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Home My WebLink About2005-09-26; Agricultural Conversion Mitigation Fee Committee Ad Hoc; MinutesPage 1 Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee Type of Meeting: ORGANIZATIONAL Time of Meeting: 9:00 A.M. Date of Meeting: September 26, 2005 Place of Meeting: FARADAY CENTER-ROOM 173-A MEETING MINUTES Chairperson Nygaard called the meeting to order at 9:00 a.m. Committee Members Present: Irv Roston - Retired, Julie Baker-Planning Commission Representative, Richard Erhardt-Chairman of the Beach Preservation Committee, Julie Nygaard-retired City Councilwoman, Eric Larson-Executive Director of the San Diego County Farm Bureau, Ken Alfrey-Board Member of the Agua Hedionda Lagoon Foundation and Hope Wrisley-Community Leader. Committee Members Absent: Deborah Ruddock (non-voting member)-Project Manager for the California Coastal Conservancy, Staff Members Present: Chris DeCerbo, Principal Planner Elaine Blackburn, Senior Planner Approval of Minutes: Referring to Page 2, Line 1, Chairperson Nygaard, suggested that the word “by” be replaced with the word “through” and to read as follows: “. . . should be requested through the Chair.” A motion was made and seconded to accept the Minutes of the meeting of September 19, 2005, as revised. By consensus, the minutes were approved as revised. Facilitator, Jim Boylan requested any additions or corrections to the materials discussed at the last meeting. None were offered and Mr. Boylan proceeded to guide the committee in further discussion of the committee’s structure, criteria, and objectives. Projects and on-going programs, as well as certain types of organizations (non-profit vs. for profit), were defined and discussed. The topic of “matching funds” was also discussed as a potential criteria. It was agreed that at this time no project or program types would be categorically excluded from applying for grants. All applications will be carefully reviewed for qualifying criteria. It was also agreed that a variety of applications (loan, grant, etc.) should be considered, particularly when it comes to matching funds. Loans (if applicable) would be interest free. Proposals cannot be solicited until all the infrastructure (criteria, application forms, etc.,) have been finalized and approved by Council. The committee members also voiced their preference that grants be awarded to those projects/programs that will afford long term benefits for the most Carlsbad Citizens. After a somewhat lengthy discussion, members agreed on some of the “application requirements” as listed below: 1. A clear description of the applicant’s organization. 2. A clear description of the benefits (long term or short term) and beneficiaries 3. Applicant will be required to provide all copies (12) for distribution to committee members and staff. 4. The program/project description must be kept to three (3) pages or less, plus attachments. Page 2 Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee Type of Meeting: ORGANIZATIONAL Time of Meeting: 9:00 A.M. Date of Meeting: September 26, 2005 Place of Meeting: FARADAY CENTER-ROOM 173-A 5. A one (1) page Executive Summary will be required. Also discussed was the question of flexibility in choosing the recipients of grants. Because it is not known at this time what types of requests will be submitted, it was agreed that the committee should remain flexible and open in their deliberations. The Committee discussed a number of options regarding how the money would be recommended for spending, including: spending all of the money as available, retaining some funds for later spending, the potential for creating endowments; and other possibilities. Ms. Blackburn referred the Committee back to the City Council Agenda Bill and Resolution regarding the charge of the Committee. Ms Blackburn pointed out that the these documents refer to the expected disbursement of the approximately $9,000,000 during the Committees’ four year life. At the end of the four years, the committee will “sunset”, unless the City Council resolves to renew the mandate and the membership appointments. Member Baker stated that the Charges also state that the intent of this committee is not to establish priorities for Program use, but rather to promote equitable distribution amongst the allowable uses as outlined in that document. Member Roston pointed out that the available agriculture lands, in Carlsbad, have all been spoken for even though some of them are not being cultivated at this time. Member Baker concurred. By consensus, the word loans was removed from the guidelines, leaving only grants and matching funds to be considered. It was also discussed, and agreed, that there would be progress tracking and identification and follow-up reporting, by the applicant, to the committee. Also, it is expected that the applications will give the committee benchmarks that can be followed and reported upon and the funds then released depending on the benchmarks. Member Baker asked Ms. Blackburn and Mr. DeCerbo, if they expect to see a finance administrator to oversee the grants, once they are awarded. Ms. Blackburn replied that the disbursal of the funds would likely be directly from the Finance Department. Kevin Branca, Assistant Director of the Finance Department stated that his department would not be in a position to determine if all the requirements or project benchmarks had been met if the benchmarks were subjective. Some possible benchmarks and time lines were discussed as well as the desire for accountability in the distribution of funds. Member Larson stated that it is reasonable for the committee to expect, and receive, reports on how the grant monies were being spent by the applicant. However, he stated that the Committee should not be the body to administer the grant monies. Agreeing with a statement by Member Roston, Member Erhardt stated that it will not be difficult to determine whether or not a grant recipient has actually spent the money as agreed, by simply visiting the properties. Member Roston asked how project proposals will be solicited. Ms. Blackburn explained that that decision is up to the Committee. The Committee has to make a report to Council about how the award decisions will be made and how projects will be solicited. When the Council has approved of that process(es) and the Committee has a final application form ready to distribute, the grant solicitations will begin. The method of Page 3 Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee Type of Meeting: ORGANIZATIONAL Time of Meeting: 9:00 A.M. Date of Meeting: September 26, 2005 Place of Meeting: FARADAY CENTER-ROOM 173-A alerting the community that the agricultural grants are available will be by methods agreed upon by the Committee and approved by Council. Some suggestions were the City’s web page, the newspaper, some type of mailer (public notice), cable TV, etc. Recess: 10:14 a.m. Meeting resumed: 10:21 a.m. There was discussion about how the application would take form and it was suggested that the committee examine the Community Activity grant form as a template for the Ag Committee form and then use the CDBG form for supplemental information. The committee reviewed, step by step, both forms and began the process of selecting which questions should be on the Ag application. It was also agreed that if anyone has the opportunity to look over other applications, and should they find something they think might be worthwhile adding to the Ag application, they should bring them to the next meeting for discussion. Ms. Blackburn suggested that staff prepare a rough draft version of an application form, based upon the comments already made, and bring that rough draft to the next meeting for review and discussion. PUBLIC COMMENT: Chairperson Julie Nygaard, opened the Public Hearing. Having received no requests to speak, from the public, Public Comment was closed. By consensus, the agenda for the next meeting of this committee on October 4, 2005, at 9:00 a.m., was set. Chairperson Julie Nygaard adjourned the meeting at 11:10 a.m. RESPECTFULLY SUBMITTED: Carol A. Cruise, Minutes Clerk