[HISTORY: Adopted by the Town Council of the Town of South Berwick 1-8-2007. Amendments noted where applicable.]
The purpose of this policy is to clarify the procedure by which grants are applied for, accepted and utilized.
Grant applications which do not require a cash match from the Town of South Berwick shall be presented to the Town Manager for submission approval.
Grant applications which do require a cash match shall be submitted to the Town Council for submission approval. This requirement may be waived by the Town Manager due to extenuating circumstances. If this requirement is waived, the Manager shall advise the Council of the grant opportunity at the next available Council meeting.
Applications. Grants applied for by Town staff, volunteers, elected officials or appointed board members shall be forwarded to the Town Manager for approval a minimum of five business days prior to the grant deadline. Two complete copies of the application shall be submitted to the Town Manager, in addition to the original. One copy shall be retained in the Town Manager's office, the other in the finance office. It is the responsibility of the grant writer to retain a full copy of all grants submitted. If a complete copy of the application is not available at the time a signature is required, a final copy shall be submitted to the Manager’s office as soon as practicable.
Application assistance, if required, shall be requested immediately to allow adequate staff preparation time. No less than 10 business days' notice is required should staff time be required.
It shall not be the responsibility of the Town Manager's office or his/her designee to correct or complete any applications submitted which fail to meet the requirements of the grant agency.
Only the Town Manager/Treasurer is authorized to sign grant applications on behalf of the Town of South Berwick.
Any grant requiring a Town match of funds, goods, or services shall include a letter of explanation for the source of the match.
A project manager shall be designated at the time of the application. That person's name shall be forwarded to the Town Manager. The project manager shall be the contact person to assist Town staff with reporting requirements.
Grants applied for in the name of the Town of South Berwick shall only be deemed accepted upon an official motion of the Town Council. In order to be placed on the next available Council agenda, a request shall be made on the appropriate form. All required paperwork must be forwarded to the Town Manager by 5:00 p.m. on Wednesday of the week prior. This shall include, but not be limited to, a copy of the application if it was not previously provided, all financial reporting paperwork, grant and reporting directions and the grant approval letter. Applications completed which do not follow the requirements of this policy place their acceptance at risk.
Following the acceptance of the grant by the Town Council, a copy of the acceptance letter and the motion (Town Council meeting minutes) shall be copied to the Finance Office.
Town ordinances/policies. The project manager shall follow the Town's Purchasing Policy and all other appropriate Town ordinances and policies while implementing the grant requirements.
Financial reporting. Financial reporting shall be completed by the Finance Director or his/her designee. The Finance Director shall designate the appropriate account(s) for disbursements. Copies of all approved invoices shall be forwarded to the Finance office with the grant name and account number clearly delineated. The Finance office shall have the responsibility of confirming all work relating to the grant has been completed. The project manager shall cooperate with the Finance Director or his/her designee to insure the terms of the grant are followed. If financial reporting is to be completed electronically, all usernames and passwords used in the application process shall be forwarded to the Finance office without delay.
Periodic reports to the Council. Semiannual reports shall be made to the Town Council on a form designed by the Manager's office. The project manager shall cooperate with the Manager's office to furnish the requested information in a timely manner.