The Grant Administration Office is committed to identifying funding sources, providing sound grant development and management practices, and facilitating partnerships with City Departments and funding agencies to fiscally support projects and services that improve the quality of life for McAllen citizens.
The Grant Administration Office was established in March 2001 at the request of the City Commission. As a division of the City Manager's Office, the initial purpose of the office was to establish a system of checks and balances between City Departments implementing grant programs and the Finance Department. Today the Grant Administration Office is responsible for three major functions:
- Identifying funding sources and writing grant applications;
- Ensuring programmatic and fiscal compliance in the implementation of City grant programs; and
- Overseeing funds awarded to community nonprofit agencies by the City.
The Grant Administration Office is currently responsible for managing an estimated $86 million in grant funds (as of September 30, 2010).
The Grant Administration Office serves and works collaboratively with City Departments through the entire grant process, including:
- identifying funding sources;
- discussing project feasibility and sustainability;
- identifying liability issues;
- project planning and management;
- writing; and, if awarded,
- provide grant orientation to City Departments implementing grants;
- serve as a point of contact to funding agencies and Congressional offices;
- ensure compliance by tracking programmatic process and fiscal expenditures;
- manage the internal Grant Management System to ensure proper and current reporting information; and
- facilitate grant close-out between City Departments and funding sources.
The processes identified above are facilitated through the receipt of monthly departmental grant activity reports and through Compliance and Quality Assurance visits. City Departments take ownership of projects and remain responsible for implementing grant-funded programs and services; however, the Grant Administration Office is responsible for monitoring and sustaining the checks and balances mechanism, and for ensuring that all implemented grants remain in compliance with the terms and conditions of the funding source and the Office of Management and Budget laws and regulations.