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HomeMy WebLinkAbout2 Universal Application, Rating, Grant FundingSTAFF REPORT COMMUNITY AND COMMUNITY DEVELOPMENT BLOCK GRANT ((;DBG) GRANTS STANDING COMMITTEE MEETING DATE: April 27, 2010 TO: Vice Mayor Hildenbrand and Councilmember Hart FROM: Joni Pattillo, City Manager SUB jr Universal Application, Universal Rating Criteria and Grant Funding Priorities Prepared By: Gaylene Burkett, Administrative Analyst 1 EXECUTIVE SUMMARY: The next step to accomplish the Fiscal Year 2009-2010 City Council high priority goal of developing a procedure to combine the Community Development Block Grant (CDBG) and the Community Support Grant processes into one is to develop a Universal Application, Universal Rating Criteria and discuss funding priority options. FINANCIAL IMPACT: None RECOMMENDATION: Staff recommends that the Standing approve the Universal Application and priorities. 1 Submitted By Community Development Director COPY TO: Internal Distribution Committee: 1) Receive Staff presentation; 2) Review and Universal Rating Criteria; and 3) Provide direction on funding I bT Assistant City Manager BACKGROUND: On October 6, 2009, the City Council created a Standing Committee ("Committee") to provide policy guidance and direction on the City Council's high priority goal to develop a procedure to combine the Community Development Block Grant (CDBG) and the Community Support Grant processes into one. Attached is the Standing Committee Master Calendar showing the action items that have been completed and the items still remaining in order to complete the goal (Attachment 1). To accomplish the goal, a Universal Grant Application was developed to be used by Cl grant applicants. Staff reviewed both the CDBG and Community Support Grant applications and developed one Universal Grant Application. This application was sent to the Committee for review in late March 2010. There were no comments from the Committee. Staff met with the Community Groups on April 71 2010 to review the proposed Universal Grant Application, Universal Rating Criteria and obtain feedback from the group about this year's combined grant process. Overall, the feedback was positive. The City did receive one anonymous comment that the process was "not satisfactory"; however, further explanation was not provided. Staff is requesting the Committee's approval of the Universal Rating Application as proposed (Attachment 2). Staff is also requesting the Committee's consideration of whether funding priorities should be established. The cities of Pleasanton and Livermore set aside CDBG funds for certain activities such as youth, seniors and art based on recommendations from their respective commissions. Both of these cities receive federal grants in the hundreds of thousands of dollars. Staff is not recommending establishing funding priorities at this time considering the amount of funding that may be available in the future. CDBG funds are not guaranteed and are subject to limitations set by the Department of Housing and Urban Development (HUD) and the County. Community Support Grants are subject to the availability of general fund revenues. Staff has also developed Universal Grant Rating Criteria (Attachment 3) to assist in rating all applications. Should the Committee agree that funding priorities not be established at this time, Staff recommends approving the Universal Rating Criteria which is the same in nature as the City Council approved CDBG Rating Criteria, with the addition of language to identify whether the applicant's activity meets a HUD goal or City goal (as noted in RED on Attachment 3). This form will be filled out by Staff and provided to the Committee to assist in the funding decisions. Should the Committee decide to establish funding priorities, new procedures as well as a new Universal Grant Rating Criteria would need to be developed and brought back to the Committee for review at a later date. Once the Committee gives Staff direction on the Universal Application, the Universal Grant Ratln� Criteria and makes a decision on funding priorities, Staff will bring a report back to the City Council in May for their consideration. ATTACHMENTS: 1) Master Calendar 2) Universal Grant Application 3) Universal Grant Rating Criteria K:\Combining CDBG &Community Grants\City Council CommitteesWl -Standing Committee\StaffReports & Attachments\StaffReport 4-27-10 meeting.doc CITY OF DUBLIN 1 04:4 's COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY SUPPORT GRANT COMMITTEE MASTER CALENDAR COMPLETED ACTION ITEMS: 2010 -January Wednesday, January 6, 2010 Tuesday, January 12rn 2010 -February Tuesday, February 2"d Wednesday, February 24rn 2010 -March Monday, March 22nd 2010 -April Wednesday, April 7th, 4:00 Committee members receive Staff Report regarding the Community Support Grant & CDBG Request for Proposals Presentation to Standing Committee from Community Grant and CDBG Grant Applicants City Council Meeting —Staff presents Standing Committee recommendations for CDBG funds for FY 2010-2011 City Council Goals &Objectives meeting —Staff presents Standing Committee recommendations for Community Grants for FY 2010-2011 Committee members received draft Universal Grant Application for review and comment Met with prior year Applicants for CDBG and Community Grants to solicit input on draft universal application OUTSTANDING ACTION ITEMS: Tuesday, April 27, 5:30 Standing Committee Meeting regarding application, rating criteria and discussion of funding priorities 2010 -May Tuesday, May 18th Staff Report to City Council regarding new combined process UPDATED APRIL 21, 2010 Text in RED indicates steps that have been completed ATTACHMENT 1 4-alp-10 K:\Combining CDBG & Community Grants\City Council Committees\#1 - Standing Committee\Calendars\Master Calendar As of April 21, 2010 PROGRESS.doc CITYOF DUBLIN FUNDING REQUEST FOR FISCAL YEAR 2011-2012 Community Development Block Grant Program and Community Support Grant Program 19 ���� �� � �� \\\ �I1 �/ UNIVERSAL GRANT APPLICATION PACKET AGENCY NAME: PROPOSED PROJECT/PROGRAM NAME: FUNDING AMOUNT REQUESTED: APPLICATION DEADLINE: COVER PAGP STAFF USE ONLY Date Received App # Page 1 of 12 of Universal Grant Application Attachment 2 r ;r" Fiscal Year 2011=2012 APPLICATION FOR FUNDS Agency Information AGENCY NAME: ADDRESS: EXEC. DIRECTOR/MANAGER: Phone Number: Please list the Primary Project Contact Person who would be able to answer questions about this application and project/program during the funding period. CONTACT NAME and TITLE: CONTACT PHONE: CONTACT EMAIL: Organizational Background Private Non -Profit Other (Describe): Federal Tax ID Number City Business License No. (required if funded) n 0 CONTACT FAX: Public Agency ❑ LIST PREVIOUSLY YEARS CITY FUNDING RECEIVED AND CHECK TYPE OF GRANT RECEIVED: CDBG ❑ or COMMUNITY GRANT ❑ or BOTH ❑ Page 2 of 12 of Universal Grant Application I� Proposal Summary (A Program may contain several goals) Check one Capital Request ❑ or Public Service Request ❑ or Other ❑ PROGRAM NAME: BRIEF PROGRAM SUMMARY. GOALS (Number of Program goals to be achieved in fiscal year 2011=2012): List a brief description of each program goal: Number of Dublin residents served by this goal *USE SEPARATE SHEET FOR MORE INFORMATION IF NECESSARY AMOUNT OF DUBLIN GRANT FUNDING REQUESTED (maximum $25,000 per project for Community Support Grants. Must match first column on Budget Form): $ OVERALL TOTAL NUMBER OF DUBLIN RESIDENTS TO BE SERVED BY THIS PROGRAM: $ GRANT APPLICATION CERTIFICATION To the best of my knowledge and belief, all information and data in this application and attachments are true and correct. No material information has been omitted, including financial information. If funded, I certify that the Agency is willing and able to adhere to polices and procedures specified by the City of Dublin, and if applicable, the appropriate program regulations of the US Department of Housing and Urban Development. Further, I understand this is not an agreement for grant funding and cannot encumber funds until the City of Dublin and the individual authorized to execute contracts on behalf of the Applicant Agency, has signed the contract, and if applicable, all federal regulations and paperwork are completed. AUTHORIZED SIGNATURE TITLE DATE Page 3 of 12 of Universal Grant Application You are required to answer each .he questions following the format belov. AR 8 1/2" by 11" white paper, 12-point type, with 1-inch margins. Do not include the question in your narrative, however answers should be in order and refer to the corresponding section & number. The Program and Budget Narratives are not to exceed four (4) total pages. All pages must be consecutively numbered. Please answer each question even if it appears repetitious. If applicable, complete an additional page answering questions regarding Capital requests. A. Pfogl'1111 11Varl'aL1VV (maximum three f 31 pages) 1. Describe the program for which you are requesting funding. Provide a description of the problem(s), need(s), issue(s), or other service gaps to support an unmet need for the program/activity in Dublin. In addition, supply data such as demographics, reports and/or other information supporting your information and proving the need exists in Dublin. DO NOT solely cite statistics from your own program to prove need. 2. Within your Program, you may break out individual goals you intend to achieve. These goals should be measurable goals such as: Present 3 community education meetings on agency's services; assist 10 Dublin residents with specific services the agency offers; serve 1,000 meals to 50 Dublin residents on a regular basis; install 5 sidewalk ramps on Dublin street corners, etc. 3. Describe: o The overall population you anticipate serving with these funds o How many of the overall population served are Dublin residents? o The type and frequency of Dublin outreach and marketing efforts for the Program. o The frequency and outreach to target population and how these efforts are accessible to limited -English speakers. o Your agency's language access capabilities and how you provide culturally appropriate services. 1. How do you define success in this program? Please list and briefly describe the goals/outcomes that are crucial to the success of your program. Describe how participation in this program will change, enhance, or provide lasting improvements in the lives of potential clients. 5. Identify the organizations that your agency works or cooperates with and describe their relevant capabilities that result in greater service integration. 6. Provide an explanation of how your programs are accessible to individuals with various types of disabilities. 7. Describe leveraging or sustainability efforts your organization is implementing to maintain current service levels. B. Budget Narrative (maximum one f 11 page) 1. Describe how this program is cost effective and the budget is reasonable for the anticipated result. 2. If this application does not receive funding, what will be the effect on the program? 3. Does the agency anticipate having any unspent grant funds at the end of the fiscal year? If so, explain why. 4. Complete Financial Information and Budget Forms. Please specify the total program budget. You must provide information on the common outcome indicator which defines the amount of dollars leveraged by the grant request. If you have any questions, please refer to the instructions for guidance or contact program staff.) Page 4 of 12 of Universal Grant Application (, o4:� 1.5 C. Capital Expenditure Narrative (maximum one 1 I I page, if applicable) 1. Provide a detailed budget and scope of work for each capital expenditure or a construction/ rehabilitation budget and describe how you ascertained these costs. 2. Will this project require implementation of Davis=Bacon/Fair Labor Standards Act? If required, describe how your agency will comply with this regulation (bid requirements, determine wage rates, monitor compliance, etc). PLEASE CONTACT STAFF IMMEDIATELY IF YOU HAVE ANY QUESTIONS REGARDING DAVIS-BACON FAIR LABOR STANDARDS ACT REQUIREMENTS! Page 5 of 12 of Universal Grant Application �7 o-F i S Financial Information Form for ALL Grants Additional Program Revenue/Funding Sources & Staffing Costs Attach additional sheets if necessary Additional program funding sources could include, but are not limited to foundations, corporations, individual contributions, events, reimbursements and in -kind contributions. Types %F funds are loans, grants, donations, in -kind services, etc. SOURCE AMOUNT USE OF FUNDS COMMITTED? Y/N TOTAL $ •:® If you anticipate utilizing CDBG funds to pay for staff costs, please list each employee/title Calld the percentage %R their salary and benefits that will be paid with CDBG Funds. Include the total monthly and yearly costs to the CDBG program. Note: Vacation, sick leave and holidays for employees cannot be charged to CDBG as program expenses. POSITION/TITLE NEW Y/N SALARY & BENEFITS PAID W/GRANT FUNDS MONTHLY SALARY &BENEFIT COST TO GRANT YEARLY SALARY &BENEFIT COST TO GRANT Page 6 of 12 of Universal Grant Application FSo4' 15 Program Expense Budget Form for ALL Grants Attach additional sheets if necessary CAPITAL EXPENSES Construction/Rehabilitation Permits and Fees Design Engineering Acquisition Other Soft Costs (define) Subtotal PERSONNEL EXPENSES Salaries Benefits Subtotal OPERATING EXPENSES Supplies Printing/Copying Postage Telephone Rent and Utilities Accounting/Audit Other (define) Subtotal TOTAL. BUDGET PREPARED BY NAME and TITLE: CONTACT PHONE: CONTACT EMAIL: Page 7 of 12 of Universal Grant Application q F I E; STOP - If you do not meet the eligibility requirements for Community Development Block Grant (CDBG) funding as outlined on page 3 of the instructions, go no further, you are done. If you are unwilling or unable to meet the quarterly reporting and program file audit as required for CDBG funding, go no further, you are done. If you do not know if you qualify for CDBG funds, but are willing to comply with all Federal and City guidelines regarding the use of CDBG funds, please fill out the Performance Measures section. (see page 3 of the instructions for more information on CDBG qualifications). By filling out this section, there is no guarantee that your activity or Program is eligible for the use of CDBG funds. City Staff will make the final determination. Follow up information may be required. ��For CDBG only D. Performance Measures (use attached form, pages 10-13 of this application) 1. Select all Goals and Priorities that apply (refer to page 8 of instructions). 2. Choose ONE Objective, Outcome and Specific Indicator (page 1(I of application) and #3. 3. Complete Common Indicator (page 11 of application) 44.A and 44.0 (refer to chart below). 4. You must complete pages 1 and 2 of the Performance Measures. Section 5, Environmental Review Requirements, if not necessary if you are applying for Public Services. •.• Income Limits by household size, established May 2010 This table is provided to assist with completing Question #D.3 (above) in the Performance Measures Section (page 11) Extremely Low Very Low Low Median Family Size 30% of Median 50% of Median 80% of Median Income 1 Person I $181750 I $31,250 I $46,350 $62,500 1 2 Persons�F $21,450 $35,700 $53,000 $71,450 3 Persons $24,100 $40,200 $59,600 $80,350 4 Persons $26,800 $44,650 $66,250 $89,300 Moderate Income $75,000 $85,700 $96,450 $107,150 5 Persons I $28,950 � $48,200 ( $71,500 I $96,450 I $1159700 6 Persons $31,100 � $51,800 I $76,850 $103,600 $124,300 7 Persons 1 $33,250 $55,350 $82,150 $110,750 $132,850 --------- ----- - 8 Persons $35,400 $58,950 $877450 $117,900 $141,450 Page 8 of 12 of Universal Grant Application ID �4: 1 br HUD updates this income chart each year. The City will provide ali FY 2011-2012 Subrecipients with the most current data when it becomes available. Source: U.S. Department of Housing and Urban Development, (HUD) Data for Oakland SMS Page 9 of 12 of Universal Grant Application P )15 Performance Measures Page 1 of 2 (Fill out a Performance Measure for EACH goal and/or objective) AGENCY: PROGRAM: ACTIVITY: GOAL/OBJECTIVE: If you anticipate receiving CDBG funds, you must complete this section. Please circle at least one of each of the following goals and priorities which are applicable to this activity, goal & objective. Refer to Instructions to complete RFP for a list of the goals and priorities. HUD Strategic Goal 1 2 3 4 5 HUD Policy Priority 1 2 3 4 5 6 How Will Your Agency Benefit Dublin Residents? Please refer to Instructions to complete RFP for description of Performance Measures. 1. Objective (select one) 2. Outcome (select one) ❑ Creating a Suitable Living Environment ❑ Availability/Accessibility ❑ Providing Decent Affordable Housing ❑ Affordability ❑ Creating Economic Opportunities ❑ Sustainability 3. Specific Indicator (select one) ❑ Public facility or infrastructure ❑ Owner occupied units rehabilitated ❑ Public service ❑ Direct financial assistance to homebuyers ❑ Targeted revitalization ❑ Tenant Based Rental Assistance (TBRA) ❑ Commercial fagade treatments or ❑ Homeless shelters business building rehabilitation ❑ Emergency housing ❑ Brownfields remediated ❑ Homeless prevention ❑ Rental units constructed ❑ Jobs created ❑ Rental units rehabilitated ❑ Jobs retained ❑ Homeownership units constructed or acquired with rehabilitation ❑ Businesses providing goods or services ❑ Business assistance Page 10 of 12 of Universal Grant Application I o JF 15 Performance Measures Page 2 of 2 Applicable pages must be completed for each program 4. Common Indicator A. Total number of clients you anticipate serving (choose one or the other). DO NOT PROVIDE STATS IN BOTH CATEGORIES Households OR I Persons B. Breakout the number of clients you anticipate serving in the following categories. Income charge on page 6. Low Income Very LowFemale Headed Income Disabled Senior Youth Homeless (>50%) Households (<50%) DO NOT COMPLETE THIS SECTION OF YOU ARE APPLYING FOR PUBLIC SERVICES 5. Environmental Review Requirements: Source documentation requested below includes, but is not limited to: 1) personal experience of the individual completing the application [include name, title and date]; 2) another individual experienced with the subject [include name, title and date]; 3) publication or other documentation [include title and date], etc.) SOURCE and/or CATEGORY DOCUMENTATION A. Historic Preservation: Will the project affect any historic properties or areas? If so, project may take up to 90 days to clear with State Historic Preservation Officer before contracts can be executed. B. Floodplain Management: To be completed by County staff. Co Wetlands Protection: Does the project involve new construction within or adjacent to wetlands, marshes, wet meadows, mud flats or natural ponds per field observation? D. Coastal Zone: Does the project involve the placement, erection or removal of materials, or an increase in the use in a Coastal Zone. E. Sole Source Aquifers. - State if project is or is not located within a U.S. EPA -designated sole source aquifer watershed area per April 1990 Memoranda of Understanding [HUD EPA MOU of 1990]. F. Endangered Species: Will the project have any effect on any federally protected (listed or proposed) threatened or endangered species? Use personal experience or contact the National Wildlife Association to determine if there are endangered species present in or around the project site. If the area is already urbanized, note this citing as your personal experience/observation. Include the name and title of the individual making the determination and the date, or the name of the publication that supports the finding. G. Wild and Scenic Rivers. None in Alameda Page 11 of 12 of Universal Grant Application SOURCE and/or CATEGORY DOCUMENTATION County. H. Air Quality: Will the project affect air quality during construction and/or operation? (If there is potential, is the project located within an "attainment" area or if it is within a "non -attainment" area, it conforms to the EPA -approved State Implementation Plan.) Use personal experience or obtain information from local Planning Department or EPA regarding the effect of air quality in the area of the project. Include the name and title of the individual making the determination and the date, or the name of the publication that supports the finding. I. Farmland Protection: Does the project site include prime or unique farmland, or other farmland of statewide or local importance? Use personal experience or the local Planning Department to determine whether or not the site will affect local farmlands. If the site is already urbanized, note this citing your personal experience. Include the name and title of the individual making the determination and the date, or the name of the publication that supports the finding. J. Noise Abatement and Control: Does the project involve development of noise sensitive uses, or is the project in the line -of -sight of a major or arterial roadway or railroad? K. Explosive and Flammable Operations: Is the project located an "Acceptable Separation Distance" from any above -ground explosive or flammable fuels or chemicals? Use personal experience or obtain information from the local fire chief or EPA to determine if the project is located an acceptable separation distance from any above -ground explosive or flammable fuels or chemical containers. Include the name and title of the individual making the determination and the date, or the name of the publication that supports the finding. L. Toxic Chemicals/Radioactive Materials: Are the subject and adjacent properties free from hazardous materials, contamination, toxic chemicals, gasses and radioactive substances which could affect the health or safety of occupants or conflict with the intended use of the property? Use personal experience or the local fire chief to determine that the project is not located within 2000 feet of a toxic or radioactive site. Include the name and title of the individual making the determination and the date, or the name of the publication that supports the finding. M. Airport Clear Zones and Accident Potential Zones: This section to be completed by County staff. N. Environmental Justice: A) The proposed site is suitable for its proposed use and will not be adversely impacted by adverse environmental conditions; B) Site suitability is a concern, the project is adversely affected by environmental conditions impacting low income or minority populations. END OF APPLICATION Page 12 of 12 of Universal Grant Application City of Dublin Universal Grant Rating Sheet TO BE FILLED OUT BY CITY STAFF Organization: Program: Maximum of 15 points RECOMMEND FUNDING FUNDING SOURCE CDBG❑ Total Requested Comm. Grant❑ Incl. Fund❑ Total Recommended PROPOSAL SCORE IF RECOMMENDING CDBG FUNDING, NOTE THAT CDBG FUNDS MAY ONLY BE USED FOR THE FOLLOWING ACTIVITIES AS DEFINED BY THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (CHECK ONE). CAPITAL PROJECTS ❑ PUBLIC SERVICE ❑ HOUSING ❑ ECONOMIC DEVELOPMENT ❑ THE WORD "PROGRAM" IS USED BELOW ON THIS FORM TO INCLUDE SERVICES, ACTIVITIES OR IMPROVEMENTS. 1. Organization/Management • The organization previously received funding from Dublin, and has fully complied with the City's management procedures, including invoice and report deadlines. • The organization, as presented in the application, is able to achieve the stated goals and outcomes. • The organization and their staff are qualified and have the capacity to provide for the program. (i.e. non-profit status, resumes for staff, a Board of Directors, information on clients served) • The organization has completed all required aspects of the application process. • The proposed program has a successful proven track record (not a new program). (Maximum of 5) 2. Needs/Benefit • The beneficiaries are an appropriate target group (lower income residents, handicapped, elderly, youth, etc.) • The organization provides an activity to Dublin residents that other organizations do not provide. • Applicant's activity: (choose a or b) a. benefits a majority of Dublin residents by meeting the City's Mission, Vision and Values OR b. meets at least one of the U.S. Department of Housing and Urban Development's Strategic Goals or Policy Priorities. • The organization's program meets more than one community need. • The organization collaborates with other agencies to enhance services. (Maximum of 5) ATTACHMENT 3 1 K:\Combining CDBG &Community Grants\Applications\Universal Criteria Rating Sheet.doc ( a�P 16' 3. Funding/ Budget • The amount of funding requested compared to the number of Dublin residents served is reasonable • Fiscal responsibility - evaluation of the most current audit does not reveal one or more *material weaknesses* (or equivalent) that could jeopardize other funding. • Program and administrative budget covers the cost to provide for the program. • The organization leverages other funding sources to provide activities/services/improvements. • The organization charges a fee and/or produces other income that may be used to support this program (review submitted fee schedule if applicable). (Maximum of 5) *Standardized accounting audit statements 1. A "Control Deficiency", which is the lowest of the three deficiencies, exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. 2. A "Significant Deficiency" is a control deficiency or a combination of control deficiencies, that adversely effects the organization's ability to initiate, authorize, record, process or report financial data in accordance with the Generally Accepted Accounting Principles, and that the likelihood of a misstatement of the organization's financial statement that is more than inconsequential which will not be prevented or detected by the organization's established internal controls. 3. A "Material Weakness", is a significant deficiency or a combination of significant deficiencies, that results in more than a remote likelihood that a material misstatement of the fmancial statements which will not be prevented or detected by the organization's established internal controls. ❖ Rating Criteria is subject to change from time to time to reflect the current industry or to address the type of applications received. ❖ 2 K:\Combining CDBG &Community Grants\Applications\Universal Criteria Rating Sheet.doc