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Home My WebLink AboutMINUTES - 05181999 - C117 C. 0 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan,Acting Executive Director DATE: May 18, 1999 SUBJECT: GRANT ADMINISTRATION PROCEDURES POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JL;STIFICATION I. RECOMMENDED ACTION: ADOPT Resolution No.4067 establishing a Grant Administration Procedures Policy for the Housing Authority of the County of Contra Costa. IL FINANCIAL IMPACT: ':v one. III. REASONS FOR RECOMMENDATION/BACKGROUND The U. S.Department of Housing and Urban Development(HUD)and other funding entities offer grant awards to Housing Authorities to help provide funds necessary to operate various programs for Public Housing and Section 8 families. The grants are for providing drug free environments and assisting residents in attaining economic self-sufficiency. In order to ensure the grant monies are administered according to the stated objectives,the Housing Authority of the County of Contra Costa has developed a"Grant Administration Procedures"Policy . IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to adopt Resolution No.4067,the Housing Authority would not have uniform procedures in place for grant administration ensuring that grants are administered allowing the stated objectives are met. CONTINUED ON ATTACHMENT: YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGH IATURE(S): ACTION OF BOARD ON _ May 18, 1999 APPROVED AS RECOMMENDED XX OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A XX UNANIMOUS (ABSENT -- m -- — — — ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED_ May 18, 1999 PHIL BATCHELOR,CLERI{ OF THE BOARD OF COMMISSIONERS AND COUNTY"ADMINISTRATOR BY DEPUTY grntadmin.board THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4067 RESOLUTION ESTABLISHING A GRANT ADMINISTRATION PROCEDURES POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA WHEREAS,the Contra Costa County Housing Authority ("PHA")administers a Public Housing and Section 8 Program; and WHEREAS, the U. S. Department of Housing and Urban Development(HUD)and other entities offer,gra i fwid's'to Hbu§ing Authorities for the operation of prograiims to assistfamilies lies in be0 ing self°-sufficient acid provide a safe, drug free environment in which to reside. The Housing Authority of the County of Contra Costa has,developed a Grant,Administration Procedures Policy to ensure the funds rcceived are properly administered, NOW,,THEREFORE, BE IT RESOLVED by the Board of CQmm1ssiQ4ers of°the: Iousih Authority ofe`County of Contra Costa that the Cram Admiitratioh Procedures Policy becomes effective immediately. PASSED AND ADOPTED ON May 18, 1999 by the followirig vote of the Com ffiissioners. .AYES: CW&j1 'S10N RS CIOIA, iiILKEM„A, PeS,AULN_E IR A td CANC MILLA NOES: NONE ABSENT: N0NE ABSTAIN NON' E' I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Commissioners on the date shown. Attested: rta v , 1a Phil Batchelor,Clerk of the Board of Commissioners and C un Administrator By: Deputy ler gratadmin ROUSING AUTHORITY OF THE COUNT' OF CONTRA COSTA CRANI" ADMINISTRATION PROCEDURES Purpose From time to time, the Housing Authority of the County of Contra Costa applies for and is awarded grants from a variety of agencies to fund specific purposes. The purpose of these procedures is to ensure that all grant monies are administered according to the stated funding objectives and all mandated reports are produced timely. Administration: 1. The appropriate Department Head responsible for the overall grant, shall appoint a grant administrator for that grant. 2. All approved grants documents are to be reviewed by the grant administrator for completeness and for accuracy of amounts awarded. 3. All the certifications required prior to the monies being made available to the Housing Authority are to be coordinated by the grant administrator. 4. All Expenditures are to be pre approved by the grant administrator prior to encumbering or obligating any amounts. 5. All approved expenditures are to be identified with approved line items contained in the approved grant. b. All approved expenditures are to be for allowable cost as stated in the grant request and in the approved grant documentation for that grant. 7. The grant administrator shall review periodically all financial reports with the Finance Director. This review shall consider all financial and non-financial data on the grant. All issues regarding the current status of the grant should be resolved prior to submission of any reports to the grantor. g. Where required by regulation, the grant administrator shall obtain prior written approval from the grantor for all line item budget revisions. a:Agrant admin procedures.doc April 1999 Page 1 o7 2 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA GRANT ADMINISTRATION PROCEDURES Reporting 1. A schedule of all the reports required by the grantor shall be maintained by the grant administrator. 2. The grant administrator shall ensure that all reports are submitted timely and that financial and non-financial data contained in the reports is consistent. 3. Before being presented to the Executive Director for signature and submission to the grantor, all reports are to be reviewed by the Department Head, to ensure that all the reported activities are in compliance with the stated objective of the grant and that the activities are in compliance the regulations governing the grant. 4. Where required by regulation, grants are to be accounted for individually by the year of awards. a:\grant admin procedures.doc April 1999 Wage 2 o`2