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.

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

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 Program Manager

Michael.McClanahan@tn.gov (615) 741-0803

Denise Baker Program Supervisor

Denise.Baker@tn.gov (615) 741-7015

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