(A) Generally. The attached county grant approval and administration policy is hereby adopted and shall be in full force and effect from and after its adoption by both the Commissioners and the Council and shall supersede and repeal existing oral or written policies and procedures.
(B) (1) Adopted policy. This policy was adopted by the County Commissioners and shall be in full force and effect immediately.
(2) Checklist. The following general information needs to be addressed when applying for federal and state grants on behalf of the county:
(a) Statement of grant terms and conditions:
1. Employee requirements:
a. Space;
b. Tools;
c. Salary;
d. Benefits; and
e. Training.
2. Time period:
a. Start date; and
b. End date.
3. Obligations:
a. Does the award amount require matching funds?
b. What conditions does the grant require and how do those conditions impact the county?
(b) Does the grant meet a need within the county?
(c) Who will administer the grant and; will an administration fee be charged?
(3) Pre-approval policies.
(a) All departments are required to complete a request to apply for grants in advance of submitting a grant application;
(b) All departments shall notify the Council, Commissioners and Auditor that a grant is being considered with as much advance notice as possible;
(c) Potential personnel expenses need to be estimated;
(d) A proposed job description needs to be submitted;
(e) The proposed position needs to be classified within county’s existing system; and
(f) Council approval of grant compensation must be obtained in advance of submitting grant applications.
(4) Grant approval.
(a) If the grant is awarded, the grant document and contract should be forwarded to the Auditor to review using the attached checklist in Appendix A.
(b) Before a contract is executed, the County Attorney, Auditor, Commissioners and Council or designee shall review the grant requirements to evaluate the county’s liability exposure.
(c) The Department will be notified of a decision and/or recommendations regarding the grant request.
(d) The Auditor shall maintain a comprehensive list of approved or denied grants and contracts.
(5) Employment. Grant employees may be full- or part-time. Employment is conditioned on grant funding, and in the event that grant funds are not available to fund the position or contract, the position and the employee shall be terminated, unless otherwise stipulated by the grant and authorized by the County Council. Grant employees may be eligible for county benefits providing funding is provided by the applicable grant.
(Ord. 2013-15, passed 10-17-2013)