Shelby County Grants Office presents Streamlining Shelby County

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

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 grantsoffice@shelbycountytn. gov

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 http: //www. shelbycountytn. gov/index. aspx? NID=2261. • Please pay attention to detail. • Please pay attention to grammar. • No formatting, no agenda.

The Resolution Summary Sheet • Sample template on SCGO website at http: //www. shelbycountytn. gov/index. aspx? NID=2261. • 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 grantsoffice@shelbycountytn. gov 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 *Notify SCGO within 24 hours Whenever a grant opportunity is identified and a County department is interested in applying Grant-related requests for the Mayor’s signature, including the Grant Fact Sheet Complaints/ Grievances Mismanagement Fraud Grant Personnel Changes Audits Monitoring Notices Grant Award Notices, including application and application support documents Forward this information to the Shelby County Grants Office at grantsoffice@shelbycountytn. gov or call 222 -3960 (Sandy) 222 -2087 (Roger) Budget changes to a grant project that are not documented in a Grant Resolution (new and continuous) Final grant applications submitted for consideration and the respective grant solicitation

SCGO Grant Files (cont. ) Signed Grant Resolutions Quarterly, Semi-annual, Annual, and Close-out REPORTS SCGO Policy and Procedure Manual’s Acknowledgment Form Forward to the Shelby County Grants Office at grantsoffice@shelbycountytn. gov or call 222 -3960 (Sandy) 222 -2087 (Roger)

Need to Know NOTE: To insure timely processing, please send all grant-related information to grantsoffice@shelbycountytn. gov Please include the following information at the beginning of all grant-related emails 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.

Shelby County Grants Office Repository

Technical Support 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.

Grants Webinar: Part 2 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 email notification as well. Questions