June 21, 2022
Library and Community Services
DATE: June 21, 2022
TO: Mayor Butt and Members of the City Council
FROM:
LaShonda White, Interim Director of Community Services
Guadalupe Morales, Assistant Administrative Analyst
Patrick Seals, Senior Management Analyst
Subject:
FY 2022-2023 Richmond Department and Fund for
Children and Youth Grant Awardee Recommendation
FINANCIAL IMPACT: The Charter requires the City to allocate one, two, and three percent of the City’s General Fund (GF) in FYs
2021-2022, FY 2022-2023, and FY 2023-2024,
respectively, and three percent each fiscal year thereafter through FY 2027-2028.
Based on early FY 2022-2023 GF revenue estimates,
approximately $3.6 million (2% of the General Fund) was allocated to fund grants and support the Department of
Children and Youth. Per the Charter, 90 percent or $3.24 million of the 2 percent allocation is available to fund grants in FY 2022-2023. $1.62 million is set aside to
renew grants for FY 2021-2022 grantees, and the
remaining $1.62 million is available for new FY 2022-
2023 grantees (13371018-400201).
PREVIOUS COUNCIL
ACTION:
December 21, 2021
STATEMENT OF THE
ISSUE:
On June 5, 2018, Richmond voters approved Measures
E and K, known as the Richmond Kids First Initiative,
which approved a City of Richmond charter amendment
to create a Department and Fund for Children and Youth
(RFCY) and require that a portion of the General Fund be set aside to fund youth programs and services. Per
AGENDA
REPORT
June 21, 2022
Article 15 of the Richmond Charter, City staff is bringing forth approximately $1.43 million in FY 2022-2023 grant funding recommendations from the RFCY Oversight
Board for final review and approval by the City Council.
RECOMMENDED ACTION:
APPROVE a recommendation from the Richmond Fund
for Children and Youth (RFCY) Oversight Board for
Fiscal Year 2022-2023 to award 19 grants in an amount
not to exceed $1,434,317; ADOPT a resolution; and
AUTHORIZE the City Manager to negotiate and execute
Grant Service Agreements with the approved grantees –
Richmond Department of Children & Youth (LaShonda
White/Patrick Seals 620-6512).
DISCUSSION:
Financial Impact
The Kids First Amendment of the City of Richmond charter (Article 15 Section 2) requires the City to allocate one, two, and three percent of the City’s General Fund (GF) in FYs 2021-2022, FY 2022-2023, and FY 2023-2024, respectively, and three percent each fiscal year thereafter through FY 2027-2028. These funds are to be set aside as annual revenues and appropriated to the Richmond Department of Children (RDCY) and Youth Fund. Based on revenue projections during the FY 2022-2023 budget development process, a total of $3.6 million (2% of the GF) was allocated in the RDCY FY 2022-2023 budget, with 10 percent (~$360,000) allocated to cover administrative and evaluation costs and 90 percent (~$3.24 million) allocated to fund grants to eligible nonprofits and public agencies providing programs and services to children and youth.
The 90 percent allocation (~$3.24 million) includes fund to cover grantees from FY 2021-2022 eligible for award renewal for FY 2022-2023 (~$1.62 million), and the new grantees being recommended for funding for FY 2022-2023 (~$1.62 million).
For FY 2022-2023, the grant awards set forth for the RFCY’s final funding recommendation total $1,434,317. The total amount being recommended for funding is slightly less than the budgeted amount of $1.62 million and represents a difference of approximately $185,000. After the FY 2021-2023 budget year ends, City staff intends to come back to the Oversight Board at a subsequent meeting to discuss updating the budget allocations for FY 2021-2022 and FY 2022-2023, and options for appropriating any remaining balance.
Background
On December 21, 2021, the City Council approved the Richmond Fund for Children and Youth FY 2022-2023 Request for Proposals (RFP) (See Attachment 1 – RFCY FY 2022- 2023 Request for Proposal). The RFP was released on December 27, 2021, and closed on February 7, 2022. In alignment with the six Priority Areas of the 2021-2024 Strategic
June 21, 2022
Investment Plan, the funding allocations based on an estimated $1.62 million in total available grant funding for FY 2022-2023 are as follows:
Priority Area % of Total Funds
Mental Health and Wellness 20% = $320,000
Education Support and Employment Training/Support 20% = $320,000 Out of School Time, Afterschool Sports, and Enrichment
Programming 20% = $320,000
Information, Guidance, and Case Management 20% = $320,000 Violence Prevention 10% = $170,000
Basic Needs 10% = $170,000
Total 100% = $1.62 M
Organizations who receive an RFCY grant will be awarded for an initial one-year period, July 1, 2022, to June 30, 2023, (FY 2022-2023), which can be renewed up to one (1) additional one-year period between July 1, 2023 – June 30, 2024, contingent on past year’s grant performance and availability of funds. The available funds for grants, from both renewing and new applicants, in year three will increase based on the funding allocations outlined in the Charter.
Funding parameters were based on the agency applicant type consisting of the following:
Small and Emerging Applicants (grant request range of $30,000 up to $100,000)
Single Agency Applicant (grant request range of $40,000 up to $200,000) Collaborative Applicant (grant request range of $50,000 up to $150,000)
Applicants were eligible to submit up to three (3) proposals both as a Single Agency applicant, Small and Emerging, or Collaborative applicant, as long as the proposals were substantially different.
Outreach and Technical Support
Information about the FY 2022-2023 RFCY grant cycle was posted to the City’s website, presented in the City Manager’s Weekly Report, posted on the Department’s social media platforms, and emailed through various list serves to inform as many organizations as possible of the Children and Youth grant.
June 21, 2022
In addition, the City hosted two (2) pre-proposal conferences that focused on reviewing the grant guidelines and completing the application included in the RFP. All grant- related materials and video-recorded training sessions were posted on the City’s RFCY grant webpage.
Evaluation Process
A total of 23 grant applications were received, and all applications were submitted to the RFP Grant Review Committee (Committee) for evaluation and scoring during April and May 2022. The 23 applications equated to approximately $1.74 million in award requests. All applications were evaluated and rated independently by each Committee member using the criteria listed below.
Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources and
Budget Request
20 TOTAL 100
The eligible applications were organized into six (6) groups based on the six (6) priority areas. Each group consisted of five (5) reviewers, with each applicant receiving a minimum of three (3) reviews utilizing a standard scoresheet to score/rate each narrative element. All reviewers signed conflict of interest forms prior to reviewing applications and City staff took additional steps to ensure no reviewers scored proposals where they may have such a conflict.
Applications were scored from one to five in individual sections and then given a multiplier that rendered scores up to a total of 100 points. Agencies located in Richmond received an extra five (5) bonus points per the City’s Business Opportunity Ordinance. Committee members submitted their final scores and evaluations to City staff in May 2022. City staff then totaled and averaged the scores for each application and generated rankings in each priority area (a ranking of 1 denoting the highest average score overall, a ranking of 2 denoting the second-highest average score overall, etc.). Subsequently, each Committee met following their initial review and score submission and discussed their scores, overall rankings, and proposed funding recommendations.
During those meetings, the reviewers agreed that a scoring floor or threshold of approximately ~75 points should be the minimum score eligible for funding recommendation. The intent behind this choice was to preserve and allow for funding to those organizations’ program applications that represented the highest quality and standards of service offerings for Richmond youth and their families.
June 21, 2022
FY 2022-2023 RFCY Grant Award Recommendations
The RFCY Oversight Board’s subsequently approved the following grant recommendations at a Special Meeting held on May 18, 2022. The information in the tables below represents awards to public and/or nonprofit organizations (19 programs overall) in an amount not to exceed $1,434,317.
Priority Area
Total
Recommended
Grant Award
Behavioral Health: Mental Health and Wellness $309,588 Education Support and Employment Training/Support $170,000 Out of School Time, Afterschool Sports, and Enrichment
Programming $671,250
Violence Prevention $65,475
Information, Guidance, and Case Management $118,004
Basic Needs $100,000
TOTAL PROPOSED ALLOCATION $1,434,317
Grant award recommendations are listed below at the “Grant Award Recommendation” level based on the six priority areas. Brief program descriptions for each organization recommended for funding, as well as all applicants, are included in Attachment 2 – FY 2021-2022 Children and Youth Grant Program Evaluation Matrix and Ranking.
Determinations for full or partial funding were based on notes and recommendations from the reviewers, as well as the RDCY staff’s analysis of the application and budget components.
Mental Health and Wellness Recommendations
Organization Name Requested Amount Grant Award
Recommendation
Mindful Life Project (Single Agency) $60,000 $60,000
New Life Movement (Single Agency) $150,000 $100,000
Bay Area Community Resources (Single
Agency) $149,588 $149,588
TOTAL $359,588 $309,588
June 21, 2022
Education Support and Employment Training/Support Recommendations Organization Name Requested Amount RFP Committee
Recommendation
Richmond Art Center $40,000 $40,000
The Watershed Project $100,000 $100,000
Things That Creep $30,000 $30,000
TOTAL $170,000 $170,000
Out of School Time, Afterschool Sports, and Enrichment Programming Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
The Watershed Project $50,000 $50,000
Scientific Adventures for Girls $65,000 $65,000
The Practice Space $100,000 $100,000
Pogo Park $150,000 $150,000
Aim High for High School $150,000 $150,000
Rosie the Riveter Trust (Collaboration:
National Park Service) $86,250 $86,250
D.R.E.A.M. Financial Academy
(Collaboration: Just Imagine Kidz) $40,000 $40,000
Oshiana Unique Thompkins Foundation
(Small and Emerging) $30,000 $30,000
TOTAL $671,250 $671,250
Violence Prevention Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
Fresh Lifelines for Youth, Inc. $65,475 $65,475
TOTAL $65,475 $65,475
June 21, 2022
Information, Guidance, and Case Management Recommendations Organization Name Requested Amount RFP Committee
Recommendation
Fresh Approach $68,004 $68,004.00
Greater Richmond Interfaith Program $50,000 $50,000
TOTAL $118,004 $118,004
Basic Needs Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
Contra Costa Youth Service Bureau $100,000 $80,000
Greater Richmond Interfaith Program $50,000 $20,000
TOTAL $150,000 $100,000
Next Steps
After approval of the grant award recommendations by City Council, City staff will enter into grant agreements with awardees. City staff will manage the contract processes which include, but are not limited to, entering into contracts with grantees, contract administration, serving as a point of contact for all grantees, conducting site visits, reviewing progress reports, and reviewing and approving invoices.
City staff, reviewers, and the Board agreed that organizations that were not recommended for funding would most benefit from technical assistance or capacity building. Such supports (i.e., strategic planning, budgeting/financial, executive director coaching, grant writing, etc.) would provide the types of support that would allow for improved operations and grant awards in subsequent years. It is the intent of City staff to provide such support in FY 22-23 and we are working on an RFP to solicit those services and provide access to organizations that could best utilize the assistance.
ATTACHMENTS:
Attachment 1 – FY 2022-2023 RFP Grant Guidelines and Application Attachment 2 – FY 2022-2023 Children and Youth Grant Program Evaluation Matrix and Ranking
Attachment 3 – Resolution Authorizing the City Manager to enter into Grant Service
June 21, 2022
Agreements with the FY 2022-2023 Children and Youth Grant Awardee