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Committee moves toward stricter extension requests and stronger grant letters
Summary
Members urged stronger language in grant letters and a firm requirement that applicants submit extension requests by the end of the fiscal year; administrator said such a policy would require more staff follow-up but supported clearer expectations.
Committee members debated a recurring pattern: applicants frequently do not send formal extension requests even when projects will run past a fiscal year. Several members urged stronger grant-letter language warning that funds may be at risk and said the committee should require extension requests by the end of the fiscal year. One member said bluntly, "We have to threaten them... this money will be at risk if we do not proceed."
The administrator noted that enforcing a formal extension request requirement will increase staff workload because applicants rarely submit requests without reminders, but agreed clearer expectations and stronger language in grant letters could help. The committee agreed to require an official extension request by the end of the fiscal year moving forward and to add stronger language to grant letters about consequences for nonresponse.
