Okay, let's see here.

I'm gonna just use this.

This meeting is called to order at 6 p.m.

Live captioning is available this evening to access this, select the show captions button in the meeting toolbar and select your preferred language.

Staff and commissioners are participating both remotely and in person.

Members of the public are welcome to provide public comment and listen to the meeting in person or on Zoom.

I will now call the roll.

Commissioners, please say here after I call your name.

Vice Chair Hayes.

Commissioner Gonzalez.

Commissioner Sing.

Commissioner Perelman.

No, she's not on there.

Okay.

And Commissioner Rashid is absent.

There is, wait, so one, two, three, four.

Okay.

We have four.

There is one set of minutes to approve this evening.

Please take a moment to review the January 5th minutes in front of you.

Any discussion on the January 5th minutes?

Is there a motion to approve the January 5th minutes?

So moved.

All those in favor say aye.

All right.

January 5th minutes are approved.

Okay.

At this time, we are taking oral communication.

Staff will call the names of people in the order they have signed up, either online or in person.

Members of the public may speak during one of tonight's oral communications for up to three minutes per person or agency program.

After everyone who has signed up to speak has been called, staff will ask if there's anyone else who would like to speak.

Staff, can you please call speakers for oral communication?

We currently do not have anyone signed up in the room or online, but if there's anyone that would like to speak, you can go ahead and raise your hand.

Okay.

So we'll go straight to staff and commissioner reports.

Do we have any commissioner reports?

I can report back from this council meeting last week.

So council meeting happened last Tuesday.

It was me, um Tony and Michael Schiazowski, which is this always happens before the funding cycle.

Um worked towards.

So there was questions from council about that.

Um we did have a council member ask us about our contingency, where we had a if you gotta remind me um a 2%, like our fluctuations couldn't exceed 2%.

Um, and a council member did ask if we would like if they would like to recommend they would like to recommend an increase to 5%, which would give us a little not a little, a lot more flexibility in if we ended up seeing something wildly different than what we're expecting when it comes to applications, right?

We're assuming we know what we're gonna see, um, which is why we have the recommendations like we do.

Um, but they were offering us a little bit more flexibility.

Um, they ended up not voting that, so it's still at 2%, but they might talk about it later.

Um, they I think they just needed more time to talk to staff about what that actually means with that increase.

Um, we did uh they did agree to our recommendations fully, so I will say that.

There is a language issue with certain council members on our priority.

So how we have on the priorities, we want, and I'm gonna get the numbers wrong, but um more than 26% to youth programs, and then more than 23% to culturally linguistics specific services.

Um a council member, uh, and I would wish she was here so she could speak to this, uh uh suggested changing culturally linguistics specific services to something more broad.

Um there was she changed it a couple of times, but I think was trying to look for like uh organizations that serve historically marginalized communities.

There was some other language that she was adding in there, but making it very broad.

Um everyone uh from the human service staff, myself continued to talk about the importance of this language of creating the safety net so that we can serve our culturally linguistic um community members the best way.

Uh but I will say that they tabled it, and they will discuss it next week's council meeting.

So staff has to come up with um different language to present to city council, and that will be presented next week.

Not this week, it's not on the next next Tuesday.

Yeah.

Um, but the good news is that the per like our recommendations went through were approved.

So even if language changes, that doesn't stop us from not being able to fund programs um through our strategic plan, how we've decided to do it, and with the contingency plan in place.

So I will say that's great.

Um, is there any questions?

Angela Yolga has her hand up.

Yeah.

Welcome, Ova.

Yeah, hello.

Sorry, Ryan, a couple minutes late.

Uh just so I understand.

I think I joined when you were talking about the 5%.

Can you maybe just clarify what that's all about?

Commissioner Perelman, do you mind speaking up a little bit?

Send a little bit quiet on our end.

Okay.

Um, what is the five percent that was referenced?

So in our recommendations for contingency plan, we have it in the in place that our flux, like our adjustments due to well, uh let's say the applications that we get are wildly different than what we were uh preparing for.

We will be able to adjust as necessary, but nothing to exceed over two percent.

I said that right.

Yeah.

Um, council member wanted to uh increase that percentage, but that was a question and a wondering from one of the council members that they ended up not voting on because they wanted some more context, I think from staff.

Okay, so what did they vote on?

They voted on, they voted through our recommendations.

They voted on they voted through our recommendations, so they voted on that, and then they voted to talk about the language change at a next meeting.

Thank you.

Yeah.

Good job.

Thanks.

It's always fun.

Um, so to my understanding, the proposed language change went back and forth a few times.

And one of the concerns the staff brought up is that it would broaden the category a little too much that were then kind of void the purpose of that specific bucket.

So I was wondering if it would be appropriate for the commission to make a motion in terms of our preference in language to the bucket, and it doesn't necessarily need to be exact language, but to honor the spirit of what we are trying to capture in that bucket.

Would that make sense?

Yeah, that yeah.

I also would like to add to that.

That this language was a direct uh ask from our human needs update assessment.

It's what the our community had asked for, and so that's why that language is the way that it is.

Like we um, and so I think what Chris is suggesting just for us to make sure that we stand behind the language why the language is used the way it was the way it is, yeah.

Yeah, can I uh I guess I'll make a motion for staff to add um our preference and language in the report to council with in regards to maintaining the spirit of what we're trying to capture within the bucket and correct me if I'm wrong.

I've well let me start with the motion and pause there before the motion we and then a discussion.

Okay, so is someone second Chris's motion.

I hear a motion to add to staff's report our preference to keep language the way that it has been intended to maintain the to maintain the spirit.

So can you you do you remember what exactly was the language?

Uh I think we discussed that and then when we put that specific.

What do you mean?

We we changed that wording when what was exactly the wording was for our wording or for what was suggested by council, our wording, culturally linguistic specific services, okay, and what they want, historically marginalized communities.

The council is asking staff to come back to the next meeting with some alternative language.

Um to alter it from what is from culturally and linguistically specific.

And again, we're talking about the programs that the organizations serve, not the people like that's the programs, culturally and linguistically specific services, their programs, but we need a second, and then we can have a discussion.

I second all those in favor say aye.

Aye.

Those not say nay.

Well, nay, because I feel like we haven't discussed it.

Yeah, it was this uh so discussion for this discussion.

Oh, I just don't I needed a second before we had a discussion.

You got the second.

Yeah.

Oh, okay.

So then don't vote yet.

No, okay, got it.

Okay, got it.

No vote.

Just needed the second.

Okay, thanks, Olga.

Okay, so now we're able to discuss.

I guess maybe we should talk for pros and cons because and I guess I have more of a question for Ruth.

What are things that the staff is going to come back with because maybe we should influence that versus just saying we should stick with the language because I'm more concerned that we have no say in these options.

That's a really good question.

Um there was a meeting today to prepare for the council meeting.

And um I'm trying to see if I have the language.

The proposed new definition is culturally and linguistically specific programs are programs and services that are designed for a particular linguistic or cultural community to meet the diverse and evolving needs of Bellevue communities and delivered through approaches that are shaped by the culture, language, and lived experience experiences of those receiving the services.

So I'm not sure if um I'm not sure what happens next.

And I just want to clarify the motion on the table is not to stick with the original language per se, it's to stick with the original intent of the language.

Uh which means uh we are trying to capture a certain sector of the non-profit uh uh field or arena sector that delivered direct services to uh in a way that is culturally and linguistically relevant to the cook community, so what my feel was is that if we broaden this language too much, it might it might void our intent of targeting specific organizations with this intent or mission to serve culturally relevant programs.

I wish we could find what they suggested last week so that we could hear the difference between what was suggested and why it was very broad, even um Michael Schiyazowski was saying with that definition, any of the organizations can apply like would qualify and it would definitely do a disservice to the work that we are the commission has been trying to do in order to serve um a specific community, specific communities.

Do you have anything to say?

Yes, I can believe it.

We wanna use double.

I mean, it's something that I can it's very strong for me as a Latina.

So I can say but the new proposal it covered a lot of the stuff already.

But the new proposal, it covered a lot of the stuff already.

Yes, that's why I said it would be important to hear what the what the council's suggestion was because what Ruth read was great.

Great, yes, it covered what we were changing.

Yeah.

So we need to hear what they want.

Yeah.

Yeah, I agree.

Um multiple alternatives were said out loud at the meeting, but I don't know that any of those are actually being considered.

What the um city manager said after that meeting is that staff will uh offer an alternative, and that's what I read to you.

So I'm not I'm have no idea if other languages being considered or not.

And uh if I remember correctly, the council member wanted this category to align more with the disabil or sorry, the diversity um strategic plan, or it's the uh align more with the DAP plan.

And I'm curious if we have that language in front.

That was one of the bits of language that got suggested, and um I don't have that in front of me, and I don't know if that's still being considered as a um possibility.

I do think you have uh motion um understand you're still discussing, but I'm not sure if we had any of these other bits of language, if it changes what you all will do, because um we don't know what else is going to be considered next week.

We only know that we were told to offer some alternative language, which is what I read.

That's the only part we know.

Yeah.

The only thing that we can do then is just stand behind our original language by the motion that or the spirit of support the human service staff for the report next week with the language that Ruth brought, right?

Like I feel like that's so what are the other options?

They still have to work if they send us the all, or this is the final one you're sending.

We don't know what else they're considering.

This is the only this is the one staff was told to write some language, and this is the language we've wrote.

But we don't know what else they will discuss.

City council will discuss.

City council.

And they're gonna decide it without and like it's not coming through us.

So council is gonna end deciding it.

So we can uh book.

And I don't know what different pieces of writing they're considering and then they're choosing.

We were only told to to offer an alternative.

If we take this, then we have to attend the meeting city council.

We should go and sit back with our wording and express that we want.

Let's see what they say.

I'll come on the meeting city council and see.

Yeah, I guess I find it's strange for the motion we have on the table.

No, no, we don't know all of the alternatives.

I I like the idea, but to vote on it seems odd.

It's it's fine to have it on our notes that we are interested in keeping the spirit, but I'm not sure why we need to vote on it.

I agree.

So they uh direction to staff in order to add in their report uh the commission's stance on the language that is going to be discussed, and unfortunately, this will be decided before the commission has another opportunity to gather and further discuss.

So even if we left it in our notes, it doesn't guarantee it doesn't obligate the staff to inform council of the body's preference for this category language.

I don't understand that why our vote makes it any different still.

So the vote is a directive to staff to add um our preference into the presentation that they will give to council next week.

I want to hear what they have in their mind, city council.

So I will not refer to vote today.

Yes.

Vote on what though.

Any language we stand behind the language proposing before the city.

Okay, but could we put could there be a way that we are still allowing, like we still want staff to report that the human services commission stands, like just even by like our original language, or no?

We're just gonna I want to hear what they want.

Okay.

Same because I felt like we're not getting the whole picture, and it's hard to tell which direction they're leaning, and they might have some really great ideas that we have not contemplated as we're speaking here.

Okay.

Also just wanted to remind everybody that we have the language, so it's the things that we've already voted on, we've already agreed on, and I totally hear that there's great ideas, everyone has great ideas, but what was presented was a broadening of the language to make sure that to ensure to not ensure that the communities that we wanted to serve by using this language are served.

They might throw a curveball and have something or might go with human service staff's suggestions, but just like the overall theme of the meeting last week was generalizing the language instead of having it be so specific.

You can always um vote.

I can hold a vote for one.

Hold a vote for the motion of Chris, of Chris's and then okay.

So still holding a vote, and we are voting on behalf or okay.

I motion, no, what are we voting on to for staff to have okay to report that the commission's preference?

Oh yes.

Sorry, sorry, Hilda.

Uh you're voting on whether you are voting that yes, the staff should report their preference to the city council that the commission would like to maintain the spirit of the original language.

Okay.

So can we have a vote for staff to report to council next week that the commission supports the spirit of the language, the original language in the human service recommendations?

All those in favor say aye.

Do I vote still?

As I still vote, yeah.

So I say aye too.

All those in favor say nay.

Um, sorry, I just tricked you all.

And uh eyes have it, right?

Yeah, okay.

Awesome what it means to represent the commission's vote uh in when we go to council next week.

Right.

Do you know what time you're on the agenda?

No.

It's in the big council chambers.

So send us an email.

What time?

Yeah.

We'll go.

Once they publish uh the agenda, I will send it out and we can see kind of where we land.

Okay.

That was fun.

Um now for new business.

Oh no, staff reports.

That that was that was just all of my report.

So staff report, Ruth.

Thank you, Chair Fan.

Um, let's see.

I have two things to tell you.

Um, there's a vacancy on the commission uh because Angela White stepped down.

Um the uh council member Lynn Robinson will continue to be our council liaison, and I haven't heard yet what's happening with filling the vacancy, but certainly if you know anyone who's interested, um, encourage them to apply.

But I it isn't posted yet, and I will let you know as soon as it gets posted.

Uh the other announcement I have is that the big picture school, which is a Bellevue uh school district middle high school, um, they are having some classes that I taught today where they learned about the human services needs update, and they are preparing speeches that they're going to give here on March 9th.

They're looking at the needs, they're gonna pair up and do some research about different needs, and then they're gonna be advocating for the need that they think needs to be funded.

Um I I think some of them will be advocating for specific agencies because I think in their research, they're gonna end up advocating for agencies.

Um if and uh it is coming up on March the 9th from 8 to 11:30 in the morning, and Giselle and I will send that to you as an official invitation.

If more than four commissioners attend, then we will label it a special meeting because uh you'll be listening to the topic of human services, and we would need to call it that would be a quorum.

Um so if you're interested in going, I'll be checking back so that I can get a count of how many are people are coming.

They'll be in two different rooms um giving three to five minute speeches on the topic.

So yeah.

Yeah, those are my only reports.

Thank you.

Any questions, Jimmy?

Do you have a question?

We need to let you know now that you can let me know later.

Do you already know you're coming?

Okay.

Do you even know what day of week that is?

I had to look at that.

That's a Monday.

Yeah.

What time do you see it?

8 to 11:30.

Monday, the 9th of March.

Which grade?

Any idea?

Which grade?

Um, they were seventh and eighth graders.

Yeah, I'm preparing eighth graders for seventh.

Thank you, Ruth.

Uh, new business.

New business item number one.

Our first order of business is an overview of the monitoring monitoring of city-funded human services agencies over the past year.

So this is going to SATA.

All right.

Let me make sure.

Giselle, can you click out of that little thing that says the sign in?

Oh, you're okay.

Yeah.

Are you able to just cool?

All right.

Well, welcome everyone.

Um, today we're gonna get to talk about what is monitoring.

I think most of you know what it is, but we will go through that and what is the process as well as items considered during our monitoring visits, and we will provide a little quick snipshot of where we're at with our data and some key themes.

But before we get to that, we have a couple of professional actors in the room that are gonna act out what it is like to go through a monitoring visit.

So Andrew, welcome.

Yes, Sarah.

Thank you.

Okay.

So Andrew, thank you so much for allowing me to come and monitor you all.

How are you doing today?

I'm well, thank you.

It's always a pleasure to have you here.

Yes it was seeing you at our coffee chat and at eHack.

I've seen you in so many events.

It's always a pleasure now I'm seeing I'm seeing you in person.

Yes.

Um so today Andrew you've already got me all of your checklists you've got me all of your policy that covers your whistleblower policy conflicts of interest.

Uh we've already talked through some of your do you need me to make it bigger Jimmy Bam yes I can everyone hold on just a moment okay okay let me zoom in this just gives you a quick idea what Andrew at his agency is going to be talking about um so thank you Andrew for sending this ahead of time I was able to review all of your policy that covered whistleblower conflicts of interest we also went through your internal controls you got me um a copy of your policy around that that was very detailed as well as your records and retention non-discrimination grievance policy um and your audits so thank you so much for that pleasure and at this time I would just love to hear a little bit of how is the program that we are funding how's that going yeah thanks for asking and um the program uh we're working um we uh um we have success stories we've um had uh families exit homelessness those that we've placed into housing but of course we also have you seen in the narratives that we send during our reports uh some challenges that we are having um uh a bit of those challenges I can share with you is uh increased uh operational costs um staffing gaps you know but also limited uh funding streams that is making it hard for us to sometimes meet our goals uh but we are trying we are doing our best to serve um uh our residents and the community thank you um for speaking into some of those challenges and we have been incredibly amazed how you all have been attentive providing services getting your quarterly reports in on time and as you can see on your scope of work that your contracted to do you have been meeting your service units and providing bed nights uh for the shelter services I know that in your narrative you also spoke about it now that um you all have exceeded your service units um and that finding has been uh a barrier um so thank you for including that in your um in your narrative has there been any other challenges in terms of communicating with the city or any support that the city can offer you all yeah thank you um first of all we appreciate the funding we are getting from the city and also we appreciate the technical assistance that staff human services staff provide us that you're always available when we need you and that helps us a lot during our reporting or even other challenges that we face um but as you said uh we meet our goals however there's also a lot of challenges that we can't actually meet every family um that comes to us for services to meet their needs or provide shelter to them which is a constraint and there's no much other alternatives in the community but I appreciate the uh fact that the city has always there to support us um be it in funding but we could use more funding because as you can tell uh there's more demand for our services than we can afford thank you um and uh anything that you share with us I do share out to our commissioners uh who uh do help inform thank them for us yes all the hard work all the hard work that they do absolutely I will get that um over to them and um in terms of how you're verifying uh resident's income or data can you tell me kind of the process that you all do to report out to the city yeah thank you so for our day center reporting or uh bid nights we do use uh HMIS homeless management uh um uh information system that helps us track their data that means from their intake to everything that they provide us be it um income verifications the last uh place of residency uh whether they're in the city of Bellevue or any other cities uh and other information and helps us also maintain data integrity and uh it gives us also a visibility of um other programs that uh the our clients are participating in great yes thank you for that and for um

That means from their intake to everything that they provide us, be it um income verifications, the last uh place of residency, uh whether they're in the city or Bellevue or any other cities, uh, and other information and helps us also maintain data integrity and uh it gives us also a visibility of um other programs that uh the our clients are participating in.

Great.

Yes, thank you for that and for um providing the residence that you're providing or residence accounts um and uh just verifying where they're at with their income and residency.

So with that, um unfortunately, City of Kirkland and City of Redmond were they were not able to make it.

So I will make sure to share my notes.

Uh but as you know, we do um shared monitoring just so that the burden is not heavy on you all to hold multiple monitoring.

So thank you for that.

Um anything else that we can support you in as we move into um the next steps.

Yeah, so um as you've already mentioned about limited uh funding streams, uh, would appreciate if there's any other funding resources or opportunities to share that with us, uh, and also any connections in the community since you work with multiple uh organizations.

If you think there are any organizations that we call collaborate and um for the purpose of serving our residents would appreciate that.

Absolutely.

Uh, we will make sure as information comes to us that we share out, or if there's opportunities that we can help facilitate partnership, we definitely will do that.

All right.

Thank you, Andrew.

All right, thanks for coming.

All right.

Professional actors, I told you.

Um Andrew, let you take over this.

Yeah.

Um thank you for uh listening and paying attention to uh script there.

Uh I hope to made uh some sense just a little bit um of what and how what you know our monitoring visits look like.

Uh I want to hear from you all as well.

What do you think monitoring is from what you've seen?

Uh just seen between me and Sada.

Um, what does monitoring mean to you?

What do you think it means?

For some of you have been at some of the monitoring visits you could share out.

How many are monitoring that do you do a year for one organization?

That's a great question.

We monitor all of our agencies that are funded um every other year.

So right now in 2025, they all got on-site monitoring, and that is where we go through that heavy checklist where they provide all of their policies.

Um, and we do compliance check as well as again monitoring, really is the focus is on continued relationship building.

And then when we're on the other year, we're doing more of the light touch check-in.

That's where we've invited commissioners to come with us and be able to do on-site touring.

Um, again, an opportunity for you all to get to know who our agencies are and the work that they're doing.

Um, and it's always honoring to our agencies for you all to take interest in their work and to be able to firsthand witness um their work.

Thanks for that, Christian.

Um, anybody else wants to share?

I had the opportunity to go with Christy to with Andrew, and then I wait, I was part of a monitoring visit with SATA because it was the organization that I was with.

Um and I will say all three of you are super open, kind, community, like it was um being on the other side when people you're dealing with funding and like strict like like strict monitor, like you know, like reporting.

Um, it can be very stressful for others.

And so just the fact that you guys make it very um friendly and open and more of like that dialogue.

Um, I just always like appreciated.

And Christio was we were there for like two and a half hours.

It was so much fun though.

But I just uh so yeah, the work that you all do to keep those relationships, to keep that communication is like it's a lot.

it can be very stressful for others and so just the fact that you guys make it very um friendly and open and more of like that dialogue um i just always like appreciated and christio was we were there for like two and a half hours it was so much fun though but i just uh so yeah the work that you all do to keep those relationships to keep that communication is like it's a lot so thank you so much for the work that you do i did have a question about what happens if that checklist that you provided at the beginning like if the if um organizations don't provide certain things like i i picked out like board minutes like it was like three board meeting minutes like what happens if they don't provide certain things so we do usually um ask for these documents in the checklists um a couple weeks before um the monitoring basis to give them time to collect that but of course there are times when we um reach that monitoring date when they have not received some of the financial documents for example or the board minutes have not been signed off we give them time before we send our summary letter to uh submit it to us after the monitoring visit so they have that let's say grace period where they can actually share any uh missing information or pending information and it's also an opportunity for staff to provide technical assistance so sometimes it may be like well we're newer agency and we've actually never created a whistleblower uh policy in-house um so that's an opportunity for us to just walk alongside of them and you know or get them plugged with other agencies that have done that work or that have created that um and sometimes even with the board meetings um if they're just got getting started with that they let us know and we always uh keep justifications if something is missing uh all of that is documented so again it's not at all uh I got you moment all of this has been a preparation is very transparent agencies know what to expect and if there's gonna be any kind of hindrance or barrier uh we're addressing that with them staff come together if we're not quite sure how to do that we talked amongst ourselves to figure out how to best support them so it we're truly not going there to find like hey what is happening what's the shortcoming it is uh what are the barriers and how can we support you to make sure that you do stay in compliance uh the compliance piece is also just to honor both uh counsel uh that we're showing council that we're being you know good stewards of the dollars that they're entrusting agencies with um but also honoring our agencies to make sure they stay in compliance so that they can continue to engage with city federal dollars because they will have to continue to show the compliance piece but um as the things are changing everywhere and this is the taxpayers money and we need accountability yes we can be nice to everyone we want to help everyone i want people who really need help the help should go there but we need accountability how the there do the checks and balances so that's the monitor I think we can't go on we need to verify we need accountability our state is doesn't have infinite nobody has infinite money we have to budget as as we have to cut our funds when last year we have to check we want to give the money but it's a tax bill money and we have accountability.

The accountability piece um commissioner Jimmy it comes in many many levels on-site visit is just truly an opportunity for us again to uh support them holistically um but before agencies can even contract with us there is multiple things that is verified that they have to stay in compliance with and then once agencies do go into contract with us then they are um most of them are on a reimbursement model which means that they provide the services first and then we pay them out and in order to get paid they provide their reimbursement reports that has the services that they're providing who they're uh providing those services to um and then we ask for backup documentation to show where the dollars are being spent which means if you're asking us to pay for personnel uh for seven thousand dollars you have backup that shows that's seven thousand dollars if it's for office you have a backup that shows where that money is going um and that happens every quarter and some of them are also on monthly depending on if they're doing uh monthly or advanced payments so the accountability starts quite early um so we're not necessarily looking for monitoring visit as the accountability form because we often know what we're going into it's not a surprise for us.

Like if they give any information, let's see, so and so we spend on this much.

Is there any cross check that is actual money went to that person or that anything?

Andrew.

Yeah, I can just echo what uh Sada just mentioned that um that accountability starts from the beginning.

So through the contracts that we have with our agencies.

Um here about service units or you know, the services they are providing, uh equivalent or appropriate to the costs that to the to the funding that they receive.

And this comes from the beginning when we negotiate like the scope of work.

Um I think Sada showed a bit of that.

So they tell us what um units or what services they're going to provide.

And all these uh services also have costs attached to them, right?

So we that's what we verify through what Sada just mentioned, monthly reporting uh or quarterly reports when they submit their reimbursement reports.

So we verify that even before the monitoring visits and work with them if they you know there's some struggles.

Um, but we could report that most of our agencies, if not all, actually achieve their goals, and that's because they also know they have that's their state target, and uh so they have to work around the scope of work that has that we know they negotiated at the beginning of the contract term.

And when we do on site visit, it's not uh financial audits.

Um, however, agencies are expected that they keep all of their backup documentation, their receipts, if we do need to be able to see them.

You are not doing financial audits.

Um we do financial on a on more uh what we're funding, but we're not going deep deep into their accounting and into their books.

Uh we simply look at what we are funding them for.

So if we're funding the shelter bed knife for $70,000, they're providing us quarterly backup document to show to show us where those dollars are going.

So that's what we monitor is just simply where we're funding them.

Okay.

Yeah.

Okay.

Is there anything else you want to add to this, Andrew?

Yeah.

How often do organization utilize the city of Bellevue in terms of logistics or operational challenges that they may be facing.

And what are the typical uh struggles you see within a nonprofit organization?

Yeah, so one of the uh what we are hearing from agencies is that funding uncertainty.

And uh right now, the most of our agencies are facing that.

Uh so operation wise, also the increased staffing costs.

Uh part of the, you know, um the themes or things that we are hearing from our agencies, um, that there is that demand to retain staff, but also the costs of they can't meet the costs of uh the staffing needs, uh, which creates a gap, right?

In the services, and also um that there's personnel, there's operational costs that we are hearing that um be it maintenance facilities, facilities, if they have like shelters or housing facilities, that they are um having those gaps.

And uh, of course, what we know now about also the federal cuts that have had that have happened uh that are really um uh been a challenge to most of our agencies that we fund.

Yeah.

Um, and I think the other support that agencies are looking for is the reporting.

Our reporting process is pretty in-depth for accountability and uh to show where our money is going.

So when there is staff turnaround or turnover constantly, and they were entrusted to do the reporting, um it's really hard to for agencies that have limited capacity to do the training.

So they often look to us to provide uh good ongoing training for new staff to be able to do our reporting process.

And I just want to add about the operational costs because this is also a theme and hearing from agencies about uh office space and uh community space costs that uh most of our agencies can't afford to do their work.

Yeah.

As you all know, City of Bellevue is quite expensive, and our agencies are trying to expand their footprints and they're trying to provide more services around City of Bellevue.

We keep hearing that it is a challenge to be able to get affordable space that allows them to do that.

I don't think it's shocking to you all.

Just really quick, I just want to ask Commissioner Perlman.

Did you have any questions?

Well, I just want to make sure we remember that you're there.

This might be a bit repetitive because you all ask great questions, and we covered most of it already.

So again, the monitoring process is not any kind of like I got you moment.

We have been doing that very intentionally from doing their quarterly report or monthly report.

We know where our agencies stand and what kind of support they need or what kind of barriers that they're experiencing, as well as incredible wins that they are having.

All of this process is very transparent.

Pre-monitoring mostly means it is as providing technical supports, as providing this information.

And then on-site monitoring, that first year monitoring is conducted on site in partnership with other cities to streamline oversight and reduce agency burden, ensuring program compliance.

Yeah, so uh the monitoring process continued.

Um, like I said, we send an email to our uh partner agencies a few weeks before the visit with a sample form that has all those checklists uh to also give them enough time to collect all that data or documents and send them to us.

Um then uh we schedule the day we go in for a site visit.

Um then uh it it takes about one or one to three hours um for uh that site visit, depending because some of the agencies might have only one program, others have five, six, so you know, time varies.

Um, you know, that's when we review about performance policy and also provide uh support and not any follow-up questions that we may have from what they already sent us.

Um, and then the last piece is that we do a follow-up and send a letter, a summary letter of how they did uh we to address actions and also close out uh monitoring.

Okay, and items considered during monitoring.

Did the agency serve clients living with the within the city?

As you all know, our dollars are uh intentionally create put out to support Bell V residents.

Did the agency ensure clients were low to moderate income?

Does the cost associated with activities service unit appear reasonable?

What kind of support does the agency need from city staff?

Uh you see that as a theme is again relationship building and providing support for them.

And does the agency demonstrate that their systems and procedures are in place to collect accurate information of their reports.

So we were out in the community people, and we loved every part of that.

Yes, among uh the themes, the key themes that we've had uh from our agencies, uh we've heard about the uh growing community needs uh with limited funding, uh rising staffing, uh rising staffing and operational costs, like I mentioned earlier, that is impacting sustainability and uh actually sustaining programs.

Uh, some programs have had to uh be stopped, unfortunately.

Uh so there is also uh lack of affordable office space and community spaces for um agencies to work from and also conduct their uh events or engagements.

Um we've heard about we've heard from several agencies also about the increased fear among immigrants and refugees communities, uh, which definitely affects uh service access uh because of the federal policies uh targeting them.

Um we've also heard about housing instability, shelter capacity constraints, not enough shelter for those that are seeking it, seeking seeking that space and raising needs, assistance among um among very many other teams that we've had.

This one did not make it on the list because I forgot.

Uh, but one of the things that our agencies are also sharing with us is that they, as providers, identify with a lot of um the clients that they're serving, that they themselves are not very far from the work.

So when we say increased sphere among immigrants and refugee communities, um, that means the same people that are providing the services are also in fear for their own safety.

So again, when thinking about who our agencies are, they're very, very, very close to the work that they're providing and the services that they're providing to our residents.

Um, with that, are there any questions before I hand it over to Ruth?

Okay.

Ruth, can you tell us a little bit more about how this work informs commission?

Yes.

Thank you, Sada.

Thank you, Andrew.

Um, so when the planners uh complete monitoring visits, the feedback, the themes that they're hearing, those come to the staff meeting, and then I give that information to the leadership, and that makes the uh higher ups, I would say, aware of issues like the problem, the challenge of space and the high cost of space and the need for space.

Um we bring those themes to the commission, and we invite the commission to uh join us on the site visits and sometimes on the monitoring visits.

We if there is a monitoring visit, we often don't have invite commissioners for the whole visit because sometimes for some agencies that would be a little intrusive.

2026 will all be what we would call soft touch site visits.

So a tour, a check-in, and those are really wonderful opportunities for you all.

So we're excited about that.

Yeah.

Yeah.

Good job.

Thank you, Sarah Andrew, and Ruth.

Um new business item number two.

Next on our agenda, human services.

Man, I don't need to say it.

Ruth will provide an overview of the 27-28 funding cycle schedule and expectations.

Fund stuff.

Yes.

Wonderful.

So I am going to start by holding up one of these notebooks.

Chris, I think you're our only person here who wasn't here for the last funding cycle.

And Olga, I think has been through this.

So with our last funding cycle, we had over 150 applications.

So it was three notebooks.

Each of these notebooks has holds 50 applications.

What I just passed out, and what Olga got in email, is the staff review form.

And over the next few weeks, you are going to decide whether you want physical notebooks with numbered applications with staff reviews, or whether you want it all uh online.

And in addition to that, uh Giselle is gonna pull up the other document, and we're just gonna take a look at what's ahead for everyone, and it's a lot.

So race yourselves.

I'll just tell you the um teen after school and the convening RFPs opened today.

And those two applications are open until February 29th.

So for the month of February, agencies will be applying for those two specific um pots of money that are not uh funds that get go through council.

These are funds that are uh just approved by the parks department.

On March 2nd, those applications are gonna come to you all.

And on April 6th, you all will be um making your recommendations for us to give to the parks department for those two uh funding buckets.

One is for after school care for teens, and the other is the convening funds.

We've this will be the second year for both of those.

Is it the same amount of money?

It's the same amount of money.

Yes.

Right now, it's including the teen can uh the teen.

Those are um those are separate.

Okay.

So how much money is for the teen?

The teen is 86,000 for two years, 86 for year one, 86 for year two.

Okay.

Thank you.

The teen and convening is up is 200,000 for year one and 200,000 for year two.

Um last year we only got less time.

We only got three applications.

We'll probably get more this time.

It'll be more work.

Yes.

Um, are those buckets of funding walk grant or do you divide them among applications?

Um that would be something you all would be deciding.

So the um it could be divided many, many ways, or it could yeah, good.

That'll that'll be your job.

So we will be getting those applications to you, and staff will be doing the staff reviews.

Chris, uh the convening one was East Side Pathways and Eastide for All that got it last time.

And then Eastside Foundation, but they were a different name.

They're a different name now.

Was the third applicant for like the convening one that we did last time?

And then underneath that on March 2nd, the large RFP opens that where these come from.

It opens on March 2nd, it closes on April 6th.

After April 6th, all of the 17 cities that use the same application will spend about a week downloading all the applications, getting them sent to the cities because someone might have applied to Burian and Bellevue.

So it takes about a week for all the applications that are ours to land with us.

On March 3rd and March 4th, our two funders workshop.

I just wanted you to have a have a sense of how the funding cycle will go.

That's where people can go if they think they want to apply and they can learn about how to apply for these funds.

Uh, sorry, then the download of the and the file creation goes on from about April 7th to April 14th.

And then at that point, when they're ready, that's when they're ready to give to you all.

You all are going to be expected to read all of the applications, and we will get more than 150 this time.

Uh we will get more.

But to begin with, you're going to be assigned to a few groups.

So Delphina may be assigned to shelters and food.

And so that's where you would focus your energy.

Even though you'll have all of the applications, those are the ones that would be your group.

And while you all have your hands on the applications, the staff are going to be doing the reviews.

So they have to read the application and they create this summary.

So you'll have the applications, and these will come in shortly afterwards.

After they're finished with these, they'll send them to you.

On May 4th at this meeting, we're going to have a public hearing.

Um, I'll warn Chair Fan that that meeting could run long.

We do expect a lot of agencies and people to come and speak on behalf of the work.

On May 18th, this is a tentative schedule for these, but currently on May 18th, June 1st, and June 15th, we have three special meetings.

So those would be in the other room where it's not recorded and where we can work in groups.

And Delfina will be in a group with another commissioner and a staff person, and uh commissioners will be paired off with a staff, and you'll be looking through shelter.

And what we know now is shelter is going to get X percent of the money.

So you'll have this many applications and you'll be figuring out within shelter how to move that money around and what recommendations you make.

So we're gonna do that over three meetings, possibly two meetings.

We'll have to see how long it takes.

And then July 6th and July 20th are currently public deliberations.

So you'll be back in this room, and Delphina and her group will present their recommendations.

We did shelter.

This is what we recommend.

And then the group will make other recommendations or ask questions, and we'll do that over the next meeting or two.

We could be finished by July 20th.

There are no meetings in August, but if we're not finished, we'll come back in September and finish.

Then the July 20th.

And it's possible those meetings could run a little late too.

I think we need to be prepared for that.

But we can bump into September if we need to.

And then just that's the end of the list there.

But just so you know, as soon as you all make your decisions, the planning team can get started on scopes of work.

The final approval will be with the budget in November, but it really allows our planners to start early early with the agencies to get started with their contract and their scope of work so that it actually can start in January when the when the new budget year starts.

When do we know how much money we have?

Or do we know that already?

No, we don't know that yet.

Okay.

And we know the percentages.

Okay.

So yes, we'll have a number to work with.

We'll have a number to work with.

Yep.

Um the application process with us.

The application process that the agencies go through.

Yes.

What would what would you like that to look like?

So I'm just curious because I've I've never written a grant proposal.

So as someone who has never been on the other side of the table, I would like to know the kind of pressures or stresses or challenges a organization might be facing with these applications.

That's a great question.

On March, you have a funders workshop.

Yep, the funders workshop, they're both virtual.

Um, and I think Christy, Christy, do you have your hands up?

Did Christy have her hand up?

Yeah, we're gonna promote her its panelists.

Go go ahead, Christy.

Okay, thank you.

Yeah, I was just gonna say, I think um, one of the uh we lost you.

Okay, are you able to hear me now?

Yes.

Um, so I think one of the opportunities would be to join the funders workshop.

Um, Alaric typically leads those workshops and he gives a really great overview of kind of all of the different space pieces, how to actually do an outcome, how what a service unit is, how those are taken into account in the application process, and then again as we're doing the scope of work.

So I think that it is a great opportunity for anybody that is interested, kind of in just like what the nonprofit side of it is to attend one of those.

And like Ruth said, they are uh hybrid, so you can log in online.

There is also if you Google share one app, Redmond, um, or just put that into your search bar.

Um, it will bring you to the site that actually has all the resources that the agencies can where the application will be uploaded and then where all of the um different trainings of how to do the different pieces of application are fantastic.

Thank you so much.

Just one quick follow-up question.

Are there office hours for organizations to maybe drop into the city if they need help or struggling with translations or some kind of barriers in the application?

Yes.

Yes, that's a great question.

Um, we will have staff that will be on call essentially while the application is live so that we can answer these questions as they're coming.

Um, our staff is also gonna stay available to provide technical assistance throughout the whole application process.

So from the time that they apply to the time they go into um uh scope of work negotiation all the way into the until they go into contracts.

And then after contract, we kind of talked about the process of that continued technical assistance for with staff as they're figuring out the reporting process, they'll do all of that with us.

Okay, thank you.

And the applications are available in any language, and we accept them in any language.

Yeah.

True fact.

Um, Commissioner Olga, do you have just again any question?

So that is the sort of the lay of the land for the next few months.

Some of those dates could shift.

Some things might go more quickly, some things might slow down, but that's generally how it looks.

Um we will be checking in, it's too soon yet to find out if you're gonna want notebooks or if you're gonna want online.

Um, and if you already know, you can let us know.

And books, notebook, notebook.

Um do you know, Chris?

Uh I don't.

Uh I'm on the fence.

Can I be greedy and uh do both?

Absolutely.

I might be greedy then do both.

Absolutely.

Yeah, for me, the same thing.

Um well, I don't know if I want the notebook.

I've had notebooks before.

But can I see how big the notebook is gonna be?

Yes, yes.

When we say how many applications we have in, then we'll know whether it's three or four or yes, minimum three.

Right, yeah, I remember that.

We had three legs.

You had three, yeah.

I guess Ruth, is your preference?

And I'm sorry, I was on mute and has her and her time getting off mute earlier.

I I just want to make sure when I you say that, hey, we will be done on July 20th, but we could go and further in September do the work, but that delays your team's work at creating scopes of work, right?

By a month, a month and a half.

Is that how I'm interpreting, or you still won't start until September creating the scopes of work?

Um, this schedule is way ahead of how it's ever been before because usually we don't start scopes until after the applications go to council, but the applications aren't going to council.

So all of this is way early.

So if we're not finished in July, it's just fine if we need to come back in September and finish uh finish the negotiations.

That'll be just fine.

We have plenty of time, but thank you for asking.

Perhaps thank you.

So for my historical knowledge, uh you're saying we are doing this differently than past years.

Can you quickly highlight the differences we are seeing this year compared to others?

Yes, happy to.

So two years ago when I was brand new, same.

Um and in all the previous years, the entire list of program applicants that the commission decided, 20,000 for this program, 30,000 for this program, all of those specific contract amounts and recommendations went to the council, and the council in the fall would look at all those recommendations and could debate whether that shelter could should get $60,000 instead of $70,000.

Compared to all the other business that's done in the city of Seattle, and I'll just use parks as an example.

If a park gets $200,000 for a playscape, the parks department doesn't take the cost of the trees and the cost of the slide and the cost of the, they don't take that to council to approve.

They just take the whole park.

And the council says, yes, you can spend $200,000 on that park.

And so with this new process we've done where you all made percentage recommendations.

Council is approving those percentages.

And so the specific agency amounts are not going back to council.

The direction you all have been given is to follow the percentage guidelines.

And then when you do that work, the work is done.

And then they are going to approve the whole big giant budget.

And when they approve the big giant butt budget, our X millions of dollars are in there just as a lump sum.

Thank you so much.

You're welcome.

Any other questions?

So should I bring back the notebook?

Because I don't want to have like that many at home.

If you still have your other notebooks, you're welcome to bring them back.

Thank you.

Okay.

Thank you, Ruth.

Uh okay.

So now we're on reminders.

The city will be observing the President's Day holiday on Monday, February 16th.

Also keep in mind there's no school if you have kiddos.

Therefore, our next meeting.

Oh, and it's midwinter break, so enjoy.

Um, therefore, our next meeting is bumped to the following Monday, February 23rd.

See you all Monday, February 23rd.

This concludes our meeting, and we are adjourning at what?

What's the real time?

Hold on, Jimmy.

72.

Yeah, thank you.

Thank you.

Thanks, Christy.

It was good to see you on here.

Good to see you all too.