City Council — 2021-10-26

City Grant Match Contribution

• The City allocated a $50,000 match fulfilled through in-kind staff time rather than cash.
• Funds are reclassified for direct application to the specific grant project performance.
• Staff hours are tied strictly to CWPP deliverables instead of general organizational salaries.

Administrative Expenses and Indirect Costs

• The organization chose not to claim the 10% de minimis indirect cost rate.
• This strategy ensures the bid remains competitive within the small applicant pool.
• 100% of grant funds are directed toward contractors for hazard mapping and analysis.

CWPP Production and Accountability

• Federal rules require detailed documentation and quarterly reports on match utilization.
• Staff time is dedicated to hazard analysis, community outreach, and GIS mapping.
• Volunteer efforts from the Fire Safe Council also contribute significantly to the project.

• Based on the meeting transcript, here is the summary regarding the staff time and administrative expenses involved in performing the grant and producing the Community Wildfire Protection Plan (CWPP):

City Contribution ($50,000 Match)

• In-Kind vs. Cash: The City made a budget allocation for a $50,000 commitment, which could be fulfilled either in cash or in-kind. The in-kind portion specifically refers to staff time.
• Direct Application: Originally, this budget was categorized broadly under "salary support, grant writing, and administration." However, it has been reclassified to be applied directly to the specific grant project. The funds must be accounted for dollar-for-dollar against the performance of the grant.
• Staff Allocation: The staff time covered by this match is tied to hour-by-hour work required to produce the CWPP deliverables. It does not cover general organizational salaries to keep the non-profit open, nor does it cover the entirety of the organization's time; volunteer efforts from the Fire Safe Council also contribute significantly.

Administrative Expenses (Indirect Costs)

• Grant Application Strategy: For the State Fire Assistance (SFA) federal grant, the organization chose not to claim indirect costs (administrative expenses).
• Competitiveness: Federal grants allow for up to a 10% "de minimis" indirect cost rate. However, the organization did not claim this amount to ensure their bid remained competitive within a very small pool of applicants.
• Funding Source: The organization intends to absorb these administrative costs themselves. Consequently, 100% of the grant funds are directed toward contractors necessary for hazard mapping and GIS analysis, rather than overhead.

CWPP Production & Accountability

• Reporting: Because the City's $50,000 acts as a match for federal funds, it is subject to strict federal accounting rules. The organization must provide detailed documentation and quarterly reports showing exactly how the match (staff time) was utilized to produce the CWPP.
• Scope of Work: The staff time is dedicated to critical steps in the CWPP development, including hazard/risk analysis, community outreach, GIS mapping, and stakeholder review/approval.