OFFICE OF
THE CITY COUNCIL
117 WEST DUVAL STREET,
SUITE 425
4TH FLOOR, CITY HALL
JACKSONVILLE, FLORIDA 32202
904-630-1377
Finance Committee Special Meeting Minutes
October 5, 2016
Immediately following 9:00 a.m. regular Finance Committee
meeting
Topic:
Community Development Block Grant uses and other City grant efforts
Location:
City Council Chamber, 1st floor, City Hall – St. James Building, 117
West Duval Street
In attendance:
Council Members Anna Lopez Brosche (Chair), Greg
Anderson, Sam Newby, Bill Gulliford, Matt Schellenberg
Excused: Council
Members Aaron Bowman and Katrina Brown
Also: Kirk Sherman and Kyle Billy – Council Auditor’s
Office; Paige Johnston – Office of General Counsel; Jeff Clements – Council
Research Division; Philip Zamarron – Legislative
Services Division; Ali Korman Shelton – Mayor’s
Office; Angela Moyer, Damian Cook and John Snyder – Finance Department; Diana Seydlorsky – Housing and Community Development Division
Meeting Convened:
10:00 a.m.
Chairwoman Brosche called the meeting to order and introduced
the topics of the day - the Community Development Block Grant program and the
City’s other grant seeking processes. Diana Seydlorsky,
Chief of the Housing and Community Development Division, explained the process
by which the City’s annual allocation of CDBG funds is prioritized and
allocated, which includes approximately 10 public forums (6 CPAC meetings plus
other public hearings). Ms. Seydlorsky said that her
office is going to proactively contact all council members to invite their
suggestions for projects and priorities for next year’s allocation,
and offered to meet with members individually and ride through their districts
to see potential projects and needs first-hand. The Community Development
Division works with the other administrative departments to assemble lists of
needs and projects, all of which must directly serve the low- and
moderate-income persons targeted by the CDBG program. Targeting can be done by
Census tract or block, or by evidence (i.e. user surveys) that a facility
proposed to be assisted serves low- and moderate-income persons.
Council Member Gulliford felt that
the City Council should play a bigger role in establishing the relative
priorities of uses for CDBG funds. Ms. Seylorsky noted
that the Council adopts the 5-year CDBG Consolidated Plan that outlines the
authorized uses of the funding. She said that the Housing and Community
Development Division works with the City’s other grant seeking offices to
leverage multiple grants to address particular needs.
Damian Cook, the Grants Administrator in the Finance
Department, said that CDBG is the most broadly applicable of the City’s grants
with a wide variety of permissible uses, always assuming compliance with the
targeted income criteria. He said the grants office seeks all sorts of grants
and other potential funding sources that may be of benefit to the City. The
office holds quarterly meetings for the personnel of any city department,
authority or affiliated agency who deal with grants in order to share ideas and
concerns. The office also handles grant-related functions that don’t fall
readily into a City department or division’s jurisdiction. His office depends
on the operating department experts to identify grant opportunities that pertain
to their work and then assists with the production of the grant application. In
response to a question he said that the City does not have a central
clearinghouse that is aware of and acts as a gatekeeper to authorize every
outgoing grant application. Sometimes multiple departments or City-related
agencies apply for the same grant, which he said is not always the negative
that it might seem at first. His office has tested the use of a software
package called Amplifund that acts as a database
manager for tracking grants. The City’s new ERP financial management package
may have many of the same capabilities for tracking projects and grants. In
response to a question from Council Member Schellenberg
about whether the City hires contract grant writers, Mr. Cook said that was a
possibility on a case-by-case basis where particular expertise and personal
connections might be important.
Budget Officer Angela Moyer asked the committee to consider
making several modifications to the Ordinance Code to help simplify and
streamline the receipt and expenditure of grant funds that may differ from the
exact amount approved in the budget or by separate ordinance. She suggested
increased the threshold amount of funding changes that require additional
Council action and tentatively approving expenditure of provisional grants in
the event they are received so that separate appropriation ordinances aren’t
needed each time an application is successful. Council Member Gulliford will work with Ms. Moyer to craft proposed amendments
for the committee’s consideration. Mr. Cook also advocated for changes to speed
up the expenditure process for grants that are received in the middle of or
late in a fiscal year that need to be expended before the end of the year.
Federal and state grantors sometimes have returned or unused grant funds that
they will make available for eligible uses, but only if it can be spent within
a relatively short period of time before the end of a fiscal year. He will work
with Ms. Moyer to explore possibilities for speeding up the process.
Meeting Adjourned:
10:56 a.m.
Minutes: Jeff Clements, Council Research
10.5.16 Posted 3:00 p.m.
Tapes: Finance Special
Committee meeting– LSD
10.5.16