Prescott CDBG advisory committee revises rubric as application window opens

The Prescott City CDBG Citizens Advisory Committee met to revise its application grading rubric and finalize logistics for the 2025 Community Development Block Grant (CDBG) cycle, city staff said. The application period opened earlier this week and will remain open through January 31, with applicant presentations scheduled in February and committee funding decisions expected in March.

City CDBG staff summarized the rubric changes and eligibility thresholds the committee will use to screen applicants. "The application period is now open...and it'll remain open through January 31," said city CDBG staff, who led the presentation. Staff emphasized three threshold questions that must be answered affirmatively for an application to be eligible: whether a reviewer can fairly judge without a conflict of interest, whether the project benefits low- and moderate-income persons, and whether the activity occurs within Prescott city limits (projects run inside city limits may be proposed by organizations headquartered outside the city).

Why it matters: the committee uses the rubric to rank and then average anonymous member scores; staff compiles those averages to create a shortlist for presentations and final decisions. Staff estimated roughly 10–12 applications for public-service grants and 2–3 for construction projects, noting the public-service funding bucket is smaller (about $40,000) while construction contains the larger allocation.

Committee members debated how to weight criteria. One member proposed reducing the points for secured matching funds and reallocating five points to prior federal-grant experience and to stronger financial‑statement requirements so small, newer organizations would not be unduly penalized. City staff said the application was updated this year to make it more user friendly and already includes a question on whether matching funds are secured. "That is a question on the application," city staff said.

The committee agreed to add a separate rubric line to assess organizational staff capacity to administer grants. George Worley, identified in the meeting as the planning manager, recommended combining prior CDBG/other-grant experience into one line while creating a distinct staff-capacity item. Worley told the committee that a separate staff-capacity assessment would help identify whether an organization has the personnel to manage a federal grant.

Members also discussed required attachments. Staff said financial statements (audits, if available) will be required; committee members recommended asking applicants to provide quotes, renderings or photos when relevant—especially for construction requests—to help reviewers envision the proposed work. The committee supported requiring key attachments in the application and using applicant presentations to emphasize priority items.

Staff said the application form consolidates last year's separate construction and public-service forms into a single application this year with construction-specific questions embedded. Staff also said they will add a yes/no question asking whether the proposed project aligns with strategies in the City's five‑year consolidated plan.

Staff updates: the committee was told the next Citizens Advisory Committee meeting is Jan. 15 at 1:30 p.m., focusing on the five‑year consolidated plan and fair housing; Pollock and Company will conduct a housing needs assessment that will inform the plan. Staff also noted a CIP (collective impact partnership) meeting on Feb. 18 at 1:00 p.m. at Catholic Charities and asked for volunteer committee members to attend. Presentations by applicants are expected in February; staff will collect members' graded rubric sheets about a week after presentations and produce averaged scores for the March decision meeting.

Procedural actions: a member moved to approve the November 2024 minutes and another member seconded; the committee approved the minutes by voice/hand raise. The meeting concluded after a motion to adjourn was moved and seconded.

What’s next: applicants can submit through Jan. 31; committee members will mark rubric sheets and return them to staff, who will average scores and present results after February presentations and at the March funding meeting.