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Grant Report and Update May 27, 2010 To: Greg Evangelatos, City Manager Fred Turnier, Community Development Director From: Leslieann Hayden, Grants Administrator Background: Grants Administration is committed to providing sound grant management practices, identifying funding sources, and developing quality partnerships with City Departments and federal, state, and local agencies, to support programs and services that will improve the quality of life for all Fernley residents. The purpose of Grants Administration is to establish a system of checks and balances between City Departments implementing grant programs and the Finance Department by: 1. Identifying funding sources and monitoring grant applications; 2. Ensuring programmatic and fiscal compliance in the implementation of City grant programs; and 3. Overseeing funds awarded to community nonprofit agencies by the City. The Grant Administration Office serves and works collaboratively with City Departments and funding sources through the entire grant/award process, including: Match citywide needs with resources; Help identify projects that can be funded with federal, state and private dollars; Work with departments to develop project ideas into eligible, fundable activities discussing project feasibility and sustainability; Act as a liaison/point of contact between federal and state funding agencies; Maintain a database of all grant applications made by the city; Provide technical assistance to departments for grant writing; Follow up with agencies regarding grant applications for the city; Meet with funding sources; Ensure compliance by tracking programmatic process and fiscal expenditures; Manage the federal Grant Management System to ensure proper and current reporting information; and Facilitate grant close-out between City Departments and funding sources. The processes identified above are facilitated through the receipt of grant activity reports and through Compliance and Quality Assurance meetings, correspondence and/or visits. City Departments take ownership of projects and remain responsible for writing, submitting and implementing grant-funded programs and services; however, Grants Administration is accountable for monitoring and sustaining the checks and balances mechanism, and for ensuring that all implemented grants remain in compliance with the terms and conditions of the funding source and the Office of Management and Budget laws and regulations. Since our last Grants Update, the following activities have been completed: ---PAGE BREAK--- • 4 Contacts with Senator Majority Harry Reid’s Office to discuss identified federal funding needs. • 1 Conference call with Senator Ensign to discuss identified federal funding needs. • 3 Follow-up contacts with Senator Ensign’s staff • 1 Contact with Congressman Dean Heller’s Washington Office staff to discuss identified federal funding needs. • 6 contacts with Federal Lobbyist Allen Freemyer regarding identified federal funding needs. • Submitted six federal appropriations request to Nevada Congressional Delegates; this includes, research, writing and creating the scope and budgets for the requests; On-going monitoring through December 2010. • Resolved the BOR Single Audit Recommendation for Fiscal year 2009. • Completed quarterly financial reports and grant close out for the State CDBG Boys and Girls Club grant. • Completed financial and evaluation grant close our report for the Lyon County Room Tax Grant. • Researched and drafted “draft” City of Fernley Financial Purchasing and Procurement Procedures and Policies to match the Office of Management and Budget laws and regulations and federal reporting requirements. Finance expects to present to Council before the end of fiscal year (as previously reported to Council). On-going revisions until presentation to Council. • U.S. Department of Energy - Energy Strategy grant 75% complete; presentation by consultant to council expected before end of fiscal year. Completed financial and reporting requirement; three contacts with DOE Project Manager; oversight of consultant scope of work. • Completed quarterly reporting for Bureau of Justice grant, staff began implementation of grant purchasing equipment authorized in grant. Digital vandalism cameras received, in process of staff training and installation at parks and high target vandalized areas. • Partnered with Lyon County and Fernley Builder’s Association to completed a Fernley Homebuyer Fair to increase usage of HUD’s Neighborhood Stabilization Homebuyer funding for Fernley. 4/17/2010. • Received notification of joint Brownsfield grant award. Lyon County Lead Agency (administrator of grant). • Received informal notification from State of Nevada Department of Transportation of Notice to Proceed on Safe Routes to School grant. Awaiting formal notice. • Began Processing DHHS Emergency reimbursement grant; processed and completed the pilot payoff of 3 SBA Loans; tracking loan closeout timeline before complete program implementation in order for SBA and City to have accurate timeframe information to provide to loan holders. • Assisted City Team with organizing Fernley First Annual City-wide Cleanup: promotion, volunteer recruitment and coordination. • Research, process implementation and coordination with U.S. Department of Labor to secure a federally negotiated indirect rate for the City of Fernley.