Yes. Call the meeting to order. Thursday, April 24th. 6.30pm. Resuant to Texas Government Code Section 551-002. A quorum of the City Council and or city boards in commission may be present. No City Council Board of Commission Action will be taken. Public comments on agenda items for non-public hearing items. If you wish to address the board on a posted item on this agenda, please fill out a request to speak, heart, and present it to the clerk before the meeting. Resume it to section 551-007 of the Texas Government Code. Many person wishing to address the board for items listed as public hearings will be recognized when the public hearing is opened. Speakers wishing to address the board regarding any non-public hearing item on this agenda shall have a time limit of three minutes per speaker for agenda item. The board chair may reduce the speaker time limit uniformly to accommodate the number of speakers or improved meeting efficiency. All to order. This portion of the agenda consists of non-controversial or housekeeping items required by law. Items may be considered individually by the Board of Commission, Board or Commission, member making such requests prior to a motion and vote on the consent items. Item 252-2669, minutes of the Community Grants Advisory Commission meeting of February 27, 2025. Attach minutes. I'll make a motion to approve the minutes from February 27, 2025. I'm sorry, this is Andrea Harvey Rogers. I'm making a motion to approve the minutes from the meeting on. This is a yellow Campbell. I second that motion. All in favor? Hi. Hi. In your pose Motion passes. Regular agenda items. 25-2693. Update on 2025 McKinney Board and Commission Member appointments. attachments about McKinney Board and Commission Member appointments. Attachments about McKinney Board and Commission's Member Algaebility Policy Apply Online. Good evening. I am Sheridan Burns on the Administrative Assistant and the City Secretary's Office. And today I'm here to provide a quick update regarding the Board and Commission's Member appointments process. This is the time of year we begin to accept applications for McKinney residents who wish to serve on a board or commission including current members who are seeking the appointment. On Tuesday, August 26, the McKinney City Council will appoint members to the various Boards and Commissions with the term beginning on October 1, 2025. To be considered interested individuals including current members with terms expiring in 2025 must complete an application and participate in an interview. The application can be accessed through the city's website and the deadline to apply as Friday June 20th. Interviews will be conducted in July and August. If you are a current member who wishes to be reappointed you will need to reapply by logging in to grain of guests with your email address on file to update your existing application. In addition to preparing for service for the board, newly appointed and reappointed members must complete open government training and any other assigned training by October 1st, 2025. In accordance with the board's and Commission's eligibility process or policy. I'm sorry. CGAC Board members can serve up to two consecutive terms. If you're referred to the second page of the text file that I handed out, you will find the current Community Grants Advisory Commission roster, which reflects three Board members that are eligible for reappointment in 2025. This concludes my update, and I'll stand for any questions. Thank you. Thank you very much. This is Julie Tabest. I'm the Community Services Administrator and you're a board liaison. Very excited to be with you today to talk about the process that we have as we enter fiscal year 2526 of our program year for our consolidated grants. I that we had been talking about this and training about this for several months. And now your time of opportunity is here. So it's wonderful that we're in our New City Hall facility and so I'm going to be doing partial training to help you with the microphones, the setup of how we will have our presentations. We'll do just a temporary mock presentation for you as well. And then if you have any questions about anything we'll talk about the schedule and then we'll continue to move forward. This is an opportunity, the only opportunity that we'll have to only prepare you, but also our alternate so that as we go into our public hearings that will take place on May 14th and May 15th, you'll have an opportunity to become more familiar and being able to utilize this process. With our consolidated grants, you know that we kicked off the process in February. We had our meeting, our last meeting on February 27th, the application opened after our March 3rd event, the applications closed on April 3rd. And so we are in the process now of reviewing the applications to make sure that they've met the requirements to be able to bring those to you. So before we move into that, we are again are in our new facility. So you see that in terms of the Dias, all boards and commissions, instead of having the Dias that you see before you with Council, only Council will be there. Our boards and commissions will have the floor, Dias. So our our setup as you see it now. That's how it will be We have our clerk if you will who is our creative services coordinator Himail she will have receipt there alternates will be here and then Other staff will be will be here If we have any city council that attends the meeting or any other staff of the city of McKinney, they may sit here also or they may sit in the rear. They're not participating. It is just again just awareness of being able to view. The only people that will predominantly be here will be our nonprofit organizations or our city departments that will be here to present. Now, some of this may be redundant for those of you that are more seasoned. So just bear with me as we go through this process together with everyone. We have two nights that we will have the applications. Both nights they will start at 6.30 each night. We are asking all of the applicants and city departments if they have to present to be here no later than 6.40. They will be required to sign in. They'll have an opportunity to fit in the audience so it will be set up just like this. And they will have the opportunity to present, keeping in mind that we are not penalizing anyone if they don't show up. So it's always and strongly encouraged for applicants to participate because it's the only time that they'll have to be able to give synopsis to you of their application and it's also the only opportunity that you'll have to be able to ask any questions of them. There's not any limit for you in terms of the questions that you can ask. They can only present up to five minutes. We will have a timer. And then at that time, if they, as for those of you who are seasoned, if they are in the middle of their presentation, they're still going to have to stop. And then the chairperson will say, are there any questions? And that first question can be, would you you like to continue and then they can go ahead and finish their their statement and then the floor is open for for any other questions. You don't have to ask any questions it doesn't mean anything others in the fact that you don't have any questions. We tell the applicants the same thing. It doesn't mean that your application is not great. It just means commissioners have no questions. Okay. One of the most important things that we will share with you is the way that we are working in the microphones. The first time that we have had microphones because in this new system that we have, this recorder is the backup. This recorder is our primary. So every time that you are required or you have a question or you need to speak, you're going to press that button, you'll notice that the mics are red, which means that someone is speaking and that we're recording. If you don't want to have any voice or noises to pick up, you're gonna have the mics needed. And so there may be times throughout the process because this is new, we may remind you Madam Chair, Commissioner, please press the button so we may say that. In order to also help you, for those of you that know, we will have a guide for you. We have a guide for the Chair so that they will be able to determine how to open up the public hearing, how to prepare the commissioners and the audience for the process that I'm talking about now, even though everyone on hand will have it well in advance for a point of record we're going to state it again, right? We will also let them know that with the applicants, they cannot ring, excuse me, any props, children, that includes children, clients, handouts, they can't, they can't do that. They can bring additional board members to come and fit in. You can have more than one person here presenting. So you've seen, for those of you that have participated before, you may have seen the executive director may speak on the organization, the other person may be the grant writer or program director, and then they will speak on the details of the grant. And then both of them may have the opportunity to answer any questions that you have. So there are sometimes if a tag team, but there can't be any more than two people. We want to make sure that we are not having any kind of influence because again, the only people that are going to be before you at the podium are those that know about the organization, that know about the grant, right? And the financials and that process. And then if we find that there is someone else who may be in the audience, that there may be a question that those two may not know, then one will have to step down, the other person comes. Okay, any questions so far? Pretty simple right? The other thing wanted to share with you is that we will also provide you a guide of suggested questions. You can choose to answer I mean ask those questions or not but we will also give you reminders on a sheet to let you know what you can and cannot say. What you cannot talk about is anything that is outside of that application. You can talk about the organization. You can ask questions about the organization. You can ask questions about the, if there's a collaborative application, you can ask about that. You can ask about the organization's financials, anything that's going to be related to that application because you know we're going to give you a glance summary in advance before you ask any questions. If it is something related to, oh hey, how so and so doing. As you're liaising, I'm going to step in and say, I'm sorry, we can't talk about it. OK? Or I heard no hearsay. So from time to time, I will step in and say, oh, excuse me, I'm sorry. We can't talk about that. Once the person has answered the questions that you may or may not have, they're free to leave or they're free to stay. Depends on the time of the night. We have some applicants that will stay because they just want to hear, you know, again, it's a public forum. So they want to hear, oh, what is your application? Because, of course, they don't know. Other than somebody is applying for the program, they don't know the details unless it's a collaborative effort. When we do provide the process, once we complete it, of knowing which applicants are going to be around. They're going to be divided into two tiers. We have tier one and tier two. So you may remember this from our previous training. Tier one means that the applicant has a complete application. They have everything that we've requested and they've brought that to the process and we've cleared that to move forward. Tier 2. has a complete application. They have everything that we've requested and they've brought that to the process and we've cleared that to move forward. Tier two, it means that the applicant has missed something, but it's not significant. Maybe they forgot to sign a document. Maybe they wrote in the wrong month on something. One or two items, if you will. we will consult with them, but we will let them know that they're in tier two. Tier three, they will not go through the process to present to you on those two nights. So we will have to talk to those applicants next week to let them know that they will not be moved forward. And then once we complete that process, we will then provide you with the proposed list, just a list, not details of which applicants are going to be in tier one, which applicants are going to be in tier two. We may not have the nights of when they're going to present, but we'll be able to tell you at least with the agencies or the departments who's moving forward. The most important reason why we're doing that is, does anybody remember when we talked about conflict of interest? That's the reason why we want you to look at that list and see, are there any conflicts perceived or actual, right? To see if there's anything that we need to do in terms of consulting, HUD or our legal department or the city secretary's office. So when we provide you with that list we'll give you you know a deadline and we just will tell you here's the list of applicants that will move forward. Do you see any perceived or actual conflict of interest? It may be you personally, it may be someone in your immediate family, it could be and again that's on personal side, or it could be business. Some of those examples could be, oh you know what, I don't have any conflicts, but then they've asked you to possibly serve on the board coming next year, right, which would affect that process. Or maybe you're applying for, you know, a job at one of the organizations, or maybe you're on a significant committee. These are the types of examples. And so if you do see that whether it's perceived or actual, you'll let our team know we will provide you, you'll have to fill out the form and have that note of excuse me to notarize and then we'll submit that to the city secretary's office. And the only thing that we need to do in that instance is that it is allowing us to be able to share that with the public that we are doing full disclosure, right? And then if there's any process which we have to move forward to state or HUD, then we'll go through those processes. On the evening in which those applicants are coming to present, let's just say you have, you know, possible conflict, you're going to state your name in the mic and say that you have a conflict of interest, you have filed, and then you'll have to step away and recuse yourself. And then we'll have to figure out where you're going to go. This is the new place. So just, you know, just about as long as you're not in this vicinity, there's a little hallway area and you can just go there and just kind of relax a little bit and then once that presentation is conducted, then we'll bring you back into the public hearing. Keeping in mind as well, when you go through deliberation, which is after everything is over, it'll be the same thing you will not be able to participate in the discussion of whether or not that agency gets funding. Any questions so far? So, Miss Bess, could you elaborate a little bit more? What would be a reason why someone would probably step away? You know, one of us, because one is presenting and asking for funds, what would be a lit scenario why we, is because we personally know that person, because we've been involved in the organization. Can you elaborate a little bit more? Oh, absolutely. You all have been selected because you are well versed in the community and you are known and you have expertise. So that would not, you know, be consideration. If you perceive, if you're perceived as personally benefiting, person benefiting, that's going to be the key, or have a relationship that is, you know, within a family, or it's that business relationship, which means you have, you know, a liability of maybe insurance-wise or you may benefit financially. Those would be examples. So some of the examples that we've had over the years could be that maybe you as a commissioner know issue, but maybe your sister or your spouse is a board member to one or more of the organizations. That's an immediate family member. That would be an example. Or maybe there was no issue at all. And then the first night and the second night you found out, even though they may not be presenting, oh, you know what? I was a candidate for a job and hey, they called me for an interview. We would need to disclose that. And so we've had some of those examples. so that would be some of the things. It may also be that because we always don't know who's presenting. So maybe you've responded to staff when we ask the question, there's no conflict until the person walks up to the podium. Oh, I didn't know my brother was presenting tonight. It's not going to happen. It could happen. And it has happened. So at that point, we would have to call point of order, make the statement, accuse yourself, and then we would continue. Thank you. That makes sense. Absolutely. And I need good examples to share. So thank you for allowing me to do that. But that is a simple process. We anticipate, usually I would say someone from the community, you may have someone from staff that may come to hear a process because we do have a unique unique process. So we could easily each night have about 20 people and they were from 10 to 20 people in the room when we start the process and then by the end of the night of course people may decide to leave and so you may have one you know one person. So we are again asking everybody to come at 640 so that way we know that if someone is not here as we go down the list of applicants that we can easily move on to the next organization. Another thing I need to share with you is that again this also includes city departments. also includes a conversation about the process of how we go through this procedure for the benefit of the public and as I had mentioned previously every five years we have an update to our housing and community development plan known as a consolidated plan. We are in this year of being able to do that. So we will be sharing a lot more information about that process because what you're doing is a part of that step. Every five years we will conduct the consolidated plan and I'll go into it more as we talk about the updates but one of the key processes that we have that evening on both evenings is that we'll share with you what the process is, how much funding we propose to receive, and then the next steps that we will have as it takes you to deliberations in June. This year, normally we have it just on one night, this year we're going to do it each night to the benefit of the public and for you as well. So that will be one of the key changes that we'll make. And to answer probably what's in your head, how much funding do we have? We don't know yet. But we will know that night. So federal government is changing. We are in the city right now still going through our budget process. So usually that concludes the first step of completion in May. And so by the time we come to our public hearings, that's the night when we'll find out. So that's really the process that we have. Any questions? I do have a question. I was asked by a non-applicant. They did not put their application in this year. If they could come watch the process when the grantee applicants are speaking. I didn't know the answer to that. Oh, absolutely. Okay. It is open to the public. It is OK. Yes, because it is open to the public. So a resident can come and view. They are part of the public. So even if the person is not a resident, they just want to be able. And that does happen. We do have some people. You know, I didn't, I missed it. or I don't, you know, I'm just nervous about the process. I just want to kind of see it before I, you know, go through that. And that really speaks highly, you know, I'm just nervous about the process. I just want to kind of see it before I, you know, go through that. And that really speaks highly, you know, for us to know that somebody is really preparing well in advance. I know. Yeah, so if there is an opportunity, you know, for us to do that, they absolutely let them know. Any other questions. Yes. So I encourage it. I encourage it. So in the process when we provide you all with information, we will provide you with an excel sheet. It will be like an adaglant. It is going to provide you just a summary. Each of you know that our portal is Zoom grants. So the applicants know that that's the portal that we use. All of their applications are in that portal. You have access to that portal to be able to review their financials. Their summary, any of the attachments that they need to have if they are current in you know state of Texas all of those things. Everyone that you're going to view, you're going to be able to look at it when we have it on the Excel sheet. Those are the ones that are in tiered one or tier two. We will mark in Zoom grants who will not be able to move forward. So we will have it as tier three. We are asking you as you go through, we encourage you to at least glance through, look at the sheet that we provide, look at the applications, all of the financial so that you can come really familiar. It's really the first opportunity that you'll have before you go into deliberations the following month in June. We don't expect you to know everything or to read everything, but if you do that's fantastic as well, right? So I encourage you to bring to bring your laptops. The applicant cannot bring, they can bring their application, they need to have notes, they'll have an opportunity to do that. What they cannot do is, oh, let me show you a picture of this child and tell the story. They cannot, again, that's considered a prop. So they cannot hand anything to you, but if they need to have their notes, you can have yours as well. Any other questions? Okay. I also will encourage you as you go through and you read if you need to have your passwords reset. We don't, we only meet a few times a year. So if you do need to have your passwords, that's okay. Just let me know and so we'll be able to reset those as well. And keep in mind as you go through, you cannot score. You cannot make any notes, even though it says that you're able to make notes, do not make any notes into the portal. We want to make sure that you have the opportunity to deliberate amongst each other. So even amongst yourselves, you're not going to be able to have any kind of influence in between the sessions. Once we conclude every night, as everyone's leaving the parking lot, you've heard me say this in training before, so you have to do that as well. We know it might be exciting. Oh, what about that applicant? You cannot discuss. This is the only forum that you can discuss. So if we do see you, as you leave, having conversations, we will gently say a night and bid you to do as we urge you to leave also. If we do have the perception or the reality that there are discussions, okay? So I do wanna share that with you as well. And it's easy to get excited about the applications and you wanna share share. And so I just want to just, you know, just a general and also gentle reminder that we're not able to do that. Okay. She's smiling because she knows that I have done that. I know. And I have had to go, good night. So in this process, that's really the work of, and it's the critical work of what you're doing, not only because you're making those hard decisions, but it's also on a legal timeline that we have. We have to present by a certain time frame if there's any adjustments there may be another meeting possibly in July that we may have to come back. You also know that when we're talking about our consolidated grants predominantly it is our community support grant notice CSG and our community Development Block Grant, which is known as CDBG. If there are any other funds that we find out between now and possibly a week prior where we may have to do a different round, then we'll be able to state that, and that may cause us to then extend to another June or July meeting. So I'm just sharing that with you because that could be a process which we will have to go under Marjana's public hearings and all of that but I also want to make you aware of that. So typically two meetings in May, one deliberation in June and then we're done. for those of you that were with this recently you know that we also possibly may have an off-shycle is what we call it and so that possibly could happen so I just want to make you aware of that but also that we'll let you know about that well in advance. Okay so that really concludes our board training. The schedule, as I mentioned, we, again, it's on the 14th and the 15th, 6.30 PM each night. And then we'll be able to, once we talk to the others that will, applicants that will not be able to move forward, then we'll share with you some of the information. And then once we have determined again and summary that we don't have any conflicts or we do and we need to process, then we'll prepare the agenda and let everyone else know. The agencies will at least know by next Monday that the dates are May 14th and 15th. We did have them publish earlier but we had to make an adjustment but they will at least know. And typically we always try to, as you know, with what the work that we do, we try to keep the same template and schedule every year. Okay? Any questions? Any other questions? All right. Well, that concludes the board training and schedule. Okay. Thank you. 252671. Consider discuss program updates, community services programs. Truly to best, I'm back. One of the program updates that I want to share with you One of the program updates I want to share with you is what we're in right now this week. We are celebrating National Community Development Week, celebrating our HUD programs, CDBG, and also our home funds. And so we've had a really great week where we've been able to celebrate the community, our partners, our residents, our leaders that have been funded, past or present, those have been advocates of the program and then we've also been able to celebrate those that are unsung that help us to do all the different things that we do which is our our, my fellow employees, our city employees. And so we've been able to also partner with MEDC and MCDC because they've also helped us in the work that we do, whether it's consulting about data or working with us in terms of partnerships. And so this week we had a variety of different activities. We had a pre-week where we worked with the National Association of Realists and we were able to have a financial literacy celebration at Old settlers and brought in those that were talking about home ownership and first time home buying programs and investments. And so that was first time partnership we have, which was really exciting. Mayor Fuller gave the proclamation at our last council meeting and being able to declare this week National Community Development Week. And then this week we had a chance to do non-traditional activities. So we had the kickoff the first day, which was the 21st of April. This is a new facility, our city hall. It is also the first opportunity we've had for residents to vote. And so we have a display in the lobby area. And so a lot of people got a chance to not only learn about what we're doing in terms of our housing, community, development department. they also got a chance to find out who makes the hard decisions because on one side of that display we also have information about you that you are volunteers that you are residents or you work in the city of McKinney so they get a chance to really see the whole process. The next day we had an opportunity for employees to have a day of play. During their lunch break for a couple of hours, we were playing soccer or tried to. We had tug of war, we had hulu hulu, just an opportunity just to kind of relax. The next day on Wednesday we had a chance to bring in also community leaders and our partners for chance to be able to have just a light lunch. And we had sponsorships from one of our great partners, CUTX, and they donated hand burgers and chips and water. And we got a chance to sit out in this beautiful facility and just kind of enjoy each other and we had some of our partners that have been funded by CDBG or CSG to come out and be with us and we it also gave us a chance to say thank you. Not only to some of our employees that help us with this but also to find out who they are because this is the first time we've actually been all together in a facility So it was really nice to be able to have that chance and to let them know also about the work that we do because not everybody does We're bit biased So but it is a chance to be able to let everybody know that even though we have this grant which belongs to the residents and it is a city That our finance departments are I IT departments, our communications, everyone, there really is in our world. We touch each department in order to be able to help residents to have the benefit of improved quality of life. So we wanted to be able to have that and so that's been really exciting. And then as we've had voters to come in, again, we had some people that needed services, didn't know about fair housing, didn't realize that there were different nonprofit organizations that we were giving funding to. So it was really nice to be able to have that. And then we've also posted and will continue to post on LinkedIn and other social media. So you may see press releases, you may see information and the city's newsletters about the celebration of what we do. And you'll also see information about the funding. Keep in mind that we're only speaking to what we have now as opposed to what's coming that will take place in fiscal year 26. So before you, we also have fact sheets that's a part of our national campaign, which is a part of NCDA, which is a national community development association, and it also includes a coalition. And so that coalition includes a variety of different organizations, Habitat for Humanity, the National Association of Mayors, the American Planning Association, the National Association of Libraries, just to name a few. And so we wanted to share this with you, not only is this going to help you to better understand CDBG from national perspective, it's also going to help you as you prepare for the presentations. So we have, and I won't go into all of it, but we have information to let people know that of course CDBG assists for affordable housing. Many people may not know about economic development and how we have been able to provide technical assistance to small businesses, facade improvements. We've been able to help people with infrastructure and acquisition public services and what we are mostly known for where we're providing funds or after you make the recommendations to council about counseling, persons with disabilities, assisting organizations, you know, for those that are used including those that are abused or neglected. Food banks just as a few examples. Most of what we do really attributes to the public services when we're talking about CDBG. It is one of the few grants that we have in which not only it can assist for programs, but that nonprofit organizations can include funding for staff to be able to run those programs. Public infrastructure, we have used CDBG funds for our neighborhood toppers that EC is coming into the streets as they're turning in. Not only are you able to identify in the legacy neighborhoods what location you're in, represents, but it also provides safety as well as historic content to the area. So public infrastructure has been used for that and a variety of other needs that we have as well. So I wanted to be able to give you this as fact sheet so that you can see the national data. As you're looking at the applications and we're giving you summaries of our work. You know about the end of the year reports that we have known as the capers so that's the data that we capture locally to be able to let you know the funds that we have. So the work that you're doing now you are helping us to prepare the action plan to make recommendations to City Council so that when we come to August We are proposing through you. Here's how we're going to use the CDBG funds at the end of the year in December We will talk about how we have used those funds So these fact sheets that you have these are the resources that we have for quality of life. You'll be hearing not only a lot of different presentations as it relates to the nonprofit organizations. We will also have at least two community forms as well as focus groups where we will get together with different groups to talk about what are the needs of the community that we would like to see over the next five years. What have we done well? What do we need to continue to do? Are there any concerns that we have? We know that as we use all this information to develop the plan, we will have certain keys in keys in this way. We will never have enough funding. We will never be able to get all of it done in that five years and we won't be able to do it alone with justice information and this funding. So CDBG is also used in the home program funding is used to leverage. So we leverage these funds with city resources like the Community Support Grant. We are also able to leverage if we find other foundation grants or other grants that may come through other entities. Tax credits, new market funding. There's a variety of different ways in which we can use this. So this is going to be an opportunity not only for you to make decisions but you'll get a chance to be able to listen in on these conversations and also participate as well because your residents or you work in the community and this is our chance to dream big and then be able to take the action as we move forward. So I'm excited to be a part of the process. I hope that you are too. It's very rare when you have a commission that gets to be in the circle of planning for the five years and you have the lucky ones. And so you'll have a chance to be able to have that as we continue to move forward in these steps. So this will be good information for you just for you know light reading but it'll also help you as you prepare for the public hearings as well. Those are the updates that we have for now. Thank you. Any questions? All right thank you so much. Board and manager comments. Board and manager comments relating to items of public interest. Announcements regarding local or regional civic and charitable event staff recognition. Commenation of citizen. Upcoming meetings, informational update or projects, awards, acknowledgements of attendees, birthdays, requests for items to be placed on up. Coming, uh, again, this and. I have something. You go first. No, no, it's okay. No, I just wanted to commend you, surely that, you, that you guys have done an amazing job, getting moved, moving everything, changing everything, adapting to all of the different changes. Staff has been just incredible here in the city, especially we're closer to you guys. So I think our hearts kind of are closer with you all, but I know it's a whole team effort. And so I just wanted to wanted to pass on my just congratulations and just amazement and awe of just what a classy job y'all have done to get the community involved to move everybody and to just move in as if we got this you know so y'all just did a great job thank you yeah you appreciate that second that emotion thank you He's just forever. There's no way. in motion. Thank you. This is forever. No way. Wrong committee. Thank you. I would say very, very good job and just all that you all do. I mean, this program, everything is just so sustained. You guys got this down pack. Great job. Thank you. It's all so sweet. Definitely team effort. Yes. Yes. Yes. Okay. It's like that. Well, now make a... Make a motion to adjourn. Nick Dangerfield. Any other cams? Okay. Time is 7.70. All in favor? Hi. We are adjourned.