CITY COUNCIL: Grant Policy

EXHIBIT A

POLICY NO. C99-04
PURPOSE:

The purpose of this policy is to establish procedures to apply for, receive and utilize grants funding for which the City is eligible. As a rule, grants funding should only be pursued when it supports programs, capital outlays, or capital improvements, which the City Council has approved in advance.

AUTHORITY:
If a City goal, program, capital outlay, or capital improvement is included
in the City's adopted budget, action plan, or the 5-Year Capital Investment
Program, it will be considered to have received prior Council approval for grant
application purposes.
However, if the grant application requires City matching funds outside the
current budget, and/or requires other commitments by the City, the application
must receive specific City Council approval in advance of submission.
If City matching funds are required, the City Council must approve funding
from a budgeted account or an appropriate fund reserve.
The City Administrator may expedite the processing of a grant application
if the proposed project has been approved as part of the 5-year Capital Investment
Program or the current Capital Outlay Program budget.


GUIDELINES FOR GRANT APPLICATIONS:
A. APPLICATION
Prior to submitting a Grant Application a request is submitted to the
City Council identifying where the program, capital outlay, or
capital improvement is included in the approved budget, action plan,
or the 5-Year Capital Investment Program. At this stage, program
definitions will typically be general, outlays outlined generically,
and projects at the concept level of design. If Council requires more
information regarding the specifies of a project, the cost and time
implications to develop the information must be considered
and associated City funding identified. (See attached
Preliminary Grant Application Form).
Detailed program requirements and project designs usually preceed
receipt of grant funds. A transfer of budgeted funds or City reserve
funds may be needed as advance funding to pay for this level of
detail. Programs and designs will follow the standard City process
and procedures for Commission approval and CEQA review, before
being returned to the City Council for final authorization or bid
award.
B. AWARD OF GRANTS
Upon notice of grant award, the issue will be placed on the next City
Council agenda for acceptance. At that time, the specifics of a
project (time, schedule, requirements for matching funds, and
preparation of a design) wi11 be addressed.
Award of a grant typically does not obligate the City to actually
execute the program, acquisition, or project.
C. USE OF GRANTS
A decision to use grant funds will require the standard Commission
analysis, CEQA review, consultant support if needed, and final
Council authorization.
The responsible Department will insure compliance with the terms
of the grant award. Conflicts with Council direction or policy are to
be resolved prior to acquisitions or awards that could obligate the
City in ways not approved by the City Council.


Grants are often made on a reimbursable basis, therefore,
sufficient advance funding must be identified to finance programs,
acquisitions, and improvements in the interim until grant funds are
received.
City funding advances can with City Council approval be
temporarily transferred from reserve funds to cover interim costs
until grant funds are received. Upon receipt, the grant funds can be
designated for reimbursement of City reserves.
Grant funds will be received and processed by the
Administration Department in such a manner as to satisfy' both
grantor and the City Auditor's requirements.


City of Carmel-by-the-Sea
Status of Grant-funded Projects and Pending Applications
March 28, 2012
Grant-funded Projects Currently In Progress
Title and Purpose Funding agency Schedule
Funding
amount
ASBS {Area of Special Biological Significance) Dry State Water Started June $2,497,928,
Weather Diversion Project, aka the ASBS project or Resources 1; ends in plus
stormwater runoff project: The purpose is to develop a Control Board late 2014 $131,470
diversion system that will capture and divert dry weather City match
flows from the City's storm drain system for treatment and
re-use
Sunset Center Phase II Landscaping Project: State Dept of Final phase $220,000
Landscaping, irrigation, and physical improvements to Parks and Is In
three areas at the Sunset Center. Recreation, Per progress;
Capita grant due to end in
early 2015.
Secure Our Schools: For security equipment at Junipero Federal COPS In progress; $24,950,
Serra School {JSS) Office ends In Fall plus
2012 $24,950
provided by
JSS
Energy Efficiency and Conservation Block Grant (EECBG) CA Energy In progress, $16,900
for energy efficient lighting for public works and the police Commission ends in plus $1,538
dept, new air conditioner for the EOC in the police dept. September City match
2012
Del Mar Master Plan; I don't know which piece of the Plan Monterey In progress. $8,500
these funds will be used for. Peninsula
Regional Parks
District
Phase II of the Del Mar Master Plan: ADA-accessible Habitat Grant has $72,000
boardwalk and viewing platform at Carmel Beach, Conservation been plus
pathway on San Antonio from 41
h to Ocean Avenues, Fund, CA Dept of approved. $72,000
dunes restoration Parks and Rec City match
Preservation of and Public Access to the Devendorf- Engracia Irene Grant period $12,500
Galante Collection, historical papers about the Murray Field of is June 2011
establishment of Carmel-by-the-Sea Interest Fund of to June 2012
the Community
Foundation for
Monterey County
Phase II of the Del Mar Master Plan: ADA-accessible California Coastal Grant has $250,000
boardwalk and viewing platform at Carmel Beach, Conservancy been
pathway on San Antonio from 41
h to Ocean Avenues, approved.
dunes restoration


Grant Applications Pending
Title and Purpose Funding agency Schedule Funding
Amount
Clean Water State Revolving Fund, for replacement of State Water Pending $715,000
stonn drains and intersection realignment. Resources
Control Board
Forest Theater Phase I renovation, for new restrooms and Monterey Pending $100,000
ADA accessible path Peninsula
Foundation
Grant Applications in Progress
Community·based Transportation Planning Caltrans due Monday, $150,000
April 2 plus
$15,000
from City
In the very early stages (Councll approval is needed for all
grant applications?):
Assistance for Firefighters Grant, for alert system? RFP
available in late spring.
Scenic Drive restrooms- Coastal Conservancy, Land and
Water Conservation Fund are possibilities.
City Hall cisterns and repairs? Need to search.