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[COMMITTEE SUBSTITUTE FOR] RESOLUTION NO. 250553
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Sponsor: Mayor Quinton Lucas
RESOLUTION - Directing the City Manager to develop an Office of Grants Management and develop standardized grant policies and procedures with a report back to Council within 90 days.
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WHEREAS, the City regularly and actively seeks and manages multiple federal, state, and private grants to support municipal operations and community programs; and
WHEREAS, establishing a dedicated Office of Grants Management will create standardized and efficient processes for grants management across all departments; and
WHEREAS, establishing a dedicated grants and philanthropy office represents an emerging national best practice among Mayors' offices and City administrations, as such an office elevates these critical functions and creates a focused team capable of pursuing grants in all their forms from state and federal agencies as well as local and national philanthropic opportunities; and
WHEREAS, department staff have specialized programmatic expertise that must inform grant-related decisions, and this expertise shall guide the development of policies and procedures; and
WHEREAS, effective grant management maximizes funding opportunities, ensures compliance, and maintains proper documentation and reporting; and
WHEREAS, the current federal funding uncertainties require improved local capacity for strategic grant management and diversified funding approaches; and
WHEREAS, grant management software systems are recognized as a best practice by municipal governments and grant-making organizations to ensure efficient and compliant grant administration; and
WHEREAS, implementing such a system would improve operational efficiency, reduce administrative burden, and potentially increase the City's grant funding success; NOW, THEREFORE,
BE IT RESOLVED BY THE COUNCIL OF KANSAS CITY:
Section 1. The City Council directs the City Manager to:
A. Establish an Office of Grants and Philanthropy Management by coordinating with Department Directors and grants management staff. The Office shall serve as a centralized support hub for grant activities across all City departments, while programmatic decisions on grant applications and management remain with the departments possessing the relevant content expertise.
B. Develop recommendations for comprehensive grant policies and procedures, including:
a. Standards for when Council approval is required
b. Use of grants management software to streamline internal procedures
c. Guidelines for application, administration, compliance, and reporting, including standards for when and how the Finance and Law Departments review grants related activities
C. Report back to City Council within 90 days with the following:
a. Detailed plan for the Office of Grants Management
b. Policy and procedure recommendations outlined in Section 1B
c. Delineation of which recommendations require Council approval and which can be implemented administratively
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