CDBG Program Efficiencies Marcy esbjerg, MPA Burlington, VT Community and Economic Development Office

Problem: grants get smaller Public Services Grantees continue to want CDBG funds but funding is diminishing. Result: smaller and smaller grants but the same amount of work! Year # PS Grants Total PS $$ Smallest Grant Largest Grant Average Grant 2009 22 $133,798 $1712 $14,500 $6077 2010 24 $144,729 $2000 $15,000 $6030 2011 $121,258 $2183 $12,223 $5052 2012 20 $94,003 $10,516 $4700 2013* 14 $99,000 $5000 $12,000 $7071

Solution: reduce # of grantees Step 1: Minimum grant amount for Public Services = $5,000; Create a new application/train advisory board members in scoring applications; Step 2: Take a hard look at compliance; be an enforcer; eg. back up documentation for reimbursement Results: Reduced number of grantees to 14 Several (5) grantee programs not funded Public outcry Committed to change and efficiency of smaller grantees Need grantee buy in Need process that Mayor supports and has little fall out Grantees see CDBG funds as indicative of City support, no matter amount. Grantees did not see process as competitive, funding expected

Reduce # of Grantees – Part 2 Step 1: Create a more inclusive process with grantees and advisory board members Implement survey, focus groups, discussions Stress efficiencies, appropriate use of funding source, bang for buck Get buy in politically from Mayor, City Councilors Step 2: Announce changes and roll out in time for next Action Plan cycle

Final steps to reducing # of Grantees Submit only 1 Public Service application per agency Created groupings for funding based on Con Plan goals and strategies. Housing, Homeless & Hunger programs Childcare, Early Childhood Education & Youth Small % (minimum of $5K) – Health and Equal Access Funding goes to multiple years

Solution: Multiple year funding Funding in 2 year cycles based on cluster of goals; Agencies can not reapply until ‘cluster’ opens; $10K minimum for 2 year grant; Use current CDBG allocation for both years; Agencies liked certainty of funding for 2 years and decreased applications. Using 5 year Con Plan cycle: Year 1 – Housing/Homeless/Hunger programs Year 2 – Early Childhood/Preschool/Youth programs Year 3 - Housing/Homeless/Hunger programs Year 4 - Early Childhood/Preschool/Youth programs Year 5 – One year grants for all – review outcomes of goals

results Year 75% reduction in number of grantees 3.5 times average grant amount Congratulatory Mayor and City Council Year # PS Grants Total PS $$ Smallest Grant Largest Grant Average Grant 2011 24 $121,258 $2183 $12,223 $5052 2012 20 $94,003 $2000 $10,516 $4700 2013 14 $99,000 $5000 $12,000 $7071 2014 8 $111,964 $5721 $22,333-2yr $13,995 2015 6 $109,882 $ 8775 $42,570 – 2yr $18,314 2016 $108,732 $30,740 $18,122

Solution: combine like activities for employee responsibilities Opportunity to reimagine a position Grouped similar activities to train across grants Environmental reviews, monitoring, administrative tasks Challenges Benefits Managing different ‘assigners’ Using a variety of funding sources Organization of time and deadlines Using similar skillsets for different grants Understanding different components of programs Breaking down silos We’ve always done it that way! See/implement efficiencies

Reflections on efficiencies Change is not easy, especially when it involves funding or program control Keep the process transparent and involve others along the way Don’t surprise your elected officials Stay the course and allow for incremental change Compromise as needed Be an example to other grant programs and to your sub-recipients