DRAFT MINUTES
SUNNYVALE Housing & Human Services Commission

CONSENT CALENDAR

CITIZENS TO BE HEARD

Pete Richards, member of the public and former Housing and Human Services Commissioner, announced that he is running for City Council. He encouraged the Commissioners to share their concerns.  He stated that he will be attending future Commission meetings to keep abreast of their issues.

PUBLIC HEARINGS/GENERAL BUSINESS

A.     Amend 2005 Work Plan

Annabel Yurutucu, Housing Officer, presented the revised 2005 Master Work Plan for the Housing and Human Services Commission.  She noted that the revised Work Plan reflects the addition of the Discussion of 2006 Master Work Plan scheduled for October 26, 2005 meeting.

Ms. Yurutucu reminded the Commissioners that the meeting of February 17, 2005 will start at 6:00OPM and dinner will be ready at 5:15PM at the Lobby Conference Room.

Furthermore, she stated that because there is no Capital/Housing Proposals Presentation on the February 23, 2005, the meeting will begin at the normal start time of 7:00PM and not 6:00PM as originally discussed. 

Commissioner Seshadri made a motion to adopt the 2005 Master Work Plan as presented.  Commissioner Callan seconded.  Motion carried 8-0 with Comm. Tenneti absent.

B.      Review Outside Group Funding (OGF) Process

Annabel Yurutucu, Housing Officer, presented the revised version of the Request for Proposal Application for final review.  She reported that the application was modified for simplification and that it was arranged in chronological order based on the comments received from the Commission.

Ms. Yurutucu explained the Commission Proposal Evaluation Form and how it relates to the application for each criterion to simplify reading and evaluation.  She noted that the point allocation was changed according to performance criteria.  She further noted that a matrix will be prepared.  Chair Smith was pleased with the simplified one page evaluation form.

Ms. Yurutucu stated that the evaluation form will be included for each proposal. Chair Smith suggested lined dividers to allow Commissioners to take notes.  Ms. Yurutucu responded that if it is feasible, staff will place lined dividers.  She also noted that the divider will include the name of the agency, the program and the amount of funding requested.

Comm. Seshadri and Pathak complimented Ms. Yurutucu for a job well done in making the evaluation of applications easy for the Commissioners.

Comm. Rowan concurred.

Ms. Yurutucu reported that a total of 21 applications were received for either Human Services Funding to outside groups for both Community Development Block Grant (CDBG) Funds and General Funds.  She further reported that the package will be distributed to the Commissioners by January 31^st.

Comm. Rowan asked staff whether it would be advantageous to provide the agencies an outline of their presentation.  Ms. Yurutucu responded that the agencies may not be receptive.  She noted that the order of presentation is in alphabetical order from Z to A and each agency will have four minutes to present the program and the remaining six minutes will be for questions and answers.

Chair Smith complimented staff for a job well done.  She asked the Commission whether to divide the review of the applications amongst them or everyone review the applications since each application will consist of approximately 105 pages. She presented the pros and cons for the review approach. After discussions, the Commission agreed that all Commissioners will review each application.

Ms. Yurutucu reported that the ranking of the proposals is scheduled for the March meeting.

Chair Smith reminded the Commission that they will have an opportunity to get more information or clarification from staff at the February 23, 2005 meeting.

Ms. Yurutucu also reminded the Commission that they should not contact the agencies directly but rather request information through staff so that staff can then distribute any additional information to all Commissioners.

Chair Smith encouraged the Commission to complete the ranking forms to ensure that all evaluations are completed prior to the March meeting.

Ms. Yurutucu suggested that Commissioners submit their evaluations at least on the Friday before the March 7 meeting so that a rating matrix could be presented at the meeting.  The Commission suggested e-mailing the form to staff.  Ms. Yurutucu responded that she will review the feasibility of e-mail submission.

Comm. Tenneti arrived at 7:50PM.

C.     Review Ranking of 2005 Study Issues

Ms. Yurutucu presented the ranked 2005 Study Issues.  She reported that there is no housing study issue ranked and explained that due to lack of resources only eight study issues were ranked for 2005.

She reported that on January 26, 2005, the City Council will consider a study issue on Below Market Rate Rental Program. There were some concerns expressed by Tri County Apartments regarding the ordinance and some administrative procedures in the implementation of the BMR Rental Program. 

The Commission asked whether it would be a good idea to attend this meeting. Ms. Yurutucu responded yes since the Commission had taken part in the original ordinance revision process.

Comm. Steward asked Ms. Yurutucu to explain the study issue process. Ms. Yurutucu explained how the study issue is undertaken.

Chair Smith also suggested that the Commission should attend the City Council meeting as it would be educational. 

D.     Complete Performance Survey

Ms. Yurutucu reminded the Commission to complete the Performance Survey and return the completed form at the February 23, 2005 meeting. 

NON-AGENDA ITEMS AND COMMENTS

·         Commissioners Oral Comments

Comm. Pathak reported that on January 8, 2005, 1000 people attended a Tsunami Relief effort at the Indian Community Center. She reported that Mayor Chu, Councilmember Miller and City Manager Amy Chan were in attendance.  The Event raised $55,000.

Chair Smith inquired about the County Homeless efforts.  Ms. Yurutucu reported that the County has not collated the numbers and the update is not available as of yet.  She reported that Vice Mayor Swegles may be attending the subcommittee and the task force for the Countywide Plan to End Homelessness in Santa Clara County. 

·         Staff Oral Comments

Ms. Yurutucu reported that the Consolidated Plan (Con Plan) is in progress. She hoped that the homeless count will be completed in time to include in the Plan.

Chair Smith inquired about the November 18 Community Meeting.  Ms. Yurutucu responded that the meeting went well but she had hoped to have more participants.   She explained the Neighborhood Preservation enforcement process and that it is complaint driven.  She noted that the results and comments will be included in the Con Plan.  Further, she confirmed that the Joint Meeting with the Planning Commission is set for Monday, March 7, 2005 at 7PM at the Community Center.  The agenda will be distributed Friday before the meeting.

Ms. Yurutucu introduced Alice Gamboa-Navas, Administrative Aide, as the new member of the Housing Division who will assist her in support of the Housing and Human Services Commission.  She reported that Alice supported the Planning Commission for the past six years.  The Commission welcomed Alice.

INFORMATION ONLY ITEMS

Ms. Yurutucu invited the Commission to attend the Judicial Town Hall Meeting on Thursday, February 10 at 7PM at the Council Chambers, City Hall. A flyer was distributed for further information.

ADJOURNMENT

Chair Smith adjourned the meeting at 8:20PM.