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6.1.B. - Page 4 Attachment 1 <br /> Policv/Procedure <br /> Roles and Responsibilities <br /> City Council <br /> 1. Approves all grant applications in excess of$60,000 and delegates receipt and contract execution to <br /> the City Manager if delegation is allowed by the grantor agency. <br /> City Manager <br /> 1. Receives grants and executes related contract documents when required to do so by the grantor. <br /> 2. Develops, recommends and maintains grant management policies. <br /> 3. Approves grant management policies. <br /> City Attorney <br /> 1. Provides advice on various legal aspects of a particular contract and grant document, including <br /> whether an agreement will stand up in court as legally binding. The City Attorney, however, does <br /> not evaluate the merits of the proposed work or business arrangement, nor the impact on <br /> resources,which is the operating department's responsibility. <br /> Operating Departments <br /> 1. Has primary responsibility for financial management and control of grant funds in accordance with <br /> granting agencies' policies and procedures (e.g. including, but not limited to, items such as verifying <br /> that selected vendor is not suspended or debarred through the Excluded Parties List System on the <br /> System for Award Management website,www.sam.�ov). <br /> 2. Develop systems for maintaining ongoing information regarding grant availability within their <br /> functional areas of responsibility. <br /> 3. Evaluate benefits and costs of specific grant programs on a case-by-case basis: <br /> a. Purpose of the grant program and its consistency with identified City goals and objectives. <br /> b. Additional staffing, office space, facilities, supplies or equipment that will be required if the <br /> grant is awarded. <br /> c. Ongoing impacts of the grant program after it is completed. <br /> d. Amount of indirect costs to be recovered from the grant. <br /> e. Responsibilities of other departments and impacts on them in preparing the grant application or <br /> performing work-scope if the grant is approved. <br /> f. Total program costs, including portion funded through grant revenues and any required City <br /> contribution. <br /> g. Source of funding for any required City share. <br /> h. Compliance and audit requirements, paying special attention to those areas where the grantor's <br /> administrative procedures are different than the City's. <br /> 4. Prepare grant applications. <br /> a. Work with the grantor agency in identifying special program requirements and developing <br /> strategies for preparing a successful grant application. <br /> b. Complete grant application documents. <br /> c. Coordinate with affected departments as necessary. <br /> d. For grants requiring Council approval, prepare a Council agenda report requesting authorization <br /> to seek grant funding. This report should describe the grant program's conformance with this <br /> policy, including the results of the cost/benefit analysis. <br /> e. For grants not requiring Council approval, obtain City Manager approval prior to submitting the <br /> grant application, subject to the following conditions: <br /> • It will not add on-going staffing. <br /> 2 <br />