shall have a hard copy of all documentation as back up to Grants Network and be available to meet with the external auditors if necessary. The Grants Coordinator or Deputy Finance Director
shall attend all meetings between departments and external auditors. 4
Annual Report The Grants Coordinator shall prepare an Annual Report summarizing the previous year’s grant activity. This report shall be presented to the City Commission for acceptance
within 60 days of the close of the fiscal year. Once accepted, this report shall be made available to the public on the City’s website. Developed by: City Manager’s Office EFFECTIVE
DATE: March 15, 2005 REVISED: April 16, 2007 REVISED: November 5, 2009 REVISED: September 30, 2010 REVISED: December 6, 2010 Kurt Bressner Kurt Bressner City Manager 5
Attachment A Grant Forecasting Budget Form FY2010-2011 Budget Complete this form for each project/program that may need additional funding during this fiscal year OR if you need assistance
identifying a grant source for a departmental project/goal. Department Grant Team Member Phone Ext. Project Title Estimated Cost $ Current City Funding Available $ Grant Amount Needed
$ What is the goal or outcome of the project? What is time frame for project/program? Start date End Date Department Priority for this project/program? High Medium Low Is this a new
project/program or currently in your department’s Five-year plan? What are long-range expense implications? (O & M, Personnel, etc) $ /annually Has a grant funding source been identified
for this project? Yes No If you answered YES, please answer the following three questions: 1. List the grant funding source 2. What is the City’s % match required by the funder? % Cash
$ In-kind allowed? Yes No 3. Where are you budgeting your cash match? CIP *SON form also required General Fund 6
Other (specify fund/account) PLEASE COMPLETE AND E-MAIL THIS FORM TO DEBBIE MAJORS, GRANTS COORDINATOR, NO LATER THAN TUESDAY APRIL 13, 2010. This form will be reviewed, and if requested,
a funding source identified and returned to your department by Tuesday, April 20 to be included with your department’s budget request. The Budget Review Committee will receive a citywide
summary of proposed applications for the FY2010/2011. Grant Coordinator use only Initials Funding Source identified Maximum amount $ Required Match $ Application Deadline Conditions
of Award Funding Source identified Maximum amount $ Required Match $ Application Deadline Conditions of Award Grant Award Information Sheet Project Name Grant Title
Contract # Grant Award: Period: Local match: Fund # Total: $ Type of Grant: Federal – Direct Federal – Pass Through State
Local Other If a Federal Grant: CFDA # Federal Agency State Agency (If Pass Through) If a State Grant: CSFA# Agency If Local/Other
Grant: Source It is the Program/Project Manager’s responsibility to adhere to the appropriate Contract, State, and Federal Compliance Requirements. Retain a copy of the OMB
Circular A-133 audit requirements, A-87 cost principles and A-102 administrative requirements Attachment B 7
Compliance Supplements with the grant award file. Go to http://www.whitehouse.gov/omb/circulars_a133_compliance_09toc/Grant Type: Reimbursement Advance Are funds required to be placed
in an Interest bearing account? Interest to be returned to grantor?Progress Report(s) due: Granting Agency Contact Person: Program/Project Manager Phone#�
� Fiscal Contact Phone# City Staff Contact Send the audit copies/confirmation letters to the following: Confirmation Letter – Name & Address/zip Audit
Copy – Name & Address/zip I have reviewed this document and verified that the information on this document is correct.
Signature Date Grant Award Meeting Date: ____________________ Attendees: ______________________________________________________________________ ____________________________________________
__________________________ 8
9 Special Conditions: