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Home My WebLink About08/31/2023 - Meeting Minutes 1 ERIN MENDENHALL L DEPARTMENT of COMMUNITY Mayor V �� '9 and NEIGHBORHOODS Z� DEPARTMENT of ECONOMIC DEVELOPMENT Community Recovery Committee Meeting AGENDA Thursday,August 31st, 2023 4:00-6:oopm 1. Roll Call The following members of the Community Recovery Committee were present: Jacob Maxwell, Chairperson Steve Anjewierden,Vice Chairperson Jason Wessel Steven Calbert Esther Stowell Matthew Coles Pook Carson Staff Present: Cathie Rigby, Department of Economic Development(DED) Todd Andersen, Department of Economic Development(DED) Absent: Will Terry 2. Briefings by the Staff a. Report from the CAN Program Manager No updates. b. Report from the DED Program Manager Ms. Rigby asked that any remaining scoring be completed by midnight on Sunday, September 3rd, 2023. Ms. Rigby informed the Committee they will be voting tonight on the methodology/process by which scores will be finalized,but that scores themselves might still change after tonight. Ms. Stowell entered the meeting at approximately 4:10 pm. Chairperson Maxwell mentioned the"sunset" clause in the CRC Bylaws,which outlines how the CRC may be called upon to re-convene (for follow-up issues if needed) until, at the latest, December Vast, 2024.Ms. Rigby elaborated that follow-up issues could include,but are not limited to, awardees that can't accept funds,failure to provide required documentation to accept funds, &eligibility issues. She said the Committee could potentially adopt a contingency process in to order re-allocate grant funds if needed. Chairperson Maxwell opened the floor up to any discussion on this topic.None of the Committee members had concerns about the 1 ERIN MENDENHALL L DEPARTMENT of COMMUNITY Mayor V �� '9 and NEIGHBORHOODS Z� DEPARTMENT of ECONOMIC DEVELOPMENT "sunset"clause. Mr. Calbert mentioned he still couldn't access Salesforce to score applications.Ms. Rigby responded that this is the Committee's final meeting, so it won't be necessary for Mr. Calbert to log in and score applications. She continued that Mr. Calbert was free to weigh in on the methodology/process with other Committee members. BUSINESS ITEMS: 1. Review and Adopt Minutes from June ist Meeting Mr.Wessel motioned to adopt the minutes from the June 1st meeting as presented.Vice Chairperson Anjewierden seconded the motion.The motion passed unanimously through a roll call vote. Jacob Maxwell-Yes Steve Anjewierden-Yes Jason Wessel-Yes Steven Calbert-Yes Esther Stowell-Yes Matthew Coles-Yes Pook Carson-Yes 2. Discussion and Adoption of Approval Process for Remaining Meeting Minutes Chairperson Maxwell explained that although this was the Committee's final meeting,there are minutes from previous meetings which will need to be adopted in the future.There are several options on how the Committee could adopt remaining minutes: 1) Send meeting minutes via email to Committee members and consider them adopted if a majority of the Committee responds with approval. 2) The Committee gives authority to Chairperson Maxwell to review and adopt the remaining minutes. 3) Re-convene a short CRC meeting at a future date to review and adopt the remaining minutes. Mr. Coles motioned that the Committee give authority to Chairperson Maxwell to review and adopt the remaining minutes. Mr.Wessel and Mr. Calbert seconded the motion.The motion passed unanimously through a roll call vote. Jacob Maxwell-Yes Steve Anjewierden-Yes Jason Wessel-Yes Steven Calbert-Yes Esther Stowell-Yes Matthew Coles-Yes Pook Carson—Yes 1 ERIN MENDENHALL L DEPARTMENT of COMMUNITY Mayor V �� '9 and NEIGHBORHOODS Z� DEPARTMENT of ECONOMIC DEVELOPMENT 3. Final Review and Sorting of Applicant Scores Ms. Rigby stated that the Committee will be voting tonight on the methodology/process by which scores will be finalized. She reminded the Committee that the scores are not final and could change after tonight. She also reminded the Committee that,during Phase 1,the Committee voted to focus on geographic equity by including an applicant from every City Council District on the awardee list. Looking at the current scores for Phase 2, every District is represented except District 6. Mr.Wessel requested that,for the sake of fairness,the Committee adhere as closely as possible to the methodology/process from Phase 1. Mr.Andersen read a section of the minutes from the Committee's January 19, 2023 meeting,where the Phase 1 scoring methodology/process, nicknamed the"sliding scale" approach,was adopted.With the sliding scale,an applicant's amount of eligible funding would be multiplied by the average score they received from Committee scoring to get their recommended funding amount. Ms. Rigby explained that Committee members had access to a report in Salesforce to see how applications are currently ranked. Mr.Andersen explained how the score rankings currently stand: • Awarding top scorers their full eligible grant amount until funding runs out would result in 14 awardees. • Using the sliding scale approach without including a District 6 awardee for geographic equity would result in 16 awardees • Using the sliding scale approach including a District 6 awardee for geographic equity would result in 15 awardees Vice Chairperson Anjewierden asked if the Committee had $500,000 to award in Phase 2. Ms. Rigby said that there was $481,40o available to award in Phase 2,due to the City Council allocating more funding to awardees in Phase 1. Mr.Wessel requested that the scoring process be opened for discussion, especially for newer Committee members. Mr. Coles and Ms. Carson agreed that,for the sake of fairness,the Committee adhere as closely as possible to the methodology/process from Phase i. Ms. Rigby reminded the Committee they were free to bring up comments or feedback on the overall Community Grant program process,including equity/fairness.As staff presents the Committee's recommendations to the City Council, this will help show the Council that staff accounted for the Committee's concerns or suggestions to improve the program. Vice Chairperson Anjewierden motioned to award Phase 2 funds in order,based on scores using the sliding scale approach.With the sliding scale,an applicant's amount of eligible funding would be multiplied by the average score they received from Committee scoring to get their recommended funding amount.For the sake of geographic equity,an awardee from District 6 will be included,whether they're in the range of top scorers or not. Mr.Wessel seconded the motion.The motion passed unanimously through a roll call vote. ERIN MENDENHALL DEPARTMENT of COMMUNITY Mayor `�� Y and NEIGHBORHOODS n" Z� DEPARTMENT of ECONOMIC "n'O DEVELOPMENT Jacob Maxwell-Yes Steve Anjewierden-Yes Jason Wessel-Yes Steven Calbert-Yes Esther Stowell-Yes Matthew Coles-Yes Pook Carson—Yes 4. Other Business Ms. Rigby expressed how much she appreciates the Committee for their time and effort. She also mentioned that Mr.Andersen would send out a list of Phase 2 awardees once they are approved by the City Council. 5. Adjourn There being no further business,the meeting was adjourned. Committee Chair This document and the recording constitute the official minutes of the Community Recovery Committee meeting held August 31st, 2023•