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Home My WebLink About04/30/2025 - Human Services and Housing Funding Board - AGENDA - Special MeetingHUMAN SERVICES & HOUSING FUNDING BOARD SPECIAL MEETING April 30, 2025 – 4:00 pm – 7:30 pm 222 Laporte Avenue, Fort Collins - Colorado River Room **Additional viewing option via TEAMS – details below** 1. CALL TO ORDER & ROLL CALL 2. AGENDA REVIEW 3. PUBLIC PARTICIPATION (3 MINUTES PER INDIVIDUAL) 4. APPROVAL OF MINUTES: April 9, 2025 5. UNFINISHED BUSINESS 6. NEW BUSINESS a. Deliberations to Formulate Funding Recommendations – Human Services 7. BOARD MEMBER REPORTS 8. STAFF REPORTS 9. OTHER BUSINESS (Board member concerns, Announcements) Participation for this Human Services and Housing Funding Board special meeting will be primarily available in-person at the location identified above. Online viewing/participation will be available for the public both in- person and via Microsoft TEAMS, using this link: https://www.fcgov.com/hshf-deliberation2 Online Public Participation: The meeting will be available to join beginning at 3:50 pm, April 30, 2025. Participants should try to sign in prior to the 4:00 pm meeting start time, if possible. For public comments, the Chair will ask participants to click the “Raise Hand” button to indicate you would like to speak at that time. Staff will moderate the TEAMS session to ensure all participants have an opportunity to address the Board. To participate: • Use a laptop, computer, or internet-enabled smartphone. (Using earphones with a microphone will greatly improve your audio). • You need to have access to the internet. • Keep yourself on muted status. provide to the Human Services & Housing for its consideration must be emailed to amolzer@fcgov.com at least 24 hours before the meeting. Teams platform are encouraged to participate by emailing amolzer@fcgov.com, and send at least 24 hours prior to the meeting. HUMAN SERVICES & HOUSING FUNDING BOARD SPECIAL MEETING April 30, 2025 – 4:00 pm – 7:30 pm 10. NEXT MEETING • Wednesday, May 14, 2025 | 5:30pm | Online/Virtual – Microsoft TEAMS Regular Meeting 11. ADJOURNMENT Funding Deliberation Structure & Protocol 2025 Competitive Process Human Services | CDBG Public Service | Homelessness Response & Prevention Goal: Efficiently and equitably determine funding for the Human Services, CDBG Public Service and Homelessness Response & Prevention applications Characteristics: rules-based, clear, objective, fair, equitable, transparent, lean Ranking Structure and Display • The human services grant proposals will be ranked in descending order, 1-50, according to the average cumulative scores submitted by the HSHF Board members. Homelessness Response applications will be ranked in descending order, 1-11. • 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 1 100 / 100 100% Employment Services Financial Stability $55,000 8 – Yes 0 – No 2 90 / 100 90% Daycare Caregiving $40,000 8 – Yes 0 – No 3 87 / 100 87% Senior Meals Food Security $40,000 8 – Yes 0 – No 4 82 / 100 82% Youth Services Prevention $25,000 7 – Yes 1 – 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. • Funding recommendations will not be reduced below the requested dollar amount proposed by the applicant, unless the following occurs: o The Board may examine the budget line-items that were submitted in the grant proposals, and may recommend specific, designated funding amounts and budget items to exclude. Board members must voice their rationale for excluding the budget line-item(s). The Board must vote to approve any exclusions, which may not lower the total award below 80% of the request. • 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. • Proposals may be zero-funded regardless of their ranked order, with lower-ranked proposals receiving funding, i.e., the Board is not bound to fund each proposal in the ranked order. • The Board members agree to refrain from referencing prior year funding award amounts to determine or influence future funding award amounts. Referencing the prior year’s request amount will be permitted. • 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. • When the ‘funds remaining’ balance falls below an amount viable to fully fund the next supported grant application, the Board may partially fund their next preferred program or may choose to allocate the remaining funds either in whole or in parts to programs already recommended for full funding. • After all proposals have been discussed, the Board will be asked to identify 1-3 programs that they would like funding to support in year 2 of the grant term, in the event that funding awards are unspent, returned or additional funding is allocated in the City’s FY26 budget year. • 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 Homelessness Response & Prevention funding pool for consideration. Process for CDBG Public Service: UPDATED March 31, 2025 An estimated $445k in funding is available to allocate to Homelessness Response and Prevention programs, composed from approximately $175k of CDBG Public Service dollars + $270k of locally- sourced general fund dollars. Consistent funding considerations and methodology will be applied to all proposals, following this process: 1. CDBG Public Service proposals will be presented to the Board in ranked order by score average, amongst the other Homelessness Response applications. The CDBG Public Service proposals will be marked in the ranking display so they can easily be identified. The Homelessness Response proposals will not be identified, but placeholders for each will be displayed in the ranked order. 2. The Board will then start the process of allocating $445k by first working through CDBG Public Service proposals in ranked order. 3. When the ‘funds remaining’ balance (of the $175k CDBG Public Service funding) falls below an amount viable to fully fund the next CDBG Public Service project, staff will pause the process and ask the Board the following: a. Would they like to shift one of the remaining CDBG Public Service proposals into the Homelessness funding category? If so, which one? b. For the proposal(s) remaining in the CDBG Public Service category: i. Is there support for that proposal to receive the remaining balance of the funds? Or…. ii. Is there support to allocate the remaining funds either in whole or in parts to CDBG Public Service programs already recommended for full funding. If so, the remaining proposals would be shifted into the Homelessness funding category. 4. Staff will calculate the equivalent percentage of funding share for each proposal. 5. The Board will then vote to recommend the proportional funding share for the remaining CDBG proposals (individually). 6. The full slate of Homelessness Response proposals will then be unmasked in the ranked order, and deliberations for the $270k of GF dollars will begin following the approved protocol process. The CDBG proposal(s) selected to transition back into this category will be considered in ranked order as an equivalent application amongst the others. 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.