Hybrid Options are available for members of the public to participate. To participate remotely:
https://ZoomRegular.CityofVallejo.net
Option to join by phone:
Dial (669) 900-6833
Enter Meeting ID: 914 0075 0676#
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For additional instructions on how to speak during public comment, please visit, www.cityofvallejo.net/publiccomment
PARTICIPATORY BUDGETING STEERING COMMITTEE
REGULAR MEETING – 6:30 PM
COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California
JUNE 15, 2022
NOTICE: Members of the Public will be able to participate in-person or remotely via Zoom.
City Hall and the Council Chambers will be open to members of the public 30 minutes prior to the start of the meeting.
PUBLIC COMMENT: Members of the Public may provide public comments during the Participatory Budgeting Steering Committee Meeting in person or via ZOOM (https://ZoomRegular.Cityofvallejo.net), or via phone, by dialing (669) 900-6833.
For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment
VIEW THE MEETING:
There are four different ways you can view this public meeting:
• In Person
• Watch Vallejo local channel 28
• Stream from the City website: www.cityofvallejo.net/Streaming • Join the Zoom webinar:https://ZoomRegular.Cityofvallejo.net
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. CORRESPONDENCE & COMMUNICATIONS
5. COMMUNITY FORUM
The Community Forum is an opportunity to address the Participatory Budgeting Steering Committee (PBSC) on any matter for which another opportunity to speak is not pr ovided on the agenda, and which is within the jurisdiction of the PBSC to resolve. Any interested members of the public desiring to c ommunicate with the PBSC as part of the Community Forum may do so in person by submitting a completed speaker’s card to the City Clerk or via ZOOM:(https://ZoomRegular.Cityofvallejo.net), Option to join by phone: Dial (669) 900 - 6833. Enter Meeting ID: 914 0075 0676#. Press * 9 to digitally raise your hand from the phone. For additional instructions on how to speak remotely dur ing public comment, please visit, www.cityofvallejo.net/publiccomment. In person speakers will be recognized first. When called upon, each speaker should step to the podium, state his/her name for the record. The conduct of the community forum shall be lim ited to a maximum of fifteen (15) minutes, with each speaker limited to a maximum of three minutes pursuant to Vallejo Municipal Code Section 2.02.300.
7. APPROVAL OF AGENDA
A. APPROVAL OF AGENDA
Recommendation: By motion, approve the agenda for the June 15, 2022 Regular meeting.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
8. APPROVAL OF MINUTES
A. APPROVAL OF MINUTES
Recommendation: By motion, approve minutes for the February 16, Special meeting.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
9. PROGRAM UPDATES
A. PB PROJECT UPDATES
Contact: Jason Ackley MPA, Administrative Analyst II
[email protected]
10. DISCUSSION ITEMS
A. PB PROJECT STAFFING UPDATE
Introduction to new staff and a brief update on PB next steps.
Contact: Jason Ackley MPA, Administrative Analyst II
[email protected]
11. ACTION ITEMS
A. PB RULEBOOK CHANGES
Action: By action the PBSC will approve Rulebook updates to conform to the PBSC Cycle 8 strategy discussion from the February 16, PBSC Special Meeting and language updates to reflect process changes.
B. PB CYCLE 8 TIMELINE
Action: By action the PBSC will adopt the PB Cycle 8 timeline.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
12. ANNOUNCEMENTS
Updates from Staff or Commissioners
13. ADJOURNMENT
___________________________________________________________________________________________
ADDITIONAL CITY INFORMATION
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Dated: Saturday, June 12, 2022
Robert H. McConnell, Mayor
I, Flor Magallanes, PBSC Secretary do hereby certify that I have caused a true copy of the above notice and agenda to be delivered to each of the members of the Participatory Budgeting Ste ering Committee, at the time and in the manner prescribed by law and that this agenda was posted at City Hall, 555 Santa Clara Street, CA at 5:00 p.m., Sunday, June 12, 2022.
Flor Magallanes
for
Dated: Sunday, June 12, 2022
Flor Magallanes, PBSC Secretary
Flor Magallanes
MINUTES
PARTICIPATORY BUDGETING STEERING COMMITTEE
SPECIAL MEETING – 6:00 PM
COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, CA
FEBRUARY 16, 2022
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
Chair Baisden
3. ROLL CALL
Present- Patricia Baisden, Patricia Hunter, Lynda Daniels, Ruscal Cayangyang, TaraLeigh Martin, Tara Beasley-Stansberry, Jessica Lozano
Staff Present- Felicia Flores, Administrative Analyst II, and Flor Magallanes, Administrative Clerk II.
Council Liaison Present- Tina Arriola
4. CORRESPONDENCE & COMMUNICATIONS
5. COMMUNITY FORUM
6. CITY COUNCIL LIAISON REPORT
7. APPROVAL OF AGENDA
A. APPROVAL OF AGENDA
Action: Motion to approve the February 16, 2022, PBSC Special Meeting Agenda as presented was made by Commissioner Cayangyang, seconded by Commissioner Daniels, and approved unanimously.
8. APPROVAL OF MINUTES
A. APPROVAL OF MINUTES
Action: Motion to approve the January 19, 2022, PBSC Regular Meeting Minutes as presented was made by Commissioner Martin, seconded by Commissioner Hunter, and approved unanimously.
9. PROGRAM UPDATES
A. PB PROJECT UPDATES
Felicia Escover provided an implementation update.
10. DISCUSSION ITEMS
A. CYCLE 8 AD-HOC PLANNING COMMITTEE REPORT
Co-chair and ad-hoc committee member Beasley-Stansberry presented to the PBSC potential Cycle 8 planning strategies devised by the Ad-hoc committee to recommend to City Council.
11. ACTION ITEMS
B. RESCHEDULE OF PBSC REGULAR MARCH MEETING
Action: Motion to approve the cancellation of the March 16, 2022, PBSC Regular Meeting and instead hold a Special Meeting on March 4, 2022 was made by Commissioner Daniels, seconded by Commissioner Cayangyang. Motion passed.
Aye: Patricia Baisden, Patricia Hunter, Lynda Daniels, Ruscal Cayangyang, Tara Beasley-Stansberry, Jessica Lozano
Nay: TaraLeigh Martin
12. ANNOUNCEMENTS
Updates from Staff or Commissioners
13. ADJOURNMENT
Participatory Budgeting Project Listing - February 2022 CYCLE 1 - RESO (FY 14/15)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
College Bound Vallejo
2 College Counselors & 30 4-year scholarships. Goal: serve all Vallejo students; double number of Vallejo students going to college. Vallejo High Schools
Complete/Closed by
Reso Project closed and taken to Council for action. -$ Spay & Neuter Project
Remodel former Glen Cove Veterinary Office to Vallejo’s 1st high volume, high quality, low and no cost Spay and Neuter Clinic.
Complete/Closed by
Reso Project completed; funds fully spent. -$
Potholes & Street Repair
This project supplements the Public Works budget for street repair/maintenance. Vote for a smooth ride and improve Vallejo’s image! Complete/Closed by
Reso Project completed & taken to Council for action. -$ Light Up Vallejo Lighting Improvement Project
In an effort to improve public safety, 40 new street light poles and decorative tree lights will be installed across Vallejo.
Complete/Closed by
Reso Project closed and taken to Council for action. -$ Parks & Recreation Improvements
Facilities at Vallejo’s parks & recreation sites need repair and upgrades. This project includes improvements at 13 sites.
Complete/Closed by
Reso Project complete; funds fully spent. -$
STEAM Laboratories for VCUSD Schools
Funding for school libraries & equipment for Science, Tech, Engineering, Arts & Math (S.T.E.A.M.) program at middle schools.
Complete/Closed by
Reso Project completed and taken to Council for action. -$ Street Cleaning & City Cleanup
This project would contract with California Conservation Corps to hire local youth for neighborhood cleanups.
Complete/Closed by
Reso Project closed and taken to Council for action. -$ Community Gardens & Nutrition Education
Develop ten gardens across Vallejo to serve as safe spaces to grow food, beautify neighborhoods, educate kids, and decrease crime.
Complete/Closed by
Reso Project completed and taken to Council for action. -$ Downtown Property Enhancement Program
Multiple $5-30K grants are proposed to help with start-up costs or improvements for businesses on Mare Island or Downtown Vallejo.
Complete/Closed by
Reso Project closed and taken to Council for action. -$ Senior Center Improvements
FDSC - Emergency lighting, flooring and energy efficient windows. CSL - Seniors socialize, listen/play live music, games and dance.
Complete/Closed by
Reso Project completed and taken to Council for action. -$ Omega Boys & Girls Club Gym Renovation
The gym needs repairs to the floor, upgrade to stage with lighting & sound, a drop down screen, projector, and stage drapes.
Complete/Closed by
Reso Project completed and taken to Council for action. -$ Public Safety Cameras
One year Pilot evaluates use of intelligent archives to watch cameras & license plates, by detectives, prosecutors, and police.
Complete/Closed by
Reso
Project completed; a small portion of funds ($661) was
reallocated -$
TOTAL -$
Participatory Budgeting Project Listing - February 2022 CYCLE 2 - RESO (FY 15/16)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
Help the Homeless Veterans, Seniors, Disabled, and Kids Help the Homeless will provide life skills, vocational training, transitional help, medical and mental health referrals and recovery of the homeless. Complete/Closed Project complete; funds fully spent. -$ Improving School Meals
Contract a chef or professional culinary consultant to improve the taste, appeal and cultural relevancy of school meals.
Complete/Closed by
Reso Project closed and taken to Council for action.
Summer Youth Employment & Internship Program
Provides Vallejo youth an opportunity to improve their futures by enhancing skills, increasing confidence, and gaining professional work experience. Complete/Closed by Reso Project closed and taken to Council for action. -$ Prioritizing Street & Pothole Repair/Repaving
Improve traffic safety by enhancing the capacity of Public Works to repair and repave streets, particularly in areas of high need and increased risk.
Complete/Closed by
Reso Project completed and taken to Council for action.
Sidewalk Repair & Street Tree Preservation
Funds will be used to repair sidewalks damaged by tree roots while preserving street trees. No tree removal will occur as part of this project. Complete/Closed Project completed; a portion of funds ($18820) was
reallocated -$
Strike up the Bands
Will provide much needed new instruments to ALL High School & Middle School band programs in Vallejo allowing MORE students to participate in band.
Complete/Closed by
Reso Project completed and taken to Council for action.
ABC Arts Beautification Community Development
Strengthen neighborhood identity through community-involved beautification, art and architecture makeovers, murals, and downtown mobile tech tours. Complete/Closed
Project is currently underway, expected completion in
August -$
Special Fire Rescue Vehicle Replacement
This project will replace the Fire Department's rescue vehicle that was put out commission two years ago with a new Technical Rescue Team Vehicle.
Complete/Closed by
Reso Project completed and taken to Council for action.
TOTAL -$
Participatory Budgeting Project Listing - February 2022 CYCLE 3 - RESO (FY 16/17)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
After School Sports Program - Soccer & Basketball
Fund coaches for the ASES Afterschool Sports Program providing soccer & basketball to students at 14 Elementary and Middle schools in Vallejo that serve youth from low- to moderate-income households.
Complete/Closed by
Reso
Project completed; a small portion of funds ($270) was
reallocated -$
Firefighter Youth Academy
A youth development and mentoring program with life guidance and firefighter career exploration for youth ages 14-18 who are at risk of social, academic and/or economic challenges.
Complete/Closed by
Reso Project complete; funds fully spent. -$
Waterfront History Art Park
Transform the barren, dirt lot on the Waterfront into a relaxing, fun, eco- friendly, family-friendly gathering spot for special celebrations, community arts, and creative educational offerings. In progress Project is in progress 358,377.06$ U Help Vallejo Kids Win - After School Tech Program
Support student achievement in Math and Technology with After School Education and Safety Program [ASES] in 14 VCUSD schools through the purchase of 280 iPads.
Complete/Closed by
Reso Project complete; funds fully spent. -$
School Road Repair
Repair roads adjacent to schools most in need of repair. Public Works engineers will identify roads based on the Pavement Condition Index.
Complete/Closed by
Reso
Project completed; a portion of funds ($140487) was
reallocated
TOTAL 358,377.06$
CYCLE 4 - RESO 17-067 (FY 17/18)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
911 Emergency Call Center Equipment
Purchase equipment to replace the outdated computer system currently used to dispatch 9-1-1 emergency calls. In progress
Our IT team is the point of contact on this project; the project has been completed, currently wrapping up
invoices. 19,105.96$
Local Parks Improvements
Park improvements include Excellent Athletic Fields, Cool Playgrounds, Super Safety Stuff (lights/paving +), 8 Bike Repair Stations; GVRD has discretion for all locations and types of improvements. In progress Routing an agreement 2,915.31$ Street & Pothole Repair
This project will supplement the street repair budget to target roads where funding does not exist, as determined by Public Works Engineers and the Pavement Condition Index. In progress
The open streets projects from Cycle 4 and 5 have a total balance of $62,000. These remaining funds will be used
towards filling potholes on various streets. 26,904.88$ Fixing Pets & Feral Cats for Better Health
Humane program for affordable neutering of pet cats, dogs and feral cats.
Also helps residents trap, neuter and return feral cats. Less allergies, property damage, and nuisance odors for Vallejoans.
Complete/Closed by
Reso Project completed; a small portion of funds is remaining. -$ TOTAL 48,926.15$
Participatory Budgeting Project Listing - February 2022 CYCLE 5 - RESO 18-062 (FY 18/19)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
Prioritizing Street & Pothole Repair
This project directs additional funds to the City of Vallejo Public Works Department to supplement the street repair budget above annual maintenance levels. In progress
The open streets projects from Cycle 4 and 5 have a total balance of $62,000. These remaining funds will be used
towards filling potholes on various streets. 37,206.68$ De Escalation & Public Interaction Training for Vallejo PD Purchase an upgrade to the VPD six-year-old VirTra use of force, judgement and de-escalation scenario training simulator. This will better train our police staff; specifically, how they interact with the public and handle themselves in tough situations.
Complete/Closed by
Reso
Project completed; a small portion of funds (121) was
reallocated -$
Meals on Wheels
This proposal is to help support home meal delivery service to Vallejo seniors and to take on additional seniors in need.
Complete/Closed by
Reso Project complete; funds fully spent. -$
Out of School STEAM Programs - Science & Art
In response to the need expressed by the community for out-of-school and summer programming for youth, this project will establish a network of programs offering a menu of science, technology, engineering, art and math (STEAM). based programs for Vallejo youth. In progress/hold Waiting on VCUSD to execute agreement 50,892.32$ Out of School STEAM Programs - Science & Art
In response to the need expressed by the community for out-of-school and summer programming for youth, this project will establish a network of programs offering a menu of science, technology, engineering, art and math (STEAM). based programs for Vallejo youth. Completed/Closed This portion of the project was completed. 40.32$ Smarter Greener Landscape Centers
This project will create 3 new landscape areas in different parts of Vallejo.
Each location will have kiosks with information about plants, irrigation systems and designs and can be utilized as source of teaching for our community. In progress
PW is working with a contractor to refine plans; GVRD is almost complete with their project - an amendment was
recently executed 120,000.00$
Youth Program - Conflict Resolution Training
Provides students with training and real life application in conflict resolution.
Fosters peer support, reduces suspensions/expulsions. Empowers students, creates leaders, builds communication skills. Estimated to serve 100+ students. In progress
The project has yet to be executed. Staff is working with VCUSD on a new agreement. The school district wants to
revise the scope of work of the project. 66,175.00$
Exercise Fitness Trails
Transforming Setterquist Park into an Exercise Trail Park, will consist of 10-12 fitness stations everyone can use at their leisure while enjoying a day out in the park. Each station will have its own instructions including types of exercises. In progress Routing an agreement 50,000.00$
Financial Literacy for Children & Families
To provide financial literacy training to middle and high school students, as well as adults within the city of Vallejo. Teaching how to use a checkbook, build and live within a budget, maintain good credit, build savings and manage debt.
Complete/Closed by
Reso Project complete; funds fully spent. -
Bully Proof Our Kids
Through after school classes and workshops, children and the adults that care about them learn positive skills for physical and emotional safety at school and in the community. In progress Waiting on VCUSD to execute agreement 40,150.00$ Welcome to Vallejo Signs
This project will install welcome signs in entrances to our city. Signage will reflect Vallejo’s identity and welcome residents and visitors to our vibrant city. In progress Staff is working on implementing this project 71,550.00$ TOTAL 436,014.32$
Participatory Budgeting Project Listing - February 2022 CYCLE 6 - RESO 19-051 (FY 19/20)
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
Street Safety - Bicycles & Street Repair
This project allows Vallejo to improve safety of bike riders, vehicle drivers and the public, by improving streets in two important ways: 1) bike route markings and 2) street/pothole repair as needed on streets designated as bike routes.
In progress
Loading these funds into the Bay Trail/Vine Trail Project and bike racks. Construction for BT/VT is scheduled for Summer 2022 300,000.00$
Basic Needs Resources for the Homeless
This project will provide funds to purchase basic need products for homeless people. Fighting Back Partnership will coordinate homeless outreach, distribute basic need products, and access to supportive services. Complete Final reimbursement request submitted 12/1 -$ Meals on Wheels
Meals on Wheels of Solano County provides home delivered meals for Vallejo residents. Currently there are 301 seniors in Vallejo receiving meals.
This project will provide 47 seniors with 5 meals per week for 52 weeks, resulting in a total of 12,220 meals.
Complete/Closed by
Reso Project complete; funds fully spent. -$
Vallejo Foster Youth - Striving for Success in Our Community This educational project will prepare our Vallejo foster youth for sustainable employment opportunities and success through professional mentorship, hands-on training, and preparation for paid Vallejo-based business internships.
Complete - open until
agreement end date New agreement has been executed 19,358.84$ Mobile Cameras for Illegal Dumping
This project will purchase 4 high definition mobile cameras. This will expand VPD's illegal dumping campaign, which currently has two security cameras and one officer assigned security In progress 4,091.59$ After School Study & Enrichment Program for Middle School The project enhances learning for 340 middle school students in VCUSD after school programs. Funding will include tutoring for at-risk students, visual and performing art classes, STEM (Science, Tech, Engineering, Math) projects and sports. In progress Waiting on VCUSD to execute agreement 64,911.32$ Upgrading Handheld Radios for Vallejo Police Department Replacing 40 of the outdated analog handheld radios with new digital radios.
The upgrade from analog to digital is necessary to enhance communications between officers during normal patrol duties and emergencies such as natural disasters.
Complete/Closed by
Reso Project complete; funds fully spent. -$
Firefighter Youth Academy
This project will fund a mentoring program dedicated to providing youth with life guidance, career exploration, and the fundamentals needed to become a first responder.
Complete - open until
agreement end date Project continues to be underway 10,303.03$ Improvement & Repairs to Florence Douglas Center
To make FDC more efficient and healthful, this project will: 1) Install ADA automatic doors on restrooms.2) Replace broken kitchen equipment with health code compliant equipment. 3) Convert all lighting fixtures to LED to save energy. In progress
This project is still in progress. The kitchen remodel is complete, lighting is at 75% and landscape around 50%.
The project should be completed within the next couple
of months. 77,082.36$
PB Reallocation 2021
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
Participatory Budgeting Project Listing - February 2022 Fixing Pets & Feral Cats for Better Health
Humane program for affordable neutering of pet cats, dogs and feral cats.
Also helps residents trap, neuter and return feral cats. Less allergies, property damage, and nuisance odors for Vallejoans. In progress Agreement with HSNB is being finalized 31,031$ Foster Youth Support Services
This educational project will prepare our Vallejo foster youth for sustainable employment opportunities and success through professional mentorship, hands-on training, and preparation for paid Vallejo-based business internships.
Complete - open until
agreement end date Agreement was executed -$
Meals on Wheels – Senior Nutrition Program
This proposal is to help support home meal delivery service to Vallejo seniors and to take on additional seniors in need.
Complete - open until
agreement end date Agreement was executed -$
After School Sports Program
Fund coaches for the ASES Afterschool Sports Program providing soccer & basketball to students at 14 Elementary and Middle schools in Vallejo that serve youth from low- to moderate-income households. In progress Waiting on VCUSD to execute agreement 29,735$ Financial Literacy for Youth and Families
To provide financial literacy training to middle and high school students, as well as adults within the city of Vallejo. Teaching how to use a checkbook, build and live within a budget, maintain good credit, build savings and manage debt. On hold 19,471$
Youth Firefighter Academy
This project will fund a mentoring program dedicated to providing youth with life guidance, career exploration, and the fundamentals needed to become a first responder
Complete - open until
agreement end date Agreement was executed and the funds were dispersed -$ Bully Proof Our Kids Program
Through after school classes and workshops, children and the adults that care about them learn positive skills for physical and emotional safety at school and in the community. In progress Waiting on VCUSD to execute agreement 29,659$ 109,895.44$
CYCLE 7
PROJECT PROJECT DESCRIPTION STATUS NOTES
REMAINING
BUDGET
Animals Matter Project
Low-income and homeless pet owners will have access to medical care for their animals, services they do not have the means to pay including spay, neuter, vaccines, and microchips, at no cost to them. In progress Agreement with HSNB is being finalized $75,000 Basic Needs Resources for the Homeless
This social services proposal will provide essential needs to the homeless by bridging programs, services, and resources that offer sustainable paths to personal enhancement, life skills training, medical care, job opportunities, and going from homeless to self-sufficiency.
Complete - open until
agreement end date Agreement was executed $75,000
Financial Literacy for Youth and Families
This nine-month training provides vocational and financial literacy education to 2,442 students and their family members to support their financial opportunities and clear a path to career success On hold On hold pending audit findings $69,288 Firefighter Youth Academy
This project will fund hands-on educational mentoring for middle and high school age students who are interested in careers in firefighting, emergency medical technician (EMT), paramedics or nursing.
Complete - open until
agreement end date Agreement was executed $60,000
Participatory Budgeting Project Listing - February 2022 Foster Youth Support Services
This educational project will prepare our Vallejo Foster Youth for sustainable employment opportunities and success through professional mentorship, hands-on training, and securing paid Vallejo-based business internships.
Complete - open until
agreement end date Agreement was executed $75,000
Meals on Wheels – Senior Nutrition Program
The purpose of this project is to provide Vallejo seniors, whom are over 60, five hot meals per week. It will also provide up to three shelf stable meals in time of emergencies. Seniors are also checked on, to ensure their wellbeing three days a week.
Complete - open until
agreement end date Agreement was executed $55,950
No Child Goes Hungry
This proposal would serve 187 of the neediest children, from Vallejo City Unified School Districts schools, providing weekend meals for forty weeks.
These students receive free or reduced cost lunches, but are food insecure on weekends.
Complete - open until
agreement end date Agreement was executed $74,800
Reentry Program For Offenders
Successful reentry programs give former offenders opportunities to support themselves through legitimate and productive work, reduce recidivism, and improve public safety. These targeted programs are held at Vallejo Center for Positive Change. In progress
Agreement to be executed 1/1/22; finalizing agreement + waiting on insurance certificates $53,000
Participatory Budgeting
in Vallejo
Rulebook
2 Approved on November 27, 2018
Table of Contents
Participatory Budgeting in Vallejo……………………………………………....2 Goals……………………………………………………………………..………………..….2
Project Eligibility……………………………………………………………..……...….2
Timeline………………..…………………………………………………………….……..5
Rules: How Does it Work?....……. …………………………….……………......6 Roles & Responsibilities: Who Does What?... ……………………….....10
Participatory Budgeting in Vallejo
In 2012, the Vallejo City Council established the first city -wide Participatory Budgeting (PB) process in the United States. Through PB, Vallejo residents and stakeholders develop project proposals in collaboration with City staff, residents vote on projects, and the list of the projects that receive the most votes are submitted to City Council for consideration as part of the annual City budget.
Applying Community Development Block Grant (CDBG) rules and guidelines that target low- to moderate-income residents, a minimum of twenty percent (20%) of the allocated Measure B funding for PB projects shall be designated for program and service proposals receiving the most votes. A maximum of eighty percent (80%) of the allocated Measu re B funding for PB projects shall be designated for capital infrastructure and durable projects.
Goals
1. Improve our city
Improve the infrastructure of the City, assist in enhancing the public safety of citizens, and to improve the quality of life for residents through the creation of and payment for projects without the expenditure of Measure B funds for salary
expenses.
Build a new spirit of civic pride and raise the profile of Vallejo on the regional, state, and national levels.
2. Engage our community
Ensure that all members of our community have a voice. Engage those who are traditionally underrepresented in politics, who face obstacles to participating, or who feel disillusioned with the political process.
Increase public involvement in civic life in Vallejo.
3. Transform our democracy
Empower Vallejoans with the skills and knowledge they need to shape our city’s future.
Build leadership from the bottom up and forge deeper ties between residents, neighborhoods, and communities.
4. Open up government
Increase transparency and accountability of local government to community stakeholders.
Improve communication and collaboration between local government and the community.
Support a framework within government for decision -making that promotes a more just and equitable city.
Project Eligibility
Projects are eligible for placement on the ballot if they meet the following criteria:
o Provide primary benefit for the public -at-large (or a subset group that is not delineated by exclusive or paid membership in a group, organization, or by participation in a specific activity). Projects that only benefit private individuals are not eligible. Projects may not result in a ‘gift of public funds’ to individuals (See Cal. Const. Art. XVI § 6) and must serve a public use or purpose . Generally this means that the project results in a direct/primary concrete or quantifiable service or benefit to the public.
o Provide a tangible, permanent benefit that allows for broad public access. This includes a long -term plan to maximize benefit for the full utility of acquired assets (typically sustainable beyond the 12-16 month implementation timeline). This criterion may not always 3 Approved on November 27, 2018
apply to program and service project proposals that otherwise meet existing CDBG guidelines.
o Are designed to accomplish their goals and fulfill their purpose using funds from this year’s PB process . Projects may not obligate the City to ongoing funding beyond the PB allocation. If other funding sources are needed to accomplish the project go als, those funds must be secured prior to submission for City review and vetting.
o Are capital infrastructure, capital improvement, durable acquisition, or program and service projects.
o Capital Infrastructure/improvement and/or durable acquisition projects for public purposes, on public property owned by the City of Vallejo within incorporated City limits, and implemented by the City of Vallejo and/or a public agency that manages City- owned property are eligible for funding.
o Program and service projects imp lemented by a public agency and/or pre -qualified 501(c)3 non -profit organization are eligible for a maximum of (20%) of Measure B funding allocated through Vallejo’s PB process. All program and service project proposals must meet the existing City -implemented CDBG guidelines and qualifications; the City must be able to document that all program recipients reside within
incorporated City limits, and that at least 51% of program recipients are low- or moderate-income. Funding cannot cover administrative, overhead, or routine maintenance costs. o Individual proposals may propose either capital
infrastructure/durables or programs and services, but not a combination.
o A minimum of 20% of available project funding is allocated for program & s ervice projects; if/whe n the 20% minimum has been reached, remaining funding will fall to the next highest vote-getting project(s).
o A maximum of 80% of Measure B funding may be allocated to capital infrastructure/durable projects.
o Regardless of the total amount of allocated fun ding, no more than a maximum of 30% may be allocated per capital
infrastructure/durable project.
In addition to these criteria, the following rules apply to projects:
o Projects may not result in the private benefit of individuals or confer value to a non-public entity. Examples of these types of ineligible projects could include purchasing assets for a non-public entity that generate net revenue for a private entity, non -profit organization, or individual(s) that exceeds the costs of the program in which that revenue was generated.
4 Approved on November 27, 2018
o Future sustainability of a project must not be contingent on market- or demand -driven revenue streams. Examples of these types of ineligible projects could include start-ups or enterprise-driven non- profits.
o Projects must not require a change in City or public agency policy in order to be implemented and achieve the goals outlined in the proposal. Examples of these types of ineligible projects could include studies, ordinance development, or campaigns.
o Projects implemented by non-City public agencies must also include financial or value in-kind contributions from the agency, in addition to “PB funding.”
o To comply with California Government Code § 1090, Budget Delegates who develop projects may not receive any financial benefit from funds disbursed.
o City or agency staff may not initiate, be the main representative of or participate in projects where they will receive a personal benefit.
o For non-City implementing partners, funding may be used for skilled and/or limited -term labo r, but cannot be used to cover administration, overhead, or to fund an ongoing position. o In most cases, funds will not be distributed up front and will be distributed as payment for service, on a reimbursement basis, and/or progress payment to a local certified contractor. o Projects may not promote religious views or beliefs.
o Projects must be fully eligible and approved by the City Manager, or designee, in cons ultation with the City Attorney, before being placed on the ballot . A fully eligible project must contain the following:
o Sufficient details to understand the purpose and intent of the project.
o Identification of Public Benefit(s)
o Proposed Beneficiary(ies)
o Total estimated budget, including the cost to fully implement the project to completion (i.e. bidding, staff, in-kind contribution, etc.), documented by a contractor bid, vendor quote, or other full-cost estimate
o Timeframe for project completion
o Proposals with a non -public agency as implementing partner , or with potential non -profit subcontractors, must be identified and pre-qualified on or before the First Stage Review.
o Qualification guidelines for 501(c)3 nonprofit organizations seeking funding for a program and/or service will be developed and released by the City prior to the Idea Collection Phase. o Non-City public agencies must submit a letter of interest regarding specific proposals on or before the First Stage Review in order to be considered during review and vetting.
o Final project determination for ballot placement will be made by the City Manager, or designee, in consultation with the City Attorney.
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Timeline: What happens when?
PB has four main stages:
Idea
Collection
June – October
At public events and
community meetings
across the city, Vallejo
residents and
stakeholders will
brainstorm project ideas
and volunteer as budget
delegates.
Proposal
Development
October – March
Delegates meet in
committees, along with
representatives from
City departments and
Public Agencies, to
transform the
community’s initial
project ideas into full
proposals. Delegates
submit final project
proposals for review
and vetting.
Voting
April
Residents vote at
locations around the
City or via online ballots
on which projects to
recommend to City
Council. The projects
with the most votes will
be presented to the City
Council for funding
consideration.
Evaluation &
Monitoring
May – Onward
Evaluation of the
process and monitoring
of the implementation
of projects.
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Rules: How does it work?
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Idea Collection
Budget Assemblies are public events where project ideas are collected and will seek to reflect Vallejo’s diversity and include all segments of the community. Assemblies can occur at existing public events, festivals, schools, places of worship, or online, and are facilitated by City staff, Steering Committee members, and volunteers.
Where possible and appropriate, City staff and the PB Steering Committee will provide Spanish translation of materials, which may include interpretation at public events.
Project proposals from the previous PB Cycle ballot will be automatically added as ideas for the current cycle for
consideration.
Proposal Development
All budget delegates and public agencies representatives must attend an orientation session and project proposal workshop. At the orientation sessions, volunteer delegates may join a committee to discuss and develop project proposals for a certain issue area. Delegates may not join more than one committee. o Committees may consist of volunteer del egates and
representatives from relevant City and public agency staff. o Issue committees may include but are not limited to:
Parks, Recreation & Art
Public Infrastructure, Safety & Transportation
Education, Training & Social Services
o Demographic subcommittees may be formed to ensure
maximum participation from people who might not otherwise participate, including: Youth, Seniors, Spanish -Speakers, and members of the Filipino and African American communities. At least four delegates must sign up before a demographic subcommittee can be formed. Subcommittees will work
between issue committees to address the needs, concerns and unique circumstances of specific demographic groups.
Any resident of Vallejo, its unincorporated areas, or stakeholders in Vallejo - people who physically work in Vallejo, own a business in Vallejo, attend school in Vallejo, or are parents of children who attend school in Vallejo - may participate.
Project proposals from the previous PB Cycle ballot will be provided to Delegates for consideration of placement on the current ballot, upon confirmation with the project partner, subject to evaluation by Delegates and vetting through the 3-stage Review process. The Steering Committee , Budget Delegates and Public Agency Representatives will strive to minimize the total number of projects by combining projects th at address a similar public need, vetting projects that do not meet the el igibility criteria and rules , and/or prioritizing projects based on greatest need and benefit . A fully eligible project must also undergo a three-stage review and vetting process, with exact dates to be determined by the City Manager’s designee(s) and the Steering Committee prior to the start of the Delegate phase.
o First Stage Review: Budget Delegates shall submit to the City a summary (approximately 500 words) for each project proposal, not to exceed 40 total project proposals. City staff and a subcommittee of the Steering Committee will provide general feedback on eligibility issues and concerns, but will make no binding determinations.
In order to be eligible for possible funding at the conclusion of the cycle, implementing partners and/or any 501(c)3 non-profit organizations (including potential non -profit subcontractors) who may seek to implement project proposals must submit a prequalification application and letter of interest to the City on or before the First Stage Review. All public agencies who may be implementing partners must submit a letter of interest for each proposed project on or before the First Stage Review. 8 Approved on November 27, 2018
Project proposals or non -City implementing partners that do not undergo this First Stage Review are ineligible for continued development or funding in the current cycle.
o Second Stage Vetting : Budget Dele gates shall submit to the Steering Committee (or a subcommittee) a maximum of 20 fully-eligible project proposals. The Steering Committee will conduct an initial eligibility screening and forward the proposals, along with the Steering Committee’s
recommendations, to the City for full vetting. City staff will provide extensive feedback and revision requests to both the Budget Delegates and the Steering Committee.
Where needed, City staff, designated Steering Committee members and the Budget Delegates shall meet and discuss the eligibility determination in an attempt to gain mutual
understanding and seek avenues to alter the project proposal for a more favorable outcome. Ultimately, the City Manager, in consultation with the City Attorney, shall make final
determinations on whether project proposals are eligible for the Third Stage Review of the PB ballot.
Project proposals deemed ineligible in the Second Stage Vetting may no longer be developed in the current cycle’s process and cannot be submitted for Third Stage Review.
o Third Stage Review : Budget Delegates , in collaboration with supporting Public Agency Representatives , shall submit a maximum of 12 eligible and/or revised project proposals that include final ballot language, poster photos, etc. to City staff for consideration on the ballot. City staff will concurrently notify the Steering Committee and the Budget Delegates of final ballot determinations.
The City Manager, in consultation with the City Attorney, shall determine final project proposal eligibility.
The Steering Committee shall determine the number of available slots per committee for each of the three stages of review/vetting, as well as the ballot. T he Steering Committee shall not make determinations about individual projects advancing to the ballot. After the City has reviewed the final project proposals, they may not be altered or combined, except under extraordinary
circumstances as determined by the City Manager, or designee.
Voting
Budget delegates will present final project proposals t o the community at public events and meetings, including a single Voting Expo. The Steering Committee will determine the location and timing of a Voting Expo.
Participants will abide by Campaign Guidelines as determined by the Steering Committee and the City Manager, or designee. The PB ballot shall not contain more than 12 project proposals. Each voter may cast one vote per project proposal. Voters may cast votes for up to 20% of the total number of proposals on the ballot (rounded up to the nearest whole number). For example, on a ballot with 12 proposals, each voter may vote for up to 3 projects. People are eligible to vote for projects if they:
1. are at least 14 years old, and
o Budget delegates who have committed their time to the process but are under the minimum voting age are also
eligible
2. are residents of Vallejo or its unincorporated areas. The Steering Committee and City staff will research the logistics of implementing alternative voting methods, including, but not limited to:
o An online voting platform that allows Vallejo residents to be authenticated and vote remotely
o Voting by mail
o Voting in person at the City Manager’s Office
o Voting at non-PB community events
At the time of voting, voters must verify they satisfy the eligibility requirements, which will be publicized prior to the vote. A comprehensive verification process that protects the public’s privacy and choice will occur before final vote results are announced. Ballots that do not satisfy the eligibility requirements will be eliminated.
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Voting opportunities will take place on multiple days and in multiple locations. Each voter can vote on one occasion. No campaigning will be allowed at polling locations.
The Steering Committee will determine the structure of the ballot with input from the City Manager, or designee.
City staff, the PB Steering Committee, and appropriate partners will conduct ballot “readability” tests of different ballot designs prior to the vote to minimize confusion among voters.
Consideration of Project Funding by the City Council
Upon completion of the public voting process, the results of the balloting will be brought before the City Council for consideration.
The City Council will have the discretion to approve which projects are funded, the a mount of funding, and conditions (if any) placed upon the use of approved funds.
If there is a tie, or if the available funds do not cover the cost of the next highest vote -getting project, subject to available resources and the discretion of the City or o ther agencies, the City Council may attempt to secure additional money to complete the
project(s), partially fund the next highest vote -getting project, or split the remaining funding between any tied projects . If the project(s) cannot be completed with pa rtial funds, the remaining funds will go to the project with the next most votes that can be fully funded, or into a reserve fund.
A minimum of 20% of available project funding is allocated for Program & Service projects; if/when the minimum 20% has been reached, remaining funding will fall to the next highest vote-getting project(s).
Monitoring of Funded Projects
After the vote, a monitoring subcommittee of Steering Committee members will be established to monitor the implementation of funded projects.
Amendments
The Steering Committee may propose changes to the Rulebook with approval from a quorum of the Committee, and final approval by the City Council. The City Council may make changes to the Rulebook via a majority vote.
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Roles & Responsibilities: Who does what?
11 Approved on November 27, 2018
There is a role for everyone in participatory budgeting, but different people have different roles and responsibilities, based partly on their stake in the community and their time commitment to the process. We encourage every community stakeholder to both participate and encourage others in the community to participate.
Vallejo Residents and Stakeholders
Anyone can participate in the process to:
Identify local problems and needs
Propose project ideas
Volunteer to serve as budget delegates
Mobilize Vallejo residents and stakeholders to participate Vote on project proposals, if a Vallejo resident
Budget Delegates and Public Agency Representatives
Budget delegates do the work necessary to turn community ideas into real projects.
Attend a Budget Delegate Orientation and a Project Proposal Workshop.
Collaboratively discuss, categorize, and prioritize initial project ideas.
With their issue committee, collaboratively m ake initial determination on project proposal eligibility prior to development, with assistance from the Steering Committee and staff.
Assess need and benefit when determining which eligible project proposals will/will not be resubmitted at different stages of review. Consult with Vallejo residents and stakeholders o n project proposals.
Help develop full project proposals that address needs and have a broad impact on the community.
Responsible for developing all proposals within the issue committee.
Prepare project posters and presentations.
Mobilize Vallejo residents and stakeholders, conduct outreach. Monitor project implementation and evaluate the PB process Develop accurate and precise implementation budgets during development process
Facilitators
Facilitators help residents participate effectively in committee meetings. They are neutral parties that do not advocate for particular projects.
Facilitate group discussions and meetings, and ensure that all participants are able to contribute
Serve as the main point of contact between the City Manager (or designee), the PB Steering Committee, and delegates, helping to coordinate communication and resolve conflicts
Connect delegates with information and resources, as well as liaise with City staff
Ensure that notes are taken at meetings and distributed afterward Support delegates in researching, assessing and developing proposals, based on criteria that include feasibility, need and benefit
City Manager Designee
The City Manager Designee will be the main person(s) responsible for coordinating the PB process with input a nd assistance from the Steering Committee.
Serve as a point of contact between the City and the PB Process Coordinate PB outreach efforts
Serve as s taff liaison to the PB Steering Committee and enforce Brown Act rules.
Recruit and coordinate volunteers
Create qualifications check-list based on this Rule Book Create implementing partner eligibility check-list
Create a pre-qualification application for non-public implementing entities that reflects Vallejo -specific CDBG eligibility and requirements.
Reserve space for assemblies and meetings
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Arrange food, childcare, and interpretation for assemblies and meetings
Present information on the City’s budget and past spending , including monthly updates on the operating budget and PB expenses.
Distribute promotional materials
Serve as liaison between PB participants and City
Present implementation analysis and plan for voter-recommended project proposals to the City Council for consideration Present updates to the City Council
City and Agency Staff
Assess feasibility and legality of project proposals
Provide cost estimates for project proposals
Offer feedback on project proposals
Provide a liaison to attend delegate meetings
Vallejo City Council
Establish the PB process
Appoint the Steering Committee
Appoint three (3) alternates to the Steering Committee (one organization and one at -large) who will automatically fill vacant positions should they become available during the current PB cycle. Take action on the Rulebook
Consider funding for the projects prioritized by voters
City Council Liaisons
City Council will select two liaisons to the Steering Committee. Provide support to the Steering Committee
Facilitate communication between the Steering Committee and City Council
Report back to City Council on PB updates
Steering Committee
A Steering Committee coordinates PB Vallejo. The committee is composed of up to 11 members, which could include a combination of civic organizational seats and at-large seats.
The City Council appoints all seats (primary, secondary, and alternates) to the Steering Committee. The City Council shall appoint three (3) alternate members to the PBSC who will not have member privileges unless they fill a vacancy that has become available. SC members will serve two (2) PB cycles. A cycle is defined as beginning before budget assemblies and ending after the vote.
PBSC members shall annually elect a Chairperson and two (2) executive committee members to serve on a 3 -member Executive Committee.
The Executive Committee’s duties, roles and responsibilities include:
o Facilitate clear communication with staff and PBSC to achieve the four goals of PB
o Improve the agility and functionality of the PBSC
o Lead PBSC Subcommittees (either standing or ad -hoc, as defined by the PBSC)
o Conduct quarterly attendance and participation reviews of PBSC members and recommend steps to enforce the roles and responsibilities of all PBSC members
Steering Committee meetings will be held in compliance with the open meeting requirements of the Ralph M. Brown Act. Roles and responsibilities of the PBSC include:
Design and oversee the PB process
Distribute promotional materials
Promote PB in their organizations and at community events Volunteer for assistance at 1/3 of public meetings, events, outreach efforts, voting sites, committee facilitation, and other PB- related events
PBSC members with three unexcused absences of regular PBSC meetings in a 12-month period shall be disqualified from the PBSC and replaced by an alternate. (For organizational members, attendance of a secondary representative shall not be considered 13 Approved on November 27, 2018
an absence). PBSC members may have one excused absence in a 12-month period. A City Manager designee shall contact member civic organizations or at -large members with two unexcused regular meetings absences. Enforcing attendance rules shall be a responsibility of the Steering Committee leadership.
Steering Committee members may be assigned as liaison s or facilitators to Budget Delegate committees, but may not participate as budget delegates. Liaisons provide technical support to Budget Delegates during proposal development, provide informational updates on Delegate Committees’ progress to the Steering Committee, and connect Budget Delegates with
resources. Steering Committee members may not advocate for specific projects.
Recruit volunteers, organizations and community stakeholders to assist with the PB process
Mobilize Vallejo residents and stakeholders to actively participate in the process
Assist City Manager Designee in arranging food, childcare, and interpretation for assemblies and meetings
Categorize project ideas and conduct preliminary review of ideas for eligibility
Make initial eligibility recommendations of 20 project proposals during Second Stage Vetting and submit proposals and
recommendations to City staff
Meet with City Manager, staff, and Budget Delegates if concerns arise over project proposal vetting determinations
Assist City Manager Designee in preparing voter-recommended project priorities for City Council consideration
Evaluate the PB process
Recommend rulebook revisions to the City Council
Monitor project implementation
Set meeting agendas through indiv idual or group requests via the Steering Committee leadership at least seven days prior to meetings.
Steering Committee meetings are held in compliance with the open meeting requirements of the Ralph M. Brown Act. Whenever possible, the Steering Committee will make decisions by consensus. If consensus is not reached, decisions will be made by a formal vote and approved only by a quorum.
SC civic organization members must provide name (s) and contact information of their representative(s) to the City Manager, or designee, via a letter pledging their interests. Organizational members have the option to nominate a secondary representative. If the civic organization’s primary representative cannot attend, the named secondary representative must.
All members (primary or secondary) must submit the City of Vallejo’s Conflict of Interest of Form 700. PBSC members who do not submit a Form 700 shall be disqualified from the PBSC and replaced by an alternate, as designated by City Council.
An updated l ist of individuals and organizations who serve on the Steering Committee can be reviewed on the City’s website. (pbvallejo.org)