County staff to draft formal grants policy; commissioners signaled priorities for applications

Clear Creek County finance staff on March 4 asked commissioners to confirm priorities for a formal grants policy the administration will bring back for adoption. Rachel Harlow Schock, finance director and assistant county manager, said the county receives many potential grant opportunities but has limited administrative capacity to pursue them; staff recommended clearer direction on which grant types the county should pursue and when the Board of County Commissioners should be asked to formally review an application.

Harlow Schock proposed three funding priorities for discretionary grants: first, pursue grants that fund projects already included in the board-adopted 2025 budget (to relieve county-funded gaps); second, pursue one-time capital or equipment projects that were cut from the budget (rather than ongoing staff positions, which would require a recurring funding commitment); and third, consider larger capital grants that could free up recurring general-fund dollars and therefore enable longer-term staffing or operations.

Commissioners and staff discussed the trade-offs. Several commissioners voiced reluctance to rely on one-time grants to pay for ongoing staff positions; one commissioner recommended focusing first on capital projects and one-time needs, and on projects tied directly to board goals and the capital-improvement plan. Staff said some grant programs require formal board resolutions prior to application; others do not, and staff will identify when a resolution is required. The finance director also asked for guidance about whether the board expects elected offices to coordinate grant submissions with county administrative staff before submitting applications; commissioners signaled they expected coordination so the county presents unified applications and can evaluate fiscal risk.

Harlow Schock said staff will draft a policy that codifies the priorities discussed, adds specifics (for instance, how the county will treat grant awards that are later delayed or rescinded), and will return for the board27s review on March 18. Commissioners also discussed including language about using board-designated reserve funds as an emergency backstop in the event a grant award is rescinded after contractual commitments are made.

Outcome: Staff will draft a formal grants policy that prioritizes (1) grant work that funds budgeted projects; (2) one-time capital/equipment projects (not recurring staff positions) and (3) large capital awards that could free recurring general-fund dollars. The draft policy will address delegation thresholds, when board resolutions are required, and contingency provisions for delayed or rescinded funding; it will return to the board for review.