Page 437 - Fort Worth City Budget 2019

Grants Management Policy

e. Required appropriation ordinances and language, and
f. Dollar value of indirect costs being applied for in the grant,
calculated based on the indirect cost study in effect at the time.
Where reimbursing the general fund for the indirect cost burden
would impact program services, the department should weigh
the City’s priorities in deciding whether to allocate additional
resources to the program from other sources.
5. The Mayor and Council Communication shall be routed through the Grant
Team of the Financial Management Services Department for review prior to
being placed on a City Council Agenda for consideration.
6. After City Council approval the Administering Department, in coordination
with the Financial Management Services Department, shall prepare all
documents required in the application process and submit the same to the
granting agency.
7. Applications shall include a budget for all indirect costs allowable under the
grant.
8. It is acknowledged that grant application deadlines may not allow for approval
by the Mayor and Council prior to being due. In these instances, ratifying
Mayor and Council Communications shall be completed utilizing the same
process as non-ratifying Mayor and Council Communications.
9. Once a grant is awarded, the Administering Department is responsible for
accepting the award and, in concert with the City Attorney’s Office and the
respective Assistant City Manager, seeing that the corresponding contract is
correct and fully executed.
10. In instances where the City needs to further evaluate whether a grant meets the
City’s objectives, mission, goals, and initiatives, it is acceptable to submit a
Mayor and Council Communication for approval to apply for the grant only. In
these instances, a supplemental Mayor and Council Communication is required
in order to accept the grant.

B. Grant Set-Up

1. Upon award of a grant by a granting entity, FMS Grant Accounting shall
schedule a Grant Kick-Off meeting with the Administering Department. The
Grant Kick-Off meeting is to clarify grant management and accounting roles
and responsibilities specific to that particular grant, and should be attended by
management representatives of the Administering Department and FMS Grant
Accounting.
2. The Administering Department is then responsible for completing and/or
collecting the following documents, with assistance and support from FMS

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