CONSENT AGENDA

ACTION ITEM

Governing Board Agenda Meeting Date:

Item Number /
Item Title
/ Responsible Agents
Transfer from Maricopa Community Colleges Foundation-New Grant Award
Name of funding source—Title of Project) / Dr. Maria Harper-Marinick
Dr. Debbie Kushibab

Recommendation

It is recommended that the Governing Board accept the grant of $ from the Maricopa Community Colleges Foundation. This grant was made to the Maricopa Community Colleges Foundation by (name of donor/funding source) to benefit (name of college/program).

Justification

(name of donor/funder) requires that all grants from their organization be received by a 501(c)(3) non-profit organization.

The College President has approved the application for funding. The Foundation President & CEO has approved the use of the Foundation’s 501(c)(3) designation to apply for and receive the funding.

Funding / Approvals/Certifications
Source:
Account Identification: / Chancellor ______
Academic & Student Affairs______
Business Services______
Human Resources______ITS______
Res Dev & Cmty Relations______
College President______

Project Budget Summary

Salaries
Position Title
FTE or percentage to grant
Position Title
FTE or percentage to grant / $XX,XXX
$XX,XXX / $ XX,XXX
Benefits
Position Title
Position Title / $X,XXX
$X,XXX / $ X,XXX
Equipment
Summary description of equipment / $XX,XXX
Travel
Summary description of travel. Who is going where for what purpose. / $ XX,XXX
Materials and Supplies / $ XX,XXX
Participant Support
Student scholarships, student or faculty stipends / $ XX,XXX
Consultants and Contracts
Summary description of contracts. Better not to mention contractor names, just functions. / $ XX,XXX
Indirect Costs / $ XX,XXX
Total / $XXX,XXX

Instructions for Action Item and Budget Summary

Externally-funded grant projects are presented for governing board acceptance via the board’s consent agenda. Use the Consent Agenda Action Item form downloadable from the board or grants department web sites. Please submit completed Action Items to the Grants Development & Management Department. We will review and forward them to the Governing Board Office and the Executive Vice Chancellor and Provost’s office.

Action Item Form

The Item Number will be assigned when it is presented for agenda review and Approvals/Certifications will be completed in the course of the process. Unless a college president requires signing beforehand, the item may be submitted without the president’s signature which may be secured at agenda review.

Enter the Meeting Date for the Governing Board meeting at which this will be presented.

Enter the Responsible Agents. Please use the names entered on the template.

Enter the Title of the project. The first line of the title identifies whether the grant is a New Grant or a Continuing Grant. On the second line under title enter the name of the funding source and the title of the grant project. Please refrain from using acronyms for the name of the funding source and the project title in this project title line.

Recommendation

Please use the narrative text included in the template.

If you use an acronym or abbreviation in this and/or the following sections, please be sure the term or name is spelled out the first time it is referenced

Justification

Please use the narrative text included in the template.

Funding

In the lower left corner are two entries. Enter the name of the funding source for Source and enter restricted for Account Identification.

Attached Budget Summary

An action item must include a Budget Summary that you create and attach. A template is included with these instructions. Budgets and line item designations do vary, so the template is intended as a guide, but you may use it as it is with your own information. At the same time, the majority of federal grant budget summaries can be presented using this template and the budgets of other funding sources can be calculated to fit the template. The budget template here is the one with which board members are most familiar. That goes a long way in their reviewing and receiving your request positively.

Personnel: List personnel individually by job title and the associated salary dollars requested from the grant for each position. Include FTE or, if only a portion of an existing employee’s time is being paid for by the grant, the percentage of time for which the salary is requested.

Benefits: Enter the benefits being requested for each position.

Equipment: A grant may or may not have equipment in the budget.

Remember, equipment is defined as anything $5,000 or over for a single item. If individual items to be purchased are less than $5,000 but comprise a “system” that require such things as accessories, software, or professional installation to function as intended, then the total cost the purchase is considered. If that total cost is $5,000 or more than the purchase is listed as equipment.

Travel: Enter the travel budget. List who is travelling and the purpose of their travel.

Materials and Supplies: List the amount requested by the grant. If the dollar amount is large or a significant portion of the grant, provide a brief description of what is being purchased.

Remember, computer and electronic purchases are typically included in this line item since individual items usually do not cost $5,000 or more. If a grant is funding a large number of computers or electronic devices (e.g ipads, devices for ADA accommodation), the amount can become a large number or percentage of the grant.

Participant Support: Enter amount for funds being paid for scholarships and stipends. Include who the funds are paid to (students, faculty).

Consultants and Contracts: Enter the amount requested by the grant to pay consultants or to contract for goods or services. If the amount is significant, provide a brief description about what items or services are being purchased. It is not advised to mention contractor names, just functions.

Indirect Costs: Enter the amount for indirect costs.

Total: Enter the grand total of the grant request.

Other Line Items: It may be necessary to enter other line items when you are presenting a customized budget. If the line items in this template are part of such a budget, be sure to include them and ADD additional line items. Keep in mind, large amounts in a single line item should include brief but not overly detailed descriptions.

Governing Board Action Item – Revised 8/23/2017