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CC- STATE OF WASHINGTON County of Jefferson In the Matter of: } Certification of Compliance } for CDBG Public Services Grant } RESOLUTION NO. 12 -14 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 Washington State Department of Commerce to request $99,249.00 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 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; Page 1 of 2 RESOLUTION NO. 12-14 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 RESOL VED, 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. 7/i APPROVED AND ADOPTED this X t day of March, 2014. ATTEST Carolyn Avery Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Job stin. air Page 2 of 2 Regular Agenda 10:15 a.m. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS TO: FROM: DATE: SUBJECT AGENDA REQUEST Board of County Commissioners Philip Morley, County Administrator Leslie Locke, Deputy Clerk of the Board March 24, 2014 HEARING re: Community Development Block Grant (CDBG) Application; 2014 Public Service Grant and Close Out of the 2013 Public Service Grant; Olympic Community Action Programs (OlyCAP) 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 Commerce (DOC). 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 DOC 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 2013 grant. The Board signed the hearing notice on the CDBG Grant materials on March 10, 2014 and it was advertised in The Leader on March 12 and 19, 2014. FISCAL IMPACT: The total 2014 grant funding available for Jefferson County is $99,249 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. REVfkWED Y:--"_� flip M rl ounty Administrator Date 0 Department of Commerce Innovation is in our nature. Community Development Block Grant 2014 Public Services Grant Application Handbook Brian Bonlender February 2014 Director WASHINGTON STATE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM 2014 PUBLIC SERVICES GRANT APPLICATION HANDBOOK Kendee Yamaguchi Cecilia Gardener Assistant Director Managing Director Local Government and Infrestmcture Division Program and Policy Development Unit Kaaren Roe Program Lead (360) 725-3018 kaarenroefawmmerce.vra.aov Phylfis Cole Jon Galpw Project Manager Project Manager (380)725-4001 (509)84] -5021 2121 s rule(Dwmmerw wa pov on aalowtffiwmmerce.m ill v Laurie Oschaak Grant Specialist (360) 726 -5020 dsc Came Callas CDBG PuUic Services Grants Contract Manager (360) 725401 tarnacallea@wmorrs wa aov State of wastungton Department of Commerce Post Ofhoe Box 42525, 1011 Plum St SE, Olympia, WA 985042525 Telephone: (380) 7254100 Fax: (390) 5884440 TOO: (360) 864 -3123 w commerce we novlodbo TABLE OF CONTENTS GENERAL APPLICATION INFORMATION... ..... _ 2014 CDBG Public Services Grant Amounts .............................. .. .. .... ............ ._.. 10 General Application Information.._._ ........ ........_................_. . _............ ......... ....12 Application Changes from 2013........_...._ ....................... --- ... ........_._.................. 11 Roles and Responsibilities. ..... ........................................... ........ ................. ... 11 Application and Format Submittal Instructions .......................... ............................... 12 Award and Contracting Tmmeline ............................................... ............................... 12 Definitions........ _ ................ _..................... _...:............... _, _. _.... _. _.......... _.-- ....... 12 EligibleActivities ....................................................................... ............................... 12 APPLICATION FORMS AND CERTIFICATIONS Project Summary Form and Instructions ..... ..... ........... ._ .................... ................... 16 Project Description and -MI Benefit Table & Instructions ......... ............................... 20 ServicesBudget .... ........... ...................................._._................ .._........................._24 38 Citizen Participation Documentation ........................................ ............................... 26 Resolution with Certifications of Compliance and Instructions ........................ ._..... 28 TideVA Ceram cation ................................................................... ............................... 32 APPENDICES........................................................... ............................... 34 Eligible CDBG Public Services Activities. .............. ....... ................. ..... — ........... .36 Federal Regulation Excerpt ............. ....... .............. ._...._.. ............... ._ ........ ...... 36 Public Services Definitions and Codes.. ....................... ............................... 38 Eligible Housing - Related Services ....................................... ............................... 42 CDBG Citizen Participation ..... ................... ................................ ..............._.............44 Citizen Participation Requirements ........... ................._._..... ............................... 45 Sample Public Hearing Notice- - .......................................... .............................47 Sample Grievance Procedure.._._ ........ .............. ... ..... .... .......................... ......... 46 Public Hearing Handout: CDBG Program Fact Sheet._._ ... .-- ...... .................... 50 Public Hearing Handout: Federal Citizen Participation Requirements ................ 52 Public Hearing Handouts in Spanish ................... _.......... . ........ --- ....... ........... 54 Sample Subracipient Agreement......_ .................._._._._............ ............................. 58 CDBG Public Services Grant Quarterly Beneficiary Reporting Form ....................... 72 GENERAL APPLICATION INFORMATION This section contains details on funding levels, basic eligibility, and bps to ensure your submittal is complete. • 2014 CDBG Public Services Grant Amounts • General Application Information • Application Changes from 2013 • Roles and Responsibilities • Submittal Instructions • Award and Contracting Timeline • Definitions • Eligible Activities • Ineligible Activities 2014 CDBG PUBLIC SERVICES GRANT AMOUNTS -proposed COUNTY SUBRECIPIENT COUNTY SERVICE COUNTY CAP CDBG CONTRACTS COMMUNITY ACTION PROGRAM AREA ADMIN$ TOTAL$ TOTAL$ Asotin Community Action Partnership Asotin 14- 65400-001 $8000 $34,927 $37,927 Benton Benton Franklin Community Berman, Franklin 1465400 -002 Action Connections $3,000 $62,682 $65,662 Chelan Chelan-DOUglas Community Chelan, Douglas 1485400 -003 Action Councl $3,000 $56,69] $59,697 Cowlilz Lower Columbia Community CoU4kz, Wahkiakum 1485400 -004 Action Council $3,000 $66,618 $69,618 Grant Opportunities industrialization Adams, Grant 1465400 -005 lCei 1 $3,000 $126,070 $129,070 Crays Harbor Coastal Community Action Grays Harbor, 1465400 -006 Program Perna $3,000 $10],88] $110,887 Jefferson Olympic Community Action Clallam, Jefferson 14- 65400 -007 anagrams $31000 $96,249 $99,249 Kitims HopsSource Kitlitas 14- 13WO -ON $3,000 $80,359 $83,359 Klickitat Washington Gorge Action Klickmat Skamania 14- 65400,009 Programs $8000 $6]]98 $]0,]98 Lewis CAC of Lewis, Mown and Lewis, Mason 14- 135400 -010 Thurston Counties $3,000 $95,945 $98945 Okanagan Okanagan County Community Okanagan 1465400 -011 jAcbon Council $3,000 $78,414 $61,414 Skagit Community Action of Skagit Skagit 1465400 -012 County $3,000 $54236 $57,238 Stevens Rural Resources Community Ferry, Lincoln, Pend 1465400 -013 Action Oreille, Stevens $3,000 $94191 $97,191 Walla Walla Blue Mountain Action Council Columbia, GaReld, 1465400 -014 Walla Walla $3,000 $43635 $46,835 Whatcom Opportunity Council Island, Ban Juan, 1465400 -015 Whatcom $3,000 $119,118 $122,118 Whitman Community Action Center Whitman 1465400 -016 $3,000 $99384 $102,384 Yakima Northwest Community Action Yakima 1465400 -017 Center $3.0001 $164,610 $113],1310 TOTAL $51,000 $1,449,000 $1,1M,OW GENERAL APPLICATION INFORMATION APPLICATION CHANGES FROM 2013 The application forms have been updated To ensure your application meets CDBG requirements and expedient processing, DO NOT use previous versions. • Eligible public services information was consolidated and clarified. • The Project Summary now requires four digits following the postal An code. This sill allow Commerce to enter the CDBG award into the federal contracts rental • Column A in the Project Description 8 Low-and Moderate -Income Benefit Table is revised to have you list the applicable HUD codes defined on pages 38-40. • The Services Budget is re- formatted and includes instructions • The environmental review exemption fans Is not required this year, since last years certification Covers at least two years of similar services. ROLES AND RESPONSIBILITIES Counties coordinate with Community Action Programs (CAPS), the subredpients of COBB Public Services Grants, to complete this application. Submit these application documents and cartifica0mis by April 1, 2014 (or earlier). Project Summary Complete with CAP and Complete with county sign Pri Descriptiong- ow - and Moderate- Review for approval of Complete Income Benefit Table services to be funded Services Budget Review for approval of Complete proposed use of funds Citizen Participation Documentation forth Assess outreach, Share public hearing • Copy of the published public hearing advertise and conduct notice with stakeholders notice or an aFdwit of publication public hearing, and attend hearing Public hearing minutes distributing CDBCo handouts at the hearing • Grievance Procedure Resolution with Certificabons of Compliance Complete and adopt Title VI Certification Complete and sign Submit these signed agreements before the first payment request for 2014 funds. The CDBG contracts should be signed and returned within 3 weeks of receipt CDBG contact between Commerce and Sign and return all copies county for Commerce signature subrarvpient Agreement EaMaen county Use sample, complete Complete and sign with and CAP with CAP, and sign county before first before first request for request for 2014 funs 2014 funds APPLICATION FORMAT AND SUBMITTAL • Submit your application forms and documentation in the same order as presented in this application handbook. • Use the previous table to ensure all required forma and tlocumeMation are included In your application to Commerce. • The county is the grant recipient . The county's chief administrative official or the county official designated in the CDBG Cedii;cairons of Compliance must sign the application forms. The Project Summary must have an original signature . • Please exclude extra instruction pages. Mail the complete application to: Attu: Laude Dschaak Department of Commerce 1011 Plum St SE PO Box 42525 Olympia, WA 98500.2525 AWARD AND CONTRACTING TIMELINE Once Commerce receives and approves the county's applicafion for a CDBG Public Services Grant, it will send an award letter and two 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 2014 CDBG funds. This timeline and funding are contingent upon the state's receipt of 2014 CDBG funds. ELIGIBLE PUBLIC SERVICES CDBG eligible activities can be found in the Cade of Federal Regulations: Title 20.Housing and Urban Development, Chapter V, Part 570, C, Section 570.201 on page 36. Further definbons of CDBG eligible public services and specific guidance on housing elate l services begin on page 38. To be CDBG eligible , the servics must meet the following five criteria: 1. Be on HUD's list of public services, or be a substantially similar service and not on the list of ineligible public services. 2. Be identified as a new service or an increasedtmproved level of service . See instructions to this application's Project Description and LMI Benefit Table for definitions. S. Be directly linked to delivery of a specific service to a client. 4. Principally benefit low- and moderate -income (LMI) persons. See Instructions to this application's Project Description and LMI Benefit Table for more information. 2014 Income Limits are on the CDBG website and LMI Is up to 80% of median household income by family size. 5. Target residents of CDBG nomentitlement areas (outside of CDBG entimement cities). The state CDBG program cannot fund activities that benefit residents in CDBG entitlement cities, since these apes receive CDBG funtls directly from HOD. The ineligible CDBG entitlement shies, located in eligible state CDBG counties are Anacortes Longview Kennewick Bellingham Mount Vernon Walla Walla - new East Wenatchee Pasco Wenatchee Kennewick Richland Yakima INELIGIBLE PUBLIC SERVICES In general, any activity not desadbed above is not eligible . SpeciOcolly, Public Services Grants cannot fund L Activities and administrative costa elgible under another CDBG fund, such as: • Planning and community aganization activates, not directly linked to the calivery of an eligible public service to a client. Unlike CSBG, CDBG cannot fund general outreach activities or partnership building activities, unless you can count and report on the clients receiving a direct service from those activities. • Housing rehabilitation, including vveatherizabon • Facility acquisition, construction or renovation 2. Administrative coffin 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. (Income Payments or emergency vouchers paid to a third party for no more than three consecutive months may be eligible.) 5. New housing construction costs, including administration of nave housing development programs Contact Laurie Dschaak at (360)125 -5020 or laude dschaak(dcommerce wa gov or Kaaren Roe et (360) 1253018 or kaaren roe0commerce wa gov or if you have questions. APPLICATION FORMS • project Summary • project Description and LMI Benefit Table • Services Budget • Citizen participation Documentation Resolution with Cenifcations of Compliance • Title VI Certification PROJECT SUMMARY 1. Gram Type: ® CDBG Public Seivicea Grant 2. Jurisdiction: Mail Address: Street Address. City: Postal Code +4: Email: Telephone: Fax: Fed Tax ID #: SMN #: DUNS #: SAM.gov expires: - 3. Contact Person: Mail Address'. Street Andreas: City: Postal Code: Email: Title: Telephone: Fax #: 4. Subrecipierrt: Contact Person: Mail Address. Street Address: CXy: Postal Cotle: Email: The Telephone: Fax Organization Category(s): DUNS x 5. Fiscal Year From: To: 8. County(s) served by gram'. T State Legislative District: Congressional District: 8. Brief Project Description: To provide direct public services for low- and moderile -inronre persons in the counly(s) listedabove. 9. National Objective: ® Por ipelly benefits low- and moderate -income persons or households. 10. Project Budget: CDBG $ CDBG P rem Income $ CSBG $ TOTAL $ 11. Project Beneficiaries: (N) #of persons- new or continuing access W a si 2 (I)#of persons- improved access to a service m (S) is of persons - aernce that Is no lorp3 substendeN: # of Persona LMI Percentage: # of LMI Pemons 12. How were the numbers of beneficiaries determined? ® LMI Umited Clientele 13. Street address, city and zip code of primary location of CAP services (if different than 4J: 14. Provide the census tract and block numbers) for Mee primary location(s) of CAP services. Census Tract Number: Census Block Number(s): 15. Certification of Chief Administretive Official : The information provided in Me application is true and correct to Me best of the government's belief and knowledi and it is understood the state may verify informaton, and Mat undruti or misleading information may be cause fcr myocflon of this application or termination of any subsequent grant contract Signature Date Print Name Title PROJECT SUMMARY INSTRUCTIONS The Project Summary should be the That page inside the cover of the application. Every block must be accurately combatted before the application is submitted Not completing this form slows down the Dept of Commerce's processing of your application, entry Into stale and federal databases, and your availability to CDBG funds. 1. predetermined. CDBG Public Services Grant 2. Jurisdiction information'. ➢ provide the postal code +4, as now required by the federal contacts database. ➢ The federal tax Identification number is usually a'91= number. ➢ The jurisdiction's statevnde vendor (SW number is necessary to release funds from the Mate to the local government. Obtain a SM number at hftp/id l iceWiTiSystemSuwoWA tim/PaneWswps.aspx ➢ A Data Universal Number System (DUNS) number is required for recipients of federal funds. Obtain a DUNS numberat Mpnwwwdnbcom /net -a- duns - number html ➢ Recipients of federal funds must be registered and have a current status in the System for Award Management (SAM.gov), a federal webshe that consolidates the capabilities of the online Representations and Comfications Application (ORCA), and Excluded Parties List System (EPLS)- 3. Provide information on the person who will W the county contact for Commerce forthe tern of the CDBG grant contract . 4. provide information on the subrecipient community action program the[ will benefit from the project or receive CDBG funds as a pass through. ➢ Provide the organization's legal name for contracting purposes ➢ Write in which of the organization categories apply. Non -Profit Faith- Based, Institute of Higher Education o A Data Universal Number System (DUNS) number is required for subrecipients offedeal funds Obtain a DUNS number at hdo:/hrew.dromm /get- a- duns-numbentri 5. List the month and day of the applicant's fiscal year from beginning to end. 8. List the county(s) to be served by this grant since some subrecipient agencies serve a muNple county area T List the mantes 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 July -June grant contract period. ➢ List the CDBG amount from the CDBG Public Services Grant Amounts table, including county administration. ➢ CDBG program income is any income geneated from the use of a prior or wnent CDBG eased (not lust Public Services Grants) that mists at least $25,000 in a calendar year. ➢ List the anticipated CSBG amount to be received by the CAP for the July -June contact period. 11. List the number of project beneficiaries for the July- June grant contract period. First complete the application's Project Desciption & Low and Moderate- Income Benefit Table before summarivng Me data here . ➢ Estimate Me total number of unduplicated persons for each level of service (N, I or Sj. If you estimate a person is to receive more than one service, pick the bast one for these estimates so the numbers of persons in the level of service torus add up to the total number of persons to be servetl. • Based on agency data and income qualification criteria for the CDBG - funded services, estimate the number of LMI persons to benefit. • Divide the number of LMI persons by the number of persons to calculate the LMI percentage. The LMI percentage must be at least 61 %. • Detailed demographic data on actual persons served will be reported on the Quarterly Beneficiary Reporting Forth, provided on page 72. 12. Predetermined 13. List the street address, city and postal code of pmmary locabon of CAP senaces bi'different than 4.) If CDBG funds will be used primarily for services offered from a satellite office rather than the CAP main office , list the address of that satellite once instead 14. List the census tract and block numbers) for the primary location(s) of CAP services, as required by HUD's ID16 database. If CDBG funds will be used primarily for services eared from a satellite office rather than the CAP main once, list the address of ther satellite office instead The tracdblock group number can be identifed by your county planning office or by accessing maps on the US Census webshe. The tract number can be found at Imp /Avww ffec aov/Geocode/defaultaspx. 15. This form and certification must be signed by the ceunty's Chief Administrative Official or the county oficial designated in Me CeoRksmion of Compliance most sign. An original sgnalure must be submitted. IP a > |J as § f / | § ); 0 r. ._!1 - 9Q no !! | g8#t; !!� \\ 2: ! ! ) \ \ PROJECT DESCRIPTION AND LMI BENEFIT TABLE INSTRUCTIONS The project description must be detailed enough for Commerce to understand what direct services will be accomplished with CDBG funds and how the activities meat the CDBG refmition of an eligible public service that provides a direct benefit to principally low- and moderate - income persons. The proposed service activities must be eligible based on the lists of eligible and Ineligible public services found on pages 12 -13 and W43. Column A: Name and Type of S - List each service to be CDBG funded during the July - June grant contract period. In each row: • List the activity by the PROGRAM /SERVICE NAME used by Me community action program. Knowing the program name will help Commerce and the county oversee the allocation of funds and better understand the CAP programs. • List Me activity by the TYPE OF SERVICE using the closest definition and the CODE from HUD's manual excemted on pages 3840. If a HUD heading or definition doesn't match the servil then provide a clear description of the client service and code it as 05 (Ocher). Linkages, Outreach, Partnership Building - For Me type of service, DO NOT use general terms such as 'linkages," "cubeach °or' padnership building" that imply agency development work and do not Beady describe the direct client service to be funded Instead, ff CDBG is to fund a staff person whore fern clients to a wide range of potential resources, then the type of service can be listed as Resoume Referral 05. Outreach costs to inform clients as sped& program can be an knowable expense along with the program's direct service costs, in which case the Program Name and its rype of service would be listed in the table instead of 'outreach.' Specific partnership building costs necessary to provide a direct diem service can be an allowable expense along wth the program's direct service costs, in which case the Program Name and its type of service would be listed in Me table. Housing Related Services -Many housing related activities are not eligible as a CDBG public service because they are instead eligible as a CDBG housing rehabilitation, facility or homeownership activity Make sure your description of any housing related services clearly meets the defntion of an eligible CDBG public service. Additional guidance is provided in the appendix on pages 4244. To improve accountability, we encourage funds be distributed between fewer activities. However, additional rows may be added to this form. Column B: In each row, Moose whetifirl service is providing parsons (N) new or continuing access to a service, (1) improved eCpeas to a service, or (S) a service that is no longer substandard HUD has provided only limited guidance for defining these levels of service. While a service might fit under more Man one level ofservme,pleaseselect Magyrethatmostapp Nesfor Mats ce. Who[you Win this column willguide how you complete Box 11, Project Beneficiaries, on the Project Summary form. (N) New or Continuum Access to a Service, A client service that was not offered by the CAP prior to the new CDBG program year or Mat would not be continuing but for the CDBG funding. (I) Increases Access to a Sernce - A quanffable increase in the number of persons served; an expansion of Me type of clientele; an addition of new locations; or the removal of banners to axess the service as a result of CDBG (uniting. (S) No Longer Substandard Service -A client service Met, after being documented as not meeting a standard defined by the service program's primary funder or by agency plans, meets a standard level of semce as a result of CDBG funding. HUD does not define a substandard service In its CDBG guitlance. Column C: For each row, estimate the total unduplicated number of persons to directly receive the service during the July- June grant contrail penod. Detailed demographic data on actual persons served will he reported on the Quarterly Beneficiary Reporting Form, provided in me appendix on page 72. Column o: For each row, describe the METHOD for ensuring how each activity will principally benefit Il and moderate- income (LMI) persons that are CDBG nonentmemom residents. LMI - CDBG activities moat frincipally benefit LMI persons. Generally, a CAP can claim the activities meet HUD's LMI Limited Clientele orders in at least one of the following ways: 1. If an activity exdusively targets persons In one of the HUD-defined special groups, it can be presumed to principally benefit LMI persons. These special groups include: • Abused ehfldren • Elderlypersons • Illiterampersons • Persons living wall AIDS • Battered spouses • Homeless • Mgranl farm • Severely disabled adults persons workers OR 2. Information on family am and income is available and shows at least 51% of the activity's clientele meet and will continue to meet the LMI income coterie. OR 3. Income eligibility requirements limit the activity to LMI parsons only. OR (only under very limited circumafances and providing a written description for Commerce m submit to HUD of both the nature and Iscarti 4. Be of such nature and location that it may reasonably be concluded that the activity's clientele will primarily W LMI persons. If you cannot meet the LMI Limited Clientele criteria above or want information on meeting the LMI Area Benefit or LMI Jobs criteria instead, contact the CDBG program. CDBG Nonentitlement -The following CAPS' regional service areas include CDBG entitlement jurisdictions or other state areas: CAP (Lewiston, ID), C-DCAC (East Wenatchee, Wenatchee), Waldo (Longview), l3l (Kennewick, Pasco, Richland), OC (Bellingham), SCCAA (Anacooes, Mt Vernon), CACLMT (Thurston Co), BMAC (Walla Walla). Applications for these CAPS must also describe the method for ensuring the grant ONLY benefits CDBG nonentillement residents. Verifying the clients address or the location of services are examples of methods for negating the benefit to only CDBG non intalement area residents. MKIPLES: Ruml Sensor Meals Senior Services 05A HUD Special Group- Elderly Program nonentidemenf areas of county Home Cam Trasning Employment Training 05H N Enrolls Only LMI arm Verifies Pro gram nonentiNemeof adtlress Then list the total amount of CDBG awarded to the community option program, as listed in the CDBG Public Services Grant Amounts table on Page 10. Further budget detail on the funded services is to be provided in the Services Budge and with each Mum gram payment request. SERVICES BUDGET COST CATEGORIES MOIRIT DESCRIPTOR Staffing $ Goods and services $ Equipment $ Tavel $ Indirect sts $ TOTAL $ SERVICES BUDGET INSTRUCTIONS Al costs must be eligible under OMB Circular A -122 and tied to the delivery of gre CDBG eligible public services. Expand the Services Budget form as necessary to provide adequate description of costs. Staffing Include program staff salaries and benefits Can include supervisory staff directly involved in the management of the CDBG eligible public service program. For staff time to be elgible for a reimbursement staff must sign and supervisors must approve time sheets linking actual time worked on each service activity to the CDBG fund source. Goods and services Must be tied to the delivery of the CDBG public service, including staff training costs. E ulpment Items costing $300 or more require Commerce approval pnor to requesting grant payment. Travel Out -of-s ate travel must follow federal travel per diem and requires Commerce approval prior to requeshrg grant payment. Indirect Cosh Must be bed to a CDBG public service through the community action program's approved cast allocation plan such as the poition of costs established for operating and msiMaining the space in which the service is located The cast allocation plan must be applied equitably and demonstrate the coat of providing the service. If unsure, consult your project manager in Commerce's Contracts Administration Unit. CITIZEN PARTICIPATION DOCUMENTATION (FOR CDBG PUBLIC SERVICES GRANT ONLY) At least one public hearing must be conducted by the county applicant prior to submitting the CDBG application. The public hearing is to obtain ahzene hews 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 af¢en participation requirements and submit with your CDBG application. • Completelcheck all Yea or No statements. Check No if not applicable. • Other Man the assessment steps, there must be a Yea answer for each step to meet the CDBG citizen participation requirements. • Further instructions, such as links to data and samples, are in this handbook's Citizen Participation Requirements In the appendix on page 45. • Attach the required documentation to this form with your CDBG application. PUBLIC NEARING STEPS ASSESSMENT I YES NO There is a significant number of non - English speaking residents in the community to ❑ ❑ require additional outreach steps for the public hearing. 1. Using current census data for the local government, locate the percentage of population that speaks English less than very well °. U it is more Man 10 %, it is reasonable to expect non - English speaking residents could be interested in Me public hearing, so check Yes, otherwise, go to 2. 2. If the benefidanes of Me proposed project will be largely non - English speaking residents (such as a cold care facility for farmworker families), then it is reasonable to expect non - English speaking residents could be interested in Me public hearing, so check Yes. Otherwise check No. If you check No based on other reasons. state them here: NOTICE DEVELOPMENT YES NO Develop the CDBG public hearing notice by one of the following steps'. 1. I used the CDBG sample notice. ❑ ❑ 2. I received CDBG approval to use a notice with other wording than the CDBG El El saes le. The public hearing bodies states the hearing room is handicap accessible and ❑ ❑ accommotlations for persons with special needs will be made upon uest. Because l answered YES under the ASSESSMENT step above, the notice states an NIA interpreter will be available (even without aWance request). ❑ ❑ .. MOVERTSEMENT The notice is advertised at least one week prior to the hearing date. ❑ ❑ List public hearing notice date(s). The notice meets legal public heading notice requirements (newspaper, official on- ❑ ❑ line source). Because I answered YES under the ASSESSMENT step above, the notice was NIA advertised in the alternate language (check at least one of the following steps). 1. The reduce in the alternative language was published in a newspaper or official ❑ ❑ on -line source. 2. The public hearing was announced on radio or television station in the alternate ❑ ❑ language. S. The notice in the antrnale language was posted at locaticrtls) beWented by ❑ ❑ non - English speaking resitlents. List locnion(s): Resitlenta, especially LMI resitlents of the areas in which CDBG funs are proposed ❑ ❑ to be used were encouraged to candidate and provide input. OC NEARING The public hearing was held within 18 months of the data the CDBG application was ❑ ❑ submitted. List public hearing date'. The public hearing was conducted by the applicant local government. ❑ ❑ Minutes of the public hearing were taken ❑ ❑ Both of the following required CDBG handouts ware dishibuted at the public hearing. ❑ 1. CDBG Pmgmm Fed Short 2. CESSOmainlearficiperthonRegulations Because l screwed YES under the ASSESSMENT step above, altemate-Ianguage I versions of the requiretl handout were provitlatl. ❑ ❑ (Spanish versions of Me handouts are in the appancer on pages 541 Acopy of the public hearing notice's affbevit of publication OR a copy of Me ❑ ❑ actual publish eit notice from the newspaper is attached. Because I answered YES under he ASSESSMENT step above, documentation of the outreach steps taken for non - English speaking residents (such as a copy of NIA❑ the translated notice from the newspaper or public heading posters in the alternate ❑ languagi is entered. The public hearing minutes are attached. ❑ ❑ ❑the arikat lesam notavaii by the CDBG appifical tlue date, instead include as[afemenl from the clerkWhosting when Me minutes wiiff Madura available and send Me minutes as soon as asible. A copy of Me local govern ment's adopted Grievance Procedure is attached, ❑ ❑ __ —__- - .- . -' -.- _ -_ —___ A sam le Gnevarme Pmcedufe s in Me nun on 48. The CDBG Cartifca ions of Compliance have been signed certifying the citimn 11 ❑ participation requirements have been mat. SAMPLE RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE (FOR CDBG PUBLIC SERVICES GRANT ONLY) 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 pad of the application requirements; WHEREAS, (Name of ChiefAdminetrative Offcial and fife) is authorized to submit this application to the state of Washington on behalf of (Name of county); NOW, THEREFORE, be it resoled that the (Name of county) authorizes submission of this application to the stale Department of Commerce to request $(CDBG Public Services Grant Amount field, including county add community action pragrem amounts) and any amended amounts to fund public service activities in coordination with (name of community action Program), and certifies that d funded, L Will comply with applicable provisions of The I of the Housing and Community Development Ad of 1974, as amended, and other applicable date and federal Is", Has provided opportunities for citizen participation comparable to the date's requirements (those described in Section 1124(8)(2X3) of the Housing Aral Community DevebpmeM Ad 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 heads, 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 opportuntes 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 antenna 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 CUBIC funds', and desist persons actually displaced as a result of such activities, as Provided in Rte Uniform Relocation Assistance and Real Property Acquisdon Policies Ad of 1970, as amended; WIII conduct and administer its program in conformance with Tills VI of the CMI Rights Ad of 1984 and the Fair Housing Ad, will affirmatively further fair housing (This VIII d the Civil Rights Ad of 19888 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, antl has adopted (or will adopt) And implement a policy of effoming applicable state and local laws against physically barring entrance to or evt from a facility or location which is the subject of such nonviolent civil rights demonstration within its jurisdiction, in accordance with Secion 104(1) d the TNe I of the Housing and Community Development Ad or 1974, as amentletl; 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), antl are not applicable to the other requirements under 24 CFR 58.6; and are categorically exempt under the State Environmental Policy Ad (SEPA) per WAC 197-11-2105 (2), and (Name of county (name of county commission chair, county administrator, county official) as the authorized Chief Administrative Official and aulhor¢ed representative to ad in all official matters in connection With this application and (Name of countyys participation in the Washington State CDBG Program. Signature Date RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE INSTRUCTIONS The applicant's local legislative body must pass a resolution authorizing the Chief Administrative Weal to submit the CDBG application to the Department of Commerce and to certifying compliance with state and federal laws and spedfic program requirements. Visit the CDBG website at www commerce wa gov /cdbg under the Management Handbook webpage for the current CDBG contract teems and conditions. An electronic version of this resolution provided on page 28 -29. Insect local and project specifm informationasindicabol This resolution maybe reformatted to mesa the jurisdiction's requirements for official resolutions. Amount Requested List the teal CDBG award amount, including county administration funds. Signature The resolution must be signed by the county's authorized! Chief Administrative DKclal, and a signed copy (does not need to be original) must be included vnth the application. The Chief Administrid Official is the Chair of the Board of County Commissioners or Me County Administrator, as applicable. Using Previous Versions A resolution that references another project submitted previously for CDBG funding wall 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. TITLE VI CERTIFICATION The County of assures and certfies compliance with the following laws and regulations: TITLE W OF THE CIVIL RIGHTS ACT OF 1864, WHICH STATES: No person in the United States shall, on the grounds of ace , color, or national origin, be excluded tram participation in be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." SECTION 1AI(B)12)D) 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 dam of persons to Whi 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 parsons to be started an opportunity to participate in any an& program or activity, may not, directly or through contractual or other arrangements, utilize criteria or methods of administrafon which have the effect of subjecting persons to discrimination bemuse of their ace, color, national origin, or have the affect 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 taboo residents (a any race) 3. Number of residents by race in the service area White Native HawanaNPacifc Islander Black or African American American lndianlAlaskan NativeWhfe _ Asian AsiamWfie American Indian /Alaskan Native Other Demot aphic data can be found on the US Census webeite at hfp'11factfnder2 census pout by following these directions 1. Enter the county, city or town name under Community Fads. Hit GO. 2. Under American Community Survey, click on Sex and Age, Race, Hispanic Origin, Housing Units... 3. Scroll down to RACE and HISPANIC OR LATINO AND RACE Will the applicable data Repeat for each county W 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 Me county. MINORITY POPULATIONS reported in Me 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 oppoduniges were provided to protected groups to participate in and comment on Me design of actNiges to be undertaken as part of Mile project tcheck ag Mat apply): _ Public hearing to review community development and housing needs _ community meeting(e) _ Community survey _ Apply to be on a waft list for direct assistance Other. 3. Will all residents of Me service area benefit from this CDBG project? Yes, all residents of the service area will benefit. Go to 6. The following protected groupts) or mmonty populations will not benefit: A. The above poluragous thatwill not Eerwfafrorn MU CDBG project Will receive similar services provided through existing programs. Go to 6. Do not receive similar services provided though exisbng programs. (Bnatexplanafion) 6. For Mose protected groups that will not benefit from CDBG, the following plan itlemifies a timetable for providing such services In the future. No such services are planned for the following reasons: (Onef explanation) The plan and timetable are: 6. The following steps will be taken to ensure CDBG panel are offered Wall residents and protected groups within the community: (Check all that apply) Protected groups will be informed of the opportunity W apply Protected groups will be informed of the availability of Programs A community meeting will b r held to inform all residents of benefits resulting from the CDBG Project. A final public hearing to receive comment on the CDBG protect will be conducted with outreach and accommodated for non - English speaking residents, if applicable. Other: Signature of Grind AMninislmlive Oific'ral 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 authorizetl by the CDBG Resolution of Certficstions of Compliance). Please clearly state the official's name and title. APPENDICES Eligible CDBG Public Services Activities • Federal Regulation Excerpt Notice • Public Services Definitions and Codes • Eligible Housing Related Services CDBG Citizen Participation • Cit¢en Participation Requirements • Sample Public Hearing Notice • Sample Grievance Procedure • Public Hearing Handout: Federal Citizen Participation Requirements • Public Hearing Handout: CDBG Program Fad Sheet • Public Hearing Handout: CDBG Program Fact Sheet in Spanish Sample Subrecipient Agreement Public Services Grant quarterly Beneficiary Reporting Form ELIGIBLE CDBG PUBLIC SERVICES ACTIVITIES FEDERAL REGULATION EXCERPT 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 these concerned with employment, crime prevention, child care, health, drug abuse, education, fair housing counseling, energy conservation (counseling and tesfing), 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.) CDBG PUBLIC SERVICES DEFINITIONS AND CODES Below are definitions and codes for public services. This excerpt from HUD's database manual provides the most common types of CDBG funded services (in numeric, not alpha order), and not all possible service types are listed. Code Type of Services and Definition On Senior Services Services for the elderly. 05A may be used for an activity that serves both the elderly and the handicapped, provided it is not intended primarily to serve persons with handicaps. If it is, use 05B instead. 056 Handicap services St ices for Me handicapped, regardless of age. O5C Legal Services Services providing legal aid to low- and moderate- income (111,11) perrems. Ifthe only legal service prov/ded is farthe settlement oftenanl /landlord disputes, use 05K 06D VOUtit Services Services for young people age 13 to 19 that include, for example, recreational services limited to teenagers and teen counseling programs. Also use 05D for counseling programs that target teens but include counseling for the family as wall. For services for children age 12 and under, use 05L; for services abused and neglected children, use ON. 05E Transportation Services General transportation services. Transportation servces fora specific diets group should use Me mahix code fiar that client group. For example, use Os4 for transportation services fw the elrleny 05F substance Abuse Services Substance abuse recovery programs and substance abuse preventan /education activities. If the services are provitletl for a apeciFlc client group, the matrix code for that client group may be used instead For example abuse services that target teenagers may be coded either 05D or 05F. MG Services nor Battered and Abused Spouses Services for battered and abused spouses and their families. For services limited to abused arxi neglected children, use 05N. 05H Employment Training Assistance for increased self-sufficiency, Including literacy, independent living skills, and job trading. ForectNlties providing training forpermanentlobs with specific businesses, use 184. Code Ixnnition ' 051 Crime AwarenesslPrevention Promotion of crime awareness and prevention, including crime prevention education programs and paying for security guards. OSd Fair Housing Activities (subject b Public Services cap) Fair housing services (3.g., counseling on housing discrimination) that meet a national objective. OSK TenarNLandlord Counseling Counseling to help prevent or settle disputes between tenants and landlords. 05L Child Care Services Services that will benefd children (generally under age 13), including parenting skills classes. For services exGUSiveq for abused and neglected children, use 05N. 051111 Health Services Services addressing ft physical health needs of residents of the community . For mental health services, use 05O. WIN Services for Abusetl and Neglected Children Daycare and other services exclusively for abused and neglected! children. OSO Mora l Health Services Services addressing the mental health needs M residents of the community. g5P Screening for Lead Poisoning Activities undertaken pdmanly to provide screening for lead poisoning. For lead poisoning Msonglabatement activities, use Housing RehabilBabon 141 050 Subsistence Payments Onetime or shod -term (no more than three month) emergency payments on behalf of individuals or families, generally for the puryose of preventing homelessness. Examples include utility payments to prevent cutoff of service and rentimortgage payments to prevent eviction. OSR Homeownership Assistance not direct) Homeowner down - payment assistance Provided as a public service. If housing counseling is provided to those applying for down- payment assistance , the counseling is considered pan of the 05R activity . Assistance provided under 05R is subject to the public service cap and only lowlmod households may be assisted. For more extensive types of homeowner ip assistance provided under authority of the National Affordable Housing Act, use code 13. coact D '�. Osu nseli=hom:�wnem, seling damhomebuyem hat is n indesing 7Ene�ywnvemabon Ostia ervation Counseling gy erabon counseling and testing for renters, homeowner, and/or potential new homabuyers that Is provided as an independent public service (te., nat as part of another eligible housing activity). 0 Ctber Public Services Examples are all reforms to social cervices, neighborhood cleanup, graffid removal, and food! distribution (community kitchen, fwd bank, and food pantry services). H D IOISMrnuel AFen4eA'. Coec nam.cwn iumm f {i \ \j{ \ \ \) § }#) \c §) {/\ \ /\4E b$ /(| "! \! / \/\} MZ / ©«a!0 9\2t ME Q! w.0 ) / 0 im2 . : ~\ 2 a / \2s0 ! ) \){ \ vM a . \\ol \| ;b- - : w!g! 0au f \/ :: ) ! g/ .! RUM \ /! `\ 394! 2• \g$» ,/ \| 2` 9!#0 ° \ {2#�/ \ / | \ w \! 0 /) /f /f 36o 0am0 OM M G!\ ` Ma g0#lsee.a ! % \; ; - ! : \ G / /!� \! - iGo - ! waz _ C {\) \} -_ ` { \! !Q 2§ _- \! \\ , . gg Z ° 0-0 / !/ \ , . \ /M g\ \ M / 0 MMa 2£ a : )\ © \ \ |\ �0 b § E \ \ /\ p/ \ : ( E0Q ! _ /{ =am ! ) Q-) CDBG CITIZEN PARTICIPATION Public participation is a CDBG requirement. This guide includes detziled information on how to meet the CDBG citizen participation requirements. Sample notices and handouts are Included. Review ALL the materials with the staff person responsible con public leto hearings and establish s aspect for completion. You can't start on this aspect of your application too soon. To apply far 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 oudtnad in 24 CFR 510488. 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. ,� NELPFUL NINT: Plan for required in¢ial WNic M1earing Nr]W! De Me M1earing date and than r backward to cadmrmine amen and haw Me public announcement must be published to allow �cient notice time anti on": W. W a jmrsdiction intends to apply for more Man 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. TOE MINIMUM CITIZEN PARTICIPATION STEPS 1. Review local demographic date to assess if it is reasonable to expect a significant number of non- English speaking residents to participate in the pudic hearing and advertise and conduct the public hearing in accordance with this assessment 2. Publish an official announcement of the M1earing, providing reasonable advance notice. Asample public hearing notes with required language is provided in the appendix on page 47. 3. 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 ciizen participation. 4. Distribute CDBG handouts on the constantly of CDBG funds and eligible uses, and the CDBG drawn participation regulations M the public hearing. CDBG public hearing handouts are provitled beginning on page 50. 5. Adopt a grievance procedure for the use of CDBG funs. A sample grievance procedure is provided on page 48. 6. Complete and submit the Casten Participation DOCUmeMation heir with all necessary public hearing documentation as pad of your CDBG application. The form is on pages 2 &21. CITIZEN PARTICIPATION REQUIREMENTS 1. Public Hearing Logistics What is a public hearing 4 —A public hearing is a meeting of a governmental body during which the public is invited to the council or boom of county commissioners, who will primarily listen and receive public input, and the comments received go into the pubic record. A public hearing may be held as part of a regularly scheduled public meeting where official decisions may then be made or where d is elected to make a decision at a subsequent meeting. Do not assume a regular council or board meeting will meet the public hearing requirement . Who must conduct the hearing? — 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 heading be held? — Prior to submission of the CDBG application and within 18 months of the application submeal date. Where must the hearing 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 parttoularly relevant for a county proposing a trued in a community that is far from the county seat. 2. Public Hearing Notice When must the advance notice be made? A legal nodes 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 win be made using community bulletin boards, local newsletters, billing statements, newspaper articles or door- or -0oor 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 saw? —A sample notice a provided on page 4T. 3. Public Hearing Purpose What must the CDBG hearing covet? —The hearing is to obtain atizens'views and respond to proposals and questions. It must cover community development and housing needs and the availability of CDBG funds. This purpose is supportng by distributing the required CDBG handouts. Distributing additional materials describing the proposed projectile) is aMisable. Copies of the CDBG handouts in Spanish are provided on pages 54 -56. 4. Meeting the Needs of Non - English Speaking Residents All CDBG applicants must complete the Citizen Participation Form in the application handbook. This form lists potential outreach steps and accommodations and outlines how to document the efforts. The CDBG public hearing should not he advertised or conducted without first ensuring appropriate outreach and accommodations are accomplished. At a minimum, the public hearing notice and handouts should be in the alternative language and a translator should attend the public hearing. The federal citizen participation regulations some that "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" The applicant jurisdiction must review local demographic data and consider the poterrtial impacts of the proposed project to determine the appropriate outreach steps and accommodations to meet the needs of non - English speaking residents. Of the 17 counties proposed to receive a 2014 CDBG Public Services Grant the following counties only, show over 10 %d the population speaks English less than very well. Coun Lan ua a Puree e Grant County Spanish i 18.5% Yakima County Spanish 18.4% Data on the number and percent of non - English speaking residents in a jurisdiction can be found on the US Census website at figoY/faclfinde2.census pw/ by following these directions'. 1. Enter the county name under Community Face. Hit GO. 2. At Me bottom of the ecreen entitled Census 2010 Total Population, dick - Advanced Search ". 3. Select table DP02 specifically for 2012 ACS 6-year estimates and click "Selected Social Characteristics in the United Sheers'. 4. Scroll down to neatly the bottom of the table to the LANGUAGE SPOKEN AT HOME. 5. Under Language Other Than English, look under each languagellanguage group for the line labeled Speak English less Man "vary well" and the correspontling has in the p rcen<column. fi. If the percentage is over 10% for any single language, then addttianal outreach In the alternative language and additional accommodations are necessary to encourage participation from those non - Ehglish speaking residents In the jurisdiction. Conrad the CDBG once for assistance in accessing and immigrating this data. S. Grievance Procedure Mat must the procedure do? —The grievance procedure must provide cmb:ens the address, phone number, and times for submdting complaints and grievances, and provide timely written answers to wmlen complaints and grievances. within 15 working days where practicable. A sumps procedure to be adopted is on page 48 4 NOTE: N funded, an additional public hearing will be required tw.ads the end of the posed to review and receive comments on Me project's performance. This final public hearing should be induced in your work plan. Also if funded, a public heamg would be required if activities are proposed to be added, deleted or substantially changed from the original proposal. SAMPLE PUBLIC HEARING NOTICE (FOR CDBG 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 croen 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 publicae this notice also in the alternative language. WhereANhen: NOTICE IS HEREBY GIVEN that a public hearing will be held by the (county board or commissioners) in the (council chambernshearing roam), (location), on (date and bme). Purpose Clause: The purpose of the public hearing is to review community development and housing needs, inform atiu is of the availability of funds and eligible uses of the state Community Development Block Grant (CDBG), and receive comments on proposed activities, paifloulady from lower income persons heading in the (name of area) area. Clause describing $ (enteramount to be awanter) is proposed to be available annually to the the availability of county and the (CAP name) to fund public services that principally benefit CDBG funds and 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 of xe and/or agency), (time and date). Comments may also be submitted in writing to (county), (tome perrod). 2013 contract Comments on the countys and community action program's past doseout clause: performance and use of their 2013 CDBG Public Services Grant will also be received. Select the applicable acwmmodetoon clause based on the assessment in your Chsm Doaan Participation Documentation form. The (councils is accessible. 1. She to reasonably accommodate Groom) to special Arrangements acceto reasonably accommodate special including ntlard on re handicap accessibility will be made upon receiving 24 -hour ctinterpreter advance notice. Contact (name) at (number, locafron). OR A(insert attemate language) interpreter will be available. The(coundl char bersvheamig room) is handicap accessible. Additional arrangements to reasonably accommodate special needs will be made upon receiving 2, M 24 -hour advance nice. Contact (name) at (number, location). an significant number of non- English speaking mide APPENDIX e1 Department of Commerce Innovation is in our nature. SAMPLE GRIEVANCE PROCEDURE Adopted this day This sample grievance procedure is Intendetl to serve as a guide and should be revised to reflect local circumstances and to Incorporate any applicable state or IooaLlamIxt The Grievance Procedure can be the local governments complaint process if it meets the standards of the CDBG cWcen participation regulations. If a local grievance procedure has been accepted by the CDBG program staff for a prior CDBG project t can be submitted for a new project, unless that procedure's scrape is Beady limNed to the prior CDBG project and is not general for a navy CDBG project . 1. Submit complaints in writing to the designated official (such as the county clerkhadministatorlexecutive) for resolution. A record of the complaints and action taken will he maintained A decision by the designated official all 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 hotly 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 pad of the records or minutes at each level of the grievance process. Contact Information Name: curve We Phone: (30) 725 -3018 Fax: (380)58fi -8040 Email: kaaren.roetcommeme.wa gov Web: wvw.wmmerce.wagav /cdbg Community Development Block Grant Program (CDBG) Helping rural communities with projects that benefit low- and moderate - income persons The Washington State CDBG Program offers six grant funds: General Purpose Grants 89,000,000 For public infrastructure, community facilities, affordable housing, or economic development Economic Opportunity Grants $9,000,000 For state and local prionty economic development and energy efficiency projects that promote vibrant coral communities Planning -Only Grants $400,000 For planning activities that improve community services, public safety or further strategic planning Housing Enhancement Grants $200,000 For off-stre infrastructure or the community facility component of a state housing trust fund project Imminent Threat Grants $100000 For unanticipated emergencies posing a serious immediate threat to public health and safety Public Services Grants $1,500,000 For county and community action agencies to fund new or expanded services to lower income persons Department of Commerce Innovation is in our nature. ®Department of Commerce Innovation is in our nature. Department of Commerce Innovation is in our nature. HUD National Objectives CDBG project activities must meet one of three HUD National Objectives: • 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 Eligible applicants are Washington State cities /towns with less than 50,000 in population and not participating in a CDBG entitlement urban county consortium; and counties with less than 200,000 in population. Eligible cities /towns and counties are listed on the CDBG website. Special purpose districts, public housing authorities, community action agencies, economic development councils, other non - profit organizations, and Indian tribes are not eligible to apply directly to the state CDBG Program for funding, but may be a partner in projects and subrecipient of funding with an eligible city/town or county applicant. Applicants may submit one request per fund each program year. Exception: An eligible city /town or county may apply fora second General Purpose Grant if one application is fora local microenterprise assistance program. Application materials and due dates are on the CDBG website 0 Department of Commerce Innovation is in our nature. www.commerce.wa.gov Federal Citizen Participation Requirements for Local Government Applicants to the State CDBG Program Federal Regulations 24 CFR 5]0.486 (a) (a) Citizen participation requirements of a unit d general local government Each unit of general local government shall meet the following requirements as required by the state at Sec. 91.115(a) of this title. (1) Provide for and encourage citizen padiupgtion, par ici lary by low and moderate income persons who hands in slum or blighted areas and areas in which CDBG Ponds are proposed to be used (2) Ensure that citizens will be given reasonable and timely access to local meetings, information, and records relating to rime unit of local government's proposed and actual use of CDBG funds; (3) Furnish citizens information, Including but not limited to fin The amount of CDBG funds expected to be made available for the current fiscal year (inducting 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 agenda; and (iv) The proposed CDBG activities likely to result in displacement and the unit of general local government's anti- displanment 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 net 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 otobtaimrg citizerms'vrews ant responding to proposals ant Westiona Together the hearings must cover community development and housing needs, development of proposed aOivides and a review of progmm performance . The public hearings to cover community development and housing needs must be held before submission of an application to the strata. There must be reasonable notice of the hearings and they must be held A 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 nonErgieh speaking residents can reasonably be expected to perforate', (6) Provide cozens with reasonable advance notice or, and opportunity to comment on, proposed activities in an application to the state antl, for grants already made, activities which are proposed to be added, deleted or substantially changed from the unit of general long government's application to the state. Substantially changed means changes made in terms of purpose, scope, location or beneficiaries as defined by drilling 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. Department of Commerce Innovation is in our nature. Programa de Becas Consolidadas para el Desarrollo Comunitario (CDBG) Ayudando Isis commences rurales con proyectos que benefrcian personas de ingreso bajo o moderado. El Progrema CDBG del Estado de Washington ofrece sets becas: Becas de Prop6sito General $9,000,000 Para infraestructura pdblica, facilidades comunitarias, viviendas econ6micas o proyectos de desarrollo econ6mim Becas de Oportunidades Econ6micas $91000,000 Para at desari econ6mico de priondad estatal y local y proyectos de eficiencia de energia que promueva comunidades mrales vibrance Becas de Planiricaci6n Solamente wo'c00 Para planificar actividades relacionadas a proyectos que traten con asuntos crlticos de salud p6blica o austeridad Becas de Meloramiento de Viviendas $200,000 Para infraestructura externa o facilidad de comunidad como on componente del fondo de vivienda del estado Becas de Armenians Inminentes $100,000 Para emergencias no anticipadas que Sean una seria amenaza inmediata a la salud y seguridad at ptiblico Becas de Ser icio Pdblico $1,500,000 Para agencies de condados y la comunidad que suplan fondos de servicios (directos) nuevos o expandir los que tienen pare personas tle bajos ingresos Contact Information: Name: Kaaren Roe Pho e: (360) 725-3018 Fax: (360) 586-8,140 Email: k amn.me @commerce.wa.gov Web:w Wmmxrm.wa.gov /cdbg Department of Commerce Innovation is in our nature. HUD Objetivos Nacionales Los proyectos del CDBG deben cumplir con los tres Objetivos Nacionales del HUD • Principalmente debe beneficiar personas de ingreso bajo o moderado • Ayuda a la prevenci6n o eliminaci6n de la pobreza o contaminaci6n • Trata las amenazas inminentes a la salud y segunclad del pdblico Direcdvas de Elegibilidad de la CDBG Los solicitantes elegibles son ciudades /pueblos del Estado de Washington con Una poblacion the menos de 50,000 y one esten participando en of derecho al consortia del condado urbane de la CDBG; y condados con Una poblaci6n de means de 200,000 habitantes. Las ciudades /pueblos elegibles y correlates est3n enlistados an la pagina de Is web de Is CDBG. Distritos can prop6sito especial, autoridades pdblicas de vivienda, agencias de action comunitaria, concilios de desarrollo econ6mico, otras organizaciones con fines no pecuniarios y tribus de indios no son elegibles para solicitar directamente al programs del CDBG del estado para obtener fondles pero pueden ser patrocinadores en proyeaos y ser sub- recipientes con are ciudad /pueblo o condado que to solicite. Los solicitantes pueden someter una solicitud par fondo cada programs anua1. Ezcepci6n: una ciudad /pueblo o condado puede solicitar par una segunda beta de Prop6sito General si una solicitud as para un programa de asistencia a empresas pequenas locales. ®Department of Commerce Innovation is in our nature. www.commerce.wa.gov Reuisitos de Participation Ciudadana Federal Pare Solicftantes del Gobierno Local al Progranta de CDBG Regulation Fedenal 24 CFR 570.486(a) (a) Requisites de participation ciudadana de one untied general del gobiemo local. Cade unidad general del godemo local, deter cumplir los sguientes requisROS como as solicitado por el estado, an el Sec. 91.115(e) de eats articulo. (1) Contribuir y madvar a Is partapauon ciudadana, partculanente on personas de recursos bajos y modeardoa quienes resident an conditions precedes o areas insalubres y areas donde el Programs de CDBG tiene como objetivo apoyar con financiamiento', (2) Asegurer qua los dudadanos tengan acceso oportuno y suficiente a reunions locales, iidoanad6n y estadisticas relacionadas a Is unidad tle gobiema local qua he sido propuesta o qua utilize los fondos de fnanciamiento del programs de CDBG; (3) loweer information a los dudatlanos, incluyendo'. i. La cantdad de fxrarrciamientos del de CDBG quo as espera sea otogada an el afio fiscal an curso (incluyendo las subventions y los Ingrews anddpadn del programs): El tipo de acfividades probables a Ilevarse a cabo con el finandamieMo del de CDBG. iii. La cantidad eatimada de finandamierow del de CDBG propuesta pare ser usada on actividades qua compliant con el objetiv6 nadonal de benefcer a personas de bajos rewisos economicos; y IV. Las adlvidades propuestas del programs de CDBG qua stn probables de resultar dedinadas y Is unitlad general de gobiemo y los planes de reemplazo requeridos bajo el Sec. 570488 (4) Proveer asistencia tewiw a grupos represent Avos de personas de balsa y moderedos recursos qua soliciten ayuda an el desarrollo de sus propuestas tle acuerdo con el prowdimiento desaaollado par el estado. Dicius asistencia no incluye proveer financiamiento a tales grupos; (5) Partapar an un minimo de dos audiencias publicas, calla una an diferentes stapes del programs, can el prop6silo de obtener plates de vista de los civaadance y responder a propuestas y preguntas. Le audienda en wnjunto debe cuMir las necesidades de casa y desandlo an Is comunidad, desarrollo tle aclividades propuestas y Is revision del cumplimiento del programa. La audiencia publics qua more el desaaollo de la comumdad y las necesidades de case debe ser Ilevada a woo an Is fecha y lugares convenientes a beneficenos actuaries a potenciales, con lugares accesibles para disca"citadon Las audiencias publiws deben Ilevarn a cabo de cieda forma qua wmplan las necesidades de residentes qua no hablen Ingl6s ya qua as aspens qua on numero rezonable de estos participe an el programs. (6) Informer a los audadanos con su0ciente anticipation, y oportunidad de comentar al respedo, solve actNitlades propuestas an eolictud at estado y, por subVenolones ya efectuados, actividades qua seen propuestas pare agregarse, ahminarse a ser cambiadas substancialmente de Is solicilud de unidad general de gobiernos locales at estado. Cambiadas substancialmente signifw qua Its wmbies seen an asmlinos de objetivo, alwnce, lut ar o benefiaano, wmo as defirndo bajo el manic establecldo por el estado. (7) Proveer a los audadanos Is direcci6n, el telefons y las fechas y horano pat ertlregar quejas y objedones, y proveer oportunas rropuestas par ewito a quejas entregadas por escrito, contra de los pnmeros 15 clas hnbiles, cuando asi pueda apliwrse. SUBRECIPIENT AGREEMENT FOR CDBG PUBLIC SERVICES THIS AGREEMENT is between the local government CDBG recipient <insert county ni (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 Polides: 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 Govemment to engage the Subrecipient to accomplish the Scope M Work and the objectives M the local CDBG project; The parties some that: 1. SCOPE OF WORK A. Local Government Responsibilities The Local Government a responsible for administration of the CDBG contract, and ensuring CDBG funds are used in accordance with oil program requirements I(24 CFR 570,501 (el and its CDBG contract with Commerce referenced above. The Local Government will provide such assistance and guidance to the Subredpient as may be required to accomplish the objectives and conditions sat ford in this Agreement. B. Subrecipient Responsibuties 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. The time of performance for this Agreement win begin the date the Woes sign and compkete 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 periotl 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 barely fashion in the form and content prescribed by the Local Govemment. Any amendments to the budget must tint 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. 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 undermis agreement will be based on billings, supported by appropriate documentation of costs actually incuned. It is expressly understood that claims for reimbursement will not be submitted in excess of actual, immediate cash requirements necessary to carry out the purpoeesofthe Agreement . Funds available under this Agreement will be utilized to supplement ratherthan supplant funds otherwise available. The Local Government may pay the Subrecipient for ovemme, extra -pay shifts, and multiebitt work only with prior approval. Exceptions are as follows: t) When necessary to cope with emergencies, such as those resulting fmm accidents, naNrzl disasters, breakdowns of equipment, or occasional operational bottlenecks of a sporadic nature. 2) When employees are perfuming 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 fedeml 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. The Local Government will monitor the performance of the Subrecipient as outlined in the attached Scope of Work by [racking project progress, reviewing payment requests for applicable costs, managing the tamely 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 8. SPECIAL CONDITIONS (This section ofthe Agreement can be usedby Local Government to include special conditions specific to the padkular 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 polities, governing the funds provided under this Agreement. B. CDBG National Objedme The Subrecippent certifies the activities canned out under this Agreement will meet a CDBG Program National Objective as defined in 24 CFR 5]0 208. 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 employerlemployee 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 andlor medical insurance and Workers' Compensation Insurance , as the Subrecipient is an independent contractor. D. Hold Harmless The Subredpient shall hold harmless, defend and indemnify the Loral Government from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the Subrecipant's performance or nonperformance of the semces or subject matter called for in this Agreement. E. Workers Compensation The Subrectgent shall provide Workers' Compensation Insurance Coverage for all of its employees involved in the performance of this Agreement . F. Insurance & Bonding The Subracippent shall carry sufficient insurance coverage to protect contract assets from loss due to theft, fraud and/or undue physcal 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 Subrecippent shall all recognition of the roles of Commerce, the WA State CDBG 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 funs made available under this Agreement . H. Amendments The Local Government or Subrecippent 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 orgamcal and approved by the Local Governments governing body. Such amendments shall not invalidate this Agreement nor relieve or release the Local Government or Subrecipient from its obligations underthis Agreement. I, Suspension or Termination In accordance with 24 CFR 85 43, the Local Government may suspend or terminate this Agreement if the Subredpient materially fails to comply with any terms of this Agreement, which all (but are not limited [o) the follmving: 0 a) Faaure to compri aN Mthe rulee, requital or provielonsrefepetl to herein, or such statues, regulations, executive orders, and HUD guidelines, policies or dirai as may become applicable at any time; b) Failure, for any reason, ofthe Subrecipient to fulfill in a timely and proper manner its obligations under this Agreement. of Ineffective of improper use of funds provided under this Agreement; or d) Submission by the Subrecpient to the Local Government reports that are incorrect or incomplete in any material respect. In accordance with 24 CFR 85.4 i, 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 terminal the effedive date, and, in the case of partial terminal the portion to be terminated Howeveq 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 Govemment may terminate the award in its entirety. 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. Cod Principles The Subrecipient shall administer its program in coMOnnance with OMB Circulars A- 122, "Cost Principles for Non~ Organizationi or A-21, "Cog Principles for Educational Institutions, as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 3. Duplication 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 shell maintain all records required by the Federal regulations specified in 24 CFR 570.508 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 achvity undertaken meets one of the National Obledives of the CDBG program; of Records required to determine the eligibility of adivi ties', d) Records required to document the acquisition, improvement, use or disposition of real property acquired or Improved with CDBG assisgrwe{ e) Records dawmenting compliance with the all rights components d the CDBG program; 0 Financial records as required by 24 CFR 5]0.502, and 24 CFR 84.21 -28; g) aher records necessary to document compliance with Subpart K of 24 CFR Pad 570 2. Accees to Records and Retention A% Such records ar d all other remme pMment to Lhis a0reerneM and was undertaken under this agreement shall be retainetl by the Subrecipient for a period of six years afterfinal audit of the Local Government's CDBG contract, unless a longer period is required to resolve audit findings or litigation . In such cases, the Local Govemment 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 gnrommers, at"sure during normal business hours, as often as deal necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any defaencies noted in audit reports must be fully cleared by the Subrecipient within 30 days after receipt by the Subrecipient Failure of the Subreciprent to comply with the above audit requirements will constitute a violation of this Agreement antl may result in the withholding of future payments. The Subrecipient hereby agrees to have an annual agency audit conducted in accordance with Owners Local GOVenmreM pwll y concerning subrecrOeM amiss and OMB Circular A -133. The Catalog of Federal Domestic Assistance (CFDA) number is 14.228. C. Retching and Payment Procedures 1. Program Income The Subrecipient shall report annually all program income (as refined at 24 CFR 510.500(a)) generated by activities named out with CDBG funds made available under this Agreement. The use of program income by the Subreciprent shah comply with the iequitemeMa set forth at 24 CFR 5]0.504. 2. Periodic Reports The Subrecipient, at such times antl 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 Si and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Agreement. D. 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 5]0.502, 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 CDBG fans on hand and any amounts receivable attributable to the use of funds under this Agreement at the time of expusumn, canceltaUOa, or termination. 2. Real property under the Subredpient's cnMrol that was acquired or improved, in whole or in Pad, with funds under this Agreement in excess of $25,000 shall ba used to meet one of the CDBG National Objectives pursuant to 24 CFR 570.208 until ten (10) years after the mitred between Commence and the Local Government is closed If the Subrecipient fails to use CDBG - assisted real property in a manner Mat meets a CDBG National Objective for this 10- year period of time, the Subredpient shall pay the Local Government an amount equal to Me 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 CwyemmeM. The SUbrecipeM may retain real proi:eM1y aayuiredwimp;ovetl under tats Agreement after the expiration of the ten -year period. 3. In cases in which equipment acquired, in whole or in pan, 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 adivities as approved by the CDBG program w (b) retained after compensating the Local Government. 9. PERSONNEL& PARTICIPANT CONDITIONS A. Civil Rights Title M d the Civil Rights Ad of 1964: Under Title VI of the Civil Rights Ad d 1964, no person shall, on the grounds of race, cold, creed, religion, sex w national origin, be exduded from participation in, be denied Me benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. Section 109 of the Housing and Community Development Ad of 1974: No person in the United States shall on the grounds of race , color, creed religion, sex or national origin be excluded from municipal 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 Ad of 1975, as Amended No person shall be excluded from participation, denied program benefits, or subjeded to discrimination on me basis of age under any program or activity receiving federal funding assistance . (42 U.S.C. 610 et. seq.) Section 506 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 -33Q Americans aunt Disab ird" AM d 1990 Subject to the provisions of this title, no qualified individual with a disability shall, by reason d such disability, be exdudetl from participation in or be denied the benefits of the services, programs, or adivitles of a public entry, or be subjected to discrimination by any such entity. B. Section 3 of the Housing and Community Development Ad of 1968 Compliance in the Provision of Training, Employment, and Business Opportunities: 1. The wont 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.SC. 1701 u. 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 projed. 2. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuers thereto by the Secretary s FWD em under h m 24 CFR a execution applicable rules and orders of HUD and Commerce issued there antler prior to the execution contra contract. The rdisabes [omiscontrad certify hem from complying are under pr agree contractual or other disability that would prevent them from complying wRM1 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 Gauss 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 Subrecipiert will not subcontract with any subcontractor whore 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 suboont@Gl, 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 form 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 purled, 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 Pali 135. Conduct 1. Assignability The Subrecipent 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 inafitution without such approval Notice of any such assignment or transfer Shall be fumishetl promptly to the Local Government and Commerce_ 2. ConOid of Interest No member of the Local Government's governing body and no other public official of such locolty, 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 ships to assure compliance. The Subrecipient agrees to abide by the provisions of 24 CFR 84.42 and 570 611, which includes maintaining a wriden code or standards of conduct that shall govern the performance of its ptftpers, empbyces or agents arranged in the award and admirdstration of coneacts 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 me performance of services hereunder. The Subrecipient further covenalds that in fire performance of this Agreement, rw parson having such interest sbaN be employed 3. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion- Lower Tier Covered Transactions a) The lower tier contractor cerdles, by signing this contract that neither it nor its principals is presently debarred, suspended, proposed for dabmment deal Ineligible, or voluntarily excluded from parlo potion in this transaction by any Federal department or agency to Where the lower tier contractor is unable to cedRy to any of the statements in this contract, such contractor shall attach an explanation to this contrail. c) The contactor further agrees by signing this contract that it will nor knowingly enter into any lower tier covered tansal with a person who is debarred, suspended, declared weligible, or voluntarily excluded from participation in this covered transaction. D. Copynght If this Agreement results in any copyrightable material or inventions, the Local Government andler Commerce reserves the mild 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 570.200O). such as worship, religious instruction, or prosely[ization. 10. SEVERABILITV If any provision of this Agreement is held invalid, the remainder of me 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 Subecpient does not waive its right toad with respect to subsequent or similar breaches. The failure of the Local Govemmerit to exercise or enforce any right or provision shall net constitute a waiver of such right or provision. 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 h supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the Local Government and the Subrecipient mth respect to this Agreement The attachments to this Agreement are idenCfied as foNam'. Attachment M1, Scope of Work & Budget, consisting of _ pages. Attachment M2, CDBG Contract, consisting of _ pages. IN WITNESS WHEREOF, the Local Government and the Subrecipient have exe ted this agreement as of the date and year last written below. of Local Governmenrl <name of SubrecioieMh Title Date Approved As To Legal Form: Attorney Attachment #t - Scope of Work & Budget SCOPE OF WORK A. Service Programs NOTE Lut Me spasfcpublicservice scfivIDesMorn Me CDBG worvaation'sP %act Descry ion &Low -and M1kdddde- Income Berefit cable, or reference the CDBG appladd on s Project DescmWn & Low- and ANderete- Marano, Barest Tame, B. Periodic Reports 1, Quarterly Beneficiary Reporting Fgmis with data on the use of CDBG funds, including the number of • Persons served; Low- and moderate -income persons served; • Persons with new or continuing access to a service; Persons with improved access to a service; • Persons receiving a service that is no longer substandaM; • Pemons served by RaceEthnicty • Persons served by Income levels. 2. No more than monthly and no less than quarterly, A- 19Invoice Vouchers with a written narc eve report on the services and expenditures funded by CDBG as beck -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. 63 BUDGET Attach or reference Me CDBG application's Servires Budget (including any tMassions) here. 6J Attachment #2 —CDBG Contract between Commerce and Local Government: Attach here. CUBIC PUBLIC SERVICES GRANT QUARTERLY BENEFICIARY REPORTING FORM Tfiis reportkdue on OCt3i (Port ^Qh.} 1aa31(foI Ap.30(AU3'e Qrc). IWY IS (ka < °QItJ Gwu+ee: ForwmE one b'owcoMnc+u ras+he COBh Atlw mt ioo Pro um- RTewomw HAS ourtecoNs. Gr , CUBG COnhaRNO: CDBOPmjml Tide'. Name. Subs iPknt AEdress: II BEGAII Ie CAA%rNCYA SN 3 °pune.(ae -uzl 3a pu.nuOM -Hebb) a "QwntAyrdwtl LEd it Oli -1015 THE TOTAL NUMBI OF + BE I row 4 F W CumuNMp PERSONS ASSISTED IN 00161015 IMPROVED OR CON+INUINOACCESS TO 9ERVIGEi SENEET OFTXE IViALNUMBEROFFER90N4 raSN19TEU. THE NUMBER OF PER8LlW5 M'TN +n Op pu 0y NEW ACCESS TO SERVICEI BENEFIT 0cao Ourntsat ve 0 -30% VERY LONHNCOME IMPROVED OR CON+INUINOACCESS TO 9ERVIGEi SENEET INCOME 51 80 %IMODERATE (MODERATE RECEIVING A 9ERVICESENEFIi THAT 19 O LONGER SUBSTANDARD B1 %AN PROOF RACE BATA OF BENENSIARIE9 + tlr OV s ar a ^ao- muMWB M # # # M WHIM BWCWAFRICAN AMERICAN AUSLAW AMERICAN INOUWAlA9RPN NATIVE N OIA E INWAIIANOTHER PACIFIC SUWDER AMERICAN INDMNIALASKAN NVTNE AND WHIM MEN AND WHITE BAMMKILFRICPNAMENCANANDWXDE PMERIC AN LAPOSAAVSNANINTVEB BIAC DINNER MNAMENCAN WXER MULTBFACIgL T(ITPLS HISPANIC HUD HAS UtEIVANATEV HAPARSIA AN AS "'CROPS" A PERSON TAN BE CAN I I ED AS SO I IT A MAWEI UP A ROOST 1,1011 ANSI AN PLAN I AROUP 'IT 1U111S Be SERI ONLY AS AN ETHNIC CROUP BENEFICMRY INCOME DATA MEDIAN INCOME M OF HUD AOIU9lED M€ MFAMILY INCOME +n Op pu 0y 3°GF 0cao Ourntsat ve 0 -30% VERY LONHNCOME ]I -E % INCOME 51 80 %IMODERATE (MODERATE B1 %AN PROOF TOTALS OTPAS Please provide a mnn4ve"ple wofUSA public ee rvices PEPSI De. ISO meals providM+a senior cilizene, drug couweling psovlded NO 25 people, SO) Si ®Irtwe Dole ofSiwwe Icettify+gsaOCDBGfwdseryeudedar pasomel was we dvecNy ahibNW m CD&' eliglbh ucGr2ey. Name, aRllu+iw aM phone aumbttoflaswn compinmgmsippiog Mist Ell Instructions: No Voucher will he paid unless your quarterly reports are up to date. All wetions must total the number At penonx assisted. This Win should be mmpkled by the contract subrecipient (CAP) And not to the CDBG Grantee (county). The CDBG Grantee (county) should send this form to the CAU projectmanager. Item 1: Unduplicated Count of Persons Asei ted. BepterMg Period: Invest the uoduptiw[ed number of clients served timing Ce repot; period. Unduplicated means slut One person smell by your Agency is counted once awing me catcsMar yam, vmr Ann Nicest OPS move Parents r after yen nummin written sooners. This recent meet be established of now time the person is Bur served "of coiner. Bare: net hospeor or y forth# w e first whom talented serve# om [, If the tworoual is Hd. WhenwmpkWt Md raTwt fnmo maniwhi is not Hispanic blatin c use the first mluam lthe se ondw lithe individual Is al ie Hispvd0. use she frstwlumo W identify man (which gives us nbm�, ilia oe®t Ne'mdividoal in the second wlumn, which Is asobeet ofNe Nn column. Single Held of Household: Elderly, and Disabled: lent the mcduplicated number of single female food of households with depe femblentrom served during the reponmg period )w tbeuodtQjmWnmoberofElderlymd Disabled.ifyeuragency ac tisdan. Ifsmicesateprovidwito "Elderly" popumtwu with CDBG fords, h is exnectM tFmynm nppncy will track this data Inc Imenthe uMOpliWed Gimttbunt Foouholds) served who me Mnderete daanm (dl ),Low- /noome(31fiU' /o]ant GLem� LorinrnnK(ndo %). M. �in dunn5t� ii(Gnh re:.9nocl�h Outcomes Report a23 Commerce Loop / 's' Port 360-385-2571 98368 Phone: OC P Fak: 360-384-5105 I E-mail: 9oump ore ing Ne tlW4ik Organization Addressing R ee A rose Ina - Strategy smcllne - systems Shills 1 Community Needs Assessment 2, Strategic Directions 3. DeparlmmuFrogram Ra rucmres i4. AdmimommivelFlnantlal Restructure ApfbFm ly staged at abode 155 eaten ees Reduced overhead casts by over 25% 12013 is our second teat In a may with can auM Had a five year examinee income/ ekpense repoa 45 -do of today our incomanexismay ratio is 1A1. Housing Rental Assistance 990 Emergency Shelter 246 Affordable Housing 139 lour team continues mppleme t and help move forward Me Jefferson County hcusirg emep. This group has now completed the maptera"or .Meree W Mebwsait provles and van beldeve all have M updated and a make pn Plan i cess m 2060/2163 funds in pears by mid- l 105 Stay vte+ded sad ;ial halnmg Fear, for a total M 2309 herring hours. Hell peofile, changing lives or 3377faMilles DI ctlyaery a nnol a la al prograrre OI Ne 1120 sll wore m or below 175A M me Federal Poverty Level -a0 %of mate served were at W% of Federal Poverty an Facts -88% M three served were at I60%M Federal Ponal or Frebw In of ready sawed addltlunal 11,44,41 through program support Emergenry SerWces TransPodalion 592 toward Hygiene Us - clNhinglHwne 299 Pre- empbymeM 93 MedicauPrespil ion 79 A tMal cA32 diflarent emeryency services termal to 3293 people Energy Assistance 1998 Food Distribution A met M 729,173 Pounds of food demanded acroaz Obtain and Jefferson counun to 12 food banks O /yCAP Energy Conservation Homae weNnahzed 27 Sc NNnlbn and Maine Care Congregate Meals Served - 19,931 Home Delivered Miele - 16,534 Home Care Services Inouraj 41,024 Child and Family Development 39t MNdrm p.Mlc:pated in Pre- '. school actlMks Is devewp school readiness sxius 472 children ekoerienced imomved to adequate mention 455 inters; and mien received epromate immunizeeons, medical, and rival care Civic Investment and Partnerships Volunteers Mobilized he Volunteer Hours 4a,460 Partner Organizations 102 Number of Partnerships 161 Stag Development