Attachment B ‐ Grant Authority and Reporting Matrix
Agency Source City Manager Authorization City Council Authorization Council Reporting Requirements Cupertino Proposed Grant
Management Policy
City Manager is authorized to accept or reject all grants that do not fall under City Council authorization described in the City Council Authorization section in the following column to your right.
Council approval for acceptance of grant awards is required if any of the following criteria apply:
•Funding for the project is not already approved in the amended operating or capital budgets.
•Funds will be used to purchase or lease real property. •The City acts as a fiscal agent for another agency.
•Appropriation of additional funds to serve as matching funds is required.
•The granting agency requires governing body approval
The Director of Administrative Services or designee
will report to Council as follows:
•As part of the Quarterly Financial Reports, staff
will include the following for all active grants and
grants closed‐out during the fiscal year:
oPurpose of the grant
oGranting agency
oGrant amount awarded
oGrant amount spent
oGrant amount remaining
Lyons (CO) Web Search The Town Administrator shall have the discretion to determine on a case‐by‐case basis whether other grant applications require Board of Trustees approval.
Board of Trustees will approve grant awards when:
‐the grant may conflict with the Townʹs comprehensive plan or strategic plan
‐the funds will be used to purchase property
‐when the agency acts as fiscal agent for another agency ‐the grant requires a local cost share/match
Other awards may be approved by the Board as determined by the Town Administrator.
Grant management guidelines only reference grant
reporting procedures as requested by granting
agency.
Milpitas Response to
City Request for Policy
Accept grants up to $100,000 or less, increase department revenues and appropriations accordingly and execute related agreements as long as no matching funds are required,
and/or departments do not require additional funding for ongoing maintenance costs or future replacement costs
Carry forward unspent appropriations that are authorized and funded by grant revenues from prior fiscal year.
In collaboration with the Finance Department, the
Department shall request the City Council to accept the grant and approve related budget appropriation(s) unless the grant was previously approved by the City Council as part of the annual budget adoption process or per the
budget authority granted to the City Manager through the Budget Guidelines approved annually as part of the
adoption of the budget.
Council approved Budget Guidelines require the
Finance Director to report as part of the:
‐Quarterly Financial Report the acceptance of any
grants under the City Manager’s budget authority
‐4th Quarter Financial Status Report on all active
grants and grants closed out during the
fiscal year including the purpose of the grant, the
granting agency, the grant amount awarded,
remaining grant funds, and grant activities
completed or underway.
Palo Alto Response to
City Request for Policy
Not referenced in Policy. If a Council resolution is required to support the grant application, the sponsoring department will work with the City Managerʹs Office to agendize the application.
Budget amendments will be done with the Mid‐
Year Financial Report and Year‐End Financial
Report to reflect all awarded grants.
Sunnyvale Response to
City Request for Policy
The city manager may accept and appropriate grant funds up to $100,000 that do not require a local match or obligate the City to any ongoing expenses, through an administrative budget
modification.
Any grants of $100,000 or more, or that require a local match or obligate the City to ongoing expenses, shall require Council approval of a budget modification before funds can be expended by staff.
Not referenced in Policy.