Special Litter Grant Training Webinar December 27, 2017 Topics to - PowerPoint PPT Presentation

Special Litter Grant Training Webinar December 27, 2017

Topics to Discuss: Password • Application • Contract • Invoicing • Site Visits • Audit • Questions Received by Staff • Resources •

Proof of attendance: • Type the words “Password – Green2018” at the top of the project narrative.

WEDNESDAY Completed JANUARY applications must be received by TDOT by 31 close of business on January 31 st .

Send completed applications to: Mike McClanahan Tennessee Department of Transportation Highway Beautification Office James K. Polk Building, Suite 400 505 Deaderick Street Nashville, Tennessee 37243 or Michael.McClanahan@tn.gov

The following four segments should be included in the grant application package: 1) Organization Signature Page 2) Budget 3) Project Narrative a) Password – Green2018 4) Supplemental Docs

The first step in making an application is the Organization Signature Page. It must be completed and signed. Include an authorizing resolution and/or certificate of non- profit status.

Whether using a template resolution or creating your own, the following items must be included : a.) Fiscal Years for which the county is applying for TDOT Special Litter Grant funds b.) The county’s intention to apply for Special Litter Grant funds c.) An understanding that accepting Special Litter Grant funds imposes a legal, contractual obligation upon the county d.) The mayor or executive’s name e.) An affirmation that the aforementioned is authorized to sign contracts and other necessary documents f.) Date of approval by the Board, City Commission or County Commission

Project expenses should fall into the first 4 lines of the budget page. Please itemize expenses as part of the application.

The third step in making application is to create a comprehensive Project Narrative for the work to be done.

• Local law enforcement participation • Multiple jurisdictions applying/impacted • Connecting litter to water quality

• Personnel costs for an employee’s grant work • Some (directly related to project) contract work • Operating or pickup-related supplies • Signage, printing supplies and other materials • Receptacles, trailers under $4,999.99 • Promotional supplies (See question 14 on Page 7 of the grant manual)

Include supplemental documents in support of your application. This could include: • Pictures of problems • Articles/Letters to editor • Statements from community groups pledging support

Contracts need to be signed by the highest ranking elected or appointed official. Snailmail contracts to: Mike McClanahan Tennessee Department of Transportation Highway Beautification Office James K. Polk Building Suite 400 505 Deaderick Street Nashville, Tennessee 37243

TDOT will send you a copy of the fully executed contract, effective July 1, 2018.

A quarterly invoice includes: 1) Cover sheet 2) Performance update 3) Reimbursement form 4) Schedule Sheet 5) Other supplemental documents

Other supplemental documents include: 1) Signed employee time sheets 2) Fuel receipts 3) ALL other vendor invoices or receipts showing a $0.00 balance

Send quarterly invoices and performance reports to: TDOT.HBO.invoices@tn.gov

• Our staff will do an in-person visit w/each grant recipient: • Review records • Discuss your program • See the team in action • Think about impacts & next steps

Each grant will undergo a ‘desk audit’ during or after their grant period. Payroll records and invoices submitted to TDOT will be reviewed.

Past Major Audit Findings: • Lack of supplemental documents • Unallowable costs (Outside of contract scope) • Accuracy of employee timesheets

Personnel costs have been a recent problem. You may only request reimbursement for actual personnel costs for hours worked on the grant.

Can the grant pay for… • KAB affiliation NO • Street sweepers NO • Water quality testing NO • Electronic device disposal fee YES, so long as part of a larger community event

• All TDOT-Issued Special Litter Grant Resources https://www.tn.gov/tdot/environmental- home/environmental-highway-beautification- office.html • Keep Tennessee Beautiful http://www.keeptnbeautiful.org/ • Nobody Trashes Tennessee Logos & PSA https://nobodytrashestennessee.com/

Mike McClanahan Denise Baker Program Manager Program Supervisor Michael.McClanahan@tn.gov Denise.Baker@tn.gov (615) 741-0803 (615) 741-7015

Don’t forget to type the words “Password – Green2018” at the top of your project narrative.