AGENDA #5
BUDGET WORKING PAPER
TO: W. Calvin Horton, Town Manager
FROM: Gregg Jarvies, Police Chief
SUBJECT: Human Services Advisory Board Allocation Process
DATE June 15, 2005
The purpose of this memorandum is to provide information regarding the funding recommendation process of the Human Services Advisory Board.
The annual Human Services Advisory Board (HSAB) allocation process begins each January with the presentation of the Needs Report from the HSAB to the Town Council. The process concludes with the Board making its funding recommendations to the Council. The time line below provides an overview of the application and approval process:
January - Presentation of the annual Needs Report by the HSAB to the Council identifying priorities for human service funding for the upcoming fiscal year.
February - Request for funding proposals issued; application packet distribution.
March - Applications from human service agencies submitted to HSAB.
April - HSAB presents total funding level recommendation to the Town Council; weekly work sessions held to hear agency presentations begin.
May - Weekly work sessions continue.
June - HSAB finalizes evaluations of proposals and presents recommendations to the Council.
STEP 1: Board members review applications individually as they are received. The application, a copy of which is attached to this memorandum, is a document on which the applicant must thoroughly describe their mission and detail their program proposal. Each application must be accompanied by documentation including verification of nonprofit status, most recent audit, certificate of liability insurance, tax identification number, and a list of current agency board members.
STEP 2: Up to 10 work sessions are held during which applicants have an opportunity to present their proposals and to respond to questions from HSAB board members.
Board members evaluate the proposals based on the following criteria:
• Relationship to priorities established by the HSAB in the Council Needs Report
• Goals and objectives of agency program
• Measurable outcomes achieved in previous year
• Cost/benefit analysis of program
• Number and diversity of service beneficiaries who reside in Chapel Hill
• Fiscal management and stability of agency
• Diversity and stability of other funding sources
• Collaboration with other local agencies
In addition to information collected through these first two steps, the Human Services Coordinator provides information to Board members throughout the year regarding agency performance. Information is gathered through semi-annual reports and the monitoring of programs currently receiving funding. The Human Services Coordinator also meets regularly with staff from other funding organizations to discuss human service programs, community needs and service gaps. These organizations include:
• Orange County
• Town of Carrboro
• Orange County Partnership for Young Children
• Triangle United Way
• Triangle Community Foundation
• Town of Chapel Hill (Community Development Planner)
• UNC School of Government
Each of these funding groups monitors local agency performance. The group shares information to guard against duplication of services and to ensure service quality. The Triangle United Way requires agencies to meet a stringent accreditation process to remain eligible for funding. Information about their process is available to Town staff. Programs and/or agencies that may be experiencing difficulty with fiscal management or service provision are discussed and plans are developed to provide assistance as necessary. The information collected throughout the program year is made available to Board members as they review current applications.
STEP 3: Each Board member prepares funding recommendations for each applicant. During the final one or two work sessions Board members discuss each program and formulate an allocation recommendation by consensus or vote. The Human Services Coordinator prepares the recommendation report for the Council�s review.