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l~v ~l r L~ ~~~ V~ 1 City Manager
Finance Director `~ ~~~~
MEETING DATE: FEBRUARY 21, 2012
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) SUBRECIPIENTS
PERFORMANCE EVALUATION AND REALLOCATION OF CDBG-R FUNDS
SUMMARY
The Housing and Community Development Act of 1974, as amended, established the
Community Development Block Grant (CDBG) program to return federal funds to local
communities for the purpose of developing viable urban communities by providing
decent housing, suitable living environments, and by expanding economic opportunities,
specifically for low and moderate income persons. The federal Department of Housing
and Urban Development (HUD) has notified the City that CDBG funding for the program
year 2012-13 will be $587,277.
Pursuant to CDBG program regulations, to carry out the program the City will need to
have at least two public hearings. One hearing is during the preparation of the Action
Plan and another for the adoption of the Action Plan. This is the 1St public hearing and
the purpose of this hearing is to inform interested citizens about the Community
Development Block Grant (CDBG) program, obtain citizens' views on CDBG priorities,
obtain input and recommendations from the City Council on the 2nd year public service
activities and reallocation of Community Development Block Grant Recovery (CDBG-R)
funds.
RECOMMENDATION
That the City Council:
Conduct a public hearing to receive public input and testimony regarding CDBG
priorities;
2. Consider and provide staff with direction on public service performance evaluations
far continued funding; and,
3. Adopt Resolution No. 12-20 reallocating unused CDBG-R funds to Frontier Park
Energy Efficiency Improvements.
City Council
February 21, 2012
Page 2
FISCAL IMPACT
The proposed programs and expenditures will be implemented with CDBG funds. No
impacts to the General Fund are anticipated.
BACKGROUND
The Federal Housing and Community Act of 1974, as amended, created the Community
Development Block Grant (CDBG) program to return Federal funds to local communities
for the purpose of developing viable urban communities by providing adequate housing
and a suitable living environment and by expanding economic opportunities, specifically for
low- and moderate-income persons. Grants are awarded to communities to carry out a
wide range of community development activities directed toward neighborhood
revitalization, economic development, and the provision of improved community facilities
and services.
The City of Tustin's CDBG grant award for the 2012-13 program year is $587,277 based
on the funding allocation provided by the federal Department of Housing and Urban
Development (HUD). This amount represents an approximate twenty percent (20%)
decrease from the previous program year's allocation of $730,858.
To receive CDBG program funds, the U.S. Department of Housing and Urban
Development (HUD) requires jurisdictions to prepare a "Consolidated Plan," afive-year
planning document intended to identify a community's overall need for affordable and
supportive housing, community development programs, social services, and economic
opportunities for low- and moderate-income persons. The Consolidated Plan also outlines
a five-year strategy to meet those needs and identifies resources and programs that would
address them. The current Consolidated Plan covers 2010-15. The City is also required
to submit an Annual Action Plan for each of the five years covered in the Consolidated
Plan.
Communities are permitted to develop their own programs and funding priorities, as
long as each activity meets one of the three CDBG National Objectives. These
objectives are as follows:
1. Benefit low- and moderate-income persons;
2. Aid in the prevention or elimination of slums or blight; or
3. Meet community development needs having a particular
urgency (conditions that pose serious or immediate threats
to the health or welfare of the community where other
sources of funding are not available).
The CDBG program limits the amount of allocation far Public Services activities and
Program Administration. A maximum of 15 percent (15% x $587,277 = $88,091) of the
total grant award may be allocated to Public Service types of activities. A maximum of
20 percent (20% x $587,277 = $117,455) of the total grant award may be expended on
administrative and planning activities.
City Council
February 21, 2012
Page 3
DISCUSSION:
CDBG Priorities
When the City Council adopted the Consolidated Plan for Program Years 2010-2015, the
City Council included priorities, goals, and objectives (Attachment A). The City Council is
asked to review and determine if these priorities still represent the community's goals and
objectives. The City Council is also asked to consider public input prior to modifying any of
the priorities.
Public Service Activities Multiyear Funding
On April 17, 2007, the City Council amended the City's Citizen Participation Plan by
designating the Tustin Community Foundation as the Citizen Participation Committee for
Public Service Activities and that funding far public services are to be allocated through a
three (3) multiyear funding cycle. Accordingly, on February 16, 2011, the Tustin
Community Foundation acting as the City's Citizen Participation Committee held a
public hearing, considered funding requests for public service programs, and
recommended allocation based on a three (3) year funding cycle. The City Council on
April 19, 2011, accepted the recommendation and approved the funding allocation for
public services programs for a three (3) year period (2011-2013).
In accordance with the approved Citizen Participation Plan, following the Year One (1)
allocation for Program Year 2011-12, the approved public service programs shall continue
to receive Year Two (2) for Program Year 2012-13 and Year Three (3) for Program Year
2013-2014 funding if they meet the following criteria:
a. Activities must continue to meet the priority and objective for which the
activities are funded in Year One (1);
b. Activities must continue to leverage funds with other sources;
c. Activities must be in compliance with contractual obligations;
d. Activities must report accomplishments correctly in the Quarterly and Annual
Performance Reports andlor other documentation as described in current
year contract;
e. Activities must receive a successful assessment of project performance and
progress from City staff.
A list of public service programs and their accomplishments is attached as Attachment B.
The City Council is asked to consider: the subrecipients' progress; accomplishments to
date; and, whether they are to receive continued funding for Year Two (2) -Program Year
2012-13.
Using the first two quarters' accomplishments data, the majority of public service projects
have accomplished over 50% of their stated objectives with some subrecipients already
City Council
February 21, 2012
Page 4
meeting their objectives for the year. The Mercy House cold weather homeless shelter
only accomplished nine (9) percent of the stated goal; however, this program experiences
their greatest demand during Quarter 3 and thereby is determined to be on track based
upon the timeline provided in their scope of work performance measures.
The Public Service projects still have the remaining two quarters of the fiscal year to
accomplish their stated objective. Using reporting data and interviews with subrecipients,
generally, the non-profit agencies have been able to continue providing their services and
meeting their goals. Staff recommends that the City Council continue the funding for all of
the subrecipients in Year 2.
Action Plan Amendment for
Program Year 2008-09 CDBG-R
On February 17, 2009, the American Recovery and Reinvestment Act of 2009 (ARRA)
was signed into law to stimulate the economy through measures that modernize the
Nation's infrastructure, improve energy efficiency, and expand educational opportunities
and access to health care. HUD allocated $216,643 of the CDBG-R funds to the City of
Tustin. HUD requires that CDBG-R funds are used for projects that:
1. Can be implemented expeditiously, and funds can be obligated within 120 days of
the date of funding availability;
2. Maximize job creation and economic benefit;
3. Meet the purposes and requirements of the ARRA and CDBG-R; and,
4. Can meet the expenditure deadline of September 30, 2012.
To accept the CDBG-R funds, HUD required the City to prepare a substantial amendment
to the City's Community Development Block Grant (CDBG) 2008-09 Action Plan reflecting
how the City planned to use the CDBG-R funding and meet the gaals set by the ARRA.
The City originally prepared a substantial amendment to the PY 2008-09 Action Plan on
May 19, 2009 which included the following projects that have been completed below the
budgeted amount:
• Senior Center HVAC - $118,504.06
• Senior Center Flooring - $49,750.00
• Senior Center Wall Covering - $19,999.66
Currently, there are $28,389.28 remaining CDBG-R funds. This unexpended CDBG-R
funds need to be expensed by September 30, 2012, or the City is required to return the
unexpended money to HUD. Accordingly, the City is proposing a second substantial
amendment to the Action Plan for Program Year (PY) 2008-09 by adding the following
project and reallocating unexpended CDBG-R funds:
• Frontier Park Energy Efficient Improvements -amount $28,389.28
The substantial amendment under the CDBG-R program rules are subject to a seven (7)
day public review and comment period. The public was notified of the proposed
City Council
February 21, 2012
Page 5
amendments through the local newspaper and postings. The public was given an
opportunity to make comments on the proposed amendments during the public comment
period between February 9, 2012 and February 16, 2012. No comments were received.
CITIZEN PARTICIPATION PROCESS
Federal laws relating to CDBG funds require cities to provide citizens with specific
information about the amount of monies expected far the program and the range of
activities that may be undertaken with those funds. Federal regulations also require a
jurisdiction to hold at least two public hearings to obtain the views of citizens on such
issues as housing, other community development needs, and the use of the CDBG
monies.
This is the first public hearing and another public hearing is tentatively scheduled in May to
consider the draft 2012-2013 Action Plan (a component of the Five-year Consolidated
Plan and an annual application for a CDBG grant) and to authorize staff to submit the
Action Plan to HUD. After City Council approval, staff will submit the 2012-2013 Action
Plan to HUD detailing the City's specific use of the funds for Program Year 2012-13. The
Action Plan is due to HUD on May 17, 2012. After receiving final approval of proposed
projects, each public service/non-profit organization receiving continued funding will be
asked to enter into agreements with the City requiring compliance with all Federal CDBG
regulations relating to program management, reporting, auditing, etc. No disbursement of
monies can be made to any agency or organization until expenses are incurred and
documented to benefit the intended program.
~Y
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Ryan Swiontek -~-~ Elizabeth A. Binsack
Associate Planner Director of Community Development
Attachments: A. CDBG Priorities
B. Public Services Performance Evaluation
C. Resolution No. 12-20
ATTACHMENT A
CDBG PRIORITIES
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ATTACHMENT C
RESOLUTION NO. 12-20
RESOLUTION NO. 12-20
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUSTIN, CALIFORNIA, CONFIRMING THE CDBG
PRIORITIES, CONTINUING 2ND YEAR FUNDING FOR
PUBLIC SERVICES ACTIVITIES, AND APPROVING AN
AMENDMENT TO THE PROGRAM YEAR 2008-09 ACTION
PLAN BY REALLOCATING CDBG-R FUNDING.
WHEREAS, under the Housing and Community Development Act of 1974, as
amended, Federal assistance may be provided for the support of community development
activities which are directed toward certain specific objectives as set forth in the Act as the
Community Development Block Grant (CDBG) Program;
WHEREAS, On February 17, 2009, the American Recovery and ReinvestmentAct of
2009 (ARRA) was signed into law to stimulate the economy through measures that
modernize the Nation's infrastructure, improve energy efficiency, and expand educational
opportunities and access to health care. HUD allocated $216,643 of the CDBG-R funds to
the City of Tustin.
WHEREAS, on February 21, 2012, a public hearing was held by the Tustin City
Council to receive public input and testimony regarding CDBG priorities;
WHEREAS, in accordance with the Citizen Participation Plan, the City Council
approved a three (3) year allocation for public services programs and that following the Year
One (1) allocation for Program Year 2011-12, the approved public service programs shall
continue to receive Year Two (2) for Program Year 2012-13 if the activities meet the program
criteria. On February 21, 2012, a public hearing was held by the City Council to evaluate
the performance of the approved public service activities for continuation of funding in Year
2;
WHEREAS, the amendment to the PY 2008-2009 Action Plan (CDBG-R) was
noticed in a newspaper of local circulation and posted at City Hall and available for public
review and comment for seven (7) days beginning February 9, 2012, and ending February
16, 2011;
WHEREAS, a report has been prepared transmitting to the City Council
recommended priority needs, goals, and objectives including public testimony received or
comments received during 2008-09 Action Plan (CDBG-R) public review period;
WHEREAS, a public hearing was held by the City Council on February 21, 2012 to
receive public input and consider the proposed amendment to PY 2008-09 Action Plan
(CDBG-R); and
NOW THEREFORE BE IT RESOLVED, the City Council of the City of Tustin
resolves as follows:
Resolution No. 12-20
Page 2
Section 1: The priorities contained in the Consolidated Plan for Program Years
2010-15 still represent the community's goals and objectives.
Section 2: The approved public service programs shall continue to receive Year
Two (2) funding (Program Year 2012-13) subject to program criteria.
Section 3: The City of Tustin's Program Year 2008-09 Action Plan (CDBG-R) is
hereby amended by reallocating unexpended funds of previously approved and completed
projects as follows:
Program Year From To Amount
PY 2008-09 Senior Center Improvements Frontier Park Energy Efficient $28,389.28
Section 4: The Director of Community Development is authorized to make minor
modifications and execute such documents, certifications, contracts, or other instruments
as may be required to carry out the City's CDBG and CDBG-R programs.
PASSED AND ADOPTED by the City Council of the City of Tustin at a regular meeting on
the 21St day of February, 2012.
JOHN NIELSEN
MAYOR
ATTEST:
PAMELA STOKER
CITY CLERK
Resolution No. 12-20
Page 3
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
CERTIFICATION FOR RESOLUTION NO. 12-20
PAMELA STOKER, City Clerk and ex-officio Clerk of the City Council of the City of Tustin,
California, does hereby certify that the whole number of the members of the City Council of the
City of Tustin is five; that the above and foregoing Resolution No. 12-20 was duly passed and
adopted at a regular meeting of the Tustin City Council, held on the 21 st day of February, 2012,
by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER, CITY CLERK