34003817 (1).pdf

\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER TITLE ACCREDITATION Grants Management N/A PRIOR REVISIONS PROPONENT UNIT N/A Fiscal Division ATTACHMENT: -Request to Pursue Grant Form NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 17.3 07/01/1998 10/24/2019 5 I. PURPOSE: This Order provides members with guidance on how to request, pursue and apply for new grants to include the continuation and renewal of grants/reimbursements. II. POLICY: Because financial assistance from the State and Federal government in the form of grants is an important source of funding used to strengthen police services, the Gainesville Police Department shall, when reasonable, pursue grants. However, due to stringent City and Federal regulations used to seek, approve, and administer grants, members shall adhere to the following procedures. All requests to apply, renew, and/or continue grants must go through the appropriate request procedure to pursue grants and to apply, renew, or continue grants. III. PROCEDURE: A. Request to Pursue Grant: If a Department member discovers a grant that may be useful to the Department or respective bureau, the member may submit a request using the Request to Pursue Grant Form (Form# 344). The request for the grant opportunity shall be addressed to the member’s bureau commander (via the chain-of-command). B. The request shall include the following documentation: 1. A Request to Pursue Grant Form (Form# 344) and 2. Supporting documentation such as: i. Grant announcement / notification, ii. Product descriptions, iii. Quotes/estimates, etc. C. The completed request form and supporting documents shall be sent the member’s bureau commander for review. D. Request to Pursue Grant Review:\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT 1. Bureau Commander: The bureau commander shall review the request and make a decision whether to forward the grant request to the Chief’s office. If the request is approved by the bureau commander, the bureau commander will sign the request form. The signed form along with the supporting documents will be sent to the Chief. 2. Chief: The Chief will conduct a review and decide whether to pursue the grant. i. As part of the review process, the Chief may forward the request to the Department and City grant managers, who will provide the Chief with additional information regarding funding and program feasibility. ii. As part of this review process, the bureau commander submitting the request may be asked to conduct further research and provide additional information. iii. If the request is approved by the Chief, the Chief will sign the request form. The signed form along with the supporting documents will be forwarded to the grants coordinator and the bureau commander. NOTE: An approval to pursue a grant only authorizes department to move forward to request an approval to apply for, renew, or continue grants and/or reimbursement funding. E. Request to Apply for /Renew/Continue Grants/Reimbursement Funding: In addition to GPD required approval to pursue grants, all grants must be approved by appropriate city officials before any applications are submitted on behalf of the city and/or GPD. NOTE: All Grant/Reimbursement Funding applications, renewals, and continuations must go through the appropriate approval procedure before applying, renewing, and/or continuing funding. 1. Grants Coordinator: When the grants coordinator receives the approved request to pursue grant documents (signed by the Chief), the grant coordinator will review and submit the documents to appropriate city officials for review, signatures, and approval to apply, renew, or continue grant funding. Below is a list of officials required in the approval to apply review/signatures process: i. Legal ii. Finance Director iii. City Commissioners iv. City Manager v. Risk Management (if applicable) vi. Mayor (if applicable) 2. Bureau Commander: When the bureau commander receives the approved request to pursue grant documents (signed by the Chief), the bureau commander will assign a staff person as project manager to work as lead / contact person on grant. 2\n\n--- Page 3 ---\n\nGAINESVILLE POLICE DEPARTMENT 3. Project Manager: The Department’s assigned project manager, in consultation with the grant manager, shall work to ensure that appropriate documents are obtained, the grant is properly written and submitted and, if approved, apply for said grant. F. Approval to Accept Award; When an Award Notice is received, the grant coordinator will review and submit documents to appropriate staff and officials to review, sign, and approve to accept the award. All grant awards must be approved by appropriate staff and officials for acceptance. Award notices must be reviewed and signed before any project activities begin. Below is a list of officials who may be required to review. 1. Legal (if applicable) 2. Finance Director (if applicable) 3. City Commissioners (if applicable) 4. City Manager (if applicable) 5. Risk Management (if applicable) 6. Mayor (if applicable) G. When the grant award is signed and fully executed, the grant coordinator will notify the: 1. Chief, 2. Bureau Commander, 3. Project Manager, and 4. Grant Management Team. H. The Grant Management Team will consist of staff from the following areas, as needed: 1. Grant Coordinator, 2. Payroll, 3. Finance/Accounting, 4. Training/Development, 5. IT, and 6. Property and Evidence. I. Grant Implementation/Management: 1. When a grant is ready to be implemented, the department’s assigned project manager, in consultation with the grant coordinator and grant management team, shall work to ensure the grant is properly implemented and managed. 2. The grant managers shall inform the bureau commander of the grant’s programmatic requirements. _________________________ By Order of Signed Original on File in the Accreditation Unit _________________________ Tony R. Jones Chief of Police 3\n\n--- Page 4 ---\n\nGAINESVILLE POLICE DEPARTMENT Appendix A: GPD Request to Pursue Grant Form 4\n\n--- Page 5 ---\n\nGAINESVILLE POLICE DEPARTMENT 5