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HomeMy WebLinkAbout2023 05.22 CCM WORK SESSION5/22/23 -1- MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL/ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA WORK SESSION MAY 22, 2023 CITY HALL – COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council/Economic Development Authority (EDA) met in Work Session called to order by Mayor/President April Graves at 8:22 p.m. ROLL CALL Mayor/President April Graves and Councilmembers/Commissioners Kris Lawrence-Anderson, Dan Jerzak, and Teneshia Kragness. Councilmember/Commissioner Butler was excused. Also present were Assistant City Manager/City Clerk Barb Suciu, Deputy City Clerk Shannon Pettit, and City Attorney Jason Hill. GRANT POLICY Finance Director Holm presented the draft Grant Administration Policy which was created by Director Holm as well as the Finance Commission. The purpose of the policy to allow for adequate internal controls, develop, implement, and maintain grant oversight, provide a uniform method of applying for and managing grants, ensure Uniform Guidance is applicable to Federal Funds, and outline procedures. She noted that the council will approve all grant awards which will require a resolution. Grant awards will be subject to the Purchasing Policy and documentation will be stored in accordance with the retention policy. She also noted that funds will not be disbursed until a fully executed agreement has been received. It was also noted that the departments will have the ability to assign a grant administrator who will be the main contact for the department. Grant review will occur periodically and a final close-out memo will be prepared by each department, however, the Finance Director will confirm the grant close-out and finalize it. Director Holm stated that once any questions, concerns, or revisions were made, she will prepare a resolution for adoption to be presented to the council. She also noted that there will be a Grant Administration Procedures Manual completed by staff. Councilmember Kragness thanked those involved in creating this policy. Councilmember Jerzak expressed concern with the change made regarding the grant application approval as it previously stated that the council will approve grant applications rather than City 5/22/23 -2- Manager approval. Director Holm stated that after further discussion with staff, it was decided that due to potential timeline issues, it would be best to allow staff to apply for grants rather than propose potential grant applications to the council. Councilmember Jerzak continued to express concern with this change as he would like the council to examine those grant holders to ensure they align with the city’s strategic plan and priorities and value systems. Mayor Graves asked if the Finance Commission voted on changes/updates, or if it was a general consensus. Director Holm noted that the Finance Commission was unable to obtain a quorum, therefore it was a general consensus, as they knew it was time-sensitive and didn’t want to delay the process of approval. She also noted that there will be further discussion on the potential of grant approval/non-approval for certain county and federal grants, as well as amounts. Mayor Graves noted that she believes the staff should be able to determine which grants to apply for rather than the council approving or not-approving the applying for grants. Councilmember Kragness asked that the revisions/changes be presented to the Finance Commission before the council votes on the Grant Policy. Councilmember Lawrence-Anderson expressed agreeance with Councilmember Kragness and would like to see the Finance Commission review the updated policy prior to approval by the council. She also noted that she would like to see due diligence with the grant opportunities and would like the council to be involved in the application submission, as well as the length of monies available. Councilmember Jerzak clarified his support in approving the application process is to help support staff in their time and efforts when researching available grants as well as the grant holders. He also noted that he is concerned with the grant process being a way to circumvent the budgeting process, as oftentimes grant monies run out. Councilmember Lawrence-Anderson noted that there have been many emergencies and last- minute grant applications and she would like to see the council more involved and educated on the grant availabilities and applications. Mayor Graves noted that often there isn’t time for the council to hold a special meeting to approve the application for a grant, and also noted that it’s important for the council to be informed of any grant applications that are in progress or pending. She also stated her support for a specific dollar amount in an attempt to reduce the tediousness of approving grants. Director Holm asked for clarification on grant resolutions and the inclusion of a dollar amount. Mayor Graves stated that the council doesn’t need to approve the application of grants, but would like to approve the acceptance of grants. She also stated that the council would like to know of any grants that are being considered. Assistant City Manager Suciu noted that moving forward, the application of grants can be placed in the Weekly Update for council information. 5/22/23 -3- Mayor Graves noted that grant sustainability should be acknowledged and discussed further. CITY-WIDE SURVEY DISCUSSION Assistant City Manager Suciu updated the council on the City-Wide Survey changes and updates as requested. She discussed the timeline and noted it will take approximately five weeks to complete, and the results will be included in the strategic planning. Mayor Graves asked for the wording to be changed on question 11, and simply ask ‘Why?’. Councilmember Kragness asked that the grammar be reviewed before the survey is live. UPCOMING ITEMS • THC Moratorium - June 12 • Memorial Policy - June 12 • Special Assessment Policy/Franchise Fees (referred to Financial Commission) • Beautification and Public Art Commission • Liquor Store 2 • Organizational Chart-Budget work sessions • Rental License Review (referred to Housing Commission) • Food Truck Ordinance/License • Emerald Ash Borer Policy Review (referred to Park & Rec Commission November) ADJOURNMENT Councilmember/Commissioner Jerzak moved and Councilmember/Commissioner Butler seconded the adjournment of the City Council/Economic Development Authority Work Session at 9:14 p.m. Motion passed unanimously.