Full Text
COMMUNITY DEVELOPMENT DEPARTMENT Fred R. Turnier, AICP Director Building and Safety Comprehensive Planning Current Planning Development Review Economic Development GIS Grants Administration October 2010 Grant Report 1 of 4 Grants Administration Activity Report October 31, 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 the development of federal compliance processes and working with department grant staff to prepare their files for the upcoming single audit. Meetings included reviewing standard audit and federal requirements and terminology, as well as common audit concerns and findings. Progress continues in the development of grant processes and guidance for staff working on grants and federal funding. Grants Administration has developed and distributed guidance/process information on: compliance with the purchase of and disposition of federally funded assets; federal requirements to include in Request for Bids, Request for Proposals and/or Request for Qualifications; procedures to ensure vendors obtained with federal funds are not debarred or suspended from receiving federal contracts or assistance; guidance on documenting compliance with the federal Buy American Provisions and processes for communicating internal controls, i.e., internal emails, updates, website and meetings with staff. Ongoing actions to develop and strengthen grant program administration outlined in the Grants Action Plan continue as noted below: • Ongoing follow-up with federal delegates on federal appropriations request to Nevada Congressional Delegates. On-going monitoring and contact through December 2010 – possibly January 2011 dependent on actions of Congress. Continued monitoring and tracking of appropriations bills through Congress. Compiling data for Winter report. Monitoring national trend against earmarks. • Continued design and distribution of employee grant training tools; ongoing compilation of federal compliance assistance procedures for staff. meetings with staff scheduled, Third Thursday of each month to address compliance and funding questions; noted above. • Ongoing review of SharePoint program for Grants Management system. Program costs estimated and forwarded to IT for review. • Began grant close out process of DHHS Emergency reimbursement grant. Closeout approval anticipated end of December/January. • Met with Burning Man government affairs staff on grant application for State Tourism/Economic Development application to capture Fernley’s share of tourist dollars from Burning Man participants into our local economy, established action plan to work with the organization to bring art opportunities to Fernley and to establish an on-going Burning Man presence in Fernley. • Met with City Auditors, provided grant information within access and scope as requested; reviewed grant policy and procedures web pages, manual and staff guidance on federal compliance. ---PAGE BREAK--- October 2010 Grant Report 2 of 4 • Started compilation of “Grow Fernley” Economic Development Campaign and PowerPoint presentation as part of Community Development’s Economic Strategy. Worked with the Mayor, Community Development Director for best practice research and implementation strategies to develop City Economic Plan/Vision. Action Plan Ongoing 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 – October B. Identify products: Complete 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: Grants Compliance and procedure Manual completed and distributed to staff working with grants – updates will be forwarded as needed and as provisions warrant; awaiting suggestions and recommendations from auditor’s review (if any). 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 ---PAGE BREAK--- October 2010 Grant Report 3 of 4 Action Plan Ongoing Activities: Grants Administration Action Plan Status 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 Operations Manual – completed 10/2010 F. Deliver training Ongoing – Grant files, audit review; reviewing online process for Basic Proposal Writing, Proposal Budget implemented on website. Fall/Winter 2010 G. Develop general and specific rules on Grants for employees: Complete – policy approved 3/17/2010; procedures, processes and grant guidance developed and distributed as noted above; ongoing. H. Support employees working with grants Ongoing (activities continue) ---PAGE BREAK--- October 2010 Grant Report 4 of 4 Action Plan Ongoing Activities: Grants Administration Action Plan Status 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 Completed with DOE site visit audit; Ongoing, awaiting suggestions and recommendations from City auditor. 8. Keep staff informed through emails and progress bulletins Ongoing – as needed 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 On-going: DOE, EDI and BJA technical assistance. September included meetings with Congressional grants staff. 12. External Communications – inform grant sponsors and partners of plans and progress Ongoing – as needed 13. External Communications – release media updates and briefs as grants are received and major accomplishments reported. Ongoing – as needed 14. External Communications – correct misinformation as appropriate Ongoing – as needed 15. External Communications – update website as new information is available Completed –Ongoing; website presented to Council and public 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. Completed and ongoing –as needed 17. Internal Communications – CM and Finance Director will schedule roundtable discussions with staff on grant processes, procedures and accomplishments Completed and on- going: implemented 10/2010- meetings with key grant staff scheduled; Third Thursdays