A Topeka City grants committee on routine action approved the panel’s scoring report for a recent Request for Proposals and moved to notify applicants of awards and denials.

The decision follows a staff presentation on the application timeline, scoring procedures and appeals window; notifications are scheduled to go out the following day and disqualified applications were removed for requesting amounts above the program maximum, staff said.

Brett Martin, staff member, told the committee the Request for Proposals was released before an application workshop on April 28 so applicants could review the RFP in advance. "We have an application workshop that happens just after the RFP is released," Martin said, describing outreach and technical-assistance offers to applicants and a firm portal deadline. He added, "We are unable to open the portal after that," saying the deadline is enforced to protect data integrity.

Martin also said the city secured three reviewers per "requirements of the city of Topeka" and that reviewers scored applications the previous week. He said applications that did not meet qualification requirements — including some that requested more than the maximum allowed — were disqualified before scoring so reviewers would not evaluate ineligible submissions. "Once the applications are received, then that following week, our team goes through each of the applications and looks to see that they've met all of the qualifications requirements," he said.

Chair (unnamed) moved to accept the scoring and funding-recommendation document and to advance it for notification; the motion passed 2-0. Earlier in the meeting the committee also approved the April 10 minutes by a 2-0 vote.

Marcus, committee member, said he had no questions and praised the decision to explain the process publicly. "No questions. I'm glad that you asked and to clarify to make sure the public knows the process," Marcus said, calling the annual clarification helpful.

Martin described the post-notification steps: after award and denial notices go out, applicants have a set period to notify the United Way of Kaw Valley if they intend to appeal; an appeals meeting will be scheduled if appeals are filed. Martin said notifications were set to go out by 3 p.m. the next day and that the portal’s submission deadline is enforced at 5 p.m. Central Standard Time.

The committee noted some applicants were new to the process and discussed revisiting technical-assistance steps to help future first-time applicants. The committee scheduled its next meeting for July 22. If appeals are filed, the committee will convene an appeals meeting on a later date.