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• Grant and Contract Approval Policy

• Grants Policy

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• Non Represented Staff Mileage Reimbursement

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Subject: Grant and Contract Approval    Effective:                              

Supersedes:                                                 Revised:

Author:                                                        Approved by: ______________
                                                                                  Chair Board of Health  
_________________________________________________________________

Philosophy:

In order to achieve the Board of Health's goals of community collaboration and maximization of resources, the grant and contract approval process should be efficient and flexible, and yet still provide the Board with the necessary elements of control to fulfill its responsibilities.

Policy:

For noncontroversial grants or contracts under $50,000, the Board of Health delegates approval authority to the Health Officer.  However, the Health Officer will not approve grants or contracts that entail commitments, especially for personnel, beyond the funding of the grant or contract without Board approval.  Every effort will be made to recover the full costs of the grant or contract, including indirect costs.  The Health Officer may waive partially or fully the indirect costs for grants or contracts that expand existing Health Department activities or that are very related to the Health Department's Mission.  Indirect costs may also be waived for small contracts that further a significant partnership.  If the Health Department takes the lead in writing a grant, the Health Officer cannot waive indirect costs.  The Health Officer may also approve amendments or changes to grants or contracts that conform to this policy.

Procedures/Reporting:

Minimum Steps to Grant/Contract Approval Process

(Steps must be followed in order, please feel free to seek assistance with completing any step)

1.      Review concept/idea with Health Officer and receive approval.

2.      Review application paperwork/process with Deputy Administrator to insure administrative aspects are appropriately handled and determine timelines for future actions associated with submittal.

3.      Complete application, renewal, grants or contract.

4.      Arrange for meeting or forward to Deputy Administrator for review of budget and administrative aspects.

5.      Run through Board of Health Committee as appropriate (see Grant/Contract Approval Policy).

6.      Pass on to Board/Administration Specialist for processing or scheduling through Executive Committee, as appropriate.

7.      When approved by the Board, it will be signed and forwarded to the "other" party, unless special arrangements are made.  Copies will be forwarded to the Division Director/Section Head as appropriate and Business Manager at each stage of the process.  Originals will be maintained by Administration.

·        You are encouraged to access administrative staff throughout the process to ensure appropriate information is incorporated in your documents from the beginning.

·        All grants and contracts are expected to go through this process.  In exceptional situations, adherence to the process may be waived.

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Last Update : 10/07/2004 03:15 PM
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