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Grant Report and Update June 30, 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--- • Continued follow-up with federal delegates on federal appropriations request to Nevada Congressional Delegates. On-going monitoring through December 2010. • Completed final closeout report for the State CDBG Boys and Girls Club grant – received letter of completion from State of Nevada. • U.S. Department of Energy - Energy Strategy grant 95% complete; presentation by consultant to council completed. Completed financial and reporting requirement; two contacts with DOE Project Manager; oversight of consultant scope of work. • U.S. Department of Energy - Energy Strategy grant site visit (a.k.a. project audit) completed. Represented from DOE met with staff, reviewed files, payment procedures, grant reports and progress of grant. Awaiting final report from DOE and will forward to Council as informational as this is the city’s first site visit for any of the grants. • 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. • Completed Brownsfield grant Work Plan and RFP process with Lyon County Manger and Comptroller. • Assisted Parks with closeout and reimbursement package to State of Nevada Division of State Parks for National Park Service’s Land & Water Conservation Fund 1.Autumn Winds Restroom, 2.Autumn Winds Parking Lot & 3.Out of Town Park Underground Power Improvements. • Received informal notification from State of Nevada Department of Transportation of Notice to Proceed on Safe Routes to School grant. Awaiting formal notice. • 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. • Continued research with Finance for process implementation and coordination with U.S. Department of Labor to secure a federally negotiated indirect rate for the City of Fernley. • June 1, 2010 coordinated City Hall Blood Drive • Attended and represented City at Western Nevada Home Consortium Board meeting to allocate additional Federal funds for low income housing projects. • Attended and represented City at Lyon County Room Tax Board to allocate room tax funds to special events projects throughout Lyon County including multiple projects in Fernley. • Assisted City Manager, Human Resources, Finance and Management Team with processing the reorganization plan.