Commission urged to spend micro-grant and city funds; staff flagged June 30 fiscal-year timing

City staff told the Bike Walk Commission March 3 that both the commission's active-transportation micro-grant (about $4,800) and remaining city funds carried over from the prior year should be spent or encumbered in advance of the fiscal year-end to avoid losing the budget.

Staff asked commissioners to gather quotes and submit procurement requests because purchases must be procured and paid or received before June 30. The staff explained that for modest purchases some commissioners have previously used personal funds and requested reimbursement, and that is still an option for low-cost items; larger purchases will need city procurement and quotes.

Commissioners reviewed proposed micro-grant items including helmets and bike locks, high-visibility vests (Nick reported 10 vests had already been ordered/paid for and stored at the Yankee Doodle Garage), signage and a special-events permit. Proposed event-related spending discussed included refreshments for Bike to Work Week, a speaker honorarium or venue cost for a public talk, quotes for bike mechanic training, purchase of bike lights and portable canopies/tables for events. Commissioners discussed partnering with local businesses to provide in-kind giveaways or vouchers to highlight multimodal commuting and support small businesses.

Commissioners agreed to collect multiple quotes for each priority item and to bring those quotes to the April meeting for formal approval. Staff reiterated that invoices must be processed and goods received or paid by the end of the fiscal year and encouraged commissioners to start procurement promptly.

Staff and volunteers also noted logistical constraints including storage and transportation of long bike-valet poles and tents kept in the Yankee Doodle Garage and the need to coordinate volunteers to transport those materials for events.