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HomeMy WebLinkAbout13-956 Amending PY2012 CDBG Action Plan and Citizen Participation PlanCITY OF MERIDIAN RESOLUTION NO. ~,~ ' 9 ~~ BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION AMENDING THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 2012 ACTION PLAN AND THE ADOPTED CITIZEN PARTICIPATION PLAN; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST THE SAME ON BEHALF OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City is required to prepare and adopt a Community Development Block Grant (CDBG) Action Plan for each year the City receives CDBG Entitlement funds and a Citizen Participation Plan; and WHEREAS, the City adopted, and the United States Department of Housing and Urban Development (HUD) subsequently approved, a CDBG Action Plan for Program Year 2012 (PY2012) and a Citizen Participation Plan as part of the 2012-2016 Consolidated Plan; and WHEREAS, the construction costs for the 8th Street Park ADA Restroom Facility are higher than originally estimated; and WHEREAS, it has been determined that an exemption should be included in the City's adopted Citizen Participation Plan for a reduction in funding of administrative expenses; and WHEREAS, a substantial amendment is required per the Citizen Participation Plan when an activity funding changes by 25 percent (25%); and WHEREAS, the City proposed a substantial amendment to the PY2012 CDBG Action Plans to re-allocate approximately $14,000 in CDBG PY2012 Administrative funds to the PY2012 8th Street Park ADA Restroom Facility project to cover the increased costs; and WHEREAS, in accordance with the Citizen Participation Plan, the City held a public hearing on the proposed substantial amendment to the PY2012 Action Plan and the proposed change to the Citizen Participation Plan on October 1, 2013, and held a public comment period on the same amendment from August 28, 2013 to October 1, 2013; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That the Program Year 2012 Action Plan and the certification documents, and the Citizen Participation plan, incorporated herein by reference, be, and the same hereby are, amended as described in Attachment 1. Section 2. That the Mayor and the City Clerk be, and they hereby are, authorized to respectively execute and attest, through this Resolution, this substantial amendment to the PY2012 Action Plan and the Citizen Participation Plan for and on behalf of the City of Meridian. RESOLUTION AMENDING PY 12 CDBG ACTION PLAN and THE CITIZEN PARTICIPATION PLAN -Page 1 of 2 Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this O day of October, 2013. APPROVED by the Mayor of the City of Meridian, Idaho, this v day of October, 2013. APPROVED: Mayor T y de Weerd ATTEST: aycee an, City Clerk -~OR. ,` ~ , I~ ~ O~ ~ ,~, .:, .1 r pv' RESOLUTION AMENDING PY12 CDBG ACTION PLAN and THE CITIZEN PARTICIPATION PLAN -Page 2 of 2 August 28, 2013 STAFF REPORT TO: Mayor and City Council FROM: Lori Den Hartog, CDBG Administrator CC: Caleb Hood, City of Meridian, Planning Division Manager RE: Public Hearing on October 1, 2013 for a Substantial Amendment to Community Development Blocl< Grant Program Year 2012 Action Plan and the Citizen Participation Plan Z. SUMMARY DESCRIPTION OF PROPOSED SUBSTANTIAL AMENDMENT The original CDBG budget for the 8th Street Park ADA Restroom project was $130,000. The first bids for the 8th Street Park ADA Restroom Project, which were opened on June 25, 2013, came in higher than anticipated. The Project Manager in the City Parl<s and Recreation Department made modifications to the plans to reduce costs and the project went out for bid a second time. The re-bids were opened on August 6, 2013. While the re-bids were approximately $30,000 lower, the costs are still projected to be higher than the original estimate. The Project Manager requested approximately $14,000 in additional CDBG funding to cover the increased costs. After reviewing existing projects, the CDBG Administrator determined that there are sufficient funds in the PY12 Administration activity that can be re-allocated to the 8th Street Park ADA Restroom project. Based on the Citizen Participation Plan, a substantial amendment is required because the funding level for the Administration Activity is changing by more than 25%. The funding level for the 8`h Street Parl< ADA Restroom facility is proposed to increase by approximately 11%. Original Funding; Modified Fundint; PY12 Administration $46,227 $32,227, decrease of 30% PY 12 8th Street Park ADA Restroom $130,000 $144,000, increase of 11% In addition to the above proposed funding re-allocation, staff is recommending a modification to the Substantial Amendments section of the Citizen Participation Plan as adopted with the 2012-2016 Consolidated Plan. Staff is recommending that the Citizen Participation Plan allow for an exception for the Administration Activity to the 25% change in funding level rule. Therefore in the future, if the funding level for Community Development Department . 33 E. Broadway Avenue, Meridian, ID 836yz Dhnno ~nA_AO.. .-,-~-, _ C~~ -.no..AAR_~R,-. _ ..,..~~., moA.7f~..~R.. .. r.. Page 2 the Administration Activity is either increased or decreased by more than 25% it would not trigger a Substantial Amendment. In the unlikely scenario of increasing the funding level for the Administration Activity, the City would still not be able to allocate more than the 20%of its annual entitlement funding to comply with the administrative funding cap. 2. RECOMMENDATION Staff recommends that the City Council approve the proposed substantial amendment to the CDBG PY2012 Action Plan and the proposed change to the Citizen Participation Plan. 3. PROCESS INFORMATION Per the City's adopted Citizen Participation Plan, a substantial amendment to an action plan requires a 30-day public comment period to be concluded with a public hearing. The City opened the public comment period on August 28, 2013 through a public notice in the Valley Times newspaper on August 26, 2013 and the Idaho Statesman published on August 28, 2013. The public hearing will be conducted on October 1, 2013, which was also published in the legal notices. 4. ExHlelTs TABLE 3C PY2O12 HT" STREET PARK ADA RESTROOM FACILITY TABLE 3C PY2012 ADMINISTRATION PROPOSED MODIFICATION TO THE CITIZEN PARTICIPATION PLAN NOTICE OF PUBLIC COMMENT PERIOD AND PUBLIC HEARING PUBLIC COMMENTS RECEIVED-ADDED AFTER HEARING ON OCTOBER 1, 2013 Page 3 Table 3C (Amended) Consolidated Plan Listing of Projects Jurisdiction's Name: Priority Need: Project Title: Description: City of Meridian, Idaho Suitable Living Environment-Public Facility 8t" Street Parl<ADAAccessible Restroom Facility The City of Meridian Parl<s and Recreation Department will use the CDBG funding to design and construct an ADA accessible restroom facility within 8`h Street Parl< where no restroom facilities currently exist. Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area 2235 N.W. 8`h Street, Census Tract 103.32, Block Group 2 HUD Objective Number Project ID SL 3 HUD Matrix Code CDBG Citation 03F 24 CFR § 570.201(c) Type of Recipient CDBG National Objective Subrecipient LMA Start Date Completion Date 10/1/2012 9/30/2013 Performance Indicator Annual Units Public facility 1 Local ID Units Upon Completion 1 public facility Funding Sources CDBG 144 000 ESG HOME HOPWA Total Formula 144 000 Prior Year Funds Assisted Housing PHA OtherFUnding Total 144 000 The primary purpose of the project is to help: ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs Page 4 Table 3C (Amended) Jurisdiction's Name: Priority Need: Project Title: Consolidated Plan Listing of Projects City of Meridian, Idaho Program Administration PY2012 Program Administration Description: The City's overall CDBG program management, coordination, monitoring, reporting, and evaluation will include the following types of assistance: Coordinating Fair Housing activities with regional partners Ensuring compliance with the adopted Consolidated Plan Preparing program budgets, schedules and amendments Evaluating program results against stated objectives Monitoring program activities for progress and compliance; audit and monitoring findings Preparing reports and other documents for submission to HUD Developing agreements to carry out program activities Objective Category: ^Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ^ Sustainability Location/Target Area Citywide as applicable HUD Objective Number Project ID HUD Matrix Code CDBG Citation 21A 24 CFR § 570.206 Type of Recipient CDBG National Objective Entitlement N/A Start Date Completion Date 10/1/2012 9/30/2013 Performance Indicator Annual Units N/A N/A Local ID Units Upon Completion N/A Funding Sources CDBG 32 227 ESG HOME HOPWA Total Formula 32 227 Prior Year Funds Other Funding Total 32 227 The primary purpose of the project is to help ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs Page 5 From Appendix A, Page 3 of the Adopted 2012-2016 Consolidated Plan: Substantial Amendments Occasionally, public comments or a change in circumstances warrant an amendment to the Consolidated Plan and/or an annual Action Plan. The criteria for whether to amend is referred to by HUD as Substantial Amendment Criteria. The following conditions are considered to be "Substantial Amendment Criteria:' Any change in the described method of distributing program funds. - Elements of a "method of distribution" are: Changing the funding of a particular activity which increases or decreases the amount spent by 25 percent of the total funding amount. Making a change in the allocation priorities. Carrying out an activity using CDBG funds or program income not previously described in the action plan or the consolidated plan. Proposed Change to Appendix A, Page 3: Occasionally, public comments or a change in circumstances warrant an amendment to the Consolidated Plan and/or an annual Action Plan. The criteria for whether to amend is referred to by HUD as Substantial Amendment Criteria. The following conditions are considered to be "Substantial Amendment Criteria:" 1. Any change in the described method of distributing program funds. - Elements of a "method of distribution" are: Changing the funding of a particular activity, with the exception of the Administration activity, which increases or decreases the amount spent by 25 percent of the total funding amount. Administrative funds are always subject to the cap of 20% of the annual entitlement funding. Making a change in the allocation priorities. Carrying out an activity using CDBG funds or program income not previously described in the action plan or the consolidated plan. Page 6 Public Comments No public comments were submitted for the PY12 Substantial Amendment or the change to the Citizen Participation Plan during the public comment period or at the public hearing on October 1, 2013.