Community Development Block Grant (CDBG) Guide & Application. Fiscal Year

Transcription

1 Community Development Block Grant (CDBG) Guide & Application Fiscal Year City of Perris Housing Authority 24 South D Street, Suite 102 Perris, CA

2 GENERAL INFORMATION INTRODUCTION TO CDBG Community Development Block Grant (CDBG) The Community Development Block Grant (CDBG) Program is authorized under Title I of the Housing and Community Development Act of 1974, as amended. The CDBG program consolidated eight categorical programs under which communities competed for federal funds. Local governments participate in either the Entitlement Program (for cities over 50,000 in population or urban counties with more than 200,000 people) or the States and Small Cities Program (communities with populations of 50,000 or less). As an entitlement community, the City of Perris receives an annual allocation of CDBG funds, contingent upon submission of an approved Consolidated Plan and Annual Action Plan. The regulations implementing the CDBG Program are found at 24 CFR Part 570. To review the regulations in their entirety, visit HUD s website at The annual CDBG funding allocation received by the City varies from year-to-year, depending on a number of factors. Federal regulations limit the amount of funding that can be used for public services programs and projects to a maximum 15% of the annual funding allocation. Additionally, up to 20% of the annual allocation is set aside by the City for program administration. The balance of the funds is allocated for all other CDBG activity categories. The City makes these funds available on a competitive basis to eligible outside agencies and City Departments for qualified activities that meet one or more of the CDBG National Objectives and which further the goals and objectives of the Five-year Consolidated Plan. Consolidated Plan The U.S. Department of Housing and Urban Development (HUD) requires all participating jurisdictions to submit a three- to five-year strategic planning document called the Consolidated Plan. The Consolidated Plan describes the housing and community development needs of the city of Perris for a five-year period. This document represents the City of Perris vision for improving the quality of life in the low-income areas of the city and provides details on how specific goals will be accomplished. It is through the Consolidated Plan that the City of Perris determines its funding priorities each program year. As conditions change, the Consolidated Plan may be amended. The Consolidated Plan and other program information may be found at Consolidated Plan Objectives By regulation, HUD grant funds must be used to meet the objectives of the City of Perris Consolidated Plan. Objectives are developed after an analysis of existing conditions, community needs, and an extensive citizen participation process. Each funded activity must demonstrate a measurable outcome that contributes positively toward fulfilling national and local objectives. Subsequent funding of agencies and programs will depend in part upon the demonstration of positive outcomes and effective use of grant funds in the program. The following chart provides an overview of the objectives contained the Consolidated Plan. OBJECTIVES Decent Housing Suitable Living Environment Economic Opportunities Objective 1: Provide Assistance to Enable Homeownership Objective 2: Rehabilitate and Preserve Homeownership Objective 3: Expand Affordable Housing Objective 4: Reduce Exposure to Lead- Based Paint Hazards Objective 5: Affirmatively Further Fair Housing Objective 1: Improve access to Homeless Svcs. Objective 2: Provide Community & Support Svcs for the Elderly and Youth, Special Needs Populations, & Beautification Programs, Projects & Svcs through Public Service Programs. Objective 3: Public Infrastructure Improvements in Eligible Areas Objective 4: Public Facilities Improvement in Eligible Areas Objective 1: Create Economic Development Opportunities Page 2 FY

3 Annual Action Plan The Action Plan is the annual update to the Consolidated Plan. The plan describes resources available, how those resources are to be utilized, including funded projects, and the geographic distribution of those resources. The planning process has been specifically created to assist in mapping one-year actions for community development and making good use of available federal, state, and local resources. City of Perris Geographic Distribution of Funds Projects must primarily benefit low- and moderate-income residents of the city of Perris. Activities provided city-wide include public services, as well as, but not limited to, homebuyers assistance, housing rehabilitation, homeless prevention and assistance. The following map illustrates the low-moderate income census tracts within the City of Perris. Tracts which are highlighted have a low-moderate income population of 51% or more. Page 3 FY

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5 APPLICATION PROCESS Eligible Applicants Non-profit organizations, municipalities, and local governments who deliver services to low-moderate income clients who reside within the incorporated City limits of the City of Perris may apply for funding. All non-profit organizations must have their non-profit status with supporting documentation from the IRS at the time of application. Minimum Criteria for Receipt of Funding The proposed program must provide services that benefit primarily low- to moderate-income persons residing within the incorporated city limits of the City of Perris; proposed services must be consistent with the City s Consolidated Plan Objectives Proposed service must be an eligible public or non-public service activity; and Meet a HUD National Objective. The application must be completed in a professional and accurate manner, with all sections thoroughly completed and sufficient detail to demonstrate knowledge and capacity to carry out the proposed program or project type. Premature commitments or expenditure of funds for proposed activities is prohibited. Organizations must demonstrate the financial viability to operate a federally-funded program strictly on a reimbursement basis. City of Perris funds are provided to awarded projects on a reimbursement basis only. This means that funds will be available to the organization after it has paid for eligible project costs. Project expenditures ARE NOT eligible for CDBG reimbursement if they have been committed or spent prior to Environmental Clearance and execution of the Sub-grantee Agreement. A financially viable organization is one that is able to: Operate for a minimum of 90 days pending reimbursement without financial hardship; Demonstrate an existing and consistent cash flow; and Have a separation of duties for personnel time allocations, etc. Organizations that are current sub-recipients must be in good standing with the City of Perris, (i.e. have no outstanding reporting delinquencies, outstanding monitoring findings, or program capacity issues) in order to be considered for funding. In accordance with HUD regulations 24 CFR Part 200, all applicants who receive federal funding in excess of the specified amount (currently $750,000) must annually submit a single audit. If your program or project is selected for funding, proof of Insurance will be required before the City enters into a Sub- Recipient Agreement (contract) with your organization, per the City of Perris Insurance Limit Requirements. Funded agencies must comply with federal regulations regarding eligible expenses, accounting procedures and reporting requirements in accordance with 24 CFR 502 and 24 CFR Part 200. Page 5 FY

6 Activities Proposals evidencing coordination of services with other services in the community are encouraged and are preferential. As Coordination is often more effective in meeting the needs of the targeted population and in avoiding duplication of services. Listed below are eligible activities which may be carried out with CDBG funds. While this list is not complete, it provides a spectrum of the more typical activities funded: Examples of Eligible Activities for the CDBG Application Employment Services (i.e. job training/placement) Educational Services Recreational Services Housing Programs (i.e. homeownership assistance, homebuyer education, etc) Special Economic Activities Child Care Crime Prevention Fair Housing Counseling Health Services (i.e. substance abuse services) Services for seniors. HUD considers a person to be a senior if they are 62 years old or older. ADA improvements (installation of elevators, renovation of bathrooms, public streets, curb cuts, installation of audible signals, etc. to meet ADA requirements) Acquisition, Installation, Construction and Rehabilitation of Infrastructure (i.e., streets, sidewalks, water, sewer, etc.), and Neighborhood Facilities; Facilities for Special Needs Populations; Clearing and Demolition. All CDBG funds allocated to Capital Improvement projects shall be used within two years of the date of the allocation or such funds are subject to being reprogrammed by the City Council. Renovation/Expansion of project space utilized by clients served Microenterprise assistance (commercial enterprise with 5 employees- one of whom is the owner, owners/persons developing a business, financial and/or technical assistance for loans, training, and business plan assistance) Rehabilitation (privately owned residences that contain a business, privately owned commercial buildings- exterior rehab and code correction only, non-profit owned nonresidential buildings) Special Economic Development (Commercial/industrial improvement, assistance to for-profit business, economic development services in conjunction with previously mentioned activities including job training) Special activities by CBDOs (neighborhood revitalization, community economic development, energy conservation) Planning (studies, analysis, data gathering, and preparation of plans) Examples of Ineligible Activities for the CDBG Application Buildings for the general conduct of government General Government Expenses (i.e., maintenance, repair, operating costs, etc.) Political and Religious Activities Subsistence Payments Page 6 FY

7 REVIEW PROCESS The review process for proposals requesting grant funds consists of a review by the City of Perris Housing Authority, a 30-day public comment period for citizen input, City Council review and approval, and HUD review and approval. Staff review verifies that the proposal is an eligible activity as determined by HUD guidelines. If a proposal is determined to be ineligible, the applicant is informed and the proposal is withdrawn from consideration. In cases where there is uncertainty as to the proposal s eligibility, the City s HUD representative will be consulted for a decision. Staff will evaluate proposals based on information provided in the submitted application and will not request missing information. The Housing Authority provides a mechanism by which community needs may be recognized, prioritized, and recommended to the City Council for funding. Recommendations for grant awards are incorporated into the draft annual Action Plan for citizen input. Citizen input is obtained through the public hearing process. Notices are published in local newspapers 30 days in advance of all hearings, specifying date, time, and proposed activities. The City Council approves the Annual Action Plan by resolution following the citizen comment period. Each applicant will be notified in writing regarding their grant application. Final approval of the Action Plan is completed by HUD. If residents are unable to attend the public hearing, they may forward comments in writing to the City of Perris Housing Authority. City of Perris Housing Authority Sara Cortes de Pavon, Grants Manager 24 South D Street, Suite 102 Perris, CA SCortes-dePavon@cityofperris.org Criteria for Decision Making The City Council makes the final decisions regarding program funding, which are then incorporated into the overall CDBG budget submitted to HUD in the annual Action Plan. Once funds are received from HUD, the City executes contracts with each of the selected organizations. If the approved funding level is different than that requested on the proposed budget, a revised budget and performance measurement system must be submitted before a contract is executed. This application does not commit the City to award a contract for any costs incurred in the preparation of this proposal. Page 7 FY

8 SCORING CRITERIA Your application will be rated based on: Need and justification (max of 30 pts.) The activity will be evaluated in terms of: The documentation and demonstration of the local need for the activity (i.e., that the activity addresses an identified gap in service or current community need); The potential impact on the community of the activity; The benefits and products resulting from implementation of the activity; Justification of the need for the activity; The need for the funding request; and It s consistency with a CDBG National Objective. Project effectiveness (max of 30 pts.) The CDBG proposal must: Be sufficiently detailed to determine that the project contains specific and measurable goals and objectives that appear to be achievable and realistic; Describe a method to evaluate the success of the project and determine whether objectives were accomplished; Be based on the identified need described in the narrative; Demonstrate that the objectives can be achieved within the 12-month contract period or 24-month if CIP; Demonstrate the applicant possesses sufficient staff resources, technical expertise, and experience to carry out the proposed project; Describe clearly the criteria for determining success; Identify process and staff responsible for submitting necessary progress reports; and Demonstrate ability to solve routine problems relative to the project. COST EFFECTIVENESS/BUDGET (Max of 20 pts.) The activity will be evaluated in terms of: Its impact on the identified need; Its implementation costs and funding request relative to the financial and human resources; That the resources needed to implement the proposed activity are in place, taking into consideration factors that may accelerate of slow down the ability to implement the activity in a timely manner; Coordination of services with other community services; and The cost incurred per person or per unit and the justification for a particular level of funding. EXPERIENCE AND PAST PERFORMANCE (Max of 20 pts.) The activity will be evaluated based on documentation and information, including: Experience in undertaking projects of similar complexity as the one for which funds are being requested; Length of time in business; Past performance in relation to local, state, or federal grant funding programs with reference to the attainment of objectives in a timely manner and expenditure of funds at a reasonable rate in compliance with the agreement; and Sufficiently describe any past performance issues and provides convincing evidence that change has been implemented to prevent reoccurrence. Page 8 FY

9 SUBMITTAL CRITERIA Submission Requirements One (1) Original Copy of the application and all required documents is to be submitted by the 5:00PM Wednesday November 19, 2015 DEADLINE to: City of Perris Housing Authority Sara Cortes de Pavon, Grants Manager 24 South D Street, Suite 102 Perris, CA The City WILL NOT accept faxed, ed, incomplete or late applications, and are not eligible for funding consideration. All application materials are to be typed, on single sided, 8½" x 11" paper with all pages numbered consecutively. Bindings are restricted to a clip or staple. Notebooks and folders will not be accepted. If you have questions or need assistance, please contact Sara Cortés de Pavón at (951) or scortes-depavon@cityofperris.org. FY CDBG Timeline October 5, 2015 FY CDBG applications open *Application Assistance Workshop #1 at 9:00 am: City Council Chambers October 28, North D Street *Application Assistance Workshop #2 at 5:00 pm: City Council Chambers November 4, North D Street FY CDBG applications DUE by 5:00 pm: Housing Authority 24 North D. Street, Suite 102 November 19, 2015 Perris, CA December 2015 Application review period January 2016 Action Plan with preliminary recommendations drafted 30 Day Citizen Comment Period & Public Hearing for preliminary and final February April 2016 recommendations March 29, 2016 Public Hearing for preliminary recommendations April 26, 2016 Public Hearing for final recommendations May 2016 Contracts distributed for review and signatures Sub-recipient Contract Workshop at 10:00 am: City Council Chambers June 8, North D Street July 1, 2016 FY begins *CDBG applicants must attend one of the Application Assistance Workshops in order to apply Page 9 FY

10 MONITORING AND RECORDKEEPING Contract Procedures Mandatory training is held for all sub-recipients in June to provide information that will enable them to carry out their contractual responsibilities. Information is given on the proper completion of financial reports and the proper documentation required for reimbursements. Required Quarterly Reports are described. A description of the monitoring process will be provided as the CDBG Coordinator or designee will schedule periodic onsite monitoring of all funded activities to ensure compliance. Contracts with organizations that are not sub-recipients, such as developers and businesses, will be negotiated individually with City staff. Reporting for Disbursement of Funds The City will reimburse sub-recipients each month for the purposes and amount specified in the contract upon receipt of required documentation. Organizations are required to submit their request for reimbursement on the CDBG Reimbursement Request Form as supplied by City staff. Monitoring Reviews Monitoring is an important component of the allocation process. Therefore, it is critical that the City of Perris and sub-recipients maintain the appropriate documentation to support their activities in accordance with federal guidelines. Documentation must be maintained for individual participants in the program, including income, race and ethnicity data. The funded agency (Sub-Recipient) must report these figures to the City on a quarterly basis as a condition of reimbursement. The City will conduct on-site monitoring of organizations. HUD representatives may also make on-site visits as a part of their monitoring visits to the City of Perris. Client files will be reviewed by City staff to ensure compliance with HUD guidelines. These records must be maintained for five years after the end of the contract. In conducting performance reviews, the City of Perris will rely on information obtained from the sub-recipients performance reports, maintained records, findings from on-site monitoring, and audit reports. Performance monitoring reviews typically result in a formal written report from the City of Perris summarizing the monitoring review and indicating whether or not the sub-recipient was found to be in noncompliance with any applicable regulations or requirements. If findings or concerns are presented in a monitoring report, sub-recipients are given a specific time frame in which to respond to the reported deficiencies. In addition, the City of Perris may either provide sub-recipients with recommended corrective action or require sub-recipients to submit proposals for corrective actions for approval. Recordkeeping Accurate recordkeeping is crucial to the successful management of grant-funded activities. Insufficient documentation is likely to lead to monitoring findings, and these findings will be more difficult to resolve if records are missing, inadequate, or inaccurate. Organizations receiving funding must complete an application for each individual and maintain supporting documentation in participant files. If it is determined at the time of monitoring that the supporting documentation is incorrect or insufficient, reimbursement will be denied for costs associated with the ineligible expense. Access to Records/Maintenance of Records HUD and the Comptroller General of the United States or their authorized representatives have the right to access Grantee and sub-recipient program records. Recipients of HUD funds must keep documentation on funded programs for five years beyond the project/program closeout. Inadequate Performance or Non-Compliance If a sub-recipient or its CDBG-funded activity is found to be out of compliance with federal regulations or with any of the terms stipulated in the contract, funding can be withheld until compliance is achieved. In the event that compliance cannot be achieved, funding may be terminated. Additionally, funding may be withheld from any sub- Page 10 FY

11 recipient who does not accurately submit quarterly reports on time. Reimbursements will resume when there are acceptable reporting procedures. If program performance is found to be substantially inadequate in meeting the stated objectives and measures, the sub-recipient may be required to submit a written explanation. Inadequate program performance may adversely affect future CDBG funding requests to the City. Performance Measurement System Federal agencies are required to measure the outcomes of their programs to document program effectiveness, increase service quality, and improve public accountability. Program results are directly linked to funding decisions and public support for programs. HUD s performance measurement system provides a consistent method to access data from grantees and aggregate the data nationally to demonstrate the positive impact CDBG are making at a national level. Recipients of CDBG funds will be required to meet one of the three outcomes and one of the three objectives listed below. Additionally, specific indicators are required for each activity based on the objectives and outcomes selected. Common indicators include information such as number of persons served, number of jobs created, number of housing units assisted, income levels of persons assisted, and race/ethnicity. City staff will work with recipients of HUD funds to ensure that the requirements of the performance system are met. Outcome 1 Outcome 2 Outcome 3 Objectives Availability/Accessibility Affordability Sustainability Accessibility for the purpose of Affordability for the Sustainability Suitable Living Environment creating suitable living environments purpose of creating Suitable Living Environments for the purpose of creating Suitable Living Environments Decent Housing Economic Opportunity Accessibility for the purpose of providing decent housing Accessibility for the purpose of creating economic opportunities Affordability for the purpose of providing Decent Housing Affordability for the purpose of creating Economic Opportunities Sustainability for the purpose of providing Decent Housing Sustainability for the purpose of creating Economic Opportunities Page 11 FY

12 INCOME LIMITS Entitlement funds administered by the City of Perris are to be used for services to low-income persons, as defined by HUD. Low/Moderate income is defined as earning less than 80% of the median family income (MFI). The table below denotes low-income limits for 2015, which are subject to change. Riverside County 2015 Income Limits (Effective March 5, 2015) Median Income $60,500 Household Size Extremely-low/Poverty (30% of MFI*) Very-low Income (50% of MFI*) Low/Moderate Income (80% of MFI*) 1 $ 0 - $13,100 $13,101 - $21,750 $21,751 - $34,800 2 $ 0 - $15,930 $15,931 - $24,850 $24,851 - $39,800 3 $ 0 - $20,090 $20,091 - $27,950 $27,951 - $44,750 4 $ 0 - $24,250 $24,251 - $31,050 $31,051 - $49,700 5 $ 0 - $28,410 $28,411 - $33,550 $33,551 - $53,700 6 $ 0 - $32,570 $32,571 - $36,050 $36,051 - $57,700 7 $ 0 - $36,730 $36,731 - $38,550 $38,551 - $61,650 8 $ 0 - $40,890 $40,891 - $41,000 $41,001 - $65,650 DUNS NUMBER HUD requires a DUNS number to track some federally-funded projects. The DUNS number is a unique nine-character number that identifies your organization. It is a tool of the Federal government to track how Federal money is distributed. Ask your grant administrator or chief financial officer to provide your organization s DUNS number. If your organization does not have a DUNS number, use the Dun & Bradstreet (D&B) online registration to receive one free of charge. See The following information is needed to obtain a DUNS number: Name of organization Organization address Name of the CEO/organization owner Legal structure of the organization (corporation, partnership, proprietorship) Year the organization started Primary type of business Total number of employees (full and part time) Page 12 FY

13 FY CDBG APPLICATION Applicants must submit all completed pages/sections of the application starting with the Funding Application Submittal Checklist to be considered for funding. Page 13 FY

14 FUNDING APPLICATION SUBMITTAL CHECKLIST All Document Required for Full Submittal 1. Application Packet: One (1) original application and all attached documents as listed below: NOTE: CDBG STAFF WILL NOT MAKE CHANGES AND/OR ADJUSTMENTS TO CORRECT ANY ERRORS 2. Documentation of Good Standing from the State of California 3. State and Federal Tax Exemption Determination Letter 4. Fiscal Documents A. For all non-profit agencies (NO EXCEPTIONS) FY 2014 Financial Statements/Income Statement, AND Fully signed copy of the FY 2014 federal tax form 990, AND Fully signed copy of the FY 2014 State tax form 199 B. For all governmental agencies FY 2014 Financial Statements C. For ANY agencies that expended more than $750,000 in federal funding for the year, the following must ALSO be included with the documents above: FY 2014 Single Audit 5. Written Financial Management Procedures 6. Written minute action and/or Board approval documentation signed by the Board President authorizing submittal of the CDBG application and authorizing the Board President or Agency Representative (Executive Director, CEO, President) to sign the application. 7. Written documentation of the construction schedule developed for the proposed project (if applicable) 8. Written documentation of all bidding process undertaken for the proposed project (if applicable) 9. Certification Regarding Lobbying 10. Certification Regarding Debarment and Suspension 11. Certification Regarding a Drug-Free Workplace 12. Certification Regarding the Civil Rights Act and Americans with Disabilities Act 13. Certification Regarding Section 504 & Section 3 (Sign & return if applicable) 14. Certification Regarding Use of Real Property (Sign & return if applicable) 15. Certification of Compliance with Conflict of Interest and Procurement Policies (Sign & return if applicable) 16. Assurance of Audit Requirements 17. Certification of Affiliation (Sign & return if applicable):

15 18. Project Contact Information Form 19. Signature Authorization Form (original signature required) [No Self-Certification] 20. List of Current Board of Directors/Governing Board 21. Certification Regarding Board of Directors/Governing Board's Economic Interest 22. Contractors receiving $750,000 or more of federal funding, when that funding represents more than 10% of the organization s annual budget, must submit salary and wage ranges for each of their job classifications, including actual executive salaries and benefits packages applicable for the contract period. 23. Job descriptions of all volunteers utilized for the proposed CDBG-funded project. The job descriptions should be limited to the specific duties/responsibilities associated with the proposed project, rather than a general agency description. Do not include extraneous material, unnecessary packaging or letter of transmittal. *** SUBMITTAL OF AN APPLICATION IS NOT A GUARANTEE OF FUNDING *** I declare that this application packet describes the intended use of the requested grant to complete the proposed program or project listed in the attached application. I declare under penalty of perjury, that the information contained in this application packet, including the required attachments, is accurate. Grant Applicant s Authorized Representative Signature Date Print Name ** CITY USE ONLY ** Submittal Type Date Application Submitted Time Received City Staff Initials Hand Delivery Mail Delivery Page 15 FY

16 FUNDING APPLICATION FORM GENERAL INFORMATION Legal Name of Applicant Organization: Complete Mailing Address: Contact Person and Title: Office Number: Fax Number: Address: Type of Organization: Non-Profit Government/Public Agency Other: Proposed Project Title: AGENCY DESCRIPTION Date of Incorporation: Agency Tax ID Number: Agency DUNS#: Faith Based Organization: No Yes Number of Paid Staff: Number of Volunteers: Prior CDBG Experience? No Yes, if yes, total number of years: Total Amount Received from all Sources for FY : $ FY : $ Have you received other Federal Funds in the past? No Yes, if yes, list type of grant funds & amounts: Provide the Agency s Mission Statement: Page 16 FY

17 CONSOLIDATED PLAN GOALS The funding priorities for this application process will be based on the City s approved Five Year Consolidated Plan FY and will be prioritized by the City Council annually. The Consolidated Plan outlines a coordinated strategy to guide the City s efforts to address housing and community/economic development needs for the next five years. A citizen outreach effort was conducted to determine the needs and priorities of the City of Perris. The following represent goals that must be addressed with the CDBG funds being made available through the application process for Public Services and Capital Improvement Projects: Select one or more of the following goals that best describes the outcome of your project Provide Community & Support Services for the Elderly, Youth & or Special Needs Populations Create a better living environment for persons with special needs Improve the condition of the City s housing stock and facilities that serve special needs populations, including group homes Support the continued revitalization of low and moderate income neighborhoods Explain how the proposed project addresses the goal(s) selected above. Include any supporting statistics or other factual information related to supporting the importance of addressing the need, including any increase and/or improvement to services provided. PROJECT TARGET POPULATION Select all populations to be served by the proposed Project/Program Seniors (62yrs and older) Youth Homeless Illiterate Adults Food Insecure Households Persons with Disabilities Persons w/mental Illness Victims of Domestic Abuse Victims of Child Abuse Victims of other Crimes Persons with HIV/AIDS 51% of clientele documented as Low-Moderate Income (LMI) Other: Provide a description of the target area and/or target area/neighborhood boundaries to be served. Indicate whether or not the project currently serves clients. Page 17 FY

18 STATISTICAL DATA Indicate & explain the method that your agency will use to track family size, ethnicity, income levels, verify income, and/or residency. Not Applicable: Computer Software: Application/Manual Collection: Other: PROJECT BENEFIT TO LOW AND MODERATE-INCOME CLIENTS/HOUSEHOLDS To be eligible for CDBG funding from the City, the project must meet only one of the following National Objectives (A-F) that benefit low-to moderate (L/M) income persons. Choose EITHER A, B, C, D, E, or F ONLY, and the appropriate sub-section that corresponds if available. A. Low-Mod Clientele (LMC): must meet one of the criteria below. Select the most appropriate below: Benefit clientele that is generally presumed to be low to moderate-income: abused children, battered spouses, elderly persons (62 yrs. and over), severely disabled adults, homeless persons, illiterate adults, persons with AIDS and migrant farm workers. Require documentation on family size and income in order to show that at least 51 percent of the clientele are LMI. Have income eligibility requirements limiting the activity to LMI persons only. Be of such a nature and in such a location that it can be concluded that clients are primarily LMI (i.e. day care center in a public housing complex) Serve to remove material or architectural barriers to the mobility or accessibility of elderly persons (62 yrs. and over) or severely disabled adults. B. Low-Mod Area (LMA): for CDBG-eligible areas as defined by HUD. Refer to the City 2010 CDBG Eligible Area Map To qualify under this subcategory, at least 51% of the residents within the targeted activity area are Low/Moderate income persons. Complete the chart below. Identify all census tracts that will be serviced by the Project Is the census tract a CDBG eligible census tract? YES NO C. Low-Mod Housing (LMH): Housing benefiting low mod persons To qualify under this subcategory, the activity must result in housing that will be occupied by L/M income persons upon completion. The housing can be either owner or renter occupied and can be either one family or multi-unit structures. Rental housing must be occupied at affordable rents. D. Low-Mod Jobs (LMJ): Creation/Retention of Low Mod Jobs E. Addresses Conditions of Slum & Blight F. Meets an Urgent Community Need Page 18 FY

19 PERFORMANCE OUTCOME MEASURES As of 2006, the U.S. Department of Housing and Urban Development (HUD) has instituted performance measures to gather information and determine the effectiveness of programs funded with CDBG, and other entitlement programs. Information obtained on the local level will be reported by the City to HUD, which will enable HUD to describe performance results as the National Level. HUD s outcome performance measurement system has three objectives and three outcomes which are listed below. A. Select ONE of the following that best fits your project OBJECTIVE Suitable Living Environment Decent Housing This project objective relates to activities that are designed to benefit communities, families, or individuals by addressing issues in their living environment (such as poor quality infrastructure) to social issues, such as crime prevention, child care, literacy, or elderly health services. It includes improving the safety and livability of neighborhoods, increasing access to quality facilities and services, and revitalizing deteriorating neighborhoods. This project objective focuses on housing programs possible under CDBG where the purpose of the program is to meet individual, family, or community needs and not programs where housing is an element of a larger effort, since such programs would be more appropriately reported under suitable living environment. Creating/Expanding This project objective applies to the types of activities related to economic Economic Opportunity development, commercial revitalization or job creation. B. Select at least ONE of the following that best describes the OUTCOME your project will achieve This outcome applies to activities that make services, infrastructure, public facilities, employment opportunities, housing or shelters available or accessible New or Improved to low/moderate income people, including persons with disabilities. In this Availability/Accessibility category, accessibility does not refer only to physical barriers, but also to making the affordable basics of daily living available and accessible to low/moderate income persons where they live. This outcome applies to activities that provide affordability in a variety of ways in the lives of low/moderate income people. It can include the creation or Affordability maintenance of affordable housing or basic infrastructure hook-ups, or services such as transportation or day care. This outcome applies to projects where the activity or activities are aimed at Sustainability improving communities or neighborhoods, helping to make them livable or viable by providing benefit to low/moderate income persons. Page 19 FY

20 PROJECT TYPE Select the category that is most appropriate for your agency s proposed project Abused & Neglected Children Services Acquisition Asbestos Removal Battered & Abused Spouses Services Centers for the Disabled Child Care Centers Code Enforcement (Internal Depts. Only) Clearance Crime Awareness/Prevention Svs. Direct Financial Asst. to Homebuyers Disability Services Disposition Employment Training Services Facilities for Abused & Neglected Children Facilities for AIDS patients Fair Housing Services Health Facilities Health Services Homeless Facilities Homeless Services Legal Services Mental Health Services Microenterprise Neighborhood Facilities (name facility): Public Facility/Infrastructure (name facility): Rehabilitation and Preservation: Please select activity/activities Single-Unit (owner-occupied) Multi-Units (affordable housing rental units) Has your agency identified the specific housing units for the proposed program/project? No Yes If no, describe the strategies your agency will use to identify housing units: Senior Centers Senior Services Services for Persons with AIDS Youth Centers Youth Services Other project type: Page 20 FY

21 PROJECT DESCRIPTION Describe the proposed project and each activity for which your agency is requesting CDBG funding. For each activity listed: 1. Provide detailed descriptions of the activity/service; 2. Timeline to complete each activity; 3. The frequency of service delivery (i.e. daily, weekly, monthly); 4. How the service is provided (i.e. one-on-one meetings; group sessions; classroom setting; client home visits; phone referrals); and 5. If you are performing a CIP Public Facility/Infrastructure Project or Housing Rehabilitation, provide the type of rehabilitation, bidding process, site preparation, relocation, Lead-Based Paint, construction/renovation work, project status inspections, whether subcontractors and/or volunteers will be utilized to perform activities; LMI client/household occupancy; final public access or occupancy; and timeline to complete each activity. If more space is needed, attach a separate sheet and indicate #9 PROJECT DESCRIPTION at the top of page. Page 21 FY

22 Will this project result in the provision of a new service? No Yes If Yes, describe how the direct service proposed is not a duplication of existing services available to the target population previously identified: Will this project result in a quantifiable increase in the level of service of an existing service? No Yes If Yes, describe how the direct service proposed demonstrates a quantifiable increase in access and the level of an existing service currently provided: Will fees be charged to the CDBG clientele for any of the project activities previously described? No Yes If Yes, describe what fees are collected, justification for the fees, what is the fee schedule (amounts charged), and how the fees will be expended: Page 22 FY

23 RECORD KEEPING PROCEDURES Describe the procedures your agency will use to track and monitor the progress of the project: Describe your agency s record keeping procedures, with regards to the proposed project: Describe the procedures your agency will use to segregate and track CDBG activities and expenditures from other funds: Page 23 FY

24 PROJECT SITE INFORMATION If your activity/project will be conducted at a specific location, the following information must be completed. If your activity/project will be conducted at known multiple locations, complete the information for each site. Age of Building: Original Date of Construction: Designated Historic Landmark: No Yes List Any Known Hazards: (ex. Asbestos, Storage Tanks underground/above ground, etc) Does the project result in an expansion of an existing facility? No Yes If Yes, specify size: Is the project site located in a designated Redevelopment area? No Yes Lead Paint Information Was the building/structure constructed prior to December 31, 1978: No Yes Has a lead hazard inspection report been issued for the facility? No Yes Has facility been abated for lead paint? No Yes If yes, provide date(s): Will children occupy the facility? No Yes If Yes, age range? Environmental Information Has a Phase I Environmental Assessment been completed for project? When? No Yes N/A Is the building/structure located in a Historic Site? No Yes Is the building/structure located in a Historic District? No Yes Is site located in a Flood Zone? No Yes Is site located in a Flood Plain? No Yes Does agency have flood insurance? No Yes N/A Will there be demolition? No Yes Site Control. NOTE: If Agency does not own property, an owner agreement must be submitted with application Agency owns property? No Yes If Yes, date acquired? Agency leases property? No Yes If Yes, lease expiration? Agency has option to purchase? No Yes Other? Describe: Is there currently a lien on the property? No Yes Zoning Project structure type is: Residential Commercial Public Facility Public-Right-of-Way Appraisal (Property acquisition projects only) Has an appraisal been done on the property? N/A Yes If yes, date of appraisal? No If No, what is the source of the acquisition cost estimate? Relocation complete for housing projects only Does the project require temporary/permanent relocation or moving of occupants? No Yes If yes, the project is subject to the Uniform Relocation Assistance & Real Property Acquisition Policies Act (URA) If applicable, describe the relocation plans, including timetable, notifications to seller and occupants? List how many of the occupied units are: a) owner-occupied; b) renter-occupied; or c) businesses. Indicate whether temporary and/or permanent displacement is required. Page 24 FY

25 ACCESSIBILITY FOR PERSONS WITH PHYSICAL DISABILITIES Federal regulations require that all facilities and/or services assisted with CDBG funds be accessible to the disabled, whenever feasible. Accessibility includes such things as: entrance ramps, parking with universal logo signage, grab bars around commodes and showers, top of toilet seats that meet required height from the floor, drain lines under lavatory sink either wrapped or insulated, space for wheelchair maneuverability, accessible water fountains, access between floors (elevators, ramps, lifts), and other improvements needed to assure full access to funded facilities/programs, including serving the blind and deaf. Will the completed project meet ADA standards for accessibility by the disabled? No Yes N/A If No, describe accessibility problems and method to address problems, including funding and timetable: EMPLOYMENT AND CLIENT PARTICIPATION Do you notify the public that your agency does not discriminate based on race, color, religion, gender, sexual orientation, national origin, age or disabilities in hiring practices or provision of services? Yes If Yes, indicate how: No If no, is the agency willing to adopt practice? No Yes ORGANIZATIONAL CAPACITY Has your agency ever done this type of activity before? No Yes Describe your agency s experience in completing projects and highlight past accomplishments: Describe your agency s experience with CDBG or other Federal grant programs: Describe your agency s current capacity and staff qualification in carrying out the proposed activity: Page 25 FY

26 Describe your agency s administrative systems by checking each item that exits within your agency s organizational structure. Formal Personnel System- Are written procedures in place No Yes Can staff salary be tracked by funding source? No Yes Audit System- Are formal written accounting procedures in place? No Yes Is there Recordkeeping Systems/Separate tracking system for each funding source? No Yes Are there formal written Cash Management Practices (includes proper security measures) No Yes Hard Copy files and Computer Records Systems with Security and Back-Up in place? No Yes Internal Monitoring/Evaluation System 1. Are written procedures in place? No Yes 2. Are procedures in compliance with Sarbanes-Oxley? No Yes Is client s eligibility verified? No Yes Is client demographic data collected and reporting system in place? No Yes Procurement Policy- Are formal written procedures in place? No Yes Are Conflict of Interest Policies in place? No Yes Are Client Grievance Policies in place? No Yes Annual Fundraising/Revenue Generation No Yes Is there Financial Oversight by the Board of Directors? No Yes Is there Program Oversight by the Board of Directors? No Yes If any gap exists in your agency s administrative systems, describe what they are and how they will be addressed, as well as the timing for resolving? No Yes Agency s Financial System: Cash Basis Accrual Basis Define Agency s Fiscal Year Term: From To Page 26 FY

27 PROJECT BUDGET INFORMATION List the amounts secured and not secured from other funding sources for your proposed project: Total Project Information Amount Secured Amount Not Secured Total Amount of CDBG funds requested from the City of Perris to Implement & Complete the Project HOME ESG HOPWA NSP HPRP Section 108 Loan Guarantee Stimulus funds Other Federal Funds State Funds Private Funds Agency Matching Funds Other: Other: % of Total Budget TOTAL PROJECT FUNDING 100% % of TOTAL PROJECT FUNDING TOTAL COST TO COMPLETE THE PROJECT *Support documentation is required for amounts listed as secured and as leverage to the proposed CDBG project Will subcontractors and/or Consultants be procured to implement any portion of the proposed CDBG project? No Yes Will the project collaborate with other service providers in the community to achieve the outcomes previously listed to maximize benefit to the clients/households served? No Yes If yes, briefly describe the collaboration efforts that will be made with existing service providers and/or community resources: PROJECT SUSTAINABILITY Were cost estimates for the project obtained from construction professionals to ensure appropriate funding levels were determined for feasibility? No Yes CDBG is not a guaranteed funding source. Briefly describe how your project will be sustained should funds not be awarded as requested. Page 27 FY

28 PROPOSED DETAILED FY BUDGET NOTE: This proposed budget may be subject to change per the CDBG Program Office based on eligibility A. List the FY CDBG Personnel Budget for the proposed Program/Project Name and Title Rate of Pay (hourly/salary) Time spent on project p/week Fringe Benefits Amt of CDBG Request Total Personnel B. List the FY CDBG Non-Personnel Budget for the proposed Program/Project Line Item/Type CDBG Amount Consultant/Professional Services Capital Improvements/Housing Rehab Project Management Services (capped at 15% of CDBG budget) (Personnel + Non-personnel for sites not identified only) Capital Improvements /Housing Rehab Construction Management Services (capped at 6% of CDBG budget) (Sites identified only ) Lead-Based Paint Assessment/Abatement Capital Improvements /Housing Rehab Demolition Capital Improvements /Housing Rehab Architectural/Engineering Services Capital Improvements /Housing Rehab Construction/Renovation Capital Improvements /Housing Rehab Fees and Permits Relocation Real Property Acquisition Equipment Maintenance Equipment Purchase, please list items: Equipment Rental Foods/Consumables Postage Printing Publications Rent/Lease (Project Operation), List building address: NOT ELIGIBLE Supplies Telephone Transportation for Clients Transportation for Project/Program Staff Utilities Other: Total Non-Personnel $ Total CDBG Project Budget (section A + B) $ Page 28 FY

29 The undersigned acknowledges THAT: CERTIFICATION OF APPLICATION 1. To the best knowledge and belief, all factual information provided is true and correct and all estimates are reasonable. This application and all attachments are complete and accurate. 2. Submittal of an application for this project is not a guarantee of funding from the City of Perris. 3. The proposed project described in this application meets the following National Objective: Benefits low- or moderate (L/M) income persons, governing the use of CDBG funds. 4. No revised applications may be made in connection with this application once the deadline for applications has passed, unless revisions and/are additional documentation are mandated by CDBG Program during their application review process. 5. If the project is funded, the City of Perris reserves the right to reduce and/or cancel the allocation if federal entitlements are canceled, reduced, or rescinded. 6. If the project is funded, a written agreement that includes a statement of work, records retention and reporting, program income procedures, local and federal requirements, circumstances that would trigger grant suspensions and terminations, and reversions of assets would be required between the applicant and the City of Perris. 7. If the project is funded, the applicant shall comply with all federal and City policies and requirements, City procedures must be followed, as applicable to the CDBG Program. 8. If the project is funded, the applicant understands that HUD release of FY CDBG funds must be obtained by the City prior to the obligation of funds (execution of a written agreement). 9. If the project is funded, the City will perform a National Environmental Policy Act (NEPA) review prior to the obligation of funds (execution of a written agreement). 10. If the project is a facility, the applicant shall ensure the facility is maintained and operated for its approved use throughout its economic life, with a minimum period of five years from completion of the project, if the project is funded. 11. A project s funding does not guarantee its continuation in the City s subsequent action plans. 12. Proof of required insurance coverage will be submitted to the City prior to the execution of a written agreement. Applicant understands that the execution of a written agreement will be delayed until proof of required insurance is submitted to the City. 13. Written signatory authority from the applicant s governing body indicating who can execute written agreements/contracts and amendments on its behalf has been included with this application packet. 14. If the project is funded, sufficient funds are available from non-cdbg sources to complete the project as described. 15. If the project is funded, the proposed activities (project tasks) listed in this application may be implemented without delay upon the execution of a written agreement between the City of Perris and the applicant. 16. The proposed funding requested represents the amount needed to complete the project within 1 year. The applicant understands that phased (or installment) funding requests are prohibited for this application. 17. The applicant understands that all CDBG funds allocated to capital improvement projects must be expended within three years of the date of the allocation, or such funds are subject to being reprogrammed by the City Council. 18. The applicant is fully capable of fulfilling its obligation under this application. 19. If the project is funded, the applicant understands that CDBG funds are provided on a reimbursement basis and that required supporting documentation must be reviewed and accepted by assigned Contract Administrators or Project Managers prior to approval of payment to the applicant. 20. If the project is funded, all required federal and City certifications and assurances will be adhered to. 21. The applicant will not use CDBG funds for grant writing, fundraising or lobbying per 2 CFR The applicant possesses the legal authority to apply for CDBG funds and to implement the proposed project. 23. The applicant does not have any unresolved audit findings for prior CDBG and/or other federal-funded projects. 24. There are no pending lawsuits that have been filed against the applicant. 25. The applicant understands that the City may verify any or all statements contained in this application packet, and that any intentionally false information or omission may disqualify the applicant from consideration for CDBG funding in the current and future years. Page 29 FY