HomeMy WebLinkAbout030 - Grants Coordinator Responsibilities ADMINISTRATIVE ORDER NO . 30
TO : All Departments January 4 , 1982
i FROM: Lee Kraft , City Manager
SUBJECT: DEFINITION OF GRANTS COORDINATION RESPONSIBILITIES
AND APPOINTMENT OF A GRANTS COORDINATOR .
For the purpose of defining roles and clarifying responsibilities in the
area of grants administration and coordination , the following Order becomes
effective immediately:
I . PURPOSE:
The purposes of grants coordination are to:
(A) Maximize the potential of securing grant funds for the City .
(B) Avoid conflicting goals or misguided effects of not properly
coordinating various grant-funded activities .
• (C) Minimize the extent of hard dollar local match requirements .
(D) Coordinate grant-funded activities with other community activities .
(E) Minimize local administrative expense for research , data collection ,
application preparation and follox-up , as well as to maximize the
use of available data .
(F) Avoid duplication of effort by assigning responsibilities and defining
roles .
II . GRANTS COORDINATOR RESPONSIBILITY ESTABLISHED:
To effect the purposes of grants coordination , there is hereby established
a " Grants Coordinator " responsibility . The Community Development
Director is herewith assigned additional duties as the Grants Coordinator
, for the City of Pasco .
III . DEPARTMENT HEAD RESPONSIBILITIES IN GRANT (S) ADMINISTRATION :
(A) Each department head shall inform the Grants Coordinator of the
respective department ' s intent or interest in seeking grant funds and
in pursuance of this interest , shall provide the Coordinator the
following information:
1 . Source of available grant funds .
2 . Grant application requirements .
3 . Scope of project or activity desired to be funded .
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4 . Estimated time frame of the project or activity .
5 . Source of local match , if required .
6 . Estimated M & O costs resulting from the proposed project
or activity .
(B) Those departments which are responsible for the preparation
and implementation of required Capital Improvement Programs (CIP)
shall provide to the Grants Coordinator a draft CIP at least 30
calendar days prior to the date of initial presentation to the City
Council .
(C) All department heads shall coordinate and cooperate with the
Grants Coordinator in the execution of the Coordinator' s duties .
IV . GRANTS COORDINATOR RESPONSIBILITIES :
(A) Upon proper notification to the Grants Coordinator by a department
head of intent or need to seek certain grant funds , the Coordinator
shall:
1 . Review the proposed project or activity in relation to established
• city goals and policies .
2 . Review the proposed project or activity in relation to other
proposed or on-going grant-funded projects and activities .
3 . Review the proposed project or activity in relation to adopted
CIP ' s and budgeted activities (to be coordinated with the
Finance Director) .
4 . Gather and collate information to support the proposed grant
application .
5 . Determine the extent (if any) to which the proposed project or
activity can be coordinated with other community activities .
6 . Determine the extent (if any) to which the proposed project or
activity can be funded from other sources .
7 . Determine the extent (if any) to which the local match (if
required) can be in forms other than "hard dollars " .
(B) The Crants Coordinator shall interact with all affected departments
in the review of grant proposals and shall report the results of
such review and any recommendations deemed appropriate to the
respective department head and the City Manager .
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(C) Upon the City Manager ' s authorization to proceed with the
application process , the responsible department head will.
normally be responsible to prepare and submit the application
to the appropriate state or federal agencies , unless the department
head and the Coordinator agree on some other arrangement . The
department head will be the primary point of contact with outside
agencies concerning the specific application and the Coordinator
will provide assistance and help as required; however , the
department head should keep the Coordinator posted on the progress
of the application and the Coordira for will make period progress
reports to the. City Manager .
(D) The Grants Coordinator shall review draft capital improvement plans
(CIP) in relation to established city goals and policies , and in
relation to other proposed or on-going grant-funded projects and
activities . The Coordinator shall report the results of such review
and any recommendations deemed appropriate to the respective
department head and the City Manager prior to the date of initial
presentation of the draft CIP to the City Council ,
V . SUMMARY:
• These regulations will continue to give department heads a primary role
in preparing and submitting grant applications; however , the change in
procedure is that proposed applications will be routed through the Grants
Coordinator to assure that staff consultation takes place before
applications are submitted . This "inputting " process should assure
that proposed projects are part of a consistent whole and in line with
policies set by the Council .
LFK: pt
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