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HomeMy WebLinkAbout2012-11-08; Senior Commission; ; COMMUNITY DEVELOPMENT BLOCK GRANT ADVISORY COMMITTTEESENIOR COMMISSION AGENDA AB# 1112-2 DEPT/DIV. COMMUNITY DEVELOPMENT BLOCK Approval MTG. 11-08-12 GRANT ADVISORY COMMITTEE CITY ATTY. (If required) STAFF: SPICKARD RECOMMENDED ACTION: Appoint a Senior Commissioner to serve on the Community Development Block Grant Advisory Committee for FY 2012/2013. ITEM EXPLANATION: Each year, the Housing & Neighborhood Services Department is tasked with facilitating the distribution of Community Development Block Grant Funds for qualifying programs. Part of that process involves the selection of members to an advisory committee that will evaluate grant applications and make recommendations to the City Council. Similar to previous review committees, a representative from the Senior Commission has been requested to serve in this capacity. Therefore, the Commission is requested to provide a member of the commission to serve on the Community Development Block Grant Advisory Committee to evaluate and make recommendations regarding applications. EXHIBITS: 1. CDBG/HOME Funding Advisory Committee Roles and Responsibilities. ( CDBG/HOME FUNDING ADVISORY COMMITTEE ROLES AND RESPONSIBILITIES Staff Roles And Responsibilities Role EXHIBIT 1 The staff of the Housing and Redevelopment Department will annually prepare and distribute the "Requests for Proposals" for the City of Carlsbad's Community Development Block Grant (CDBG) Program. The role of the Housing and Redevelopment Department staff will be to complete the initial review of all proposals submitted for funding under the City's CDBG Program for basic eligibility purposes. Housing and Redevelopment Department staff shall also participate in evaluating all eligible proposals and provide support to the CDBG Funding Advisory Committee. Responsibilities/Process • The staff of the Housing and Redevelopment Department shall be responsible for the following tasks as part of the CDBG/HOME funding recommendation process: Step 1: Housing and Redevelopment Department staff shall review and determine each applicant's eligibility for funding consideration. Requests for funds shall not be considered unless the application is complete and demonstrates that all of the following conditions have been met: a. The governing board formally authorized the organization's request for CDBG/HOME funds from the City of Carlsbad; b. The proposed use of funds is an eligible activity, per the Federal regulations for the CDBG/HOME program; c. The proposed use of funds meets at least one national objective for the CDBG/HOME program, as established by the Federal regulations; d. The proposed use of funds meets at least one local objective for the program, as established by the City of Carlsbad's CDBG/HOME Funding Plan; and, e. The organization and the proposed activity must not have any outstanding or unresolved findings of violation of the federal regulations governing the CDBG program. Step 2: Housing and Redevelopment Department staff shall coordinate and schedule the necessary meetings with the CDBG Funding Advisory Committee and Committee interviews with all organizations/agencies submitting an eligible funding proposal. @) EXHIBIT 1 Step 3: Staff will evaluate and score all eligible proposals, obtain evaluation scores from all Committee Members, and calculate the average score for each eligible proposal. Step 4: Housing and Redevelopment Department staff will categorize the eligible public service activities into the following three (3) classifications: 1) affordable housing; 2) general social services; and 3) specialized social services. Staff will categorize non-public service proposals into the following two (2) classifications: 1) those that would create new affordable housing opportunities; and 2) other eligible proposals such as public facility improvements. Staff will then rank in order, within each classification, the eligible proposals according to their evaluation score average. This information will be presented to the Advisory Committee for review and consideration for funding recommendations. Staff will assist the CDBG Funding Advisory Committee in determining the funding recommendations for City Council consideration. Step 5: Staff will present the Advisory Committee's recommendations to the City Council for consideration during a public meeting. After giving the public an opportunity to comment, the City Council will take final action to adopt the selected proposals and their funding levels for the CDBG Program. Funding Advisory Committee Roles and Responsibilities Membership The CDBG/HOME Funding Advisory Committee shall include seven (7) members total to be appointed by the Mayor with City Council concurrence. The membership shall consist of the following representatives of the community: 1. Planning Commission 2. Senior Commission 3. Housing Commission 4. Northeast Quadrant resident 5. Northwest Quadrant resident 6. Southeast Quadrant resident 7. Southwest Quadrant resident Each of the above noted representatives shall have full voting power as related to preparation of the funding recommendations to the City Council and shall serve for a two-year term. Role The Funding Advisory Committee shall review all of the eligible proposals submitted for CDBG/HOME funding from the City of Carlsbad. The role of the Advisory Committee is to consider the needs of the low/moderate income households of Carlsbad and make recommendations to the City Council to fund activities which are "the most qualified" to meet those needs. EXHIBIT 1 Responsibilities/Process The Funding Advisory Committee shall be responsible for the following tasks as part of the process of developing funding recommendations: Step 1: The Advisory Committee shall meet with the Housing and Redevelopment Department staff for an initial briefing on the CDBG/HOME program, roles and responsibilities of the Committee, and the process to be used in developing funding recommendations for the City Council. This meeting will also provide an opportunity for the members to become acquainted with each other prior to meeting with the applicants for funding. It is anticipated that the Committee will need to commit at least one (1) evening hour for this initial briefing by City staff. Step 2: The Advisory Committee shall conduct ten (10) minute interviews with each organization submitting an eligible proposal for funding during a public meeting. It is anticipated that the Committee will need to commit at least two (2) evenings (3 hours per night; 6 hours total) to conduct these interviews. Step 3: Advisory Committee Members shall each evaluate and score all eligible proposals according to the criteria described in the Application Review Process as approved by the City Council. Committee Members shall submit the scores to staff, who will calculate an average score for each proposal and rank them in their appropriate categories. Step 4: The Advisory Committee shall develop funding recommendations according to the order they were ranked by staff within the various categories described previously under Step 4 of staff responsibilities/process. The Committee shall work from the top of the list to the bottom, taking one activity at a time, and recommend a funding level until all available funds have been allocated to eligible activities. This process will be used to determine funding recommendations for all categories. It is anticipated that the Committee will need to commit at least one (1) evening (approximately 2 hours total) to complete development of the funding recommendation. Summary The challenge to the Funding Advisory Committee is to recommend qualified activities for funding by the City Council that have the greatest potential for meeting the needs of lower income persons within Carlsbad. In most cases, all of the proposals submitted for consideration under the City's CDBG program are worthy of funding. However, adequate funding is not available for all proposed activities. Therefore, the Advisory Committee and City staff is tasked with the responsibility of evaluating the qualifications of each applicant and determining the level in which each project meets the goals and objectives of the City of Carlsbad's CDBG/HOME Program.