LCUAS staff and board members discussed a proposed lease for premises at 1415 Chihuahua Street and the timeline and documentation required to access program funds tied to repairs, payroll and supplies.

Staff said the recommendation is to take a lease to Laredo City Council covering only the premises (excluding the house) while the city completes assessments of the building. The board was told they can request an initial draw of up to $80,000 by submitting a cover letter and required documentation; a second draw requires supporting back-up documentation and is capped at $40,000 before the next payment can be released.

A staff representative explained that after submitting the initial request and documentation the organization will be paid at the beginning of the draw cycle and will later submit invoices and cleared checks to support further payments. Board members were reminded that the contract expires on Sept. 30 and that checks for the grant must clear by that date or the funds could be forfeited.

Staff listed allowable costs under the contract: deliveries, general liability, maintenance and repairs, fringe benefits, payroll, furniture, fixtures and equipment (FF&E), and supplies. Board members emphasized urgency in filling the executive director role so the organization can hire staff and expend funds before the Sept. 30 deadline.

Staff and board indicated some repairs under a threshold (discussed in the meeting as about $10,000) can be carried out without a contract amendment, but structural repairs that exceed that scope may require coordination with risk management, engineering and additional city approvals. Board members agreed to draft the cover letter requesting the $80,000 initial draw and to provide the required supporting documentation for subsequent draws.