HomeMy WebLinkAbout6.2 Human Services Grant Prgm & Process Overview
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STAFF REPORT
HUMAN SERVICES COMMISSION
DATE: January 25, 2018
TO: Honorable Chair and Commissioners
FROM:
Linda Smith, Assistant City Manager
SUBJECT:
Human Services Grants Program and Process Overview
Prepared by: Rhonda Franklin, Management Analyst
EXECUTIVE SUMMARY:
The Commission shall receive an overview of the Human Services Grants Program and
timeline for the Fiscal Year 2018-19 program cycle.
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
None.
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).
The Fiscal Year 2018-19 budget process is currently in process. The City’s General
Fund amount has ranged from $130,000 to $160,000 during the past three fi scal years.
The Community Development Block Grant (CDBG) amount is estimated at last year’s
actual amount of $79,781. The CDBG program is administered through the Alameda
County Community Development Agency. The Affordable Housing Fund amount is
estimated at last year’s actual amount of $8,000.
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The range for Human Services Grants Program funding per grantee is between $3,500
minimum and $25,000 maximum.
Grants Program Process Overview
The Human Services Commission plays a key 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.
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 2018-19 program schedule is as follows:
Application Period 12/6/17 to 1/7/18
Mandatory Application Workshops (2017) 12/5 (AM Session)
12/12 (PM Session)
Staff Application Review 1/8 to 2/16/18
Commission Review Period 2/23 to 3/22/18
Distribute Human Services Commission 3/22/18
Agenda Packet to Commissioners and the Public
On or before 2/23/18
Commission Regular Meeting Date for Grant
Funding Recommendations
3/22/18
City Council Regular Meeting Date for Funding
Recommendations Consideration
4/17/18
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 22
Commission meeting that will include the grant applications, order of applicant
presentations, and Staff’s grant funding recommendations. At the March 2 2
Commission meeting, the Commission will receive applicant presentations at wh ich 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 consideration.
During the meeting, the Commission will be provided with tools to facilitate each
Commissioner’s recommended funding amount for each organization. All discussion
and deliberation 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 provided direction that they wish to consider grants for programs
that specifically address critical human service needs. These needs include services
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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. As a means to
address the latter, the City Council adopted an Arts Space Grant Program, which is
administered by Parks and Community Services staff.
Online Grant Application & Review Process
Applications were due by January 7, 2018 via the web-based ZoomGrants application
management system. The City received 19 applications. 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 at the dais during the Commission meeting on March 22, 2018.
Organization Affiliation
In preparation for the March 22 Commission meeting, Staff is requesting that
Commissioners complete and submit the attached Organization Affiliation Worksheet
(Attachment 4) to Staff by February 9 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.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
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
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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 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 2015.
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 preserve our natural
surroundings through environmental stewardship and sustainability. 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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• Our Values in Governing
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o Operate at all times with honesty and integrity.
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o Provide a high level of customer service and responsiveness from City staff to citizens.
o Embrace technology to improve effectiveness and efficiency.
o Strive to build an informed community through communication.
• Our Values in Relating to Other Communities and Entities
o Encourage collaboration and communication with other communities on issues of
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o Encourage public and private partnership of mutual benefit.
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6.2.b Packet Pg. 15Attachment: 2. Tri-Valley Needs Assessment 14 Areas of Concern (Human Services Grants Program &
1
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
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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.
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January 2018
City of Dublin
Human Services Commission - Organizational Affiliation Worksheet
Commissioner Name __________________________________________________
Please complete the following information and return by Friday, February 9, 2018. 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 *
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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
6.2.d
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