05-28-2024 CC Agenda Packet - work session

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ϴͲϰ c) For grants of $10,000 or less, execute and return grant documents to grantor agency. d) Notify affected departments of grant award. e) Provide the Administrative Services – Finance Department with electronic copies of the following: •Grant Award Letter; •Grant Contract; •Grant Summary Form; •Grant Amendments; •Reimbursement/ Drawdown request; •Close Out Reports. f) Maintain financial and other records in accordance with grant requirements. g) Complete and submit required reports, including requests for funds (reimbursements, drawdowns, advances). h) Monitor grant expenditures and receipt of revenues. All methods of payments shall be made payable to the “City of Orono” and not to City Departments or employees via check or electronic fund transfer. i) Coordinate on-site management reviews by the grantor agency during the grant term. j) Ensure compliance with grant requirements, paying special attention to those areas where the grantor’s administrative procedures are different than the City’s. k) Perform the grant work scope. 5.Complete grant closeout. a) Complete the grant work scope. b) Notify affected departments, that the project is completed and schedule a “close-out” meeting if necessary to resolve any final procedural issues. c) Ensure final receipt of grant revenues. d) Prepare and submit any required grant close-out documents. e) Return unobligated funds, if applicable, to funding agency. f) Review grant file for completeness. g) Retain all necessary program and financial records for the period of time required by grantor agency, but not less than five (5) years after the City audit. h) Coordinate any on-site management reviews or audits by the grantor. i) Resolve any audit findings. FFinance Department 1.Develops, recommends and maintains grant management policies. 6