10-1-13 Public Hearing for Substantial Amendment to PY2013 CDBG Action PlanAugust 28, 2013
STAFF REPORT
T0: 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 fora Substantial Amendmentto Community
Development Block Grant Program Year 2012 Action Plan and the Citizen Participation
Plan
1. SUMMARY DESCRIPTION OF PROPOSED SUBSTANTIAL AMENDMENT
The original CDBG budget for the 8t" Street Park ADA Restroom project was $130,000. The first bids for the 8t"
Street Park ADA Restroom Project, which were opened on June 25, 2013, came in higher than anticipated.
The Project Manager in the City Parks 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 8t" 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 8t" Street Park ADA Restroom
facility is proposed to increase by approximately 11%.
Original Funding Modified Funding
PY12 Administration $46,227 $32,227, decrease of 30%
PY 12 8t" 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. BroadwayAvenue, Meridian, ID83642
Phone Zo8-884-5533 ^Fax Zo8-888-6854 . www.meridiancity.org
Page 5
From Appendix A, Page 3 of the Adopted 2012-2016 Consolidated Plan:
Substantial Amendments
Occasional) ublic comments or a change in circumstances warrant an amendment to the Consolidated Plan
Y~ p
nd or an annual Action Plan. The criteria for whether to amend is referred to by HUD as Substantial Amendment
a /
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 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:
Occasional) , ubliccommentsorachange in circumstanceswarrantan amendmenttothe Consolidated Plan
Yp
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 entitlementfunding.
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.
August 28, 2013
STAFF REPORT
T0: Mayorand CityCouncil
FROM: Lori Den Hartog, CDBG Administrator
CC: Caleb Hood, City of Meridian, Planning Division Manager
RE: Public Hearing on October 1, 2013 fora Substantial Amendmentto COmmunit
Y
Development Block Grant Program Year 2012 Action Plan and the Citizen Participation
Plan
1. SUMMARY DESCRIPTION OF PROPOSED SUBSTANTIAL AMENDMENT
The original CDBG budget for the 8t"Street Park ADA Restroom project was $130,000. The first bids for the 8t"
Street Park ADA Restroom Project, which were opened on June 25, 2013, came in higher than anticipated.
The Project Manager in the City Parks 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
sufficientfunds inthe PY12 Administration activitythat can be re-allocated to the 8t"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 8t"Street Park ADA Restroom
facility is proposed to increase by approximately 11%.
Original Funding Modified Funding
PY12 Administration $46,227 $32,227, decrease of 30%
PY 12 8t" Street Park ADA Restroom $130,000 144 000 increase °
$ of11/o
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 fundin level for
g
Community Development Department . 33 E. Broadway Avenue, Meridian, ID 8364
Phone zo8-884-5533 ^Eaxzo8-888-6854 . www.meridiancity.org
Page 2
the Administration Activity is either increased ordecreased b more than 25% it wo
Y uld not trigger a
Substantial Amendment. In the unlikelyscenario of increasingthe fundin level fortheAdmi '
g nistration
Activity, the City would still not be able to allocate more than the 20% of its annual entitlement fun '
ding to
comply with the administrativefunding cap.
2. RECOMMENDATION
Staff recommends thatthe CityCouncil approvethe proposed substantial amendmentto the CDB
G 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 Ian re uires a 30-da
p q y
public comment period to be concluded with a public hearing. The City opened the ublic comment eriod
p p 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
1
was also published in the legal notices.
4. EXHIBITS
TABLE 3C PY2012 8TH STREET PARK ADA RESTROOM FACILITY
TABLE 3C PY2012 ADMINISTRATION
PROPOSED MODIFICATION TO THE CITIZEN PARTICIPATION PIAN
NOTICE OF PUBLIC COMMENT PERIOD AND PUBLIC HEARING
Page 3
Table 3C (Amended)
Consolidated Plan Listing of Projects
Jurisdiction's Name: City of Meridian, Idaho
Priority Need: Suitable living Environment-Public Facility
Project Title: 8t" Street Park ADA Accessible Restroom Facilit
Y
Description:
The City of Meridian Parks and Recreation Department will use the CDBG funding to desi nand construct an ADA
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accessible restroom facility within 8t" Street Park where no restroom facilities currently exist.
Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic 0 ortunit
pp Y
Outcome Category: ^ Availability/Accessibility ^ Affordability ®Sustainabilit
y
location/Target Area
2235 N.W. 8t" Street, Census Tract 103.32, Block Group 2
HUD Objective Number Project ID
SL3
HUD Matrix Code CDBG Citation
03F 24 CFR § 570.201(c)
Type of Recipient C DBG 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
runaing sources
CDBG 144 000
ESG
HOME
HOPWA
Total Formula 144 000
Prior Year Funds
Assisted Housing
PHA
Other Funding
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)
Consolidated Plan listing of Projects
Jurisdiction's Name:
Priority Need:
Project Title:
City of Meridian, Idaho
Program Administration
PY2012 Program Administration
Description: The City's overall CDBG program management, coordination, monitoring, reportin ,and evaluation
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will include the followingtypes of assistance:
^ Coordinating Fair Housing activities with regional partners
^ Ensuring compliancewith the adopted Consolidated Plan
^ Preparing program budgets, schedulesand amendments
^ Evaluating program results against stated objectives
^ Monitoring program activities for progress and compliance; audit and monitoring findings
^ Preparing reportsand otherdocumentsforsubmission to HUD
^ Developing agreements to carry out program activities
Objective Category: ^Suitable Living Environment ^Decent Housing ^ Economic 0 ortunit
pp Y
Outcome Category: ^ Availability/Accessibility ^ Affordability ^ Sustainabilit
Y
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
runaing sources
CDBG 32 227
ESG
HOME
HOPWA
Total Formula 32 22~
PriorYearFunds
Other Funding
Total 32 22~
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 Con
sol~dated Plan
and/or an annual Action Plan. The criteria for whether to amend is referred to b HUD as S
y ubstantialAmendment
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 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 b HUD as Substantial Amen
Y dment
Criteria. The following conditions are considered to be "Substantial Amendment Criteria:"
1. Any change in the described method of distributing program funds.
- Elements ofa "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 b 25 ercent of the total
Y p
funding amount. Administrative funds are al~ays subject to the cep 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 previous)
Y
described in the action plan or the consolidated plan.