HomeMy WebLinkAbout8.2 CDBG Rating Criteriati~
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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 21, 2009
SUBJECT: Proposed Community Development Block Grant {CDBG) Rating Criteria.
Report Prepared by Gaylene Burkett, Housing Assistant p~a1
ATTACHMENTS: 1) Proposed Rating Sheet
RECOMMENDATION: 1) Receive Staff presentation;
2) Approve the CDBG Rating sheet.
FINANCIAL STATEMENT: No additional impact
PROJECT DESCRIPTION:
Background
Since 1982, the City of Dublin has participated in Alameda County's Urban-County Community
Development Block Grant (CDBG) Program. CDBG funds are provided by the U. S. Department of
Housing and Urban Development (HUD). The City of Dublin works with Alameda County's Urban
CDBG Program to allocate funds and with HUD to assure that all CDBG-funded activities are in
compliance with federal regulations. During the current Fiscal Year (FY 2008-2009), the City of Dublin
received $80,524 in CDBG funding. For Fiscal Year 2009-2010, the City received the same allocation as
Fiscal Year 2008-2009 ($80,524).
Around October of each year, the City prepares a Request for Proposal (RFP) that is sent to organizations
that have expressed an interest in applying for the CDBG funds. In addition, the RFP notification is placed
on the City's web site and in the newspaper on three different occasions during the RFP period.
In the past, the Housing Division Staff has reviewed the applications based on such criteria as: if the
organization was funded in the past; how well the organization performed; what type of services are
offered; what public facility or improvements will be made; and how many Dublin residents will be served
with the amount of funds requested. Following the review, Staff would make recommendations to the
Community Development Director and the City Manager. The final decision for funding was made by the
City Council.
COPY TO: Grant Applicants
Page 1 of 2
ITEM 1Y0. ~ ' L-
K:~it'3BG\2009-2010\%% SR l~aiing ~,riieria 4-21-09.doc
ANALYSIS:
In an effort to simplify the RFP process for those organizations that apply for funding in the Tri-Valley
region, Dublin has participated for the past two years in CDBG community workshops co-sponsored with
the cities of Livermore and Pleasanton. Positive feedback has been received regarding the collaboration
of the RFP process. In addition, Dublin revised its CDBG application to make the application process
consistent with the cities of Pleasanton and Livermore.
Although Livermore and Pleasanton are entitlement cities (they receive funds directly from the
Department of Housing and Urban Development (HUD), the current process for applicants to apply for
and receive CDBG funds is similar in all three cities. How the funds are allocated does differ from city to
city. In addition, Dublin's deadline to make recommendations on funding to the County is approximately
2-3 months earlier than if the City of Dublin were to receive funds directly from HUD.
The City of Pleasanton received $274,664 in CDBG funds from HUD in Fiscal Year 2008-2009. The City
of Pleasanton's process includes the applications being submitted through various Commissions and
Boards before reaching the City Council for final approval.
The City of Livermore received $454,810 in CDBG funds from HUD in Fiscal Year 2008-2009. The City
of Livermore uses an established rating system for reviewing all Housing and Human Services Grant
applications. The City's Human Services Commission (HSC) approves the evaluation criteria along with
the RFP at the beginning of each application cycle. The HSC has an application hearing where agencies
are required to attend and answer questions about their proposals. The HSC final recommendations are
forwarded to the City Council for approval.
The City of Dublin's proposed rating system allows applicants to know what elements are important to the
City and how they will be rated. Staff reviewed several rating systems and met with several of the
community based organizations to gather input in the development of a simple form to rate applications
(Attachment 1). The rating criteria are broken down into three main categories:
• Organization and Management -Evaluates the agency's ability to run and manage its operations
• Needs and Benefits -Assesses if the request meets the targeted population, goals and/or policies
established by HUD guidelines
• Funding and Budget -Evaluates the agency's ability to leverage funds, reviews fees and current
audits
Should the City Council approve the rating sheet as proposed, it will be included in the RFP package for
distribution later this year.
Over time, Staff may need to make minor adjustments to the rating sheet in order to stay current with
guidelines set by the County or by HUD. Staff proposes that these minor revisions will be reviewed and
approved by the Community Development Director.
RECOMMENDATION:
Staff recommends that the City Council: 1) receive Staff's presentation and 2) approve the CDBG Rating
sheet.
Page 2 of 2
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Organization:
Program:
City of Dublin
2010-2011 CDBG Rating Sheet
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PROPOSAL SCORE
Maximum of 15 points
RECOMMEND FUNDING
Total Requested
Yes ^ No ^
Total Recommended
CDBG FUNDS MAY BE USED FOR THE FOLLOWING ACTIVITIES AS DEFINED BY THE U.S. DEPARTMENT OF HOUSING AND URBAN
DEVELOPMENT (CHECK ONE). THE WORD "PROGRAM° IS USED ON THIS FORM TO INCLUDE SERVICES, ACTIVITIES OR
IMPROVEMENTS.
CAPITAL PROJECTS ^ PUBLIC SERVICE ^ HOUSING ^ ECONOMIC DEVELOPMENT ^
1. Organization/Management
• The organization previously received funding from Dublin, and
fully complied with the City's CDBG management procedures, including invoice and report deadlines.
• The organization, as presented in the application, is able to achieve the stated goals and outcomes.
• The organization and their staff are qualified and have the capacity to provide for the program. (i.e. non-profit
status, resumes for staff, a Board of Directors, information on clients served)
• The organization has completed all required aspects of the application process.
• The proposed program has a successful proven track record (not a new program).
(Maximum of 5)
2. Needs/Benefit
• The beneficiaries are an appropriate target group (lower income residents, handicapped, elderly, youth, etc.)
• The organization provides an activity to Dublin residents that other organizations do not provide.
• Applicant's activity meets at least one of the U.S. Department of Housing and Urban Development's Strategic
Goals or Policy Priorities.
• The organization's program meets more than one community need.
• The organization collaborates with other agencies to enhance services.
(Maximum of 5)
2010-2011 Criteria Rating Sheet.doc
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ATTACHMENT 1
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Clity of Dublin
2010-2011 CDBG Rating Sheet
Organization:
Program:
3. Funding/ Budget
• The amount of funding requested compared to the number of Dublin residents served is reasonable for this
program.
• Fiscal responsibility -evaluation of the most current audit does not reveal one or more *material weaknesses*
(or equivalent) that could jeopardize other funding.
• Program and administrative budget covers the cost to provide for the program.
• The organization leverages other funding sources to provide activities/services/improvements.
• The organization charges a fee and/or produces other income that may be used to support this program
(review submitted fee schedule if applicable).
(Maximum of 5)
* Standardized accounting audit statements
1. A "Control Deficiency", which is the lowest of the three deficiencies, exists when the design or operation of a
control does not allow management or employees, in the normal course of performing their assigned functions,
to prevent or detect misstatements on a timely basis.
2. A "Significant Deficiency" is a control deficiency or a combination of control deficiencies, that adversely effects
the organization's ability to initiate, authorize, record, process or report financial data in accordance with the
Generally Accepted Accounting Principles, and that the likelihood of a misstatement of the organization's
financial statement that is more than inconsequential which will not be prevented or detected by the
organization's established internal controls.
A "Material Weakness", is a significant deficiency or a combination of significant deficiencies, that results in
more than a remote likelihood that a material misstatement of the financial statements which will not be
prevented or detected by the organization's established internal controls.
• Rating Criteria is subject to change from time to time to reflect the current industry
or to address the type of applications received. •
2010-2011 Criteria Rating Sheet.doc