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City of Farmington 2012 Annual Action Plan Amendment April 9, 2013 Date of City Council’s Consideration of Adoption ---PAGE BREAK--- Contents City of Farmington 2012 Annual Action Plan Amendment Managing the 1 A. Annual Action Plan Amendment 1 B. Project Selection Process 1 Available Funds 91.220(b)(1), 91.220 2 2012 Annual Action Plan Amendment Proposed Projects and Budget 91.220(c) 2 Expenditure Limits 570.206, 570.201(e)(1), and 3 Public Participation 91.105(a) 3 1.5 TIMELINESS STANDARD Sec. 507.902 4 Attachments 15 ---PAGE BREAK--- 2012 Annual Action Plan Amendment 1 City of Farmington 2012 Annual Action Plan October 1, 2012 - September 30, 2013 Managing the Process A. Annual Action Plan Amendment Process As the Downtown Façade project contracts were nearing expiration, it was determined that there would be a significant amount of funding left over. With the goal of timely expenditure of grant funds, City staff brought this issue to the City Council for direction. At a City Council Work Session, Council directed staff to proceed with an Amendment to the 2012 Annual Action Plan and a new Request for Proposals (RFP) for capital projects. The following work schedule shows all of the key dates, meetings, and actions for the process of developing and adopting the 2012 Annual Action Plan Amendment. 2012 Annual Action Plan Amendment Work Schedule • Direction from the City Council . . . . . . . . . . . . . . . . . . . December 4, 2012 • RFP Publication Date . . . . . . . . . . . . . . . . . . . . . . . . . February 10, 2013 • RFP Submittal Deadline . . . . . . . . . . . . . . . . . . . . . . . . . March 5, 2:00 pm • Project Proposal Eligibility Review . . . . . . . . . . . . . . . . . March 5 - 6 • Draft Amendment Public Review . . . . . . . . . . . . . . . . . . March 25 to April 9 • Council Meeting Project Proposal Selection . . . . . . . . . March 26, 7:00 pm • Public Hearing and Planned City Council Adoption . . . April 9, 7:00 pm B. Project Selection Process A total of eight proposals were submitted requesting CDBG funds. Of those, one proposal was determined to be an ineligible project. The ARC Thrift Store requested funding for an accessible restroom and repairs to the heating and cooling system. Because it involved interior remodel work and the thrift store is the primary use of the building, it could not qualify as a façade improvements project per HUD. The remaining seven projects were forwarded to the project evaluation committee for scoring of the projects. The evaluation committee results were forwarded to the City Council for their review and to make a final project selection on March 26, 2013. ---PAGE BREAK--- 2012 Annual Action Plan 2 Available Funds 91.220(b)(1), 91.220 Table 1 below shows the sources of the funding available for this amendment. The primary sources of funding for this amendment come from the 2010 and 2011 Downtown Façade projects. However, there are a number of successfully completed projects that closed with a balance of funding ranging from $0.54 to $2,870.45. These funds are still available for CDBG projects and have been rolled over into this amendment. Table 1 Project Titles Remaining Funding by Project 2010 Downtown Streetscape and Façade $76,576.36 2011 Downtown Façade $19,922.74 Remaining from 2012 Annual Action Plan Budget $27.25 2011 San Juan County Partnership $0.54 2010 Daycare Assistance $10.29 2011 Daycare Assistance $12.03 2010 Public Service Classes SJC $2,870.45 Total 2012 Annual Action Plan Amendment $99,419.66 2012 Annual Action Plan Amendment Funding Sources 2012 Annual Action Plan Amendment Proposed Projects and Budget 91.220(c) Table 2 shows all eligible project proposals submitted in response to RFP #13-96953. These projects are all competing for the available $99,419.66 in CDBG funding in this amendment. Table 2 Acency Requested Funding Total Project Cost Project Destription A PATH Home 99,000 $ 3,000,000 $ Additional funding for buidling B Big Brothers Big Sisters 105,000 $ 540,000 $ New office buidling Childhaven 61,689 $ 61,689 $ Kitchen and nursery remodel Frontline Mission 22,000 $ 22,000 $ Fire escape and parking lot General Supply 16,200 $ 16,200 $ Repair roof and ceiling My Father's House 58,919 $ 58,919 $ Repair roof New PMS Health Care Clinic 100,000 $ 8,000,000 $ New Health Care Facility Submited Eligible Project Proposals - 2012 Annual Action Plan Amendment At the City Council Meeting, on March 26, 2013, a final decision will be made to select a project or projects to fund with the available funds, and this portion of the report will be updated, to document the selected project(s). ---PAGE BREAK--- 2012 Annual Action Plan 3 Expenditure Limits 570.206, 570.201(e)(1), and 570.208 The RFP for this amendment specifically stated that all funding available would be for capital projects only. No funding will be used for Planning and Administration nor for Public Service projects. Public Participation 91.105(a) All applicable citizen participation requirements set forth in the 2009 Consolidated Plan’s Citizen Participation Plan have been met or exceeded for the 2012 Annual Action Plan Amendment process. All notices have been published in English and Spanish to comply with Fair Housing Limited English Proficiency requirements. The opportunity for language, hearing, and accessibility assistance was part of the public notification and the 2012 Annual Action Plan Amendment was available for public review at the Public Library, City Clerk’s office, the Community Development Department, and was posted on the City’s web site. The public hearing notice was published in English and Spanish. All public hearings were conducted in ADA-compliant facilities. Public Hearing Comments: (to be updated after hearing) ---PAGE BREAK--- 2012 Annual Action Plan 4 1.5 TIMELINESS STANDARD Sec. 507.902 The HUD definition of the 1.5 Timeliness Standard: Sixty days prior to the end of the grantee’s current program year, the amount of entitlement grant funds available to the recipient under grant agreements but undisbursed by the U.S. Treasury is more than 1.5 times the entitlement grant amount for its current program year This means that the City’s CDBG program can have a maximum balance that is 1.5 times the current grant amount. It is important for the City of Farmington to stay in compliance with this standard because HUD can penalize the City by withholding grant funds if funding is not spent in a timely manner. On August 2, 2013, HUD will calculate the City’s remaining funding to determine compliance with this standard. As of March 13, 2013 the ratio was at 1.98 and a minimum of $168,297 must be expended and drawn down from HUD prior to August 2, 2013, to meet the 1.5 Timeliness Standard. Table 3 below shows the results of a 1.5 Timeliness review completed by CDBG staff. The estimated Planning and Admin expenses are an average of the last three quarterly charges. The estimate of administrative and public service expenditures shows approximately $52,000 by July 31. If this amendment’s selected project(s) can drawdown all funding by July 31, 2013, a total of $152,000 is projected to be spent prior to August 2, 2013. This leaves the City short, by nearly $18,000 in expenditures, of meeting the 1.5 standard. Two other capital projects underway are the A PATH Home project and the Downtown Streetscape Project. A PATH Home has been awarded $166,591.64 and $228,893.00 from the respective 2011 and 2012 Annual Action Plan budgets for a total of $395,484.64. The Downtown Streetscape Project was awarded $60,000 in funding from the 2010 Annual Action Plan budget. Neither of these projects has expended any funding to date. However, the environmental review for the PATH Home project was approved by HUD on December 19, 2012, and a new RFP is being prepared for the Streetscape project that reflects additional funding from the Metropolitan Redevelopment Agency’s Fund. One of these projects must expend sufficient funding for the City to stay in compliance with the 1.5 Timeliness Standard. ---PAGE BREAK--- 2012 Annual Action Plan 5 Table 3 Current Ratio as of March 13, 2013 1.98 Required Ratio by August 2, 2013 1.5 Minimum Expenditures Required to meet 1.5 168,297 $ Estimated Exenditures by July 31, 2013 Planning and Admin 2nd Quarter Drawdown 20,729.60 $ Planning and Admin 3nd Quarter Drawdown 20,729.60 $ Rental Assistance 719.08 $ Senior Home Care 1,500.00 $ Daycare Assistance 2,000.00 $ Echo 2,500.00 $ Masada House 2,000.00 $ Swim Lessons 700.00 $ Total Estimated Expenditures 50,878.28 $ Amendment Project $99,419.66 Total Estimated Expenditures 150,297.94 $ Additonal funding that must be spent 17,999 $ Expenditure Timeliness Review ---PAGE BREAK--- 2012 Annual Action Plan 6 Proposed 2012 Amendment Project Summaries and Eligibilities 91.220(c) The following worksheets describe the individual projects and document the determinations on how the projects meet the HUD eligibilities and Federal objectives. All project proposals from the RFP process were reviewed for eligibility prior to being evaluated by the evaluation review committee. The worksheet for the one project that was determined to be ineligible, The Arc, is attached at the end. The following worksheets also document how the proposed projects comply with the 2009 Consolidated Plan’s needs assessment. ---PAGE BREAK--- 2012 Annual Action Plan 7 CDBG Project Summary and Eligibility Review Name of Project: A Path Home Phase II Building B Name of Contractor/Subrecipient Four Corners Foundation Project Description: A PATH Home is asking for additional funding for Phase II, which is a 6,000 square foot building with 12 one bedroom apartment units for transitional housing. Homeless individuals and families with children will be served. Project Location: Address 520 Hydroplant Road City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $ 3,000,000 Total 2012 $99,000 CDBG Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMH Objective Citation: 570.208 HUD Matrix Code: 03C Eligibility Citation: 570.201 Accomplishment Type: Public Facility, number of beds and number of family units Accomplishment Data: Number of beds created. Long term records, number of persons or families assisted, race, disability, female head of household, and LMC Income. Eligibility Determination: The project is specifically directed at low income transitional housing. The project will create a public facility operated by a non-profit organization. LMC presumed - all clients will be part of the homeless community and therefore the project will be presumed to serve the low income. Consolidated Plan Needs Determination: Transitional Housing for homeless families with children was ranked 9.15 out of 10 and transitional housing for chronic substance abuse was ranked 8.11 out of 10. Transitional housing was identified as a project in the 2009 Consolidated Plan’s Strategic Plan. Staff Sign-Off Name: Jay Peterman Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 8 CDBG Project Summary and Eligibility Review Name of Project: Big Brothers Big Sisters Office Construction Name of Contractor/Subrecipient Big Brothers Big Sisters Project Description: Capacity Building – Build a new office building or purchase an existing office building. The office would be used for program administration, staff, training of adult big brothers and big sisters, and meetings. Project Location: Address 3400 Messina City Wide Targeted Low- and Mod-Income Neighborhood - Census Tract # Project Budget: Plan Year: CDBG $105,000 2012 Total $540,000 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMC Objective Citation: 570.208(a)(2)(B) HUD Matrix Code: 03D Youth Centers Eligibility Citation: 570.201(c) Accomplishment Type: Number of assisted children living in Farmington Accomplishment Data: Number, race, income level, female head of household, and disability status, family size Eligibility Determination: 24 CFR 570.201 Public Facilities and Improvements – Acquisition of land and construction or acquisition of an existing office building. The program will serve children of low income families based upon family size. The income verification will be done by the Farmington Municipal School District through the Free and Reduced Lunch program. BBBS and the Farmington Municipal School District partner to provide services. 24 CFR 570.200 does not apply Consolidated Plan Needs Determination: Youth Centers/Youth Services is a project identified in the 2009 Consolidated Plan’s proposed project list and had a ranking of 7.79 out of 10 in the Consolidated Plan’s Needs Assessment. Staff Sign-Off Name: Jay Peterman Jr. Date: Wednesday, March 06, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 9 CDBG Project Summary and Eligibility Review Name of Project: Childhaven Kitchen and Daycare Remodel Name of Contractor/Subrecipient Childhaven Project Description: Childhaven is requesting funding to remodel and update the existing kitchen, nursery, and daycare. Project Location: Address 807 W. Apache City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $61,689.17 CDBG 2012 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMC Objective Citation: 570.208 HUD Matrix Code: 03C Eligibility Citation: 570.201 Accomplishment Type: Public Facility Accomplishment Data: Children Served Eligibility Determination: Childhaven specifically serves abused, neglected, or abandoned children by providing emergency shelter. This population is generally presumed to be low income under 570.208 Reconstruction or remodel of a public facility owned by a non-profit agency is allowed as a 03C matrix code under 570.201 Consolidated Plan Needs Determination: Youth Center is a project identified in the 2009 Consolidated Plan’s Strategic Plan. The project had a Consolidated Plan Needs Assessment ranking of 7.79 out of 10. Youth Center was also identified as a community need in the 2008 San Juan County Needs Assessment, which was cited in the 2009 Consolidated Plan. Staff Sign-Off Name: Jay Peterman Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 10 CDBG Project Summary and Eligibility Review Name of Project: Frontline Mission Remodel Name of Contractor/Subrecipient Frontline Mission Project Description: Fire Escape and Parking Lot Project Location: Address 807 W. Apache City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $22,000 CDBG 2012 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMC Objective Citation: 570.208 HUD Matrix Code: 03C Eligibility Citation: 570.201 Accomplishment Type: Facility Remodel Accomplishment Data: Homeless Population Served Eligibility Determination: Facility serves the homeless population, which are presumed to be low income. Frontline Mission is a nonprofit public service care provider. Consolidated Plan Needs Determination: Homeless Facilities is a project identified in the 2009 Consolidated Plan with a needs ranking of 7.89 out of 10. Staff Sign-Off Name: Jay Peterman Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 11 CDBG Project Summary and Eligibility Review Name of Project: General Supply Roof and Ceiling Repair Name of Contractor/Subrecipient General Supply Project Description: Repair of roof and ceiling at a private business. Project Location: Address 807 W. Apache City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $16,200 CDBG 2012 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMA Objective Citation: 570.208 (ii) HUD Matrix Code: 14E Eligibility Citation: 570.202 Accomplishment Type: Business Assisted Accomplishment Data: Low-Mod Population in Census Tract Eligibility Determination: 570.208 (ii) The downtown district’s Block Group is 4.02.05 and it is within the Low- and Mod-Income Targeted Neighborhood identified in the Consolidated Plan and updated in the 2012 Annual Action Plan. Consolidated Plan Needs Determination: Downtown Façade Improvements were an Action Plan Project in 2010 and 2011. Staff Sign-Off Name: Jay Peterman Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 12 CDBG Project Summary and Eligibility Review Name of Project: My Father’s House Roof Repair Name of Contractor/Subrecipient My Father’s House Project Description: Repair of roof at a church Project Location: Address 308 W. Broadway City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $58,918.75 CDBG 2012 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMA Objective Citation: 570.208 (ii) HUD Matrix Code: 14E Eligibility Citation: 570.202 Accomplishment Type: Business Assisted Accomplishment Data: Low-Mod Population in Census Tract Eligibility Determination: 570.208 (ii) The downtown district’s Block Group is 4.02.05 and it is within the Low- and Mod-Income Targeted Neighborhood identified in the 2009 Consolidated Plan and updated in the 2012 Annual Action Plan. Consolidated Plan Needs Determination: Downtown Façade Improvements were an Action Plan Project in 2010 and 2011. Staff Sign-Off Name: Jay Peterman Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 13 CDBG Project Summary and Eligibility Review Name of Project: PMS Health Care Clinic Name of Contractor/Subrecipient Presbyterian Medical Services Project Description: New construction of a health care facility. The site is 4.75 acres in size and is currently vacant. The proposed building is 27,427 square feet in size. The care facility would provide heath services to the homeless and low income populations. Project Location: Address 975 West Murray Drive City Wide Targeted Low- and Mod-Income Neighborhood - Census Tract # 402 Project Budget: Plan Year: CDBG $100,000 2012 Total $8,000,000 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMA Objective Citation: §570.208(a)(2)(i)(A) HUD Matrix Code: 03P Health Facilities Eligibility Citation: 570.201e Accomplishment Type: Facility Completion – Number of Special Needs Patients Served Accomplishment Data: Number, race, income level, female head of household, and disability status. Eligibility Determination: Presumed – Clients are presumed to be low income due to the location and nature of services. PMS has statistics from the existing facility to document socioeconomics. Email from HUD representative with eligibility determination assistance. Consolidated Plan Needs Determination: This project falls under 03P Health Care Facility which had a ranking of 6.03 out of 10 in the Consolidated Plan’s Needs Assessment. This project will provide medical services to the homeless and homeless needs were a highly ranked community need in the Needs Ranking Survey. Also, in the non-homeless special needs and homeless needs sections of the 2009 Consolidated Plan, community heath needs are cited. Staff Sign-Off Name: Jay Peterman Jr. Date: Tuesday, March 05, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 14 CDBG Project Summary and Eligibility Review Name of Project: ARC Remodel Name of Contractor/Subrecipient ARC Project Description: The proposed remodel will include a handicap accessible restroom, heating and cooling repairs, and interior lighting repairs. Project Location: Address 200 W. Broadway City Wide Targeted Low- and Mod-Income Neighborhood Project Budget: Plan Year: $20,180.00 CDBG 2012 Objective category: Suitable Living Environment Decent Housing Economic Opportunity Outcome category: Availability/Accessibility Affordability Sustainability HUD Objective: LMA or LMC? Objective Citation: 570.208 (ii) HUD Matrix Code: 14E or 03C ? Eligibility Citation: 570.202 Accomplishment Type: Business Assisted Accomplishment Data: Low-Mod Population in Census Tract Eligibility Determination: 570.202 states that privately owned businesses may only have exterior improvements, or asbestos or lead-based paint removal. While the ARC is a non-profit organization, the proposed improvements relate to the thrift store, and the thrift store is the primary use of the building. All of the proposed improvements are to the interior of the building and not to the exterior façade. 570.201 states “that a building owned by a non profit entity may be considered a public facility. Such facilities include shelters for the homeless; convalescent homes; hospitals, nursing homes; battered spouse shelters; halfway houses for run-away children, drug offenders or parolees; group homes for mentally retarded persons and temporary housing for disaster victims.” In this case, the thrift store does not apply. Consolidated Plan Needs Determination: Downtown Façade Improvements has been an action plan project in 2010 and 2011. Staff Sign-Off This project is ineligible for CDBG funding. This determination was confirmed with HUD. Name: Jay Peterman Date: Wednesday, March 06, 2013 ---PAGE BREAK--- 2012 Annual Action Plan 15 City of Farmington 2012 Annual Action Plan Amendment Attachments • City Council Work Session Request – Direction to Create Amendment • Resolution Adopting the 2012 Annual Action Plan Amendment (Pending) • Public Hearing Minutes April 9 - Adoption (Pending) • Proposed Project Selection Meeting Minutes – (Pending) • Affidavit of Publication - April 9 Notice ---PAGE BREAK--- 2012 Annual Action Plan 16 CITY COUNCIL WORK SESSION AGENDA REQUEST DATE: Monday, November 26, 2012 DEPARTMENT: Community Development MEETING DATE: Tuesday, December 4, 2012 1. ITEM/TOPIC CDBG 2010 Downtown Façade Funding Balance 2. ACTION REQUESTED OF COUNCIL: Direct staff on how to proceed regarding utilizing the remaining funding. 3. BACKGROUND/RATIONALE: A total of $76,576.36 in remaining CDBG funds is available for qualified capital (construction) projects. 4. STAFF RECOMMENDATION: Review project options and provide direction to staff. 5. INSTRUCTIONS UPON APPROVAL: Proceed with project(s) selected. 6. BUDGETARY IMPACT: