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Sequim council directs invoice-deadline change for municipal grants; 2027 application cycle opens
Summary
Council accepted a report on the 2025 municipal funding program and directed staff to add language to municipal funding agreement templates that invoices received after the open-period cutoff (Jan. 10) will not be eligible for reimbursement; staff said six awards totaling $255,600 were issued for 2025 and the 2027 application cycle is open.
The Sequim City Council on Jan. 26 received the 2025 municipal funding annual-report packet and directed staff to modify municipal funding agreement templates to clarify that invoices received after the city's fiscal open-period cutoff will not be eligible for reimbursement.
Marin Packer, executive assistant, told the council that 2025 was a transition year in which the city revised application guidelines, online applications and reporting templates. Packer said six awards totaling $255,600 were issued for 2025; four awards were to public-benefit organizations and two to health and human-services organizations. She said the city has opened the application process for 2027 awards, with applications closing June 30, 2026, a presentation of applications on July 13 and a work session on July 27 to determine awards for incorporation into the 2027 budget. Agreements will be drafted in November and executed by December, Packer said.
Councilors raised an accounting concern: invoices from the prior award year sometimes arrive after the city's fiscal open-period, forcing those expenses into the subsequent year's budget. Packer said Finance Director Sue Hagener identified Jan. 15 as the end of the open period and staff recommended a Jan. 10 invoicing deadline to give processing time so invoices can be reimbursed in the award year. Council agreed to direct staff to present an ordinance and to modify municipal funding templates accordingly. One council member moved to "waive the second touch" and direct staff; the motion was seconded and approved by unanimous voice vote.
Councilors and staff also discussed communication and compliance: staff said the revamped application will ask for proposed budgets and expense reports so recipients should track expenses throughout the year to avoid last-minute invoice searches. Staff said first-time applicants for 2026 will not be held to compliance standards until 2027 to allow onboarding.
What happens next: staff will draft the ordinance language and bring changes to the consent agenda as directed; staff also will continue outreach and application processing for the 2027 funding cycle.
