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requirements for grants to state and local governments (Federal grant requirements). If such a <br />reference is found in ANY intergovernmental agreement, then the City has become a party to a <br />federal grant relationship. If you have any question as to whether or not a contractual <br />relationship you are considering entering into is a grant agreement, contact Debbie Wydra <br />(x5024) in Financial Reporting. <br />PRE-APPLICATION REVIEW AND APPROVALS <br />1.Departmental Grant Coordinators — Throughout the grant application process, staff <br />initiating the request should be working closely with their designated departmental grant <br />coordinator. If you are unsure as to who the grant coordinator is in your department, <br />contact the City Manager’s Office. <br />2.Budget Development Impacts — As soon as the grantee department initiates the <br />application process, they need to begin working with their departmental budget <br />coordinator to identify which fiscal year's budget will be affected by the new grant <br />activity and to evaluate the potential impact on the department's on-going operations so <br />that these issues are considered in the current budget development process. <br />3.Prior Council Approval — Any grant application for more than $10,000 must have <br />Council approval prior to submission of the application. If you know that you are going <br />to be submitting a grant application, the staff in Intergovernmental Relations is available <br />to assist you in securing the prior approvals that may be needed. <br />a.If Council approval is required, the grantee department prepares a brief memorandum to <br />the IGR Committee and submits it to the Intergovernmental Relations staff in the City <br />Manager’s Office. Please note: It is important to notify IGR staff of grant applications as <br />soon as possible in order for there to be ample time to schedule a meeting of the IGR <br />Committee and get full council approval on a consent calendar. <br />b.Intergovernmental Relations is also prepared to assist departments with political advice <br />and lobbying assistance, as appropriate, during the time that your grant application is <br />being considered by the funding agency. <br />4.Insurance Risks — Should the grant application make reference to any unique insurance <br />risks or requirements, the grantee department should consult Risk Services (x5665). <br />5.“City Share” Requirements —To the extent that the potential new grant has City-match <br />requirements and/or will generate ineligible expenditures, the grantee department will <br />need to work with their department budget coordinator and their assigned Budget analyst <br />in Finance to estimate the total potential "City share" (City match plus ineligible <br />expenditures). It will also be necessary to either 1) identify a funding source for the City <br />share from the department's existing appropriation or 2) have a tentative agreement as to <br />what supplemental action will be initiated, contingent upon approval of the application. <br />6.Intergovernmental Agreements — In situations where the grant agreement will involve a <br />contractual relationship among multiple government agencies other than the grantor <br />agency (i.e., other cities, counties, school districts), the Intergovernmental Relations <br />Division should be advised of the details of these potential relationships. <br />Financial Policies and Procedures Manual 10/2008 <br />I_Grant Management.docx <br /> <br />