Title
Chief Administrative Office recommending the Board adopt revised and renamed Board of Supervisors Policy A-6, Grant Applications. (Cont'd 4/2/13, Item 14) (Est. Time: 15 Min.)
Body
Background
On April 2, 2013, Supervisor Santiago recommended the Board consider adoption of Resolution 032-2013, authorizing the Director of Transportation, or the Chief Administrative Officer, to sign on behalf of the County of El Dorado all necessary documents required to submit grant applications. Discussion of this item resulted in direction to the Chief Administrative Office to return to the Board with a revised county wide policy regaring grant applications.
Staff has drafted revisions to Board of Supervisors Policy A-6, Grants-Application and Administration. As revised, the policy would be renamed "Board of Supervisors Policy A-6, Grant Applications". In summary, the revised policy:
1. Redefines the term "grant" as cash or in kind assistance awarded by a government or other organization (called the grantor) for specified purposes to an eligible recipient (called the grantee). Grants are usually conditional upon certain qualifications as to the use, maintenance of specified standards, or a proportional contribution by the grantee or other grantor(s).
2. Establishes authority for County department heads to execute all documents required to apply for grants.
3. Sets forth expectations and responsibilities of department heads in exercising this authority.
4. Identifies the Board as the sole authority for accepting grant awards and approving grant agreements. After acceptance of a grant award and approval of the grant agreement, the Board may delegate authority to execute the grant agreement and other grant related documents.
Reason for Recommendation
The discussion on April 2 included consideration of authorizing department heads to apply for and accept grants and to approve and execute grant agreements, with a requirement for periodic reporting to the Board. After further analysis and review, staff concluded that such a policy would achieve the desired objective of increasing flexibility in the grant application process; however, the additional work to establish and maintain a new tracking and reporting system would likely negate any efficiency created through the full delegation of authority to department heads for all phases of the grant process. In addition, such a system would not be readily accessible to the public.
Staff determined that the greatest challenge facing departments with regard to grants is that there is generally very little time between the point at which a department becomes aware of a grant opportunity and the grant application deadline. This often results in departments applying for grants and seeking retroactive Board approval. There is generally sufficient time between a notice of a grant award and the deadline to accept the award and execute grant agreements to bring the matter before the Board for approval.
The proposed draft policy increases flexibility and efficiency in the grant application process while still providing the Board with an opportunity to review a grant and its related obligations before the County accepts the award and enters into an agreement. This also provides the public an opportunity to comment on any contemplated grant awards prior to their acceptance by the county. In addition, bringing a grant award to the Board at a regular meeting creates a public record in Legistar, an existing system, which is accessible to the public and staff for tracking purposes.
Contact
Contact: Terri Daly, x5530