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Att;6.1.B. - Page 5 <br /> • Any matching funds or in-kind contributions are already available within existing resources, <br /> and no additional appropriation of unassigned fund balance or working capital is required. <br /> • At the conclusion of the grant, there will be no ongoing commitments or obligations to <br /> continue the program. <br /> • The purpose of the grant program is clearly consistent with current City plans, policies and <br /> goals. <br /> 5. Administer grant programs if awarded. <br /> a. For grants requiring Council approval, prepare a Council Staff Report accepting grant award, <br /> including a budget amendment request and any other required City forms or documents; and <br /> coordinate execution of grant documents by the City Manager and return executed documents <br /> to grantor agency. <br /> b. For grants not requiring Council approval (grants less than $60,000; grants for which Council has <br /> previously approved the grant application) submit to City Manager for execution and return <br /> grant documents to grantor agency. <br /> c. Notify Finance and other affected departments of grant award by submitting a copy of the <br /> award letter and a grant summary form to each department. <br /> d. Follow City's purchasing procedures (e.g. bid process) or grant purchasing requirements if more <br /> stringent. <br /> e. Record expenditures in the appropriate account at the time that the expenditure occurs <br /> (normally when an invoice is paid or a time card is submitted). The Finance department can <br /> assist in setting up project numbers for tracking purposes through the general ledger. <br /> f. Maintain financial and other records in accordance with grant requirements. <br /> g. Coordinate with Finance to complete and submit required financial and technical reports, <br /> including requests for reimbursement of funds. <br /> h. Request appropriate reports from Finance and monitor grant expenditures and receipt of <br /> revenues. At the end of each fiscal year (June 30) a review of the year's revenues and <br /> expenditures must be completed prior to July 15, with any discrepancies (i.e. situations where <br /> revenues and expenditures are not in balance) to be conveyed to the Finance department for <br /> correction. This will facilitate the carryover of remaining budget balances into the new fiscal <br /> year when applicable. <br /> i. Identify a mechanism to track legal obligations required by the grant. For example, the grant <br /> may require the City to maintain insurance with grantor as additional insured, or to report <br /> discrimination complaints to the grantor, or to comply with certain federal laws. <br /> j. Coordinate on-site management reviews by the grantor agency during the grant term. <br /> k. Ensure funds are expended consistent with the purpose for which the award is made, paying <br /> special attention to those areas where the grantor's administrative procedures are different <br /> than the City's. <br /> I. Perform the grant work-scope. <br /> m. Avoid cost over-runs and unallowable cost-transfers. <br /> n. Timely invoicing and monitoring for prompt payment of grant revenue from grantor when <br /> advance payment cannot be negotiated. <br /> 6. Complete grant closeout. <br /> a. Complete the grant work-scope. <br /> b. Notify affected departments that the project is completed and schedule a "close-out" meeting if <br /> necessary to resolve any final procedural issues. <br /> c. Ensure invoicing and final receipt of grant revenues. <br /> d. Prepare and submit any required grant close-out documents. <br /> e. Review grant file for completeness. <br /> 3 <br />