This policy establishes a clear and structured framework for Charles County Government personnel regarding the pursuit, planning, and management of grant-funded projects.  The purpose of grant funding is to support innovation and creativity in addressing unmet needs that cannot be solved with existing resources.

It emphasizes the importance of adequate planning and quality control in all aspects of grant administration involving County personnel and resources. Projects funded wholly or partially by grants are considered an extension of County operations and should not be initiated simply in response to the availability of funds. Instead, the County promotes a proactive strategy in identifying needs, engaging in broad-based planning, and carefully evaluating whether grants are an appropriate and sustainable resource, given their typically temporary nature.

For the purposes of this policy, a grant is defined as financial assistance awarded to the County, or a department within it, by a public or private entity, following a formal application process. The award is subject to requirements imposed by the granting agency, including the implementation of a specific program, accountability for the use of awarded funds, and possibly the provision of cash or in-kind matching contributions from the County. All grants where a county department is the applicant and County personnel are primary participants must be processed through the Fiscal and Administrative Services Department, which serves as the fiscal agent responsible for establishing accounts and processing transactions.

Exceptions to this requirement may be made on a case-by-case basis when the County is a minor partner in a project or when the County is not the most appropriate applicant due to its governmental status. These exceptions will only be granted if County personnel and resources are not the primary implementers of the project and if no County funds are involved. Regardless of funding source, County personnel must adhere to all applicable County policies and procedures when conducting grant-related activities, including those related to fiscal processes, hiring, and travel. Grant regulations and reporting requirements are in addition to, and not a substitute for, internal County guidelines.

The County recognizes the additional effort and coordination required to ensure the success of grant-funded projects. This policy, along with the accompanying procedures, is intended to clarify roles and responsibilities and streamline the grant process where possible. County personnel are encouraged to engage early in the planning phase by consulting with the Budget Analyst.

This policy was adapted, with permission, from the Grant Policy of the Massachusetts Trial Court, reflecting best practices in grant administration.