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COMMUNITY DEVELOPMENT DEPARTMENT Fred R. Turnier, AICP Director Building and Safety Comprehensive Planning Current Planning Development Review Economic Development GIS Grants Administration August 2010 Grant Report 1 of 4 Grants Administration Activity Report August 30, 2010 To: Greg Evangelatos, City Manager Fred Turnier, Community Development Director Mel Drown, Finance Director Prepared by: Leslieann Hayden, Grants Administrator Activities this month focused primarily on development of the Grants Administration web pages, external communications, and research and development of staff grant training needs. On-going actions to develop and strengthen program administration as outlined in the Grants Action Plan continue as noted below. • On-going follow-up with federal delegates on federal appropriations request to Nevada Congressional Delegates. On-going monitoring through December 2010. o Meeting with Senator Reid’s staff in Reno to review community needs and appropriation requests. o Continued dialogue with Senator Ensign’s staff regarding funding opportunities and trends. • U.S. Department of Energy – awaiting project closeout materials from Department of Energy, anticipate final closure of project and reports to be completed in September. • Continued development of Grant Administration web-site components; completed general information and link pages; federal regulations, grant writing resources, important links, etc., • On-going research and development of employee grant training modules; researched MS SharePoint services to implement E-virtual grant training program for staff: Grants 101, Glossary of Grant Terms, Compliance 101, etc., • Attended grant meeting with Lyon County and City of Yerington to meet with EPA Brownsfield Grant Officer to review project work plan. • Multiple contacts with State of Nevada CDBG; CD Director attended CDBG forum in Reno, staff also attended CDBG application workshop in Fallon, both meetings required as part of application process eligibility. Applications due in December. • Continue processing DHHS Emergency reimbursement grant; set up reimbursement process with state of Nevada so that the city does not have to advance approximately one million dollars. Submitted disbursement requests in the amount of $1,088,122.80. • On going compilation of funding trends and compliance assistance process to present to Management Team for grant training of staff. October 2010. ---PAGE BREAK--- COMMUNITY DEVELOPMENT DEPARTMENT Fred R. Turnier, AICP Director Building and Safety Comprehensive Planning Current Planning Development Review Economic Development GIS Grants Administration August 2010 Grants Report Page 2 of 4 • Continued monitoring and tracking of appropriations bills through Congress. Compiling data for Fall report. Oct/Nov 2010. • Began application for State Tourism/Economic Development application continued dialogue with Burning Man Government Affairs and state marketing staff to develop tourism plan and campaign to capture Fernley’s share of tourist dollars into our local commerce. Grant application due late September. • Continued preparation for annual City Audit. Requested grant information, updates, copy of grant awards from Department Manager’s. • Site visit to Churchill County Social Services to review programs implemented with CDBG funds. • Attended and represented City at Western Nevada Home Consortium Board meeting to allocate additional Federal funds for low income housing projects. • Site visit to Nevada Rural Housing to review programs for Fernley residents funded with Fernley annual bond cap allocation. • August 31, 2010 coordinated City Hall Blood Drive. Action Plan On-going Activities: Grants Administration Action Plan Status 1. Provide clear direction on expectations regarding grants policies and procedures and support needed Ongoing 2. Seek the views and concerns of program and financial staff at federal, state, regional and local offices regarding issues relating to the management of grants; incorporate the results as appropriate Complete (activities continue) 3. Determine needs and conduct training to ensure staff have the knowledge necessary to carry out the grant tasks expected In-progress and Ongoing 4. Provide better tools to simplify management and monitoring of projects Partially Complete A. Inventory and gap analysis of tools: In progress B. Identify products: Complete ---PAGE BREAK--- August 2010 Grant Report 3 of 4 C. Develop products: Complete: Grant policy, Grant Set Up form, Grant Disbursement Form, In progress model file - checklists, compliance check list D. Address Operational Policy Issues: Under Review: Advances, Advance Coding, Monitoring, Lapsing Funds, E. Design Grants Administration web site: Completed – Online in September F. Provide training on existing Finance process and procedures: Ongoing – in development G. Develop Internal SharePoint computer systems to assist management & control: In progress; research and template complete, begin implementation phase one in Fall 2010 October-will be used as primary grant management information system 5. Determine needs and conduct training to ensure staff have the necessary knowledge to process grants and meet compliance requirements On-going A. Develop a training strategy Started 6/10 – In progress B. Develop skills profile In progress C. Develop a needs assessment tool In progress D. Conduct needs assessment In progress E. Identify requirements, assess and enhance training material: Minimum requirements identified - Ongoing: Proposal Writing Basics. Budget Basics, Grant Monitoring 101, Grant Compliance 101, Grant Files 101, Grant Financial Requirements 101 Develop training Materials, schedule training modules, develop Grants ---PAGE BREAK--- August 2010 Grants Report Page 4 of 4 Operations Manual F. Deliver training Ongoing – Basic Proposal Writing, Proposal Budget implemented on website. G. Develop general and specific rules on Grants for employees: Complete H. Support employees working with grants Ongoing (activities continue) 6. Provide Update Reports to City Manager in two parts • report activities and updates via email • post reports on website As information on program results becomes available, either through new grants received or completed, it will be included in the City Manager’s and/or Director’s Oral reports to City Council, additionally, grants requiring city cash match or contract approval by Council are reported via staff report at City Council meetings. Ongoing 7. Review and confirm or amend accountability and management structures and work processes (including, e.g., segregation of duties, post-audits) relating to grants, to ensure clarity and effectiveness Complete and Ongoing 8. Keep staff informed through emails and progress bulletins Ongoing 9. Get outside expert advice to assess and comment on adequacy of action plan, grants processes and procedures and incorporate their advice into action plan and procedures Ongoing 10. Exchange information and best practices with other municipalities, state and federal departments that manage significant grants programs Ongoing 11. Draw on expertise of experienced local, regional and national grants staff Complete 12. External Communications – inform grant sponsors and partners of plans and progress Complete and Ongoing 13. External Communications – release media updates and briefs as grants are received and major accomplishments reported. Ongoing 14. External Communications – correct misinformation as appropriate Ongoing 15. External Communications – update website as new information is available Web pages built and completed, go live in September. 16. Internal Communications – develop a communications strategy that will provide regular communications with all staff using a variety of formats including bulletins, web site, intranet and e training, etc. In progress – website and SharePoint foundation for internal communications. 17. Internal Communications – CM and Finance Director will schedule roundtable discussions with staff on grant processes, procedures and accomplishments Pending