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Temecula administration staff outline operations reports and recent grant applications
Summary
City administrative staff described monthly expenditure and PO reports, training programs, and recent grant applications, including a Thrive Catalyst county grant and a California Coastal Conservancy grant for beach trips. Staff said the Summer Food Service Program remains funded for now and provided budget estimates from last year.
Gabrielle Bradshaw, management assistant, and Emily Sizemore, administrative assistant, presented an overview of administrative operations for Temecula’s Community Services Department, including monthly expenditure and purchase order (PO) reports, internal staff tracking, and training offerings.
Bradshaw described the expenditure report as a line-item view of each division’s budget showing available balances, percent used and encumbered funds. She said the PO reports list encumbered funds and associated vendors. The team also runs a biweekly grants analysis to identify opportunities for the city and to funnel prospects to divisions.
Staff described trainings and division binders used for onboarding and operations, and explained Munis, the city’s financial management software, used to encumber funds and pull cross-referenced reports. They said administrative staff centralize agreements and requisition routing for vendor and event work.
Bradshaw and Sizemore summarized recent grant activity. In December the department applied to the county’s Thrive Catalyst grant to fund a new internship/externship program called the Temecula Conservation Fellows; the application was not funded but staff plan to reapply in a subsequent round. In January staff applied to the California Coastal Conservancy’s Explore the Coast grant to fund beach trips for underserved populations (seniors, adults with disabilities, children with disabilities, and an all-community trip); staff expect to hear by June whether the city will receive funding.
Director Russo and staff also addressed the Summer Food Service Program: the city pays costs up front and receives state reimbursement that covers food and overhead. Staff said last year’s direct food cost was about $16,000 with roughly $31,000 reimbursed in total. Staff said they have been monitoring federal and state grant status and that, as of the meeting, the Summer Food Service Program is not slated for cuts this summer.
Commissioners asked for and received clarification on which grants were submitted and on the city’s tracking of grants and federal funding risks.
