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Home My WebLink About035 12 Ce. OI~1W {& '\I.lf \~J -fWi. STATE OF WASHINGTON County of Jefferson In the Matter of: Certification of Compliance for CDBG Public Services Grant } } } RESOLUTION NO. 35-12 WHEREAS, Jefferson County is applying to the State Department of Commerce for funding assistance; and, WHEREAS, it is necessary that certain conditions be met as part of the application; and. WHEREAS, Philip Morley, County Administrator, is authorized to submit this application to the State of Washington, on behalf of Jefferson County; and, NOW, THEREFORE, BE IT RESOLVED, that the Board of Jefferson County Commissioners authorizes submission of this application to the State Department of Community, Trade and Economic Development to request $102,812.00 to fund public service activities in coordination with the Olympic Community Action Programs, and certifies that, if funded, it: . Will comply with applicable provisions of Title I of the Housing and Community Development Act of 1974, as amended and other applicable State and federal laws; . Has provided opportunities for citizen participation comparable to the State's requirements (those described in Section 104(a)(2)(3) of the Housing and Community Development Act of 1974, as amended); has complied with all public hearing requirements and provided citizens, especially low- and moderate-income persons, with reasonable advance notice of, and the opportunity to present their views during the assessment of community development and housing needs, during the review of available funding and eligible activities, and on the proposed activities; . Has provided technical assistance to citizens and groups representative oflow- and moderate-income persons that request assistance in developing proposals; . Will provide opportunities for citizens to review and comment on proposed changes in the funded project and program performance; . Will not use assessments against properties owned and occupied by low- and moderate- income persons or charge user fees to recover the capital costs of CDBG-funded public improvements from low- and moderate-income owner-occupants; . Will establish a plan to minimize displacement as a result of activities assisted with CDBG funds; and assist persons actually displaced as a result of such activities, as provided in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended; Page 1 of2 RESOLUTION NO. 35-12 re: Certification of Compliance for CDBG Public Services Grant . Will conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and the Fair Housing Act, and will affirmatively further fair housing, (Title VIII of the Civil Rights Act of 1968); and . Has adopted and enforce a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations; and has adopted and implemented a policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil rights demonstrations within its jurisdiction, in accordance with Section 104(1) of the Title I of the Housing and Community Development Act of 1974, as amended; and . Will provide, upon request, and prior to any obligation of funds being made, a complete and accurate CDBG Federal Funds Disclosure Report detailing the required applicant/grantee information, and as appropriate other government assistance provided or applied for, interested parties and expected sources, and uses of funds. BE IT FINALLY RESOLVED, that the Board of Jefferson County Commissioners, designates the County Administrator, as the authorized Chief Administrative Official and authorized representative to act in all official matters in connection with this application and Jefferson County's participation in the Washington State CDBG Program. & ~ APfROVED AND ADOPTED this ~ day of l^-Y\ ~ 2012. ~ . . . . \. II ... \. . , . "oJ:,. " '. IsE ' . . " ..-{ ,., " j l""'I '. r;f&ltL JEFFERSON COUNTY BOARD (fi;'SSIONFllil A tin, Chair Deputy Clerk ofthe Board Johnson ember UP:- David Sullivan, Member Page 2 of2 <,"l,.p.n 0... ~ z .., 0 J'/f'N~"" Department of Commerce . Innovation is in our nature. Community Development Block Grant 2012 Public Services Grant Application Handbook March 2012 Rogers Weed Director WASHINGTON STATE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM 2012 PUBLIC SERVICES GRANT APPLICATION HANDBOOK Karen Larkin Assistant Director Local Government and Infrastructure Division John LaRocque Managing Director Technical Assistance and Financial Services Unit Kaaren Roe Program Lead (360) 725-3018 kaaren.roe@commerce.wa.qov Lynn Kohn Project Manager (360) 725-3042 Ivnn. kohn@commerce.wa.qov Phyllis Cole Project Manager (360) 725-4001 phvllis.cole@commerce.wa.qov Laurie Dschaak Grant Specialist (360) 725-5020 laurie.dschaak@commerce.wa.qov Diane Mayfield CDBG Public Services Grants Contract Manager (360) 725-3022 diane.mavfield@commerce.wa.qov State of Washington Department of Commerce Post Office Box 42525, 1011 Plum St SE, Olympia, WA 98504-2525 Telephone: (360) 725-4100 Fax: (360) 586-8440 TDD: (360) 664-3123 www.commerce.wa.qov/cdbq TABLE OF CONTENTS GENERAL APPLICATION INFORMATION ...............................................1 2012 CDBG Public Services Grant Amounts ............................................................. 3 General Application Information .................................................................................5 Application Changes from 2011................................................................................. 5 Roles and Responsibilities ........................................................................................ 5 Application Submittal Instructions .............................................................................. 6 Award and Contracting Timeline ................................................................................ 6 Definitions............................................... .......................................... ...... ................... 6 Eligible Activities....................................................................................................... 7 Ineligible Activities............... .............................. ....................... .................................. 7 APPLICATION FORMS AND CERTIFICATIONS ......................................9 Project Summary and Instructions ..........................................................................11 Project Description and LMI Benefit Table & Instructions ........................................15 Services Budget.................................................................................................. ..... 17 Citizen Participation Documentation Form............................................................... 19 Resolution with Certifications of Compliance and Instructions................................. 21 Title VI Certification.................................................................................................. 25 APPENDiCES........................................................................................ ...27 Federal Regulation Excerpt: Eligible CDBG Public Services Activities .................... 29 CDBG Citizen Participation .......................................................................................31 Citizen Participation Requirements..................................................................... 33 Sample Public Hearing Notice ............................................................................ 35 Sample Grievance Procedure............................................................................. 37 Public Hearing Handout: CDBG Program Fact Sheet ....................................... 39 Public Hearing Handout: Federal Citizen Participation Requirements................ 41 Public Hearing Handouts in Spanish .................................................................43 Sample Sub recipient Agreement.................................. .............................................47 CDBG Public Services Contract Quarterly Beneficiary Reporting Form.................... 59 GENERAL APPLICATION INFORMATION This section contains details on funding levels, basic eligibility, and tips to ensure your submittal is complete. .2012 CDBG Public Services Grant Amounts . General Application Information . Application Changes from 2011 . Roles and Responsibilities . Submittal Instructions . Award and Contracting Timeline . Definitions . Eligible Activities . Ineligible Activities All application materials are available on our website at www.commerce.wa.qov/cdbq under Public Services Grants. If you need an electronic form please call (360) 725-5020 or email: laurie.dschaakCCi1commerce .wa .qov. 2012 Public Services Grant Application Handbook March 2012 2012 Public Services Grant Application Handbook 2 March 2012 2012 COBG PUBLIC SERVICES GRANT AMOUNTS - proposed COUNTY SUBRECIPIENT COUNTY SERVICE COUNTY CAP CDBG CONTRACT # COMMUNITY ACTION PROGRAM AREA ADMIN $ TOTAL $ TOTAL $ Asotin Community Action Partnership Asotin 12-65400-001 $3,000 $36,296 $39,296 Benton Benton-Franklin Community Action Benton, Franklin 12-65400-013 Committee $3,000 $75,108 $78,108 Chelan Chelan-Douglas Community Action Chelan, Douglas 12-65400-014 Council $3,000 $52,240 $55,240 Cowlitz Lower Columbia Community Action Cowlitz, Wahkiakum 12-65400-015 Council $3,000 $70,141 $73,141 Grant Opportunities Industrialization Adams, Grant 12-65400-002 Ce nter $3,000 $128,042 $131,042 Grays Harbor Coastal Community Action Grays Harbor, 12-65400-003 Program Pacific $3,000 $105,885 $108,885 Island Opportunities Center Island, San Juan, 12-65400-016 Whatcom $3,000 $83,561 $86,561 Jefferson Olympic Community Action Clallam, Jefferson 12-65400-004 Programs $3,000 $99,812 $102,812 Kittitas HopeSource Kittitas 12-65400-005 $3,000 $78,246 $81,246 Okanogan Okanogan County Community Okanogan 12-65400-006 Action Council $3,000 $75,854 $78,854 Skagit Skagit County Community Action Skagit 12-65400-017 Agency $3,000 $52,236 $55,236 Skamania Washington Gorge Action Klickitat, Skamania 12-65400-007 Programs $3,000 $69,861 $72,861 Stevens NE WA Rural Resources Ferry, Lincoln, Pend 12-65400-008 Development Association Oreille, Stevens $3,000 $89,819 $92,819 Thurston CAC of Lewis, Mason & Thurston Lewis, Mason, 12-65400-009 Counties Thurston $3,000 $152,493 $155,493 Walla Walla Blue Mountain Action Council Columbia, Garfield, 12-65400-010 Walla Walla $3,000 $88,127 $91,127 Whitman Community Action Center Whitman 12-65400-011 $3,000 $95,170 $98,170 Yakima Yakima Valley Farm Workers Clinic Yakima 12-65400-012 I NW Community Action Center $3,000 $168,719 $171,719 TOTAL $51,000 $1,521,612 $1,572,612 2012 Public Services Grant Application Handbook 3 March 2012 2012 Public Services Grant Application Handbook 4 March 2012 GENERAL APPLICATION INFORMATION APPLICATION CHANGES FROM 2011 . CDBG Proaram Year: Has been changed to July - June. 2012 CDBG funding will be available for eligible costs beginning July 2012. . CDBG Fund Allocation Formula: The CDBG 2012 grant amounts are based on the state's revised CDBG allocation formula, developed in consultation with counties and community action programs. The formula resulted in five new county grant recipients. . Services Budaet: Has been added. In 2011, it was submitted with the subrecipient agreement. . Citizen Particioation Documentation: Has been revised to better guide the county through the public hearing assessment, notice and documentation steps. ROLES AND RESPONSIBILITIES Counties must coordinate with Community Action Programs (CAPs), the subrecipients of CDBG Public Services Grants, to compiete this application. Submit these application documents and certifications by May 18, 2012 (or earlier). Project Summary Complete with CAP and Complete with county sign Project Description/Low- and Moderate- Income Benefit Table Services Budget Citizen Participation Documentation form . Copy of the published public hearing notice or an affidav~ of publication . Public hearing minutes . Grievance Procedure Resolution with Certifications of Compliance Title VI Certification Review for approval of activities to be funded Review for approval of proposed use of funds Assess outreach, advertise and conduct public hearing, distributing CDBG handouts at the hearing Complete and adopt Complete and sign Complete Complete Share public hearing notice with stakeholders and attend hearing Submit these signed agreements before the first payment request for 2012 funds. The COSG contracts should be signed and returned within 3 weeks of receipt CDBG contract between Commerce and Sign and return all copies county for Commerce signature Subrecipient Agreement between county and CAP Use sample, complete with CAP, and sign before first request for 2012 funds Complete and sign with county before first request for 2012 funds NOTE: The county receives the COBG award. The chief administrative official or the county official designated in the COBG Certifications of Compliance must sign these fonns. 2012 Public Services Grant Application Handbook 5 March 2012 APPLICATION SUBMITTAL INSTRUCTIONS Submit ONE application with original signature on the Project Summary to: Attn: Laurie Dschaak Department of Commerce 1011 Plum St SE PO Box 42525 Olympia, WA 98504-2525 AWARD AND CONTRACTING TIMELlNE Once Commerce receives and approves the county's application for a CDBG Public Services Grant, it will send an award letter and three copies of the grant contract for county signature. A fully executed grant contract between Commerce and the county, and an executed subrecipient agreement between the county and the CAP are required before the release 2012 CDBG funds. This timeline and funding are contingent upon the state's receipt of 2012 CDBG funds. DEFINITIONS CDBG EliQible Public Services - A new or increased/improved level of direct services for CDBG eligible clients. CDBG Eliaible Clients - Persons whose incomes meet low to moderate income (LMI) standards according to 2012 Income Limits on the CDBG website or who are in one of the HUD-defined groups presumed to be LMI. See instructions to the Project Description and LMI Benefit Table in this application for more information. Also, must be residents of CDBG nonentitlement areas (outside of CDBG entitlement cities). Direct Service - An activity resulting in a direct benefit to an eligible client. This does not include income payments. Emergency vouchers paid to a third party for no more than three consecutive months may be eligible. Eliaible Costs - . Direct costs: Program staff salaries/benefits, including supervisory staff directly involved in the management of the CDBG eligible public service program. Staff must sign and supervisors must approve time sheets linking actual time worked on each service activity to fund source. . Indirect costs: Indirect costs tied to a CDBG eligible public service through the CAP's cost allocation plan such as the portion of costs established for operating and maintaining the space in which the service is located. The cost allocation plan must be applied equitably and demonstrate the cost of providing the service. New Service - A client service that was not offered by the CAP prior to the new CDBG program year Increased Level of Service - A quantifiable increase in the number of persons served; an expansion of the type of clientele; changes to service delivery measurably improving quality; or an addition of new locations or removal of barriers to access. 2012 Public Services Grant Application Handbook 6 March 2012 ELIGIBLE ACTIVITIES CDBG funds must be used to support new or increased levels of services for eligible clients. A complete list of CDBG-eligible activities can be found in the excerpt of the Code of Federal Regulations: Title 24- Housing and Urban Development, Chapter V, Part 570, C, Section 570.201 in the attachments to this application. INELIGIBLE ACTIVITIES In general, any activity not described above is not eligible. Specifically, Public Services Grants cannot fund: 1. Activities and administrative costs eligibie under another CDBG fund, such as: . Planning and community organization activities, not directly linked to the delivery of an eligible pUblic service . Housing rehabilitation, including weatherization . Facility acquisition, construction or renovation 2. Administrative costs for the general management of the organization 3. Lobbying and political activities 4. Direct payments to individuals for their food, clothing, utilities or other income payments. (Third-party payments are potentially eligible under an emergency basis. See Eligible Activities.) 5. New housing construction costs, including administration of new housing development programs In addition, the state CDBG program cannot fund activities that benefit residents in CDBG entitlement cities, since these cities receive CDBG funds directly from HUD. The ineligible CDBG entitlement cities, located in eligible state CDBG counties are: Anacortes Bellingham East Wenatchee Kennewick Longview Mt Vernon Olympia Pasco Richland Wenatchee Yakima Contact Kaaren Roe at (360) 725-3018 or kaaren.roe@commerce.wa,qov or Laurie Dschaak at (360) 725-5020 or laurie.dschaak@commerce.waqov if you have questions. Forms are available at www.commerce.wa.qov/cdbq under Public Services Grants. 2012 Public Services Grant Application Handbook 7 March 2012 2012 Public Services Grant Application Handbook 8 March 2012 APPLICA liON FORMS . CDBG Project Summary . Project Description and LMI Benefit Table . Services Budget . Citizen Participation Documentation . Resolution with Certifications of Compliance . Title VI Certification All application materials are available on our website at www.commerce.wa.qov/cdbq under Public Services Grants. If you need an electronic form emailed to you, call (360) 725-5020 or email: laurie.dschaak@commerce.wa.Qov. 2012 Public Services Grant Application Handbook 9 March 2012 2012 Public Services Grant Application Handbook 10 March 2012 COBG PROJECT SUMMARY 1. Grant Type: [8J Public Services Grant 2. Jurisdiction: Phone: Address - Mail: Fax#: Address - Street: Fed Tax ID #: City, Zip Code SWV#: Email: DUNS #: CCR Exp. Date: 3. Contact Person: Title: Address - Mail: Add ress Street: Phone: City, Zip Code: Fax#: Email: 4. Subrecipient: Title: Contact Person: Phone: Address Mail: Fax#: Address Street: Organization City, Zip Code: Category(s): Email: DUNS #: 5. Fiscal Year: From: To: 6. County(s) served by grant: 7. State Legislative District: Congressional District: 8. Brief Project Description: To provide direct public services for low. and moderate.income persons in the county(s) listed above. 2012 Public Services Grant Application Handbook 11 March 2012 9. National Objective: [8J Principally benefits low- and moderate-income persons or households. 10. Project Budget: CDBG $ CDBG Proaram Income $ CSBG $ TOTAL $ 11. Project Beneficiaries: # of Persons # of LMI Persons LMI PercentaQe: % # of Households # of LMI Households # of persons with new (N) access to services # of persons with increased or improved (I) access to services 12. How were the numbers of beneficiaries [8J LMI Limited Clientele determined? 13. Street address, city and zip code of primary location of CAP services (if different than 4.): 14. Provide the census tract and block number(s) for the primary location of CAP services. Census Tract Number: Census Block Number(s): 15. Certification of Chief Administrative Official: The information provided in the application is true and correct to the best of the government's belief and knowledge and it is understood the state may verify information, and that untruthful or misleading information may be cause for rejection of this application or termination of any subsequent grant contract. Signature Date Print Name Title 2012 Public SelVices Grant Application Handbook 12 March 2012 COSG PROJECT SUMMARY INSTRUCTIONS The Project Summary should be the first page inside the cover of the application. Every block must be accurately completed before the application is submitted. Not completing this form slows down the Dept of Commerce's processing of your application, entry into state and federal databases, and your availability to CDBG funds. 1. Predetermined: Public Services Grant 2. Jurisdiction information: :.- The federal tax identification number is usually a "91-" number. :.- The jurisdiction's statewide vendor (SWV) number is necessary to release funds from the state to the local government. Obtain a SWV number at: www.ofm.wa.oov/isd/vendors/default.asp. :.- A Data Universal Number System (DUNS) number is required for recipients of federal funds. Obtain a DUNS number at: www.orants.oov/applicants/oro step1.isp. :.- Recipients of federal funds must renew their registration in the Central Contractor Registration (CCR) database each year. Further information on CCR is available at www.bpn.oov/ccr. 3. Provide information on the person who will be the county contact for Commerce for the term of the CDBG grant contract. 4. Provide information on the subrecipient community action program that will benefit from the project or receive CDBG funds as a pass through. :.- Write in which of the organization categories apply: Non-Profit, Faith-Based, Institute of Higher Education :.- A Data Universal Number System (DUNS) number is required for subrecipients of federal funds. Obtain a DUNS number at: www.orants.oov/applicants/reouest step1.isp. 5. List the month and day of the applicant's fiscal year from beginning to end. 6. List the county(s) to be served by this grant since some subrecipient agencies serve a multiple county area. 7. List the numbers of the state and congressional districts. 8. Predetermined 9. Predetermined: LMI Limited Clientele, based on the Benefit Table 10. List the project budget for the twelve month CDBG Public Services Grant contract period. :.- List the CDBG amount from the CDBG Public Services Grant Amounts table, includino county administration. :.- CDBG program income is any income generated from the use of a prior or current CDBG award (not just Public Services Grants) that totals at least $25,000 in a calendar year. :.- List the anticipated CSBG amount to be received by the CAP for the July - June contract period. 11. List the unduplicated number of people, people qualifying as LMI, households, and households qualifying as LMI who will benefit from the project. :.- Divide the number of LMI persons by the number of persons to calculate the LMI percentage. The LMI percentage must be at least 51%. :.- Multiply the number of households by the LMI percentage to calculate the number of LMI households. :.- Complete the application's Project Description & Low-and Moderate-Income Benefit Table and then estimate the number of peopie who will benefit from the activities coded as a new service (N) and the number of people who will benefit from activities coded as an increased or improved service (I). 2012 Public Services Grant Application Handbook 13 March 2012 12. Predetermined 13. List the street address, city and zip code of primary location of CAP services (if different than 4.) In some cases, CDBG funds will be used primarily for services offered from a satellite office rather than the CAP main office. 14. List the census tract and block number(s) for the primary location of CAP services, as required by HUD's IDIS database. In some cases, CDBG funds will be used primarily for services offered from a satellite office rather than the CAP main office. This number can be identified by your county planning office or by accessing maps on the US Census website at www.census.oov/oeo/www/maps/DC10GUBlkMap/place/dc10blkst53place.html. 15. The county's Chief Administrative Official or the county official designated in the Certification of Compliance must sign. An original signature must be submitted. 2012 Public Services Grant Application Handbook 14 March 2012 PROJECT DESCRIPTION & LOW- AND MODERATE-INCOME BENEFIT TABLE (See instructioM. on following page) Community action agencies are mandated to address the root causes of poverty and help poor families and individuals retain or regain self-sufficiency. County administration activities are limited to activities necessary to administer the CDBG Public Services Grant in partnership with the local community action program. FO~~[)l?rrl()~~J..:~~L!9:SE~\llceS"A<mVITIES,~rr~PH~NO"ll-lE~COPYOF It-liS PAGE A. Activities B. Level of Service List all service programs to be CDBG funded (N) = New I = Increase Community Action Program N/A County Administration N/A SAMPLES (foilow the instructions on the next page): Rural Senior Meals Program Home Care Training N 2012 Public SelVices Grant Application Handbook C. Method for Ensuring Benefit to LMI Persons *(and only Nonentitlement Residents, if applicable) HUD Special Group: Elderly; nonentitlement areas of county Enrolls Only LMI and verifies nonentitlement address 15 $ $3,000 March 2012 BENEFIT TABLE INSTRUCTIONS To be CDBG eligible, activities/programs listed in this table must describe how the funding will result in low- and moderate-income persons receiving a direct service. The projected number of persons directed served by CDBG-funded pUblic service must be listed in the Project Summary, with more detailed data on these persons reported on the CDBG Public Services Contract Quarterly Beneficiary Reporting Form in the appendix. Column A: List each activity or program to be assisted with CDBG funds Julv -June. ~ Ensure the proposed service activities are eligible based on the lists of eligible and ineligible public service activities found in the General Application Information section. ~ The name of the activity or program should communicate the direct service to be delivered. Do not use general terms such as "linkages" or "outreach" that do not cleariy describe the type of direct service to be funded. Instead, if CDBG is to fund a staff person who provides direct resource referral for primarily lower income clients, then an activity titled Resource Referral Service is acceptable. If a specific outreach program can measure the number of persons directly served by those outreach services, then its name can be listed for CDBG funding. Otherwise, outreach costs to inform lower income persons of a specific program can be an allowable expense along with the program's direct service costs and the name of that program would be listed in the table. ~ To improve accountability, we encourage funds be distributed between fewer activities. Column B: CDBG funds are to support a new service or an increased/improved level of service. For each activity, list either N for NEW or I for INCREASED. See the definitions in the General Application Information section. Public Services Grants must directly target services to lower income persons or benefit a limited number or specific group of people as long as at least 51 % of those served meet LMI standards. This approach for meeting the CDBG LMI National Objective is called LMI Limited Clientele. Column C: Describe the method for ensuring how the benefit to nonentitlement, low- and moderate-income persons will be achieved. Under the HUD's Limited Clientele category, an activity provides a LMI benefit with the use of CDBG funds in the following ways: 1. If an activity exclusively targets persons in one of the HUD-defined special groups, it can be presumed to principally benefit LMI persons. These special groups include: . Abused children . E/derly persons . Illiterate persons . Persons living with A/OS . Battered spouses . Homeless . Migrant farm . Severely disabled adults persons workers OR 2. Information on family size and income is available and shows at least 51 % of the activity's clientele meet and will continue to meet the LMI income criteria. OR 3. Income eligibility requirements limit the activity to LMI persons only. OR under very limited circumstances 4. Be of such nature and location that it may reasonably be concluded that the activity's clientele will primarily be LMI persons. *The following CAPs' regional service areas include COBG entitlement cities: C-OCAC, LCCAC, B-FCAC, OC, SCCAA, CACLMT. Verifying client's address or the location of services are examples of methods for targeting the benefit for only CDBG nonentitlement area residents. 2012 Public Services Grant Application Handbook 16 March 2012 Column D: List the total amount of CDBG awarded to the community action program, as listed in the CDBG Public Services Grant Amounts. 2012 Public Services Grant Appllcation Handbook 17 March 2012 SERVICES BUDGET Purpose: To deliver the direct services listed in the Project Description & LMI Benefit Table. Cost Categories: Staffing $ Include salary & benefits to be documented by payroll records Goods and $ Training costs must be tied to the delivery of the COBG public services service Equipment $ Items costing $300 or more require Commerce pre-approval Travel $ Out-of-state travel requires Commerce pre-approval and follow federal travel per diem Indirect Costs $ Must be tied to a COBG public service through the community action program's approved cost allocation plan $ Must equal the applicable CAP total amount in the 2012 COBG TOTAL Public Services Grant Amounts table (Not to include county administration funds) All costs must be eligible under OMB Circular A-122 and tied to the delivery of/he COBG public service. If unsure, consult Commerce's Contracts Administration Unit Budget Narrative: Describe what is included in the costs. 2012 Public Services Grant Application Handbook 18 March 2012 2012 Public Services Grant Application Handbook 19 March 2012 CITIZEN PARTICIPATION DOCUMENTATION (FOR COBG PUBLIC SERVICES GRANT ONL YI At least one public hearing must be conducted by the county applicant prior to submitting the CDBG application. The public hearing is to obtain citizens' views on community development and housing needs and to receive input on proposed projects under consideration for CDBG funding. Complete this form by following the steps below to meet the CDBG citizen participation requirements and submit with your CDBG application. . Complete/check all Yes or No statements. Check No if not applicable. . Other than the assessment steps, there must be a Yes answer for each step to meet the CDBG citizen participation requirements. . Further instructions, such as paths to census data, are on page 34. . Attach the required documentation to this form with your CDBG application. . .YES NO There is a significant number of non-English speaking residents in the community to require additional outreach steps for the public hearing. D D 1. Using current census data for the local government, locate the percentage of population that speaks English less than "very well". If it is more than 10%, it is reasonable to expect non-English speaking residents could be interested in the public hearing, so check Yes. Otherwise, go to 2. 2. If the beneficiaries of the proposed project will be largely non-English speaking residents (such as a child care facility for farmworker families), then it is reasonable to expect non-English speaking residents could be interested in the public hearing, so check Yes. Otherwise check No. If you check No based on other reasons, state them here: Develop the CDBG public hearing notice by one of the following steps 1. I used the CDBG notice sample on page 35. 2. I received CDBG approval to use a notice with other wording than the CDBG sam Ie. The public hearing notice states the hearing room is handicap accessible and accommodations for persons with s ecial needs will be made u on re uest. Because I answered YES under the ASSESSMENT step above, the notice states an interpreter will be available (even without advance request). D D D D D D D D 2012 Public Services Grant Application Handbook 20 March 2012 .c~~~~;fi~ ,<-.::.<::' ",s..:...,:_<:..':..":<.'-'.'~'.'.:':;m;;y,k,_:"-<,,,'f:{',' .. ".-,;,.):;...," -: -.,- " :-',." ,-,:;:.. ", ':, '-':. The public hearing was held by the applicant local government. Minutes were taken of the pUblic hearing. Both of the following required CDBG handouts were distributed at the public hearing. 1. CDBG Program Fact Sheet 2. CDBG Citizen Partici ation Re ulations Because I answered YES under the ASSESSMENT step above, alternate- 0 0 _I.~n_g,!.@ae_ .,,-eI~i.'2n_s_~J.!h_e_~~g u Jr~9!1. fl.n.d_o~.t ~~r~. p~0.YLd~.9:_._._. _. _. _. _. _. _._. _. _. _._ ._._. . _ ._._. _ _._._._. Spanish versions of the handouts are available in pages 43-45. <?~~:*t~,~~~~~~m~y:';{Y;' .'., A copy of the public hearing notice's affidavit of publication OR a copy of the actual ublished notice from the news a er is attached. Because I answered YES under the ASSESSMENT step above, documentation of the outreach steps taken for non-English speaking residents (such as a copy of 0 the translated notice from the newspaper or public hearing posters in the alternate Ian ua e is attached. The notice is advertised at least one week prior to the hearing date. The notice meets local public hearing notice requirements. Because I answered YES under the ASSESSMENT step above, the notice was advertised in the alternate language (check at least one of the following steps): 1. The notice in the alternative language was published in a newspaper. 2. The public hearing was announced on radio or television station in the alternate language. 3. The notice in the alternate language was posted at location(s) frequented by non-English speaking residents. List location(s): . . ~'Y:ES". ,>,.t:c:c;:,;<-.:"",:,.:",: o o o o :t~. ''-C;\; " ;/ o o o t40 o o o o o o NO o o o "YEs " NO o o o The public hearing minutes are attached. 0 0 -----------------------------------.---------------------------------------------------------------------- ----.--- -------- If the official minutes are not available by the CDBG application due date, instead include a statement from the clerk indicating when the minutes will become available and send the minutes as soon as ossible. A copy of the local government's adopted Grievance Procedure is attached. 0 - - -- -. -.-. - - ---. -. -- ---. -.-. -----. -. - ------. -. - ----. -. --- - -.-. ---. - -- - - - - .--- - - - - ----.-. -- - - - --. ---.-- - - -. ---- -- - - -. -. ---- A sample is available on page 37. The Grievance Procedure can be the local government's complaint process if it meets the standards of the CDBG citizen participation regulations. A Grievance Procedure accepted for a prior CDBG may be attached, if it is still current and a licable. The ADA Grievance Procedure does not a I. The CDBG Certifications of Compliance have been signed certifying the citizen participation requirements have been met. o o 2012 Public Services Grant Application Handbook 21 March 2012 SAMPLE RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE (FOR COBG PUBLIC SERVICES GRANT ONL YI WHEREAS, (Name of county) is applying to the state Department of Commerce for funding assistance; WHEREAS, it is necessary that certain conditions be met as part of the application requirements; WHEREAS, (Name of Chief Administrative Official and title) is authorized to submit this application to the state of Washington on behalf of (Name of county); NOW, THEREFORE, be it resolved that the (Name of county) authorizes submission of this application to the state Department of Commerce to request $(CDBG Public SeNices Grant Amount total, including county and community action program amounts) and any amended amounts to fund public service activities in coordination with (name of community action program), and certifies that, if funded, it: Will comply with applicable provisions of Title I of the Housing and Community Development Act of 1974, as amended, and other applicable state and federal laws; Has provided opportunities for citizen participation comparable to the state's requirements (those described in Section 104(a)(2)(3) of the Housing and Community Development Act of 1974, as amended); has complied with all public hearing requirements and provided citizens, especially low- and moderate-income persons, with reasonable advance notice of, and the opportunity to present their views during the assessment of community development and housing needs, during the review of available funding and eligible activities, and on the proposed activities; Has provided technical assistance to citizens and groups representative of low- and moderate-income persons that request assistance in developing proposals; Will provide opportunities for citizens to review and comment on proposed changes in the funded project and program performance; Will not use assessments against properties owned and occupied by low- and moderate-income persons or charge user fees to recover the capital costs of CDBG-funded public improvements from low- and moderate-income owner-occupants; Will establish a plan to minimize displacement as a result of activities assisted with CDBG funds; and assist persons actually displaced as a result of such activities, as provided in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended; Will conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and the Fair Housing Act, will affirmatively further fair housing (Title VIII of the Civil Rights Act of 1968); has adopted (or will adopt) and enforce a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations; and has adopted (or will adopt) and implement a policy of enforcing applicable state and local laws against physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil rights demonstration within its jurisdiction, in accordance with Section 104(1) of the Title I of the Housing and Community Development Act or 1974, as amended; Certifies to meeting the National Environmental Policy Act (NEPA) through a determination the CDBG- funded public services will not have a physical impact or result in any physical changes and are exempt under 24 CFR 58.34(a), and are not applicable to the other requirements under 24 CFR 58.6; and are categorically exempt under the State Environmental Policy Act (SEPA) per WAC 197-11-305 (2); and 2012 Public Services Grant Application Handbook 22 March 2012 (Name of county) designates (name of county commission chair, county administrator, county official) as the authorized Chief Administrative Official and authorized representative to act in all official matters in connection with this application and (Name of county)'s participation in the Washington State CDBG Program. Signature Date Name Title Attested Date 2012 Public Services Grant Application Handbook 23 March 2012 RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE INSTRUCTIONS The applicant's local legislative body must pass a resolution authorizing the Chief Administrative Official to submit the CDBG application to the Department of Commerce and to certifying compliance with state and federal iaws and specific program requirements. Visit the CDBG website at www.commerce.wa.oov/cdbo under the Management Handbook webpage for the current CDBG contract terms and conditions. Access the electronic version of this resolution provided on the CDBG website under the Public Services Grant webpage, or retype the sample and insert local and project specific information as indicated. This resolution may be reformatted to meet the jurisdiction's requirements for official resolutions. Sionature The resolution must be signed by the county's authorized Chief Administrative Official, and a signed copy must be included with the application. The Chief Administrative Official is the Chair of the Board of County Commissioners or the County Administrator, if applicable. Usino Previous Versions . A resolution that references another project submitted previously for CDBG funding will not be accepted. . A resolution using a prior year version may not be accepted, since new clauses may have been added to this current version that apply to the proposed project. 2012 Public Services Grant Application Handbook 24 March 2012 2012 Public Services Grant Application Handbook 25 March 2012 TITLE VI CERTIFICATION The County of regulations: assures and certifies compliance with the following laws and TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, WHICH STATES: "No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." SECTION 1.4(B)(2}(1) OF THE REGULATIONS OF THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ISSUED PURSUANT TO TITLE VI WHICH REQUIRE: "A recipient, in determining the types of housing, accommodations, facilities, services, financial aid, or other benefits which will be provided under any such program or activity, or the class of persons to whom, or the situations in which, such housing, accommodations, facilities, services, financial aid, or other benefits will be provided under any such program or activity, or the class of persons to be afforded an opportunity to participate in any such program or activity, may not, directly or through contractual or other arrangements, utilize criteria or methods of administration which have the effect of subjecting persons to discrimination because of their race, color, national origin, or have the effect of defeating or substantially impairing accomplishment of the objectives of the program or activity as respect to persons of a particular race, color, or national origin." DEMOGRAPHICS 1. Population in the service area of the county or counties covered in this application 2. Number of Hispanic or Latino residents (of any race) 3. Number of residents by racial origin in the service area: White Native Hawaiian/Pacific Islander Black or African American American Indian/Alaskan NativelWhite Asian AsianlWhite American Indian/Alaskan Native Other This data can be found at the US Census Bureau website at www.factfinder2.census.QoV or use more current data from local or state sources. On the US Census website: . In the "Quick Start" field in the "topic or table name" enter DP05. In the field titled state, county or place; enter the county name and WA. Then click "GO". . Scroll down to the ACS Demographic and Housing Estimates for "2010 ACS 5-year Estimates. . Check the box on the left and click the link to receive the demographic data. Repeat for each county to be served by the CDBG Public Services Grant and total the numbers. The service area population must exclude residents from CDBG entitlement cities located within the cou nty. 2012 Public Services Grant Application Handbook 26 March 2012 1. MINORITY POPULATIONS reported in the service area demographics above are: Scattered throughout the community. Scattered throughout the community, with concentrations in the following areas or neighborhoods: Concentrated in the following areas or neighborhoods: 2. The following opportunities were provided to protected groups to participate in and comment on the design of activities to be undertaken as part of this project (check all that apply): Public hearing to review community development and housing needs Community meeting(s) Community survey Apply to be on a wait list for direct assistance Other: 3. Will all residents of the service area benefit from this COBG project? Yes, all residents of the service area will benefit. Go to 6. _ The following protected group(s) or minority populations will not benefit: 4. The above populations that will not benefit from this COBG project: Will receive similar services provided through existing programs. Go to 6. _ Do not receive simiiar services provided through existing programs. (Brief explanation) 5. For those protected groups that will not benefit from COBG, the following plan identifies a timetable for providing such services in the future. _ No such services are planned for the following reasons: (Brief explanation) _ The plan and timetable are: 6. The following steps will be taken to ensure COBG benefits are offered to all residents and protected groups within the community: (check all that apply) Protected groups will be informed of the opportunity to apply Protected groups will be informed of the availability of programs A community meeting will be heid to inform all residents of benefits resulting from the CDBG project. A final public hearing to receive comment on the CDBG project will be conducted with outreach and accommodation for non-English speaking residents, if applicable. Other: Signature of Chief Administrative Official Date Name of Chief Administrative Official Date This form must be signed by the Chief Administrative Official (mayor, county commission chair, county administrator, city manager, or designated official as authorized by the CDBG Resolution of Certifications of Compliance). Please clearly state the official's name and title. 2012 Public Services Grant Application Handbook 27 March 2012 APPENDICES . Federal Regulation Excerpt: Eligible CDBG Public Services Activities . CDBG Citizen Participation Requirements o Sample Public Hearing Notice o Public Hearing Handout: Federal Citizen Participation Requirements o Public Hearing Handout: CDBG Program Fact Sheet o Sample Grievance Procedure . Sample Subrecipient Agreement . CDBG Public Services Contract Quarterly Beneficiary Reporting Form 2012 Public Services Grant Application Handbook 28 March 2012 2012 Public Services Grant Application Handbook 29 March 2012 FEDERAL REGULATION EXCERPT: ELIGIBLE CDBG PUBLIC SERVICES ACTIVITIES TITLE 24--HOUSING AND URBAN DEVELOPMENT CHAPTER V--OFFICE OF ASSISTANT SECRETARY FOR COMMUNITY PLANNING AND DEVELOPMENT, DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT PART 570_COMMUNITY DEVELOPMENT BLOCK GRANTS Subpart C_ Eligible Activities Sec. 570.201 Basic eligible activities. CDBG funds may be used for the following activities: (e) Public services. 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 (counseling and testing), welfare (but excluding the provision of income payments identified under Sec. 570.207(b)(4)), homebuyer down payment assistance, or recreational needs. To be eligible for CDBG assistance, a public service must be either a new service or a quantifiable increase in the level of an existing service above that which has been provided by or on behalf of the unit of general local government (through funds raised by the unit or received by the unit from the State in which it is located) in the 12 calendar months before the submission of the action plan. (An exception to this requirement may be made if HUD determines that any decrease in the level of a service was the result of events not within the control of the unit of general local government.) 2012 Public Services Grant Application Handbook 30 March 2012 2012 Public Services Grant Application Handbook 31 March 2012 COSG CITIZEN PARTICIPATION Public participation is a COBG requirement. This guide includes detailed information on how to meet the COBG citizen participation requirements. Sample notices and handouts are included. Review ALL the materials with the staff person responsible for public hearings and establish a timeline for completion. You can't start on this aspect of your application too soon. To apply for CDBG funds, a jurisdiction must show it has involved its citizens in the CDBG application process and complied with the specific federal citizen participation requirements outlined in 24 CFR 570.486. The purpose of these activities is to inform residents and decision- makers of the availability of CDBG funds and to provide an opportunity for community members to present potential projects and offer input on proposed projects. If a jurisdiction intends to apply for more than one type of CDBG grant during the same year, it is advisable to contact the CDBG office to discuss how to coordinate these citizen participation and public hearing requirements. THE MINIMUM CITIZEN PARTICIPATION STEPS 1. Conduct at least one public hearing prior to submission of the CDBG application. This hearing must be held at a convenient time and location to encourage citizen participation. 2. Review iocal demographic data to assess if it is reasonable to expect a significant number of non-English speaking residents to participate in the public hearing and advertise and conduct the public hearing in accordance with this assessment. 3. Publish an official announcement of the hearing, providing reasonable advance notice. A sample public hearing notice with required language is provided on a page 35. 4. Distribute CDBG handouts on the availability of CDBG funds and eligible uses, and the CDBG citizen participation regulations at the public hearing. CDBG public hearing handouts are provided, beginning on page 39. 5. Adopt a grievance procedure for the use of CDBG funds. A sample grievance procedure is provided on a following page 37. 6. Complete and submit the Citizen Participation Documentation form with all necessary public hearing documentation as part of your CDBG application. The form is on the pages 19-20. 2012 Public SelVices Grant Application Handbook 32 March 2012 2012 PubliC Services Grant Application Handbook 33 March 2012 CITIZEN PARTICIPATION REQUIREMENTS 1. Public Hearing Logistics What is a Dublic hearino? - A public hearing is a meeting of a governmental body during which the public is invited to the councilor board of county commissioners, who will primarily listen and receive public input, and the comments received go into the public record. A public hearing may be held as part of a regularly scheduled public meeting where official decisions may then be made or where it is elected to make a decision at a subsequent meeting. Do not assume a regular councilor board meeting will meet the public hearing requirement. Who must conduct the hearino? - The applicant county. Although some applications are developed by other community organizations or special districts, these organizations cannot conduct the hearing and have it meet CDBG requirements. When must the hearino be held? - Prior to submission of the CDBG application and within 18 months of the application submittal date. Where must the hearino be held? - The hearing location must be accessible to persons of disability. The location must also be convenient for persons likely impacted by the proposed project. This is particularly relevant for a county proposing a project in a community that is far from the county seat. 2. Public Hearing Notice When must the advance notice be made? A legal notice is generally published at least one week prior to the hearing date. The notice must meet the local public hearing notice requirements. Where must the notice be made? - The hearing must be well advertised, generally in the official local paper. In addition, public notice can be made using community bulletin boards, local newsletters, billing statements, newspaper articles or door-or-door distribution. Residents within those areas in which CDBG funds are proposed to be used, especially the low- and moderate- income persons, should be encouraged to attend or provide comment. What must the notice sav? - A sample notice is provided on page 35. 3. Public Hearing Purpose What must the CDBG hearino cover? - The hearing is to obtain citizens' views and respond to proposals and questions. It must cover community development and housing needs and the availability of CDBG funds. This purpose is supporting by distributing the required CDBG handouts. Distributing additional materials describing the proposed project(s) is advisable. Copies of the CDBG handouts in Spanish are provided on pages 43-45. 4. Meeting the Needs of Non-English Speaking Residents The CDBG public hearing should not be advertised or conducted without first ensuring appropriate outreach and accommodations when a significant number of residents are non- English speaking. General guidance is that if current demographic data show more than 10 percent of the local government's population speaks English less than "very well" or if the proposed project will provide a direct benefit to largely non-English speaking residents, then it is reasonable to expect non-English speaking residents could be interested in attending the public hearing. If this is the assessment, then at a minimum, the public hearing notice and handouts should be in the alternative language and a translator should attend the public hearing. 2012 Public Services Grant Application Handbook 34 March 2012 Of the 17 counties proposed to receive a 2012 CDBG Public Services Grant, the following counties show over 10% of the population speaks English less than very well. Count Lan ua e Percenta e Grant Coun S anish 15.9% Yakima Count S anish 18.3% Data on the number and percent of non-English speaking residents in a jurisdiction can be found on the 2000 Census website at htto://www.factfinder2.census.gov/ by following these directions: 1. In the "Quick Start" field, enter the county name and state. Click "GO" button. 2. In the "topic or table name" box, enter "DP02" then click "GO". 3. Check the box and click onto the link for the "2010 ACS 5-year estimates" to open that dataset. 4. Scroll down to nearly the bottom of the table to the "Language Spoken at Home." 5. Under "Language Other Than English," look for the line labeled "Speak English Less Than Very Well." The data in the "Percent" column is what you need to assess. If the result is over 10% for any single language, then additional outreach and additional accommodations are necessary to encourage participation from non-English speaking residents. Contact the CDBG office for assistance in accessing and interpreting this data. 5. Grievance Procedure What must the orocedure do? - The grievance procedure must provide citizens the address, phone number, and times for submitting complaints and grievances, and provide timely written answers to written complaints and grievances, within 15 working days where practicable. A sample procedure to be adopted is on page 37. 2012 Public Services Grant Application Handbook 35 March 2012 SAMPLE PUBLIC HEARING NOTICE (FOR COBG PUBLIC SERVICES GRANT ONLY) Additional information can be added to these required clauses to meet specific local announcement needs and to encourage participation. If a local government intends to apply for more than one type of CDBG grant during the same year, it is advisable to contact the CDBG office to discuss how to coordinate these citizen participation and public hearing requirements. If the local government's assessment of demographic data shows there is a significant population of non-English speaking residents, then select the applicable accommodation clause below and publicize this notice also in the alternative language. WhereJWhen: NOTICE IS HEREBY GIVEN that a public hearing will be held by the (county board of commissioners) in the (council chambers/hearing room), (location), on (date and time). Purpose Clause: The purpose of the public hearing is to review community development and housing needs, inform citizens of the availability of funds and eligible uses of the state Community Development Block Grant (CDBG), and receive comments on proposed activities, particularly from lower income persons residing in the (name of area) area. Clause describing Up to $ (enter amount to be awardecf) will be available to the (county the availability of name) and the (CAP name) to fund public service activities that principally CDBG funds and benefit low- and moderate-income persons. eligible uses: Comment clause: An overview of the proposed public services will be available for review at the (location - government office and/or agency), (time and date). Comments may also be submitted in writing to (county), (time periocf). (If a 2011 recipient) Comments on the county's and community action program's past 2011 contract performance and use of their 2011 CDBG Public Services Grant will also closeout clause: be received. Select the applicable accommodation clause based on the assessment in your Citizen Participation The (council chamberslhearing room) is handicap accessible. Documentation form: Arrangements to reasonably accommodate special needs, including Standard handicap accessibility or interpreter, will be made upon receiving 24-hour advance notice. Contact (name) at (number, location). Or Or When significant A (insert alternate language) interpreter will be available. The (council number of non- chambers/hearing room) is handicap accessible. Additional arrangements English speaking to reasonably accommodate special needs will be made upon receiving residents 24-hour advance notice. Contact (name) at (number, location). 2012 Public Services Grant Application Handbook 36 March 2012 2012 Public Services Grant Application Handbook 37 March 2012 SAMPLE GRIEVANCE PROCEDURE Note: This grievance procedufa is intended,to serve as a guide and should be favised to faf/eet local Circumstances and to in orate an licable state or loeallaws. 1. Submit complaints in writing to the designated official (such as the county clerk/administrator/executive) for resolution. A record of the complaints and action taken will be maintained. A decision by the designated official will be rendered within 15 working days. 2. If the complaint cannot be resolved to your satisfaction by the designated official, . It will be forwarded to a committee appointed by the governing body. This committee's membership, its ground rules or procedures for hearing complaints, and how the committee can be contacted will be available to the public. The committee will be directed to hear such complaints in an objective, pUblic manner, and after adequate public notice. A written decision will be made within 30 working days. Proceedings of the committee will be recorded and maintained. OR ~ The complaint will be heard and discussed by the governing, elected body at an open, public meeting. A written decision will be made within 30 working days. The decision of the governing body is final. 3. A record of action taken on each complaint will be maintained as a part of the records or minutes at each level of the grievance process. Adopted this day of ,2012. (Signature of Chief Administrative Officer) (Title) Attest: 2012 Public Services Grant Application Handbook 38 March 2012 2012 Public Services Grant Application Handbook 39 March 2012 o Department of Commerce Innovation is in our nature, Community Development Block Grant Program For More Information: John LaRocque Managing Director 360.725.3166 iohn.larocauela>commerce.wa.aov Kaaren Roe Program Manager 360.725.3018 kaaren.roe@commerce.wa.aov Lynn Kohn General Purpose Grant Project Manager 360.725.3042 Ivnn.kohn@commerce,wa.aov Phyllis Cole Planning-Only Grant Project Manager 360.725.4001 ohvllis.cole(a)commerce.wa.aov Laurie Dschaak Grant Specialist 360.725.5020 laurie,dschaak@commerce.wa.aov Debra Beavin Business Loans Manager 360.725.4046 debra, beavin@commerce.wa.aov 2012 amounts are proposed Introduction The Washington State Community Development Block Grant (CDBG) program provides funds on a competitive basis for public facilities, community facilities, economic development, affordable housing, public services and planning projects that principally benefit low- and moderate- income households. Since 1982, the Washington State CDBG Program has distributed and managed over $433 million from the U.S. Department of Housing and Urban Development (HUD). With this funding, the CDBG Program improves the economic, social and physical environment of eligible, rural cities and counties to enhance the quality of life for low- and moderate- income residents, and as a result, make a difference for the entire community. 2012 Funding Set-Asides In 2012, approximately $13 million in federal CDBG funds will be awarded to Washington State. It is proposed that funds be distributed as follows: . General Purpose Grants $11,000,000 Contact: Lynn Kohn Annual grant cycle during which eligible applicants may request up to $1 million for public facilities, community facilities, housing rehabilitation, or economic development projects principally benefiting low- and moderate-income persons. Application materials are released in November 2011, with applications due by March 1, 2012 and awards announced by early June 2012. . Planning-Only Grants $500,000 Contact: Phyllis Cole Grants support a range of planning activities that lead to implementation of priority projects for eligible small communities and rural counties. Funding levels vary by type of project, with the maximum grant for a single jurisdiction at $35,000. Joint planning efforts may receive up to $40,000. Application materials are released in April and can be submitted year round beginning May 2012, with first awards announced by July 2012 and ongoing until all funds have been awarded. 40 March 2012 2012 Public Services Grant Application Handbook o Housing Enhancement Grants $100,000 Contact: Kaaren Roe Companion funds to support priority applications submitted to the Washington State Housing Trust Fund, which fund necessary off-site infrastructure or community facility components of the affordable housing project. o Imminent Threat Grants $150,000 Contact: Lynn Kohn Provides funds to address unique emergencies posing a serious and immediate threat to public health and safety on a funds availability basis. Upon formal Declaration of Emergency and completion of an Imminent Threat grant application, costs can be covered for a temporary repair or solution while funding for a permanent fix is secured. o Public Services Grants $1,572,612 Contact: Kaaren Roe Provides funds up to 17 eligible counties and community action agencies to fund new or expanded direct services for persons with low- and moderate- incomes. o CDBG Economic Development Loans $12,000,000 Contact: Debra Beavin Provides eligible jurisdictions with short-term loans for economic development/job creation financing on CDBG-eligible activities meeting a HUD National Objective. Applications may be submitted after adoption of the 2012 Action Plan. o Float Loan - Economic Development/Job Creation o Rural Washington Loan Fund o HUD Section 108 Guarantee Loans HUD National Objectives CDBG project activities must meet one of three HUD National Objectives: o Principally benefits low-and moderate-income persons . Aids in the prevention or elimination of slums or blight . Addresses imminent threat to public health or safety CDBG Eligibility Guidelines o Eligible applicants are Washington State cities and towns with less than 50,000 in population or counties with less than 200,000 in population that are non-entitlement jurisdictions and are not participants in a HUD Urban County Entitlement Consortium. o Non-profit organizations, Indian tribes, pUblic housing authorities, port districts, community action agencies, and economic development councils, are not eligible to apply directly to the CDBG Program for funding, but may be partners in projects and subrecipients of funding through eligible jurisdictions. o Applicants may submit one request per fund each program year. Exception: A local government can apply for a second General Purpose Grant if one application is for microenterprise assistance. 2012 Public Services Grant Application Handbook 41 March 2012 Federal Citizen Participation Requirements for Local Government Applicants to the State COSG Program Federal ReQulations 24 CFR 570.486 (a) (a) Citizen participation requirements of a unit of general local government. Each unit of general local government shall meet the following requirements as required by the state at Sec. 91.115(e) of this title. (I) Provide for and encourage citizen participation, particularly by low and moderate income persons who reside in slum or blighted areas and areas in which CDBG funds are proposed to be used; (2) Ensure that citizens will be given reasonable and timely access to local meetings, information, and records relating to the unit of local government's proposed and actual use of CDBG funds; (3) Furnish citizens information, including but not limited to: (i) The amount of CDBG funds expected to be made available for the current fiscal year (including the grant and anticipated program income); (ii) The range of activities that may be undertaken with the CDBG funds; (iii) The estimated amount of the CDBG funds proposed to be used for activities that will meet the national objective of benefit to low and moderate income persons; and (iv) The proposed CDBG activities likely to result in displacement and the unit of general local government's anti-displacement and relocation plans required under Sec. 570.488. (4) Provide technical assistance to groups representative of persons of low and moderate income that request assistance in developing proposals in accordance with the procedures developed by the state. Such assistance need not include providing funds to such groups; (5) Provide for a minimum of two public hearings, each at a different stage of the program, for the purpose of obtaining citizens' views and responding to proposals and questions. Together the hearings must cover community development and housing needs, development of proposed activities and a review of program performance. The public hearings to cover community development and housing needs must be held before submission of an application to the state. There must be reasonable notice of the hearings and they must be held at times and locations convenient to potential or actual beneficiaries, with accommodations for the handicapped. Public hearings shall be conducted in a manner to meet the needs of non-English speaking residents where a significant number of non-English speaking residents can reasonably be expected to participate; (6) Provide citizens with reasonable advance notice of, and opportunity to comment on, proposed activities in an application to the state and, for grants already made, activities which are proposed to be added, deleted or substantially changed from the unit of general local government's application to the state. Substantially changed means changes made in terms of purpose, scope, location or beneficiaries as defined by criteria established by the state. (7) Provide citizens the address, phone number, and times for submitting complaints and grievances, and provide timely written answers to written complaints and grievances, within 15 working days where practicable. 2012 Public Services Grant Application Handbook 42 March 2012 2012 Public Services Grant Application Handbook 43 March 2012 O Department of Commerce Innovation is in our nature. Subvencion Global Para Desarrollo Comunitario Para obtener mas Infonnaci6n: John LaRocque Executive Director 360.725.3166 iohn.larocoue@commerce.wa.aov Kaaren Roe CDBG Program Lead 360.725.3018 kaaren .roe@commerce.wa.aov Lynn Kohn General Purpose Grant Project Manager 360.725.3042 Ivnn.kohn@commerce.wa.aov Phyllis Cole Planning-Only Grant Project Manager 360.725.4001 phvllis.cole@commerce.wa.aov Laurie Dschaak CDBG Contract Assistant 360.725.5020 laurie.dschaak@commerce.wa.aov 2012 Cantidades son propuestos y actualmente basado en la asignaci6n de fondos del HUD 2012 para el estado. www.commerce.wa.aov/cdba Introducci6n: EI program a de Subvenci6n Global para Desarrollo Comunitario del Estado de Washington (CDBG) proporciona fondos sobre una base competitiva para instalaciones de la comunidad y publicas, desarrollo econ6mico. viviendas asequible, servicios publicas y proyectos de planificaci6n que benefician principal mente a 105 hogares de ingresos bajos y moderados. Desde 1982, el programa de CDBG del Estado de Washington ha distribuido y administrado mas de 433 millones de d61ares de 105 Estados Unidos departamento de vivienda y desarrollo urbano (HUD). Con este financiamiento, el programa CDBG mejora el entorno econ6mico, social y fisico de las ciudades rurales elegibles y condados para mejorar la calidad de vida para 105 resldentes de ingresos bajos y moderados y en consecuencia, hacer una diferencia para toda la comunidad. 2012 Fondos Reservados En 2012, aproximadamente 13 millones de d61ares en fondos federales de CDBG se otorgara al Estado de Washington. Se propone que los fondos serian distribuidas como sigue: . Concesi6n de Prop6sito General $11,000,000 Contacto: Lynn Kohn Cicio anual de concesi6n durante el cuallos solicitantes elegibles pueden solicitar hasta $1 mill6n para las instalaciones publicas, centros comunitarios. proyectos de rehabilitaci6n de viviendas, 0 de desarrollo econ6mico, principalmente beneficiando a personas de ingresos bajos y moderados. Materiales de la solicitud se public6 en Noviembre de 2011, con aplicaciones por el1 de Marzo de 2012, y los premios anunciados a principios de Junio de 2012. . Concesi6n para Planificaci6n Solamente $500,000 Contacto: Phyllis Cole Becas de apoyo a una amplia gama de actividades que conducen a la realizaci6n de proyectos prioritarios para pequeAas comunidades elegibles y condados rurales de planificaci6n. Niveles de financiaci6n varian segun el tipo de proyecto, con el subsidio maximo para una sola jurisdicci6n en $35,000. Los esfuerzos de planificaci6n conjunta puede recibir hasta $40,000. Materiales de aplicaci6n son liberados en abril y puede ser presentado durante todo el aAo desde Mayo de 2012, con primeros premios anunciados en Julio de 2012 y en curso hasta que todos 105 fondos se han concedido. . Concesi6n para Mejora de la Vivienda $100,000 Contacto: Kaaren Roe Fondos de acompaAante para soportar aplicaciones de prioridad enviadas a Washington estado vivienda Fondo Fiduciario, que financian infraestructura fuera necesaria 0 componentes de servicio comunitario del proyecto de vivienda asequible. 2012 Public Services Grant Application Handbook 44 March 2012 . Concesi6n de Amenaza Inminente $150,000 Contacto: Kaaren Roe Proporciona fondos para atender las emergencias unico que plantea una amenaza grave e inmediata para la salud publica y la seguridad en la disponibilidad de fondos. La declaracion formal de Emergencia y la terminacion de un peligro inminente solicitud de subvencion, los costos pueden ser objeto de una reparacion 0 solucion temporal mientras que el financiamiento para una solucion permanente esta asegurado. . Concesi6n para Servicios Publicos $1,572,612 Contacto: Contacto: Kaaren Roe Proporciona fondos para los 17 condados elegibles y agencias de accion comunitaria para financiar servicios directos nuevos 0 ampliados para las personas con ingresos bajos y moderados. . Portafolio de Emprestito Comercial-CDBG $12,000,000 Contacto: Debra Beavin Proporciona jurisdicciones elegibles con prestamos a corto plazo para el desarrollo economico 0 financiacion la creacion de empleo en las actividades de CDBG una reunion de HUD Objetivo Nacional. Las solicitudes pueden presentarse despues de la adopcion del Plan de Accion 2011. . Prestamos Flotantes . Los prestamos del Fondo Rural de Prestamos de Washington Garantfa de Prestamos bajo la Seccion 108, por medio de HUD HUD Objetivos Nacionales Las actividades de proyectos de HUD CDBG de objetivos nacionales deben cumplir uno de ios tres objetivos nacionales de HUD: . Beneficia principalmente a las personas de ingresos bajos y moderados . Ayudas en la prevencion 0 eliminacion de barrios pobres y insalubres 0 tizon . Enfrenta una amenaza inminente para la seguridad 0 la salud publica Guia de Elegibles . Los solicitantes elegibles son ciudades y pueblos del estado de Washington con poblaciones menores de 50,000 0 condados con poblaciones menores de 200,000 que son jurisdicciones que no reciben asistencia financiera directa 0 no son participantes en un Consorcio de Asistencia Financiera Directa del Condado Urbano de HUD. . Naciones indias y organizaciones con propositos especiales, tales como autoridades de hogares publicos, estritos portuarios, agencias de accion a la comunidad y consejos de desarrollo economico, no califican para solicitar directamente financiamiento al Programa de CDBG. Sin embargo, jurisdicciones que si califiquen pueden optar por incluir naciones indias 0 otras organizaciones en actividades financiadas por una subvencion. . Los solicitantes pueden presentar una solicitud en cad a cicio del financiamiento. La excepcion es los solicitantes de asistencia micoenterprise pueden presentar dos. 2012 Public Services Grant Application Handbook 45 March 2012 Reuisitos de Participaci6n Ciudadana Federal Para Solicitantes del Gobierno Local al programa de COSG Regulacion Federal 24 CFR 570.486(a) (a) Requisitos de participacion ciudadana de una unidad general del gObiemo local. Cad a unidad general del gobierno local, debe cumplir los siguientes requisitos como es solicitado por el estado, en el Sec. 91.115(e) de este articulo. (1) Contribuir y motivar ala participacion ciudadana, particularmente en personas de recursos bajos y moderardos quienes residen en condiciones precarias 0 areas insalubres y areas donde el Programa de CDBG tiene como objetivo apoyar con financiamiento; (2) Asegurar que los ciudadanos tengan acceso oportuno y suficiente a reuniones locales, informacion y estadisticas relacionadas a la unidad de gobierno local que ha side propuesta 0 que utiliza 105 fondos de financiamiento del programa de CDBG; (3) Proveer informacion a los ciudadanos, incluyendo: i. La cantidad de financiamientos del de CDBG que se espera sea otorgada en el ano fiscal en curso (incluyendo las subvenciones y los ingresos anticipados del programa): Ii. EI tipo de actividades probables a lIevarse a cabo con el financiamiento del de CDBG: Iii. La cantidad estimada de financiamientos del de CDBG propuesta para ser usada en actividades que cumpliran con 131 objetivo nacional de beneficiar a personas de bajos recursos economicos; y Iv. Las actividades propuestas del programa de CDBG que son probables de resultar declinadas y la unidad general de gobierno y 105 planes de reemplazo requeridos bajo el Sec. 570.488 (4) Proveer asistencia tecnica a grupos representativos de personas de bajos y moderados recursos que soliciten ayuda en el desarrollo de sus propuestas de acuerdo con el procedimiento desarrollado por el estado. Dicha asistencia no incluye proveer financiamiento a tales grupos; (5) Participar en un minimo de dos audiencias publicas, cada una en diferentes eta pas del programa, con el proposito de obtener puntos de vista de los ciudadanos y responder a propuestas y preguntas. La audiencia en conjunto debe cubrir las necesidades de casa y desarrollo en la comunidad, desarrollo de actividades propuestas y la revision del cumplimiento del programa. La audiencia publica que cubre el desarrollo de la comunidad y las necesidades de casa debe ser lIevada a cabo en la fecha y lugares convenientes a beneficiarios actuales a potenciales, con lugares accesibles para discapacitados. Las audiencias publicas deben lIevarse a cabo de cierta forma que cumplan las necesidades de residentes que no hablen Ingles ya que se espera que un numero razonable de estos participe en el programa. (6) Informar a los ciudadanos con suficiente anticipacion, y oportunidad de comentar al respecto, sobre actividades propuestas en solicitud al estado y, por subvenciones ya efectuados, actividades que sean propuestas para agregarse, eliminarse a ser cambiadas substancialmente de la solicitud de unidad general de gobiernos locales al estado. Cambiadas substancialmente significa que 105 cambios sean en terminos de objetivo, alcance, lugar 0 beneficiario, como es definido bajo el criterio establecido por el estado. (7) Proveer a los ciudadanos la direccion, el telefono y las fechas y horario para entregar quejas y objeciones, y proveer oportunas respuestas por escrito a quejas entregadas por escrito, dentro de 105 primeros 15 dias habiles, cuando asi pueda aplicarse. 2012 Public Services Grant Application Handbook 46 March 2012 2012 Public Services Grant Application Handbook 47 March 2012 SUBRECIPIENT AGREEMENT FOR COBG PUBLIC SERVICES THIS AGREEMENT is between the local government CDBG recipient <insert county name> (herein called the Local Government) and <insert community action program name> (herein called the Subrecipient) for public services funded by the state Community Development Block Grant (CDBG) Program. As the Washington State Department of Commerce (Commerce) is authorized by the federal Department of Housing and Urban Development (HUD) to provide funds to units of local government selected to undertake and carry out certain activities and projects under the Washington State CDBG Program in compliance with all applicable local, state, and federal laws, regulations and policies; and As the Local Government has applied for and received a CDBG award, contract number to fund public services; and As it benefits the Local Government to engage the Subrecipient to accomplish the Scope of Work and the objectives of the local CDBG project; The parties agree that: 1. SCOPE OF WORK A. Local Government Responsibilities The Local Government is responsible for administration of the CDBG contract, and ensuring CDBG funds are used in accordance with all program requirements [(24 CFR 570.501 (b)] and its CDBG contract with Commerce referenced above. The Local Government will provide such assistance and guidance to the Subrecipient as may be required to accomplish the objectives and conditions set forth in this Agreement. B. Subrecipient Responsibilities The Subrecipient shall complete in a satisfactory and proper manner as determined by the Local Government the tasks described in the attached Scope of Work and Budget to accomplish the objectives of the CDBG project. The Subrecipient will periodically meet with the Local Government to review the status of these tasks. 2. TIME OF PERFORMANCE The time of performance for this Agreement will begin the date the parties sign and complete execution of this agreement for funding available as of the effective date established by the Local Government's CDBG contract, and will be in effect for the time period during which the Subrecipient remains in control of CDBG funds or other CDBG assets. 3. BUDGET The Subrecipient shall follow the budget approved by Commerce and the Local Government and attached to this Agreement. The Local Government may require a more detailed budget breakdown, and the Subrecipient shall provide such supplementary budget information in a timely fashion in the form and content prescribed by the Local Government. Any amendments to the budget must first be determined by the Local Government as consistent with its CDBG contract with Commerce and then approved in writing by the Local Government and the Subrecipient. 2012 Public Services Grant Application Handbook 48 March 2012 4. PAYMENT The Local Government shall reimburse the Subrecipient in accordance with the public services payment procedures provided by the CDBG Program for all allowable expenses agreed upon by the parties to complete the Scope of Work. Reimbursement under this agreement will be based on billings, supported by appropriate documentation of costs actually incurred. It is expressly understood that claims for reimbursement will not be submijted in excess of actual, immediate cash requirements necessary to carry out the purposes of the Agreement. Funds available under this Agreement will be utilized to supplement rather than supplant funds otherwise available. The Local Government may pay the Subrecipient for overtime, extra-pay shifts, and multi-shift work only with prior approval. Exceptions are as follows: 1) When necessary to cope with emergencies, such as those resulting from accidents, natural disasters, breakdowns of equipment, or occasional operational bottlenecks of a sporadic nature. 2) When employees are performing indirect functions, such as administration, maintenance, or account. 3) In the performance of tests, laboratory procedures, or other similar operations which are continuous in nature and cannot reasonably be interrupted or otherwise completed. 4) When lower overall cost to the federal Government will result. It is understood that this Agreement is funded in whole or in part with CDBG funds through the Washington State CDBG Program as administered by Commerce and is subject to those regulations and restrictions normally associated with federally-funded programs and any other requirements that the state may prescribe. 5. PERFORMANCE MONITORING The Local Government will monitor the performance of the Subrecipient as outlined in the attached Scope of Work by tracking project progress, reviewing payment requests for applicable costs, managing the timely pass-through of CDBG funds, overseeing compliance with CDBG requirements, and ensuring recordkeeping and audit requirements are met. Substandard performance as determined by the Local Government will constitute noncompliance with this Agreement. If action to correct such substandard performance is not taken by the Subrecipient within a reasonable period of time after being notified by the Local Government, contract suspension or termination procedures will be initiated. 6. SPECIAL CONDITIONS [This section of the Agreement can be used by Local Government to include special conditions specific to the particular activity or individual Subrecipient.] 7. GENERAL CONDITIONS A. General Compliance The Subrecipient agrees to comply with: a) The requirements of Title 24 of the Code of Federal regulations, Part 570 (HUD regulations concerning CDBG); and b) All other applicable Federal, state and local laws, regulations, and policies, governing the funds provided under this Agreement. 2012 Public Services Grant Application Handbook 49 March 2012 B. COBG National Objective The Subrecipient certifies the activities carried out under this Agreement will meet a COBG Program National Objective as defined in 24 CFR 570.208. C. "Independent Contractor" Nothing contained in this Agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Subrecipient shall at all times remain an "independent contractor" with respect to the services to be performed under this Agreement. The Local Government shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Workers' Compensation Insurance, as the Subrecipient is an independent contractor. O. Hold Harmless The Subrecipient shall hold harmless, defend and indemnify the Local Government from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the Subrecipient's performance or nonperformance of the services or subject matter called for in this Agreement. E. Workers' Compensation The Subrecipient shall provide Workers' Compensation Insurance Coverage for all of its employees involved in the performance of this Agreement. F. Insurance & Bonding The Subrecipient shall carry sufficient insurance coverage to protect contract assets from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to cash advances from the Local Government. G. Funding Source Recognition The Subrecipient shall insure recognition of the roles of Commerce, the WA State COBG program, and the Local Government in providing services through this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be prominently labeled as to funding source. In addition, the Subrecipient will include a reference to the support provided herein in all publications made possible with funds made available under this Agreement. H. Amendments The Local Government or Subrecipient may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, and are executed in writing, signed by a duly authorized representative of each organization, and approved by the Local Government's governing body. Such amendments shall not invalidate this Agreement, nor relieve or release the Local Government or Subrecipient from its obligations under this Agreement. I. Suspension or Termination In accordance with 24 CFR 85.43, the Local Government may suspend or terminate this Agreement if the Subrecipient materially fails to comply with any terms of this Agreement, which include (but are not limited to) the following: 2012 Public Services Grant Application Handbook 50 March 2012 a) Failure to comply with any of the rules, regulations or provisions referred to herein, or such statues, regulations, executive orders, and HUD guideiines, policies or directives as may become applicable at any time; b) Failure, for any reason, of the Subrecipient to fulfill in a timeiy and proper manner its obligations under this Agreement. c) Ineffective of improper use of funds provided under this Agreement; or d) Submission by the Subrecipient to the Local Government reports that are incorrect or incomplete in any material respect. In accordance with 24 CFR 85.44, this Agreement may also be terminated for convenience by either the Local Government or the Subrecipient, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if in the case of a partial termination, the Local Government determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the Local Government may terminate the award in its entirety. 8. ADMINISTRATIVE REQUIREMENTS A. Financial Management 1. Accounting Standards The Subrecipient agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 2. Cost Principles The Subrecipient shall administer its program in conformance with OMB Circulars A-122, "Cost Principles for Non-Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 3. Dupiication of Costs The Subrecipient certifies that work to be performed under this Agreement does not duplicate any work to be charged against any other contract, subcontract or other source. B. Documentation and Record Keeping 1. Records to be Maintained The Subrecipient shall maintain all records required by the Federal regulations specified in 24 CFR 570.506 that are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to; a) Records providing a full description of each activity undertaken; b) Records demonstrating that each activity undertaken meets one of the National Objectives of the CDBG program; c) Records required to determine the eligibility of activities; d) Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with CDBG assistance; e) Records documenting compliance with the civil rights components of the CDBG program; f) Financial records as required by 24 CFR 570.502, and 24 CFR 84.21-28; g) Other records necessary to document compliance with Subpart K of 24 CFR Part 570. 2012 Public Services Grant Application Handbook 51 March 2012 2. Access to Records and Retention All such records and all other records pertinent to this agreement and work undertaken under this agreement shall be retained by the Subrecipient for a period of six years after final audit of the Local Government's COSG contract, unless a longer period is required to resolve audit findings or litigation. In such cases, the Local Government shall request a longer period of record retention. 3. Audits and Inspections All Subrecipient records with respect to any matters covered by this Agreement shall be made available to the Local Government, Commerce, and duly authorized officials of the state and federal government, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days after receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit requirernents will constitute a violation of this Agreernent and may result in the withholding of future payments. The Subrecipient hereby agrees to have an annual agency audit conducted in accordance with current Local Government policy concerning subrecipient audits and OMS Circular A-133. The Catalog of Federal Oomestic Assistance (CFOA) number is 14.228. C. Reporting and Payment Procedures 1. Program Income The Subrecipient shall report annually all program income (as defined at 24 CFR 570.500(a)) generated by activities carried out with COSG funds made available under this Agreement. The use of program income by the Subrecipient shall comply with the requirements set forth at 24 CFR 570.504. 2. Periodic Reports The Subrecipient, at such times and in such forms as the Local Government may require, shall furnish the Local Government such periodic reports as it may request pertaining to the work or services undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Agreement. O. Use and Reversion of Assets The use and disposition of real property and equipment under this Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503, 570.504, as applicable, which include but are not limited to the following: 1. The Subrecipient shall transfer to the Local Government any COSG funds on hand and any accounts receivable attributable to the use of funds under this Agreement at the time of expiration, cancellation, or termination. 2. Real property under the Subrecipient's control that was acquired or improved, in whole or in part, with funds under this Agreement in excess of $25,000 shall be used to meet one of the COSG National Objectives pursuant to 24 CFR 570.208 until ten (10) years after the contract between Commerce and the Local Governrnent is closed. If the Subrecipient fails to use COSG-assisted real property in a manner that rneets a COSG National Objective for this 10- 2012 Public Services Grant Application Handbook 52 March 2012 year period of time, the Subrecipient shall pay the Local Government an amount equal to the current fair market value of the property less any portion of the value attributable to expenditures of non-CDBG funds for acquisition of, or improvement to, the property after the CDBG program's approval. Such payment shall constitute program income to the Local Government. The Subrecipient may retain real property acquired or improved under this Agreement after the expiration of the ten-year period. 3. In cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the proceeds shall be program income. Equipment not needed by the Subrecipient for activities under this Agreement shall be (a) transferred to the Local Government for CDBG- eligible activities as approved by the CDBG program or (b) retained after compensating the Local Government. 9. PERSONNEL & PARTICIPANT CONDITIONS A. Civil Rights Title VI of the Civil Rights Act of 1964: Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, creed, religion, sex or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. Section 109 of the Housing and Community Development Act of 1974: No person in the United States shall on the grounds of race, color, creed, religion, sex or national origin be excluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title. Age Discrimination Act of 1975, as Amended No person shall be excluded from participation, denied program benefits, or subjected to discrimination on the basis of age under any program or activity receiving federal funding assistance. (42 U.S.C. 610 et. seq.) Section 504 of the Rehabilitation Act of 1973, as Amended No otherwise qualified individual shall, solely by reason or his or her disability, be excluded from participation (including employment), denied program benefits, or subjected to discrimination under any program or activity receiving Federal funds. (29 U.S,C. 794) Public Law 101-336, Americans with Disabilities Act of 1990 Subject to the provisions of this title, no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of a public entity, or be subjected to discrimination by any such entity. B. Section 3 of the Housing and Community Development Act of 1968 Compliance in the Provision of Training, Employment, and Business Opportunities: 1. The work to be performed under this agreement is on a project assisted under a program providing direct federal financial assistance from HUD and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S,C. 1701u. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower-income residents of the project area; and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part, by persons residing in the area of the project. 2012 Public Services Grant Application Handbook 53 March 2012 2. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of HUD set forth in 24 CFR 135, and all applicable rules and orders of HUD and Commerce issued there under prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability that would prevent them from complying with these provisions. 3. The Subrecipient will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. 4. The Subrecipient will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant, or recipient of federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of HUD, 24 CFR Part 135. The Subrecipient will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract, unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. 5. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of HUD and Commerce issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements shall subject the applicant, or recipient, its consultants and subcontractors, its successors and assigned to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. C. Conduct 1. Assignability The Subrecipient shall not assign or transfer any interest in this Agreement without the prior written consent of the Local Government thereto; provided, however, that claims for money due or to become due to the Subrecipient from the Local Government under this contract may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Local Government and Commerce. 2. Conflict of Interest No member of the Local Government's governing body and no other public official of such locality, who exercises any functions or responsibilities in connection with the planning or carrying out of the project, shall have any personal financial interest, direct or indirect, in this agreement; and the Subrecipient shall take appropriate steps to assure compliance. The Subrecipient agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which includes maintaining a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. The Subrecipient covenants that its employees has no interest and shall not acquire interest, direct or indirect, in the study area or any parcels therein or any other interest which would conflict in any manner or degree with the performance of services hereunder. The Subrecipient further 2012 Public Services Grant Application Handbook 54 March 2012 covenants that in the performance of this Agreement, no person having such interest shall be employed. 3. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions a) The lower tier contractor certifies, by signing this contract that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. b) Where the lower tier contractor is unable to certify to any of the statements in this contract, such contractor shall attach an explanation to this contract. c) The contractor further agrees by signing this contract that it will not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voiuntarily excluded from participation in this covered transaction. D. Copyright If this Agreement results in any copyrightable material or inventions, the Local Government and/or Commerce reserves the right to royalty-free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work or materials for governmental purposes. E. Religious Activities The Subrecipient agrees that funds provided under this Agreement will not be utilized for inherently religious activities prohibited by 24 CFR 570.2000), such as worship, religious instruction, or proselytization. 10. SEVERABILITY If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. 11. PERFORMANCE WAIVER The Local Government's failure to act with respect to a breach by the Subrecipient does not waive its right to act with respect to subsequent or similar breaches. The failure of the Local Government to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. 2012 Public Services Grant Application Handbook 55 March 2012 12. ENTIRE AGREEMENT This Agreement constitutes the entire agreement between the Local Government and the Subrecipient for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the Local Government and the Subrecipient with respect to this Agreement. The attachments to this Agreement are identified as follows: Attachment #1, Scope of Work & Budget, consisting of _ pages. Attachment #2, CDBG Contract, consisting of _ pages. IN WITNESS WHEREOF, the Local Government and the Subrecipient have executed this agreement as of the date and year last written below. <name of Local Government> <name of Subrecioient> By By Title Title Date Date Approved As To Legal Form: Attorney 2012 Public Services Grant Application Handbook 56 March 2012 Attachment #1 - Scope of Work & Budget SCOPE OF WORK A. Service Proorams NOTE: List the specific public service activities from the CDBG application's Project Description & Low- and Moderate-Income Benefit Table, or reference the CDBG application's Project Description & Low- and Moderate- Income Benefit Table. B. Periodic Reports 1. Quarterly Beneficiary Reporting Forms with data on the use of CDBG funds, including the number of: . Persons served; . Low- and moderate-income persons served; . Persons with new access to a service; and . Persons with increased/improved access to a service. 2. No more than monthly and no less than quarterly, A-19 Invoice Vouchers with a written narrative report on the services and expenditures funded by CDBG as back-up documentation of the CDBG reimbursement payment request. 3. Other: C. Local Government Oversioht Plan 1. Review and approval authority for each payment request for CDBG reimbursement. 2. Annual on-site monitoring visit. 3. Receipt and review of community action agency's annual audit report, Management Letter (if received), and any documentation of any CDBG-related findings. 4. Annual public hearing to receive input on program performance. 2012 Public Services Grant Application Handbook 57 March 2012 BUDGET NOTE: Complete the budget based on the cDBG application's Services Budget, or reference the cDBG application's Services Budget. Cost Categories: Staffing $ Include salary & benefits to be documented by payroll records Goods and services $ Training costs must be tied to the delivery of the cDBG public service Equipment $ Items costing $300 or more require Commerce pre-approval Travel $ Out-of-state travel requires Commerce pre-approval and follow federal travel Der diem Indirect Costs $ Must be tied to a cDBG public service through the agency's approved costallocationDlan. $ Must equal the budget amount listed for public services in the cDBG TOTAL contract between the Local Government and Commerce. (Not to include county administration funds.) All costs must be eligible under OMB Circular A-122 and tied to the delivery of the cDBG public service. If unsure, consult Commerce's Contracts Administration Unit. Budget Narrative: Describe what is included in the costs. 2012 Public Services Grant Application Handbook 58 March 2012 Attachment #2 - CDBG Contract between Commerce and Local Government: To be attached. 2012 Public Services Grant Application Handbook 59 March 2012 CDBG PUBLIC SERVICES CONTRACT QUARTERLY BENEFICIARY REPORTING FORM This report is due on April 30 (for 1" qtr.), July 30 (for 2nd qtr.), OCt. 30 (for 3"' qtr) and Jan. 30, 2011 (for 4th qtr.) FOR EXAMPLE ONLY - Not a necessary to submit this form in the 2012 application Grantee: Forward one co Grantee Name: Subrecipient Name: Reporting Period - 2010: to our contract mana er at the Contracts Administration Pro am - Retain one co CDBG Contract No: CDBG Project Title: Address: o \" Quarter (Jan.-March) 0 2 Quarter (April-June) 0 3 Quarter (July-September) 04 Quarter (Oct.-Dec.) WHITE BLACK/AFRICAN AMERICAN ASIAN AMERICAN INDIAN/ALASKAN NATIVE NATIVE HAWAIIAN/OTHER PACIFIC ISLANDER AMERICAN INDIAN/ALASKAN NATIVE AND WHITE ASIAN AND WHITE BLACK/AFRICAN AMERICAN AND WHITE AMERICAN INDIAN/ALASKAN NATIVE & BLACK/AFRICAN AMERICAN OTHER MULTI-RACIAL TOTALS HISPANIC" = HUD HAS DESIGNATED HISPANIC AS AN ETHNIC GROUP. A PERSON CAN BE IDENTIFIED PS BOTH A MEMBER OF A RACIAL GROUP AND AN ETHNIC GROUP. BUT CANNOT BE DESIGNATED ONLY AS AN ETHNIC GROUP Please provide a narrative explanation of the public services provided (Le., 150 meals provided to senior citizens, drug counseling provided to 25 people, etc.) Signature Date of Signature I certifY that all CDBG funds expended for personnel costs are directly attributed to CDBG eligible activities. Name, affiliation and phone number of person completing or signing this form: 2012 Public Services Grant Application Handbook 60 March 2012 Instructions: No Voucher will be paid unless your quarterly reports are up to date. This form should be completed by the contract subrecipient (CAC) and sent to the CDBG Grantee (county). The CDBG Grantee (county) should send this form to the CAU project manager. Item 1: Unduplicated Count of Persons Assisted Reporting Period: Insert the unduplicated number of clients served during the reporting period. Unduplicated means that one person served by your agency is counted once during the calendar year. You may report only those persons for whom you maintain written records. This record must be established at the time the person is first served by your agency. Race: Insert the ethnicity for the unduplicated clients served during this reporting period. When completing this section, if the individual is not Hispanic or Latino, use the fIrst column labeled #Total. If the individual is Hispanic, use the fIrst column to identifY race (which gives us a total), then count the individual in the second column, which is a subset ofthe fIrst colunm. Single Head of Household; Elderly, and Disabled: Insert the unduplicated number of single female head of households with dependents/children served during the reporting period. Insert the unduplicated number of Elderly and Disabled, if your agency tracks this data. Ifservices are provided to "Elderly" populations with CDBG funds, it is expected that your agency will track this data Income: Insert the unduplicated clients (not households) served who are Moderate Income (51-80%). Low-Income (31-50%) and Extremely Low-Income (0. 30%). 2012 Public Services Grant Application Handbook 61 March 2012 Regular Agenda 10:15 a.m. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Deputy Clerk of the Board DATE: June 11, 2012 SUBJECT: HEARING re: Community Development Block Grant (CDBG) Application; 2012 Public Service Grant and Close Out of the 2011 Public Service Grant; Olympic Community Action Programs (OIyCAP) STATEMENT OF ISSUE: OlyCAP, a non-profit organization, has requested that the County continue to work with them to administer a Community Development Block Grant (CDBG) from the Washington State Department of Community, Trade and Economic Development (CTED). The State requires a governmental agency to receive the funds. ANALYSIS: In 1998, Jefferson County and OlyCAP entered into an agreement (F-98-74098-047) with CTED for a CDBG Grant to provide essential services to low-income clients in Jefferson County. A grant application is submitted annually in order to continue funding. This public hearing is required for the Board to take comments on the new grant proposal and on the activities from the previous year in order to close out the 2011 grant. The Board signed the hearing notice on the CDBG Grant materials on May 29,2012 and it was advertised in The Leader on May 30 and June 6, 2012. FISCAL IMPACT: The total 2012 grant funding available for Jefferson County is $102,812 with the County receiving $3,000 for administration costs. RECOMMENDATION: After receiving testimony at the public hearing, it is recommended that the Board approve the resolution in the matter of certification of compliance for the CDBG Public Services Grant which also designates the County Administrator as the authorized Chief Administrative Official to act in all official matters in connection with this application and Jefferson County's participation in the CDBG Program. ~~~ Date