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Home My WebLink About04/26/2023 - Human Services And Housing Funding Board - Agenda - Special Meeting02/08/2023 Agenda Page 1 HUMAN SERVICES & HOUSING FUNDING BOARD SPECIAL MEETING Wednesday, April 26, 2023 4:00pm 222 Laporte Avenue, Fort Collins - Colorado River Room **Additional viewing option via Zoom – details below** Participation for this Human Services and Housing Funding Board special meeting will be available in-person at the location identified above, as well as online or by phone via Zoom. ONLINE PUBLIC PARTICIPATION: You will need an internet connection on a laptop, computer, or smartphone, and may join the meeting through Zoom at https://fcgov.zoom.us/j/94639851246?pwd=bU5YRnBLdHR6OTdGWUtzV2FZNWFpUT09 Webinar ID: 946 3985 1246 (Using earphones with a microphone will greatly improve your audio). Keep yourself on muted status. For public comments, the Chairperson will ask participants to click the “Raise Hand” button to indicate you would like to speak at that time. Staff will moderate the Zoom session to ensure all participants have an opportunity to comment. PUBLIC PARTICIPATION BY PHONE: Please dial +1 720 928 9299 and enter Meeting ID 946 3985 1246. Keep yourself on muted status. For public comments, when the Chair asks participants to click the “Raise Hand” button if they wish to speak, phone participants will need to press *9 to do this. Staff will be moderating the Zoom session to ensure all participants have an opportunity to address the Human Services & Housing Funding Board. When you are called, press *6 to unmute yourself. PUBLIC PARTICIPATION IN PERSON: To participate in person, individuals should join the Zoom meeting online and the chairperson will call upon each participant to speak. Documents to Share: Any document or presentation a member of the public wishes to provide to the Human Services & Housing Funding Board for its consideration must be emailed to amolzer@fcgov.com at least 24 hours before the meeting. Provide Comments via Email: Individuals who are uncomfortable or unable to access the Zoom platform or participate by phone are encouraged to participate by emailing comments to amolzer@fcgov.com at least 24 hours prior to the meeting. If your comments are specific to any of the discussion items on the agenda, please indicate that in the subject line of your email. Staff will ensure your comments are provided to the Human Services & Housing Funding Board. Individuals uncomfortable or unable to access the Zoom platform or unable to participate by phone are encouraged to participate by emailing general public comments you may have to amolzer@fcgov.com. The Staff Liaison will ensure the Human Services & Housing Funding Board receives your comments. If you have specific comments on any of the discussion items scheduled, please make that clear in the subject line of the email and send at least 24 hours prior to the meeting. HUMAN SERVICES & HOUSING FUNDING BOARD SPECIAL MEETING Wednesday, April 26, 2023 4:00pm 222 Laporte Avenue, Fort Collins - Colorado River Room **Additional viewing option via Zoom – details above** 04/26/2023 Agenda Page 2 1. CALL TO ORDER & ROLL CALL 2. AGENDA REVIEW 3. COMMUNITY PARTICIPATION (3 MINUTES PER INDIVIDUAL) 4. APPROVAL OF MINUTES: None 5. BOARD MEMBER REPORTS (Committees, Event attendance, etc.) 6. STAFF REPORTS 7. UNFINISHED BUSINESS 8. NEW BUSINESS a. Deliberations to Formulate Funding Recommendations – Human Services 9. OTHER BUSINESS (Board member concerns, Announcements) 10. NEXT MEETING a. Wednesday, May 10, 2023 | 5:30pm | Location: Zoom/Online 11. ADJOURNMENT Funding Deliberation Structure & Protocol 2023 Competitive Process FINAL Human Services Goal: Efficiently and equitably determine funding for the Human Services applications Characteristics: rules-based, clear, objective, fair, equitable, transparent, lean Ranking Structure and Display • The human services and CDBG public services grant proposals will be ranked in descending order, 1-43, according to the average cumulative scores submitted by the HSHF Board members. • The aggregate ‘Desired Amount of Recommended Funding’ submitted by the Board members will be displayed (both mean and median) with the rankings, and will not alone be determinative. • The ‘Recommend Funding This Proposal - Yes/No’ responses from the Board members will be tallied and displayed with the rankings. • Prior to deliberation, staff will review the distribution of proposal scores across Board members’ scorecards to validate consistent standard deviations. If anomalies are identified, then the scores may be normalized. • If Board members abstain from scoring a proposal, the denominator will be adjusted accordingly when that proposal’s averages are calculated. Example of Rankings Display Rank Score Score Percent Organization $ Request Mean $ Recommend Median $ Recommend Fund – Yes/No 1 90 / 90 100% Shelter $60,000 $56,600 94% of Rqst $54,000 90% of Rqst 9 – Yes 0 – No 2 87 / 90 97% Daycare $90,000 $82,000 91% of Rqst $80,000 89% of Rqst 9 – Yes 0 – No 3 77 / 90 86% Senior Meals $40,000 $28,200 70% of Rqst $25,500 64% of Rqst 9 – Yes 0 – No 4 70 / 90 78% Youth Services $20,000 $12,300 61% of Rqst $11,500 58% of Rqst 8 – Yes 1 – No 5 63 / 90 70% Therapy $60,000 $19,000 31% of Rqst $18,000 30% of Rqst 6 – Yes 3 – No 6 50 / 90 56% Food Pantry $60,000 $11,200 18% of Rqst $8,400 14% of Rqst 3 – Yes 6 – No Deliberation Protocol • During deliberation, the Board’s discussion of each proposal will begin at the top of the rankings (#1) and move down the list. • Proposals may be revisited and reconsidered throughout the deliberation. • All proposals will be afforded discussion time. • The Board may examine the prioritized budget line-items that were submitted in the grant proposals, and may recommend specific, designated funding amounts and budget items to support accordingly. • The Board members agree to honor the scorecard rankings by abstaining from attempting to ‘pull up’ the ranking of individual proposals, based on their personal preferences. This means that proposals will be considered in ranked order. • The Board members agree to refrain from referencing prior year funding award amounts to determine or influence future funding award amounts. • If a trend is identified of 3+ Board members indicating that they do not recommend funding a proposal, those proposals may be discussed in further detail. This will allow the group to better understand why and to discuss what the group would feel comfortable funding given those concerns. • If the total funding recommendation balance is higher than the available funding at the end of the deliberations, the applications recommended for partial funding will be scaled downward by equal percentage to achieve a balanced budget. Fully funded proposals would be exempt. • Each funding amount endorsed by the Board members, for each proposal, will require an individual motion, second and vote for approval. Friendly amendments will be considered. o If a Board member recuses themselves from a proposal, they will need to exit the room until that proposal’s funding recommendation has been decided. o The final funding recommendation will be voted on by all Board members. o Board members shall vote either Yes or No or Abstain. • During years when new CDBG Public Services applications are reviewed, the Board will select the funding proportion (percentages) that each eligible program will receive on a multi-year basis. Staff will then use those percentages to calculate the award amount after Fort Collins’ HUD federal award is announced annually. The Board may also select programs that they wish to be transferred to the Human Services Program funding pool for consideration, recognizing that those programs may not receive both CDBG and Human Services Program funding. During years when renewal applications for the CDBG Public Services funds are submitted by eligible programs, staff will provide the Board with a summary of program profiles, funding amounts and grant performance assessments to-date. The Board may vote to adopt the recommended funding formula or, alternatively, may elect to change the funding distribution for any of the following circumstances: 1) CDBG grantee does not fully expend their grant funds; or 2) does not comply with terms of their agreement (ex: significant reduction in clients served); or 3) is unable to comply with federal requirements. Renewal applications may not be transferred to the Human Services Program for consideration.