Board adopts new grant‑application review process requiring CAO pre‑review and expedited timelines

San Benito County supervisors approved a revision to the county purchasing policy Sept. 23 that formalizes how departments must route grant applications to county administrative staff before filing with state or federal funders.

County counsel and the CAO described the new two‑stage review. Departments will first submit a preliminary “request to apply” summary to the CAO outlining the grant purpose, award amount, match or staffing requirements, timeline and program implications. The CAO (with county counsel review as needed) must decide within five business days whether to authorize staff to complete the application. For final submission, departments must provide the full application package to the CAO at least 10 calendar days before the funder’s deadline.

The policy also lists triggers that would require Board of Supervisors review before filing: grant applications that commit the county to ongoing staffing or matching costs, extend commitments beyond a grant term, have significant policy implications inconsistent with adopted board direction, or otherwise raise broad strategic considerations. The revision reflects input from probation, HHSA (Health and Human Services Agency) and behavioral health leadership and was drafted to balance timely applications with fiscal and policy oversight.

Motion and vote: The board adopted the updated grant application process and repealed a prior resolution; the roll call vote was unanimous, 5‑0.

Why it matters: The change creates a predictable, time‑bounded path for departments to seek competitive funds while protecting the county from inadvertent long‑term commitments or policy conflicts. Departments that frequently pursue state or federal grants said the timetable attempts to balance urgency and oversight.

Next steps: CAO staff will implement the new intake forms and timelines; departments were told to use the new procedure for forthcoming grant opportunities.