Finance staff: Parlier must return some CalVIP funds after partner shortfalls; city exposure about $15,400

At the Feb. 13 meeting, finance staff presented final reporting for the CalVIP violence-prevention grant and told council the city and partner organizations did not fully document or deliver required match amounts, creating repayment exposure.

Stephanie, representing finance, said the CalVIP award was $600,000 total with the city allocated $300,000 and community nonprofits allocated the remaining $300,000. She detailed budget line items for the city share (salaries and benefits $220,800; professional services $60,000; project evaluation and travel) and said final reporting must be submitted by the end of the month.

On the city's side, Stephanie said the current figures show the city would need to repay $15,403 unless re-categorization and documentation can close gaps. She said, "we would have to return $15,403," and described several adjustments staff will make — moving $3,500 into project evaluation and reallocating about $57,000 into salaries and benefits — to maximize allowable grant charges.

Staff also explained nonprofit partners’ shortfalls: some partners delivered fewer services than contracted (example: a partner contracted for $80,000 of services delivered about $50,000), and others had staffing changes or documentation gaps. As a result, nonprofit reimbursements due are estimated at about $77,674; staff said that reimbursement obligation for nonprofits cannot be resolved through further reporting because the grant period closed.

Council members asked which partners fell short and why. Staff identified partner names used in the grant administration: Breaking the Chains, Angels of Grace and a faith-based organization that provided in-kind services; staff explained these groups faced staffing changes or were unable to meet contracted benchmarks.

Why it matters: grant match shortfalls reduce program capacity and create direct budgetary exposure for the city if grant conditions are not met. Stephanie said any repayments would come from the general fund if necessary.

Next steps: staff will submit the final report by the end of the month, implement budget modifications to maximize eligible charges, and return to council with the finalized closeout and any required budget actions.