DOT 4600.17A

1. PURPOSE. This Appendix gives direction for the administration of the DOT Grant Management Council (GMC).

2. BACKGROUND. The GMC was formally established February 21,1992. The GMC was created to:
   • facilitate the coordination of the Department's grant programs and grant management activities;

   • promote the orderly, concerted, and aggressive development of sound and effective grant management throughout the Department;

   • facilitate cooperation and the exchange of information and ideas between the operating administrations (OAs) and applicable secretarial offices (SOs) in grant administrative areas of mutual interest and concern;

   • provide a means to ensure that the requirements and interests of each OA and SO are reflected in departmental grant management policies and programs;

   • communicate grant management program objectives which are to be given special emphasis throughout the Department;

   • provide advice concerning the development and improvement of the grant management work force; and,

   • serve as an advisory body to the Assistant Secretary for Administration in matters dealing with grant regulations, policy, and management.
     Membership of the GMC consists of a minimum of one representative from the Office of Inspector General, Office of the General Counsel, and the Departmental Office of Civil Rights, a senior grant representative from each OA and applicable SO, and representatives from the Office of Small and Disadvantaged Business Utilization, and the Office of the Senior Procurement Executive. Attendance of other DOT grant program personnel is encouraged.The Senior Procurement Executive, or his/her designee, serves as the Chairperson. The GMC meets quarterly or at other times as designated by the Chairperson.

3. REQUIRED ACTIONS.
   • The Chairperson of the GMC shall:
     1. provide advance notification of GMC meetings and prepare agenda topics and materials;

     2. provide adequate staff resources and support to the Council, its committees, and projects;

     3. provide a recording secretary for all GMC meetings and furnish minutes to all Council members and meeting attendees; and,

     4. report to the Assistant Secretary for Administration, as necessary, on the actions and recommendations of the Council.

   • Council members or their alternates are expected to attend all scheduled meetings. Members are encouraged to submit agenda items or topics.