23-02 City Council Grant PolicyRESOLUTION NO. 23-081
A RESOLUTION OF THE CUPERTINO CITY COUNCIL ADOPTING
CUPERTINO CITY COUNCIL GRANT POLICY
WHEREAS, the Cupertino City Council has identified a need to adopt a
policy governing the application of, acceptance of, and reporting of grants; and
WHEREAS, on July 6, 2023, the City Council considered proposed policy at
a duly noticed regular meeting of the City Council.
NOW, THEREFORE, BE IT RESOLVED that:
The City Council hereby adopts the Cupertino City Council Grant Policy
attached hereto as Exhibit A. The Grant Policy shall be effective on July 6, 2023.
PASSED AND ADOPTED at a special meeting of the City Council of the City of
Cupertino this 6th day of July, 2023, by the following vote:
Members of the City Council
AYES: Wei, Mohan, Chao, Fruen, Moore
NOES: None
ABSENT: None
ABSTAIN: None
SIGNED:
Hung Wei, Mayor
City of Cupertino
7/13/23_______________________
Date
ATTEST:
Kirsten Squarcia, City Clerk Date
7/13/23
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CITY COUNCIL
GRANT POLICY
Citywide Policy Manual
Policy # TBD
Attachments:
N/A
Effective Date:
July 6, 2023 per Resolution 23-081
Responsible Department:
Administrative Services
Related Policies & Notes: Administrative Grant
Management Policy and Procedure
City Council or Administrative Policy: City
Council
Purpose
To establish Council authority for the application, acceptance, and reporting of grants.
A grant is an external funding source that is awarded for a specific purpose, is valid within a defined
timeframe, and typically imposes contractual obligations on the City. The method of grant
disbursement is determined by the granting agency and the use of the funds is generally subject to
audit by the granting agency.
Policy
This policy, including any amendments, shall be approved by City Council resolution and applies
to all grants for which the City may apply.
It is the objective of the City to affirmatively seek grant funding opportunities that add to the City’s
financial resources to help maintain and provide quality services and capital improvements for
Cupertino residents and businesses.
City Manager Authorization
All grant application submittals must be approved by the City Manager or designee.
Based on the following circumstances, City Council delegates to the City Manager the ability to
approve submittal of a grant if:
the Council has a policy, goal, or plan in place supporting the program the funds would be
used for.
the grant or application does not require any staff time which will not be funded by the grant
or program applied for.
the grant or application does not require any additional City funds not already budgeted for
this purpose.
City Council approval must be obtained to apply for a grant that does not meet the conditions set
forth above or if the granting agency requires governing body approval before applying for a
grant.
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When considering the submittal of a grant application, the City Manager will consider the Grant
Application Parameters referenced at the end of this policy.
In addition, City Manager is authorized to accept or reject all grant awards that do not fall under
City Council authorization described in the following section.
City Council Authorization
Council approval for acceptance of grant awards is required when any of the following apply:
Funding for the project is not already approved in the amended operating or capital budgets.
Funds will be used to purchase or lease real property.
The City acts as a fiscal agent for another agency.
Appropriation of additional funds to serve as matching funds is required.
The granting agency requires governing body approval.
City Council Reporting Guidelines
The Director of Administrative Services or designee will report to Council as follows:
As part of the Quarterly Financial Reports, staff will include the following for all active grants
and grants closed-out during the fiscal year:
o Purpose of the grant
o Granting agency
o Grant amount awarded
o Grant amount spent
o Grant amount remaining
Grant Application Parameters
1. The minimum dollar amount for the solicitation of grant funds from both Federal/State
government agencies and private agencies should generally be the following:
Federal $500,000
State $100,000
Private and Other Local Agencies $5,000
2. Amounts under this minimum should be considered only if there are minimal administrative
tasks (i.e., financial/project reporting, maintaining receipts, vouchers etc.) imposed on the City
by the grantor.
3. Programs and projects proposed for grant funding should be those that are consistent with the
City’s Mission Statement and Strategic Goals as identified as part of the City Work Program,
Capital Improvement Program, General Plan, or adopted Master Plans or similar planning
documents.
4. Grant programs must comply with rules established by the granting agency. If the requirements
by the granting agency conflict with City policies, the granting agency requirements prevail. No
grant may be accepted if grant program requirements conflict with state or federal law or with
any City ordinance.
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5. The submission of a grant application does not commit the City to appropriating match funds
or funds for ongoing costs not covered by the grant.