HomeMy WebLinkAboutCC AG PKT 2009-01-12 #TAGENDA STAFF REPORT
DATE: January 12, 2009
TO: Honorable Mayor and City Council
THRU: David Carmany, City Manager
FROM: Lee Whittenberg, Director of Development Services
SUBJECT: PUBLIC HEARING - HOUSING AND COMMUNITY
DEVELOPMENT (H/CD) PROGRAM YEAR 2009-2010
GRANT APPLICATION
SUMMARY OF REQUEST:
Conduct Public Hearing. Adopt Resolution No. 5831, A Resolution of the City
Council of the City of Seal Beach, California Approving the City's Participation in
the Housing and Community Development Program of the Couniy of Orange,
Program Year 2009-2010. Authorize the City Manager to execute all necessary
application materials, and to take all appropriate actions to comply with the
application submittal and review process. Receive and File Staff Report.
BACKGROUND:
In 1982, the City Council established the Citizens' Participation Committee to
review and recommend projects for Community Development Block Grant
funding.
As anon-entitlement city (population less than 50,000), the City of Seal Beach
receives CDBG funding through a contractual agreement with the County of
Orange. The County's Housing and Community Development Department
(H/CD) applies to HUD for CDBG funding, then divides the funding among its
subrecipients: the non-entitlement cities; unincorporated areas; and, non-profit
organizations eligible for funding.
Since the 1990 census results, the City has had an increasingly hard time
proposing public facility improvement projects that qualify for CDBG funding. To
be eligible, the majority of benefactors of a public facilities project must be of low
or moderate income, unless a project deals specifically with certain classes of
people such as persons with physical handicaps.
As part of the application process for funding during the 2005-2006 through
2008-2009 Program Years the City has applied for and received funding for the
Leisure World Bathroom Accessibility Program. During that time period, The City
Agenda Item T
Public Hearing -Housing And Community Development (WCD)
Program Year 2009-2010 Grant Application
City Council Staff Report
January 12, 2009
has expended $705,825.89 of CDBG funds on eligible project activities and
assisted 326 residents within Leisure World.
Given the extremely short period provided by the County of Orange in preparing
an application (between November 3 and November 25, 2008), it was not
possible to present this matter to the Citizen's Advisory Committee. Staff
prepared a preliminary application during that time period and submitted it to the
County of Orange on November 25. A Memo was provided to the City Council
and Citizen's Advisory Committee on November 25, 2008 informing both of the
project application status.
The County of Orange has indicated the project has a strong possibility of being
funded and the City now must conduct a required public hearing and formally
adopt a resolution authorizing the submission of the application to comply with
the regulations of the County of Orange.
Since the proposed project is a requested extension of a project recommended
by the Citizen's Advisory Committee, staff requested funding approval of the
request as described below
^ Leisure World Bathroom Accessibility Program: $200,000
Census Tracts 995.09 and 995.10 encompass Leisure World, and as a
private community the City does not provide any major services or
assistance programs within Leisure World. The Leisure World tracts were
approved for inclusion in a proposed bathroom accessibility assistance
program with CDBG for fiscal years 2005-2006 through 2008-2009 in the
amount of $200,000 per year. The requested funding level of $200,000 is
consistent with the previously approved funding level by the County of
Orange and is in accordance with the County guidelines.
Provided, as Attachment 1 is proposed Resolution No. 5831, A Resolution of the
City Council of the City of Seal Beach, California Approving the City's
Participation in the Housing and Community Development Program of the County
of Orange, Program Year 2009-2010.
The project application for the Leisure World Bathroom Accessibility Program
grant application that was submitted on November 25, 2008 is provided as
Attachment 2 to give the City Council an overview of the information necessary to
submit in the approved application.
Provided as Attachment 3 is an overview of this program that has been prepared
by CivicStone, the city's housing consultant that manages this important housing
assistance program for the City.
2
Public Hearing -Housing And Community Development (WCD)
Program Year2009-2010 Grant Application
City Council Staff Report
January 12, 2009
FISCAL IMPACT:
Those projects recommended by the City will be considered and selected by the
County of Orange for funding under the Federal Community Development Block
Grant program. Funding should become available during the fiscal year 2009-
2010. It is uncertain if the requested project continuation will receive funding
approval.
The application consideration process by the County indicates that projects,
which encompass additional funding sources, will stand a better chance of being
approved. Accordingly, the project application include a match of $60,000 of
Redevelopment Agency funds for program and contract administration, an
amount consistent with previous year program activities for the Leisure World
Bathroom Accessibility program.
Administration of the City's CDBG program is not funded through the above-
mentioned funding, but rather from the Redevelopment Agency Low and
Moderate Income Housing Fund budget.
RECOMMENDATION:
Conduct Public Hearing. Adopt Resolution No. 5831, A Resolution of the City
Council of the City of Seal Beach, California Approving the City's Participation in
the Housing and Community Development Program of the County of Orange,
Program Year 2009-2010. Authorize the City Manager to execute all necessary
application materials, and to take all appropriate actions to comply with the
application submittal and review process. Receive and File Staff Report
SUBMITTED BY: NOTED AND APPROVED:
.2~~L~
e Whittenberg
Director of Development Servic
d~f~1i
David Carma
City Manager
Attachments:
A. Resolution No. 5831, A Resolution of the City Council of the City of Seal Beach, California
Approving the City's Participation in the Housing and Community Development Program of
the County of Orange, Program Year 2009-2010
B. "Leisure Worfd Bathroom Accessibility Program" Application, dated November 24, 2008
C. "City of Seal Beach Leisure World Bathroom Improvement Program, Fiscal Years 2005-2009,"
prepared by CivicStone, 12-31-2008
3
Public Hearing -Housing And Community Development (H/CD)
Program Year 2009-2010 Grant Application
City Council Staff Report
January 12, 2009
ATTACHMENT A
RESOLUTION NO. 5831, A RESOLUTION
OF THE CITY COUNCIL OF THE CITY OF
SEAL BEACH, CALIFORNIA APPROVING
THE CITY'S PARTICIPATION IN THE
HOUSING AND COMMUNITY
DEVELOPMENT PROGRAM OF THE
COUNTY OF ORANGE, PROGRAM YEAR
2009-2010
4
RESOLUTION NUMBER 5831
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL
BEACH, CALIFORNIA APPROVING THE CITY'S
PARTICIPATION IN THE HOUSING AND COMMUNITY
DEVELOPMENT PROGRAM OF THE COUNTY OF ORANGE,
PROGRAM YEAR 2009-2010
THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY
RESOLVE:
WHEREAS, it is the intent of the City of Seal Beach to participate in the filing of
an application with the County of Orange for a grant authorized
under the Housing and Community Development Act of 1974; and
WHEREAS, the Housing and Community Development Act of 1974 authorizes
cities under 50,000 in population to enter into cooperative
agreements with the county in which they are located for the
purpose of undertaking essential community development activities;
and
WHEREAS, the Federal government requires participating cities to provide
certifications that the funds will be obtained and utilized pursuant to
Federal law and policy; and
WHEREAS, the City Council approves the following project to be included in the
Citys grant proposal:
^ Leisure World Bathroom Accessibility Program
Program: 5200,000
Census Tracts 995.09 and 995.10 encompass Leisure Wodd, and
as a private community the City does not provide any major
services or assistance programs within Leisure World. The Leisure
World tracts were approved for inclusion in a proposed bathroom
accessibility assistance program with CDBG for fiscal years 2005-
2006 through 2008-2009 in the amount of $200,000 per year. The
requested funding level of $200,000 is consistent with the
previously approved funding level by the County of Orange and is
in accordance with the County guidelines.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Seal
Beach does hereby adopt the Housing and Community Development Block Grant
Proposal and Certifications for funding cycle 2009-2010.
NOW, THEREFORE BE IT FURTHER RESOLVED that the City Council
authorizes the City Manager to execute all necessary application materials, and
to take all appropriate actions to comply with the application submittal and review
process
(Intentionally Left Blank)
Resolution Number 5831
PASSED, APPROVED AND ADOPTED by the City Council of Seal Beach, at a
meeting hereof held on the 12th day of January , 2009 by the following vote.
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of Seal Beach, California, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 5831 on file in
the office of the City Clerk, passed, approved, and adopted by the City Council of
the City of Seal Beach, at a regular meeting thereof held on the 12th day
of January , 2009.
City Clerk
Public Hearing -Housing And Community Development (WCD)
Program Year 2009-2010 Grant Application
City Council Staff Report
January 12, 2009
ATTACHMENT B
"LEISURE WORLD BATHROOM
ACCESSIBILITY PROGRAM" APPLICATION,
DATED NOVEMBER 24, 2008
5
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OC Community Services Fiscal Year 2009-10
PUBLIC SERVICES, HOUSING REHABILITATION, AND PUBLIC
FACILITIES AND IMPROVEMENTS
FUNDING APPLICATION
EXHIBIT 1: SUPPORTING DOCUMENTS CHECKLIST
The following documents must be submitted in the order listed. Insert dividers between each exhibit. Failure to
submit any of these documents will result in ineligibility of fhe application. Applicants must submit one (t) ongmal
and five (5) copies of the application.
EXHIBIT 1: Supporting Document Checklist
EXHIBIT 2: Organizational Information
F~CHIBIT 3. Project Information
EXHIBIT 4: Leveraging
EXHIBIT 5: Performance Objectives & Outcomes
EXHIBIT 6: Project/Organizational Capacity and Experience
EXHIBIT 7: Civil Rights Laws Compliance and HUD Good Standing
EXHIBIT 8: Signatures and Assurances
EXHIBIT 9: Non-Profit Standing
ACTIVITY t • Housing Rehabilitation
a. Project/Organizational Readiness
b. Funding Request and Accomplishment Budget
c. Project Cost Budget
d. Priority Needs
ACTIVITY 2: Public Facilities and Improvements
a. Projecf/Organizational Readiness
b. Funding Request and Accomplishment Budget
c. Project Cost Budget
d. Priority Needs
e. Eligible Block Groups
ACTIVITY 3: Public Services
a. ProjectlOrganizational Readiness
b. Funding Request and Accomplishment Budget
c. Pdority Needs
d. Target Population
e. Project Cost Budget
f. Project Cost Budget Descriptions
g. Operating Cast Budget
OC Community Services Fiscal Year 2009-70
If submitting more than one application, prioritize your request for funding and list them in preferred order below
(in order to maximize funding, the County reserves the right to limit funding for, or not fund multiple appliptions
submitted by the same applicant):
1. Activity Type
Organization Name
Title of ProjeG
Minimum Request Amount
2. Activity Type
Organization Name
Title of Project
Minimum Request Amount
3. Activity Type
Organization Name
Title of Project
Minimum Request Amount
4. Activity Type
Organization Name
Title of Project
Minimum Request Amount
5. Activity Type
Organization Name
Title of Project
Minimum RequestAmount
Housing Rehabilitation
The Citv of Seal Beach
Leisure World Bathroom Accessibility Prooram
;250.000
Public Services 2
Housing Rehabilitation
Public FaglNes and Improvements
OC Community Services Fiscal Year 2009-70
EXHIBIT 2: ORGANIZATION INFORMATION
Applicant Type: _ New Applicant X Current Applicant
1. Organization Name: Ciri of Seal Beach
City/State2ip: 211 Eisahth St.. Seal Beach. CA 90740
Phone: 156 21 431-2527 Ext 1300
Email: dcarmanv®cl.seal-beach.ca.us Fax (5621430-6763
Orange County Supervisorial District where organization's office is located: _ 1 X 2 _3 _4 _5
2. Authorized Person
For the purposes of this RFP, the "Authorized Person° is the Individual within your organization who has the
authority to enter into a contract. The authonzed person will be copied on all correspondence.
Authorized Person's Name:
Authonzed Person's Title: Ciri Manager
(i.e., Executive Director, Organization's Signature Authority)
X Check here if the address for the Authorized Person is the same as that of the organization.
Address:
City/StatelZip:
Phone:
Email:
Same as Applicant
Fax:
3. Contact Person
For the purpose of this RFP, the "Contact Person" will be the primary recipient of all correspondence related to
this RFP. The contact person should be available to respond to any inquiries throughout fhe RFP process.
Please contact OC Community Services immediately if your contact person changes.
Contact Person's Name: Lee Whittenberp
Contact Person's Title: Director of Development Services
Address' 211 Eiohth Street
City/State2ip• Seal Beach. CA 90740
Phone• 1562)431-2527 Ext. 1313
Emall• Iwhittenberac(Zci.seal-beach.caus Fax: (5621430-8763
Public Services 3
Housing RehabilRabon
Public Facilities antl Improvemems
OC Community Services Fiscal Year 2009-10
EXHIBIT 3: PROJECT INFORMATION
1 Project Title. Leisure World Bathroom Accessibility Program
Project Address: Leisure World Senior Community (includes 9000 residents)
City/State2ip: Seal Beach, CA 90740
2. Orange County Supervisorial District where project will be located (please check one)
1 X 2 _3 _4 _5
3. Congressional District where project will be located (please check one)
40
42 _ 44 X 46 _ 47 _ 48
4. Project Type (please check one)
New project
X Expansion of an existing multi-year project
If expanded, complete the following:
Project phase far multi-year project: Phase # 1 of # 3
5. Provide ahigh-level summary description of your project.
Funding will assist between 60 and 85 seniors within the Leisure World
retirement community in the City of Seal Beach. Grants will significantly
improve bathroom accessibility and safety by "cutting-down" the tub walls
and converting the tub/shower into an accessible "shower-only." In
addition, grant funds will provide grab bars, high-boy toilets, and
bathroom faucets that are ADA compliant. Grants will average $3,500 per
unit and will only be available to Seniors who are income qualified, own
their unit, and have a doctors letter that indicates the improvements will
benefit the Senior. CDBG funds will be used for the improvements while
the City of Seal Beach will pay for all administration costs. Previous
Public Services q
Housing Rehabilitation
Public Faalides and Improvements
OC Community Services Fiscal Year 2009-10
CDBG funds over the past three years has assisted nearly 300 Seniors. No
exterior rehabilitation work will occur.
Leisure World comprises 6,608 residential units for Seniors. There are
approximately 9,000 residents in Leisure World. At least one buyer of a
Leisure World unit must be 55 years of age or older. The community was
constructed in the early 1960s.
6. Minority-owned and Women-Owned business (MBE/WBE)
a. Will this project provide an opportunity to hire minority-owned and women-owned business
_ Yes X No
The work performed to "cut-down" the existing tub/shower is a special
construction project that was somewhat invented by this company and is a
unique idea that saves a considerable amount of money versus removing and
rep/acing the entire tub/shower with a new shower that is more accessible.
The other work involving the bathroom accessibility can only be performed by
Leisure World Staff as a requirement of property management.
b. Describe all actions your organization has taken in support of HUD's goal to provde opportunities to
MBE/WBE's.
(See Above)
Public Services g
Housing Rehabilitation
Public Facilities and Improvements
OC Community Services Fiscal Year 2009-10
EXHIBIT 4: LEVERAGING
Complete Exhibit 4 Leveraging by listing all leveraged resources that vnll be utilized on this project. Leveraged
resources should be considered either committed or anticipated resources for your project. Written verification of
all leveraged resources (e.g., contractual agreements, signed letters, Memoranda of Agreements, etc.) must be
included in your responses to Exhibit 4.
Committed Resources
Committed Resources incude cash, buildings, equipment, materials, volunteer time, and/or professional services
that you have already acquired and have firmly committed to use for this specific protect dudng FY 2009-10.
Attach proof of committed leveraging (award letters, agreements, etc.).
Anticipated Resources
Anticipated Resources include cash, building, equipment, materials, volunteer time, and/or professional services
that you anticipate acquiring and using for this specific project during FY 2009-10.
Resource Value
Resources such as professional services should be valued at afair-market rate. Buildings and equipment should
also be valued at the fair-market rental value. Volunteer time should be valued at $10 per hour. Each individual
resource must be dowmented in a letter or memo printed on the organization's letterhead, signed and dated by
the organization's authorized person and must incude the seven items listed below:
1. Name of the project
2. Resource description
3. Resource type
4. Whether the resource is committed or anticipated
5. Resouroe value
6. Date commitment received and/or date that anticipated resource will be received
7. Dates the resource will be used. All Leveraged resources must be specifically earmarked far this 2009-
10 application. If you can indicate specific dates that you will receive anticipated resources, please do
so.
The CDBG grant will only be used for actual repair/improvements while the City
of Seal Beach will fund the entire administration of the program, estimated to be
$60,000 in annual Redevelopment Set Aside funds.
The City of Seal Beach has a/ready received Council approval for the
administration of the CDBG program. Administrative services include; marketing
and outreach efforts, advertising costs, application intake and answering
questions, contract preparations, contractor relations and meetings with
homeowners, contract closeout and County report preparations, and
reimbursement requests, etc.
Pu61ic Services
Housing Rehabilitabon
Public Facilaies and Improvements
OC Community Services
Fiscal Year 2009.10
'..t~a~ae",_:"~•._~'~'~'t. "``':: ~_ a'EXHIBIT„4~LEV ERAGINGsv~Rai.'' i;~~-~~;R~'~~55[ii:+~Y,~:
•F~isrri le
Pro ect;Na_ me ;Res"o`u~ce`,Desc`ri'tioni~ R s€°ource;T e
$l
Resource?Value
~,+_
/ . , y i,',~?t_ . 4 ~ !~T _
-,~~ , i•': ~~. +_ f-j~3Sp ~
~ _
. - you.- : ~ : ~,
x Committed' #`Aiitici ated~
Stree[Irnpro'veements ';x
°Ms
Pro'ectABC ~
Projl:ct~'Development v -
=Gas: max A
,
$ 30;000
St"t' Im`pyovement' ~'
Pro eGfABG proje ~Desigh Ciry General Fund $ 20;000
Total ev~e4raging $ 30;000 t` 20000
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. p'~ a ~-°':.. $-.. -~ ,SU _
.' _' ~M~7.' j"?X~F,7 ~ •~ •.~ppyr "r' 1 -, b _
.. '9~"~~^a.. Yit: •~' `..'AS
Pro ed Name Resource Descri lion Resource T e Resource Value
'- : ` ~_ ;; r."dF?:`. i - . ; :...:~. ~ _ ~':J, ; :,;'.~;yf ~ _ c'`~•+ i •S {#~,`. ':::: Committed Anbci ated
Bathroom Accessibility Program RDA Set Aside
Pro ram
Administration
Funds $60,000
TotalLevera in $60,000
vial ui sources snouly equal total cost or enure protect
Public Services ~
Housing RehabilitaLOn
Public Facilaies and Improvements
l
\_
OC Community Services
Fiscal Year 2009-10
EXHIBIT 4A: LEVERAGING CERTIFICATION
I certify on behalf of Citv of Seal Beach and attest that all leveraged resources contained in
des agenq antl pralectnama)
F~rhibit 4, have not been previously used for other project(s) and that all information contained in Exhibit 4 is true
and accurate to fhe best of my knowledge.
G9' Authorized Signature
l1'~~y-o~
Date
Pu61Ic Services
Housing Rehabilitation
Public FaalPoes and Improvements
OC Community Services Fiscal Year 2009-10
EXHIBIT 5: PERFORMANCE OBJECTIVES AND OUTCOMES
Using the definitions below, complete Exhibit 5: Performance Objectives and Outcomes by stating project
activity, output, performance objectives and performance outcomes.
Activity Identity proied activities geared towards completing project, set quantifiable units of
accomplishments (e g., planning, construction, inspections)
Output Identify project outputs such as proposed units of accomplishments (what do you hope to achieve
from your project, (e g., complete 1,000 If of sidewalk).
Perfornance No. 1 -Suitable Living Environment. In general, this objective relates to activities that are
Objectives designed to benefit communities, families, or individuals by addressing issues in their living
environment.
No. 2 -Decent Affordable Housing• The activities that typically would be found under this objective
are designed to cover the wide-range of housing possible under HOME, CDBG, HOPWA, or ESG.
This objective focuses on housing programs where the purpose for the project is to meet the
individual family or community needs and not programs where the housing is an element of a larger
effort.
No. 3 -Creating Economic Opportunities: This objective applies to the types of activities related to
economic development, commercial revitalization, orjob creation.
Performance No. t -Availability/Accessibility This outcome category applies to adrvities that make
Outcomes services, infrastructure, housing, or shelter available or accessible to low and moderate-income
people, including persons with disabilities. In this category, accessibility does not refer only to
physical barriers, but also to making the affordable basics of daily living available and accessible to
law and moderate-income people.
No. 2 -Affordability: This outcome category applies to activities that provide affordability in a
variety of ways in the Irves of low and moderate-income people. It can include the creation or
maintenance of affordable housing, basic infrastructure hook-ups, or services such as
transportation or day care.
No. 3 - Sustainability (Promoting Livable or Viable Communities): This outcome applies to projects
where the activity or activities are aimed at improving communities or neighborhoods, helping to
make them livable or viable by providing benefit to persons of low and moderate-income or by
removing or eliminating slums or blighted areas, through multiple activities or services that sustain
communities or neighborhoods.
EXHIBIT 5A: PERFORMANCE OBJECTIVES AND OUTCOMES
• - ~,~ Exam le ._, ,t,. ,
`•
,
~
• Activity.: '+' i
" : Outputs- ~-,,,s'~€ca ~
PertormanceObjectives°•. Performance
~- putcomes ,
Inspection ;:
.. '•;:.` t000~lfofSidewalk' ~,~~;'°r'
a a ~ . _-u...
~ SuitableLiying.w; ;
. Environment r~,: • _. 'Availability/Accessibility
i;b: _ _.;~::' -
Construction- 300 S . Ft. of Lumber ` •r' : `Decent Affordable Housin 'Affordabil k:;
Public ServiceF;._ , ,
;, .• a.ws ~- 700 People , .;y'~. ~: I,
•,.z•.• . ~ ,....~,• 'Suitable Liwng~e , • , '_ - , :'
Environment-~~" :Availability/Accessibility .
•- `•;r."..' -
Activity Outputs Performance Objectives Performance
Outcomes
Send Project Out to
Bid Qualified Contractor Starts
Pro ect Creating Economic
0 ortunities Availability/Accessibility
Construction 80 bathrooms made more
accessible Suitable Living
Environment Availability/Accessibility
Sign off-
Corr letion 80 bathrooms made more
accessible Suiiable Living
Environment Availability/Accessibility
Public Services
Housing Rehabilitation
Public Faalaies and Improvemerrts
OC Community Services Fispl Year 2009-10
EXHIBIT 6: ORGANIZATIONAL CAPACITY AND EXPERIENCE
1 Has your organization received funding for this type of activity during the previous three years?
X Yes _ No
• If you answered °Yes° above, complete Exhibit BA below by identifying the contract number, award
amount, program inwme, if generated; and any unspent funds.
• If you answered °No° above, submit a letter signed by this application's authorized person that
identifies one reference from three different funding sources from whom you have received funding
in the past three years. The letter must include contact information for the three references (funding
source), the amount of funding awarded from each reference, explanation of the use of funds,
duration of funding awarded, and state whether or not contractual performance measures were
achieved.
¢-. m .,: 'Q.,,. -- - - _- . ~::.<;};::.-=•. ~FJCHIBITa6%C:`FA,ST FU NDING ~:.:"•1: ',~~:;~- ~- - ': ~-At. - --
Contrail
Award Program
Income Unspent Performance Measures
Year
Number
Amount
Generated Funds from Achieved
(If Applicable) Award (Completed by Threshold Staff)
2007-2008 KC07733 $200,000 $ 0.00
2006-2007 KC06661 $200,000 $ 0.00
2005-2006 KC05025 $200,000 $51,991.66
2. Describe the reason why funds remain unspent in Exhibit BA. Include an explanation of how the organization
intends to complete the project.
The 2005-2006 funding cycle had unspent funding at the end of the contract
year. However, a very positive reason justifies this unspent funding. The
original CDBG funding for the three years would have provided $600,000 and
renovated 45 bathrooms to ADA standards. Once funding was approved by the
County and the contract timeline started, an alternative construction method
was presented to the City and the County that would save money and thereby
assist many more applicants. An extensive review and approval period to
change the CDBG application plan and get construction bids for the new method,
eliminated precious time from the contract. However, in the end of the first year
74% of the funding was spent but the best news was that the original contract
goal of only 15 applicants in the Frst year was increased to 71 completed
Public Services 10
Housing Rehabllitabon
Public Facilibes and Improvements
OC CommunRy Services Fiscel Year 2009-70
applicants. The proof of our efficiency and plan was in the second year when all
of the funding was spent and the original contract goal of only 15 applicants in
the second year was increased to 96 completed applicants. In the third year 84
applicants received the bathroom improvements. So the delays in the early
contract to get the program leveraged better has significantly paid off and
allowed CDBG funding to assist not just 45 people over the three years but 251
applicants (note: we are currently finishing up our final year and a/ready have
45 applicants completed).
3. Descnbe the role of key administrators, staff members, contractors, and volunteers within your organization
and their role in impk:menting the proposed project. InGude experience, education, and licensing qualifications in
your description.
Lee Whittenberg, Director of Development Services, manages the program with
over 30 years experience in planning and building department management and
programs. Mr. Whittenberg utilizes the services of CivicStone, Inc. to administer
the day to day operations of the CDBG implementation and funding. CivicStone,
Inc. has been under contract with the City of Seal Beach and administering their
housing programs since 1999. Over the past three years the City and
CivicStone, Inc. has successfully administered the CDBG funding in Leisure
World and worked closely with County Staff to ensure reporting and
reimbursement requests are properly prepared.
4. Describe the organization's experience administering this type or similar project.
The City and CivicStone have worked together on various housing programs
since 1999 including the Home Improvement Program which provides grants and
loans to homeowners to make improvements to their residences. In the past two
Public Services t ~
Housing Rehabilitation
Public Facdrties and Improvemerns
OC Community Services Fiscal Year 2009-10
years, the City Redevelopment Agency and CivicStone have assisted in the
rehabilitation of 24 homes at an average funding /eve/ of $38,000 per unit, and a
total funding level of $912,000. The City and CivicStone is currently accepting
applications and expending funds from the 2008-2009 CDBG grant from Orange
County Housing and Community Development while aC the same time doing
other home improvement activities throughout the City.
Public Services ~ 2
Housing Rehabilitation
Public Facilities and Improvements
OC Community Services Fscal Year 2009-10
EXHIBIT 7: CIVIL RIGHTS LAWS COMPLIANCE AND HUD GOOD STANDING
1. Has your organization been a past recipient of assistance under a HUD Mc~nney Act program or the HUD
Single Family Property Disposition Homeless Program?
Yes X No
2. If you have been a recipient under either of these programs, has your organization experienced any project
or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of
HUD McKinney Ad programs or the HUD Single Family Property Division Homeless Program?
Yes X No
If you answered °Yes; please explain the circumstances and the outcomes.
3. Applicants must be in compliance with applicable civil rights laws and F~cecutive Orders. Applications will be
rejected if your agency has any of the following: (1) Any pending civil rights lawsuits instituted by the U.S.
Department of Justice; (2) Any non-compliance with civil rights statutes, F~recutive Orders or regulations as a
result of formal administrative proceedings, unless the applicant is operating under aHUD-approved compliance
agreement designed to correct the area of non-compliance or is currently negotiating such an agreement; (3)
Any unresolved secretarial charge of discrimination issues under Section 810 (g) of the Fair Housing Ad, as
implemented by 24 CFR 103.400; (4) Any adjudication of a civil rights violation in a civil action brought against
the agency by a private individual, unless the applicant is operting in compliance with a court order designed to
correct the area of nan-compliance or the applicant has discharged any responsibility arising from such litigation;
(5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil
Rights Ad of 1964, the Attorney General's Guidelines (28 CFR 50.3) or the HUD Title VI regulations 24 CFR
1.8) and procedures, or under Section 504 of the Rehabilitation Ad of 1973 and HUD Section 504 regulations
(24 CFR 8.57).
If one or more of the above five situations exist within your agency, please attach a brief description.
~- NOTAPPL/CABLE
~1~--Z JJ - 2'~ ~o ~r
Authoriz Signature Date
Public Services 1 g
Housing Rehabilitation
Public Facilibes and Improvemems
OC Community Services Fiscel Year 2009.10
EXHIBIT 8: SIGNATURES AND ASSURANCES
I
1. Non-Discrimination: This agency will, through ail possible means, ensure equal opportunity for all persons to
receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap,
national bacl~ground, race, religion, or sez An existing sectarian nature of the agency shall not suffer
impairment under this agreement, but participation in religious observances, rituals or services will not be
required as a condition of receiving food, services, or shelter paid for by this grant.
2. Accountability: We commR this agency, of a grant is received, to provide all reports to the County of Orange
as required; to expend monies only on eligible cost' to keep complete documentation (copies of all canceled
checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close
out the program on the required date; to return any unused funds to the County of Orange; to cooperate with
monitoring or site visits, and; to provide complete documentation of expenses to the County of Orange, if
requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the
applicent under our authority will execute its responsibility under the proposed contract and adhere to all other
applicable rules and regulations to the fullest extend passible.
3. Non-collusion: This proposal is genuine, and not sham or collusive, nor made in the interest or on behalf of
any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a
sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the proposer has
not in any manner sought by collusion to secure for him/herself an advantage over any other proposer.
8%! ~ C
First Authorized Person Signature
David Carmany, City Manager
First Authodzed Person Name and Title
J~•Zy'D ~
Date
November 24, 2008
Date
// '~h~ -IOP,
Date
November 24, 2008
Date
Public Services 14
Housing RehabllitaUon
Publu; Facil~0es and Improvements
Lee Whittenberg, Duector of Development Services
Second Authorized Person Name and Title
OC Community Services Fiscal Year 2009-10
EXHIBIT 9: NON-PROFIT STANDING
Answer each question below in approximately one to four paragraphs, not to exceed one (1) page per question, if
applicable. Each response must be typewritten; double-spaced; and in Verdana, size 10-font. Your responses
should inGude the question, be detailed enough to address what is being asked, and concise.
1. Is the applicant aNan-Profit organization? _ Yes X No (City/Governmental Agency)
If Yes, please answer questions A-P below:
A. Describe the organization's goals, objectives, and mission
B. Provide a brief description of your organization's accounting system and controls in place.
C. Descnbe the organization's fund development method.
D. List the person(s) who have legal authority to sign contrails and other legal documents, payment requests,
and checks related to this application proposal.
E. Submit a copy of organization's most recent audit (within the last two years) by an independent CPA and a
description of corteilive ailion taken for any findings identified by the auditor, both of which will be reviewed by
the OC Community Services Accounting Manager or designated staff.
F. In the past ten years, has your organization ever had its non-profit status revoked or withheld by the IRS, the
Secretary of State, the State Attorney General, or the Franchise Tax Board? If yes, please provide an
explanation
G Has your organization been sued in the last five years? If yes, please provide an explanation.
H. Are any of your managers or staff with fiscal responsibilities involved in litigation presently that has any
beanng on fiduciary trust or employee relations? If yes, please provide an explanation.
I. Have any unfavorable rulings been handed down by any court against your organization or executive director
in the past five years? If yes, please provide an explanation
J. Does your organization currently have any unresolved fiscal, reporting or program issues with any of its
funding souroes~ If yes, please provide an explanation.
K. Provide an organizational chart of your organization, including key staffing for the projeil.
L. Provide a copy of your organization's Board of Directors list.
M. Provide a copy of your organization's 501 c (3). Also provide an IRS tax-exempt letter dated no earlier than
January 2008, or a Certificate of Status provided by the Secretary of State, Business Programs Division.
Online Certificates of Status can be found at htto://www.sos ca cov/business/odf/be ircform odf (which may
take as long as 24 days). Please attach with this exhibit.
N. Provide a copy of your organization's Articles of Incorporation and By-Laws.
0 Provide a copy of the minutes of your organization's board meeting where the proposed proieil was
discussed.
P. Provide IRS 990 form "Return of Organization Exempt From Income Tax."
Public Services ~ 5
Housing Rehabilitation
Public Facilities and Improvemerxs
OC Community Services
ACTIVITY 1. HOUSING REHABILITATION
ACTIVITY 1a: PROJECT/ORGANIZATIONAL READINESS
Fiscal Year 2009-10
Project milestones are an effective method of demonstrating overall project readiness. Enter the date the
milestone action was completed in column 1. If the milestone activity is in progress, enter the start and end
dates in columns 2 and 3. If the action is not applicable to your project, check column 4.
4 '~ ="~~~ACTI1%ITY~7°a:~l?ROJECT/ ORGANIZAT IQNAL•` READI NESS:•~:: ,~ w :~ ~-''
..
.--
1
Action
Com lete
p 2
Action
In Progress
Start Date 9
Action
In Progress
End Date 4
Action
N/A
Milestone Actions
A. Public Hearin Held 01152/09
B. Minute Order/Board Resolution 07!72/09
C. Pro ect found in current annual bud et
Staffing/Consultant assigned for
desi Mm lementation X
D. Poli and Procedures in lace for:
Loan Servicin X
Loan/ rant rocessin X
Estimatin X
Biddin X
Construction Mana ement X
Momtorin X
Lead-based aint revention X
Marketin P ram X
Established wait list ofpre-qualified
ro ram artici ants X
1. Include in your application documentation regarding all completed milestone actions above.
2. Include in your application a written status regarding all milestone actions marked as 'In Progress."
Include any supporting documentation to support your progress.
3. Include in your application a brief explanation as to why a given milestone action is not applicable to the
project, if necessary
Item D "Loan Servicing" does not apply because none of the CDBG funds are
loans.
Item D "Lead-based paint prevention" does not apply because all of the work will
be pen`ormed in the bathroom only.
Public Services ~ B
Housing RehabilRation
Public Facilities antl Improvements
OC CommunRy Services
Fiscal Year 2009-10
ACTIVITY 1b: FUNDING REQUEST AND ACCOMPLISHMENT BUDGET
Activity 1 b: Funding Request and Accomplishment is a snapshot of your total project budget. Complete Activity
1 b by providing the total requested amount for your project, the total leveraged amount for your project, and the
total accomplishment level for your project. Applicants must provide figures for two different funding scenarios: a
minimum-funding scenario and a maximum funding scenario. The minimum-fundinc scenano is the amount on
which ~ are basinc this aoolicetion. Maximum funds wilt onty be used if additional resources become available
AC,TIV17'Y;1li:_ FUNDING~REQUEST,AND,gCCOMP,LISFI MENTrBUDGET,1.i
* Minimum Funds Request
Example 2009-10
Prc ed
A. Minimum Funds Request $ 75;000 $200,000
B. Leveraging for Minimum Funds Request 50;000. $60,000
C. Total Minimum Funds Request (A+B) 125;000 $260,000
D. Gaals/Accomplishments '15 Unit`s 57 Households
Maximum Funds Request
~ 2009-10
Pro ed
A. Maximum Funds Request 150000: $300,000
B. Leveraging for Maximum Funds Request 60=000 $90,000
C. Total Maximum Funds Request (A+B) .$ 2:10;000' ~ 5390,000
D. Goais/Accomplishments 30•C1°nits 65 Households
'Note: Throughout the remainder of this application, you will complete all
Activity 1 questions based on the information you listed under Minimum
Funds Recuest.
Public Services ~ 7
Housing Rehabilitation
Public Faahties and Improvements
OC Community Services
Fiscal Year 2009-10
ACTIVITY 1c: PROJECT COST BUDGET
Complete Activity 1c: Project Cost Budget by listing the specific activities that will be paid for by Urban County
Funds and your leveraged dollars for each phase of this project (complete this activity by using the information
you provided in the Minimum Funds Request portion of Activity 1b: Funding Request and Accomplishments
Budget).
'- - ~ "-~~ I~~ACTIVITY:1c:i'.PROUECT:COST~BIiDGET~=-1,::;'~._~,': ':
Exam I'e°°~
"~r-` U'rban County' `Leverage
Pro ect;Costs Total
~a Fund jbResources
P,roect'Qctivi':~Gom°Iete;20,units~,
Tot213P,ra'ec $;~50;0005~30i000' i'$~80;000
$50;000 $$30;0001 ~$~80;000~
Project Costs Urban County Leveraged Total
Funds Resources
Pro ect AcHvi $200 000 $60,000 $260,000
Pro ect Activi
Pro ect Activi
Total Pra'ect Cost $200,000 $60,000 $260,000
1. Provide a detailed description of each project activity listed in Activity 1c.
Public Services ~ a
Housing Rehabilitation
Public Facilities and Improvements
OC Community Services Fiscal Year 2009-10
ACTIVITY 1d: PRIORITY NEEDS
1. Complete Activity 1d: Priority Needs by checking the Housing Rehabilitation need that best fits your adivity.
Include the percentage that the activity will be funded with requested funds (Complete using minimum funds
request).
~m.A'+."''~ ~r..i'a-'_I+.=4`~~r~ACTIVITY`1d:<BR IORITY,•'NEEDS ;!~,$,''~x;:~ ~• '~~`.;°,;~':
-
_Check -
-
-i Box •
-°
s: Priority Housing _
•_~ Rehabilitation Needs
- -
- - - --
- - --
Income
-
-
- - Priori
ty~
Needs-
-- -
. Level=:
--Urban -_ °
-
C_dunty Funds
- -_ - °-_ -
-
Leveraged Dollars
- _ -_ -
_ --- _- -
0%-30% Hi h
Small Related 31%-50% Hi h
51%-80% Hi h
0°h-30% Hi h
Large Related 31%-50% High
Renter 51°h-80% Hi h
0%-30% Hi h
ElderlylRelated 31°h-50% Hi h
51%-80% Hi h
., 0°h-30% Medium
All Other 31%-50% Medium
51%-80% Medium
0°h-30% Hi h
Small Related 31%-50% Hi h
51%-80°h Hi h
0%-30% Hi h
Large Related 31%-50°k Hi h
Owner 51%-80% Hi h
0%-30% Hi h 25%
Elderly/Related 31%-50% Hi h 25°h
51°h-80°k Hi h 50%
0%-30% Medium
All Other 31%-50% Medium
51%-80% Medium
S ecial Po ulations 0%-80% Hi h
2. HUD Demographics:
a. Does this project help prevent homelessness? _ Yes X No
b. Does this project help the homeless? _ Yes X No
c. Does this project help those wRh HIV or AIDS? _ Yes X No
d. Does this proied primarily help persons with disabilities? X Yes No
3. Answer the following using minimum funds requested. Each response is not to exceed one page.
a. Summarize the Scope of Work of your project including at minimum the number of units to be assisted by
federal funding.
Funding will assist a minimum of 60 seniors within the Leisure World
retirement community in Seal Beach. Grants will significantly improve
accessibility to showers by "cutting-down" the tub walls and converting the
Public Services ~ g
Housing Rehabilitation
Pu61ic FacilRies and Improvements
OC CommunRy Services Fiscal Year 2009-10
tub/shower into an accessible shower for Seniors. In addition, grant
funds will provide grab bars, high-boy toilets, and bathroom faucets that
are ADA compliant. Grants will average $3,500 per unit and will only be
available to Seniors who are income qualified, own their unit, and have a
doctors letter that indicates the improvements will be a benefit to the
Senior. No exterior rehabilitation work will occur.
b. Why is this project needed?
Seal Beach Leisure World was built in the 1960's and before accessibility
standards were established. The tub/showers require Seniors to lift their
leg over the tub wall and balance their body weight on one leg in a slippery
shower. This dangerous situation will be eliminated. The program will also
provide increased accessibility to Seniors with physical difficulties and
range of motion problems. The project will allow qualified Seniors to be
more comfortable and to continue to live in their existing homes near
familiar surroundings and services available within Leisure World.
c. Describe how the project preserves a low and moderete-income neighborhood, or provides other
community benefits.
The program will provide increased livability for low-income, older,
residents in Leisure World. The funding significantly improves their
bathrooms that were constructed approximately 45 years ago. This
project helps to improve the existing, older housing stock in Seal Beach.
The improvements will also benefit subsequent senior residents.
Public Services 20
Housing RehabildaUOn
Public FaclliUes and Improvements
OC Community Services Fiscal Year 2009-10
4. Check the priorities that apply to your project:
X Project provides accessibility to persons with disabilities
X Project preserves affordable housing
5. Answer each question below in approximately one to four paragraphs, not to exceed one (1) page per
question. Each response must be type written; double-spaced; and in Veranda, size 10-font. Your responses
should include the question, and be detailed enough to address what is being asked, and be concise.
a. Based upon your description of this project in Activity ld: "Priority
Needs," state how your organization will address meeting a priority need
with your performance and outcomes. In your description, state how your
performance objectives and performance outcomes apply to the project's
beneficiaries and specifically explain how this project will affect the
beneficiaries.
Nearly 300 qualified Seniors have already received the benefits of this
program funding over the past two and a half years. With over 6,600
homes within Seal Beach Leisure World, there is plenty of demand for this
quality work and benefit. Seniors within Seal Beach Leisure World live in
this community to enjoy a good quality of life while at the same time
keeping fixed incomes in relation to expenses within their affordability
range. The bathroom improvements allows Seniors to have a safer and
better quality living environment while at the same time not affecting
their very low fixed income.
b. Describe what tools your organization will utilize to measure this project's
effect on the intended beneficiaries. In your description, include how your
organization will measure its success in meeting the needs of the project's
beneficiaries.
The program has a very simple method to measure its success. Funding
is provided to qualiFied Seniors and success is measured by the
completion of each job that makes their bathrooms more accessib/e.
Comprehensive computer tracking and reports measure each timeline
Public Services 21
Housing RehabilRation
Public Facilibes and Improvements
OC Community Services Fisal Year 2009-10
aspect of the program for each applicant to ensure that everyone is
receiving the attention they deserve. CivicStone staff follow up with
contractors and homeowners to confirm progress and payments.
c. Describe the specific population that your project will serve (i.e., low to
moderate-income).
All of the funding will go to Seniors with limited range of motion or some
level of disability that makes it difficult to lift their legs up and over their
tub walls. Previous years funding has assisted 296 of these Seniors who
make an average median income of 39%.
d. Describe the intended benefits to the population being served (i.e.,
preservation of a low to moderate-income neighborhood).
This funding clearly makes bathrooms more accessib/e and reduces the
risk of injury to Seniors but it a/so enhances their affordable housing most
of which hasn't received improvements in 45 years.
e. Describe the ramifications if your project is not recommended for funding
in this fiscal year.
Without this funding, over 200 seniors within Seal Beach Leisure World
will not have their 45 year o/d bathrooms made more accessible and
reduce the risk of injury.
Public Services Q2
Housing Rehabilitation
Public Faalities and Improvements
Public Hearing -Housing And Community Development (WCD)
Program Year 2009-2010 Grant Application
City Council Staff Report
January 12, 2009
ATTACHMENT C
"CITY OF SEAL BEACH LEISURE WORLD
BATHROOM IMPROVEMENT PROGRAM,
FISCAL YEARS 2005-2009,"
PREPARED BY CIVICSTONE, 12-31-2008
s
~~i°vic ~®ne
History Administration Report
Project: City of Seal Beach CDBG Leisure World
Bathroom Improvement Grant
Fiscal Years: 2005 - 2009
~~ ~~.
Completed Projects: 71 Completed Project Fees:
Denied/Removed Projects: 70 Escrow Account Admin. Fees:
Total Completed Projects: 96
Total Denied/Removed Projects: 43
Projects Transferred to Contrac No. 3: 14
ferred Projects from Previous Contract: 14
Completed Projects: 84
Denied/Removed Projects: 109
$1,118.45
Completed Project Fees:
Escrow Accoum Admin. Fees:
Transferred Projects Fees:
Completed Project Fees:
Escrow Acwunt Admin. Fees:
$200,000.00
$575.00
~~• ~~•
Total Completed ProjeRS: 61 Completed Project Fees: $152,614.73
Total Projects Under Construction: 10 Under Construction Project Fees: $17,130.72
Total Denied/Removed Projects: 65 Escrow Account Admin. Fees: $325.00
Total Applicants: 136 Total Expenditures: $170,070.45
F ~ • ~
Total Completed Projects: 326 TOTAL COUNTY EXPENDITURES: $705,525.89
To[al Projects Under ConstruRion: 10 TOTAL CITY EXPENDITURES: $269,479.45
Total Denied/Removed Projects: 287 TOTAL ADMIN COST PER COMPLETED PROJECT: $826.62
Total Applicants: 623 GRAND TOTAL: $975,305.34
COST PER APRIGNr DOES NOT INCl11DE ADMIN FOR APM1g1Ni5DENIED/REMOVED.
Printed: 12/31/2008 9:26 AM
1
Original Mutual Shower
Original Mutual Shower
Cut-down Modification
Cut-down Modification
Original Mutual Toilet
Hi-Boy Toilet Installation