COMMUNITY DEVELOPMENT ADVISORY COMMITTEE TUESDAY, MAY 2, :30 P.M. TEJAS ROOM BAYTOWN COMMUNITY CENTER 2407 MARKET STREET BAYTOWN, TEXAS 77520

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1 CITY OF BAYTOWN NOTICE OF MEETING COMMUNITY DEVELOPMENT ADVISORY COMMITTEE TUESDAY, MAY 2, :30 P.M. TEJAS ROOM BAYTOWN COMMUNITY CENTER 2407 MARKET STREET BAYTOWN, TEXAS AGENDA CALL TO ORDER AND ANNOUNCEMENT OF QUORUM 1. MINUTES a. Consider approving the minutes of the January 24, 2017 Community Development Advisory Committee Meeting. 2. PUBLIC HEARINGS a. The Community Development Division will conduct a public hearing giving all interested parties the right to appear and be heard regarding the City of Baytown Community Development Block Grant funding for the program year (B-17-MC-0033). 3. MANAGER'S REPORT a. Receive the Program Manager's Report. 4. ADJOURN THE CITY OF BAYTOWN IS COMMITTED TO COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT. REASONABLE ACCOMMODATIONS AND EQUAL ACCESS TO COMMUNICATIONS WILL BE PROVIDED UPON REQUEST. FOR ASSISTANCE PLEASE CALL , FAX , OR CONTACT VIA RELAY TEXAS AT 711 OR FOR TYY SERVICES. FOR MORE INFORMATION CONCERNING RELAY TEXAS, PLEASE VISIT:

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3 COMMUNITY DEVELOPMENT 1. a. ADVISORY COMMITTEE Meeting Date: 05/02/2017 Subject: Consider approving the minutes of the January 24, 2017 Community Development Advisory Committee Meeting. Prepared for: Tiffany Foster, Planning and Development Services Prepared by: Sharon Rose, Planning and Development Services Information ITEM Consider approving the minutes of the January 24, 2017 Community Development Advisory Committee Meeting. PREFACE The minutes of the Community Development Advisory Committee regular meeting for January 24, 2017 are attached for your review. RECOMMENDATION Staff recommends approval. CDAC Minutes 01/24/2017 CDAC Meeting PowerPoint 01/24/2017 Attachments

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6 Meet the CDAC and Staff Minutes Agenda Item #1a Consider approving the minutes of the December 6, 2016 Community Development Advisory Committee Meeting. PLANNING AND DEVELOPMENT SERVICES DEPARTMENT COMMUNITY DEVELOPMENT DIVISION TECHNICAL ASSISTANCE WORKSHOP Agenda Item #2a Agenda Item #3a Program Manager s Report Operation Paintbrush; and HOME funds. The Community Development Division will hold a Community Development Block Grant (CDBG) Request for Proposal (RFP) Technical Assistance Workshop. 1

7 What is the Community Development Block Grant? CDBG Quick Facts Federal Grant administered by the Department of Housing and Urban Development (HUD) HUD manages over 1,200 Entitlement Communities Cities Counties States Entitlement Communities are given flexibility in creating local programs, and funding local agencies All programs must meet a National Objective Assist low to moderate income persons Eliminate slum/blight Urgent need CDBG Quick Facts, Continued Eligible activities include: 5 Year Consolidated Plan Priorities (our main focus for ) Acquisition of real property Public facilities and improvements Clearance and demolition Neighborhood Projects Homeownership Assistance Housing Rehabilitation Economic Development Childcare Job training or employment services Substance abuse services Youth services Homeless services Owner Occupied Housing Rehabilitation/Energy Efficiency/Accessibility for the Disabled Down Payment/Closing Cost Assistance Demolition of Substandard Structures Park/Sidewalk Improvements Crime Prevention/Awareness Code Enforcement Children Services/Youth Services/Senior Services Adult Education and Job Training Economic Development Transportation Services 2

8 How does it work? How Much Funding is Available? Annual Action Plan/Budget #5 Annual Action Plan/Budget #4 Annual Action Plan/Budget #1 5 Year Consolidated Plan Annual Action Plan/Budget #3 Annual Action Plan/Budget #2 Previous Year s Allocations 2016 Allocation: $660, Allocation: $651, Allocation: $682, Allocation: $660, Allocation: $612,718 CDBG Funds in Baytown How are CDBG dollars currently being spent in the City of Baytown? Current Projects funded by the City of Baytown s CDBG Entitlement Housing Rehabilitation Homebuyers Assistance Transportation Program Demolition of Structures Communities In Schools Baytown Optimist Football Private sewer line replacement Bay Area Homeless Services Baytown Resource & Assistance Center The Bridge Over Troubled Waters Program Administration Neighborhood Improvement Program 3

9 Where can I find the RFP? (home page) Link: City Accepting Funding Proposals for CDBG Request for Proposal Format Part 1 Project Information What, Who, when and how will the project work? Attach a detailed description, no more than 1 page Attach construction/acquisition information Be sure to double click a field in order to type. Tab to move from one field to the next All fields are fillable: you can copy and paste from other documents Request for Proposal Format Make sure all tabs are completed throughout the application. Part 2 Project Funding Describe how the project is funded Attach letters of funding commitment Attach audit or financial statement Complete budget summary template Part 3 Organization Effectiveness & Efficiency Describe organization s capacity to handle project Explain how project will be offered & assistance verified Include your Board of Directors information Attach proof of non profit status Attach advertising information Attach list of staff/volunteers Part 4 Duplication/Coordination/Cooperation Describe how your project is similar or different from other projects Explain how you coordinate with other agencies to provide services to your clients 4

10 Project Funding continued Preparing to submit Each of these cells are fillable: adjust to match your project/service Cells will automatically total to adjust with your entries 2 originals & 2 copies Submit attachments on 8.5x11 white paper, typed at least 10 point font Limit answers to space available on the form provided Paperclip or band together (NO STAPLES) If you are applying for more than 1 project, submit an application for each and assign a priority number, with 1 as your 1 st priority No late submissions! You applied, so what happens next? A series of RFP Reviews Public Hearings Budget Recommendation City Council Approval Who s reviewing your RFP? Department of Housing and Urban Development August 15 Annual Action Plan submitted to HUD October 1 Program year begins, funds available City Staff Community Development Advisory Committee City Council Housing & Urban Development 5

11 Re Cap of Important Dates February 20 Proposals Due by 5:00 p.m. May 2, 9, June 1 Public Hearings July 27 Council adopts Budget August 15 Budget is sent to HUD October 1 Funds available Grant Writing Tips and Tricks Before you apply Why is your project special? Why is your project important? How will you measure effectiveness? Is your project sustainable? *Dates are tentative and are subject to change. Grant Writing Tips and Tricks General Grant Writing Scoring Committee sees many grants; word your answers concisely Answer all questions Be realistic Use your checklist Grant Writing Tips and Tricks Budget Do not be intentionally vague; For Equipment/Construction, add 5% 10% above projected cost; How will you sustain once the grant goes away? Do your research! 6

12 10 Most Common Reasons Why RFPs Are NOT Funded 1. The proposed project is not eligible for CDBG funding. 2. The application does not follow our prescribed format or is incomplete. 3. The project doesn t seem feasible as the organization has proposed. 4. The project doesn t meet the priorities from the Consolidated Plan. 5. The project does not primarily benefit low moderate income persons. 6. The proposed budget is not within our funding range. 7. The organization doesn t seem to have adequate capacity. 8. The project costs are unreasonable compared to the project benefit. 9. There is not enough evidence that the program will become selfsufficient and sustain itself after the grant is completed. 10. There s not enough money to fund the project at a reasonable level. Adjournment QUESTIONS? 7

13 COMMUNITY DEVELOPMENT ADVISORY COMMITTEE Meeting Date: 05/02/2017 Subject: Community Development Block Grant Public Hearing Prepared for: Tiffany Foster, Planning and Development Services Prepared by: Sharon Rose, Planning and Development Services 2. a. Information ITEM The Community Development Division will conduct a public hearing giving all interested parties the right to appear and be heard regarding the City of Baytown Community Development Block Grant funding for the program year (B-17-MC-0033). PREFACE The United States Department of Housing and Urban Development (HUD) distributes allocations of Community Development Block Grant (CDBG) funds to states, counties and cities annually. The purpose of these funds is to develop viable urban communities by providing decent housing, a suitable living environment and expansion of economic opportunities, principally for low and moderate-income citizens. Communities are able to initiate various programs by focusing on the community's perceptions of its needs and priorities. The City must develop a budget and submit an annual application to HUD in order to receive the CDBG allocation. Following HUD guidelines, staff solicited proposals via direct mail to approximately 90 agencies on our mailing list, on the City's website and in the Baytown Sun's legal notice section. Staff also held two Technical Assistance Workshops which were open to the public. The purpose of these workshops was to assist those interested in submitting proposals. The Community Development Division received 16 Requests for Proposals. Once the proposals were received, Staff evaluated them to determine if the proposals met technical requirements for CDBG eligibility. The eligible proposals were distributed to the Community Development Advisory Committee (CDAC) for their review and consideration. The Community Development Division is holding this public hearing for the CDAC to hear verbal requests from the applicants. A list of the presenters is attached. RECOMMENDATION This agenda item is for a public hearing; no staff recommendation required. Attachments

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15 Submitted Proposals for Funding Tentative Order for Proposal Presentations May 2, 2017 (First Public Hearing) Tejas Room 1. American Red Cross Steve Atchison, Managing Director, Transportation 2. The Bridge Over Troubled Waters Olivia Rivers, Advocacy & Education Director 3. Baytown Resource Assistance Center Paulina Carrillo, Executive Director 4. Let s Learn Christian Learning Center Building Better for the Children Dornita Paul, Owner/Director 5. Bay Area Homeless Services Project Bridge William Eckert, Executive Director 6. Baytown Habitat for Humanity Baytown Habitat for Humanity Office/Warehouse Repairs Glenn Reilly-Construction Manager 7. Communities in Schools Baytown, Inc. In the Classroom and Beyond Barbara Castellanos-Dooley, Program Director 8. Baytown Evening Optimist Club Pi-Yi Mayo, Member Project Chairman May 9, 2017 (Second Public Hearing) Mockingbird Room 9. City of Baytown Hotel Sheltering Program Cheryl McClarity, Victims Services Caseworker 10. City of Baytown Substandard Structures Abatement Program Marcus Curry, Demolition & Housing Inspector 11. City of Baytown Neighborhood Improvement Program (NIP) Sharon Rose, Community Development Technician 12. City of Baytown NIP - Unidad Park Improvements Sharon Rose, Community Development Technician 13. City of Baytown NIP - Bergeron Park Improvements Sharon Rose, Community Development Technician 14. City of Baytown Community Development Transportation Program Sharon Rose, Community Development Technician 15. City of Baytown Community Development Housing Programs June Tyler, Senior Program Manager 16. City of Baytown CDBG Program Administration June Tyler, Senior Program Manager

16 COMMUNITY DEVELOPMENT ADVISORY COMMITTEE Meeting Date: 05/02/2017 Subject: Receive the Program Manager's Report. Prepared for: Tiffany Foster, Planning and Development Services Prepared by: Sharon Rose, Planning and Development Services 3. a. ITEM Receive the Program Manager's Report. Information PREFACE Receive the Program Manager's Report such as: CDAC Tour and Luncheon; Update on 2017 Annual Housing Expo; Update on HOME funds; and Upcoming Policy Training. RECOMMENDATION This agenda item is for the Program Manager's Report; no staff recommendation required.