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Home My WebLink About19F - CDBG APP PROCESSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE. FEBRUARY 7, 2017 TITLE: NONPROFIT COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION PROCESS FOR FISCAL YEAR 2017 -18 (STRATEGIC PLAN NO. 5, 4).4 RECOMMENDED ACTION Receive and file. DISCUSSION CLERK OF COUNCIL USE ONLY: APPROVED 0 As Recommended 0 As Amended 0 Ordinance on 18' Reading 0 Ordinance on 2n' Reading 0 Implementing Resolution 0 Set Public Hearing For CONTINUED TO FILE NUMBER The City of Santa Ana receives an annual allocation of Community Development Block Grant (CDBG) funds from the United States Department of Housing and Urban Development (HUD) to improve low to moderate - income neighborhoods, eliminate blight and create a more stable economic base. These funds have been used for a diverse range of programs including housing, street improvements, park and public facilities improvements, economic development, code enforcement and public services. The City's estimated CDBG allocation for Fiscal Year (FY) 2017 -18 is $5,127,675, and reflects a three percent reduction from the current year allocation. The City may use a maximum amount of fifteen percent or $769,151 for City and nonprofit administered public service programs. On February 8, 2017 City staff will commence the CDBG application process and will release an application for nonprofits to apply for $320,810 in CDBG funding for FY 2017 -18, equivalent to a three percent reduction from current year. The remaining amount of $448,341 will be allocated as in prior years for internal City- administered public service programs. These amounts are subject to adjustments based on the final CDBG allocation from HUD, anticipated in late March 2017. Staff strongly recommends continuing its $30,000 minimum funding amount per applicant to ensure that CDBG programs make the greatest impact in the community.Nonprofit applications for CDBG funding will be made available through a new online grant management software accessible through the City's website. The grant management software has the capabilities for online application submission, rating, and reporting. This is the first year that the City will implement the use of the CDBG online application, and staff will be available to assist nonprofits with technical support throughout this process. Nonprofit organizations interested in applying will be required to attend a mandatory CDBG training that will cover federal regulatory requirements, 19F -1 Nonprofit CDBG Application Process FY 2017 -18 February 7, 2017 Page 2 local requirements, and information on the use of the online application. Proposed programs are required to meet the national objective of an activity that provides a benefit to low- and moderate - income persons and align with the City's Strategic Plan. The Community Redevelopment and Housing Commission (CRHC) will review and provide funding recommendations for applicants. CRHC recommendations will then be presented in April for City Council consideration and approval. Marketing of the CDBG application process and nonprofit outreach efforts will include a press release, use of social media (via the City's Facebook page), a -mails via a nonprofit distribution list, mailings to nonprofits, and a dedicated CDBG webpage at www.santa- ana.org /cdbq with information on CDBG resources. The followina is a tentative timeline: Dates Actions February 8 - Online application released (4 -week application period) - Outreach efforts February 16 - 28 - Mandatory CDBG training dates: 2/16, 2/23, 2/28 March 8 - Applications due at 5:00 PM March 9 - March 29 - Staff review for CDBG eligibility - Community Redevelopment & Housing Commission (CRHC) review March 22 - CDBG Public Hearing at CRHC - Nonprofit Presentations April 5 - CRHC funding recommendations (Special Meeting) April 18 - CDBG Public Hearing at City Council - Approval of FY 2017 -2018 CDBG programs at City Council STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #4 (support neighborhood vitality and livability). FISCAL IMPACT There is no fiscal impact associated with this action. Robert C. Cort z Deputy City Ma gen ---- ° City Manager's Office RC /SV /sb Exhibit: 1. Draft CDBG 2017 -18 Application 19F -2 9 .: *7Z : W DRAFT - City of Santa Ana Community Development Block Grant FY 2017 -2018 (Non- Profit Application) City of Santa Ana- CDBG The U.S. Department of Housing and Urban Development (HUD), Community Development Block Grant (CDBG) program is a flexible program that provides communities with resources to address a wide range of unique community development needs. The program provides annual grants on a formula basis to entitled cities and counties to develop viable urban communities by providing decent housing and a suitable living environment, and by expanding economic opportunities, principally for low- and moderate - income persons. Funding The City of Santa Ana (City) will release approximately $320,000 to experienced nonprofit organizations for the provision of public service that include an emphasis on crime prevention, intervention, and /or suppression efforts for children, youth and /or families. Programs will be funded from July 1, 2017 through June 30,'2018. The City will continue its $30,000 minimum funding amount per applicant to ensure that CDBG programs make the greatest impact in our community. Organization Requirement Nonprofit organizations must be in good standing and have no outstanding monitoring findings prior to a 2017 -18 CDBG award. All nonprofit applicants must be able to document 501(c)(3) status. Applicants whose status is pending at the time of application will not be considered for funding. Cost Reimbursement Agreement Grants are provided through a Cost Reimbursement Subrecipient Agreement. Reimbursement requests are allowed on a quarterly basis; therefore organizations must have enough working capital to continue services until a reimbursement request can be processed by the City. Only allowable and allocable CDBG expenses will be reimbursed. The term of the agreement will be July 1, 2017 through June 30, 2018. Insurance Requirement Organizations approved for CDBG funding will be required to obtain a minimum of $1,000,000 general liability insurance and Workers' Compensation insurance for the term of the contract. In addition, the City must be listed as additionally insured via an endorsement with the endorsement stating that the insurance is primary and noncontributory. EXHIBIT 1 19F -3 DRAFT CDBG APPLICATION Eligible Activities Requirement This application is intended to request funds to support public service programs. Title 24 CFR 570.201(e) - Provision of public services (including labor, supplies, and materials) including but not limited to those concerned with employment, crime prevention, child care, health, drug abuse, education, fair housing counseling, energy conservation, or recreational needs. For fiscal year 2017 -18, programs with an emphasis on crime prevention, intervention, and/or suppression efforts for children, youth and/or families will be considered. National Objective Requirement The proposed program must meet the national objective of activities that provide a benefit to low- and moderate - income persons. At minimum the program must serve 51 % low- and moderate- income persons. In general, to document compliance with the national objective requirement, funded programs will require the collection, calculation, and documentation of the participant's family size and income. City of Santa Ana Consolidated Plan Priority Need Requirement Applications for fiscal year 2017 -18 must meet a FY 2017/18- 2019/20 Consolidated Plan priority need. The Consolidated plan is available for review HERE. City of Santa Ana Strategic Plan Goal Requirement The City requires that the proposed program align with a Strategic Plan Goal. The following goals apply to public service programs, and are listed with additional detail in question 9 of the application: 1) Community Safety, 2) Youth, Education, Recreation 3) Community Health, Livability, Engagement & Sustainability. To access the full text of the Strategic Plan visit HERE. Federal Requirements Resource Links If funded, organizations will also need to comply with several federal requirements. For more information on these requirements organizations may view the following websites. • Playing by the Rules - A Handbook for CDBG Subrecipients on Administrative Systems: HERE • Guide to National Objectives and Eligible Activities for CDBG Entitlement Communities: HERE • To view Uniform Administrative Requirement, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR 200, visit: HERE • To view the CDBG Federal Regulations, 24 CFR Part 570, visit: HERE Workforce Collaboration Requirement All applicants approved for CDBG funding will be required to enter into a Memorandum of Understanding (MOU) with the Santa Ana Work Center. The purpose is to establish a cooperative working relationship between the parties in order to provide program beneficiaries with information about Work Center opportunities to find better jobs and careers. 19F -4 B: MA MI]EIML1911[93rLi]C Additional Requirements This application will be available for public display. Therefore do not include any information that is subject to state or federal confidentiality regulations (i.e. an address to a domestic violence shelter). The attached application contains several questions regarding city residents. Residency of participants is determined by the last permanent address. The City will hold organizations accountable for the information included, such as expected service level. Review of Applications City Staff will review applications for completeness and to determine the eligibility of the program. The Community Redevelopment and Housing Commission (CRHC) will review and recommend public service funding levels to City Council. City Council will review the recommendations provided by the CRHC for funding to determine which activities will be in the best interest of the community. Anticipated Timeline 02/08/17 Applications distributed to Nonprofit Organizations awarded for the 2016 -17 Fiscal Year. Mandatory Workshop (Only need to attend ONE date) 2/16/17 - 2:00 pm - 20 Civic Center Plaza, Room 1600 2/23/17 - 9:00 am - 20 Civic Center PIaza, Room 1600 2/28/17 - 9:00 am - 20 Civic Center Plaza, Room 1600 03/08/17 Applications due by 5 p.m. 03/22/17 Community Redevelopment and Housing Commission (CRHC) Public Hearing for CDBG funding recommendations 04/05/17 CRHC funding recommendations 04/18/17 City Council Public Hearing for CDBG funding approval If there is a question about any part of the application please contact City Staff at CDBG - ESGhrantsn.santa- a a.org or 714 -647 -6561. 19F -5 A' l NNYe1A\Iall Nl_\INIP DATE: March 8, Applications must be submitted through Foundant NO LATER THAN 5 P.M., March 8. 2017. ABSOLUTELY NO LATE APPLICATIONS WILL BE ACCEPTED. An email notifying receipt will be sent upon completion of application. If you do not receive an email please contact City Staff at (714) 647 -6561. Do not add extra pages or attachments unless instructed to do so. Any supplemental material such as letters of support, press clippings, etc., will not be accepted as part of this application submittal. Limit responses to the space provided; any additional narrative beyond the provided space will not be considered. Submit one complete application for each proposed program. Financial Statements & Single Audits (Single Audit required if organization expended more than $750,000 of federal funds within a program year) Choices Application Form Staff Listing (Attachment 1) Certifications (Attachment. 2) 2017 -2018 Proposed Program Budget (Attachment 3) 2016 -2017 Current Program Budget (Attachment 4) IRS Nonprofit Designation Letter (Attachment 5) Form 990 (Attachment 6) Current /Proposed Client Eligibility Intake Form (Attachment 7) Board of Directors, By -laws and Articles of Incorporation (Attachment 8) Conflict of Interest Questionnaire (Attachment 9) Financial Statements & Single Audit (Attachment 10) Organization Chart (Attachment 11) Memorandum of Understanding with the Santa Ana WORK Center (Attachment 12) NOTES: Failure to provide all required information will cause this application to become invalid and will not be considered for funding. The City reserves the right to withdraw consideration of this application if evidence of compliance is not provided or if compliance status changes during the application process. The City reserves the right to waive a requirement if it is determined to be in the best interest of the City. 19F -6 DRAFT CDBG APPLICATION 1 1:. Il i u.. LL 1 Legal Organization Name* Character Limit: 100 Date Organization Founded* Character Limit: 10 Date of Nonprofit incorporation* Character Limit: 10 SERVICE AND FUNDING Q1. Total number of unduplicated individuals to be served during FY 2017 - 2018 by this program: (Include Santa Ana residents and Non -Santa Anaresidents) a. Total number of City of Santa Ana residents* Character Limit: 250 b. Percentage of City of Santa Ana residents served by the program:* Character Limit: 250 c. Total number estimated to be low- income* Character Limit: 250 Character Limit: 250 Q2. Estimated yearly units of service* (Number of unduplicated individuals multiplied by service visits — i.e. 200 youth X 25 tutoring sessions = 5,000 units of service) Character Limit: 250 Q3. Total CDBG funds requested for FY 2017 -2018* ($30,000 minimum) Character Limit: 20 Q3A. Minimum Willing to Accept to Run Your Program ($30,000 minimum) Character Limit: 20 QA. Cost per participant* (Total CDBG funds requested divided by Total to be served) Character Limit: 20 19F -7 DRAFT CDBG APPLICATION r • I Character Limit: 10 Character I • • I • r I y;X5 Wt r • I C. Total Program Expense in 2014 -2015 Character Limit: 15 C. Total Program Expense in 2015 -2016 Character Limit: 15 C. Total Program Expense in 2016 -2017 Character Limit: 15 D. Total years the program has been in existence. Character Limit: 250 Q6. Provide a concise description of the proposed program.* (3 00 character maximum) Character Limit: 200 Q7. Provide a detailed description of the proposed program. Include the following :* a. detailed description of services provided b. frequency of service delivery (i.e. daily, weekly, monthly); c. how the service is provided (i.e. one -on -one, classroom settings, home visits, phone referrals); and d. target population groups (i.e. youth in specific neighborhoods) (5,000 character maximum) Character Limit: 5000 i. ►. I. � • I^ I r is e I ,I �.i . .• or similar programs.* 19F -8 DRAFT CDBG APPLICATION Highlight accomplishments Character Limit: 5000 6- z a • . Community Safety - Enhance Public Safety integration, communications and community outreach: • The Santa Ana Police Department will collaborate with the Orange County Probation Department, Orange County Healthcare Agency caseworkers, business community, and associated non - profit organizations to assist in re -entry of recently released offenders into the community. Youth, Education, Recreation - Expand youth programming #1: • Focus resources on quality youth engagement, enrichment and education programs through community centers, libraries and after - school programs during out -of- school hours. Youth, Education, Recreation - Expand youth programming #2: • Expand the youth sports program so that youth recreational opportunities are established year - round. Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents #1: • Partner with The California Endowment, Santa Ana College, Chapman University, UCI, CSUF, and other institutions of higher education to design career pathway programs that support priority workforce industries (Retail, healthcare, manufacturing, renewable energies) that results in faster reemployment of Santa Ana's residents. Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents #2: • Partner with the Santa Ana Unified School District to support and assist in developing pilot youth employment programs aimed at reducing high school dropout rates. Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents #3: • Continue to expand services and programs at the senior centers specifically in the areas of continuing education, mentoring and recreation. Community Health, Livability, Engagement & Sustainability - Support neighborhood vitality and livability #1: • Implement new Neighborhood Improvement Initiatives focusing on residential areas that have been adversely affected by disinvestment and decline. Program and services from a variety of resources will be utilized to achieve positive and sustainable improvements. Community Health, Livability, Engagement & Sustainability - Promote a strong arts and culture infrastructure #2: • Generate public and private support and resources to strengthen, expand and stabilize funding for the arts. 19F -9 DRAFT CDBG APPLICATION Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents #3: • Integrate a variety of health and wellness programs into existing programming at each of the city's community /recreation centers (e.g. Develop equitable health access points). Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents #4: • Partner with the California Endowment, Schools, charitable foundations and other non- profit organizations to implement health and wellness programming (including a healthy Santa Ana website) based on quantifiable and measurable data. Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents #5: • Expand Senior Center programming to provide greater enrichment and explore activities in art, culture and health. a. CDBG applications must meet a City of Santa Ana Strategic Plan Goal* The goals above have been determined to align with CDBG eligible public service activities. (Please select only one goal explained above which the proposed program meets). Choices Community Safety- Enhance Public Safety integration, communications and community outreach. Youth, Education, Recreation - Expand youth programming # 1. Youth, Education, Recreation - Expand youth programming # 2. Youth, Education, Recreation - Partner with groups and organizations: # 1 Youth, Education, Recreation - Partner with groups and organizations: # 2 Youth, Education, Recreation - Partner with groups and organizations: It 3 Community Health, Livability, Engagement & Sustainability; # 1 Community Health, Livability, Engagement & Sustainability: # 2 Community Health, Livability, Engagement &.Sustainability: # 3 Community Health, Livability, Engagement & Sustainability: # 4 Community Health, Livability, Engagement & Sustainability: # 5 Q10. Strategic plan alignment AND emphasis on crime prevention, intervention and /or suppression.* Describe how the program meets the City of Santa Ana Strategic Plan AND has an emphasis on crime prevention, intervention, and/or suppression efforts for children, youth and /or families. Character Limit: 5000 Q11. Will this program result in new service or increase the level on an existing service ?* a. is not a duplication of existing services available; or b. demonstrates a quantifiable increase in access and /or the level of an existing service provided to the target population. Choices Yes No 19F -10 DRAFT CDBG APPLICATION If yes, describe how the direct service proposed Character Limit: 5000 Q12. Similar Services* List similar services that are currently provided in the community and describe how the proposed program complements or fills an existing gap in services Character Limit: 2000 CQ13. Neighborhood Initiative Area* An area that that has been adversely affected by disinvestment and decline is considered a Neighborhood Initiative area. Does the program serve residents of a Neighborhood Initiative area? Choices Yes No If yes, please describe below If yes, please describe the area boundaries and reasons the area fits Neighborhood Initiative criteria. Character Limit: 5000 ,.. iii Q15. Will the program be conducted within the City of Santa Ana boundaries* Choices Yes No If no, explain how Santa Ana residents will be served Character Limit: 5000 Q16. Organization Participation* List Santa Ana neighborhood associations, local community organizations and /or civic groups the organization participates in and to what extent. Character Limit: 5000 CQ17. List the benchmarks the organization will use to determine success of the program* Provide intended outcomes. Character Limit: 5000 CQ,18. Track and Measure Performance* Describe how the organization will track and measure performance outcomes qualitatively and quantitatively. Character Limit: 5000 19F -11 DRAFT CDBG APPLICATION Q19. List federal grants that the organization has received within the last 5 years* Include grant amounts, services provided, and outcomes. Character Limit: 5000 Q20. Summarize the qualifications of the organization's staff* (Program & Administrative) that would allow the organization to provide the services stated and comply with regulatory requirements. Character Limit: 5000 FILE UPLOADS Please download all forms to your desktop and then fill out. If you try to fill out the form from the download screen, the information will not be saved when you try to upload it. Attachment 1- Staff Listing* Form is available here for download. proposed program) File Size Limit: 5 MB Attachment 2 - Certifications* Form is available here for download. File Size Limit: 5 MB (Include Admn and Program Staff working on the PLEASE COMPLETE THE FOLLOWING FORMS REGARDING BUDGETS 2017 -2018 PROPOSED PROGRAM BUDGET (ATTACHMENT 3) 2016 -2017 CURRENT PROGRAM BUDGET (ATTACHMENT 4) IMPORTANT NOTICE: The City asks that you list other secured funding sources on the budget forms, but the City realizes that all other funding sources may not be secured at the time of this application. Organizations may include unsecured resources with the understanding that the City will hold the organization to the same service level indicated in the application whether all the resources listed are actually received or not. The only item that will affect the service level expected by the City will be the responses provided under numbers 3 and 3a of this application and the amount of funding provided by the City for the CDBG 2017 -2018 grant year. Attachment 3 - 2017 -2018 Proposed Program Budget* Form is available here for download. Please note that there are two sheets in the workbook and both need to be filled out. File Size Limit: 1 MB 19F -12 rsc DRAFT CDBG APPLICATION Attachment 4 - 2016 -2017 Current Program Budget* Form is available here for download. Please note that there are two sheets in the workbook and both need to be filled out. File Size Limit: 1 MB Attachment 5 - IRS Nonprofit Designation Letter* Please upload a copy of your organization's IRS nonprofit designation letter. File Size Limit: 1 MB Attachment 6 - 990 Form* Plese upload a copy of your organization's 990 form. File Size Limit: 1 MB Attachment 7 - Current /Proposed Client Eligibility Intake Form* Please upload a copy of your organization's current /proposed client eligibility intake form. File Size Limit: 1 MB Attachment 8 - Board of Directors, By -Laws and Articles of Incorporation* Please upload a copy of the organization's current list of the Board of Directors, by -laws and articles of incorporation. File Size Limit: 1 MB Attachment 9 - Conflict of Interest Questionnaire* Form is available here for download. File Size Limit: 1 MB Attachment 10 - Recent Financial Statements and Single Audit* Please upload a copy of the organizations most recent financial statement and single audit. If you are not required to have a single audit because you have not expended over $750,000 in Federal Funding, please upload a letter stating this. File Size Limit: 1 MB Attachment 11- Organization Chart* Please upload a copy of your organization chart. File Size Limit: 1 MB Attachment 12 - Memorandum of Understanding with the Santa Ana WORK Center* Form is available here to download. File Size Limit: 5 MB 19F -13 11 19F -14