GRANTS IN GOVERNMENT Presented by: Michael Langton, GPC President, Langton Associates 4830 Atlantic Blvd. Jacksonville, Florida (904)

Transcription

1 The Florida Government Finance Officers Association at the 2013 School of Government Finance November 19 th 8am GRANTS IN GOVERNMENT Presented by: Michael Langton, GPC President, Langton Associates 4830 Atlantic Blvd. Jacksonville, Florida (904)

2 GRANTS IN GOVERNMENT Revenue sharing or distribution of funds by the Federal and State Governments (also known as Grants) are not going away any time soon! Many efforts down through the years to do away with or cut back on them such as during the Reagan Administration, for many reasons those efforts are always doomed to failure. So your Communities have to play in this sandbox whether you want to or not. If not you run the risk of being criticized for not doing so. For not getting your fair share!

3 SO WHAT S A FINANCE OFFICER TO DO? Engage Techniques and Strategies to make the best of the situation and most importantly ensure your Mayor or Chairman of the County Commissioner is not the subject of negative headlines pertaining to wasteful or corrupt spending practices on a Grant. Therefore, I would like to discuss 3 Techniques/Strategies to assist you in achieving this goal which include: In House vs. Outsourcing Grant Procurement Grant Vetting the Screening factors Grant Management Best Practices

4 IN HOUSE VS. OUTSOURCING GRANT PROCUREMENT

5 IN HOUSE VS. OUTSOURCING GRANT PROCUREMENT Cost -Grant Professionals Association Salary Survey, May Created in Over 1,800 members -284 responses -Survey Results: -Female 82.4 % -Has a college degree 57.4% -Work in an Urban area 59.6% -Active in field 3-5 years 27.9% -Active in field 5-10 years 25% -writes grant proposals a year -Earns $60, benefits per year

6 IN HOUSE VS. OUTSOURCING GRANT PROCUREMENT CONT. -overhead expenses of employees -25% benefits -Space and equipment -Annual contract with Consultant -RFP vs. Piggybacking Qualifications -Grant Professional Certified -400 Nationally, over 50 in Florida Performance/Results -Personnel Policies -Distracted to other tasks -Internal Politics (Councilman s Son) -Termination clause in contracts -30 days without cause -Return on investment analysis

7 GRANT VETTING- THE SCREENING FACTORS

8 WHAT S THE RIGHT GRANT OPPORTUNITY? Looking for a match made in heaven or at least one you can live with.

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10 SCREENING FACTORS Mission Competitiveness Time Money Resources

11 MISSION Does the grantor agencies mission match yours?

12 COMPETITIVENESS Is this a national competition? How many likely awards? Is your project innovative?

13 TIME Are pre-agreement costs eligible? When is the grant agreement likely to be effective? What is the term of the grant award?

14 MONEY What is the grant range? What are the matching requirements? Is this a pre or post appropriation grant opportunity? Is this a reimbursement or draw type grant?

15 RESOURCES How much staff time will it take to administer and report on the grant? Must you continue the activity even after the grant funding runs out?

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17 GRANT MANAGEMENT BEST PRACTICES

18 GRANT MANAGEMENT BEST PRACTICES Status of Super OMB Circular -Purpose is to foster adherence to uniform guidelines for all grant programs administered by Federal Agencies -Complete by June Required compliance by October 1, 2014

19 GRANT MANAGEMENT BEST PRACTICES CONT. -Will Consolidate all these Circulars into one Super Circular: -A-21 -A-110 -A-133 -Cost Principals for Higher Education, Hospitals and Non-Profits -Administrative Principals for Higher Education & Hospitals and Non-Profits -Single Audit for States and Local Governments -A50 -Federal Agency Audit Resolution -A-87 -A-102 -A-122 -Cost Principals State and Local Governments -Administrative Principals States and Local Governments -Cost Principals for Non-Profits

20 GRANT MANAGEMENT BEST PRACTICES CONT. New Super Circular will have Section as follows: -Subchapter A -Subchapter B -Subchapter C -Subchapter D -Subchapter E -Subchapter F -Subchapter G General Requirements Pre-Award Requirements Federal Award Notice Terms and Conditions in Federal Award Notice Post Federal Award Requirements Cost Principles Audit Requirements

21 GRANT MANAGEMENT BEST PRACTICES CONT. NO longer matters what kind of an Entity you are, just a set of standards for -Administrative Rules -Cost Principals -Audit Requirements

22 GRANT MANAGEMENT BEST PRACTICES CONT. Best Practices Recommendations: -Definition: Daily oversight & monitoring of a grant, contract, agreement in accordance with funding entity rules and regulations that govern the program. -The Golden Rule They have the Gold, so they make the rules! Local -Office of Management and Budget for Federal Government -OMB Circulars -A-87 Cost Principals for State and Local -A-102 Administrative Principals for State and -New Super Circular starting next Year

23 -Florida Administrative Rule s issued by sponsoring Department -Published in Florida Administrative Weekly -Foundations and Corporations issue program specific rules when grants are announced. -Study the Rules, know the obligations and focus on the deadlines -Lines of responsibility for program implementation and fiscal management -Financial Management System -Establish Internal Controls -Separate Accounts GRANT MANAGEMENT BEST PRACTICES CONT.

24 GRANT MANAGEMENT BEST PRACTICES CONT. -Record Keeping -Written documentation of everything---over kill -Budget modifications-appropriate and legal -Periodic Reporting-timely and accurate -Regular Self-Monitoring of Grantee/Sub-Grantee -often and predicable -Record Keeping System -Timelines and Objectives -On-site visits -Single Audits

25 GPA LIST OF RECOMMENDED PUBLICATIONS Current Topics in Grants Management: Key Issues in Managing Federal Awards By: Thompson Publishing Federal Education Grants Management: What Administrators Need to Know By: Thompson Publishing Federal Grants Management Handbook Subscription & Online Subscription By: Thompson Publishing

26 GPA LIST OF RECOMMENDED PUBLICATIONS CONT. Grant Management: Funding for Public and Nonprofit Programs By: Jeremy L. Hall Nonprofit Management 101: A Complete and Practical Guide for Leaders and Professionals By: Darian Rodriguez Heyman Techniques for Monitoring Federal Subawards, 3rd Edition By: Thompson Publishing

27 QUESTIONS? Michael Langton, GPC* President, Langton Associates 4830 Atlantic Blvd. Jacksonville, Florida (904) *Grant Professional Certified