Peoria Standard

City of Peoria CDBG Public Services Advisory Commission met Feb. 16.

Here are the minutes provided by the commission:

CALL TO ORDER

The Regular Meeting was held by the CDBG Public Service Advisory Commission in person, on February 16, 2024, at 8:30 a.m. Chairperson McGhee called the meeting to order @ 8:38 a.m.

ROLL CALL

Roll called showed the following Commissioners were present: Sherry Cannon, Jada Hoerr, Jonelle McCloud, Kimberly McGhee, Pamela Schubach, Alexander Ikejaiku, and Brenda Grove. Absent: Brett Kolditz, Al Cuizon, Quentin Campbell, Lisa Fuller, Aaron Kilgore, and Jalyssa Brown.

Staff present: Irina Riggenbach and Ben Miller

MINUTES

The minutes for the January 18, 2024 meeting were reviewed.

MOTION:

Commissioner Schubach moved that the minutes be approved. The motion was seconded by Commissioner M c C l o u d . Approved unanimously by viva voce vote 7-0.

REGULAR BUSINESS

A. Violence Prevention Update from PD

Staff Member Urquiza-Whitiker provided an overview and updates of the Violence Prevention Programs overseen by the Police Department.

Commissioner Schubach asked for clarification on Cure Violence timeline and performance measures.

Staff Member Urquiza-Whitiker explained the performance measures were set up more as a timeline since there’s no way for deliverables when they were just preparing the program. The timeline goals were met to prepare for round 2 and these goals are more reflective of actions and efforts.

Commissioner Hoerr inquired about more clarification on expenses allocation.

Staff Member Urquiza-Whitiker ran through the funding synopsis chart and how the grant money is being dispersed with different funding sources.

Commissioner Hoerr asked what the timeline is on when grant money needs to be spent. Staff Member Urquiza-Whitiker stated all DCEO grant money needs to be spent mid May 2024. Commissioner Cannon inquired on if there needed to be a revised budget submitted to DCEO.

Staff Member Urquiza-Whitiker provided that unless there was a 10% change in budget, they do not need to a budget amendment.

Commissioner Grove asked if any monies left over could be provided to other organizations.

Staff Member Urquiza-Whitiker stated that it could be made available, but it would be difficult to have other organizations expense the grant funds before the deadline.

Commissioner Cannon asked why it took so long for DHS to distribute grant money.

Staff Member Urquiza-Whitiker provided that because it was a special allocation it had to be a quick turnaround, the DHS award is a separate round of Violence Prevention funding.

Chairperson McGhee inquired on what happens if grant funds are not spent by June 30th.

Staff Member Urquiza-Whitiker stated that she is only concerned about the Friendship House, because the grant funds are already being moved. If it is not expensed, they will have to give the money back to the grant providers. The other organizations are funded with ARPA and don’t have the strict deadline.

Commissioner Grove asked what the deliverables are that Friendship House needed to provide.

Staff Member Urquiza-Whitiker brought the committee to attention of their deliverable’s information provided in the handout and discussed her site visits every quarter, rotating between progress and budget checks.

Commissioner Schubach inquired if the city would have allocated the amount of money to Friendship House if there had been similar organizations apply. Also, are City departments reaching out to other groups to apply for these grants.

Staff Member Urquiza-Whitiker stated that the Police Department has been offering grant writing workshops with hopes to assist other non-profits in Peoria to understand the process. Additionally, the workshop has been offering microgrants to assist organizations that may not have the resources to apply for larger grants.

Commissioner McCloud inquired on what types of organizations can apply for microgrants. Commissioner Cannon asked if you need to be a non-profit to apply.

Staff Member Urquiza-Whitiker provided that it is not required to be a non-profit, just an established organization serving youth in Peoria and provided a broad range of examples of groups applying.

Commissioner Schubach asked if PD has worked with United Way to work on grant writing training.

Staff Member Urquiza-Whitiker discussed that PD has not worked with United Way but has utilized other community resources to partner on grant writing workshops.

Commissioner Cannon stated that the biggest challenge with the grants is finding an auditor. Commissioner Hoerr inquired about where more information can be found on PD’s grant workshops. Staff Member Urquiza-Whitiker stated that information about the workshops can be found on social media. Commissioner Hoerr asked if workshops were designed only for federal grants.

Staff Member Urquiza-Whitiker discussed that the workshop is tailored towards a survey that is sent out for what the community needs, as well as structured courses to assist individuals from beginning to end of grant writing.

Chairperson McGhee asked if the workshop dates could be shared with the committee. Commissioner Cannon inquired how long the workshop lasts.

Staff Member Urquiza-Whitiker stated the workshop is 2 days and work is 8 hours each day with lunch provided.

Commissioner Cannon asked if a group of auditors could be brought on board to help organizations during workshops.

B. 2023 CDBG Public Facilities Update

Staff Member Riggenbach provided an overview of projects and money paid out.

C. 2024 Public Facilities Update

Staff Member Riggenbach discussed the 2024 Public Facilities Application opened Monday and will close Friday, March 8th.

Commissioner Cannon stated that it is important to share any information about the application being open. Staff Member Riggenbach stated they send out a press release to all contacts on their notification list. Commissioner Hoerr asked for clarification that application is for Peoria City not County. Staff Member Riggenbach clarified that its for Peoria City.

D. 2025 CDBG Public Service Application & Priorities

Staff Member Riggenbach discussed the edits made to the application based on the suggestions from the January meeting and presented the priorities scores.

Commissioner Grove asked how priorities filter into the application process.

Staff Member Riggenbach discussed the priorities and how organization need to fit their programs into each priority.

Chairperson McGhee inquired for more context into section B5 of the application and how other commissioners score that question.

Staff Member Riggenbach provided examples of the evaluation criteria and different ways to evaluate the information provided.

Commissioner Schubach asked what the number of applicants can be considered.

Staff Member Riggenbach explained that it can be however many the committee would like to select. Commissioner Cannon inquired about how much money is being funded for the grant. Staff Member Riggenbach discussed it is estimated to be 250,000 but the 2024 fiscal budget has not been passed at this time.

Commissioner Schubach asked if there is any desire to fund more programs related to violence prevention. Staff Member Riggenbach stated that it is not in this program specifically, but it can be included as a priority. Commissioner Cannon argued that adding violence prevention to this grant fund would narrow the programs too much and the same organizations would benefit each year.

Commissioner Hoerr asked what the benefit is of narrowing down the priorities, and if there is a high percentage of programs not getting funded.

Staff Member Riggenbach stated that theoretically these programs can shift their narrative to fit any priority they see fit, they just need to make a case for whatever priority they select.

Commissioner McCloud inquired on what the age is designated to for senior services assistance. Staff Member Riggenbach stated that it is 62 years old.

Chairperson McGhee asked the committee if they’d like to vote today or in next meeting. Staff Member Riggenbach mentioned there can be an emergency meeting to vote if there is no quorum next month.

Staff Member Riggenbach brought to attention the use of stipends with this grant money. It doesn’t allow direct funds to go towards stipends but doesn’t prohibit organizations from doing stipends with other funding. Commissioner Schubach asked if that information can be placed on the application.

Commissioner Hoerr inquired about clarification on how salary is funded through the grant. Staff Member Riggenbach discussed that employees who are funded must submit timesheets on the work they have done with the existing program to qualify.

Commissioner Schubach asked if there is a way to put an attachment onto the application to provide a short example of what the committee is looking for when scoring.

Staff Member Riggenbach stated that it can be included in the application training.

Commissioner Cannon asked the committee if anyone would like to vote today.

Staff Member Riggenbach inquired if the group would like to approve the application and priorities. Commissioner Grove stated that it would be beneficial to have more time looking over the application. Commissioner Cannon proposed to include 10 priorities.

Commissioner Hoerr inquired on how many can be included, and what options does the commission have. Commissioner Ikejaiku stated that it would be beneficial to condense the list in order to prevent dilution. Commissioner Cannon agreed that it be best to keep the list concise with the limited money. Chairperson McGhee proposed to keep priorities on the list with a score of 12 and above and take out Crime Awareness since there’s been a lot of funding dedicated to crime prevention.

MOTION:

Commissioner Cannon moved that the priority list be set to 10 and include: youth services, senior services, services for persons with disabilities, substance abuse services, employment training, child care services, legal services, transportation services, services for victims of domestic violence, mental health services. The motion was seconded by Commissioner Schubach. Approved unanimously by viva voce vote 7 -0.

E. Other Business

There was no other business to discuss.

F. Public Comments

There was no public comment.

ADJOURNMENT

MOTION:

Commissioner Hoerr moved that the meeting be adjourned. The motion was seconded by Commissioner Cannon. Approved unanimously by viva voce vote 7 -0.

The meeting was adjourned at 9:31 a.m.

https://il-peoria.civicplus.com/AgendaCenter/ViewFile/Agenda/_03152024-593