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HomeMy WebLinkAboutHRA January 16, 2001 , \ CITY of ANDOVER "-/ Housing and Redevelopment Authority Meeting - Tuesday, January 16,2001 Call to Order- Immediately following City Council meeting scheduled at 7:00 p.m. Approval of Minutes Discussion Items 1. Consider CDBG Application - Senior Center Remodeling , \ \J Adjournment '-J CITY OF ANDOVER HOUSING & REDEVELOPMENT AUTHORITY \ REQUEST FOR HRA ACTION J DATE: lanuary 16.2001 AGENDA SECTION ORIGINATING DEPARTMENT Approval of Minutes City Clerk ITEM NO. Approval of Minutes The HRA is requested to approve the following minutes: January 2, 2001 Regular Meeting " ) , 1 CITY OF ANDOVER REQUEST FOR HOUSING AND REDEVELOPMENT AUTHORITY ACTION I DATE: January 16. 2001 / AGENDA SECTION ORIGINATING DEPARTMENT Discussion Planning ITEM NO. Consider CDBG Application Jeff Johnson, Zoning Administrator Andover Senior Center Renovation (Interior) As you may be aware, the Anoka County HRA is soliciting applications from Anoka County public agencies and nonprofit organizations for the 2001 Community Development Block Grant (CDBG) Funds. There is approximately $1,064,000 in grant funds available for community development and housing projects this year. The grant funds are competitive. An eligible project for these funds is the interior renovation of our Senior Center. This type of project ranks high in terms of priority need level and goals as shown in the attached 2000 Consolidate Plan. Due to the fact that this project fills a high priority in the Consolidated Plan; it has a good chance of ) receiving CDBG funds. Public Works has estimated that the improvements would be approximately $80,600 (please review attached itemization of bids), The City would request a CDBG in the amount of $60,450 (75% ofproject costs) and would commit a match of $20, 150* (25% of project costs). If the application was successful, the funds would be available July 1,2001. It is anticipated that the work would start late in the year and carry over into 2002 for the following reasons: 1. Easier to find work and receive more competitive bids during the winter months; and 2. The match amount the City is responsible for can be split between two (2) fiscal years (approximately $10,000 each year). Staff anticipates the project to be within budget. For any unforeseen circumstance, the Public Works Maintenance Department could contribute a fraction of their time towards the project to make sure the costs remain in-line. * Application requirements state that applicants are strongly encouraged to have other funds or in-kind contributions committed to the project at the time of appointment. Staff requests that Council take action to deny or approve this request at this meeting. The application is due to the County by January 26, 2001. / \ ~ i j )fntfover (Pu6{ic 11lor~ (])ivision Memorandum DATE: January 3,2001 TO: Jeff Johnson - Planning/Zoning Department FROM: Ron Scott - Public Works Maintenance RE: . Senior Center Renovation Bids Listed below are items and costs related to the renovation of the Senior Center, l. Mechanical- $13,000.00 includes all electrical, plumbing, sprinkler system, and bathroom fixtures \ 2. Flooring - $25,550.00 ) includes all labor and materials for removal of existing floor, replace all rooms except one office space with non skid ceramic tile 3. General Remodeling - $42,000,00 * walls - remove existing, replace walls, trim and cabinetry * ceiling - replace existing drop ceiling with a lower ceiling for heat saving purposes and expanded lighting * remove the wall between the main dining room and utility room * windows - install a new 6' x 4' window on the north side for lighting purposes only * paint and stain all replaced walls and trim 4. Total Bid - $80,550.00 If you have any questions regarding the items being done or cost, please let me know. Thm!KYO~~ ~ ~ Ron Scott Public Works Maintenance / / COUNTY OF ANOKA ANOI<.A Office of Governmental Services Division COUNTY GOVERNMENT CENTER 2100 3rd Avenue. Anoka, Minnesota 55303-2265 (612) 323-5700 December 1 , 2000 JENNIFER M. BERGMAN Community Development Manager Direct #323-5709 MEMO TO: Interested CDBG Applicants r\ \ FROM: Jennifer M. Bergman, Community Development Manag~ SUBJECT: Requests for Proposals for the CDBG Program .. Attached is the Request for Proposal (RFP) for the 2001 Community Development Block Grant (CDBG) funds. The RFP includes a section explaining the application requirements and the application. Approximately $1,063,700 is CDBG funds will be available for community development , and housing projects; approximately $290,000 will be available for public service projects. ) Application are due to the Community Development Department no later than 4:30 p.m. on Friday, January 26, 2001. There will be two informational meetings held on Thursday, December 14. One will be for cities and townships and the other for public services. Please see attached notice regarding the date and time for the meeting. If you have any questions, please feel free to contact me at (763) 323-5709. JM: / 1!). Affirmative Action'rEqllal Opportunity Employer TDDfTTY: 323-5289 _""" FAX. 323-5682 , Request for Proposal 2001 COBG Funds The Anoka County Housing and Redevelopment Authority is soliciting applications from Anoka County public agencies and nonprofit organizations for the 2001 Community Development Block Grant Funds. Applications will be accepted until 4:30 P.M. on Fridav. Januarv 26. 2001. Application and Award Schedule Dee 1 Mail out Request for Proposals for CDBG Application Dec. 14 Informational meeting for applicants Dec. 15-Jan 12 Community Development staff available for consultation meetings for CDBG applications Jan. 26 CDBG applications due Week of Feb. 26 - Mar. 2 Work Committee meets to review, rank and make recommendations to the HRA Board for CDBG applications / March 21 Dakota County Consortium holds public hearing March 27 HRA Board reviews Work Committee recommendations and 2001 Action Plan, holds public hearing and forwards final recommendations for 2001 CDBG grant projects to the County Board for approval April 1 - April 30 30-day public comment period on recommended projects for CDBG May 8 County Board reviews and approves the final 2001 CDBG grant request for submission to Dakota County CDA May 9 Final 2001 CDBG grant request and action plan due to Dakota County CDA I May 15 Final 2001 CDBG grant request and action plan due to HUD July 1 Funding availability / 2001 CDBG Request for Proposal Page 1 , National Objectives The project must meet one of the following National Objectives: (9 Benefit to low and moderate income people (income limits attached) . Aid in the prevention of slum and blight; and . Meet a need having a particular urgency (urgent need). Benefit to Low and Moderate Income (LMI) Persons Under this objective, CDBG-assisted activities must benefit low and moderate income persons using one of the following categories: G) Area benefit activities: An activity that benefits all residents in a particular area, where at least 51 percent of the resident are low 8 and moderate income persons. Limited Clientele: An activity benefits a limited number of people as long as at least 51 percent of those served are low and moderate income. . Housinq Activities: Providing or improving permanent residential structures which, upon completion, at least 51 percent of the units i at affordable rents (see attached Fair Market Rents) will be occupied by low and moderate income persons. New construction is not an eligible activity. The funds may be used for site acquisition or preparation, but may not be used for the construction costs. . Job Creation or Retention Activities: To create or retain permanent jobs, at lease 51 percent of which will be made available to or held by low and moderate income persons. Elimination of Slum and Blight Under this objective, CDBG-assisted activities must help to prevent or eliminate slums and blighted conditions using one of the following categories: . Area Basis: Activities that aid in the prevention or elimination of slums or blight in a designated area. . Soot Basis: Activities that eliminate specific conditions of blight or physical decay on a spot basis not located in a slum or blighted area. I 2001 CDBG Request for Proposal Page 3 I Urgent Need Use of this category is extremely rare. It is designed only for activities that alleviate emergency conditions. Example: A coastal city is struck by a major hurricane within the last month and does not have any other resources to demolish severely damaged structures which pose a danger to occupants of neighboring structures. This activity would qualify under the Urgent Needs National Objective. County Priorities As required by the Department of Housing and Urban Development, Anoka County will fund projects that fill a high priority in our Consolidated Plan. If all high priority applications have been filled, we will then fund projects that meet a medium priority. Please see attached Housing Goals and Priorities and Community Development Goals and Priorities chart. Applicant Authorization 1 Applications submitted by the cities must be signed by your Mayor or City Manager and authorized by your City Council. Applications submitted by nonprofit organizations or special districts must be signed by an authorized representative and authorized by your Board. A copy of the City Councilor board minutes or passed resolution may be submitted after the application due date but not later than March 1, 2000. If more than one application is submitted, the City Councilor Board minutes authorizing the application must indicate which is of the highest priority. Submission Requirements Submit at least two original applications (one unbound copy) of your application by the application deadline. Applications must be received, not postmarked, by the application deadline. E-mailed and faxed applications will not be accepted. Selection Criteria Community Development staff will review the applications to make sure that each project is eligible and meets a national objective. Staff will review the applications and rank the applications including but not limited to the questions below: . Is the project consistent with the goals and priorities set forth in the 2000 i 2001 CDBG Request for Proposal Page 4 Consolidated Plan? J . Is the project implementation schedule realistic? . Will the funds be able to be spent in the two-year time frame? . Are there sufficient funds to complete the project? . How many low to moderate income people with the project serve? . What is the cosVbenefit ration? An application will be disqualified if: . the project does not document that the project meets a national objective; . the project is found to be an ineligible activity; . the project does not fill a high or medium priority in the Consolidated Plan; . the application is incomplete, missing information or cannot be obtained. Staff will then forward recommendations to the Anoka County HRA Board. The HRA Board will hold a meeting in the first week of March for applicants to present their applications and select the projects to be funded. Contract Requirements Agencies which are awarded CDBG funds will contract with the Anoka County Community Development Department. Contracts will commence on July 1, 2001 or .' when the environmental review has been completed, whichever date is later. Please note that costs incurred prior to the contract start date will not be reimbursed. Funding for projects must be under contract in the award year and the projects completed within two years. Contracts include conditions relating to a number of federal regulations and County policies which should be considered when planning your project. . Environmental Review: Projects which are awarded CDBG funds are subject to federal environmental review requirements (24 CFR Part 58). Do not submit environmental review documents with your application. Anoka County Community Development staff will provide you with the necessary environmental checklists to complete if your proposed project is awarded CDBG funds. Please note that projects with any of the following characteristics may be subject to federal regulations which require technical reports or studies: . projects which affect properties listed or eligible for listing on the National Register; . projects which expose users to airport, highway or industrial noise; or, . project which affect species listed or proposed for listing as threatened or endangered pursuant to the Endangered Species Act. 2001 CDBG Request for Proposal Page 5 / Consequently, you are strongly encouraged to obtain technical assistance from staff prior to completing your application in order to determine whether reports or studies will be required. Your application should include a sufficient amount to cover the cost of the required reports or studies. . Davis-Bacon Federal labor Standards Provisions: Projects which utilize CDBG funds for construction may be subject to Federal labor standards including Davis-Bacon wage rates. These regulations require that construction contractors paid with CDBG funds pay a minimum wage which is typically higher than those paid for projects which are not federally assisted. All construction work is covered even in instances where only a small portion of the work is actually paid with CDBG funds. Please consider this when preparing construction cost estimates and consult with the Anoka County Community Development staff if you need additional information. local governments which hire a construction contractor for CDBG-assisted projects must ensure that the contractor pay the Federal Davis-Bacon wages. . Section 3: Agencies which are awarded $200,000 or more in CDBG and/or other funds from the U.S. Department of Housing and Urban Development will be required to comply with Section 3 regulations at 24 CFR Part 135 if any portion of the funds are used to pay for construction contracts of $100,000 or more. These regulations require that a minimum of 30% of new positions , generated by the construction firm as a result of the project be filled by low- and moderate-income persons. . Competitive Procurement: Agencies which use CDBG funds to purchase good or services, including consultant services and construction services, must select the vendor, consultant or construction firm based on a competitive process an din accordance with 24 CFR Part 84 (nonprofit organizations) and 24 CFR Part 85 (local governments) . Appraisals: An appraisal will be required when CDBG funds are used to acquire real property and when CDBG funds are used to improve real property leased from a private landlord. . Change of Use Restrictions: CDBG-assisted properties must be used for CDBG eligible activities, as opposed to other private or even other public activities. If there is a change or reuse of the property, you must either show that the new use meets a national objective or repay the CDBG program the fair market value of the property. . Use of CDBG-Assisted Facilities: A CDBG-assisted facility may be rented to another organization which serves low- and moderate-income persons provided / 2001 CDBG Request for Proposal Page 6 I that the rent charged is below the market rate for such space and is based solely on actual operating costs (for example cost of utilities, consumable goods, janitorial services). A CDBG-assisted facility may be used at times for ineligible activities, such as rentals for private parties or for activities having charges or fees, provided these guidelines: 1. Such uses may not be scheduled so as to displace or conflict with eligible uses; 2. Such uses must be given a lower priority than eligible uses when scheduling use of the facility; 3. Such uses may not comprise more than 30 percent of the facility's regular operating hours during any single quarter; and 4. Fair market rents must be charged for use of the space. . Audit: Agencies which spend $300,000 or more in federal funds in a given year must submit to Anoka County an independent audit complying with OMS Circular A-128 (local governments) or OMB Circular A-133 (nonprofit organizations). . Insurance Requirements: Agencies will be required to provide evidence of general liability and property insurance coverage and the name of Anoka County as an insured/loss payee under their policy. The following minimum amounts of coverage are required with an insurer rated A:VII or better by Best's. .[ General Liability. $1 million combined single limit per occurrence by bodily injury, personal injury, and property damage, and for policies with aggregate limits, a $2 million aggregate limit .[ Properly: 100% replacement value . Lead Based Paint: In March, 2001, new Lead Based Paint regulations will go into affect for projects funded with CDBG and HOME funds in Anoka County. The new regulations will, in certain circumstances, require the removal of lead based paint according to Safe Work Practices. If your project will include the rehabilitation of a structure built prior to 1978, please contact the Community Development Department to discuss the potential impact. . Program Income: Any income generated by your program will be returned to Anoka County and added to the total grant for the following program year. I 2001 COBG Request for Proposal Page 7 Community Development Goals and Priorities 2000-2005 1 PRIORITY COMMUNITY DEVELOPMENT NEEDS Priority Need Level High, Medium, Low PUBLIC FACILITY NEEDS Neighborhood Facilities H Parks and/or Recreation Facilities L Health Facilities L Parking Facilities L Solid Waste Disposal Improvements L Asbestos Removal M Non-Residential Historic Preservation M Other Public Facility Needs M INFRASTRUCTURE Water/Sewer Improvements M Street Improvements M Sidewalks L Sewer Improvements M Flood Drain Improvements L Other Infrastructure Needs L PUBLIC SERVICE NEEDS Handicapped Services H Transportation Services H Substance Abuse Services H Employment Training H Health Services H Other Public Service Needs H ANTI-CRIME PROGRAMS Crime Awareness L Other Anti-Crime Programs L YOUTH PROGRAMS Youth Centers H Child Care Centers H Youth Services H Child Care Services H * Other Youth Programs H SENIOR PROGRAMS ) Senior Centers H Senior Services H **Other Senior ProlYrams H Community Development Goals and Priorities Page 1 ECONOMIC DEVELOPMENT Rehab; Publicly. or Privately- Owned H CI Infrastructure Development M , . Other CommerciallIndustrial Improvements H Micro-Enterprise Assistance H ED Technical Assistance M Other Economic Development L PLANNING Planning H .' , I Community Development Goals and Priorities Page 2