Participatory Budgeting
Steering Committee
June 15, 2022
"VÁLLEJO
California
1. Call to Order
2. Pledge of Allegiance
"I pledge allegiance to the Flag
of the United States of America,
and to the Republic for which it stands,
one Nation under God, indivisible,
with liberty and justice for all."
3. Roll Call
Chair, Patricia Baisden, African American Alliance
Co-Chair, Patricia Hunter, National Coalition of 100 Black Women, Inc Co-Chair, Tara Beasley-Stansberry, At-Large
Lynda Daniels, Vallejo NAACP
Ruscal Cayangyang, At-Large
Jessica Lozano, At-Large
Tehraleigh Martin, At-Large, Altemate
Don Jordan, African American Alliance, Secondary
Dr. Annetta Ward, National Coalition of 100 Black Women, Inc., Secondary Corinne Quinn, Vallejo NAACP, Secondary
4. Correspondence
&
Communications
5. Community Forum
To make comments via Zoom please visit:
https://ZoomRegular.Cityofvallejo.net
Option to join by phone:
Dial (669) 900-6833
Enter Meeting ID: 914 0075 0676#
Press *g to digitally raise
your hand on the phone.
7. Approval of Agenda
8. Approval of Minutes
9. Program Updates
A. Project Spreadsheet
10. Discussion Items
A. PB PROJECT STAFFING UPDATE
Introduction to new staff and a brief
update on PB next steps.
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
A. PB Rulebook Changes
Pg. 4
ineligible projects could include start-ups or enterprise-driven non- o Proposals with a non-public agency as implementing partner, or profits. with potential non-profit subcontractors, must be identified and • Projects must not require a change in City or public agency policy in pre-qualified on or before the First. Stage Review. order to be implemented and achieve the goals outlined in the • Qualification guidelines for 501(c)3 nonprofit organizations proposal. Examples of these types of ineligible projects could seeking funding for a program and/or service will be developed include studies, ordinance development, or campaigns. and released by the City prior to the Idea Collection Phase. o Projects implemented by non-City public agencies must also include • Non-City public agencies must submit a letter of interest financial or value in-kind contributions from the agency, in addition regarding specific proposals on or before the First Stage Review to "PB funding." in order to be considered during review and vetting. • To comply with California Government Code § 1090, Budget o Final project determination for ballot placement will be made by the Delegates who develop projects may not receive any financial Steering Committee. the City Manager, or designee, in consultation benefit from funds disbursed....... with the City Atterney:
• City or-ogency-staff may not initiate, be the main representative of or participate in projects where they will receive a personal e For non-City implementing partners, funding may be used for skilled and/or limited-term labor, but cannot be used to cover
administration, overhead, or to fund an ongoing position... ole.mest.soses_funds.will.net-bs.dissributed.ue.front.aod.will.be. distributed t-boyment_for serviss.one-simbussment_besis end/er.preeress.eeyment.te.e.lecelesrtified.controster. o Funds will be distributed upfront. Recipients will be required to. provide quarterly progress reports.
• Projects may not promote religious views or beliefs.
• Projects must be fully eligible and approved by the City Manager, or designee, in consultation with the City Attorney, before being. placed on the ballot. A fully eligible project must contain the following:
• Sufficient details to understand the purpose and intent of the project.
• Identification of Public Benefit(s)
Proposed Beneficiary(ies)
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
Timeframe for project completion
Approved on November 27, 2018
Pg. 5 Timeline table
Idea Proposal Voting Evaluation &
Collection Development Monitoring
June - October October - March April May Onward
Mid-September May - June July- Onward
August - Mid-
September March Residents vote at
At publicevents and locations around the Evaluation of the community meetings Delegates meet in process and
City or via online
across the city, Vallejo committees, along with ballots on which monitoring of the residents and representatives from implementation of
projects to
stakeholders will City departments and recommend to City projects. brainstorm project Public Agencies, to
transform the Council. The projects
ideas and volunteer as with the most votes
budget delegates. community's initial will be presented to project ideas into full the City Council for
proposals. Delegates funding consideration.
submit final project
proposals for review
and vetting.
Pg. 7
Idea Collection between issue committees to address the needs, concerns and unique circumstances of specific demographic groups.
• Budget Assemblies are public events where project ideas are collected and will seek to reflect Vallejo's diversity and include all • Any resident of Vallejo, its unincorporated areas, or stakeholders in segments of the community. Assemblies can occur at existing Vallejo - people who physically work in Vallejo, own a business in public events, festivals, schools, places of worship, or online, and Vallejo, attend school in Vallejo, or are parents of children who attend school in Vallejo - may participate.
are facilitated by City staff, Steering Committee members, and volunteers. Project propesals frem the previous PB Cycle ballot will be provided • Where possible and appropriate, City staff and the PB Steering to Delegates for consideration of placement on the current ballet, Committee will provide Spanish and Filipino_translation of apon confirmation with the projeet partier, subjeer to evaluation by Delegates etting through the 3 stage Review proces
materials, which may include interpretation at public events. • Project proposals and ideas from the previous PB Cycles ballet-will • The Steering Committee, Budget Delegates and Public Agency be automatically added as ideas san be considered for the current Representatives will strive to minimize the total number of projects cycle, for consideration, All proposals require confirmation with by combining projects that address a similar public need, vetting the project partner, are subject to evaluation by Delegates and projects that do not meet the eligibility criteria and rules, and/or vetting through the 3-stage Review process. 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 Proposal Development designee(s) and the Steering Committee prior to the start of the • All budget delegates and public agencies representatives must Delegate phase. attend an orientation session and project proposal workshop. • First Stage Review: Budget Delegates and Public Agency • At the orientation sessions, volunteer delegates may join a Representatives shall submit to the City a completed proposal committee to discuss and develop project proposals for a certain template of summary (approximately 500 words) for each issue area. Delegates may Bet join more than one committee. project proposal, not to exceed 40 total project proposals. City staff and a subcommittee of the Steering Committee will • Committees may consist of volunteer delegates and
representatives from relevant City and public agency staff. provide general feedback on eligibility issues and concerns, but will make no binding determinations.
• Issue committees may include but are not limited to:
In order to be eligible for possible funding at the conclusion of • Parks, Recreation & Art
the cycle, implementing partners and/or any 501(c)3 non-profit • Public Infrastructure, Safety & Transportation
organizations (including potential non-profit subcontractors) • Education, Training & Social Services
who may seek to implement project proposals must submit a • Demographic subcommittees may be formed to ensure prequalification application and letter of interest to the City on maximum participation from people who might not otherwise or before the First Stage Review. All public agencies who may participate, including: Youth, Seniors, Spanish-Speakers, and be implementing partners must submit a letter of interest for members of the Filipino and African American communities. At each proposed project on or before the First Stage Review. least four delegates must sign up before a demographic
subcommittee can..be tormed. Subcommittees will work
Approved on November 27, 2018
Pg. 8
Project proposals or non-City implementing partners that do A-a maximum of 12 eligible and/or revised project proposals that not undergo this First Stage Review are ineligible for continued include final ballot language will be presented to the public, poster development or funding in the current cycle. photos
Second Stage Vetting: Budget Delegates shall submit to the e , etc. to City staff for censideration on the ballot. City staff will Steering Committee (or a subcommittee) a maximum of 20 concurrently notify the Steering Committee and the Budget Delegates fully-eligible project proposals. The Steering Committee will of final ballet determinations:
conduct an initial eligibility screening and forward the The City Manager, in consultation with the City Attorney, shall proposals, along with the Steering Committee's determine final project proposal eligibility. recommendations, to the City for full vetting. City staff will • The Steering Committee shall determine the number of available provide extensive feedback and revision requests to both the slots per committee for each of the three stages of review/vetting; Budget Delegates and the Steering Committee. as well as the ballot. The Steering Committee shall not make Where needed, City staff, designated Steering Committee determinations about individual projects-advancing to the ballot. members and the
• After the City has reviewed the final project proposals, they max.
Budget Delegates shall meet and discuss the eligibility not be altered or combined. except under. extraordinary. determination in an attempt to gain mutual understanding and et and dies in circumstances as determined by.the City. Manager, or designee seek avenues to alter the project proposal for a more favorable outcome. Voting
Ultimately, the City Manager, in consultation with the City • Budget delegates willcan-_present final project proposals to the ...
Attorney, shall make final determinations on whether project community at public events and meetings, including a single proposals are eligible for the Third Stage Review of the PB Voting Expe. The Steering Committee will determine the location ballot.. and timing of a Voting Expo.
Project proposals deemed ineligible in the Second Stage Vetting • Participants will abide by Campaign Guidelines as determined by **.. may no longer be developed in the current cycle's process and the Steering Committee and the City Manager, or designee. cannot be submitted for Third Stage Review. • The PB ballot shall not contain more than 12 project proposals. • Each voter may cast one vote per project proposal. Voters may cast Third Stage Review: votes for up to 20% of the total number of proposals on the ballot Budget Delegates in collaboration with supporting Public Agency (rounded up to the nearest whole number). For example, on a ballot Representatives shall submit their City staff approved and updated with 12 proposals, each voter may vote for up to 3 projects. final proposals for review by the Steering Committee. • People are eligible to vote for projects if they:
The Steering Committee will conduct a final ranking of the proposals. 1. are at least 14 years old, grand Proposals and their feedback letters will be presented to the Steering • Budget delegates who have committed their time to the Committee anonymously. The ranking will determine the final twelve process but are under the minimum voting age are also proposals for the ballot. eligible
2. are residents of Vallejo or its unincorporated areas.
Approved on November 27, 2018
11. Action Items
B. PB Cycle 8 Timeline
Action: By action the PBSC will adopt the PB Cycle 8 timeline.
PB Cycle 8 Timeline
• July: Education and ramp up for upcoming cycle
• August - mid- September: Idea collection/mini proposal • Mid-September - end of October: CAO/CMO review of idea submittals + issuance of decisions
• October - December 31: proposal development phase + study sessions
• January to mid-February: AO/CMO review of proposal submittals + issuance of decisions
• Mid-February to March PBSC meeting: ranking by PBSC
• March PBSC meeting: vote on ranking + projects to put on ballot • April: vote prep
• May - June: voting
• July: execute agreements + Education and ramp up for upcoming cycle