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City grant-administration contract nearly exhausted; staff proposes pause until new contract year
Summary
The city’s contract for grant administration is nearly spent, staff said, in part because of maternity-leave coverage and unexpected workload; staff proposed pausing activities until May when the new contract year begins and reconvening to plan consolidated funding applications.
City staff told the council the contract for grant administration and writing is nearly exhausted and recommended pausing routine contract-dependent activities until the new contract year begins in May.
The Community Development Office reported the contract had used roughly 98% of its allocated hours; staff said part of that utilization resulted from the office covering grant-administration duties while a staff member was on maternity leave. The city’s grant administrator covered additional administrative tasks, including work on a Restore New York application and a FEMA application for the fire department, staff said.
Staff described two options: pause work until the contract renews May 1 and resume grant activity in the new contract term, or continue selected activities and use part of next year’s contracted amount early. Staff said they do not anticipate major grant-writing work until the consolidated funding application period in July, which would fall in the new contract year.
Council members asked for more consistent communication from the contract provider and suggested stronger feedback mechanisms. Staff said they had discussed priorities with department heads and that a brief hold and a refreshed outreach plan for grant opportunities in May would be a practical approach.
