HomeMy WebLinkAboutItem 8.2 CDBG & Comm Support GrantsSTAFF REPORT
CITY COUNCIL
CITY CLERK
File #480-10
DATE: September 20, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJECT: Fiscal Year 2012-2013 Community Development Block Grant (CDBG) and
Community Support Grant Programs
Prepared by Amy Cunningham, Budget Manager/Assistant to the City Manager
and Gaylene Burkett, Administrative Analyst
EXECUTIVE SUMMARY:
The City Council will consider administrative changes related to the Fiscal Year 2012-2013
Community Development Block Grant (CDBG) and Community Support Grant Programs,
including the establishment of a streamlined grant program name. Additionally, the Mayor will
appointment two City Councilmembers to the CDBG and Community Support Grant Program
Subcommittee.
FINANCIAL IMPACT:
Adequate funding was budgeted in the Fiscal Year 2011-2012 operating budget for purchase of
an online grant application program.
RECOMMENDATION:
Staff requests direction from the City Council on: (1) the proposed calendar; (2) formalization of
a streamlined grant program name; (3) requirements for mandatory applicant attendance at a
community meeting; and (4) establishment of minimum and maximum for all grant requests.
Staff further requests that the Mayor appoint two City Councilmembers to the CDBG and
Community Support Grant Program Subcommittee for the Fiscal Year 2012-2013 grant cycle.
Submitted By
Budget Manager/
Assistant to the City Manager
Reviewed By
Assistant City Manager
Page 1 of 4 ITEM NO. 8.2
DESCRIPTION:
Over the past three years Staff has been streamlining the Community Development Block Grant
(CDBG) and Community Support Grant programs to provide for: expansion of program
outreach within the community; enhancement of the grant application and administrative
processes; and preparation for the City's future designation as a CDBG Entitlement City.
For Fiscal Year 2011-2012, the City Council approved three Budget Initiatives related to the
CDBG and Community Support Grant Program:
• Explore feasibility of a paperless /online grant application system similar to those used in
neighboring communities.
• Conduct outreach to potential grant applicants about grant availability.
• Hold two community meetings in the fall to assist grant applicants in completing new
application process.
The implementation plan for achievement of these initiatives is outlined in this report. In
preparation for the Fiscal Year 2012-2013 grant cycle, Staff is seeking direction from the City
Council on several items, including the proposed grant cycle calendar, new applicant
requirements, and appointment of this year's City Council Subcommittee.
Staff has identified an online grant application system that meets the current and future needs of
the grant program and is currently preparing the system for use in the Fiscal Year 2012-2013
grant funding cycle. The grant application will be accessed by applicants via a link of the City
website. This new online system, ZoomGrants, has been implemented successfully in the cities
of Pleasanton and Livermore.
Proposed Calendar for Fiscal Year 2012-2013 Grant Cycle
In order to adhere to the County of Alameda's CDBG application submission timelines, Staff
proposes the following calendar for the Fiscal Year 2012-2013 grant cycle. Attachment 1
provides an overview of the proposed calendar discussed below.
Grant application cycle -
• Opens: Monday, November 14, 2011, 12 noon
• Closes: Friday, December 16, 2011, 5:00 PM
Staff proposes holding three community meetings for the upcoming grant cycle, rather than the
two targeted in the adopted budget initiative. The third meeting will provide an additional
opportunity to inform potential applicants of the grant process for the year and will provide
training and assistance with the online application system. Two meetings are proposed prior to
the opening of the grant application cycle and the additional meeting is proposed once the
application period has opened.
Staff is also suggesting that applicant attendance at one of the three meetings be mandatory in
order to qualify for grant funding. This requirement ensures that all applicants are provided with
the most up-to-date information about the grant application process, requirements and reporting,
and timeline, including the mandatory presentation dates. An attendance requirement at a
meeting of this type is not uncommon in grant processes. Currently the City of Livermore has
this mandatory attendance requirement and the City of Pleasanton strongly encourages
attendance.
Page 2 of 4
Proposed mandatory community meetings -
• Tuesday, October 18, 2011,
3:00 - 4:30 PM
• Thursday, October 20, 2011,
6:30 - 8:00 PM
• Tuesday, November 29, 2011,
3:30 - 5:00 PM
In addition to providing training for grant applicants, the City Council CDBG and Community
Support Grant Subcommittee will require training on the online system. ZoomGrants provides
for an online application review, eliminating the need to reproduce paper binders for the
Subcommittee and Staff.
ZoomGrants Trainina for Citv Council Subcommittee -
• Week of January 9, 2012
(Date to be scheduled by City Council Subcommittee members)
As in the past, grant applicants will be required to complete a short presentation about their
organization and the specific project for which they have requested funding.
Mandatory Applicant Presentations to City Council Subcommittee -
• Week of January 23, 2012
(Date(s) to be scheduled by City Council Subcommittee members)
This year the City's Council's CDBG grant award recommendations are due to the County of
Alameda by the end of February 2012. The Subcommittee's funding recommendations will be
considered by the City Council at the second meeting in February with the final recommendation
forwarded to the County prior to their deadline.
City Council CDBG funding recommendations -
• Tuesday, February 21, 2012
The City Council Subcommittee's recommendations for Community Support Grant funding will
be considered by the City Council at the first FY 2012-2013 Budget Study Session.
City Council Community Support Grant funding recommendations -
• TBD
Final grant funding would be considered by the City Council at the Budget Hearing in June
2012.
Further Direction from City Council
In addition to the key dates outlined above, Staff is requesting that the City Council provide
direction on several other items for the Fiscal Year 2012-2013 grant funding cycle:
Page 3 of 4
Formalization of grant program name -
As the CDBG and Community Support Grant program have continued to evolve as a combined
grant program pursuant to past City Council direction, the lengthy title of the program has
become awkward. To continue efforts to streamline the program, Staff proposes that the City of
Dublin Community Development Block Grant and Community Support Grant Program be
renamed the "City of Dublin Community Grants Program".
Establish minimum /maximum for grant requests -
As the application and reporting requirements for the grant process continue to evolve, it would
be appropriate to institute a minimum amount for grant applications. This minimum threshold
would ensure that administrative time in monitoring grant awards is in line with funding levels.
Attachment 2 provides historical detail on the minimum grant awards for CDBG and Community
Support Grant funding for the past five years. Based on an analysis of historical grant awards,
Staff recommends that a minimum requirement of $3,500 be instituted for all future grant
requests. It should be noted that currently a $25,000 maximum grant request exists for the
Community Support Grant Program. To provide for further consistency in the grant guidelines, it
is suggested that this maximum be extended to CDBG requests as well.
Establish mandatory attendance at one Community Meeting -
Staff is requesting that the City Council establish that grant applicant attendance at one of three
Community Meetings be mandatory to qualify for a grant award. The detail related to this item is
discussed above.
Appoint City Council Subcommittee -
The City Council's CDBG and Community Support Grant Subcommittee is responsible for
reviewing grant proposals and making a recommendation to the full City Council regarding
funding. Each year two members of the City Council are appointed to serve on the
Subcommittee. Appointment of the two Subcommittee members will provide an opportunity to
establish the Mandatory Presentation Meeting date prior to the opening of the grant application
cycle.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Not Applicable.
ATTACHMENTS: 1. Master Calendar
2. 5 Yr History
Page 4 of 4
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CITY OF DUBLIN
GRANTS PROGRAM
PROPOSED CALENDAR
FISCAL YEAR 2012-2013
2011
September
Friday, September 30 Mail Community Meeting /Workshop Postcards
Publish Notice of Funding Availability in Newspaper
October
Tuesday, October 18 - 3:00 PM Community Meeting /Application Workshop #1
Thursday, October 20 - 6:30 PM Community Meeting /Application Workshop #2
November
Monday, November 14 - 12 Noon Grant Application Period Opens (30+ days)
Tuesday, November 29 - 3:30 PM Community Meeting /Application Workshop #3
December
Tri-Valley Grant Application Workshops
Tuesday, December 6 -Pleasanton
Wednesday, December 7 -Livermore
Friday, December 16 - 5:00 PM Grant Application Period Ends
Friday, December 16 to
Thursday, December 29 Staff Review of Applications
2012
January
Week of January 9 Subcommittee members receive Staff Report and training on online
grants system
Week of January 23 Public Meeting:
Mandatory Grant Applicant Presentations to Subcommittee
Each applicant will be limited to a 3-minute presentation. All
applicants must be present at the beginning of the meeting.
February
Tuesday, February 21 City Council Meeting -Staff presents Subcommittee
recommendations for FY 2012-2013 CDBG funding
TBD City Council Budget Study Session #1 -Staff presents
Subcommittee recommendations for FY 2012-2013 Community
Grants
Tentritive 11laster Crilendar as of 09/1 ~ 71
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CITY OF DUBLIN
Minimum Grant Awards
Five Year History
Following is historical data relative to the minimum grant amounts awarded through the Community
Support Grant and Community Development Block Grant Programs:
Fiscal Year 2007-2008
CSG $3,500
CDBG $4,967
Fiscal Year 2008-2009
CSG $3,550
CDBG $3,488
Fiscal Year 2009-2010
CSG $3,550
CDBG $3,488
Fiscal Year 2010-2011
CSG $5,000
CDBG $4,000
Fiscal Year 2011-2012
CSG $4,000
CDBG $4,950
CSG =Community Support Grant
CDBG =Community Development Block Grant