AGENDA DATE: 8/1/2018
TITLE:
Title
Joint Charlottesville/Albemarle Agency Budget Review Team (ABRT) Process
BODY
SUBJECT/PROPOSAL/REQUEST: Consider participation with the City of Charlottesville to undertake a comprehensive review of the ABRT process during FY 19.
ITEM TYPE: Regular Action Item
STAFF CONTACT(S): Richardson, Walker, Kamptner, Allshouse, L, Bowman, Bittle
PRESENTER (S): Lori Allshouse
LEGAL REVIEW: Yes
REVIEWED BY: Jeffrey B. Richardson
BACKGROUND: The City of Charlottesville and Albemarle County have conducted a joint application process for local government funding of nonprofit organizations since the 1980s. The Agency Budget Review Team (ABRT) was created in 1991 and the agency review process has been refined over the years to include the use of an objective rating tool and outcome measures.
In July 2010 (FY 11), a comprehensive review of the ABRT process was undertaken. During that time, the application process for the following year, FY 12, was suspended, which meant that no new agencies could apply for funding. For agencies that received funding in FY 11, funding for FY 12 was maintained at the same level. As a result of that comprehensive review, City Council and the Board of Supervisors made changes to the ABRT process, including updates to the criteria and the inclusion of funding priorities for each locality. Beginning with the FY17 process, ABRT priorities were aligned with the localities’ strategic plans and applicants were asked to self-identify outcomes that demonstrated progress toward the goals and objectives of the localities’ respective strategic plans. Prior to the release of the FY19 application, City staff held a series of meetings with applicants to align the localities’ strategies and identify a set of common outcomes and metrics.
The current ABRT process provides a single application process for agencies that apply for funding from both the City and the County, community involvement in the review of applications, and a focus on the achievement of identified outcome metrics. Art and cultural agency applications for County funding are not currently included in the ABRT application review process.
Following the adoption of the City’s FY 19 Budget, Charlottesville City Council suggested that there be a comprehensive review of the ABRT process. Because this is a joint City-County process, City staff shared this information with County staff.
On July 16, City staff provided a recommended approach for a comprehensive review of the ABRT process to City Council. City staff anticipates that the ABRT process review would begin immediately for completion in May 2019. While the review is underway, City staff has indicated that the City will forgo its FY 20 application process requests for ABRT-reviewed organizations and currently funded agencies would be required to submit brief progress reports. Additional details of City staff’s recommended approach is included in the attached July 16, 2018 City Council Agenda Memo. (Attachment A.)
STRATEGIC PLAN: To enhance the well-being and quality of life for all citizens through the provision of the highest level of public service consistent with the prudent use of public funds.
DISCUSSION:
On July 16, City Council approved City staff’s recommendation to conduct a comprehensive review of the ABRT process and stated that currently funded ABRT agencies would be provided the same level of funding in FY 20 as the City provides them in FY 19. City Council stated that further details regarding how the review process will be conducted will be finalized after the Board of Supervisors determines whether the County will be participating with the City in the comprehensive review.
The County’s options include the following:
a) Participating in a comprehensive review of the ABRT process with the City and adhering to the City’s agency funding approach, which is to provide funding for currently (FY 19) funded organizations/agencies at the same level in FY 20, and, if so, determining whether to direct County staff to participate with the City in suspending the FY 20 application process for new applicants.
b) Not participating in the comprehensive ABRT review process and conducting its own agency application review process for FY 20.
BUDGET IMPACT: The County’s FY 19 Budget currently includes $19,000.00 in administrative support to the City to manage the FY 20 ABRT application process. If the FY 20 ABRT application process is suspended by the City, City staff has requested that the County provide this funding to the City as its share of support for the comprehensive ABRT review process. If the County desires instead to conduct its own FY 20 agency application process review, the $19,000.00 could be re-purposed to support the County’s application process.
The County’s FY 19 Budget includes $1.5 Million in funding for ABRT agencies.
RECOMMENDATION:
Recommendation
Staff recommends that the Board direct staff as to whether the County will: a) participate in a comprehensive review of the ABRT process with the City of Charlottesville and if so, whether the County will mirror the City Council’s funding approach to provide FY 19 funded agencies with the the same level of funding in FY 20; or b) not participate in the comprehensive review of the ABRT process with the City and conduct a County agency application process for FY 20.
Staff also recommends that the Board direct staff as to the use of the $19,000.00 in administrative support funding currently included in the FY 19 Budget.
ATTACHMENTS:
A: July 16, 2018 City Council Agenda Memo