Memorandum

City of Lawrence

City Manager’s Office

 

TO:

Thomas M. Markus, City Manager

CC:

Diane Stoddard, Assistant City Manager

Brandon McGuire, Assistant to the City Manager

FROM:

Casey Toomay, Assistant City Manager

DATE:

April 21, 2016

RE:

2017 Outside Agency Funding Application Process

 

Staff requests authorization of the City Commission to distribute the applications for 2017 funding for social service agencies, economic development agencies, and vendor service agencies.  Recommended changes to the application forms and application process for 2017 funding are summarized below.   

 

Background

The City receives applications for funding each year from a number of outside agencies – social service agencies, economic development agencies, and agencies that provide vendor services that the City would otherwise have to provide (Humane Society, Arts Center, LCS, etc.) 

 

Over the years, these requests have been handled differently and various applications have been used.  Staff recommends some changes to the application forms and the application process for 2017 funding.   

 

Social Service Agencies.  The City has historically provided funding to a number of agencies that provide social services in the Community through the General Operating Fund and Special Alcohol Fund.  Agencies submit an application that is reviewed by the Social Service Funding Advisory Board.  The board forwards recommendations for funding to the City Commission and funding allocations are decided by the City Commission. 

 

The applications used by the Social Service Funding Advisory Board are attached.  For 2017, language has been added to the application for non-alcohol funds regarding the City Commission’s goals.  In previous years, the Board used the Community Health Plan as the guiding document to determine their recommendations.  For 2017, staff recommends adding alignment with the City Commission’s goals (Affordable Housing, Economic Development, Infrastructure, Transit and Non-Motorized Transportation, Public Safety, and Mental Health) to the criteria the Board will consider.  No changes are recommended for the application for alcohol funds. 

 

The Advisory Board will hold a meeting to consider the applications and develop their recommendations in early June.  The meeting is open to the public, however, the Board does not plan to hear presentations from all applicants.  Instead, the Board asks applicants to make someone available by phone in case questions arise during their deliberations. 

 

In the past, the Commission has not taken formal action on the recommendations until adoption of the budget. For 2017, staff proposes placing the board’s recommendations on a regular City Commission agenda for action.  Doing so would ensure that the City Commission hears the Board’s recommendations and rationale, as well as comments from any agency or the public that wishes to provide comment to the City Commission.  The Commission’s decisions would then become part of the adopted budget. 

 

Economic Development Agencies.  The City also provides funding to agencies that work to support economic development activities.  There is no advisory board to review the applications of these agencies.  Instead, the City Manager has included recommendations for these agencies as part of the recommended budget. 

 

Staff recommends making the following changes to the application for economic development agencies for 2017.  First, applicants would now be required to include additional budget information such as the percent of program costs being requested and other anticipated funding sources and amounts.  Next, staff recommends adding a section requesting information on the statement of the problem or need to be addressed by the program.  This section asks agencies to explain why the problem the agency proposed to address should be addressed by the City, and how their program aligns with the City Commission Goals. 

 

Staff proposes including these agency requests on a regular agenda for consideration by the City Commission.  Again, this ensures the public and the agencies can address the City Commission on these items.  Once decided, these funding allocations would become part of the adopted budget.   

 

Vendor Service Agencies.  The City uses a number of vendors to provide services the City would otherwise have to provide.  Similar to economic development agencies, there is no advisory board to review these applications.  Instead, the City Manager includes recommendations for funding for the agencies as part of the recommended budget and the City Commission takes action on the recommendations when adopting the budget. 

 

The application, which is the same application used by economic development agencies, would include the changes recommended above.  In addition, the application for 2017 would require agencies requesting “vendor status” to explain what service the City would have to otherwise provide.  

 

Staff proposes including these requests on a regular City Commission agenda for consideration by the City Commission.  Once decided, these funding allocations would become part of the adopted budget.   

 

Action Requested

Staff requests authorization of the City Commission to distribute the applications for 2017 funding for social service agencies, economic development agencies, and vendor service agencies.  Staff also seeks direction regarding the proposed process for considering recommended funding for these agencies.