ii-29GrantAdministration

Revisions or additions are highlighted 1 (02/0 5/2024) ST. PETERSBURG POLICE DEPARTMENT GENERAL ORDER Subject: GRANT ADMINISTRATION Index as: Administration, Grants Needs Assessment RFP Grants Police Grants Project Coordinator Special Projects Manager Grants Coordinator, Police Proposal Matching Funds Request for Proposal Accreditation Standards: Cross Reference: I.O. V.5:31, Problem Solving City Administrative Policy #10602, Grant Application and Administration City of St. Petersburg, Grants Administration Manual Replaces : G. O. II -29, Grant Administration ( April 28, 2016 ) This Order defines the policies and procedures of Grant Administration . It consists of: I. Introduction II. Policy III. Definitions IV. Application Procedures V. Project Administration VI. Reporting I. INTRODUCTION A. Traditionally, local, state , and federal governments, along with private funding sources, have provided special grant monies to criminal justice agencies, often through a competitive review process, in order to address criminal activity , promote safety , and improve the overall quality of life in communities. B. Grant funding has encouraged law enforcement agencies to develop and incorporate innovative approaches to policing that could not have been attempted if outside funds had not been available. II. POLICY A. All employees of the St. Petersburg Police Department are encouraged to present potential funding opportunities and project ideas through the Chain of Command, wh ere a decision will be made on the feasibility of the project. Many innovative ideas which cou ld be furthered by means of grant funding originate at the street level. B. The Department encourages all personnel to be conscious of opportunities for grant funding. These ideas could come from neighborhood associations’ concerns, research projects, or a newly identified need in the community or within the Department. C. The Department will follow City Administrative Policy #010602, Grants Application and Administration when obtaining and administering all grants. DATE OF ISSUE EFFECTIVE DATE NUMBER April 2016 Immediately II-29 Distribution: All Employees General Order II -2/9 Revisions or additions are highlighted 2 (02/0 5/2024) III. DEFINITIONS A. Grant – A contribution of money made by a foundation or government source to an organization, institution, group, or individual to accomplish a specific or general purpose. B. Matching Funds – The amount of money that an organization receiving a grant must c ontribute to the implementation of the grant program. C. Needs Assessment – Documentation of conditions that exist and which can be shown to impact a specific group of persons in an unfavorable way, and the identification of the resources necessary to improv e that condition. D. Police Grants Project Coordinator – The individual with in the Police Department a ppointe d to a specific grant award to work with the Special Projects Manager and the Manager, Fiscal Services Division , or designee to meet reporting and fiscal spending requirements of the grantor . E. Proposal – A written request for a grant or contribution that outlines why the grant is needed, the purpose it will serve, the plan for meeting the need, the amount of funds requ ested, background information about the applicant, and any other information required by the sponsoring agency. F. Request for Proposal (RFP) – A document issued by a sponsoring agency for the purpose of inviting qualified organizations to submit a n applicat ion to accomplish a specific scope of work. G. Special Projects Manager – The individual responsible for the overall compilation of a grant proposal. These duties may include needs assessment, information gathering, writing of the grant, and administration of funded grants. The Special Projects Manager reports directly to the Assistant Director , Administrative Services Bureau. IV. APPLICATION PROCEDURES A. Initial Proposal 1. An employee who would like to propose the utilization of an available grant program to address a Department need or new initiative will discuss the opportunity with the affected area’s supervisor . a. The supervisor should consult with the Special Projects Manager to vet the grant program. b. The following information will be sent to the affected area’s Assistant Chief via the Chain of Command for approval . This submission should include: 1) A needs assessment which clearly identifies the nature , scope , and the target group affected by the problem. 2) A brief listing of the goal(s) associated with the proposal and the results anticipated . 2. An employee aware of potential grant funding sources that may be applied to existing Department expenditures are encouraged to forward the following information to the Special Projects Manager : a. Information detailing the specifics of the grant, i.e., name of the foundation or agency, amount of funding available, and any application stipulations b. The application date deadline , and c. A description of matching fund guidelines of the grant , if applicable . B. Pre-approval 1. If a determination is made to pursue funding, the Special Projects Manager will coordinate the grant preparation and application submission. a. The Special Projects Manager will work with the Police Grants P roject Coordinator within the unit where the project w ill be implemented. The employee who recognized the opportunity and submitted the proposal may be considered to serve as the Police Grants Project Coordinator . b. The Special Projects Manager will complete and submit to the City Grants Officer or designee for review the Grant & External Funding Applic ation Review Form . General Order II -2/9 Revisions or additions are highlighted 3 (02/0 5