Grants Department Imperils County Finances*

R1

The creation of a structured department is imperative to the economic health of the communities and to supplement funds for the County Budget. The department must expand its breadth to include researching, locating, writing proposals, and obtaining grants applicable to Trinity County and its needs. The distribution of information to other departments or the business community when appropriate, the proper tracking of expenses, and the aging of cash carry-overs, are important features that need to be part of the Department's new structure.

R2

Increase staffing levels to accommodate these necessary requirements or consider contracting portions of CDBG grants to local agencies.

R3

Restructure the Department. Consider expansion of the department to include economic development activities. This expansion, with the appropriate staffing, would better utilize personnel, the potential funding sources, and would be more beneficial to the community overall. Creation of a strong department is critical to the economic health of the County.

R4

Amend grant agreements to increase program contributions where applicable, increase the amount of grant activity, and budget general funds to cover the expenses of grant activities not covered by, or recoverable from, administrative fees.

R5

Before expending substantial time on a grant opportunity, research should be conducted to ensure that the County or entities applying for the grant can meet the criteria, such as population density, demographics, matching funding, income levels, and other requirements necessary to receive the grant. A checklist or assessment tool should be obtained or devised for this purpose.

R6

County General Funds should be budgeted to cover unrecoverable expenses.

R7

A Policies and Procedures Manual should be immediately developed and implemented. It should include a strongly worded definition of "conflict of interest". We suggest the use of wording currently used in County contracts. A good example can be found in the County contract with Superior California Economic Development District for the Microenterprise portion of the CDBG grants. Additionally, the manual should define employee roles, checks and balances related to the accounting of funds, and the relationship with the CAO's office. Implement a formalized system of oversight and enforcement of policies and procedures. It should be noted that the department's Policies and Procedures Manual is not intended to replace the County Employee's Handbook, but to be specific to the operational structure of the Department.

R8

Investigate the availability of grants management software, and acquire to support grant activities. This may be the answer to quickly reopening the department while other needed changes are being pursued.

R9

Create a position for a grants researcher/writer. Hire or contract to fill this position with an individual who has a proven record of procurement of grants.