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Home My WebLink About2009-06-01; Agricultural Conversion Mitigation Fee Committee Ad Hoc; ; Receive Report on Council's Modification to Committee's Method of Carrying out its DirectiveSubject: Meeting Date: June 1, 2009 Agenda Item #3 CITY OF CARLSBAD AGRICULTURAL COVNERSION MITIGATION FEE AD HOC CITIZENS' ADVISORY COMMITTEE Receive Report on Council's Modification to Committee's Method of Carrying out its Directive June 1, 2009 At the January 6, 2009 Agricultural Conversion Mitigation Fee Committee meeting, the Committee passed a motion recommending that the City Council modify the method for the Committee to carry out its directive (Method). This action was taken after the Committee benefited from having analyzed the strengths and weaknesses of the process utilized in evaluating applications submitted during the 2006 solicitation process. After evaluating strengths and weaknesses, the Committee made recommendations to the City Council for appropriate modifications to the Method. Based on the Committee's recommendations, the City Council, at the February 17, 2009 City Council meeting, approved modifications to the Committee's Method to: a) provide more flexibility in the requirement for applicants to submit a certified financial statement, b) clarify the intended use of the Grant Application Evaluation Form, and c) update/clarify information contained in the Method documents and application form. An expanded discussion and summary of approved changes to the Committee's Method is attached herewith as Exhibit 1. Additionally, a revised version of the Committee's Method reflecting the aforementioned changes has been attached as Exhibit 2. Respectfully Submitted, PLANNING DEPARTMENT Exhibits: 1. Summary of Modifications to the Committee's Method 2. Revised Method for Committee to Carry Out its Mandate Agenda Item #3 Exhibit 1 Summary of Approved Modifications to the Committee's Method of Carrying out its Directive The following is o summary ond discussion of the changes approved by the City Council at the February 17, 2009 Council meeting. The changes modify the method (Method) that authorizes the Committee to carry out its directive. Modifications Related to Required Certified Financial Statement The Agriculture Conversion Mitigation Fee Grant Application form, approved by the City Council on May 16, 2006, requires agencies and organizations to submit a certified financial statement with the project application. The intent of this requirement is to assess the applicant's financial capability and aptitude to successfully implement their proposal. Given the high cost associated with preparation of a certified financial statement (estimated at approximately $10,000-$15,000), which could cause undue financial hardship to applicants, the City Council approved a modification to the Method such that applicants are not required to submit financial documentation until after a grant Is awarded. The City Council also approved modifications that provide applicants the flexibility in demonstrating their financial capability by providing one of the following: 1} an IRS-990 form; 2) a reviewed financial statement; or, 3) a certified financial statement. This documentation would then require evaluation subject to the satisfaction of city staff. Any individual submitting an application for grant consideration continues to be exempt from any requirement to provide information on his/her financial condition. Modifications Related to Use of Grant Application Evaluation Form During the original grant evaluation/consideration process, the Committee utilized the approved Grant Application Evaluation Form; however, use of quantitative grades to assess each evaluation criteria did not facilitate an objective/comparative analysis of each grant proposal. To eliminate potential confusion that a particular project score would guarantee or preclude grant award, the Council modified the Method to indicate that use of the Grant Application Evaluation Form is intended to serve as a tool for Committee evaluation. Moreover, the total project score allotted to each proposal in no way guarantees or limits funding. Miscellaneous Modifications to Committee's Method Documents and Proposal Application Miscellaneous modifications to the Committee's Method approved by City Council include updating the Road Map, Proposal Solicitation Strategy and Timetable necessary to implement the 2009 proposal solicitation process. Agenda Item #3 Exhibit 2 The following includes modifications approved by City Council per Resolution 2009-039 to amend the method for which the Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee is authorized to carry out its directive. Modified language has been identified with strikeout/underline-bold format CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISOR\' COMMITTEE Approved Method of Carrying out the Committee's Directive Rev: 1 /20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE ROADMAP Principal Charge of Committee: To make recommendations to the City Council for proposed expenditures from the [Agricultural Conversion Mitigation Fee] Fund in keeping with the mandates established by Municipal Code Section 21.202.060. Committee Responsibilities to City Council during first year: To report to the City Council at least twice during its first year. FIRST REPORT TO CITY COUNCIL: A detailed proposal of how the Committee would operate to carry out its mai,date directive (established by Resolution 2005-242). Report should discuss how the Committee proposes to solicit expenditure/1,'Tant proposals; how it would operate to make recommendations lo the Council, including proposed project/grant selection criteria and voting procedures; and how it proposes to draw down on the Fund balances in the first and subsequent years. Tasks to complete First Council Report: • Determine how Committee will operate. • Determine how decisions will be made. • Elect a Chairperson and Vice-Chair. • Establish a meeting schedule. • Agree upon role of Committee members. • Establish criteria by which project proposals will be evaluated. • Create project application, infonnation, and evaluation forms. • Perform test run of forms. • Determine how fonds will be drawn down. • Determine how project proposals will be solicited. • Identify how project proposals will be presented to Committee: • Identify how Committee will operate to make recommendations on individual projects. • Prepare draft Council report. • Review and comment on draft report. • Finalize report. • Schedule repo,1 for City Council meeting. SECOND REPORT TO CITY COUNCIL: Shall carry the Ad Hoc Committee's recommendations for initial expenditures from the Fund. Tasks to complete Second Council Report: • Solicit project proposals. • Schedule/Hold workshops (2) for applicants (if needed). • Evaluate forms after first set of projects. • Evaluate project proposals. • Recommend projects for initial expenditures from the Fund. • Prepare draft of report. • Review and comment on draft report. Agricultural Conversion Mitigation Fee Citizens Ad Hoc Advisory Committee Road Map (cont.) • Finalize report. • Schedule report for City Council meeting. SUBSEQUENT REPORTS TO CITY COUNCIL: Additional reports shall be provided to the City Conncil as necessary to complete and implement the Committee's directive. Snch reports mav include: • Recommendations on changes to awarded grants. • Recommendations to modifv the approved method for carrying out the Committee's mandate. • Recommendations for Council nnthorization to solicit additional grunt proposals. • Reguest(s) for authorization to solicit additional applications for grant proposals. • Reguest(s) to extend the Committee's life. Rev: l/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISOR\' COMMITTEE KEY DECISIONS PROJECT ELIGIBILITY -COAST AL/NON-COASTAL LOCATIONS It is not required that proposed projects be located within the Coastal Zone; projects proposed to be located outside of the Coastal Zone will be considered; however, all projects (inside or outside of the Coastal Zone) must benefit the Coastal Zone. "EQUITABLE" DISTIUBUTION OF FUNDS The Committee will promote the equitable distribution of the grant funds available by ensuring that all potential applicants have a fair and equal opportunity to apply for the funds. This does not mean that the total funds available will be divided equally among the four categories of eligible projects. However, the Committee intends to award funds to projects in each of the four categories if at all possible. DRAW-DOWN OF FUNDS The Committee will not specifically "hold back" funds for future awards, nor will it target a specific amount of funds to be spent in the first year. The Committee will draw down funds based solely upon the merit of the projects proposed. All project proposals will be evaluated on their own merits and funds will be spent as merited by proposed projects. The Committee believes that sufficient eligible and meritorious project proposals will be received to justify expenditure of all available funds before the Committee sunsets (four years from August 2, 2005), if not sooner. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISOR\' COMMITTEE COMMITTEE OPERATING PROCEDURES & AGREEMENTS Ground Rules • Remember that the Committee's work is a public process • Be present • Respect one another's opinions • Listen actively • Ask questions when you have them • Participate • Practice Skillful Conversation • Speak your mind • We will disclose our "special interests" to one another as appropriate to topics under discussion. • All member requests for information from staff not rendered during the meeting will be routed through the chairperson • Speak up in order to be heard • Speak up ( or signal) if you did not hear clearly something that was said. Committee Procedures • Chair leads the meeting; facilitator leads discussions • Minutes and Charted Notes are kept as part of the Committee's records • Annual reevaluation of process • Committee members will not participate in project proposal presentations and will abstain from voting on projects for which they have a conflict of interest pursuant to Chapter 1.14 of the Carlsbad Municipal Code. Decision-making Process • Plan A: Consensus (Preferred) • Plan B: If consensus cannot be achieved after an earnest effort has been made, the question will be decided by simple majority vote with the minority opinion noted and reported. Guidelines for Public Comment • In general, members of the public wishing to present comments for the Committee's consideration will be given an opportunity to do so at the end of meetings. • Public comments will be limited lo three minutes for each person, and 15 minutes for each topic • These guidelines will be adjusted as appropriate for different meeting purposes (e.g. grant proposal presentations) • The public comment time limitation of three minutes per speaker may be extended at the discretion of the chairperson. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL SOLICITATION STRATEGY Objective: To ensure that availability of grant funds is known throughout the community and among those organizations and individuals who might wish to apply. Methods may include: • Editorial Boards • News Press Releases • Solicit feature coverage in newspapers • OpEd (i.e., a letter from the Mayor on behalf of the City CounciJ) • Posters in public facilities ( e.g., libraries; City Hall; Faraday building; other?) • Posting on City's web page with grant program info and staff contact info o Electronic links to informational flyer; press release and dedicated webpage. o Electronic distribution via electronic subscription service o Electronic distribution via City E-News • Mailings to those known to be interested o List of individuals with potential interest (list must be updated ereated) o List of organizations with potential interest (list must be updated created) o Other public agencies o Downtown Merchants Assn. o Chamber of Commerce o Carlsbad Convention and Visitors Bureau • Newspaper advertisements o North County Times o Union-Tribune -North County edition o Coast News o Chamber of Commerce Newsletter • Other? • Insert notification in water bills Factors to Consider • Time constraints • Budget/Costs Tentative Timetable of 2006 Grant Solicitation/Review/ Award Allocation Council Approval of Committee Procedures, Criteria, etc. -earfy-May !&.,.2006 Public Notification Process Early !1me July 2006 Preposal Preparation Workshop(s) Late J1me 2006 Deadline for Proposal Submittal Jilly 31 September 29, 2006 Agricultural Conversion Mitigation Fee Citizens Ad Hoc Advisory Committee Proposal Solicitation Strategy (cont.) Committee Review Process Preparation of Agenda Bill (Grant Awards Recommendations) Presentation to Council August 8ejltembor October 2006 -June 2007 Oetober 2006 (or SoeHeft January 2007 and January 2008 1-!o•,•ember 2006 (or soaoor) February 2007 and February 2008 Estimated Timetable for 2009 Grant Solicitation/Review/Award Allocation Council Approval of Revised Procedures, Criteria, Etc. Early Februarv 2009 Public Notification Late February 2009 Optional Proposal Preparation \Vorkshop(s) March 2009 Closure of Application Submittal Period Late April 2009 Committee Review of Submitted Grant Applications May -June 2009 Committee Recommendations Formulated Early July 2009 Presentation of Committee's Recommendations to Council Angust2009 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL CONSIDERATION & PROCESS SUMMARY PROPOSALS THE COMMITTEE WILL CONSIDER • Projects (i.e., not on-going programs) • Projects which have not been completed by the date that City Council approves the Committee's procedures and application consideration process (i.e., no reimbursement for previously completed projects) • Proposals from all types of organizations and individuals • Grants -outright and/or matching -but not loans • Requests for a minimum of$2,500.00 (nothing less than $2,500.00) EQUITABLE DISTRIBUTION OF FUNDS The Committee will promote the equitable distribution of the grant funds available by ensuring that all potential applicants have a fair and equal opportunity to apply for the funds. This does not mean that the total funds available will be divided equally among the four categories of eligible projects. However, the Committee intends to award funds to projects in each of the four categories if at all possible. DRAW DOWN OF FUNDS The Committee will not specifically "hold back" funds for future awards, nor will it target a specific amount of funds to be spent in the first year. The Committee will draw down funds based solely upon the merit of the projects proposed. All project proposals will be evaluated on their own merits and funds will be spent as merited by proposed projects. The Committee believes that sufficient eligible and meritorious project proposals will be received to justify expenditure of all available funds before the Committee sunsets (four years from August 2, 2005), if not sooner. PROCESS • Proposal review: paper process and possible presentation opportunities (at request of Committee) • Establish City staff contact(s) for applicant info/assistance and application form • Opportunity for applicants' feedback on process, forms, etc. ELIGIBILITY REQUIREMENT Applications must implement the Charge of the Committee (i.e. involve one of the four eligible types of uses) in order to be eligible for funding. Should there be disagreement regarding whether a proposal is eligible for funding (i.e., whether the project implements one of the four categories of projects), the Committee will first seek consensus and, if that fails, will vote on the matter. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL EVALUATION CRITERIA Project Criteria • Extent to which proposal fulfills eligibility category • Line-of-sight relationship with concrete outcome(s) • Benefit to Carlsbad residents · • Honors the history of Carlsbad • Employs creativity (of project or process) • Multiple or long-lasting or wide-spread benefits Project Feasibility and Planning Criteria • Feasibility of project achievement (i.e., Can project be accomplished?) o Can permits/approvals be obtained? • Implementation plan o Measurable milestones/Identification of tracking measures o Reasonable time frame o Responsible parties identified Applicant Criteria • Ability of project applicant to do what is proposed o Applicant's experience implementing other projects o Applicant's previous experience obtaining and using funding (for other projects) Financial Resources/Budget Criteria • Fiscal resources to do what is proposed o Project budget o How requested funding will be used o Other/ Additional funding already secured for project (if any) o Other potential funding sources for project (potential matching funds) o Applicant's experience obtaining and using funding (for this project) o Financial condition of organization (if applicable). After a grant has been awarded and prior to distribution of grant funds, the financial condition of an agencv/organization shall be evaluated through submittal of either an audited financial statement {encouraged/preferred); a reviewed financial statement; or, an IRS-990 tax return. Note: applicants are encouraged to submit documentation of their financial condition at the time of grant application submittal if possible. Pro(lOsal Evnlnation Form • The Committee's use of a quantitative Proposal Evaluation Form during the proposal evaluation process shall serve as a tool/method to evaluate individual merits of projects; however. the individual project scores (generated through use of the form) alone are not intended to guarantee or preclude the Committee's decision to recommend funding of specific grant requests. Rev: 1/20/09 AGIUCULTURAL CONVERSION l\UTIGATION FEE GRANT PROPOSAL EVALUATION FOR.l11I PROJECT NO: ________________ _ PROJECT NAl\1E: ______________ _ Rn ting Scale: Not Appllcnble = 0 Poor= 1 Acccptublc = 2 Good= 3 Strong= 4 Exceptional= 5 Is proposed project eligible for funding? Yes ___ No ___ _ Eligibility Category: ____________________ _ Protect Score Project/Program Criteria: Implementation of eligibility category Concrete outcome(s) Benefit to Carlsbad residents Honor history of Carlsbad Creativity (of project or process) Multiple, or long-lasting, or wide-spread benefits Feosability/Plnnning Criteria: Feasibility of project achievement: Permits/Approvals obtainable? Implementation Plan: Measurable Milestones? Tracking Measures? Implementation Plan: Time Frame? ..• Responsible parties identified? Applicant Criteria: Ability to do oroject? Experience with other projects? .. Ability to do project? Experience with using funding for other projects? Fiscal/Budget Criteria: Project budget Use of requested funds O.ther funding? (if any) , Other potential funding? Fiscal stability oforg'n (if applicable) TOTAL SCORE