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FINANCIAL POLICIES AND PROCEDURES — GRANT Q&A <br />GRANT APPLICATION PROCESS FREQUENTLY ASKED QUESTIONS <br />1. I am preparing a grant for submission to the granting authority, besides the process within my own <br />department/division, what else should I know? <br />All <br />Response:grants application submissions must go through the Council Committee on <br />Intergovernmental Relations (IGR) for approval or notification. <br />2. What is the Council Committee on Intergovernmental Relations (IGR)? <br />Response: The IGR committee is a sub-committee of the full city council. The IGR Committee <br />consists of three City Councilors appointed to the Committee by the Mayor. Currently, the IGR is <br />made up of Councilor Betty Taylor (Chair), Councilor George Poling and Councilor Andrea Ortiz. <br />The Mayor is also a member of the IGR Committee, but is a non-voting member. The Mayor can be <br />asked to vote in proxy for an absent IGR Committee member on their behalf. <br />3. I thought there was a dollar threshold for grants that needed to go to the IGR Committee? <br />All <br />Response: No. grant applications must go through the IGR Committee even if there is no match <br />required for the grant. Although that specific issue was discussed with the IGR Committee and the <br />full City Council, that option was not adopted. There is, however, a different process for a grant that <br />has a match (monetary or in-kind) and a grant that does not have a match. <br />4. What is the difference in process between a grant that have a match and a grant that does not have <br />a match? <br />Response: Grants that have a match must have prior IGR Committee approval before they are <br />submitted to the granting authority; the IGR Committee only needs to be notified of grants that do <br />not have a match. The process for each is as follows: For grants that have a match – monetary or in- <br />kind: Authority to apply for the grant must be requested from the IGR Committee BEFORE the grant <br />is applied for. This is generally done in memo form where staff is requesting authority to apply for <br />NO <br />the grant. For grants that have match – monetary or in-kind: The IGR Committee must be <br />notified that you are or have applied for a grant. This is generally done in memo form where staff is <br />notifying the IGR Committee that they have, or will be, applying for a grant. Note that although the <br />notification may be given to the IGR Committee after the grant has been applied for, notification <br />should be done in a timely manner. IGR 3/13/2009 2 <br />5. Are there templates for the 2 different types of grant memos? <br />Response: Yes. IGR staff can provide you examples of the 2 types of memos. Please contact Brenda <br />Wilson, IGR Manager or Jessica Mumme in the CMO. <br />6. Who do I send the grant memo to? <br />Response: Send the memo to the IGR Staff. The IGR Manager will review your memo to make sure <br />your memo is in the proper memo format and to clarify any items before it is submitted to the IGR <br />Committee. <br />7. How often does the IGR Committee meet? <br />Response: During the Legislative Session, the IGR Committee meets every Wednesday afternoon. <br />When the Legislative Session is not in session, the IGR Committee meets as needed. <br />Financial Policies and Procedures Manual 10/2008 <br />I_Grant Management.docx <br /> <br />