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Findings and Recommendations 5 findings
F1
The Board’s role is primarily policymaking, oversight, and providing legislative authority. The Board does not have day-to-day operational responsibilities. As such, the Board is ill-equipped to administer and monitor the inventory item grant program.
Related Recommendations (1)
R1
The County should put the direction and management of the inventory item grant program under the County Executive’s Office and the Board should provide the County Executive with whatever policy direction the Board finds appropriate for an inventory item grant program.
F2
Although the County has implemented an informational cover sheet, the County’s current inventory item program does not have a consistent solicitation approach, eligibility requirements, or approval criteria, creating great inconsistencies across the Supervisorial Districts in the manner in which County funds are recommended to be awarded.
Related Recommendations (1)
R2
The County should use a common online application process for all applicants, regardless of Supervisorial District. The application should include, at a minimum, the following information: • Applicant organization’s mission. • Size of the applicant organization. • Specific amount being requested. • Applicant organization’s annual budget. • Proposed summary program budget, including any indirect and/or administrative fees. • Description of how funds will be used and what County priorities they support. • The amount of matching or other grant or contract funds available or already received by the organization. • Anticipated measurable outcomes for the proposed program.
F3
The existing inventory item program has failed to meet the Board’s stated purpose, which is to give one-time grants to small, start-up CBOs, which would not otherwise have the means or expertise to request grants.
Related Recommendations (1)
R3
The County should create a consistent set of rules and guidelines for review and approval of inventory item awards that meets their goal of supporting smaller organizations, considering but not limited to the following: • Limit inventory item grants to organizations that do not have an existing contract with the County. • Set an annual $250,000 cap on total inventory item grants that each Supervisorial District can award.
F4
The current inventory item program lacks effective recipient accountability to ensure inventory item grant money is used for its approved purposes, making it difficult for the County to judge the program’s effectiveness.
Related Recommendations (1)
R4
The County should require recipients to provide annual progress reports and financial reports, and, if needed, the County should audit the organization’s expenditure records.
F5
Under the current process, a single elected official has largely unregulated autonomy to award public funds to a particular organization of their choosing using a system that lacks transparency. There is no way to avoid the appearance of favoritism in a grant program that the Board administers itself.
Related Recommendations (1)
R5
If the County does not agree with the previous four recommendations, then it should eliminate the current inventory item program entirely.
Conclusions 15
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CL1 Page 22The Board’s role is primarily policymaking, oversight, and providing legislative authority. The Board does not have day-to-day operational responsibilities. As such, the Board is ill-equipped to administer and monitor the inventory item grant program.
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CL2 Page 22Although the County has implemented an informational cover sheet, the County’s current inventory item program does not have a consistent solicitation approach, eligibility requirements, or approval criteria, creating great inconsistencies across the Supervisorial Districts in the manner in which County funds are recommended to be awarded.
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CL3 Page 23The existing inventory item program has failed to meet the Board’s stated purpose, which is to give one-time grants to small, start-up CBOs, which would not otherwise have the means or expertise to request grants.
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CL4 Page 23The current inventory item program lacks effective recipient accountability to ensure inventory item grant money is used for its approved purposes, making it difficult for the County to judge the program’s effectiveness.
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CL5 Page 23Under the current process, a single elected official has largely unregulated autonomy to award public funds to a particular organization of their choosing using a system that lacks transparency. There is no way to avoid the appearance of favoritism in a grant program that the Board administers itself.
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CL6 Page 22Applicant organization’s mission.
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CL7 Page 22Size of the applicant organization.
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CL8 Page 22Specific amount being requested.
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CL9 Page 22Applicant organization’s annual budget.
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CL10 Page 22Proposed summary program budget, including any indirect and/or administrative fees.
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CL11 Page 22Description of how funds will be used and what County priorities they support.
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CL12 Page 22The amount of matching or other grant or contract funds available or already received by the organization.
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CL13 Page 22Anticipated measurable outcomes for the proposed program.
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CL14 Page 23Limit inventory item grants to organizations that do not have an existing contract with the County.
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CL15 Page 23Set an annual $250,000 cap on total inventory item grants that each Supervisorial District can award. Finding 4 The current inventory item program lacks effective recipient accountability to ensure inventory item grant money is used for its approved purposes, making it difficult for the County to judge the program’s effectiveness.
No Responses Found 1
Government entities assigned to respond to this report. No response documents have been linked in our database.
County of Santa Clara
Agency