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1961RESOLUTION NO. I ~ 6 I A RESOLUTION ADOPTING THE GRANT MANAGEMENT POLICY AND PROCEDURES FOR THE CITY OF WEST MEMPHIS WHEREAS, the City of West Memphis has considered the Grant Management Policy and Procedures for all departments for the City of West Memphis; and WHEREAS, it is necessary to submit the Grant Management Policy and Procedures for all departments that apply for grant assistance. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WEST MEMPHIS, ARKANSAS THAT the Grant Management Policy and Procedures of the City of West Memphis be approved. ADOPTED this ~ day of SJ~UE , 2010. ~1 ~ --~~~ WILLIAM H. JOHNSON, MAYOR ATTEST: RECEIVED City Glerk's Office Date/T'ime ~ ~~ ~ I/. ~a~ -- By- ~. tug, o ,~. Phil ' a, City Clerk City of West Memphis Grant Management Policy & Procedures I. PURPOSE A. The purpose of this policy is to provide procedures relating to the requirements for application and contracts for grants, and B. To ensure the City of West Memphis departments are accountable for proper grant documentation, administration, and activities. II. APPLICABILITY A. This policy applies to all City of West Memphis offices/departments and to all City of West Memphis officials and their employees. III. DEFINITIONS A. "Accruals" means pending revenue for work completed or sales made in one year, whether billed or not billed, that is not received until the next year. B. "Indirect Costs" or "In-Kind" are costs associated with the administrative and general functions of the City of West Memphis government that support direct services of a grant or fund. Indirect costs include such things as cost of facilities, utilities, insurance, accounting and payroll, information technology, infrastructure, etc. C. "State and Federal Grants" are revenues received from the state or federal government (directly or indirectly). D. "City Official" as used in this policy means the Mayor of the City of West Memphis and/or appointed department head. IV. AUTHORITIES A. All grant contracts/applications will be approved in accordance with the applicable departments policy and procedures. B. The Department Head will review and approve each grant before the Mayor of the City of West Memphis receives it for signature. C. Grant applications will be completed, signed and submitted by the Mayor of the City of West Memphis after direction from the City Council, if necessary. V. GRANT APPLICATION A. Completion of grant applications is the responsibility of the Department Head. B. After completion of the application, it should be signed and submitted by the Mayor of the City of West Memphis. C. Applications requiring signature of the city's executive authority will be signed by the Mayor of the City of West Memphis. VI. GRANT APPROVAL A. Prior to acceptance of any funding or expenditure of funds on any grant activity, a written grant is required. B. A copy of the signed grant application and supporting documentation, including a completed budget item form, must be submitted to the Mayor of the City of West Memphis. C. A copy of the signed grant application and supporting documentation, including a completed budget item form, must be submitted to the City of West Memphis Finance Director. VII. COMPLIANCE WITH GRANT REQUIREMENTS A. City of West Memphis officials are responsible for compliance with all aspects of grant requirements including monitoring to ensure that grant activities are properly accomplished, grant accounting and tracking is correct and ensuring that requests for reimbursement are accurate and submitted on schedule or as soon as possible after completion of grant activities. VIII. RESPONSIBILITY FOR MAINTENANCE OF FILE AND PUBLIC DISCLOSURE A. The official grant file including a copy of the signed contract and all documents associated with the grant, including but not limited to the contract and amendments, applications, activity reports, requests for reimbursement, fiscal reports and all other correspondence will be maintained by the initiating department. B. Any destruction of these records will be in accordance with the approved retention schedule within the appropriate department. C. Public disclosure requests regarding grants will be referred to the initiating department for coordination of public records gathering and release. IX. GRANT REVENUES A. Revenue Accounts 1) All grant monies will be deposited to accounts specific to the grant and grant year. 2) The City of West Memphis Finance Department will create and maintain revenue numbers that ensure identification of grants by year, separate direct from indirect costs, and provide for tracking of revenues. B. Deposit and Budgeting of Revenue for Multi-Year Grants 1) City of West Memphis officials must ensure that for reirnbursement- based, multi-year grants, both revenues and expenditures are budgeted in the year during which the grant activity will be performed. 2) Reimbursements for grant activities performed in one calendar year and not actually received until the next calendar year are considered accruals and deposited as such. 3) Revenues for grants where the funds are received by the City of West Memphis prior to the grant activity (typically as a lump sum) are required to be deposited to the designated grant account. All expenditures for the grant are to come from the designated grant account. 4) The City of West Memphis Finance department is responsible to ensure that grant revenues are properly budgeted and that they are deposited into the proper revenue accounts immediately upon receipt. X. GRANT SIGNATURE AUTHORIZATION FORM A. Some grant applications require the completion and submittal of a signature authorization form. The only authorized signature for grant documentations is the Mayor of the City of West Memphis and the Department Head from the department applying for the grant. XI. INDIRECT COSTS TO BE MAXIMIZED A. All grant applications will include charges for indirect costs / in-kind services to the maximum allowed in accordance with specific grant rules. Indirect costs / in-kind service revenues will be deposited and budgeted according to the City's policy and will not be expended on direct activities of the grant. 6.16.10