In addition to all requirements of applicable federal and state law and agencies, all department heads and office holders must abide by the following procedures and requirements to apply for any federal, state, and local grant ("grant policy"), which includes, but is not limited to, advanced or reimbursed goods, services, or donations grants (collectively, "grant request").
(A) The department head or office holder, or designee ("department head/office holder"), must prepare a proposal for each grant request that includes all essential details, including budget, timeline, and the responsible party (collectively, "proposal").
(B) The department head/office holder must provide the proposal to the County Board of Commissioners ("Commissioners") with a request to be added on the agenda for a Commissioners’ regular meeting, which the department head/office holder must attend, in person, and present the proposal to the Commissioners.
(C) If the Commissioners approve the grant request, the department head/office holder must prepare and complete the related application, including all required information and documentation (collectively, "grant application"), and take all steps to submit the grant application to the proper grantor agency ("grantor agency"). If a signature is required, the department head/office holder must be obtained through the Commissioners. Within seven days of the submission to the grantor agency, the department head/office holder must provide a complete copy of the grant application to: (a) the Commissioners, (b) the County Auditor ("Auditor"), and (c) the Grants Development/ Compliance Director.
(D) If a grant application is approved by the grantor agency ("approved grant"), the department head/office holder must submit the agreement for the approved grant ("grant agreement") to the Commissioners for approval and signature. Unless otherwise stated by law, only the Commissioners have the authority to approve and enter into any grant agreement. After the grant agreement is fully executed, the department head/office holder must provide a copy of the award letter, grant agreement, and any other relevant information to: (a) the Commissioners, (b) the Auditor, and (c) the Grants Development/Compliance Director.
(E) Within three days of the Commissioners' approval of the grant agreement:
(1) The department head/office holder must contact the Auditor and the Grants Development/ Compliance Director to schedule an in-person meeting to set up the appropriate fund and file for the approved grant. Prior to that meeting, the department head/office holder must complete the grant summary form (Form A). The department head/office holder must bring the completed Form A to the meeting. The Auditor shall establish a separate fund number for the approved grant and assign each account number. Approved grant funds may not be comingled with any other funds, including any other grant; and
(2) The department head/office holder must contact the County Council ("Council") Administrator to (i) advertise any appropriation(s), and (ii) request that it(they) be added to the agenda for a County Council public meeting.
(F) The department head/office holder must attend, in person, the Council's scheduled public meeting and present the proposal, along with each requested appropriation to the Council.
(G) The department head/office holder is responsible for ensuring compliance with all procedures for use of any approved grant funds, including:
(1) Abiding by all terms of any grant agreement, including any performance period (i.e., the grant agreement start and end dates for all activities performed under the approved grant). Unless otherwise permitted by the grant agreement, no disbursements or receipts shall be made before the start date and no receipts shall be accepted 60 days after the end date;
(2) For reimbursement, including for partial salary or immunizations, once the reimbursement is received, the department head/office holder must prepare and submit a claim to transfer the approved grant funds to the appropriate fund(s); and
(3) For all goods procured using any approved grant funds, including all supplies, equipment, and vehicles (collectively, "grant goods"), the department head/office holder must abide by all procurement procedures under state law and applicable county ordinance(s), including Ordinance 2017-30, which specifically addresses the county's procurement process. The department head/office holder shall contact the County Acquisition Administrator for assistance in following the proper procurement process.
(H) When a request for grant funds is made to the grantor agency, the department head/office holder must use any forms provided by the grantor agency and present these forms to the Auditor with a completed grant claim request form (Form B). Form B includes a section where the department head/office holder must provide any additional information required by the Auditor. The department head/office holder must provide and obtain approval of all forms by the Grants Development/Compliance Director prior to submission to the grantor agency.
(I) The department head/office holder shall ensure all claims for payment of invoices are complete, with all necessary supporting documentation provided prior to payment of an invoice. Prior to submission of any claim for payment from a grant fund to the Auditor, the department head/office holder must sign all claims for payment and email the claims, with all supporting documentation, to the Grants Development/Compliance Director for review and approval.
(J) For any request to modify or amend a grant agreement, the department head/office holder must:
(1) Complete a modification request form (Form C) and provide the same to: (i) the Commissioners, (ii) the Auditor, and (iii) the Grants Development Director or Grants Compliance Officer;
(2) Present the completed modification request form to the Commissioners for approval at a public meeting, at which the department head/office holder must attend, in person, and present the request to the Commissioners for approval at the Commissioners' public meeting;
(3) If it involves any budget modification, submit the completed modification request form to the Council Administrator for advertisement of an appropriation, and present the same for approval at a public meeting of the Council, at which the department head/office holder must attend, in person; and
(4) Provide a copy of all approved requests to modify or amend the grant agreement ("amended grant agreement") to: (i) the Commissioners, (ii) the Auditor, and (iii) the County Grants Development/ Compliance Director.
(K) At all times during the term of the grant agreement, the department head/office holder shall maintain an inventory of all supplies and equipment purchased under an approved grant, using the property inventory form (Form D), including the serial numbers, value, location, and mode of dispensation (if applicable) of each item. At all times, all grant goods shall be titled in and are the property of the county, including during and following the term of the grant agreement.
(L) Upon completion and/or termination of the approved grant:
(1) The department head/office holder shall submit to the Grants Development/Compliance Director a completed (i) property inventory form (Form D) and (ii) close out form (Form E);
(2) The Grants Development/Compliance Director shall review and, if in proper form, execute the close out form (Form E) and provide it to the Commissioners and the Auditor; and
(3) Following the approval by the Grants Development/Compliance Director, and upon submission to the Commissioners, the Commissioners shall review and take appropriate action on the close out form (Form E) at a public meeting; and
(4) Following the approval by the Grants Development/Compliance Director and Commissioners, the Auditor shall take all necessary steps to return any unused approved grant funds to the grantor agency or otherwise comply with the grantor agency's requirements.
(M) This section is effective upon adoption by the Commissioners, including any previously applied for or received grants by any department head/office holder,
(N) The violation of this section by any person may result in the following nonexclusive actions:
(1) The immediate cessation of the use of any approved grant funds;
(2) The denial of any request for use of the approved grant funds;
(3) The termination of the grant agreement, subject to the terms of the grant agreement;
(4) The denial of any request for budget modification by the Council; and/or
(5) Any other disciplinary action as determined by the Commissioners to be appropriate under the circumstances, as permissible by state law.
(BC Ord. 2024-08, passed 5-29-24)