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CITY OF FERNLEY AGENDA REPORT DATE PREPARED: 03/10/10 DATE OF MEETING: 03/17/10 ITEM#: 3C SUBJECT: APPROVAL OF AMENDMENT TO GRANTS MANAGEMENT POLICIES AND PROCEDURES AUDIT SECTION PER BUREAU OF RECLAMATION REQUEST. RECOMMENTATION: Move to “approve the recommended amendment to Grants Management Policies and Procedures.” BACKGROUND: On February 13, 2010, after the City of Fernley adopted the original Grants Management Policy in January 2010; the U.S. Bureau of Reclamation (BOR) Regional Audit Liaison recommended the insertion of “Project Managers will reconcile proposed reimbursement requests with the appropriate General Ledger information prior to submitting reimbursement requests.” into the City of Fernley’s Grants Management Policies and Procedures. This one sentence addition to the policy satisfies last year’s audit recommendation on the Bureau of Reclamation TROA grant. Once the revision is accepted by the City Council, staff will forward the approved revised policy to the audit liaison so that BOR can close out the open audit. The Finance Team and Grants Administration work closely with our federal agency project managers to put in place effective and transparent fiscal grant policies. As we expand our grants to different agencies, regulations and programs, we anticipate and remain open to the recommendations and suggestions of our federal partners in regards to how we can better our grants management practices. FISCAL IMPACT: This one sentence revision to the policy is recommended by the Regional Audit Liaison Officer, Internal Review Officer for the U.S. Bureau of Reclamation. The implementation of this policy revision complies with and closes out the open audit pending on the TROA grant. Adherence to these policies and procedures by staff and contractors will promote efficiency, better transparency, greater accountability, a strategic approach to funding opportunities, and generally place the City in a more competitive position for securing future grant funds. PREPARED BY: Leslieann Hayden, Grants Administrator Mel Drown, City Treasurer/Finance Director APPROVED BY: Greg Evangelatos, City Manager ATTACHMENTS: City of Fernley Grants Management Policies and Procedures with the one sentence revision inserted on page 4 under Section 3 item j.