HomeMy WebLinkAboutCC Resolution No. 26-059 approving the updated Council Grant PolicyRESOLUTION NO. 26-059
A RESOLUTION OF THE CUPERTINO CITY COUNCIL
AMENDING THE CUPERTINO CITY COUNCIL GRANT POLICY
WHEREAS, the Cupertino City Council has identified a need to amend
the policy governing the application of, acceptance of, and reporting of grants;
and
WHEREAS, a Cupertino City Council Grant Policy was adopted on July 6,
2023; and
WHEREAS, on May 19, 2026, the City Council considered proposed
amendments to the Policy at a duly noticed regular meeting of the City Council.
NOW, THEREFORE, BE IT RESOLVED that:
The City Council hereby adopts the amended Cupertino City Council
Grant Policy attached hereto as Exhibit A. The Policy shall be effective on May
19, 2026.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Cupertino this 19th day of May, 2026, by the following vote:
Members of the City Council
AYES: Moore, Chao, Fruen, Mohan
NOES: None
ABSENT: Wang
ABSTAIN: None
SIGNED:
_________________________________________
Kitty Moore, Mayor
City of Cupertino
Date
ATTEST:
_________________________________________
Lauren Sapudar, City Clerk Date
5/29/2026
5/29/2026
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Exhibit A
COUNCIL GRANT
POLICY
Citywide Policy Manual
Policy #TBD
Attachments:
N/A
Effective Date:
May 20, 2026 per Resolution #26-TBD
Responsible Department:
Administrative Services
Related Policies & Notes:
N/A
City Council or Administrative Policy:
City Council
Purpose
To establish City Council and City Manager authority for the application, acceptance, and reporting of
grants.
A grant is an external funding source that is awarded for a specific purpose, is valid within a defined
timeframe, and typically imposes contractual obligations on the City. The method of grant disbursement
is determined by the granting agency and the use of the funds may be subject to audit by the granting
agency.
Scope
This policy applies to city employees pursing grant opportunities.
Policy
This policy, including any amendments, shall be approved by City Council resolution and applies to
all grants for which the City may apply.
It is the objective of the City to affirmatively seek grant funding opportunities that add to the City's
financial resources to help maintain, provide and enhance quality services and capital improvements
for Cupertino residents and businesses.
City Manager Authorization
City Council delegates to the City Manager or a designee, the ability to approve submittal of a grant
application if the following criteria are met:
•The Council has a policy, goal, or plan in place supporting the program or project the funds
would be used for.
•The staff time commitment for completing the application and facilitating the on-going
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reporting and compliance is reasonable and justified given the proposed benefits to the City
should the grant be awarded.
• The grant does not require any additional City funds not already budgeted.
City Council approval must be obtained via resolution to approve application for grant funds that
does not meet the conditions set forth above or if the granting agency requires governing body
approval prior to applying for grant funds.
When considering the submittal of a grant application, the City Manager will consider the Grant
Application/Approval Parameters referenced in this policy.
In addition, City Manager is authorized to accept or reject all grant awards that do not fall under City
Council Authorization in this policy.
City Council Authorization
Council approval via resolution is required for acceptance of grant awards when any of the following
apply:
• Funding for the project is not approved in the operating or capital budget(s).
• Funds will be used to purchase or lease real property.
• The City acts as a fiscal agent for another agency.
• Appropriation of additional funds to serve as matching funds is required, beyond approved
budgets.
• The granting agency requires governing body approval.
City Council Reporting Guidelines
The Director of Administrative Services or designee will report to Council as follows:
• As part of the Quarterly Financial Report, staff will include the following for all active grants
and grants closed-out during the quarter:
o Purpose of the grant
o Granting agency
o Grant amount awarded
o Grant amount spent
o Grant amount remaining
Grant Application/Approval Parameters
1. The funding amount for pursuing grant funds should generally be the following based on
funding source:
• Federal $500,000
• State $100,000
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• Private and Other Local Agencies $5,000
2. Grant funding below these levels can be considered when there are minimal administrative
tasks (i.e., financial/project reporting, maintaining receipts, vouchers etc.) imposed on the City
by the granting agency or there is significant value to the City and residents.
3. Programs and projects proposed for grant funding should be those that are consistent with
the City's Mission Statement and Strategic Goals as identified in the City Work Program,
Capital Improvement Program, General Plan, or adopted Master Plans or similar planning
documents.
4. Grant consideration should prioritize projects that are one-time in nature or that can be
sustained without reliance on additional General Fund support not already approved in the
budget. Staff should confirm that acceptance of the grant does not create unfunded mandates
or obligate the City to ongoing service levels beyond available resources.
5. Programs or projects awarded funding must comply with rules established by the granting
agency. No grant may be accepted if grant program requirements conflict with State or
Federal law or with any City ordinance.
6. The submission of a grant application, unless required by the granting agency and with
approvals detailed in this policy, does not commit the City to appropriating Matching Funds
or funds for ongoing costs not covered by the grant.
7. Projects involving technology must align with the City’s enterprise systems, cybersecurity
standards, and data governance policies.
Definitions
Granting Agency – a public, private or otherwise governed entity that provides financial assistance in
the form of competitive grants, formula grants, or funding allocations.
Matching Funds – funds to be paid in defined proportion to granted funds; calculated either as real dollar
amounts or as estimates from in-kind support.
Revisions: 7/6/23
23-02 City Council Grant Policy - 07.06.2023 (1).pdf
City Manager’s Signature: ________________________________
Date:______________________________
05/20/2026
06/04/2026
Tina Kapoor
Signature:
Email:
Tina Kapoor (Jun 4, 2026 14:59:04 PDT)
TinaK@cupertino.gov
CC Resolution No. 26-059 approving the
updated Council Grant Policy
Final Audit Report 2026-06-04
Created:2026-06-02
By:Melissa Robertson (melissar@cupertino.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAi7B_-eqLZIaPRJmw3I4G84B4ecuyHOWw
"CC Resolution No. 26-059 approving the updated Council Grant
Policy" History
Document created by Melissa Robertson (melissar@cupertino.gov)
2026-06-02 - 3:41:40 PM GMT
Document emailed to Tina Kapoor (TinaK@cupertino.gov) for signature
2026-06-02 - 3:41:45 PM GMT
Document emailed to Jonathan Orozco (JonathanO@cupertino.gov) for signature
2026-06-02 - 3:41:45 PM GMT
Email viewed by Tina Kapoor (TinaK@cupertino.gov)
2026-06-02 - 3:42:24 PM GMT
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2026-06-02 - 3:42:26 PM GMT
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2026-06-03 - 3:53:51 PM GMT
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2026-06-03 - 3:53:57 PM GMT
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Document e-signed by Jonathan Orozco (JonathanO@cupertino.gov)
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Document e-signed by Tina Kapoor (TinaK@cupertino.gov)
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Agreement completed.
2026-06-04 - 9:59:04 PM GMT