Municipality
Six departments, one grant voice and a clean Single Audit.
City of Westbrook, Westbrook, Ohio. City of 94,000, central grants office of two plus six departments.
- active federal and state awards managed in one workspace
- 23
- active federal and state awards managed in one workspace
- Single Audit findings in FY2025
- 0
- Single Audit findings in FY2025
- awarded across COPS, AFG, CDBG and DOT applications
- $6.4M
- awarded across COPS, AFG, CDBG and DOT applications
- in the central grants office, unchanged
- 2 people
- in the central grants office, unchanged
The challenge
Police, fire, public works, housing, parks and IT each drafted their own federal applications with their own budget conventions.
A FY2024 Single Audit finding traced to a budget justification that did not match the award's allowable cost terms.
Council resolutions and matching fund approvals were tracked in a spreadsheet separate from grant deadlines.
What they did
- Set up one city vault with department-level permissions for audits, council resolutions, the Consolidated Plan and past awards.
- Assigned application sections to departments while the grants office owned capacity, budget and compliance sections.
- Tracked prior-approval triggers and closeout dates for 23 active awards on one calendar.
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