Policy Text
DEPARTMENTAL
GENERAL ORDER N-9 Effective Date:
25 Sep 07
Index as: Police Grants
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POLICE GRANTS
The purpose of this order is to set forth Departmental policy and procedures regarding
grant applications and awar ds, and responsibilities for pr ogram and fiscal control.
I. GRANT APPLICATIONS
A. The primary coordination, applicati on, monitoring, and narrative and
financial reporting of Depa rtmental grant programs shall originate from and
be administered by the Fiscal Services Division.
B. Notification of grant oppor tunities may originate insi de or outside of the
Department; however, the responsibility for the timely preparation of
complete, competitive appli cations is the division commander/ manager, in
collaboration with the Department’s Gr ants Administrator, assigned to the
Fiscal Services Division.
C. The Fiscal Services Division shall di stribute information regarding grant
opportunities and assist division co mmanders/managers in preparing:
1. The proposal narrative, in keepi ng with the terms and applications
criteria as set forth by an applicable funding agency/grantor.
2. The budget portion of the grant application.
All applicable City Central Serv ice Overhead (CSO) and fringe
benefit costs designated in City Administrati ve Instruction 1303,
shall be included in the grant a pplication budget, unless the grantor
specifically disallows such costs.
3. The fiscal impact section of the City Council Agenda Report, prior
to submission to the Budg et Office for approval.
DEPARTMENTAL GENERAL ORDER N-9 Effective Date
25 Sep 07 OAKLAND POLICE DEPARTMENT
The Fiscal Services Division shall determine when the amount and
complexity of the proposed gran t project requires the addition of
accounting staff to support the grant. In such cases, a portion of an
Accountant II position (typically 15% or 20% FTE) shall be
budgeted in the grant as a direct expense, to cove r the necessary
additional accounting services.
4. City Council agenda items re lating to the application for and
appropriation of grant funds.
The fiscal impact section of th e Agenda Report must include and
account for CSO, where applicab le, and accounting costs, as
appropriate.
D. Division commanders/managers shall:
1. Obtain, evaluate, and complete sele cted grant application packages,
and obtain the necessary approvals from the City Administrator,
Chief of Police, and the Fiscal Services Division Manager.
a) The City official authorized to sign grant applications is the
City Administrator or designate d representative, usually an
Assistant City Administrator. The City Council authorizes
the City Administrator to appl y for and/or accept each grant
by resolution.
b) The grant project director is the Chief of Police.
c) The financial officer is the Fisc al Services Division Manager.
d) The grant project manager is the division
commander/manager and shall be responsible for performing
the grant activities and allocating the grant resources.
e) If the grant application is su ccessful, the grant project
manager shall also be responsib le for preparing the necessary
progress reports, and all necessa ry correspondence related to
the operation, renewal, or extension of the grant.
2. Request assistance from the Fiscal Services Division in preparing the
budget section of the applicati on and the Council Resolution.
At least six (6) weeks lead-tim e is required to obtain Council
approval or denial of a Resolution.
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DEPARTMENTAL GENERAL ORDER N-9 Effective Date
25 Sep 07 OAKLAND POLICE DEPARTMENT
3. Forward a copy of the final app lication with all the required
signatures to the Fiscal Services Manager.
II. GRANT AWARD AND ACCEPTANCE
A. Notifications regarding succe ssful or failed grant a pplications and grantors'
requests for additional information shall be forwarded to the Fiscal Services
Division.
B. The original grant award p ackage is generally sent to the Office of the Chief
of Police or the City Administrator. Departmental personnel in receipt of a
grant award package shall forward th e package directly to the Fiscal
Services Manager who shall:
1. Distribute copies of the award lett er, special conditi ons, guidelines,
and any related documents to the responsible grant pr oject manager.
2. Review the award and its conditions and assign staff to prepare an
“acceptance and appropriation” re solution if one has not already
been adopted by the City Council.
3. Process the Grant Accept ance Agreement, if any, to the Office of
the City Administrator for approva l and forwarding to the grantor.
4. Coordinate the completion and submission of other special
conditions and requirements mandated by the grantor.
5. Establish a grant project budget an d advise the responsible grant
project manager of the appropriat e financial coding to use on time
reports and supply orders.
III. GRANTS MANAGEMENT AND REAPPLICATION
A. The responsible division commander/manager shall a ssume the role of, or
designate a grant project manager to monitor grant activities, prepare the
required progress reports, submit supply orders, ensure that time reports
are completed properly, and approve vendor invoices. Copies of progress
reports shall be forwarded to the Fiscal Services Division Manager.
B. The grant project manager shall ensure a grant asset inventory of furniture
and equipment purchased with gran t funds is taken and maintained.
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DEPARTMENTAL GENERAL ORDER N-9 Effective Date
25 Sep 07 OAKLAND POLICE DEPARTMENT
C. The Fiscal Services Division shall fo rward file copies of City Council
resolutions, financial re ports,