Grants 101

Table of Contents ECN (Who we are) The Regions (Who you are) Types of grants we hand out The Grants Work Group Investment Hierarchy Application Process FSRs Changing a Grant Required Paperwork Guest Speakers

Who we are Emergency Communication Networks oversees: - ARMER Communications Network - The Statewide 911 Program - FirstNet (The state’s future broadband program) ECN also acts as a facilitator for various grant programs in the state

Dustin Leslie ECN Grant Manager Approves paperwork First point of contact for grant issues Been with ECN since February

Jackie Mines Director of ECN Final Approval on all documents Jackie and Dustin work together to make the grant program run smoothly

What grants we give out SHSP SECB SLIGP ARMER

Who are you Seven Regions in the State Northwest Northeast Central Metro Southwest South Central Southeast

The Grants Work Group A mixture of Grant administrators, RAC Chairs, ECN staff and Emergency Managers Used to vote on decisions for what projects are acceptable Also used as approval for any changes to the grant terms

Review ECN: Gives out funds and approves paperwork Dustin Leslie: Grant Manager Jackie Mines: ECN Director Minnesota: Broken up into 7 regions Grants Work Group: The governing body

Why are you here? ECN Director Jackie Mines

Types of Grants

State Homeland Security Program (SHSP) Annual Grant Federally funded by Homeland Security Emergency Management (HSEM) Current grant terms: January 1st, 2016 – December 1st, 2016 Current Priority: Training and Exercises This is the radio grant

State Emergency Communications Board (SECB) Bi-Annual Grant Funding comes from 911 monies (through 911 carrier fees) Generally around $1,000,000 split across the 7 regions based based on need Info on the new SECB grant will be coming in the near future

SLIGP Mixture of State and Federal funds. Funds can ONLY be used toward FirstNet and Broadband Current grant has been rolled over with the terms: July 1st, 2016 – October 31st, 2017

ARMER Grants Funded through state fund, much like the SECB grant Different types of ARMER grants: Integration, Migration Used to get counties connected to the ARMER backbone Currently only used by the Northwest region

Review: Types of Grants SECB is a state grant paid through 911 fees. You cannot buy radios with this grant SHSP is a Federal grant that ECN applies for yearly. Training and exercises are priority 1 SLIGP is a mixture of state and Federal funds and can only be used for FirstNet and Broadband activities ARMER is used to add counties to the ARMER backbone. Currently only used by the Northwest region

How a grant gets awarded ECN gathers funds and puts together the grant The Grant Manager schedules a time for the Grants Work Group to meet via conference call Terms of the grant are laid out and regions present their projects to the group Projects highest up on the pre-determined investment hierarchy are given the highest priority

Investment Hierarchy A list of priorities ranked most important to least important for each grant Each grant will have its own investment hierarchy The Grants Work Group votes on what is most important for each grant

Application Process - Before Have a plan******* ECN recommends having a 5 year plan for projects Write up applications for all projects that could be ready in time for the grant If your project gets approved by not funded, it could still be granted in the future if other funds are returned The more prepared you are, the better you will be

Application Process cont … Document EVERYTHING so that your later invoices match your application Submit applications for every project you are requesting Applications contain: - Contact information - Costs - Narrative - Budget element details

One more thing about applications In Egrants, the grantee needs to fill out the application The order of events: - Read the Program Guidance and other documents - Complete all of the tabs underneath Application in the Forms menu

What it should look like

Sign the Contract After the application is complete, the grant contract and encumbrance worksheet will be uploaded Make sure the signees match the authorized signatures in Egrants Sign the contract then change the status

The grant is now awarded!

Review Regions should have a five-year plan available when coming up with projects Previously approved projects have priority over new projects if funds are returned The items on the application you submit should match the items on the invoice you eventually turn in

Halfway through the grant period It is required for regions to submit proof of progress on all grant projects - Meeting minutes from a board meeting - Written statement from a RAC Chair - Correspondence from a vendor

Rules, Processes, and What to Expect FSRs Rules, Processes, and What to Expect

Facts about FSRs A minimum of one FSR should be submitted each quarter The maximum is one FSR per month The project should be completed within the dates of the grant If no funds are expended during a quarter, a $0 FSR should be submitted There is a requirement of one progress report per quarter

Match Requirement Grants are reimbursed 50% of total eligible costs up to the grant awarded amount for equipment line items (Except ARMER grant: 44.78% match) Expenses that exceed the awarded amount are solely the responsibility of the Grantee Costs must be incurred and paid for before reimbursement can be made.

Requirements for each FSR Grant Reimbursement Forms - Include one form for each line item - For big conference (Interop), have one for each county - Must be the version with a signature line - Any modifications will be documented on this form

Requirements for each FSR Training/Exercise Form - Only used for the training or planning line items - Attach a food/beverage form to estimate food costs when applicable - Attached course syllabus and instructor info - E-mail to ECN before the training is scheduled for approval

Requirements for each FSR Invoices - Itemized invoices with serial numbers - The vendor listed on the invoice must match the vendor approved on the application - Totals greater than what was approved will not be reimbursed

Requirements for each FSR Proof of Payment - Check (with back signed and stamped) - Warrant - Bank Statement Receipts for food purchases - follow the state guidelines: Breakfast: $9 Lunch: $11 Dinner: 16

Review Every FSR is required to have the following: Grant Reimbursement Forms Training/Exercise Forms Invoices Proof of Payment Receipts for food purchases

Don’t take the answer for granted Budget Revision: moves money around from one line item to another. Example: take funds from equipment and move it into training Grant Amendment: Changes the terms of the grant. A new contract must be signed when this happens. Example: region getting more money for a new project Both types of changes must be reviewed and approved by the Grants Work Group

Revising a budget E-mail request to Grant Manager with explanation Present information and garner approval from the Grants Work Group Document changes in the Budget revision Justification sheet in Egrants Grant Manager will get budget adjusted in Egrants

Grant Amendments Submit in writing a formal request to the Grant Manager Information will be presented to the Grants Work Group for approval Grant Manager will complete the Amendment Justification sheet in Egrants A new contract will be drawn up to be signed by all parties

Reminder! With any returned funds, the Grants Work Group will now re-evaluate the new proposal against any existing requests that were not originally funded Higher priority will be given to requests that were previously presented regardless of priority

What it means It is important to plan ahead Having a strong five year plan and knowing what your counties need could earn you more grant money! If a grant request doesn’t get approved the first time you present it, it could get approved down the line with returned funds.

Progress Reports Progress reports document the progress you’ve made in each grant. Progress reports are done quarterly in Egrants

Compliance Checks ECN will now be doing be doing in-person compliance checks with the regions Each region will be monitored at least once every two years The compliance checks are done to ensure grantees are adhering to state and federal regulations

Southeast Region Judy Indrelie – Regional Programs Manager

MN-DPS Financial Services Traci Vibo – DPS Grants Coordinator

Egrants Kyle Temme – Egrants Administrator

The three goals of ECN Include all required paperwork in all of your grant documents When making any changes to a grant, please follow the process 3. Please contact your Grants Manager with any questions

Thank you for your time

Any Questions?