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Agenda City Council Work Session AGENDA CITY COUNCIL WORK SESSION February 22, 2021 4:00 PM, City Council Chambers 130 S Galena Street, Aspen WEBEX www.webex.com Enter Meeting Number 182 192 2793 Password provided 81611 Click "Join Meeting" OR Join by phone Call: 1-408-418-9388 Meeting number (access code): 182 192 2793# I. WORK SESSION I.A. Grant Program – Consultant Recommendations I.B. Growth Management Quota System Development I.C. Board and Commission Interviews 1 1 MEMORANDUM TO: City Council FROM: Karen Harrington, Quality Office Director THROUGH: Alissa Farrell, Administrative Services Director Sara Ott, City Manager MEETING DATE: February 22, 2021 RE: Grants Program Evaluation Report Findings REQUEST OF COUNCIL Guidance from Council on next steps and preliminary plans to implement the recommendations in the Grants Evaluation Report. BACKGROUND On November 18, 2019, City Council provided direction to proceed with an evaluation of the City’s grants programs. DISCUSSION Project Development The City grant program has three components: • Community Nonprofit program • Health and Human Services program • Wheeler Arts program For the 2021 grant cycle, approximately $1.2 million in cash funding was awarded through competitive processes to 88 programs. (This excludes the amount of funds dedicated to the Red Brick Center for the Arts and the amounts dedicated to Intergovernmental Agreements for human services). In addition, for 2020 only, an additional $304,528 was awarded to 16 grantees through the Arts and Cultural Arts Recovery Grant Program, which was put into place to assist with the immediate impacts of the COVID-19 pandemic. Under Council direction, the City recently completed a formal grant program evaluation. Through a competitive process, staff hired Point b(e) to conduct the evaluation. In spring 2020, the consultant was poised to begin the study. However, the advent of COVID-19 delayed the launch of the evaluation project until third quarter of 2020. To elicit potential improvements to the grant program, Point b(e): Conducted best practices research Observed grant review meetings Held interviews with grantees, grant reviewers, City staff and managers, and City Council members 1 | Page 2 Hosted grantee focus groups Conducted surveys of grantees and Council members In gathering this information, the primary focus was on discerning whether and how to 1) bring additional consistency, transparency and equity to the programs; 2) streamline and strengthen the programs for community and grantee benefit, and 3) update and enrich the grant review approach and processes. Point b(e) collaborated with a project Steering Committee to refine the research questions and recommendations. The members of the Steering Committee included representatives from multiple stakeholder groups: Grants Evaluation Steering Committee Members Barbara Owen Community Representative Daniel Ciobanu Community Representative Julie Gillespie Community and Former Staff Representative Teraissa McGovern Citizen Grant Committee Representative Chip Fuller Citizen Grant Committee Representative Cristal Logan Grantee Representative Michaela Idhammar Grantee Representative Lindsay Lofaro Grantee Representative Zander Higbie Grantee Representative Valerie Carlin Granting Agency Representative Point b(e) has completed its work and now has its recommendations for Council consideration. Project Recommendations The grant program recommendations are wide-ranging and encompass suggestions that will affect the program end-to-end. The recommendations include the following: 1. Shift the timelines 2. Redefine the staffing structure 3. Consolidate the programs 4. Create multi-year partnership grants 5. Redesign and codify review committees 6. Develop strategic priorities for the funding 7. Develop scoring criteria that match the funding priorities 8. Modify the grant applications 9. Develop a communication campaign Details for each of these recommendations can be found in Attachment A, Grant Program Evaluation Recommendations and an abbreviated summary is included below. The specific details associated with implementation of the recommendations will require further staff discussion. A preliminary workplan is available in Attachment B. FINANCIAL/BUDGET IMPACTS: Some recommendations, if implemented, will have budget impacts. For instance, the acquisition of an electronic grants management system in a future year will have a budget impact. Additionally, in the short term, the Quality Office will continue to oversee and manage any of the approved Council revisions to the program. However, in the long-term, there will likely be a funding 2 3 request due to the program administration cost of approximately $50,000 for the management and coordination of the grants program. This may be in the form of an independent contractor or part-time employee. In addition, recommendations include 3-year partnership grants, subject to appropriations. Depending on how those are structured and rolled out, it may have short-term budget impacts. However, no additional funds are currently requested at this time. ENVIRONMENTAL IMPACTS: Implementation of the recommendations is not anticipated to have negative environmental impacts. RECOMMENDED ACTION: If Council agrees with the nine recommendations, the following table proposes information on the next steps. Pending Council direction, Attachment B is included as a comprehensive timeline for possible implementation of the recommendations. Please note that the electronic application software is tentatively scheduled for acquisition in 2021 and deployment in 2022, and the three-year partnership grant option is scheduled for development in 2021 and implementation/rollout in 2022. Recommendation: Proposed Action Plan: Shift Timeline • Execute and communicate shift of the grant application release from Spring to Fall, with funding distribution remaining in April. Redefine Staffing Structure • Further evaluate staffing structure or consultant approach for the grants program administration. Consolidation of Grant • Implement overarching strategy and policy-focused Grant Steering Programs Committee. • Create separate funding line for the health and human services (HHS) Intergovernmental Agreements (IGAs) from the HHS grant funding line. • Combine the application processes for the Wheeler, Community Nonprofit, and HHS grant application and review processes, separating HHS from the County grant application process. • Expand opportunities for the community to participate in grant reviews. Create Multi-year • Develop and implement a three-year partnership award, contingent up Partnership Programs. City budget and partnership reports. One-year grants would remain available. Redesign and Codify • Strengthen and expand review committees to include overarching Review Committees Grant Steering Committee and the following review subcommittees: Arts Review, Health & Human Services and Community Non- Profit. Consider adding a capital grant program and committee. Include committee charters. Develop Strategic Priorities • Work in conjunction with the newly created Grant Steering Committee for Funding to enhance additional strategic focus areas for each program. • Advance and refine scoring criteria to align with funding focus areas and develop matrix for grant evaluation. 3 4 Modify Grant Applications • Develop application for grants under $10,000, offer separate application for grants over $10,000 and implement a system for capital requests. Develop a Communication • Collaborate with the Communications Office and the Grant Steering Campaign Committee volunteers in the development of a targeted campaign to communicate Council approved improvements. CITY MANAGER COMMENTS: 4 5 ATTACHMENT A: GRANT PROGRAM EVALUATION RECOMMENDATIONS REPORT FROM POINT B(e) 5 6 Grant Programs Evaluation Final Recommendations Submitted February 17, 2021 Prepared by Point b(e) Strategies, LLC 7 Table of Contents Introduction and Methodology ................................................................................................................ 2 Recommendations ................................................................................................................................... 3 #1 Shift the Timeline ............................................................................................................................... 4 #2 Redefine the Staffing Structure ......................................................................................................... 6 #3 Consolidate the Grant Programs ....................................................................................................... 7 #4 Create Partnership Opportunities ...................................................................................................... 8 #5 Redesign and Codify Review Committees ........................................................................................ 9 #6 Develop Strategic Priorities for the Funding .................................................................................. 12 #7 Develop a Scoring Criteria That Matches Funding Priorities ........................................................ 13 #8 Modify the Grant Applications ........................................................................................................ 14 #9 Develop a Communication Campaign ............................................................................................ 15 Implementation Outline .......................................................................................................................
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