Topeka panel elects chair, establishes timeline for 2025 social services grants; RFP set for April 14

The Topeka Social Service Grants Committee elected Councilwoman Sylvia Ortiz chair and approved a schedule that calls for a request for proposals to be released April 14 and applications due May 27 at 5 p.m. through the EC Impact portal, committee members said.

The timeline matters because the city expects to allocate about $492,000 from a mix of city general funds and Community Development Block Grant (CDBG) dollars to social service organizations this budget cycle. Committee members emphasized the workshop and technical assistance will be available to help applicants and that award recommendations will be forwarded to City Council by Aug. 1 for the city budget process.

Committee business and timeline details

The committee confirmed key dates and steps for this year’s grant round. Brett, a staff member, walked the panel through the packet and timeline, saying, “What we want to do is provide an opportunity to walk through the process of both the timeline, and, the process to ensure that this iteration of the committee is okay with the, details that were settled by, the previous social services grants committee.” The schedule includes: an RFP release on April 14; an application workshop on April 28 (the workshop will be recorded and made available); an application deadline of May 27 at 5 p.m. via EC Impact; selection of 3–5 reviewers by May 12; scoring and year-end performance reports delivered by June 20; a committee meeting during the week of June 23 to approve scores and recommendations; an appeals window the week of July 7; and recommendations to City Council by Aug. 1.

Application rules, funding and exceptions

Committee members reviewed eligibility and scoring rules that were adopted by the previous committee. The packet states available funds are approximately $492,000 and that the funding pool is a blend of city general fund dollars and CDBG funds. The minimum request amount for an application is $10,000; the maximum request was raised to $27,000 last year. Two agencies previously were approved for higher maximum awards because of the unique nature of their services: Shawnee County Medical Society Health Access (health-care connections for uninsured or underinsured residents) and Positive Connections (HIV/STI prevention services tied to a state public-health role). New or untested programs are not eligible; the program applied for must have been in operation at least two years before the application date.

On audits, reporting and appeals

The RFP packet details standard grant terms, including quarterly reporting, financial monitoring or audits as required, and an appeal process. Applicants notified they do not meet minimum standards will be informed by June 6. Applicants wishing to appeal scoring recommendations must submit written notice to United Way of Kaw Valley within seven calendar days of notification to trigger a committee appeal hearing in July.

Questions from committee members

Committee members asked whether missing the workshop would disqualify applicants; Brett said it would not and that the recorded session would be added to the resource packet. Councilwoman Michelle Hofer nominated Ortiz for chair, saying, “I nominate Sylvia Ortiz to be the 2025 chair.” Marcus Miller seconded the motion; the committee approved it by voice vote.

Committee members also asked about leftover funds and the security of CDBG dollars. Juliet, a staff member, said leftover funds from 2024 totaled $38,708.33 and confirmed that unspent grant funds do not roll over to the social services grant pool and instead remain in the city’s general fund. On CDBG stability, staff said contracts for that funding stream should be in place within a few weeks to a month and that the city expects to receive normal allocations; staff said the committee will know the status of CDBG funding before final allocations are made.

Next steps and process notes

The committee may meet during the week of June 23 to approve scoring and recommendations; members agreed scheduling can be handled via email through Tanya, a staff member. United Way of Kaw Valley will provide application scoring and the year-end performance report for prior grants as a vendor. Carrie, a staff member, thanked United Way, saying the agency has been “great to work with,” and committee members closed the meeting after confirming procedures and timelines.

Votes at a glance

• Elect Sylvia Ortiz as 2025 chair — Motion by Councilwoman Michelle Hofer; second by Marcus Miller; approved by voice vote.