HomeMy WebLinkAboutFY25_BJA_Grant_Routing_form_Signed_Updated Docusign Envelope ID:A85EDB63-ECB5-4BOB-BE91-D5E3EC2ECC78
BOZ E MAN MT
Grant Instructions and Grant Routing Form
To ensure appropriate use, consistency and tracking of grants use this set of general
instructions and Grant Routing Form are provided. All grants regardless of amount are required
to be approved by The City of Bozeman Commission prior to receiving the grant award.
Step One: Giving Notice of Intent to Apply
Give notice of your intent to apply for the grant by submitting the Grant Routing Form. Submit
the form via DocuSign* to the appropriate supervisor (typically department Director) and the
Finance Director. Save a copy of the submittal. The grant tracking number field can be left blank
until the grant is awarded.
Per Administrative Order 2014-01 the City Manager and City Commission are required to be
notified within 30 days of all grant applications exceeding$20,000.
Step Two: Obtain Grant Tracking Number for Awarded Grants
Once a grant is awarded, contact the City Clerk's office at 406-582-2030 to request a grant
tracking number. The official grant acceptance is contingent on City Commission approval.
Step Three: Re-Route for Final Signatures
Insert the grant tracking number on the Grant Routing Form and reroute the form via
*DocuSign for signatures.
Step Four: Commission Approval
Work with Division Director, City Manager, and the City Clerk to get the awarded grant
prepared for City Commission approval. If you need assistance in reviewing the grant terms,
contact the City Attorney's Office to request a review of the grant terms before placing the item
on the Consent agenda.
All agreements require City Commission authorization regardless of dollar amount.
Agreements will be retained by the City Clerks' Office.
*Each Division has staff assigned with DocuSign access. Using a single DocuSign "envelope" will
allow the same tracking form to move through the steps of the process and the signature
matrix. Reach out to the City Clerk's Office for initial assistance sending your envelope.
Grant Not Awarded: If your application is NOT awarded, the application materials must be
retained by the applying department in accordance with Records Retention Schedule 8.
Docusign Envelope ID:A85EDB63-ECB5-4BOB-BE91-D5E3EC2ECC78
BOZ E MAN"T Grant#(issued by City Clerk)
r e
City of Bozeman
Grant Routing Form
Grant Name Edward Bryne Memorial Justice Assistance Grant(JAG)Program-Local Solicitation
Grant Project Manager Jamie Grabinski Department Police Department
Person Responsible for Financial Reporting Jamie Grabinski
Person Responsible for Performance Reporting&Close Out Dana McNeil
'Note:this person is also reseponsible for record retention requirements.
Grant Source Federal State Other
CDFA#(Federal Only) 1 6,738 Fiscal year of award 2025
Grant Amount 20,617.00 Included in Budget? NO
Match Requirement(%) 0.00% Budget Account Code 010-3010-421
Match Amount
Cost reimbursement basis? Yes Select yes if the City needs to apply for reimbursement after expenditures occur.
New account codes and/or project codes required to track revenue and expenses? NO Work with finance if unsure.
Describe the nature of the grant and eligible uses:
The Edward Bryne JAG program provides financial assistance to local jursidictions to purchase
eligible supplies and small equipment for operations. The grant amounts are pre-determined by
the grant agency based upon population. The City of BZN PD plans to use the funds to
continue to update and enhance the computer forensics lab which will bolster the effectiveness
of criminal investigations.
Desctibe the requirements for grant reporting, reimbursements,and how they are completed(i.e.through a website?Email?):
The financial reporting for this grant is completed in JustGrants portal. The programmatic
reporting is completed in the performance measurement platform. And, the payments are
completed via ASAP drawdown system.
Process Phase/Signature Matrix
Department Director Commission
(1 understand and will carry out Finance Director City Manager City Clerk Date
the provisions of the grant)
Notice of Intent n/a n/a n/a n/a
Application n/a n/a n/a n/a -
DocuSigned by: DocuSigned by: Signed by: DocuSigned I iy: Updated 1/28/25
Award/Contract d,( UL� $�22
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Grant Routing
Form May 2023