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Knoxville council hears detailed briefing on city grant-making programs and applicant requirements
Summary
City staff delivered a step-by-step workshop on how Knoxville awards grants, the seven city programs, minimum application documents (Secretary of State registration, IRS 501(c)(3), audit or annual report, W-9), fiscal-sponsor procedures and a proposed public-facing grant calendar.
Vice Mayor Fugat opened a two-hour workshop on the city dministration—s approach to grant making, saying the process is "a large and complex and multi-department process for the city of Knoxville" and asking council to save technical questions for the end.
Deputy Director of Finance Kron Smith described the three governing authorities the city follows: "first being the city code, specifically division 2, community agency appropriation guidelines," Tennessee statute TCA 6-54-11 and the finance department—s grant management policy and procedures. He said those documents set eligibility, application and reporting rules for recipients.
Staff outlined four required application documents for nonprofit grantees: proof of current registration with the Tennessee secretary of state, the IRS 501(c)(3) determination letter, the most recent audit or annual report, and a current W-9. "If for any reason a nonprofit is unable to provide all of this required documentation, we do require that they obtain a fiscal sponsor," Kron Smith said, noting the fiscal sponsor will receive and document funds on the grantee—s behalf.
The presentation summarized seven city grant programs tied to the mayor—s priorities: parks and recreation challenge grants (reimbursement awards with about a $3,000 typical maximum and a 50% match), community safety and empowerment grants (including Opportunity Youth grants and microgrants), Empower Knox youth grants, African-American Equity Restoration Task Force grants, neighborhood empowerment grants (small and micro), community agency grants (operations and capital), and housing and neighborhood development federal grants such as CDBG.
Presenters emphasized differences between grants and defined service agreements: grants usually go to nonprofit subrecipients and require reporting, while defined service agreements and contracts follow procurement rules and can compensate for services delivered directly to the city (presenters cited the Young-Williams Animal Center as an example).
Staff also described typical distribution rules: reimbursement grants require expense documentation (invoices, canceled checks) before payment; pass-through federal awards carry additional federal-specific requirements. Departments verify application documents during review and the law department reviews agreements before council consideration.
Council members asked for clear public-facing timelines. Kron Smith said the administration will post a simplified calendar of application open and council-review months on the city grants web page, and several council members asked staff to add application close dates and publish them.
The workshop closed with staff pledging follow-up on several items council requested, including clearer published criteria for specific programs and improved feedback to unsuccessful applicants. The meeting adjourned at the two-hour mark.
