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AR 4.2A: Grant Review Policy Effective: 12/01/2009 Page 1 of 3 NUMBER: PAGE 1 of 3 ADMINISTRATIVE XX REGULATIONS REVISION: SUPERSEDES: NA NA SUBJECT: APPROVED BY: EFFECTIVE DATE: FRED DIAZ, DECEMBER 1, GRANT REVIEW POLICY City Manager 2009 I. OVERVIEW & PURPOSE The purpose of this Administrative Regulation is to: Help make informed decisions about grants for which the City applies Help identify the impacts (positive and negative) of grant funding on all City departments Identify the process by which departments shall seek administrative approval to proceed with grant applications Encourage departments to seek grant funding, particularly when it provides opportunities to fund priority items that would otherwise use General Fund resources Ensure that the department seeking a grant receives a recommendation from the Administrative Services Group (ASG) and approval by the City Manager prior to applying for a grant. “Grant” means a contribution of cash or other asset(s) from another governmental entity or foundation/organization (private or public) to be used or expended for a specific purpose, activity, or facility. II. POLICY It is the policy of the City of Fremont: A. To actively seek grants from public and private sources that will support services, capital asset improvement/development, and/or other forms of benefit to the City of Fremont and its residents. The Finance Department shall be responsible for coordinating the grant review process. B. To place particular emphasis on seeking grants that will benefit General Fund operations. Where possible, grant proposals/applications shall seek both direct and indirect administrative overhead costs to maximize the financial benefit to the City and to offset Citywide administrative impacts. Indirect costs of administering grant programs will be recovered to the maximum extent possible. C. For grants of $20,000 or less that meet the following criteria, review by the ASG will not be required, however, the applicant department shall forward the completed grant application to the Finance Department (concurrently when application is sent to the grantor agency): 1. The grant will not increase staffing (including full time, part time, temporary, or partial increases to any positions; 2. The grant will not be used to expand or create new services or programs; AR 4.2A: Grant Review Policy Effective: 12/01/2009 Page 2 of 3 3. Any matching funds or in-kind contributions are already available within existing resources, and no additional appropriation of unreserved, undesignated fund balance, working capital, or other funding is required; 4. At the conclusion of the grant, there will be no ongoing commitments or obligations to continue the program; 5. The purpose of the grant program is clearly consistent with current City plans, policies, and goals. D. Renewals/augmentations: For previously approved grants that will receive augmentation or annual renewal, departments will not be required to go through a full grant approval process . However, departments will need to forward the related financial information (as indicated on the Grant Application Review form), as well as any changes to the reporting/auditing guidelines, so that the Finance Department can verify/confirm the financial effects for the current and future fiscal years. Information regarding renewals and/or augmentations shall be forwarded to the Finance Department within one week of receipt by the applicant department. [For grants that have any substantive changes including expanding programs and services (i.e., reporting/auditing guidelines, matching requirements), the applicant department will be required to submit a new Grant Application Review form to the Finance Department for review.] E. Grants will be considered on a case-by-case basis, after careful consideration of the benefits of the program and the ongoing impacts on the City if grant funding is no longer available. (Grants that fund “pilot” operating programs or short-term staffing enhancements should be avoided, if taking on programs of these types could ultimately aggravate the City’s fiscal position by creating an expectation that program services would remain even if grant funding is no longer available.) F. The City will only seek grants when sufficient staff resources will be available to successfully perform the grant work scope and effectively administer the program in compliance with grant requirements. G. All departments shall contact the Finance Department (Budget Manager or designee) when considering applying for a grant to discuss: the scope of the grant; the potential impact on operations; financial considerations; the procedures utilized by the grantor agency; as well as completing a Grant Application Review form, which is available on the (Intranet) http://intranet.ci.fremont.ca.us/dept/Finance/default.htm or from the Budget Manager or designee. The department seeking the grant application review shall conduct a through analysis of the costs and benefits of specific grant programs and its impacts (financial, services, expectations, and/or other) on the City and various departments. The Grant Application Review form must be signed by the Department Head prior to forwarding to Finance. The applicant department shall be responsible for preparing both the Grant Application Review form to the ASG and the actual grant application to the grantor. Evaluation of grant proposals will include analysis of the benefits and costs of specific grant programs, including the following important aspects of each grant: 1. Purpose of the grant program and its consistency with identified City goals and objectives. 2. Identification of additional staffing needs, office space, facilities, supplies, and/or equipment that will be required if the grant is awarded. 3. Ongoing impacts of the grant program after it is completed. AR 4.2A: Grant Review Policy Effective: 12/01/2009 Page 3 of 3 4. Responsibilities of other departments and impacts on them if the grant is approved. H. All grant proposals shall be reviewed by the Administrative Services Group (ASG) prior to submission of grant application to grantor. The ASG is comprised of the Deputy City Manager, the Finance Director, the Human Resources Director, the Assistant City Attorney, the Information Technology Services Director, and the City Clerk. I. Departments are encouraged to contact the Finance Department as soon as the possibility of a new grant resource is discovered so that review by the ASG may occur as early as possible in the process. J. After review and approval by the ASG and the City Manager, the applicant department shall be responsible for ensuring that the grant proposal is brought before City Council , for authorization to apply for or accept a grant, if such authorization is required by the grantor agency or by City policy. K. The Accounting Services section of the Finance Department shall ensure that all appropriate reporting procedures are established at the outset of any grant contract to support compliance with applicable grant requirements. The department representative shall coordinate with the appropriate Accounting Services representative as soon as the grant application is approved by the City Manager. The Finance Department shall be responsible for drawdown of funds and shall coordinate all financial reporting required by the grantor agency. III. PROCEDURES The process and procedures to be followed for grant review are described in Exhibit “A” attached to this Administrative Regulation.
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