Sample Grant Opening Meeting Agenda - ethniccommunities.org

Agenda[Program] Grant Opening MeetingDay/Date/Times (2.5 – 3.5 hours)/LocationAims:Support the implementation of {program} by developing;• A common understanding of the program, operational requirements and applicable procedures.• Knowledge of the contractual and financial requirements and processes for the grant.• A coordinated and timely plan startup plan.Chairperson:Director or DesignateInvited:[name(s)] – Director[name] - Finance Manager[name] – Admin/Operations/HR Manager[name] – Relevant Program Officers/Managers and program staffRead Ahead of Time:- Grant agreement with proposal and budget- Revised implementation plan, coded budget (if prepared)- Donor regulations applicable to area of responsibilityBring to Meeting:- Donor regulations- Grant Agreement# Item Desired Outcome Doc Time Who1 Briefing on programobjectives,indicators/targets, andactivities,Operational staff are familiar with programobjectives and timelines link 10Director orprogram lead2 Program Review,including managementstructureThe program management and reportingstructure is clearly communicated.link 5Director orprogram lead3 Contractual ReviewStaff understand contractual requirements(start/end dates, reporting dates etc)1Donor/grant specific regulationsItems for requested amendment identified.2link1link210Director orprogram lead4Partners/Sub-grantsReviewContractual requirements for org and subreviewedPre-award, due diligence responsibilitiesassigned and scheduledMonitoring plans determined andresponsibilities assignedlink1link210

5 Admin/HR Review:requirements, plans,activitiesNew staffing needs identified Recruitingprocess approvedInternal transfers are identified andtransfer/new coding documentation begun1Office space / equipment andaccommodation requirements confirmed2link1link2 15Admin/Operations/HRManager6Logistics Review:requirements, plans,activitiesProcurement plan1 – goods required,timing, lead-times discussedDonor/grant specific procurementregulations reviewed; waiver/derogationrequirements identified/confirmedResponsibility for immediate PurchaseRequests assigned (assets etc)Vehicle needs reviewed and vehiclesidentified or options discussedWarehousing needs reviewed2link1link215Admin/Operations/HRManager7Budget ReviewStaff understand budget structure andcodingRequired budget changes reviewed –including exchange ratesBudget flexibility reviewedBudget responsibility assignedMatching fund requirements identified/reviewedOperating Budget is updated15FinanceManager8Finance – Accounting& Reporting ReviewEligible recoding identifiedDate for completion of recoding establishedFormat of Budget vs. Actual reportsreviewed and agreed15FinanceManagerNarrative reporting schedule and9 responsibilities establishedReporting Review Financial reporting schedule establishedlink 10Director/ProgramLead10 Implementation - WorkplanProposal implementation plan is reviewedand necessary adjustments identifiedSpending Plan changes identifiedSchedules established for mid-term orclose-out meetings20Director/ProgramLeadAction ItemsMeeting reportProcurement Planhigh 10 Director