Commission debates how to record victim‑services grant and related budget adjustments
October 11, 2025 | Weston County, Wyoming
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County commissioners discussed accounting and reporting for a multi‑year victim‑services grant, how draw requests and in‑kind matching are recorded in the county budget, and where documentation for the grant is kept.
The discussion began after a commissioner asked whether the grant had been brought into the budget and whether recent draws required a budget adjustment. County staff explained the grant is reimbursable and that each draw is entered when the county requests payment, which can create the appearance of duplicated amounts in budget reports. Staff and commissioners agreed the presentation on the ledger is confusing and that staff should meet to clarify the entries.
Commissioners and staff also reviewed the grant’s timing: the award included an initial one‑year allocation, followed by a biennial contract that took effect July 1 of the county fiscal year. Staff said the grant is structured as a biennium contract but the county budgets annually, creating a potential visibility gap in the annual consent agenda. Several commissioners asked for the original commission action approving the grant and for the chair’s signature to be verified in county records.
Staff said the county is a subgrantee for part of the program, that the state had agreed to alter federal/state funding shares to reduce the county match (cited as roughly $5,100 less in required county match), and that some county match is in‑kind (volunteer time and services) rather than all cash. Commissioners requested the following: the original approval paperwork, a regular report on in‑kind match and victim services activity to comply with a cited “section 7(j)” reporting requirement, and that staff bring budget adjustments or a resolution to the commission if match or line items change materially.
No formal vote or budget amendment was recorded in the transcript for this item. Commissioners asked staff to return with documentation, to flag any needed chairman signature, and to present resolution language if a formal budget decrease or adjustment is required.
The discussion began after a commissioner asked whether the grant had been brought into the budget and whether recent draws required a budget adjustment. County staff explained the grant is reimbursable and that each draw is entered when the county requests payment, which can create the appearance of duplicated amounts in budget reports. Staff and commissioners agreed the presentation on the ledger is confusing and that staff should meet to clarify the entries.
Commissioners and staff also reviewed the grant’s timing: the award included an initial one‑year allocation, followed by a biennial contract that took effect July 1 of the county fiscal year. Staff said the grant is structured as a biennium contract but the county budgets annually, creating a potential visibility gap in the annual consent agenda. Several commissioners asked for the original commission action approving the grant and for the chair’s signature to be verified in county records.
Staff said the county is a subgrantee for part of the program, that the state had agreed to alter federal/state funding shares to reduce the county match (cited as roughly $5,100 less in required county match), and that some county match is in‑kind (volunteer time and services) rather than all cash. Commissioners requested the following: the original approval paperwork, a regular report on in‑kind match and victim services activity to comply with a cited “section 7(j)” reporting requirement, and that staff bring budget adjustments or a resolution to the commission if match or line items change materially.
No formal vote or budget amendment was recorded in the transcript for this item. Commissioners asked staff to return with documentation, to flag any needed chairman signature, and to present resolution language if a formal budget decrease or adjustment is required.
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