Grant Administration Manual
After Youth Recreation grants are awarded, the grant recipient must meet all start-up conditions and execute a contract with the Department. If the grant recipient fails to meet start-up requirements, a contract is not executed, a grant recipient is unable to comply with the terms and conditions of the contract, or costs incurred are not eligible expenses, those costs will be the sole responsibility of the grant recipient. All projects must meet conditions and deadlines as set forth in Application Guidelines and Administration Manual.
In order to execute a contract with the Department, the grant recipient must submit the following items:
- A revised project budget that is acceptable to all of the funding sources identified. The budget should clearly identify the portion of the project being funded by the grant, as described in the grant recipient’s award letter;
- An updated version of the project implementation schedule to reflect current conditions at the time of contract execution;
- A letter stating the firm commitment of other funding sources for the project, including adequate documentation if necessary. Acceptable documentation could include a letter assuring the Department that the funding is available in the Grant recipient’s budget, an award letter from another grant program, a commitment letter from private donors or trusts, etc;
- A completed grant management plan describing the responsibilities of those individuals who will be involved in the administration of the grant, including the processing and approval of requests for grant funds. A sample Management Plan Template is available in Exhibit 1;
- A completed and notarized Signature Certification Form for those individuals to be authorized to process and approve requests for grant funds. The Signature Certification Form is included as Exhibit 4;
- A certificate of liability insurance for $1,000,000 per occurrence and $2,000,000 aggregate per year, naming the Montana Department of Commerce as Additional Insured and a Certificate Holder; and
- Proof of the Grant Recipient’s Worker’s Compensation Insurance, or a copy of the Independent Contractor Exemption Certificate, if applicable.