Youth Activities Board
Regular MeetingJuneau, AK · February 9, 2021
Minutes
Youth Activities Board Meeting
Zoom Webinar
February 9, 2021
5:30 p.m.
This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to
https://juneau.zoom.us/j/96746504233
Or Telephone: Dial(for higher quality, dial a number based on your current location):
US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312
626 6799 or +1 929 436 2866
Webinar ID: 967 4650 4233
Members of the public wishing to provide public comment during tonight’s meeting can do so by
clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone).
Meeting Minutes
I. Call to order at 5:35pm- Tom Rutecki, Chair
Roll Call-
Member Present: Tom Rutecki, Bonita Nelson, Kristina Moore-jager, Josh
Anderson, Liz Balstad, Caleb Peimann, Della Cheney
Members Absent: Kiana Potter, Summer Christiansen
Staff Present: Dave Pusich; Recreation Supervisor/Staff Liaison
Public Members Present: Charlotte Truitt/Juneau Symphony; Caroline
Walker/Gastineau Channel Little League; Cherish Hansen/Juneau Douglas Ice
Association; Andrea Robb/Big Brothers Big Sisters; Ashley Otheim/Big
Brothers Big Sisters; Charlotte Truitt/Juneau Symphony; Bess
Crandall/Discovery Southeast; Justin Pelkowski/SAIL/ORCA; Natalie
Watson/AWARE Girls/Boys Run; Morgan Michaels/Juneau Nordic Ski Club;
Lori Seymour/ HoopTime; Sandy Fortier/Juneau Jazz & Classics; Claire
Imamura/Friends of Alaska State Museum; Summer Baxter/Juneau Youth
Wrestling
II. Approval of Agenda- Ms. Balstad moves to approve agenda. No objection.
Agenda approved.
III. Public Comments on non-agenda items- None
IV. Approval of Minutes: December 8, 2020 -Ms. Balstad moves to approve the
minutes. No objection. Minutes approved
V. Old Business
VI. New Business
a. Youth Activity Score Sheet Overview/Grant Changes for FY22 - (Bonita
Nelson presented power point overview as attached)
b. Public Discussion Q&A.
Caroline Walker/Gastineau Channel Little League asked if the board would
like to see all the grant pages be re-numbered for their review, as an
example there are multiple C-11 pages.
Ms. Nelson commented that putting page numbers in numerical order would
be fine. As long as board can follow pages, you will not be deducted for that.
Ms. Balstad stated that when Ms. Nelson explained the organizational chart
that it does not need to be a fancy organizational chart. We are looking at
what your administration structure is.
Caroline Walker/Gastineau Channel Little League asked that due to the
covid summer that occurred would our organization be held to a detriment
because only a 100 kids signed up and will this influence our request and
lower number of volunteer hours.
Ms. Nelson stated that this should not affect your organization since
everyone was hit by this pandemic. This is a learning process for all of us and
low numbers due to pandemic will not affect grant requests.
Mr. Rutecki commented to continue to state the number of hours and
number of participants signed up even during Covid-19.
Lori Seymour/HoopTime Basketball asked about a comment that Ms. Nelson
mentioned in regards to hours including board members and parents helping
with tournament as to if these hours should be counted.
Ms. Nelson stated to count the youth to adult ratio that are actually working
with the kids during activity. Put in participant hours and those volunteer and
support hours for the program.
Lori Seymour/HoopTime Basketball stated that since we are trying to get
through Covid there program would happen in abbreviated fashion since
they depend on gyms to be open, which currently are not. Would it be
possible to send youth to covid compliant clinics outside of Juneau?
Ms. Nelson commented that this should be okay since it is similar to travel
like any other tournament the YAB funds. There is flexibility to adjust grant
due to covid as YAB wants to help each organization as best possible during
difficult circumstances.
Mr. Rutecki stated that as long as funds requested are for youth travel and
not adults that would be okay.
Morgan Michaels/Juneau Nordic Ski Club asked about what type of format
you want the resumes to be in?
Ms. Nelson commented that many groups previously have just noted work
experience and left out the experience relevant to the activity. It can be
simple but please list experience of coaches/instructors.
Mr. Rutecki stated that there is no standard but to use a format relevant in
regards to activity/program. Include information on any trainings,
certifications, coach/instructor experience related to grant applying for.
VII. Liaison Reports
a. PRAC – No Report
b. JAHC- Ms. Cheney stated they are continuing to work with Juneau School
District with teaching artists, as some schools are open part-time now.
They finished up the awards of JAHC grants with CBJ.
VIII. Board Comments
Ms. Cheney commented she will take some time to read thru FY22 grant
changes and thanked Bonita for her overview, which was very helpful and
now has better understanding. Would like to look at last year’s funding for
grants for review.
Ms. Balstad - no comment
Mr. Peimann - no comment
Ms. Moore-jager - no comment
Ms. Nelson commented to remind people if they any questions to answer
those. Check out the Covid art at City Museum that CBJ granted to artists.
Mr. Rutecki thanked everyone for all their work and support for the YAB.
IX. Next Meeting - March 9, 2021
X. Adjournment- Ms. Cheney makes motion to adjourn meeting.
Meeting adjourned at 6:24pm
* CIT A. D BO OUCH OF
JUNEAU
REQU•E ST FOR YOUTH ACTIVITIES GRANTS
Youth Activities Program Fund
RFYAG #022-001
Youth Activity Grant
Score Sheet Overview
Changes for FY22
Youth Activity Grant and Board are established
by a Resolution passed by the Assembly. Rules
and guidelines for the YAG funds and the YAB
are outlined in this resolution.
Bonita Nelson
Youth Activity Board
February 9, 2021
Proposal Package Divided Into Three
Sections
References to page numbers below
Section A: Grant Information ~
Purpose and Priorities, Eligibility Requirements, Grant Requ irements ... .. ... ..... ......A- 1
Grant Requirements (Continued) ......... ..... ... ....... ... ... .. ...... ........ ... ..... .......... ... ..A-2
Funding .. ........... ........ .... .. ........... .... ...... ........ .. ..... ... ........... ................. ............ .... ...... A-2
Application Requirements, Submittal of Proposals
Directions for Application Completion, Proposal Evaluation Process and
Right to Reject Proposals ... .... .... .. ...... ..... .. .. .... ... ... ........ .. ...... .... ... .. ...... ..... .. ... ..... .. ... A-3
Sales and Property Taxes, Local Provider Points, Evaluation Requ irement. ..... ... ..A-4
Revisions to this year's Request for Proposals .. ..... ... .. ......... .. ... .. .... ... .. ... .... ..A-4
Definitions .................................................................................................................A-5
Resolution of CBJ Serial No. 2820 ... ... .... ........ ... ... .... ..... ...... ... .... ...... .... .......A-6
Section B: Proposal Instructions and Criteria
Sample Proposal Evaluation Score Sheet ...... .. ........... .. ..... ........ .. ...... ... .... ....... ..... B- 1
Proposal Evaluation Criteria ........................................................................... ....... B-3
Appendices ........ .... ......... ...... ... ....... .. .. .... .. .. .......... ... .... ...... .... ..... ...... .... ..... .. ... ...... B-7
Section C: Grant Application (forms to be completed)
Proposal Check Sheet and Table of Contents .... .. ................ ... .. .. ...... .. .... ... ..... .... C-1
Title Page ...... ..... ... ... .... .... ... .... ... ...... ............ .. ....... ... ....... .. ....... .... ... ... .. .... .... ........ C-2
Abstract .. ....... .... ..... ... ....... ..... .. .... ....... ..... .... ... ..... .. ... ...... ....... ....... ... ... ... ... .. .... ... .. . C-3
Required Information ...... ...... ..... .. ........ ............. ....... ... ... ... ... ... ........ .... ....... .... ..... .. C-4
Plan of Operation, Extent of Direct Youth Participation ....... .. .. ........ ... ..... ..... .... ... .C-5
Adult/Youth Ration, Scholarship & Youth Assistance Information ........ ......... .... .C-6
Goals/Objectives/Timelines ....... ..... ....... .. ................ ......... ... ........... .... ...... .. ....... .. . C-7
Program Evaluation Components .. ... ......... .... ... ......... ..... ....... .. .... ...... ... .. ..... ... .... C-8
Management Capacity ... .... .. ... ........... ........ .... .. .... ...... .. ............... ........ .. ........ ... ... C-10
Volunteer Support .. ......... .... .. .... ....... .. ... .... ... .. ... .. ..... .... ......... ..... .. ... ... ....... ... ...... C-11
Program Budget. ...... .... ...... ...... ......... .. .. ....... ......... ......... ...... ....... .. ........ ............... C-12
Program Budget Narrative ........... ... ........... .... ...... .. .. .... ..... ..... ..... ... .... ...... ...........C-14
Participant Cost.. .. ..... .. ........... ... .... ... .. ..... ........ ... ....... ..... ... ....... .. .... .. ..... .... .... ...... . C-15
Organization Support & Program Revenues ... ......... ....... .. .... ... ......... ...... ... ......... C-16
Proposal Presentation ....... .. .... .... ..... .... ... ... .. .. ........ .... ..... ...... ... .... ...... .. .. C-18
Optional Information ................................................... .......................................... C-1 8
General Comments Regarding Proposal. .... ........ ........ .... .. ... .. ... ... .. ......... ... ...... .. ..C-18
The YAB has directives In grant Packet page A-6
and latitude
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.. . .. .. . . . .. .. . .. .. . . . .. . . . .. .. ... .. . . ... .. . .. .. .. ... . . . .. . . . . . . . . . . . . . . . . . .. . . ..
. . . . .
:R E 0, ti.TIO O ,• THE, I T AND BOBO . GH: F .JU IE U.
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.. . . . . . . . . . . .. . .. ... . . .. . .. .. . . . . . . .. . . . . . . .. . . . .. . .. .. .. . .. . ... . .. . .. . . . . ... . .. .
. . . .
I R stabl:i ·o utlt , ,c ·i · ,i tt - B · rd, 11d
R r olu ·,•on 2'761 .
er
inclu
end
, ay to all
n board to
outb Bo !rd Pu!rpO _ • 'T h ·p urpo da
(a ) qu
propo ~ r · u ·. , a.r
n. . ure. · •~ e ned
annuall o · :OU h bud · ,.
Adopt procedures for evaluating proposals
Equal value to youth of athletic , cultural, artistic and
academic types of activities and reflect the range of needs
identified by qualified proposals
tion 4. rit ria for D i ion . Th Board hall u e he followin cr1 en
wh n con iderin he alloca ion of fund mon ou h ac ·vi pro m :
(c) All propo I con idered b he o rd unde hi program hall include a
propo ed me e alua ing he e en of he activi . Th d, m
e aluating e ma appl additional m ho related to he cr1
(d) All p1·opo l m u meet the followin r u ·r ment :
(1) Th m arting date mu o ur pr· or o June 30 of h fi c l ar
for ndin · provided.
(2) Pro
(3) F unding will no be awarded for ti e co 1 co t
of £ cili i , c pi tal co t for f il or alarie n for
coache or in rue or cep for ue educa or or ch
offerin p ial pr am in Jun u. renal for ial
pro · d.
) All p omo ional or printed ma ri include the folio
tatement: T · p o ram i partiall the itizen of h
and Borou h of Juneau through ale nue . •
5 ubjec to · h financial audi
Specific rules and priorities for allocation and
use of the funds as well as reporting
requirements.
This gives the board the ability to add criteria in
order to evaluate effectiveness of an activity.
There are both qualitative and quantitative
categories for evaluation of priorities.
Here are the 13 directives from the ordinance in the
order of importance (page A-9)
(e) The Board shall evaluate propo al through a coring method applying he
following factor in order of importance:
(1) Number of hour of participation per youth.
(2) Lo program co per participan hour. First three = quantitative,
calculated columns
(3) umber of you h actively participating in the pro am.
( ) In tructor or coach' relevant experience in providing the outh
program. Remaining are all = qualitative
C-) Hi h adult per you h ra ·o to upport the program.
(6) Organization's pa t hi tory of providing succe ful ou h program .
(7) inancial managemen of or anization a indicated b overall budget.
(8) moun of the direc and indirec uppor provided to h or anization
from o h r BJ funding ource .
(9) Amoun of olunteer uppor for th p ogram.
(10) Exi ence of cholar hip fund for qualified outh within the pro ram.
(11) Provi ion of transportation, equipm n and o her prac ical
to ou h in need.
(12) Coopera ive effort with other local youth organization .
(13) Propo al for or evidence of or ackno ledgment of he BJ an
funded from B o er-appro ed ale tax.
The score sheet has the above directive number beside each item
that the assembly requires. These are indicated with the directive
Number in (). Other scored items are those which the Youth
Activity Board has inserted.
RFYAG #2 1-001 Proposal lnsbucticm a: d Criler1ia
YOUTH AGTIVIITIES PROGRAM FUNIDS
PROPOSAL IEV'A.LUATION SCOR1NG SHIEIIT:
Orgartiza ·on: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ FY1& !Request _ _ _ _ _ _ _ __
RBJter::
- - - - - - - - - - - - - - -Dale: - - - - - - - - - - - - - - -
I. HePuiced luwrnmation Possible Pf:s/Soore
A.} Proof ,o f nan.-profil stahls
B} Proof ,o f legal status
II. Pilan Qf opemfon
Extent of Y i ·. on
1. (Bl) Direcl: hours per youth,
(b) li,otal number of di eel participation
2. Number of 11111il
111 you, ra 1.0
1 .. 1 1
4. Exislence of scholarsh·p fund 7_ _--=
CE=J"="(,';,'Ul ~)
5. Pra.ciica'I assisetanoe to youltii ilil need 164----'='-"-"-"'-'
C6J(11)
IB) GoalsfObjectivesffIi111e nes 6x
G) Pr-ogiram Eva.'lua1icm Requirements 4 _ __
D} Comna ·•; 0 1rrr11;a.1ion 0 x4 _ __
Sec,tio:n II Total Points, 67
Ill . Ma.11U1g:ernen.t Capacity
A.} Past Hrslory 11 _ _ _C
=fl-=.J'"""(6=•)
IB) lnslnlcl:or/Coac · Relevant ~pai6floe 13 - - - =
CE
=:·J=---(4=)
G) Votu nteer Suppolfl: 8 -----=
CE=:·J=--(=
9 1
)
D) Coope:ralirve Efforts 5 -----=
CE=:.J"""("""12=)
IE) Parficipam Saifefy/Security 6 x4_ __
Sec,fio:111 Ill Total P~nts 41
Su lb-total Points fl il'age B-1)
• • 1m:licates number of "im portance facto listed Iin CB.I Reso u1lio112,820
RFYAG #21-001 Pr,oposal lnst~uclion a111d Criteria
Y<OUTH ACTIVITIIES PROGRA!M FUND'S
IPossinle Pis/Score
1v. PtoPmm BydgetfQrganjzation support
Program ExJlenditures
1. IP,rogra:n1 16!.!:d'get A~dllment
1- - I= - .
3. ai) T,ot al program ,cost per 1parli~iplin1 hqu:r
rn...=J..,.f2..,)
b) Pro;PQsSal rie,ci;ues1 cost per participallt l 'lour.... ..... 15, _ _...
B) Orgianizali:on Support anrl Progr-am ~evenues 9 ---=°'=!BJ=(8=)
1. Amou:nt of direct CBJ S up;port
2. lnd·reot CBJ support
3. !Lisi of pmgram revenues
Section IV T rnal Points 34
V. Ptoooaal Pceaeritatjon Section v Points C/BJ(13,}
Vl.. O,ption.all l nforrna,f ion
A) L,etters of S'upporl (m:a>:!imum ol 2) 2
Suln-total Points ,( Page B-2),
Sub-total Points Page B-1
Sub-total Points Page B-2
t,pca1 proposer 2
TOTAL POSSIBLE POIINT S
The three items are which are quantitative (calculated
values) are ranked in order.
The highest numbers of : a) total number of direct hours
of participation and b) the total number of participants
will receive the highest number of points.
The lowest value for : proposed request for participant
hour receives the most points. All of the other items are
quantitative – the board members reading the
applications judge the merit of answers .
2. Quantitative Point Values Scoring Example
Data Category Sorted Worth 16 points
Total numbers Can’t do Here is an example of two
of direct hrs
participation this evaluator’s scoring techniques
79000 10 16 16
77375 10 16 15
76000 12 15 15
25000 11 15 14
20000 11 14 14
14960 16 J C 10 13
13400 15 10 13
10600 14 9 12
5500 9 5 11
5280 9 4 11
4000 16'1 r 3 10
1770 8 2 10
1400 ~J
9 1 10
Qualitative items
Reviewers score all of these items based on
the thoroughness and clarity of your
answers. Be sure to read what is required
and follow any example given.
........... : Bas ·ence ·of' thola .. ·p·fund . : ................. cej(1oj :
:s. Prac ical as istance to you hi heed 6: CBJ(1 } :
B Go JO ·ec iv ime es 4·
C) :Program Ev luat,o Require e ts ---
D :Co u i Coorcfna ·on
.......... : ........... : Sec.tio .II To I P.oill ... 67... :...........~....... .
. .
I. Management Capacity ·
A) :Past Hi tory · CBJ(6} :
B lns c or/Coac Ree an Experien e CBJ( } :
C) Voluntee Support , CBJ(9} :
D) .Coopera · e E o. 5 ·~ _ ____,;:C;;. ;:;B;. :;. J(. . _12;: : ;.<} ·.
· · · · · E · · · · :fla ·icipa t Safe / Seo
Example:
B. Goals/Objectives/liimeli nes (4 points possible)
Provi de a clear outline of goals and objectives for the program and a brief
description of the activities designed to reach each objective (with staff assigned
and completion dates.) Goals and objectives should demonstrate how the
activity promotes the YAP goal of providing athletic, cu ltural, artistic or extra-
curricular academic experiences for youth and should lbe exp lained clearly and
concisely. Objectives and activities should be measurable, feasible, have time
limits and describe specific accompl ishments. There should be at least one goal
for each program component that furthers the overall goal of YAG program.
Examples: See Appendices, Pages B-7 and B-8
“Free Points”
Proposal Presentation: where can we find “Paid for by
CBJ tax funds” ; pages are correctly numbered;
budget info is complete; data are calculated
correctly for quantitative items; information
is easy to find and follows outline given in
the examples and narratives
V. Proposal Presentatjon Section v Points 4 CBJ(13)
VI. Optjonal loformatjon
A) Letters of support (maximum of 2) 2
Two letters of support = two automatic points
Changes for 2022 YAG
Changes were made to the instructions and scoresheet
Listed on page A-4 of current YAG grant application
They were approved at Dec, 2021 meeting
Clarifications were made to definitions, one category (community
coordination) was deleted and point values were modified
Revisions Made for 2021
1) Added language to verify CBJ Program Requested amount page (C-1) matches total project
request on budget sheet page (C-13).
2) Added clarification language on page (A-1) paragraph two on what cannot be funded.
3) Language clarification on page (B-3) (Section II. A) and page (C-5) regarding Extent of
Direct Youth participation.
4) Added language to Use Whole Numbers when reporting hours on page (B-3) paragraph 1.
5) Added language on page (B-3) (Section II.) adulVyouth ratio and added moredefinition to
volunteer support on page (B-5).
6) Added language on page (B-4) (Section II.) for special consideration to those who provide
scholarships.
7) Added language on page (B-4) (Section II. B) Goals/ObJectives/Timelines.
8) Removed Community Coordination from (Section II.) page (B-4). Added 2 points to Safety &
Security and 2 points to Goals/Objectives categories.
9) Added language on page (B-5) (Section Ill.) under Volunteer Support and Cooperative
Efforts.
10) Past History points page (B-4) was divided to include organizational chart and resumes into
this point category. The (1 1points for Past History) includes Organizational Chart (2 points),
Resumes (3 points) and Past History Information (6 points).
Changes for 2022 YAG
Summaries and explanation of changes:
1) Added text to verify CBJ Program Request amount
page (C-1) matches total project request on budget
sheet page (C-13) usually typo error
2) What happens when funds are requested for an item
that the grant does not allow to be funded: ( page A-1
paragraph 2 such as operational costs of facilities)
. Any costs for non- allowable items will be deducted from
your total request amount and this adjusted amount will
be used in determining your final award.
3) Language clarification on page (B-3) (Section II A) and
Page (C-5) regarding Direct Youth Participation.
Calculation of direct hours of participation can not include
travel hours
. Added language to use whole numbers when
4)
Reporting hours on page (B-3) paragraph 1
Use whole numbers when reporting calculated
hour values
5) Added language on page (B-3 section II)
adult/youth ratio and added more definition to
volunteer support on page (B-5)
Adult to youth ratio) is often confused with volunteer
support. Include only persons who are actively
working with youth during activities (coaches,
teachers, line judges) in adult to youth ratio.
Other volunteers working on the program level
should be included with volunteer support
calculation.
6. Added text on page (B-4 Section II) for special
consideration to those who do not charge a fee for
participation in program activities.
Points are awarded for providing scholarships. If an
organization doesn’t charge a fee and documents
this policy, points will be awarded in the scholarship
category.
Scholarships can not be counted in Practical
Assistance to Youth In Need Category page B-4
7) Added text on page (B-4 Section II B)
Goals/Objectives/Timelines
Goals should focus on youth activities or skills and
not on organization’s administrative goals.
Increased the number of points from 4 to 6
8) Removed Community Coordination from
(Section I )page( B-4) . Added 2 points to
Safety/Security and 2 points to
Goals/Objectives categories.
9) Added text on page (B-5) (Section III) under
Volunteer support and Cooperative Efforts.
Community Coordination involved partnering with
gov’t agencies, few if any youth organization do
that. Those points were allocated to safety and
goals categories.
Volunteer Support ( with all types of volunteers)
and Cooperative Efforts ( including other youth
groups) definitions were clarified. Often applicants
used the same answer for both categories (both on
page B-5)
10 )The 11 points for the Past history category
points now allocates point values to all three of the
required types of information requested: past
history, organizational chart and resumes of top
administrative personnel and specialized
instructors on page (B-4).
Reviewers had not been given instruction on how
to score this category. The board wanted to insure
that newer organizations would not be
disadvantaged in this large point category.
The overall category remains at 11 points, but the
point allocation will be as follows:
6 points for documentation of past history, 2
points for a complete organizational chart and 3
points for the resumes of top administrative
personnel and specialized instructors
Please contact:
Dave.Pusich@juneau.org 907-586-5226
If you have any questions about how to
Fill out the grant.
Thank you
Agenda
Youth Activities Board Meeting
Zoom Webinar
February 9, 2021
5:30 p.m.
This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to
https://juneau.zoom.us/j/96746504233
Or Telephone: Dial(for higher quality, dial a number based on your current location):
US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312
626 6799 or +1 929 436 2866
Webinar ID: 967 4650 4233
Members of the public wishing to provide public comment during tonight’s meeting can do so by
clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone).
Agenda
I. Roll Call
II. Approval of Agenda
III. Public Comments on non-agenda items
IV. Approval of Minutes: December 8, 2020
V. Old Business
VI. New Business
a. Youth Activity Grant Changes – Public Discussion Q&A
VII. Liaison Reports
a. PRAC
b. JAHC
VIII. Board Comments
IX. Next Meeting - Tentatively March 9, 2021
X. Adjournment
Packet
Youth Activities Board Meeting
Zoom Webinar
February 9, 2021
5:30 p.m.
This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to
https://juneau.zoom.us/j/96746504233
Or Telephone: Dial(for higher quality, dial a number based on your current location):
US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312
626 6799 or +1 929 436 2866
Webinar ID: 967 4650 4233
Members of the public wishing to provide public comment during tonight’s meeting can do so by
clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone).
Agenda
I. Roll Call
II. Approval of Agenda
III. Public Comments on non-agenda items
IV. Approval of Minutes: December 8, 2020
V. Old Business
VI. New Business
a. Youth Activity Grant Changes – Public Discussion Q&A
VII. Liaison Reports
a. PRAC
b. JAHC
VIII. Board Comments
IX. Next Meeting - Tentatively March 9, 2021
X. Adjournment
Youth Activities Board Meeting
Zoom Webinar
December 8, 2020
5:30 p.m.
This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to
https://juneau.zoom.us/j/96746504233
Or Telephone: Dial(for higher quality, dial a number based on your current location):
US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312
626 6799 or +1 929 436 2866
Webinar ID: 967 4650 4233
Members of the public wishing to provide public comment during tonight’s meeting can do so by
clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone).
Meeting Minutes
I. Call to order at 5:32pm- Tom Rutecki, Chair
Roll Call-
Member Present: Tom Rutecki, Bonita Nelson, Kiana Potter, Summer
Christiansen, Kristina Moore-jager, Josh Anderson, Liz Balstad, Caleb
Peimann, Della Cheney
Members Absent: None
Staff Present: Dave Pusich; Recreation Supervisor
Public Members Present: None
II. Approval of Agenda- Mr. Anderson moves to approve agenda. No objection.
Agenda approved.
III. Public Comments on non-agenda items- None
IV. Approval of Minutes: November 10, 2020 -Ms. Nelson moves to approve the
minutes. No objection. Minutes approved
V. Old Business
VI. New Business
a. FY22 Grant Application Review and Final Edits for RFYAG #22-001.
All page numbers in review refer to the Youth Activities Grant Package RFYAG #22-001.
Ms. Nelson introduced the grant application changes on behalf of the YAB and was
decided to have the YAB go through each of the ten items noted for change/discussion
and approve each item for change separately.
Background info: The YAG is established and guided by directions in CBJ’s Resolution serial No.
2820 listed on page A-6 in the Request for Youth Activities Grants Package: RFYAG #22-001. The
resolution outlines how the Board “shall evaluate proposals through a scoring method applying
the following factors in order of importance”. There are 13 factors (numbered 1-13 listed on
pages A-9 and A-10) which guide scoring priorities. The YAB has also added their own factors for
evaluating the grant application. The score sheet (pages B-1 and B-2) reflects the factors that are
mandated and prioritized by the CBJ by listing “CBJ (x)” next to the line where point values are
listed, others are those generated by YAB. Point allocation follows the CBJ factor priority.
The issues below result from two problems: the CBJ factors are succinct (therefore open to wide
interpretation) and the additional factors written by the YAB are interpreted by groups to be
duplications of CBJ factors. This has led respondents to use the same verbiage in multiple
answers or to not understand the intent of a CBJ or YAB factor.
Several of these topics have been discussed over the last several years at Board meetings, but
problems keep arising in interpretation of the data requests (at least in the sports grant
requests.)
I have found ten topics that have occurred several times over the sports proposals and should be
reviewed by the board. Each topic is numbered and is bold. An issue statement describes the
problem and or background information. Copies of the text taken from the grants package which
are relevant to the topic are italicized and red text indicate proposed changes for discussion
purposes. Since I have only reviewed sports proposals, my examples and suggestions reflect that
knowledge. Other examples from the other two categories could be substituted. The
suggestions are for discussion purposes.
1. Typographical Errors on amount of proposal request (page C-1) and
request amount used for budget calculation (page C-13) are not the
same.
Issue: Groups are using prior year’s check sheet (page C-1) for amount request but the budget
information (page C-13) has new and correct amount. Although the amount could be
insignificant, one group was less than $150 but another had a difference of $3000. This resulted
in the sports group being allocated a higher amount that should have been because the title page
used prior year’s request.
ACTION: Add the lines below on page C-1 and C-13
PROPOSAL CHECK SHEET AND TABLE OF CONTENTS: (page C-1)
Program Title:
Organization:
CBJ Program Request: $__________________________________ (This amount must
match the total amount of request listed on page C-13)
G. Total (page C-13 on budget information page)
(Total the subtotal of A through F) -This amount must match the total amount requested on
page C-1
YAB approves changes as outlined in item 1.
2. What should be done with total allocation when groups requests
items that are not fundable?
Issue: Allocation of requested funds are based on the point value of the grants score. Higher
scoring grants get a higher percentage of their requests. This problem occurs with a small
percentage of grants, but is significant when a group request has a small amount of funds (<
$10,000 in sports). The CBJ resolution is clear on what type of items or services will or will not
be funded and they are listed below. For example: a lower scoring group that requested $4300
had $1700 of invalid (gym rental and coach fees) expenses. Therefore the valid amount of the
request was $2600 not $4300. If the original request of $4300 was used and the point value
indicated allocating 50% of the amount (a typical amount for a low scoring grant) then that
organization would really get a disproportionally higher amount of their request.
ACTION: Paragraph 2 on page A-1 clearly states what cannot be funded. We can clarify this
problem by adding the text in red to paragraph 2 listed below:
Funding will not be awarded for administrative costs, operational costs of facilities, capital costs
for facilities, or salaries and benefits for coaches or instructors. Any costs for these non-
allowable items will be deducted from your total request and the adjusted amount will be
used in determining your final award. Funding will be allowed for a special artist, educator or
coach offering a program in Juneau. Special instructors must meet all of the following criteria:
not currently on payroll of the agency, the grant funded appointment must be time limited;
the instructor must work directly with youth and must have special qualifications for the
program. Final determination of qualification will be at the discretion of the YAB. Facility
rental for a special program (defined on page A-5) is an allowable expense under the grant.
Funds for equipment and travel will also be considered. Highest priority for travel funding is
given for youth travel essential to the program, second highest is for special instructors traveling
to Juneau for training.
If you have questions regarding these policies please call CBJ Parks and Recreation
Department at (907) 586-5226.
YAB approves changes as outlined in item 2.
3. Are TRAVEL days considered direct youth participation? The effect
is to inflate the number of hours of participation and to lower the cost
per hour of the program both of which will increase point values.
ISSUE: The priorities of the CBJ factors reward large groups with many hours of participation.
These data are used to calculate the two highest point values on the score sheet (extent of your
participation on page B-1) and program cost/hour (page B-2). The board has had many
discussions of this concept and has agreed that the intent of this point is to calculate the number
of hours participants are engaged in the activities of the program. For example, this includes the
entire length of a game or practice for all of the individuals on the team, acknowledging that some
individuals are more active more often than others. The total does not include youth who attend
an activity as an audience. This past year two sports programs added many extra active
participation hours as travel time to out of town competitions, which gave them higher point
values for the two top point values.
The Plan of Operation narrative (pages C6-C7) require a specific explanation and break down of
calculation participant hours. That number is used again on page C-19 to estimate cost/hour of
the grant proposal and both of these summary numbers must be the same. The groups that
included travel hours significantly increased the active hours thereby decreasing the cost/hour of
the grant request.
I do not believe the CBJ nor the YAB’s intent is to allow groups to use travel hours as direct
participation.
ACTION on page B-3 change the text listed in red below, which will clarify youth
participation hours to not include travel
A. Extent of Direct Youth Participation
II. Plan of Operation (65 maximum points possible) A. Extent of Direct
Youth Participation (55 points possible)
16 pts 1. (a) Identification and description of the total number of direct
hours of participation per youth. Please be as specific as
possible and break numbers into age groups, skill levels
and/or activity groups if hours of participation will vary.
(i.e.: Mighty Mites-30 hrs; Jrs (Middle School)-303 hrs; Jrs
(High School)- 480 hrs). Please include only youth who
participate in the majorities of the (delete the words “in the
majorities of”) directly in activities in the program. Do not
include youth who only attend to observe a special event
hosted by an organization (e.g. audience members). Do not
include travel hours to and from competition.
ACTION ITEM page C-5
II. PLAN OF OPERATION (65 Points)
A. EXTENT OF DIRECT YOUTH PARTICIPATION (Refer to Page B-3
Section II, A): (55 points)
1. (a) Identify and describe how many hours each individual youth enrolled
in your program will participate. Break down by age group, skill
levels, and/or activity groups if hours of participation will vary.
Travel hours to and from competition are not allowed.
(b) Identify and describe the total number of hours of participation by all
youth enrolled in your program. Break down by age group, skill
levels, or activity groups if hours of participation will vary. Travel
hours to and from competition are not allowed to be calculated in
the active participation tally.
YAB approves changes as outlined in item 3.
4. Use whole numbers when reporting hours.
Issue: Checking the math on the score sheets is much more efficient using whole numbers
ACTION: Add Use whole to text on page B-3
I. Required Information
This information must be included in the application.
A. Please include proof of non-profit status. *
B. Please include proof of legal status (articles of incorporation, etc.) *
*If your organization has applied for and received a Youth Activity Grant previously, and there
has been no change in your non-profit or legal status, you may check the applicable box in the
application and will not be required to re-submit this information. Any difference requires that
you re-submit proof. If you do not provide the required information OR do not check the
applicable box, YOUR APPLICATION WILL NOT BE EVALUATED
Use whole numbers when reporting hours.
YAB approves changes as outlined in item 4.
5. Adult to youth ratio (page B-3) is often confused with volunteer
support (page B-5)
ACTION: Define what is meant by adult/youth ratio (on page B-3) and include more definition to
the Volunteer Support category on page B-5
ISSUE: Some groups include board members, administrative help or chaperones in the
calculation of adult to youth ration (page B-3). The vast majority of the sports proposals only
include those who directly work with the youth, such those who are instructors or who are
directly helping with the events. Previous discussions at board meetings have discussed this
intent. CBJ factor related to this issue is #5: “High adult per youth ratio to support the program”
page A-9 (this is vague). The directions in the Proposal Evaluation Criteria for this factor (page
B-3) are:
12 pts 3. Identification of the specific adult to youth ratio to support the program. If the
ratio differs among age groups or by activity, please list specific numbers. Include only
persons who are actively working with youth during activities. Volunteers not involved
directly with youth will be enumerated under the Volunteer Support category (see page
B-5).
Because the instructions have the second sentence, the intent seems to be identification of the
adult/youth who are working directly with the activities. Additionally, on page B-5 is the
Volunteer Support definition:
C. Volunteer Support (8 points possible) A description of the type and amount of
volunteer support there will be for the program. Include all chaperones, board
members and others who assist the program.
YAB approves changes as outlined in item 5.
6. Special consideration to those provide scholarships (pages A-10 and
B-4)
Issue: This is a 7 point category and we do not outline a provision for groups that do not provide
scholarships because they do not charge fees for participation. CBJ factor # 10 (page A-10)
states: “Existence of scholarship for fund for qualified youth within the program”. Additional
text in red below should be added to page B-4 to allow points to be given for those who do not
charge fees.
7 pts 4. A description of the existence of scholarships available to
qualified youth within your program (not including those from CBJ
funding). Describe the process, example of request and statistics on
numbers awarded. If no fee is required for youth to participate and
therefore no scholarship is required, please give details so points can
be awarded for this category.
YAB approves changes as outlined in item 6.
7. Practical Assistance to youth in need: (page B-4) from CBJ factor
#11 (page A-10)
Issue: Several groups have listed scholarships as an answer to the “practical assistance to youth
in need factor”. This is not valid since there is a separate category for scholarships and the intent
is to verify other types of support.
ACTION Add text to page B-4 listed below
6 pts 5. Provide information on assistance provided to youth in need such as provision
of transportation, equipment and other practical assistance. Do not include scholarships.
YAB approves changes as outlined in item 7.
8. Goals/Objective/Timelines and Program Evaluation Components
(page B-4)
Issue: Example of program goals in application packet on pages B-7 and B-8 list activities or
skills that involve youth, not administrative goals for the organization. Groups have include
administrative activities for the organization (“keep things going, start planning for next year”) in
addition to youth activities (learn to solo sail). Since the examples given in the instructions focus
on youth activities and skills and not administrative activities, an explanation of intent should be
provided listed in red below.
ACTION: on page B-4 insert the red text below
B. Goals/Objectives/Timelines (4 6 points possible) 2 points added due to
elimination of community collaboration category.
Provide a clear outline of goals and objectives for the program and a brief
description of the activities designed to reach each objective (with staff assigned and
completion dates.) Goals and objectives should demonstrate how the activity
promotes the YAG goal of providing athletic, cultural, artistic or extra-curricular
academic experiences for youth and should be explained clearly and concisely.
Objectives and activities should be measurable, feasible, have time limits and
describe specific accomplishments. There should be at least one goal for each
program component that furthers the overall goal of YAG program. Goals should
focus on youth activities or skills and not on organization’s administrative goals.
For Examples: See Appendices, Pages B-7 and B-8 of grant package.
YAB approves changes as outlined in item 8.
9. Community Coordination (page B-4), Volunteer Support (page B-5)
and Cooperative Efforts (page B-5) applicants often use the same
information to answer these questions
Issue: These categories receive the same (cut and pasted) answers on several sports applications
and confusion for the rating board members. CBJ mandates “amount of volunteer support for the
program” (factor # 9 page A-10) and “cooperative efforts with other youth organizations” (factor
#12 page A-10). Community coordination (described on page B-4) is a category added by YAB.
These are listed below:
Action Items: Add red text below
D. Community Coordination (4 points possible) (PAGE B-4) (YAB category)-delete this section
1. List the agencies with whom you will coordinate and provide an explanation of how the
coordination will meet the goals and objectives of this program. Agencies do not include other
youth groups. Please put that information under the “Cooperative Efforts” category described on
page B-5 Add 2 points to safety measures. Added 2 points to safety measures & 2 points to
Goals/Objectives.
2. Describe any collaborative efforts made with other groups to increase numbers and/or
diversity of participants.
Here are the directions for volunteer support (page B-5) for CBJ factor 9 and
Cooperative Efforts (page B-5) CBJ factor #12
C. Volunteer Support (8 points possible) A description of the type and amount of
volunteer support there will be for the program. Include all chaperones, board members
and others who assist the program.
D. Cooperative Efforts (5 points possible) A description of cooperative efforts with other
local youth organizations and the extent of their involvement in planning for the proposed
program. This includes such things as coordination of fields for practices with other youth
organizations.
YAB approves changes as outlined in item 9.
10. Past History Points (page B-5) 11 points - unfair to new groups and
no way to evaluate inclusion of required organizational chart and
resumes
Issue: CBJ factor #6 (page A-9): is “Organization’s past history of providing successful youth
programs.” Newer programs are heavily discriminated against in this large point category,
especially since the largest sports programs are the longest running programs. In order to make a
more equitable comparison, the 11 point category could be broken down to include point values
for required information that is not evaluated. Below is the description on page B-5 of past
history category in the instruction part of the grant package:
A. Past History (11 points possible) A description of the organization’s past history of providing
successful youth programs, evaluations and reporting to the YAB.
This category is under the Management Capacity section of the grant application (on page C-10)
listed below:
III. Management Capacity (Refer to Section B-4, Section III): (41 43 points)
∙ Include a current organizational chart with names of staff positions filled in on it. (Moved
under Past History)
∙ Include current resumes of top administrative personnel and specialized instructors.
ISSUE: There is no place to record if these two items (resumes or org chart) are present (no check
box) nor the quality of these items. Sports section has received grants applications where the
resumes only include employment history and NO information about the experience of the
personnel with respect to knowledge of the sport. Also, applicants have left out organizational
charts completely. The quality of these two items could be evaluated using some of the 11 Past
History points.
ACTION: Divide the 11 Past History points to include the organizational chart and the resumes
in that point category. The 11 points could be divided so the resumes = 3 points, the
organizational chart = 2 point and the past history could be 6 points. The resume and
organization chart could be subcategories on the score sheet under the past history line.
Add to B-5
A. Past History (11 points possible)
A description of the organization’s past history of providing successful youth programs,
evaluations and reporting to the Youth Activity Board.
1. Include a current organizational chart with names of staff positions filled in on it.
(2 points)
2. Include current resumes of top administrative personnel and specialized
instructors. Please include instructor’s experience relevant to the activity.
(3 points)
Note: It is important to include both of these items and that they include current
information on both those who will administer the program, and those that will lead
the program. This will help reviewers to have a complete understanding of your
organization’s management structure and capabilities.
YAB approves changes as outlined in item 10.
VII. Liaison Reports
a. PRAC – Mr. Anderson stated PRAC’s last meeting was in regards to Parks
& Recreation CIP funds. Received CIP projects and discussed
recommendations in which they created a sub-committee regarding how
to use the $550 thousand CIP and bond funds. Sub-Committee will have
draft recommendations on use of these funds at next PRAC meeting.
b. JAHC- Ms. Cheney stated funding for artists came from JAHC through CBJ
because of Covid-19. Currently working with teaching artists around
Juneau to continue working with school district via Zoom. Teaching
weaving via Zoom and learning how to do this. Trying to find ways to
work with artists and students in the schools via Zoom.
VIII. Board Comments
Ms. Balstad thanked Ms. Nelson for great job for review and edit on grant
application.
Ms. Moore-jager thanked Ms. Nelson for her work on document.
Ms. Christiansen thanked Ms. Nelson as well.
Ms. Cheney commented she will be traveling to Kake, AK for several months.
Mr. Rutecki thanked everyone for all their work.
IX. Next Meeting - January 12, 2021
X. Adjournment- Ms. Balstad makes motion to adjourn meeting.
Meeting adjourned at 7:10pm