Section: 230 Page 1 of 5 GRANTS MANAGEMENT POLICIES AND PROCEDURES 230.1 Purpose The purpose of this policy is 1) to ensure proper oversight of all funds appropriated to the County from federal, state and local governments, non-profit agencies, and other private sources; 2) minimize the County s risk of noncompliance with grant requirements; and 3) ensure proper administration and accounting of all grants. 230.2 Scope This policy applies to any Gloucester County program, department, Constitutional Officer, or division preparing and submitting grant applications to agencies outside the County government for funds, materials, or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Any submittal by any county program, department, Constitutional Officer, or division in violation of these procedures shall not bind the County. 230.3 Central Responsibility The County Administrator authorizes the Finance Department to promulgate any procedures that minimize the County s risk for non-compliance with grant requirements and for providing support to requesting agencies. The Finance Department will maintain the required central file for all grants (which will include a copy of any information the Finance Department deems necessary) in order to facilitate management reporting and overall monitoring. The Finance Department will monitor expenditures for compliance with grant policies and procedures, prepare and/or review financial reports to grantors, and act as liaison with independent auditors. All county programs, departments, Constitutional Officers, and divisions shall submit any/all grant information required by the Finance Department to carry out its responsibility. 230.4 Procedures for Handling Grant Applications/Acceptances within the Budget Process A. Whenever possible, all requests for application and acceptance of grants of a recurring nature should be submitted to the Finance Department through the normal budget process. B. The county program, department, Constitutional Officer, or division desiring to submit a grant application soliciting funds will prepare the request as outlined by the grantor s requirements. The requesting county program, department, Constitutional Officer, or division shall provide the Finance
Section: 230 Page 2 of 5 Department with a cover memorandum providing such information as required by the Finance Department (for initial requirements, see Attachment A). The responsible party from the county program, department, Constitutional Officer or division, will sign this cover memorandum, and it will be available for distribution to the County Administrator and Board of Supervisors. In addition to the cover memorandum, the requesting program, department, Constitutional Officer, or division shall forward the completed copy of the grant application to the Finance Department, along with a copy of any required assurances and conditions. C. Grant applications will be reviewed by the Finance Department in order to make an independent assessment of all financial aspects of the application to ensure funds availability. The Finance Department has the right to request additional information or revised submittals if needed. The Finance Department will provide a financial analysis only the merits of the project will not be addressed. D. The Finance Department will forward the grant application to the County Attorney for legal review of any clauses or grant conditions that ensure compliance with particular federal or state laws if necessary. E. The Finance Department will forward the required cover memorandum, any County Attorney comments and concerns, and financial analysis to the County Administrator for further action. F. If the grant is incorporated into the Adopted Gloucester County Budget and appropriated, i.e. the revenue and expenditures include local match, then no additional Board approval is required for the application and acceptance of the grant. The County Administrator may authorize the application and acceptance. 230.5 Procedures for Handling Grant Applications outside the Budget Process: A. The county program, department, Constitutional Officer, or division desiring to submit a grant application soliciting funds will prepare the request as outlined by the grantor s requirements. The requesting county program, department, Constitutional Officer, or division shall provide the Finance Department with a cover memorandum providing such information as required by the Finance Department (for initial requirements, see Attachment A). This cover memorandum will be signed by the responsible party from the county program, department, Constitutional Officer, or division and it will be available for distribution to the County Administrator and Board of Supervisors. In addition to the cover memorandum, the requesting program, department, Constitutional Officer, or division shall forward the completed
Section: 230 Page 3 of 5 copy of the grant application to the Finance Department, along with a copy of any required assurances and conditions. B. Grant applications will be reviewed by the Finance Department in order to make an independent assessment of all financial aspects of the application to ensure funds availability. The Finance Department has the right to request additional information or revised submittals if needed. The Finance Department will provide a financial analysis only the merits of the project will not be addressed. C. The Finance Department will forward the grant application to the County Attorney for legal review of any clauses or grant conditions that ensure compliance with particular federal or state laws if necessary. D. The Finance Department will forward the required cover memorandum, any County Attorney comments and concerns, and financial analysis to the County Administrator for further action. The approval of grant applications can be standardized into two categories: If the grant requires no matching funds from fund balance and requires no continuing obligation to fund the program beyond the grant period, the County Administrator may authorize the grant application or may determine that an action by the Board of Supervisors is appropriate. If the grant requires a fund balance allocation or requires the addition of personnel or requires a continuing obligation, the grant application must be approved by the Board of Supervisors upon the recommendation of the County Administrator. E. If the Board of Supervisors, under the provisions of this policy, requires their approval of the grant application, this action will involve preparation of a Board of Supervisors agenda item for inclusion on the next regular meeting agenda for consideration. In order for an item to be considered at a board meeting, the Finance Department must forward the required cover memorandum, any County Attorney comments and concerns, and its financial analysis to the County Administrator no later than the Monday of a week preceding the regular board meeting. If this information is not received by that time, it will be placed on the next regular meeting agenda for consideration. 230.6 Procedures for Handling Grant Acceptance: A. The grant award letter/acceptance agreement (notification received detailing the amount of the grant awarded, grant assurances and special conditions, and the guidelines that must be followed to comply with the grant requirements)
Section: 230 Page 4 of 5 will be forwarded to the Finance Department, which will review the grant award for reporting requirements, special conditions, and deadlines. B. If necessary, the Finance Department may forward the grant award letter/agreement to the County Attorney for legal review of any clauses or grant special conditions to ensure compliance with particular federal or state laws. C. The Finance Department will prepare a Board of Supervisors agenda item requesting appropriation of grant funds (unless already approved by the Board of Supervisors as part of the adopted budget process). In the event that the Board of Supervisors does not approve the additional appropriation, the Finance Department will notify the requesting agency. D. The County Administrator will authorize the grant acceptance. E. Any submittal by any county program, department, Constitutional Officer, or division in violation of these procedures shall not bind the County.
Section: 230 Page 5 of 5 Attachment A Grant Cover Memorandum (Forward to Finance Department with grant application) Department: For further information, contact: Phone Number: Funding Agency: Application Deadline: Brief description of project and purpose: Grant beginning date: Grant ending date: Amount of expected grant award: Amount of local cash match required: Amount of local in-kind match: Is there any requirement to continue services with County funding once grant funding has ended? Number and description of new positions created: Finance Department Use: Received by Finance Department: Reviewed by County Attorney: Forwarded to County Administrator: Board Action: Application mailed: Award Received by Finance Department: Appropriation prepared: Appropriation passed: Acceptance signed & returned: