Lake Wales (Current through Ordinance 2023-17, Adopted 7-05-2023)
 Code of Ordinances
 Chapter 2. Administration   
 Article VIII. Grant Administration
  

  Article VIII. Grant Administration  

§ 2-801. Applicability.
Latest version.

All grants, including subsequent phases of an initial grant award, shall be subject to the requirements of this article.

(Ord. No. 2004-10, § 1, 5-18-04)
§ 2-802. Grant application.
Latest version.

(a) All grant applications shall be forwarded to the finance director for analysis of present and future impact on the city's financial resources. Within ten (10) working days of receiving a grant application for analysis, a statement certifying fiscal impact shall be forwarded with the grant application to the city manager for review. It shall be the responsibility of the person preparing the grant application to pay close attention to application deadlines and allow sufficient time for fiscal impact analysis by the finance director and approval by the city manager or city commission, as applicable.

(b) All grant applications representing a cost to the city whether through requirement of a local contribution, either in-kind or monetary, or through a restrictive covenant or other stipulation that binds the city to future expenditures of any amount for maintenance, personnel or any other costs shall be presented to the city commission for approval. The fiscal impact statement prepared by the finance director shall be presented to the city commission with the application at the next regularly scheduled meeting following completion of the fiscal impact analysis. The city commission may authorize the city manager to execute the grant application documents or may elect not to submit the application.

(c) Unless the granting agency specifically requires city commission approval of a grant application, the city manager is hereby authorized to execute application documents for grants that are certified by the finance director as representing no present or future cost to the city through local contribution requirement, restrictive covenant or other stipulation. The city manager is the sole agent of the city so authorized. The city manager, however, may elect to require city commission approval of any grant application.

(d) When a granting agency requires that a public hearing be held prior to submitting an application, said public hearing shall be held before the grant application is presented to the city commission for approval and the minutes showing public comments shall be presented to the city commission with the grant application.

(e) After execution of the grant application document by the city manager and prior to its submittal to the granting agency, the city clerk shall certify a true copy of the entire document. Said certified copy shall be filed by the city clerk with the official records of the city.

(Ord. No. 2004-10, § 1, 5-18-04)
§ 2-803. Grant acceptance.
Latest version.

(a) Following a notice of grant award, all grant agreement documents, including restrictive covenants or stipulations, if any, shall be forwarded to the finance director for an updated analysis of present and future impact on the city's financial resources. Within ten (10) working days following receipt of the grant agreement for analysis, a statement certifying fiscal impact shall be forwarded with the grant agreement to the city manager for review. It shall be the responsibility of the person preparing the grant application to pay close attention to grant acceptance deadlines and allow sufficient time for fiscal impact analysis by the finance director and approval by the city manager or city commission, as applicable.

(b) All agreements for grants representing a cost to the city as stated in section 2-802(b) shall be presented to the city commission for approval. The updated fiscal impact statement prepared by the finance director shall be presented to the city commission with the agreement at the next regularly scheduled meeting following completion of the fiscal impact analysis. The city commission may authorize the city manager to execute the grant agreement documents or may elect not to accept the grant.

(c) Unless the granting agency specifically requires city commission acceptance of a grant, the city manager is hereby authorized to execute agreement documents for grants that are certified by the finance director as representing no present or future cost to the city through local contribution requirement, restrictive covenant or other stipulation. The city manager is the sole agent of the city so authorized. The city manager, however, may elect to obtain city commission approval for the acceptance of any grant.

(d) After execution of the grant agreement by the city manager and the representative of the granting agency, the city clerk shall file the original copy of the executed grant agreement with the official records of the city. Restrictive covenants or stipulations, if any, shall be attached to the grant agreement.

(Ord. No. 2004-10, § 1, 5-18-04)
§ 2-804. Grant expenditure records and financial reports.
Latest version.

(a) The finance director or designee shall maintain a record of all expenditures of grant proceeds with bid files, invoices and other supporting documentation and shall be responsible for the filing of all financial reports required by the granting agency.

(b) The finance director may delegate responsibility for the development of financial records and filing of reports to another department for any grant that is more conveniently administered in said other department. Such delegation shall be made at the sole discretion of the finance director but shall require the consent of the other department. The department to which such delegation is made shall comply with all requirements of paragraph (a). All records, supporting documentation and financial reports shall be forwarded to the finance department upon the request of the finance director for audit and other accounting purposes.

(c) Grant expenditure records, supporting documentation, and financial reports shall be forwarded to the city clerk for filing with the official records of the city following the final audit and close out of the grant by the granting agency. Grant records shall be retained until expiration of restrictive covenants or as required by State of Florida retention schedules, whichever is longer.

(Ord. No. 2004-10, § 1, 5-18-04)