HomeMy WebLinkAbout2023-02-16 Info PacketCity Council Information Packet
February 16, 2023
IP1.Council Tentative Meeting Schedule
IP2.City Conference Board Meeting Agenda Packet: February 21
IP3.Work Session Agenda
IP4.Memo from Neighborhood Services Coordinator & City Manager: FY24 Aid to
Agencies Status
IP5.Pending City Council Work Session Topics
IP6.Memo from Grants Manager: ARPA Forest View Relocation - Closeout Update
IP7.Press Release: Come to the next City Council Listening Post - February 27
IP8.Civil Service Examination: Maintenance Worker I - Water Plant
IP9.Civil Service Examination: Mass Transit Operator
Council Tentative Meeting Schedule
February 21 - City Conference Board Meeting
February 21 Work Session
Miscellaneous
February 16, 2023 City of Iowa City
Attachments:Council Tentative Meeting Schedule
Item Number: IP1.
February 16, 2023
Council Tentative Meeting Schedule
City Council Tentative Meeting Schedule
Subject to change
February 16, 2023
Date Time Meeting Location
Tuesday, February 21, 2023 4:00 PM City Conference Board Meeting City Hall, Emma J. Harvat Hall
Work Session 410 E. Washington Street
6:00 PM Formal Meeting
Tuesday, March 7, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, March 21, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, April 4, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, April 17, 2023 4:30 PM Joint Entities Meeting TBD
Hosted by City of University Heights
Tuesday, April 18, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, May 2, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, May 16, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, June 6, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, June 20, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, July 11, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, July 17, 2023 4:30 PM Joint Entities Meeting TBD
Hosted by Johnson County
Tuesday, August 1, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, August 15, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, September 5, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, September 19, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, October 3, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, October 16, 2023 4:30 PM Joint Entities Meeting TBD
Hosted by Iowa City Community Sch Dist
Tuesday, October 17, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, November 6, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, November 21, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, December 12, 2023 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Attachments:City Conference Board Meeting Agenda Packet: February 21
Item Number: IP2.
February 16, 2023
City Conference Board Meeting Agenda Packet: February 21
Attachments:Work Session Agenda
Item Number: IP3.
February 16, 2023
Work Session Agenda
Attachments:Memo from Neighborhood Services Coordinator & City Manager: FY24 Aid to
Agencies Status
Item Number: IP4.
February 16, 2023
Memo from Neighborhood Services Coordinator & City Manager: FY24 Aid to Agencies Status
Date: February 16, 2023
To: Mayor and City Council
From: Erika Kubly, Neighborhood Services Coordinator
Geoff Fruin, City Manager
Re: FY24 Aid to Agencies Status
The City of Iowa City has historically assisted non-profit public service agencies with operational
funding to help them serve low-income Iowa City residents. Funding is provided through the Aid
to Agencies (A2A) process. This memo outlines relevant policies governing the allocation of A2A
funds, status of the FY24 A2A funding process, and pending recommendations to City Council. It
further provides some considerations for Council as it pertains to your upcoming work session
discussion.
Policies determining use of A2A funds and eligibility
The Aid to Agency allocation process has evolved over time. Staff has implemented several
changes in recent years based on feedback provided by participating agencies, the Housing and
Development Commission (HCDC), the City Council, and the 2022 Affordable Housing Action
Plan Steering Committee. In addition to multiple process changes in recent years, the City Council
has also significantly expanded the budget for this grant program and instituted a three percent
annual increase as budget resources allow.
The Affordable Housing Steering Committee finalized the 2022 Affordable Housing Action Plan
last year. The Steering Committee reviewed the HCDC Funding Allocation Process and made
two recommendations to improve the process. The first recommendation was that staff provide
scoring recommendations to HCDC prior to HCDC review. The second recommendation was for
greater transparency in the decision-making process, e.g. full funding to top-rated applications or
partial funding based on objective scores. Consistent with these recommendations, staff did
provide scoring and funding recommendations for the current FY 24 allocation process.
HCDC reviews submitted applications and makes funding recommendations for Council review
and approval. Resolution 18-214 (attached) adopted the current A2A process and established
parameters for agencies defined as Legacy Agencies or Emerging Agencies. City Steps 2025,
the City’s Five-Year Consolidated Plan adopted under Resolution 20-11, further refined the
Legacy Agency process by establishing a two-year funding cycle and incorporating a list of eligible
Legacy Agencies within the Plan.
Legacy Agencies
Overview
The bulk of the A2A budget (95% or more) is awarded to Legacy Agencies. The program is
intended to be a stable funding source for eligible agencies with a minimum allocation of $15,000.
Applications are accepted on a two-year cycle through the United Way Community Impact
Funding Process. Recipients receive funds for two consecutive years. The amount received in
the second year is pro-rated based on the city’s approved annual budget. Eligible agencies are
identified in the City’s Consolidated Plan, City Steps 2025. Ahead of the FY24 allocation process,
HCDC approved adding three new agencies as Legacy Agencies for a total of 22 eligible Legacy
Agencies. When new agencies are added it may impact the dollar amount existing agencies
2
receive as more agencies compete for the same amount of funds unless additional funds are
allocated.
Estimated Budget
The estimated total budget for FY24 A2A is $751,500. This includes $120,000 in CDBG public
service dollars and $631,500 in city general funds. Up to 5% of the total budget or $37,575 can
be reserved for Emerging A2A requests.
FY24 Allocation Timeline
The timeline for FY24 Legacy Agency allocations can be found below.
FY24 Funding Process Status
The Housing and Community Development Commission (HCDC) has reviewed FY24 Legacy A2A
applications and made a funding recommendation to City Council on January 16, 2023. Staff
typically brings A2A recommendations to City Council for approval along with the Annual Action
Plan after the city’s budget has been approved and we received notice of our HUD allocations for
the year. This is anticipated to take place in April or May.
Staff Recommendations:
Based on the recommendations in the 2022 Affordable Housing Action Plan, staff now score the
applications based on the funding criteria set by HCDC and provide funding recommendations for
HCDC review. Staff provided recommendations to HCDC ahead of their November 17, 2022
meeting. Applications that received the highest score based on the funding criteria set, were
awarded the largest funding increases except in two cases. CommUnity and United Action for
Youth requested less funding than they received in FY23. Staff recommended fundi ng those two
agencies at their full request. Decreased funding or no funding were recommended by staff in the
following instances:
• Inside Out Reentry: In FY20, the A2A budget was increased and as a result, Inside Out
Reentry began receiving funding that was a comparatively large portion of the agency’s
total operating budget. A majority of Legacy Agencies are funded at a level between one
and five percent of their agency budget, and the FY24 request from Inside Out Reentry
was over 20% of their total budget. Staff recommended a slight decrease in funding from
FY23 levels due to the size of the agency budget and the percentage of the request. The
decrease in funding recommended is less than $3,000 and should avoid any significant
disruptions to agency operations.
• Community and Family Resources (formerly Prelude): Staff support the mission of the
agency but did not recommend funding Community and Family Resources based on the
quality of the application and use of funds. The proposal was one of the lowest scor ing
applications and some of the narrative responses did not adequately address the
questions. Additionally, the agency proposed using funds for security deposit and rent
assistance, as well as facility repairs. While the Legacy A2A program is designed to
provide flexible funding for operations, City resources for the program are limited and there
Legacy Agencies Date
1 HCDC approval of application materials July 21, 2022
2 Applications received through United Way Community Impact
Funding Process
September 15, 2022
3 Question & answer session with applicants October 20, 2022
4 HCDC discussion of scores, rankings, and staff recommendations November 17,2022
5 HCDC considers budget recommendation to Council January 19, 2023
6 City Council approval of funding recommendations April/May 2023
7 FY24 program year begins July 1, 2023
3
are other opportunities for funding for housing through federal CDBG or HOME programs,
as well as the City’s Affordable Housing Fund.
• Center for Worker Justice: Staff support the mission of the agency but did not recommend
funding for Center for Worker Justice based on the quality of the application, use of funds,
and other funds in place for proposed services. The application, as with Community and
Family Resources, received the lowest score based on the funding criteria set. There were
concerns regarding the agency’s financial capacity and oversight. Additionally, some
services proposed to be provided with Iowa City funds are ineligible, such as a substantial
amount of work with communities and residents outside of Iowa City, political advocacy,
and lobbying. The work being offered for the wage theft initiative has been allocated
funding for multiple years through Iowa City’s American Rescue Plan Act (ARPA) funds
as with funds from Johnson County, Coralville and North Liberty. Staff did not feel
additional need was demonstrated though this application.
Of the three new Legacy Agencies, staff recommend funding Houses into Homes and Dream City
at the minimum award amount of $15,000. The Center for Worker Justice was the third new
Legacy Agency and was not recommended for funding for the reasons mentioned above.
HCDC Recommendations:
Commissioners scored applications individually and staff compiled average scores of those who
submitted for the group to review. While commissioners generally used scoring to determine
funding recommendations, substantial consideration was given to the following:
• The application deadline through the United Way Joint funding process was 5:00 PM on
September 15, 2023. The application from Center for Worker Justice was timestamped at
5:17 PM and the application from Community and Family Resources was timestamped at
5:32 PM. Staff reached out to United Way to inquire about the late submissions and
learned that both agencies experienced technical difficulties when submitting their
applications. Based on this information, staff did not disqualify either application. HCDC
discussed the late applications at length and a few commissioners felt strongly that any
late applications should not be accepted.
• At the January 16, 2023 meeting, HCDC continued their discussion on Legacy Agency
allocations. The commission voted on a final recommendation which shifted $15,000 that
was tentatively slotted for the Center for Worker Justice at the November 2022 meeting to
the Emerging A2A fund.
Staff and HCDC funding recommendations for each agency can be found in the following table.
4
*Recommendations show a decrease in funding for CommUnity and UAY from FY23 to FY24. Please note this is due to a decrease
in agency request.
Emerging Agencies
Overview
Up to 5% of the total A2A budget can be allocated to Emerging Agencies. Applications are
accepted annually through the city website. Emerging Agencies are defined as those that have
not existed as a legal entity for at least two years or have not received a A2A funds in any of the
last five years. However, the eligibility is typically extended to any nonprofit that is not a Legacy
Agency. Each agency is eligible to apply for $5,000-$15,000. Recipients submit a biannual report
on accomplishments to city staff.
FY24 Funding Process Status
The Emerging Aid to Agencies applications for FY24 funding were due on January 30, 2023 and
have been distributed to HCDC members for review. At the February 16 th meeting, HCDC was
to hold a question-and-answer session with applicants regarding their funding requests (this
meeting was cancelled due to inclement weather). The next step is for staff and commissioners
to score applications individually ahead of the following meeting. On March 30, 2023 HCDC is
expected to make a funding recommendation to City Council for Emerging A2A funds . The
timeline for Emerging A2A funds is outlined below as well as a summary of the funding requests.
Agency FY23 Allocation FY24 Request
HCDC Average
Score
Staff Funding
Recommendations
HCDC Funding
Recommendations
Change in
Allocation from
FY23 to FY24
Based on HCDC
Recommendations
Shelter House $90,810 $99,790 96 $99,790.00 $99,790.00 $8,980.00
Neighborhood
Centers of Johnson
County
$58,759 $110,000 95 $70,000.00
$70,000.00 $11,241.00
CommUnity*$74,037 $69,086 95 $69,086.00 $69,086.00 -$4,951.00
Free Medical Clinic $26,709 $40,000 94 $34,954.00 $40,000.00 $13,291.00
DVIP $53,418 $60,000 91 $60,000.00 $60,000.00 $6,582.00
United Action for
Youth*
$35,256 $34,500 89 $34,500.00
$34,500.00 -$756.00
Table to Table $33,119 $45,000 89 $34,774.95 $40,000.00 $6,881.00
Big Brothers Big
Sisters
$26,709 $27,125 88 $27,125.00
$27,125.00 $416.00
Iowa Valley Habitat
for Humanity
$26,709 $30,000 87 $28,044.45
$27,029.00 $320.00
4Cs $26,709 $30,000 86 $28,044.45 $28,000.00 $1,291.00
Aging Services
(Pathways)
$26,709 $27,000 83 $27,000.00
$15,000.00 -$11,709.00
Houses into Homes $0 $15,000 82 $15,000.00 $15,000.00 $15,000.00
RVAP $26,709 $30,000 82 $28,044.00 $28,000.00 $1,291.00
Horizons $47,007 $47,007 82 $40,000.00 $38,000.00 -$9,007.00
Inside Out Reentry $42,734 $45,000 81 $40,000.00 $31,000.00 -$11,734.00
Arc of Southeast
Iowa
$21,367 $30,000 80 $22,435.35
$22,400.00 $1,033.00
HACAP $26,709 $27,510 80 $27,510.00 $27,270.00 $561.00
Dream City $0 $30,000 76 $15,000.00 $25,000.00 $25,000.00
Free Lunch $19,230 $25,000 72 $20,192.00 $15,000.00 -$4,230.00
Community and
Family Resources
(formerly Prelude)
$42,734 $41,788 52 $0.00
$0.00 -$42,734.00
Center for Worker
Justice
$0 $45,000 52 $0.00
$0.00 $0.00
HTFJC $0 $0.00 NA NA NA NA
Total $705,434 $908,806 $721,500.20 $712,200.00
HCDC - FY24 Legacy Aid to Agency Funding Recommendations
February 16, 2023
Page 5
5
City Council Consideration
The City Council has requested that the A2A process be added to the February 21, 2023 work
session agenda for discussion. The following points are considerations for the Council to help
guide any discussion and future direction:
• The staff and HCDC recommendations are advisory in nature. The premise behind these
types of advisory recommendations is that both staff and HCDC have the benefit of extra
time and expertise when it comes to reviewing and vetting these applications. Thus, the
recommendations are intended to give the City Council more confidence and comfort in a
process that would otherwise require a significant amount of Council meeting time. That
said, as elected leaders of the City, the City Council can determine whether to accept staff
or HCDC recommendations or make any deviations you feel are in the best interest of the
community. If Council has concerns at this point with any single recommendation, it would
be advisable to wait until the full recommendations come before Council in April / May to
make adjustments to final awards.
• If the Council wishes to consider changes to the funding allocation process, then it may
be advisable to wait until after this grant cycle is complete. Understanding the process is
a critical component for the applying agencies and changes mid-process may have
Emerging Agencies Date
1 HCDC approval of application materials November 17, 2022
2 Applications received through city website January 30, 2023
3 Question & answer session with applicants February 16, 2023
(cancelled – weather)
4 HCDC discussion of applications; consider recommendation to
Council
March 30, 2023
6 City Council approval of funding recommendations April/May 2023
7 FY24 program year begins July 1, 2023
FY24 EA2A Submissions
Agency Activity Amount
Community Transportation Support for research to identify gaps in
late night transportation services.
$15,000.00
Healthy Kids School Based Clinics Operational support for programs
providing health services.
$15,000.00
Iowa City Compassion Operational support for programs
supporting culturally diverse LMI
families.
$15,000.00
Iowa City Sober Living Sober living residence manager salary
for 6 months.
$12,500.00
Iowa Legal Aid Operational support for legal services $12,500.00
TRAIL Operational support for scholarships to
LMI seniors to receive TRAIL
services/membership.
$9,000.00
Total $79,000.00
February 16, 2023
Page 6
6
unintended consequences for agencies, commissioners, staff and the City Council. It
should also be noted that at their January 19, 2023 meeting HCDC created a
subcommittee that will meet with the Agency Impact Coalition to review and discuss the
Legacy A2A process. If Council wants to provide direction or input into that planned review
it can certainly do so.
• If the Council wants to shift a greater portion of A2A funds to either the Legacy or Emerging
Agency, then it should consider an amended resolution, so the intention is well understood
by all involved. This would need to be done prior to the anticipated March 30 HCDC
meeting where final recommendations will presumably be made for the Emerging Agency
pool of funds. As it stands now, Staff anticipates that the 95/5% funding split between
Legacy and Emerging Agencies will be achieved after final adjustments are made when
the City is notified of the actual HUD funding allocation.
• If Council is uncomfortable with the criteria that has been used to form a recommendation,
namely the late submission of an application due to technical issues that potentially
impacted two agencies, then it could advise HCDC as such and provide them an
opportunity to adjust final recommendations or leave a set amount of remaining funds
unallocated for City Council assignment to either Legacy or Emerging Agencies at the final
award stage.
Staff will happily provide more background if needed and answer questions at your February 21
work session.
Prepared by: Kirk Lehmann, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230
RESOLUTION NO. 18-214
Resolution adopting the Aid to Agencies process
Whereas, the Iowa City Housing and Community Development Commission formed a
subcommittee to discuss past and current practices and policies for the Aid to Agencies process
of funding public service providers; and
Whereas, the Iowa City Housing and Community Development Commission wishes to better
balance stable funding for existing agencies with funding for developing agencies and/or
agencies that have not historically received funding; and
Whereas, the Iowa City Housing and Community Development Commission also wants to
improve the Aid to Agencies process itself; and
Whereas, the City solicited input from agencies, and held public meetings during which they
discussed the Aid to Agencies process; and
Whereas, the Aid to Agencies Process Recommendations dated July 10, 2018 is attached
hereto as Appendix A; and
Whereas, the Iowa City Housing and Community Development Commission has recommended
that Appendix A be approved; and
Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that
1. The Aid to Agencies Process Recommendations dated July 10, 2018, containing changes
to the Aid to Agencies process and attached hereto as Appendix A, is hereby approved
and adopted.
Passed and approved this 171 day of July, 2018.
Attest:
Deputy C4 Clerk
f -
Mayor
City Attorney's Office
10
Resolution No.
Page 2
18-214
It was moved by Botchway and seconded by Mims
Resolution be adopted, and upon roll call there were:
AYES: NAYS
x
x
x'
x
x
ABSENT:
x
Botchway
Cole
Mims
Salih
Taylor
Thomas
Throgmorton
the
Appendix A
Emerging" Agency Funding. HCDC will set aside 5% of A2A funds for "emerging" agencies,
defined as any agencies that have not existed as a legal entity for at least 2 years or have not
received A2A funds in any of the last 5 years. These funds will have a $5,000 funding minimum
and will be allocated annually to help new organizations develop. This source should not be
expected to become permanent. Applications will be separate from the United Way Joint
Funding Process, allowing them to be smaller and more customized. Applications will be due at
the same time as the City's HOME/CDBG funding round in December, awarding funds closer to
the reception of funds. Two years from the year they were funded, an Emerging Agency can
apply for Legacy funding, so if an agency was awarded Emerging funds in 2019, they could
apply for Legacy funding in 2021. Unused Emerging Agency funding may be shifted to Legacy
Agencies.
Legacy" Agency Funding. All remaining funding will be available to "legacy" agencies, defined
as agencies that have existed as a legal entity for at least 2 years and have received A2A
funding in any of the last 5 years. This funding is not guaranteed but will provide a minimum of
15,000 each year over 2 years (funding may be subject to a prorated increase or decrease
depending on annual funding amounts). Legacy agencies will use the United Way Joint Funding
Process application and will submit regular reports to HCDC to ensure accountability. If an
agency does not perform to a minimum standard after its first year of funding, funds may be.
revoked.
HCDC will strive to apportion funds using the following guidelines: 70% of funds to High
priorities, 25% to Medium priorities, and 5% to Low priorities. This will help spread funding
between priority groups and reduce competition for high-priority designations. Staff will
recommend an agency's priority level based on its central mission, and HCDC will approve. If
HCDC determines a priority level does not have appropriate applications, funds may be moved
between priority groups.
r 1 CITY OF IOWA CIT
ri!•r 07-17-18
COUNCIL ACTION REPO °
July 17, 2018
Resolution adopting the Aid to Agencies process
Prepared By: Kirk Lehmann, Community Development Planner
Reviewed By: Erika Kubly, Neighborhood Services Coordinator
Tracy Hightshoe, Director of Neighborhood and Development Services
Fiscal Impact: None
Recommendations: Staff: Approval
Commission: Housing and Community Development Commission
HCDC), approval 8-0
Attachments: Resolution
HCDC Memo Aid to Agencies Process Recommendations, dated July
10, 2018
Executive Summary:
After its May 24, 2018 HCDC meeting, HCDC reviewed the Aid to Agencies (A2A) allocation
process. Historically, A2A provided predictable funding for nonprofits, but it also has funded new
and developing agencies. The subcommittee developed recommendations to balance both
functions of A2A funds while improving the allocation process. HCDC voted to send the
recommendations to City Council for consideration after discussions on June 21 and July 10.
Background/ Analysis:
The attachment discusses the background, solutions and recommendations made by HCDC
regarding the Aid to Agencies process. A summary of the recommendations is as follows:
Emerging" Funding. HCDC will set aside 5% for "emerging" agencies, defined as any agencies
that have not existed as a legal entity for at least 2 years or have not received A2A funds in any
of the last 5 years. These funds, allocated at a $5,000 minimum increment, will be allocated
annually to help agencies develop. Applications will be simplified and separate from the United
Way Joint Funding Process. They will be due at the same time as the City's HOME/CDBG
funding round. Two years from the year they were funded, an Emerging Agency can apply for
Legacy funding (i.e. an agency awarded funds in 2019 could apply for Legacy funds in 2021).
Legacy" Funding. All remaining funds are reserved for "legacy" agencies, defined as agencies
that have existed as a legal entity for at least 2 years and have received A2A funding in any of
the last 5 years. These funds, allocated at a $15,000 minimum increment, will be provided each
year over two years (though funding may be subject to a prorated change depending on annual
funding amounts). Applications will be through use the United Way Joint Funding Process.
Regular reports,will be required, as will a minimum standard of performance. Ranking criteria
will also be used to make the funding process more transparent and objective.
HCDC will aim to apportion 70% / 25% / 5% of funds to High / Medium / Low priorities to spread
funding between priority groups and reduce competition for high-priority designations. Staff will
recommend an agency's priority level based on its central mission, and HCDC will approve.
r
mat
CITY OF IOWA CITY
COUNCIL ACTION REPORT
HCDC recommends that City Council consider and approve these changes to the Aid to Agency
process. Once Council completes its review, staff will send a memo to applicants summarizing
changes made to the A2A process, along with the rationale, to help set expectations.
CITY OF IOWA CITY
MEMORANDUM
Date: July 12, 2018
To: Iowa City City Council
From: Housing and Community Development Commission
Re: Aid to Agencies Recommendations
Introduction:
Following the May 24, 2018 Housing and Community Development Commission (HCDC)
meeting, a subcommittee reviewed the Aid to Agencies (A2A) allocation process. Historically, A2A
provided predictable funding for nonprofit agencies. More recently, it has also provided new and
developing agencies flexible funding. The subcommittee developed the following
recommendations which seek to balance both functions of A2A funds, as well as improve the
allocation process. HCDC voted to send the recommendations to City Council for consideration.
History/Background:
Several policies have been developed in the past to prioritize agencies for the funding allocation.
Legacy Agencies: In the past, agencies who continually receive funding each year were
prioritized in funding allocations. This process provided a consistent source of funding for
these agencies, allowing them to retain staff and anticipate budget amounts year-to-year.
However, it made it difficult for new agencies to benefit from the program.
Priority Needs: The prioritization of agencies into low, medium, and high based on
population served was developed to ensure funds had the greatest impact and is required
by CITY STEPS. The current use of these categories in the allocation process tends to
be ineffective because nearly all agencies attempt to meet the high priority category.
Minimum Threshold: A minimum funding threshold of $15,000 is set to allow for funding
of a half-time or quarter position at an agency. The amount of staff time required to
administer each grant and level of community benefit were also considered when the
minimum threshold was implemented.
An HCDC subcommittee solicited feedback from agencies and met June 7 and June 15, 2018 to
identify ways to improve the A2A allocation process. The subcommittee drafted
recommendations, which were reviewed by the full committee on June 21 and July 10.
Discussion of Solutions:
The subcommittee received comments from multiple A2A recipients, many of which echoed
previously mentioned feedback. The following themes to improve the process were developed:
Enhance objectivity: Multiple agencies mentioned a desire to increase objectivity in
allocating funds. They were supportive of objective criteria in evaluating applications.
Avoid duplication of work: HCDC should be careful about how to fund agencies that are
doing the same work because they don't want to duplicate services with limited funds.
More clarity in expectations. Several agencies were confused about the process and
exactly how HCDC chose to allocate funds. Understanding was also lacking on which
agencies got to present to HCDC. Clearer expectations with agencies need to be set.
Minimum funding: Some saw a minimum funding amount as arbitrary. However, it makes
the review process more manageable for HCDC and provides greater certainty for staffing.
Based on this feedback, the subcommittee tried to balance stable funding with opportunities for
new agencies. Recommendations primarily focus on sustainable funding for agencies, but they
also provide funds for new agencies. The following summarizes general recommendations:
July 12, 2018
Page 2
Emerging" Agency Fundinq. HCDC will set aside 5% of A2A funds for "emerging" agencies,
defined as any agencies that have not existed as a legal entity for at least 2 years or have not
received A2A funds in any of the last 5 years. These funds will have a $5,000 funding minimum
and will be allocated annually to help new organizations develop. This source should not be
expected to become permanent. Applications will be separate from the United Way Joint Funding
Process, allowing them to be smaller and more customized. Applications will be due at the same
time as the City's HOME/CDBG funding round in December, awarding funds closer to the
reception of funds. Two years from the year they were funded, an Emerging Agency can apply
for Legacy funding, so if an agency was awarded Emerging funds in 2019, they could apply for
Legacy funding in 2021. Unused Emerging Agency funding may be shifted to Legacy Agencies.
Legacy" Agency Funding. All remaining funding will be available to "legacy" agencies, defined as
agencies that have existed as a legal entity for at least 2 years and have received A2A funding in
any of the last 5 years. This funding is not guaranteed but will provide a minimum of $15,000 each
year over 2 years (funding may be subject to a prorated increase or decrease depending on
annual funding amounts). For the first round, funding will be randomly staggered to spread
applications between years. Legacy agencies will use the United Way Joint Funding Process
application and will submit regular reports to HCDC to ensure accountability. If an agency does
not perform to a minimum standard after its first year of funding, funds may be revoked.
HCDC will strive to apportion funds using the following guidelines: 70% of funds to High priorities,
25% to Medium priorities, and 5% to Low priorities. This will help spread funding between priority
groups and reduce competition for high-priority designations. Staff will recommend an agency's
priority level based on its central mission, and HCDC will approve. If HCDC determines a priority
level does not have appropriate applications, funds may be moved between priority groups.
Financial Impact:
These recommendations will have no fiscal impact on the City. Fiscal impacts for agencies may
include more evenly distributed funding around agencies and greater levels of transparency.
Recommendation:
HCDC recommends that City Council consider and approve these changes to the Aid to Agency
process. Once Council completes its review, staff will send a memo to applicants summarizing
changes made to the A2A process, along with the rationale, to help set expectations.
Attachments:Pending City Council Work Session Topics
Item Number: IP5.
February 16, 2023
Pending City Council Work Session Topics
PENDING CITY COUNCIL WORK SESSION TOPICS
February 13, 2023
March 7, 2023
• Johnson County childcare wage supplement program presentation (strategic plan action: Enhance Access to affordable
childcare for all populations through innovative partnerships with higher education, non-profits and the business
community)
FY23-24 Strategic Plan Action Item Topics Requiring Council Discussion:
• Explore legal steps to discourage or prevent bad faith and predatory property investors
• Revamp the neighborhood PIN grant program and evaluate discretionary funding for district/neighborhood grassroots
projects
• Initiate a Comprehensive Plan update and subsequent Zoning Code review to more broadly incorporate form-based
principles with emphasis on growth areas first and infill areas next, expanded missing middle housing allowances,
minimum density requirements, and streamlined approval processes (Suggested Joint Meeting with Planning and Zoning
Commission)
• Advance prioritized recommendations in the 2022 Affordable Housing Action Plan. Work with partners to undertake
significant-scale affordable housing efforts
• Fully evaluate the feasibility and funding sources needed for a zero-fare transit system
• Develop a vision statement for a singular regional transit system with metro Johnson County entities and obtain initial
commitments to study a regional system from each entity’s elected officials
• Explore opportunities to utilize the CRANDIC right-of-way for passenger rail, bus rapid transit, or pedestrian usage
• Evaluate with the State of Iowa reverting Dodge and Governor to 2-way streets
• Utilizing American Rescue Act Funds, execute on agreeable recommendations in the Inclusive Economic Development
Plan with a particular focus on actions that build long-term support and wealth-building opportunities for systemically
marginalized populations
• Work collaboratively with Johnson County and other stakeholders to launch a community violence intervention effort in
close cooperation with local law enforcement
• Leveraging American Rescue Plan Act funds, build capacity in local non-profits that will help ensure they are able to meet
future community demands
Other Topics:
• Climate Action Division update
• Quarterly American Rescue Plan Act (ARPA-SLRF) update
• Discussion on the utilization of ARPA-SLRF dollars for Climate Action related projects
• Consider a strategic plan decision-making framework
• Lead private water service line replacement presentation
• Develop strategies to address equity gaps noted in the Parks Master Plan and plan for the equitable distribution of
destination parks within an easy and safe distance of all residents.
Note: Some items on the Pending List may require staff research and information gathering prior to scheduling.
Attachments:Memo from Grants Manager: ARPA Forest View Relocation - Closeout
Update
Item Number: IP6.
February 16, 2023
Memo from Grants Manager: ARPA Forest View Relocation - Closeout Update
Date: February 15, 2023
To: Geoff Fruin, City Manager
From: Cassandra Gripp, Grants Manager
Re: ARPA Forest View Relocation - Closeout Update
The U.S. Treasury allocated $18.3 million to the City of Iowa City in local fiscal recovery funds
through the American Rescue Plan Act (ARPA). At the April 19, 2022 meeting, Council passed a
resolution approving the Forest View Relocation Plan, utilizing the City’s ARPA funds with
supplemental local funding as needed. This plan offered relocation assistance to all eligible Forest
View Mobile Home Park residents who resided at the property on June 4, 2019, when the City
approved a conditional zoning agreement for redevelopment of the property.
Eligible households received a total of $15,750 in relocation payments. Residents that had already
moved out of the park received one check for the total amount upon completing the paperwork to
verify eligibility. If a resident had not moved out, they received two payments. The first payment
of $7,875 was received when the resident completed the necessary eligibility paperwork and the
final $7,875 payment when they vacated the unit.
The City partnered with the Center for Worker Justice of Eastern Iowa for translation services and
case management services for Forest View residents seeking new housing opportunities.
Forest View Relocation
Number of
Eligible
Tenants
ARPA Funds Local Funds
Vacated prior to 5/5/22 26 $252,000 $153,720
Residents as of 5/5/22 54 $787,500 $63,000
CWJ Contract -- $32,000 --
TOTAL* 80 $1,071,500 $232,470
*One household received $11,970 instead of $15,750 as tax had to be deducted from payment.
All residents vacated the property by the December 9th, 2022 deadline and were eligible for
relocation assistance. The Center for Worker Justice reports that approximately 57% of tenants
relocated within the City of Iowa City. Another 28% relocated within Johnson County, but outside
of the City, while at least 7% stayed within the state but relocated outside of Johnson County. The
remaining 8% either relocated outside of the State of Iowa or did not report their new housing
location.
Attachments:Press Release: Come to the next City Council Listening Post - February 27
Item Number: IP7.
February 16, 2023
Press Release: Come to the next City Council Listening Post - February 27
Attachments:Civil Service Examination: Maintenance Worker I - Water Plant
Item Number: IP8.
February 16, 2023
Civil Service Examination: Maintenance Worker I - Water Plant
Attachments:Civil Service Examination: Mass Transit Operator
Item Number: IP9.
February 16, 2023
Civil Service Examination: Mass Transit Operator