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Warren Township adopts seven policy updates on federal grants, internal controls and purchasing thresholds
Summary
The board unanimously approved revisions to seven policies covering federal grant use, internal controls, reimbursements and purchasing thresholds; key changes include audit triggers for grants over $1,000,000, restrictions on federal funds for construction and alignment of quote thresholds with federal rules.
The MSD Warren Township Board of Trustees unanimously adopted a package of seven policy revisions addressing federal‑grant administration, internal controls, purchasing thresholds and travel reimbursements.
Staff summarized each revision. Key points included: policy 6110 (grant funds) clarifies that federal funds may not be used for construction or renovation except as authorized under federal law and requires federal grants in excess of $1,000,000 to be subject to audit; a new internal‑controls policy (60111) establishes standards for safeguarding assets and requires reporting losses above a $1,000 threshold; policy 6112 clarifies reimbursement procedures for federal grant funds and contemplates cash‑advance language if circumstances change; policy 6314 (cost principles) adds a ‘‘prudent person’’ test for allowable costs under grants; revisions to ADM definitions (6250) and purchasing rules (6325) align the district with federal simplified acquisition thresholds and increase local quote thresholds to $50,000; and policy 6550 tightens travel reimbursement language, specifying that upgrades above the least expensive class of service are unallowable.
Board members asked clarifying questions about airfare reimbursement and audit thresholds; staff said the changes reflect federal regulations and administrative clarity. The motion to adopt the policies was moved and seconded (Terry moved; Julie seconded) and carried unanimously.
Staff said the policies are intended to improve compliance with federal requirements and to create consistent expectations for district employees handling federal grants and procurement.
