CCMIN02052019 - Laserfiche WebLink

advised her staff submitted responses to seven Requests for Proposals (RFP) and estimates that each utilized five staff members at 50 or 60 hours for the preparation of each. She noted her staff time is best utilized towards improving their program. She recommended the City look towards other models that allow for multi-year contracts. Councilmember Brown inquired as to the CDBG requirements related to the grant applications. Mr. Ingram advised that there are CDBG requirements built into the grant application format. He also advised the RFP process will need to be reviewed and detailed responses are required due to the competition for funding. Additionally, he reported that CDBG grant funding requirements change annually, and it makes it difficult to prepare multi-year contracts. Mr. Fialho advised the federal standard is different from the General Fund grant applications standard and meeting the standards are auditing requirements. He also reported there is some flexibility that can be used to achieve the multi-year contract possibilities. Mr. Ingram advised the Human Services Commission approves a statement of priorities annually which talks about which category of human service needs they would like to fund. Mayor Thorne noted that the hardest part of his service on the Human Services Commission was reviewing the grant applications. Councilmember Testa is concerned about the smaller providers' ability to apply for grants due the complexity and feels it is important that the City try to simplify when possible. Mr. Fialho noted the City awards $1 million in grant monies through a variety of funding sources. The Human Services Commission will discuss how to target core service areas and do it in a way that is outlined in the strategic plan. It is possible funding will be reserved and presented as a policy recommendation to the City Council to fund some of those smaller organizations based on the community needs. Councilmember Testa inquired as to the methods for awarding and distributing grant funds. Mr. Fialho responded the City Council is ultimately the authority to approve funding. He did note some funds must be used for their primary purpose and the most discretion the City has is with its General Fund awards. He advised there is a growth factor in the allocation built into the General Fund grant funds, so it increases as the General Fund increases, but conversely, decreases as the General Fund decreases. Councilmember Narum suggested Mr. Ingram contact Tri-Valley Nonprofit Alliance to determine if they can help coordinate the database for resources available to residents. Councilmember Narum inquired as to the school district's role in the strategic plan. Mr. Ingram advised the school district has participated in the workshops and are part of process in completing the strategic plan. Councilmember Narum thanked Ms. Compton, Ms. Hopkins and Mr. Ingram for their efforts. Councilmember Pentin thanked the Human Services Commission and staff for their efforts in addressing this important need. MOTION: It was m/s by Brown/Narum to adopt the Human Services Needs Assessment Strategic Plan Update. Motion passed by the following vote: City Council Minutes Page 6 of 7 February 5: 2019