Memorandum
City of Lawrence
City Manager’s Office
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TO: |
Tom Markus, City Manager
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FROM: |
Danielle Buschkoetter, Management Intern
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CC: |
Casey Toomay, Assistant City Manager Diane Stoddard, Assistant City Manager Brandon McGuire, Assistant to the City Manager
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DATE: |
March 7, 2017
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RE: |
Updated Outside Agency Funding Request Schedule
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Background
The process for receiving outside agency funding requests has changed for 2018. In the past, outside agencies filled out an application to request City funds based on their classification as either a social service agency, economic development agency or vendor service agency.
Beginning in 2018 all outside agencies will fill out the same application for funding regardless of their classification. Additionally, those classifications are changing; there will no longer be a vendor classification. Beginning in 2018 the classifications will be social service agency, economic development agency and intergovernmental agency. Intergovernmental agencies include other governmental agencies, governing boards and city boards.
With the exception of intergovernmental agencies, all agencies will fill out the attached application through the City website. All intergovernmental agencies will submit a transmittal letter. This letter will include the amount being requested, a detailed description of the program, fee changes if appropriate, and a budget form.
Social service agency requests will be reviewed by the Social Service Funding Advisory Board. City staff will review all economic development agency applications and all intergovernmental agency transmittal letters.
Additionally, some agencies have been reclassified to better align the agencies proposed program with an appropriate review process. Attached is a list of agencies with recommended classifications. All agencies that submitted applications for 2017 are included.
The recommended classifications may impact a few agencies. For example, the Lawrence Community Shelter application will be reviewed by the Social Service Funding Advisory Board in 2018. The budget for the Social Service Funding Advisory Board will be adjusted accordingly.
Additionally, there are currently six (6) agencies that are classified as ‘other’. The following outlines the rationale for this classification:
· Destination Management, Inc.: receive Transient Guest Tax funds
· Douglas County Senior Services: the City has a contractual agreement to pay $7,500 annually
· Downtown Lawrence, Inc.: receive transient guest tax and general funds
· Lawrence Arts Center (scholarships): receive special recreation funds
· Lawrence Children’s Choir: receive special recreation funds
· Lawrence Humane Society: the City has a legal obligation to provide animal control services
Per the City Code, the Social Service Funding Advisory Board only has authority to make recommendations for general funds and special alcohol funds. Therefore, agencies classified as ‘other’ will be reviewed by staff and decisions will be made on a case-by-case basis to align the proposed program with an appropriate review process.
These changes will help streamline the process for both outside agencies and City staff. In addition to a single application form, all forms will be submitted through the website via an online form.
Updated Process
These changes will impact the timeline for the Social Service Funding Advisory Board.
For the 2018 budget process, the City Manager’s Recommended Budget will include an amount for social service agencies in the General Fund and Special Alcohol Fund.
The Board will make their recommendations for allocations based upon the amount recommended by the City Manager. Those recommendations will be presented to the City Commission prior to the final budget adoption, and the Commission will have final approval of how funds are allocated to social service agencies. A full calendar is attached.
Economic development agency requests and intergovernmental transmittal letters will be reviewed by staff and included in the City Manager’s recommended budget, with the City Commission having final approval
These changes have been made to make the process more efficient for staff and outside agencies requesting City funds. Additionally, the updated timeline allows the Board to align the review process with the strategic plan.
Attachments