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Lino Lakes, Minnesota <br />Federal Grants Policy <br /> <br />This policy is to document federal grant procedures and to form a policy according to OMB <br />Federal requirements. These procedures will be decentralized which means each department will <br />oversee and document the requirements and fulfillment thereof for federal grant requirements; <br />this could also be used for more sizable and complex state grants. <br /> <br />Under federal guidelines the City will need to have a single audit when greater than $750,000 in <br />federal monies (grants) is earned (may be different than actual receipt of). Under these guidelines <br />it further defines major grants as those of $750,000 or more. When a program reaches this size it <br />is more likely to be audited; however, smaller grants may be audited to reach a certain dollar <br />amount that must be audited. <br /> <br />Please note that in most cases this money is funneled through the state so just because it comes <br />from a state department does not mean it is a state grant. You will need to review the grant <br />document in each case and determine whether it is a state or federal grant; if you are not sure get <br />a definitive answer from the grant representative from the state. At this same time obtain the <br />Catalog of Federal Domestic Assistance (CFDA) number from the agency if it is not in the grant <br />document. This is a five digit number in this format: ##.### (two numbers which denotes an <br />administering federal department, and then 3 numbers which is the grant number within the <br />federal department. According to regulations we will also need the Federal award ID and year; <br />name of federal awarding agency; and pass-through entity’s name (if applicable). <br /> <br />General Grant Guidance <br /> <br />1. Find a project or purchase that fits a federal grant criteria. <br />2. The responsible department will contact the appropriate state or federal department <br />(whichever the case may be) to start the process and inquire about the requirements of the <br />grant. <br />3. Start a file during this process and label everything well so there is no difficulty finding <br />the documents needed when being audited. Make sure it is well laid out. <br />4. The responsible department will create an action form for the appropriate government <br />body (Council, EDA) to request they approve attempting to receive this new grant. <br />a. This action form should contain ALL important information concerning this grant <br />INCLUDING any additional requirements that the grant may have such as <br />continuing reporting for years to come; inability to sell an asset after used for <br />certain amount of time; required future upkeep of an asset at local entities <br />expense; or other important information as deemed appropriate. <br />5. Responsible department needs to document all requirements and then follow the grant <br />procedures. These requirements may need to be fulfilled before the grant can actually be <br />applied for. Some requirements may be (please note that some of these may not be able to <br />be documented or completed until after grant award): <br />a. Improvement plan <br />b. Is this improvement plan in a 5 year capital plan <br />c. Plans and specifications