HomeMy WebLinkAbout8.2 Human Services Grants Prog & Process Overview ITEM NO.: 8.2
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STAFF REPORT
HUMAN SERVICES COMMISSION
DATE: January 26, 2017
TO: Honorable Chair and Commissioners
FROM: Rhonda Franklin, Management Analyst
SUBJECT: Human Services Grants Program & Process Overview
EXECUTIVE SUMMARY:
The Commission shall receive an overview of the Human Services Grants Program and timeline for the Fiscal
Year 2017-18 program cycle.
FINANCIAL IMPACT:
None.
RECOMMENDATION:
Receive the Report and submit the Organizational Affiliation Worksheet to Staff by February 23, 2017.
DESCRIPTION:
The City of Dublin Human Services Grants Program provides financial support to local non-profit
organizations serving the Dublin community. The program is supported through several funding sources
including the Federal Community Development Block Grant (CDBG) program and the City’s General Fund
and Affordable Housing Fund (as available). Each year the City Council awards funding to organizations that
best meet the community’s needs in support of the City’s adopted Mission, Vision and Values (Attachment 1)
and the 14 Areas of Concern as identified in the Tri-Valley Needs Assessment (Attachment 2).
As part of the Fiscal Year 2016-17 Budget process, the City Council approved an allocation of General Fund
and Affordable Housing Fund amounts of $140,000 and $8,000, respectively, for the upcoming grant cycle
(Fiscal Year 2017-18). The Community Development Block Grant (CDBG) amount is estimated at last year’s
actual amount of $75,602. The CDBG program is administered through the Alameda County Community
Development Agency. The minimum and maximum funding amounts per grantee application are $3,000 and
$25,000, respectively.
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Grants Program Process Overview
The Human Services Commission plays a significant role in the Human Services Grants Program process.
The Commission reviews and evaluates grant applications, receives applicant presentations, considers Staff’s
grant funding recommendations, and determines final grant funding recommendations for City Council
consideration and approval.
The Human Services Grants Program occurs on the Fiscal Year calendar, which is July through June of each
year. The Program follows a strict schedule in order to meet City of Dublin, Alameda County, and
Department of Housing and Urban Development budget deadlines. The Fiscal Year 2017-18 program
schedule is as follows:
Application Period 12/1/16 to 1/8/17
Mandatory Application Workshops (2016) • 12/1 (AM Session)
• 12/7 (PM Session)
• 12/16 (AM Session)
Staff Application Review 1/9/16 to 2/10/17
Commission Review Period 2/23 to 3/23/17
Distribute Human Services Commission 3/23/17
Agenda Packet to Commissioners and the Public
On or before 2/23/17
Commission Regular Meeting Date for Grant
Funding Recommendations
3/23/17
City Council Regular Meeting Date for Funding
Approvals
4/18/17
During the Staff application review period, Staff will review, evaluate, and rate applications according to the
City Council approved rating criteria (Attachment 3). On or before February 23, the Commission will receive
an agenda packet for the March 23 Commission meeting that will include the grant applications, order of
applicant presentations, and Staff’s grant funding recommendations. At the March 23 Commission meeting,
the Commission will receive applicant presentations at which time the Commission may ask questions of the
applicants for clarification purposes or to gather additional information about the organization. After
applicant presentations, the Commission will deliberate and recommend the final grant funding amounts for
City Council approval. During the meeting, the Commission will be provided with tools to facilitate each
Commissioner’s recommended funding amount for each organization. All discussions and deliberations
regarding funding amounts by the Commission, as well as the final recommendation to City Council, are
required to take place at the dais before members of the public in attendance during the meeting.
City Council Direction
The City Council has directed the Human Services program to emphasize programs that specifically address
human service needs. These needs include critical services such as food and nutrition, healthcare,
homelessness, childcare, etc. The City Council provided further direction to de-emphasize and not award
limited grant funds to arts-based or school programs that do not address human service needs.
Online Grant Application & Review Process
All applications are submitted online via the web-based ZoomGrants application management system. On or
before February 23, Commissioners will be provided with instructions for accessing and reviewing
applications in the ZoomGrants system. Commissioners can only review applications in the ZoomGrants
system; all discussions, comments and funding recommendations must take place during the Commission
meeting on March 23.
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Organization Affiliation
In preparation for the March 23 Commission meeting, Staff is requesting that Commissioners complete and
submit the attached Organization Affiliation Worksheet (Attachment 4) to Staff before February 23 so that
Staff can determine potential conflicts of interest related to grant applicants and Commissioner organization
affiliations. Staff will notify Commissioners of any conflict of interest issues and provide further instructions
should any conflicts of interest occur. Staff is requesting Commissioners complete and submit the worksheet
via email no later than February 23.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. City of Dublin Mission, Vision and Values
2. Tri-Valley Needs Assessment 14 Areas of Concern
3. City of Dublin Rating Criteria
4. Organizational Affiliation Worksheet
Mission, Vision & Values
Ensuring the Prosperity & Well-Being of Our Community
The City Council adopted Dublin's Mission, Vision, and Values statements as part of the City's
10-Year Strategic Plan. These statements are intended to serve as guidance for the City Council
and commissions in their deliberations on various proposals presented to them, and to ensure that
our developing community remains happy, healthy, and well-balanced. These statements were
updated and modified in 2013.
Our Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe and secure
environment, and fosters new opportunities.
Our Vision
Dublin is a vibrant city committed to its citizens, natural resources, and cultural heritage. As
Dublin grows, it will balance history with progress, to sustain an enlightened, economically
balanced and diverse community.
Dublin is unified in its belief that an engaged and educated community encourages innovation in
all aspects of City life, including programs to strengthen our economic vitality, and support
environmental stewardship and sustainability through the preservation of our natural
surroundings. Dublin is dedicated to promoting an active and healthy lifestyle through the
creation of first-class recreational opportunities, facilities, and programs.
Our Values
• Our Values in Building Community
o Promote locations and events that bring people of all ages together.
o Provide more venues for family-based activities.
o Foster heritage and cultural development.
• Our Values in Ensuring a Safe Community
o Provide high quality police and fire services to insure the safety of the citizens
living in the community.
o Provide education and training to residents and businesses that would promote
public safety.
• Our Values in Guiding Development
o Assure that development contributes positively to the City's fiscal health.
o Support pedestrian-friendly development, transit-oriented development, green
building, and environmental responsiveness.
o Promote high quality design and architectural standards in private development
and in all public facilities.
o Develop transportation systems that facilitate ease of movement throughout the
City.
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Organization: ______________________________ Program: _______________________________
PROPOSAL SCORE
Maximum of 15 points
RECOMMEND FUNDING Yes No
FUNDING SOURCE CDBG Comm. Grant Incl. Fund
Total Requested Total Recommended
IF RECOMMENDING CDBG FUNDING, NOTE THAT CDBG FUNDS MAY ONLY BE USED FOR THE FOLLOWING ACTIVITIES AS
DEFINED BY THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (CHECK ONE).
CAPITAL PROJECTS PUBLIC SERVICE HOUSING ECONOMIC DEVELOPMENT
THE WORD “PROGRAM” IS USED BELOW ON THIS FORM TO INCLUDE SERVICES, ACTIVITIES OR IMPROVEMENTS.
1. Organization/Management
The organization previously received funding from Dublin, and has fully complied with the City’s management
procedures, including invoice and report deadlines.
The organization, as presented in the application, is able to achieve the stated goals and outcomes.
The organization and their staff are qualified and have the capacity to provide for the program. (i.e. non-profit
status, resumes for staff, a Board of Directors, information on clients served).
The organization has completed all required aspects of the application process.
The proposed program has a successful proven track record (not a new program).
(Maximum of 5) ______
2. Needs/Benefit
The beneficiaries are an appropriate target group (lower income residents, handicapped, elderly, youth, etc.)
The organization provides an activity to Dublin residents that other organizations do not provide.
Applicant’s activity: (choose a or b)
a. benefits a majority of Dublin residents by meeting the City’s Mission, Vision and Values OR
b. meets at least one of the U.S. Department of Housing and Urban Development’s Strategic Goals or Policy
Priorities.
The organization’s program meets one of the 14 Areas of Concern as identified in the 2011 Eastern Alameda
County Needs Assessment Report
The organization collaborates with other agencies to enhance services.
(Maximum of 5) ______
City of Dublin
Universal Grant Rating Sheet
TO BE FILLED OUT BY CITY STAFF
2
3. Funding/ Budget
The amount of funding requested compared to the number of Dublin residents served is reasonable.
Fiscal responsibility - evaluation of the most current audit does not reveal one or more *material weaknesses*
(or equivalent) that could jeopardize other funding.
Program and administrative budget covers the cost to provide for the program.
The organization leverages other funding sources to provide activities/services/improvements.
The organization charges a fee and/or produces other income that may be used to support this program
(review submitted fee schedule if applicable).
(Maximum of 5) ______
*Standardized accounting audit statements
1. A “Control Deficiency”, which is the lowest of the three deficiencies, exists when the design or operation of a
control does not allow management or employees, in the normal course of performing their assigned functions,
to prevent or detect misstatements on a timely basis.
2. A “Significant Deficiency” is a control deficiency or a combination of control deficiencies, that adversely
effects the organization’s ability to initiate, authorize, record, process or report financial data in accordance with
the Generally Accepted Accounting Principles, and that the likelihood of a misstatement of the organization’s
financial statement that is more than inconsequential which will not be prevented or detected by the
organization’s established internal controls.
3. A “Material Weakness”, is a significant deficiency or a combination of significant deficiencies, that results in
more than a remote likelihood that a material misstatement of the financial statements which will not be
prevented or detected by the organization’s established internal controls.
Rating Criteria is subject to change from time to time to reflect the current industry
or to address the type of applications received.
January 2017
City of Dublin
Human Services Commission - Organizational Affiliation Worksheet
Commissioner Name __________________________________________________
Please complete the following information and return by Thursday, February 23, 2017. As part of the City’s Human Services Grants Program, Human
Services Commissioners will be asked to make recommendations to the Dublin City Council about grant funding awards for community organizations.
State and federal laws limit certain political appointees from making funding recommendations for organizations that may apply for City grant funding,
particularly if they are a member of the applicant organization or an office holder. The information you provide will be evaluated by the City Attorney’s
Office to identify any potential conflicts related to the City’s Human Services Grants Program. Thank you for your assistance!
#
Community
Organization Name
Organization
Address / Phone Website (if any) Membership Type *
1.
2.
3.
4.
5.
6.
7.
8.
*Please indicate whether you are a voting or non-voting member of the organization; and if you are an officer, please list your title. (Attach additional
sheets if needed.)
____________________________________________________________________
Commissioner Signature Date