CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: July 20, 2020 Action Required: Approve Allocation Resolution Presenter: Kaki Dimock, Director, Department of Human Services Ryan Davidson, Senior Budget and Management Analyst Staff Contacts: Kaki Dimock, Director, Department of Human Services Ryan Davidson, Senior Budget and Management Analyst Gretchen Ellis, Human Services Planner Shayla Givens, Human Services Planner Title: Allocation of Vibrant Community Fund Dollars for the F.Y. 21 Adopted Budget - $2,259,129 Background: The funding review process for all outside nonprofit human service focused agencies, formerly referred to as the Agency Budget Review Team Process (A.B.R.T.), underwent significant changes for the F.Y. 21 review cycle. That new process, now known as the Vibrant Community Fund process, was the result of a year-long review led by City Council members, community members, and staff. The Vibrant Community Fund adopted 5 broad funding priority areas: Education and Youth; Jobs and Wages; Community and Public Safety; Affordable Housing; and Health. The process allowed for three ways of requesting City support: operational grants under $25,000 (with an abbreviated application), operational grants over $25,000, and capacity building grants of up to $10,000. All funding was zero-based and not predicated on any previous allocations from the City. Applications were reviewed by a panel of local residents with lived experience and individuals with human service and/or grantmaking experience, using objective criteria. The initial F.Y. 21 funding recommendations resulted in numerous shifts in both the number of agencies and programs to be funded, as well as the amounts of funding for those agencies recommended for funding through the Vibrant Community Fund. However, due to the spread of the COVID-19 pandemic, the circumstances under which City Council initially considered the Vibrant Community Fund requests are substantially different – projected revenues and expenses have changed in many cases, the way nonprofits deliver service and communicate with each other has changed, the way we think about next year and the future has changed. As Charlottesville City Council worked on budget decisions in the face of the COVID-19 pandemic, they asked staff to request updates from organizations that applied for funding through the Vibrant Community Fund, so that specific funding allocations could be made after the additional information was received and reviewed. Therefore, the F.Y. 21 Adopted budget contained 2 unallocated lump sums for outside nonprofit agencies totaling $2,259,129 (approximately $2.1 million for Vibrant Community Fund agencies and $154,00 for Arts and Culture agencies). Discussion: As part of the revised budget adoption process for F.Y. 21, City Council requested additional information from the agencies in order to make more informed decisions on the specific funding allocations for those outside nonprofit agencies. Staff created a simple on-line document asking applicants to report changes in revenues, expenses, and beneficiaries. Applicants were also asked to describe changes in current service delivery, additional services provided related to COVID, plans for recovery, and any changes to proposed strategies for F.Y. 21. Staff also requested brief updates from the Arts and Cultural Organizations and Festivals, which were not initially required to submit applications for F.Y. 21, and updates from organizations that had requested Vibrant Community Fund Capacity Building grants. On June 12th, staff provided Council with a report containing the new information along with the initial review information and recommendations. City Council held a work session on June 30th to discuss the agency updates and funding allocations. City Council added several agencies/programs to be considered for funding to the initial funding recommendations and directed staff to reduce the allocations evenly and equitably to accommodate these changes. In order to accommodate the new requests the allocations for those agencies rated as Exemplary/Essential were reduced from 97% of request to 90% of request, Solid/Essential rated agencies were adjusted from 66% of request to 60%, Exemplary/Important rated agencies we adjusted from 55% of request to 50% of request, and Arts and Culture Agencies were adjusted to 75% of their F.Y. 20 allocations. The below chart provides a summary of those allocations and the attached agency allocations spreadsheet contains the revised allocations for each agency and/or program. FY21 Vibrant Community Fund Allocations All Applicants Essential Important Helpful No direct connection Exemplary Quality 22 programs at 90% 11 programs at 50% $1,365,894 $277,340 Solid Quality 11 programs at 60% $410,100 Fair Quality Poor Quality Arts and Culture 11 Programs at 75% of FY20 118,779 Allocations Capacity Building Grants 10,000 Reduced Contractual Funding (7,500) TOTAL SUM Emergency Assistance Program 84,516 $2,259,129 Alignment with City Council’s Vision and Strategic Plan: The allocation of funding to outside human service nonprofit agencies supports several of City Council’s vision areas, including “A Center for Lifelong Learning”, “Quality Housing Opportunities for All”, C’ville Arts and Culture”, and “Community of Mutual Respect”. It contributes to Goal 1 of the Strategic Plan, to be an inclusive community of self-sufficient residents, and objectives 1.1 through 1.5. Community Engagement: The agency review process includes city residents and community members in the initial review of the applications. In addition, City Council held two work sessions specifically on community agencies (March 12, 2020 and June 30, 2020) with public comment session at each work session. There were also several other opportunities for the public to engage and provide feedback throughout the budget process in the form of other City Council work sessions, a Community Budget Forum, and two Public Hearings on the proposed budget – March 16, 2020 and May 18, 2020. Budgetary Impact: This reallocation resolution has no impact on the General Fund. The funds being allocated to the community agencies were previously appropriated as part of the F.Y. 2020 – 2021 Adopted Budget. Recommendation: Staff recommends approval of resolution and allocation of funding to the outside nonprofit agencies. Alternatives: Council could not accept the changes to the agency allocations and continue to revise some or all of the allocations, which may result in further delay of payment to the outside agencies. Attachments: Allocation Resolution Revised Agency Allocation Spreadsheet RESOLUTION Allocation of Vibrant Community Fund Dollars for the FY21 Adopted Budget $2,259,129 WHEREAS, the City of Charlottesville FY 2020 – 2021 Adopted Budget contained $2,104,683 in unallocated agency funding and $154,446 in unallocated arts and culture funding; and WHEREAS, the Charlottesville City Council has determined the specific allocation amounts for each community nonprofit agency; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the funding for the Vibrant Community Fund outside nonprofit agencies is hereby transferred in the following manner: Transfer From; $2,104,683 Fund: 105 Cost Center: 9743028000 G/L Account: 540100 $154,446 Fund: 105 Cost Center: 9753019000 G/L Account: 540100 $7,500 Fund: 105 Cost Center: 9733001000 G/L Account: 540100 Transfer To: $293,392 Fund: 105 Cost Center: 9713007000 G/L Account: 540100 $97,500 Fund: 105 Cost Center: 9713008000 G/L Account: 540100 $9,000 Fund: 105 Cost Center: 9713011000 G/L Account: 540100 $84,000 Fund: 105 Cost Center: 9733004000 G/L Account: 540100 $40,800 Fund: 105 Cost Center: 9733010000 G/L Account: 540100 $10,000 Fund: 105 Cost Center: 9733013000 G/L Account: 540100 $26,500 Fund: 105 Cost Center: 9743003000 G/L Account: 540100 $202,500 Fund: 105 Cost Center: 9743004000 G/L Account: 540100 $77,141 Fund: 105 Cost Center: 9743007000 G/L Account: 540100 $21,000 Fund: 105 Cost Center: 9743009000 G/L Account: 540100 $13,025 Fund: 105 Cost Center: 9743012000 G/L Account: 540100 $13,000 Fund: 105 Cost Center: 9743013000 G/L Account: 540100 $63,000 Fund: 105 Cost Center: 9743015000 G/L Account: 540100 $40,500 Fund: 105 Cost Center: 9743020000 G/L Account: 540100 $52,500 Fund: 105 Cost Center: 9743022000 G/L Account: 540100 $354,842 Fund: 105 Cost Center: 9743023000 G/L Account: 540100 $45,000 Fund: 105 Cost Center: 9743026000 G/L Account: 540100 $163,770 Fund: 105 Cost Center: 9743027000 G/L Account: 540100 $84,516 Fund: 105 Cost Center: 9743028000 G/L Account: 540100 $12,000 Fund: 105 Cost Center: 9743029000 G/L Account: 540100 $24,300 Fund: 105 Cost Center: 9743031000 G/L Account: 540100 $22,500 Fund: 105 Cost Center: 9743032000 G/L Account: 540100 $5,500 Fund: 105 Cost Center: 9743034000 G/L Account: 540100 $33,534 Fund: 105 Cost Center: 9743035000 G/L Account: 540100 $34,000 Fund: 105 Cost Center: 9743037000 G/L Account: 540100 $21,079 Fund: 105 Cost Center: 9753002000 G/L Account: 540100 $1,824 Fund: 105 Cost Center: 9753003000 G/L Account: 540100 $37,068 Fund: 105 Cost Center: 9753005000 G/L Account: 540100 $4,346 Fund: 105 Cost Center: 9753006000 G/L Account: 540100 $15,353 Fund: 105 Cost Center: 9753016000 G/L Account: 540100 $22,500 Fund: 105 Cost Center: 9753017000 G/L Account: 540100 $1,688 Fund: 105 Cost Center: 9753018000 G/L Account: 540100 $13,500 Fund: 105 Cost Center: 9753021000 G/L Account: 540100 $128,201 Fund: 105 Cost Center: 9773001000 G/L Account: 540100 $150,000 Fund: 105 Cost Center: 9773002000 G/L Account: 540100 $47,250 Fund: 105 Cost Center: 9773004000 G/L Account: 540100 Vibrant Community Fund Allocations (Revised 6/30/2020) Essential/Exemplary (90% of request) Agency Program FY21 Proposed Bridgeline Residential 27,000 Women's Initiative Mental Health Counseling 45,000 OAR Local Probation 29,676 Reentry Services 83,348 Therapeutic docket 54,450 Adult Drug Treatment Court 68,352 Pretrial Services 47,741 Criminal Justice Planner 9,825 TJACH System Planner 9,270 Shelter for Help in Emergency Outreach 119,475 Residential 83,025 TJACH ‐ Haven Vital Housing Services 130,500 Habitat for Humanity 47,250 Piedmont Housing Alliance Housing Opportunity 96,150 Management & Development 32,051 PHAR Resident‐ Involved Redevelopment 31,500 CASA Volunteers 9,000 Child Health Partnership Home Visiting Collaborative 310,847 Foothills MDT/Forensic 27,000 Child Health Access 13,500 ReadyKids Counseling and Family Support 57,400 Local Food Hub Fresh Farmacy 33,534 TOTAL 1,365,894 Essential/Solid (60% of request) Agency Program FY21 Proposed Bridgeline Case Management 13,800 Free Clinic Free Dental 63,000 Medical Clinic and Pharmacy 21,000 On Our Own General Operations 12,000 Legal Aid Civil Legal Services 60,000 Sexual Assault Resource Agency Survivor Services 21,000 TJACH ‐ PACEM Shelter Operations 24,000 AHIP Housing Rehab & Repair 150,000 City School Yard Garden Plant, Grow, Harvest 13,200 Urban Agriculture 11,100 PHAR Internship Program 21,000 TOTAL 410,100 Important/Exemplary (50% of request) Agency Program FY21 Proposed Literacy Volunteers Adult Workforce Tutoring 21,079 Boys and Girls Club Afterschool Youth Development 14,985 Summer Youth Development 48,015 Abundant Life K‐4 Afterschool Tutoring 13,000 Computers 4 Kids C4K 13,025 MACAA Head Start 26,500 Piedmont YMCA Early Learning Center 34,000 Ready Kids Home Visiting Collaborative 43,995 Early Learning 19,741 Legal Aid Community Advocacy on Racial Equity 37,500 Sin Barreras Growing to Maturity 5,500 TOTAL 277,340 Capacity Building Applications FY21 Proposed Birth Sisters 10,000 Health Department* ‐7,500 TOTAL 2,500 *$7,500 was already included in Health Department allocation that was approved in June, but not part of the $2.1M to be allocated to agencies, reallocation of those dollars increases the pot to be allocated by $7,500. Arts and Culture Funding (75% of request) FY21 Proposed Virginia Film Festival 11,400 Virginia Festival of the Book 12,413 Charlottesville Opera 1,824 Paramount Theater 15,353 Jefferson School African American Heritage Center 22,500 Charlottesville Festival of Cultures 2,813 Stu Comm Inc. (WNRN) 1,688 New City Arts Initiative 13,500 Virginia Discovery Museum 4,346 Lighthouse Studios ‐ Vinegar Hill Theater Program 22,500 City Supported Events 10,442 TOTAL 118,779 Emergency Assistance Program 84,516 TOTAL ALLOCATIONS 2,259,129