Streamlining Shelby County Grants Part 1 December 6, 2012 Enhancing the Management and Coordination of our Grants Shelby County Grants Office presents:

Welcome Introduction to Webinar Content and Presenters How Questions Will Be Handled −Method for submitting questions Features of the Webinar −Helpful tips Feedback −Send hate mail to

Agenda

New Criteria and Operational Procedures 1.Proper Resolution Formatting. 2.The Resolution Summary Sheet. 3.Pre-SIRE Review. 4.The SCGO Policy and Procedures Manual.

Proper Resolution Formatting Sample template on SCGO website at Please pay attention to detail. Please pay attention to grammar. No formatting, no agenda.

The Resolution Summary Sheet Sample template on SCGO website at Four critical components: I.Description of Item. II.Source and Amount of Funding. III.How The Resolution Affects S.P.E.C. IV.Other Relevant Information.

Pre-SIRE Review Purpose i.Needed For Good Business Decisions. ii.Transparency for Grantor, Vendor and Constituency. iii.Compliance, Quid Pro Quo. How this works i.Forward all resolutions and supporting documents to as well as your respective contracts attorney.

Pre-SIRE Process

The SCGO P&P Manual Revisions have been made to the SCGO Policy and Procedures Manual. i. Sections updated that pertain to content shared in today’s webinar will be included in the SCGO Policy and Procedures Manual - Version 2 to be viewed and printed as needed from the SCGO Grants Resource Catalog webpage. ii. Electronic copy is available on the Shelby County Government website under Division of Community Services - Grants Management – Shelby County Grants Resource Catalog. iii.Manual offers support from start to finish.

SCGO Grant Files Complaints/ Grievances Mismanagement Fraud Grant Personnel Changes Audits Monitoring Notices Grant-related requests for the Mayor’s signature, including the Grant Fact Sheet Forward this information to the Shelby County Grants Office at or call (Sandy) (Roger) Forward this information to the Shelby County Grants Office at or call (Sandy) (Roger) Whenever a grant opportunity is identified and a County department is interested in applying Grant Award Notices, including application and application support documents (new and continuous) Final grant applications submitted for consideration and the respective grant solicitation Budget changes to a grant project that are not documented in a Grant Resolution *Notify SCGO within 24 hours

SCGO Policy and Procedure Manual’s Acknowledgment Form Forward to the Shelby County Grants Office at or call (Sandy) (Roger) Forward to the Shelby County Grants Office at or call (Sandy) (Roger) Quarterly, Semi-annual, Annual, and Close-out REPORTS Signed Grant Resolutions SCGO Grant Files (cont.)

NOTE: To insure timely processing, please send all grant-related information to Please include the following information at the beginning of all grant-related s sent to the SCGO: 1)SCG Fund # 2)SCG department name 3)Grantor’s name 4) Grantor’s contract or award # (i.e. FAIN) 5) Grant program name 6) SCG grant project coordinator’s contact information Where is this grant information stored? SCGO will file this correspondence in the grants repository. Need to Know

Shelby County Grants Office Repository

After referring to the SCGO Policy and Procedures Manual…… The SCGO will provide technical assistance for any related compliance matter, provided that reasonable notice is given requesting such assistance. Technical Support

Questions On Monday, you may view registration information and the agenda for Part 2: Streamlining Shelby County Grants Webinar on the SCGO website. Please mark your calendar and sign-up for our next segment that will be held on Thursday, December 13 at 2:00 p.m. County directors and administrators will receive an notification as well. Grants Webinar: Part 2