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HomeMy WebLinkAboutCFR (formerly Prelude) FY24 A2A Responses 10-13-22October 7, 2022 FY24 Legacy Aid to Agencies HCDC Question and Answer (Q&A) Session Instructions The Q&A session provides an opportunity for commissioners to ask clarifying questions about the applications submitted through United Way. Please provide written responses to the questions attached. Written responses must be received by City staff no later than October 13, 2022 to be included in the October HCDC packet. Written responses can be directed to Brianna Thul at bthul@iowa-city.org or dropped off at City Hall (410 E Washington Street). Responses may also be mailed but must be received by the deadline to be included. Agencies are encouraged to attend the October 20, 2022 HCDC meeting, but should be aware that the purpose of the meeting is for HCDC to discuss the written answers submitted in advance. Agencies will not be asked to present their application. This adjustment is intended to gather the information required to accurately score submissions, while also promoting the effective use of time and resources for both agencies, and commissioners. Tentative Timeline September 15, 2022 Applications are due to United Way by 5pm. September 16, 2022 Staff will share the submissions with HCDC as soon as they are available from United Way – likely September 16, 2022. September 30, 2022 Staff will provide HCDC summary sheets with suggestions for questions (provides staff about 2 weeks to prepare). October 6, 2022 Written questions due to staff (provides HCDC about 3 weeks to review submissions). Questions should be relevant to the scoring criteria established in advance. October 7, 2022 Staff to compile and send questions from HCDC with written answers due October 13, 2022 (provides about 1 week for agencies to respond in writing). If HCDC does not have questions for an applicant, staff will inform the agency. October 14, 2022 HCDC packet posted with written responses from agencies (provides about 1 week for HCDC to review responses). October 20, 2022 HCDC Q&A Discussion Session. HCDC will discuss questions and answers for each agency. October 7, 2022 Agency: Community and Family Resources (formerly Prelude) Questions: 1. Form C lists a negative carryover balance of more than -$2 million the last three fiscal years. Is this accurate? The FY’21 and FY’22 budgets were Prelude Behavioral only, and the FY’23 merged under CFR. The negative balance of $2,398,652 from Prelude was carried over to the FY’23 merged CFR budget. The ending carryover balance was a negative $2,050,699 but was improved since taking on Prelude. If we weren’t required to carryover the balance from Prelude (alone) CFR would not be negative. The carryover would be a positive $347,953. Our ending fund balance of $947,953 less the restrictive balance of $600,000 is how we came up with the $347,953. We based the way we filled the forms out on the historical applications that had been submitted by Prelude. Perhaps we were not supposed to carry over the negative balance from Prelude. 2. What efforts are planned given significant gap in employees? The following efforts to increase staffing levels are underway and will continue until staffing issues are resolved. • Use of a Recruiter. • Advertising for open positions: Indeed.com (with sponsorships to maintain a spot at the top of the jobs listed), Facebook, and Zip Recruiter. • Employee Referral program in which staff who refer outside applicants to open positions within the agency receive a gift card upon successful onboarding and a financial incentive if the referred staff remain with the company for one year. • Working with students to fulfill internships and offering employment if the student has done well and is interested in a full-time position. • Speaking events at colleges and universities about the career paths for behavioral health. • Attendance at Career Fairs with openings available. • Staffing agencies have been utilized. • Sign-on and retention bonuses. October 7, 2022 • Salary study and an increase in base salaries for positions which were found to be low. • Staff with experience from other locations have been assisting with training and filling in as needed. • Take open positions information including sign-on information to community meetings. • Work with several colleges and universities to promote open positions throughout the year. • Implemented use of an HR Tracking System that notifies managers of new applicants immediately so they can be followed up on quickly. • More flexibility being offered for positions where it is possible. 3. Financial records submitted seem to predate the shift from Prelude to CFR. Are more recent financial records available? We can provide the Financial Statement and CFR’s Financial Audit from FY’21 along with Prelude’s Financial for FY’21. As the FY22 and FY23 Audits are approved by our Board of Directors we will provide as they become available. 4. This application was submitted after the deadline. What was the reason? Difficulty in marking individual forms as complete and the timer went off as I was doing this. It took me some time to reach the United Way office to find out if I could submit. 5. What is the proposed breakdown of spending for: a. Rents (number of clients and number of months each client is eligible for rent subsidies). Client is only eligible for rent subsidies in Transitional Housing for 24 months and then the expectation is that they move to permanent housing. We currently have some that have been in Transitional Housing longer than 24 months due to the COVID 19 pandemic. Of the $41,788, we anticipate spending approximately $20,000 on rent for the clients and spending the other $21,788 on activities and any repairs that might be needed before or after someone moves in. This is somewhat flexible as each client’s needs are assessed individually and all arrive with different levels of October 7, 2022 income and circumstances. Although clients are eligible for up to 24 months some will move to permanent housing sooner which sometimes facilitates the need to make repairs. Based on the current clients we anticipate that we may have 6 clients move within the next year and each apartment is gone through for damages and repairs after they move. We have 11 units occupied and of 12 units. We base our subsidies on each client’s circumstances for example how long it takes for their Section 8 Housing application to go through, or if their children are sick and they have to stay home from work to care for them. b. Security deposits (number of clients to receive security deposits) Up to 6 clients will receive security deposits. c. Proposed budget for repair and improvements at facilities – are these CFR owned facilities? These are facilities that are owned by CFR. The budget for repair and improvements is included with activities to promote family bonding. This overall budget is $21,788 and needs in these areas are assessed quarterly. If there are activities that will benefit clients and their families, they are prioritized over repairs and improvements. 6. Outcomes listed on the application do not appear to correlate to use of funds. What specific outcomes are anticipated to be achieved with this funding source? Yes, the outcomes that are listed are incorrect. Because the application is closed we cannot see the exact outcomes/performance measures that can be selected. These are the outcomes of Transitional Housing: The goal of Transitional Housing is to provide safe, affordable rental housing for persons in recovery from substance abuse and their families. Transitional housing facilitates the movement of families to permanent housing within 24 months. This temporary housing is combined with supportive services to enable individuals and families to live as independently as possible. Supportive services help promote residential stability, increased skill level and/or income, and greater self- determination. October 7, 2022 These goals would fall into Health and/or Income areas for Performance Measures. 7. Does CFR partner with CommUnity for security deposit assistance? As you are aware CFR has only been involved and working with the former Prelude financials for a short period of time. There is currently nothing in financial records that shows there has been a partnership with CommUnity for security deposit assistance. We are willing to check on how we could collaborate with this organization.