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Distribution of Available CDBG FundsPage 1 of 2 Tara Green From: Matthew Ellsworth Sent: Friday, July 17, 2009 8:35 AM To: Tara Green Subject: FW: Some information to support our grant application Follow Up Flag: Follow up Flag Status: Green Tara, Is it too late to add the email below to Council's packet for Tuesday with the memo for item 5.C? Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 From: Colleen Braga [mailto:Colleen.Braga@beclubidaho.org] Sent: Thursday, July 16, 2009 5:27 PM To: Matthew Ellsworth Subject: Some information to support our grant application Hi Matt - Just wanted to share with you a couple thoughts to help with the decision making process on our grant application: Meridian Club Facts 1217 Members (to date) for 2009. 46% are from single parent households 70% of members come from households of 4 or more family members 68% of members (835) come from low income families (earning below $33,000 annually) Youth who attend our program can expect to receive free meals (snacks and dinners) each day. By participating in our program, youth do much better in school (from our educational and social enhancement programs) and most of them (90% according to a poll of Boys & Girls Club Alumni) will graduate from high school. Peregrine Elementary School 46% of students fall within the Federal low income guidelines (meaning that they certainly would serve at least 51% low/moderate income families!) During summer months, an average of 56 Peregrine students attend the Meridian Boys & Girls Club. During school year, an average of 14 Peregrine students attend the Meridian Boys & Girls Club each month. Lack of daily transportation is the major reason Peregrine students cannot attend during the school year. If Funding Requested is not possible at the $17,000 level: We can either reduce the scope of work (i.e. pick up only at Peregrine) thereby reducing expenses, or look at 7/17/2009 Page 2 of 2 conducting a fee based program on a sliding scale (i.e. low income families pay nothing, but families with means pay between $15 and $50 per month.) Colleen Braga Executive Director Bays & Grls Clubs of Ada County 61Q E 42nd St • Garden City, ID 83714 phase 208.376-4960 I fax 208.321.9158 colleen.braRa@bRClubidaho.orR (www.bRClubidaho.orR ~"~t~) ~? ar ~'~ E~_$ .~ tall ~ '~t.3i~ti<*.1'~'~l't.`4 6 ~`~ ~~~~,.. 7/17/2009 Tara Green From: Matthew Ellsworth Sent: Wednesday, July 15, 2009 1:37 PM To: Tara Green Subject: FW: Follow Up Flag: Follow up Flag Status: Green Attachments: 20090715125116400.pdf .-~, 2009071512 400. pdf (142 I Tara, Here's the addendum I called about today for inclusion on the consent agenda for July 21. We can call it "Addendum to CDBG Subrecipient Agreement: Meridian Food Bank". It adjusts the agreement to reflect changes with an amendment to the PY2007 Action Plan. I'll be at the meeting in case any questions come up. Thanks! Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 -----Original Message----- From: imagistics@meridiancity.org Sent: Wednesday, July 15, 2009 11 To: Matthew Ellsworth Subject: [mailto:imagistics@meridiancity.org] 51 AM This E-mail was sent from "RNP89021A" (Aficio 2035e). Scan Date: 07.15.2009 12:51:16 (-0500) Queries to: imagistics@meridiancity.org 1 ADDENDUM A to SUBRECIPIENT AGREEMENT with MERIDL4N FOOD BANK FOR USE OF PY07 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Ihis ADDENDUM A to the Subrecipient Agreement for Use of PY07 Community Development Block Grant Funds is made this day of July, 2009 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Valley Shepherd Nazarene Compassionate Ministries Center, Inc., dba Meridian Food Bank, a nonprofit, charitable corporation organized under the laws of the State of Idaho ("Subrecipient"}. WHEREAS, the City of Meridian and Subrecipient entered into a Subrecipient Agreement For Use of PY07 Community Development Block Grant Funds {"April 14, 2009 Agreement") on April 14, 2009; WHEREAS, on May 26, 2009, the City Council of the City of Meridian passed Resolution no 09-66'7, which resolution substantially amended the City's PY07 Action Plan to, inter alga, increase fielding to Subrecipient from PY07 funds; WHEREAS, City and Subrecipient wish to enter into a cooperative agreement for the investment of CDBG funds in Subrecipient's programming for Program Year 2007; NOW, THEREFORE, in addition to the terms and conditions set forth in the April 14, 2009 Agreement, it is agreed by the parties hereto as follows: I. STATEMENT OF .WORK A. Purpose. In addition to the purpose set forth in the April 14, 2009 Agreement, Subrecipient further agrees that it shall use City's PY07 CDBG funds in the additional amount of nineteen thousand dollars ($19,000), totaling twenty-nine thousand dollars ($29,000), for supplies and/or materials related to the purchase of food and supplies for distribution at the Meridian Food Bank, located at 15 E Bower Street, Meridian, Idaho. Subrecipient shall be responsible for administering its PY07 CDBG funds in a manner satisfactory to City and consistent with any and all standards reduired as a condition of providing these funds. F. Time of Performance. Services of Subrecipient under this Agreement shall be completed by November 30, 2009. the term of this Agreement and the provisions herein shall be extended to cover any additional time period during which Subrecipient remains in control of"CDBG funds or other assets, including program income.. II. ADMINISTRATIVE REQUIREMENTS B,. Financial Management. 1 Budget., Subrecipient agrees that it shall use City's PY07 CDBG funds in the additional amount of nineteen thousand dollars ($I9,000), totaling twenty-nine thousand dollars ($29,000), for supplies and/or materials related to the purchase of food and supplies for ADDENDUM A IO APRIL 14, 2009 SUBRECIPIEN i AGREEMENI FoR UsE oL PY07 CDBG FuNps PAGE 1 of 2 distribution at the Meridian Food Bank, located at 15 E Bowet Street, Meridian, Idaho.. City may require a detailed budget breakdown, and Subzecipient shall provide such information in a timely fashion, and in the form and content prescribed by City. D„ Reporting and Payment Procedures„ 4. Draw requests., It is expressly agreed and understood that the total amount to be paid by City under the April 14, 2009 Agreement and this Addendum A thereto shall not exceed twenty-nine thousand dollars ($29,000). Drawdowns for the payment of eligible expenses shall be made in accordance with performance. Draw requests shall only be accepted on official City andlor HUD forms and must be completed in fi.Tll to be pzocessed. All draw requests are to be submitted monthly, no later than twenty-one (21) days after the end of the month for which reimbursement is being submitted. Final draw under the April 14, 2009 Agreement and this Addendum A thereto will be submitted by Subzecipient no later than November 30, 2009 unless otherwise agreed in writing III. APRIL 14, 2QU9 AGREEMENT FULLY IN EFFECT the intent and effect of this Addendum A is to enlarge the purpose, time of perfarmance, and budget as set forth in the April 14, 2009 Agreement. 1Jxcept as expressly set forth herein, this Addendum A does not otherwise modify or alter any term or condition of the April 14, 2009 Agreement in any way. Except to the extent expressly modified by this Addendum A, the April 14, 2009 Agreement remains in full effect, and all terms and conditions thereof are incorporated in this Addendum A as though fully set forth herein IN WITNESS WHEREOF, the parties shall cause this Addendum A to be executed by their duly authorized officers on the~~r day of July, 2009 SUBRECIPIENT: Meridian Food Bank %- Dan Clark ~, CITY: City of Meridian ~~~ ~ -,.~~r t ~ ~, c.y r ~up~.b •1~...:.~ 1 ~S ~'~. SS' y y. a s a 0 0 STATE OF Idaho ) ty-~ } ss: Coun of , I HEREBY CERTIFY that on this ~ day of 2009, before the undersigned, a Notary Public in the St e of Idaho, personally appeared Dan Clark, known to me to be the person who executed the said instrument, and acknowledged to me that she executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, he day and year 'n this tificate first above written Nota Public f ~ 1 aho Residing at / Idaho My Commission Expires: ` Zl "(19 Attest: By: Tammy de Weerd, Mayor Jaycee Holman, City Clerk ADDENDUM A I'O APRfL 14, 2009 SUBRECIPIENT AGREEMENT FOR USE OF PY07 CDBG F uNDS PAGE 2 of 2 City Council Regular Meeting Tuesday, July 21, 2009 S.C. Use of Public Service Funds for CDBG Program Year 2009 A. INTRODUCTION & BACKGROUND The City's CDBG entitlement for PY2009 is $249,962. Up to 15% of a City's entitlement can go towards public service activities; $37,490 for PY2009. Council directed staff on June 16, 2009 to devote the full amount allowable under the 15% cap to public services, which the Action Plan that is currently out for comment reflects. Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests additional direction from Council on how to allocate public service funds next year. B. UPDATE Staff received two applications from perspective public service subrecipients: 1. Boys & Girls Club: a. After School Transportation: $17,000 To provide daily after school transportation from Peregrine Elementary, Meridian Middle, and Meridian High schools to the Boys & Girls Club. 2. Meridian Food Bank: a. General Services: $50,401 To provide food to families and individuals in need. b. Backpacks for Kids: $16,120 To purchase food and supplies for children in need through the Backpacks for Kids program. Total Public Service Assistance Requested for PY2009: $83,521 C. RECOMMENDATION Staff recommends that Council award the full $37,490 to the Meridian Food Bank to disburse for general services and the Backpacks for Kids program. The transportation program proposed by the Boys & Girls Club would be a tremendous benefit to students of these three schools. In better economic times, or if additional funds were available for public service activities, the transportation program would be an excellent use of CDBG funds. However, as recent numbers from the Food Bank indicate, the basic needs of area residents far exceed the total amount of assistance available. Even if the full 15% of the City's PY2009 entitlement goes to the Food Bank, the Food Bank will still struggle to meet the growing needs of area residents. The Food Bank has also been the most responsive and engaged of the City's subrecipients to date; tailoring data compilation and program management protocols to conform to City and CDBG requirements; submitting monthly progress reports (even when unaccompanied by draw requests); providing staff with a tour of their facilities; maintaining regular contact about any issues and successes; and adhering meticulously to all aspects of the Subrecipient Agreement. D. REQUEST Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests direction from Council on how to allocate public service funds next year.