(A) No officer, employee or agent of the city is authorized to make an application for any state or federal grant monies or to agree to administer any other entity’s grant funds or program, without the express authorization of the City Council. The authorization shall be issued by a municipal order. No officer of the city is authorized to sign a grant application unless approved by municipal order.
(B) When a municipal order is approved providing an authorization to apply for a grant or to administer a grant, the municipal order shall provide where the funds shall be deposited and who shall be the signatory or signatories authorized to make expenditures from the fund. The deposits must be made in an official depository of the city.
(C) (1) In the event the grant application is accepted and grant funds received or the city receives grant funds to administer for another entity, the funds shall be deposited consistent with the provisions of the municipal order authorizing the grant application or administration.
(2) The records regarding the administration of the grant funds shall be made available as public record and shall be reported on by the Mayor not less than every three months consistent herewith.
(D) The funds shall be subject to annual audit by the city auditors retained consistent herewith.
(E) (1) As to any grant funds currently administered by any officer, employee or department of the city, there shall be a disclosure to the City Council and Mayor of any and all grant funds, where they are presently deposited, their account numbers and a copy of any and all records regarding receipts and disbursements.
(2) The funds shall be considered immediately frozen, and no further disbursements shall be made until the City Council approves a municipal order establishing who shall be the official depository for the funds, who shall administer and be the signatory for the funds, the first of the herein required quarterly financial statements consistent herewith and appointment of an auditor consistent herewith has been completed.
(F) As to grant funds disclosed under division (E) above any and all city officers, employees and departments shall comply with the direction of any municipal ordinance adopted under division (E) above within ten days of the enactment of the order.
(Ord. 2001-3, passed 2-22-2001)