HomeMy WebLinkAbout01-23-2020 HSC Agenda PacketJanuary 23, 2020 Dublin Human Services Commission Agenda Page 1 of 2
REGULAR MEETING
Thursday, January 23, 2020, 7:00 PM
Council Chamber, 100 Civic Plaza
DUBLIN HUMAN
SERVICES COMMISSION
A G E N D A
• Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov)
• A complete packet of information containing Staff Reports and exhibits relate to each item is available of public
review at least 72 hours prior to a Human Services Commission Meeting or, in the event that it is delivered to
Human Services Commission members less than 72 hours prior to a Human Services Commission Meeting, as
soon as it is so delivered.
REGULAR MEETING 7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ORAL COMMUNICATIONS
3.1. Public Comment
At this time, the public is permitted to address the Human Services Commission on non-agendized items.
Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT EXCEED
THREE (3) MINUTES. In accordance with State Law, no action or discussion may take place on any item not
appearing on the posted agenda. The Human Services Commission may respond to statements made or
questions asked, or may request Staff to report back at a future meeting concerning the matter. Any member of
the public may contact the Recording Secretary’s Office related to the proper procedure to place an item on a
future Human Services Commission agenda. The exceptions under which the Human Services Commission
MAY discuss and/or take action on items not appearing on the agenda are contained in Government Code
Section 54954.2(b)(1)(2)(3).
4. CONSENT CALENDAR
Consent Calendar items are typically non-controversial in nature and are considered for approval by the Human
Services Commission with one single action. Members of the audience, Staff or the Human Services
Commission who would like an item removed from the Consent Calendar for purposes of public input may
request the Chair to remove the item.
4.1. Minutes of the November 21, 2019 Human Services Commission Meeting
The Human Services Commission will consider approval of the November 21, 2019
Regular Meeting Minutes.
STAFF RECOMMENDATION:
Approve the minutes of the Human Services Commission November 21, 2019
Regular Meeting.
5. WRITTEN COMMUNICATION
6. PUBLIC HEARING
7. UNFINISHED BUSINESS
8. NEW BUSINESS
January 23, 2020 Dublin Human Services Commission Agenda Page 2 of 2
8.1. Overview of Human Services Grant Process for Fiscal Year 2020-21
The Commission will receive an overview of the Human Services grant process for
Fiscal Year 2020-21 and the Commission's role in the process.
STAFF RECOMMENDATION:
Receive the report.
8.2. Election of Officers
The Commission shall annually elect a Chairperson and Vice Chairperson per the
Bylaws and Rules of Procedure for the Human Services Commission.
STAFF RECOMMENDATION:
Conduct elections for Chairperson and Vice Chairperson for a period of one year.
9. OTHER BUSINESS
Brief information only reports from the commission and/or Staff, including committee reports and reports by
the commission related to meetings attended at City expense (AB1234).
10. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a)
If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate
alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of
1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make
a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833 -
6650 at least 72 hours in advance of the meeting.
Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, and fosters
new opportunities.
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 informed community encourages innovation in all aspects of C ity
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.
Page 1 of 1
STAFF REPORT
HUMAN SERVICES COMMISSION
DATE: January 23, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Minutes of the November 21, 2019 Human Services Commission Meeting
Prepared by: Jennifer Mendez, Management Analyst I
EXECUTIVE SUMMARY:
The Human Services Commission will consider approval of the November 21, 2019
Regular Meeting Minutes.
STAFF RECOMMENDATION:
Approve the minutes of the Human Services Commission November 21, 2019 Regular
Meeting.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Commission will consider approval of the November 21, 2019 Regular Meeting
Minutes.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Minutes of the November 21, 2019 Human Services Commission
4.1
Packet Pg. 3
HUMAN SERVICES COMMISSION MINUTES
Thursday, November 21, 2019
Human Services Commission November 21, 2019
Regular Meeting P a g e | 1
A Regular Meeting of the Dublin Human Services Commission was held on Thursday,
November 21, 2019, in the Human Services Commission Council Chamber.
1. Call to Order and Pledge of Allegiance
The meeting was called to order at 7:00 PM., by Commission Vice Chair Shaun Costello. The
pledge of allegiance was recited by those present at the meeting.
Attendee Name Title Status
Alan Brown Commission Chair Absent
Janet Songey Commissioner Present
Shawn Costello Commissioner Vice Chair Present
Ankita Sharma Commissioner Present
Candy Velasco Commissioner Present
Michael McCorriston Alternate Commissioner Present
Nelia Soares Alternate Commissioner Present
3. Oral Communications
3.1. Public Comment
No public comments were made.
3.2 Easterseals Bay Area Informational Presentation
Abigail Guerdat and Zach Lupton with Easterseals Bay Area gave an informational
presentation.
Ms. Guerdat shared a brief history of Easterseals Northern California and provided an
overview of their services for the adult day program known as Kaleidoscope Community
Adult Program (KCAP).
Mr. Lupton answered some questions from commissioners and Cmr. Costello thanked
Ms. Guerdat and Mr. Lupton for their presentation.
4. Consent Calendar
4.1. Approve the March 28, 2019 and July 25, 2019 meeting minutes.
On a motion by Commissioner Songey and seconded by Commissioner Velasco, the Human
Services Commission took the following action:
RESULT: Adopted [Unanimous]
4.1.a
Packet Pg. 4 Attachment: 1. Minutes of the November 21, 2019 Human Services Commission (Minutes of the November 21, 2019 Human Services
Human Services Commission November 21, 2019
Regular Meeting P a g e | 2
MOVED BY: Songey
SECOND: Velasco
AYES: Shawn Costello, Ankita Sharma, Janet Songey, Candy Velasco
ABSENT: Alan Brown
5. Public Hearing
None.
6. Unfinished Business
None.
7. New Business
None.
8. Commissioner’s Reports
Cmr. Songey reported that she is chair of the Tri-Valley Community Outreach Program
and participated in their eighth annual Thanksgiving dinner.
Cmr. Costello reported that he went to Sacramento on November 5th and 6th to attend
the Consumer Advisory Committee of the California Department of Developmental
Services meeting.
Cmr. Velasco shared her interaction with Open Heart Kitchen’s Meals on Wheels
program.
Cmr. Sharma volunteered for the Assistance League of Amador Valley, a national
organization with a branch in the Tri Valley, which serves children to senior citizens.
Alternate Cmr. McCorriston introduced himself to the Commission.
Assistant Director Amaya expressed her excitement to hear that the commissioners are
visiting so many human services related facilities and are involved in various programs
in the Tri Valley and in Dublin. She reminded the Commission of its important role in the
grant program in the next couple of months.
Assistant Director Amaya introduced Shaun Chilkotowsky and Lauren Marriott who will
be the staff liaisons to the Commission moving forward.
9. Adjournment
4.1.a
Packet Pg. 5 Attachment: 1. Minutes of the November 21, 2019 Human Services Commission (Minutes of the November 21, 2019 Human Services
Human Services Commission November 21, 2019
Regular Meeting P a g e | 3
The meeting was adjourned by Cmr. Costello at 7:34 P.M.
____________________________________
Human Services Commission Vice Chair
ATTEST:
____________________________________
Assistant Parks and Community Services Director
4.1.a
Packet Pg. 6 Attachment: 1. Minutes of the November 21, 2019 Human Services Commission (Minutes of the November 21, 2019 Human Services
Page 1 of 4
STAFF REPORT
HUMAN SERVICES COMMISSION
DATE: January 23, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Overview of Human Services Grant Process for Fiscal Year 2020 -21
Prepared by: Shaun Chilkotowsky, Heritage and Cultural Arts Manager
EXECUTIVE SUMMARY:
The Commission will receive an overview of the Human Services grant process for
Fiscal Year 2020-21 and the Commission's role in the process.
STAFF RECOMMENDATION:
Receive the report.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The City of Dublin’s Human Services Grants Program provides financial support to local
non-profit organizations serving the Dublin community. The Human Services
Commission ("Commission" or “HSC”) plays a key role in the award process as the
Commission evaluates grant applications, receives applicant presentations, and makes
a recommendation to City Council on grant funding amounts.
This report contains background information regarding the grant review process. Also
provided is an Organization Affiliation Worksheet (Attachment 1) for Commissioners to
complete to help determine potential conflicts of interest related to grant applicants and
Commissioner organization affiliations.
Overview of Grants Program Process
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,
Alameda County, and Department of Housing and Urban Development bud get
deadlines. The Fiscal Year 2020-21 program schedule is as follows:
8.1
Packet Pg. 7
Page 2 of 4
Action Date
Application period opens December 13, 2019
Mandatory grant workshop #1 December 18, 2019
Mandatory grant workshop #2 December 19, 2019
Application period closes January 13, 2020
HSC Commissioners receive grant process
overview and ZoomGrants training
January 23, 2020
Applications and ZoomGrants access provided to
HSC Commissioners for review
February 3, 2020
Commissioners grant rating worksheets and
preliminary funding recommendations due to City
Staff
March 2, 2020
HSC receives applicant presentations, reviews
preliminary funding recommendations and makes
final funding recommendation
March 26, 2020
Staff presents HSC’s funding recommendations to
City Council for approval
April 2020
City Council adopts City budget May 2020
County adopts County budget (CDBG funds) June 2020
By February 3, 2020, the application review period will begin, and Commissioners will
receive grant applications and access to Zoom Grants . During the application review
period, Staff and Commissioners will review, evaluate, and provide a preliminary
funding requests for each application according to the City Council approved rating
criteria (Attachment 2).
By March 2, 2020, each Commissioner will return to City staff a completed rating sheet
and preliminary funding request for each application.
At the March 26, 2020, Commission meeting, each applicant will make a brief
presentation to the Commission. At this meeting, Commissioners may ask questions of
the applicants for clarification purposes or to gather additional information about the
organization. After applicant presentations, the Commission will deliberate in open
session and, by way of a motion, recommend the final grant funding amounts to the City
Council for their consideration. All discussions and deliberations regarding funding
amounts by the Commission, as well as the final recommendation to the City Council,
are required to take place at the dais before members of the public in attendance during
the meeting.
City Council Direction
Each year, the City Council awards funding to organizations that best meet the
community’s needs in support of the 14 Areas of Concern as identified in the Tri Valley
Needs Assessment and the City’s adopted Mission and Vision Statements (Attachment
3).
8.1
Packet Pg. 8
Page 3 of 4
Tri Valley Needs Assessment Findings by Area of Concern*
1. Behavioral Health (mental health and substance
abuse)
2. Affordable Housing
3. Health Care
4. Workforce Development
5. Homelessness
6. Transportation Services and Access
7. Domestic Violence and Child Abuse
8. Disabilities
9. Food and Nutrition
10. Senior Services
11. Youth Services
12. Child Care, Early Childhood Development, and
Education
13. Changing Demographics and Growing Diversity
14. Financial Assistance
* Taken from page 33 of the Eastern Alameda County 2011 Human Services Needs
Assessment Findings Report. The report is available online at www.dublin.ca.gov/1956.
Additionally, the City Council has provided direction to consider grants for programs that
specifically address critical human service needs. These include services such as food
and nutrition, healthcare, homelessness, and childcare. The City Council provided
further direction to prioritize these critical human service needs and not to award grant
funds to arts-based or school programs. To address the latter, the City Council adopted
an Arts Space Grant Program, which is administered by Parks and Community Services
Staff.
Funding Amounts
The program is supported through several funding sources including the Federal
Community Development Block Grant (CDBG) program, the City’s General Fund, and
Housing Inclusionary Fund (as available).
The Fiscal Year 2020-21 budget process has already begun; however, Staff has
estimated the funding allocations for the grant program based on funding levels in
recent years. The amount of funding is not guaranteed.
Estimated Funding Allocations for FY 2020-21
General Fund $130,000
Housing Inclusionary Fund $8,000
Community Development Block Grant (CDBG) $94,000
The CDBG program is administered through the Alameda County Community
Development Agency. The CDBG amount is the estimated amount available for public
services and capital projects.
8.1
Packet Pg. 9
Page 4 of 4
The range for Human Services Grants Program funding per grantee is from $3,500 to a
maximum of $25,000.
Online Grant Application and Review Process
The City received 21 applications via the web-based ZoomGrants application
management 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 26, 2020.
Organization Affiliation
In preparation for the upcoming application review period and future Commission
meetings, Staff is requesting that Commissioners complete and submit the attached
Organization Affiliation Worksheet to Staff by January 31, 2020. This will allow Staff to
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 occur.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Organization Affiliation W orksheet
2. Sample Criteria Rating Sheet
3. City of Dublin Mission and Vision Statements
8.1
Packet Pg. 10
January 2019
City of Dublin
Human Services Commission - Organizational Affiliation Worksheet
Commissioner Name __________________________________________________
Please complete the following information and return by Monday, February 3, 2020. 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
8.1.a
Packet Pg. 11 Attachment: 1. Organization Affiliation Worksheet (Overview of Human Services Grant Process for Fiscal
1
Criteria Rating Sheet
CITY OF DUBLIN
UNIVERSAL GRANT RATING SHEET
TO BE FILLED OUT BY CITY STAFF
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).
(Max im um 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.
(Max imum of 5) ______
8.1.b
Packet Pg. 12 Attachment: 2. Sample Criteria Rating Sheet (Overview of Human Services Grant Process for Fiscal Year 2020-2021)
2
Criteria Rating Sheet
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).
(Max imum 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.❖
8.1.b
Packet Pg. 13 Attachment: 2. Sample Criteria Rating Sheet (Overview of Human Services Grant Process for Fiscal Year 2020-2021)
8.1.c
Packet Pg. 14 Attachment: 3. City of Dublin Mission and Vision Statements (Overview of Human Services Grant Process for Fiscal Year 2020-2021)
Page 1 of 2
STAFF REPORT
HUMAN SERVICES COMMISSION
DATE: January 23, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Election of Officers
Prepared by: Shaun Chilkotowsky, Heritage and Cultural Arts Manager
EXECUTIVE SUMMARY:
The Commission shall annually elect a Chairperson and Vice Chairperson per the
Bylaws and Rules of Procedure for the Human Services Commission.
STAFF RECOMMENDATION:
Conduct elections for Chairperson and Vice Chairperson for a period of one year.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Bylaws and Rules of Procedure for the Human Services Commission states the
following:
OFFICERS
Section 1. Election and Term of Office. The Commission shall elect a
Chairperson at the first meeting in January of each year, or if a quorum is not present,
at the next meeting at which a quorum is present. The Chairperson and Vice
Chairperson shall serve until their successors are elected, or until their terms as
members of the Commission expire, whichever is first. The Commission shall, unless no
Commissioners meet criteria, elect Commissioners to the positions that have not
previously served in the position and have not declined the appointment, with the intent
that no one should serve in the position for no more than two consecutive years.
Section 2. The Secretary to the Commission will be the City Manager or his/her
designee.
Section 3. Vacancies. In case of any vacancy in the Office of the Chairperson or
Vice Chairperson, the vacancy shall be filled by an election held at the first regular
meeting after the occurrence of such vacancy. The person so elected shall serve the
8.2
Packet Pg. 15
Page 2 of 2
balance of the term.
Section 4. Duties of Officers. The Chairperson performs the following duties:
(a) Presides at all meetings of the Commission.
(b) Appoints committee and chairpersons of committees as necessary.
(c) Signs correspondence on behalf of the Commission.
(d) Represents the Commission before the City Council.
(e) Performs other duties necessary or customary to the office.
In the event of the absence of the Chairperson or his/her ability to act, the Vice
Chairperson presides in the place of the Chairperson. In the event of the absence of or
the inability to act of both the Chairperson and Vice Chairperson, the remaining
members shall elect one of their members to act as temporary Chairperson.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.
8.2
Packet Pg. 16