Staff reports two grantees carried over funds due to late payments and oversight; staff outlines extension option

City staff presented the commission with semiannual reports covering July–December 2025 and noted four reports were late at publication; by the meeting all reports had been received.

Staff identified two organizations with carryover funds and explained reasons in the submitted reports: Reimagine Mac Road Foundation said its carryover resulted from a late first disbursement; Wind Youth Services reported it had overlooked the award and so did not spend funds before the reporting cutoff.

On options for unspent funds, a city attorney explained that staff typically extends the term of the grant agreement by six months so the organization can spend funds consistent with the original scope. “We can usually extend the terms of the agreements by six months to give the organizations time to spend down the funds that are consistent with the original grant agreement,” the attorney said. Staff said clawbacks are rare.

Commissioners asked whether the commission must vote to grant extensions; staff said no formal commission vote is required for standard extensions but staff will bring items to the commission if unusual remedies are needed.

Staff also explained typical contract timing: after a November disbursement decision, contract execution usually takes 30–45 days depending on recipient responsiveness; holiday scheduling and staff absences can delay that timeline. Staff said this year contract signings started roughly a week late but remained within contractual timeframes.

Next steps: staff will follow the noncompliance structure if problems arise, will notify the commission of any alarming compliance issues discovered during site visits, and will continue to process outstanding contract executions and disbursements.