AgdaPkt 2013-01-28 - Laserfiche WebLink

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6.1.B. - Page 1 RE PO RT To the Honorable Mayor and City Council From the Cit Mana er January 28, 2013 SUBJECT Grant Management Policy RECOMMENDATION Approve, by motion, a Grant Management Policy for guiding the City's use and management of grant resources BACKGROUND City staff has for many years pursued grant funding from federal, state, and other sources to enhance the City's ability to provide services and activities not otherwise available. The purpose of the grant management policy is to set forth an overall framework for guiding the City's use and management of grant resources and to ensure compliance with the Single Audit Act of 1984. ANALYSIS Operating departments have the primary responsibility for the financial management and control of grant funds in accordance with granting agencies' policies and procedures. This includes responsibility for compliance with all aspects of grant requirements including monitoring to ensure that the grant activities are properly accomplished, accurate grant accounting and tracking, and ensuring that request for reimbursements are submitted on schedule. The finance department will provide technical assistance to operating departments in preparing grant applications, submitting reports, maintaining records, monitoring all financial and budgetary transactions to ensure compliance with city policies and procedures, with the terms and conditions prescribed by granting agency and generally accepted accounting procedures. The draft grant management policy (Attachment One) was circulated to department heads several years ago. The Council Audit Committee has now asked us to move forward with finalizing and implementing the grant management administrative policy. ALTERNATIVES The Council could decide not to approve the draft policy as attached.