HomeMy WebLinkAbout791173 POLICIES AND PROCEDURES
l VII� :I
Section
grant Management
(`illik Subject Table of Contents
COLORADO Date 1/15/79 Page TABLE OF CONTENTS
TABLE OF CONTENTS
GRANT APPLICATION PROCEDURE 1 - 3
GRANT-IN-AID FACT SHEET 4 - 5
GRANT INFORMATION AND JUSTIFICATION 6 - 7
GRANT RESOURCE PRESENTATION 8 - 9
GRANT REVIEW ANALYSIS 10
FOLLOW-UP REPORTING OF GRANT PROGRAMS 11 '
GLOSSARY 12 - 18
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POLICIES AND PROCEDURES( i �
dai Section Grant Management
°E`k Subject Grant Application Procedure
COLORADO Date 1/15/79 Page 1
GRANT APPLICATION PROCEDURE
The following procedure should be followed by departments which wish to apply
for grants from the Federal or State Governments or from private agencies.
For purposes of this procedure, a "grant" is defined as a project or program
which:
-- Is funded wholly or in part by the Federal or State Governments,
or by a private donor.
-- Is planned for a limited period of time. The program is not planned
to be permanent and a termination of funding as of a specific date
is anticipated.
0 -- The program has a specific objective; usually in the nature of a
demonstration or else has a fixed, one-time objective.
-- Payment is not based upon a contract for services wherein the County
is reimbursed for performing a service for the State or Federal
Government.
Step #1 :
When a department has determined that it will apply for a grant, it
should draft a proposal . Frequently this is on a standard grant ap-
plication required by the grantor.
Step #2:
Once the proposal is complete, Grant-In-Aid Fact Sheet, Grant Information
and Justification, and Grant Resource Presentation forms should be com-
pleted. It is suggested that the above forms be completed in the
following order:
A. Grant Information and Justification
B. Grant Resource Presentation
C. Grant-In-Aid Fact Sheet
POLICIES AND PROCEDURES
1 s , 'wMtf Section Grant Management
Subject Grant Application Procedure
COLORADO Date 1/15/79 Page 2
The information necessary to complete the above forms in almost all cases
will be information that can be taken directly from the original standard
grant application.
The Grant Information and Justifibation form is to provide the Board and
grant review group the necessary information to analyze the purpose of
the grant, the benefits the County will receive from the grant, alternatives
to the program, and impact on the County if the grant is not approved or is
discontinued.
The Grant Resource Presentation form provides detailed budget and staffing
requirements of the grant, the long and short term fiscal impact on the
County, and puts the grant in perspective in allowing it to be assessed
as to whether this or other programs should be expanded or curtailed
in the given year and over time.
rm The Grant-In-Aid Fact Sheet is a summary of the proposal for the purpose
U of giving the Board an executive synopsis of the grant proposal and the
staff recommendations from the grant review group.
Specific instructions on filling out the above forms are located on the
back of the forms.
Step #3:
After the grant application and the three forms listed in step #2 are
completed they should be sent to the Director of Finance. The Director
of Finance will then provide copies to the Grant Review Group for analysis
one week before a meeting is convened. The Director of Finance will enter
the application into the grant inventory for Weld County for tracking
purposes. •
The Grant Review Group will be appointed by the Board and will include:
Director of Finance
Representative from Accounting
Representative from Personnel
Affirmative Action Officer
On an ad hoc basis representatives from Human Resources ,
Social Services , Health, Public Protection departments,
and any other impacted department will be convened if the
grant requires coordinated efforts.
•
POLICIES AND PROCEDURES
,j Section Grant Management
Clink • Subject Grant Application Procedure
COLORADO Date 1/15/79 Page 3
The review group has no authority to approve or disapprove grants , but
will only serve as a resource to evaluate the applications, assist and
serve as a resource to the department making the application, help co-
ordinate grant programs in the County, and will provide a staff review
and recommendation to the Board.
Step #4:
Once the grant review group analyzes the grant a Grant Review Analysis
form will be completed and the "Summary of Grant Review Group Recommenda-
tions" will be completed on the Grant-In-Aid Fact Sheet.
Step #5:
The Grant-In-Aid Fact Sheet and grant application will then be submitted
to the Board as a regular agenda item for action.
Step #6:
If the application is approved by the Board, the grant will be submitted
to the grantor agency for consideration.
Step #7:
If the application is approved by the grantor agency, the grantee depart-
ment will execute the grant program in Weld County.
Step #8:
Once the grant ends, or on an annual basis for multi-year grants, the
grantee department will prepare the "Follow-up Reporting of Grant Pro-
grams" form and reivew it with the grant review group and the Board.
The purpose of the follow-up is to give the Board a mechanism to monitor
the performance of grant programs in the county.
If a specific department has an adequate monitoring system, the system
in existence can be used in lieu of the system proposed in the grant
procedures, eg. Human Resources MBO System.
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POLICI, ES AND PROCEDURES
jA ' Section Grant Managehlent
clink Subject Grant-In-Aid Fact Sheet
COLORADO Date 1/15/79 Page 4
STATUS TYPE OF REQUEST
Submitted: _New Program
Reviewed: _ Expanded Service
Bd: Approved: _Workload Increase
Applied: _ State Mandate
Awarded: WELD COUNTY Federal Mandate
Audited: —Continuing Program
GRANT-IN-AID FACT SHEET
•
Department: Number:
Project Title: Grant Number:
Dept. Contact: Telephone:
Grantor Agency: _
Authority for Grant (Appropriate statute):
Funding Period: Beginning Date Ending Date
• Summary of Proposal:
0
Fiscal Data:
Cash For
Funding New Indirect In-Kind
Source Costs Costs - _ Match Total Pct.
Federal
State
County
Other
TOTAL GRANT
Staffing:
New or
Personnel Classification FTE Cost Existing
Summary of Grant Review Group Reconnendations:
O
Board Action: Approved: Resolution Dated_.
Denied Date:
,807-79.013
POLICIES AND PROCEDURES
1
vi" , •'�t� Section Grant Management
Subject Grant-In-Aid Fact Sheet (Reverse Side)-
COLORADO Date 1/15/79 Page 5
INSTRUCTIONS TO COMPLETE
GRANT-IN-AID FACT SHEET
Status: To be completed by Finance Office. •
Type of Request: Check the appropriate box using the following definitions as a
guide:
A. New Program: A new program is to be regarded as a new function or service
to be provided to the public which does not currently exist. New programs
may be the result of a newly identified need which is not being met.
B. Expanded Level of Service: This category may be regarded as a request to
increase an existing function or service. This change may be prompted by
the need to serve a larger number of people, or in other ways to improve
the quality of service.
C. Workload Increase: This is a change which results from an identified work-
load increase or backlog resulting from an inability to meet current demands
for service.
D. State Mandate: Result of legislative change that requires the program.
G E. Federal Mandate: Result of Federal legislative or administrative change
that requires the program.
•
F. Continuing Program: Continuation of existing program under a grant.
Department/Number: Budget unit title and number.
Project Title: Provide a request title that is logical and descriptive. Use the
name your agency/department uses whenever possible.
Grant Number: To be completed and assigned by Director of Finance.
Dep't Contact/Telephone: Name of project director in department and his phone number.
Grantor Agency: Full name of governmental or private agency granting the funds.
Authority for Grant: Where applicable the appropriate statute authorizing grant
and funds.
Funding Period: Self-explanatory.
Summary of Proposal: Provide a synopsis of the information that is detailed in the
Grant Information and Justification form and Grant Resource Presentation form.
Fiscal Data: Provide funding sources and briefly summarize fiscal impact of the
proposal on the County.
Staffing: Provide detailed list of positions required, costs, and indicate whether
they are new or existing positions.
SSusn�aryaf Grant Review Grbup Recommendations: Summary of staff recommendations TO
BE COMPLETED BY GRANT REVIEW GROUV.
Board Action: To be completed by Director of Finance after Board takes action.
807-79-013
POLICIES AND PROCEDURES
IT \ Section Grant Management
lalliar Subject Grant Information and Justification
COLORADO Date 1/15/79 Page 6
WELD COUNTY
GRANT INFORMATION AND JUSTIFICATION
Summary Description of Grant:
Needs Statement/Program Purpose:
Population or Program in Need: (include workload statistics)
0
Objectives/Goals:
Alternatives to Grant:
Consequence of No Action:
Effects of Discontinuing Grant:
Impact on Other Departments or Programs ,(including staff support departments):
807-79-014
POLICIES AND PROCEDURES
UiF 17.0
Section rrant Management
�����• Subject Grant Information and Justification (Reverse Side)
COLORADO Date 1/15/79 Page 7
INSTRUCTIONS TO COMPLETE
GRANT INFORMATION AND JUSTIFICATION
Summary Description of Grant: Overview of grant program or project.
Needs Statement/Program Purpose: A quantified statement as to why the program is
necessary. (The health, social, economic, etc., factors that are of public
concern.)
Population or Program in Need: The estimated number of people (institutions, etc.)
in need of and eligible for the program; i.e., all children under 5 years of
age, 20% of people over 60, all inmates, all vehicles licensed after certain
date.
Objectives/Goals: A quantified statement of projected program outcomes; e.g. .
to achieve immunization of 95% of school age children; to assure a score
of in all food services, etc.
Alternatives to Grant: Few problems have only one solution. Define one or more
reasonable ways when possible, which are different than your proposal, to
solve the problem.
Consequence of No Action: Cite the consequences if no action is taken on this
proposal. Generally, relate the impact if no funding is available for this
proposal.
Effects of Discontinuing Grant: This should be evaluated in the event grant funds
are discontinued either by the County or the granting agency now or at some
future date. .
•
Impact on Other Departments or Programs: Assess how this grant does or could inter-
relate with other County programs and what adverse or positive impact it could
• have. This assessment should include the impact on staff support departments,
eq. data processing if a new system is involved.
POLILIES AND PROCEDURES
/ fit) Section Grant Management
Subject Grant Resource Presentation
•
�L COLORADO Date 1/15/79 Page 8
WELD COUNTY
GRANT RESOURCE PRESENTATION
Grant Ceiling Amount: $
Detail Budget by Line Item:
Current FY Current FY 19
Item Total _ Budget Sup. Appr. Bu get
Capital Items to be Acquired:
Priority of Program Within Budget Unit:
Long Range Fiscal Commitments/Continents on Fiscal Impact:
Recommended Long Range and Short Range Program Curtailments to Fund This Program
If Any Net County Cost is Involved Now or in the Future:
Attach Additional Position Requests if New Positions Required:
Indicate Any Special Reporting Requirements for Personnel:
G
807-79-015
POLICIES AND PROCEDURES
j Section Grant Management
Subject Grant Resource Presentation (Reverse Side)
COLORADO Date 1/15/79 Page 9
•
INSTRUCTIONS TO COMPLETE
GRANT RESOURCE PRESENTATION
Grant Ceiling Amount: Maximum grant expense limitation for direct and indirect
costs.
Detail Budget by Line Item: List the line item budget detail and indicate the
funding year and whether or not supplemental appropriations are required.
Capital Item to be Acquired: Detail all capital outlay items and indicate restric-
tions or limitation on use of item during and after grant commitment.
Priority of Program Within Budget Unit: Discuss how this program ranks in rela-
tionship to other programs within the budget unit.
Recommended Long Range and Short Range Curtailments: If a net County cost is
involved now or will be over time for this program, and the budget unit must
fit it into its current resource capacity, what program in the budget unit
can be curtailed or eliminated to fund this specific program.
Position Requests: Attach additional position requests if new positions are
required.
Reporting Requirements: Indicate any special reporting requirements for Personnel,
e.g. LEAH requires special affirmative action reports.
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POLICIES AND PROCEDURES
-` '61`
Section Grant Management
gulik Subject Grant Review• Analysis
COLORADO Date 1/15/79 Page 10
WELD COUNTY
GRANT REVIEW ANALYSIS
Fiscal: Cash For
Funding New Indirect In-Kind
Source Costs Costs Match Total Pct.
Federal
State
—
County - —--- — --- —
Other •
--- -- '
TOTAL GRANT
•
Fiscal Comments:
C
Personnel:
Review Committee:
C
807-79-016
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POLICIES AND PROCEDURES
V
I Section Grant Management
oiiik Subject Follow-up Reporting of Grant Programs
COLORADO Date 1/15/79 Page 11
FOLLOW-UP REPORTING OF GRANT PROGRAMS
Department: Program Title:
Grant Period: Beginning Date Ending Date
Summary of Program: (Purpose, need, etc.)
•
BUDGET ACTUAL
Need/Population to be served: Need/Population Served:
Goals and Objectives: Accomplishments of goals and objectives (include measures of success):
0
Resources: Cash For Resources: Cash For
Funding New Indirect In-Kind Funding New Indirect In-Kind
Source Costs Costs Match Total Pct. Source Costs Costs Match Total Pct.
Federal Federal
State • State
County County
Other Other
TOTAL GRANT TOTAL GRANT
Personnel Classification FTE Personnel Classification FTE Personnel Classification FTE Personnel Classification FTE
Comments: (Explanation of variance between budget and actual, unfilled needs, successes, failures, unresolved issues, etc.)
807-79-017
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POLICIES AND PROCEDURES
1; imittiv,
Section Grant Management
Subject Glossary
Page CO��C• Date 1/15/79 Pa
9 12
GLOSSARY
TYPES OF GRANTS:
Block Grant--A grant that is distributed in accordance with a statu-
tory formula for use in a variety of activities within a broad
functional area largely at the recipient's discretion.
Categorical Grant--A grant that can be used only for specific, nar-
rowly defined activities. Usually legislation details the para-
meters of the program and specifies the types of eligible ac-
tivities , but sometimes these may be determined by administrators.
Conditional Grant--A grant that is awarded with limitations (conditions)
attached to use of the funds. Both categorical and block grants
^ are conditional , although the categorical grant generally has a
40 greater number and severity of conditions.
Formula-Based Categorical--A categorical grant under which funds are
allocated among recipients according to factors specified in
legislation or in administrative regulations.
Project Categorical--Nonformula categorical grants awarded on a
competitive basis to recipients who submit specific, individual
applications in the form and at the times indicated by the gran-
tor agency.
Formula-Project Categorical--A project grant for which a formula
specified in statutes or regulations is used to determine the
amount available for a state area, and then funds are distributed
at the discretion of the administrator in response to project
applications submitted by substate entities.
Open-end Reimbursement Grant--Often regarded as a formula grant, but
characterized by an arrangement wherein the federal government
commits itself to reimbursing a specified portion of state-
local program expenditures with no limit on the amount of such
expenditures.
Discretionary Grant--A grant awarded at the discretion of a federal
administrator, subject to conditions specified by legislation.
Generally used interchangeably with project grant.
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POLICIES AND PROCEDURES
t ic;%.7*
1 �Act` .
� � Section Grant Management
Subject Glossary
COLORADO Date 1/15/79 Page 13
General Revenue Sharing--A financial assistance program for states
and: their general purpose political subdivisions under which
funds are distributed by formula with few or no limits on the
purposes for which they may be spent and few restrictions on
the procedures by which they are spent.
Special Revenue Sharing--Usually used interchangeably with the term
block grant. The term was employed by the Nixon Administration
in connection with its grant consolidation proposals. Those
who consider special revenue sharing a separate form, usually
differentiate it from the block grant by its lack of a matching
requirement and imposition of fewer conditions on recipient
performance.
Target Grant--A grant which "packages" and coordinates funds for
wide-ranging public services directed at a specific clientele
group or geographic area. Major examples include the Appala-
chian Regional Development Program; the Community Action Program,
and the discontinued Model Cities Program.
ELEMENTS OR CHARACTERISITICS OF GRANTS:
Allocation Formula--The quantitative formula by which grant funds
are distributed to eligible recipients. Usually it is speci-
fied in legislation, but sometimes is provided by regulations.
Cost-Sharing—The provisions by which the costs of assisted programs
are shared between the grantor and the recipient (and sometimes
by third parties).
Closed-end--A legislative appropriation with a limit, i .e. , an "end".
Contrasted with open-end.
Equalization--Varying the size of individual grants in order to provide
a more uniform service level among recipients who have different
fiscal capacities. Usually achieved by using an income factor
in the allocation formula.
Fiscal Factor--A factor in an allocation formula that reflects dif-
frences in recipients ' fiscal capacity. See Equalization.
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POLICIES AND PROCEDURES
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W{ a
Section Grant Management
WI�'Ic Subject Glossary
COLORADO Date 1/15/79 Page 14
Generally Applicable Requirements--Performance requirements that
Congress attaches more or less across the board to all grant
programs. They are usually imposed to achieve certain national
policy objectives , such as uniform relocation benefits , equal
employment opportunities, and environmental protection.
Hold Harmless--A grant provision that guarantees recipient grants
equal to at least some percentage--often 100%--of a previous
year's grant. It is designed to protect the recipient from
sharp decreases in grant revenue due to fluctuations in the
formula's factors or to changes in the formula itself. Often
used only for temporary transition periods, staged at decreasing
percentages for successive years.
In-Kind Match--A recipient's fulfilling of its cost-sharing obligation
Q by a contribution other than cash, such as the rental of space or
equipment or staff services. Sometimes called "soft-match".
Maintenance of Effort--A requirement that the recipient maintain the
level of program expenditures financed from his own resources
prior to receipt of a grant and use the grant funds to supple-
ment state-local expenditures for the aided activities.
Matching Share--The contribution that recipients are required to
make to supplement the grantor's grant moneys.
High Match--A recipient's contribution which is 50% or greater.
Low Match--A recipient's contibution which is less than 50% of the
total cost. •
Nonsupplant Provision--A provision that does not clearly specify an
actual level of spending to be maintained (as in a maintenance
of effort provision) but merely stipulates that recipients shall
maintain spending from their own resources at the level that
would have existed in the absence of the federal aid.
Open-end--A program for which Congress has established no limit on
the amount of federal funds available for matching recipient
expenditures. Examples are the AFDC and Medicaid programs. See
Closed-End.
OPass-Through--A process by which a state government receives federal
grants and passes the money through to substate jurisdictions.
Such action may be mandated by the grant statute or result from
a state decision.
POLICIES AND PROCEDURES
j 1, 1M4 Section Grant Management
WII'Dc Subject Glossary
COLORADO Date 1/15/79 Page 15
Program Need Factor--A factor in an allocation formula that reflects
differences in recipients' program needs. Examples are total
population, number of school age children, and miles of highway.
Soft-Match--Used interchangeably with the term "in-kind" match.
IMPACT OF GRANTS:
Fungibility--A grant is "fungible" when the recipient is able to
use the grant moneys for purposes other than those specified
in the grant authorization.
Stimulative--A grant is stimulative when it increases the expenditures
of the grantee for the specified activities over and above what
they would have been in the absence of the grant.
Substitutive--A grant is substitutive when it is used by the reci-
pient to reduce spending from the recipient's own sources for
the aided activity, freeing these own-source funds for other
programs or for tax stabilization or reduction.
Supportive--A grant is supportive when a reduction or withdrawal of
the grant is unlikely to weaken support for the aided activity
from the recipient's own resources.
Targeted--A grant is considered targeted when its eligibility and
allocation provisions are drawn tightly so that only the most
"needy" cases are assisted, and the amounts of aid are directly
proportional to program needs.
INSTRUMENTS OR FEATURES OF GRANTS MANAGEMENT:
Annual Arrangements--A program used by HUD in the early 1970's in-
volving a written agreement with a local chief executive whereby
HUD committed itself to approve a number of specific grant pro-
grams, with dollar limitations , for the applicant city, and the
city in turn agreed to meet project selection criteria and take
certain other prescribed steps.
Catalog of Federal Domestic Assistance--A compilation of federal pro-
grams of assistance available to states, localities, and other
recipients, prepared annually by the Office of Management and
OBudget and updated semiannually.
POLICIES AND PROCEDURES
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A ' Section Grant Management
quit 0 Subject Glossary
COLORADO Date 1/15/79 Page 16
Chief Executive Review and Comment (CERC)--A program of the early
1970's under which a city's chief executive was given the right
to review and comment on all applications for federal assis-
tance affecting city services and activities before federal
funding decisions were made.
Federal Assistance Review (FAR)--A three-year federal effort initiated
in the late 1960's , conducted by OMB and agencies represented
on the Domestic Council , for the purpose of decentralizing,
standardizing and simplifying the federal grant system.
FM Circular 73-2--A federal management circular establishing the
principles for audit of federal operations and programs by
Executive Branch agencies.
FM Circular 74-4--A federal management circular establishing cost
principles applicable to grants and contracts with state and
local governments.
FM Circular 74-7--See OMB Circular A-102.
Federal Regional Councils (FRCs)--Standing inter-agency committees
composed of regional officials from 11 federal agencies. Lo-
cated in each of the ten standard federal administrative regions ,
FRCs are created to assist state and local government by the
coordination of federal program grants and operations in the.
field.
Integrated Grants Administration (IGA)--An experimental, then demon-
stration program of the Administration in the early 1970's ,
geared to simplifying the job of recipients in obtaining federal
funds and to enhancing their capacity to integrate federal and
other programs, including their funds, directed at common objec-
tives. Superseded by the Joint Funding Simplification Act of
1974 and OMB Circular A-lll .
OMB Circular A-85--A management circular which prescribes a procedure
for federal agency consultation with chief executives of state
and local general purpose governments in advance of the issuance
of new regulations that have an intergovernmental effect.
OMB Circular A-95--A management circular establishing a four-part
Q procedure by which state and local governments and certain others
are involved in the evaluation, review and coordination of federal
and federally assisted programs and projects before they are
approved.
POLICIES AND PROCEDURES
(11(1(1', Section Grant Management
Subject Glossary
COLORADO Date 1/15/79 Page 17
OMB Circular A-102--A management circular establishing uniform adminis-
trative requirements for grants-in-aid to state and local govern-
ments. Formerly known as FMC 74-7.
OMB Circular A-111--A management circular establishing a procedure
permitting and encouraging state and local grant recipients to
obtain funds from multiple federal sources' through the submission
of a single application, a single audit, and negotiation with a
single point of federal contact. Superseded the procedure ini-
tially established by the IGA.
Planned Variations--A modification of the Model Cities program in the
early 1970's which permitted 20 selected cities greater flexi-
bility in the use of federal funds and provided greater coordi-
nation of all such funds coming into the cities. Flexibility
included authorization to spend funds citywide rather than in
limited neighborhoods and to minimize federal administrative
requirements.
REGIS--A federal management information subsystem which focused on
regional offices and helped to underscore the need for a better
system of tracking grant applications.
RMIS--The Regional Management Information System made available
to FRCs as new tools for their task of interagency and intergovern-
mental coordination in the field.
Standard Federal Regions--Ten administrative regions of the federal
government established by OMB Circular A-105. See Federal Re-
gional Councils.
Treasury Circular (TC) 1082--The Treasury Circular requiring federal
grantor agencies to inform states of grant awards made within their
jurisdictions.
LEGISLATION AFFECTING GRANT ADMINISTRATION :
Section 204, Demonstration Cities and Metropolitan Development Act
of 1966--The first federal legislative provision requiring applications
for an array of urban assistance programs to be referred to a
metropolitan planning body and general purpose local governments
in its area for comment as to their consistency with comprehensive
planning. It also required areawide planning bodies to be composed
of or responsible to elected officials of an areawide governmental
unit or constituent general purpose local governments.
POLICIES AND PROCEDURES
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�` ' 1 Section Grant Management
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Date 1/15/79
Glossary
1/15/79 Page 18
COLORADO g
Intergovernmental Cooperation Act of 1968--The first successful multi-
faceted legislative effort by the federal government specifically
aimed at improving the administration of federal grant-in-aid
programs. It addresses such issues as better information for
governors and state legislators regarding grants coming into their
states, the waiver of the single state agency requirement, and
better coordination of federal programs having areawide and inter-
governmental significance.
Intergovernmental Personnel Act of 1970--Another landmark intergovern-
mental statute, with the purpose of strengthening state and local
personnel administration, training and developing state and local
employees, and encouraging the temporary exchange of personnel
between the federal government and state and local governments.
Joint Funding Simplification Act of 1974--The legislation which pres-
cribed the program implemented through OMB Circular A-111 (see
above).
Federal Program Information Act of 1977--Legislation providing for the
continuation and improvement of a central source of information
about federal assistance programs, including continual revision
and making the information accessible to potential assistance
recipients through the use of modern computer technology.
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