HomeMy WebLinkAbout031521_ra03Regular Agenda
11:30 a.m.
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Adiel McKnight, Executive Assistant
DATE: March 15, 2021
SUBJECT: HEARING re: Community Development Block Grant (CDBG) Funding; Review
Final Project Performance on CDBG with the Economic Opportunity Grant-
COVID-19 Response Funding for Microenterprise Assistance Grants Project;
19-62210-007A with Washington State Department of Commerce
STATEMENT OF ISSUE:
The County entered into a Community Development Block Grant (CDBG) on April 28, 2020 for an
Economic Opportunity Grant made available as part of COVID-19 relief to provide $132,517 worth of
Microenterprise Grants to qualifying businesses impacted by the pandemic in both Jefferson and Callam
Counties. The County entered into subrecipient agreements with EDC Team Jefferson for $69,958 and with
the Callam EDC for $82,559 to carry out this work. This public hearing is required for the Board of take
comments on the performance of activities under this CDBG grant by the subrecipients; EDC Team
Jefferson and the Clallam EDC.
ANALYSIS:
See above
FISCAL IMPACT:
None
RECOMMENDATION:
After receiving testimony at the public hearing, the Commissioner's will close the hearing and no formal
action required.
RViorley,
:
PhCount A inistrator Date
(� -- *4- 4 - )7- -N
C
Amendment Face Sheet
Contract Number:19-62210.007
Amendment Number: A
Washington State Department of Commerce
Local Government Division
Community Development Block Grant Program
Public Services Grant
1. Contractor
2. Contractor Doing Business As (optional)
Jefforson County
N/A
PO Box $63
Port Townsend, WA 98368
3. Contractor Representative (only if updated)
4. COMMERCE Representative (only if updated)
Judy Shepherd, Chief Accountant
JeffHinekie, Project Manager PO Box 42525
Phone: (360) 385-9231
Phone: (360) 725-3060 1011 Plum St SE
Brasil: jahopherd@cojefferson.wa.us
Fax: (360) 596-8440 Olympia, WA 98504-2525
Jeff linekl , commercc.wa.goy
S. Original Contract Amount
6, Amendment Amount
7. New Contract Amount
(and any previous amendments)
$110,431
$132,517
$242,948
8. Amendment Funding Source
9. Amendment Start bate
10, Amendment End Date
Federal: X State: Other: N/A:
Date of Execution
February28, 2021
11. Federal Funds (as applicable):
Federal Agency:
CFDA Number:
$242,948
U.S. Department of Housing
14.228
and Urban Development
12. Amendment Purpose:
Increase the contract amount from $110,431 to $242,948 with CDBG Economic Opportunity Grant funding. Expand the scope of
work to Include urgent, CDBG eligible COVID-19 response service activities. Extend the contract end date from 6/30/2020 to
2/28/2021.
COMMERCE, defined as the Department of Commerce, and the Contractor, as defined above, acknowledge and accept the terms of
this Contract As Amended and attachments and have executed this Contract Amendment on the date below to start as of the date and
year referenced above. The rights and obligations of both parties to this Contract As Amended are governed by this Contract
Amendment and the following other documents incorporated by roferonce: Contractor Terms and Conditions including Attachment
"A" — Scope of Work, Attachment "B" — Budget. A copy of this Contract Amendment shall be attached to and made a part of the
original Contract between COMMERCE and the Contraotor. Any reference in the original Contract to the "Contract" shall moan the
"Contract as Amended".
FOR CONTR Olt
FOR COMMERCE
'egr of terton, Chair
Ma Barkley, Assistfint Director
Jefferson County Commissioners
Local Gove ,cent ivision
Date
Date
as onn only:
APPROVED AS TO FORM ONLY
2nd I A.&& � Date:
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
`> odra Adi_x
delterson County Prosecuting Attorney's Office
Assistant Attorney General
3/20/2914
Date
ATTACHMENT A: SCOPE OF WORK AND BUDGET
'lr Washington State
Department of
a� Commerce
CDBG Economic Opportunity Grant - COVID-19 Response Funding
The state Community Development Block Grant (CDBG) program is accepting Economic Opportunity
Grant requests to fund targeted recovery services through amendments of existing CDBG Public Services
Grant contracts and local partnerships.
Eligible Applicants: Counties with a current CDBG Public Services Grant contract, recovering from
significant economic, housing and public health impacts resulting from a declared emergency/disaster
Eligible Activities: CDBG public services and microenterprise assistance that address urgent economic,
housing, or public health needs
Funds Available: Currently $1.8 million total, to be distributed at 120% of the county's existing CDBG
Public Services Grant, with additional amounts on a fund available basis
Due Date: As soon as possible, and within 60 days of the applicable declaration of emergency
Proposed Use of Funds/Request Amendment Process: County emails completed forms to Jeff
Hinckle, jeff.hinckle&commerce.wa.gov, outlining proposed use of funds and authorizes 2019 CDBG
Public Services Grant amendment to include Economic Opportunity Grant funding for COVID-19
resnonse services
The CDBG program offers Economic Opportunity Grants for a wide range of activities. To provide
immediate assistance and promote economic stability to communities impacted by an
emergency/disaster, a portion of the Economic Opportunity Grant fund is available for essential and
urgent public services.
Since the need for economic, housing and public health services is urgent when an emergency/disaster
strikes, Commerce utilizes existing CDBG-funded county partnerships with Community Action
Programs (CAP) and Associate Economic Development Organizations (ADO) across the state, and
contract amendments to distribute the CDBG Economic Opportunity Grants for disaster recovery
services.
The Economic Opportunity Grant application process for disaster recovery services is streamlined. The
regular Economic Opportunity Grant application materials for non -disaster related economic
development projects are on the Commerce CDBG website.
N OWN
Kaaren Roe, CDBG Program
kaaren.roegcommerce.wa.aov www.commerce.wa.gov/cdbg
(360) 725-3018 FAX (360) 586-8440 1011 Plum Street SE, Olympia WA 98504-
2525
2/29/2020 The Washington State Governor Proclamation 20-05.06 and 07 declare that a State of
Emergency exists in all counties of Washington State due to the statewide COVID-19 public health
emergency.
13 of 29
eTTArAMF.NT A- SrnPR OF WORK ANn RTJDGF,T
CDBG PROJECT SUMMARY
.
Grant Type:
Economic Opportunity — COVID-19 Response Services
2.
Jurisdiction:
JEFFERSON COUNTY
Telephone:
360-385-9231
3,
Contact Person:
JUDY SHEPHERD
Title:
CHIEF ACCOUNTANT
Email:
ishepherd@co.jefferson.wa.us
4,
Subreciplent:
EDC TEAM JEFFERSON; BRIAN KUH
Title:
EXECUTIVE DIRECTOR
Email:
director edcteam'efferson.or
Subreciplent:
CLALLAM EDC; COLLEEN McALEER
Title:
EXECUTIVE DIRECTOR
cMcAteer@clallam.org
if a 2^d subreci ient
5.
Budget:
CDBG
1 $ 132,517
Up to amount on C VID-19 Resoonse Fund Distribution
List
LMI National Objective
# of Persons
50
Urgent Need
National Objective
# of Microenterprises
# of Persons
6.
EST Beneficiaries
(if applicable)
50
(if applicable)
NIA
7.
Certification of Chief Administrative Official:
I certify to meeting the National Environmental Policy Act (NEPA) through a re-evaluation and determination that
the proposed 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);
1 certify that any CDBG COVID-19 response activities funded under the Urgent Need CDBG National Objective
pose a serious and immediate threat to the health or welfare of the community, are of recent origin or recently
became urgent, the county is unable to finance the activity on its own, and other sources of funding are not
available to carry out the activity; and
I certify the information provided in this funding request is true and correct to the best of the county's belief and
knowledge, it is understood the state may verify information, and that untruthful or misleading information may be
cause for rejection or termination of any subsequent grant agreement.
Request for Amendment:
I approve a request for an amendment to add CDBG Economic Opportunity Grant funds to the county's CDBG
Public Services Grant contract # 19-62210-007.
4/28/2020
Sign Date
PHILIP MORLEY JEFFERSON COUNTY ADMINISTRATOR
Print Name Title
14 of 29
ATTACHMENT A: SCOPE OF WORK AND BUDGET
PROJECT SUMMARY INSTRUCTIONS
1. Economic Opportunity - COVID-19 Response Services is already checked as the grant type available.
2. The applicant jurisdiction must be a county with an existing CDBG Public Services Grant contract.
3. Provide information on the county contact person, should we need more information about this request for
funding/amendment.
4. Provide information on any subrecipient organization(s) to benefit from the project or to receive CDBG funds to
implement the project on behalf of the county.
5. List the amount requested. It cannot be more than the amount being made available on the Eligible Counties
and Fund Distribution List.
6. List the estimated number of beneficiaries to benefit from these funds by CDBG National Objective. First
complete the application's Project Description and CDBG National Objectives Table before summarizing the
data here.
➢ To estimate the number, you can use service organization data and proposed income qualification criteria
for direct benefit activities; or use service area population data for LMI area benefit activities or Urgent
Need activities, as applicable.
➢ Estimate the total number of unduplicated persons. If you estimate a person is to receive more than one
service, pick the best service number to add up to the estimated total number of persons to be served.
➢ Estimate the total number of microenterprises to be assisted (if applicable).
➢ Detailed demographic data on actual persons served will be reported on the Quarterly Beneficiary
Reporting Form.
7. The form and certifications must be signed by the county's chief administrative official.
Guidance on the environmental review (NEPA and SEPA) requirements and exemptions is available in the
CDBG Management Handbook on the CDBG website.
Guidance on the CDBG Urgent Need National Objective requirements are in the Project Description and
CDBG National Objective Table Instructions.
Insert the 2019 contract number for the county's open CDBG Public Services Grant contract to be
amended.
Print the official's name and title. The form and original signature must be retained in the county CDBG
records.
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 15 of 29
www.commerce.wa.,9ov/cdbs March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
PROJECT DESCRIPTION AND CDBG NATIONAL OBJECTIVE TABLE
(See instructions on the next page)
A. Activities
B. Level of
C.
D. Method for Ensuring CDBG
Service
EST
Number
of
National Objective -
LMI Benefit
or
NAME of Service Program
DESCRIPTION of Services
HUD CODE
(N) New
and
and
(1) Increase
Persons
COVID-19 Urgent Need
NAME of Service Organization
COUNTY(s) Service Area
(S) No Longer
or
MicroEs
*and to only CDBG non -
Substandard
entitlement residents
Microenterprise Assistance
EDC Team Jefferson will provide
18C
N
19
Eligibility restricted by household
EDC Team Jefferson
Microenterprise Assistance via technical
income,
assistance, packaging loans/grants not to
exceed $25,000, and managing loan
portfolio payments for qualifying
microenterprises that are LMI households;
or in limited circumstances when an
emergency has been declared,
assistance may qualify as meeting an
urgent need.
Service Area: Jefferson Count
Microenterprise Assistance
Clallam EDC will provide Microenterprise
18C
N
31
Eligibility restricted by household
Clallam EDC
Assistance via technical assistance,
income.
packaging loans/grants not to exceed
$25,000, and managing loan portfolio
payments for qualifying microenterprises
that are LMI households; or in limited
circumstances when an emergency has
been declared, assistance may qualify as
meeting an urgent need.
Service Area: Clallam County
FOR ADDI nONAL SERVICE ACTT RES, ADD ROWS OR ATfACfi ANOTHER COPY OF THISFAGE
CDBG fundedservkeo must b.Wa as ~ as POSSiNs ead Wprear *m 9 fte from the COBG auxtsad~ ex-NUOR dote.
PROJECT DESCRIPTION AND CDBG NATIONAL OBJECTIVE TABLE
(See instructions on the next page)
CDBG Economic Opportunity Grant - COVID-19 Response Proposed Use of Funds 16 of 29
www.commerce wa. govlgdbe March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
Additional information can be included here to describe how the proposed services will address a CDBG National
Objective In response to the COVID-19 emergency and promote economic recovery and stability in the region:
The proposed program will provide micro -grants and mlcroenterprise assistance to LMI microenterprises in Jefferson County and
Clallam County that have experienced substantial economic injury directly resulting from the COVID-19 pandemic. Priority will be
given to microenterprises providing goods or services that are (1) essential to the region's ability to weather the COVID-19
pandemic and/or (2) contribute to the region's recovery and resilience following the COVID-19 pandemic. Applicants could include,
for example, day care providers for children of first responders, home care providers for people with disabilities or the elderly, tailors
and others manufacturing personal protection equipment for health care providers, small farms providing healthy local foods and
contributing to food banks, and many others.
CDBG funds will be managed by EDC Team Jefferson (for Jefferson County microenterprises) and by Clallam Economic
Development Council (for Clallam County microenterprises). The funds will be allocated to each EDC based on county population,
with $82,559 for Clallam County and $49,968 for Jefferson County.
Each EDC will create micro -grant fund. The Clallam Economic Development fund will be $76,329. The EDC Team Jefferson fund
will be $46,188. Each EDC will use the funds for micro -grants up to $10,000 (average $4,000) to an estimated 12 LMI
microenterprises located in Jefferson County and 19 LMI microenterprises in Clallam County. Each EDC will establish and lead a
micro -grant selection committee (see section below regarding the selection process). Each EDC will disburse micro -grants to the
microenterprises selected by its respective micro -grant selection committee until all funds are disbursed.
The EDCs will disburse 80% of each micro -grant upon execution of a micro -grant agreement with a LMI microenterprise. The EDCs
will disburse the remaining 20% of each micro -grant upon verification that the recipient has (1) used the micro -grant for the
purposes set forth in their micro -grant application and micro -grant agreement, and (2) completed at least 2 hours of post -award
microenterprise assistance to strengthen the microenterprise and ensure that that it has a viable plan to continue operations during
and after the COVID-19 pandemic.
The EDCs will contract with the Center for Inclusive Entrepreneurship (CIE) to help establish an application and intake process and
provide up to 250 hours (at a rate of $40 per hour) of direct one-on-one technical assistance to up to 50 LMI microenterprises.
Microenterprise assistance will include assistance in completing and submitting the micro -grant application as well as ongoing post -
award technical assistance (described below). The Clallam EDC will budget $6,230 for up to 156 hours of microenterprise
assistance to at least 31 microenterprises (including 19 micro -grant recipients and 12 other microenterprises). EDC Team Jefferson
will budget $3,770 for up to 94 hours of microenterprise assistance to at least 19 microenterprises (including 12 micro -grant
recipients and 7 other microenterprises).
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 17 of 29
www commerce wa. gov;cdbs March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
Microenterprises interested in the program will be encouraged to register with CIE to get help completing the application. Micro -
grant recipients are required to register with CIE for at least 2 hours of post -award microenterprise assistance, to include (1)
verification of the use of funds, (2) strengthening the microenterprise, (3) developing a plan to continue operations during and after
the COVID-19 pandemic, and (4) tracking whether/how the micro -grant funds resulted in getting the business back on its feet during
and after the COVID-19 pandemic. The disbursement of the remaining 20% of each micro -grant will be conditioned on the
recipient's completion of the post -award microenterprise assistance to the satisfaction of the funding EDC. Applicants not selected
may also be referred to CIE for microenterprise assistance.
The EDCs will announce the program as soon as funding is approved. The EDCs will coordinate with OIyCAP, CIE, local chambers
and business associations, and other community -based business development and social service organizations to outreach the
program quickly and broadly, with a goal of receiving at least 60 applications. The initial deadline for applications will be no later
than 10 days from executing a subrecipient agreement by each EDC with Jefferson County to provide program funding. Selections
will be finalized, and the 80% portion of the micro -grant funds will be disbursed after executing a micro -grant award with each
microenterprise, and with a target of within 30 days from executing each EDC's subrecipient agreement. Post -award
microenterprise assistance will be completed, and the remaining 20% portion of the micro -grant funds will be disbursed within a
target date of on or before September 30, 2020.
This program supports microenterprise development. Microenterprises comprise over 95% of businesses in the U.S., perhaps more
in rural communities They provide diversity that is essential to the resilience of the economy. They are consistently a net contributor
of jobs, even during periods of economic distress. They often provide goods and services essential to community well-being. They
are more agile, and often more able to adapt and innovate, than many larger businesses. They are essential to the region's
economic recovery and a stronger and more resilient post -disaster regional economy.
CDBG Economic Opportunity Grant — COV1D-19 Response Proposed Use of Funds 18 of 29
www commerce wa eov/cdbx March 27, 2020
ATTACHMENT A. SCOPE OF WORK AND BUDGET
Briefly describe the local prioritization process used to allocate CDBG COVID-19 response funding:
Jefferson County consulted with OlyCAP, our local community action program agency which serves the entire two -county region of
Jefferson and Clallam Counties, and consulted with the separate economic development council for each county. OlyCAP
suggested prioritizing microenterprlse assistance, because of the severe economic impact the COVID-19 pandemic is having on
small businesses in our communities. In consulting with the EDCs, the County asked that they evaluate if there was a sufficient
number of qualifying microenterprises that would meet the criteria of the CDBG Economic Opportunity — COVID-19 Response
Services guidelines, and their capacity to serve them.
The County also asked the two EDCs to develop a joint proposal to the County for how to allocate funding between them as
subrecipients.
Through this process, full consensus was reached by OlyCAP, EDC Team Jefferson, and Ciallam EDC for prioritizing and delivering
services as outlined in this application.
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 19 of 29
www commerce.wa.eov'cdbe March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
PROJECT DESCRIPTION AND CDBG NATIONAL OBJECTIVE TABLE
INSTRUCTIONS
The project description must be detailed enough for Commerce to understand what direct services will be
accomplished with CDBG funds and to confirm CDBG eligibility. All proposed services must be on the attached list
of CDBG eligible activities for COVID-19 response. All proposed services must meet a CDBG National Objective.
CDBG funded services must begin as soon as possible and not later than 90 days from the CDBG amendment
execution date.
Column A: Activities
List each type of COVID-19 response service to be CDBG funded in each row following these steps:
1. NAME of Service Program and Name of Service Omanization:
List the activity by the program or service name used by the service delivery organization. Also list the name of
the organization delivering the service (such as the specific county department, regional community action
program name or the associate development organization name).
Here is guidance on specific types of services that are eligible under only limited conditions:
• Resource Referral - If CDBG is to fund a staff person (such as a receptionist) who refers clients to both
COVID-19 response and non COVID-19 response services, then CDBG can cover the referral service
costs only in the proportion of total persons receiving COVID-19 response services. The LMI National
Objective may need to be documented as well. Contact CDBG if you seek to fund resource referral
services.
• 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 eligible instead for a housing rehabilitation, facility or homeownership assistance type of
CDBG grant. 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 attached list of eligible housing related services.
2. DESCRIPTION of Services:
Provide a DESCRIPTION of the direct service received by the client. The service description must be detailed
enough and similar to the service descriptions provided in the attached lists of eligible and ineligible services for
Commerce to confirm eligibility. The service must be targeted to address essential and urgent needs resulting
from the COVID-19 declared emergency. Also include the COUNTY(s) SERVICE AREA, which is all counties
served by that COVID-19 response service.
3. HUD CODE:
Use the lists of eligible and ineligible services to identify the applicable code. If a HUD heading or definition
doesn't match the service, then provide a clear description of the client service and code it as 05Z (Other Public
Services).
Column B: ,
In each row, choose whether the service is providing persons with a (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.
(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.
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 20 of 29
www.commerce.wa.gov/cdb.g March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
(S) No Longer 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.
Column C:
For each row, estimate the total unduplicated number of persons to receive that COVID-19 response service. For
microenterprise assistance services, estimate the total unduplicated number of microenterprise businesses to
benefit from CDBG funds. Detailed demographic data on actual persons served and microenterprises assisted will
be reported on a Quarterly Beneficiary Reporting Form.
Column D:
All proposed activities must be COVID-19 responses services. In addition, they must qualify under one of two
CDBG national objectives.
For each row, describe the METHOD for ensuring each CDBG-funded activity either 1) benefits low- and moderate -
income (LMI) persons impacted by the COVID-19 emergency; OR 2) meets the CDBG urgent need definition in
response to the COVID-19 emergency.
LMI Benefit:
• Community action programs already document how they principally benefit LMI persons with the county's
current CDBG Public Services Grant. These procedures should continue with these amended funds.
• Microenterprise assistance programs must be structured to benefit only LMI households.
• If the CDBG-funded services are to be made available to everyone in a service area, then the HUD LMI
data must document that service area population is at 51 percent or greater LMI.
• The LMI Benefit Guide (steps 1-3) outlines how to use LMI data sources to document meeting the LMI
benefit national objective. The current LMI income limits by county are on the CDBG website here.
Urgent Need: To qualify, an activity must be designed to alleviate existing conditions which the county
certifies and state determines:
• Pose a serious and immediate threat to the health or welfare of the community,
• Are of recent origin or recently became urgent,
• The state grant recipient is unable to finance the activity on its own, and
• Other sources of funding are not available to carry out the activity, as certified by both the State
and the grant recipient.
The Washington State Governor Proclamation 20-05, 06 and 07 declare that a State of Emergency exists in all
counties of Washington State due to the statewide COVID-19 public health emergency.
The CDBG Project Summary form contains the required certification to be signed by the county chief administrative
official if activities are to meet the Urgent Need National Objective.
CDBG funded services must begin as soon as possible and not later than 90 days from the CDBG amendment
execution date. Activities qualified under the Urgent Need National Objective must be completed once the
emergency conditions are met.
CDBG Non -entitlement - The following community action program 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 describe the method for ensuring
the grant ONLY benefits CDBG non -entitlement Washington State 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.
Local Prioritization Process: Briefly describe the local prioritization process used to allocate CDBG COVID-19
response funding.
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 21 of 29
www.commerce.wa,goy/cdb_g March 27, 2020
ATTACE MENT A: SCOPE OF WORK AND BUDGET
BUDGET
BUDGET BY
SERVICES
COUNTY ADMINISTRATION
COVID-19
AMOUNT
COST DESCRIPTION
AMOUNT
COST DESCRIPTION
RESPONSE
SERVICE PROVIDER
County emergency
$
$
services
(not including county
administration of
CDBG contract)
Community Action
$
$
Program services
$49,958 for Microenterprise Assistance by EDC Team
$0
County Administration costs
Associate
$132,517
Jefferson ($46,188 for micro -grants, $3,770 for
Development
technical assistance)
Organization services
$82,559 for Micmenterprise Assistance by the Ciallam
EDC ($76,329 for micro -grants, $6,230 for technical
assistance
Other economic
development
organization services
Other emergency
$
$
response services
Cannot exceed the amendment amount minus the
Up to $3,500 of the amendment amount
TOTAL
$132,517
county administration budget.
$0
can be for county administration costs.
BUDGET INSTRUCTIONS
All costs must be eligible under 2 CFR 200 and CDBG program requirements. All services costs must be tied to direct service delivery to address impacts
resulting from the COVID-19 emergency. Expand the Budget form as necessary to provide adequate description of costs. Below is guidance on eligible costs
0
COST
SERVICES COST DETAIL
COUNTY ADMINISTRATION COST DETAIL
CATEGORY
All services costs must be tied to
County administration costs are limited to
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 22 of29
www.commewe.wa.gov/cdbP March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
the delivery of the CDBG eligible services.
administering the Economic Opportunity Grant amendment.
Staffing
Include program staff salaries and benefits. Can include supervisory
Include county staff salaries and benefits. For staff time to be
staff directly involved in the management of the CM eligible public
eligible for reimbursement, staff must sign and supervisors must
service program. For staff time to be eligible for reimbursement, staff
approve time sheets linking actual time worked.
must sign and supervisors must approve time sheets linking actual
time worked on each service activity to the CDBG fund source.
Goods and
Must be tied to the delivery of the COVID-19 response service,
Must be tied to the administration of the Economic Opportunity
services
including staff training costs. Professional services must be contracted
Grant amendment.
according to C08G requirements. See CDBG Management Handbook
Section 5 — Procuring Professional Services.
Equipment
Items costing $300 or more require Commerce approval prior to
Items costing $300 or more require Commerce approval prior to
requesting grant payment.
requesting grant payment.
Travel
Out-of-state travel must follow federal travel per diem and requires
Out-of-state travel must follow federal travel per diem and requires
Commerce approval prior to requesting giant payment.
Commerce approval prior to requesting grant payment.
Indirect Costs
Must be tied to a COVID-19 response service through a approved cost
Prior to invoicing Commerce for"Indirect Cost"the grantee must
allocation plan. Example: the portion of costs established for
submit to Commerce the approval indirect rate letter from the
operating and maintaining the space in which the service is located.
cognizant agency or the "Certification of Indirect Costs."
The cost allocation plan must be applied equitably and demonstrate
the cost of providing the service -
Cannot exceed the total grant minus the county administration budget.
The county can allocate from the total amendment amount up to
$3,500 per year for county administration costs tied to COVID-19
TOTAL
response activities and partners.
Further budget detail on the funded services is to be provided Commerce with each grant payment request using the Expenditure Report available in the CDBG
Management Handbook. Section 4. If unsure about eligible costs, consult your CDBG project manager.
CDBG Economic Opportunity Grant — COVID-19 Response Proposed Use of Funds 23 of 29
www.commerce.wa. izov/cdbs March 27, 2020
ATTACHMENT A: SCOPE OF WORK AND BUDGET
jV,& Washington State
Department of
Commerce
ELIGIBLE ACTIVITIES
CDBG eligible activities are in the Housing and Community Development Act of 1974, Section 105. Eligible
COVID-19 response services include microenterprise assistance and public services defined in the following pages.
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 increasedlimproved level of service.
3. Be directly linked to delivery of a specific service to a client.
4. Meet a CDBG national objective.
5. Target residents of CDBG non -entitlement areas (outside of CDBG entitlement cities) as listed on the
CDBG website. The state CDBG program cannot fund activities that benefit residents in CDBG entitlement
cities, since these cities receive CDBG funds directly from HUD.
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. 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 or county
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
ELIGIBLE SERVICE PROVIDERS
To expedite funding and delivery of targeted services, priority eligible service providers include:
• Community action programs currently approved through a CDBG Public Services Grant contract
• County public health and emergency response programs
• Regional microenterprise assistance programs, including associate development organizations {ADOsI
ELIGIBLE TIMING OF FUNDS
CDBG funded services must begin as soon as possible and not later than 90 days from the CDBG amendment
execution date.
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ATTACHMENT A: SCOPE OF WORK AND BUDGET
Eligible CDBG Economic, Housing and Public Health Services
MICROENTERPRISE ASSISTANCE
H.VV , HUD defines a microenterprise as a commercial enterprise having five or less
CODE employees, including the owner(s). To be eligible for COVID-19 response funding, the
business must have a physical location and be able to document loss of revenue due to
18C COVID-19 impacts. Or the funding can expand a microenterprise that provides COVID-
19 response services such as medical, food delivery, cleaning and other services to
support home health and quarantine.
CDBG funds can support a local microenterprises assistance program by funding:
1. Provisions of credit (including grants) for the establishment, stabilization, and expansion of
microenterprises. Initial amounts generally not to exceed $25,000. Grant money may be used only for the
operating expenses of the awarded business. The operating expenses are defined as the day-to-day
trading operations of the business such as covering payroll and rent.
2. General and technical assistance, advice and business support services to owners of microenterprises and
persons developing microenterprises.
3. Operation of the fund including staffing for pre- and post -loan technical assistance, loan servicing activities
and loan collection activities.
The county either directly administers a local microenterprise assistance program or, in most cases, passes the
funds to a local or regional economic/community development organization. This organization uses the funds to
provide technical assistance, package loans/grants, and manage loan portfolio payments for qualifying
microenterprises.
The CDBG-funded technical and financial assistance must be structured to benefit only LMI households; or in
limited circumstances when an emergency has been declared, assistance may qualify as meeting an urgent need.
PUBLIC SERVICES DEFINITIONS AND CODES
CDBG funds may be used to provide public services (including labor, supplies, materials, and other costs directly
tied to service delivery). Below are definitions and codes for CDBG eligible 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. Services most likely to be targeted in response to COVID-19 impacts
are highlighted.
HUD
Type of Services and definition
CODE
05A
Senior Services
Services for the elderly. 05A may be used for an activity that serves both the elderly and
the handicapped, provided it is not intended primarily to serve persons with handicaps. If
it is, use 05B instead.
05B
Handicap Services
Services for the handicapped, regardless of age.
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 tenant4andlord disputes, use
05K
05D
Youth Services
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ATTACHMENT A: SCOPE OF WORK AND BUDGET
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.
061
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.
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ATTACHMENT A: SCOPE OF WORK AND BUDGET
05M
Health Services
Services addressing the physical health needs of residents of the community.
For mental health services, use 050.
06N
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 141.
050
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.
06U
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).
05Ua
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).
05Z
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).
HUU IUIS Manual, Appenuix A. UUtsu IVIEU UI wucs kVAwl Py
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ATTACHMENT A: SCOPE OF WORK AND BUDGET
ELIGIBLE HOUSING RELATED SERVICES
CDBG can fund a wide range of public services for low- and moderate -income persons. This table summarizes HUD's guidance and the state's policy on
CDBG eligible public services for housing -related issues. To be eligible, the CDBG public services activity must deliver a direct service to a client (column
A). In general, activity and administrative costs eligible under another CDBG activity category (column C) or for an ineligible CDBG activity (such as new
A
e
C
Housing Issue
CDBG eligible public service
CDBG ineligible public service
Activities eligible under another CDBG category
and CDBG fund, but
NOT a CDBG eligible public service
• Housing counseling
Housing rehabilitation
CDBG Housing Rehabilitation: Labor,
• Energy conservation
administration not related to an
materials, and supplies required for the
Housing
counseling and testing
eligible counseling, education or
rehabilitation of property (including energy
Rehabilitation
Screening for lead poisoning
testing service
efficiency improvements)
(including
weatherization)
Client education and training
CDBG Housing Rehabilitation Administration
If provided as an independent
and Services: All delivery costs (including
staff, other direct costs, and professional
public service and not part of
service costs) directly related to carrying out
a CDBG funded housing
housing rehabilitation activities, including
rehabilitation activity
outreach, rehabilitation counseling, applicant
screening, energy auditing, preparing work
specs, loan processing, inspections, and
services related to assisting program
participants
• Fair housing services and
counseling on housing
Tenant/Landlord
discrimination
• Counseling to prevent or
settle disputes between
tenants and landlords
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ATTACHMENT A: SCOPE OF WORK AND BUDGET
A
B
C
Housing Issue
CDBG eligible public service
CDBG ineligible public service
Activities eligible under another CDBG
category and CDBG fund, but
NOT a CDBG eligible public service
• One-time or short-term (no
• Ongoing grants or non -
more than three month)
emergency payments (more
Prevent Loss of
emergency payments on
than 3 consecutive months)
Housing
behalf of individuals or
• Direct payments
families, to prevent loss of
housing, including utility
payments and rentimortgage
payments
• Le al services
Development, project
CDBG Public/Community Facility:
Homelessness
Direct delivery of services for
management, and administrative
Acquisition, construction or rehabilitation of
and Transitional
homeless persons
costs of shelters and transitional
temporary shelters and transitional housing,
Housing
housing activities
including project management
Housing counseling for renters,
Development, project
CDBG Acquisition or CDBG Public Facility:
homeowners, and potential new
management and administrative
Acquisition and public off -site infrastructure in
Permanent
homebuyers provided as an
costs for new housing activities
support of housing development
Housing
independent public service
Housing counseling provided as
CDBG Homeownership Assistance:
an independent public service and
Provision of direct assistance to facilitate and
Homeownership
not part of a CDBG funded
expand homeownership, including subsidized
downpayment assistance activity
interest rates and mortgage principal
amounts, down payment assistance and
closina costs
• Client planning services
Planning to develop new services
CDBG Planning -Only: Housing plans,
• Program planning activities
and community partnerships
feasibility studies, strategies and action
Planning
tied to the direct delivery of a
without the direct delivery of a
program planning
client service
client service
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Julie Shannon, Executive Secretary II
DATE: May 1%, 2020
SUBJECT: AGREEMENT re: Community Development Block Grant (CDBG) Subrecipient
— COVID-19 Response Funding; In the Amount of $82,559; Jefferson County
Administrator; Clallam County Economic Development Council (EDC)
STATEMENT OF ISSUE: This CDBG Subrecipient Agreement is made between Jefferson
County and EDC Team Jefferson for the Community Development Block Grant (CDBG)
Economic Opportunity Grant — COVID-19 Response Funding, to provide micro -grants to low
and moderate income microenterprises impacted by the COVID-19 pandemic.
ANALYSIS: Jefferson County has been awarded a $132,517 CDBG Economic Opportunity
Grant with the Washington State Department of Commerce, which grant covers both Jefferson
and Clallam Counties. Under this dedicated grant, the respective economic development
council each county is eligible to contract with Jefferson County to provide services. The two
EDCs developed an equitable distribution of the funding between the two county service areas,
proportionate to the number of eligible businesses in each county.
The proposed subrecipient agreement follows a required template provided by the Washington
State Department of Commerce, and incorporates budget and scope from our successful CDBG
application.
FISCAL IMPACT: This CDBG Subrecipient Agreement is in the Amount of $82,559 and is
fully funded by the $132,517 CDBG Economic Opportunity Grant that Jefferson County has
with the Washington State Department of Commerce.
RECOMMENDATION: Approve and sign the agreement.
RETIEWED HY:
Philip Moi ey, ounty Administ for
Date