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#
Press *9 to digitally raise your hand from the phone
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
NOVEMBER 16, 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. ADMINISTRATION OF OATH OF OFFICE
Present City Council Liaison will administer the Oath of Office to newly appointed commissioner.
4. ROLL CALL
5. CORRESPONDENCE & COMMUNICATIONS
6. 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 provided on the agenda, and which is within the jurisdiction of the PBSC to resolve. Any interested members of the public desiring to communicate 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 during 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 limited 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. CITY COUNCIL LIAISON REPORT
8. APPROVAL OF AGENDA
A. APPROVAL OF AGENDA
Recommendation: By motion, approve the agenda for the November 16, 2022 Regular meeting.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
9. APPROVAL OF MINUTES
A. APPROVAL OF MINUTES
Recommendation: By motion, approve minutes for the October 19, 2022 Regular meeting.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
10. DISCUSSION ITEMS
A. PROPOSAL DEVELOPMENT PHASE
The Cycle 8 Proposal Development phase will span from November 2022 to April 2023. Staff will share phase details including timeline.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
B. CYCLE 7 PROJECT WITHDRAWAL
Per the implementing partners, Solano County Probation Department’s Center for Positive Change’s request the Reentry for Offenders project has been withdrawn from implementation. Staff will discuss current status and next steps per the PB Rulebook.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
11. ACTION ITEMS
1. A. ELECTION OF PBSC CHAIR AND EXECUTIVE COMMITTEE By motion, the PBSC will elect a chair and two additional members to serve on a PBSC Executive Committee.
Contact: Flor Magallanes, PBSC Secretary
[email protected]
10. 2. ANNOUNCEMENTS
Updates from Staff or Commissioners
11. 3. ADJOURNMENT
___________________________________________________________________________________________
ADDITIONAL CITY INFORMATION
Members of the public can:
Like us on Facebook and Instagram (@cityofvallejo)
Sign up to receive City Communications via e-mail (www.cityofvallejo.net/subscribe) Sign up for emergency alerts at: alertsolano.com
Flor Magallanes for
Patricia Baisden, PBSC Chair
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 Steering Committee, at the time and in the man ner prescribed by law and that this agenda was posted at City Hall, 555 Santa Clara Street, CA at 6:00 p.m., Sunday, November 13, 2022.
Dated: Sunday, November 13, 2022
Flor Magallanes
Flor Magallanes, PBSC Secretary
Dated: Sunday, November 13, 2022
MINUTES
PARTICIPATORY BUDGETING STEERING COMMITTEE
REGULAR MEETING – 6:30 PM
COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California
OCTOBER 19, 2022
1. CALL TO ORDER – 6:35 PM
2. PLEDGE OF ALLEGIANCE- Chair Patricia Baisden
3. ROLL CALL
Present- Patricia Baisden, Dr. Annetta Ward, Ruscal Cayangyang, Jessica Lozano, Ann Adams, TaraLeigh Martin
Staff Present- Flor Magallanes, Acting Administrative Analyst I
4. CORRESPONDENCE & COMMUNICATIONS- None
5. COMMUNITY FORUM- Paul Kirsch a member of the Vallejo Project board requested to rescind his appointment to the Participatory Budgeting Steering Committee.
6. 1. CITY COUNCIL LIAISON REPORT - None
7. APPROVAL OF AGENDA
A. APPROVAL OF AGENDA
Action: Motion to approve October 19, 2022, PBSC Regular Meeting Agenda as presented was made by Commissioner Martin, seconded by Commissioner Cayangyang, and approved unanimously.
8. APPROVAL OF MINUTES
A. APPROVAL OF MINUTES
Action: Motion to approve September 21, 2022, PBSC Regular Meeting Minutes with the amendment to Discussion item numbers 9A and 9B to include the sentence, “Commissioners asked questions.” The motion was made by Commissioner Lozano, seconded by Commissioner Cayangyang, and approved unanimously.
9. 2. DISCUSSION ITEMS
A. IMPLEMENTATION UPDATE
Presenters from First Place for Youth, Meals on Wheels of Solano County, and Fighting Back Partnership, will provide project implementation updates for Cycle 7 projects and allowed for questions and answers.
B. STAFFING UPDATE
Staff provided PBSC with a staffing update to share that Flor Magallanes is serving as the Acting Administrative Analyst I.
C. CYCLE 8 IDEA COLLECTION UPDATE
The Cycle 8 Idea Collection phase concluded on October 2. Staff provided a summary including the number of ideas collected and volunteer hours.
D. PBSC ATTENDANCE
Staff provided a PBSC member attendance log of PBSC meetings.
10. 3. ANNOUNCEMENTS
Commissioner Cayangyang and City Council Liaison Arriola promoted the ribbon-cutting ceremony for a beautification project on Gary Circle where Council Liaison Arriola would be the featured speaker. Council Liaison requested that staff confirm her contribution of discretionary funds to the Participatory Budgeting fund.
Commissioner Cayangyang requested further project implementation updates for future agenda items.
11. 4. ADJOURNMENT
___________________________________________________________________________________________
Cycle 8 Timeline
Last day for Idea Collection Sun Oct 6
Delegate Orientation Thurs., Nov. 10, 6:30 p.m. - 8:30 p.m.
Delegate Meeting Thurs., Nov. 17, 6:30 p.m.
Delegate Meeting Weds., Nov. 23, 6:30 p.m.
Delegate Meeting-1st Stage Review Thurs., Dec. 1, 6:30 p.m.
Thurs., Dec. 1, 6:30 p.m.
2 weeks
Delegate Meeting - Staff Feedback - 1st Stage Thurs., Dec. 15, 6:30 p.m.
Delegate Meeting Thurs., Dec. 22, 6:30 p.m
3 Weeks (Holiday Break)
Delegate Meeting Thurs., Jan., 12, 6:30 p.m.
Thurs., Feb., 9, 6:30 p.m.
3 weeks
Staff Feedback - 2nd Stage Review
Delegate Meeting Thurs., Feb. 24, 6:30 p.m.
2.5 weeks
Delegate Meeting Thurs., March 16, 6:30 p.m.
Delegate Meeting - 3rd Stage Review Thurs., March 30, 6:30 p.m. 1 week
Ballot Announcement Thursday April 6
24 days
First Day of Voting Monday, May 1
61 days
Last day to Vote Friday, June 30
15 days
Vote Results Party Saturday, July 15
Letter of Intent from Implementing Partners submitted
2nd Stage Review Thurs., Jan., 26, 6:30 p.m.
City of Vallejo Participatory Budgeting Cycle 8 Timeline # Meeting Focus Day/Date Goals and Key Activities
2022
Stage One
1 Orientation Thursday
11/10
§ Learn about the Participatory Budgeting Process
§ Learn about the components of a completed project proposal § Understand the role of a Budget Delegate and what to expect as a Budget Delegate
§ Get to know other Budget Delegates
§ Review difference between needs and projects
§ Start to identify community needs
§ Respond to questions and concerns from Budget Delegates 2 Kick-Off
(Review
process, Agree
on priority
needs, Assess
and rank ideas
list, get into
teams)
Thursday
11/17
§ Brief review of PB process including eligibility
§ Review difference between needs and projects
§ Revisit needs identified from last time, update them, and agree on 10 most important community needs. What outcomes do we want to achieve?
§ Reflect on the project ideas list
§ Identify some promising project ideas and analyze them ranking them from 1-5 as a group for how well they address the community needs.
Generate a first pass of a list of top ~100 ideas.
§ Organize teams to work on category/topics teams and explore the project ideas. Remind delegates that all projects must connect to the needs and community ideas list.
§ Get
to know each other
§ Sign and collect agreement forms
§ Homework: Review ideas list and bring back any additional insights or project ideas
3 Committing to
Projects
(Refine project
ideas short list,
introduce
Matrix, Teams
decide on
projects to
develop, Refine
list with input
from the full
group,
introduce
implementing
partners and
AppCivist)
Wednesday
11/23
§ Understand eligibility rules
§ Introduce the PB Matrix tool
§ Meet in full group to refine the short list of project ideas after having the week to review the ideas list.
§ Meet in teams and discuss and develop project ideas in light of needs, highly ranked projects from last meeting, and community-generated project ideas. Apply matrix tool to choosing projects to work on. § Si gn up to work on specific project ideas and teams
§ Use the PB Matrix to assess and agree the most important project ideas to work on
§ Teams report to the full group about projects they’d like to pursue, and who will lead and support each one. Team feedback on any important ideas missing.
§ Introduce the role of implementing partners
§
each project
§ Homework: start to write drafts. By next week delegates should have a draft write up to share.
§Homework: Send draft to Flor by 11/28 to get feedbacks/edits before the next meeting.
Confirm which delegates will be working on each project and leads for City of Vallejo Participatory Budgeting Cycle 8 Timeline 4 Submit Write-Ups Thursday
12/01
§ Ensure everyone understands eligibility as it applies to their projects. Q&A with City staff on eligibility
§ Team reports, and peer input on proposals
§ Bring final short write-ups, troubleshoot and improve proposals 1 Flor Magallanes
From: Flor Magallanes
Sent: Wednesday, October 26, 2022 9:30 AM
To: Ward, Katherine I.
Cc: Terrance Davis; Jason Ackley; [email protected]; [email protected] Subject: Reentry Program for Offenders- Project Withdrawal
Hello, Katie et al.,
Thank you for taking the time yesterday to meet with Jason and me to discuss the implementation of the winning Cycle 7 Reentry Program for Offenders project. From our conversation, we can conclude that the Solano County Probation Department’s Center for Positive Change will not be able to carry out the duties of the project.
You stated that the vendor Habilitation Empowerment Accountability Therapy program (HEAT) stopped communicating with you for a bit; however, when you reconvened, you felt a lack of confidence in their ability to carry out the effort you wanted for this project. You also expressed that you are currently experiencing staffing shortages, including multiple officer vacancies. Most of the staff involved in the project development were laterally promoted, leaving no available staffing to coordinate the project execution. This lack of staffing primarily led to your decision to withdraw from the project.
We look forward to following up with your Fiscal Manager, Jennivive Venzon, and San M. Chesser to process the refund of $53,000 to the City of Vallejo’s Participatory Budgeting process.
We hope to collaborate in the future as we both expressed the significance of a project like this for our community.
Best,
Flor Magallanes
__________________________________________________________________________________
Flor Magallanes
Administrative Analyst I
City of Vallejo | City Manager’s Office
555 Santa Clara Street
Vallejo, CA 94590
(707) 648‐4041 | [email protected]
1 Participatory Budgeting
in Vallejo
Rulebook
2 Table of Contents
Participatory Budgeting in Vallejo……………………………………………....1 Goals……………………………………………………………………..………………..….1
Project Eligibility……………………………………………………………..……...….1
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 mos t 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 Measure 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 pr ofile 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 go vernment 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:
• 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.
• 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 apply to program and service project proposals that otherwise meet existing CDBG guidelines.
3 • Are designed to accomplish their goals and fulfill their purp ose 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 goals, those funds must be secured prior to submission for City revie w and vetting.
• 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 implemented 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 pro gram 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.
• A minimum of 20% of available project funding is allocated for program & service projects; if/when the 20% minimum has been reached, remaining funding will fall to the next highest vote - getting project(s).
• A maximum of 80% of Measure B funding may be allocated to capital infrastructure/durable projects.
o Regardless of the total amount of allocated funding, 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:
• 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.
• Future sustainability of a project must not be contingent on market- or demand -driven revenue streams. Examples of t hese types of
2022 2022
4 ineligible projects could include start -ups or enterprise-driven non- profits.
• 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 type s of ineligible projects could include studies, ordinance development, or campaigns.
• Projects implemented by non-City public agencies must also include financial or value in-kind contributions from the agency, in addition to “PB funding.”
• To comply with Ca lifornia Government Code § 1090, Budget Delegates who develop projects may not receive any financial benefit from funds disbursed.
• City staff may not initiate, be the main representative of or participate in projects where they will receive a personal benefit.
• 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.Funds will be distri buted upfront. Recipients will be required to provid e 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:
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, e tc.), documented by a contractor bid, vendor quote, or other full-cost estimate
o Timeframe for project completion
• 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.
• Final project determination for ballot placement will be made by the Steering Committee.
5 Timeline: What happens when?
PB has four main stages:
Idea
Collection
August –
Mid-September
At public events and
community meetings
across the city, Vallejo
residents and
stakeholders will
brainstorm project
ideas and volunteer as
budget delegates.
Proposal
Development
Mid-September -
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
May - June
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
July- Onward
Evaluation of the
process and
monitoring of the
implementation of
projects.
6 Rules: How does it work?
7 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 and Filipino translation of materials, which may include interpretation at public events.
• Project proposals and ideas from previous PB Cycles can be considered for the current cycle. All proposals require confirmation with the project partner, are subject to evaluation by Delegates and vetting through the 3-stage Review process.
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 join more than one committee. o Committees may consist of volunteer delegates 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
• 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 form ed.
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 Valle jo, own a business in Vallejo, attend school in Vallejo, or are parents of children who attend school in Vallejo - may participate.
• The Steering Committee, Budget Delegates and Public Agency Representatives will strive to minimize the total number of projects by combining projects that address a similar public need, vetting projects that do not meet the eligibility 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.
• First Stage Review : Budget Delegates and Public Agency Representatives s hall submit to the City a completed proposal template or summary (approximately 500 words) for each project, 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) w ho 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.
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.
• Second Stage Vetting : Budget Delega tes shall submit to the Steering Committee (or a subcommittee) a maximum of 20 fully -
8 eligible project proposals. City staff will provide extensive feedback and revision requests to the Budget Delegates.
Where needed, City staff and 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 ball ot.
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.
• Third Stage Review : Budget Delegates in collaboration with supporting Public Agency Representatives shall submit their City staff approved and updated final proposals for review by the Steering Committee.
The Steering Committee will conduct a final ranking of the proposals. Proposals and their feedback letters will be presented to the Steering Committee anonymously. The ranking will determine the final twelve proposals for the ballot.
A maximum of 12 eligible project proposals that include final ballot language will be presented to the public
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 can present final project proposals to the community at public events and meetings . 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, or
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 req uirements will be eliminated.
• 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
9 are funded, the amount 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 d iscretion of the City or other 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 partial 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.
10 Roles & Responsibilities: Who does what?
11 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
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 make 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 on 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 and assistance from the Steering Committee.
• Serve as a point of contact between the City and the PB Process • Coordinate PB outreach efforts
• Serve as staff 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
• Arrange food, childcare, and interpretation for assemblies and meetings
12 • 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 C ommittee 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 bu dget 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 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.
13 • Steering Committee members may be assigned as liaisons 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
• 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 individual or group requests via the Steering Committee leadership at least seven days prior to meetings.
• Rank final proposals for project ballot
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 list of individuals and organizations who serve on the Steering Committee can be reviewed on the City’s website .
(pbvallejo.org)