City of Laredo, Texas Third Party Funding Advisory Committee, 25 Jun 2021

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Third Party Advisory Committee Meeting 062321

A

A

Have mr john feckleheimer, dr e bryan e gaskins president miss angie davis.

A

Mr robert stages, president, we have miss jacqueline joseph.

B

A

Mr terry, you do have.

C

One: okay, um if you can just uh review the minutes briefly, if there's any corrections that entertain a motion to accept comments as well. I.

D

I'll go ahead and make the motion, with the only um request that.

D

C

Is there a second to the motion.

C

I believe it's already 6 15.. um I don't know if there has been any cis and comments.

A

Certain comments are now since we're now meeting in person, then we're supposed to do like a witness card and we'll have.

C

We have to have them okay, then we can go ahead and continue on.

C

It will be a general find in the third part in the hotel, motel.

C

Applications I'd have staff to help us with this. Yes,.

E

So in part of your package um is what what a paper copy of the hotel, motel and and the general fund applications.

E

So in one of our first meetings that we had when we initiated this year's um third-party funding application review process, um the board did request that they wanted to have a special meeting to look at the application and see what what is that the organizations are being asked to submit to the city and maybe possibly give us any recommendations.

E

Any um you know suggestions that we can change for next year, so this would be for next year's process. um And and again I remind the board that you know in the last two years we have been, uh we did change to electronic submission, which also, I know we always give the way that we work the application process. Is we actually do give a mandatory training for all agencies to attend and we walk them through the process.

E

We explain to them how to get on the the ebit system, similar to what what the board also saw and we show them how to register. We show them um and then we give them an option and an opportunity to get to have any questions. So if the application, proc training is usually correct me if I'm wrong, but it's usually like within one or two weeks of the application going live launching.

E

So we give them a few days weeks to review the application. Then we have this training. Of course, last year was virtual, and uh but we give them the options that any organization can call couldn't ask any questions you know um have any concerns that they have on the application and we try to. We try to answer them all. You know in in the same study um but- um and I know there's all.

E

And I know that's a rose question so because he does not compete then we do offer two sergeants.

A

We do offer two trainings one for whole tumultuous one for general offense, just to limit the questions and distinguish whatever is coming in from each organization. Obviously they do miss the training. They do have the option to attend these other trainings.

A

It is required for all applications to furniture, so we do give them a certificate of attendance and they must submit that as part of their application attachments.

B

Yes, they still continue to submit their applications incomplete and that wastes a lot of y'all's time, which is basically money. So I.

B

Would that incomplete applications be maybe not um disallowed but penalized?

B

So that way they know you turn in a little or an application, that's incomplete and we have to spend time, calling you and telling you hey. We need the list of your board of directors. Okay, we need your budget hey, we need this need. That's time and money.

E

We can definitely add that to the scoring.

F

We could do it as a percentage of completion, so you get. If you have all of the complete that's a 10, and then you work your way down where you can be 100. You work your way down. So if it's 75, complete it'd, be a 7.5 percent or 75 or another, and then that would tie into the overall scoring so yeah.

E

And if you notice, um some of the categories um do have more weight than other categories.

D

G

Can always be something.

E

That a board a member decides to do um you know we try to give you as much information as we can that's why we present to the board sometimes.

E

Those are missing if and usually the board will ask us: okay, let's try to ask them to complete or what's the question, but at that time we could. We will you'll be advised that it's late that item so, of course, maybe now, instead of getting the full 10 points, they can get less.

C

Points, I think this is what we did on a discretionary basis as far as more members scoring. But if you can add that little fine print to the applications and then also to.

C

You know obviously we're not gonna we're gonna deny your application, but there will be a score. It will, you know, be detrimental to your score. Okay,.

E

Distributed, let's just say like if we look at the general fund application page one, you can see.

E

Okay, so we're just going to advise them that any of those late items will constitute not full number make.

C

B

Suggestion it's more like catalyzing them on okay! So that's you're out of the 18 or the 20 things.

B

Then we take our points, but those points from the budget that they're requesting right off the bat, in other words you're requesting 250 000.

B

Because you, you turned in only three items instead of 20 items and then.

B

Go and take into consideration. Well, their board of directors list was late. So now I have to take off points there. This way, it's just hey right off the bat you're. You know you were late for this this this and this it's so many points or a percentage.

B

You know so many points per per item or percentage, and then you lower the budget, in other words, 30.

B

And we still get to score whichever way we want and um because you are coming up with the numbers right.

D

Here afterwards, yeah, I think one of the the the biggest problems I see here in respects to making those very tough decisions with respect to deduction of points based on you know is that.

G

The board of directors, roster, isn't included.

D

They're, you know the same thing.

G

D

You know so I and.

D

D

uh What I've seen and you can just go back is people just change dates and they submit the entire same. The exact same you know application, so there is no measurable um determining factor whether or not they're resubmitting for the same program and it's a different program that they complete. You know uh the program, it's not like the hotel motto. You know application where this one goes more into detail. Okay, how many years have you had the.

D

Event: content on the hotel, motel uh the hotel occupancy tax. Then there is on the uh general fund one. So I.

D

Think not it. The the application itself is even you know,.

G

E

E

We, uh the the committee uh and I think it's it's in reference to which said sentence. You all, don't see what the the outcome is of the funds that you have provided to them.

E

I know for council for city council there's some agencies that are required to give them quarterly reports, but not all the agencies, because they're bigger, not not third-party funding, but just other. You know, agencies that get funding they're supposed to be given important reports.

D

E

The county requires it correct yeah; no, they don't have to give presentations, not all not all the agencies.

G

Oh interesting, correct thing.

E

Oh, my the committee might feel well, we've done what we needed to do. We got together, we made the we made, our um you know, evaluations and then we don't have to meet until next year. Well, we could schedule some meetings throughout the year and have the commit the the people you uh awarded to, or the council ends up, awarding coming to this organization and maybe giving you all a quarterly update. We require quarterly updates as part of a reporting system, but.

E

Outcomes or performance measures, the committee could request that so that next year you could see when they reapply for these programs. You can see. Were they successful in in achieving these goals.

D

I think that would be perfect, but I still have an issue with the scoring system and the information. How do you score a historical uh historical narrative and decide whether to give them five points or give them three or two or one right? It just makes no sense, because pretty much is asking you for their mission statement and their background right, and it is the same thing.

D

With is there a need statement right? It almost seems to be the same. You know one. It doesn't really change um and.

G

D

Services provided well they're listing the programs and the services they're gonna provide. But what are the measurable outcomes you know? Did they you know? Did they even.

G

Provide the you know.

D

The service there's nothing in here that holds anyone any one organization accountable for what.

H

Third idea is a good idea.

G

D

So too, absolutely.

G

B

The other thing: why do we need two applications? Why can't we just have one so.

G

C

Project files yeah so.

B

Right, well, you can put a little check mark on the top. Well, let's put this.

A

The information required from each application is a little different. Hotel is more asked to to attract uh outsiders, to visit the city and to obviously.

A

So, like you, you, you apply for hotel you're, going to have an event like a jamboozy like uh society, martha washington. They create history best by inviting the people.

E

From out of town is actually.

A

E

Audited by the state, because.

D

It's funded by by the hotel, occupancy tax, you know, uh and it's not like the general fund, uh those are actually our taxpayer dollars that are being given out to um and because they can't necessarily donate. This is the mechanism that they use to be able to give money to um non-profit organizations.

A

Awesome, I'm sorry to interrupt, but as part of the attachments there is an annual report that is required by them. It's not. It doesn't specify us to.

A

Report of how they expense the funds to reap through really pen, if you guys want to change styles,.

E

And one of my suggestions in in um in in the conversation that we've we had in these couple last couple of weeks is, you know some of the checklists one. They don't have weight right. They don't have a measurement weight and they're, not.

E

The one that the edgar just mentioned, the annual report, I think the annual report being an attachment- could also be part of one. Maybe the annual report is part of your historical narrative.

G

So maybe it's historical.

E

Narrative annual report so that you can actually tie into okay, give me a history of what you've done.

E

Go clear picture of what it is that that they accomplished or.

D

Maybe we can tie it into the other area, I think it. It fits more along the lines of the list of programs and services provided, or even maybe, the goals and objectives right, because those are the goals that they're trying to you know and we can find out whether or not they did so through their annual report. If they even provide.

D

You know- and I think because it has such a large, you know yeah.

E

Wait we didn't notice that we noticed that the annual report didn't really have a description of what the annual report so we've been getting different. One was a financial annual report. One was a picture annual report.

E

So it's something that we want to yeah.

A

E

I think those are very good points I mean we can add it to one of the categories and maybe provide a better description of what is it that you all want to see in that annual report.

C

We can go even further and add some of the other uh application items to each section like the articles of corporation, since we had that issue that it was missing in the application, but we didn't have a way to penalize people for it. So maybe we can.

D

It's really on that staff goes in there and checks if their eye, their uh irs combination number is active and they're in good standing and stuff. Yes,.

E

Okay, all right- and we also verified once we submit when we wrap the contracts for um for signature after they get approved.

G

E

We rock contracts and legal department helps us.

E

I do not realize that you know what we shouldn't be uh funding, this type of services.

D

So for sure I would you know like to see, and maybe it can be a you know, a formal recommendation that the annual report include. You know last year's goals and objectives right, and I think that you.

D

Know their objective and their performance measures and you know pretty much, you know if they were successful, you know, and maybe that can.

E

We can also add descriptions to some of these, so so definitely the annual report will include it in goals and objectives and we'll say annual report to to represent last year's goals and objectives um and um on the historical narrative I wanted to touch base on that one I know. Maybe our description is not.

E

Important in any application, when I see other grants, because we want to make sure that we're giving funding to organizations that are established.

G

E

Have a track record of being successful and or and even if it's a new program or a new organization, there's other factors that you can look at.

G

E

Possibly find them.

E

E

An organization that has certainly been helping helping the community. We need these services where it's a new service. Historically, new services don't get.

E

Because we want to see how successful they can really be, so you give them a little bit of their funding versus someone. That is.

D

Yeah and that's a very good point, I just think it's not reflected on anything everything that you mentioned.

E

We don't see it, we.

D

Don't see it here and it's not being asked okay, you know up here so.

E

We can strengthen.

B

Them definitely, I would say, yeah okay, um so all of these are non-profits right, correct, okay. So how about also requesting their irs determination letter, which they should have.

E

A

They do request, we do, but you see it's.

E

An attachment- let's not wait, and in the back toward the last.

D

Page of the package, those are they have to submit all of this in.

E

D

Application to be considered complete, you.

E

See that that's where we were mentioning how some of our checklist items help determine our weighting our awaits on some of the.

E

Then can be happy well, it isn't in communication, but you know uh it's not weighted there, so it.

A

E

If we could categorize these.

D

Attachments yeah like, for example, like the articles and corporation. You know you know they should have you know when was it fouled right um and have been and have there been any amendments and so provide that you know the constitutional bylaws.

D

The organization that's been around for 30 years and has not updated their bylaws, then that should be a red flag automatically right.

D

Here that the bylaws back then don't reflect, you know the current landscape of where we live right now. You know just little things like that that I feel would really uh help um the overall process of these third-party funding. You know, and it's.

G

Not just the city.

D

You know it's the county too. The county has the same exact application. You know in the same way uh you know and the same requirements. It's almost like either the city coffee, you know the county or the.

B

County change, the weight.

E

Yeah I mean you can definitely suggest that you know.

B

Documents now these organizations, if it's at first, let's say I applied for the very first time.

B

Two three years: they know what they need to send in and they're just being lazy and that's causing the city and while the county, whatever does it right money time and.

B

Money, the federal let's say you go to to apply for your federal grants, most of them hey if it's incomplete. It's.

B

Incomplete yeah, you know you didn't sign this.

F

Well, you know it's a reflection on it: somebody's going to give you a large chunk of money as a reflection on your ability to be very detailed right. So you know, if we're going to give somebody 250 thousand dollars.

F

We're missing details on this.

G

F

Giving you money, what else are you doing? What are you doing right exactly.

B

Exactly what's your reporting uh where's your budget, for whatever we we gave you the money for.

H

I would include that as the annual report, because you could balance.

B

E

Statement I mean there's an annual audit review or financial statement. Maybe that one should be the one that has the financial statement to include.

G

H

Is one of the things that came up? I asked it and then other people also asked it was okay they're asking for whatever 100 what's their total budget? Okay, in other words, if we're that's before a hundred thousand.

H

It was 150 000, they obviously need this to operate. We could decimate them and we say no right, but we had one instance where their budget was three and a half million, but they were asking for a hundred thousand, because there were more askers than there were money than there was money to give.

G

H

G

H

This one because they can afford it, they just need to be careful with their money, but they have three and a half million. Nowhere in the application that I see that it was only in asking here that we were able to dig up that information, and I think that's something that should be on page one.

F

No, I agree with you to I'm sure.

D

But I was teasing out the part of that. Isn't that part of it yeah we gave the.

F

Money last year, I thought you may have wanted to see exactly the expenditures of last year's money that we gave them. That's what I was that's that's I agree with you on that. I was thinking sort of on a journey though it's like okay, I gave you a hundred thousand after what what you do with my you know. Did you spend all of it? Did you not spend all of it.

H

This is what I'm thinking is going to be answered by this mid-year review with them. Okay, that's what she was suggesting. I thought that's exactly when we would do that. Yeah! Okay, with the money we gave you. Where did it go or where has it gone so far? So.

F

We'll do that in mid-year, because that you know you have some organizations that sit on the money and don't use it for long periods of time and then all of a sudden. It's like burning through it at the end so and.

H

Quite frankly, just to clarify- because I know that's part of the application that we see in our budget- to be a little more precise- that was kind of always just generalizing- is how much of that goes to.

H

H

Salaries is this chunk of the budget. I.

D

Know in the county it prohibits uh the use of third-party funds from being used for saturdays. I don't know if that's the same. It's.

H

Not here because that's definitely part of the requests were for.

E

It depends what kind of salaries they're paying like if.

H

E

If it's to deliver the program? Yes, but if it's just a salary of.

E

Not working on that program, then no, they had told the salaries are not included just for administrative salaries. No.

A

E

If it's only, we are paying for ciders in this in specific cases where it's to deliver.

E

This is the doctor or, or the professional that is giving that service would be an allowable expense.

G

E

That is giving the service we would so it has to be tied to the services. That's how we build up.

E

My clerk answering the phones.

A

B

um Is that specified anymore or they have to clarify if they're asking for salaries that still.

E

Yes and they expend the church and their budget, they have to tell us what they're good so, and I think- um and I know maybe not everyone filled it out the right way. You all had to dig in for the information it wasn't filled out. So.

E

That and then at the bottom, you see what percentage of the total already the city funding, so that should have been filled up that way,.

G

E

It is being requested, it might not be, they might have not filled it out correctly, but without saying any city county um other, you know um and then other it leaves it open so you're supposed to put, if so that organization to three million. This should have added up to three million. Last year this year,.

G

E

Then giving us what is the percentage of your funding toward.

E

Friends, so yes, they would definitely have to give it to us, and then, when we ask for when they ask for reimbursement, we make sure that they give us time card and specific and the description of who was um that that's another training that we give them. So we tell them every request has to come in with. If it's for something that got paid hourly, then we have to pay. um I have to see the time.

H

Of remember no, yes, these are.

A

These meetings, where.

H

You go over the items with the people who are applying our mandatory meetings. Did we receive any applicants that we went through? That did not make it to one of those meetings.

E

H

E

Had two that that had.

A

E

That's another thing, so certificate.

A

Humanitarian virtual training.

E

Is is placed on a checklist, but it doesn't have weight.

A

E

It's mandatory, but then, if they don't attend, they don't get dinged in here like they could possibly put not applicable and they wouldn't get things numbered. Anything.

H

Look the parts in my opinion, the parts that are subject to are.

H

Their financial statement- you might be okay, that they spent half a bit on salary and I might not- and I might be a kid- that's been half of it on entertainment and you might not be that's we're supposed to decide. I don't think we need to push on to them. Hey you score them and give us your minus 20 points because they didn't turn something in my suggestion. Is we break this attachment list down to charter from secretary of state? That's something you all need to look at anyway.

H

Otherwise, it's irrelevant, but they shouldn't be doing this articles of incorporation, constitutional bylaws. I think there's half there are half of these things that go down to the what you all look at before you even give it to us and if they don't have those don't give us anything.

G

H

If those have already done now, we only have to concentrate. I don't want to look at the bylaws yeah. I don't want to have their.

H

Father now we talk about the four or five of these things that are subject to our interpretation, that what we think is reliable, that's just in my opinion how to make this a little easier, because when this is my first, this is my first rodeo on this thing and we had our meeting last week or a couple weeks ago whenever it was.

H

It was more like who are they and what are they accomplishing? Let's give them something, and you know what.

D

It's so true that you touch based on that because we were having to you know, make decisions based on those that.

D

Was that the charter wasn't legible, I mean you know like.

H

D

H

That we suggest that we just that we changed that to we could decide. You brought a of ourselves. I imagine which fall into the category.

H

Right does that make sense.

F

Yeah, you just need to select which ones those are yes,.

C

Right and I would suggest that we remove this and add them to a weighted category right. So when we do do the grading, we can already, you know, allocate those points. Yes,.

H

Absolutely and they don't if they don't have the the charter from the secretary of state, don't give it to us if they can't get that right. Like you said what are you doing.

B

In reference to incomplete applications like not everything's there, let's say border directors, their staff and stuff, like that, do you all agree? We should penalize them.

B

I need this and most of the time, it's probably more than once the.

H

Things you just mentioned, though, if we, if we initiate what I'm suggesting we do, it wouldn't even get to us.

H

Those particular.

B

H

That are necessary to even be eligible to request money from here. If they're, not there, they don't, they don't walk in the door to us.

H

To you, because the board of directors are to me, maybe I know that maybe I don't I'm.

G

H

Interested in their financial statement, what do.

E

They do with our money matter is because of the conflict of interest, and things like that.

G

E

E

Those, I think, some of them. I understand what you're you're saying. Maybe some of them are more administrative questions that shouldn't come up to us, but it's important for you all to know who sits on the board and who sits on their staff.

H

He might recuse himself because he's a member of that board himself and I might be the same- I'm not referring to it. Does it matter, I'm saying that should have already been vetted by you all. Is it complete if it is because over here on the scoring system, the board of directors roster means nothing.

G

H

It means whether I excuse myself, but not in my scoring.

H

That aren't the administrative team.

D

Pardon that we're actually designating points too. That's.

H

Right, I'm not going to deserve points because they're comfortable because of their charter from the secretary of state. It's not it's not a that's, not a.

B

Complete applications would not be forwarded to us well.

D

That's the issue that that we that we continue to have is that.

D

The applications do come to us or we're notified of them, and then it puts us in a bind where now we're having to decide. You know whether or not we're going to allow them or- and you know, city council makes up their own, you know uh decision and they will somehow manage to say you know what y'all need to score this application.

D

And, yes, you know- or even if you don't score it, they can still fund them. Yeah.

B

Don't you go to the meetings.

C

D

I think off the bat, any incomplete application should have a penalty of maybe 20 off of their requested. You know.

B

D

B

G

D

A a hundred thousand.

G

D

Some type of penalty, and only- and that already knows- okay- that's going to be a you're already at eighty thousand dollars. You know if you know your score is coming well and you know you fair amongst the other ones. You know I don't know.

H

We are the ones that score them. Yes, so we can decide ourselves, hey. Maybe that's something that's really important to you that they didn't have that complete and it really that particular item doesn't really mean too much to me. Yeah and you want to take away 10 20 points because they didn't have it and I would say, I'm not going to hit you there at all. That's not something we could legislate into. This is how it's going to be.

D

No, I know you know and that's why and that's why. I feel that the whole application and the scoring process is a complete and utter mess, because how are you going to take use all those external factors and take off you know in from points from from what you know like I had issues with some of them who didn't you know.

D

Much the same as the other ones and say: okay, why does this deserve to be five points less or you know, why is this an eight and out of ten when it's the exact same information and the exact same content as the other application, and only having to choose okay? Well, seven: point: five: five: six point: five.

G

C

Be uh better off adding the checklist all the items to a weighted awaited section, so they don't have like say they don't have them more directly across through and it's it's in the historical. You know remember that that section, uh annual audit review and financial statement then report and then.

C

The application, so they don't turn it in then we can take it off of there.

D

Like maybe have a checklist just for the actual thing, okay, you know what you have, and this is what uh historical narrative instead of having this checklist, we can have. You know about your.

E

D

E

Or we put those in here like.

D

E

Like attend historical.

D

D

The articles of incorporation, the constitutional bylaws, the charter from the secretary of state, the.

D

D

Policies and procedures, their board, roster staff roster. I really do believe that all of this could go under historical narrative.

D

Buy points we can take away.

E

From or give some or give something to the general occupation and add some of these things to your general application, because these are general parts of.

D

This little thing here.

A

E

A

C

E

Mean I don't know, that's.

G

H

Let me tell you what and I'm going to be from the novice, I'm the newest guy, probably in the room. So if I say something stupid, I have no record of this.

H

Over here giving deciding who got lunch and I realized they can all be thrown in the trash receiving council. We don't hold ourselves right, scoring didn't play that big apartment.

H

The reality is we we listed them at our request. Staff provided reshuffled us the spreadsheet and gave it to us by score, and, quite frankly, some people toward the bottom got money. Some people for the top had money had taken away from them. It was more a function of of do. We know who you are.

H

Had nothing to do with the constitutional violence rather or any of these other things, the scoring wasn't the heaviest criteria that I saw us using for designating who got money, certainly the ones that rose to the top with the highest scores? Yes, but there was, you would have suggested anyway and I'm suggesting that they did.

H

Because it was a, it was a charity that we all recognized and probably gave them 20 points for every category that they had, whether or not it was complete or not. That's the reality of how I saw it.

G

H

Maybe that's not how it's supposed to be, but I thought we're getting down to the into the nitty-gritty of score score score scores that only matters in my opinion, if we're really going to allocate money by scoring.

G

And that's not what we did.

B

If they're requesting you know, the total request is 500 000 for all the organizations and we only have 250 000.

H

B

If you're going to do it by score respect.

H

If we're only going to allocate money by score, then we're not.

H

Needed and whoever runs on it, then the last 10 scores got zero. Why are we even wasting our time? The reality is make this form not bring this to your articles of corporation here's, the form we want you to fill out.

G

With your articles, information.

H

Articles of incorporation so.

G

That they're identical to everybody.

H

Comes down here, the kkk could have put up a thing with perfect score. Are you going to give them money.

G

H

You going to give money to the sisters of the sacred heart. This score had nothing to do with it. That was my. That was my reality. That's what I that's what I saw, and I thought, if we're going to get so nitty-gritty into scoring- and I think it's important, but it's not the yeah.

D

You know it's not only my. I will certainly agree because there have been years where you know we have an amount and we we just divide it equally and just give everyone. You know something that's kind of like what we did well so.

F

It's really just kind of it's, it's kind of what hurt. That's all it really is it's not necessarily what makes her.

F

Brexit, they did a really good job or they. I know this particular charity and I know the work that they do and I think it's very important.

F

But the scores give us some type of at least some type of hurdle, some type of um for lack of better words, some type of litmus test right. So we can at least say: okay yeah. These people didn't score very well: either they didn't have certain information or they have stuff that wasn't unlegible.

F

uh They didn't uh give us all. We don't see their financials, so it doesn't look quite right, but at least that gives us some talking points. So once we get in here and start looking, we can say: okay, because.

H

That's what city council is going to do too right they're going based.

F

On our what we decide and then they're going to say, oh well, I think they should get more and I think these guys.

F

Don't what they, what they feel is right for their constituents. So I don't know. I don't think the argument about this.

F

Scores is thoroughness and completeness. Yes right, you know that's what I'm thinking. That's what you respect right because like if it's.

F

What I hope that you would make sure that your documents are good right.

H

Sir, you know that's important, I just don't want it to. I didn't. It seems to me like we're getting a little yeah we're getting into the scores. You know thinking they're important, but they're, not the yeah they're, not the end off. So that's all I'm saying is, I think what you were starting was a great.

H

H

The mid mid-year review with these people, I think it's absolutely worthwhile. My.

H

Opinion yeah the variables that we want to look at and if we separate those two and if they don't meet the criteria of the ones that are referring to them as administrative, they don't even get to us right right or if they do, they already come with them. Telling us.

H

Those 20 points, they'll say they didn't help or they're missing one of them, so it's minus 20 from whatever you want to do. I just don't want to put burden, then to start scoring all these things, and so, if that's, what we're.

C

Supposed to do yes, no, and I agree, and I think we have two valid points on the table, and I would always suggest that if we do go to the uh media report, that we do it as a quarterly report. Instead.

C

And annual report, that would be my ask in.

E

Addition to this, and just recall that um in just another point- and we can help you determine which one should be a quarterly, which one should be an annual someone just get ten thousand. So they might just do one activity and it's gonna be one time.

G

So they can come.

E

In and present to you, when they're done with that.

G

E

And we could, we can definitely help help schedule that.

A

E

34 yeah, I think we're done.

E

We, you know, I mean that's just something that we can do.

G

Some of them might.

E

If you give them a lot of money, you want to see a quarterly report from them right.

F

Well, I think you could do the reports. We could do the quarterly report, but they could be like in document reports.

F

Right, we have the right to request them to come in and explain what we saw or explain this particular thing, because.

G

If we're only giving them ten.

F

F

They say: hey, we did this. That won't have been we're good, we're golden. You said pictures are yeah, that's good! Here's where I spent some money.

A

Yeah, they have events all the activities that they did with the kids. Oh yeah.

E

Just to give you all some additional information, most of the the we request them to request funding from us on a quarterly basis. So with that quarterly basis, they give us a little performance report. We call it.

E

And then from there you all see them and say you know what I would like a presentation by this this and this organization, so we can get better acquainted with what they're doing then we can try to schedule.

E

And and and at one point I remember just a long time ago,.

D

They are more advanced than than than we are at the county because now we after the commissioner's court, approves it. That's it. Here's your check and.

E

D

Can reimburse you okay so.

E

We don't give them an advantage, they have to show us that they've done something and they have to provide us a copy of you know. Even I mean even a copy of their bank statement where they.

A

And sometimes they pay with a credit card which you require.

A

Expended all the funds to recover.

E

G

In the quarterly.

E

Past this month, so then.

G

They also it's different yeah.

B

So it's already being monitored. We just we're not bringing.

E

That information to the committee.

A

E

I think the committee should you all, need this information. You want me to see this information.

H

Yes, I don't want to see 75.

A

E

Maybe we can bring you their performance report.

G

E

E

You can see what is it that they've accomplished with your with your activity, because.

G

It is a lot that you.

E

All do and and some of them that you mentioned.

E

In the community- and some of them are a little bit smaller- doesn't doesn't diminish what they do, but not everyone understands what is it that they're accomplishing.

D

You know and some organizations some funding um organization and I'll use united way as an example, because I also sit on the board.

D

You know um going to do a better job at either doing fundraisers or you know.

D

Consistent pattern that the majority of your funding is coming from us, you know, and that's not the purpose of you know like you have to demonstrate that you're also bringing in you know, you're viable with.

A

F

Can we have those those performer reports added to when we do the scoring for the next go group.

F

So when we get ready next year to do the same scoring that those are attached somehow so we can actually see those because I'm not gonna, remember you know nine months from now. Okay, what exactly did they do? But if I could go back and look and say, oh yeah, they actually did a pretty good job. I remember those looking these guys.

E

I think it's worded correctly so.

F

E

Definitely rewrite that. Oh.

F

So maybe put it in and make them put it in here: okay,.

E

Yeah because remember when we bring you an application, I think the whole the whole concept between, uh with with there being a committee to oversee an occupation, so that staff is not biased right.

E

All right, teddy, you know what I mean.

G

E

Mean don't that past performance should count, but I think it's worded so that it should be. You know, unbiased, and you all see.

E

Now this is what they did. They should be painting a good picture of what we've done in the past. What we want to do with your funding and how we're going to continue to be providing these services to the to the city.

G

E

Think and then.

E

The purpose of that annual report was to give that to give the committee a representation of what did you do this last year,.

H

Be in person at least once a year, but that can come in.

F

H

Let me just what, if we weighed them, in other words, okay, do you really need to hear the mojitos from hot children's home? Tell you what they're doing.

G

H

Not but we haven't- and we really don't know what is doing. We probably all know that already, but some of these smaller ones that I've never even heard of or they're battling for the last.

D

And they might need the money more than these big. You know so like.

G

That that's my criteria.

D

Too, you know and I and it's open records in the public right but like.

D

These there are.

G

D

Organizations that actually do extraordinary work with no staff members volunteer. You know uh just yeah just.

G

Volunteer base- and you know.

A

Services, it doesn't mean that the.

D

Other ones don't right, because, even though I didn't score, you know.

D

We know that you know, we also depend you know heavily on. You know uh third-party funding from naredo from webb county to be able to provide. You know these health services to the underserved. You know population, but I mean, if you ask me in my opinion, you know.

D

You know just based on their budget to be able to offset the car. I'm pretty sure you know you know they can I mean if we're faced with those hard decisions. You know we all have to do it right, but then you have organization.

D

We're trying our hardest, but we still need to. You, know these funds to be able to.

H

The criteria of breaking this list down to and I'm going to just stick to the administrative and.

E

I would I prefer that you all put what you all want us to do. An emotion.

G

E

Then that way, like I mentioned I we will take all your records.

E

Back the report of yes, you know these are the changes that we may be.

E

Presented, you present it back to you and then you can. You know further accept it at the end or say further changes.

H

And I'd like to be clear, mr.

H

Chairman again, if we can, can we without making any big fan traffic, can we just go around.

G

H

Still see, but that you all will not even turn into us.

E

If you don't have it, you don't have it like, I think what you're saying is leaving it as the attachment checklist, because it's not weighted that's what you're saying just it's. It's still part of the application, but it's nice.

D

We're trying to make it weighted, that's why I was requesting you know uh putting.

D

G

D

Maybe increasing that weighted um to maybe.

D

Statement you know at five because.

G

The need statement doesn't really tell you anything. It just tells you, okay,.

D

G

It's the other.

D

You know portions, like the list of programs and services right the goals and objectives, but we can have this more detail-oriented, where you know.

D

Include the the annual uh report, and maybe in there would be like the annual audit review uh uh or financial statements you know as well. Yeah can, I ask um hopefully not too stupid.

H

A question the irs form 990. What is that.

D

That's that's the temperature.

C

Would you like to put that up on.

D

Motion, though, yeah I'll go ahead and move to that effect,.

D

You know, and even here like the agency budget uh description, that has 10 points, you know, maybe here uh we can have the irs format.

D

A

D

Return, this is how much money they're requesting or are they actually spending the money? You know.

G

Can I say something.

B

F

F

Why don't you take the need statement list of activities? Combine them together, keep them at 20 points, and then you can take this other 15 points. Okay,.

D

Yeah I mean because if you because.

G

D

Saying that saying that we shouldn't be accepting incomplete.

D

Applications and.

G

D

Somewhere and the only viable place to have it included that actually counts, as points would be the historical uh narrative that would make more sense to have all of these.

D

Because that's pretty much like the historical narrative of the organization- and you know pretty much like who they are like who serves on their board. You know if we.

H

Put did they interrupt you if we put will y'all do him for just a minute, because my brain.

H

This one here tell me if you disagree with making these the administrative part proportion that they and put away for 20 points.

H

Missing is automatically n minus 20., and these are the ones that I'm suggesting are the administrative ones that, theoretically, we wouldn't even see if it didn't include these starting with the one million dollar liability insurance. The articles.

H

The irs 501c3 and the last one the certificate of mandatory informational virtual training. They are the ones that are giving.

A

Them a certificate.

H

To begin with right, so I'm suggesting that we took those one two, three, four, five six and pulled them all into the administrative.

H

H

Right, simple, as that, and if we decide we want to put a weight on that well, why would we put our weight on it if they're not going to give them you're not going to give them to us if they're incomplete the rest of them all have to do with the variability of what we're doing the board.

H

Same thing, I would imagine, the current purchasing policies and procedures is something that we would want to look at to make sure they're spending the money accordingly.

H

And the tax return I.

H

F

So the ones so the ones that you have marked there is administrative, those those are separated out. The.

G

F

Ones, like you said, the historical narrative you can put the board of directors and all that stuff in that one, and then the financials can go under the expenditure or either.

H

One of the budget items yeah or we just it and come up with their own new categories right, but it's.

F

The same thing, I think we dropped me here, maybe.

D

Together as one group as one group, okay,.

D

You can just have it, you know all combined okay and it will give you a better.

E

Do you want to reduce it or you want to keep it at 20.? I.

D

Think we wanted to add some points not to to something I think.

C

We said historically yeah, maybe.

D

We can just take away uh 10 points from whichever.

B

Of these, the goals.

F

Are you're just taking one of these ten point? Three.

B

Yeah, aren't you gonna put it up to twenty.

F

D

No doesn't yeah.

E

F

So those get murdered.

E

So revenue and expenditures, just ten.

F

Ten and then the other ten you want.

D

And there are ten we'll put in the historical.

F

There'll be fifteen.

D

Would be included, you know there.

E

Okay and you want to keep it at 40. This is what I would also.

E

Is the one page and the signatures right? So basically it's like the first three pages. If you really look at it, I would suggest that kind of.

E

Administrative items to the general application.

A

Okay check this out and.

E

Then put a few points there, so that way, um we could bring it to you and tell you your the general application is deficient on this this and this and there you would know that you wouldn't have to fund the whole five.

A

Worthy opportunities, yeah, okay,.

D

So then, if that's the case then I would say: take the development.

E

Take the ten points from.

D

G

H

And just their.

D

If we really want to, you know, put an emphasis on.

G

Completing something that is based on.

D

So they will leave so then, okay, so let me just get because.

E

In general, application even tardiness because we were asked to review it.

E

D

So that would be 20 points right and then the historical narrative would be five okay and then the need statement would remain at 20.

D

Go down to 30 because we took away 10 points there and then 10 points for another one.

D

Should give you the 100.

C

And so we're going to find a place for the other uh disney benefits for all of the uh attachment, checklists or separating the administrative from. I think mr birkenheimer has.

H

A pretty good uh baseline yeah, if you look at a means of administrative bc and d, don't stand for a word they just like they're. Just I'm just grouping them in like categories they correspond. They correspond.

D

These corresponding, I would say the d- should be included, uh but these are all the financials in my opinion, and they should be.

H

D

H

D

Yeah the minutes here pretty much because I mean I it's pretty much where you are, where you're actually saying that, where you passed this, where you passed the corporate resolution now we're going to submit the application. So I think that would be more administrative part.

E

Of that, because we're actually having them sign.

C

D

The purchasing policies and procedures that should be part of the budget, please.

G

And I think we have a uh-huh.

C

You said purchasing policies when it comes away as well. No.

D

uh B, that's the budget.

C

D

The finance, no, those are.

G

G

C

You can change it from a c to a d to a correspond with definitely the.

C

B

Narrative right now.

D

Yes correct so.

C

Which would be yes, a is administrative things that we won't see. There's come through it, uh I think c, you said, was uh c.

D

If I'm not mistaken, you.

C

G

C

D

E

Yes, so the point I can repeat.

G

E

General application will now be twin. Historical narrative will be five needs assessment, 20, a list of programs and services, 10 goals and objectives, 30 partnership, 5 revenue, budget and expenditure.

D

I think the partnership.

D

I wanted to see okay, you know who are you partnering up with you know, are you you know getting assistance, or are you just you know trying to do things on your own? Are you consolidating you know some type of partnership? You know for.

D

C

The changes that we had just uh mentioned, the staff there's a who.

F

Wants to help, so I make a motion that we um do this right, it's convoluted so that we put all those in the category and we use the new scoring category as.

C

Second, here yeah: second, we have a second there's.

G

C

Discussion, no further discussion we'll go ahead and move your previous question. I was in favor signing private, saying hi. All right are we posting from the same name.

D

Sorry, all right, that's a regular show that.

C

Is uh I believe the next topic is new business? I don't think there's any new business. If there is uh please bring forth to the board. I.

E

Would like I would like? Oh sorry, oh yes, I'm sorry.

D

E

I would like to let the board know that budget workshops have been scheduled for august 3rd, 4th and 5th. So it's tuesday, wednesday.

D

I'd like to also.

D

Move ahead and do the same thing that we did for the general fund for the third party funding. You know uh allocations.

C

Okay, the same process to be allocated to the hotel uh funding applications. uh There's no further discussion for the discussion. I'm going to the previous question. I was just talking about it saying I was posting everybody saying name was your passes.

C

Guesses can join us as well. uh Any other board members are welcome to join us as well. If they want to come in and let that council know how we.

E

Feel last year we were the first to present, but I can't make any promises. Please.

H

E

um Yearly uh there is budget workshops that run similar to a city council meeting, um so a budget workshop would still need to be advertised and 72 hours before. So that's why these they.

A

Vote on the date yeah, it's.

G

E

Meeting they do it's called work.

E

Interaction with staff and it allows them to recess yeah, to break.

E

An agenda will include all city departments also, so this is a city budget workshop, so the budget is presented usually first by the finance department.

E

And I know we discussed this. um What I had discussed this with one of the members here, you know: bridge revenue, sales, tax revenue properties, tax revenue, uh any revenue.

E

Department is is given as a whole, and then council has.

E

Give their presentation on a one to one, so the directors of each department go up there as they're being called to present. What are their asked? What are their wants? What did that budget entail, and sometimes that budget will include fts.

E

Will um and that's when they get to say well, uh let's just give give an example of another department. They'll be like well no you're asking for too many vehicles, too many personnel. I'm gonna cut that in half. So since it was a balanced budget that that savings, I I we see the need of this money better being fitted for this other ask so that's when they shuffle you last year they started with.

E

And they expected, you know: lots of revenue.

E

Surprise them by actually, we categorize them by food and services.

A

E

Shelter and health work so, based on what the um the committee had recommended, I put them in categories. I usually give it. I usually show them.

E

We did food, shelter and health, then there was um social. I think.

A

It was recreational.

E

Recreational, not recreational.

C

G

E

Start at 5 30 and we cannot go past, 11 p.m.

G

So they'll stay tuned up again three days in a row.

E

H

So you're gonna.

B

Be there right.

D

Oh yeah, there's.

G

Actually been times.

D

Where, like they stay past midnight, you know in recent years well, we know ahead of.

E

G

E

A schedule, but then there's been times that they don't call us right away, even if we're the first one on the schedule.

F

When they did all this stuff, that was very actually interesting because the same thing we said about they could change. Do it make changes they made changes right there.

E

To everyone's budget.

H

F

Okay, so but yeah and we were up there for what maybe.

D

That didn't even apply yeah.

G

H

That funded yes,.

D

That's exactly the same. Yes,.

H

I was told about that: that's why they want to get bogged down in what we're doing here.

E

I mean um we, we've done minor changes to it, but we feel that you know. Sometimes we get so used to seeing it that we don't even see what the difficult part of it, but we really.

E

It usually goes. Third party funding is very important to counsel, so they usually try to address it because of course, if they're going to increase or decrease it's going to affect their budget and then they have to find the money somewhere of.

D

Course- and they don't want to be- and.

E

Sometimes organizations show up.

D

Sometimes they.

E

Show up also to advocate why we gave them so much little money because remember these are all meetings. So by the time we go there.

E

So they'll they'll, try to you, know, go and advocate for themselves.

F

Also, talking about spain and entering and stuff that was sort of.

E

But the animal shelter is not a department of the city, yeah.

F

But it was for there was one that was.

B

F

I can't even talk all about this bathing suit. It seems like learning a lot of information. It seems like that this area of the world or this area in texas.

F

Is this really kind of bad situation, so they were discussing? You know how bad.

F

C

B