City of Bloomington, Indiana Social Services Funding Committee, 3 Sep 2020

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From YouTube: Jack Hopkins Social Services Funding Committee, September 3, 2020

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meeting agenda: https://bloomington.in.gov/onboard/meetingFiles/download?meetingFile_id=7527

A

It is six o'clock, so good work. All we will get going, um doris will be.

A

Joining us in progress around 6, 30 or so in the meantime, we've got a lot to talk.

A

About this evening and stephen, I will kind of kick it over.

A

To you, you've got the agenda and uh you might want to just kind of set the.

A

Stage here for what we have ahead of us this evening,.

B

Yeah, let me go ahead and actually just share the agenda.

B

Briefly, so everybody can see this.

B

So uh everybody here of course realizes that there was.

B

A uh an additional two hundred thousand dollars.

B

uh Made available to the jack hopkins committee to.

B

To put to use in the community as part of the city's recover forward initiative.

B

And the purpose of tonight's meeting is to.

B

uh Review the process that was used earlier this year to.

B

Allocate the first round of funding to see what changes the committee might.

B

Want to make to that process for the second round of funding and then.

B

To talk about a timeline in which to put that process.

B

Into practice in the packet that we sent out.

B

You should have gotten a copy of this agenda.

B

uh A copy of the survey results that we received after the first round of.

B

Funding um that survey was, I think, sent out uh in.

B

June, um you should have also gotten some.

B

Possible scenarios for uh processes that the committee might.

B

Use and uh just uh staff's thoughts on on some of.

B

The pros and cons of each of the scenarios.

B

We have the director of community and family resources.

B

With us tonight that beverly may want to provide feedback on some of those.

B

Suggested options and uh hand director door sims will be joining.

B

Us uh shortly and she may have some feedback as well.

C

Stephen, may I ask you: where are those scenarios.

C

If I can, they should be in the packet they're at the very end, once you get.

A

Past the survey, so after all the charts and graphs and.

A

Survey, um so it's at the very very end of that.

A

Packet, if you keep scrolling, I will put a link into the chat for.

B

Thank you. It's scenario, one scenario, two scenario starting on about.

D

Page 16., thank you. Oh thank you so much I I was.

C

Thanks and sorry for interrupting you, stephen no, no that's.

B

Quite all, right um and again, those were just.

B

uh Scenarios that uh council staff came up with.

B

Based on some possible options that made sense to us.

B

um And those certainly aren't the only options and.

B

Just even before the the committee meeting started.

B

Committee member sandberg and I were discussing other ways that uh we might.

B

Shorten the timeline, um one of the considerations is.

B

Getting funding agreements in place before the end of the year so that we can get the funds encumbered this year, depending on on what options the.

B

Committee goes with it's possible: the funds may not be.

B

Available to to these agencies until november or december.

B

And that would be a very short window to try to spend those down before the end.

B

Of the year, there is a process by which we can encumber the funds and they can roll over to next year.

B

The controller's feedback is that they, of course, want to use up the funding.

B

As soon as possible and not have that drag on, but.

B

I think this is a unique, uh unique year and unique circumstances so.

B

um We'll encumber whatever funds uh we need to and then.

B

They may roll over into 2021, so.

B

I can pull up. I've got both the application that was used earlier. This.

B

Year I have the criteria that we relied on earlier this year.

B

Those are possible things to look at to uh to amend, I'm not sure what the.

B

Committee's pleasure is, I could go through each of the scenarios.

B

If that makes sense, if you don't mind, because it looks like.

A

Maybe not everybody's had a chance to review them. So if we just kind of read them all out loud and there are pros and cons of.

A

Each scenario that we're going to listen to and it'll be our up to us to.

A

Decide which, if which of those we may want to lean toward and then how maybe even to tweak that to get to where we want to go, which is to be as expedient as possible.

A

To get that money into good hands as soon as possible,.

A

But also to make sure that it is hitting the target for being.

A

Covered relief related and things have changed.

A

Clearly, since our first round, things have changed with the agencies.

A

Themselves, things have changed with the nature of.

A

The state of the economy here in the community and so um we'll have a lot of things to um to.

A

Choose from here so go ahead. If you don't mind, stephen.

B

Sure so one option and maybe the the simplest.

B

To think about is just redoing the the process the committee used earlier. This.

B

Year to follow the uh this.

B

The normal jack hopkins process use roughly the same timeline.

B

And um and basically redo what was done earlier this year.

B

um These estimated timelines, um we did our best to kind of guess at the.

B

Dates so there may be a date off here and there, but um something like this would would follow that.

B

We would submit, uh we would solicit applications.

B

um Next week, uh early next week see again, I think that's actually labor.

B

Day so probably september 8th, uh the applications would be due roughly.

B

A month later, uh the committee would have a first.

B

Round review on october 19th, the committee would then.

B

Have agencies uh submit answers to any committee questions that they would.

B

Provide to the agencies in writing. There would be a pre-allocation meeting.

B

uh Early november, with the allocation hearing where the.

B

Committee announced the awards uh the following week.

B

We would then leave a couple of weeks for agencies to sign funding agreements.

B

And the the full council would act on this committee's recommendations.

B

uh Early december, um this uh would obviously cast the widest.

B

Net uh any any eligible agency, whether or.

B

Not they applied earlier this year, whether or not they received funding earlier this year, they could apply and and seek uh funds from this new pot.

B

Of money, um it would also provide the agents.

B

The committee with the most up-to-date information.

B

About the agency's needs, um obviously a lot has changed since.

B

February and march, when the agencies first submitted their their original applications, so having them submit a.

B

Completely new application would be an update on on what's going on with.

B

Them and what their needs are the cons. This is probably the most work.

B

Intensive for both this committee and uh staff and if the council.

B

Isn't approving funds until december? uh It guarantees virtually guarantees that.

B

Most of the agencies wouldn't get to use their funding until very late.

B

In the year or 2021., there are, I think, some ways to.

B

To shorten the time that staff needs to turn around the materials.

B

After we received the applications, so this gap between september 28th.

B

And october 19th, depending on what the committee.

B

Wanted to see in a packet of applications that gap could be shortened.

B

A bit- and we could look at collapsing, this timeline a bit.

B

um I will note you also in your packet got these again the survey that was sent.

B

Out uh to the agencies, there was pretty positive feedback.

B

Again, I don't know that this is universal, but um there was pretty positive feedback from agencies on uh not having presentations in front.

B

Of this committee and having the committee uh provide questions and writing that the agencies then responded to.

B

I think a pretty common theme on on suggestions where the committee could.

B

Have done better is is moving faster. I saw that as a common theme.

B

Throughout the survey as well so uh before I move on to the second.

B

Scenario are there any questions about this option and again these these four options are not the only four options. These were.

B

Just for starting talking points, why don't we.

A

Just go through all four and then we'll have a robust discussion.

A

Sure so another suggestion um that we had heard and we we tried to.

B

Lay out here is to um essentially fund the unfunded portions.

B

Of the requests that the committee got earlier this year.

B

um Committee uh granted awards to 24 different agencies.

B

uh 14 of which were partial awards.

B

And that amount that was left unfunded of the funded agencies.

B

Came in at just under two hundred thousand dollars, uh which is obviously.

B

Very close to what this committee now has available to it.

B

uh So one suggestion was to uh simply fund those.

B

Unfunded portions, with the the new uh money.

B

The rationale there would be that um these were agencies that made it through.

B

The committee's first round of of review, these were.

B

Requests that the committee felt were eligible for jack hopkins.

B

Funding and in many cases it was simply a.

B

Lack of available funding that led to these requests not being funded.

B

This would certainly be a quick option. It would get money out into the.

B

Community very quickly, and it would fund agencies that, like I.

B

Mentioned were previously vetted uh and found to fit the jack hopkins.

B

Criteria, uh some of the potential.

B

Downsides to this option would be that these.

B

Funds or these projects, these proposals were not necessarily the most pressing.

B

Need when the committee was looking at the requests back.

B

Earlier in the year, so these didn't rise to the top of the list.

B

In fact, I think some of the projects were while they met the jack hopkins.

B

Criteria, the committee might have felt that, even if it had available funding they, the committee might not have wanted to fund.

B

Particular projects- and this also runs the risk of of.

B

Relying on outdated information, a lot has changed since earlier in the.

B

Year and committees may have found other funding sources for these needs. They may.

B

Not have they may think that whatever they proposed is no longer the most pressing need for their agency. So.

B

It runs the risk of relying on old.

B

Information um option three.

B

Would be to consider uh only 20 20 uh jack hopkins applicants.

B

um We had 37 timely applications, seven of which were dismissed uh either.

B

As ineligible or outside of the criteria, or otherwise not not not worthy of further consideration,.

B

Which left 30 agencies that were considered by the committee for funding.

B

Of those agencies there was uh roughly 320 000 left unfunded.

B

So another option and again I don't know that this is unique to this particular.

B

Scenario, but one option would be to create a.

B

A shortened version of the original application.

B

And use that shortened version to essentially get an update from the.

B

Agency uh of what their current needs are.

B

And um and how things have changed since earlier in the year.

B

um You can see the timeline uh spelled out here.

B

um I don't know that I need to to go through that, but this scenario would.

B

In theory, allow the uh the full council to act.

B

On uh funding recommendations by uh mid to late october,.

B

um Again, some of the pros um these agencies were.

B

Already vetted and there would be shorter applications with this process.

B

We would get more up-to-date information than simply relying on their past.

B

Applications and agencies would get funding earlier.

B

In the year again, some of the drawbacks- not all agencies in the community- would.

B

Be considered, we had a couple of agencies that, during the first.

B

Round barely missed the deadline to submit applications, we may have other agencies that just.

B

Didn't apply for one reason or the other that might be worthy of consideration.

B

This year, so this option, where you limit the pool.

B

Of applicants might not capture the most pressing needs in the community.

B

Might limit limit the committee's options.

B

So scenario four here is.

B

Kind of a hybrid approach between the full process and.

B

A shortened process, so this process would.

B

Would essentially require any new applicant that didn't apply.

B

Earlier in the year to complete the full application, uh any applicants that had.

B

Already applied earlier in the year would receive essentially a shortened application to give us an update.

B

uh What what has changed, since they submitted their first application.

B

uh Are they uh do they still want funding for the same projects? Have their.

B

Priorities shifted and it would essentially uh reduce the.

B

Amount of paperwork that staff had to process that the committee had to look.

B

Through and review um and would.

B

Again, in theory, uh shorten the timeline. um This option would be open to.

B

All agencies, uh whether or not they had applied before it would just affect.

B

What form they had to fill out to uh to request funding from this.

B

New pot of money.

B

Again, in theory it would, it would reduce the amount of paperwork.

B

So it would shorten the amount of time the committee would need to uh to act.

B

And it would again, in theory, uh put money.

B

Into the hands of these agencies a bit earlier this year, though even november 18th, wouldn't be much time to spend the money before the end of the.

B

Year, I think there'd be some roll over into next year.

B

Depending on the project um and all of these options, you know the.

B

Workload on the committee really depends on um what the committee wants to see out of uh out of staff. As far as putting the.

B

Materials together, uh how often and how soon the committee.

B

Is willing to meet how long the committee's willing to meet.

B

To discuss these things, so uh those are four scenarios we have.

B

Lower down in the packet you'll see uh spreadsheets. That kind of spell out.

B

The the amounts that are uh maybe relevant to some of these.

B

Scenarios um amounts requested by all applicants.

B

Amounts requested by uh agencies that.

B

Were funded but not fully funded and then.

B

uh Unfunded amount from all considered agencies.

B

And I'm happy to go through that in any more detail.

B

Thank you, stephen and when I had my conversation with doris, of course, she'll.

A

Be here to speak for herself here shortly.

A

Her preference was the scenario for the hybrid approach.

A

And I think it was very important for us to touch base with.

A

The hand staff and I think cody is in here with us- I don't know if cody wants.

A

To speak up, but um you know the administering of these.

A

Funds, too, is something important for us to consider, so I I wanted to get a little bit of her perspective before.

A

We, as a committee met- um I don't know beverly at this point, would could we ask.

A

You to give uh some feedback on what you're, seeing with community need right now and how we might hone this tool a little more narrowly to hit the.

A

Criteria um so a couple of things that I thought about, I actually of the four I.

D

Do agree with doris I like the fourth one the best, but one of the things that I've thought about is.

D

Just that that changing need- and so so one of the reasons I.

D

Threw out some of the other options? Is you know we just don't know what.

D

What the agency's needs are right now, uh one of the things but but the other.

D

Thing I thought about is one thing this committee could do.

D

Is to develop priorities, and- and I know that you said they were covet.

D

Related, but to narrow down your priorities. And if you were going to.

D

You know: fund housing, child care, emergency, food.

D

Whatever um health and personal safety, you could do it that way,.

D

Then that would narrow down the applications that you.

D

Would get because you wouldn't get things like where you probably still would, but it would be easier to dismiss them if.

D

You got, you know like paint a room or something like that.

D

um If you had your own priorities and and.

D

This is, you know, emergency funding and a special circumstance, so.

D

I think that and and a shortened application.

D

um Would probably be really good, thank you, beverly and and steven, and I.

A

Were just talking about this before everybody got here um that that could be an easy way to even further.

A

Make it more simple is to be real clear. This is what we will fund.

A

In this second round- and this is what we won't consider so.

A

To give the agencies, you know time to really be.

A

um uh Precise with their new requests, so with that comment, let me open it up.

A

To members of the committee who would like to offer an opinion about.

A

What we've discussed so far.

A

E

um The short answer is, four: is good um the longer and more intelligent.

E

Comment, actually, um I would be inclined to rule out any.

E

Options that don't allow us to cast a broader net that simply look to the earlier pool um that we saw this year too. Much is.

E

Changing this year and too much is changing rapidly.

E

So I think it is critical to open this back up.

E

um To a range of agencies, so I I would encourage us to eliminate.

E

Options um that that limit us to the 20.

E

The 2020 pool so I'll start there. Okay, very good! Thank you! Mark yeah, well,.

F

um It's kind of uh this is a somewhat contradictory, but actually.

F

Quite complementary uh suggestions: this is because I was actually thinking about.

F

Ruling out uh those that don't um disperse funds.

F

Within this year, um and so I think that if we ruled out both of our.

F

Criteria we're pretty much left with four as the as as the main.

F

Option I do think that getting funds out is actually.

F

Pretty important um in in in my opinion, but I.

F

I do agree, the ability to cast a wide net is.

F

A very important consideration and I think the hybrid approach, while.

F

It's you know, nothing's perfect. I think it does.

F

Minimize the worst of all the potential down.

F

Downfalls, while um getting at some some getting into the heart of what this.

F

Committee does thank you.

A

A

Matt thanks, I'm sorry, I went off video there. I was eating dinner, but.

G

I I already had yeah pretty strong feelings that four was the best approach.

G

That we don't wanna um for some of the reasons that have already been articulated, so I won't go into detail. I did like, but um beverly.

G

Added as well um about, if we can, if we can more clearly.

G

Articulate our uh focus uh that'll probably help.

G

Both uh applicants and our you know administrative burden in.

G

And help us in deciding, so I like that suggestion as well.

A

Great, thank you ron. Thank you. Yeah number four looks looks great.

C

And I don't really want to restrict the people applying since needs.

C

Have changed so much one of the things I was thinking about.

C

When I knew the money was coming forward to do.

C

This again was the rental eviction. Moratorium is going.

C

To end the end of this year,.

C

And I guess if, if we restricted it somehow to people that were helping.

C

Individuals stay in their homes and not get evicted or paid.

C

Back the rent that they're due, I would think that would be a great.

C

Thing that we we would do and I'm not sure how many agencies.

C

I didn't look at it and see how many actually applied for those things.

C

Or who do that? Who does that in bloomington? But.

C

It seems like that's going to be a crisis when the moratorium ends.

A

Right ron and if I recall there were a handful that were actually doing rent.

A

Relief- and I think that we were quite favorable of those.

A

Organizations that were doing that, I would think that there are going to be.

A

Even more need for that in this second round, so.

A

Good point tim: do you have anything new to add well.

H

I think um I think four probably does us the best and uh I'm just trying to think.

H

It's one of the one of the things it talks about is that the more.

H

More work on the committee side and I I don't think that's going to be a big.

H

Issue and if it lightens the load on staff.

H

That probably is helpful good to hear that anybody else on the.

A

Committee feeling crunched for time here at the end of the year.

F

No and I'm assuming there's some wiggle room on the specific dates.

F

Of meetings, those are, those are rough dates not set in stone.

B

If the committee wants to talk about dates now, we can.

B

Not now, but tonight we can certainly try to figure in.

B

More solid dates, or we can I I have. I think this is a very worthy.

A

Of all of our time- and I appreciate you hearing from you.

A

Stephen that you know, staff realizes you've got more.

A

Things to deal with than just this committee, but this is important.

A

This is immediate relief to a a hurting community, and so we want.

A

To act as quickly as we can as responsibly as we can so I'm glad.

A

It sounds like we're all on board with that um that the amount of work is not.

A

Going to be a deterrent to make sure that we spend these dollars.

A

uh Effectively and wisely so soon did I see a hand up there.

A

Do you need a formal motion.

A

A formal motion of regarding which scenario talk.

A

To you about scenario, four is our approach for round two.

B

I I think the what I'm hearing is, maybe uh that um staff will need to.

B

Make amendments to the application to narrow it for those agencies that have.

B

Already applied, and I guess what I I suggest- that the.

B

Committee do is delegate uh approval of that reduced application.

B

To the committee chair, so that once staff has had a chance to make those changes, uh the committee chair can can give the final okay before we send that out.

B

And then also if the committee had any desire to.

B

Change the criteria and what I'd suggest there is that we don't.

B

uh Change our existing criteria or the elaboration of criteria but add a.

B

Specific, a new section that says uh in this.

B

Particular funding cycle here are the things that will be.

B

Of the highest priority, and while you may qualify.

B

uh We will look to fund these things uh first and foremost, so that.

B

I I think excluding rewriting all the criteria would be difficult, but adding a.

B

Note like that, I think, would would help clarify what the committee's intent is and uh and not exclude anyone accidentally. So any further discussion.

A

On that, before we we put up an amendment, an amendment.

A

uh A motion to adopt the uh the number four scenario.

A

Okay, are you ready to make that motion sue.

A

I am, I would like to move that the committee for this round of funding.

E

Adopt option four, the hybrid approach; um second, and that there's more.

E

uh Not so fast and then that we delegate to the chair.

E

The responsibility for approving any revisions or modifications it might.

E

Be necessary in our material.

C

Second again, okay, so let us do we need to do a roll call vote here. I guess in.

A

The interest of zoom- we probably should so uh let me begin with you matt, uh yes, jim, yes, mark.

F

Yes, two yes ron, yes and susan.

A

Yes, okay, so we're going with the uh the fourth option.

A

uh I do want your feedback, though, on this idea of specific criteria, because I.

A

Think this is where the rubber is going to meet the road.

A

I'm thinking direct direct to a client. You know not some secondary.

A

Thing that's going to help the agency but direct relief to the many low-income folks.

A

That are utilizing these organizations and so to me.

A

That once again goes back to rent relief, anything pertaining to housing.

A

Perhaps child care now that schools are open and we there may be more of a.

A

Pressure for parents to need child care or.

A

After-School kind of programs and then of course, food.

A

Obviously, you know food shelter, safety. Those things are always key with.

A

Us anyway, but those would be the things that I would want to emphasize and we have to get this in the hands of the agencies quickly, so they know how to write their new grants or a revision to their grant. So anyone else have anything else. You.

A

Want to add in terms of how we hone this in to be more specific.

E

I think that what you suggested makes good sense.

A

Beverly any more ideas because again you're the one that's still working with.

A

The social services group.

A

You're you're, muted, beverly. Sorry about that.

D

Okay, yeah steven didn't want me to talk.

D

Yeah, no, I think that's a good idea, but if you, if so, if you're thinking about.

D

Food and you're thinking about direct to the client. It's not.

D

So it means that the food is going to the client, not necessarily.

D

A check to buy food or something like that, but that the food is going to the.

D

Client or the it's helping to subsidize child care for.

D

A client that was just my idea, I'm certainly.

A

Throwing it out there to the rest of the committee on how to be more.

A

Precise in our language there yeah, I could see that I mean I could all also.

D

See somebody asking for something for ppe or something like that.

D

But yeah that makes sense right, but I mean like something like a piece.

A

Of equipment that you know I'm thinking more in terms of I mean.

A

This is relief that we're talking about here right and when we think of all the people who have lost jobs.

A

um Government, you know, help is kind of shrinking.

A

As we speak, um how can we put the aid directly into people's hands as opposed.

A

To some sort of secondary benefit that we might get from it, and I don't know how to word that or how how specific we want to be or because it's still you know up to the.

A

Up to the will of the committee to take a look at what comes in by way of new.

A

Applications and decide what our priorities are, but we need to.

A

Kind of know what they are in advance and give them as much heads up as.

A

Possible as to what, what will be more competitive.

D

Yeah, so if you said something like it would benefit direct client.

D

Services or something like that, as opposed to.

D

Something with the structure or or equipment for the.

D

Agency right, I agree yep, would we consider any we wouldn't.

A

Consider any salaries or operational or.

B

Well, well, you may, you may need to administer the program.

H

You know if you have, if you have a situation where you're distributing food.

H

Like mother hubbard's cupboard, for example, they need staff to facilitate their food distribution. That may be.

H

Considered, I think, okay, so I'm going to push back on tim.

D

Just a little bit which I've never done before, um but if you um so so, this money is unexpected. It wasn't.

D

Coming and so staff should already be in place.

D

True, so so, if they even if there's an increase.

D

In the need to to distribute, I mean shouldn't this.

D

The staff already be there, especially if we're trying to get it to them by the.

D

End of the year, if it's going into the next year, that might.

D

Be something different: I accept that yeah and and their ability.

A

To spend this down quickly too, that might be a part of the criteria. um Don't ask for something that you're.

A

Not going to be able to encumber right away and get into the hands of of our of our residents.

D

So are we going to require them to spend it down by the end of the year or just.

D

Receive it before all within the reasonable.

A

Time parameter so the- and this is where doris or cody might be useful.

B

The agencies that received funding earlier this year have until.

B

Early december to spend the funds, unless they're granted an extension by.

B

The director of hand that extension runs through march of next year,.

B

I don't know what time frame this committee might want to put on use of.

B

Funds awarded in november.

B

Certainly, you know for hand it might be easiest to uh to have a similar.

B

You know deadline by march, uh although that gives agencies. You know, maybe three.

B

Three or four months to spend funds um can we unmute cody real quick. I see him.

A

In the room- and I don't see doris yet uh cody- do you have.

A

Something to offer by way of how han could um facilitate this new timeline.

I

Well, doris- and I talked about it a little bit today,.

I

And she was talking more if we paced it out a little bit more like to.

I

Where I think, if they got the funding in.

I

December we had it ready that would give them a usual time frame.

I

But it would basically extend into june of next year if they got an extension to around the same time.

I

Next year, but.

I

And I kind of like that idea, because if some of these.

I

Agencies are actually getting additional funding.

I

It's not to say they couldn't use it right now, but.

I

You know it gives them a little more time to work with.

A

On the extensions, do we put a timeline on that or not? Do we leave that.

A

Open-Ended, um I think it's what roughly three.

I

Months, I think they get the yeah. We were considering a similar.

I

Thing, although depending I guess on what.

I

They're using it, for they probably wouldn't need one, but.

I

uh Yeah consider the same time frame stephen you're, not in your head, so.

B

Agencies this year uh received funding.

B

Roughly in june or july, um and then they had.

B

About six months to spend that unless they got an extension till.

B

March of next year, which is approximately nine months so.

B

um If the committee wanted a similar time for agencies to use funds.

B

You'll note: the survey a few agencies mentioned that that makes it difficult.

B

On them to to use up funding and again, it depends on what they're, using it for.

B

If it's a one-time equipment purchase, that should be pretty.

B

Simple to do within whatever time frame they have, but.

B

If it's uh ongoing operational expenses, then.

B

It's a little harder. I will note uh I, while we're on the subject of criteria.

B

There's a difference between telling agencies that they're eligible to apply.

B

For certain things and then communicating to the agencies.

B

What the committee will prioritize and um my suggestion is not to.

B

Tell agencies that they're not eligible to apply for.

B

For anything that that is kind of this more narrow focus but just communicate.

B

That the the committee will will prioritize these kind of coveted.

B

Related uh priorities um so that you're still.

B

Allowing them to apply but making it clear what you intend to.

B

Prioritize does that sound good everybody in the committee. Anyone else.

A

Have another opinion.

A

To to keep the language somewhat open for flexibility.

A

But yet also give them an indication of what this body may indeed prioritize.

A

When we take a look at them all.

A

Now do we need to get specific about that again, I think I heard from beverly.

A

Perhaps not just our preference would be to get get.

A

Dollars into the hands of of clients in the most direct fashion,.

A

Something along those lines more legalese than I just put it.

B

Yeah, I think changing our criteria for who's eligible to apply is where it gets.

B

Complicated, so if you leave that the same, I think it's it's. uh It falls under the committee's discretion to fund.

B

uh An agency that fits its priorities so just making those priorities clear. I.

B

Think is, is the best approach and uh by the committee's motion earlier.

B

The chair uh sandberg can now look at that.

B

Language before we communicate that to the agencies.

B

And the just to run through the items and make sure I've got everything I.

B

Heard that the committee wants to prioritize uh projects that uh provide for direct relief to clients.

B

That provide for food, shelter, housing, safety, child care were there any items.

B

That I missed safety, consider health care.

A

Personal safety is what I hear beverly talking about.

A

Within her and that could be ppe's right yeah, so I think personal safety and.

D

I guess help well, if you go healthcare, I mean.

D

It gets too broad, it gets really bright. Yeah.

D

um Maybe we eliminate the healthcare this round and keep it to the.

A

House, personal safety, hygiene kind of stuff- if somebody needs a.

D

Hand washing station or something like that.

A

Yeah yeah and again we it's up to them to determine what their.

A

Needs are and then apply for it, and but I think it is only.

A

Fair to let them know what we're more likely to favorably fund.

A

um Somebody in the uh feedback again, the feedback, was very good.

A

From uh from last from the first round uh said,.

A

Something to the effect that we should put caps.

A

On what agencies are allowed to ask for, I.

A

I would would we want to do that with this second round. I typically don't like.

A

To do that, because I don't like to limit an organization from thinking more.

A

Broadly about what they need, um but since we only have two hundred.

A

Thousand dollars this time, and not our usual three hundred thousand dollars, would there be any merit to putting.

A

An amount on how much an individual agency could ask for, or just.

A

D

Oh, I'm sorry, sir, go ahead. I think. As long as we ask.

E

Usual question of what would what would you do with partial funding.

E

I think we're fine, I would be inclined to just let them ask.

E

Tell us what they need um and tell us what they would do with partial funding.

E

And leave it at that, and I was just going to say.

D

Something similar but but putting the cap on it would eliminate that.

D

Need for the committee to try to figure out if they could do partial funding, but.

D

If you ask that question, um then yeah that eliminates the need.

D

A

Any other further thoughts here before we kind of leave it into the hands of.

A

Of our fabulous staff and me for final approval here on how the.

A

New applications are going to look going out.

C

I would just encourage us to be focused with that language.

C

So that I don't want to restrict who's applying, but I I want it.

C

So that, if we're going to get it out fast and target it to the needs.

C

To directly benefit the clients, then we make it.

C

Clear that that's what we're doing yeah I'll make sure that we're comfortable.

A

With any language, that's not vague, but yet.

A

Allows some flexibility for what their their needs are.

C

You know how social workers can be vague. I know.

A

I'm a social worker too, I can, I can be.

A

um Well- and I understand that uh we're hopeful we have our fingers crossed that.

A

Mr lucas may be getting an assistant soon, so.

A

That may help, I think I just saw dora sims join the meeting.

A

The grand doris welcome.

B

So, doris I don't uh you probably weren't watching I can bring you up to speed.

B

Briefly um in the packet we had those four.

B

Four scenario: options for a process to play out for the rest of the year.

B

uh The committee went with uh scenario four.

B

uh So that we would get updated information from.

B

uh Any previous applicants that had already applied in 2020.

B

We would request any new applicants to fill out a full application.

B

And there was also a decision from the committee to.

B

Provide clarification on the criteria to explain that the committee would.

B

While not exclude anyone that otherwise qualifies under our existing criteria,.

B

From applying, but the committee would prioritize.

B

Funding that went to agencies providing direct relief to clients.

B

That projects that provided food, shelter, personal safety, ppe hygiene type.

B

Relief or child care, I think we had taken.

B

Health care out of that out of that list, anybody can correct me if I'm wrong.

B

So I think the plan is that staff will work to make changes to the application.

B

And to add language that explains the uh this.

B

Criteria for this year, the timeline is something we.

B

Hadn't quite finalized. There was a suggested timeline.

B

In the scenario options, but we may want to visit that and make sure that.

B

Works for works for everyone in particular, we were curious about the.

B

The claims deadline for hand and whether that would put any.

B

Additional stress on on you all so under scenario: four.

B

We were looking at the council acting by november.

B

18Th approximately uh for funding and.

B

That means, if they were, if agencies had the typical.

B

Six months for use use of funds that would put them.

B

You know, may or june of probably closer to may of next year.

J

Okay, so steven as I think I sent it to becky.

J

Because, as long as the um controller's office requires that.

J

We have everything in place if we're going to.

J

Encumber money remember: um jeff, has emailed the conversation back and forth.

J

And so we need to really let them know, so I think, having the november.

J

18Th date will be fine, and then I talked to cody in my office because we wondered.

J

If you were still going to do the same six-month time frame that you do for the.

J

Normal jack hopkins process, keeping in mind that by the time we wrap.

J

This one up we'll be actually starting the regular jack hopkins process, yeah we'll be in great shape by that.

A

Time we'll be a well-oiled machine. That's the question: if, if the funds.

B

Weren't made available until november- I think yes, it would work with the.

B

Controller's office, we could encumber those funds and uh shouldn't be a problem, but I didn't know if extending the claims deadline.

B

Essentially, six months from then from that date would would uh be a.

B

Problem for your office, no, so that would be fine. Okay,.

A

Okay, now, let's before we adjourn, let's take one more look at that timeline.

A

From the members of the committee, do we need to tweak any of those dates.

A

uh For anybody's personal calendars, if you've got those up.

A

And let me pull that up. Sorry give me a second sure.

A

And um stephen, if you have any further concerns about this particular.

A

B

Application solicitations would go out uh wednesday of next week. That's to give.

B

Us, I think, an extra day to make changes to the materials.

B

Applications would be due.

B

Less than they typically have a month, I think this year they had.

B

A month and a half for application, so this would be.

B

Shorter window for applications, although again most agencies wouldn't need to.

B

Complete the full uh application, uh the review of those.

B

Applications would be.

B

Just over a week later and again, I think that's a reflection of.

B

Less materials for staff to turn around and to package for.

B

For the committee.

B

We would hope to get any questions from that. First round of.

B

First review to the agencies and then answers back.

B

Essentially, a week later, the committee would have a.

B

Pre-Allocation meeting on the 22nd, not the 22nd.

B

um And then the allocation hearing would be.

B

October 26th, we would try to get funding agreements signed.

B

Between that allocation hearing and the november 18th.

B

Council meeting and I'm just pulling up a separate calendar to make sure.

B

Everything looks okay,.

B

So I don't know if the committee has any spots any issues with their own.

B

Calendars or has any concerns about any of the timelines we've left.

B

Between any of those uh stages, what are those days stephen.

A

Are they thursdays dude september? The 9th is this wednesday september 28th.

B

Is a monday october, the 8th is a thursday, the 16th.

B

Is the following friday, uh the pre-allocation meeting on october.

B

22Nd would be a thursday the allocation hearing.

B

On the 26th would be a monday and then the november 18th date.

B

Is a council meeting on a wednesday? Okay, anybody see any issues with those.

A

Dates, I I see none for myself now, the time of our meetings.

A

Too is something we. We typically do this after hours.

A

Six is typically a good time for everybody.

F

The one date that's difficult for me is the eighth of october.

A

Okay- um and I could possibly come on le there's just it.

F

Possibly wouldn't be a problem, there's just a whole lot. That's.

F

Coming out around um on that day, that, if possible, I prefer to avoid.

F

It, but um what about the the ninth.

F

That works for me. Anybody else have an issue with the ninth.

A

Seeing none can we make that change.

B

And I will assume that all meetings would start at 6 pm.

B

So that's typically when we've been meeting, but would anybody want to meet.

A

Any sooner I mean I want to be respectful of staff too.

A

Because I know this is after hours for you, you are putting in a day and then.

A

You're doing evening stuff! So um if we're going with a friday night.

G

How about 5 p.m october, 9th I'm I'm with that yeah.

G

Just a suggestion I can do either.

B

5 p.m: october. 9Th, the rest of the met 6 p.m. If everyone is okay with that.

A

Good okay looks like we have a preliminary plan here.

A

Is there anything else for the good of the order, stephen.

B

I don't believe so. um I'm racking my brain. No, I don't think so.

B

I appreciate the committee uh being flexible. This is uh an unusual.

B

Time and we'll staff will work as quickly as we can and.

B

I know agencies are eager to apply I'm already getting emails asking for.

B

Details on on how they can make requests for this funding, so this.

B

Is important, important work well once again.

A

I think our staff for doing an incredible job. I want to thank beverly for your good feedback, all along and doris and.

A

And cody um onward and forward, this is important work that we're doing, and I.

A

Thank the committee once again for your dedication and I.

A

Know we'll be making some good decisions so.

A

Off we go motion to adjourn unmoved, all right all in favor say goodbye.

A

Say goodbye, thank you, everybody. Thank you.

C

Thank you, hi all everybody stay healthy.

K

K

K