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CALL AND NOTICE OF
SPECIAL MEETING
AT 6:00 PM
OF THE VALLEJO CITY COUNCIL
OCTOBER 17, 2023
COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California
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.
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VIEW THE MEETING:
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• In Person
• Watch Vallejo local channel 28
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Vallejo City Council Chambers ADA compliant. Devices for the hearing impaired are available from the City Clerk. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk's office no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof.
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TO THE MEMBERS OF THE VALLEJO CITY COUNCIL:
You are hereby notified that I do hereby call the Vallejo City Council in special session to consider only the matters stated on the agenda listed below.
NOTICE: Members of the public shall have the opportunity to address the City Council concerning any item listed on the agenda before or during consideration of that item. No other items may be discussed at this special meeting.
1. CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. ACTION CALENDAR
NOTICE: Members of the public wishing to address the Council on Action Calendar Items may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM (https://ZoomRegular.Cityofvallejo.net), or via phone, by dialing (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press *9 to digitally raise your hand from the phone. Press *6 to unmute/mute. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. Each speaker is limited to five minutes pursuant to Vallejo Municipal Code Section 2.02.420 or as approved and announced by the Mayor. In person speakers will be recognized first.
A. RECEIVE PRESENTATION ON COMMUNITY ACTION PARTNERS OF
SOLANO JOINT POWERS AUTHORITY STAFFING STRUCTURE AND
PROVIDE DIRECTION
Recommendation: Receive a presentation from staff and provide direction on a recommended staffing structure for the Community Action Partners of Solano Joint Powers Authority (CAP Solano).
Contact: Micahel Malone, City Manager(707) 648-4576
[email protected]
5. INFORMATION CALENDAR
NOTICE: Members of the public wishing to address the Council on Information Calendar Items may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM
(https://ZoomRegular.Cityofvallejo.net), or via phone, by dialing (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press *9 to digitally raise your hand from the phone. Press *6 to unmute/mute. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. Each speaker is limited to 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
five minutes pursuant to Vallejo Municipal Code Section 2.02.420 or as approved and announced by the Mayor. In person speakers will be recognized first.
A. HIRING UPDATE CITYWIDE
Recommendation: This item is for informational purposes only. There is no action or staff report associated with this item
Contact: Stehpanie Sifuentes, Human Resources Director
[email protected]
6. ADJOURNMENT
Dated: Thursday, October 12, 2023
Robert H. McConnell, Mayor
I, Dawn Abrahamson, City Clerk, do herby certify that I have caused a true copy of the above notice and agenda to be delivered to each of the members of the Vallejo City Council, 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 9:00 a.m., Thursday, October 12, 2023.
Dated: Thursday, October 12, 2023
Dawn G. Abrahamson, City Clerk
Action Item
4.A.
DATE: October 17, 2023
TO: Mayor and Members of the City Council
FROM: Michael Malone, City Manager
Natalie Peterson, Assistant to the City Manager
SUBJECT: RECEIVE PRESENTATION ON COMMUNITY ACTION PARTNERS OF SOLANO JOINT
POWERS AUTHORITY STAFFING STRUCTURE AND PROVIDE DIRECTION
RECOMMENDATION
Receive a presentation from staff and provide direction on a recommended staffing structure for the Community Action Partners of Solano Joint Powers Authority (CAP Solano).
REASONS FOR RECOMMENDATION
The City of Vallejo holds a voting seat on the Community Action Partners of Solano Joint Powers Authority (CAP Solano). The CAP Solano Board has been discussing the need for staffing and will be voting at their October meeting on a recommended staffing structure and funding delegation plan. The current proposed funding plans would have financial implications for the City of Vallejo.
BACKGROUND AND DISCUSSION
In 1999, Solano County and the cities of Fairfield, Suisun City, Vallejo, Benicia, and Dixon formed the Solano Safety Net Consortium, a Joint Powers Authority to develop and implement strategies, services, and systems that assist low-income and homeless persons become self-sufficient. In 2006, the JPA was renamed CAP Solano reflecting a national trend of community organizations and local governments working in partnership to reduce homelessness and provide basic safety net services. CAP Solano JPA is the collaborative applicant for Federal Housing and Urban Development (HUD) funds, the Homeless Management Information Systems (HMIS) lead agency, and the recipient of the County’s Community Service Block Grant funds (CSBG) from the state of California.
CAP Solano has successfully increased the amount of funding available to assist the County’s most vulnerable populations and currently administers a budget of approximately $10.5 million in federal and state funding. CAP Solano serves as a pass-through agency; through Requests for Proposals, it funds nonprofits and local government entities that provide direct services to the County’s unhoused residents and those at imminent risk of losing their housing.
Although CAP Solano has served the county and its residents well for more than 20 years, the increased number in the homeless population and the scarcity of local resources to provide services motivated representatives from the city councils from Benicia, Fairfield, Suisun City, Vacaville, and Vallejo to form a “Regional 2x2 Homeless Committee” that evolved into an effort to create a more concerted regional response to homelessness. On March 3, 2022, the County hosted a “Homeless and Housing Summit” in partnership with the Regional 2x2 Committee during which it was proposed that rather than create a new entity to address homelessness, that the governance structure of CAP Solano be changed to include local elected official representatives on the Board of Directors to elevate the priorities of all participating jurisdictions in addressing the ongoing challenges of homelessness countywide.
In September 2022 the governance structure changed from staff representatives to elected representatives in
Date: October 17, 2023
Subject:
RECEIVE PRESENTATION ON COMMUNITY ACTION PARTNERS OF SOLANO JOINT
POWERS AUTHORITY STAFFING STRUCTURE AND PROVIDE DIRECTION
an effort to elevate and collaborate the way that Solano County and its 6 cities address homelessness. During this transition, it was discussed by Board members that there was staff needed to address the work that is being done by CAP Solano.
Prior to the governance change, there was in-kind work being provided by the staff that were appointed by their respective jurisdictions and Vacaville acted as the fiscal agent with a minimal payment from CAP Solano to act in that role. Appointed staff were voting members who also performed necessary duties to apply for, support, manage and report out on grants received and develop and maintain policies to govern the CAP Solano Board among other tasks. When the governance structure transitioned a Technical Advisory Board (TAB) was established by the Board and each jurisdiction appointed a representative and alternate to advise and act as the technical experts for CAP Solano.
The current staffing for CAP Solano is 1 full time employee, which is being paid for with CAP Solano funds and sits in the City of Fairfield, fiscal agent services through the City of Vacaville that are being paid for partially with administrative fees from grants received and in-kind services from Vacaville, legal counsel being provided in-kind through Solano County and an additional administrative staff person through in-kind staffing from Solano County. In addition to this staffing, CAP Solano has a consultant contract with Homebase to provide assistance with grants, meeting management, and technical support.
The CAP Solano Board has requested that JPA staff propose potential staffing models to “cover” the current needs of CAP Solano and to “expand” the role of CAP Solano. The Board received the information and requested that CAP Solano staff, the 6 City Managers, and County Administrator review options to fund the “expand” model of staffing. The current “expand” model being proposed to the Board at their October meeting would be a phased approach, outlined below.
Phase 1: Beginning Fiscal Year 2023
Homebase – consultant
Executive Director (1 FTE)
Grants Manager (1 FTE)
Homeless Coordinator (1FTE)
Phase 2: Beginning Fiscal Year 2024
Homebase – consultant
Executive Director (1 FTE)
Grants Manager (1 FTE)
Homeless Coordinator (1FTE)
Policy Manager (1 FTE)
Phase 3: Beginning Fiscal Year 2025
Homebase – consultant
Executive Director (1 FTE)
Grants Manager (1 FTE)
Homeless Coordinator (1FTE)
Policy Manager (1 FTE)
Fiscal Agents (2.5 FTE)
There are currently three potential funding methods that will be proposed to the CAP Solano Board for funding the proposed staffing model: 1. Based off of the Solano Local Agency Formation Commission (LAFCO) model, Date: October 17, 2023
Subject:
RECEIVE PRESENTATION ON COMMUNITY ACTION PARTNERS OF SOLANO JOINT
POWERS AUTHORITY STAFFING STRUCTURE AND PROVIDE DIRECTION
2. Based off of jurisdiction population, and 3. Based off of Point In Time (PIT) Count percentages. The proposed breakdown of the potential funding methods is attached. These amounts are estimates for salaries based off of the cost of fully loaded positions working out of the County with similar position requirements.
FISCAL IMPACT
The fiscal impact for this item will be based on direction provided by City Council and the proposed CAP Solano staffing agreement between the CAP Solano and the City of Vallejo. Any agreements and final fiscal impact will come before the Council at a future meeting.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. Proposed Staffing Budget
CONTACT
Micahel Malone, City Manager(707) 648-4576
[email protected]
CAP Solano Staffing Model
2023 2024 2025 2026 2027
In-Kind Contributions 370,954$ 256,283$ 132,118$ 20,837$ 21,879$ Direct Costs 319,632$ 335,614$ 176,197$
Homebase 275,000$ 230,000$ 200,000$ 200,000$ 100,000$ Phase 1 - 3 FTE (ED, Grants Mgr., Homeless Coord.) 142,751$ 493,649$ 518,331$ 544,248$ 571,460$ Phase 2 - 1 FTE (Policy Mgr.) 83,748$ 175,871$ 184,664$ 193,898$ Phase 3 - 2.5 FTE (Fiscal Agent) 191,164$ 401,444$ 421,516$ Estimated Overhead @ 15% 21,413$ 86,610$ 132,805$ 169,553$ 178,031$ Other Administrative Costs 35,840$ 218,600$ 153,100$ 158,875$ 164,939$ Est. Direct Cost Totals 794,636$ 1,448,221$ 1,547,468$ 1,658,784$ 1,629,844$ In-Kind + Direct Costs 1,165,590$ 1,704,504$ 1,679,586$ 1,679,621$ 1,651,723$ Revenue Estimates 812,139$ 1,062,126$ 1,077,455$ 1,093,421$ 943,562$ Total Est. Funding Gap 17,503$ (386,095)$ (470,013)$ (565,363)$ (686,282)$ CAP Solano Staffing Model
LAFCO Budget
Percentage
Bencia 7.80%
Dixon 8.06%
Fairfield 25.10%
Rio Vista 2.01%
Suisun City 3.68%
Vacaville 26.55%
Vallejo 26.79%
Subtotal: Cities 99.99%
County - Unincorporated
Total
2023 2024 2025 2026 2027 4-Year Total
In-Kind Contributions 370,954$ 256,283$ 132,118$ 20,837$ 21,879$ 802,071$ Direct Costs 319,632$ 335,614$ 176,197$ 831,443$ Homebase 275,000$ 230,000$ 200,000$ 200,000$ 100,000$ 1,005,000$ Phase 1 - 3 FTE (ED, Grants Mgr., Homeless Coord.) 142,751$ 493,649$ 518,331$ 544,248$ 571,460$ 2,270,439$ Phase 2 - 1 FTE (Policy Mgr.) 83,748$ 175,871$ 184,664$ 193,898$ 638,181$ Phase 3 - 2.5 FTE (Fiscal Agent) 191,164$ 401,444$ 421,516$ 1,014,124$ Estimated Overhead @ 15% 21,413$ 86,610$ 132,805$ 169,553$ 178,031$ 588,412$ Other Administrative Costs 35,840$ 218,600$ 153,100$ 158,875$ 164,939$ 731,354$ Est. Direct Cost Totals 794,636$ 1,448,221$ 1,547,468$ 1,658,784$ 1,629,844$ 7,078,953$ In-Kind + Direct Costs 1,165,590$ 1,704,504$ 1,679,586$ 1,679,621$ 1,651,723$ 7,881,024$ Revenue Estimates 812,139$ 1,062,126$ 1,077,455$ 1,093,421$ 943,562$ 4,988,703$ Total Est. Funding Gap 17,503$ (386,095)$ (470,013)$ (565,363)$ (686,282)$ (2,090,250)$ LAFCO Methodology Allocation 2024 2025 2026 2027 4-Year Total Bencia 15,057.71$ 18,330.51$ 22,049.16$ 26,765.00$ 82,202.37$ Dixon 15,559.63$ 18,941.52$ 22,784.13$ 27,657.16$ 84,942.45$ Fairfield 48,454.92$ 58,986.63$ 70,953.06$ 86,128.39$ 264,523.00$ Rio Vista 3,880.25$ 4,723.63$ 5,681.90$ 6,897.13$ 21,182.92$ Suisun City 7,104.15$ 8,648.24$ 10,402.68$ 12,627.59$ 38,782.66$ Vacaville 51,254.11$ 62,394.23$ 75,051.94$ 91,103.94$ 279,804.21$ Vallejo 51,717.43$ 62,958.24$ 75,730.37$ 91,927.47$ 282,333.51$ County - Unincorporated 193,047.50$ 235,006.50$ 282,681.50$ 343,141.00$ 1,053,876.50$ Total Cost Share 386,075.70$ 469,989.50$ 565,334.73$ 686,247.69$ 2,107,647.61$ Population Percentage Population w/o County Modified Percentage Bencia 26,180 5.90% 26,180 6.15% Dixon 19,018 4.29% 19,018 4.47% Fairfield 119,526 26.94% 119,526 28.08% Rio Vista 9,988 2.25% 9,988 2.35% Suisun City 28,471 6.42% 28,471 6.69% Vacaville 100,806 22.72% 100,806 23.68% Vallejo 121,658 27.42% 121,658 28.58% County - Unincorporated 18,102 4.08% Total 443,749 100.0% 425,647 100.0% 2023 2024 2025 2026 2027
In-Kind Contributions 370,954$ 256,283$ 132,118$ 20,837$ 21,879$ Direct Costs 319,632$ 335,614$ 176,197$ Homebase 275,000$ 230,000$ 200,000$ 200,000$ 100,000$ Phase 1 - 3 FTE (ED, Grants Mgr., Homeless Coord.) 142,751$ 493,649$ 518,331$ 544,248$ 571,460$ Phase 2 - 1 FTE (Policy Mgr.) 83,748$ 175,871$ 184,664$ 193,898$ Phase 3 - 2.5 FTE (Fiscal Agent) 191,164$ 401,444$ 421,516$ Estimated Overhead @ 15% 21,413$ 86,610$ 132,805$ 169,553$ 178,031$ Other Administrative Costs 35,840$ 218,600$ 153,100$ 158,875$ 164,939$ Est. Direct Cost Totals 794,636$ 1,448,221$ 1,547,468$ 1,658,784$ 1,629,844$ In-Kind + Direct Costs 1,165,590$ 1,704,504$ 1,679,586$ 1,679,621$ 1,651,723$ Revenue Estimates 812,139$ 1,062,126$ 1,077,455$ 1,093,421$ 943,562$ Total Est. Funding Gap 17,503$ (386,095)$ (470,013)$ (565,363)$ (686,282)$ Straight Cost Share Allocation 2024 2025 2026 2027 4-Year Total Bencia 22,778.57$ 27,729.51$ 33,354.90$ 40,488.80$ 124,351.77$ Dixon 16,547.09$ 20,143.61$ 24,230.08$ 29,412.37$ 90,333.15$ Fairfield 103,996.61$ 126,600.34$ 152,283.34$ 184,853.47$ 567,733.75$ Rio Vista 8,690.31$ 10,579.16$ 12,725.31$ 15,446.99$ 47,441.77$ Suisun City 24,771.91$ 30,156.10$ 36,273.77$ 44,031.95$ 135,233.74$ Vacaville 87,708.80$ 106,772.37$ 128,432.93$ 155,901.97$ 478,816.06$ Vallejo 105,851.61$ 128,858.52$ 154,999.63$ 188,150.72$ 577,860.49$ County - Unincorporated 15,750.10$ 19,173.40$ 23,063.04$ 27,995.73$ 85,982.27$ Total Cost Share 386,095.00$ 470,013.00$ 565,363.00$ 686,282.00$ 2,107,753.00$ Total (386,095.00)$ (470,013)$ (565,363)$ (686,282)$ Remaining After County Portion (212,352.25)$ (258,507.15)$ (310,949.65)$ (377,455.10)$ County Assumption Cost Share Allocation Modified Percentage 2024 2025 2026 2027 4-Year Total Bencia 6.15% 13,061.02$ 15,899.84$ 19,125.38$ 23,215.89$ 71,302.12$ Dixon 4.47% 9,487.94$ 11,550.16$ 13,893.30$ 16,864.78$ 51,796.17$ Fairfield 28.08% 59,630.67$ 72,591.43$ 87,317.82$ 105,993.23$ 325,533.15$ Rio Vista 2.35% 4,982.94$ 6,065.99$ 7,296.57$ 8,857.16$ 27,202.66$ Suisun City 6.69% 14,203.98$ 17,291.22$ 20,799.04$ 25,247.50$ 77,541.74$ Vacaville 23.68% 50,291.39$ 61,222.26$ 73,642.22$ 89,392.71$ 274,548.59$ Vallejo 28.58% 60,694.31$ 73,886.26$ 88,875.32$ 107,883.84$ 331,339.72$ County Assumption 45.00% 173,742.75$ 211,505.85$ 254,413.35$ 308,826.90$ 948,488.85$ Total Cost Share 386,095.00$ 470,013.00$ 565,363.00$ 686,282.00$ 2,107,753.00$ PIT Count Unsheltered Sheltered Total Percentage Total Pop w/o County Modified
Percentage
Bencia 17 0 17 1.44% 17 1.46% Dixon 35 0 35 2.97% 35 3.00% Fairfield 231 196 427 36.22% 427 36.56% Rio Vista 22 0 22 1.87% 22 1.88% Suisun City 41 0 41 3.48% 41 3.51% Vacaville 139 33 172 14.59% 172 14.73% Vallejo 435 19 454 38.51% 454 38.87% County - Unincorporated 0 11 11 0.93%
Total 920 259 1179 100.0% 1,168 100.0% 2023 2024 2025 2026 2027
In-Kind Contributions 370,954$ 256,283$ 132,118$ 20,837$ 21,879$ Direct Costs 319,632$ 335,614$ 176,197$
Homebase 275,000$ 230,000$ 200,000$ 200,000$ 100,000$ Phase 1 - 3 FTE (ED, Grants Mgr., Homeless Coord.) 142,751$ 493,649$ 518,331$ 544,248$ 571,460$ Phase 2 - 1 FTE (Policy Mgr.) 83,748$ 175,871$ 184,664$ 193,898$ Phase 3 - 2.5 FTE (Fiscal Agent) 191,164$ 401,444$ 421,516$ Estimated Overhead @ 15% 21,413$ 86,610$ 132,805$ 169,553$ 178,031$ Other Administrative Costs 35,840$ 218,600$ 153,100$ 158,875$ 164,939$ Est. Direct Cost Totals 794,636$ 1,448,221$ 1,547,468$ 1,658,784$ 1,629,844$ In-Kind + Direct Costs 1,165,590$ 1,704,504$ 1,679,586$ 1,679,621$ 1,651,723$ Revenue Estimates 812,139$ 1,062,126$ 1,077,455$ 1,093,421$ 943,562$ Total Est. Funding Gap 17,503$ (386,095)$ (470,013)$ (565,363)$ (686,282)$ Cost Share Allocation 2024 2025 2026 2027 4-Year Total
Bencia 5,567.10$ 6,777.12$ 8,151.97$ 9,895.50$ $ 30,391.69 Dixon 11,461.68$ 13,952.89$ 16,783.46$ 20,373.09$ $ 62,571.12 Fairfield 139,832.54$ 170,225.23$ 204,758.27$ 248,551.67$ $ 763,367.71 Rio Vista 7,204.49$ 8,770.39$ 10,549.61$ 12,805.94$ $ 39,330.42 Suisun City 13,426.54$ 16,344.81$ 19,660.63$ 23,865.62$ $ 73,297.60 Vacaville 56,325.99$ 68,568.48$ 82,478.74$ 100,119.17$ $ 307,492.38 Vallejo 148,674.41$ 180,988.89$ 217,705.51$ 264,268.05$ $ 811,636.86 County - Unincorporated 3,602.24$ 4,385.19$ 5,274.80$ 6,402.97$ $ 19,665.21 Total Cost Share 386,095.00$ 470,013.00$ 565,363.00$ 686,282.00$ $ 2,107,753.00 Total 386,095.00$ 470,013.00$ 565,363.00$ 686,282.00$ Remaining After County Portion 193,047.50$ 235,006.50$ 282,681.50$ 343,141.00$ County Assumption Cost Share Allocation Modified Perc 2024 2025 2026 2027 4-Year Total Bencia 1.46% 2,809.77$ 3,420.47$ 4,114.37$ 4,994.35$ $ 15,338.96 Dixon 3.00% 5,784.81$ 7,042.15$ 8,470.76$ 10,282.48$ $ 31,580.20 Fairfield 36.56% 70,574.73$ 85,914.19$ 103,343.32$ 125,446.24$ $ 385,278.48 Rio Vista 1.88% 3,636.17$ 4,426.49$ 5,324.48$ 6,463.27$ $ 19,850.41 Suisun City 3.51% 6,776.50$ 8,249.37$ 9,922.90$ 12,045.19$ $ 36,993.95 Vacaville 14.73% 28,428.23$ 34,607.12$ 41,627.76$ 50,531.04$ $ 155,194.14 Vallejo 38.87% 75,037.30$ 91,346.70$ 109,877.91$ 133,378.44$ $ 409,640.35 County Assumption 50.00% 193,047.50$ 235,006.50$ 282,681.50$ 343,141.00$ $ 1,053,876.50 Total Cost Share 386,095.00$ 470,013.00$ 565,363.00$ 686,282.00$ $ 2,107,753.00