Scottsdale Housing Agency Governing Board and Human Services Advisory Commission - January 9, 2025

e
check one two check check
afternoon I'd like to call to order the
Scott sell housing agency governing
board on January 9th and could we start
with a roll call please chair lri here
Vice chair Jung here commissioner
Jameson commissioner Shear here
commissioner dods here commissioner
turil here and commissioner KY
here CH or yeah chair lur you have a
quorum thank you uh so this is an
opportunity for public comment citizens
May address the members of the House
housing agency governing board during
public comment um public comment uh
cards are limited to three minutes per
speaker and um what else do I want to
say about it uh they're accepted for
both agendized and non- agendized items
may be submitted to City staff do we
have any public comment
cards okay so we'll move on to approval
minutes the last time the housing agency
governing board met was November 14th
can I have a motion to approve the
minutes from the November 14th
meeting so move hold on second oh wait
there's more go ahead may I make um a
motion to approve with amending item
number
three that um the board thanked um
commissioner Brown
for her service if we could just have
that added to the
minutes um that's my
motion all right and with that motion
I'm sorry it's actually there oh it is
there did you I didn't hear that you
yeah said it looks like it is included
in the minutes it mentioned that she
expressed her appreciation oh I'm sorry
not that we expressed our appreciation
for
her okay and with that motion made do we
have a I second that amended all right
minutes
motion okay and a roll call vote please
chair lri yes Vice chair Jung yes
commissioner Jameson commissioner Shear
yes commissioner turil yes commissioner
dods yes commissioner coie
yes all right so moving on we have uh
Ethan Ethan Whitman here as the landlord
leason to provide an update on the
landlord engagement initiatives through
the housing agency Ethan the floor is
yours hello members of the commission
I'm Ethan the landlord liaison and I'll
be covering um our achievements and
projects that we've covered over the
past few months in regards to landlord
engagement the first thing I'm going to
cover today is our landlord connection
event which is uh an informal
informational and engagement event for
our landlord Partners we had our first
landlord connection event on September
18th located at our offices at pyute
Neighborhood Center the event allowed
our Community Partners to learn more
about the services that we provide to
the community we had multiple office
staff present and we cover the basics of
how the housing program how our unit
inspections are conducted new changes to
those inspection standards the benefits
of working with our program the
introduction of small area fair market
rents and the landlord Advisory Board
finishing out with a question and answer
and discussion session with our staff we
are planning to have this event every 6
months and uh our currently our next uh
landlord connection event is scheduled
for April
2nd during the event we had
approximately 20 housing Partners in
attendance and more that uh expressed
interest to attend but were unable to
this event gave our office the
opportunity to connect with uh connect
names with faces of our housing partners
and to help them better understand our
programs um um and responsibilities in
relation to our Housing
Programs the landlords in attendance
took the opportunity to discuss issues
amongst themselves and get input from
the staff and then following the event
landlords were asked for their feedback
most of the responses stated they were
excited about the future of this event
and uh we had some responses asking for
more detailed information about the
benefits that we offer in our
office we'll be taking the feedback
received at the event to use um as we
plan for more landlord connection events
in the future next up is our c property
listings um which is located on the city
website on the housing
page one of the benefits that landlords
have with working with our housing
program is that they can uh post their
available units on our website for free
for any potential tenant to see
currently they will call or email the
office uh providing relevant information
about the unit and I will get the
information uploaded so that is visible
on our website within one business day
the housing specialist informed the
tenants about the listings website page
um so they have an easier time finding a
landlord that accepts the voucher um and
is within our payment standards and
their budget having this resource has
allowed the tenants to decrease the time
searching for units and increasing our
utilization rate and we've had we have
also seen an increase in available units
on our listings page as well over the
last few months we have seen some big
changes um to the courtesy property
listings page um it has been refined to
um better serve landlords and tenants
with it introduction of the new City
website back in July the listings page
um changed from being updated monthly um
and sometimes weekly to now being
updated daily as new units become
available in addition to the web version
of the list some um if someone request a
printed version of our listings page um
we are able to print it with up to date
at the time of
request um the print out also has a QR
code on it directing them to the website
um for more up-to-date information as
time passes by and then um available
units can be filtered um by the number
of bedrooms um or the unit size of the
unit so tenants can see what is
available for the voucher size they
have and then currently on screen is a
view of the um listings web page um this
uh basically kind of shows you all of
the information that's on there the
bedroom size um the address and if it's
an apartment complex the name of the
complex the uh rent and deposit
amounts uh when the unit is available
and then if utilities are included or
not and if it's what utility Prof it is
and then um a link to an outside listing
uh page if they have it as well as
contact
information now uh we have some more
additions coming to the listing that are
currently underway uh we are working on
a portal where landlords can directly
input information for listings on the
website without having to wait for
myself or another member of our team to
get back to them um the goal is to with
that is to decrease to decrease the
amount of time it takes for get a unit
to get listed um they will also be able
to keep track of what units they have
available on the listings page update
information um about the unit if needed
while it's on there and then remove the
listing once the unit has been filled um
with the implementation of the tool
there will be more information about the
units available on the website such as
if the unit is a single family home a
multif family home or an apartment
complex what floor the unit is on uh if
applicable and what ZIP code the unit is
in in addition to the information that
is currently available um on that'll be
in addition to the information that's
already on
there um and with that the there'll be
more filtering options so they can
filter by those additional um Fields
that'll be on the listings
page here's a look at the submission
form that will soon be available on our
website um towards the top we have um
where the in the landlord will enter
their um contact information so tenants
can reach them and then the next section
is U where they fill out all that
information for the type of housing the
bedroom bathroom size the address um the
rent amount the deposit amount when it's
available and then towards the bottom is
where they include um what utilities are
included in the rent if any and it kind
of breaks it down from there and then at
the bottom they can include a link to a
listing website as well this is
currently in testing right now and it
should be live on the website
soon next thing is with the introduction
of small area fir Market rent um that
has given us the opportunity to improve
tools TOS our landlords have to inform
um we are tools that we have to inform
our housing Partners about the changes
that have been recently
implemented so from quick background um
the Department of Housing and Urban
Development has required that the
Phoenix Metro Area um to implement small
area fair market rents in 2025 as you
know uh this board approved the proposed
payment standards for 2025 in the
November 14th meeting this will require
that payments sters are set by ZIP code
rather than by municipality and then the
payment standards went into effect on
January 1st of this year and that means
all new leases starting um from now on
uh will use the new
system um for internal preparations that
we've taken for small area for micro
rents um some of the changes uh that I
listed before with the courtesy property
listings page such as including zip
codes and sorting units by ZIP code um
was to prepare for small area for Market
rent uh I created a payment standard
chart for both landlords and tenants to
use uh landlords can easily see what
they can get for each unit size in each
zip code and tenants will be given a
sheet that just that has the ZIP code
payment standards for the particular
size voucher they
have uh there is also a map showing the
ZIP codes in and around Scottdale um so
landlords and tenants can have an idea
where those payment standards are
effective and then uh we are working on
an interactive map for our website so um
someone will be able to search the
address to see if the unit is in
Scottdale and then what ZIP code it is
in the interactive map is also in
testing will and will be live soon and
then one more tool that we're working on
is the um affordability calculator which
will allow tenants to see if they can
afford rent um that uh landlords are
asking for in different zip codes and
with the different payment standards as
well so up on the screen right now we
have I have a map of um the Scott area
ZIP codes that includes ZIP codes in and
around Scottsdale and then next to it is
um our housing calculator and on here uh
tenants or landlords can put in the
voucher size which is how many bedrooms
the unit is the zip code and put in what
the um the tenant can put in what their
income is and then what the contracted
rent is and it'll let the tenant know
that the unit is Affordable and towards
the bottom it um has a breakdown of
utilities so that if landlords do not
include Utilities in rent they can um
check on there to see um potentially how
much lower the rent would have to be to
fit within payment standards and as well
as tenants to use that as a tool as well
that is also in the testing phage and
will be live on our website uh
soon we've also done some marketing to
prepare for everyone um affected with
the changes uh there have been Flyers
created that provide an overview of what
small area fair market rent is and the
benefits um and changes expected um
tailored towards our landlords tenants
elective officials and the general
public current tenets being housed on
our hcv program uh received a postcard
explaining the changes current um
landlords and other housing Partners
also received a similar but slightly
different postcard um explaining uh the
changes and benefits to them as well
there have been a multiple posts on the
city's social media platforms
introducing the idea of small area fair
market rents um and providing more
information for those interested Flyers
have been sent out to multiple community
centers across the city uh for the
public to see and they have a QR code on
them to direct them to our website for
more information
the city council and Council elect were
also notified about the introduction of
small area fir Market rents for
2025 up on the screen right now is a few
of the materials that we have made um
with our Graphics Department uh to
introduce small a fair markets rent um
and kind of give a brief overview of
what it is in a easiest way as POS
possible um in addition to these we also
will be including this information on
our landlord annual landlord information
packets
uh the next thing we have is our
landlord Advisory Board which is our
newest project and will be implemented
to increase and improve landlord
engagement we are beginning the
introduction of the landlord Advisory
Board this will be a board of
individuals that work with Scottdale
housing to better engage and inform Our
Community Partners of the programs that
we are providing the plan is to have
meetings twice a year discussing market
trends incentive ideas struggles
accomplishments with a board of 5 to S
um Housing Industry professionals
our goal is to increase engagement with
our housing transact landlords um
improve relationships with our housing
partners and have additional line of
communication with our
office so the status right now is our
initial applications to become a board
member were sent out in December uh with
the requested um return time of those
applications of early January for review
um now that we are there we are um
beginning the initial uh review of the
applications that we have received
our goal is to have a mix of landlords
that are on our program housing
professionals and other Community
Partners in the housing field um to give
a good representation of um the housing
as a whole on our board our goal is to
have the board ready to meet by the end
of the spring this spring at the latest
and then our uh following the first
meeting um like I said earlier it'll be
each meeting after that will be
approximately six months
later that's what I have for you
today thank you e then uh looking around
questions question Mary hi I have a
question for you how many other housing
um agencies for HUD have the landlord
Advisory Board in Arizona for
example uh commissioner I don't know the
answer to that question off the top of
my head but I can um get back to you on
that well I think it's a great um idea
to engage and um
you know if there aren't if you aren't
replicating a uh a model I uh appreciate
you initiating this this concept thank
you
Lee hello good to see you again Ethan
I'll work backwards uh the um the board
uh that's going to meet twice a year is
that will that be a public meeting or
just with the board members that would
just be with uh the board members in our
office staff it's uh not not a border
commission like uh like a council gotta
yes and the uh
safur yes uh program uh those flyers
that you showed are those available to
download from the housing site um So
currently they are just uh we emailed
them to our housing partners and also
mailed them um they're not on our
website currently um we are working on
getting a brand new page just for small
area fair market rents um we our goal
was to get it done before the new year
but we had some delays with that if you
if that if and when that document
becomes available I could share it with
a bunch of people so let me know that'd
be great um what else and then on the
landlord connection I was at that
meeting on the September 18th it was
great great turnout lots of Interest I
expect that you're going to continue
that with every one of these and you're
going to do it did you say quarterly
it'll be twice twice a year twice a year
that's great that's super and on the um
courtesy property listings I presume
you'll be tracking traffic uh for that
page as well yes um I have a tracking
sheet that kind of shows um how many
units we have on the list um and what
about hits to the website um I don't
have anything right now tracking that I
can work with our IT staff um yeah it
might be nice you know just see what see
what that does if I could read my own
write it I could get into the next
question oh and also on that page I
realized that there was uh some sorting
options available on the calculator but
on the courtesy property listings we'll
eventually some of the the options to be
to sort by like uh number of bedrooms
things of that nature yeah so currently
um tenants and L Lords can uh sort the
courtesy property listing by bedroom
size um that's the only filtering option
they have right now um when the
introduction of this new uh form uh
launches well they'll be able to do it
by bedroom size zip code um if it's an
apartment complex single family
home what floor the unit is on a bunch
of basically anything that's on there
they can cool filter it to best suit
what they're looking for all right only
two more questions your honor um well I
guess he's the honor but anyway uh I
noticed there was a a button for to view
listings will there be any um thumbnails
available on the landing page at some
point to get give people a a look see or
do they have to click through um So
currently uh we don't we're not having
we don't have the ability to have
pictures on the listings but they can
link to an outside um listing page where
they can have a bunch of pictures
pictures and and more information for
those and did did any of the landlords
or Property Owners uh suggest using uh
MLS data to populate the page or is it
strictly
manual um I haven't heard any
suggestions let's not bring it up yeah
thank you Ethan appreciate all the hard
work thank you thank you NE uh thank you
Mr chair Ethan gr presentation just a
quick comment um I want to thank Mary
yourself the staff for the Headway that
you have made over the last um period of
time
to um take what is can be a sort of
complicated process uh for our housing
Choice voucher clients prospective
clients and landlords and simplify
clarify as best you can I know you guys
have made some great Headway and I'd
like you to just continue to push down
that path to make it as easy as possible
so thank you thank you
yes Pat Uh Ethan I I would Echo all the
comments up here great presentation and
I you know s it feels like we're
bringing the whole program into the 21st
century sort of duplicating a lot of the
services that are out there for uh you
know the a normal private transaction
that you would make these days all on
the on the internet I am a little
curious you use you you emphasize that
these are free listings mhm and that is
can you explain to me how that and maybe
some of the other things within this
system are a competitive Advantage for
the landlord I maybe commissioner kolie
could explain to this this but do do
landlords normally pay for listings in
the MLS or I'm just curious about how
that
works I understand this is going to be
kind of a a very targeted system so a
landlord could get into it and really
Target the um you know the audience that
he's he or she is looking for but can
you kind of speak to that point either
of
you as far as the MLS the multiple
listenting Services what we're we're
acronym ising there uh is uh you have to
be a member to gain access so there's
you know there is a fee involved but I
don't think there's a fee per listing
per se and I I can't imagine you plan on
charging just CU you're you're just
grabbing all the people you can get in
the door right no the goal with the
listings page is to reduce vacancy rates
and increase Val voucher utilization so
it's one of the big benefits we have and
that uh landlords have really liked and
have liked to see seen the improvements
that we've made so far um they've seen
it as a really good asset that we have
to provide
them thank
you Ethan thank you for your
presentation thank you for the great
work that you're doing in the city uh I
I I want to Echo uh other comments that
this is a really
important uh initiative and glad to see
the city of Scottsdale supporting it so
thank you again thank
you uh moving on we've got um Mary
witkovsky who's going to talk to us
about the annual report which will end
up in a roll call vote to uh approve the
annual report and this is the we'll have
a separate one for the um commission but
this is on the housing governing board
so
Mary chair Lori members of the
commission I'm just going to go through
some highlights of the 2024 annual
housing report during last calendar year
the housing governing board meant and
met an average of not average but met
eight times we did receive one public
comment um during that time frame our
meetings were held between January 11th
of 2024 all the way through to November
of 2024 some of our specific topics that
we covered throughout the year with
regards to um were some presentations on
um overviews on our special purpose
vouchers which were Foster Youth and
Independence and our Vash vouchers we
held our public hearings um to address
our annual agency plan as well as our
administrative plan revisions we passed
resolutions and discussed the small area
fair market rents we also passed a
resolution with regards to our payment
standards for tenant-based rental
assistance programs we provided an
overview and presentation on our quality
assurance division audit um as well as
the um positive um corrective actions
that have taken place and moved our
program forward we also discussed um
moving on strategies and passed a
resolution as the first city um in the
Metro Valley to join against with Meg
and the continu of care for those move
on
strategies as we move forward to next
year um some anticipated key issues that
you should hear about during this year
is the continued need for affordable
housing units we do have our
Consolidated action plan um scheduled to
tentatively be presented to the mayor
and City Council in April 22nd of
2025 we're looking to increase the
utilization of our housing Choice
vouchers we have issued in a request for
proposal for Project based vouchers um
we've issued that for 25 and that RFP
closes tomorrow um when there is an
award of vouchers it will be coming to
the housing board for approval as well
as hearing more in a presentation about
um how the move on strategies are going
some future significant work products
that you should expect from us in the
very near future is our public housing
agency 5-year plan so in addition to our
community development block cramp
Five-Year Plan we also present one for
the housing agency we will have
administrative plan updates which is our
policies and procedures and then we will
enter into an agreement um a housing
assistance payment or ahap for
project-based vouchers what's not listed
on here and I can add as under
additional comments is we are recently
awarded a family self-sufficiency grant
for an additional year that will come
before the governing board for approval
some upcoming opportunities or outcomes
or challenges that we anticipate to face
this year is the implementation of small
area fair market rents I'm kind of
watching our budget very closely to
ensure we do not go into shortfall the
implementation of our landlord Advisory
Board we were recently awarded a grant
through the Maricopa Association of
governments um for technical assistance
for generating Community Partnerships
development and funding mechanisms in
affordable housing the housing opport
Unity through modernization act also
known as hotma we discussed that a
little bit last year um those Provisions
with regards to income and assets will
will take effect as of July 1st of
2025 this year will continue to increase
our enrollment and family
self-sufficiency last year we doubled so
we're hoping to keep that momentum going
and we have continued our partnership
with the Veterans Affairs Administration
on and at the end of December we
received an additional award 10 Vash
vouchers and with that that concludes um
the annual report and I will open it up
for additional comments or questions and
recommendations to
add comments questions from the
group Mr chair I I would just like to
add um similar to what I said uh
regarding Ethan's
presentation there's a lot of
administrative work associated with what
you have to do for supporting our
Housing
Programs there's plenty to do without
pushing the envelope and I appreciate
the fact that this staff is not passive
uh you continue to seek out ways to
increase occupancy and the use of our
vouchers and increasing vouchers and you
know uh collaborating with other
partners in the valley and I mean that's
a credit to you and the staff and I just
want to say I appreciate that effort to
not just sit Pat but to continue to move
forward thank
you other comments or
questions okay um I I did uh and and
we'll soon get to the commission annual
report and I drafted some additional
comments from the commission um somewhat
echoing what what Neil just shared uh
really
um I identifying the exceptional service
that the city staff have provided and
thanking the city staff um but having
said that are there additional comments
from the uh from the board otherwise
could we get a motion to approve the
annual
report I would make a motion to approve
approve the annual report for
2024 second right a roll call vote
please chair lury yes Vice chair Jung
yes commissioner Shear yes commissioner
dods yes commissioner turel yes
commissioner coie yes and I do note that
commissioner Jameson just arrived I do
apologize okay uh I next agenda item is
identification of future agenda items
for the housing governing board I have
one it may just be a question I was just
curious if we were any closer to finding
a resident board
member chair laure members of the
commission we are still actively seeking
um
applicants good question thank you
um I think we will adjourn the meeting
so uh oh roll call vote I guess yeah
chair Lura you do need to have a motion
first oh right so moved and
second okay roll call vote
please chair lury yes Vice chair Jung
yes commissioner Jameson yes
commissioner Shear yes commissioner dods
yes commissioner chil yes commissioner
Coy
yes
e
e
e
e
e e
oh wow that's
loud uh I'd like to call to order the
Human Services advisory Commission on
January 9th and could we start with a
roll call please
good evening commission chair lorri yes
Vice chair Jung yes or here commissioner
turel yes here commissioner dods here
commissioner Shear here commissioner
kulie here commissioner Jameson here you
have a quorum excellent uh so it's an
opportunity for public comment citizens
May address the members of the Human
Services advisory commission during
public comment reserved for citizen
comment regarding non- agendized items
Arizona state law prohibits Human
Services advisory commission from
discussing or taking action and with
that said a public comment is limited to
three minutes per speaker do we have any
comment cards commissioner chair Lori we
do not okay so moving forward uh uh
approval of minutes from our December
12th 2024
meeting uh minutes are attached can we
get a motion to approve so moved second
second had two seconds all right and um
a roll call vote please okay chair Lori
yes Vice chair Jung yes commissioner
turil yes commissioner dods yes
commissioner Shear yes commissioner
kulie yes commissioner Jameson yes thank
you all right moving forward uh it's
it's going to be like a de sh Vu moment
because we just approved an annual
report for the housing governing board
and we will now review the annual
report uh for the Human Services
advisory commission
Cara thank you very much chair Lori and
members of the commission so I too will
just highlight um some of the key things
from the 2024 annual report um we had 16
meetings that were held one public
comment and some of the significant
things that I circled that I thought
were interesting and I think the
commission did two was the uh blue zones
project Scottdale getting a presentation
from Blue zones was a really interesting
good information meeting as they all
were um learning more about the camping
in public places code amendment that
happened in our community this year and
how that impacts the work of Human
Services working with our Scottsdale
Police Department um and then all the
information that we learned around
homelessness homeless navigation and um
homelessness prevention that the
department does um some of the
anticipated key issues that this
department is going to be working on
into the future into
2025 um are rent and utility assistance
process improvements to really try to
tackle the wait times with um households
that are waiting for assistance with
rent and utility um homelessness and
homelessness prevention will continue to
be a main focus for this department as
we move into to
2025 and a big focus on Senior Services
our largest demographic in the city of
Scottdale so we are going to be doing
some serious focus on our senior centers
and the programs that we're offering and
then also the food bank Expansion
Project so I'm going to give a little
bit more of an update on the food bank
Expansion Project in my director's
report but um that will be a new
Endeavor for us and we do anticipate
some work around that
expansion um future significant work
products um what we're really going to
be focusing on is our strategic plan has
just been complete so in 2025 we are
going to start the work of putting that
plan into place and achieving some of
those goals um starting out in year one
in 2025 so that's going to be our
significant work um that will entail a
lot of work going into it um upcoming
priorities challenges um what we really
want to focus on is strengthening the
way that we collect and Report out on
the data in this department so we're
going to be working on using technology
to do that getting more together as
staff to talk about what's important to
track make sure that we're tracking and
have accurate data that is not difficult
to get to right now the department has a
lot of data um but when you try to find
it it takes a little bit of time to
figure out where it's at so we really
want to focus on getting our data
organized accessible making sure it's
really meaningful data that we're
reporting out on and using as we make
decisions especially as we launch a
strategic
plan and then the additional comments
and recommendations I did work with uh
chair Lori to develop the comments and
recommendations from that standpoint so
I can hand it over to you chair if you
want to talk about
those thank you Cara and uh I believe
these are comments that individually I I
spoke or emailed to all of you um but
uh one of the things I wanted to do was
really highlight the exceptional
services that are provided through the
Human Services Department in the city um
in in Innovative programs um
particularly Innovation around
homelessness the um that the Workforce
Employment Program that's been in place
and so forth um as well as highlighting
the fact that uh really the
extraordinary work done by the um
strategic planning focus group uh that
resulted in, 1600 plus residents
completing the survey 26 Community focus
groups um in the priority areas that
have been highlighted above and um and
and then just closing with thanking the
city and looking forward to
collaboration in the year
ahead thank you chair Lori so with that
that is the 2024 annual report for the
uh Human Services advisory commission
okay and with that any comments or
questions uh otherwise could we get a
motion to approve the annual report so
move second all right and a roll call
vote please chair Lorie yes Vice chair
Jung yes commissioner turil yes
commissioner dods yes commissioner sheer
yes commissioner kie yes and
commissioner Jameson thank you
thank you for that uh this is now the
opportunity for us to uh do our annual
review I know this is new to
commissioner KY but uh it will be in
Endeavor moving forward uh the cdbg scel
cures General funds SRP mic and
endowment and Chad it looks like you're
already at the microphone and ready to
take us
through chair Lori members of the
commission uh good evening and welcome
to the beginning of the 2526 funding
process thank you all for uh
participating in this and putting
endless hours into reviewing our
proposals it always turns out great in
the end um Gan if we could put the uh
PowerPoint up
so just picture a guy on a horse and it
says Human Service
Commission funding process 2526
I think it's one of the
buttons on the side to change the
screen right see guy on horse 2526
funding process
okay okay so we skipped the slide but
the agenda is we're going to go over uh
key dates in the process then we are
going to filter through uh
administrative changes and then after
that we will go over the actual funding
sources then we will review all the
tools we have available for uh reviewing
the proposals and then we're going to
take a look at neighborly which is where
you enter your scoring
um we also will have Melissa mcneel
Community Service uh Community Grant
specialist presenting on all the funding
sources so I will take a little bit of a
break in the middle of the
presentation so to begin with in uh late
September we put out anopa for our
available funding for the year uh with
that we had a applicant
orientation in early October um
commissioner Shear spoke at that
applicant orientation and then on
October 18th proposals were due and
submitted in
neighborly from there we had human
services staff review all the
applications for completeness
applicability and then also we went
through and scored those applications
ourselves and also presented any
questions we had to the
agencies via email and they had
until November 27th to respond to those
uh questions
as Commissioners uh this year uh if you
do have any questions for agencies we
ask that you submit those directly to me
by January 31st via
email from there staff will take those
emails and send them off to the
appropriate Commissioners
um get the uh responses back and then we
will be posting those on neighborly that
will not be an in-person Q&A this
year then on February 20th your scores
commissioner scores will be due in
neighborly so all scoring is finalized
in neighborly we will be providing some
tools that you can use at home or
wherever you might be scoring that you
can write down on those or use an Excel
sheet but the actual finalized scoring
goes into
neighborly and then from there February
27th is the the big meeting where we all
get together and rank the proposals
based on average score and you guys get
to determine who gets funded what and
then those uh those funding
recommendations are finalized March 13th
and then we take those to Council on
April
22nd along with uh the
funding recommendations they will
coincide with our annual action plan and
this year also our five-year
Consolidated plan and then on May 20th
we will take our funding recommendations
for Scot carees endowment SRP and
General
funds um some of this is review from our
meeting back in the fall but we're just
going to go over it real quick um each
agency is limited to one
proposal per funding source they're also
limited to one proposal per program so
you can't submit multiple proposals for
the same program in different funding
sources we did have to move a couple
agencies around due to this fact so
you'll see that in the proposals
funding caps were submitted almost
required for all funding sources except
for SRP
mic and then we also uh consolidated
some of the questions there are some
different questions in there and uh we
just remove some questions
altogether uh as I said before the Q&A
process is uh not in person anymore that
will be done via
email uh questions to us are due by
January 31st to present to the agencies
that you may have uh we're still doing
the 1 to 10 scoring for the priority and
then we have the one to five scoring for
the demonstrated
capacity and historical
performance so uh as I talked about
before the human services staff
evaluation will be noted in the
proposals it's the second page in The
Proposal packets we'll go over that in a
second um everything that is a part of
the human services of evaluation will be
on a blue sheet in which you will see it
will the background of the paper will be
blue or the background of the PDF will
be blue and I will notate the questions
that we asked and then it will also
notate the responses from the
Commissioners and then following that
will be the staff scoring and historical
performance from the
agencies just a correction you we we
look at the responses from the agent
gencies yes yes okay responses are
posted inside of the proposals on
SharePoint right now okay thank you
scoring an evaluation tool this is a
tool that we present to the agencies in
the applicant orientation to kind of
guide them on how you guys are scoring
um it's also a tool for you to utilize
if you choose um this is an optional
tool but it does help kind of direct you
where in the proposals you may find some
of these answers and questions to score
these
sections also note that uh we we did
change the scoring uh program
description used to be five question 0
to three now it's just one score 0 to 15
note that the same we're looking for the
same information within that section but
it's just one score so you can wait
however you want within that 0 to
15 demonstrated capacity and historical
data so this is where you're going to
find staff scoring
so uh we scored the the top five right
there uh including the uh priority and
then the bottom section right here only
thing you'll see here would be a -10 if
the agency failed to submit their
response to the Human Services
evaluation on time or if they didn't
submit it altoe and down here in the
staff comment section uh there are some
comments put in there by us based on
what the score was and they'll be high
lighted in yellow so you you can't miss
them and then historical data that's
just showing their performance in the
past how much they've
requested how well they did with what
they were proposing to serve and how
many they actually
served uh also note this year a new
agency we gave them a four on everything
opposed to a three from last
year funding priorities have not changed
um they are still same as last year
outside of we added positive Youth
Development for Scots
cares okay now we're going to go over
the uh the actual funding sources I'm
going to bring up Melissa mcneel
Community Grant specialist to review
that for
you good evening chair lury and members
of commission my name is Melissa mcneel
it's nice to be here this evening um so
I'm going to review over the available
funds the requested funds from from the
proposals and then um give you a brief
breakdown at the end and then I'll send
it back to Chad so for cdbg the
available funds versus the requested
funds there's 160,000 um available for
public service activities only
addressing homelessness Supportive
Services and shelters a funding cap
shall be enforced requested proposals
amounts shall not exceed for a single
agency
40,000 this year we tried to um
Implement a lead agency with up to two
partner agencies um with a total funding
cap of 880,000 we did not receive any um
proposals with that um the ant
anticipated available funding is
approximately 160,000 we have received
six proposals with um 265,000 requested
for those six rep proposals and that
leaves a deficit of
75,000 um cdbg non-public Services
housing and public facilities there were
no proposals received for those
funds for Scottdale cares um this is a
popular uh funding
source we have um the funding priorities
emergency housing assistance crisis case
management vulnerable vulnerable
populations seniors and disabled and the
positive um Youth Development positive
development of Youth excuse me and um
with this we added um we have a few high
school students from Scottdale mayor's
Council and they will score the
Scottsdale Care's proposals as a group
for an additional score in this section
the available funds versus the requested
funds anticipated available funding was
180,000 with a funding cap of
20,000 in this um funding source we have
22 proposals received totaling
357,000 that leaves a deficit of
177,000 for General funds the priorities
are emergency housing assistance crisis
case management vulnerable population
ations seniors and disabled the
available funds versus the requested
funds um is 880,000 with a funding cap
of
20,000 in this section we have six
proposals received totaling 120,000 with
a def deficit of
40,000
srpmic of eligible activities this would
um serve hom delivered meals and
congregate meals the available fund
funds for this would be 130,000 and we
have one proposal for the total amount
of
133,000 the endowment funds Scottsdale
Community endowment fund is used to
carry out the purposes of community
projects and programs for the public
good within the city the Herbert drink
waterer youth fund is used to support
city of Scottdale youth programs
anticipated funding is 8,600 we received
two proposals totaling
177,000 leaving a deficit of 8,600 so
they both requested the maximum
amount so appears a breakdown of the um
the funding and what we have for cdbg
public service we have 160,000 the
priorities are homelessness Supportive
Services and shelters at the funding cap
at 40,000 Scottdale car's total
available is
180,000 with the funding cap at
20,000 General funds 8,000 with a
funding cap at 20,000 SRP mic
130,000 and dment 8600 with the cap at
8600 so this is the fun part Chad will
cover with you it's the CH the
SharePoint and neighborly and a little
bit of the ins and outs but again as he
stated um we're available to answer any
questions walk you through the portal um
and SharePoint if you guys have any
questions after
this thank you
Melissa chair Lori members of the
commission uh we're going to dive into
the uh technical aspect of this and all
the uh tools we can provide um we have a
commission full of veterans and one
rookie so I'll be uh looking right at
you commissioner kolie most of the time
the um so everything we have to offer or
show is that you use for scoring is
going to be in the SharePoint website so
today I sent an email to to anyone that
did had not been invited to the website
before to join the SharePoint site so
you should have received one uh
commissioner kolie um from there if you
don't have a Microsoft account you would
have to create one uh create a log on
and then once you get your pass your
password and your login set then you
will go and you can go to the uh
website uh the website's going to
contain an updated calendar of events
the SharePoint site it's going to have a
document storage so it's going to have
all the proposals we had 37 submitted
proposals this year um prior to the
meeting I handed out a sheet that kind
of gives a breakdown of each funding
source and how many uh requests we had
in the amounts of deficits kind of what
uh Melissa just went over we also have
our evaluation Tools in there we have
our scoring Tools in there and then we
have our contact in contact information
in there as well so I am going to
attempt
attempt there we go look at that okay so
here is our SharePoint site um homepage
has just got the calendar of events um
then you we can go into general
information where it's got our
PowerPoint presentation today or or the
Naro or the notice of or NOA which was
uh submitted back in September and then
it's also got the presentation that we
did for the agencies the applicant
orientation um here is our proposal
section we got the previous year
proposals if you're interested you can
go back and look at those if you can't
fall asleep at night and then um we have
the most current ones so they're in
order cdbg scal cares General funds
other so once you click on a proposal
we're going to have a table of contents
and it's going to kind of give a
breakdown of everything and as you float
over over these are actually bookmarks
and it will'll take you wherever you
want to go in the proposals so there's
going to be a cover page on each
proposal then you're going to have the
Human Services evaluation then you'll
have your demonstrated capacity
historical data and then you're going to
have the original proposals so as you go
through and you'll see in some of our
evaluations we ask them to revise their
budget so when you go through we're
going to have the revised budget up
first with a blue back back ground
showing that this is a revised budget
and then we'll still have their original
proposal after
that so for instance here is a proposal
uh this is the review that staff had did
and then we had five questions for them
and then following this is the responses
to our
questions and then potentially uh they
had to make some updates to their
proposals so those are in blue and then
once we get through that then we have
our historical data uh we have comments
from staff highlighted in yellow and
then we have staff scoring as well and
then following that is their original
proposal so that there's 37 of these we
won't go through all of them
obviously and then uh so that's a
proposal section and then we have agency
followup and response we we don't have
anything in here right now but this is
where we're going to place the answers
to the questions that you would submit
on January
31st and then the next section is
scoring so here we have a scoring sheet
that we prepared that you can use this
again is just a tool if you have a
magnifying glass will work great but um
it's this something you could use to
document your scores if if you prefer to
have like actual paper in your hand
prior to putting it into neighborly it's
nothing that is required um we also have
an Excel one where it will add up and
it's got all the formulas built in too
and then we have the scoring staff
evaluation tool which we we reviewed
earlier we have prior year funding
results if you're interested in looking
at those and staff
contacts so that's the SharePoint page
uh next is neighborly neighborly is only
used to input you're
scoring so everybody should have
received an email today from neighborly
saying you've been added to 37 proposals
to score so um just a quick glance into
neighborly uh same as the SharePoint
page if you don't have an account or if
you forgot your password just like any
other platform you're going to go in
reset your password get the email come
back do what you have to
do and so basically you're going to be
sent to a portal and the pages is going
to have a list of all of the proposals
that you have to score then once you
score it it's going to go down under the
that list and it's going to say what's
scored so you can kind of track what
you've scored and what you haven't so as
you go through you have this report
which looks basically exactly like our
scoring in evaluation tool so you just
go through input your
scores submit on the bottom and you're
done so by February 22nd I believe 4:00
we just need all 37 submitted
so this is a just a breakdown on
scoring so for as Commissioners your
total score will be
69 points and then staff has an
additional 30 points for a total perfect
score would be 99 points so we'll take
the average of the seven
Commissioners and then add staff score
to that and that will be the score that
we use to rank when we do the those
informal funding recommendations um when
we a for Scot so cares we're going to
average it by eight not by seven because
there'll be an additional score from the
Scottdale youth Scottdale mayor's youth
commit Council yes so far we have two
volunteers we're looking for one or two
more maybe but uh we reviewed everything
with them last Friday and they look
they're they're pretty
excited staff contacts um feel free to
to contact myself or Melissa anytime for
technical anything you guys need we can
cover
it and that's everything unless you all
have some
questions Chad and
Melissa every year you uh make this
process as efficient and streamlined as
possible for us as Commissioners really
appreciate that thank you so much um I
have some questions but I'm GNA I'm
going to let the uh other Commissioners
share first okay thank you um question
on what's
available 160 was available for
cdbg funds related to homelessness
Supportive Services was there any pocket
of money
available for the
cdbg nonpublic
services yes we did make I believe it
was $60,000 available and we did not
receive excuse me and so what happens to
those funds chair young members of the
commission those funds will be either uh
used next year or potentially in any set
aside funding that we may have that we
will be bringing to you in the near
future okay so I have the same question
about
um that
srpmic um the one one of the areas that
only had
one um
submission
and if those funds excuse me are not
allocated to this one
proposal um what may that be carried
forward as well or what happens with
those
funds Vice chair Jung members of the
commission those funds potentially could
be carried forward or allocated to a
different city program okay uh with the
one submitt the one submitt is for both
congregate meals and hom delivered meals
together as one and that can't be
separated
out no okay thank you I I I just want to
ask a following question to what Mary
was just asking if it's money that then
getss allocated to another City
Service uh do do we have some um input
in that or is does it now rest with the
city council chair Lori I'm going to let
Mary with CI feel that
one chair Lori members of the commission
it would go back um for discussion with
regards to Human Services needs or other
recreational needs or adaptive services
in the city where funds are
needed thank you other questions in
followup to that bar so then we would uh
go ahead I think you were about to say
something my apologies um generally I
don't believe the Human Services
Commission does have a role on where
those funds would go if they are not
chosen um for um homed delivered meals
or congregate meals that then would be
um an internal discussion with
leadership
and doesn't go to council okay gotcha I
did have one question thanks very much
Chad and Melissa uh I don't know who
would like to fill this question but on
the cdbg funds at the bottom non-public
that we talked about that there were no
proposals received are there have there
been historically proposals received for
that or or not CH Coy members of the
commission uh previous two years we did
receive proposals for uh housing uh
modifications for disabled
uh this year we did not uh prior years
um we have received uh public facility
proposals this is a source of funds that
we do like to keep in house for our
housing Rehabilitation programs and any
uh public facility projects that we may
want to do inh housee as well very good
thank
you chair just a quick one um you said
there are 37 proposals this year
what did we have last year do you
recall commissioner turgo last year we
had 37 proposals oh okay I couldn't
recall and secondly um when the staff
went through their initial
evaluation were were there any proposals
that
were deleted cut out
eliminated commissioner turgle none were
cut out or eliminated um
I think a good gauge this
Ste what staff thought about proposals
will be in the questions that were asked
to the agencies in the Human Services
evaluation uh we did have to move a few
proposals from different funding sources
because they they didn't meet the uh
criteria of that particular funding
source that's also
noted in their scoring and also in their
Human Services evaluation as well okay
well thank you one more thing um when
will we be talking or hearing about the
the set as
side soon chair laori members of the
commission February 13th thank
you
okay um Chad I just had one question
about sequencing on the with the mayor's
youth Council they're so they're going
to develop some recommendations or
scoring or whatever will will we see
those before we make our
recommendations as as well chair dods
members of the commission they will be
presented their score can be presented
at the uh informal review so they're
they're as a group they're going to have
one score together and then that will be
added to the average so um if if you
like I can present their scores at that
that meeting I'd just be uh curious
about that the other question I had is
whether they're going to give us any
input on the endowment funds because
those are I think
specifically DED dedicated to youth
programs or there's a
provision that they might be used for
youth
activities commissioner dods members of
the commission the yes that is correct
is I'm not sure if I understood the
entire question well just whether
they'll they'll be giving us a
score uh with regard to the two
proposals for in the use of the
endowment funds
chair dods members of the commission the
scussel youth Council will be scoring
scussel cares not
endowment I just uh ask that perhaps in
the future okay I'm sorry I
misunderstood you yeah
definely okay I I had to oh Jeff go
ahead
uh Chad on the sheet you sent out with
the various uh proposals and their
dollar amounts I see on the the general
funds that there's not a number
associated with the Paradise Valley
YMCA terms of the number of proposed
served that was a oh excuse me
commissioner Jameson members of the
commission uh we had asked in our Human
Services evalu ation for that number
because it wasn't clear in their
proposal and they did not respond so
it's
unknown okay thank you um and this is uh
a comment for future purposes um I I
know that u in my research to score
these I look at their
990s and I don't know that's a lot to
add to the proposal itself if we could
get a link either to their website or to
another
website to easily get to those 990s are
the most current ones that would be
helpful if if I'm not mistaken there's a
the website I believe is guar that's one
yeah yeah that that we that that's the
if you want to do it yourself go to
guidestar.org create a an account uh and
you can look up the uh the 990 there
they often have them on their websites
some some nonprofits do
most of these do not
yeah chair lri members of the commission
we can forward a link to
guar excellent thank you Mary say that
again I'm sorry we can forward a link to
gu all right thank you Mary you saying
the link to their no to guar so you can
feel free to create an account it's
guidestar.org right
yeah uh I had a few additional questions
uh our questions the agencies are due on
January
31st our scoring is due on February 20th
how much time do the agencies have to
respond to our
questions chair Lori members of the
commission I believe they have they're
we're going to take a week to organize
and get the the questions who they need
to be to um there maybe some questions
that staff can answer ourselves and then
uh then we're going to send it out to
them so they're going to have two weeks
from when we send it to them to
respond and then you'll have those back
and still have an add I believe an
additional two weeks to review those
prior to putting your scores in and will
we get some kind of notification that
the responses have come back then chair
Lori members of the commission yes yes
that will be all all done via email and
let you know that they're available on
SharePoint so we're just going to post
them all at the same time
okay if a vendor does not meet one of
the uh
priority
requirements uh do we proceed with
rating them or just count points against
them for not meeting that
priority chair Lori members of the
commission uh staff has already reviewed
them and and our determination that
everyone that's in there is meeting a
priority um if you don't feel that is
correct you can reflect that in your
your personal scoring
okay I believe that's all the questions
then and uh so just a reminder to
everybody that we've got uh roughly what
about three weeks then to to to read and
and uh get our questions
in and I I know it's a it's a
challenging process and takes some time
but appreciate every everybody's
diligence on
that good evening chair Lori Vice chair
Jung members of the commission happy New
Year um I am going to close out the
meeting by giving my director's report
and despite the holidays we have had a
lot going on in our department so um let
me see here Jean can I can you go next
slide Jean sorry I don't know if I can
do it for myself
but all right oh so next one over thank
you um so my first slide here and she
has joined us I want to congratulate and
welcome Jessica R who has been selected
as our new human services manager after
a very competitive recruitment so
welcome Jessica to your first human
services probably not your first but as
a human services manager I wanted to
welcome her to the team let the
commission know that Jessica has joined
our leadership team and just briefly a
little bit about Jessica it's hard to
say it all but she has been with the
city for 25 years she has worked in
various roles within the human services
department and she has also worked in
Parks and Recreation um running the
Leisure education facility booking
office and I really just have to say um
one thing about Jessica is I so admire
her dedication to this community no
matter what role she has been in she
lives in Scottdale her kids are in
Scottdale she has worked in Scottsdale
so um I'm just really admire her and
looking forward to working with her in
this new role so welcome
Jessica next slide please Jean so as I
mentioned we were been very busy and
this is just a snapshot of our 2024
holiday special program numbers and
they're pretty impressive so for adopt a
senior we had 351 participants in that
program and then for donors we had
228 donors for adopt a family we had 237
families and the donors were 162 and um
Jessica can correct me if I'm wrong but
even if we don't have an exact donor to
participant match our nonprofit partner
Scottdale Community Partners helps us
out to make sure that we have enough to
put into the holiday bags that the
families receive so here's a picture of
Jessica and I with some of the
Scottsdale Community partner um board
members there at vistad Del Camino so
always a really great time of year it's
great to see everybody who benefits from
this program but also the families and
the donors that are contributing to this
program and the staff and volunteers
that get to work the program so really
powerful program wonderful to do around
the holidays um one thing that I would
like us to try to do is right down here
we have an estimated monetary value this
kind of goes to the data collection so
this is really just an estimate this
year and I hope that we can hone in a
little bit more but really for adop a
senior about 75,000 total in terms of
what was handed out to the seniors that
were part of that program and for adopt
a family
156,000 which um really worked out to
about
$661 per family on average so we' like
to get a little bit more into those
details but again just um all in all a
great program a lot of the community
served and really proud of the work that
it went into into that so um that's that
up next and I want everyone to take a
nice good look at this picture here
we're continuing to work on the food
bank expansion and I know that Sue o and
I feel the same way this is a picture of
the 30 gallon water heater that we have
been waiting for so that the county can
come in and do an assessment it arrived
this week it has been installed and on
the 13th we are getting our inspection
done at melops warehouse site so that's
really um kind of the last in the
permitting process that we need to get
through and then from there if we pass
we're going to be able to start moving
um food from vistad Del Camino onto the
mccallops warehouse and again just as a
reminder being able to have our food
bank operate out of a warehouse similar
to other larger food banks is going to
really be efficient effective more safe
and again we will continue to um have
satellite food available at our Human
Service Centers so really excited to see
how the next part of this project goes
next slide um also I know I want to
recognize um commissioner kulie for his
part in this too but the Scottsdale area
Association of Realtors donated $11,000
to our Career Center at Vista so we will
make sure that those funds go to good
use and Report out and there's a really
good picture of Sue receiving the check
so uh commissioner kolie whatever you
had as a part of this um thank you very
much and thank you to the Scottdale area
Association of Realtors
next up we've talked already a little
bit about this but I always think it's
fun to put in a picture that the
Scottsdale's M Scottsdale's Scottsdale
mayor's youth council is going to be
assisting in part of the funding work
that we are doing so um chrisy it'll be
interesting to see how the youth
participate and hear about their
feedback so glad to have them involved
in the work next slide we have got the
annual point in time count coming up and
this is going to be held on January 28th
from 6:00 a.m. until noon
and if any of the Human Services
advisory commission is interested please
let us know you can reach out to sue if
you want to participate in the point and
time count um just as a little bit of
reference last year in 2024 which I
understand was a very rainy day point in
time count was at 89 in 2023 those
numbers were 64 in 2022
114 um so always um a very interesting
and important project and Human Services
works very closely with the police
department to go out and do this point
in time count so again if you're
interested please let sueo
know got some news about day relief in
community house and we know that Pastor
Jackie Parks has been to our meetings in
the past to present um community house
is going to be able to host day relief
at the South Scottsdale Presbyterian
church with a month-to-month lease with
Impact Church so um just as a refresher
Impact Church is the organization that
purchased that property that she's been
operating on I did send a message to
Pastor Jackie to find out if she had any
timelines on that if it's just kind of
just until things get started so I'll
continue to keep you all updated on that
but Impact Church has agreed to provide
a 60-day notice when that lease
agreement is going to terminate so good
news for day
relief um always like to update
everybody on the recreation programming
that we're doing at vistad Del Camino so
now we have got we're into winter and
we're continuing on with that
programming so we've got a program
tomorrow night and then at the ending of
January February 7th and February 21st
and we also have I can't remember the
exact title of the um Leisure education
class but there's also a Specialty
Recreation class that's going to be
happening at Vista and we really are
working hard to open up vistad Del
Camino to be a community center with
programming happening not just for the
Yaki Community but for all of South
Scottdale to enjoy that really special
community center right right in the
heart of the green belt so good news
there
um very very very proud to um let all of
you know that our strategic plan is
complete so at our next meeting in
January I'm going to present on that in
a more comprehensive manner but um the
work has been done it is not going to be
just put up on a shelf this is going to
be a very fluid document and we want to
continue to get feedback on the work
that Human Services can do so um I will
make sure to send out the plan with all
the goals strategies and tactics out to
the Comm mission for you to review
before our next meeting in January but
really proud that that project is
done I before I happy New Year to all of
you because I didn't have a chance to
put in an update from pyute neighborhood
center and I know Deana the manager is
here with us tonight and provided an
update and just um one of the things
that I thought was really important to
mention that's happening at pyute
Neighborhood Center is the ESL classes
that are happening and the ESL classes
are funded through partners for pyute
and I thought it was really pretty
impressive that this class happens every
Tuesday and Wednesday from 5: to 7:00
and this month we had 17 participants um
engage in that program so really a
successful program we want to really
thank partners for pyute for funding
that program and hopefully we can
continue that on into the future and
with that that is my director's report
and I do really want to wish all of you
a very happy New Year on behalf of
myself and the team we are looking
forward to working with you in
2025 thank you car that was a very
informative report I know we can't
discuss items
but I I think I can speak on behalf of
the Commission in welcoming uh Jessica
WAP to the management team
congratulations really happy to have you
on board in that new
role thank
you I also concur a great report K thank
you very much and just um since we've
had some movement within the staff if
you could
um provide us with an updated or chart
at some point that would be fantastic
thank you commissioner Sher sure
will good suggestion sorry one other
comment here thank you so much for the
um holidays special program numbers
including the dollar amount that's
really really interesting I appreciate
your focus on uh the
metrics uh and do we have any future
agenda items that want to want to be
raised
Jeff chair Lori uh I would like to see
if we can uh have a visit with our new
mayor to see what her priorities are for
Human Services for the
city and with that could I get a motion
to adjourn the meeting so moved
second all right and a roll call vote
okay chair Lori yes Vice chair Jung yes
commissioner turil yes commissioner dods
yes commissioner Shear yes commissioner
kulie yes commissioner Jameson yes we
are
adjourned for