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HomeMy WebLinkAbout03-04-2015 CDBG MinutesCDBG Minutes March 4, 2015 Page 1 of 7 CITY OF ORANGE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM COMMITTEE MINUTES WEDNESDAY, MARCH 4, 2015 6:30 P.M. Weimer Room, Orange City Hall MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT Mary-Ellen Manning None Mary Ellen Laster Eva Perez Fernando Rico I.CALL TO ORDER The meeting was called to order at 6:45 P.M. II. APPROVAL OF MINUTES – FEBRUARY 25, 2015 Committee Member Perez moved, seconded by Committee Member Manning, to approve the February 25, 2015, Minutes as presented. Motion carried, 3-0. DISCUSSION OF FY 2015-16 CDBG FUNDING REQUESTS Ms. Laster advised that the Dayle McIntosh Center provided some clarification on their proposed program; stated that she informed the agency that CDBG funding is not typically used for seed money nor for funding Disneyland passes; and that she explained to the agency it would be advisable for the proposed program to be put into operation and managed for one year before the agency applies for CDBG funding. Committee Chairman Rico expressed his belief the clarification still does not adequately define the exact nature of the proposed program and agreed with Ms. Laster that he would like to see the Dayle McIntosh Center put this program in place and come back for funding once it has been successfully operating for a year. Ms. Laster added that this agency has yet to hire someone to operate this proposed program. CDBG Minutes March 4, 2015 Page 2 of 7 Committee Chairman Rico questioned the use of CDBG funds to purchase iPhones, as indicated in the clarification memo from the Dayle McIntosh Center. The Committee Members all agreed that they would like to see the proposed program operate for a year before considering the use of CDBG funding. Ms. Laster highlighted the program clarification handout from Mariposa wherein it breaks down the proposed $15,000 program costs between Mariposa and Women’s Transitional Living Center (WTLC); noted that the proposed salaries, wages and benefits are $7,517 for Mariposa programs and are $7,483 for the WTLC PEP program; and she read into the record the following clarification regarding intake fees: “We have a $30 intake fee that will be waived for Orange residents as long as funds are available. At intake, clients are given a complete assessment and assigned to a counselor or placed into a group. The intake will last from one to two hours. Groups are $10, except parenting classes which are $15 individual or $25 for a couple). This fee would be waived for Orange residents so long as the funds are available.” Ms. Laster noted the difficulty with a recipient receiving CDBG funding and then subcontracting with another agency to provide CDBG funding, explaining that the City would not be able to determine if the CDBG funding is being properly used for the Low Income population; and stated that there needs to be direct control over how this money is used, pointing out that WTLC continues to turn in late and inaccurate paperwork. Ms. Laster noted for Committee Member Manning that Mariposa’s paperwork submittals are improving both in timeliness and accuracy; and mentioned that she has processed a recent payment request for that agency. The Committee noted the importance of all agencies turning in their reports in a timely manner and with accurate figures when receiving CDBG funding. Ms. Laster referred to the CDBG Four-Year Funding Allocation History, highlighting some of the agencies that have received funding; briefly noted that as long as an agency performs well and follows through with its goals, the agency may be receive funding year after year; and she highlighted the current allocations list for FY 2014-15. Ms. Laster referred to the FY 2014-15 CDBG Subrecipient Status Report; stated that the Fair Housing Foundation program expenditures are at 49 percent, meeting 38 percent of the goal; she stated that the agency proactively is doing outreach into the community; that onsite walk-in clinics and workshops are being offered; and stated that the agency may reach its goal depending on the response from the public, but added that this agency is doing all it can to get the word out into the community about their programs. Ms. Laster advised that Helping Our Mentally Ill Experience Success, Inc. (HOMES) has completed the Riley House Rehabilitation project; and stated that the agency did not expend its entire grant, noting that the remaining balance will be returned to the contingency account which can be used for other capital projects. She mentioned that six people are living in this home, these statistics being reported to HUD along with how CDBG Minutes March 4, 2015 Page 3 of 7 many facilities/clients are being assisted in Orange. She stated that this agency does well with its reporting document submittals. Committee Chairman Rico stated that he visited this home along with Ms. Laster and stated it is a well-kept home. Ms. Laster noted that Olive Crest has not commenced with its Palm House Plumbing Refurbishment project; advised that she is waiting for a call from this agency to report on the status of this funded project; and she explained that before the agency will have to submit proper insurance documents before the City will be able to execute the CDBG contract. Committee Member Manning asked what the timeframe is for retaining this funding. Ms. Laster explained that typically with capital projects, an agency must use the funding within that year, but noted that some funding can be carried over to the next year if the agency is able to adequately resolve project delays. Ms. Laster noted that Orangewood Children’s Foundation, Beverly’s House Heating and Air Conditioning, project is being held up because the agency’s insurance expired March 1, 2015; explained that until she receives an updated insurance certificate, she cannot forward the contract to the City Manager for signature; and added that because this is a new group that is unfamiliar with this process, the City will provide additional time as long as progress is made. Ms. Laster reminded the Committee that Paint Your Heart Out has dissolved, noting that the agency was not able to expend its $20,000 grant; and stated that this funding will be transferred to the contingency account. Ms. Laster stated that the Assistance League of Orange has assisted 629 clients thus far; stated that they typically do a lot more dressings in the third and fourth quarter; and explained that this agency will not have any trouble meeting their goals and, in fact, they will likely exceed it by using other funding sources. She added that their reporting performance is very good. Ms. Laster advised that the Friendly Center has changed the program name from FY 2014-15 Emergency Assistance and Supplemental Food Programs to FY 2015-16 Emergency Food & Basic Needs Assistance & Supplemental Food Programs; stated that they have spent 45 percent of their funds thus far and have assisted 67 percent of the proposed number of beneficiaries; and she added that this agency also submits accurate reports in a timely manner. Ms. Laster stated that Mariposa Women and Family Center, Community Counseling Program, has submitted their quarterly report; and that the agency has spent 59 percent of its money and has met a little over 50 percent of its service/beneficiary goals. CDBG Minutes March 4, 2015 Page 4 of 7 Ms. Laster advised that WTLC, Independence from Dependence, is now going through the third version of its payment request due to inaccurate reporting submittals, reiterating this agency continues to submit late and inaccurate paperwork; and explained the City cannot justify expending CDBG funds for the program until the agency provides accurate documentation of the number of Orange residents it has assisted. She pointed out that the narrative and tables in the submitted reports do not match; and advised that she has offered to meet in person with representatives from this agency to give them further instruction on how to submit proper data that is required by HUD. Ms. Laster highlighted the Community Development Needs Survey Summary for Consolidated Plan 2015-2020; stated there were 77 surveys returned, 7 from the library, the remainder from the clientele at the Friendly Center; mentioned that the survey is now on the City’s website, but added that there have been no responses from the City’s website; and added that the due date has been extended for the website survey. Ms. Laster highlighted the needs categories in the following order of priority, the highest being housing, public services, public facilities, infrastructure, economic development and accessibility coming in last; and she briefly addressed the priority needs level for each category. The Committee reiterated their interest in seeking out the possibility of using Orange Unified High School students to go into Low Income neighborhoods to increase the number of survey submittals for the next Consolidated Plan process, hoping these students could earn community service credits. Ms. Laster advised that Orange should be receiving $1,139,709 in CDBG funds; commented on the 20 percent cap for Administration; pointed out that the only nonprofit under Public Facilities is HOMES; noted that under Public Facilities/Improvements/Rehabilitation, the available budget is $740,811; and that there is a shortfall of $2,587, explaining that unexpended CDBG funds can be reallocated to cover this $2,587 shortfall for FY 2015-16 for Public Facilities projects if the Committee desires. III.FUNDING RECOMMENDATIONS FOR FISCAL YEAR 2015-2016 CDBG PROGRAM AND HOME PROGRAM MOTION: Committee Member Manning moved, seconded by Committee Member Perez, to allocate $227,942 to Administration as follows: $203,420 to City Departments, Community Development, Program Administration;and $24,522 for Nonprofit Agencies - Fair Housing Foundation. Motion carried, 3-0. CDBG Minutes March 4, 2015 Page 5 of 7 MOTION: Committee Member Perez, seconded by Committee Member Manning, to allocate $731,163 to the following Public Facilities/Improvements/Rehabilitation, City Departments, Public Works projects: $250,000 for ADA Wheelchair Access Ramps - Various Locations $247,413 from FY 2015-16 funds and $2,587 rebudgeted from FY 2014-15 funds; $481,163 for the Highland Neighborhood Streets and Alleys as follows: Del Mar Avenue, from Park Lane to Highland Street; North Alley Grove, from Grove Avenue to Highland Street; Alley Highland, from Highland Street to Highland Street; South Alley Grove, from Grove Avenue to Highland Street; Grove Avenue, from Tustin Street to Highland Street; and Park Lane, from Meats Avenue to Del Mar Avenue. Motion carried, 3-0. MOTION:Committee Chairman Rico moved, seconded by Committee Member Perez, to allocate $12,235 to the Public Facilities/Improvements and Rehabilitation, Nonprofit Agencies as follows: $12,235 for Helping Our Mentally Ill Experience Success, Inc. (HOMES) -Riley House Rehabilitation. Motion carried, 3-0. Ms. Laster explained that the Committee’s Public Services recommendations should be contingent upon the completion of the City’s budget process. The Committee Members noted their agreement. MOTION:Committee Member Perez moved, seconded by Committee Chair Rico, to allocate $143,170 to the Public Services, City Departments,contingent upon the completion of the City’s budget process,as follows: $43,170 for Public Services, City Departments - Community Services, After-School Community Programs at El Camino Real, Killefer, Prospect/Grijalva Community Park Programs;and $100,000 for Public Services, City Departments - Police, Bike Team Program. Motion carried, 3-0. CDBG Minutes March 4, 2015 Page 6 of 7 MOTION:Committee Chairman Rico moved, seconded by Committee Member Perez, that funding will not be provided to Birth Choice Health Clinics, Improving Access to Quality Sexual & Reproductive Health Care Services Program nor to the Dayle McIntosh Center, Transition Services for Youth with Disabilities Program. Motion carried, 3-0. The Committee agreed that Birth Choice Health Clinics should use a better financial model to collect money from those who are not Low Income, adding that those who can afford their services should be paying for them. The Committee agreed that the Dayle McIntosh Center needs to put their proposed program in operation and run it successfully for a year before coming back to apply for CDBG funding. The Committee asked staff to send a letter to each agency thanking them for their participation and inviting them back to apply for CDBG funding when these recommendations have been undertaken. MOTION:Committee Member Manning moved, seconded by Committee Member Perez, to allocate $10,000 to Assistance League of Orange -Operation School Bell. Motion carried, 3-0. MOTION:Committee Member Manning moved, seconded by Committee Member Perez, to allocate $10,000 to the Friendly Center – Emergency Food & Basic Needs Assistance & Supplemental Food Programs. Motion carried, 3-0. MOTION:Committee Member Manning moved, seconded by Committee Member Perez, to allocate $7,786 to Mariposa Women and Family Center – Community Counseling Program, funding to be exclusively used for Mariposa, none to WTLC. Motion carried, 3-0. CDBG Minutes March 4, 2015 Page 7 of 7 MOTION:Committee Chairman Rico moved, seconded by Committee Member Manning, to authorize staff to allocate the FY 2015-16 funds Orange receives for the HOME Investment Partnerships Act (HOME) Program as follows: $220,684.50 to Capital Developer Allocation; $44,136.90 to Community Housing and Development Organizations; and $29,424.60 to Administration, for a total of $294,246.00. Motion carried, 3-0. IV. PUBLIC COMMENT None. V.ADJOURNMENT At 8:25 P.M. the meeting was formally adjourned.