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HomeMy WebLinkAbout09/08/2008 SCOTT A. RUSSELL Town Hall, 53095 Route 25 SUPERVISOR P.O. Box 1179 Southold, New York 11971-0959 Fax (631) 765-1823 Telephone (631) 765-1889 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD AGENDA Department Head Meeting September 8, 2008 Meeting Hall 1. Grant Submission Policy & Procedures (see attachment) 2. Employment Assistance Program 3. Monthly Reports 4. Budget Meetings 5. Other ` TOWN OF SOUTHOLD GRANT SUBMISSION POLICY AND PROCEDURE Background: Funding opportunities from grants significantly enhance resources to provide services and activities to benefit Town departments and Town residents. However, the availability of funding should not solely guide efforts to obtain funding without clearly understanding how potential grant funding will supplement previously identified goals. In addition, funding opportunities often have strict compliance and accountability requirements that that must be considered before applying for funding. Intent: Establish a coherent and consistent policy to define measures of obtaining grant funding to assist Department Heads and the Town Board in decision making towards obtaining funding from external sources. Approval Process: Requests for obtaining grant funding for new funding must be approved by the Town Board and the Comptroller. All grants requiring an in-kind match are required to be submitted to the Town Board. A summary describing the grant and its relationship to the criteria listed below shall be submitted to the Town Board for conceptual approval (or denial). Renewals of grants not requiring an in-kind match of staff or money should be submitted to the Town Board as information of interest to renew funding. Criteria for Consideration of Applying for Grant Funding: The following factors should be considered prior to submitting grant proposals: ?? Fulfills an identified goal(s) for the Department and/or Town ?? Provides a measurable benefit to Department and/or Town ?? Continuation of existing funding ?? Does the grant require a match from the Town Dollar amount of match o Availability of in-kind match and time management o ?? Demonstrated need that grant will suffice ?? Time required to write and administer grant ?? Facility in acquiring funding (history of obtaining funding from source, etc.) ?? Grant reporting requirements (written reports, timelines, budget allocations) Accountability in Managing Grants: In order to effectively manage grants, Department Heads must ensure that staff time allocated towards fulfilling grant requirements is thoroughly documented. If in-kind staff time is matched in a grant, a time tracking system must be implemented and monitored to ensure compliance with funders. Substantiating documentation should be forwarded to the Accounting Department in a timely manner. Timely and accurate reporting requirements by funding sources must be fulfilled. Identifying Needs: Department Heads should meet regularly with staff and patrons of services (if applicable) to ascertain needs. Needs can be classified as “short-term” or “long- term” and incorporated within a Department strategic plan or simply maintained as a general list. This information will assist in fulfilling the above mentioned “criteria” for applying for grant funding. Process for Fulfilling Department Funding Needs: Assistance with the preparation of grants shall be requested by Department Heads in writing to the Supervisor’s office.