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Home My WebLink About075 04 Of~ ~A}.;L¡'1þ~ STATE OF WASHINGTON County of Jefferson In the Matter of: Certification of Compliance for CDBG Public Services Grant } } } RESOLUTION NO. 75-04 WHEREAS, Jefferson County is applying to the State Office of Community Development for funding assistance; and, WHEREAS, it is necessary that certain conditions be met as part of the application; and, WHEREAS, John Fischbach, County Administrator, is authorized to submit this application to the State of Washington, on behalf of Jefferson County; and, NOW, THEREFORE, BE IT RESOLVED, that the Board of Jefferson County Commissioners authorizes submission of this application to the State Office of Community Development to request $160,583.00 to fund public service activities in coordination with the Olympic Community Action Programs, and certifies that, if funded, it: ~ Will comply with applicable provisions of Title I of the Housing and Community Development Act of 1974, as amended and other applicable State and federal laws; ~ Has provided opportunities for citizen participation comparable to the State's requirements (those described in Section 104(a)(2)(3) of the Housing and Community Development Act of 1974, as amended); has complied with all public hearing requirements and provided citizens, especially low- and moderate-income persons, with reasonable advance notice of, and the opportunity to present their views during the assessment of community development and housing needs, during the review of available funding and eligible activities, and on the proposed activities; ~ Has provided technical assistance to citizens and groups representative of low- and moderate-income persons that request assistance in developing proposals; ~ Will provide opportunities for citizens to review and comment on proposed changes in the funded project and program perfonnance; ~ Will not use assessments against properties owned and occupied by low- and moderate- income persons or charge user fees to recover the capital costs ofCDBG-funded public improvements from low- and moderate-income owner-occupants; ~ Will establish a plan to minimize displacement as a result of activities assisted with CDBG funds; and assist persons actually displaced as a result of such activities, as provided in the Unifonn Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended; Page 1 of2 RESOLUTION NO. 75-04 re: Certification of Compliance for CDBG Public Services Grant ~ Will conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and the Fair Housing Act, and will affirmatively further fair housing, (Title vrn of the Civil Rights Act of 1968); and ~ Has adopted and enforce a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations; and has adopted and implemented a policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil rights demonstrations within its jurisdiction, in accordance with Section 104(1) of the Title I of the Housing and Community Development Act of 1974, as amended; and ~ Will provide, upon request, and prior to any obligation of funds being made, a complete and accurate CDBG Federal Funds Disclosure Report detailing the required applicant/grantee information, and as appropriate other government assistance provided or applied for, interested parties and expected sources, and uses of funds. BE IT FINALLY RESOLVED, that the Board of Jefferson County Commissioners, designates the County Administrator, as the authorized Chief Administrative Official and authorized representative to act in all official matters in connect with this application and Jefferson County's participation in the Washington State CDBG Program. APPROVED AND ADOPTED this 6th day of December 2004. JEFFERSON COUNTY BOARD OF COMMISSIONERS ,:)íi u.... ß) {;}!j~y; C /il L Julie Matthes, CMC Deputy Clerk of the Board an ittemess, Member ~ - Page 2 of2 PUBUC HEARING HANDOUT o 4; \'J a s 11 i n q 1 0 n s t éJ 1 8 d A P éJ r t t]l p, 111 01 comnlunity. 1rade and eculìorilíc deve!opn,enl ~ ' Kaaren Roe COBG Project Manager 360.725.3018 Kaarenr@cted.wa.gov Public ServIce Grant Application Handbook For More Information Steven K Washington Managing Director 360.725.3005 Stevenw@cted.wa.gov 0a'I RiebIi CDBG Program Manager 360.725.3017 Danr@cted.wa.gov ov.;ght Edwards CDBG Project Manager 360.725.3011 Dwighte@cted.wa.gov Sheia Lee-Johnston COBG Project Manager 360.725.3009 SheilaI@cted.wa.gov Yvette Lizee-Smith COBG Project Manager 360.725.3014 Yvettel@cted.wa.gov BUI Prentice COBG Project Manager 360.725.3015 BiHp@cted.wa.gov Sharon Robinson COBG Project Manager 360.725.3010 Sharonr@cted.wa.gov Janice Roderick CDBG Project Manager 360.725.3013 Janiœr@cted.wa.gov Community Development Block ,Grant Local Government Division Introduction The Washington State Community Development Block Grant (CDBG) Program provides funds on a competitive basis for local housing, public and community facilities, economic development, and planning projects that principally benefit low- and moderate-income households. The Washington State CDBG Program is funded by the U.S. Department of Housing and Urban Development (HUD). The purpose of the state CDBG Program is to Improve and maintain the economic and physical environment-of eligible, non-entitlement åties and counties In order to enhance the quality of life for low- and moderate-income (LMI) residents and, as a result, benefit the entire community. Funds Available Approximately $18 million In federal funding has been historically distributed on an annual basis through the following proposed grant funds: $7,500,000 · General Purpose Grant Contact: Bill Prentice Annual grant cycle during which ef¡gible applica:!nts may request up to $1,000,000 per application for local housing, public facilities, community facilities, or economic developmentlmlcroenterprise projects principally benefiting Iow- and moderate-income persons. The application due date forthe 2005 grant cycle Is November 18, 2004, with awards announced mid-March 2005. $5,169,030 · CommunItY Investment Fund Grant Contact: Janice Roderick Provides technical and financial assistance to eligible communities of up to $1,000,000 per appDcation throughout the year on a funds available basis for priority community and economic development projects identified through the Washington Community Economic Revitalization Team rNA- CERT) or Rural Enterprise Community Initiatives. Assistance is coordinated with the department's Resource Team. Technical assistance is provided through the WA-CERT scoplng process and on-site visits. $ 600,000 · Plannlng.()nlv Grant Contact: Janice Roderick or Sheila Lee-Johnston Provides funds to eligible communities on a funds available basis for a wide range of planning activities that address public health and safety issues; improve essential services to low- and moderate-Income individuals; complete a necessary and specific step within a broader community development strategy; or meet a planning requirement that will principally benefit LMI persons. Grants of up to $35,000 are available, based on type of project. Consortium of eligible applicants may request up to $50,000. 21 November 2004 CITIZEN PARTICIPATION REQUJREMENTS FOR CDBG PUBLIC SERVICE GRANTS To apply for COBG 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. These regulations are provided in the sample handout on page 23. The purpose of these citizen participation activities is to inform the residents, local organizations that serve low-income persons and the county decision-makers of the availability of CDBG funds and to provide them the opportunity to present potential projects and 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. Also, the 2004 Public Service Grant contracts are approaching their end. A public hearing that reviews the county's and community action agency's performance and use of CDBG funds is required as part of this contract's closeout process. It is 'advisable to combine the public hearing requirements for the 2005 application and the 2004 closeout process into one public hearing. This can be accomplished by following the sample public hearing notice language, provided on page 20. ~~~"t;F""~~~~"J.î£,(~~~g..~.,... <J.......-¥~~. ....« "'*~~ ,!.- '-"i:' '" '.' i' ""''1_"'" . -~, , _:i;;t-i;¡IT¡¡¡ìr;ø":\~f:tl"'i!ll¥·¡l:·fili\!{·:,!~,¡r'~·':ì.,·¿;nc·': ~,¿!, .ti':' t': ~. \', . :¡I ,t .,' ·Y. ". .;.li'~~:"I~~ _ ,.~C"\ . ~~=~'~7?,,::3~1J"':~~"t~~~~'-~r;~~:~~:; ;~;l~~;:~~:?':";: ::~~~~<., i?~.'f'ô~ ~~ ~T;"'-' ~ ~ " ! ..~ r ':::7) ~";," ~~~ "}' ~':::L'~ '<~'~ .1J"~,,nJ\.~'Ck'.th-¡'JJ'Y f ">1" ,", ....." ", " 'A'i"'!""" d.,' . .., -[, ., > .,~ ,'.. "., C.l'¡"'~'~~-'~k >:, 9!Jf:~~~;:~3! ··.~~~~~/t-,::~~:~~~-lt. ~~ih~~1(;\~~~f"':·f~T!·S.~,~" ~~:!.; ~; .,\ . ~ ~:~ ,:f, ~.;~' ~s ~ -: '~>~:~~"'~ ~iJ~:~;~~:':~:~f i.:"1.1J:~:~\~·t~~~ir...:.?",·,,;¡,...tl~ f{i(; ~ ~ ~".Þ !.L "",I': t~ "'¡ < ~ \ ~ f ~. r ,¡ ~ ~ "." h ,,;:r.>~~ ~~~~ .:~. ~~ ~ -!~~~~ ...t,:1;(t~~ ~ ~i~' ¿.:~ . r ~~':i" l"'''' ~ ,- _*'1 - " J" ~ '~~ ,-¡.t ' " -,;:" '\ll~~:"M11}~A~'"t 1< - J~ ':H~t·",.-,··, " ,1'~,"\ ~;Ì;:'~i~_,,~~,,<~,')j,""', ,,~w':" w,'"j\ò1~'';,,~~.''''''' 'J.!o,.."., _ '.', ,-,..." ",.'. .' ,¡'!",~" i4t\'¡j¡:'h¡'¡:;".:t;,,,,"LgJ;;:~~ ~~t.t,,-.:~:.\':.:~...~."'f.;:J1-~.w~¿;r,;&.~~~1J~~~~...;¡. "':t..::.....~-¡"M~"'",:t:,d._¡r;.fx~...~i- ..,~._~~.. :~ e.'" ~ -,,,,,,- -;¡-;:- ~.;.;r;.~aE -111.", ::;;µb~~~::;1k~-'-~ SUMMARY The minimum citizen participation requirements for the submission of a CDBG application are: 1. Conduct at least one public hearing prior to submission of the COBG application. This hearing must be held at a convenient time and location to encourage citizen participation. 2. Publish an official announcement of the hearing, providing reasonable advance notice. A sample public hearing notice with required language is provided on page 20. 3. Distribute information on the availability of CDBG funds and the eligible uses at the public hearing. Sample fact sheets are provided on pages 21 and 22. The hearing minutes must reflect that these handouts were distributed at the public hearing. 4. 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 and advertise and conduct the public hearing in accordance with this determination. Detailed guidance on providing and documenting outreach and accommodation for non-English speaking residents is provided on pages 18 and 19. 5. Adopt a grievance procedure for the use of CDBG funds. A sample grievance procedure is provided on page 24. Public Service Grant Application Handbook 14 November 2004 6. Document that the notice was published and the hearing was held. A documentation checklist is provided below. Reauired citizen participation documentation to be submitted with the application: 0/ A copy ofthe public hearing minutes, including a statement that the CDBG required handouts were distributed. 0/ A copy of the affidavit of publication or photocopy of the notice from the paper. 0/ The Outreach and Accommodation for Non-English Speaking Residents form, documenting the review and determination of local data on non-English speaking populations, the list of outreach steps (if applicable) and accommodations made. 0/ A copy of the jurisdiction's adopted Grievance Procedure. DETAILED INFORMATION ON THE REQUIREMENTS 1. Public Hearing Logistics What is a public hearinQ? - 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. A public hearing may be held as part of a regularly scheduled public meeting where official decisions may then be made or where it is elected to make a decision at a subsequent meeting. Who must conduct the hearing? - The applicant city, town or county. Although some applications are developed by other community organizations or special districts, these organizations cannot conduct the hearing and have it meet CDBG requirements. When must the hearinQ be held? - Prior to submission of the CDBG application and within 18 months of the application submittal date. Where must the hearina be held? - The hearing location must be accessible to persons of disability. The location must also be convenient for persons likely impacted by the proposed project. This is particularly relevant for a county proposing a project in a community that is far from the county seat. 2. Public Hearing Notice When must the advance notice be made? - Generally, a legal notice is published at least one week prior to the hearing date. The notice must meet the local public hearing notice requirements. Where must the notice be made? - The hearing must be well-advertised, generally in the official . local paper. In addition, public notice can be made using community bulletin boards, local newsletters, billing statements, newspaper articles or door-to-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. For Public Service Grant applications: To further address the intent of the citizen participation requirements to review community needs and the use of CDBG funds, it is recommended the county and community action agency: Public Service Grant Application Handbook 15 November 2004 · Have the community action agency's mo~t current Community Needs Assessment available for review at the public hearing to support the need for public service assistance and the allocation of funds; · Identify those partner organizations that are proposed to be supported by CDBG Public Service Grant funds; and · Send notice of the public hearing to those partner organizations as an invitation to participate in the public hearing discussions. What must the notice say? - A sample notice is provided on page 20. 3. Public Hearing Purpose What must the CDBG hearina cover? - The hearing is to obtain citizens' views and respond to proposals and questions. It must cover community development and housing needs and the availability of CDBG funds. The CDBG Program handout materials are to be distributed. Additional handout materials describing the proposed project(s) are advisable. A copy of the handout information in Spanish is available from the CDBG Program upon request. 4. Meeting the Needs of Non-English Speaking Residehœ All applicants must complete the Outreach and Accommodation Form on pages 18 and 19. This form provides guidance on meeting this requirement, lists potential outreach steps and accommodations and outlines how to document the efforts. The CDBG public hearing should not be advertised or conducted without first ensuring appropriate outreach and accommodations are accomplished. The federal regulations on page 23 state "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. Data on the number and percent of non-English speaking residents in a jurisdiction can be found by accessing the 2000 Census website at www.census.aov and then following these directions: · Click on the Income heading within the People block · Scroll down to Census 2000 (Your Gateway to Census 2000) and click on the word Profiles (of "Demographic Profiles"). · Select Washington State, type in the jurisdiction name and hit GO. · Once the Selected Area is listed below, click on the jurisdiction name. · Once the tables come up, scroll down to the Language Spoken At Home heading and identify the other languages spoken, such as Spanish. · Under the language category, look for the percentage of the population that speaks English less than "very well." · Use these percentages to determine whether specific outreach or additional accommodations are necessary to meet the needs and encourage participation from non-English speaking residents. Public Service Grant Application Handbook 16 November 2004 For Public Service Grant applications: Below is a list of Wash!l1gton State counties where 2000 Census data show that more than 10 percent of the jurisdiction's population speak Spanish as their principal language and also reported they speak English less than livery well." Adams County Chelan County Douglas County 22% 11% 10% Franklin County Grant County Yakima County 24% 14% 16% Contact the CDBG office for assistance in accessing and interpreting data on non-English speaking residents. 5. 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. A sample procedure to be adopted is provided on page 24. ~~:~ç",:':::"~"'ErT'~::~1;"':~"~:'~~~p·:::i~,~ ~:c " ' ., ., c_ ,:;i SAMPLE CITIZEN PARTICIPATION DOCUMENTS See the following pages for samples to assist you in meeting the requirements ::) .(j;"'~"" ,;,. .i' "~,,!f~,"':W¡;',:;ir:\!y"'.'· '>1'b'i."1p:,:..f¡¡;r¡:,.";i"';:; ~:""': .¥. - ..,...."" ''''''-I'!')' :',:r' E;ëJ ¡¡¡!¡¡,r;t!,l!b~,Pi~r;~!,;l'I!!{~¡!ltk~;.¡¡¡._§!,¡r::~:;~''''''~:''I:,~!J'.:,~J~.11.~,~,:", ", ~."", d,.. )'" . ',"~/I '," 'I ", ~~<,:c'~"!; ')~:r~"!'~ri tl:"'t"\ *:-~',:\:¡'~~·,~7¡;":·~!·"::' ,''¡¡''~' h. "".~... :~:. ':';':"01' r.' "'5.. 'I,' ,'f~ . ..' ~~~_ ;J'..,;¡'¡' :~~... ,-; ~.: ,~;;~ ~~~ ¡"v?W )I~:...~¡t: ~~ ~I'\. ..O'..tp,~.æ:!'¡,:' ;!' ,f.ll.·~-1'~J.t-t....·,~ "'tf~,,~';!;.j!:tll1:~~f- .;ì: -_ j~~~~ ¡¡..';~! ¡ IiÓ ~ I~) I'.' ~!!!1rMl' f', ) ø, 1<=":' ¡;). ;¡~~~~~~~¡þ '~~"'""~t.,,,~~.( ~,:".,¡¡:.¡¡.,.;i:'.1f,.,¡¡t:~;¡,,,,_,~4$,'~è¡¡"""""^'" :$::'~j :'t;À .. !~}_"'"t~,'>'"cl~4.~"~i!\~,;f¡$-_~.~-tM(~~~ì;·~',,¡!"~~·' r _1ft ~~1~~~it~j¡\1 ~.-:'""1~~~"·1 ":~ ~~.. ~T ::::;. ~~~ :;:?J..2~¿r~).';:l~t..'''-:i;i¡.:Lt.:r' ~f~.:: Public Service Grant Application Handbooki 17 November 2004 I SUBMIT THIS FORM WITH THE APPLlCA nON' OUTREACH AND ACCOMMODATION FOR NON-ENGLISH SPEAKING RESIDENTS FORM This form documents the applicant jurisdictionls determination whether additional public hearing outreach and accommodations for local non-English speaking residents are required and lists the outreach steps and accommodations provided. The federal regulations on page 23 state "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 CDBG Program benefits low- and moderate-income persons and strongly encourages a jurisdiction to make efforts to receive input on community needs from minority populations. To meet the CDBG requirements for outreach and accommodation for non-English speaking residents, the jurisdiction must: " Complete and submit this form with the application, " Properly advertise the public hearing (see the sample pu~~ç hearing notice's accomm()cIation clause options) and submit a copy of the notice with the application; and " Follow the public hearing notice and provide any necessary accommodations at the public hearing. Significant Population - General guidance is if 2000 Census data show that more than 10 percent of the jurisdiction's population speaks English less than "very well" or if more than 10 percent of the project's targeted population speaks English less than "very well," then it is reasonable to expect and encourage a significant number of non-English speaking residents to participate. In such cases, special outreach and accommodations are recommended to inform this population of the opportunity to receive information on the CDBG Program and input on the proposed project. (See B. and D. below.) OUTREACH - Complete either A. or B.. as applicable. A. To document that targeted outreach to non-English speaking residents was NOT necessary, check the box and provide any additional explanation: D Data on local non-English speaking populations, including 2000 Census Data, demonstrate that it is NOT reasonable to expect a significant number of non-English speaking residents to attend the CDBG application public hearing. See page 16 for assistance on accessing 2000 Census Data. Explain below any local circumstances that contribute to your interpretation of the data: Public Service Grant Application Handbook 18 November 2004 o o o o o o If YOU were able to check the A. box above. YOU can skip B. and complete C. B. To document the outreach steps taken when it was expected non-English speaking residents would participate in the public hearing, check the boxes that apply: The CDSG public hearing notice was advertised in an alternate language. The CDSG public hearing was announced on an alternate language radio or television station. The CDSG public hearing notice was posted in an alternate language in advance at the following locations to target the non-English speaking population: location Date Posted Members of organizations and advocacy groups representing non-English speaking populations were invited to attend the CDSG public hearing. leaders and interested parties from the minority community were directly invited to attend the CDSG public hearing. Other: ACCOMMODATIONS - Complete either C. or D.. as applicable. C. For jurisdictions where it was determined a significant number of non-English speaking residents were NOT expected to participate (A. box is checked above), the following minimum accommodation was made available: o The CDSG public hearing notice states that arrangements to reasonably accommodate the needs of special classes of citizens, including handicap accessibility or interpreter, will be made upon 'advance notice request. Submit a copy of the affidavit of publication or a photocopy of the actual notice from the paper to document. D. For jurisdictions where a significant number of non-English speaking residents were expected to participate (B. box is checked above), the following accommodations were all made: o o o The CDSG public hearing notices state that an interpreter will be available (even without advance request). Submit a copy of the affidavit of publication or a copy of the actual notice from the paper; and COSG public hearing handouts were available in the alternate language at the public hearing. Sample handouts in Spanish are available from the COBG program upon request. Other: Public Service Grant Application Handbook 19 November 2004 SAMPLE PUBLIC HEARING NOTICE (PUBLIC SERVICE GRANT VERSION) Additional information can be added to these required clauses to meet specific local announcement needs and to encourage participation. 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. WherelWhen: Basic Clause: Clause describing the availability of funds and eligible uses: Comment clause: Recommended 2004 contract closeout clause: Accommodation clause: For applicants who checked box C. in the Outreach and Accommodation Form. Or For applicants who checked box D. in the Outreach and Accommodation Form. NOTICE IS HEREBY GIVEN that a public hearing will be held by the (city counciVcounty board of commissioners) in the (council chambers/hearing room), (location), on (date and time). 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 low- and moderate-income persons and persons residing in the (name of area) area. $ (enter amount to be awarded) will be available to the (county name) and the (CAA name) to fund public service activities that principally benefit low- and moderate-income persons. The draft application for the (project name) proposal will be available for review at the (location - government office and/or library), (time and date). Comments may also be submitted in writing to (city/county), (time period). Comments on the county's and Community Action AgencY'$ past performance and use of their 2004 COBG Public Service Grant awards will also be received. The (council chambers/hearing room) is handicap accessible. Arrangements to reasonably accommodate the needs of special classes of citizens, including handicap accessibility or interpreter, will be made upon receiving twenty-four (24) hour advance notice. Contact (name) at (number, location). A (insert alternate language) interpreter will be available. The (council chamberslhearing room) is handicap accessible. Additional arrangements to reasonably accommodate special needs will be made upon receiving twenty-four (24) hours advance notice. Contact (name) at (number, location). Public Service Grant Application Handbook 20 November 2004 . STATfOFWASHINGlON .,.. DEPARTMENT OF COMMUNIn: TRADE AND ECONOMIC DEVELOPMENT Community Development Block Grant Program (CDBG) 2005 Public Service Grant Application Handbook November 2004 Juli Wilkerson, Director 906 Columbia Street SW Post Office Box 42525 Olympia, WA 98504-2525 Community Development Block Grant Public Service Grant Application Handbook' · General Application Information - Ivory Section · Application Forms - White Section · Federal Requirements - Green Section · Attachments - Goldenrod Section * RecycledlRecyclable TABLE OF CONTENTS GENERAL APPLICATION INFORMATION........ ................ .................. ................................ 1 APPLICATION AND CONTRACT TIME FRAME .................................................................1 RECENT CHANGES TO THE 2005 APPLICATION ............................................................ 1 ROLES AND RESPONSIBILITIES ..................... ......................... ..................... ....... ............. 2 ELIGIBLE ACTIVITIES ....... .... ...................... ........ .............. ........ ..................... ... ....... ........... 3 INELIGIBLE ACTIVITIES .. .... .... ....... ... ................ ..... ..... ...... ...... '.. ..................... ................... 4 RELATIONSHIP BETWEEN PUBLIC SERVICE GRANT AND OTHER CDBG GRANTS... 4 SUBMITTAL INSTRUCTIONS........................................ ..... .................... ....... ...................... 5 APPLICATION FORMS PROJECT SUMMARY FORM ..... ................................................................................ .... 7 2005 BUDGET AND PROJECT DESCRiPTION............................................................. 9 BUDGET DETAIL BY SERVICE CATEGORy............................................................. 10 FEDERAL REQUIREMENTS CITIZEN PARTICIPATION REQUIREMENTS .............................................. ................ 14 OUTREACH ACCOMMODATION FOR NON-ENGLISH SPEAKING RESIDENTS ..... 18 RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE ....................................... 25 DISCLOSURE RE,PORT ............................................................ ...................... ............. 28 SUBRECIPIENT AGREEMENT .............................................. .... ....... ....... .......... .......... 32 ATTACHMENTS PUBLIC SERVICE CONTRACT AMOUNTS................................................................. 34 2005 CSBG AND CDBG AWARD ALLOCATIONS....................................................... 35 2004 INCOME LIMITS ..................... ................................ ...... .... ....... ............... ............. 36 Public Service Grant ApprlCation Handbook November 2004 GENERAL APPLICATION INFORMATION This application handbook provides all the necessary forms and instructions to apply for a 2005 Community Development Block Grant (CDBG) Public Service Grant. The completion of the application forms and federal requirements must be coordinated between the county and the community action agency (CM). APPLICATION AND CONTRACT TIME FRAME PARTY '·'·N'ÐJI , ~TÈ ACllQ ,'IT "," ' :', '. ".. ' " CDBG Distribute application handbooks to county and CM 11/9/04 County/CM Send the minimum application documentation to 12/13/04 CDBG or earlier CDBG Send grant contract to county for signature 12/31/04 County/CM Send any remaining application documentation to 1/24/05 CDBG. or earlier County Sign and return contract and Environmental Review 1/30/05 Form to CDBG or earlier CDBG Sign and return fully executed contract to county 2/9/05 County/CM Funds can be expended once the contract is fully executed The contracting dates are contingent upon the receipt of a complete application by the due date. RECENT CHANGES TO THE 2005 APPLICATION · The revised Community Service Block Grant (CSBG) funds allocation formula was used to reallocate CDBG funds among the eligible counties and CM's that principally serve CDBG non-entitlement areas. As a result of the changes in CDBG entitlement status, the number of eligible grant recipients/sub recipients was reduced from 15 to 12. The amount of CDBG funds was increased and the amount of CSBG funds was decreased for these 12 eligible CDBG Public Service Grant recipients/subrecipients. · Definitions of eligible direct and administrative costs are listed in the Eligible Activities section. · To expedite the contracting process, a two-phase application submittal process will be allowed. See the Submittal Instructions for more detail. · Due to changes in the environmental review process, the Environmental Review Form will be .. revised and then sent with the CDBG contract for signature. Public Service Grant Application Handbook 1 November 2004 ~ GENERAL APPLICATION INFORMATION ROLES AND RESPONSIBILITIES The left column lists the application form and federal requirements found in this application handbook. In addition, both the county and the community action agency have the responsibility to coordinate their efforts to meet the application and contract timeframe outlined above. " ", , "ocrsr,.S, : ::ClC)'NlMlJNITY ACTION FORMS ÂNÐRËQdÎREM~NrrS :' " , AGSNCY ; , , Project Summary Form White Review and sign Complete with county Page 7-8 Budget and Project White Review Complete Description Page 9 Budget Detail White Review Complete Page 10-12 Citizen Participation Green Advertise and conduct Share public notice Requirements Page 14-24 public hearing and with stakeholders and . Public Hearing Page 15 distribute handouts attend hearing . Outreach and Page 18-19 Accommodation Form Certifications of Green Complete and adopt Compliance Page 25-26 Disclosure Report Green Check "NO· in Part I Assist in completion Page 28-30 and sian Environmental Review Will be Complete, sign and Assist in oompletion Form provided with return with the CDBG the CDBG contract contract Subrecipient Agreement Green Complete with CM and Complete with county Page 31-32 sign before first request and sign before first for 2005 funds request for 2005 funds v NOTE: Since the COBG grant is awarded to the county, only the county's chief administrative official or the county official designated in the Certification of Compliance may sign these grant forms. Public Service Grant Application Handbook 2 November 2004 GENERAL APPLICATION INFORMÄ TION ELIGIBLE ACTIVITIES A complete listing of CDBG eligible public service activities can be found in Section 105 (a) of Title I of the Housing and Community Development Act of 1974, as amended. As CDBG budget details are developed, the following issues should be considered: · COBG funds can only finance CDBG eligible public service activities. · Accountability is easier if COBG funds are distributed between fewer categories. · COBG can fund direct service costs, and those supportive administration costs identified to the eligible service within the community action agency's Cost Allocation Plan. Definitions: COBG Eliaible Public Services - A direct service to a low- and moderate-income person that is not eligible under another CDBG line item. Other CDBG line items that are not considered public services include housing rehabilitation, construction and planning. Oirect Services - Activities that directly result in a specific service to a low- and moderate-income person. · This does not include direct income payments, although emergency payments paid to a third party for no more than three consecutive months may be eligible. · This could include linkages if the activity provides a tangible linkage service for a person. Eliaible public service costs - Direct service costs and supportive administration costs necessary for the implementation of a direct public service to a person, including: · Program staff salarieslbenefits, including supervisory staff directly involved in the management of the public service program. · Supportive administration costs charged to the eligible public service program as identified and documented in an approved cost allocation plan. These costs must be applied equitably and demonstrate the actual cost of providing the public service. · Cost of operating and maintaining that portion of a facility in which the service is located, even if such costs are the only COBG contribution for the services. · Indirect costs applied to a public service program as identified and documented in an approved cost anocation plan. These costs must be applied equitably and demonstrate the actual cost of providing the public service. INELIGIBLE ACTIVITIES In general, any activity not described in the reference above and that does not principally benefit low- and moderate-income persons (defined as having a total annual income of 80% or less of a county's median income) is ineligible for consideration. CDBG Public Service Grants also cannot fund activities and their administration costs that are eligible for funding through another CDBG fundlline item instead, such as: . Planning Public Service Grant Application Handbook 3 November 2004 · Housing rehabilitation · Facility acquisition, construction or renovation Contact the CDBG Program for information on accessing CDBG funds for these above activities that are not considered a CDBG public service activity. In addition, CDBG funds may not be used for: · Administrative costs related to the general management of the organization · Political activities · Direct payments to individuals for their food, clothing, utilities, or other income payments. (Third- party payments are potentially eligible under an emergency basis. See Eligible Activities.) · New housing construction costs, including administration of new housing development programs RELATIONSHIP BETWEEN PUBLIC SERVICE GRANT AND OTHER CDBG FUNDS It is possible for an eligible jurisdiction to apply for more than one type of CDBG funding within the same program year. A Resolution with Certifications of Compliance, Disclosure Report and the county's public hearing must be specific to each application. Public Service Grant Application Handbook 4 November 2004 -- GENERAL APPLICATION INFORMATION SUBMITTAL INSTRUCTIONS Please read this entire application handbook before preparing your application. The application must include the completed application forms and federal requirement documentation as outlined on page 2. To ensure early availability of funds, we will begin the contracting process with the receipt of the following minimum application documentation. To expedite contracting, submit these application documents by December 13, 2004 or earlier: · Project Summary Form · Budget and Project Description · Budget Detail · Actual photocopy of the published public hearing notice from the newspaper (and not necessarily the affidavit of publication) · Outreach and Accommodation Form · Certifications of Compliance Please note: It is not necessary to return the instruction parts of the application handbook, but only the required forms and documentation as listed on page 2. Submit ONE application with original signature, and ONE copy to: Attn: Kaaren Roe Local Government Division Department of Community, Trade and Economic Development 906 Columbia Street SW PO Box 42525 Olympia, WA 98504-2525 Contact Kaaren Roe at (360) 725-3018 or Julie Baker at (360) 725-2852 for additional assistance on completing this application. To request an electronic version of the application forms, contact Laurie Dschaak at (360) 725-3020 or by email at: Lauried@cted.wa.gov. PubflC Service Grant Application Handbook 5 November 2004 Community Development Block Grant Public Service Grant Application Handbook Application Forms · Project Summary Form · 2005 Budget and Project Description · Budget Detail by Service Category PubI'lC Service Grant Application Handbook 6 November 2004 I SUBMIT THIS FORM WITH THE APPUCA nON t COSG PUBLIC SERVICE GRANT - PROJECT SUMMARY FORM Address: P.O. Box 1220 Port Townsend, WA 98368 2. Contact Person: Karen Bednarski Title or Affiliation: Grant Coordinator Address: P.O. Box 563 Port Townsend, WA 98368 1. Applicant Jurisdiction: Phone: 360-385-9121 FAX: 360-385-9228 Email: kbednarski@co.jefferson.wa.us Phone: (360)385-9122 FAX: 360-385-9382 Tax ID #:91-6001322 County: Jefferson County 3. Subrecipient Organization: Olympic Community Action Programs Contact Person: Timothv Hockett Address: 228 W. First Port Angeles, WA 98362 4. Consultant: Address: N/A Phone: Email: Phone: 360-452-4726 5. Fiscal Year from 1/1/05 to 12/31/05 Email: thockett@olvcap.orQ 6. State Legislative District: 24th Congressional District: 6th 7. Project Summary: (See the attached 2005 Budget and Project Description.) 8. Project Category (Please check the category(s) that applies.) Housing Public Facilities Community Facilities Economic Development Comprehensive X Public Services 9. National Objective Addressed (Please check the applicable objective.) ~ Principally benefits low- and moderate-income households, 100 % _ Prevents or eliminates slums or blight ' _ Meets urgent community development needs which pose a serious & immediate threat to public health or safety 10. Total Project Budget: 11. Project Location: CDBG $ 160,583 Census Tract(s) (see attached) $ Block Group(s) CSBG 54,722 12. Project Beneficiaries: TOTAL $ 215,305 # Persons: #LMI Persons: 13. Certification of Chief Administrative Official ~ IJ. 1h,;LLD- Signature John Fischbach Name (Please type or print) # Households: N/A # LMI Households: N/A County Administrator Title 12fQ/Qi/ Dat Public Service Grant Application Handbook 7 November 2004 PROJECT SUMMARY FORM INSTRUCTIONS The Project Summary Form serves as the cover page for the application and should be the first page inside the cover. 1. The applicant jurisdiction must be a non-entitlement city or county. The Tax Identification number is usually a "91-" number. For Public Service Grants, the applicant is a county. 2. Provide information on the person to be contacted, should more information regarding the threshold requirements or project proposal be needed by the CTED staff. This person will also be listed as the contact person for the CDBG contract. 3. Provide information on any subrecipient organization that will benefit from the project or receive CDBG funds as a pass-through. For Public Service Grants, the subrecipient organization is the community action agency. 4. Provide information on the consultant used to develop the proposal, if applicable. For Public Service Grants, this should not be applicable. 5. List the month and day of the beginning and end dates of the applicant's fiscal year. 6. List the numbers of the state and congressional districts. 7. Provide a brief project summary, highlighting what is to be accomplished and the major elements of the project. For Public Service Grants, the 2005 Budget and Project Description table on page 9 will be used to provide this summary. 8. Check the appropriate project category. For Public Services Grants, check ·public services. n 9. Indicate which CDBG Program national objective this application addresses. Also, list the percentage of low- and moderate-income (LMI) benefit, as documented with the Low Income Households Benefit Table. All Public Service Grants must address the national objective "principally benefiting low- and moderate-income households· and because community action agencies provide anti-poverty programs, a 100% benefit is assumed. It is not necessary to address more than one national objective. 10. List the project budget. For Public Service Grants, the CDBG budget is the total CDBG contract amount, including county administration; and the CSBG budget is the amount listed in the Award Allocation table. 11. List the Census Tract and Block Group for the location of the community action agency. Sources of assistance are the local or county planning office, the U.S. Census website: (http://www.œnsus.govl) or the State Data Center/Census 2000 website: (http://www.ofm.wa.gov/census2000/index.htm). The State Data Center telephone number is (360) 902-0592. 12. List the number' of persons and persons with low- and moderate-income (LMI) that will benefit from the project. Please provide an unduplicated total number of persons to be served by the programs funded with the Public Service Grant. Since a 100% benefit is assumed, the number of LMI persons should be the same number. 13. This form must be signed by the Chief Administrative OffICial (mayor, county commission chair, county administrator, or city manager as applicable) or the county official designated in the Certification of Compliance. An original signature must be submitted. Please clearly state the official's name and title. Public SefViœ Grant ApprlCation Handbook 8 November 2004 ~ SUBMIT THIS FORM WITH THE APPUCA nON I FUNDED ACTIVITY GENERAL GRANT PUBLIC SERVICES CDBG TOTAL ADMINISTRATION County Administration XXXXXXXXXXXX $ 3,000.00 $ 3,000.00 Employment XXXXXXXXXXXX $19,901.90 $19,901.90 Education XXXXXXXXXXXX $3,514.55 $3514.55 Money Management XXXXXXXXXXXX $2,248.27 $2,248.27 Housing XXXXXXXXXXXX $23,125.52 $23,125.52 Emergency Assistance XXXXXXXXXXXX $29,506.10 $29,506.10 Nutrition XXXXXXXXXXXX $2,177.76 $2177.76 Linkages XXXXXXXXXXXX $39,188.19 $39,188.19 Self-Sufficiencyl XXXXXXXXXXXX Case Management $30,603.63 $30,603.63 Health XXXXXXXXXXXX $7,317.08 Total CDBG Funding $ 3,000.00 $157,583.00 . Total CDBG funds in each service category must equal the total from each corresponding service category within the CDBG Budget Detail fonn. . The amount in the shaded Total CDBG Funding box should equal the amount listed in the Public Service Contract Amounts attachment within this application handbook. Public Service Grant Application Handbook 9 November 2004 ~ SUBMIT THIS FORM WITH THE APPUCA nON I CDBG PUBLIC SERVICE GRANT - BUDGET DETAIL CONTRACTOR Jefferson Co. I Olvmpic CommunitY Action Proarams CONTRACT YEAR 2005 . Include budget detail information on those funds allocated for public services and not funds allocated for county administration. . Please review the application handbook's list of eligible and ineligible CDBG public service activities to ensure CDBG funds are allocated to only eligible activities. EMPLOYMENT Job preparation, placement & development Assisting people to obtain living wage employment and advancement Other services: Em 10 ment-related Trans ortation EDUCATION Build parenting skills Pre-school activities Increase academic success of youth Post-secondary education Literacy, GED and adult basic education Other services MONEY MANAGEMENT Money management and budgeting Enroll clients for telephone or engery discounts including communi voice mail Individual Development Accounts or other savings plans Court-ordered child support payments Other services: pubrlC Service Grant Application Handbook 10 November 2004 CONTRACTOR Jefferson Co. I Olvmpic Community Action Proarams CONTRACT YEAR 2005 HOUSING Please review the application handbook's list of eligible and ineligible COBG public service activities to ensure COSG funds are allocated to only eligible public service activities. Note: CDBG Housing Rehabilitation Grants are available for housing rehabilitation and administration activities in support of housing rehabilitation activities. Also, COSG funds may not be used for new housing construction or administration in support of new housing construction, except for limited activities such as acquisition or infrastructure improvements, which may be eligible under the COSG construction grant funds. Permanent housing assistance Transitional housing assistance Emergency shelter assistance Housing counseling Energy related home improvements Weatherization Other services: EMERGENCY ASSISTANCE Please review the application handbook's list of eligible and ineligible COBG public service activities to ensure COBG funds are allocated to only eligible activities. Energy assistance through loans, grants or other means Other services: Emef en Assistance Home Fund Total CDBG $ $23,328.86 $6,177.24 NUTRITION t= meals Other services: Total CDBG $ Fo76 Public Service Grant Application Handbook 11 November 2004 - CONTRACTOR Jefferson Co. I OlvmDic Community Action Proarams CONTRACT YEAR 2005 LINKAGES Please review the application handbook's list of eligible and ineligible CDBG public service activities to ensure CDBG funds are allocated to only eligible activities. Note: CDBG Public Service Grant funds must result in a service to a low- and moderate- income person. CDBG Public Service Grant funds may not be used for general planning activities or needs assessments. Some planning activities may be eligible for funding under the CDBG Planning-Only Grant program. Information & referral Special transportation Community Organizing & Development Other services: SELF-SUFFICIENCY Remove obstacles to self-sufficiency Other services: Total COBG $ $30,603.63 HEALTH Child immunization, medical and dental care Infant and child nutñtion Improve physical, social and emotional development of outh Long Term Care Ombudsman Other services Healthcare I Oral Healthcare Access PubflC Service Grant Application Handbook 12 November 2004 Community Development Blo~k Grant Public Service Grant Application Handbook Federal Requirements · Citizen Participation Requirements · Public Hearing · Outreach Accommodation for Non-English Speaking Residents Form · Resolution with Certifications of Compliance · Disclosure Report · Subrecipient Agreément Public Service Grant Application Handbook 13 November 2004 CITIZEN PARTICIPATION REQUIREMENTS FOR CDBG PUBLIC SERVICE GRANTS To apply for COSG funds, a jurisdiction must show it has involved its citizens in the COSG application process and complied with the specific federal citizen participation requirements outlined in 24 CFR 570.486. These regulations are provided in the sample handout on page 23. The purpose of these citizen participation activities is to inform the residents, local organizations that serve low-income persons and the county decision-makers of the availability of COSG funds and to provide them the opportunity to present potential projects and input on proposed projects. If a jurisdiction intends to apply for more than one type of COSG grant during the same year, it is advisable to contact the COSG office to discuss how to coordinate these citizen participation and public hearing requirements. Also, the 2004 Public Service Grant contracts are approaching their end. A public hearing that reviews the county's and community action agency's performance and use of COSG funds is required as part of this contract's closeout process. 'It is advisable to combine the public hearing requirements for the 2005 application and the 2004 closeout process into one public hearing. This can be accomplished by following the sample public hearing notice language, provided on page 20. .~;\õ;jt\"';P~> ' ~. c ' ," .. , :. , , ..~ ,~ "" ',' .' , " " ... >'·lø'~.({'I¡;'t"-'''''-'''1 -'i~~-, ~r~~\¡""1(1E·(\(·-¡tr-- ·r-.... ~.~ ~\" '<'f' ¡ (" ~''''',,'''~. ~-r" > ~~~~1t:'ti!~:~;t~!:}~T"',¡.~:.' ":,' , ".I.~",<.','''~: ,..:n '..' ',.,..,'.,,~ ~ ," I'" '..",: (..)'~ ~"'''''\1'''.!~ "I~-:;:' ~.' I <. ""- ....".!.......¡ ·I~·~,..dl..-...., .1< ;.." (¡ ..' , ,"- ~. I.. ..' <:- ~ '; ...:. ~~~i'~?i;<~7~~ I ¡:"~:<}; ",' :. '" "" · ., ;", ''.r,.:''?J.;~, SUMMARY The minimum citizen participation requirements for the submission of a CDBG application are: 1. Conduct at least one public hearing prior to submission of the CDBG application. This hearing must be held at a convenient time and location to encourage citizen participation. 2. Publish an official announcement of the hearing, providing reasonable advance notice. A sample public hearing notice with required language is provided on page 20. 3. Distribute information on the availability of CDBG funds and the eligible uses at the public hearing. Sample fact sheets are provided on pages 21 and 22. The hearing minutes must reflect that these handouts were distributed at the public hearing. 4. Review local demographic data to dete'111ine if it is reasonable to expect a significant number of non-English speaking residents to participate in the public hearing and advertise and conduct the public hearing in accordance with this determination. Detailed guidance on providing and documenting outreach and accommodation for non-English speaking residents is provided on pages 18 and 19. 5. Adopt a grievance procedure for the use of COBG funds. A sample grievance procedure is provided on page 24. Public Service Grant Application Handbook 14 November 2004 6. Document that the notice was published and the hearing was held. A documentation checklist is provided below. Required citizen participation documentation to be submitted with the application: ./ A copy of the public hearing minutes, including a statement that the COSG required handouts were distributed. ./ A copy of the affidavit of publication or photocopy of the notice from the paper. ./ The Outreach and Accommodation for Non-English Speaking Residents form, documenting the ' review and determination of local data on non-English speaking populations, the list of outreach steps (if applicable) and accommodations made. ./ A copy of the jurisdiction's adopted Grievance Procedure. DETAILED INFORMATION ON THE REQUIREMENTS 1. Public Hearing Logistics What is a public hearina? - A public hearing is a meeting of agovemmental body during which the public is invited to the council or board of county commissioners, who will primarily listen and receive public input. A public hearing may be held as part of a regularly scheduled public meeting where official decisions may then be made or where it is elected to make a decision at a subsequent meeting. Who must conduct the hearing? - The applicant city, town or county. Although some applications are developed by other community organizations or special districts, these organizations cannot conduct the hearing and have it meet COBG requirements. When must the hearina be held? - Prior to submission of the COSG application and within 18 months of the application submittal date. Where must the hearina be held? - The hearing location must be accessible to persons of disability. The location must also be convenient for persons likely impacted by the proposed project. This is particularly relevant for a county proposing a project in a community that is far from the county seat. 2. Public Hearing Notice When must the advance notice be made? - Generally, a legal notice is published at least one week prior to the hearing date. The notice must meet the local public hearing notice requirements. Where must the notice be made? - The hearing must be well-advertised, generally in the official local paper. In addition, public notice can be made using community bulletin boards, local newsletters, billing statements, newspaper articles or door-to-door distribution. Residents within those areas in which COBG funds are proposed to be used, especially the low- and moderate- income persons, should be encouraged to attend or provide comment. For Public Service Grant applications: To further address the intent of the citizen participation requirements to review community needs and the use of COBG funds, it is recommended the county and community action agency: Public Service Grant Application Handbook 15 November 2004 · Have the community action agency's most cUl"[ent Community Needs Asse"Ssment available for review at the public hearing to support the need for public service assistance and the allocation of funds; · Identify those partner organizations that are proposed to be supported by COSG Public Service Grant funds; and · Send notice of the public hearing to those partner organizations as an invitation to participate in the public hearing discussions. What must the notice say? - A sample notice is provided on page 20. 3. 'Public Hearing Purpose What must the COSG hearina cover? - The hearing is to obtain citizens' views and respond to proposals and questions. It must cover community development and housing needs and the availability of CDSG funds. The COSG Program handout materials are to be distributed. Additional handout materials describing the proposed project(s) are advisable. A copy of the , handout infonnation in Spanish is available from the CDSG Program upon request. 4. Meeting the Needs of Non-English Speaking Residents All applicants must complete the Outreach and Accommodation Form on pages 18 and 19. This fonn provides guidance on meeting this requirement, lists potential outreach steps and accommodations and outlines how to document the efforts. The COSG public hearing should not be advertised or conducted without first ensuring appropriate outreach and accommodations are accomplished. The federal regulations on page 23 state "public hearings shall be conducted in a manner to meet the needs of non-English speaking résidents 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. Data on the number and percent of non-English speaking residents in a jurisdiction can be found by accessing the 2000 Census website at www.census.aov and then following these directions: · Click on the Income heading within the People block · Scroll down to Census 2000 (Your Gateway to Census 2000) and click on the word Profiles (of "Demographic Profiles"). · Select VVashington State, type in the jurisdiction name and hit GO. · Once the Selected Area is listed below, click on the jurisdiction name. · Once the tables come up, scroll down to the Language Spoken At Home heading and identify the other languages spoken, such as Spanish. · Under the language category, look for the percentage of the population that speaks English less than "very well." · Use these percentages to determine whether specific outreach or additional accommodations are necessary to meet the needs and encourage participation from non-English speaking residents. Pu~SeMœG~m~~HM~ 16 November 2004 For Public Service Grant applications: Below is a list of Washington_State counties where 2000 Census data show that more than 10 percent of the jurisdiction's population speak Spanish as their principal language and also reported they speak English less than "very well." Adams County Chelan County Douglas County 22% 11% 10% Franklin County Grant County Yakima County 24% 14% 16% Contact the CDBG office for assistance in accessing and interpreting data on non-English speaking residents. 5. 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. A sample procedure to be adopted is provided on page 24. m::- ;~,w~<,:;" - . . ". , ¡., J I, ! t.,. , þ ,- '. .~ -' '".' U \, ¡, ." ., . 1 '-, > '" ~( ~;: ".~L ~I. ¿, ~ ~ ~ ~ .' t u. r ~ ~: I _ ~ . , .' ~ ' ~', ~ ~ ~ ..t. : . ~I, ~. """ .' , . '. " . . , " , ~-r;~ '!..f...... :" -. . - II"'! ., t l I ,"" ''',' ,..., , \J. "i I". I ~ I :. , ... '~- 1, ~ I . ~ <:-. _ " ~ -, ."' ~ . ~ . _ _, . '- Jf~~L~.¡j;:: !>~í ~¡. :_!~.. ., : .'"',' .,:. .:. '.., . SAMPLE CITIZEN PARTICIPATION DOCUMENTS See the following pages for samples to assist you in meeting the requirements => .',..., , c . . ,,' ..... ~... (.. L J . . _ _ '" ¡ ;-., f.."' , ',. õ _. : t.. ,_ '" "" ~. 'r ' !..""J,~ ~.t í ~ ~r~;~.. ~ ~, ¡ ,"" "" " ,,'_, . <,....t ~}l!(.. '-.. ''''_~~ .. t", ,,,I 1 v' ,. w .1 '" "'f;!f.::~~~~"',!':"''¡,'~;~~~ ...,.~;.:'..:'-,. '~,',. ,'~,.::',:,~.:, I, :" :' ,;' .,';".,; /,'-:.; /t _.. ~ , ' á;r~~, X .,~:;.~;L";: :' 'In ~! \' ~. . - ~ ~.'""" ," ~~:cJ. _ .' ~ ' Public Service Grant Application Handbook 17 November 2004 , SUBMIT THIS FORM WITH THE APPUCA nON' OUTREACH AND ACCOMMODATION FOR NON-ENGLISH SPEAKING RESIDENTS FORM This form documents the applicant jurisdiction's determination whether additional public hearing outreach and accommodations for local non-English speaking residents are required and lists the outreach steps and accommodations provided. The federal regulations on page 23 state "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 CDBG Program benefits low- and moderate-income persons and strongly encourages a jurisdiction to make efforts to receive input on community needs from minority populations. To meet the COBG requirements for outreach and accommodation for non-English speaking residents, the jurisdiction must: " Complete and submit this form with the application, " Properly advertise the public hearing (see the sample public hearing notice's accommodation clause options) and submit a copy of the notice with the application; and " Follow the public hearing notice and provide any necessary accommodations at the public , hearing. Significant Population - General guidance is if 2000 Census data show that more than 10 percent of the jurisdiction's population speaks English less than ''very well" or if more than 10 percent of the project's targeted population speaks English less than "very well," then it is reasonable to expect and encourage a significant number of non-English speaking residents to participate. In such cases, special outreach and accommodations are recommended to inform this population of the opportunity to receive information on the CDBG Program and input on the proposed project. (See B. and D. below.) OUTREACH - Complete either A. or B.. as applicable. A. To document that targeted outreach to non-English speaking residents was NOT necessary, check the box and provide any additional explanation: o Data on local non-English speaking populations, including 2000 Census Data, demonstrate that it is NOT reasonable to expect a significant number of non-English speaking residents to attend the CDBG application public hearing. See page 16 for assistance on accessing 2000 Census Data. Explain below any local circumstances that contribute to your interpretation of the data: Public SelViœ Grant Application Handbook 18 November 2004 D D D D D D If you~ere able to check the A. box above. YOU can skip B. and complete C.- B. To document the outreach steps taken when it was expected non-English speaking residents would participate in the public hearing, check the boxes that apply: The COSG public hearing notice was advertised in an alternate language. The COSG public hearing was announced on an alternate language radio or television station. " The CDSG public hearing notice was posted in an alternate language in advance at the following locations to target the non-English speaking population: location Oate Posted Members of organizations and advocacy groups representing" non-English speaking populations were invited to attend the COSG public hearing. leaders and interested parties from the minority community were directly invited to attend the COSG public hearing. Other: ACCOMMODATIONS - Complete either C. or D.. as applicable. C. For jurisdictions where it was determined a significant number of non-English speaking residents were NOT expected to participate (A. box is checked above), the following minimum accommodation was made available: D The COSG public hearing notice states that arrangements to reasonably accommodate the needs of special classes of citizens, including handicap accessibility or interpreter, will be made upon advance notice request. Submit a copy of the affidavit of publication or a photocopy of the actual notice from the paper to document. D. For juñsdictions where a significant number of non-English speaking residents were expected to participate (B. box is checked above), the following accommodations were all made: D D D The COSG public hearing notices state that an interpreter will be available (even without advance request). Submit a copy of the affidavit of publication or a copy of the actual notice from the paper; and " CDSG public hearing handouts were available in the alternate language at the public hearing. Sample handouts in Spanish are available from the COBG program upon request. Other: Public Service Grant Application Handbook 19 November 2004 SAMPLE PUBLIC HEARING NOTICE (PUBLIC SERVICE GRANT VERªION) - Additional information can be added to these required clauses to meet specific local announcement needs and to encourage participation. 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. WherelWhen: Basic Clause: Clause describing the availability of funds and eligible uses: Comment clause: Recommended 2004 contract closeout clause: Accommodation clause: For applicants who checked box C. in the Outreach and Accommodation Form. Or For applicants who checked box D. in the Outreach and Accommodation Form. NOTICE IS HEREBY GIVEN that a public hearing will be ' held by the (city counciVcounty board of commissioners) in the (council chamberslhearing room), (location), on (date and time). 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 low- and moderate-income persons and persons residing in the (name of area) area. $ (enter amount to be awarded) will be available to the (county name) and the (CAA name) to fund public service activities that principally benefit low- and moderate-income persons. The draft application for the (project name) proposal will be available for review at the (location - govemment offICe and/or library), (time and date). Comments may also be submitted in writing to (city/county), (time period). Comments on the county's and Community Action Agency's past performance and use of their 2004 CDBG Public Service Grant awards will also be received. The (council chamberslhearing room) is handicap accessible. Arrangements to reasonably accommodate the needs of special classes of citizens, including handicap accessibility or interpreter, will be made upon receiving twenty-four (24) hour advance notice. Contact (name) at (number, location). A (insert alternate language) interpreter will be available. The (council chamberslhearing room) is handicap accessible. Additional arrangements to reasonably accommodate special needs will be made upon reœiving twenty-four (24) hours advance notice. Contact (name) at (number, location). Public Service Grant Application Handbook 20 November 2004 PUBLIC HEARING HANDOUT - INSERT CDBG FACT SHEET OVERVIEW HERE - 2 PAGES Public Service Grant Application Handbook 21 November 2004 Public Service Grant Application Handbook 22 November 2004 PUBLIC HEARING HANDOUT Federal Citizen Participation Reauirements For Local Government Applicants to the State CDBG Proaram Federal Reaulations 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 åreas 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 COBG 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 Section 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 peñormance. 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 hold 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. Public Service Grant Application Handbook 23 November 2004 SAMPLE GRIEVANCE PROCEDURE .~';- ""'''''''~'',,o' '" lÞ.t;J~I~":"l f)"{.Jt-.....:..)~tt~,:- f.......1r\ì:..[¡¡~~t:r h;_1:-'-"',r:.-J-:t,,- ' ~'Sl-;C{:-: ,t~"o,.~r:,.~ ~(I '¡~j r":.-)'[¡"':--<:-!Gl ~"¿::'_':Þ}"";::_-rrJ~';-"_{:ø'r:~~. . -- ~'-.--~_... - ~".J- ~ .!., ~ < t c ~ ~s:? ~) ~ -: ~ ~ '.i' ~ (i ~ ¡ î fl1-:~ (-: ì" . ~ --- -: t f ç ¡. I ~" ¡ ~ ~ ,::; (." ~ 1 .. I r"-: I:'. ~ r 'I -: f ~ . ..' i r : r ~ . !:..... .;-< p~. ~:.-. ~ r t ( , ¡,. .: t . . ~!Î,~t~~~'-,,:i~~~':~~~~~~;~<~:L" , . ~ - __ < . _ ",_. . .' _ 1. Submit complaints in writing to the designated official (such as the city manager, city/county clerk, or county 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 satisfaåion 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. Proceeding of the committee will be recorded and maintained. OR . The complaint will be heard and discussed by the governing, elected body at an open, public meeting. A written decision will be made within 30 working days. The decision of the governing body is final. 3. A record of action taken on each complaint will be maintained as a part of the records or minutes at each level of the grievance process. Adopted this day of ,200_. (Signature of Chief Administrative Officer) (Title) Attest: Public Service Grant Application Handbook 24 November 2004 SAMPLE RESOLUTION WITH CERTIFICATIONS OF COMPLIANCE - For CDBG Public Services Gfant Only WHEREAS. (Name of county) is applying to the state Department of Community. Trade and Economic Development for funding assistance; WHEREAS. it is necessary that certain conditions be met as part of the application requirements; WHEREAS. (Name of Chief Administrative Official and title) is authorized to submit this application to the state of Washington on behalf of (Name of county); NOW. THEREFORE, be it resolved that the (Name of county) authorizes submission of this application to the state Department of Community. Trade and Economic Development to request $ (new CDBG total as listed on Project Summary form) to fund public service activities in coordination with (name of community action agency). and certifies that. if funded, it: Will comply with applicable provisions of Title I of the Housing and Community Development Act of 1974. as amended. and other applicable state and federal laws; Has provided opportunities for citizen participation comparable to the state's requirements (those described in Section 104(a)(2)(3) of the Housing and Community Development Act of 1974. as amended); has complied with all public hearing requirements and provided citizens, especially low- and moderate-income persons. with reasonable advance notice of, and the opportunity to present their views during the assessment of community development and housing needs. during the review of available funding and eligible activities. and on the proposed activities; Has provided technical assistance to citizens and groups representative of low- and moderate-income persons that request assistance in developing proposals; Will provide opportunities for citizens to review and comment on proposed changes in the funded project and program performance; Will not use assessments against properties owned and occupied by low- and moderate-income persons or charge user fees to recover the capital costs of CDBG-funded public improvements from low- and moderate-income owner-occupants; Will establish a plan to minimize displacement as a result of activities assisted with CDBG funds; and assist persons actually displaced as a result of such activities, as provided in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. as amended; Will conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and the Fair Housing Act. and will affirmatively further fair housing, (Title VIII of the Civil Rights Act of 1968); and Has adopted (or will adopt) and enforce a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations; and has adopted (or will adopt) and implement a policy of enforcing applicable state and local laws against physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil rights demonstration within its jurisdiction, in accordance with Section 104(1) of the Title I of the Housing and Community Development Act or 1974. as amended; and Public Service Grant Application Handbook 25 November 2004 Will provide, upon request, and prior to any obligation of funds being made, a complete and accurate CDSG Federal Funds Disclosure Report detailing the required applicant I grantee information, and as appropriate other government assistance provided or applied for, interested parties and expected sources, and uses of funds. (Name of county) designates (name of 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 CDSG Program. Signature Date Name Title Attested Date Public Service Grant Application Handbook 26 November 2004 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 Washington State Department of Community, Trade and Economic Development (CTED), and certify compliance with state and federal laws and specific program requirements. Retype the sample resolution provided on the next page, inserting local and project specific information as indicated. This resolution may be reformatted to meet the jurisdiction's requirements for official resolutions. The resolution must be signed by the county's authorized chief administrative official, and a signed copy must be included with the application. . The chief administrative official is the chair of the board of county commissioners or the county administrator, if applicable. pubrlC Service Grant Application Handbook 27 November 2004 Applicant/Recipient Disclosure/Update Report - u.s. Deparbnent of Housing -- OMS Approval No. 251~11 (exp. 12/3112006) and Urban Development Instructions. (See Public Reporting Statement and Privacy Act Statement and detailed instructions on next page.) A licant/Reei ient Information Indicate whether this.. an initiai Report D or an Update Report 0 1. ApplicantlRecipient Name, Address, and Phone (include area code): 2. Social Security Number or Jefferson County Employer ID Number: P.O. Box 563, Port Townsend, WA 98368 91~OO1322 (360) 385- 9121 3. HUD Program Name Community Development Block Grant/State's Program 4. Amount of HUD Assistance RequestedlReceived $160,583 5. Slate the name and location (street address, City and State) of the project or activity: Jefferson County, WA Part I Threshold Determinations 1. Are you applying for assistance for a specific project or activity? These terms do not include formula grants, such as public housing operating subsidy or CDBG block grants. (For further Information see 24 CFR See 4.3). Dyes ŒNo 2. Have you received or do you expect to receive assistance within the jurisdiction of the Department (HUD) . Involving the project or activity in this appflC8tion, In excess of $200,000 duñng this fiscal year (Oct. 1 - Sep. 30)1 For further infonnation, see 24 CFR See. 4.9 c::=Jg Yes D No. If you answered ·No· to either question 1 or 2, Stopl You do not need to complete the remainder of this form. However, you must sign the certification at the end of the report. Part II Other Government Assistance Provided or Requested I Expected Sources and Use of Funds. Such assistance includes, but is not limited to, any grant, loan, subsidy, guarantee, insurance, payment, credit, or tax benefit. DepartmentlStaten..ocal Agency Name and Address Type of Assistance Amount Expected Uses of the Funds uestedlProvided None (Note: Use Additional pages if necessary.) Part III Interested Parties. You must disclose: 1. AU developers, contractors. or consultants involved In the application for the assistance or in the planning, development, or inpiementation of the project or activity and 2. any other person who has a financial Interest in the project or activity for which the assistance Is sought that exœeds $50.000 or 10 percent of the assistance (whichever Is lower). Alphabetical list of an persons with a reportable financial Interest Type of Participation In in the . or or ImfMduals lYe the last name first P Olympic Community Action Programs (OIyCAP) 91-0814319 Contractor $157,583 100% (Note: Use Additional pages if necessary.) Certification Warning: If you knowingly make a false statement on this form, you may be subject to civI or criminal penalties under Section 1001 of Tdle 18 of the United States Code. In addition, any person who knowingly and materially violates any required disclosures of Infonnation, including intentional non- disclosure, Is subject to civil money penalty not to exceed $10,000 for each violation. I certify that this Information Is true and e. Signature: x tl;,:;:;'S"~;~~ Form HUD-2880 (3199) Public Service Grant Application Handbook 28 November 2004 Public reporting burden for this collection of information is estimated to average 2.0 hours per response, including the time for reviewing instructions, searching existing data sources, gatheñng and maintaining the data needed, and completing and reviewing the collection of infohnation. This agency may not conduct or sponsor, and a person is not required to respond to, a collection information unless that collection displays a varld OMB control number. Privacy Act Statement Except for Social Security Numbers (SSNs) and Employer Identification Numbers (EINs), the Department of Housing and Urban Development (HUD) is authoñzed to collect aU the information required by this fonn under section 102 of the Department of Housing and Urban Development Reform Act of 1989, 42 U.S.C. 3531. Disclosure of SSNs and EINs is optional. The SSN or EIN is used as a unique identifier. The information you provide will enable HUD to cany out its responsibilities under Sections 102(b), (c), and (d) of the Department of Housing and Urban Development Reform Act of 1989, Pub. L. 101-235, approved December 15,1989. These provisions will help ensure greater accountability and integrity in the provision of certain types of assistance administered by HUD. They will also help ensure that HUD assistance for a specific housing project under Section 102(d) is not more than is necessary to make the project feasible after taking account of other government assistance. HUD wiU make available to the public aU applicant disclosure reports for five years in the case of applications for competitive assistance, and for generally three years in the case of other applications. Update reports will be made available along with the disclosure reports, but in no case for a period generafty less than three years. All reports, both initial reports and update reports. wiD be made available in accordance with the Freedom of Information Ad (5 U.S.C. §552) and HUD's implementing regulations at 24 CFR Part 15. HUD will use the information in evaluating individual assistance applications and in performing internal administrative analyses to assist in the management of specific HUD programs. The infonnation will also be used in making the determination under Section 102(d) whether HUD assistance for a specific housing project Is more than is necessary to make the project feasible after taking account of other govemment assistance. You must provide all the required infonnation. FaDure to provide any required infonnation may delay the processing of your application, and may result in sanctions and penalties. including Imposition of the administrative and civil money penalties specified under 24 CFR §4.38. Note: This form only covers assistance made available by the Department. States and units of general local government that cany out responsibilities under Sections 102(b) and (c) of the Reform Act must develop their own procedures for complying with the Act. Instructions . Overview. A. Coverage. You must complete this report If: (1) You are applying for assistance from HUD for a specific project or activity and you have received, or expect to receive, assistance from HUD in excess of $200,000 duñng the duñng the fiscal year; (2) You are updating a poor report as discussed below; or (3) You are submitting an application for assistance to an entity other than HUD, a State or local govemment If the application Is required by statute or regulation to be submitted to HUD for approval or for any other purpose. B. Update reports (filed by "Recipients" of HUD Assistance): General. All recipients of covered assistance must submit update reports to the Department to reflect substantial changes to the initial applicant disclosure reports. Llne-by-Llne Instructions. Applicant/Recipient Infonnatlon. All applicants for HUD competitive assistance, must complete the information required in blocks 1-5 of form HUD-2880: 1. Enter the full name, address, city, State, zip code, and telephone number (including area code) of the applicant/recipient. Where the applicant/recipient is an individual, the last name, first name, and middle initial must be entered. 2. Entry of the applicant/recipient's SSN or EIN, as appropñate, is optional. 3. Applicants enter the HUD program name under which the assistance is being requested. 4. Applicants enter the amount of HUD assistance that Is being requested. Recipients enter the amount of HUD assistance that has been provided and to which the update report relates. The amounts are those stated in the application or award documentation. NOTE: In the case of assistance that is provided pursuant to contract over a peñod of time (such as project-basecl assistance under section 8 of the United States Housing Act of 1937), the amount of assistance to be reported includes all amounts that are to be provided over the term of the contract, irrespective of when they are to be reœived. 5. Applicants enter the name and fuR address of the project or actiVity for which the HUD assistance is sought. RecIpients enter the name and full address of the HUD-assisted project or activity to which the update report relates. The most appropñate government identifying number must be used (e.g., RFP No.; IFB No.; grant announcement No.; or contract, grant. or loan No.) Include prefixes. Public Service Grant Application Handbook Part I. Threshold DetennlnaUons - Applicants Only Part I contains information to help the applicant detennlne whether the remainder of the form must be completed. Recipients filing Update Reports should not complete this Part. If the answei'to either questions 1 or 2 is No, the applicant need not complete Parts II and III of the report, but must sign the certification at the end of the form. Part II. Other Government Assistance and Expected Sources and Uses of Funds. A. Other Govemment Assistance. This Part is to be completed by both applicants and recipients for assistance and recipients filing update reports. Applicants and recipients must report any other government assistance involved In the project or activity for which assistance Is sought. Applicants and recipients must report any other govemment assistance involved in the project or activity. Other govemment assistance is defined in note 4 on the last page. For purposes of this definition, other government assistance is expected to be made available If, based on an assessment of all the circumstances involved, there are reasonable grounds to anticipate that the assistance wiH be forthcoming. Both applicant and recipient disclosures must include all other govemment assistance involved with the HUD assistance, as well as any other govemment assistance that was made avaRable before the request, but that has continuing vitality at the time of the 'request. Examples of this latter category Include tax credits that provide for a number of years of tax benefits, and grant assistance that continues to benefit the project at the time of the assistance request. The following information must be provided: 1. Enter the name and address, city, State, and zip code of the government agency making the assistance avaHable. 2. State the type of other govemment assistance (e.g., loan, grant, loan insurance). 3. Enter the dollar amount of the other govenvnent assistance that1s, or is expected to be, made available with respect to the project or activities for which the HUD assistance is sought (applicants) or has been provided (recipients). 4. Uses of funds. Each reportable use of funds must clearly identify the purpose to which they are to be put. Reasonable aggregations may be used, such as "total structure- to include a number of structural costs, such as roof, elevators, exterior masonry, etc. 29 November 2004 B. Non-Govemment Assistance. Note that the applicant and recipient --disclosure report must specify all expected sources and uses of funds - both from HUD and any other source - that have been or are to be, made available for the project or activity. Non-govemment sources of funds typically Include (but are not limited to) foundations and private contnbutors. Part III. Interested Parties. This Part is to be completed by both applicants and recipients filing update reports. Applicants must provide information on: 1. An developers, contractors, or consultants involved In the application for the assistance or In the planning, development, or inplementation of the project or activity and 2. any other person who has a financial interest In the project or activity for which the assistance is sought that exceeds $50,000 or 10 percent of the assistance (whichever is lower). Note: A financial Interest means any financial involvement in the project or activity, including (but not limited to) situations in which an individual or entity has an equity interest in the project or activity, shares in any profit on resale or any distñbution of surplus cash or other assets of the project or activity, or receives compensation for any goods or services provided in connection with the project or activity. Residency of an individual in housing for which assistance is being sought is not, by itself, considered a covered financial interest. The information required below must be provided. 1. Enter the fun names and addresses. If the person is an entity, the listing must include the full name and address of the entity as well as the CEO. Please list all names alphabetically. 2. Entry of the Social Security Number (SSN) or Employee Identification Number (EIN), as appropriate, for each person listed is optional. 3. Enter the type of participation in the project or activity for each person listed: Le.. the person's specifiç role in the project (e.g.. contractor, consultant. planner, investor). 4. Enter the financial interest in the project or activity for each person fISted. The Interest must be expressed both as a dollar amount and as a percentage of the amount of the HUD assistance involved. Form HUD-2880 (3199) Public Service Grant Application Handbook Note that if any of the sourœluse Infonnation required by this report has been provided elsewhere in this application paC:kage, the applicant need not repeat the information, but need only refer to the form and location to incorporate it Into this report. (It is likely Ihat some of the information required by this report has been provided on SF 424A, and on various budget forms accompanying the application.) If this report requires information beyond that provided elsewhere in the application package, the appflC8nt must include In this report aU the additional information required. Recipients must submit an update report for any change in previously disclosed sources and uses of funds as provided In Section 1.0.5., above. Notes: 1. AI elations are to 24 CFR Part 4, which was published in the Federal Register. [April 1, 1996, at 63 Fed. Reg. 14448.J 2. Assistance means any contract, grant, loan, cooperative agreement, or other form of assistance, including the insurance or guarantee of a loan or mortgage, that is provided with respect to a specific pn:iject or activity under a program administered by the Department. The term does not include contracts, such as procurements contracts, that are subject to the Fed. Acquisition Regulation (FAR) (48 CFR Chapter 1). 3. See 24 CFR §4.9 for detailed guidance on how the threshold is calculated. 4. "Other government assistance- is defined to include any loan, grant, guarantee, Insurance, payment. rebate, subsidy, credit, tax benefit, or any other form of änect or indirect assistance from the Federal government (other than that requested from HUD in the application), a State, or a unit of general local government, or any agency or instrumentality thereof, that is, or is expected to be made, available wiIh respect to the project or activities for which the assistance is sought. 5. For the purpose of this form and 24 CFR Part 4, "person" means an individual (including a consultant. lobbyist. or lawyer); corporation; company; association; authority; firm; partnership; society; State, unit of general local government, or other government entity, or agency thefeof (Including a public housing agency); Indian tribe; and any other organization or group of people. 30 November 2004 SUBRECIPIENT AGREEMENT_ The county must execute a written agreement with the community action agency that is serving as grant subrecipient. This agreement must be fully executed and submitted to the CDBG Program before the 2005 grant funds can be released. The county can amend its current sub recipient agreement, or develop a new sub recipient agreement for the new 2005 contract. If properly written and executed, the subrecipient agreement can be an indispensable management tool for both the county and community action agency. This SUbrecipient Agreement must include, as a minimum: · Operatina Budaet · Scope of Service · Intended Beneficiaries · Method of Payment · Performance Schedule · Termination Clause · Annual Audit ReQuirement · Monitorina and Evaluation Criteria · Record Keepina Expectations · Disposition of Property · Indemnification Clause · Reauired Federal Standard Provisions (Provided on the following page.) · Title VI of the Civil Rights Act of 1964 Clause · Access to Records Clause · Section 109 Clause · Age Discrimination Act of 1975, as Amended Clause · Section 504 of the Rehabilitation Act of 1973, as Amended Clause · Conflict of Interest Provision To avoid difficulties commonly associated with subrecipient agreements, the county should review the document with the subrecipient's key officials and staff. Amendments in the subrecipient agreement may be necessary if there are changes in the scope or schedule of work. Neglecting to formally amend the agreement to reflect the current understanding of the subrecipient responsibilities places both the county and the community action agency at risk. In addition, CDBG staff must be consulted regarding the nature of any proposed' amendments to the subrecipient agreement and a copy of the amended agreement must be submitted to the CDBG Program. Sample agreements are available electronically. Contact the CDBG Office. Public Service Grant Application Handbook 31 November 2004 FEDERAL STANDARD PROVISIONS FOR THE SUBRECIPIENT AGREEMENT TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 CLAUSE Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, religion, color, 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. ACCESS TO RECORDS CLAUSE The county, the Washington State Department of Community, Trade and Economic Development, and other authorized representatives of the state and federal governments shall have access to any books, documents, papers, and records of the Consultant, which are directly pertinent to the contract for the purposes of making audit, examination, excerpts, and transcriptions. SECTION 109 OF THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 CLAUSE No person in the United States shall on the grounds of race, color, national origin, or sex be excluded from participation in, be denied the 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. THE AGE DISCRIMINATION ACT OF 1975. AS AMENDED This Act provides that no person shall be excluded from participation, denied program benefits, or subjected to discrimination on the basis of age under any program or activity receiving federal funds. SECTION 504 OF THE REHABILITATION ACT OF 1973. AS AMENDED Section 504 of the Rehabilitation Act of 1973, as amended, provides that no otherwise qualified individual shall, solely by reasons of his or her handicap, be excluded from participation in (including employment), denied program benefits of, or subjected to discrimination under any program or activity receiving federal funding assistance. CONFLICT OF INTEREST No officer or employee of the Department; no member, officer, or employee of the Grantee or its designees or agents; no member of the governing body of the jurisdiction in which the project is undertaken or located; and no other official of such locality or localities who exercises any functions or responsibilities with respect to the project during his or her tenure. shall have any personal or pecuniary gain or interest, direct or indirect, in any contract, subcontract, or the proceeds thereof, for work to be peñormed in connection with the project assisted under this contract agreement. PUBLIC LAW 101-336. AMERICANS WITH DISABILITIES ACT OF 1990 Subject to the provisions of this title, no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of a public entity, or be subjected to discrimination by any such entity. CERTIFICATION REGARDING DEBARMENT. SUSPENSION OR INELlGIBILlETY (24 CFR. PART 510) . The subrecipient certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any Federal department or agency. If the subrecipient is unable to certify to any of the statements in this certification, the subrecipienfshall attach an explanation to this contract document. Public Service Grant Application Handbook 32 November 2004 Community Development Block Grant Public Service Grant Application Handbook Attachments · Public Service Contract Amounts · 2005 CSBG and CDBG Award Allocations · 2004 Income Limits Public Service Grant AppflCation Handbook 33 November 2004 i'-·· COUNTY SUBRECIPIENT COUNTY CAA CDBG COMMUNITY ACTION AGENCY ADMIN $ TOTAL TOTAL Asotin Community Action Partnership 3,000 53,145 56,145 Grant North Columbia CAC 3,000 182,562 185,562 Grays Harbor Coastal Community Action Program 3,000 180,843 183,843 Jefferson Olympic Community Action Programs 3,000 157,583 160,583 Kittitas Kittitas County Action Council 3, ()(j() 124,945 127,945 Okanogan Okanogan County CAC 3,000 140,609 ' 143,609 Skamania KlickitatlSkamania Development 3,000 120,150 123,150 Council Stevens NE WA Rural Resources Development 3,000 147,087 150,087 Assn. Thurston CAC of Lewis, Mason & Thurston 3,000 131,610 134,610 Counties Walla Walla Blue Mountain Action Council 3,000 146,945 149,945 Whitman Community Action Center 3,000 140,255 143,255 Yakima Yakima Valley Farm Workers Clinic 3,000 204,266 207,266 Northwest Community Action Center Public Service Grant Application Handbook 34 November 2004 COMMUNITY SERVICES BLOCK GRANT AND COMMUNITY DEVELOPMENT BLOCK GRANT FY 2005 AWARD ALLOCATIONS Public Service Grant Application Handbook o o o 182,562 147,087 140,609 157,583 35 o o o 84 931 289 19 6 890 032 November 2004 ,fÞC- - c: 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 U) 0 U) 0 U) U) 0 U) 0 U) 0 0 U) It) 0 0 0 0 U) 0 U) U) U) U) 'ui _L.,;, . a> ..... ~ ..... CO ('t) ..... T- CO 0 CO ...... CO ..... ('t) T- a> ('t) a> ..... CO ('t) <0 CO ,CD Ñ Ñ N Ñ ci U) U) ,..: ~ i, 1 T- ~ u) cD co ~ ~ Ñ Ñ ci u) ~ ('t) 0,;\ ('t) U) ('t) U) "II:t <0 ('t) U) ('t) ..... 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