1. Grants 101

2. 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

3. 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

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

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

6. What grants we give out
SHSP
SECB
SLIGP
ARMER

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

8. 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

9. 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

10. Why are you here?
ECN Director Jackie Mines

11. Types of Grants

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. What it should look like

23. 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

24. The grant is now awarded!

25. 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

26. 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

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

28. 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

29. 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.

30. 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

31. 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
- to ECN before the training
is scheduled for approval

32. 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

33. 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

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

35. 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

36. 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

37. 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

38. 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

39. 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.

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

41. 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

42. Southeast Region
Judy Indrelie – Regional Programs Manager

43. MN-DPS Financial Services
Traci Vibo – DPS Grants Coordinator

44. Egrants
Kyle Temme – Egrants Administrator

45. 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

46. Thank you for your time

47. Any Questions?