HomeMy WebLinkAbout011 16STATE OF WASHINGTON
County of Jefferson
In the Matter of:
Certification of Compliance
for CDBG Public Services Grant
RESOLUTION NO. 11-16
WHEREAS, Jefferson County is authorized to apply to the State Department of
Commerce for a Community Development Block Grant (CDBG); and,
WHEREAS, Jefferson County has identified a community development and housing
priority need for which to seek CDBG funding; and,
WHEREAS, it is necessary that certain conditions be met to receive CDBG funds; 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 $100,269.00 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 and will provide opportunities for citizen participation that satisfy the
CDBG requirements of 24 CFR 570.486;
➢ 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;
➢ Has established or 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;
➢ 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 conduct and administer its program in conformance with the Title VI of the Civil
Rights Act of 1964 and the Fair Housing Act, will affirmatively further fair housing (Title
VIII of the Civil Rights Act of 1968); 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
RESOLUTION NO. 11-16 re: Certification of Compliance for CDBG Public Services Grant
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;
➢ 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 CRFR 58.34(a), and are not applicable
to the other requirements under 24 CFR 58.6; and are categorically exempt under the
State Environmental Policy Act (SEPA) per WAC 197-11-305(2); and
BE IT FINALL Y 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.
APPROVED AND ADOPTED this 1`day of March, 2016.
�If
SES _
* « j JEFFERSON COUNTY
t M BOARD OF COMMISSIONERS
y - �
a
-A'T'— Kathleen Kler, Chair
Carolynvery
rY
Deputy Clerk of the Board
Phil Johnson, Member
Davi Sull an, Member
Department of Commerc
nnovation is in our naturel,
Community Development Block Grant
2016 Public Services Grant
Application Handbook
February 2016
Brian Bonlender
Director Due date: April 7, 2016
WASHINGTON STATE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
2016 PUBLIC SERVICES GRANT APPLICATION HANDBOOK
Mark K. Barkley, Assistant Director
Local Government Division
Bruce Lund, Managing Director
Federal Programs Unit
Kaaren Roe
Program Manager
(360) 725-3018
kaaren. roe(cb-com merce.wa. gov
Phyllis Cole
Project Manager
(360) 725-4001
Phyllis. cole(cD-commerce.wa.gov
Arlene Escobar
Project Manager
(360) 725-2725
arlene.escobar(a)-commerce.wa.gov
Laurie Dschaak
Grant Specialist
(360) 725-5020
laurie.dschaak(a-)-commerce.wa.gov
Sheila Lee -Johnston
Project Manager
(360) 725-3009
Sheila.lee-iohnston(a)commerce.wa.gov
Genny Matteson
Project Manager
(360) 725-3093
Benny. mattesonCa-_)commerce.wa.gov
State of Washington
Department of Commerce
Post Office Box 42525, 1011 Plum St SE, Olympia, WA 98504-2525
Telephone: (360) 725-4100 Fax: (360) 586-8440 TDD: (360) 664-3123
wv,iw.commerce.wa.gov/cdbq
For people with disabilities, this application is available on request in other formats. To submit a
request, please call (360) 725-4000 (TTY 360-586-0772).
www.commerce.wa.gov/cdb
_q
... ..... .
ft
Department of Commerce
Innovation Is in out nature.
artrnent of Commerce I Proarns / Infrastructure& CoTTpn qet / mm
unny Development Block Grant
)mmunity Development Block Grant (CDBG) Program
CDBG Program improves the
nonic,social and physical
ironment of eligible, rural cities
I counties to enhance the quality of
for low- and moderate -income
idents, and as a result, assists the
ire community.
! CDBG Program has six grant
General _Pur pose Grants
Planning -Only Grants
Public Service Grants
• Housi Enhancement Grants
• Imminent Threat Grants
• IcOpportunity Grants,
kfho can apply?
;mail, rural cities/towns and counties not entitled to receive CDBG funds directly from HUD. Cities and
owns with less than 50,000 in population, not participating in a CDBG Entitlement Urban County
'onsortium; and counties with less than 200,000 in population.
Map of Local Governments Served by the State CDBG Program
• list of Lacal Gove€nments Served by the State CRBG Program
This box is on all
CDBG webpages.
Click on this link to
go to the Public
Services page.
2015 CDBG Fundirigi,C
Cycle's
Guidance Materials
CDBGPro9ram Fact Sheet
CDBG Mqmt Handbook - Construction
qqBq M,9mtHan,dbo,ok,-,Flolrml,s,
CDBG Non -Construction M9mt Handbook
Map Contracts Administration Unit
2014 HUD LMI Data for Non -Entitlements
... ........
A 125%
TABLE OF CONTENTS
GENERAL APPLICATION INFORMATION ........................................... 7
2016 CDBG Public Services Grant Amounts........................................................ 9
Application Changes from 2015.......................................................................... 10
Roles and Responsibilities..................................................................................10
Application Format and Submittal....................................................................... 11
Award and Contracting Timeline......................................................................... 11
EligibleActivities................................................................................................. 12
Ineligible Activities.............................................................................................. 12
APPLICATION FORMS AND CERTIFICATIONS ................................ 13
ProjectSummary ............................................................................................... 15
Project Description and LMI Benefit Table.......................................................... 19
AnnualBudget....................................................................................................23
Citizen Participation Documentation.................................................................. 25
Resolution with Certifications of Compliance...................................................... 27
TitleVI Certification............................................................................................ 31
APPENDICES......................................................................................
35
Eligible CDBG Public Services Activities - Federal Regulation Excerpt ..............
37
Public Services Definitions and Codes...............................................................
37
Eligible and Ineligible Housing Related Services ................................................
41
CitizenParticipation............................................................................................43
Citizen Participation Requirements.....................................................................44
Sample Public Hearing Notice............................................................................
46
Sample Grievance Procedure.............................................................................
47
Public Hearing Handout: Federal Citizen Participation Requirements................49
Public Hearing Handouts in Spanish.................................................................
53
Sample Subrecipient Agreement........................................................................
57
Quarterly Beneficiary Reporting Form................................................................
67
Alternate Service Provider (Optional).................................................................
69
Application Process Feedback Form..................................................................
71
GENERAL APPLICATION
INFORMATION
This section contains details on funding levels, basic eligibility, and tips to
ensure your submittal is complete.
• 2016 CDBG Public Services Grant Amounts
• General Application Information
• Application Changes from 2015
• Roles and Responsibilities
• Application Format and Submittal
• Award and Contracting Timeline
• Eligible Activities
• Ineligible Activities
2016 CDBG PUBLIC SERVICES GRANT AMOUNTS -proposed
COUNTY
SUBRECIPIENT — SERVICE PROVIDER
GRANT
GRANT TOTAL
CONTRACT #
COMMUNITY ACTION PROGRAM
SERVICE AREA
(including county
administration)
Asotin
Community Action Partnership
Asotin
16-62210-001
$39,098
Benton
Benton Franklin Community Action Connections
Benton, Franklin
16-62210-002
$64,834
Chelan
Chelan -Douglas Community Action Council
Chelan, Douglas
16-62210-003
$61,112
Cowlitz
Lower Columbia Community Action Council
Cowlitz, Wahkiakum
16-62210-004
$70,127
Grant
Opportunities Industrialization Center
Adams, Grant
16-62210-005
$125,080
Grays Harbor
Coastal Community Action Program
Grays Harbor, Pacific
16-62210-006
$108,170
Jefferson
Olympic Community Action Programs
Clallam, Jefferson
16-62210-007
$100,269
Kittitas
HopeSource
Kittitas
16-62210-008
$83,177
Klickitat
Washington Gorge Action Programs
Klickitat, Skamania
16-62210-009
$68,702
Lewis
CAC of Lewis, Mason and Thurston Counties
Lewis, Mason
16-62210-010
$102,503
Okanogan
Okanogan County Community Action Council
Okanogan
16-62210-011
$82,087
Skagit
Community Action of Skagit County
Skagit
16-62210-012
$61,689
Stevens
Rural Resources Community Action
Ferry, Lincoln, Pend
16-62210-013
Oreille, Stevens
$97,065
Walla Walla
Blue Mountain Action Council
Columbia, Garfield,
16-62210-014
Walla Walla
$45,961
Whatcom
Opportunity Council
Island, San Juan,
16-62210-015
Whatcom
$123,508
Whitman
Community Action Center
Whitman
16-62210-016
$102,125
Yakima
Northwest Community Action Center
Yakima
16-62210-017
$164,493
TOTAL
$1,5001000
GENERAL APPLICATION INFORMATION
This application handbook provides information and forms to apply for a 2016 Public Services Grant
from the state Community Development Block Grant (CDBG) program.
CDBG Public Services Grants are distributed through a regional -based approach with rural counties
to ensure all CDBG nonentitlement areas of the state have equitable access to CDBG-funded
services. Each of the 17 eligible county grantees has determined to continue to partner with its local
community action program as grant subrecipient and service provider for the 2016 funding year. This
partnership builds upon the existing community action program network. The CDBG Public Services
Grant allocation formula determines the specific grant amounts and was updated to incorporate
current population estimates and poverty rates for each regional service area.
APPLICATION CHANGES FROM 2015
The application forms have been updated. To ensure your application meets CDBG requirements
and to expedite processing, DO NOT use previous application versions.
• The Environmental Review exemption form submitted last year is good for two years and not
required this year.
• Additional guidance is provided for the Project Summary's section 10. Annual Project Budget to
collect better information on CDBG leveraged funds.
• Application Process Feedback Form on page 71 is new.
• Mail one hard copy and email a PDF copy to laurie.dschaak@commerce.wa.gov
ROLES AND RESPONSIBILITIES
The county and its subrecipient organization that will provide public services must coordinate to
complete this application.
Project SummaryI Complete with f Complete with county I
subrecipient
Project Description and LMI Benefit Table Review for approval ofI Complete I
services to be funded
I Annual Budget I Review for approval of I Complete I
proposed use of funds
Citizen Participation Documentation form
Assess outreach,
Share public hearing
• Copy of the published public hearing
advertise and conduct
notice with stakeholders
notice or an affidavit of publication
public hearing,
and attend hearing
• Public hearing minutes
distributing CDBGhandouts at the hearing
• Grievance Procedure
Resolution with Certifications of Compliance
i Complete and adopt
Title VI Certification I Complete and sign
its]
CDBG contract between Commerce andI Sign and return all copies I I
county for Commerce signature
Subrecipient Agreement between county Use sample, complete Complete and sign with
and Community Action Program or alternate with subrecipient, and county before first
service provider. sign before first request request for 2016 funds
for 2016 funds
APPLICATION FORMAT AND SUBMITTAL
Use the previous table to ensure all required forms and documentation 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 Certifications of Compliance must sign the application forms. The
Project Summary must have an original signature.
Mail one hard copy and email a PDF copy to laurie.dschaak@commerce.wa.gov
If you have any questions regarding this application contact:
Laurie Dschaak — CDBG Program
Department of Commerce
1011 Plum St SE
PO Box 42525
Olympia, WA 98504-2525
AWARD AND CONTRACTING TIMELINE
Once Commerce receives and approves the county's application 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 subrecipient are required before the release 2016 CDBG funds. This timeline and
funding are contingent upon the state's receipt of 2016 CDBG funds from the US Department of
Housing and Urban Development (HUD).
11
ELIGIBLE ACTIVITIES
CDBG eligible activities can be found in the Code of Federal Regulations: Title 24 -Housing and
Urban Development, Chapter V, Part 570, C, Section 570.201 on page 37. Further definitions of
CDBG eligible public services and specific guidance on housing -related services are on pages 37-42.
To be CDBG eligible, the service 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 increased/improved level of service. See instructions to
this application's Project Description and LMI Benefit Table for definitions.
3. 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. The current
Income Limits chart is on the CDBG website and LMI is up to 80% of median household
income by family size.
5. Target residents of CDBG non -entitlement areas (outside of CDBG entitlement cities). The
state CDBG program cannot fund activities that benefit residents in CDBG entitlement cities,
since these cities receive CDBG funds directly from HUD. The ineligible CDBG entitlement
cities, located in eligible state CDBG counties are:
Anacortes Longview Walla Walla
Bellingham Mount Vernon Wenatchee
East Wenatchee Pasco Yakima
Kennewick Richland
INELIGIBLE ACTIVITIES
In general, any activity not described above is not eligible. Specifically, Public Services Grants cannot
fund:
1. Activities and administrative costs eligible under another CDBG fund, such as:
• Planning and community organization activities, not directly linked to the delivery 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 weatherization
• Facility acquisition, construction or renovation
2. Administrative costs for the general management of the organization
3. Lobbying and political activities
4. Direct payments to individuals for their food, clothing, utilities or other income payments. (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 new housing development programs
Contact Laurie Dschaak at (360) 725-5020 or laurie.dschaak(a)-commerce.wa.gov, if you have any
questions.
12
APPLICATION FORMS AND
CERTIFICATIONS
• Project Summary
• Project Description and LMI Benefit Table
• Project Description and LMI Benefit Table
• Annual Budget
• Citizen Participation Documentation
• Resolution with Certifications of Compliance
• Title VI Certification
13
PROJECT SUMMARY
1.
Grant Type
CDBG Public Services Grant
2.
Jurisdiction
Telephone
Mail Address
Fax
Street Address
Fed Tax ID #
City
SWV #
Postal Code + 4
DUNS #
Email
SAM.gov expires
3.
Contact Person
Title
Mail Address
Street Address
Telephone
City
Postal Code
Email
4.
Subrecipient
Title
Contact Person
Mail Address
Telephone
Street Address
City
Organization
Category(s)
Postal Code
Email:
DUNS #
5.
Fiscal Year
From
To
6.
County(s) served by grant:
7.
State Legislative District:
Congressional District:
8.
Brief Project Description:
To provide direct public services for low- and moderate -income persons in the county(s) listed
above.
15
9.
National Objective:
® Principally benefits low- and moderate -income persons or households.
10.
Annual Project
Budget:
CDBG
$
CDBG Program Income
$
Other Federal
$
Other State
$
Local Public
$
Private
$
TOTAL
$
11.
Project Beneficiaries:
o
(N) # of persons - new or continuing access to a service:
U
J
(1) # of persons - improved access to a service:
U)
(S) # of persons - service that is no long substandard:
# of Persons
LMI Percentage: %
# of LMI Persons
12.
How were the numbers of beneficiaries
determined?
® LMI Limited Clientele
13.
Street address, city and zip code of primary location of subrecipient services (if different than 4.):
14.
Certification of Chief Administrative Official: The information provided in the application is true and
correct to the best of the government's belief and knowledge and it is understood the state may verify
information, and that untruthful or misleading information may be cause for rejection of this application
or termination of any subsequent grant contract.
Signature Date
Print Name Title
16
PROJECT SUMMARY INSTRUCTIONS
The Project Summary should be the first page inside the cover of the application. Every block must be
accurately completed before the application is submitted. Not completing this form slows down the
Commerce's processing of your application, entry into state and federal databases, and your availability
to CDBG funds.
1. Predetermined: CDBG Public Services Grant
2. Jurisdiction information:
➢ Provide the postal code + 4, required by the federal contracts database.
➢ The federal tax identification number is usually a "91" number.
➢ The jurisdiction's statewide vendor (SWV) number is necessary to release funds from the state to
the local government. Obtain a SWV number at:
http://des.wa.gov/services/ContractingPurchasing/Business/VendorPay/Pages/defauit.aspx
➢ A Data Universal Number System (DUNS) number is required for recipients of federal funds.
Obtain a DUNS number at: fedgov.dnb.com/webform
➢ List the expiration date of the applicant jurisdiction's SAM.gov registration. Recipients of federal
funds must renew their registration each year in the System for Award Management (SAM). You
can create or update your record in SAM.gov at sam.gov/portal/public/SAM.
3. Provide information on the person who will be the county contact for Commerce for the term of the
CDBG grant contract.
4. Provide information on the subrecipient that will benefit from the project or receive CDBG funds
as a pass through.
➢ Provide the organization's legal name for contracting purposes
➢ List the organization category: Non -Profit, Faith -Based, or Institute of Higher Education
➢ A Data Universal Number System (DUNS) number is required for subrecipients of federal
funds. Obtain a DUNS number at: fedgov.dnb.com/webform
5. List the month and day of the applicant's fiscal year from beginning to end.
6. List the county(s) to be served by this grant since some subrecipient agencies serve a multiple
county area.
7. List the numbers of the state and congressional districts.
8. Predetermined
9. Predetermined: LMI Limited Clientele, based on the Benefit Table.
10. Summarize the annual project budget amount and funds leveraged for the July - June grant
contract period.
➢ List the CDBG amount from the CDBG Public Services Grant Amounts table on page 9. The
CDBG amount cannot exceed the amount requested in the Resolution of Certifications of
Compliance or CDBG maximum limits.
➢ CDBG program income is any income generated from the use of a prior or current CDBG
award (not just Public Services Grants) that totals at least $35,000 in a calendar year.
➢ If CDBG is the primary funding source for the service(s) listed on the Project Description form,
then estimate and list here any other funds leveraged by its source(s). Also estimate and list
any county administration resources (in-kind and cash) under Local Public. There is no match
requirement.
11. List the number of project beneficiaries for the July - June grant contract period. First complete
the application's Project Description and LMI Benefit Table before summarizing the data here.
17
➢ Estimate the total number of unduplicated persons for each level of service (N, 1 or S). If you
estimate a person is to receive more than one service, pick the best one for these estimates
so the numbers of persons in the level of service rows add up to the total number of persons
to be served.
➢ 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 51 %.
➢ Detailed demographic data on actual persons served will be reported on the Quarterly
Beneficiary Reporting Form, provided on page 67.
12. Predetermined
13. List the street address, city and postal code of primary location of subrecipient services (if
different than 4.) If CDBG funds will be used primarily for services offered from a satellite office
rather than the subrecipient main office, list the address of that satellite office instead.
14. This form and certification must be signed by the county's Chief Administrative Official or the
county official designated in the Certification of Compliance must sign. An ORIGINAL signature
must be submitted.
18
w
J
a
a
x
w
c
o
aoi co
i o
ami COo
o—
m
Q
w O
EN
p
'i O
O N
-c a,
Cis
co 0
a�
0 d
U
O O O
N M
N O
O+—_�
o z
N M
O O
R,O
Lu IL
mad
0
09
�- U L
co
— tt
— O
N
N
N
N
0
0
to
0
c
0
0
O O U
'a
= C O.
m
C,
a m
co
`o a) 0
T) ,-
0)
� o
Q)co
COCO
O
�,
O Q-
O E tv
.o
Co
O"
U
z Y •O
CO CO o
4- N
a E
o
a O
Y Z3 Z
M 0
co V
co -0
Z
Q o
.o
C) Ei
e=a m
Com
o
E; N O
z O
O N
00
m
�w
N
O'U
co
O m
O
co .� U
N
NO
.
E c
N
u_ E -�
Q
O
U
0
U
E
a
a�
S --
:a
o
�
�
o
E
U
o
ca
Q
W
y. O
Z
U E
O L
w
Z
d
uim
0
V
>
CD
3 d� _
z
m �
0042
Q
Q
Wd
d
t
=U
Q
�
0
t
Z
o
d
�
0
�
z
w
C
Q
0
O
z
CL
N
a.
LD
Cf)
U)
Q
v
LU
r. p
`Q
0
Q
EL
E
d
U
O
v
0
LU
z
w
J
a
a
x
w
rn
c
o
aoi co
i o
ami COo
o—
m
Q
w O
EN
p
-c a,
Cis
co 0
U
U�
U
O O O
N M
N O
O+—_�
o z
N M
O O
R,O
0
09
�- U L
co
— tt
— O
N
N
N
N
0
0
to
0
c
0
0
O O U
moo
L::La
C,
a m
co
`o a) 0
T) ,-
0)
� o
Q)co
COCO
z
p ai
O
.o
Co
O"
U
z Y •O
CO CO o
4- N
a E
o
a O
Y Z3 Z
M 0
co V
co -0
Z
Q o
.o
C) Ei
ar c Z
Com
o
E; N O
z O
O N
00
m
N
O'U
0) N m
O
O m
O
co .� U
N
NO
.
E c
N
u_ E -�
Q
O
U
0
U
E
a
a�
S --
:a
o
�
�
o
E
U
o
ca
Q
rn
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 meet the CDBG definition 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 and pages 37-42.
Section A: Activities
List each service to be CDBG funded during the July — June grant contract period. The program name
and service description is used to confirm CDBG eligibility, understand the important services being
provided for county residents, and approve each CDBG payment request. Before approving payments
from this grant, Commerce and the county must confirm each CDBG payment request and Expenditure
Report correlates with a service described here to ensure CDBG funds are supporting the intended,
approved programs.
To improve accountability, we encourage funds be distributed between fewer activities. However,
additional rows may be added to this form. In each row complete:
1. NAME of Service Program:
List the activity by the PROGRAM/SERVICE NAME used by the community action program/service
provider.
• Do not use general terms such as "linkages," "outreach" or "partnership building" that imply
agency development work and do not clearly describe a CDBG eligible direct client service to be
funded. Instead of linkages, if CDBG is to fund a staff person who refers clients to a wide range
of potential resources, then the program name can be Resource Referral, the description would
explain the client intake and referral services, and the HUD code would be 05. Outreach costs to
inform clients of a specific program can be an allowable expense, but only as part of that
program's service delivery costs. Outreach is not an eligible CDBG public service in of itself.
Specific partnership building costs necessary to provide a direct client service could be an
allowable expense as part of that program's service delivery costs and that Program Name and
service description would be listed in the 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 program name and service description of any housing
related services clearly shows how the service meets the definition of an eligible CDBG public
service. Additional guidance is provided in the appendix on page 41.
2. DESCRIPTION of Services:
Provide a DESCRIPTION of the direct service received by the client. The service description must
be detailed enough for Commerce to compare to the lists of eligible and ineligible public services
found on pages 12 and pages 37-42 to and confirm eligibility.
3. HUD Code:
Use the table beginning on page 37; Public Services Definitions and Codes to identify the applicable
code to list. If a HUD heading or definition doesn't match the service, then provide a clear description
of the client service and code it as 05 (Other Public Services).
Section B: Level of Service
In each row, choose whether the service is providing persons (N) new or continuing access to a service,
(1) improved access 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 than one level
of service, please select the one that most applies for that service. What you list in this column will guide
how you complete Box 11. Project Beneficiaries, on the Project Summary form.
21
(N) New or Continuing Access to a Service - A client service that was not offered by the subrecipient
prior to the new CDBG program year or that would not be continuing but for the CDBG funding.
(1) Increased Access to a Service - A quantifiable increase in the number of persons served; an
expansion of the type of clientele; an addition of new locations, or the removal of barriers to access the
service as a result of CDBG funding.
(S) No Lonqer Substandard Service — A client service that, 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
service as a result of CDBG funding. HUD does not define a substandard service in its CDBG guidance.
Section C: Number of Persons
For each row, estimate the total unduplicated number of persons to directly receive the service during the
July — June grant contract period. Detailed demographic data on actual persons served will be reported
on the Quarterly Beneficiary Reporting Form, provided in the appendix.
Section D: Method of Ensuring Benefit to LMI Persons
For each row, describe the METHOD for ensuring how each activity will principally benefit low- and
moderate -income (LMI) persons that are CDBG non -entitlement residents.
LMI - CDBG activities must principally benefit LMI persons. Generally, a subrecipient can claim the
activities meet HUD's LMI Limited Clientele criteria in at least one of the following ways:
1. If an activity exclusively targets persons in one of the HUD -defined special groups, it can be
presumed to principally benefit LMI persons. These special groups include:
■ Abused children ■ Elderly persons
■ Battered spouses ■ Homeless
persons
■ Illiterate persons ■ Persons living with AIDS
■ Migrant farm ■ Severely disabled adults
workers
OR
2. Information on family size and income is available and shows at least 51% of the activity's clientele
meet and will continue to meet the LMI income criteria.
OR
3. Income eligibility requirements limit the activity to LMI persons only.
OR
(Use #4 below as a method only under very limited circumstances and providing a written
description of both the nature and location for Commerce to submit to HUD)
4. Be of such nature and location that it may reasonably be concluded that the activity's clientele will
primarily be 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 Non -entitlement - The following subrecipient regional service areas include CDBG entitlement
jurisdictions or other state areas: CAP (Lewiston, ID), C-DCAC (East Wenatchee, Wenatchee), LCCAC
(Longview), B-FCAC (Kennewick, Pasco, Richland), OC (Bellingham), SCCAA (Anacortes, Mt. Vernon),
CACLMT (Thurston Co), BMAC (Walla Walla). Applications for these subrecipients must also describe
the method for ensuring the grant ONLY benefits CDBG non -entitlement residents.
Verifying the client's address or the location of services are examples of methods for targeting the benefit
to only CDBG non -entitlement area residents.
22
M
N
a�
E C
0 0
cLa
-0
(D •.
Cc 'c
0
zzo
(U cu
O O
� �
N
SVA
v/
L- L
0
_Z
G
T
L 3
a
O-
E
0 M
z
LO
C
Mcu
O
0]
O M
Q
0
F
z
0
d'
609,
a�
U)
C
E
C
0
z,
m
0
.r
C �-
CU CD
Q.
O)
D)-o
Cl)
ca
V
N
LU
O C
Q
0
cu
W
N
_0 v
N •E
0 E
X�
N �
O >+
C �
C O
M
U 0
H
z
D
O
a
6c).
6q
V9�
U)
w
C
N O
ca 0
Co U
a0i
"-
J
U W o
Q
>
N o
Q
F-
F—
V
0
o
U
C� u0i
w
U
M
N
a)
rn
a
m
m
O
C
C
Q
a)
L
C
CL
x
L
w
Uui
�
N U
=O
O
-0 c
�
O
.2-
L
_a) a)
m
a)
Oca
ca 07
ca co
_0 a)
C 0
o Q
m O
()
QCh
N U
D U
E a)
c
N Co
O m
U E
L
Q O
Q:3
-a a
c c
o
U
t
OO
W U
a)
p —
� O
C a)
a) +
Q0
X O
L o
O m
N �
C
a) a
C c
p O
L U
�? a)
V) U
(D c
O 0
� U
L
a)
c
EL
CC (D
Q c
m
c E
f0U�,
O
a)
L O
m Q.
L m
U
a) a)
> E
O
Q O
_070
O a)
U
Ua)
N
O U
� 3
N--
a) E L
� O
c Cc
O O m
E
Q U
_0 a)
z N . O
�� Q
-q- m
U
a) O
t: i O
p O O
LL P >,
04
N
u
O
-aE
Lo
a)Ea)
o
cu
m
.c
E
-c
pL
Q
m
m
>
��
_
ccaL-
0)
O
E cL
L N
m m CLcu
a
L
C.
CD
a)
V) U)
m
LCD
Z
U U O C Y
m
U
Q,=
j
�v
O-
cu j> �-mL
p
a)
p0 -a
E
Oa) C°
U
E
>aUU-
o
a)
E
aaa)ia0
�a
0
c
a)
•�
a)
00
_ _ 1p
�CUCU
O
g
-0Ef
a) (.9
L
O
Q
c� U
m m m CU ca
c
i
O O`►-
L-
m
N
CO) Q CO)
CO) U c)
U
L-�
O O-
O CL
mCi
cli
cCIL
E
E
a)
cu i
v
o
M
avi
E
O
m
E
V
N
O a)
ca — m e a)
m
O m
E N
0
O U 0
L)
a) 0
>, �
.s U)- L
L
M C>
a)
a) U
(L6
•E E U)
o
t4 m
m E
.c
p c 0 a)
L-
Em
_0
O L
C
+• E
.0 p a3
O
O .c
�L•E
_0 0
a)
;�
},0>Uca
cruU
.
OE
LO"am
O
U a)
0
C
Oy+
N U
C
m
m
>1 a) O >O
-0
U U"L
a)
O CU
� a�Q
CD��Ec
oc
U c a) cu�
a
0
CL co 0
0
(n a)O
o
a)
a)
., N -o
m
p
m a)E
>
0
Q
0 >4m
m
6-0
Ems'
U a), -co
-a O O ,cn
—
m
C
m
E a O ,�
_
0= 0� cu
aj
O
C
�m
O O c O
c)��0
c
E
cm a)0
E Q
U
Q
U O
m
�
_C
��camU
Z, cCa�Ei�w
U
a)
U
N
>m,
m a
C
U
=
a
O
pm
0
-�
E
>a
QUa)
c
Ocu-0a)
CmN
U
LL U� a)
N
Q
m
L_ p a) t w
O
N
0 E E
U
m
p
O
UL
=
U U 0
W
=U
p UC�
-0-- L-
a)
O L-
_aO
, O
2- O E
o•cu -o o)E m V
0.0 p 0
L
a) m m
0� O U"a
cO
E
U)0
:.a >Qcu ULO�
a) - O
4-
0
p
o O
.0
�
an
- _O 'L 0 - 0) U)
O'n
�,
0
is
= >
cn
p -0 -0 m
c
m. Z O C-0
O
LO C
O O
Q p C U
a0) CU >, o„C>
Ea) U`�cu
E��-
Ea)
>v_, -a
O •U N� 0
0
LE
O
acamDQa)
E
m Q a s
o
.'
u�
m� a
p 0
�_
m
O
0
L
U m v? a)
t_
Q
N
O
_
� c
a)
_0
0 fE6 cu _E U
°)
p U
N
c>a E
p a
,
a)
L
U a3 a) a) a)
L
-a a)
a)
c
.� E
a)
m U) 0 =
'a L O Q Q
a)
>,
OLDODE0
p
c�aUr-0.-3m0
x
N O U) O '� N 0
a) O
O�
0w
U) U)
a) Q O C Q)
U) a> 2>o
�a)m-0L>O
_a"
oa_ac00,
Oa)
Q
aav>.o
UNU
cu M
Ca)
0 o m m
v
� a0
a2
c a-ccoE�
U�
W
f
c
c
co 0
0 (DO
CU
a>
-
L)
U
>
`)
F-
m
O
m
U>
F-
O
U (n
U cn
LF—
Q:3
-a a
c c
o
U
t
OO
W U
a)
p —
� O
C a)
a) +
Q0
X O
L o
O m
N �
C
a) a
C c
p O
L U
�? a)
V) U
(D c
O 0
� U
L
a)
c
EL
CC (D
Q c
m
c E
f0U�,
O
a)
L O
m Q.
L m
U
a) a)
> E
O
Q O
_070
O a)
U
Ua)
N
O U
� 3
N--
a) E L
� O
c Cc
O O m
E
Q U
_0 a)
z N . O
�� Q
-q- m
U
a) O
t: i O
p O O
LL P >,
04
N
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 citizens' views on community development and housing
needs and to receive input on proposed projects under consideration for CDBG funding.
Complete this form by following the steps below to meet the CDBG citizen participation requirements and
submit with your CDBG application.
• Complete/check all Yes or No statements. Check No if not applicable.
• Other than the assessment steps, there must be a Yes answer for each step to meet the CDBG
citizen participation requirements.
• Further instructions, such as paths to Census data on language spoken, are in the appendix.
• Attach the required documentation to this form with your CDBG application.
25
011, -EJ
J
u �I .. I5 -f (�.,31 -- � ,Y " 1 , •'( I IPY' III },. r ;- 3 la �I �" � �6
'}� 4 G
" tyt' (x�,zi J ' 41 hl �sl J I
9 r ( I H, ,�I
Yt
e��l�
,:'.
xx,ry,.l h
p
There are 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`. If it is more than 10%, it is
reasonable to expect non-English speaking residents could be interested in the
public hearing, so check Yes, otherwise, go to question 2.
2. If the beneficiaries of the proposed project will be largely non-English speaking
residents (such as a child care facility for farmworker families), then it is
reasonable to expect non-English speaking residents could be interested in the
public hearing, so check Yes. Otherwise check No.
If you check No based on other reasons, state them here:
a P t
110T],E�4EVE�.t�k -NIENT
€ 5...
Develop the CDBG public hearing notice by one of the following steps:
1. 1 used the CDBG sample notice is in the appendix.
❑
❑
2. 1 received CDBG approval to use a notice with other wording than the CDBG
El
Elsam
le.
The public hearing notice states the hearing room is handicap accessible and
❑
❑
accommodations for persons with special needs will be made upon request.
Because I answered YES under the ASSESSMENT step above, the notice states an
N/A
interpreter will be available (even without advance request).
❑
❑
25
List public hearing notice date(s):
The notice was advertised at least two weeks before the hearing date. ❑ ❑
The notice meets local public hearing notification requirements. ❑ ❑
Because I answered YES under the ASSESSMENT step above, the notice was NIA
advertised in the alternate language using at least one of the following methods:
1. Published in a newspaper or official on-line source. ❑ ❑
2. Announced on radio or television station. ❑ ❑
3. Posted at location(s) frequented by non-English speaking residents. List
locations: List location(s):
Residents, especially LMI residents, of the areas in which CDBG funds are proposed I ❑ ❑
to be used were encouraged to participate and provide input.
List public hearing date:
The public hearing was held within 18 months of the date the CDBG application was ❑ ❑
submitted.
The public hearing was conducted by the applicant local government. ❑ ❑
Minutes of the public hearing were taken. ❑ ❑
Both of the following required CDBG handouts were distributed at the public hearing. ❑ ❑
1. CDBG Program Fact Sheet
2. CDBG Citizen Participation Regulations
Because I answered YES under the ASSESSMENT step above, alternate -language NIA
versions of the required handout were provided.
--------------------------------------------------------- ❑----0 -
(Spanish versions of the handouts are available at.www. commerce. wa.gov/cdbq under Guidance Materials.)
The public hearing minutes are attached.
"�'
If the official minutes are not available by the CDBG application due date, instead include a statement
from the clerk indicating when the minutes will become available and send the minutes as soon as
A copy of the existing local government's adopted Grievance Procedure is
attached. (A sample Grievance Procedure is available in the appendix. Do not ❑ ❑
assume the CDBG program has a copy of your jurisdiction's procedure on file
from a prior application)
The CDBG Certifications of Compliance have been signed certifying the citizen ❑ ❑
participation requirements have been met.
26
RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE
(FOR CDBG PUBLIC SERVICES GRANT ONLY)
WHEREAS, (Name of county) is authorized to apply to the state Department of Commerce for a
Community Development Block Grant (CDBG); and
WHEREAS, (Name of county) has identified a community development and housing priority need for
which to seek CDBG funding; and
WHEREAS, it is necessary that certain conditions be met to receive CDBG funds;
NOW, THEREFORE, be it resolved that the (Name of county) authorizes submission of this application
to the state Department of Commerce to request $(CDBG Public Services Grant Amount total, including
county and subrecipient amount) and any amended amounts to fund public service activities in
coordination with (name of subrecipient), 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 and will provide opportunities for citizen participation that satisfy the CDBG requirements of
24 CFR 570.486;
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;
Has established or 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;
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 conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and
the Fair Housing Act, will affirmatively further fair housing (Title VIII of the Civil Rights Act of 1968); and
Has adopted (or will adopt) and enforce a policy to prohibit the use of excessive force by law
enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights
demonstrations; and has adopted (or will adopt) and implement a policy to enforce existing applicable
state and local laws against physically barring entrance to or exit from a facility or location which is the
subject of such nonviolent civil rights demonstration within its jurisdiction, in accordance with Section
104(1) of the Title I of the Housing and Community Development Act or 1974, as amended;
Certifies to meeting the National Environmental Policy Act (NEPA) through a determination the CDBG-
funded public services will not have a physical impact or result in any physical changes and are exempt
under 24 CFR 58.34(a), and are not applicable to the other requirements under 24 CFR 58.6; and are
categorically exempt under the State Environmental Policy Act (SEPA) per WAC 197-11-305 (2); and
27
(Name of county) designates (name of county commission chair, county administrator, county official) as
the authorized Chief Administrative Official and authorized representative to act in all official matters in
connection with this application and (name of county)'s participation in the Washington State CDBG
Program.
Signature
Name
Title
Date
Attested Date
28
RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE INSTRUCTIONS
The applicant's local legislative body must pass a resolution authorizing the Chief Administrative Official to
submit the CDBG application to the Department of Commerce and to certifying compliance with state and
federal laws and specific program requirements. Visit the CDBG website at www.commerce.wa.gov/cdbq
under the Management Handbook webpage for the current CDBG contract terms and conditions.
Insert local and project specific information as indicated. This resolution may be reformatted to meet the
jurisdiction's requirements for official resolutions.
Amount Requested
List the total CDBG award amount, including county administration funds.
Signature
The resolution must be signed by the county's authorized Chief Administrative Official, and a
signed copy (does not need to be original) must be included with the application. The Chief
Administrative Official is the Chair of the Board of County Commissioners or the County Administrator, as
applicable.
Using Previous Versions
• A resolution that references another project submitted previously for CDBG funding will not be
accepted.
• A resolution using a prior year version may not be accepted, since new clauses may have been
added to this current version that apply to the proposed project.
29
The County of
regulations:
TITLE VI CERTIFICATION
assures and certifies compliance with the following laws and
TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, WHICH STATES:
"No person in the United States shall, on the grounds of race, color, or national origin, be excluded from
participation in, be denied benefits of, or be subjected to discrimination under any program or activity
receiving federal financial assistance."
SECTION 1.4(B)(2)(1) OF THE REGULATIONS OF THE DEPARTMENT OF HOUSING AND URBAN
DEVELOPMENT ISSUED PURSUANT TO TITLE VI WHICH REQUIRE:
"A recipient, in determining the types of housing, accommodations, facilities, services, financial aid, or
other benefits which will be provided under any such program or activity, or the class of persons to
whom, or the situations in which, such housing, accommodations, facilities, services, financial aid, or
other benefits will be provided under any such program or activity, or the class of persons to be afforded
an opportunity to participate in any such program or activity, may not, directly or through contractual or
other arrangements, utilize criteria or methods of administration which have the effect of subjecting
persons to discrimination because of their race, color, national origin, or have the effect of defeating or
substantially impairing accomplishment of the objectives of the program or activity as respect to persons
of a particular race, color, or national origin."
DEMOGRAPHICS
1. Population in the service area of the county or counties covered in this application
2. Number of Hispanic or Latino residents (of any race)
3. Number of residents by race in the service area:
White
Black or African American
Asian
American Indian/Alaskan Native
Native Hawaiian/Pacific Islander
American Indian/Alaskan Native/White
Asian/White
Other
Demographic Data Instructions: Use current population data, such as local counts for small service
areas or current OFM population estimates for the city/town or county. Otherwise, follow the
instructions below for 2010 Census and Hispanic origin/race data. These data can be found at
http://factfinder.census.gov.
1. Under Community Facts, insert jurisdiction
name." Then click "GO" to bring up your
search results.
2. To bring up the data, in the Community
Facts box; under 2010 Census click on the
related to "Race and Hispanic or Latino
Origin."
31
1' Community Facts
Find popular facts (papulation, income, Ram
frequently requested data about your community -
Enter a et a r -time _ town. or zio code:
link
_ Lewis County, Washington
.. Populatnon - ..... Same Prot
CJerisus 213 10 Total Papulation
Popular fables for this geography_
2010 Census
• acieristics (Population. Age, Sex. Race, Households and Housing. _..)
arai Hispanic or Latirno Crlgin
« Households and Families (Relationships„ Chidren, Household Size, ..,.,)
. Compare Cities and Towns for Population, Housing, Area., and Density
« Compare Census Tracts for Population, Housing,. Area. and Density
2013 American Cnmmcmity Survey
• Dennagraphic and Housing Estimates (Age. Sex, Race. Households and Hoesng, ...-j
2014 Populatiort Estimates Program
• Annual Population Estimates
Census 2004
• General Demographic Characteristics (Population, Age. Sex, Race,. Households and Housing,
• Compare Comes and. Twins for Population, Housing. Area, and Density ..
Note: The Hispanic and race percentages (seen in the right-
hand column in the image here) can be multiplied by the
number of persons (Item #1 in the Community Demographics
form) to calculate the Hispanic and Race Populations
breakdown, should you be using more current population data
than shown.
T4upwLitaffine
M45S
One race
� -am
96.8
VAM
67.712
3%7
81aa or Airicais AMencan
45,
915
American_..1 Alaita Na94E
Tim
IA
Afferrean M&Man, speckled [1)
123
i.t}
(ij
78
lit
Bats American lnMan. and Alas*a tSat7.+e. soecMed t11
2
Do
Two or more Rases
Two races wM Surra OrwRace:
illxttacEa ss+>mteerRaas�
Three or more. races Nth Some t}lnar Race
257 104
5E4 09
117 #:T
3.047 x_a
2.437 32
413 u's
24
1. Back under 2014 American Community Survey, select MSPMMC OR LATM
Demographic and Housing Estimates. Click on "Sex and Tta�nt(m*a X4$5
Age, Race, Hispanic Origin, Housing Units...Cuban
32
n 35
2. Scroll down near the bottom to "RACE and HISPANIC OR
LATINO AND RACE" to find the applicable data
32
Si' 0.t
7.
02
S)a
1. MINORITY POPULATIONS reported in the service area demographics above are:
Scattered throughout the community.
Scattered throughout the community, with concentrations in the following areas or
neighborhoods:
Concentrated in the following areas or neighborhoods:
Z. The following opportunities were provided to protected groups to participate in and comment on
the design of activities to be undertaken as part of this project (check all that apply):
X Public hearing to review community development and housing needs
Community meeting(s)
Community survey
Apply to be on a wait list for direct assistance
Other:
3. Will all residents of the service area benefit from this CDBG project?
Yes, all residents of the service area will benefit. Go to 6.
The following protected group(s) or minority populations will not benefit:
4. The above populations that will not benefit from this CDBG project:
Will receive similar services provided through existing programs. Go to 6.
Do not receive similar services provided through existing programs. (Brief explanation)
5. For those protected groups that will not benefit from CDBG, the following plan identifies a
timetable for providing such services in the future.
No such services are planned for the following reasons: (Brief explanation)
The plan and timetable are:
6. The following steps will be taken to ensure CDBG benefits are offered to all residents and
protected groups within the community: (check all that apply)
Protected groups will be informed of the opportunity to apply
Protected groups will be informed of the availability of programs
A community meeting will be held to inform all residents of benefits resulting from the CDBG
project.
X A final public hearing to receive comment on the CDBG project will be conducted with
outreach and accommodation for non-English speaking residents, if applicable.
Other:
Signature of Chief Administrative Official Date
Name of Chief Administrative Official Date
This form must be signed by the Chief Administrative Official (mayor, county commission chair, county
administrator, city manager, or designated official as authorized by the CDBG Resolution of Certifications of
Compliance). Please clearly state the official's name and title.
33
APPENDICES
■ Eligible CDBG Public Services Activities
■ Federal Regulation Excerpt Notice
■ Public Services Definitions and Codes
■ Eligible and Ineligible Housing Related Services
CDBG Citizen Participation
■ Citizen Participation Requirements
■ Sample Public Hearing Notice
■ Sample Grievance Procedure
■ Public Hearing Handout: Federal Citizen Participation
Requirements
■ Public Hearing Handout: CDBG Program Fact Sheet
■ Public Hearing Handout: CDBG Program Fact Sheet in Spanish
• Sample Subrecipient Agreement
• Public Services Grant Quarterly Beneficiary Reporting Form
• Alternate Service Provider Form
• Application Process Feedback Form
35
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
those concerned with employment, crime prevention, child care, health, drug abuse, education,
fair housing counseling, energy conservation (counseling and testing), welfare (but excluding
the provision of income payments identified under Sec. 570.207(b)(4)), homebuyer down
payment assistance, or recreational needs.
To be eligible for CDBG assistance, a public service must be either a new service or a
quantifiable increase in the level of an existing service above that which has been provided by
or on behalf of the unit of general local government (through funds raised by the unit or received
by the unit from the State in which it is located) in the 12 calendar months before the submission
of the action plan. (An exception to this requirement may be made if HUD determines that any
decrease in the level of a service was the result of events not within the control of the unit of
general local government.)
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.
KA
Cade M
Z eryan�efirtlti�Il Y
-r'
05C
Legal Services
Services providing legal aid to low- and moderate -income (LMI) persons.
If the only legal service provided is for the settlement of tenant/landlord disputes, use
05K.
05D
Youth 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 well.
For services for children age 12 and under, use 05L; for services for abused and
neglected children, use 05N.
05E
Transportation Services
General transportation services.
Transportation services for a specific client group should use the matrix code for that
client group. For example, use 05A for transportation services for the elderly.
05F
Substance Abuse Services
Substance abuse recovery programs and substance abuse prevention/education
activities. If the services are provided for a specific client group, the matrix code for that
client group may be used instead. For example, substance abuse services that target
teenagers may be coded either 05D or 05F.
05G
Services for Battered and Abused Spouses
Services for battered and abused spouses and their families.
For services limited to abused and neglected children, use 05N.
05H
Employment Training
Assistance for increased self-sufficiency, including literacy, independent living skills, and
job training.
For activities providing training for permanent jobs with specific businesses, use 18A.
051
Crime Awareness/Prevention
Promotion of crime awareness and prevention, including crime prevention education
programs and paying for security guards.
051
Fair Housing Activities (subject to Public Services subrecipient)
Fair housing services (3.g., counseling on housing discrimination) that meet a national
objective.
05K
Tenant/Landlord Counseling
Counseling to help prevent or settle disputes between tenants and landlords.
05L
Child Care Services
Services that will benefit children (generally under age 13), including parenting skills
classes.
For services exclusively for abused and neglected children, use 05N.
38
Coo 4
9p 4 ��I�e� arrc# Q@ i>E�1� � �w' ,e : � �rPiA
!
05M
Health Services
Services addressing the physical health needs of residents of the community.
For mental health services, use 050.
05N
Services for Abused and Neglected Children
Daycare and other services exclusively for abused and neglected children.
050
Mental Health Services
Services addressing the mental health needs of residents of the community.
05P
Screening for Lead Poisoning
Activities undertaken primarily to provide screening for lead poisoning.
For lead poisoning testing/abatement activities, use Housing Rehabilitation 14L
05Q
Subsistence Payments
One-time or short-term (no more than three month) emergency payments on behalf of
individuals or families, generally for the purpose of preventing homelessness.
Examples include utility payments to prevent cutoff of service and rent/mortgage
payments to prevent eviction.
05R
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 part of the 05R activity.
Assistance provided under 05R is subject to the public service subrecipient and only
low/mod households may be assisted.
For more extensive types of homeownership assistance provided under authority of the
National Affordable Housing Act, use code 13.
05U
Housing Counseling
Housing counseling for renters, homeowners, and/or potential new homebuyers that is
provided as an independent public service (i.e., not as part of another eligible housing
activity).
051.1a
Energy Conservation Counseling
Energy conversation counseling and testing for renters, homeowners, and/or potential
new homebuyers that is provided as an independent public service (i.e., not as part of
another eligible housing activity).
05
Other Public Services
Examples are client referrals to social services, neighborhood cleanup, graffiti removal,
and food distribution (community kitchen, food bank, and food pantry services).
HUD IDIS Manual, Appendix A: CDBG Matrix Codes (excerpt)
39
co
0
O E
>, O
c >_ ao'i
N 5 U
U
C N .r
CU m. '>
cu U_
Q N
2 c U •�
N
OU m m
E Lo
U
0) C ca
N U O N
N N
ca 3 -0 N
L
O cn a)
(D N o
C o C
L N > N
N -.
C
L-
a) OO
E 'C_ U
oL
E �.
O OO O
cc cor-
-
U
N -m 0)
p r .N
E m'> o
O
_U L
C O) m 3
(a N
U3 C
O pC cu
L
L O) U
U � C O
U N
U a)
i Q
a) it C
to N t5
U (on
� f0
Q� 0m
a�
0 a) aa) U
N ze .0 N
� cc
CLI -$ .�
U C
co aCU
)
-0 C o
4- a�t5i o
U
U a O C
L
m a),> 7
cu N 0
o =
Lp c)) O U Y
LC%$•C p)0)• 0-0
�o0•-•Ea�cu
o $ rn
C �•N �'� ca q vi E
Er- N ca U Oj'C C �
-O � p U C O O
Q- .-
Q
"c OL O
Cj N O U LCO)O a -O N N Q N a
w>+ cu -w>-., p 0) c
N a) U U Z- cn
> cn O C •- %ij W
ca =>+ C ,O O
-a p j O Co co N f6
N
Q N (a+_' a) O
L
p) U� =Q p-0
N Q fa a) L N
cu c CL
O U L O a) O C a) N
O •- a) o L O) M L C
=a opo'=—a)a
O C (a C
m N L
cc L
Uc ww_r_ocnowcL
C9
+,
a) O
3
N
c
d
O) O)
C 0
a)a)
iEi C
0N
� N
L
C
C C
'�
-u
y-+ N
0
O
U
w _
L
J O 0)
N 'ca
C
ca
O C
•�
N
C O
O O N
4) m
C C
1p C
d
yam,.
G
p +_ a-0
'a C O >-
a)-
U
a) a)
to
w (�
°'
�o-OE
N C
'm
•
cs
W � 5- >
a) a) C
U)o - O
6
ZZ
O) U 0 O
Q
y
O C Ccl
co
cn a) -
m U C CO
aa�
CL
=mo,E
-
m•y
>'o
++O
Z
}p
=mac
.0
c) co
v
-0 a)
Q
ami a
m .0 f6 U
v,
•�
O -C iF
cn rn� o c
o•U0�
cn.r-
UEE(D
C
O U-
O co
U) C
L
O O
W
v
O p U '�
2WU(n0
C
m0.0
fa o
LL L)
O
C�
C5o
N
m'
,O
mcu
C r
a)C
O N
52
L .0 C U
O N
U N
C -LD
LD a)
fn•—Q C
E '5)LP
•N
2-0ID
c�6
o =
Lp c)) O U Y
LC%$•C p)0)• 0-0
�o0•-•Ea�cu
o $ rn
C �•N �'� ca q vi E
Er- N ca U Oj'C C �
-O � p U C O O
Q- .-
Q
"c OL O
Cj N O U LCO)O a -O N N Q N a
w>+ cu -w>-., p 0) c
N a) U U Z- cn
> cn O C •- %ij W
ca =>+ C ,O O
-a p j O Co co N f6
N
Q N (a+_' a) O
L
p) U� =Q p-0
N Q fa a) L N
cu c CL
O U L O a) O C a) N
O •- a) o L O) M L C
=a opo'=—a)a
O C (a C
m N L
cc L
Uc ww_r_ocnowcL
+,
a) O
3
N
c
d
O) O)
C 0
a)a)
iEi C
0N
� N
c6
C
C C
'�
-u
-0
O
U
of
N 'ca
N Q
ca
O C
•�
N
C O
O O N
N c
C C
d
yam,.
G
p +_ a-0
'a C O >-
a)-
U
a) a)
to
w (�
L>
O
N C
a) a) C
U)o - O
cu ca U
O
N
a o
Q
y
C o C L j...
M
U
cn a) -
m U C CO
O C C
rn O
O>
�
m•y
�O
U m 5
'�
.0
c) co
N
C�
o m
ami a
cO�n
v,
•�
y
cn rn� o c
o•U0�
cn.r-
c=
C
O U-
O co
U) C
W
O p U '�
2WU(n0
`L-acaa)
fa o
LL L)
O
CL
3
N
c
o
M
p
m
0N
� N
c6
C
J
N
Q Q%
_0
0 0
N
N
It
p
O U) C
�
a)
>�a)O
V
cr
L) v
o_.E �
c
=3
QQcCi
o
a�
L m.�
aa)am�i
tip
U
a) N 3 O
M
�-.
i
U C p U
E
C w L
O�
a)
cu N -Q C
+�
C C
(0
��l
L 0 (
d m
ca C p
V-
)E E
•- cc � Co o
_
y CO
O
h
'ap m
O O
>,�+i
to C-
ca o
Co — Q—
QV��Uo�
_N
p o CU
V O a)
.0-,� p C -a=
N
_
C
E cu O C
_U a)
O 70
t O Q ca
0� U a)
E
O O)
a)
a) E
Oi
P V
—
.�
O N C E
O Q,C
C f�E C
tp
C�
U O O
N �
O C N
C
d
V C-0 C
.= p -C
a) .� L p
O C
V G
U p E
O O
Q+=�
= M C S 'c
'
CD
>'
Z
cLn�
U 3 C ca
E E
0
C� r a) t5
Lr) A2 O
C'i T oC7�
E
co
mp c a) p
v' a
i5 E a)
D (Op 0
U U to L
U Q to
U O Ccu p
U
>_
O
a)
> N
to
a)
U
v
•4)
o�
E++
r=+ C
aso�
L_
cow
O
O
M
O yr
CCEm
C C
U
Eca
i L
aha)
O E>
U
Ern
U C
C >_
fn
M U C
a)cc
O_0 p
u
O p N
_p (0 �_
V
(Q a O a)
>, cn E
Q C v) o
ca L
Q C O
fa L
> >, a)
C >,
C O (0
. .�
C C— •�
y.+ y..r
C C 3
a) = L
C a)
_
U
O Q
N -C j
a) a) N
p O _U
_m
.�
o0)cf)
0) a) C O
EEcnccEEL
E
Q a)
Q a) p
E��
"'
i
O O C00)y-
O 0
j
_
O N O
N ca
> C
N Co U)
C
C U p .....
C C
• '
N fa 0=>
oE00
N
E00
.r a)
EL =
a)
Mo
c
ca
rn
o
o
c
m 0
w 0
a
•�i
v^o vim o
°
c = �
ami 3
0 >
w
C to O p +=+ E
w
O +6—.• U.-
U p
ani
U U .>
O o `� O
U
i C fa
o - -D —
a)
o E m> ��
o o
a- a)ca
��
cin a) c� > (� -0 U)
W cn
C -0
C) .v =3
0) C
Q V
iL >, aU (C6 U
o CO
•N C p�.��
C ca -5 U
L
CL CL
'O
ai
� a� p ui c a)
Ems-0)4-a)Ca)a) cn
a) a)
>0-
O L U) —
0 C
=3 • m
0000
Q E a)
U
a)
m= cn E E ca
v C a�
v�V
_ (a
C
w
m
C O -C E O >, >,
E
� m
3 C
p) C (0 C
rn0
0) 0-0 N
a) o ca ca a)
O E o�,�� anJ
a)
c o-0 o
a) a)
E a) •� o
�, ao E
a) =
U� .
•
C) -C
2.ct
2 Q�
• •
Co
N
m
N
N
i
C)
O
J
NU)
C
'y
C C
O C
75
C
O
c
o
>
E~�
EcO
E
n.=
N
It
CITIZEN PARTICIPATION
Public participation is a CDBG requirement.
This guide includes detailed information on
how to meet the federal requirements. Sample
notices and handouts are included.
Review ALL the materials with the staff person
responsible for public hearings and establish a
timeline for completion. You can't start on this
aspect of your application too soon.
To apply for CDBG funds, a jurisdiction must show it has involved its citizens in the CDBG application
process and complied with the specific federal citizen participation requirements outlined in 24 CFR
570.486. The purpose of these activities is to inform residents and decision -makers of the availability of
CDBG funds and to provide an opportunity for community members to present potential projects and
offer input on proposed projects.
If a jurisdiction intends to apply for more than one type of CDBG grant during the same year, it is
advisable to contact the CDBG office to discuss how to coordinate these citizen participation and public
hearing requirements.
THE MINIMUM CITIZEN PARTICIPATION STEPS
1. Assess Demographics. Review local demographic data to determine if it is reasonable to expect a
significant number of non-English speaking residents to participate in the public hearing. Advertise
and conduct the public hearing in accordance with this assessment.
2. Develop and Publish Notice. Publish an official announcement of the hearing, providing reasonable
advance notice. A sample public hearing notice with required language is provided on page 46.
3. Conduct Hearing. Conduct at least one public hearing prior to submission of the CDBG application.
This hearing must be held at a convenient time and location to encourage citizen participation. At the
hearing, distribute the CDBG handouts on the availability and eligible uses of CDBG funds, and the
CDBG citizen participation regulations at the public hearing. CDBG public hearing handouts are
provided on page 49-51. Handouts in Spanish are available on the CDBG website under "Guidance"
4. Adopt Grievance Procedure. Adopt a grievance procedure for the use of CDBG funds. The
grievance procedure must provide citizens the address, phone number, and times for submitting
complaints and grievances, and provide timely written answers to written complaints and grievances,
within 15 working days where practicable. A sample grievance procedure is provided on page 47.
5. Document Citizen Participation. Complete and submit the Citizen Participation Documentation
form with all necessary public hearing documentation as part of your CDBG application.
43
CITIZEN PARTICIPATION REQUIREMENTS INFORMATION
A. What is a Public Hearing?
A public hearing is a meeting of a governmental body during which the public is invited to the council or
board of county commissioners, who will primarily listen and receive public input. The comments
received go into the public record. A public hearing may be held as part of a regularly scheduled public
meeting, but do not assume a regular council or board meeting automatically meets the public hearing
requirement.
B. Meeting the Needs of Non-English Speaking Residents
The federal citizen participation regulations state 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 potential impacts of the proposed project to determine the
appropriate outreach steps and accommodations to meet the needs of non-English speaking residents.
If the result is over 10% for any single language, then additional outreach and additional
accommodations are necessary as described in the Citizen Participation Documentation form and
sample Public Hearing Notice to encourage participation from non-English speaking residents.
Of the 17 counties proposed to receive a 2016 CDBG Public Services Grant, only the following counties
show over 10% of the population speaks English "less than very well". This information is based on
Table Number DP02 "Selected Social Characteristics in the US 2010-2014 American Community Survey
5 -Year Estimates", "Language Spoken at Home" section.
County
Language
Percentage
Adams County
Spanish
27.03%
Douglas County
Spanish
13.11%
Franklin County
Spanish
24.14%
Grant County
Spanish
16.12%
Yakima County
Spanish
17.27%
C. Public Hearing Notice
When must the advance notice be made. A legal notice is generally published at least one week (HUD
recommends two weeks) before 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. If it meets the local notice requirements, the hearing notice can be on an official on-line source.
In addition, public notice can be made using community bulletin boards, local newsletters, billing
statements, newspaper articles or door -or -door distribution. Residents within those areas in which CDBG
funds are proposed to be used, especially the low- and moderate -income persons, should be
encouraged to attend or provide comment.
What must the notice say? — A sample notice is provided on page 46.
D. Public Hearing Logistics
What must the CDBG hearing cover? — The purpose of the hearing is to obtain citizens' views and
respond to proposals and questions. The hearing must cover community development and housing
needs as well as the availability of CDBG funds. This purpose is supported by distributing the required
CDBG handouts. Distributing additional materials describing the proposed project(s) is advisable. A
copy of the CDBG handouts in Spanish is available on the CDBG website under Guidance Materials.
44
Who must conduct the hearing? — The applicant county must conduct the hearing. Although some
applications are developed by potential subrecipients such as community organizations or special
districts, these organizations cannot conduct the hearing and have it meet CDBG requirements.
When must the hearing be held? — Prior to submission of the CDBG application and within 18 months of
the application submittal 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 particularly
relevant for a county proposing a project in a community that is far from the county seat.
4 NOTE. If funded', an additional public hearing will be required towards the end of the project to
review and receive comments on the project's; performance. This final public hearing should be
included in your proposal's Work Plan and can be conducted at the same time as the new public
hearing (see item #5 of the sample public hearing notice). Also if funded, a public hearing would be
required if activities are proposed: to be added, deleted or substantially changed from the original
proposal.
E. Grievance Procedure
What must the procedure do? — The grievance procedure must provide citizens the address, phone
number, and times for submitting complaints and grievances, and provide timely written answers to
written complaints and grievances, within 15 working days where practicable. An existing Grievance
Procedure may be submitted with the application. A sample grievance procedure is included on page
47.
45
SAMPLE PUBLIC HEARING NOTICE
(FOR CDBG PUBLIC SERVICES GRANT ONLY)
The following 5 required clauses are CDBG requirements. 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
possible to coordinate these citizen participation and public hearing requirements so that one hearing
covers multiple applications.
If the local government's assessment of demographic data shows there is a significant population of non-
English speaking residents (see the Citizen Participation Documentation form), then select the applicable
accommodation clause below and publicize this notice also in the alternative language.
1) Logistics Clause:
NOTICE IS HEREBY GIVEN that a public hearing will be held by the
(Where/When)
(county board of commissioners) in the (council chambers/hearing room),
(location), on (date and time).
2) Purpose Clause:
The purpose of the public hearing is to review community development and
housing needs, inform citizens of the availability of funds and eligible uses
of the state Community Development Block Grant (CDBG), and receive
comments on proposed activities, particularly from lower income persons
residing in the (name of area) area.
3) Funding Clause:
$(enter total grant amount) is proposed to be available annually to the
(describing the
county and the (subrecipient name) to fund public services that principally
availability of
benefit low- and moderate -income persons.
CDBG funds and
eligible uses)
4) Comment clause:
An overview of the proposed public services will be available for review at
the (location — government office and/or agency), (time and date).
Comments may also be submitted in writing to (county), (time period).
5) 2015 contract
Comments on the county's and community action program's past
closeout clause:
performance and use of their 2015 CDBG Public Services Grant will also
be received.
6) Accommodation
Option A — for standard use
Clause: (select
the applicable
The (council chambers/hearing room) is handicap accessible.
option based on
Arrangements to reasonably accommodate special needs, including
the assessment
handicap accessibility or interpreter, will be made upon receiving 24-hour
in your Citizen
advance notice. Contact (name) at (number, location).
Participation
Option B — use when significant number of non-English speaking residents
A (insert alternate language) interpreter will be available. The (council
Documentation
form)
chambers/hearing room) is handicap accessible. Additional arrangements
to reasonably accommodate special needs will be made upon receiving
24-hour advance notice. Contact (name) at (number, location).
Ell
SAMPLE GRIEVANCE PROCEDURE
This sample grievance procedure is intended to serve as a guide and should be revised to reflect
localcircumstances and to incorporate any applicable state or local laws.
The Grievance Procedure can be the local government's complaint process if it meets the standards
of the CDBG citizen participation regulations.
If a local grievance procedure has been accepted by the CDBG program staff for a'prior CDBG
project it can be submitted for a new project, unless that procedure's scope is clearly limited to the
prior CDBG project and is not general for a new CDBG project.
An ADA Grievance Procedure does not meet this requirement.
1. Submit complaints in writing to the designated official (such as the county
clerk/administrator/executive) for resolution. A record of the complaints and action taken will be
maintained. A decision by the designated official will be rendered within 15 working days.
2. If the complaint cannot be resolved to your satisfaction by the designated official,
It will be forwarded to a committee appointed by the governing body. This committee's
membership, its ground rules or procedures for hearing complaints, and how the committee can
be contacted will be available to the public. The committee will be directed to hear such
complaints in an objective, public manner, and after adequate public notice. A written decision
will be made within 30 working days. Proceedings of the committee will be recorded and
maintained.
EM
➢ The complaint will be heard and discussed by the governing, elected body at an open, public
meeting. A written decision will be made within 30 working days. The decision of the governing
body is final.
3. A record of action taken on each complaint will be maintained as a part of the records or minutes at
each level of the grievance process.
Adopted this day of 12016.
Attest:
(Signature of Chief Administrative Officer)
(Title)
47
0i-•. +Commerce
Innovation our nature.
Community! •
Block! • (CDBG)
Helping rural communities with projects that benefit
low- and moderate -income persons
The Washington State CDBG Program offers five
grant funds:
General Purpose Grants $9,500,000
For planning or construction of public infrastructure, community
facility, affordable housing, and economic development projects.
Application available in March and due in June.
Economic Opportunity Grants $2,700,000
For state and local priority economic development projects that
promote vibrant rural communities. Applications accepted while
funds are available.
Housing Enhancement Grants $200,000
For off-site infrastructure or the community facility component of
a state Housing Trust Fund project. Applications accepted while
funds are available.
Imminent Threat Grants $100,000
For unanticipated emergencies posing a serious immediate
threat to public health and safety. Applications accepted while
funds are available.
Public Services Grants $1,500,000
For county and community action agencies to fund new or
expanded services for lower income persons. Application
available in February and due in April.
Fundin_a contingent on the
US Dept of Housing & Urban Development
approval of the state's
2016 Action Plan and CDBG allocation
49
._ �
_.. ��Ia
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.
Application materials, due dates and income limits are on the CDBG website at:
www.commerce.wa.gov/CDBG
Federal Citizen Participation Requirements
for Local Government Applicants to the State CDBG Program
Federal Regulations 24 CFR 570.486 (a)
(a) Citizen participation requirements of a unit of general local government. Each unit of general local
government shall meet the following requirements as required by the state at Sec. 91.115(e) of this
title.
(1) Provide for and encourage citizen participation, particularly by low and moderate income persons
who reside in slum or blighted areas and areas in which CDBG funds are proposed to be used;
(2) Ensure that citizens will be given reasonable and timely access to local meetings, information,
and records relating to the unit of local government's proposed and actual use of CDBG funds;
(3) Furnish citizens information, including but not limited to:
(i) The amount of CDBG funds expected to be made available for the current fiscal year
(including the grant and anticipated program income);
(ii) The range of activities that may be undertaken with the CDBG funds;
(iii) The estimated amount of the CDBG funds proposed to be used for activities that will meet
the national objective of benefit to low and moderate income persons; and
(iv) The proposed CDBG activities likely to result in displacement and the unit of general local
government's anti -displacement and relocation plans required under Sec. 570.488.
(4) Provide technical assistance to groups representative of persons of low and moderate income
that request assistance in developing proposals in accordance with the procedures developed by
the state. Such assistance need not include providing funds to such groups;
(5) Provide for a minimum of two public hearings, each at a different stage of the program, for the
purpose of obtaining citizens' views and responding to proposals and questions. Together the
hearings must cover community development and housing needs, development of proposed
activities and a review of program performance. The public hearings to cover community
development and housing needs must be held before submission of an application to the state.
There must be reasonable notice of the hearings and they must be held at times and locations
convenient to potential or actual beneficiaries, with accommodations for the handicapped. Public
hearings shall be conducted in a manner to meet the needs of non-English speaking residents
where a significant number of non-English speaking residents can reasonably be expected to
participate;
(6) Provide citizens with reasonable advance notice of, and opportunity to comment on, proposed
activities in an application to the state and, for grants already made, activities which are proposed
to be added, deleted or substantially changed from the unit of general local government's
application to the state. Substantially changed means changes made in terms of purpose, scope,
location or beneficiaries as defined by criteria established by the state.
(7) Provide citizens the address, phone number, and times for submitting complaints and grievances,
and provide timely written answers to written complaints and grievances, within 15 working days
where practicable.
51
'k Department • Commerce
Ofs
�rtwcInnovationour nature.
53
Reuisitos de Participacion Ciudadana Federal
Para Solicitantes del Gobierno Local al Programa de CDBG
Regulacion Federal 24 CFR 570.486(a)
(a) Requisitos de participacion ciudadana de una unidad general del gobierno local. Cada unidad
general del gobierno local, debe cumplir los siguientes requisitos como es solicitado por el estado,
en el Sec. 91.115(e) de este articulo.
(1) Contribuir y motivar a la participacion ciudadana, particularmente en personas de recursos
bajos y moderardos quienes residen en condiciones precarias o areas insalubres y areas
donde el Programa de CDBG tiene como objetivo apoyar con financiamiento;
(2) Asegurar que los ciudadanos tengan acceso oportuno y suficiente a reuniones locales,
informacion y estadisticas relacionadas a la unidad de gobierno local que ha sido propuesta
o que utiliza los fondos de financiamiento del programa de CDBG;
(3) Proveer informacion a los ciudadanos, incluyendo:
i. La cantidad de financiamientos del de CDBG que se espera sea otorgada en el aho
fiscal en curso (incluyendo las subvenciones y los ingresos anticipados del programa):
ii. EI tipo de actividades probables a Ilevarse a cabo con el financiamiento del de CDBG:
iii. La cantidad estimada de financiamientos del de CDBG propuesta para ser usada en
actividades que cumpliran con el objetivo nacional de beneficiar a personas de bajos
recursos economicos; y
iv. Las actividades propuestas del programa de CDBG que son probables de resultar
declinadas y la unidad general de gobierno y los planes de reemplazo requeridos bajo
el Sec. 570.488
(4) Proveer asistencia tecnica a grupos representativos de personas de bajos y moderados
recursos que soliciten ayuda en el desarrollo de sus propuestas de acuerdo con el
procedimiento desarrollado por el estado. Dicha asistencia no incluye proveer
financiamiento a tales grupos;
(5) Participar en un minimo de dos audiencias publicas, cada una en diferentes etapas del
programa, con el proposito de obtener puntos de vista de los ciudadanos y responder a
propuestas y preguntas. La audiencia en conjunto debe cubrir las necesidades de casa y
desarrollo en la comunidad, desarrollo de actividades propuestas y la revision del
cumplimiento del programa. La audiencia publica que cubre el desarrollo de la comunidad y
las necesidades de casa debe ser Ilevada a cabo en la fecha y lugares convenientes a
beneficiarios actuales a potenciales, con lugares accesibles para discapacitados. Las
audiencias publicas deben Ilevarse a cabo de cierta forma que cumplan las necesidades de
residentes que no hablen Ingles ya que se espera que un numero razonable de estos
participe en el programa.
(6) Informar a los ciudadanos con suficiente anticipacion, y oportunidad de comentar al
respecto, sobre actividades propuestas en solicitud al estado y, por subvenciones ya
efectuados, actividades que sean propuestas para agregarse, eliminarse a ser cambiadas
substancialmente de la solicitud de unidad general de gobiernos locales al estado.
Cambiadas substancialmente significa que los cambios sean en terminos de objetivo,
alcance, lugar o beneficiario, como es definido bajo el criterio establecido por el estado.
(7) Proveer a los ciudadanos la direccion, el telefono y las fechas y horario para entregar
quejas y objeciones, y proveer oportunas respuestas por escrito a quejas entregadas por
escrito, dentro de los primeros 15 dias habiles, cuando asi pueda aplicarse.
55
SUBRECIPIENT AGREEMENT
BETWEEN
<Name of County, City or Town> AND THE <Name of Subrecipient>
This Agreement is made between <insert name of the local government CDBG recipient> (herein
called the Local Government) and <insert name of subrecipient> (herein called Subrecipient)
forthe
project (herein called the Project).
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 projects under the Washington State Community Development Block Grant (CDBG) Program in
compliance with all applicable local, state, and federal laws, regulations and policies; and
As the Local Government has applied for and received a CDBG award, contract number (CFDA
14.228), to fund the Project with Federal Award Identification Number (request this information from
CDBG program staff), and
As it benefits the Local Government to engage the Subrecipient to accomplish the Scope of Work and the
objectives of the local CDBG project;
The parties agree that:
SCOPE OF SERVICES
A. Local Government Responsibilities
The Local Government is responsible for administration of the CDBG contract, and ensuring CDBG funds are
used in accordance with all program requirements [(24 CFR 570.501(b)) and its CDBG contract with
Commerce referenced above. The Local Government will provide such assistance and guidance to the
Subrecipient as may be required to accomplish the objectives and conditions set forth in this Agreement.
The Local Government is responsible for completing the following tasks to
accomplish the objectives of the Project:
Principal Tasks
B. Subrecipient Responsibilities
The Subrecipient will complete in a satisfactory and proper manner as determined by the Local Government
the following <or reference as attached> tasks to accomplish the objectives of the Project. The
Subrecipient will periodically meet with the Local Government to review the status of these tasks.
Principal Tasks
2. TIME OF PERFORMANCE
57
The effective date of this Agreement will be the date the parties sign and complete execution of this
agreement and will be in effect for the time period during which the Subrecipient remains in control of
CDBG funds or other CDBG assets.
3. AGREEMENT REPRESENTATIVES
Each party to this Agreement shall have a representative. Each party may change its representative upon
providing written notice to the other party. The parties' representatives are as follows:
A. Subrecipient:
Name of Representative:
Mailing Address:
City, State and Zip Code:
Telephone Number:
Fax:
E-mail Address:
B. Local Government:
Name of Representative:
Title:
Mailing Address:
City, State and Zip Code:
Telephone Number:
Fax Number:
E-mail Address:
4. BUDGET
The Local Government will pass through to the Subrecipient no more than $ in CDBG funds for
eligible incurred costs and expenses for the Project according to the following budget.
Project Budget Element
Budgeted Amount
Indirect Cost Rate: _% Federally Approved Indirect Rate, or 10% de minimis
rate, or fill out "N/A" declining to charge indirect
Indirect Cost Rate if the Subrecipient chooses to charge Indirect under this grant, the Subrecipient shall
provide their indirect cost rate that has been negotiated between their entity and the Federal Government.
If no such rate exists, a de minimis indirect cost rate of 10% of modified total direct costs (MTDC) will be
used.
"Modified Total Direct Costs (MTDC)" shall mean all direct salaries and wages, applicable fringe benefits,
materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the
period of performance of the subawards under the award). MTDC excludes equipment, capital
expenditures, and rental costs.
Any amendments to this Agreement's Budget must first be determined by the Local Government as
consistent with its CDBG contract with Commerce and then approved in writing by the Local Government
and the Subrecipient.
S. PAYMENT
58
The Local Government shall reimburse the Subrecipient in accordance with the payment procedures
outlined in the CDBG Management Handbook, Financial Management Section for all allowable expenses
agreed upon by the parties to complete the Scope of Service.
Reimbursement under this Agreement will be based on billings, supported by appropriate documentation of
costs actually incurred. It is expressly understood that claims for reimbursement will not be submitted in
excess of actual, immediate cash requirements necessary to carry out the purposes of the agreement.
Funds available under this Agreement will be utilized to supplement rather than supplant funds otherwise
available.
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.
PERFORMANCE MONITORING
The Local Government will monitor the performance of the Subrecipient by tracking project progress,
reviewing payment requests for applicable costs, managing the timely pass-through of CDBG funds,
overseeing compliance with CDBG requirements, and ensuring recordkeeping and audit requirements are
met. Substandard performance as determined by the Local Government will constitute noncompliance with
this Agreement.
If action to correct such substandard performance is not taken by the Subrecipient within a reasonable
period of time after being notified by the Local Government, contract suspension or termination procedures
will be initiated.
SPECIAL CONDITIONS -Op i q]
8. GENERAL CONDITIONS
A. General Compliance
The Subrecipient agrees to comply with:
The requirements of Title 24 of the Code of Federal regulations, 570 (HUD regulations
concerning CDBG); and
All other applicable Federal, State and Local laws, regulations, and policies, governing the funds
provided under this Agreement.
B. CDBG National Obiective
The Subrecipient certifies the activities carried out under this Agreement meet a CDBG Program
National Objective defined in 24 CFR 570.208.
C. Independent Contractor
Nothing contained in this Agreement is intended to, or will be construed in any manner, as creating or
establishing the relationship of employer/employee between the parties. The Subrecipient will at all
times remain an "independent contractor" with respect to the services to be performed under this
Agreement. The Local Government will be exempt from payment of all Unemployment
Compensation, FICA, retirement, life and/or medical insurance and Workers' Compensation
Insurance, as the Subrecipient is an independent contractor.
D. Hold Harmless
R&I
The Subrecipient will hold harmless, defend and indemnify the Local Government from any and all
claims, actions, suits, charges and judgments whatsoever that arise out of the Subrecipient's
performance or nonperformance of the services or subject matter called for in this Agreement.
E. Workers' Compensation
The Subrecipient will provide Workers' Compensation Insurance Coverage for all of its employees
involved in the performance of this Agreement.
Insurance and Bonding
The Subrecipient will carry sufficient insurance coverage to protect contract assets from loss due to
theft, fraud and/or undue physical damage, and as a minimum will purchase a blanket fidelity bond
covering all employees in an amount equal to cash advances from the Local Government.
The Subrecipient shall furnish the Local Government with properly executed certificate of insurance
or a signed policy endorsement which shall clearly evidence all insurance required in this section prior
to commencement of services. The certificates will, at a minimum, list limits of liability and coverage.
The certificate will provide that the underlying insurance contract will not be cancelled or allowed to
expire except on thirty (30) days prior written notice to the Local Government.
G. Funding Source Recognition
The Subrecipient will insure 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 will be prominently labeled as to funding source. In addition, the
Subrecipient will include a reference to the support provided herein in all publications made possible
with funds made available under this Agreement.
H. Amendments
The Local Government or Subrecipient may amend this Agreement at any time provided that such
amendments make specific reference to this Agreement, and are executed in writing, signed by a duly
authorized representative of each organization, and approved by the Local Government's governing
body. Such amendments will not invalidate this Agreement, nor relieve or release the Local
Government or Subrecipient from its obligations under this Agreement.
Suspension or Termination
In accordance with 2 CFR 200.338-9, the Local Government may suspend or terminate this Agreement
if the Subrecipient materially fails to comply with any terms of this Agreement, which include (but are
not limited to) the following:
1. Failure to comply with any of the rules, regulations or provisions referred to herein, or such
statues, regulations, executive orders, and HUD guidelines, policies or directives as may become
applicable at any time;
Failure, for any reason, of the Subrecipient to fulfill in a timely and proper manner its obligations
under this Agreement.
3. Ineffective of improper use of funds provided under this Agreement; or
4. Submission by the Subrecipient to the Local Government of reports that are incorrect or
incomplete in any material respect.
In accordance with 2 CFR 200.339, this Agreement may also be terminated by either the Local
Government or the Subrecipient, in whole or in part, by setting forth the reasons for such
termination, the effective date, and, in the case of partial termination, the portion to be terminated.
.o
However, if in the case of a partial termination, the Local Government determines that the remaining
portion of the award will not accomplish the purpose for which the award was made, the Local
Government may terminate the award in its entirety.
9. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient agrees to comply with 2 CFR 200 and agrees to adhere to the accounting
principles and procedures required therein, utilize adequate internal controls, and maintain
necessary source documentation for all costs incurred.
2. Cost Principles
The Subrecipient will administer its program in conformance with 2 CFR 200. These principles will
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 will maintain all records required by the Federal regulations specified in 24 CFR
570.506 that are pertinent to the activities to be funded under this Agreement and those records
described in the CDBG Management Handbook. Such records will include but not be limited to:
a. Records providing a full description of each activity undertaken;
b. Records demonstrating that each activity undertaken meets one of the National
Objectives of the CDBG program;
c. Records required to determine the eligibility of activities;
d. Records required to document the acquisition, improvement, use or disposition of real
property acquired or improved with CDBG assistance;
e. Records documenting compliance with the civil rights components of the CDBG program;
f. Financial records as required by 24 CFR 570.502, and 2 CFR 200.333;
g. Labor standards records required to document compliance with the Davis Bacon Act, the
provisions of the Contract Work Hours and Safety Standards Act, and all other applicable
Federal, State and Local laws and regulations applicable to CDBG-funded construction
projects; and
h. Other records necessary to document compliance with Subpart K of 24 CFR 570.
2. Access to Records and Retention
The grantee, the Washington State
Department of Commerce, and other
authorized representatives of the state and
federal governments shall have access to any
books, documents, papers and records of the
Subrecipient that are directly pertinent to
this Agreement for the purposes of making
61
audit, examination, excerpts and
transcriptions.
All such records and all other records pertinent to this Agreement and work undertaken under
this Agreement will be retained by the Subrecipient for a period of six years after final audit of the
Local Government's CDBG project, unless a longer period is required to resolve audit findings or
litigation. In such cases, the Local Government will request a longer period of record retention.
3. Audits and Inspections
All Subrecipient records with respect to any matters covered by this Agreement will be made
available to the Local Government, Commerce, and duly authorized officials of the state and
federal government, at any time during normal business hours, as often as deemed necessary, to
audit, examine, and make excerpts or transcripts of all relevant data.
Any deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days
after receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit
requirements will constitute a violation of this Agreement and may result in the withholding of
future payments.
The Subrecipient that expends $750,000 or more in a fiscal year in federal funds from all sources
hereby agrees to have an annual agency audit conducted in accordance with current Local
Government policy concerning Subrecipient audits and 2 CRF 200.501. The Catalog of Federal
Domestic Assistance (CFDA) number is 14.228.
C. Reporting
1. Program Income
The Subrecipient will report annually all program income (as defined at 24 CFR 570.500(a))
generated by activities carried out with CDBG funds made available under this Agreement. The
use of program income by the Subrecipient will comply with the requirements set forth at 24 CFR
570.504.
2. Periodic Reports
The Subrecipient, at such times and in such forms as the Local Government may require, will
furnish the Local Government such periodic reports as it may request pertaining to the work or
services undertaken pursuant to this Agreement, the costs and obligations incurred or to be
incurred in connection therewith, and any other matters covered by this Agreement.
D. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement will be in compliance
with the requirements of 2 CFR 200.311 and 313, 24 CFR 570.502, 570.503, 570.504, as applicable,
which include but are not limited to the following:
1. The Subrecipient will transfer to the Local Government any CDBG funds on hand and any accounts
receivable attributable to the use of funds under this Agreement at the time of expiration,
cancellation, or termination.
2. Real property under the Subrecipient's control that was acquired or improved, in whole or in part,
with funds under this Agreement in excess of $25,000 will be used to meet one of the CDBG
National Objectives pursuant to 24 CFR 570.208 until ten (10) years after the contract between
Commerce and the Local Government is closed. If the Subrecipient fails to use CDBG-assisted real
property in a manner that meets a CDBG National Objective for this 10 -year period of time, the
Subrecipient will pay the Local Government an amount equal to the current fair market value of
the property less any portion of the value attributable to expenditures of non-CDBG funds for
acquisition of, or improvement to, the property after the CDBG program's approval. Such
payment will constitute program income to the Local Government. The Subrecipient may retain
62
real property acquired or improved under this Agreement after the expiration of the ten-year
period.
3. In cases in which equipment acquired, in whole or in part, with funds under this Agreement is
sold, the proceeds will be program income. Equipment not needed by the Subrecipient for
activities under this Agreement will be (a) transferred to the Local Government for CDBG-eligible
activities as approved by the CDBG program or (b) retained after compensating the Local
Government.
10. PERSONNEL AND PARTICIPANT CONDITIONS
A. Civil Rights
Title VI of the Civil Rights Act of 1964:
Under Title VI of the Civil Rights Act of 1964, no person will, on the grounds of race, color, creed,
religion, sex or national origin, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving federal financial assistance.
Section 109 of the Housing and Community Development Act of 1974:
No person in the United States will on the grounds of race, color, creed, religion, sex or national origin
be excluded from participation in, be denied benefits of, or be subjected to discrimination under any
program or activity funded in whole or in part with funds made available under this title.
Age Discrimination Act of 1975, as Amended
No person will be excluded from participation, denied program benefits, or subjected to
discrimination on the basis of age under any program or activity receiving federal funding assistance.
(42 U.S.C. 610 et. seq.)
Section 504 of the Rehabilitation Act of 1973, as Amended
No otherwise qualified individual will, solely by reason or his or her disability, be excluded from
participation (including employment), denied program benefits, or subjected to discrimination under
any program or activity receiving Federal funds. (29 U.S.C. 794)
Public Law 101-336. Americans with Disabilities Act of 1990
Subject to the provisions of this title, no qualified individual with a disability will, by reason of such
disability, be excluded from participation in or be denied the benefits of the services, programs, or
activities of a public entity, or be subjected to discrimination by any such entity.
Section 3 of the Housing and Community Development Act of 1968
Compliance in the Provision of Training, Employment, and Business Opportunities:
1. The work to be performed under this agreement is on a project assisted under a program
providing direct federal financial assistance from HUD and is subject to the requirements of
Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u.
Section 3 requires that to the greatest extent feasible opportunities for training and employment
be given lower-income residents of the project area; and contracts for work in connection with
the project be awarded to business concerns which are located in, or owned in substantial part,
by persons residing in the area of the project.
2. The parties to this contract will comply with the provisions of said Section 3 and the regulations
set forth in 24 CFR 135, and all applicable rules and orders of HUD and Commerce issued
thereunder prior to the execution of this contract. The parties to this contract certify and agree
that they are under no contractual or other disability that would prevent them from complying
with these provisions.
63
3. The Subrecipient will send to each labor organization or representative of workers with which he
has a collective bargaining agreement or other contract or understanding, if any, a notice advising
the said labor organization or workers' representative of his commitments under this Section 3
clause and will 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 135. The
Subrecipient will not subcontract with any subcontractor where it has notice or knowledge that
the latter has been found in violation of regulations under 24 CFR 135 and will not let any
subcontract, unless the subcontractor has first provided it with a preliminary statement of ability
to comply with the requirements of these regulations.
Compliance with the provisions of Section 3, the regulations set forth in 24 CFR 135, and all
applicable rules and orders of HUD and Commerce issued hereunder prior to the execution of the
contract, will be a condition of the federal financial assistance provided to the project, binding
upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill
these requirements will 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
135.
C. Conduct
1. Assignability
The Subrecipient will not assign or transfer any interest in this Agreement without the prior
written consent of the Local Government thereto; provided, however, that claims for money due
or to become due to the Subrecipient from the Local Government under this contract may be
assigned to a bank, trust company, or other financial institution without such approval. Notice of
any such assignment or transfer will be furnished promptly to the Local Government and
Commerce.
2. Conflict of Interest
No member of the Local Government's governing body and no other public official of such
locality, who exercises any functions or responsibilities in connection with the planning or carrying
out of the project, will have any personal financial interest, direct or indirect, in this Agreement;
and the Subrecipient will take appropriate steps to assure compliance.
The Subrecipient agrees to abide by the provisions of 2 CFR 200.318 and 24 CFR 570.611, which
includes maintaining a written code or standards of conduct that will govern the performance of
its officers, employees or agents engaged in the award and administration of contracts supported
by Federal funds.
The Subrecipient covenants that its employees have no interest and will not acquire interest,
direct or indirect, in the study area or any parcels therein or any other interest which would
conflict in any manner or degree with the performance of services hereunder. The Subrecipient
further covenants that in the performance of this Agreement, no person having such interest will
be employed.
3. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier
Covered Transactions
II
The lower tier contractor certifies, by signing this contract that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department or agency.
Where the lower tier contractor is unable to certify to any of the statements in this contract,
such contractor will attach an explanation to this contract.
c. The contractor further agrees by signing this contract that it will not knowingly enter into any
lower tier covered transaction with a person who is debarred, suspended, declared
ineligible, or voluntarily excluded from participation in this covered transaction.
D. Copyright
If this Agreement results in any copyrightable material or inventions, the Local Government and/or
Commerce reserves the right to royalty -free, non-exclusive and irrevocable license to reproduce,
publish or otherwise use and to authorize others to use, the work or materials for governmental
purposes.
E. Religious Activities
The Subrecipient agrees that funds provided under this Agreement will not be utilized for inherently
religious activities prohibited by 24 CFR 570.200(j), such as worship, religious instruction, or
proselytization.
11. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of this Agreement will not be affected
thereby and all other parts of this Agreement will nevertheless be in full force and effect.
12. PERFORMANCE WAIVER
The Local Government's failure to act with respect to a breach by the Subrecipient does not waive its right
to act with respect to subsequent or similar breaches. The failure of the Local Government to exercise or
enforce any right or provision will not constitute a waiver of such right or provision.
13. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement
between the Local Government and the Subrecipient
for the use of funds received under this Agreement and
it supersedes all prior communications and proposals,
whether electronic, oral, or written between the Local
Government and the Subrecipient with respect to this
Agreement.
[OPTIONAL: The attachments to this Agreement are
identified as follows:]
IN WITNESS WHEREOF, the Local Government and the Subrecipient have executed this Agreement as of the date
and year last written below.
<Name of County, City or Town> <Name of Subrecipient>
By: By:
Title: Title:
65
Date:
Approved As To Form:
Attorney
Date:
CDBG PUBLIC SERVICES GRANT
QUARTERLY BENEFICIARY REPORTING FORM
This report is due on Oct.31 (for 15t Qtr.), Jan 31 (for 2nd Qtr.), Apr. 30 (for 3rd Qtr.), Jul 15 (for 4th Qtr.)
Grantee: Forward one copy to your CDBG project mana er — Retain one copy for your records.
Grantee CDBG Contract No: CDBG Project Title:
Name:
Subrecipient Address:
Name:
Reporting ❑ V Quarter (July -Sept) ❑ 2nd Quarter (Oct -Dec) ❑ 3rd Quarter (Jan -March) ❑ 41h Quarter (Apr -June)
Period
2016-2017
PERSONS ASSISTED IN 2016-2017 1 1 1 1 1 1
I NEW ACCESS TO SERVICE/ BENEFIT
I SERVICE/ BENEFIT
LONGER SUBSTANDARD
WHITE
BLACK/AFRICAN AMERICAN
ASIAN
AMERICAN INDIAN/ALASKAN NATIVE
NATIVE HAWAIIAN/OTHER PACIFIC
AMERICAN INDIAN/ALASKAN NATIVE AND
WHITE
ASIAN AND WHITE
BLACK/AFRICAN AMERICAN AND WHITE
AMERICAN INDIAN/ALASKAN NATIVE AND
BLACK/AFRICAN AMERICAN
OTHER MULTI -RACIAL
TOTALS
HISPANIC* = HUD has designated Hispanic as an ethnic group. a person can be identified as both a member of a racial group
and an ethnic group, but cannot be designated only as an ethnic group.
0 - 3 0 % (VERY LOW-INCOME)
31- 50 % (LOW-INCOME)
51-80 % (MODERATE INCOME)
81 % AND ABOVE
TOTALS
Please provide a narrative explanation of the public services provided (i.e., 150 meals provided to senior citizens, drug
counseling provided to 25 people, etc.)
Signature Date of Signature
I certify that all CDBG funds expended for personnel costs are directly attributed to CDBG eligible activities.
Name, affiliation and phone number of person completing or signing this form:
67
Instructions•
No Voucher will be paid unless your quarterly reports are up to date. All sections must total the number of persons assisted.
This form should be completed by the contract subrecipient and sent to the CDBG Grantee (county). The CDBG Grantee
(county) should send this form to the CDBG project manager.
Item 1: Unduplicated Count of Persons Assisted.
Reporting Period:
Insert the unduplicated number of clients served during the reporting period. Unduplicated means that one person served by your
agency is counted once during the calendar year. You may report only those persons for whom you maintain written records. This
record must be established at the time the person is first served by your agency.
Race:
Insert the ethnicity for the unduplicated clients served during this reporting period. When completing this section, if the individual is
not Hispanic or Latino, use the first column labeled #Total. If the individual is Hispanic, use the first column to identify race (which
gives us a total), then count the individual in the second column, which is a subset of the first column.
Single Head of Household; Elderly, and Disabled:
Insert the unduplicated number of single female head of households with dependents/children served during the reporting period.
Insert the unduplicated number of Elderly and Disabled, if your agency tracks this data. If services are provided to "Elderly"
populations with CDBG funds, it is expected that your agency will track this data
Income:
Insert the unduplicated clients (not households) served who are Moderate Income (51-80%), Low -Income (31-50%) and Extremely
Low -Income (0-30%)
M
ALTERNATE SERVICE PROVIDER (Optional)
CDBG Public
Services Grant
County Name
Subrecipient
Name
Selection Process=
Describe the
process the county
used to solicit and
select the service
provider.
Qualifications
Documentation
Internal Revenue Service approval to operate as
. 501(c)(3) letter of determination
a non-profit corporation
. Latest IRS Form 990
• Federal tax identification number
Active registration status with the Washington
State registration number and renewal due date
State Office of the Secretary of State
No active exclusion status in
Status Report
sam.gov/portal/public/SAM
Mission
Consistent with the CDBG objective to address
Mission Statement, Articles of Incorporation and
local priority needs of low- and moderate -income
Bylaws, as recorded with the State of Washington
persons
Office of the Secretary of State
Service area includes all, or the majority of the
• Map of service area
applicable grant service area listed on page 9.
• Organization's list of services provided to
residents in the grant service area in the last
two years
Capacity
Describe experience
managing federal funds,
including meeting
federal financial
accountability
standards.
Submit the most recent
audit report.
Describe ability to meet
the requirements
outlined in the CDBG
Subrecipient
Agreement.
ALTERNATE SERVICE PROVIDER INSTRUCTIONS
The CDBG program's preferred Public Services Grant service provider is the regional community action
program. Community action programs have the administrative capacity, governing structure, statewide
network, and mission to target federal funds for services benefiting lower income persons. The current
Public Services Grant fund allocation formula is based on this regional -based approach and ensures all
CDBG nonentitlement areas of the state have equitable access to CDBG-funded services.
If a county is considering an alternate CDBG Public Services Grant service provider, please contact the
CDBG program to discuss the requirements the service provider must meet to provide regional services
and receive state approval.
If the county opts to choose an alternate service provider (other than the Community Action Program)
as subrecipient, please complete this form and attach the requested documentation. Expand the form
as necessary to provide adequate description.
Documentation:
Jurisdictions are responsible for ensuring that subrecipients associated with the CDBG project are not
on the Exclusion Records at SAM.GOV. Contractor/subcontractor eligibility may be verified using the
following website: www.sam.gov.
At the top -of this website click SEARCH RECORDS.
In the middle of the page enter the DUNS Number and click "Search".
On the right, click "View Details".
The information will expand to show the activation date and expiration date in the SAM.gov system;
as well as if an organization is excluded from receiving federal contracts.
rill
Application Process Feedback Form
Please Give Us Your Feedback
The following questions are intended to help us improve our application process. Please indicate
your agreement/disagreement with the following statements. Your responses will not impact the
evaluation of your application in any way.
Please circle one of the numbers below each statement to indicate your response, using the
following scale, to show how much you agree with the statement.
1: Strongly Disagree
2: Disagree
3: Neither Agree Nor Disagree
4: Agree
5: Strongly Agree
1. The application instructions were clear.
1 2 3 4 5
2. The application questions were easily understood.
1 2 3 4 5
3. 1 was able to receive the assistance I needed from Commerce to complete the
application.
1 2 3 4 5
4. 1 had adequate time to prepare the application prior to the deadline.
1 2 3 4 5
5. Given program requirements, the application process was reasonable.
1 2 3 4 5
71
jo
STATE OF WASHINGTON
County of Jefferson
In the Matter of Establishing }
A Grievance Procedure }
for CDBG Public Services Grant } RESOLUTION NO. 30-12
WHEREAS, Jefferson County is applying to the Washington State Department of
Commerce for Community Development Block Grant (CDBG) Public Services Grant funding;
and,
WHEREAS, it is necessary that certain conditions be met as part of the application.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Jefferson County
Commissioners establish a Grievance Procedure for the CDBG Public Services Grant as
follows:
1. Submit complaints in writing to the County Administrator for resolution. A record of
the complaints and action taken will be maintained. A decision by the County
Administrator will be rendered within 15 working days;
2. If the complaint cannot be resolved by the County Administrator to the satisfaction of
the requestor; then the complaint will be heard and discussed by the governing, elected
body at an open public meeting. A written decision will be made within 30 working
days. The decision of the governing body is final;
3. A record of action taken on each complaint will be maintained as a part of the records or
minutes at each level of the grievance process.
APPROVED AND ADOPTED this 29th day of May, 2012.
JEFFERSON COUNTY
a
BQARP OF COMMISSIONERS
Ai _ Jo Austin, Chair
�— c Phil Jo on, Member
Erin Lundgren
Clerk of the Board f
Davi Sull v , em er
NW,4
'0 OlyG4P
CDBG Outcomes Report
2015 Program Year
823 Commerce Loop, Port Townsend, WA 98368-2904
Phone (360) 385-2571 Fax: (360) 385-5185
E-mail: action@olycap.org
In 2015 Olympic Community Action Utilized
$101,808 CDBG Funds To Provide The Following Services Targeted
To Low Income And Disabled Residents
Customer Profile
Individuals
Female: 57%
Male: 43%
Age Distribution
0-17 29%
18-54 40%
55+ 31%
One
Ethnicity
Own 16%
Family Type
20%
White
71%
Single Parent
19%
Hispanic
09%
Female
91%
Other
20%
Male
09%
Two Parent
12%
Single
54%
Two Adults
11%
Other
04%
Household Income (HHS Federal Guidelines)
Source of Income
Up To 50%
37%
Employment 26%
51 — 100%
45%
TANF 10%
101— 150%
17%
SSI 28%
151 %>
01%
Social Sec. 29%
Other 07%
Family Size
Housing Type
One
58%
Own 16%
Two
20%
Rent 51%
Three
11%
Homeless06%
Four
07%
"Other 28%
Five
03%
Six+
01%
*Includes Subsidized Housing; Transitional; Boat; Recreational Vehicle; other non-traditional residence.
Strengthening the community— one family at a time ...
OIyCAP is an Equal Opportunity Provider
CDBG Supported Services
Senior Nutrition Meals
Meals Served
Congregate 23,687
Home Delivered 24,174
Total Meals 47,861
In -Home Care People Hours
58 36,620
Emergency Services
Top 10 Service Types Rendered
People Served
3,026
Rent Assistance
509
Energy Assistance 448
Vehicle Fuel -Education
378
Public Transportation 363
Personal Hygiene
186
Food 162
Housing Support
110
Vehicle Fuel — Medical 104
Household Supplies
105
Medical Access/Payment 91
Volunteer Center
People Volunteer Hours
249 38,763
Elder Services
People Service Hours Volunteer Hours
Dementia and Day Programs
28 5,543 896
Civic / Organizational Partnerships
Organizations
85 w/MOU
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Executive Assistant
DATE: March 21, 2016
SUBJECT: HEARING re: Community Development Block Grant (CDBG)
Application; 2016 Public Service Grant and Close Out of the 2015
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
CDBG Grant from CTED. The State requires a governmental agency to receive the funds.
ANALYSIS:
In 1998, Jefferson County and OlyCAP entered into an agreement (F-98-74098-047) with CTED for a CDBG
Grant to provide essential services to low-income clients in Jefferson County. A grant application is
submitted annually in order to continue funding. This public hearing is required for the Board to take
comments on the new grant proposal and on the activities from the previous year in order to close out the
2012 grant. The Board signed the hearing notice on the CDBG Grant on March 7, 2016 and it was advertised
in The Leader on March 9 and 16, 2016.
FISCAL IMPACT:
The total grant funding is $100,269 and the County receives $3,500.
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.
REV E BY:
C 5iorley,z"
ate
Pdminis ator