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HomeMy WebLinkAboutMinutes - February 12, 2008 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, FEBRUARY 12, 2008 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, February 12, 2008, commencing at 7:00 a.m. A. ROLL CALL Present: Council Members — Hansen, Hitchcock, Johnson, Katzakian, and Mayor Mounce Absent: Council Members — None Also Present: City Manager King, City Attorney Schwabauer, and City Clerk Johl B. TOPIC(S) B-1 "Review of 2008-09 Community Development Block Grant Funding Requests and New Grading/Rating Matrix" City Manager King briefly introduced the subject matter of the Community Development Block Grant (CDBG) funding requests and new grading/rating matrix. Community Improvement Manager Joseph Wood provided a PowerPoint presentation and specifically discussed the annual CDBG allocation process, community-based organizations (CBO), application grading and scoring matrix, scoring categories, application review and scoring, CBO funding requests, current status, annual HOME allocation process, housing assistance programs, and staff recommendation. In response to Mayor Pro Tempore Hansen, Mr. Wood stated that, in understanding the difference between the 6 and 14 figures, each jurisdiction takes their program allocation from what is given to them from the County. In response to Mayor Pro Tempore Hansen, Mr. King stated a portion of the funding does pay for a partial position to administer the program. In response to Mayor Pro Tempore Hansen, Mr. Wood stated the points can be adjusted to ensure higher compliance by applicants as the Council deems appropriate because the scoring elements are still being finalized. In response to Council Member Hitchcock, Program Administrator Sara Bontrager stated the organizational and project delivery criteria focuses in on what specific experience the group has with the particular kind of activity and not necessarily with the grant itself. In response to Council Member Johnson, Mr. Wood stated some organizations do receive funding from other cities and the County. He stated the City attempts to provide the amount of funding that is directly tied to the level of service provided to the citizens of Lodi. In response to Mayor Pro Tempore Hansen, Mr. Wood stated fair housing services are mandated by Department of Housing and Urban Development and the alternative would be to bring the service in-house; although, there are several complicated landlord -tenant issues that are referred out by the City to agencies with expertise in the area. In response to Mayor Mounce, Mr. Wood stated that he does not have the exact address for the Hope Avenue Apartments, but they are in close proximity to the facility. In response to Mayor Mounce, Mr. Wood stated the HOME program is advertised through local realtors and lenders and public meetings are held regarding the same. Continued February 12, 2008 In response to Council Member Johnson, Mr. Wood stated he is not aware of realtors charging an additional point or some similar practice for the HOME program service. In response to Council Member Hitchcock, Mr. King stated the Council could focus in on brick and mortar types of projects rather than projects with ongoing operational costs. He stated the requests for brick and mortar types of projects will likely be larger in amount and the criteria could be adjusted as desired. Discussion ensued between Mayor Pro Tempore Hansen, Council Member Johnson, and Mr. King regarding making funding available to brick and mortar types of projects as a priority and the City's criteria to do the same with the exception of graffiti removal programs. Mr. King provided a brief overview of the process, timeliness of schedule, and recommendations regarding allocations, which will be brought to Council A the regularly scheduled City Council meeting. In response to Council Member Johnson, Mr. Wood stated the staff recommendation will be made known to the applicants prior to the hearing. Mayor Mounce and Council Member Hitchcock requested rankings and a clear understanding of the criteria be provided to the Council before the Council considers the matter at a Council meeting. C. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. D. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at 7:51 a.m. ATTEST: Randi Johl City Clerk W AGENDA ITEM PJ'op I (D CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Review of 2008109 CDBG Funding Requests and New Grading/Rating Matrix MEETING DATE: February 12,2008 PREPARED B Y Community Development Department RECOMMENDEDACTION: Review and comment on the annual Community Development Block Grant (CDBG) and HOME Program funding requests and new application gradingtrating matrix. BACKGROUND INFORMATION: A Public Hearing is being set for March 5,2008, for the City Council to review and approve the City Manager's recommendation sfor funding for use of 2008109 CDBG and HOME Program funding. The City will receive $692,597 in CDBG funds and $253,041 in HOME Programfunds from the Federal government in the coming fiscal year. This represents a 3.6% reduction in CDBG funds and a 3.5% reduction in HOME Program funds, from what was received for the 2007108 year. To supplement the 2008109 allocation from HUD, an additional $86,504 of CDBG funds and $89,875 of HOME funds are available for reallocation from completed or unused projects or services from previous years. After an application period that ran from December4, 2007 to January 16, 2008, the City received a total of 10 applications from community-based organizations(CBO's) requesting total of $830,566. On December 19, 2007, the City Council adopted a CDBG allocation policythat pre-determinesa set- aside of 60% of the CDBG adjusted annual allocation for City projects and services, and 40% for CBO projects and services. The distribution of CDBG funding in accordance with that policy is as follows: 2008109 CDBG Allocation $ 692,597 14%Program A,dmin �6 X63 Adjusted Balance $ 595,634 Reallocated Funding $ 86,504 Adjusted Balance Available for Distribution $ 682,138 60% Set-aside for City Projects & Services $409,283 40% Set-aside for CBO Projects & Services [ $272,855 ' There is a 205% cap on Program Administration. Si County takes 6% for Administration off the top of the initial HUD allocation. We, in tum, take the remaining 14% from the initial CDBG allocation to cover our Administration costs. APPROVED: / —C-7 Blair �+ , ity Manager Each category has a list of questions and assigned point values that grade on the basic criteria that we have always used when reviewing applications, the applicants ability to carry out the proposed project and service in a timely manner and the proportionate funding levels for the clientele that are being sewed. Forthose funding requests where a section of the grading matrix may not apply, such as the Past Performance category for those applicants that have never received a CDBG allocation, the maximum allowable points will be awarded so as not to penalize the applicant for not having received funding before. A list of CBO applicants, their funding requests, and activity type is attached as Exhibit A. After completing the initial review of those applications, Staff has requested additional informationfrom each and as of February 6t1, the deadline for the submittal of supplemental information, only three of the four organizations have responded. FISCAL IMPACT: NIA FUNDING AVAILABLE: 2008109 CDBG& HOME Program r +Fov- R ndy H tch Community Development Director Attachments Activity Management and Implementation 20 points Readiness to Proceed 17 points Cost Reasonableness and Effectiveness 16 points MatchiM Contributions/Leverage 15 points Past CDBG Performance 10 points Activity/ProjW Need and Justification 9 points Organizational Ex riencefPro'ect Delivery 8 points Meets National Objectives 3 points Application Completeness 2points Each category has a list of questions and assigned point values that grade on the basic criteria that we have always used when reviewing applications, the applicants ability to carry out the proposed project and service in a timely manner and the proportionate funding levels for the clientele that are being sewed. Forthose funding requests where a section of the grading matrix may not apply, such as the Past Performance category for those applicants that have never received a CDBG allocation, the maximum allowable points will be awarded so as not to penalize the applicant for not having received funding before. A list of CBO applicants, their funding requests, and activity type is attached as Exhibit A. After completing the initial review of those applications, Staff has requested additional informationfrom each and as of February 6t1, the deadline for the submittal of supplemental information, only three of the four organizations have responded. FISCAL IMPACT: NIA FUNDING AVAILABLE: 2008109 CDBG& HOME Program r +Fov- R ndy H tch Community Development Director Attachments City of Lodi 2008-09 CBO Applications Received M Fair Housing Services Provide required fair housing services, including I San Joaquin Fair Housing telephone hotline for tenants and landlords, investigation Public Service $22,622 of complaints, and fair housing testing. Food Distribution Programs Provide support for the administration of the Food Second Harvest Food Bank Assistance, Senior Brown Bag, and Food 4 Thought Public Service $10,000 Programs. Nutrition on the Move Provide an educational nutrition program to encourage Emergency Food Bank of healthy eating and an active lifestyle for lower-income Public Service $4,500 Greater Stockton households. Provide nutritious home -delivered meals, or meals at a Senior Nutrition Services congregate site (LOEL), to Lodi seniors five days per Public Service $16,125 Senior Service Agency of SJC week. Funding would allow upgrading of meal delivery system. Adult Day Care Programs Provide staffing support and supplies to the Judy Brown Senior Service Agency of SJC Adult Day Health Care programs, which serve adults Public Service $893 (mostly seniors) with mental and/or physical disabilities. Provide a counseling program for children recently Foster Child Counseling placed in foster care, including indiviudal and group Public Service $10,000 VBR Foster Family Agency counseling for attachment disorders and anger management. Walk -In Cooler/Freezer Install a new walk-in cooler/freezer at the Salvation Army Replacement Food Bank to accommodate additional food storage and Public Facility $45,000 Salvation Army reduce the need for repairs. Hope Avenue Apartments Complete landscaping improvements to the transitional Landscaping housing site. Improvements will include sidewalk and Public Facility $41,000 Salvation Army ADA ramp installation, sprinklers, planting, and a gazebo. Facility Expansion Construct a new food pantry, nutrition center, and Emergency Food Bank of administration building; demolish old facilities located in Public Facility $7,060 Greater Stockton the warehouse. Complete construction of the Family Resource Center in Lodi Family Resource Center Blakely Park. The Center will provide social service Community Partnership for information and referrals, health screenings, and other Public Facility $500,000 Families of San Joaquin services to increase well-being and self-sufficiency of low-income households. Lodi Community Center Improve the Community Center site by paving a parking Facility Improvements lot and making site and landscaping improvements to Public Facility $173,366 SJC Human Services Agency meet Lodi's code requirements. TOTAL FUNDING $830,566 Exhibit A 2(108/ 09 CD BG Funding Requests & New Grading Metrix Presented By Community Development Department February 12, 2008 Annual CDBG Allocation Process ■ San Joaquin County Urban County Jurisdiction Receives Allocation from US Dept. of Housing and Urban Development (HUD) ■ Total CDBG Allocation: $3,517,106 ■ Program Administration (6%): ($211,026) ■ Net CDBG Allocation: $3,306,080 Li Distributes CDBG funds to the participating jurisdictions based upon HUD's formula and using 2000 Census data. Annual CDBG Allocation Process ■ 2008/09 CDBG Allocation for Lodi Total Allocation Program Admin (14%) • Adjusted Balance • Reallocated Funding Li CDBG Balance Available $692,597 ($96,963) $595,634 $86,504 $682,138 ■ New Allocation Policy Applied Li 60% Set-aside for City Projects Li 40% Set-aside for CBO Projects $409,283 $272,855 Community -bred Organizations ■ Available CDBG funding ❑ $272,855 ■ Total Requested CDBG Funding :j $830,566 10 applications . 7 Agencies/Organizations 0 1 Fair Share Allocation ■ Fair Housing Services Application Grading/ scoring Matrix ■ Provide a standard of measurement for all CBO funding applications. Lj Result in a ranking of each eligible application. ■ 100 Points available for each application. ■ 9 Categories for grading. Lj Each category has a list of questions and assigned point values for each. firing Categories Activity Management & Implementation 20 points Readiness to Proceed 17 points Cost Reasonableness/Effectiveness 16 points Matching Contributions / Leverage 15 points Past CDBG Performance 10 points Need and Justification 9 points Organizational Experience/Project Delivery 8 points Meets National Objectives 3 points Application Completeness 2 points Application Review & Scoring ■ Categories represent the basic criteria that we have always used in reviewing applications. Li Applicants ability to carry out the proposed project or service and do so in a timely manner. Li Proportionate funding levels for the clientele being served. ■ Past Experience criteria and new applicants. Full points given to those funding requests that have not received CDBG funding previously. CBO Funding Requests ■ San Joaquin Fair Housing ❑ Fair Housing services - $22,622 ■ Second Harvest Food Bank ❑ Food Assistance Programs - $10,000 ■ Stockton Emergency Food Bank ❑ Nutrition on the Move Program - $4,500 ❑ Facility Expansion - $7,060 ■ Senior Service Agency of SJC ❑ Senior Nutrition Services - $16,125 ❑ Adult Day Care Programs - $893 CBO Funding Requests ■ VBR Foster Family Agency o Foster Child Counseling - $10,000 ■ Salvation Army Lj Walk-in Cooler/Freezer - $45,000 Li Hope Avenue Apts. Landscaping - $41,000 ■ Community Partnership for Families o Family Resource Center - $500,000 ■ SJC Human Services Agency Li Lodi Community Center Improvements - $173,366 Current Status ■ All Applications Under Review Supplemental information/material requested of each applicant — due Feb. 6 t ■ Not all responded. o Review and scoring to be completed by February 1 9th Lj Final recommendations to City Manager on February 20tH Annual HOME Allocetion Process ■ 2008/09 HOME Allocation for San Joaquin County ❑ Total Allocation $1,610,506 ❑ CHDO Set-aside ($241,576) ❑ Program Admin (10%) ($161,051) ❑ Net HOME Allocation $1,207,880 ■ 2008/09 HOME Allocation for City of Lodi ❑ $253,041 (3.49% reduction from 2007) ❑ No outside applications for HOME funds ■ Allocate to existing Housing Assistance Programs Housing Assistance Programs ■ 2008/09 HOME Allocation to Housing Assistance Programs Lj Total Allocation $253,041 ■ Down Payment Loan • Housing Rehab Loan ■ Down -Payment Loan Program Lj $1.5 Million Loaned 2000 - 2007 * 39 First-time Homebuyers * Administered through SJ County * Marketed to local realtors/lendors Cond ud Staff's Presentation ■ Questions & Answers