HomeMy WebLinkAboutCommunity Development Block Grant Commission - Minutes - 10/12/20171
COMMUNITY DEVELOPMENT BLOCK GRANT COMMISSION
REGULAR MEETING MINUTES
222 Laporte Ave, Fort Collins
October 12, 2017, 6:00PM
COMMISSION MEMBERS PRESENT:
Taylor Dunn - Chair
Holly Carroll – Vice Chair
Margaret Long
Amy Dondale
Steve Backsen
Serena Robb
Sara Maranowicz
COMMISSION MEMBERS ABSENT:
Anita Basham
STAFF PRESENT:
Adam Molzer – Staff Liaison
Nancy Cramer – Minute Taker
At 6:01 pm the meeting was called to order by Chair, Taylor Dunn.
PUBLIC COMMENT:
None
INTRODUCTIONS
General introductions of all members were conducted, including the introduction of Adam
Molzer, the new Staff Liaison.
APPROVAL OF MINUTES:
Taylor Dunn made a motion to approve the May minutes, seconded by Holly Carroll. The
motion passed unanimously.
Margaret Long made a motion to approve the September minutes, seconded by Amy Dondale.
The motion passed unanimously.
APPLICATION & PROCESS IMPROVEMENTS
Adam Molzer further introduced himself as well as discussed his goals of examining the
competitive process to basically tighten-up certain areas in order to make a smoother, cleaner
process for all staff, committee members, and partners in community. He presented his RFP
process and with a step-by-step timeline on the whiteboard and asked for general input from
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the members as to how the process could be trimmed-back to make things run more efficiently
and effectively.
Steve asked about what funding trends are happening right now. Adam replied that he was
hearing from agencies that many are looking at collaborative efforts to request funding,
triangulating efforts is also a trend, online and mobile giving continue to increase particularly
among the millennial age group, and highly focused “deep” funding approaches.
Sara mentioned that one of the current challenges in assessing priorities is that often we refer
to funding decisions of prior years. Taylor said the timeline was very helpful and that it seems
like the presentation/Q&A, as well as most discussion comes up at the deliberation stage,
rather than prior to that point, and it was suggested that discussion as a group should occur
prior to the disbursement of funds to get the best information. Amy and Holly both agreed.
Margaret mentioned that they should be aware of the current needs of community. Steve
mentioned that the challenge is between preventative services and immediate crisis needs –
and how to balance the two.
Margaret suggested bringing all of the major funding groups together in a roundtable (including
the public sector). Serena added that the thought we needed to look at is how we can make the
process better for the agencies. Adam responded to the group that he was in the process of
meeting with various parties to gain input so that he could align and simplify the process; and,
that one of his goals is to create a strategic plan for human services that will better inform the
group and the work of Social Sustainability at the City.
Holly then asked about what the staff comments were regarding the process. Adam shared that
the staff mentioned the issue of whether or not it is effective to have all members of the staff
attend in-person for four nights; or, if having applicants use the video presentation format only
would be better and more time/cost effective. Discussion continued as to the pros and cons
with final conclusions of: 1) Simplify the application forms and process; 2) Provide easy to
follow, specific guidelines and parameters for both the applicants and staff in hardcopy and
training session formats; and 3) Revise the application question of how the applicants fit into
the city’s strategic plan so that it is more clearly defined and provides less space in which to
respond. Adam will revise and send the revisions to a sub-group for review and feedback.
Sara suggested that the group look at and consider “fairness” data points as to new applicants
vs. older, well-known applicants.
AGENCY MONITORING ROLE OF COMMISSION POST-DELIBERATION
Taylor brought up the issue of the Commission’s monitoring role following deliberations and
after recommendations have been made to City Council. Margaret mentioned that once
contracts are out, the staff should inform the commission if there are any problems. All agreed
that the staff must inform them of any issue or “red flags” immediately to help with decision-
making in the future. Adam assured everyone that he spoke with Beth Sowder and is in the
process of reviewing the Work Plan, Bylaws, and the Contract. He explained that the contracts
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are set up so that the input, activity, and information would trigger consequences with the
grantees and further commission scrutiny during the next competitive process deliberations.
Adam explained that the reporting is now on a quarterly basis, rather than the previous
monthly reporting, with a few exceptions. However, there will only be one report prior to the
next deliberation process. Taylor added that the more we free up people’s time the better.
STAFF REPORTS:
Adam reported the following updates:
1. Everyone was invited to the city Annual Board & Commissions Appreciation Dinner to be
held on Wednesday, November 1, 2017, 5:30 pm – 7:00 pm at the Lincoln Center, and to
RSVP by October 27, 2017.
2. At the meeting on November 9, 2017, Christine Macrina, from the Clerk’s Office, will be
giving a presentation of their new database system for the Volunteer Program.
3. Reminder that the 2018 Work Plan is due in November.
4. Reminder that the Annual Report is due at the end of January.
5. Reminder that in February the commission will vote on new Chair and Vice-Chair
appointments, which will be discussed at the next meeting. Amy, Serena and Holly also
stated their terms might be up at end of year.
6. There was one new agency update that Voices Carry had a recent transition to a new
interim executive director, Lynn, and that he will be meeting with her soon.
OTHER:
Taylor mentioned one item regarding the Affordable Housing Board inquiring about working
together moving forward. Discussion followed on whether the Housing Board should have a
seat at the table on making decisions for funding and/or if they should be allowed to sit in on
presentations. The final recommendation was no. However, it was discussed that they were set
up for and should continue technical review of proposals. Taylor suggested that it might be
helpful to have people in the business of housing sit in and asking questions of the applicants.
It was agreed by all that Taylor would go forward with his meeting with Diane Cohn of the
Affordable Housing Board and then report back to the commission after the meeting.
ADJOURNMENT:
Meeting was adjourned at 7:16pm