You got the grant, You got the grant, now what?now what?

AgendaAgenda

Grant Administration Grant Administration Programmatic ComplianceProgrammatic ComplianceFiscal ComplianceFiscal ComplianceSetting Up Grant FilesSetting Up Grant FilesGrant MonitoringGrant Monitoring– InternalInternal– ExternalExternal

Lessons LearnedLessons LearnedQ & AQ & A

Grant AdministrationGrant Administration

Grant AdministrationGrant Administration

Designate a Grant Manager to be Designate a Grant Manager to be responsible for the following:responsible for the following:– Statutory and regulatory complianceStatutory and regulatory compliance

– Oversight and technical assistance for Oversight and technical assistance for staff to ensure programmatic and fiscal staff to ensure programmatic and fiscal compliancecompliance

– Establishing grant filesEstablishing grant files

Grant AdministrationGrant Administration

Designate a Project Manager to be Designate a Project Manager to be responsible for the following:responsible for the following:– Achieving the goals of the grantAchieving the goals of the grant

– Day-to-day implementationDay-to-day implementation

– Statutory and regulatory complianceStatutory and regulatory compliance

– Regular communication with Grant Regular communication with Grant ManagerManager

Programmatic & Programmatic & Fiscal ComplianceFiscal Compliance

Programmatic ComplianceProgrammatic Compliance

Ensure that program staff understand the Ensure that program staff understand the grant requirementsgrant requirements

Document program activities and Document program activities and expendituresexpenditures

Ensure timely submittal of performance Ensure timely submittal of performance reportsreports

Review award documents for additional Review award documents for additional responsibilities responsibilities

Fiscal ComplianceFiscal ComplianceTimely and appropriate expenditure of Timely and appropriate expenditure of grant fundsgrant funds

Timely submission of fiscal reportsTimely submission of fiscal reports

Ongoing coordination between fiscal and Ongoing coordination between fiscal and program staffprogram staff

ARRA ReportingARRA ReportingFederalreporting.govFederalreporting.gov

ARRA requires separate reporting of all of ARRA requires separate reporting of all of their fundstheir funds– Jobs created/retainedJobs created/retained– Davis Bacon Davis Bacon – CCR RegistrationCCR Registration

Some programs may have additional Some programs may have additional requirements.requirements.

Grant FilesGrant Files

Grant Files: ProgrammaticGrant Files: Programmatic

Grant solicitationGrant solicitation

Grant applicationGrant application

Grant award Grant award notificationsnotifications

Scope of services and Scope of services and any modificationsany modifications

CorrespondenceCorrespondence

No-cost extension No-cost extension noticesnotices

ReportsReports

Documentation of Documentation of project performanceproject performance

Inventory list of grant Inventory list of grant funded equipment funded equipment

Grant File: FiscalGrant File: FiscalGrant application with budgetGrant application with budget

Grant award notificationsGrant award notifications

Program/budget modifications and no-cost Program/budget modifications and no-cost extension noticesextension notices

Record and documentation of all grant Record and documentation of all grant expendituresexpenditures

Fiscal reportsFiscal reports

MonitoringMonitoring

Internal Grant MonitoringInternal Grant Monitoring

Monitoring activities should check for Monitoring activities should check for the following:the following:– Regulatory and statutory complianceRegulatory and statutory compliance– Fiscal and programmatic complianceFiscal and programmatic compliance– Identification of potential problemsIdentification of potential problems– Corrective actions (if needed)Corrective actions (if needed)

Single Audit Requirement: O.M.B. Single Audit Requirement: O.M.B. Circular A-133Circular A-133

External Grant MonitoringExternal Grant Monitoring

Conducted by the granting agencyConducted by the granting agency– Regulatory and statutory complianceRegulatory and statutory compliance– Fiscal and programmatic complianceFiscal and programmatic compliance– Identification of potential problemsIdentification of potential problems– Corrective actions/FindingsCorrective actions/Findings

Audit vs. Monitoring VisitAudit vs. Monitoring Visit

Examples of Recovery Act Examples of Recovery Act Funded GrantsFunded Grants

EPA Brownfields Revolving Loan EPA Brownfields Revolving Loan Fund Fund

$1.5 Million BCRLF loan through SCDHEC$1.5 Million BCRLF loan through SCDHEC

Funding awarded through ARRA funded Funding awarded through ARRA funded RLF and SCDHEC RLFRLF and SCDHEC RLF– ARRA Loan: $455,000ARRA Loan: $455,000– RLF Loan: $350,000RLF Loan: $350,000– ARRA Subgrant: $350,000ARRA Subgrant: $350,000– RLF Loan Forgiveness: $150,000RLF Loan Forgiveness: $150,000– ARRA Loan Forgiveness: $195,000ARRA Loan Forgiveness: $195,000

HUD Community DevelopmentHUD Community Development

Neighborhood Stabilization ProgramNeighborhood Stabilization Program– $1.6 Million awarded through SC State $1.6 Million awarded through SC State

Housing Finance and Development AuthorityHousing Finance and Development Authority

Community Development Block Grant Community Development Block Grant ProgramProgram– $125,836 for infrastructure improvements$125,836 for infrastructure improvements

Department of JusticeDepartment of Justice

Justice Assistance Grant AllocationJustice Assistance Grant Allocation– $343,959 for officer equipment$343,959 for officer equipment

COPS Hiring Recovery GrantCOPS Hiring Recovery Grant– $859,092 to hire 6 officers$859,092 to hire 6 officers

Top 3 Lessons LearnedTop 3 Lessons Learned

#1: Internal and external communication is #1: Internal and external communication is keykey

#2: Regular upkeep and maintenance of #2: Regular upkeep and maintenance of grant filesgrant files

#3: No such thing as too much #3: No such thing as too much documentationdocumentation

City of Rock Hill Grants TeamCity of Rock Hill Grants Team

Jennifer WilfordJennifer Wilford

Grants Coordinator Grants Coordinator

(803) 325-2551(803) 325-2551

jwilford@cityofrockhill.comjwilford@cityofrockhill.com

Rebecca WaltersRebecca Walters

Grants Administrator Grants Administrator

(803) 326-3832(803) 326-3832

rwalters@cityofrockhill.comrwalters@cityofrockhill.com

Tracy SmithTracy Smith

Grants SpecialistGrants Specialist

(803) 326-3837(803) 326-3837

tsmith@cityofrockhill.comtsmith@cityofrockhill.com

Holly EskridgeHolly Eskridge

Assistant to the City ManagerAssistant to the City Manager

(803) 326-3850(803) 326-3850

heskridge@cityofrockhill.comheskridge@cityofrockhill.com

Questions?Questions?