11/10/1999 - Special (2)
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NAHAB
" Neighborhood,& Affordable Housing
Advisory Board
MINUTES
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NEIGHBORHOOD & AFFORDABLE HOUSING ADVISORY BOARD SPECIAL MEETING
CITY OF CLEARWATER
, November 10, 1999
Present:
Rev, William Graham
Warren Hunt
Howard Groth
William Turner, Sr,
Stephen Jefferies
Milly Joplin
Peggy M, Cutkomp
Chair
Vice Chair
Board Member
Board Member
Board Member
Board Member
Board Member
Absent: .
Mayme W, Hodges
Joyce L. Smith
Board Member
Board Member
Also Present:
Michael Holmes
Brenda Moses
Housing Manager
Board Reporter
The Chair called the meeting to order at 10:00 a, m, at the Main Library,
To provide continuity for research, items are in agenda order although not necessarily
discussed in that order.'
ITEM 2.:::..!ntroduction of NAHAS Board Members
Members introduced themselves'and their area of representation.
ITEM 3 - Citizens to be Heard
One resident expressed her appreciation of the good work being done by Habitat for
Humanity and the number of people willing to give of their time for such causes,
ITEM 4 - Subrecioient Rankina Svstem Discussion
Housing Manager Michael Holmes said the purpose of today;s meeting is to discuss the
Subrecipient Ranking System. In response to a question, Mr. Holmes said staff will complete
Items A - J of the Subrecipient Ranking System questionnaire and provide the NAHAB with
results, He explained the subrecipient application process, In response to a question, Mr.
Holmes said the TRC (Technical Review Committee) is invited to conduct subrecipient site
visits with the NAHAS once a year and attend agency presentations at NAHAS meetings, It
was suggested staff invite the City Manager and t_he Commission to annual subrecipient site
visitations, It was felt the visitations help the TRC and the NAHAS see the conditions under
which subrecipients work, In response to a question, he said the City uses 20% of available
funding for planning and administration purposes, The remainder is available to nonprofit
organizations,
Discussion ensued regarding how much weight the TRC and the NAHAS scores should
have in the ranking system process. Subrecipients with grant writers and others more versed
in completing applications may receive higher scores since the TRG ranks them solely on
information provided in the application, Mr. Holmes said regardless of weight, the NAHAB
makes the final decision regarding funding allocations and recommendations to the
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Commission, One NAHAS member submitted 5 suggested questions that the NAHAB can use
, to make final decisions regarding allocation of funds to subrecipients. He suggested weights
be associated with each question.
The meeting recessed from 10:46 to 10:56 a,m.
Discussion ensued regarding the questions submitted to the NAHAB for consideration
in the subrecipient ranking system process. It was suggested that a specific weight be
assigned to the subrecipient ranking system questionnaire and that it be evaluated by the
TRC,
Member Joplin moved to accept the 5 suggested questions presented as part of the
NAHAB's subrecipient ranking system evaluation process, The motion was duly seconded
and carried unanimously.
Discussion ensued regarding how much weight to assign to the TRC's scores.
Currently, TRC and NAHAB scores count equally. In response to a question, Mr, Holmes said
the TAe is an advisory committee to the NAHAS, Consensus was to invite TRG members to
the November 16, 1999, NAHAB meeting to discuss the subrecipient ranking system. It was
requested in the event that TRC members cannot attend that meeting, that staff attempt to
obtain a consensus of the TRC regarding the weight allocation and subrecipient ranking
system changes.
Member Jefferies moved that the TRC be responsible for scoring of Sections 7 and 9
of the Subrecipient Ranking System questionnaire, that a 30% weight be assigned to their
scores, and that a 70% weight be assigned to NAHAB scores. Those weights may be
amended at the November 16, 1999, NAHAB meeting. The City will calculate scores for
Sections 1-4 and Sections 5 and 6 will be eliminated. The motion was dUly seconded and
carried unanimously,
ITEM 5 - Old Business
Discussed ensued regarding unused allocafed consolidated program funds at year-end
that are put back into the program for reallocation. It w,as suggested the NAHAB have the
authority to partially allocate funds regardless of the amount an applicant requests, The
current process allocates funding on an "all or nothing" basis, It was remarked that if caps
are established, subrecipients may be tempted to inflate their requests. It was remarked it is
important to establish a procedure that is measurable and justifiable,
Member Jefferies moved that the subrecipient ranking system include a process by
which the NAHAS can implement a procedure that allows for the option of a second pass
scoring system, if deemed necessary, for reallocation of unused funds at year end, The
motion was duly seconded and carried unanimously,
ITEM 6 - New Business
Member Joplin said she will remove herself from participating in the discussion
regarding this issue as she is on the Tampa Bay CDC Board of Directors,
A subrecipient housing pool has been established to rehabilitate housing, down
payment assistance, and new home construction, At a previous NAHAS meeting, a
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The meeting adjourned at 11 :55 a,m,
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subreciplent had expressed concern that organizations, other than agencies listed on Mr,
Holmes' report, can apply for funds from the housing pool. Previously, non.profits tied up
funds without using them, Concern was expressed that for profit agencies will have an
advantage as they already have a process in place to cover administrative costs, can more
easily .acquire land, etc, It was remarked that public money should not be awarded to
for.profit .agencies. It was commented the end-user will benefit from funds. It was remarked
that the City should not change rules mid.year, Some remarks were made that as long as the
job gets done, regardless if the program inCludes for~profit or not-for-proflt organizations,
funds should be allocated to both, Consensus was to continue discussion of this item to the
next meeting, It was requested that the NAHAB review funding allocations bi-annually,
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ITEM 7 - Announcements/Board Comments
Concern was expressed that an enormous amount of traffic wlll be generated at the
former Sunshine Mall site due to numerous apartment/condominium units being built.
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ITEM 8 - Next ReQular MeetinQ
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. The next regular NAHAS meeting is scheduled for November 16, 1999, at 10:00 a.m,
at,City Hall. .
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ITEM 9 - Adiournment
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'. Chair
Neighborhood & Affordable Housing
Advisory Board
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11/10/99
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