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HomeMy WebLinkAbout1993 07-12 FCA• AGENDA BROOKLYN CENTER FINANCIAL COM MSSION July 12, 1993 City Hall Conference Room B 1. Call to Order: 7:00 P.M. 2. Roll call. 3. Approval of Minutes: May 11, 1993 May 17, 1993 4. Comprehensive Annual Financial Report 5. Organizational Evaluation Process. 6. Criteria for evaluation of requests for funding by outside agencies or groups. • 7. Adjournment: 9:00 P.M. 0 • MINUTES OF THE PROCEEDINGS OF THE FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER MAY 11, 1993 BROOKLYN CENTER CITY HALL, COUNCIL CHAMBERS CALL TO ORDER Chair Donn Escher called the meeting to order at 7:30 P.M. in the City Hall Council Chambers. ROLL CALL Present at roll call were Chair Donn Escher, Commissioners, Viola Kanatz, Pat Boran, Ulyssess Boyd and Denis Kelly. Also present were Council Liaison Dave Rosene, City Manager Gerald Splinter and Finance Director Charlie Hansen. Commissioner Ned Storla arrived at 7:36 P.M. Charter Commission Brooklyn Center Charter Commission Chair Bev Wolf sent a letter requesting input as to changes which might be needed to the City Charter. The idea of creating term limits at 12 years was discussed. Council Liaison Dave Rosene will contact her to relay this suggestion. Finance Commission Membership Council Liaison Dave Rosene presented the proposal that the membership be increased from seven to nine. The City Council is considering this because of the upturn in citizen interest and because the Human Rights and Resources Commission wishes to increase their membership to meet their workload. After a discussion, the Finance Commission indicated that they feel seven members works well for this commission and see no need for a change. Capital Expenditure Policv Commissioner Pat Boran presented the Capital Expenditure Policy as currently written and noted that only the General Fund and the Capital Improvements Fund have unrestricted Fund Balances which need an expenditure policy. Finance Director Charlie Hansen presented alternatives to two sections of the policy. First was in the section titled "AUTHORITY TO SPEND" paragraph A. which reads: Expenditures from $0 to $100,000: Not eligible for funding from the capital improvements fund. Funding required through the general fund. Hansen recommended reducing the $100,000 limit to $50,000. It will be difficult to fund projects of this size from the General Fund given the budgetary pressures existing there. City Manager Gerald Splinter endorsed this change. The Commission decided not to reduce the limit. • • Second was in the section titled "SPENDING LIMITATION/FUND BALANCE REQUIREMENT:" paragraph C. which reads: Fund Balance Requirements: At all times the unrestricted portion of the capital improvements fund must be at least 25% of the general fixed asset fund and exceed the total expenditures for the first three years of the capital improvements plan. After discussion,,it was decided to replace it with the following: Fund Balance Requirements: At all times, a minimum fund balance shall be maintained in the amount of $3,000,000 as of January 1, 1993 and increased by the Consumer Price Index each year thereafter. Commissioner Dennis Kelly moved that the Capital Expenditure Policy be approved as revised and referred to the City (Council. Commissioner Pat Boran seconded the motion. Commissioners Boyd, Escher, Storla, and Kanatz voted in favor of the motion. The motion passed. ADJOURNMENT There was a motion by Commissioner Ned Storla and seconded by Commissioner Pat Boran to adjourn the meeting. The motion passed unanimously. 0 • MINUTES OF THE PROCEEDINGS OF THE FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER MAY 17, 1993 BROOKLYN CENTER CITY HALL, COUNCIL CHAMBERS CALL TO ORDER Commissioner Pat Boran called the meeting to order at 7:00 P.M. in the City Hall Council Chambers. ROLL CALL Present at roll call were Commissioners Viola Kanatz, Pat Boran, Ulyssess Boyd,and Denis Kelly. Also present were Council Liaison Dave Rosene, City Manager Gerald Splinter and Finance Director Charlie Hansen. Commissioner Ron Christensen arrived at 7:20 P.M. Oraanizational Evaluation Process City Manager Gerald Splinter made a presentation on the process and stated that the City plans to hire an intern to help do the needed research. A discussion of the purpose and objectives followed. By consensus it was decided to proceed on the following agenda: 1. Have the intern study staffing and supervision levels through data available from the Stanton Survey. 2. Do a full cost analysis of one or two departments on a pilot basis. 3. Support having the City Manager investigate doing full cost analysis of all departments. At 8:02, Commissioner Pat Boran left the meeting and Commissioner Ron Christensen assumed the Chair. City Manager Gerald Splinter presented the Budget Calendar for the 1994 General Fund Budget and highlighted areas added as a result of the joint City Council/Finance Commission meeting. Commissioner Ned Storla arrived at 8:16 P.M. Severance Policv For Laid Off Emolovees The severance benefits as adopted by the City Council was reviewed. Commissioner Vi Kanatz stated there is potential trouble if the City were to reduce the package now. It has become part of the City's compensation package and is now subject to collective bargaining. There also is no reason to recommend a further increase in the absence of one of the bargaining units requesting it. After further discussion, it was decided to take no action and continue the item to a future agenda. ADJOURNMENT There was a motion by Commissioner Vi Kanatz and seconded by Commissioner Ned Storla to adjourn the meeting. The motion passed unanimously. 0 0 CITY OF BROOKLYN CENTER POLICY RELATING TO CITY CONTRIBUTING TO NONPROFIT HUMAN SERVICE PROGRAMS AND/OR AGENCIES General The City of Brooklyn Center is aware that there are many worthwhile nonprofit human service programs and agencies serving metropolitan area residents, and that such organizations are supported primarily through public and private contributions. Contributions to such organizations from the City of Brooklyn Center, when made, will be distributed in accordance with this policy. Purnose To develop an effective method for receiving and considering requests made to the City of Brooklyn Center from nonprofit human service programs and agencies. To maximize the benefits to the citizens of Brooklyn Center from the limited resources available for human services contributions. To maintain objectivity and equity in granting contribution requests. • To provide a means of monitoring and responding to community needs and interests that may change from year to year. General Policv Guidelines The Brooklyn Center City council is responsible for determining whether a financial or in-kind contribution will be made by the City to assist nonprofit human service programs or agencies. The City Council will consider the following guidelines in determining which nonprofit human service program(s) or agency(ies), if any, receive contributions from the City. This policy should not be construed to obligate the City Council to provide financial or in-kind human service contributions. 1. The City Council shall contribute to nonprofit human service programs or agencies for one year, with the option for further contributing after review and approval by the City Council on an annual basis. All requests for contributions must be submitted to the City by May 1 for consideration for the following fiscal year (January 1 to December 31). 2. The City Council shall give special consideration to Community Social Service Act priorities established annually by the Northwest Hennepin Human Services Council and to annual needs assessment findings of the Brooklyn Center Human Rights Commission. -1- 3. The City Council will give high priority to contributing to programs or agencies which can demonstrate that the contributions are used to provide services to Brooklyn Center residents. 4. The City Council will give preference to contributing to nonprofit human service delivery programs or agencies that act as an advocate and advisor regarding other available human services for the Brooklyn Center population. 5. Contribution requests will normally be considered in relation to existing City human service commitments and the target populations served. 6. The City Council may request proposals from a variety of alternative sources. 7. Preference will be given to programs or agencies which: A. Have taken affirmative efforts to raise funds to support their efforts. B. Demonstrate in their budgets that there is a continuing concentration on minimization of administrative and overhead costs. C. Cannot be effectively or fully funded through other sources. D. Sponsor programs which have verifiable benefits to the community at large; for example, programs that enhance the effectiveness of City service delivery programs. E. -Make effective use of volunteer skills and in-kind contributions to reduce the cost of program/service delivery. 8. Final approval of requests are subject to the City's public hearing and budget approval process. Contribution Reauest Guidelines The completion of the following procedures is the responsibility of the City Council. 1. A letter specifying the required information for consideration for contributions and the deadline for application will be sent to the programs and agencies that have previously requested and received contributions from the City. This information will be • available to other interested parties upon request. -2- • 2. All written requests for contributions must be submitted prior to May 1 for consideration for the following fiscal year (January 1 to December 31). An Application for Contributions form must be filled out completely and submitted as part of the written request. 3. The City Council may request an oral explanation of the written request from each applicant prior to establishing priority rankings. 4. Upon request of the City Council, the Brooklyn Center Human Rights Commission will be available, in an advisory capacity, to research and monitor groups receiving City contributions. 5. City staff may make contribution recommendations to the City Council based upon use of the Evaluation Form for Contributions Requests. Needs Assessment Guidelines On an annual basis, the Human Rights Commission will conduct a needs assessment in the area of human service needs of the community by reviewing the resources listed. A. Community Social Service Act priorities established by . the Northwest Hennepin Human Services Council B. Priorities established by the United Way C. Local newspaper reports on human service needs or issues D. Community Emergency Assistance Program (CEAP) priorities E. Applications for Contributions, City of Brooklyn Center (for nonprofit human service program/agency) F. Ministerial Association priorities G. Other appropriate sources Additional efforts shall be made to monitor the community by methods available to the Human Rights Commission at the time of assessment. An annual report outlining current human service needs in Brooklyn Center will be prepared by the Human Rights Commission and submitted to the City Council for review. This report may be accompanied by specific recommendations for action by the City to deal with human service needs. • -3- • • EVALUATION FORM FOR CONTRACTUAL SERVICES CITY OF BROOKLYN CENTER Applicant Program/Agency Name- Address- City, State, Zip- Contact Person- Phone Number- Date Application Submitted- Budget Year Requested- Score each statement based on the maximum points listed in parentheses next to each item. The higher the score, the more the actual request is equated to the statement. A total of 100 points is possible. For Y/N responses, select Y for yes or N for no. A. PROGRAM OVERVIEW (20) (10) 1. The applicant has a realistic view of their resources and the program is limited to their level of competence. The applicant indicates the availability of an effective staff. (5) 2. The applicant has demonstrated the ability effectively to reach its target/demographical and geographical areas. (5) 3. The methodology employed to measure the program is effective, clear, and concise. B. BUDGET (30) (10) 1. The total amount requested from the City of Brooklyn Center is reasonable given the overall program budget. (10) 2. The budget request is reasonable given the objectives of the proposal for the contribution period. (10) 3. The administrative and program service costs are in reasonable balance. (Y/N) 4. The use of volunteers is reasonable and cost effective. March 1992 C. CONIlN1UNITY NEED (30) (10) 1. The applicant is meeting an important community need. (10) 2. The extent of this service does not overlap with services provided elsewhere in the community. (10) 3. The number of Brooklyn Center residents served is high in relation to the amount requested. D. ORGANIZATION NEED (20) (10) 1. The program is not viable without local government support. (10) 2. There are few, if any, alternate sources of funding available to the applicant. TOTAL SCORE 0 r APPLICATION FOR CONTRACTUAL SERVICES • CITY OF BROOKLYN CENTER (FOR NONPROFIT HUMAN SERVICE PROGRAM/AGENCY) Date Submitted- (Deadline is June 1 for consideration for the following fiscal year, January 1 to December 31.) Applicant Program/Agency Namw Address- City, State, Zip- Phone Number- Contact Person- PROGRAM OVERVIEW 1. Generally describe the program/agency, including its mission, date established, services, and goals. 2. Explain the areas of expertise of the program/agency, including a description of the range of staff capability. 3. Describe the target group for services of the program/agency. • March 1992 -1- • • 4. Describe how the program is marketed, and to what geographical and demographical areas. 5. Discuss the methodology employed in measuring the effectiveness of the program/agency. BUDGET DOLLAR AMOUNT REQUESTED FROM CITY TOTAL PROGRAM/AGENCY BUDGET CITY AMOUNT AS % OF TOTAL BUDGET % % OF TOTAL BUDGET FOR OVERHEAD AND ADMINISTRATION COSTS % 6. List specific secured and anticipated sources of contributions available to the applicant. SECURED (S) OR SOURCE AMOUNT ANTICIPATED (A1 • 7. List in-kind items requested from the City. -2- Describe use of all in-kind contributions, and include estimated value of each in- kind contribution. 9. a. Describe use of volunteers. b. Describe how the use of volunteers impacts your budget. 0 COMMUNITY NEED 10. a. Explain the community need for the proposed service. b. Discuss possible alternative sources for those services available within the community. c. Describe why those alternative services are not fulfilling the current needs. • -3- 0 11. Describe how Brooklyn Center benefits from the services provided. 12. State the total numbers of people from all communities who participate or receive direct benefits, and describe how these numbers were determined. PROJECTED TOTAL TO BE SERVED NEXT YEAR TOTAL SERVED LAST YEAR • 13. State the numbers of residents from Brooklyn Center only who are served, and describe how these numbers were determined. TOTAL SERVED LAST YEAR • ORGANIZATION NEED PROJECTED TOTAL TO BE SERVED NEXT YEAR 14. What would be the consequences to your program/agency of not receiving the amount requested? -4- Include the following supporting documentation that must accompany this application. If any item is not enclosed, please explain why not. 1. Financial statement for the preceding fiscal year. 2. Proposed budget for the upcoming fiscal year. 3. Data substantiating the need for this service in Brooklyn Center. 4. Proof of nonprofit status. 5. List of current Board of Directors. 6. Job descriptions and resumes of key personnel. 7. Statistical or other data measuring effectiveness of the program/agency. Signature • • Title Date -5-