Sample Grant Opening Meeting Agenda - ethniccommunities.org

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