Laredo food committee reviews draft budget and told to itemize $160,000 city capacity award

At a meeting on Jan. 16, 2025, members of a Laredo community food committee reviewed the group’s treasury report and a draft annual budget and were told city staff needs an itemized budget showing how a proposed $160,000 capacity‑building award would be spent before the city will finalize a memorandum of understanding and move the organization’s lease from month‑to‑month to a multi‑year term.

The committee’s treasurer reported recent account activity, saying the group had received deposits since Nov. 1 and that expenditures since that date totaled about $10,194.60, including a roughly $1,800 insurance payment and payments for software and a projector. An accounting consultant present said he prepared a draft budget using QuickBooks transactions and revenue projections previously provided to the city, and he offered to circulate the draft for committee review.

City staff at the meeting said the proposed $160,000 award is for capacity building and that the city requires an itemized budget tied to that award — showing payroll, utilities, supplies and other line items the group will invoice for reimbursement — before the city will proceed with the MOU and lease negotiations. The staff member also asked the committee to supply performance measures tied to the award and to identify requested building repairs with photos so the city can evaluate any lease‑related renovation requests.

Committee members and the consultant discussed switching the organization’s fiscal year to match the city’s fiscal year (ending Sept. 30). City staff explained the Internal Revenue Service Form 990 filing date would change if the fiscal year is changed (the group discussed that a fiscal year ending Sept. 30 would mean a 990 due the month after fiscal year close, whereas a calendar‑year 990 is due May 15). The consultant said he had prepared both calendar‑year and 12‑month fiscal projections and could reformat the draft if the committee decides to adopt the city fiscal year.

On insurance and payroll items, the draft budget contained line items for general liability, directors’ and officers’ (D&O) coverage, workers’ compensation and an estimate for health benefits. Committee members said health‑benefit costs depend on employee census and individual plan choices; the consultant suggested leaving a placeholder for medical benefits until quotes and the final staffing plan are available.

The consultant presented revenue and expenditure categories and asked committee members to send in-kind donations and program invoices so he could finalize the draft. City staff reiterated that the MOU, the move from month‑to‑month to a longer lease, and the first reimbursements are contingent on submission of the itemized budget and the performance metrics the city requires.

Votes at a glance: committee members approved several sets of minutes and a motion to adjourn (motions recorded as passed; no individual vote tallies or named movers/seconders were specified in the transcript). The committee also confirmed it will post a program coordinator job, noting that members had already approved posting the position earlier (no formal vote text captured in the meeting transcript).

The committee set an expectation to circulate the consultant’s budget draft electronically and to meet with city staff the following week to present the itemized $160,000 budget and the requested documentation. The city representative asked that specific repair requests and photos for the leased space be provided so management can review them.

Ending: Committee leaders said they will circulate the revised budget and supporting documents by email, and planned a follow‑up meeting with city staff next week to finalize the MOU and funding details.