2023-041 - Authorizing an Inter-Local Agreement between the City of Paris and Hopkins County for a combined task force funded by the Motor Vehicle Crime Prevention Authority for the Northeast Tex

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Internal control- Effective control and accountability will be maintained for all grant cash, real and personal property, and other assets. Grantee will safeguard all such property and assure that it is used for authorized grant purposes. Page Budget control- Actual expenditures will be kept within budgeted amounts for each grant. Allowable cost- Applicable cost principles, agency program regulations, and the terms of grant agreements shall be followed in determining the reasonableness, allowability, and allocability of costs. Source documentation- Accounting records must be supported by such source documentation as checks, paid bills, payroll records, receipts, timesheets, travel vouchers, and other records, etc. These source documents must be retained and made available for MVCPA staff when requested. Cash management- Grantee will establish reasonable procedures to ensure the receipt of reports on cash balances and cash disbursements in sufficient time to enable them to prepare complete and accurate cash transactions reports to the awarding agency. Reimbursement Grant- All expenditures reported will be based on actual amounts paid and documented. Reporting budgeted amounts or estimated costs as expenditures are not permitted and if used may result in payment suspension and possible termination of the grant. Costs Incurred outside the Program Period- Grant funds may not be obligated prior to the effective date without written permission of the MVCPA director or subsequent to the termination date of the grant period. All obligations must be consistent with the Statement of Grant Award and used for statutorily authorized purposes. ARTICLE XI. COMPLIANCE 11 .01 Grantee and subgrantee will comply with state law, program rules and regulations and the Statement of Grant Award. In addition, Grantee and sub -grantee represents and warrants that it will comply with all requirements imposed by the awarding agency concerning special requirements of law, program requirements, and other administrative requirements. Information, guidance and program rules can be found in the Motor Vehicle Crime Prevention Authority Grant Administrative Manual and if not found in the administrative manual then grantee and subgrantee must follow the Texas Grant Management Standards maintained under the authority of the Texas Comptroller of Public Accounts. These grant management standards are used by the Motor Vehicle Crime Prevention Authority in the administration of the MVCPA grant program. Sub -grantee Monitoring and Management- The local government must monitor the activities of the sub- grantee as necessary to ensure that sub -award performance goals are achieved and the sub -award is used for authorized purposes, in compliance with state law, rules, and the terms and conditions of the sub -award. Monitoring of the sub -grantee must include: (1) Reviewing financial and performance reports required by the local government. (2) Following-up and ensuring that the sub -grantee takes timely and appropriate action on all deficiencies pertaining to the sub -award provided to the sub -grantee from the local government detected through audits, on- site reviews, and other means. (3) Issuing a management decision for audit findings pertaining to the sub -award provided to the sub- grantee from the local government as required. ARTICLE XII. ENTIRE AGREEMENT 12 .01 This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding upon all parties. Interlocal with County of Hopkins MVCPA Grant 2024 Page 16