Spokane Municipal Code

Title 07 Finance

Chapter 07.19 Grant Acceptance

Section 07.19.010 Grant Acceptance

1. For purposes of this Chapter, the following definitions apply:

1. The term “department” means the city department or division preparing and submitting a grant application.

2. The term “grant” means any opportunity for funding of City of Spokane projects and programs by federal, state, local or non-public funding sources, whether or not requiring matching or supplemental City of Spokane funds.

3. The term “grant amount” refers to the aggregate amount of the anticipated funding provided to the City under the grant, exclusive of any City matching amount or contribution, and regardless of the number of years of grant funding. Any grant requiring City matching amount or contribution above the minor contract amount set forth in SMC 7.06.060 shall be deemed above the minor contract amount.

4. The term “minor contract amount” means the maximum dollar amount to which the City may commit in any agreement without prior legislative approval, including, but not limited to, the amount set forth in SMC 07.06.060.

5. The term “partnership” means, regardless of how designated, any grant application in which the City (a) expects to share  only a portion of the grant award, (b) expects to provide all or a portion of matching funds, including in-kind contributions and/or the use of city assets, for grant awards slated for other parties participating in the application, and/or (c) expects to provide personnel to ensure grant compliance for other parties participating in the application.    

2. A department may apply for and accept grants with a grant amount below the minor contract amount without prior city council approval. 

3. A department may apply for grants above the minor contract amount. However, each grant award above the minor contract amount must be approved by the city council before the execution of documents committing the City to grant terms, conditions, and funding, and city council must be advised at time of council review of any city matching funds requirements. Department staff shall prepare materials necessary for council consideration and ensure that such materials are submitted consistent with city council rules of procedure.

4. The department must provide the city council with a summary of the grant evaluation that was conducted during the application process. Various elements of a grant evaluation include any future fiscal burden or long-term expenditures, additional and/or permanent staffing, staff support, indirect costs, local funding match, or in-kind match, and any other ongoing operating and maintenance impact.

5. Notwithstanding anything to the contrary in this section, city council approval is required prior to any grant application submitted in partnership with another organization (private or public) to obtain a letter of support. The City will not be bound by partnership grant award terms, conditions or funding not approved by the city council in advance.  

6. If a budget appropriation is required for a grant, the department shall request a corresponding special budget ordinance at the same time as presentation of the grant for city council review and approval.

7. It is the responsibility of the department to ensure compliance with all grant terms and conditions, including, but not limited to, ensuring agreed-upon deliverables, preparing grant status reports, examining and tracking incurred costs, filing timely requests for reimbursements from grant funders, and following the specified close-out procedure provided by the grant funder. Departments shall depend on central accounting or finance for basic grant functions unless otherwise approved by the City’s chief financial officer or his/her designee.

Date Passed: Monday, January 8, 2024

Effective Date: Tuesday, February 13, 2024

ORD C36477 Section 1