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HomeMy WebLinkAbout09/18/2018 - Minutes 0 City of Renton � Human Services Advisory Committee Meetin� ' September 18, 2017 3:00 p.m. Renton City Hall - Council Conference Room, 7th Floor ATTENDANCE:Teresa Kenny,Joanie Howe, Krista Townsend, Adair Hasty, Cynthia Jones Excused: Amy Koehl, Brandy Brown Absent: Leslie Anderson Staff: Guy Williams, Human Services Manager; Dianne Utecht, Human Services Coordinator; Roberta Graver, Administrative Assistant 1. Call to Order at 3:03pm 2. Approval of Previous Minutes 3. Approval of June Meeting Minutes—no minutes recorded at Application Reading. 4. Discussion/Action Items: a. Parallel Fundin�Process Discussion—Grassroots Asencies?—A recommendation to fund the following agencies with$5K each will be included with the full agency funding request in October.Agencies listed as they were ranked at the last meeting: i. Emergency Feeding Program ii. Sound Generations—Volunteer Transportation iii. Consejo iv. Pediatric Interim Care Center v. Asian Counseling Center b. Chan�in� Fundin� Recommendations$12K x 2—See attached spreadsheet for which agencies will receive adjusted amount of funding based on the discovery that the$24,000 additional funds that were allocated for this funding in years past was not rolled over into this cycle's funding. $12,000 was reduced from each reading groups selections. Guy Williams, Dianne Utecht and Kelly Beymer (Community Services Administrator) evaluated and made adjustments to fit the actual budgeted amount. Note the 'Comments' column for reasoning for funding changes. Cynthia Jones motioned to accept the Funding List as amended with the reduction of$24,000;Joanie Howe seconded, all were in favor, motion passed. c. (Rules of Fundin�) Example:Top rated a�ency�ets what thev requested or at least what thev were awarded last fundin�cvcle. Concerns were raised about not having information prior to evaluating applications that would be informational about the historical relationship some agencies have with the city that may influence rating the applications. Other shared that,to remain unbiased toward the agencies,this information is not necessary.There shouldn't be any concern about how the agencies react to being or not being funded. Guy Williams extended a huge 'thank you'to the committee for the work they put into the funding application process and believes in the process and 'advisory input'they provide to the final recommendation. Request was made to provide more guidance or `rules' in the rating process that would assist in evaluating applications. Dianne Utecht shared that the only rule that the committee agreed on, in prior funding cycles,was that'top rated funded agencies cannot receive less than what they received in the past funding cycle and up to their current request'. Any additional rules would need to be agreed upon by the group.The 5 point and 10 point ratings City of Renton Human Services Advisory Committee September 18,2018 Page 2 were created to match the application and the emphasis deemed on questions that were decided on as a group.The application can be looked at again and discussed in a future meeting. d. Application Readin�Groups—Pros/Cons i. Would like more rules set up in advance to understand the rating process ii. Most important is to be respectful and have an environment where peop�e are free to share their thoughts and reasoning for their scoring.Allowing freedom and flexibility to share 1. Even if it's not a consensus,the group can work to adjust scores or not change scores iii. Have an environment free to share,with no wrong answers or feel like one has to answer a certain way iv. Be prepared for the funding/rating process and what to expect in the reading groups. v. Likes the small groups; need boundaries around the discussion. vi. In the small reading groups, be prepared with defensible reasons when sharing their scoring vii. We're an advisory group,there to provide our interpretation, opinion, personal input into the evaluation, it shouldn't be scrutinized. viii. City should provide more rating criteria ix. For the lowest scored applications, maybe provide 2-3 reasons why they were scored so low x. Provide more space after each question to allow for comments/reason e. What in the process would vou do differentiv with respect to readin�the applications and scorin�? i. Read the apps a soon as you get the binder; read the apps through before rating them ii. Staff could adjust the timeline to allow the committee more time for reviewing/scoring iii. Provide easily identified information on application so reviewers don't have to read all the way through trying to decipher some key points(has office in Renton, serves Renton residents,etc) 1. This would require creating and approving a Supplemental to the application, and the agencies may not answer the supplemental questions.This can be discussed at a future meeting. iv. Can there be 3 reading groups of 4? Dianne shared,that due to possible absenteeism, it's advantageous to have more people in the group for discussion and decision making. f. New HSAC Member Recruitment—one Youth&two Adults?—There is one application on file and Guy Williams wi�l confirm the age requirement. Guy will interview youth candidates and an interview team will screen adult applicants.Teresa Kenny and Adair Hasty volunteered to be on an interview team. It was discussed to extend and invitation to previous adult candidates who have already been interviewed and who were deemed favorable for placement.This would negate a second interview. Guy agreed to review previously interviewed committee candidates for possible suggestions to the interview team.Guy will email Cynthia the interview process document. g. Other Items discussed (as needed)—none. 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