Special Litter Grant Training Webinar - TN.gov Training...• Contract • Invoicing • Site ......
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Transcript of Special Litter Grant Training Webinar - TN.gov Training...• Contract • Invoicing • Site ......
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.
Completed applications must be received by TDOT by close of business on
January 31st.
WEDNESDAY
JANUARY
31
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
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:
• 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 Program Manager
[email protected] (615) 741-0803
Denise Baker Program Supervisor
[email protected] (615) 741-7015