Hayward Youth Commission - Regular Meeting

It's not saved.

I think it's recording, and it

may be recording to my laptop.

I'll make sure that it stays. Okay.

As of 07:02PM, I called this meeting to order. Welcome everyone to the 11/19/2025 community service station. Please let stand for the Pledge of Allegiance if you're able. Then do I have a volunteer to lead us?

Mister, please sign.

I pledge allegiance to the flag of The United States Of America and to the republic stand. One nation under liberty liberty and to justice for

all. Okay.

Doctor. Haiti, what shall we know about our

I'm this is our just cause provision. There's information about it up in the slide. As a reminder, nobody requested a, just cause provision to participate in person or remotely, and there are no emergency provision requests either.

Thank you, miss Edwin. Would you take a role? Yes, ma'am. Commissioner Wheeler?

Here.

Commissioner Angulo? Here. Commissioner Gao?

Here.

Commissioner Dunn?

Here.

Commissioner Moran? Here. Commissioner Maderos? Here. Commissioner Maxon? Commissioner Jack Deepsink? Commissioner J Singh? No. Commissioner Sledge? Here. Commissioner Wong?

Here.

Thank you. Thank

you, miss Evelyn. I shall read a comment regarding public comments. There will be opportunities for public comment on items on the agenda as we get to each item. If you have a comment on something that is not on the agenda, now is the time to make those comments. Please note that virtual public comment has been reinstated.

For those attending in person, please complete the comment card and give them to miss Oliveira. You will have three minutes to make your comment. Speakers shall not use threatening, profane, or abusive language which disrupts, disturbs, or otherwise impedes the orderly conduct of a commission meeting. The city is committed to maintaining a workplace free of unlawful harassment and is mindful that city staff regularly attend commission meetings. Discriminatory statements or conduct that is hostile, intimidating, oppressive, or abusive, or per se disruptive to a meeting will not be tolerated. As a reminder to commenters and to my fellow commissioners, we are not commissioners are not permitted to respond directly to or engage with public commenters under Brown Act.

Alright. And I just wanted to highlight for the commission that we did receive one written comment in advance of the deadline tonight. And I sent that all up to you, I think, around five. And if you didn't have a chance to look at it, it was in your inbox, and it will be published as a document received after the agenda was published online.

I think

both of the comments that we have are about So we can and there are no there's one attendee online, but their hand is not up.

Okay. We have been waiting several months to approve the minutes from our meeting in June. We have not had a quorum of individuals who are commissioners at that time until tonight. So if you were here, if you remember that you were here, can you double check-in our packet? Just check for your name. It's about page four. And I would love to entertain a motion for someone to approve our minutes from June 18.

I'd to approve our minutes from June 18.

I've got

a motion. Is there a second? I'll second. Second. Thank you, commissioner Angulo. First by commissioner Maxon, second by commissioner Angulo.

Thank you very much.

Take the vote. Really nice. Actually have

But it's

Not everybody needs to stop. Yeah.

We can still vote and we can try.

Okay. Good.

Actually, let me just check the notes real quick because we have one, two, four. Yeah. We only have five commissioners who were at that meeting. We're actually in attendance at that meeting. I apologize. Okay.

So this is So I'm checking.

Was that One, no longer. One, two

That's why

I was counting her.

Three. Yeah. So unfortunately, we actually will never be able to adopt these minutes, I just realized. Because the commissioners who would bring us to quorum were absent from that meeting. So we will follow-up with the clerk's office and confirm what we do with minutes that we can't pass. They'll probably just permanently be notes. Yep. Well, I'll let you know. Oh. Absolutely.

Alright, you guys. So cool to

be part of something revolutionary.

Alright. Apologies. Okay. So we will not be taking role. Thank you. We can move on to approving minutes from our October 19 meeting, which was just last month. And while not as exciting as it was, certainly please, hopefully everyone has had an opportunity to review those minutes and I would love to entertain a motion and a second to approve them. Thank you commissioner Mansion, do I have a second?

Second.

Thank you, commissioner Sledge.

Okay. Let's go with the minutes from the October 3. Commissioner Wheeler?

Yes. Commissioner Angulo? Yes. Commissioner Dow?

Yes. Commissioner Gunn?

Yes.

Commissioner Camura? Yes. Commissioner Maderos? Yes. Commissioner Machen? Yes. Commissioner Jagdeep Singh? Commissioner Jay

Jay Singh. Singh?

Commissioner Slick.

Yes.

And commissioner Walsh. Yes. Thank you.

Okay. We now will have a report item from our staff.

Yes. I'll start us off, and then I'm gonna very quickly hand it over to Emily Huang, who's the analyst on our team. I also wanted to quickly introduce Carol Lee, who's here tonight. She's another analyst on our team. Many of you know her, for our new commissioners, you haven't met her yet.

And and assistant is with us tonight as well. So on the agenda tonight was going to be the debrief of the bidders conference followed by selection of ARCs. As you all were emailed back in October, we are canceling the funding the community agency funding process for next fiscal year. So we did that before the bidders conference so that we didn't increase any time of the the applicant's time. And so that is your conference, which is that it was canceled, and we won't be selecting arcs.

In lieu of that, we have collected some information from agencies, which I'll let Emily talk about more. I just realized I probably have a slide for this. Yeah. Thank you. I'm like alright.

And so we wanted to touch base on these updates before we dive into what we learned from the agencies. One, it would have been state that we are canceling the community agent agency funding process for next fiscal year. Next fiscal year would run from 07/01/2026 through 06/30/2027. And additionally, departments were directed to make 5% cuts to their budgets as part of the 5% cut to the city manager's office, which is what this program we're in the city manager's office. As part of that, we terminated all of the general fund contracts for the current fiscal year.

So we wanted to make sure that we share both of those updates with you. What that looks like in real, like, practical terms is that every competitive general fund recipient for a current fiscal year will only be receiving 50% of their award. The reason for that is general fund recipients are paid on a milestone basis. They don't submit monthly invoices like our CDBG recipients do. And so the milestones are when you get into contract, you receive 50% of your contract.

When you submit your midyear report, which is usually it was due in January, you get 30% of your contract. And when you submit your year end report, you get 20% of the contract. So we are terminating the contracts before the midyear report is due. So agencies don't have to submit any reporting. We didn't want to have to we wanted to get ahead of that, and they'll receive 50% of the contracts of their board.

I want to acknowledge before we turn this over to Emily to talk about what we've heard from the agencies. Broadly, I have been, if I can take a moment to just acknowledge this, absolutely floored by the compassion and the kindness of the nonprofit agencies that we fund. I receive lots of responses to the notification about next funding cycle and its current fiscal year changes. And every single agency that I heard from expressed disappointment, but also a lot of compassion for our team, a lot of concern for the city, and an eagerness and a willingness to keep working with us in whatever capacity that they could. And I just wanted to acknowledge that this is we we understand this is one of very difficult decision, and we are really grateful for the partnership of these nonprofits that are still gonna try and and serve the community.

And one of the goals of tonight's shift in the agenda is to start talking with you all about ways that we can provide nonmonetary support to agencies based on their feedback about what would actually be helpful. Did I miss anything, Emily? Funding? Yes. Thank you. Also had a lot of questions about CDBG funding for this current year. Mhmm. CDBG funding is federal funding. There was a federal set shutdown for over forty days, and the city is experiencing a current serious budget shortfall. So what we have done the timing was frustrating.

We had executed our side of our CDBG award with HUD, but they weren't able to execute their side prior to the shutdown. So we weren't able to access our entitlement funds to draw down. We could draw down from prior years, so we reimbursed ourselves for everything we possibly could. But all of the current year contracts, we aren't able to access those funds. And because of the city's current budget issues, we are unable to basically front those payments for an indeterminate amount of time.

So what we have conveyed to agencies is that they should continue submitting invoices and doing their reports. We would review and approve them so that as soon as our entitlement funds become available, we can immediately pay those agencies and reimburse ourselves right away without having an extended gap. So that means that CDBG agencies have not received their any funds yet this year. We heard from HUD that our rep is back, we understand that they are working through quite a backlog. But we are going to very professionally continue to prompt them to get to our awards that we can reimburse our sub recipients who have been floating quite a bit.

May I ask, is it okay with the chair if I ask if there are any questions about this piece before we move on?

Yes, please. We be public comment on this item. We presentation.

That's a good clarification. We will it's not a public hearing or anything, so we can do public comment when we finish the presentation. But if there are clarifying questions now, I think it's probably fine as well if the commission has clarifying questions. Please proceed. Do have any questions about this information? And I reserve the right to say that's a huge question, and can we talk about it later?

Krishna? You said that

the current contracts, the award recipients are receiving 50% of their awards, but right now, they aren't required to submit a report. Will that in a future date, they'll be submitting a report just so we track metrics? Anything?

No. Because they technically, we canceled the contracts before they even got to the milestone that they would have been reporting on. And so out of, like, respect for the amount of the little amount of money we're giving them ultimately and the burden of doing the report and the very brief amount of time that they were actually funded for, we have made the decision not to require many reports from them for this year. If they receive funding in future fiscal years, they will have to report on that as well.

Krishna, you're saying?

So all the funding that was on this spreadsheet, that's still good.

Which spreadsheet? I'm sorry. Last last meeting with us.

No. So current the agencies that receive general fund money, which I'd be happy to follow-up with an email and kind of give you the breakdown of who is who. I'm going to make a note for me to remember that. We'll follow-up with you so you can see which agencies. But know that money isn't all good.

A portion of them will only get half of that, and a portion of them will still continue to get all of their funds. It's just significantly delayed while we wait for the federal government to make our money available. Okay. Commissioner Maxey? Do we have a a an estimate of when the government won't be

able to have that money available, or is it just

I truly have no idea. We're waiting for them on a couple of different things, like, other funding as well as finalizing our five year plan. So now I I really could my crystal ball is incredibly opaque. Yeah. Everything?

Say foggy.

Foggy. That's better. Mhmm. Okay.

Thank you. Yeah. I'll have the presentation out and entertain and especially afterwards. So

Great. So I'm gonna turn it over to Emily.

Yeah. Thank you all for showing up today, especially given the circumstances. It's been challenging on all of us. So just wanna let you all know that staff is committed to supporting both commissioners and our nonprofit partners. On November 3, staff released a survey to agencies to better understand the impact of these recent policy decisions and therefore, you know, also impacting the services provided to Hayward residents.

Specifically, the survey had two main goals. The first goal was to better understand how terminating the general fund contracts impact agencies, as well as how the what the expected impact of putting a pause to CAF is for agencies. The second goal is to gather feedback on the types of non monetary support that we, as the CSC and the city, can provide to our agencies. The survey was sent out to previous year applicants as well as those who have expressed interest in applying in this year and the agencies that we currently fund. And you can move on to the next slide.

In total, we collected 31 responses. 30 or 25 of those agencies are awarded were awarded funds in this current fiscal year, and six respondents either weren't funded this year or they were agencies that were seeking to apply. Given our survey goals, we wanted to know that the agencies we wanted to know their funding status so we could better provide them with appropriate questions and collect the information as accurately as possible. Moving on. Among those who are currently in contract with the city of Hayward for this fiscal year, fiscal year 2526, there was an even amount of representation across all the funding categories except for CDBG infrastructure projects.

Knowing that infrastructure projects are funded through CDBG or federal funds, they will continue to receive funding through this current fiscal year. And because the projects are typically one time improvements rather than ongoing program costs, we anticipated that the impact of the funding pause will be less significant in this category compared to other categories. And therefore, might feel less urgency to respond to the survey. May I add one thing?

Also, big part of our infrastructure funding recipients are the noncompetitive home rehab programs. So Habitat for Humanity that does the larger scale home rehabs primarily for mobile homes. And then Rebuilding Together that does the smaller scale in home adaptations to help folks age in place and that sort of thing. And so we didn't include them because they're noncompetitive, and we're still going to be able to fund them next year through CDPG. So

the first goal of our survey was to understand the impact of terminating this year's contracts. I apologize. No. Your guess seems very sad. This slide shows the results to four questions asking agencies to rate the impact of this decision from not at all to significantly.

You'll see the first category among respondents that reported that they are general fund funded. 62% indicated that the loss of general fund support will significantly impact the number of Hayward residents served. Similarly, there was also both a significant and moderate impact on those who reported that their agency will experience, like, a negative impact on staffing capacity and or administrative burden as well as financial strain on their agency. In terms of overall stability, which is the last category there, the majority reported that this decision would either make a slight impact or not at all. But on the other side of things, 31% also reported that it would impact the overall stability of the agency moderately.

Another goal of the survey was to understand the expected impact of canceling the CAF process for the fiscal year twenty six-twenty eight awards. 28 29 respondents reported that they were planning to apply for the planned CAF process. And out of 29 agencies that said that they were would apply, five of them were not awarded funding either in this past year or they were going to be new applicants. And then the remaining 24 that responded that they were planning on applying was actually evenly split between CDBG and general fund awardees.

May I add another caveat? We try our best to help agencies understand what their source of funding is. We gave, like, clues of I have monthly invoices or I do milestone payments. With that said, I would still there is still a small grain of salt that folks may not actually be identifying their own funding source appropriately. A lot of folks say they get CDBG and they don't. But we we do our best to help them understand what their source of funding is, but sometimes it doesn't clip.

Yeah, and we have agencies that can meet both requirements. So some years they get CDBG,

but after they get

general fund. This slide shows the results to four questions asked, asking agencies their rate the impact of pausing the CAF process from not at all to significantly. You'll see that 90%, so the collective 2456% on the top bar reported that the decision will moderately or significantly impact the number of Hayward residents served. The second category, six 76% combined reported that the decision will moderately or significantly impact their staffing capacity, administrative burden, and financial strain. So that third category is also 76% combine combining the moderately and significantly percentages.

The last category at the bottom is that combination of moderately and significantly adds up to 62% reporting that this decision will impact their overall agency stability. So it's clear from these results that the impact on pausing the funding cycle for this year is significant. Based on the survey results, on average, CDBG awards report higher impact on all these questions. So 83% of CDBG agencies reported moderate and significant impact on overall agency stability, whereas it was 33% among the general fund agencies when asked the same question. Also, on the other side, on average, CDBG agencies reported 42% higher than general fund agencies to endure moderate or significant increased financial strain.

A factor that might play into this is that the average CDBG award is not including infrastructure projects because no no infrastructure project responded to this survey. But the average CDBG award is 58,000, whereas the general fund on the general fund, the average award is 30 or 20 is 35,000. So there's a $20,000 difference between the average award between the two funding sources.

And again, I would just reiterate that we did look at the trends between funding sources and are not still totally convinced that people identified themselves in the right bucket. So that's why I gave that caveat to what Emily just said. And I also just want to reiterate again that this chart that you're seeing here that has the bigger swings toward moderate and significant impact is for the cancellation of next year's funding. And the slide that was two before, again, is for the cohort of folks that were receiving general fund this current fiscal year who will only be getting half of their award. So another if you're if you're comparing these charts, again, this is folks who are they did half of their money this year, and these are the folks that broader sample size responding to no money next year.

Right.

I just wanna

those differences. Yeah. So it is like, the second one is an expected impact, but we don't know for sure. The first one is more clear. Like, yes, they know that they're not getting that money, but they also got half of their award. So there's a lot to digest there. Next slide, please. Yeah.

Sorry. May I add one more thing? I also think that agencies are probably looking forward at this cancellation in conjunction with a lot of other uncertainty around funding sources at a federal level and at a local level, like county and state money as well. Sorry, Emily. You're doing

Thank you for the thank you. So before the recent financial crisis at the city, the CSCN staff had been working collaboratively on improvements to the CAF process, including multiyear funding terms to reduce administrative burden on agencies. With the funding process now on hold, these changes cannot move forward this year, and the CSC's role going forward is now an open question, at least for this year. We had planned on holding a 2026 work session with you all to revisit the CSC's responsibilities under this two year funding cycle, but this conversation cannot be moved up. City council has indicated interest in the CSC providing your expertise such as technical assistance to agencies identifying other funding sources.

And the CSC has also expressed interest in understanding how your skills as a collective can be best utilized. As part of the survey, we asked agencies what type of non monetary support would be most helpful to them during these challenging periods. And also, I'm happy to know that there are agencies here to provide their input as well. I can give a brief overarching summary of what the key themes we pulled out of the survey is. So one of the items was volunteer support, so direct volunteering support and also recruitment support.

Nearly one third of the respondents indicated that help with direct volunteering or volunteer recruitment would be valuable, noting that nonprofits rely heavily on volunteers. Another one that was the highest response, about 59% of respondents said that assistance with promoting programs, raising awareness about the specific issues that these agencies address, and a broader advocacy would be beneficial. Agencies noted that sharing information across networks helps build community support, reduce stigma, and encourage compassion and engagement across the community. And lastly, identifying other funding sources around one third of applicants or agencies expressed interest in helping finding new funding opportunities, including leads on grants, and as well as letters of support to strengthen their applications to funding opportunities. So the city has provided letters of support to anyone to ask, any, like, funded agencies that we work with.

We understand their scope. We understand their performance. And this may be a resource that some agencies don't know that is available to them. So that's something we are always open to doing and supporting as well. So that's the end of my part, and

I'll pass it back to Amy. Yeah. So I wanted to talk a bit about what staff we've kind of put our heads together in terms of, like, the what's next with the CSC. As Emily said, we've kind of come to bumping up what was gonna happen in year two of the two year funding cycle, which is looking at in the off years, what can the CSC do to be supportive to agencies. Council has for the last several years, when we bring the funding recommendations that this body comes to to council for adoption, they acknowledge that the need far exceeds the available funds, and they have asked for what are more things that we can do and have often said this is something that can come back to the CSC.

So that's what we're facilitating. I have an initial proposal, but I am more interested in what the CSC's thoughts are on what the next steps are looking like. But we have come up with at a staff level is using some time tonight to do some initial discussion about these results, particularly around the agency identified, like, what they have told us would be supportive,

not what we

have assumed would be supportive, and do some initial discussion about that and identify potential working groups. So that would be it would have to be less than a quorum of folks, so both five or fewer commissioners. And then using subsequent meeting dates so that it would still be a Brown Act meeting, but you all could come together. If there are other agenda items or things that staff needs to bring to your attention, other funding sources, whatever that may be, we would have those on the agenda as well. But then you would be able to spend time during our normal meeting time to meet as a group to do some brainstorming around these different topics with the ultimate goal of having some sort of deliverable resource, whatever makes sense with your group and the topic to make available to agencies.

And and we would iterate as to what that actually like, how would that timeline would look like, what those deliverables would look like. It would depend on the working group and kind of what your capacity and interest is. But that is what we had envisioned for a year from now, and it looks a little different now because I think the need is different. And same resources may be harder to find, but that's sort of where we are sitting right now as staff when we look at what is the best way to take advantage of the skill set of this group of folks. Did I miss anything, Emily? So I think from a process standpoint, we'll conclude our presentation there, and then we'll go to public comment and then commissioner questions and discussion.

I'm just thinking the same thing. However, I did wanna allow an opportunity if there was any clarifying questions needed on the presentation, not discussion, but a clarifying question. And just a friendly reminder, please allow me to call on you, raise your hand, do a shimmy, something so I can know you'd like to speak. And then that way, can all know where to focus our attention in this all of our can accurately record for our minutes. Any clarifying questions on the presentation before we open up the public comment?

Very well. I do have one. You've mentioned about 59% ask for a promotion awareness and advocacy, about a third assistance identifying other funding resources. Do we know about what percentage was asking for the direct volunteering and recruitment?

That was also a third.

About a third. Okay. Very well. Good deal.

Okay. I want to acknowledge our guests. We have some individuals here who would like to speak. I imagine one of you is putting up the little three minute timer or something.

Was just gonna track it locally if that's okay with folks.

If it

works for me. Do we care on the order? This was your

The first one.

Very good. Okay. I have a last name, Morland.

Oh, that's me. Hello. So my name is Socorro Moreland. Greetings, council, commissioners. Appreciate you having me. I'm here to represent the Covenant House. We actually have a Hayward section that's starting up. We're actually gonna have a young adult shelter that's in the space. So I guess the first thing I wanted to start with is that there are exactly a 157 and some change people that live here in Hayward. It's a small community, yet it's a big community.

It's a diverse community. I can't change anybody's perception of where the money's going, what's happening. I can just vouch for the people that I'm serving and the people that I believe in. I have pit count numbers. We're not gonna do that. I'm a visionary person. I'm an indigenous person. And so I'm gonna ask you not to close your eyes. You can keep your eyes open, whatever, but I want you to imagine with me because I want to leave this room with you understanding where I'm coming from as a service provider and as a community member. Imagine walking down as yourself right now, Winton.

Imagine being outside Chabot College. Imagine being on Hispaniard, any part

of

Hispaniard. Imagine being on Industrial. Imagine being on Timpson. Now many of you have been down these streets. You know what it looks like in the daytime, and you definitely know what it looks like at night.

Imagine yourself walking down those streets at 07:00 at night right now. Start 10:00, 12:00, 2AM. Now we're all adults here. I want you to now imagine somebody who is not an adult, who is on those streets. The reason I say so is because when I drive through this neighborhood or when I drive through the other neighborhoods in Hayward, I'm very observant, and I count.

Why? Because it's safety. And the reality, when I go in spaces, especially as an indigenous person, then I count how many people look like me, how many people make me feel safe in spaces, how many people don't look like me, how many people are making faces at me, how many people definitely are not conducive. When I drove into Hayward today and I came to this meeting, out here, I walked around before I came into this space. I counted 25 young adults on the street in the dark.

They didn't have school bags like traditional youth or young adults. They didn't they weren't walking around laughing and skipping and playing like I remember back in my day. No. They were sitting there.

But you can

And so I want to press that it's really important to have access to space and access to funding to serve these particular people. The last thing I wanna say within, like, ten seconds, I want you to look at me. And I think it's important because the ending of this is, I was one of those people. I am married. I own a home. I am a Christian person. I had my first child. Programs that serve specific communities, especially youth and young adults, they are effective because some of us are success stories. And it builds that decorum because we come back and we serve. And so, again, I can't tell you where to put money.

I can't tell you what to do with it. But I can tell you that me, I'm a direct recipient of those services, and I am an amazing person. I'm brilliant. But it wouldn't be if it wasn't for kind people and programs to assist me in getting where I'm at. And I appreciate y'all. Thank you.

Thank you, And I have another speaker card. Fine.

Thank you. Good evening, chair and commissioners. My name is Duke. I'm from Spectrum Community Services. For those, you who don't know us, we are a local nonprofit here in Hayward. We have our central kitchen in Hayward. We do see senior meals at two sites, one at Hayward Senior Center right up the street from you guys, one at Juskin Lodge in the Tennyson area. And, you know, just today, we served a 128 seniors. We submit reports. We are a CDBG recipient, and roughly forty and more percent of these seniors are under the federal poverty guidelines. And all of that's very, very

low. Mhmm.

You you can't live off those. Not even close in California. And as you know, in the past years, we've been receiving 50,000 in in funding, and it's gone to 30,000. And we fully understand that everyone at every level of government is navigating through very difficult times, especially with the pressures and the with the federal budgets and stuff. Even with these reduced resources, our commitment to pay work seniors has not changed.

You know, those numbers don't seem like a lot, but roughly every year, we're serving about 30,000 meals to Hayward seniors. These are not just and I don't wanna belittle soup kitchen, but we are a nutrition program where we do not add salt, where we serve whole grains, where we serve two servings of vegetables through low fat milk to meet a lot of our nutrition standards. And we're we're, you know, we wanted to thank you for your continued support, and we would like to welcome everyone to come see us if they have a chance to volunteer and maybe come face to face with these seniors and just see what we're doing. Thank you so much.

You.

Do we have any public comment online?

No hands

raised. Okay.

We're going to go ahead and close public comment. Okay. Do we want to put the slides back up, or we just want speak freely about the presentation moving forward?

We can do that. I'll just try to facilitate. And if there are specific slides you wanna pull up, but everybody has a packet, we want to reference what we want in. Okay.

So let's figure this out together. We are an. Typically, we would see belong through the gap process and decide our arcs. I believe we are at a place that where we need to determine I'm gonna say what our arc replacements are. Those are the committees.

We have some recommendations from our community agencies around where they need help and support, and I think this is where we should start. And I would love to know if there are individuals who feel moved in one area or another, and where you would like to participate and have conversations to talk through what we can offer to bring support in these areas. Commissioner Wong.

Well, I think and I talked with different service provide I actually reached out to all the different service providers that received funding in the last cycle. And so I think I I think that these three are good, but I also want to share some of what I heard from the service providers that I talked to just because my conversations with these individuals and the information that they shared with me can go beyond just the graphs that we received. And I also have some other larger thoughts about the role of the CSC as well. And so I just want to share that if it's okay. Go beyond the scope of just these three possible things.

Absolutely okay. I think the floor is open. We are in unchartered territories. I think this is a good place to start, but I don't think it has to be the place where we necessarily end up. So please do share.

Okay. I appreciate that. So and I'm just gonna warn I did think this through, so it's going to be a bit long, but I do think it's worth sharing. And so I think that by serving on the CSC, one, we are so we are responsible for keeping the interest of Hayward residents at heart. But at the same time, we're also responsible for making sure that our work makes it as seamless as possible and simple as possible for our service providers to get the funding and support that they need.

And so part of that means actually listening to them and getting the feedback and having those discussions with them to have them really drive the process as well. And so like I mentioned before, I did speak with, different service I reached out to all of these services, ARC, at least, because I was on the services ARC, all the people that received funding, and, engaged with those that got back to me. And so first, those who responded to me was Kamal from Five Seat Siva. And Kamal told me that the $10,000 grant that Five Seat Siva received helps keep their wheels turning and, quote unquote, literally, saying that it pays for the fuel, food packaging, and safety supplies that make all their meals possible. And so without that support, Kamal tells me that they will face a situation where they will have less community events and that there will be days possibly where members of their community go about a hot meal and that seniors, many seniors who rely on their meals might go hungry because they won't have dinner for, some days.

I then engaged with Sonia from building opportunities for self sufficiency or BOSS, and Sonia told me that they were indeed planning to apply for funding again to sustain the services after sustain services for the, vulnerable disabled population at their shelter. And just as a reminder for everyone, BOSS or, building opportunities for self sufficiency is an organization that provides people with disabilities opportunities for economic mobility and to get them on a path toward permanent housing. And so Sonia told me that without City of Hayward funding, she believes that many of the participants will suffer from losing these opportunities, which for many of them give them dignity in their lives. Mhmm. And then I spoke with Michael Galvan, the executive director of the community resources for independent living or CRL, And he told me that Krill assisted 41 Hayward residents with rent deposit, back rent, and furniture, and also provided assistive technology devices and independent living assistance for Hayward residents.

And so he says that with a reduction well, if the cancellation of the funding cycle plus reduction in federal services, Krill anticipates the loss in funding will exacerbate the need for those in Alameda County. He believes 650 Alameda County residents will be in need and 240 Hayward residents. I then talked with Eden United Church of Christ of Juliana Wiesner Leon, who told me that they definitely anticipate a large reduction in the amount of newcomers that they can serve via their work because of this canceled funding cycle. And she particularly highlighted to me that they are one of the main partners for HUSD regarding support for newcomer students. And so this will have a big impact on not just those that they serve, the children and the families, but also under partnership and ability to support the school district, which we all or perhaps most of us know is in a pretty dire state itself in terms of its financials, its school enrollment, and also the general threats of things like deportation to their students, which upend those families and their livelihoods.

I then engaged with Aaron Scott with the Family Violence Law Center, who told me that because of the cut funding cycle, they can't guarantee that any Hayward residents can be served, and it might even result in staff reductions in their legal department, which will further reduce the volume and scope of the services they offer. And I wanted I just wanted, as a side note, note that the idea of someone possibly losing their job is particularly disheartening to me and very troubling to me. The idea of losing your job or the specter of losing your job, that's pretty difficult. And especially in this economy, like, that's devastating. And I don't know, but I'm sure those people who might lose their jobs have families to support as well.

And so this really does weigh on me. And then I've heard from Shuby, with the Freedom Store, and Shuby told me that many of the individuals we serve rely on our program as a consistent source of nutrition and support. And so for some, the Freedom Store is the only place where people can access culturally familiar food, connect with social workers, or gain skills for employment. And so losing that stability could result in food insecurity and make it harder for vulnerable members to recover economically and emotionally. And so what I've heard from the different service providers that I talk to are that people might people will starve, that it might cost people some it might cost some people their jobs, that it would impact people's ability to gain, assistance for getting employment, and that it could result in inequities that could honestly reverberate for generations and impact the people that come after them.

And so we can't leave these individuals and the people they serve behind. And so it is with this context that I want to move into the next part of what I wanted to say, which is with regards to how the cancellation of the funding cycle was communicated and discussed with us. And so I wanna say that I personally would have preferred that the city engaged with the CSC prior to making this decision. The the decision the the authority given to the CSC per city code is that we are, quote, to advise the city council as to the most effective means of allocating resources for community services. Yet, at least to me, the CSC was never engaged with this decision.

We were never asked or had a discussion about this decision. And so we didn't have any opportunity because we did to discuss or advise city council because we didn't even know it was being considered. Instead, it seems city staff had a specific course of action in mind already and went with that. And I understand that the city is in a dire financial situation, but I believe that it is the duty of a government agency of a government in general to be as transparent as possible. And I am confident that a transparent approach would have been far more preferable for members of the CSC and or providers.

And I also, as a side note, I think it's kind of odd that we went through a process of updating our scoring rubric in an effort to promote transparency, but then go about canceling this funding process in a way that caught most of us on the CSC off guard and also our service providers off guard. And now to the recommendations. I have some specific recommendations that I think should define the CSC's role in light of this canceled funding cycle and courses of action to take. And some of these were informed by my, discussions of service providers as well. And so the first, I believe the CSC should be empowered to, in collaboration with city staff, identify and take actions to create community resources that can be hosted on the city website.

One specific example I have is creating a revamped and possibly a web based version of the AWARD day by day community resource guide, which currently lives as a PDF on the city website and might perhaps be outdated. And so I think that the CSC members can do research on these sort of resources and then have the assistance of city staff to put it together and publish that. Secondly, I think the CSE should be involved with, if not lead, the creation of a resource that highlights the relationships between the different service providers, between the different services provided by our service providers. And this this came to me because I had a discussion with David Hall from Central Lagoe, and he told me that sometimes he has trouble knowing who or where to refer people to after he finishes helping a client and what they're asking for is beyond the scope of his organization. And so I think it's totally within the scope of the CSCs' duties to do that sort of research and maybe plan for the creation of something like a graphical web or a bubble map that outlines the service providers that have services that are in proximity to one another and relationships to different services.

And that could be a tool for someone like David Hall after he finishes helping a client saying, oh, I have this resource, and I can see specifically which services I can refer you to to help you out with what you're asking for. And I know a lot of places in health in the health care space and housing space have continuum of care graphics. Maybe we can do something like that with the different services in Hayward. Third and the same thing, I would like to see, this is something that city staff has talked about, a standing item on the CSC agenda dedicated to deliberating ideas and taking action on how to increase community services, funding transparency, and provider collaboration. And so I just mentioned that Juliana with Eden United Church of Christ said that they're one of the main partners for HUSD and so and supporting newcomer students.

And so I think we should be working to figure out a way to make sure we're not leaving our newcomer students and the school district behind. So that should be something we discuss on the agenda. And then similarly, I also think it's important to continue engaging with our service providers to ask for their input and their ideas. I spoke with Janice Roberts and Ayn Smith from the Mercy Brown Bag program in an effort to learn more about how the canceled funding cycle affects them. And they shared with me some ideas that, they believe would help them.

And some of them are, mentioned in the staff presentation. One was they have an article coming out in the East Bay Times in about a week a few weeks or so or maybe already came out. And they said that they want help spreading the message and spreading the word about that article. And I think that's something we can do on our personal circles. I also think that the city, through its website, through its social media platforms, should also be leveraged to help spread awareness of these different articles and resources that our service providers would like assistance with, spreading awareness of.

Mercy Brown Bank also told me they have formed an affiliation with an organization called Transforming Age Plus, which is a resource to enhance the lives of older adults. And so I think that it's worthwhile for us to look deeper into that organization and other different organizations that our service providers have an affiliation with and then look to see if there's a way for the city to collaborate with these organizations. And, I mean, we have a service provider who is working with this organization, so I think we should leverage the relationships that already exist with our service providers by talking to them and then see if there are ways to take advantage of that. I then also I'm, Janice Smith also told me that, she would like to see different individuals. She knows a lot of, CSC members work for private companies.

Perhaps it's an opportunity for individuals to lead in fundraising efforts at their companies to see if that's possible and to see if the city might be able to facilitate those sort of opportunities to make that more structured as well. And then also, as I was told by Janice, they would love to see us come out and meet their volunteers, volunteer ourselves in a way to better understand the people that choose to volunteer with their organization. Four, I the fourth idea I have is I would like to see different members of the CSC be assigned to different award recipients and so that we can report back to the CSC on their progress, activities, and future activities at future meetings. And so I think this would foster better collaboration between the CSC and our different service providers. And I know that if they're not I think that if they're not having to report for this upcoming cycle, let's try to establish that process and the system while we have this opportunity so that in the future, we can have this fully fleshed out.

And then last of my recommendations is that I believe that this canceled funding cycle also presents us with an opportunity to improve the ways the CSE tracks awardee performance because I am certain that there have been some organizations that have applied for funding, were awarded funding, and then they don't apply in the following year, and then the CSE has no real way of tracking them. And the example I have is I recall perhaps it was two funding cycles ago. There was an organization called Pluttos Productions that applied for funding, and then they did not apply for funding last, funding cycle. And so we don't really have a way of tracking whether that organization actually used those funds to, like, to their intended purpose or actually succeeded in what they said they wanted to accomplish. And so I think that we should also take an opportunity to further flesh that out for these sort of instances.

And then I was hoping that our city council member was here because I did have something broadly to bring up, but I will still bring it up anyways. I think that this canceled funding cycle presents us an opportunity to revisit the changes that were made by the city council to restrict the CSCs' ability to adapt to changes in our city's landscape. Because as it stands right now, pretty much because the funding cycle is canceled, three of the four duties and powers of the CSC are pretty much irrelevant. And so that's due to the changes that city council made to the CSC in March 2025. And the last thing I want to do is to string our service providers along by having meetings with them, say, we're gonna talk to you to see what your ideas are, and then see if we can implement them, see if we can do this, do that just for the city council to say, you know, that's actually not in your scope, and so you can't actually do that for city code.

I want to have that clearly defined and have a process clearly defined in collaboration with the city council so that we have the opportunity to identify these new new ideas and opportunities and processes that we want to do in order to help our service providers. And I really think that we have to be nimble about this because the CSC meets on a monthly basis. If we spend one meeting coming up with ideas, then we spend the next meeting to improve those ideas, and it has to go to the city council for approval. That's three months. And if the city council decides we want to be even more involved in approving everything the CSC wants to do, who knows how long that'll take and the year might be over, and we basically did absolutely nothing.

And so these service providers are counting on us. And for some, we are leaving a pretty big hole in their budget, and that could have downstream effects for their service providers. And for one, I already highlighted that some people might lose their jobs at the Family, Violence Law Center. And so we have to make sure that we are quick about this and so that we aren't leaving people behind. I hope that we not just get clarity from the city council, but we are also treated by them as a resource who advises them on these matters as we navigate this year. That's what what I wanted to share. Thank you.

Thank you, commissioner Wong. Your thought and passion over that are certainly. Thank you. Thank you. The heart that you have for our the agencies and our service providers. I don't know if others had other ideas, other thoughts, any reactions to anything commissioner Wong has shared on how we move forward. Well, when I got the email,

it it deeply affected me because I work for a nonprofit, and I know how hard it is that you when you put your budgets together, anticipating that this money will be there. And then when I got the email, it it deeply affected me. I've worked for nonprofits my whole career. And so I think that I I couldn't agree with you even more than it wasn't it wasn't discussed with us. It was just a decision that was made by city council.

And it's very it it's very it should be very offensive offensive to us as a as a commission, you know, that we're supposed to be a partnership, a collaboration. Right? That's why we we've been, sworn in is that we're an extended hand of the city council, and that didn't feel like this doesn't feel like that. This feels like they cut off the hand. So I think that, you know, that I think one of the things is that, you know, we could attend the city council meeting and and and talk to them and tell them how we feel or if we can have I know we have a represent representative from city council, but tonight was the very important night for him to be here, and he's not here.

An empty chair speaks values to me. I'm not I I mean, I don't really know all of the city these this city council members that well. I have known lots of city council members in the past, and this is like a slap in the face to the commission. And I say that with all due respect, but that's what it feels like. And so, I mean, I I think all the ideas that that that we have, we can we can reach out to our nonprofits and volunteer and do all of those things.

And, you know, maybe we we ourselves as a commission can do a fundraiser. You know what I mean? And and really put our heart into something, you know, so that so that no senior will have to go without meal. I mean, I have a SUV. I could deliver some meals, you know, a couple of nights a week.

I don't have a problem with that.

You know, I have a couple nights a week that I am free, and I just think that all of us have to are gonna have to think outside of the box. You know? Yeah. I listen. I was very disturbed by this. And I understand shortfall, but the abrupt cutting off of the hand was was probably we probably could have done surgery a whole lot better. That's why, you know, pre op would have been a whole lot better where you explain what's going on

before you go in and cut.

Thank

you, Kushar. That is certainly a thank you, for sharing your thoughts. Your passion also comes through. I think there may be many perspectives around the table. This is certainly, an issue. It's it's hard. It is. It's difficult. And my initial reaction was I serve at the pleasure of the city council, and how can I help them with what must have been a really hard decision? Knowing what I believe they desire to be able to support.

There's a history, a long history of how we partnered with our nonprofits and supported, and I believe the responses that Amy received are an indication of that that true partnership. I don't want to also leave out the city staff, which includes the council, city manager's office, and supporting them with the difficult work that they have to do and decisions that they have to do as well. I know it wasn't I know it wasn't easy, and it's very much rock and hard place Mhmm.

Situation for everyone. And I do wanna give assistant city manager Regina Youngblood the opportunity to speak. Thank you, madam chair. Just for a point of clarification, I'm so glad that the chair brought up the tough decision. I don't want you all to leave with an impression that this was all the city council and a decision that they made absent staff recommendation.

The city is barreling very close to the edge of insolvency. We are uncovering quite rapidly the depth of our shortfall, and we will be laying off our own employees as a result of that shortfall. So as we get into a place of potentially filing for, what's it called, not fiscal insolvency, but a state of fiscal emergency, we have to show that we have done everything that we can to pay our own bills first Mhmm. Before we try to put the burden on employees or try to ask for relief from courts. We hope that we won't get to that place, but that is a really true position that we're in.

And so city council did not want to end our relationship with these nonprofits. We just simply don't have choice at this point. And to to your point about more communication, I always do that better. Absolutely. And partner.

Yeah. But some things have uncovered very quickly that didn't actually give us the time to sit back and have thoughtful conversations with all of the people that are impacted such as yourselves. Right? And so my suggestion, and I defer to the chair and to you all as a group, focusing on what is within your current scope Mhmm. And how you can advance the work that was going to happen in the next year anyway.

Right? But I don't wanna minimize any feelings. I want people to continue to share those feelings, but I did want you to make sure that you had the the the true context Mhmm. For where those feelings are contained. You know? So I'll answer any questions that you have, but I'm done speaking. Thank you. Vice Chiragun? I'll go after everybody

else's room to show you.

Yes. Commissioner Angulo. I have a question

for like, what lessons did the city learn from the deficit and kind of, like, what caused it? I'm still kind

of unclear about that. There were very poor checks and balances in

well, I

would say in operation. Not there are checks and balances that are not in operation within our financial office. We have a new financial leader, and I think that's gonna be helpful. We have new leadership from the city manager's office now in an interim capacity and one that's coming in that has a better appreciation for the need for systems. Not talking about electronic systems, but just pure systems of let me check and make sure we actually have money before we spend it.

Unfortunately, that wasn't happening the way that it should have. How we were budgeting wasn't a best practice. This is the only organization, and I've said this to counsel, and I will say it in public, and this is in public. This is only organization I've ever worked for that didn't do it doesn't do budget to actual reporting.

Yeah.

We are starting from a place where we really need to put foundational financial one zero one type of processes into our department of finance.

Is that again, commissioner Nancy?

Oh, yes. I will, please. But I I understand, like, the gravity of everyone and appreciate staff for dealing with the punches, I guess, too. But I definitely have also had a lot of feelings right now about the canceling for the services. I also come from a nonprofit background.

So, like, in general, it's not just government. It's also foundations that are pulling funds. It's also different individual donors even not being able to fund stuff like that. So I'm curious to know if the city itself has ever partnered with a foundation before because and this kinda stems from the SNAP benefits getting cut. And then in San Francisco in, like, a nearby city, a foundation has stepped in and provided those supplemental funds in for, like, temporary use. So I was curious to know if the city has networked to

any foundations before, have worked with them before. We're tracking that. I think you talked about the San Francisco Foundation one. Mhmm. I think it's called the San Francisco Foundation. Great. Hi. We so this is a very we funded a foundation this year. You all recommended funding to the Hayward Education Foundation. Mhmm. We've, in prior years, when I was not in the seat but was an analyst on this team, had conversations with the East Bay Community Foundation. But those didn't, as far as I know, really move anywhere, but it's absolutely that I would put to this group as part of these, like, proposed working groups or whatever ends up looking like as something to pursue.

Yeah. Because I was curious to well, it's mainly because I think it'd be helpful to work with staff of agencies that are will will literally go underwater if they don't get this particular funding. And then looking at high trends of the community needs, like, know, like, of food services was the main thing too. So even now, like, young adults too and how how how we're able to fund that. So having that and then working together in a particular group with the other commissioners without meeting forum, like, if you're interested, just hit me up after this.

But I'm I do, within my work too, know some foundations and all that stuff too. So to potentially work on a year grant to, like, hold us in in collaborative CSC. But I'm curious to know the procedure for that too, yeah, which I would like support on as well. Yeah.

It's also pretty unsure. Okay. So we would work with you. We have to still manage like, I am the staff liaison to this commission. I'm also the manager of the community services team, has five people on it that have big jobs. So we still have to manage our team's workload and the the work that we're doing here, knowing that our workload is also shifting because we're not managing grants next year. What we are doing is filling in, like, catching up on the stuff that we haven't been able to do for the last several years. Like, we have not done real in-depth monitoring. We don't have a really cohesive quality assurance and monitoring process, which I think you were getting at. And so we I'm planning on adjusting our workload to pursue that next year.

So I I say this to say that we aren't just gonna be twiddling our thumbs in lieu of managing contracts. But in terms of what staff support could look like for those foundation conversations Mhmm. Talk about that because I could imagine those being contracts that we would manage if I can but we don't necessarily have the staff capacity to go out and seek and build those relationships and do all of the community needs assessment that's required to get to that point. But I think we could be, like, a fiscal administrator kind of role. Yeah. Because I have I have a lot off the cuff, and I'm not committing to anything. But assume it's, this was recorded.

But if you want to do this, what I'm getting recorded.

Yeah. That's Okay.

Well, that's that's helpful to know too because I know, like, they it's, like, the support of nonmonetary need, but I know they're gonna need money. Like, it's that's the need that to be clear,

it is nonmonetary support from the city. The city is not grant making. So what can we do to support you? And that is certainly includes helping you find money elsewhere. Like, is part of kind of when we say nonmonetary, we literally mean if the city can't make a grant to your organization, what can we do?

Mhmm. Okay. Thank you. Commissioner Sledge?

Is I know. Well, I I is it possible that, you know, they've they've adjusted the budget to what the money that's available? Is there a possibility that that could go down even more? Because in some ways, that is a guess. Did you see what I'm saying? If if, the revenue might drop even more, say, you know, 50% funding, is it and and and and I hear you saying you you keep finding new places for their issues. Is it possible that 50% funding may drop to 45

Oh.

40% funding? No.

So for this current fiscal year, every all of our general fund recipients, except for two where we're still trying to get the back end set up on their contract, but they will get paid. All of those are going to only get 50%, and then the contract is terminated. They're they will have that 50%. We're not gonna claw back any of that money. So for our specific agencies for whom we are canceling general fund contracts, they will receive 50% and no more or less.

So there's no chance that will change before the contract is given? No. So that before they're matching.

Many of them are paid already too. Most of them. Yeah.

Yeah. Already.

All of these two. Yeah. Yeah. But they have a signed contract, so we are going to ex still make that payment.

Well, at least that lets us know what we're working with then. There's no chance of that changing again.

For this fiscal year, for those agencies that had general contracts, yes. We can't control what federal government does and yes. But

But the canceling of the contracts for this next year hasn't it it doesn't really reflect from the federal government. It's because of the shortfall for the city.

Correct. We are we are using the community development block grant money that we anticipate getting next fiscal year, and we won't know what that dollar amount looks like until, I'd say March optimistically, but it's Right. April or May. Mhmm. We are proposing using next year's CDBG as short term one time relief to the general fund.

So we'll be using it for internal services up to the services cap, and then we are reviewing eligible projects that align with what we put in our consolidated plan Mhmm. That still will support the Hayward community community, but we're looking for at things that we typically don't fund through CAF, which includes, like, street repair. We're looking at, like, a median improvement project in South Hayward. Like, those types of things that are still obvious community benefit and meet the CBBG eligibility requirements, That's what we're looking at for next year. Did you say medium? Median? Median. Like street, median improvement, like safety Mhmm. Stuff. We're still having those conversations such as an example of a thing that is eligible.

And then we will revisit these conversations with city council and with city leadership when we know what the budget looks like for the subsequent year as well. But we are proposing just for for now a one time for next fiscal year.

Are there I'm sorry. Are there other external forces on the city budget? For example, a reduction in tax income, for example, because truthfully, as I drive around Hayward, I'm seeing a lot of businesses closing. And and and as those businesses go away, I'm sure there's less revenue for for the city. So is is that a situation that may also be

Yeah.

Be a factor here?

Yes. Our revenue was essentially flat from last year, last fiscal year, and the one before. And a lot of that is due to a reduction in transfer license tax. So properties are not changing Yes. Very much. People are not buying houses, so we're not getting those taxes. Businesses are closing, so we're not getting sales tax. And then we lost the BART cars that were being manufactured here. I think the last one got manufactured sometime last year, so that money went away. So we are lesser on our revenue, and we are increasing in our expenditures.

So our revenues went down, I don't know, maybe somewhere in the neighborhood of eleven, twelve, don't count me million dollars, and our expenditures went up more than that. Mhmm. And so that's where we are. And we also have contractual obligations with our employees to bribe them with cost of living adjustments that will only continue to increase with revenue. Right now, we're banking essentially flat.

But we are gonna be bringing I don't know if you all saw the meeting last night, some cost cutting measures forward, which will include potentially us, you know, doing a voluntary separation incentive program for employees. And if we don't get enough people to take that voluntary separation incentive program, layoffs for employees, and we are bringing forward some additional revenue measures, which would include increasing our transit occupancy tax from 12% to 14%.

What is the transit occupancy?

Is that the hotel?

That's the hotel tax that nobody sees. Right? You know, when they pay, you look at the nightly rate. You don't necessarily think about what the extra tax will be. You see it when you pay bill. But Yeah. That that voters have already given us the approval to take that tax rate all the way up to 14%. We just recently raised it from eight to 12, and now we're gonna be going back to council to suggest that we raise it from 12 to 14 just in time for a Super Bowl Super Bowl and World Cup. So that should generate a good piece of revenue for us.

And does the the city planning office, are they doing anything to try to draw businesses to City Hayward? Because

That's our economic development department, yes. Okay. Yes.

Are there other question, Riley? Pardon me. Other questions that you all need answers before you feel like you have enough information to dive into how do we pivot, reorganize, bring our best thinking to come up with what we can do and how we can support. Some of it's already out there, but just if there's anything else that will help you all to feel like you've got what we need to begin to come together. Yes. Commissioner of action.

I think I wanna go off of Calvin or commissioner Wong's point about the being nimble of it. Because I know that because of updates within the commissioner roles now, The only thing that's active that he had mentioned is one out of the four, technically, because our whole thing was just allocating funds. So I would love a follow-up with council member Bonilla of what can we do before we start pitching in ideas and having all this, like, all this stuff because just to reiterate, like, it's gonna have we go have this meeting next meeting a month from now, and then we have break, and then January happens. And then

it's just

yeah. Like, a whole year goes by. So I would love to have a follow-up on clarity because he's not here right now on what we can do.

That's good. Knowing the boundaries is certainly important. I am an optimist, a diehard optimist, and I'm all into putting out there what you like and manifest. And so I'm just gonna put out there right now. I see no reason for us to not start the brainstorming and the ideas.

And from what I understand and the general sense that I have, I believe the city council has already said to us, please go forth and come up with other ways you can already provide technical assistance. And I'm gonna take that and run with it and whatever we come up and come back and present and allow them to say yay or nay versus waiting for the permission. That's generally my approach, right, to just sort of move ahead. I'm not trying to make it be the approach, but in the interest of time, in the interest of us wanting to respond, in the interest of us not looking to be here next November with the same conversation

Right.

That's my suggestion is for us to go ahead and gather. I'm hearing nothing that says that we can't meet weekly. Right? I'm hearing nothing that says we the subcommittees. The what did I call it? ARC alternatives. Groups. Sorry. Yeah. Exactly. The ARC replacements. There's nothing that says so long as we're not having a quorum that that work can happen more quickly. And so I don't know people's thresholds. I don't know people's interests. You know, we've got all these bios, but it's not like we know, like, what's our skill matrix. You know what I mean? I certainly know areas where, you know, I have passion and and and experience. I I run a nonprofit now. Totally get the budget rug pulled out from under you. It's it's it's real.

Right? But if we could start with just what's on the paper and maybe add Calvin's suggestion of sort of a resource hub, and I think underneath all of it is getting clarity on boundaries. I'd love to see if we can begin to organize ourselves into something to begin to see what it is that we can work on. And I know commissioner Husky, vice chair gun, you've been having a comment you wanted to make.

Yeah. No problem. And I agree 100%. Let let's let's go until they say, okay. That's good enough.

A question for the city manager. I know

that Hayward approved or since city manager. I know that Hayward approved a data center that was supposed to be potentially having a community benefit as a result of it. I don't know if there if that's already been allocated to what that money is gonna go for or if there's opportunity. Hopefully, the general fund isn't absorbing that. Very likely it is, I can't give you an exact answer to that question. I think I remember there's supposed to

be maybe around $2,000,000 Yeah. In community benefit for that. That's a question that I have to take back to the finance team to to find out where those funds are. But it's very likely as we were talking about before. At this point, we need to use all unrestricted funds to just pay our payroll and our bills at this point. Okay.

And then, the other ideas I was thinking about was, a lot of the services service agency that are the safety nets for our residents, and I'm really curious where the holes in that net now exist based on this. And so I would love to stay in contact with these agencies prolonged beyond just the survey. I think the survey was great, but I I definitely you know, maybe a a standing eye. Agencies can come in and give public comment. Hey.

Here's what we're doing now. Here's you know, we had to turn away a 100 families this week. I don't know anything like that. The stack newsletter as far as getting awareness would be good. Social media for spreading awareness, our, you know, our Facebook account, things like that.

And then, yeah, we talked about visiting the different agencies.

I really agree that should

be volunteering. And I and I say that Yes. As if it's Yes. Yes. Obviously, but also, like, we're here because we want to do more than what we physically can do with our bodies volunteering, but we should also do what we physically can do with our bodies for volunteering. So

that that's it for me. Can I can I I please actually thought in the course and, again, I'm new to the commission, but I thought there would be more direct contact on location with what the agencies were serving, which I think can lead to more volunteering? And I know there there are various rules whenever you're dealing with a government agency, you gotta be sure people who are interacting, they're starting on to work going on and so forth. But, is there a way to schedule, say, a regular group of commissioners who would go and meet directly with the, you know, the food agencies or the or the other nonprofits and talk directly to the people as opposed to just sort of seeing them on on on the budget sheet.

I believe there is a way. And I think that's something that we can, in our discussions and committees, come up with and recommend. And I imagine out of that, if that's a direction we move in, maybe out of that, someone's like, okay. I'll be the coordinator. Do you what I mean? And and going through the calendars, I'm imagining Sure. That a good bit of what we are going to recommend and propose, I would very much like for it to as little as possible impact doctor Amy and her team and adding additional work to them. Right? You know what I mean? And so I could see us as we coordinate ourselves and get clarification. Is this crossing the line? Is this good? Is this within the bounds? Yeah. Can I go ahead and be the volunteer coordinator? You know, how do we communicate five at a time? Right? There's a lot of rules we gotta kinda sort of maneuver through. Yeah.

Because even as commissioners, you're all volunteers already. So that would just be an extension of to me of the volunteer work. But, again, I I would have to be careful. I don't know what all the rules are and if if if that's allowed and so forth. So now maybe I have to be clarified or explained.

Thank you, Ray. Yes. Commissioner Yigula. Thank you.

I have a question. If we can gather, like, a list of who's looking for volunteers and who would, like, accept youth volunteers because students are looking for where they can provide their time. So I think that would be helpful. It's one way we can share and at least get, yeah, some power in there. Myth.

So I'm gonna add volunteer matching under the direct voluntary support and recruitment area.

Yes. Commissioner Kumar. Yes. Just a comment for moving forward. What we can do is, like, we can probably learn something from Keith Hayward clean clean and red clean and green. So help me out. So task force, that department or even at the city wise. I mean, I don't know which department handles the task force, so we can probably learn something from that commission or task force and kinda organize start organizing those. It's for one Saturday a week. I mean, on the month, and then we can leave home.

It's like like commissioner Warren said, it's a opportunity for us to kind of change the perspective about this our own, each of us task. So it's, like, not just, like, passing a budget, and we can probably do a lot of volunteer work.

That's fair. And I don't think there's anything that would prevent various commissions from partnering and working together. Right. Right. Like, there's I don't see anything that would prevent us from going to, hey. Let's together, you know, all of our, you know, spheres of influence do the whatever activity or advocate for such and such. Okay. We've got a lot of ideas flowing. I'd love to get us to get some concrete, to get us organized in some way so then we can begin to further flush things out and then come back together. There are, I think, group of logistics we'll have to figure out. But let's first start with anyone interested in I'm just gonna go with the form because that's what's on the paper, then I've added the the area of resource. And you guys say as we

go along if we need

to add others. But is there anyone who has an interest in, like, yeah. You know what? This sort of direct volunteering support and recruitment, I got an interest in that. I wanna leave that.

Put me on that. And we're gonna

have Wait. Me can I share my screen and do some real quick speaking? Sure. Maybe? Hold on. Give me

a sec. Anyone else think that's of interest to them? Thank you. You're so much faster.

I could do that.

Thank you, Manny. You're so can share

this screen, and you can Okay.

Can you share your screen? I can. The slides.

Do you

see the slide that I'm in?

One right? We're gonna do. Okay.

What which area are we talking? The direct volunteering?

I can't

read my here. It's just I study art gallery.

I

can share my screen.

Come here.

Come around.

Who are your Juan, Dan, not.

So between now and Christmas, I'm doing

a lot of the volunteering because I wasn't planning on having to volunteer also with this commission. So after Christmas, it'd be okay. But between now and Christmas, you know, I got lots of

women and children that I'm

working for. Anyone, you got room for

one more if you're interested in commissioner Sledge? Who did I miss?

I got you. I got you.

Alright. So what about the promotion, awareness, advocacy, getting the word out? Any social media influencer folks that okay. Commissioner Singh? Anyone else or have, I don't know, context and communication and marketing? I had no idea. You're just really great with communicating, getting stuff out there, saying things. Would maybe you think, sorry, like,

the Citi's platform? Or May I may I do some initial boundary setting around that? Yes. So as it currently exists, things like the stack, there's pretty strict when we use what for what. A lot of that is around, like, we don't wanna drown out channels because we want to be able when something really important needs to be communicated, like, that come through.

So we will go back to our community and media relations team to talk about, like, what are things other than the existing, like, stack and those types of channels. Like, it could be something that lives on our division's website, which gives us a little bit more agility for updating that. And then that's the thing you could link out. We have an interested parties list that you all could drive people to, and we have a little more flexibility with our use of that. But I do wanna say, like, the city's social media channels and stack, there are some guidelines around how those are used. So we would have to and I have to learn them a little more closely. But if we were careful about the frequency and, like, consolidation of communications, we could probably figure out. And just a

quick question also, kind of related to that is, other city resources, you know, facilities, things like that. If there's nonprofits that need a space to do something, is the city more lenient during this time at least with providing that?

That is an idea that you should that we can even consider, like, our facilities team. Because, again, the city is experiencing Yes. Shortfall, and so I can't tell you right now if we're gonna waive fees when those that fee revenue goes through the day. But I think that is a great idea to break to

the It's a very small number from the city's perspective.

Yes. Uh-huh. Yep. And Thank you for sharing. Everything is being covered right now.

Yes. Hi, Commissioner Aguila. I was

gonna ask Amy if you could ask if it'd be possible to have, like, our own commission Instagram page as the Alameda County on the commission on the status of women have their own Instagram, and, like, just share things there. And I think it's effective. So maybe

I know.

I wasn't gonna ask for Potentially. You're fine.

I I don't know. Yeah. But I think that when we do the brainstorm, what I was hearing was some, like, we don't wanna do a bunch of work and then have counsel push back. Mhmm. To go back to that, I do think that they would consider this as part of your CAF responsibilities.

That if the money is not there, identifying ways to support agencies is that I think we're kind of safe based on literally the feedback that council has given for the diocese. Yeah. What I would then also say is within these kind of, like, big brainstorms, I think you're safe to do a big brainstorm. And then what staff's work will be on, like, a first pass would be to yes, no, maybe, only if kind of the list. And I think we need a little bit of time to do that. And my train of thought has completely derailed. Did I answer not even sure at this point what question. I'm sure. But we should, I think, throw it all in the wall. Okay. Yeah.

Yeah. I do think all of the brainstorming should come in these groups. We have a volunteer direct support and recruitment group. We've got five individuals there. We're currently talking through the promotion and awareness group. Right now, commissioner Singh is the entire group. Sure he would love some help and support in that regards. Thank you, commissioner Angula.

I did.

Thank you. Is that right? There's no? Okay.

Jake Fox. Alright. Cool. No. Straight on.

Go over to the library. Okay.

They've got some bugs. Does that mean by default, everyone else is interested in identifying other funding sources, or

I think

I should assume? Also interested in that too.

Yeah. I'm not I look. I'm not looking to really if you've got all this energy, who am I to say? Sorry. You can't be on all three amazing.

I was gonna say, can we leave that as a standing item so that we can all, like, bring potential for Yeah. Like Oh. On our future agenda?

I like the idea of having all of the committees being on the agenda for standing item. But if we're looking to move things forward and we only meet once a month, I don't believe that is going to be fast enough. And quite frankly, I'm thinking this is the biggest area of interest Yeah. Where we would need to be able to move more swiftly. So I we're gonna have to just make some decisions right now and say, you know what? This is what I'm committing to or what I'm not committing to and know that we're gonna have to be able to support it. And some of these work groups may be meeting, you know, once or twice a month. And if you're on all three, just take into account what does that mean with all of your other commitments. It is holiday time, so on and so forth. So yes, commissioner Sledge.

Speaking of now as I see, this is the last meeting until February. Correct? There's no meeting in No. No. In January January?

There's a January meeting was supposed to be interviews. So you were gonna meet in January in You're right. December is not scheduled to be a meeting, and I would for because we had not planned, staff is not quite prepared to have a meeting in December. We could scramble and make

it work.

But I would recommend that if there is enough structure here to start, that you all use that time in December to meet in the cohorts, and then we come back and the agenda on January is, like, a report back.

That's what I brought up. So we have all these ideas floating around, but if we don't get together and talk about it again until February

January meeting is still happening. Yeah. The January meeting is on the agenda. It just we would need to, when you get to the agenda item tonight, kind of revise what the topic of the like, what would be on the January meeting. But you all were still gonna meet three times in January or different iterations.

It was gonna be different. So it's gonna be different. We're just the one agenda item before the calendar, and you're bringing it up now. But we will have an opportunity after we hopefully organize our committees, talk through what are the the timeline of our rest of our formal meetings, and then we'll have to individually each committee sort of identify when is it gonna meet and be prepared to work report back out. I believe we should have a standing agenda item for each of the committees to report back out at all of the future meetings Yeah. At minimum.

Okay. So Yeah. This group, they meet and formulate a plan or something like that?

Yes. So the intention is What happens afterwards? If we come back to the larger meeting, and there's communication with the city staff. Hey. These are the ideas. Are these ideas that are likely to be able to be moved on or not moved on? The larger group can discuss. It's it's, to some extent, still mimicking the art process, but just for a different topic and in a different way. And I understand it may be conceptualized as you didn't have the opportunity to go through it yet. But, traditionally, we would already be dividing ourselves into small committees.

Yeah.

We would just be doing different work. And so we're basically now still gonna be organizing ourselves in smaller committees, and each of those committees are always tasked with bringing back its recommendations and ideas for the larger committee. The larger commission still has the opportunity to ask questions. Wait a minute. I'll just come to that, you know, did you consider this? That can still occur.

So this all targeted to raising funds?

We are trying to support our community partners with having support because we're not able to write them a check or recommend that the city write them a check.

So we will be supplementing?

I think in a nonmonetary way, yes. They're asking for different types of help. If you can't give us money, can you give me hands and toes to help me to box from left to right? Can you help me get the word out about the work that I'm doing? This is what they're asking us to do. If you can't write me a check, can you do these other things? And we're now organizing ourselves to see how can we answer the call and support them with those other things. But, I mean,

if we can put a fundraiser together too that can bring some dollars to them, that would be fine too. I'm sure they wouldn't reject any money coming.

I think we can throw all the ideas up in the committees. We've got two down looking to see if there's any interest on those who would like to assist with identifying other funding sources. I'm gonna put myself in that one. Anyone else? Anyone else? I was gonna put you in Raise my oh, where you gonna

put yourself in that? I was like, I'm sorry.

Take care. That phone. Oh. I I just wanted to I I would like a group for resource development. Like I mentioned, my discussion with Central Agal, they would like a resource that's helpful for referring people to. And so I can envision such a committee looking at what resources other cities have, seeing if we can mirror that in the city of Hayward, things like that. And, also, like I mentioned, the day by day resource, but developing similar resources like a community like that.

Yes. That that's included. It's not on the slide. And the next one and I will put you as the first person on that one.

K. I'm gonna

call it the resource committee. I was gonna say resources encompasses funding. I was gonna join them, but I'm hearing a need for it to be separate. So I'm going to respond and

have it be separate. I what I'm hearing is, like

A database of

of like a landscape analysis. Yeah. This is what's out here, and here is a tool that is accessible, updated regularly that will allow agencies to see what else is out there. I would say we we can be in a quarterly meeting of a refunded service provider, not arts and music, but of the, like, social services folks. We it's tied to, like, homelessness services.

So it is everybody who does homeless service, like, direct work and then the whole supportive network around that. So our food folks come to that, our legal assistance, our immigrant services, education, like, everybody help come to those. And the goal of that has been to make sure everybody knows who everybody is, and we've done a lot of learning about different programs. But you have to be funded and get invited and show up and and have the right people in the room. But I'm seeing I'm thinking of that quarterly convening as a place where we could absolutely promote the resource that which I was talking about.

I think that is one. Also, what I envisioned was it would also be ideally posted publicly so that people in need of those resources also know that there's just this one place, say, on the Hayward website that I can look to and find all the resources, and then I can see what I I need Yeah. Or where I talk to.

Yep. I think that that is something again, talking about kind of the boundaries as I'm, like, just initially thinking it through, folks are they're real specific about what we put on the website and how we put it on there. But if you have if if that group does here are examples that other cities do on their website that we could model after, those types of things. Because right now, if you go to our website, there's, a get services page, and it is a massive, massive, like, accordion thing. So you kind of just, like, can run through that alphabetically.

And that has been kind of our community relations and websites folks preference so that there's not resources living on different department pages that you have to navigate to. So we would have to figure out how this idea fits within that structure that goes kind of beyond just community services. The other piece is and I think you got to this with the day by day is that this information can be stuff that changes pretty frequently. So there would need to be a commitment and an infrastructure behind how will we maintain this so that the information that does get posted stays up to date.

Very good.

Because that has also always been kind of a concern. It's why we never we try to avoid posting

Mhmm.

Because they get lost, and suddenly you Google and find some guidance from five years ago. Mhmm.

Anyways, I say something? I Is that okay?

Chair. I I don't care what

the rule was. Can I ask you really quickly to take what we and I'll I promise I'm gonna come back to see your hand? I promise I'll come back

to you.

I wanna acknowledge and welcome commissioner Singh.

Thank you.

And I'm gonna do my best to, in, like, thirty seconds or less, catch you up. So we had a presentation from our city staff team catching us up and letting us know what our nonprofit partners have shared in response to hearing that we are not able to move forward with the community action funding cycle as planned. We are on I don't know the page number, but we're on in the presentation that we received, the one with the little three icons in the center there. This is what we are discussing. We are looking to divide ourselves into groups that can address these areas, which our community partners have said, we understand you're not able to provide us with funding.

Could you provide us with these other things that would help us? Could you help us with recruitment, direct volunteering? Could you help us with getting the word out about our services? Could you help us with identifying other funding sources? And then we've added some more to that. Hey. Is there some sort of landscape matrix resource connection we can do? We can, I don't know, introduce people or let them know this other person is doing housing? Can you guys share something to that nature? Also, I have on here a service provider assignment, which is basically saying, hey.

Can we divide ourselves up? And we have these four or five or whatever number, and we keep in touch and report back to the larger commission on how they're doing or what's going on. We're trying to get interest. I'm trying to get interest from the larger commission. And which one of these buckets would you like to gather in a smaller subcommittee? You can have five or less people meeting to where we're not a quorum, and then we can meet as much as we want. We don't have to worry about announcements and Brown Act and this kind of thing. And then we would report back to the larger commission on that work and then report as needed to our city staff and see if it rolls up to the city council. This is how we think we can move forward. We have not come up with a timeline yet.

We're literally just organizing ourselves. And then once we clear this action item, we'll then look at our commission calendar and then adjust it because we've made some changes since we're not gonna be doing the arcs as normal. And so that is my quick and dirty. I hope I didn't ruin it. Quick thirty second to catch you up on what we're working on, so far.

Thank you. I really appreciate that. Apologize to everyone for being late. Just sort of lost track of time. So thank you for that. I appreciate it.

It's quite alright. This has nothing to do with anything. Quick commercial break. Is there any chance I can approve my June minutes with him? No.

I don't think there's literally nothing going to happen because of the people on the he wasn't at that meeting.

Oh, that's right. That's right. Okay. He was on the commission at the meeting. Okay. How many do we need? You need There were people absent. Yeah. I was in that I saw

the the present people from that meeting, and I thought we had

Not who were at that meeting. Yeah. The the part for They

were they needed to have been present and still on the commission now to be Yeah.

I mean, you can look again, but you have to

have I think will know down. Really?

I am taking

Same action, Laura. Wheeler. Gun. Wheeler. I was not wrong. 12346.

Wait. Really? I swear to you, right. Okay. That's why I I'm I'm happy because past Jamie thought we could do

it. And

then today, I was like, no.

I can't. But one, and if

you want to Yes.

Oh my god. Evelyn just pointing me to the table. Yeah.

It

says. Oh, okay.

It's called my circle one. Yeah. We have one there. Yes. You can. Okay. So I can come

back to it out

of my side arm. Very good. Thank you. Oh, yeah. Interesting. No worries. Totally. Thank you for your patience.

No worries. It's cool. Go ahead. I was just gonna

address the the resource thing. Maybe this could be a very good starting point for you. The Hayward Library has a wonderful resource guide that goes by. It's a calendar form. Great. It has, like, a thing that says, like, I'm a senior. I'll look it up. I could go to a tai chi class at the senior center, and then you can come to Spectrum for lunch. Then they could go to, like, say, flat headings for senior day care, and then find a bed, say, It's a very wonderful resource guide that they have out there. Maybe it could be a good story. Point three.

Thank you. Thank you so much.

And and also doctor Amy's great book, the homelessness. It's it's wonderful. It has, like, 30 organizations on there.

Very good. Commissioner Singh, we have space. If you are interested in promotion, awareness, advocacy, if you believe you have skills in that area and helping the larger community, know about services from our providers, That's an option. Not looking to put you on pressure and making say, yes, Sunny up right now, but just letting you know there's space there. And then also, we're currently trying to see if there's anyone around the table who has a passion, skills, or interest in helping the service providers identify other funding sources that aren't connected to the city of Hayward. And that's open for everyone.

Do we need to identify which chain on the

Oh, yes. For promotion and awareness. J y l. J a y. Yeah. Thank you. Yeah. We gotta have to spell the whole thing because we can't just use the first initial. Okay. Well, not to belabor the point. We'll move on. That's what we have thus far. And, let's talk through how the committees want to organize themselves. Is there anyone in the direct volunteering support and recruitment who feels like you wanna chair that small group with you guys and make sure you guys are meeting and communicating and, responsible for bringing back to the larger commission what's going on?

I don't mind. I can check on the phone.

Thank you. Vice chair gun. And for my advocacy folks, I've got Maxeon, Angulo, and JAY, Anyone interested in leaving you all? Happy to pick.

If I

chair this one, can you chair the other one?

Have to. I'm the only one on it. Okay.

Yeah. Yeah.

You got

it. You got it.

I'll figure out. I'll do some recruiting online somewhere. So okay. Cool. And then I'm assuming commissioner Wong, this landscape matrix resource, happy you feel free to recruit within the commission and identify your guys' timelines and be able to report back. Is there any reason Can I see Damon? Of course. It's yours. Yeah. Yeah. Call him.

The resource research and development committee.

Okay. Good. Resource research and development. Little verbal.

I like it.

I already thought about this. Alright. There's how many of us? One. There anything to prevent me from communicating to the chairs of those to make sure things are moving along?

Would ask that you cc staff just so they're Happy. In the loop.

Happy. You don't have to

just enough just so I can be limited.

You and anyone else? Who else? You can cc me.

Okay. You got it. I'll pull in folks as soon as

Okay. How do you guys feel with being able so today is, what, the November 19? We will not come together again until January. We'll get to that in a second. But right now, those of you who are like, hey. I'm sort of over my committee. I certainly feel confident in going through the list and calling up some folks being like, hey. Don't you wanna help me figure out how to get some money? But I wanna make sure those everyone else feels like, you know what? I feel good enough to be able to move forward. I'm clear. We're gonna get together. We're gonna brainstorm. We're gonna come back and report out. Let me know.

I'm happy if it's helpful. I can take, I don't know, the next few days and maybe be like, is this a template we use, you know, or something like that to help you guys with conversation. So I'll shoot out a note to those that I put the stars on, matching gun, Wong, and that's it. And we can follow and make sure we're ready to go forth with our subcommittees. Does this feel okay? How are people feeling? I just wanna take the temperature. Yes. Commissioner Singh.

I can join the additional funding resource.

Yes. Yeah. Thank you.

And those of you who have yet to sign up, I'm sure there will be plenty of opportunity moving forward. Alright.

It's just taking a look. Okay.

I'm gonna before we go to the planning calendar, I'm gonna take us back to I don't even know what item number it was, but it's approval of the 06/18/2020 meeting minutes.

Can we use the same motion second? I do not know. I'm going

to have

to ask.

We never actually voted.

We did not.

So the question on the floor is we had a motion and a second at the beginning of the meeting. Commissioner Singh Jagdeep was not here yet. Do we need to remotion? Can we use existing motion and just move to vote? What? How did that We lost our parliamentarian.

Robert's rule.

But I was gonna say, what is the protocol here?

I believe there was a motion on the table. There is. There is. And we didn't

We didn't

vote? Yeah. So I think you may still call vote. Yes. Can't may I just for folks, like, everyone will be called. And if you feel like you can't vote on it, you can abstain. So if you weren't at the meeting, for example, you may abstain. Miss Evelyn, would

you mind just rereading who motioned first and second for us before you take the vote?

Yeah. So we had a first by, commissioner Mattson with the second by commissioner Ngugu. Thank you.

I'm gonna do the roll call.

Yes. Commissioner Obi Alorson. Yes. Commissioner Angulo.

Yes. Commissioner Dow.

Yes.

Commissioner Gunn?

Yes. Oh, I'm saying. Excuse me. I forgot anything.

Commissioner Kimura? Yes. Commissioner Vaderoz? Upstate. Commissioner Maxeon? Yes. Commissioner Jagdeep Singh?

Upstate.

Commissioner Jayandra Singh?

Yep.

It's a

Abstain. Oh, okay. Okay.

People work to do it. Commissioner Sledge?

Upstate.

Commissioner Waugh. Yes.

Oh, come on. We should be okay then.

That should be Yeah. Right?

Okay. Good.

We

have a six in passing. Yay.

It's not right off the cliff. I'm still super interested in the answer to that question, though. But what would happen? Is there

anything I have that out there, and

I will follow-up.

Oh, okay. Cool. Alright.

We're just

on their toes.

Alright. So we'll now let's give you our calendar. May Please. May I

make just the process? I pulled up the Word version of what you have, and I thought I could screen share it in fact, it is in real time. If folks wanted to make changes, so that way it's, like, super clear what you're editing, because I feel like there's gonna be quite

a few I think that is why. Adjustments. Thank you for helping us with that. That'd be great. Doctor. Amy. Awesome. Event. You can just make it, like,

at 300% big as possible.

Okay. Just to remind everyone, today is November 19. Mhmm. And I am hearing that we continue to have no meeting on December 17 to leave it that way. Yeah.

Interesting. What we have under January, what was originally proposed was to meet on Wednesday the twenty first and if needed, whatever that date is that I can't January 28 and February 4 if needed based off of what we didn't know would have been potential interviews for our nonprofits. We have just established these smaller committees. I believe there is a desire to make sure we move forward with momentum and responding to our service providers and not being six, eight, nine months down the road before we're able to say, here's how we can help you with last fiscal year. So I would love to hear people's thoughts, yeas, nays, thumbs ups, downs, this concept of keeping these dates, the twenty first, the twenty eighth, and the fourth, or just picking one or just picking two, Open to hearing people's thoughts and discussion before we actually get to a motion on what to put on the calendar.

This is the discussion.

And those are all Wednesdays. Right? Correct.

How hard is it to add a day if we decide just the twenty first or just the twenty first and twenty eighth, for example? How and, like, for city staff perspective.

Like, it's

So from city staff perspective we

say, oh, actually, we need another meeting.

So this body meets once a month. Mhmm. And there are no limitations on how frequently your subgroups are meeting. But in terms of coming back together as a group, it's these set days as prescribed in the schedule that you got in front of you, and we could we have the dates that are the third Wednesday of the month where we don't necessarily meet, like, the June 1. Like, you could add that later on if you wanted, but we would be able to add a special CSC meeting. I would not recommend adding a special CSC meeting in January. Yeah. Multiple in one month. And those there were multiple dates there because different arcs were going to be meeting. It wasn't going

to be all 11 of you at all of those. Well, they wouldn't have been meetings. Would also Would this be a time for the committees to say we'll pick one of those meeting dates? It doesn't need to be on

this calendar, though. Right. It wouldn't be on this calendar. We wouldn't we would not You can do a document to dot to calendar your individual work

I would like one full body meeting in January for sure.

Mhmm. Mhmm. Nice.

I and so that would be on January 21. That's Yes. When this group. So what I

will do Okay. Thank you for that clarification, for that conversation, Victoria. So we would do An amendment to this.

I'm just gonna put some tentative language up here based on what I'm hearing.

Doctor Amy, can we have agendas with meetings without topics like TBD? Right? Because we we don't know what's gonna be the results of these committees, but we know we'll wanna talk about something.

Yeah. We're standing item two.

Right. Mhmm. Yes. So could the so for because we initially had process draft recommendations, all of this kind of thing. Can we have some wordsmith something that suggests our replacement report outs or whatever or committee Mhmm. Updates.

Can I call them working groups? Please. Think I think committee is a proper noun, but I I have to Oh, yes. Yes. You I'd have to.

Make it work. Yes. Yes. Yes.

And we're gonna call them work sessions, I think, that allows for the discussion. The assumption with the work session is that there's not an action item associated with it. So as you're, like, progressing through, if we reach a point where you, like, there's a need to vote on something, we could agenda that as well. You also can make motions in real time, but work sessions typically don't have action associated with them.

Fair enough. How soon, and is it reasonable for us to agendize when we might hear back from counsel on our direction?

I don't know the answer to that. Okay. I I don't know if it would need to even be, like, a report item. It may be just an announcement from Yeah. Council member liaison. If the team because I'm screen sharing. If we could make a note to follow-up on what council input is required. I am trending towards I don't think you need a ton of council input. There may be things that come out of this work that require some sort of council endorsement or approval. There are a lot of things that you've talked about so far that I, at a staff level and Regina, you can put me in my face if I'm wrong.

But I'm fairly comfortable saying that's an administrative decision that doesn't need council authority. Like, a lot of this stuff of the use of website, the communications, volunteer recruitment. Okay. Maybe, like, a fundraiser or getting into contracts, the foundations that certainly we would need councils just in input there. Guess Depending on

One one caution thing that that I that I'm feeling is I know that prior to March, council had stated that they're worried about the amount of work being put on staff by the commission. So I just wanna make sure that we're in line with what they're expecting. And also because I I want their endorsement

of this.

You know?

I want them to say, Keep going.

Yes. We will we'll get together as a team. Regina, do you wanna jump in? I was

gonna say, as I was coming back in and and Amy was talking about, you know, how she envisioned it as you all give the feedback, and then she would as the staff would kinda go through and say, no, maybe. I think that's the point where we'll identify things that need counsel buy in, or if staff feels like, hey. This might be administratively burdensome. Right? So I I think this is a great space to be brainstorming in where almost nothing is off the table so that you can as long as it's within the scope, right, and then bring that forward, and then we can call at that point.

And I think what would probably make sense to bring back to council at some point would be kind of a here's the work plan that like, an informational report to council. And in the work plan development would be where staff would say, this goes beyond the scope. Like, this would get into that kind of area where you're saying that counsel has said there need to be parameters. So I would look to you all to kinda trust staff discretion that this is something that within our workload is possible and is within in line with the objectives of your role. And then these are things that we don't have the capacity for, but could be on a future. So we can get to the point, I think, where you're kind

of looking at, like, a road map. Is it possible to try and keep the similar schedule as if like, instead of here are our ARC recommendations, here are the new rec like, is it possible to still Yeah. In March, the action item is, like, we know these working groups need to have our act together by February. So you guys in March can put together your whatever you put together, which allows us to, at April 7 and April 28, have the council say, oh my gosh. Go forth and let's get it. Or

Yep. Yep.

You know? Let's put that as, like, a TBD and let us talk internally about if if that is the thing we can take makes sense to take to counsel. I think it's a good idea. I would like to vet it more.

Sure. I am more thinking of just using the same flow with calendar and expectation when things are produced and ready and still sort of having that mindset of around this is the time Mhmm. When we would like to say, this is how we think we can help them next July 1 through Yeah. Whatever. And I think that keeps us from being here next November and still talking about it. Yeah. And then we're able to say 2025, unfortunately, look. 2026 will offer something else. Yeah. And I would love to within the committees, I see here again, commissioner Wong, identify to commissioner Wong's point, how is this a participatory and inclusive process Mhmm. For our community partners? None of this sort of for us without us kind of thing. Right? Yeah. Okay. Yeah.

No. And that's what we that's why we led with the survey, and I think that finding ways to make sure that this gets vetted That the race is still And those are I think that in terms of what our team would have been doing and the amount of staff report development that people have been doing, factoring in what we plan to do instead, we have some capacity to add and let's as we go through kind of see as we move through in time what what that looks like, what that ends up being.

Fair enough.

Is your hand up, assistant city manager, to make a comment?

Regina, I think so. I'm just reading. Just just

In response quickly to what you said, I I just want to emphasize the importance of being nimble of all this because as I mean, the process that we currently have outlined, if we were to usually go about it, it would be January, we have those ARC meetings. In February, we have the funding recommendation celebration. In March, we have our own voting process to approve, and then we go to city council. That's, like, four months gone. I'm just thinking we don't need to strictly I I don't think, in fact, we should follow as the process that's outlined as closely as it's laid out like it is right now.

I think that if there is an opportunity to be more nimble and to make sure, like to to to to find out if we even need to get whose approval we need. I mean, it seems like we had a little bit of that discussion right now with city staff going line by line. But if, ultimately, we don't need to run everything through, like, in one big meeting that then goes to city council, I'd like to avoid that if it's not entirely necessary because I want to be as noble as possible.

We will still be going to the council in April because that is our typical timeline of getting the annual plan for CDPG adopted. And just because it's not going through our normal CAF process, we'd still have to get council approval of that document. So that April milestone is there no matter what. And so if there is something that you can work towards to also say, hey, counsel, by the way, that would be a place to do it. We also could potentially it depends on when HUD comes through, but we could maybe do that in May depending on the HUD timeline.

Yeah. So there's my point is there will still be a spring meeting where this team goes to council and about CDBG so we could sprinkle in whatever else is here.

And we also could be nimble if necessary. Mhmm. Fair enough. You have I just wanted to so

just to clarify, we're still going to go to city council because the well, CDBG, that's, like, something we have to do. But in terms of all the different working groups and the stuff we're working on, we don't have to wait till April. Okay.

No. No. No. Sorry. I was just trying to kind of connect the two points here that it's nice to have some milestones, and you've like, I just want you to know that we'll be going to council

Okay.

As normal in April, most likely. Potentially. I I think we'll probably stick with April. And so if there is something that you all have worked on that would you would wanna put in front of counsel, we could do that in April.