HomeMy WebLinkAbout3291RESOLUTION NO. 3291
A RESOLUTION of the City Council of the City of
Bremerton, Washington, adopting the 2018 City of Bremerton
CDBG/HOME Policy Plan.
WHEREAS, the City of Bremerton (City) is an entitlement community which
receives a Community Development Block Grant (CDBG) each year from the Department of
Housing and Urban Development (HUD), and also receives funding from HUD's Home
Investment Partnerships (HOME) fund via an inter -local agreement with Kitsap County; and
WHEREAS, the Department of Community Development Block Grant staff
estimates a 2018 CDBG allocation of $400,000 with 20% set-aside for administration; and
WHEREAS, the Department of Community Development Block Grant staff
estimates a 2018 HOME allocation of $244,927, 10% of which will be set-aside for
administration, 15% for Community Housing Development Organization projects, and
WHEREAS, all projects must meet both a Consolidated Plan Funding Priority as
well as a Council Priority, both of which are detailed in the Policy Plan; and
WHEREAS, all funding will be allocated competitively to eligible applicants for
projects that fit the requirements set forth in the CDBG regulations at 24 CFR part 570 and
HOME regulations at 24 CFR part 92; and
WHEREAS, the Department of Community Development CDBG/HOME staff
advertised in the Kitsap Sun and posted on the City's website on Friday, May 12th, notice of a 30 -
day written public comment period commencing May 12th, 2017 and ending June 12th, 2017; and
notice of a public hearing on June 21St, to be open for public comment; and
WHEREAS, comments received will be shared with the City Council; NOW
THEREFORE,
THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON,
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION]. The recitals and findings of fact set forth in this Resolution are
hereby incorporated as if fully set forth herein.
SECTION 2. The 2018 CDBG/HOME Policy Plan attached hereto as Exhibit A
is hereby adopted.
SECTION 3. Severability. If any one or more sections, subsections, or sentences
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2018 CDBG/HOME Policy Plan
of this Resolution are held to be unconstitutional or invalid, such decision shall not affect the
validity of the remaining portion of this Resolution and the same shall remain in full force and
effect.
SECTION 4. Effective Date. This Resolution shall take effect and be in force
immediately upon its passage
PASSED by the City Council of the City of Bremerton, Washington this
day of �(.t-GIPJ , 2017. _-______
APPROVED AS TO FORM:
RO ER A. LUBOVICH, City Attorney
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2018 CDBG/HOME Policy Plan
RIC YOUNGER, Council President
ATTEST:
SE XNNON L. CORIN, City Clerk
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Exhibit A
City of Bremerton
Community Development Block Grant
2018 CDBG/HOME
POLICY PLAN
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CDBG/HOME POLICY PLAN
Contents
Executive Summary ........................................................................1
Community Development Block Grant Program....................................1
CDBGFunding..................................................................................2
HOMEFunding..................................................................................5
Allocation Process.............................................................................7
Policies & Regulations for Use of Funds........................................................8
Neighborhood Revitalization Strategy Area...........................................10
Citizen Participation Plan.....................................................................14
Consolidated Plan ;.............................................................................15
Appendix A — Citizen Participation Plan
Appendix B — CDBG Eligibility Requirements & Program Rules
Appendix C — Anti -Displacement & Relocation Assistance Plan
Appendix D — Conflict of Interest Policy
Appendix E — Glossary
Appendix F — Map
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CDBG/HOME Policy Plan � 2M
Executive Summary
The 2018 City of Bremerton CDBG/HOME Policy Plan provides guidance for applicants applying for
2018 funds on things such as eligibility, overview of the funding allocation process, regulatory
requirements and local policy decisions.
The allocation of CDBG and HOME funds are guided by the Strategic Plan which is a part of the
Consolidated Plan. Kitsap County and the City of Bremerton have prepared a Consolidated Plan for
2016-2020 in order to implement our community's federal program funds. The purpose of the plan is to
evaluate community needs and set goals for the five year plan period. Through a Community Needs
Assessment, Housing Market Analysis and with community and stakeholder input, the City of
Bremerton has developed a Strategic Plan. The City of Bremerton's Strategic Plan outlines the priorities
and goals which guide the allocation of funds over the five year period. The funds allocated for the 2018
grant application cycle will be included in the Year 3, Action Plan associated with the 2016-2020
Consolidated Plan.
The priorities identified for the five year period are as follows:
• Revitalize targeted neighborhoods;
• Improve and preserve affordable homeownership housing;
• Expand economic opportunities for very -low, low, and moderate income Bremerton residents;
• Abate Blight conditions downtown;
• Increase homeownership opportunities for low to moderate income Bremerton residents.
Policy Changes for 2018:
1. Amend the $30,000 cap on DPA per household to allow for 20% of the purchase price
2. The following City of Bremerton staff will participate in the Project Review Committee: DCD Director,
Assistant Finance Director, and Community Development Project Assistant,
3. All applicants will be responsible for submitting a total of'8 paper copies and one emailed digital .pdf
of their application upon submittal
4. Technical Assistance will be mandatory for all applicants
C<OMMUNITY DEV
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WHAT IS THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM?
The Community Development Block Grant Program is a source of funds used in the local
community to provide decent housing, suitable living environments and economic opportunities
primarily for low and moderate income households.
The City of Bremerton is designated as an Entitlement Community .by the Department of
Housing and Urban Development (HUD) and receives federal funds in the form of Community
Development Block Grant (CDBG). Kitsap County and the City of Bremerton together form a
consortium and receive an allocation of HOME Investment Partnership Program (HOME) funds.
Through an interlocal agreement between the County and the City a percentage (as determined
CDBG/HOME Policy Plan 12018
by HUD) of the annual allocation of HOME funds is designated for the City and the remaining
designated for the County. As the City of Bremerton is designated as a separate Entitlement
Community and therefore the City receives its own CDBG funds directly.
CDBG funds are allocated annually through the City in Requests for Funding Proposals.
HOME funds are allocated annually through a competitive grant process coordinated by Kitsap
;County. Projects funded are included in the annual Action Plan submitted to HUD. Projects
funded must address needs identified in the Consolidated Plan, which is updated every five
years.
s CDBG`FUNDStY
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WHAT ARE CDBG FUNDS?
The Community Development Block Grant (CDBG) program is a flexible program that provides
communities with funding to address a wide range of unique community development needs.
The program is authorized by Title I of the Community Development Act of 1974. Funds are
used to assist in the development of decent housing, create suitable living environments, and
expand economic opportunities primarily for persons of low and moderate income. All projects
funded with CDBG must meet one of the three national objectives:
1. Principally benefit low and very low income households;
2. Reduce or prevent slum and blight; or,
3. Meet an urgent need (emergency or natural disaster)
WHO IS AN ELIGIBLE APPLICANT/RECIPIENT?
Eligible applicant/recipients include:
• City or County governments
• Public and private nonprofit organizations (501(c)3)
• Section 301(d) small business investment companies
• Local development corporations
• Private for-profit organizations may implement certain capital, economic development
and microenterprise activities (please contact the Block Grant Administrator to confirm if
your activity is eligible).
• Faith based organizations
• Additionally, applicants must:
• Demonstrate an active governing body or board of directors or other applicable
leadership within your organization with skills and experience to provide leadership
and direction to the agency.
• Demonstrate the legal, financial, and programmatic ability to administer the proposed
program/project; and,
• Meet the City requirements for contracting agencies such as. insurance requirements,
audit and financial requirements.
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CDBG/HOME Policy Plan � 2m
FUNDING PRIORITIES
All Projects MUST meet one of the following Consolidated Plan funding priorities:
• Revitalize targeted neighborhoods;
• Improve and preserve affordable homeownership housing;
• Expand economic opportunities for very -low, low, and moderate income Bremerton residents;
• Abate Blight conditions within the designated blight area (see map in Appendix E);
• Increase homeownership opportunities for low to moderate income Bremerton residents.
If the applicant cannot associate its project with one of the funding priorites listed above the project will
be deemed ineligible for funding.
For the 2018 Program Year Bremerton City Council has chosen the following priorities for use of
funds:
• Capital Projects in the Target Area (See map in Appendix E)
• City -Wide Job Training Programs
Proposals for Activities that do not meet these funding priorities will not be eligible for
funding.
WHAT ARE ELIGIBLE ACTIVITIES?
This list is broken down by priority area. Please ensure your project both match a Council
Priority and are an eligible activity.
1. Capital Projects in the Target Area
Eligible activities are defined in the CDBG Federal program regulations at 24 CFR 570.201 and
570.207.
Examples from CFR include
• Acquisition of real property by purchase, lease or donation;
• Acquisition, construction, reconstruction, rehabilitation or installation of public facilities
and improvements; .
• Childcare Center Improvements
• Clearance, demolition and removal and rehabilitation of buildings and improvements;
• Removal of material and architectural barriers;
• Planning activities;
• Preservation, rehabilitation or restoration of historic properties;
• Acquisition, rehabilitation, or construction of rental housing;
• Rehabilitation of privately owned buildings and improvements for residential purposes;
• Fagade Improvement
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CDBG/HOME Policy Plan 12018
• Assistance to private individuals and entities, including profit making and nonprofit
organizations, to acquire for the purpose of rehabilitation, and to rehabilitate properties
for use or resale for residential purposes;
2. City -Wide Job Training Programs
• Assistance to carry out economic development projects for job training purposes;
The following activities are generally not eligible for CDBG funding:
• -New residential housing construction, except in special circumstances
• Regular government operations
• Buildings such as city halls, police stations, or other buildings primarily for the general
conduct of government (except for the removal of architectural barriers)
• Income payments such as payments to individuals or families for food, clothing, or rent,
except in certain circumstances
• Political activities
• Vehicles and: Equipment
Note: The above lists are not comprehensive. For a complete list of eligible or ineligible
activities refer to CDBG regulations in 24 CFR 570.201 and 570.207
Beneficiaries of projects receiving CDBG funds must have incomes below 80% of the area
median income.
HOW MUCH MONEY IS AVAILABLE?
CDBG programs are federally funded through the Department of Housing and Urban
Development. Funding levels are determined by HUD after the Federal Budget is finalized,
which often occurs after the program year has begun. The City of Bremerton estimates funding
levels in order to start the grant application process; therefore, funding amounts shown in the
table below are estimates. If HUD allocates a different amount to these programs than what was
estimated, actual funding awards will be increased or decreased to accommodate the
discrepancy. The estimated funds below are based on 2017 allocations and historic funding
trends.
The following table (on next page) shows an overall view of the total estimated amount of funds
available in this application cycle by the application type and funding sources. Please note that
the City of Bremerton is basing this estimate on an amount of $400,000. There is no designated
amount for application type, applicants are encouraged to apply for the amount of funding they
need to complete a project. Please note that projects with multiple sources of funding will be
more competitive than projects that are utilizing CDBG as their only funding source.
WHAT IS THE DISTRIBUTION OF CDBG FUNDS?
The CDBG program allows certain set -asides to further specific program goals. The City has set
additional funding targets to help meet local objectives. The following is the distribution for the
City of Bremerton:
CDBG
• Planning & Administration 20% max
• City -Wide Job Training Programs
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CDBG/HOME Policy Plan 12018
• Capital Projects in Target Area
Appendix B provides additional information designed to assist you in defining the eligibility and
national objective that your activity meets and the type of information you will need to provide in
your application.
Estimated Funding Available for the 2018 CDBG Allocation Process
Estimate of 2018 Entitlement
Total Entitlement
Reallocated funds prior year
Total Available for Allocation
Estimated Allocation of 2018 Funds:
Available for 2018 Planning and Admin (20% of entitlement + PI)
$400,000
$400,000
$32,814
$432,814
$80,000
Total Allocation of Funds $432,814
WHAT ARE HOME FUNDS?
}
The HOME Program was created by the National Affordable Housing Act of 1990 (NAHA). The
Housing and Community Development Act of 1992 and the Multifamily Property Disposition Act
of 1994 made important changes to the Program. The intent of the HOME Program is to:
• Expand the supply of decent, safe, sanitary, and affordable housing;
• Strengthen the abilities of state and local governments to provide housing;
• Expand the capacity of nonprofit community based housing development
organizations; and,
• Leverage private sector participation in financing affordable housing.
Beneficiaries of HOME funds — homebuyers, homeowners or tenants — must have incomes
below 80% of the area median income. The HOME program also requires a match of 25% or
greater in other non-federal funds for projects.
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CDBG/HOME Policy Plan 112018
WHAT ARE ELIGIBLE ACTIVITIES?
The Eligible activities are defined in the HOME program regulations at 24 CFR 92.205. A list of
some of the activities follows:
• Rehabilitation of residential property where property is fully repaired
• New construction of residential property
• Acquisition of residential property
• Rental assistance payments to tenants
• Relocation associated with an eligible HOME project
• A small part (up to 5%) of the annual HOME allocation may be used to help pay the
operating expenses of designated Community Housing Development Organizations
(CHDOs) within the guidelines established by HUD
The following activities are generally not eligible for HOME funding:
• Project reserve accounts, except for the initial 18 months of a HOME assisted new
construction project
• Emergency home repair programs
• Public housing units
• Commercial properties
• Shelters, unless they meet Section 8 Housing Quality Standards and otherwise can be
considered rental housing
• Project based tenant assistance
Note: The above lists are not comprehensive. For a complete list of eligible or ineligible
activities refer to HOME regulations in 24 CFR 92.205
What are the HOME priorities for the City of Bremerton?
• Preservation of affordable housing for new homeownership;
• Increasing homeownership opportunities for low to moderate Bremerton residents;
• Rehabilitation of older housing stock to increase homeownership opportunities.
HOW MUCH MONEY IS AVAILABLE?
$244,927 HOME- City of Bremerton Projects
• $86,120 (estimated) 2017 Funds -To utilize these funds the project must have all sources
of funding committed to the project by May 1, 2019 and be ready to execute a contract.
• $158,807 (estimated) 2018 Funds -To utilize these funds the project must have all
sources of funding committed to the project by May 1, 2020 and be ready to execute a
contract.
o The estimated total includes $26,468 for CHDO agencies developing affordable
housing.
o A CHDO agency can use more than the allotted CHDO funds.
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CDBG/HOME Policy Plan 12018
Eligible Activities:
Acquisition, preservation, or rehabilitation of existing housing, and homebuyer assistance.
Priorities:
Funding priority for City of Bremerton HOME funds is for projects that.increase homeownership
opportunities for low to moderate income Bremerton. residents through improving and preserving
affordable housing in the Bremerton City Limits.
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HOW ARE FUNDS ALLOCATED?
The City, of Bremerton, in conjunction with Kitsap County, the Affordable Housing Grant
Program and Homeless Housing Grant Program, conduct a competitive funding application
process for HOME funds. The City independent from the County will create a Request for
Funding Proposal (RFP) for CDBG funds based on its priorities for use of funds which is
separate from the process used for HOME funds. The request for funding proposals will be
released in June and a city -driven process will be used to determine funding allocations for
HOME/CDBG. This process is detailed in the Citizen Participation Plan (Appendix A). The
public is encouraged to participate in the process and its end product: the submission of an
annual Action Plan to the Department of Housing and Urban Development.
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HOW CAN MY ORGANIZATION APPLY?
For the 2018 program year the application cycle will begin with the release of the Policy Plan in
May and the commencement of a 30 day public comment period. At the end of the comment
period, upon approval of the Policy Plan by the Bremerton City Council, the Requests for
Funding Proposals (RFPs) will be made available -on-line.
Interested organizations can find the RFP's and all associated information on the City web site
at http://www.ci.bremert6n.wa.us/display.php?id=864. The schedule for the annual application cycle,
including the due date for applications, is also available on the web site. Interested
organizations may also contact Block Grant staff to request to be placed on the City interested
parties list to receive automatic notices about these programs.
WHEN WILL FUNDS BE AVAILABLE?
Funds for the programs taking place in the January 1 – December 31 program year are
generally not available until mid -summer of the program year. Timing is dependent on federal
budget approval which is often delayed—and how quickly HUD is then able to allocate funds
to local jurisdictions. The City will not execute contracts with subrecipients until we have a
contract from HUD. Once contracts are executed CDBG and HOME funds can only be
disbursed on a reimbursement basis.
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CDBG/HOME Policy Plan 12M
POLIClES.& REGULATIONS FOR USE-0FTUND4
CDBG and HOME funds are Federal funds. Use of Federal funds may affect the way your
agency does business. If you are applying for Federal funds for the first time, you are strongly
encouraged to familiarize yourself with the requirements. A Guidebook for recipients of CDBG
and HOME funds can be found on the City web site at:
hitp://www.bremert6nwa.gov/213/Subrecipient-CDBG-HOME-Guidebook.
You may also contact the City Block Grant Staff for additional assistance.
All applicants for 2018 will be required to attend a Technical Assistance session on June 24th
beginning at 10:00 am in the Mayor's Conference room on the 6t' floor of the Norm Dicks
Government Center.
A. GENERAL REQUIREMENTS
1. Consistency with applicable City, County, and/or State Codes and Policies
To be considered for funding, projects must be consistent with adopted codes and other
applicable policies, plans and standards
Agencies that are currently receiving County or City CDBG or HOME funds, who are
applying for funds, must be in compliance with all terms of their current agreement(s)
and must not have outstanding audit findings, monitoring findings or concerns related to
prior year's funding.
2. Contract Retainage for Federal Compliance
City will withhold up to 10% of the award amount included in the written subrecipient
agreement until all federal compliance requirements are met.
All construction contracts between a subrecipient (ie: your agency) and contractor shall
have 10% of payment retained until fulfillment of federal compliance is documented.
3. Definition of Income
Most CDBG and HOME funded projects use income to determine who is eligible for
services or housing. Per HUD, income must be defined in one of two ways under the
CDBG and HOME programs; subrecipients must select one method which it will use for
the duration of each program/project (rental housing projects must use the Part 5
definition):.
➢ Annual income as defined in 24 CFR 5.609, referred to as "Part 5 annual
income", or;
➢ Adjusted gross income as defined for reporting purposes under the IRS Form
1040 long form (not"IRS Forms 1040A or 1040EZ).
For more information on determining income see the Technical Guide for Determining
Income and Allowances for these programs. This guide and can be downloaded from:
http://archives. hud. gov/offices/cpd/affordablehousing/modeiguides/1780. Ddf
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CDBG/HOME Policy Plan
4. Project/Activity Delivery Costs
Block Grant staff costs directly related to carrying out a funded activity may be charged
to the subrecipient grant award, reducing the amount available to the subrecipient.
Project/Activity delivery costs will be charged back to capital projects only, for staff duties
including but not limited: to carrying out NEPA compliant environmental review, fulfilling
Davis Bacon Certified Payroll review and enforcement, underwriting loans and housing
inspections. For example, an agency is awarded $50,000 f6r-a capital project, block
grant retains $2,500 for completing the NEPA review, and the subrecipient agreement is
written for $47,500. Staff reports the full award of $50,000 to HUD in the annual Action
Plan.
5. Commitment and Timely Expenditure of Funds
In order to meet regulatory requirements the City and County have established the
following policies for CDBG and HOME funded projects:
a. COMMITMENT:
➢ Organizations awarded CDBG or HOME funds must enter into a written
agreement with the City during the award year (i.e. Funds awarded for 2018 must
have an agreement executed by Dec. 31, 2018).
➢ In certain circumstances a conditional commitment of funds may be made for
Capital projects that do not have all project funds committed at the time of
recommendation. If after 18 months of conditional commitment (from the
beginning,of the program year, January 1) all funds have been committed, the
subrecipient will enter into a formal written agreement with the Block Grant
Program. If all project funding has not been secured within the 18 months the
conditional commitment will be canceled and the funds will be allocated in the
next funding round.
b. TIMELY EXPENDITURE OF FUNDS:
➢ Projects using HOME funds to acquire vacant land must be under construction
within 12 months of the commitment date.
Organizations must begin drawing funds within one year of the contract
execution date (date the contract was signed by the City Mayor) and at least
annually thereafter.
c. DEOBLIGATION OF FUNDS:
➢ Organizations unable to meet these requirements will lose their funding; funds
will be allocated to another eligible project.
6. On-going Restrictions for CDBG & HOME Funded Capital Projects
Recipient of CDBG funds must agree to restrict the use of the property, which was
acquired and/or improved using CDBG funds, to the intended purpose for which the
funds were awarded. Projects awarded HOME funds are subject to an affordability
period which places certain restrictions on occupancy, resale, and rent for rental
properties. The City may require a recorded document to be attached to the property to
ensure the appropriate provisions are secured. See Appendix B for CDBG eligibility
requirements.
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CDBG/HOME Policy Plan 12018
Neighborhood Revitalization Strategy Area
The City of Bremerton has an approved Neighborhood Revitalization Strategy Area (NRSA)
which matches the target area for use of CDBG funds (See attached map, Appendix E).
Communities with approved Neighborhood Revitalization Strategy Areas are offered enhanced
flexibility in undertaking economic development. This flexibility is designed to promote
innovative programs in economically disadvantaged areas of the community.
Areas of enhanced regulatory flexibility include:
-Job creation or retention effort focused on the selected neighborhood may be classified as
meeting the Lbw/Moderate Income (LMI) area benefit national objective requirements.
• Businesses that receive such assistance need not track the specific income of newly
hired employees to demonstrate LMI benefit.
• This provision reduces the administrative burden to the business and is intended to
provide an incentive to businesses to participate in the community's job
creation/retention programs.
Aggregation of housing units for which CDBG funds obligated during each program year and
treat them as a single structure.
51 percent of total number of units. must be occupied by LMI households.
This permits grantees greater flexibility in applying the LMI housing national objective
criteria for the housing category.
In turn, grantees have flexibility in providing housing to residents of the NRSA
neighborhood.
NOTE: The flexibility to aggregate housing units assisted does not change the
requirement that homeownership assistance provided under 570.201 (n) must be
provided only to LMI households.
Economic development activities carried out in the NRSA may be excluded from the
aggregate public benefit standards.
- This reduces recordkeeping requirements.
- This affords greater flexibility in selecting and implementing economic development
activities, and reduces the amount and scope of information that grantees must
collect and document regarding its programs.
B. HOME FUNDING - SPECIFIC REQUIREMENTS
1. For more information on specific rules and requirements of the HOME program, including
determining whether your project is eligible, please contact your CDBG Administrator.
C. CDBG FUNDING - SPECIFIC REQUIREMENTS
'I. For more information on specific rules and requirements of CDBG, including meeting a
National Objective, please see Appendix B CDBG Eligibility & Program
Requirements.
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CDBG/HOME Policy Plan 12018
D. FINANCIAL MANAGEMENT
1. Uniform Administrative Requirements
Agencies must comply with 2 CFR 200 Uniform Administrative Requirements, Cost
Principles and Audit Requirements for Federal Awards.
Agencies that do not meet the audit threshold for mandatory audits are encouraged to
obtain an annual audit if their operating budget is $100,000 or greater. Smaller agencies
are encouraged to obtain at least a third -party annual financial review. Block Grant Staff
will review financial information closely for all agencies submitting application.
2,. Audit Requirements
Private non-profit agencies expending $750,000 or more in federal funds annually
(whether CDBG / HOME alone or CDBG / HOME in conjunction with other federal funds)
must,have an annual audit conducted by an independent auditor in accordance with
OMB Circular A-133 Compliance Supplement. Agencies are responsible to meet this
audit requirement.
Agencies that do not meet the $750,000 threshold mandatory A-133 audit are
encouraged to obtain an annual audit if their operating budget is $100,000 or greater.
Smaller agencies are encouraged to obtain at least a third -party annual financial review.
Block Grant staff will review financial information closely for all agencies submitting
application.
E. PROCUREMENT
Any subrecipient using CDBG or HOME funds to purchase goods or services must have a
formalized written procurement procedure in place prior to contracting for any goods or
services. Procurement requirements are contained in 2 CFR Part 200. Additional information
on procurement requirements can be found in Section E of the CDBG/HOME Guidebook on
the City of Bremerton Block Grant Program Website.
F. ENVIRONMENTAL REVIEW
1. Environmental Review (24 CFR Part 58)
All CDBG/HOME projects must have a National Environmental Policy Act (NEPA)
compliant environmental review process completed before any funds, including funds
committed from other sources, can be spent on the project. Additional information on
environmental review requirements can be found in Section F of the CDBG/HOME
Guidebook on the City of Bremerton Block Grant Program web sites.
The costs associated with conducting a NEPA compliant environmental review for -
Capital CDBG `and HOME funded projects may be charged to the grant award as project
costs (HOME) or activity delivery costs (CDBG). Cost will vary depending on the level of
review and complexity of the project and include staff time, cost of publishing required
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CDBG/HOME Policy Plan 12018
legal ads and printing costs. The cost of any studies required to complete the
environmental review (i.e. Phase I Environmental Site Assessment, Geotechnical.
Report, Cultural Site Assessment, etc.) will be in addition to the costs associated with
preparation of the NEPA environmental review and will be the responsibility of the
subrecipient.
G. EQUAL OPPORTUNITY A ACCESSIBILITY
1. Fair Housing and Equal Opportunity
All CDBG/HOME projects must comply with all of the following Federal laws, executive
orders and regulations pertaining to fair housing and equal opportunity:
a. Title VI of the Civil Rights Act of 1964: No person may be excluded from participation
in, denied the benefits of, or subjected to discrimination under any program or activity
receiving Federal assistance on the basis of race, color or national origin (24 CFR
Part 1).
b. The Fair Housing Act: Prohibits discrimination in the sale or rental of housing, the
financing of housing or the provision of brokerage services against any person on the
basis of race, color, religion, sex, national origin, handicap or familial status (24 CFR
Part 100-115).
c. Equal Opportunity in Housing: Prohibits discrimination against individuals on the
basis of race, color, religion, sex or national origin in the sale, rental, leasing or other
disposition _of residential property, or in the use or occupancy of housing assisted
with Federal funds (24 CFR Part 107).
d. Age Discrimination Act of 1975: Prohibits age discrimination in programs receiving
Federal financial assistance (24 CFR Part 146).
e. For more information on eliminating discrimination visit
www.hud.gov/offices/fheo/progdesc/title8.cfm
2. Handicapped Accessibility
CDBG and HOME funded projects are subject to the following regulations governing the
accessibility of Federally -assisted buildings, facilities and programs.
a. Americans with Disabilities Act: Provides comprehensive civil rights to individuals
with disabilities in the areas of employment, public accommodations, state and local
government services and telecommunications. The Act requires certain buildings or
other facilities that receive Federal funds to be designed, constructed or altered in
accordance with standards that insure accessibility to and use by physically
handicapped people.
b. Section 504: Section 504 of the Rehabilitation Act of 1973 prohibits discrimination in
federally assisted programs on the basis of handicap.
Additional information on equal opportunity and accessibility can be found in Section G
of the CDBG/HOME Guidebook on the City of Bremerton Block Grant Program web
sites.
H. LABOR STANDARDS $ CONSTRUCTION
1. Equal Opportunity for Employment and Contracting
CDBG and HOME funded projects are subject to the following regulations governing
employment and contracting opportunities.
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CDBG/HOME Policy Plan 12018
a. Equal Employment Opportunity: Prohibits discrimination against any employee or
applicant for employment because of race, color, religion, sex or national origin.
Provisions to effectuate this prohibition must be included in all construction contracts
exceeding $10,000 (41 CFR Part 60).
b. Section 3 of the Housing and Urban Development Act of 1968: Requires that, to the
greatest extent feasible, opportunities for training and employment arising from
CDBG or HOME funded projects will be provided to low-income persons residing in
the program service area.
c. Minority/Women's Business Enterprise: Outreach to minorities and women in
contracting for services (24 CFR 85.36(e)).
2. Labor Requirements
CDBG and HOME projects must comply with certain regulations on wage and labor
standards. Pursuant to the Davis -Bacon Act, federal wage rates apply to most (but not
all) construction projects over $2,000. Applications that involve construction must
consider Davis -Bacon wage rates in the budget. The costs associated with the review of
Certified Payrolls and compliance with DBRA requirements may be charged to the grant
award as project costs (HOME) or activity delivery costs (CDBG). Cost will vary
depending on the complexity of the project
a. Davis -Bacon and Related Acts: Ensures that mechanics and laborers -employed in
construction work under federally assisted contracts are paid the Federal prevailing
wage for the locality.
b. Contract Work Hours and Safety Standards Act: Provides that mechanics and
laborers employed on federally assisted construction jobs are paid time and one-half
for work in excess of 40 hours per week.
c. Copeland (Anti -Kickback) Act: Governs the deductions from paychecks that are
allowable.
More information on Davis Bacon requirements can be found in Section I of the
CDBG/HOME Guidebook City of Bremerton Block Grant Program web site.
3. Lead -Based Paint Hazard (24 CFR Part 35)
Housing built before 1978, assisted with HOME or CDBG funds, is subject to the Lead -
Based Paint Poisoning Prevention Act. The law imposes requirements related to:
• Disclosure of known hazards and what has been done to reduce them;
• Treatment, relocation during treatment, and ongoing inspection of units.
Project feasibility is an important consideration for housing with lead-based paint.
Recipients of CDBG or HOME funds will need to be aware of the potential for additional
time and cost associated with lead-based paint hazards. Information on Lead -Based
Paint requirements can be found in Section I of the CDBG/HOME Guidebook on the City
of Bremerton Block Grant Program web site.
4. Compliance with Codes & Standards for Rehabilitation and New Construction
a. All capital projects funded with CDBG or HOME must comply with local building and
fire codes.
b. All HOME funded Rehabilitation projects must comply with the Rehabilitation
Standards adopted by the City of Bremerton Block Grant Program.
c. All rental housing units purchased and/or rehabilitated with CDBG or HOME must
pass a Uniform Physical Conditions Standards inspection.
d. All housing must comply with the applicable accessibility requirements for persons
with disabilities.
13
CDBG/HOME Policy Plan 1 2018
1. REPORTING & MONITORING
All programs and projects funded with CDBG or HOME funds will be required to submit
quarterly reports. Reports will be provided by the Block Grant Program and may be
submitted electronically. Annual on-site monitoring is conducted by staff for all open.
contracts. A monitoring checklist is used by staff to review compliance with the requirements
of.the written agreement and federal regulations. Agencies will be contacted at the end of
the program year to schedule the monitoring visit.
J. ACQUISITION & RELOCATION
1. Uniform Relocation Assistance & Real Property Acquisition (49 CFR Part 24)
These regulations apply to any federally -assisted project involving acquisition, demolition
or rehabilitation. Proposals for CDBG and HOME funded projects that are likely to
cause displacement of people or businesses are discouraged. Any project that is likely
to cause displacement must include relocation assistance payments in the budget and
be consistent with the Federal Uniform Relocation Act. Projects which trigger this
regulation must follow the Anti -displacement and Relocation Assistance Plan included in
Appendix C. If your project includes acquisition, rehabilitation or demolition you are
strongly urged to discuss the requirements with Block Grant staff before entering into
any legally binding agreements.
2. Minimizing the Loss of Low and Very Low Income Dwelling Units (24 CFR Part 42)
Any CDBG/HOME proposal that would directly result in any occupied or vacant
occupiable low and very low income dwelling units being (1) demolished, or (2)
converted to a,use other than as low and very low income housing must include a
realistic plan to provide replacement housing within three years of the commencement of
the demolition or rehabilitation relating to conversion. Projects which trigger this
regulation must follow the Anti -displacement and Relocation Assistance Plan
included in Appendix C.
CITIZEN (PARTICIPATIONPLAN
HUD requires a Citizen Participation Plan be adopted by jurisdictions receiving CDBG and
HOME funds. The plan details the process used by the City in development of the Consolidated
Plan and annual application cycle which results in the Action Plan submission to HUD. The City
of Bremerton Block Grant Program Citizen Participation Plan can be found in Appendix A.
14
CDBG/HOME Policy Plan 12018
CONSOLiDOED PLAN
WHAT IS THE CONSOLIDATED PLAN?
The Consolidated Plan rolls the planning, application and performance reporting requirements
of several programs run by HUD into one process and one document. In our community the
Consolidated Plan covers CDBG (Community Development Block Grants) and HOME (grant for
affordable housing) programs jointly for the City of Bremerton and Kitsap County. The plan
covers a 5 -year period submittal of the 2018 action plan will be for year three.
The Consolidated Plan requires a jurisdiction to identify all of its housing and community
development needs, and then develop a long-term strategy for meeting those needs. A key part
of the strategy is setting priorities. The Plan identifies priority housing needs, non -homeless
special needs, homeless needs, economic development and community development needs.
The Consolidated Plan also indicates what programs and resources will be used over the 5 -year
planning period. The plan contains objectives and strategies to address the identified needs
and estimates the resources needed to fund activities to address the different needs.
WHAT ARE THE KEY PARTS OF THE PLAN?
A. Housing & Community Development Needs Assessment
This is the part of the Plan that has U.S. Census Bureau information and other
information which presents a picture of the jurisdiction. People are the focus of the
"Needs" section of the plan. The emphasis is on the human side of housing and
community development including the needs of homeless people, people with special
needs and those who are low-income.
B. The Housing Market Analysis
This part of the Plan describes the physical "bricks and mortar," side of housing — the
supply side of housing. It looks at what housing exists. When the housing conditions in
this part of the plan are lined up with human needs in the previous part of the plan, a
clear picture of what must be done should emerge.
C. The Strategic Plan
The Strategy is the part of the Consolidated Plan where the County and City sets out
how it intends to use its CDBG and HOME funds from HUD's Department of Community
Planning and Development over the next five years. The strategy must declare what
priority the local government will give to the various housing and community
development needs identified earlier in the Consolidated Plan; the activities designed to
respond to those needs; and the different geographic areas where needs exist.
D. Annual Action Plan
The Action Plan is the one-year plan a jurisdiction must have to show how it is carrying
out its Jong -term Strategic Plan.. It shows how the jurisdiction will spend its CDBG and
15
CDBG/HOME Policy Plan 1 2018
HOME money in the upcoming year. The City of Bremerton use an annual application
process through which funds are competitively awarded.
Note: The full text of the Consolidated Plan is available on the City of Bremerton web sites and
also available upon request.
41
T GLOSSARY pra'
a
A Glossary of terms has been included in Appendix F.
0
M
16
•
Appendix A
Citizen Participation Plan
(Updated 5/10/2017)
Appendix A
I
i
Appendix A
l
CITY OF BREMERTON AND KITSAP' COUNTY
CITIZEN PARTICIPATION PLAN
Introduction
Thetity of Bremerton receives both Community Development Block Grant (CDBG) and
HOME Investment Partnership (HOME) funds. The City receives its own CDBG funds
as an entitlement, and HOME funds through its membership in a Consortium with Kitsap
County. The City of Bremerton is committed to assuring opportunities for citizen
involvement in decisions concerning activities taking place within the community.
Each year the City of Bremerton is eligible to receive CDBG and HOME funds. There
are specific rules and regulations governing the allocation and use of the funds,
including provisions for citizen involvement in decision making. In order to facilitate
citizen involvement, the City has adopted a Citizen Participation Plan.
Beginning in 2015, the City of Bremerton has removed its CDBG funding from the Grant
Recommendation Committee Process with Kitsap County. However the City still
participates with the Housing and Homelessness Program (which administers Homeless
Housing (HHGP), Affordable Housing (AHGP), and Consolidated Homeless Grant
(CHG) Program) which has a combined funding & application process.
This combined process includes a single application for funds, a single Grant
Recommendation Committee (GRC) process and funding recommendation for use of
HOME funds and Homeless Housing Grant Program. Funding recommendations are
approved by the Kitsap Board of Commissioners for County CDBG/HOME funds and by
the Bremerton City Council for City CDBG/HOME funds.
Purpose
The purpose of the Citizen Participation Plan is to provide an on-going mechanism to
ensure widespread citizen participation whereby all citizens have an opportunity to fully
express their needs and wishes for community improvement. Special efforts will be
made to encourage participation by:
• Low- and moderate -income persons, particularly those living in blighted areas.
• Residents of predominately low- and moderate -income neighborhoods.
• Minorities and non-English speaking persons, as well as persons with
disabilities.
This plan provides opportunities for representation of all of the citizens of the City of
Bremerton by allowing them to have a voice in the decision-making process and giving
them greater power and control over activities taking place within their community.
Annual Allocation Process / Action Plan Submission
The City of Bremerton as an entitlement jurisdiction will conduct a competitive annual
process to determine allocation of CDBG and HOME funds. The public is encouraged
to participate .in the process and its end product—the submission of an annual Action
Plan to HUD.
Appendix A
A. Notice of Funding'Availability & Application
Beginning in 2017 each year in the spring a notice will be published in the
newspaper of record to announce funding availability and provide an opportunity for
comment on the-CDBG/HOME Policy Plan. This notice will begin a 30 -day comment
period on the Policy Plan (including the Citizen Participation Plan) and include the
date and time of public hearings to take citizen comments. Notifications will also be
sent to any agency or organization who requests to be placed on our interested
parties email list.
Upon approval of the Policy Plan by the Bremerton City Council, information about
the Request for Funding Proposals and mandatory technical assistance session will
be available from:
City of Bremerton, Community Development Block Grant
345 6th Street, Suite 600, Bremerton, WA 98337-1873
or by contacting Sarah Achaoui
360-473-5375
or by phone at
Applications will be made available in a format accessible to persons with disabilities
upon request.
Application submittal instructions and due date are included in the Notice of Funding
Availability (NOFA). Applications must be submitted online and require access to the
internet.
B. Technical Assistance
One mandatory technical assistance session will be held for all applicants, who are
interested in applying for funding. During the session, staff will provide information to
citizens concerning who can apply for funds, funds expected to be available, the
range of activities that may be undertaken, priorities for funding, application .
submission requirements including technical assistance in filling out the application,
the application deadline, and how decisions concerning funding will be made.
In addition to the mandatory Technical Assistance described above, City Block Grant
staff is also available by appointment for one-on-one Technical Assistance to
.provide guidance to citizens and organizations regarding specific project
considerations.
At any time, any citizen may contact the City Block Grant staff for technical
assistance, help with an application or general information in relation to programs
described in this Plan. The Department will help citizens understand CDBG and
HOME funded programs, the procedures for submitting proposals, the Citizen
Participation Plan and other program requirements so they can effectively participate
in CDBG and/or HOME programs and the funding process.
This session, for CDBG applicants will be held on June 28th, 2017, from 10:00 am -
12:00 pm at the Norm Dicks .Government Center in the Mayor's Conference room.
Appendix A
C. Application Review & Project Review Committee Recommendation
Process
The Grant Recommendation Committee (PRC) will be used to review applications
for HOME funds through the coordinated grant process. The City of Bremerton uses
a separate Project Review Committee to review applications for CDBG funds.
The Project Review Committee must adhere to the Conflict of Interest Policy in
Appendix D and described below.
Applications will be initially reviewed by Block Grant Staff to determine compliance
with technical requirements including eligibility for CDBG and/or HOME funds.
Applications which are found not eligible for CDBG, HOME, Homeless Grant
Program or Affordable Housing funds, will be disqualified and the applicant will be
notified. Eligible applications will be reviewed and evaluated by staff for
organizational and financial capacity, will be intereviewed by the Project Review
Committee, and a recommendation will be provided by the Project Review
Committee and forwarded to City Council. The Council will review all
recommendations, and select the projects for funding based how they address
needs & objectives identified in the 2016-2020 Consolidated Plan. The details of the
multi-level review process are listed below:
Stage 1: Qualification Review
Applications are reviewed for potential disqualification using the following process:
1. Applications are reviewed for completeness, soundness, and eligibility against the
following criteria. Applications meeting one or more will be disqualified. At least two
different staff members must agree that an application should be disqualified.
a. Amount requested is not consistent among narrative questions,
Sources of Financing form, budget form, and/or applicant information;
b. Missing or blank attachments or forms or using old versions of forms;
c. Project or applicant organization is not eligible for any of the funding
sources;
d. Project does not meet a priority identified in the City of Bremerton
Consolidated Plan (2016-2020) or does not meet a Bremerton City
Council funding priority.
e. Wrong application type is submitted for project.
2. Applicants will be notified of the results of the Stage 1 Review via email, either:
a. Application is moving to Stage 2 and the applicant will be contacted to
schedule an interview; or
b. Application is disqualified and the basis for disqualification is provided.
Appendix A
Stage 2: Review and Scorinq
Applications are reviewed and scored for organizational capacity, financial
soundness, and project priority.
1. Staff members review and score all areas of the application utilizing scoring
criteria specific to each application type.
2. Project Review Committee (PRC) members make fuding recommendations using
the' following process:
a. Review, evaluate, and score each application using review and scoring guides
specific to each application type;
b. Conduct interview with each applicant and score applicant interviews;
interview length will depend on application type.
➢ CDBG Economic Development will have interviews consisting of the
following:
o 20 minutes in length which includes 10 minute agency presentation
and 10 minute question/answer.
➢ Capital applications will have interviews consisting of the following:
o 35 minutes in length which includes 15 minute agency presentation
and 20 minute question/answer.
c. Assign a priority ranking and recommend funding awards to applications.
Stacie 3: Funding Awards
The funding recommendations go through a multi -step process, prior to finalizing
the award amount.
I. Project Review Committee (PRC) — All Stage 2 applications will have a final
score comprised of the staff application review score, PRC application review score,
and PRC interview score. The PRC will use the finalized score of applications to
assist in making the funding recommendations and contingencies.
2. City of Bremerton City Council- The City Council receives the
recommendations from the Project Review Committee, holds a public comment
period and a public hearing, and makes awards and contingencies.
3. Federal CDBG and HOME funds- Applications awarded CDBG and HOME funds
must be included in an Action Plan associated with the 2016-2020 Consolidated
Plan and submitted to HUD for approval. The Action Plan cannot be finalized until
the City of Bremerton receives the federal award amounts from HUD.
4. Final Awards — Funding recommendations were made based on estimated
funds. Once the actual amounts are known awards will be adjusted based on the
contingency set by the PRC's and approved by the Bremerton City Council.
Appendix A
Project Review Committee
The Project Review Committee (PRC) will be formed consisting of three City of
Bremerton staff members (Director -Department of Community Development,
Assistant Finance Director, Community Development Project Assistant), one
member from City Council, one representative from the Planning Commission and
two citizens at large. (If a representative from the Planning Commission is
unavailable, another citizen representative will serve in their place). The role of this
committee is to read all applications and complete independent, scored reviews,
review projects for community need and benefit, review evaluations, conduct
interviews, and discuss, rank and recommend projects for funding. The appointees
to this committee are appointed by the Mayor and confirmed by Bremerton City
Council.
The PRC will provide recommendations to City Council and the Council will have the
opportunity to approve all the final recommendations.
Applicant interviews will be conducted with the PRC. Applicants will have the
opportunity to present their project and the PRC will have an opportunity to ask
questions. At the conclusion of the interviews the PRC will formulate a funding
recommendation for approval by the City of Bremerton City Council.
Appointments for PRC members are made annually. PRC members are appointed
to serve a two year term and can be re -appointed to serve successive terms and/or
additional terms.
Conflict of Interest
a. No member of the PRC shall be beneficially interested, directly or indirectly, in any
grant applications which may be made by, through or under the recommendation of
the PRC, in whole or in part, or which may be made for the benefit of his or her
office, or accept, directly or indirectly, any compensation, gratuity or reward in
connection with such contract from any other person beneficially interested therein
(from RCW 42.23.030).
ka. No member of the PRC shall engage in any activity, including participation in the,
selection, award, or administration of a grant award or contract if a conflict of
interest, real or apparent, exists.
c. Additional information on Remote Interest and Potential Bias by Prior Association
can be found in the full Conflict of Interest Policy under Appendix D.
D. Funding Recommendations & Action Plan
Organizations submitting applications will be notified whether or not the staff has
recommended their proposal for funding. The City Council will consider the staff
recommendation, will hold a public hearing on the proposal, will take public
testimony and will adopt the funding package. Notifications will include the date, time
and place of the public hearings.
Appendix A
All projects approved for funding will be included in the City's Action Plan. A
summary of each Action Plan will be published in the newspaper of record and on
the City's website. The summaries will describe the contents and purpose of the
Action Plans, and include a list of locations where copies of the entire proposed
plans may be examined. Citizens will be provided a period of 30 days to review and
comment on the plans. Comments or views of citizens will be considered, and a
summary of any comments or views not accepted and the reasons therefore, will be
attached to the final Action Plan which will be submitted to HUD.
The City of Bremerton will submit the Action Plan, including the projects proposed to
be funded, to HUD no later,than November 15th of each calendar year, unless HUD
instructs the City not to submit until an appropriations bill has been enacted and
HUD has notified the City of Bremerton of our actual allocation amounts.
Five Year Consolidated Plan
The Consolidated Plan is the result of a process set forth by the Department of Housing
and Urban Development (HUD) to provide a planning and application process for the
CDBG and HOME programs within a single document. The Kitsap County HOME
Consortium is required to submit the Consolidated Plan for the HOME participating
jurisdiction (which consists of Kitsap County and the City of Bremerton). The
Consolidated Plan is available online at:
■ http://www.bremertonwa.gov/209/Consolidated-Planning (scroll down for a link to the
documents)
■ A printed copy may be requested from the City of Bremerton Block Grant Divisions
There are a number of specific elements in the 5 -Year Consolidated Plan, including:
• Needs Assessment: an assessment of housing needs (primarily of low and
moderate income people) and needs of homeless people;
• Housing Market Analysis: an analysis of the City of Bremerton's and Kitsap
County's housing market; `
• Strategic Plan: a discussion of the City of Bremerton's and Kitsap County's
priority needs to establish goals and objectives for implementing strategies
which address housing and community development activities;
• Citizen Participation Plan (Updated within the annually updated Policy Plan)
• Annual Action Plan: describes the activities that will be undertaken to
address priority needs utilizing HOME and CDBG grant funds during the
upcoming program year (Submitted Annually); and
• Consolidated Annual Performance and Evaluation Report (CAPER):
describes how funds were used in activities that provided benefits to low and
moderate income individuals and families during the previous program year.
(Submitted Annually)
Governments, service providers, citizens, and non-profit/for-profit agencies are
encouraged to identify needs and priorities, assist in the development of strategies, and
to participate in the annual allocation process. The following are specific opportunities
for citizens to participate in the development of the information to be incorporated in the
Consolidated Plan, which is updated every five years:
Appendix A
1. At least one community meeting will be held to obtain the views of citizens, public
agencies, and other interested parties concerning housing and community
development needs, including non -housing community development needs and
priorities during development of the plan.
2. The City of Bremerton will coordinate with the Bremerton Housing Authority (BHA) to
encourage participation of residents of public and assisted housing and other low-
income residents of targeted revitalization areas, in the process of developing and
implementing the Consolidated Plan.
3. Agencies working with low- and moderate -income persons, particularly those living
in blighted areas and residents of predominately low- and moderate -income
neighborhoods, minorities, non-English speaking persons, and persons with
disabilities will be contacted to encourage participation in the development of the
Consolidated Plan.
Amendments to the Annual Action Plan
Citizens will be notified and have an opportunity to comment on any substantial
amendments proposed to the Annual Action Plan.
Substantial Amendments will be published in the City's newspaper of record and
be subject to a 30 -day public comment period to allow for comment prior to
implementation of the proposed amendment. Substantial Amendments may be
forwarded for review by the appropriate PRC prior to submission to the Bremerton
City Council for final approval. Comments or views of citizens will be considered at
the public hearing, and a summary of any comments or views not accepted and the
reasons therefore, will be attached to the substantial amendment of the final Action
Plan which will be submitted to HUD. Substantial amendments include:
• Changes in the use of CDBG or HOME funds from one eligible activity to
another
• Adding a new activity
• A substantial change to the purpose, scope, location or beneficiaries of the
project as defined in the application for funds and approved by the GRC.
CDBG or HOME activities awarded funds which have a substantial change in the
purpose, scope, beneficiaries, location or budget will be evaluated by Block Grant
Staff and may be required to submit a new application for funding in the next
application. cycle.
Projects not expending their full CDBG or HOME award will not trigger a substantial
amendment. These funds will be re -obligated to new projects during the following
year's regular application cycle.
Minor Changes: Any request for a change in the amount to be expended on a.
program or project budget line item, or a minor change to the purpose, scope,
location or beneficiaries of the project as defined in the application for funds, shall
not be considered a Substantial Change requiring citizen notification and Annual
Appendix A
Action Plan amendment; however, prior written approval of these changes must be
obtained from the appropriate Block Grant Administrator.
Minor project changes may need to be formalized as an amendment to the sub -
recipient Agency's contract with the City. The Agency will submit a written request
for change to the Block Grant Administrator -stating the specific reasons for the
requested increase or decrease in funding, or change in purpose, scope, location or
beneficiaries. All requests will be reviewed, and approved or denied by the Block
Grant Administrator.
Performance Reports
1. The City of Bremerton Block Grant Division will prepare and submit a Consolidated
Annual Performance and Evaluation Report (CAPER) to HUD no later than March
31 st of each year for the previous calendar year.
2. The CAPER will be made available for public review.. Notice will be published in the
newspaper of record and copies will be available on the City's website:
• City of Bremerton: http://www.bremertonwa.gov/198/Federal-Grants---CDBG
scroll down to the year and CAPER file desired.
3. Citizens will be provided a period of at least 15 days to review and comment on the
CAPER. Comments or views of citizens will be considered in the report, and a
summary of any comments or views not accepted and the reasons therefore, will be
attached to the CAPER and submitted to HUD.
Public Hearings
I
By law, public hearings are required in order to obtain the public's view and to provide
the public with the City's responses to public questions and proposals. Annually a public
hearing will be held in spring for the approval of the next year's Policy Plan. A second
hearing is held in November to review the proposed use of funds and adopt the Annual
Action Plan.
Notification of the public hearings and of comment periods will be published in the
newspaper of record and will afford citizens, public agencies, and other interested
parties a reasonable opportunity to examine the proposed plans and to submit
comments. ,
City of Bremerton public hearings will be held during Bremerton City Council meetings,
which are held every first and third Wednesday of the month, at 5:30 pm in the meeting
chambers of the Norm Dicks Government Center. Bremerton City Council agenda may
be obtained at http://www.ci.bremerton.wa.us/155/City-Council.
Public Comments
Interested persons may submit comments in writing during the public comment periods,
or orally at the public hearings. Written comments should be directed to:
Appendix A
Sarah Achaoui
Community Development Block Grant Administrator
City of Bremerton
345 6th Street, Suite 600
Bremerton, WA 98337
Complaints
All written citizen complaints will be referred to the appropriate person(s) or agencies for
action. Under normal circumstances, the Block Grant Division will -respond to the person
making the complaint within 15 days. All complaints and responses will be kept on file.
Resources
Newspaper of Record: Notification will be placed in the following newspaper under
Legal Notices at least ten days before a public meeting is held concerning a program
described in this plan:
City of Bremerton Block Grant — The Kitsap Sun
Notices may also be published on City website:
City of Bremerton Block Grant Program:
hftp://www.bremertonwa.gov/1 98/Federal-G rants ---C DBG
The notice will indicate when and where the public meeting will be held. Meetings are
often held at the following location:
Norm Dicks Government Center, 11t Floor"Meeting Chambers
3456 th Street
Bremerton, WA 98337
Appendix B
Appendix B
CDBG Eligibility Requirements & Program Rules
r
Appendix B
CDBG NATIONAL OBJECTIVES
AND ELIGIBILITY REQUIREMENTS
Every CDBG activity must meet a national objective and must be eligible in order to be funded, and
each CDBG applicant must be able to demonstrate eligibility based on data collected. The following
information is provided to assist you in defining the eligibility and national objective that your activity
meets and the type of information you will need to gather from the population you serve to provide to
the City Block Grant office. Specific regulations that govern the CDBG program are available the Block
Grant office.
What are the National Objectives? (Benefit Criteria)
An eligible CDBG activity must either
Ie Principally benefit low and very low income
A. Area Benefit —
a. Activity which is available to benefit all the residents of an area which is primarily
residential.
b. At least 51 % of beneficiaries are low or very low income persons/households.
c. Applicants will be responsible for defining the service area and City staff will check
to ensure that it meets the Low Moderate Income (LMI) criteria.
B. Limited Clientele
1. At least 51 % of beneficiaries are low or very low income persons/households
a. Presumed Benefit
b. Agency Requires Client Information
c. Income Eligibility Requirement (Direct Benefit)
d. Nature/location
2. Removal of Architectural Barriers
3. Assistance to Owners of Microenterprises
4. Employment Support Services
C. Housing Activities (Residential)
D. Job Creation or Retention - Economic Development
a. Must be located in a predominantly Low/Moderate (UM) income neighborhood and
serve the L/M income residents; or
b. Involve facilities designed for use predominantly by L/M income persons; or
c. Involve the employment of persons, the majority of whom are UM,income persons.
Appendix B -
NEIGHBORHOOD REVITALIZATION STRATEGY AREA
The City of Bremerton has an. approved Neighborhood Revitalization Strategy Area (NRSA)
which matches the CDBG target area. This NRSA allows for increased flexibility in undertaking
economic development (UM jobs) and housing activities with CDBG funds.
Areas of enhanced regulatory flexibility include:
-Job creation or retention effort focused in the NRSA may be classified as meeting the LMI area
benefit national objective requirements.
• Businesses that receive such assistance need not track the specific income of newly hired
employees to demonstrate LMI benefit.
• This provision reduces the administrative burden to the business and is intended to
provide an incentive to businesses to participate in the community's job creation/retention
programs.
- Aggregation of housing units for which CDBG funds are obligated during each program
year and treat them as a single structure.
0 51% of total number of units must be occupied by LMI households.
o This permits grantees greater flexibility in applying the LMI housing national
objective criteria for the housing category.
- Economic development activities carried out in the NRSA may be excluded from the
aggregate public benefit standards thereby reducing recordkeeping requirements.
- This affords greater flexibility in selecting and implementing economic development
activities, and reduces the amount and scope of information that grantees must collect
and document regarding its programs.
The City of Bremerton's blight area has been designated by the City. A map will be attached to
Appendix E of this document.
Activities to be assisted with CDBG funds must be limited to those that address one or more of
the conditions which contributed to the deterioration of the area. (Note that this does not limit
the activities to those that address the blight or decay itself, but it allows an activity to qualify if
it can be shown to address a condition that is deemed to, have contributed to the decline of the
area.)
II. REDUCE OR ELIMINATE BLIGHT '\
An activity may meet the national objective of reducing or eliminating blight, instead of -
benefiting low and very low income people. Currently, there is one designated blight area in
the City of Bremerton shown on map in Appendix E. CDBG activities that meet this objective
will do so on an Area Basis.
Appendix B
Area Basis A project must be located in an area defined as a blighted area under state or local
law; the conditions which qualified the area as slum or blight must be on record; and the _
project must specifically address one or more of these conditions.
Examples of Activities:
Rehabilitation of residential structures:
Where the assisted activity is rehabilitation of residential structures, two additional criteria must
be met:
1. Each such building must be considered under local definition (At a minimum, the local
definition must be at least as stringent as the housing quality standards used in the
Section 8 Housing Assistance Payment Program — Existing Housing.) and;
2. All deficiencies making the building substandard must be corrected before less critical
work on the building may be undertaken.
Note: These two criteria do not apply to nonresidential rehabilitation (rehabilitation of
commercial or industrial buildings).
Other activities may include:
• Acquisition and clearance of blighted properties,
• Commercial revitalization through fagade improvements,
• Commercial rehab to correct code deficiencies,
III. Meet an Urgent Need
A. Urgent Need would be a natural disaster or federally declared disaster.
NOTE: The vast majority of CDBG activities funded are designed to benefit low and very low
income persons and households.
How Does A Project Meet a National Objective?
I. Principally benefit low and very low income
To meet this national objective, an applicant must document that the proposed project will benefit
predominantly low and very low income persons or households. A low income person/household
is one whose annual income does not exceed 80% of area median income -- a very low income
person/household is one whose annual income does not exceed 50% of the area median
Appendix B
income. HUD Income Limits for Bremerton are included in the Application each year. There are
several different ways that CDBG activities can benefit low and very low income persons:
A. AREA BENEFIT
This criteria allows a project located in principally residential area to meet a National
Objective by demonstrating that, based on the demographics of a project's defined
service area, at least 51 % of the residents are low or very low income. Certain activities
are a natural fit for area benefit, as they serve a geographic area, such as parks,
neighborhood facilities, community centers and streets/sidewalks.
Any activities that take place within the Neighborhood Revitalization Strategy Area would
qualify on an Area Benefit as 72% of the residents are low or very low income. (Please
consult with the Block Grant office to confirm your activity will qualify on an Low/Mod Area
basis). '
Please contact the City Block Grant office for maps and more information on documenting
your service area and determining eligibility under Area Benefit.
Applicants must. -
Attach a map with the boundaries of the project's service area delineated= (the
surrounding geographic area in which all or most of the people benefiting from the
project reside).
Q Explain why that particular geographic area is the service area for the project;
Q Indicate on the map residential and commercial areas within the service area
boundary; and
Q Provide documentation that 51 %(City) or more of the residents within the service
area are low and very low income persons/households utilizing the most recent
census data as provided by HUD. Please contact the City or Block Grant office for
maps and more information on documenting your service area.
B. LIMITED CLIENTELE
An activity, which benefits a limited clientele, at least 51% of whom are low or very low
income persons/households. There are four types of activities in this category:
1. Presumed Benefit -- An activity may benefit one of the following groups who are
presumed by HUD to be principally low and very low income: abused children,
battered spouses, elderly persons, handicapped persons, homeless persons, illiterate
persons, migrant farm workers and persons living with HIV/AIDS.
Appendix B
Applicants must.-
Demonstrate
ust.
Demonstrate that the facility or service is designed for and used predominantly
by one of the groups identified above.
Q Demonstrate that your clientele meets HUD's definition for the presumed group
you serve, for example, homeless individuals must meet HUD's definition and
documentation requirements at
hfps://www.onecpd.info/resources/documents/HomelessDefinition Re
cordkeepingReguirementsandCriteria. pdf
2. Require documentation on family size and income in order to show that at
least 51 percent of the clientele are low income — This means your program
can serve low and moderate income clientele if at least 51 % of your clientele are
low income. Agencies must keep information on client income and family size
which can document whether or not 51% or more of the clientele are persons
whose family income does not exceed low and moderate income limits for Kitsap
County. Note: Income qualification criteria from other programs (such as state
poverty guidelines) may be substituted provided those criteria are at least as
restrictive as the HUD income limits.
Applicants must.
Q Provide documentation of the total number of clients/households served in
2016 (if this is an existing service);
Q State what percent of the clients/households served in 2016 were low or very
low income (or met criteria that are stricter);
Q Provide a copy of the income qualification criteria that were used to screen
clients and to determine the percent that were low and very low income;
Q Provide a copy of the client intake form highlighting the questions regarding
family size and income levels; and
Q Agree to maintain documentation of the client's incomes for the CDBG contract
period.
3. Income Eligibility Requirements (Direct Benefitl -- This means that the agency`
uses, income screening to limit the benefits of the CDBG funded activity to only
those persons who are low and very low income. For example, a housing
Appendix B
r
counseling program would screen potential clients and use the CDBG funds to pay
for the counseling only of those who are income eligible.
Applicants must.
Q Screen clients by family size and income;
Q Provide a copy of the income qualification criteria that were used to screen
clients to determine low and very low income status;
Q Provide a copy of the client intake form highlighting the questions regarding
family size and income levels; and
Q Describe how the program/project would limit the benefits of the CDBG funded
activity exclusively to low and very low income persons/households.
4. Nature/Location of Activity Allows Conclusion of Primarily Low and Very
Low Income Benefit -- This means that the activity is of such a nature and in such
a location that it may be concluded that the clientele will be primarily low and very
low income; for example, free childcare in an assisted housing project..
Applicants must:
Q Explain how the nature, and if applicable, the location of the proposed project,
establishes that it is used primarily for low and very low income persons.
In addition to the four activities described above, the following activities may
qualify under the limited clientele national objective.
• Removal of Architectural Barriers
A project which removes material or architectural barriers which restrict the mobility and
accessibility of elderly or handicapped persons to publicly owned and privately owned
non-residential buildings, facilities and improvements, and? the common areas of
residential structures containing more than one dwelling unit is considered a limited
clientele activity. Note: This refers to the removal of existing barriers. It does not apply
to new construction.
• Assistance to Owners of Microenterprises "
When assistance is to be provided to a microenterprise (a commercial enterprise that has
five or fewer employees, one or more of whom owns the enterprise) the owner must
qualify as low or moderate income. Note: for microenterprise projects under the limited
clientele national objective justification, the low income threshold applies only to the
owner, there are no income requirements for the workers the owner employs.
Appendix B
Employment Support Services.
If CDBG assistance is only provided for training or supportive services (peer support
programs, counseling, child care, transportation, and other similar services) to assist
business(es), the percentage of low and moderate income persons assisted may be less
than 51 % if the proportion of the total cost borne by CDBG funds is no greater than the
proportion of the total number of persons assisted who are low or moderate income. For
example: A new business moves into town and begins an on-site day care program for
workers. The total cost of the day care is $10,000. There are 40 children, 3 of which
meet qualifications as low and moderate income. The maximum amount chargeable to
the CDBG program is $750.00. ($10,000/40 =$250 X 3 = $750).
Applicants must.
Q Maintain data documenting the total cost of the service, Screen clients by family size
and income; and provide a copy of the client intake form highlighting the questions
regarding family size and -income levels;
C. Housing Activities
These are activities providing or improving permanent residential structures which are or will
be occupied by low and very low income,households. It does not include group homes or
shelters for the homeless, which .are considered limited clientele activities.
Applicants must:
10 Maintain a copy of the written agreement with each landlord or developer receiving
CDBG assistance indicating the total number of dwelling units in each multi -unit
structure assisted and the number of those units which will be occupied by low and
moderate income households after assistance.
O Maintain records on the total cost of the activity, including both CDBG and non-CDBG
funds.
[� Screen households for family size and income eligibility.
Q For rental housing, maintain records on rent charged (or to be charged) after assistance
for each dwelling unit in each structure assisted.
D. Job Creation or Retention Activities
These are economic development activities which are designed to create or retain permanent
jobs, where at least 51 % of the jobs, computed on a full-time equivalent basis, can be
Appendix B
documented to employ low and very low income_ persons for the geographic area where it is
located. There are very specific elements of this national objective. Please contact the
Community Development staff to discuss your project prior to submitting an application.
CDBG FUNDING - SPECIFIC REQUIREMENTS
1. Reversion of Assets / Change -of -Use of CDBG Assisted Property All recipients
must agree to restrict the use of the property, which was acquired and/or improved
using CDBG funds, to the intended purpose for which the funds were awarded. The
restriction will be based on the dollars invested and follow the guidelines in the chart
below. This is to ensure compliance with HUD requirements and to ensure continued
public benefit.
Activity
Dollar Threshold*
Minimum Years
Restricted
Rehabilitation or Acquisition of
existing facilities or housing
Less than $15,000
5 Years
(including homeownership
$15,000 - $40,000
10 Years
assistance)
Greater than $40,000
15 Years
New Construction or
Acquisition of land for new
Any $ amount
20 Years
construction
' * Dollar threshold is per facility, or if housing, per unit for single family housing
Reversion of assets provisions require agency to transfer to the City any CDBG funds
on hand at the time of expiration of the subrecipient agreement, any accounts
receivable attributable to the use of CDBG funds, and any nonexpendable personal
property that was purchased with CDBG funds
2. Restriction on Assessments
CDBG funds may not be used for public improvement projects where a portion of the
projects is to be financed by assessments to area property owners, unless the project is
structured such that CDBG funds are used to pay the assessments of all low and very
low income property owners. The analysis of incomes of affected persons must be done
ahead of time and submitted as part of the application for CDBG funds.
3. Guidelines for Economic Development Projects (24 CFR 570.209) City will
utilize the guidelines provided at 24 CFR 570.209 relative to project costs and
financial requirements and standards for evaluating public benefit.
Appendix B
4. Supplanting (24 CFR 570.207)
Federal regulations prohibit using CDBG funds to supplant (replace or substitute for)
local funds for public services or ongoing responsibilities of general local government.
The intent of this federal regulation is to prevent local government from using the
availability of federal CDBG dollars as an excuse to reduce local funding commitments.
1
Appendix
Appendix C
Anti -Displacement & Relocation Assistance plan
a
Appendix C
Anti -displacement and Relocation Assistance Plan
INTRODUCTION
• Applicants for federal funds must comply with the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970, referred to as
URA. URA regulations, at 49 CFR Part 24, apply to any federally -assisted project
involving acquisition, demolition, or rehabilitation.
• The URA protects all persons who are displaced by a federally assisted project,
regardless of their income. This is in contrast to Section 104(d) which only
protects displaced persons whose income is at or below 80% of the area median
income. The URA also protects businesses located in a building acquired,
demolished or rehabilitated with federal funds.
REAL PROPERTY ACQUISITION
A. When acquisition of real property is the result of a voluntary proposal which has been
submitted by an owner in response to a public invitation or solicitation for offers, it is
referred to as voluntary acquisition. In contrast, acquisition of property by the local
government entity which is not voluntarily offered for sale is referred to as involuntary
acquisition. Voluntary Acquisition must adhere to the following procedures:
a) Determine if the housing unit is a low/moderate income dwelling unit and if so
contact the Block Grant Program office.
b) Clearly advise the owner that in the event negotiations fail to result in an
agreement the property will not be acquired.
c) Arrange for a full independent narrative appraisal of the property by a qualified
appraiser.
d) -Inform the owner of what the agency believes to be fair market value of the
property and that the agency does not have the authority to acquire the property
by eminent domain. (HUD Guideform Notice of Vo/untaryArms Length
Transaction is available from the Block Grant Office).
B. All acquisitions must go through real estate escrow. The escrow agent must be a,
neutral third party to the acquisition.
C. All acquisitions must have title insurance.
D. All acquisitions will need a notice of some kind. All occupants are entitled to timely
notice explaining whether or not they will be displaced.
Appendix C
• Occupants to be displaced must be informed of their eligibility for relocation
assistance and the nature of the assistance.
• Occupants not to be displaced must be informed of the terms and conditions
under which they may occupy the property upon completion of the project.
NOTICES
➢ General Information Notice (GIN): Informs occupants of a possible project and
of their rights under URA. Stresses that the household should not move at this
time.
➢ Move -in Notice informs households moving into potential projects after the
application that may be displaced and _that they will not be entitled to assistance.
➢ Notice of Non -Displacement informs households who remain in the project
after completion of the assisted activity of their rights and of the terms and
conditions of their remaining at the property.
➢ Temporary Relocation Notice informs households who will be temporarily
relocated of their rights and of the conditions of their temporarymove.
➢ . Notice of Eligibility informs households to be displaced of their rights and levels
of assistance under federal law.
➢ 90 and 30 Day Notices informs displaced households of the day by which they
must vacate the property.
PLANNING FOR RELOCATION UNDER URA
A: Minimizing Displacement: It is the policy of the City of Bremerton Community
Development Block Grant (CDBG) and HOME Investment Partnership (HOME)
Programs to minimize displacement of people or businesses as a result of activities
assisted with CDBG or HOME funds. This means:
a) Considering whether displacement will occur and how this would affect the
feasibility of the project.
b) Identifying potential relocation workload and resources early.
c) As whenever possible, that residential occupants of buildings to be
rehabilitated are offered an opportunity to return.
d) Planning rehabilitation projects to include "staging" where this would minimize
displacement.
B. Relocation Assistance for Displaced Residents
Relocation is defined as the permanent movement of occupants/tenants, required as a
result of a CDBG or HOME activity. Federal regulations require that if any individuals,
families, businesses, or farms are displaced the subrecipient must:
a) Inform the person(s) that they may be displaced and generally describe the
relocation payment(s) for which they may be eligible, the basic conditions of
eligibility, and the procedures for obtaining payment(s).
Appendix C
b) Inform the person that they will 'not be required to move without at least 90
days advance written notice and that they person to be displaced cannot be
required to move permanently unless at least one comparable replacement
dwelling unit has been made available.
c) Inform the person that they will be given reasonable relocation advisory
services, including referrals to replacement properties, help in filing payment
claims, and other necessary assistance to help them relocate.
d) Provide the person with a description of their right to appeal any
determinations for assistance under the Uniform Relocation and Real Property
Acquisition Act (49 CFR, Part 24).
e) Assure that those persons who are required to relocate receive their full
replacement housing payments, moving and related expenses.
C. Rights of Residents who remain in the Proiect
a) Remaining Households must be offered affordable Housing.
➢ Tenants who are intended to remain in the project must receive the
offer of a "suitable" unit which can be rented at an "affordable" price.
Determining which tenants will be able to remain in the project is a key
component of determining the feasibility of an occupied project.
b) Temporary Relocation
➢ Residents who will remain in the project after rehabilitation may be
required to move temporarily during rehabilitation.
➢ The temporary dwelling must be suitable and decent, safe, and
sanitary but not necessarily comparable.
➢ In addition to the Notice of Non-displacement, the resident must as a
minimum, receive reasonable advance written notice of the date and
approximate duration of the planned temporary move; information
about the terms and conditions under which the tenant will be returning
to when the project is completed; and reimbursement for all reasonable
out-of-pocket expenses incurred in connection with the temporary
move.
c) Permanent Moves Within the Project -
➢ Tenants may be allowed to remain in a project after,rehabilitation, but
not necessarily in the same unit.
➢ Permanent moves within the -same project must be to suitable, decent,
safe and sanitary -but not necessarily comparable -units.
➢ In addition to the Notice of Non-displacement, the resident must, as a
minimum receive reasonable advance written- notice of the date of the
planned move to an alternate unit and; reimbursement for all
Appendix C
reasonable out-of-pocket expenses incurred in connection with the
move.
SECTION 1040- REPLACEMENT OF HOUSING
Section 104(d) of the Housing and Community Development Act of 1974 as amended
requires the one-for-one replacement of low/moderate income occupied or occupiable
dwelling units which are demolished or converted to a use other than low/moderate
income housing as a direct result of CDBG or HOME assistance. Under this section
relocation assistance shall be provided in accordance with 24 CFR Part 42.350. One-
for-one replacement of units shall be provided in accordance with 24 CFR Part 42.375.
All comparable replacement housing will be provided within one year prior or three
years after commencement of the demolition or conversion. Before entering into a
contract committing the City to provide funds for an activity that will directly result in
demolition or conversion, the City of Bremerton will require the applicant to publish a
notice in the newspaper, and The City of Bremerton will submit to .HUD, the following
information in writing:
1) Description of proposed assisted activity;
2) The address, number of bedrooms and a map of location of the lower income
housing that will be lost as a, result of the project;
3) Time schedule for start and completion of the demolition or conversion;
4) To the extent known, the address, number of bedrooms, and map of the
location of replacement housing that has or will be provided. If such data are not
available at the time of the general submission, the City of Bremerton will identify
the general location on an area map and information identifying the specific
location and number of dwelling units by size shall be submitted and disclosed to
the public as soon as it is available;
5) Basis for concluding replacement housing will remain a low-income unit for at
least 10 years from the date of initial occupancy;
6) Information demonstrating that any proposed replacement of housing units,
that are different in size,from those units lost, is appropriate and consistent with
the housing needs and priorities identified in the Consolidated Plan.
Appendix C
DEFINITIONS
Comparable replacement dwelling unit: A unit that meets the criteria of 49 CFR
24.2(d)(1) through (6); and is available at a monthly cost for rent that does not exceed
the "Total Tenant Payment" determined under 24 CFR Part 42 813.107.
Conversion: This term means altering a housing unit so that it is used for non -housing
purposes; used for housing but no longer meets the definition of lower income dwelling
unit; or used as an emergency shelter.
Lower -Income Dwelling Unit: A dwelling unit with a market rent (including utility costs0
that does not exceed the applicable Fair Market Rent (FMR) for Section 8 existing
housing established under 24 CFR Part 888. However, the term does not include any
unit that is owned and occupied by the same person before and after the assisted
rehabilitation.
Vacant occupiable dwelling unit: A vacant dwelling unit that is in a standard
condition; vacant dwelling unit that is in a substandard condition but is suitable for
rehabilitation; or a dwelling unit that is in any condition that has been occupied (except
by a squatter) at any time within the period beginning 3 months before the date of
execution of the agreement by the recipient covering the rehabilitation or demolition.
I
Appendix D
Appendix D
Conflict of Interest Policy
Appendix D
Conflict of Interest Policy
City of Bremerton Project Review Committee
From time to time, community volunteers who are appointed to the Project Review
Committee (PRC) have prior experience with one of the applicants or programs
requesting grant funding. The following guidelines are intended to clarify what should
happen in these cases to avoid real .or perceived conflict of interest.
1) Conflict of Interest:
a. No member of the PRC shall be beneficially interested, directly or indirectly, in
any grant applications which may be made by, through, or under the
recommendation of the PRC, in whole or in part, or which may be made for the
benefit of his or her office, or accept directly or indirectly, any compensation,
gratuity or reward in connection with such contract from any other person
beneficially interested therein (from RCW 42.23.030) `
b. No member of the PRC shall engage in any activity, including participation in
the selection, award, or administration of a grant award or contract if a conflict of
interest, real or apparent, exists.
2) Remote Interest
a. A PRC member is not interested in a contract, within the meaning of 1.a.
above, if the member only has a "remote interest" in the contract and the extent
of the interest is disclosed to the PRC and Staff at the beginning of the review
process and is noted in the official minutes prior to the recommendation of the
contract. (from RCW 42.23.040).
i. As used in this section "remote interest" means:
1. That of a non -salaried officer of a non-profit corporation;
2. That of an employee or agent of a contracting party where the
compensation of such employee or agent consists entirely of fixed wages or
salary;
3. That of a landlord or tenant of a contracting party;
4. That of a holder of less than one percent of the shares of a corporation
or cooperative which is a contracting party.
Appendix D
ii. Even if the PRC member's interest is only remote, the member cannot
influence or attempt to influence any other PRC member in the award of a
contract they are remotely interested in. For purposes of this provision, influence
or attempt to influence includes any of the following:
1. Scoring the grant application;
2. Discussing the grant application with other PRC members;
3. Joining the audience, acting on behalf of the applicant or interacting in
any manner with members of the PRC.
4. PRC members should physically leave the room when the remaining
PRC members discuss the matter. This removes any potential claim that
the PRC member has attempted to exert undue influence over the other
PRC members.
3. Potential Bias by Prior Association
A. A GRC Member may have a "potential bias by prior association" if they
have had an interest in the past, but do not meet these definitions during
the time they are serving on the PRC, or who have personal prior
experience with an applicant including serving as a board member in the
past, being employed in the past,. or being a current or past volunteer. In
the event of a potential bias by prior association:
i. The PRC member should disclose to the PRC and staff the nature of
their prior association at the beginning of the application review process.
ii. They should not score that grant application.
iii. The PRC member may be present for the interview and discussion of
the grant application, but should not attempt to influence any other PRC
member in the recommendation or award of a contract. If a PRC member
does not feel that they can be objective for the interview and/or the
discussion, they may choose to physically remove themselves.
4. Conflicts Disclosed
The staff should advise PRC members before the process begins that
members need to disclose, in advance, any remote interest, potential bias
by prior association that they have, or relatives serving as staff to any
applicants. It is recommended that the disclosures be done in writing.
Appendix D
5. Voting and Recommendations
a.The PRC member should recuse themselves from voting on any
recommendation that would include applications in which they have a
remote interest in or with whom they have a potential bias by prior
association.
b. If the final recommendations of the PRC are consolidated into a single
motion, then the PRC member may participate in the vote so long as their
participation in the discussion does not influence or attempt to influence
the outcome with respect to the applicant in which they have a remote
interest in or with whom they have a potential bias by prior association. i
6. Alternate PRC '
If there are two or more PRCs in a funding cycle or process, and a
member has a conflict of interest, remote interest, or potential bias by prior
association with an application that one of the PRCs is reviewing, that
member may serve on a different PRC without reservation or restriction.
Appendix E- Maps
N
J
Appendix F
Glossary
Appendix F-
7
Appendix F
GLOSSARY
Administrative Expenses. Those expenses directly associated with the recipient's
general administration of the CDBG or HOME programs, such as salaries, supplies,
equipment, accounting, phones, audits, benefits, travel and indirect costs.
Affordability. Affordability is achieved when a household's rent or mortgage payment,
plus utilities, does not exceed 30% of the monthly income for the targeted income group
as adjusted for household size.
Annual Action Plan: This document allocates one year's funding to specific projects
and activities for the CDBG and HOME programs. It is submitted annually to HUD, 45
days prior to the start of the City's and County's fiscal year or no later than November
15 and is developed in accordance with federal regulations (24 CFR Part 91).
Architectural Barriers. Restrict mobility and accessibility of elderly or individuals with
disabilities.
Benefit Criteria. A CDBG activity must either"principally benefit low or very low income
persons, reduce or prevent slums and blight or meet a recent urgent need. These three
objectives are the Benefit Criteria.
Cash Flow. Gross income minus vacancy rate, operating expenses, reserves, debt
service and taxes.
Grant Recommendation Committee (GRC). A group of eight citizens meeting specific
qualifications, who develop funding recommendations for City of Bremerton HOME
funds.
Citizen Participation Plan: This plan is prepared to facilitate and encourage ,public
participation and involvement in the Consolidated Plan process and the City's CDBG
and HOME program, especially by low --and moderate -income persons. The plan
identifies the public participation requirements as identified by federal regulations (24
CFR Part 91).
Committed Funds. Funds committed to a project by a project funding source. The
award amount, terms and uses of the committed funds are documented in a letter to the
applicant. A copy of this award letter is included with the application for CDBG/HOME
funds.
Conditional Funds. Funds committed, with conditions, to a project by a project funding
source. The conditions of the commitment, amount, terms, and uses are documented in
a letter to the applicant. A copy of the letter is included with the application for
CDBG/HOME funds.
Appendix F
Consolidated Annual Performance Evaluation Report (CAPER): This document
reports on the progress in carrying out the Consolidated Plan and Annual Action Plan.
The report is prepared annually by both the City and County in accordance with federal
regulations (24 CFR Part 91). It is due to HUD no later than 90 days after the end of the
program year or March 31.
Consolidated Plan: This document serves as the City's and County's application for
CDBG and HOME funds. It sets forth the priorities and strategies to address the needs
of primarily low- and moderate -income persons and areas in the county. It typically
covers a five-year time period. It is submitted to HUD 45 days prior to the start of the
program year.or no later than November 15 and is developed in accordance with federal
regulations (24 CFR Part 91).
Consultant Fees. Fees paid to a third party developer consultant for costs associated
with implementation of a. project.
Entitlement Community. A local jurisdiction that receives an allocation of Community
Development Block Grant funds directly from HUD. All participating jurisdictions are
entitlement communities; however, not all entitlement communities are participating
jurisdictions.
Household: all persons occupying a housing unit. The occupants may be a family, as
defined in 24 CFR 5.403; two or more families living together; or any other group of
related or unrelated person's who share living arrangements, regardless of actual or
perceived, sexual orientation, gender identity, or marital status.
Housing. Housing includes permanent housing units for sale or rent including;
manufactured housing, permanent housing for disabled homeless persons, transitional
housing, single -room occupancy housing, and group homes. Housing does not include
emergency shelters or facilities such as nursing homes, convalescent homes, hospitals,
residential treatment facilities, correctional facilities, halfway houses, housing for
students or dormitories.
Interlocal Agreement. Agreements made to ensure the cooperation of units of local
government which form consortiums for the purpose of obtaining funding.
Low- and Moderate -Income Households (LIVID: These are households earning less
than 80% of the area median income (AMI). They are broken down into the following
income designations:
0 Extremely Low -Income: households with incomes less than 30% of the area
median family income adjusted for household size.
v Low -Income: households with incomes between 31 % and 50% of the area
median income, adjusted for household size.
Moderate -Income: households with incomes between 51% and 80% of the area
median income, adjusted for household size.
1
Appendix F
Low- and Moderate -Income Area Neighborhood (LMA): In general, this is defined as
census tracts or block groups where a minimum of 51 % of the residents have low or
moderate incomes (i.e. not exceeding 80% of the area median income).
Median Family Income: HUD releases income limits annually for its programs. Income
limits are calculated using American Community Survey and Census data. Data for
Kitsap County is based on the Bremerton -Silverdale Metropolitan Statistical Area
(MSA). Incomes are indexed by household size.
Neighborhood Revitalization Strategy Area: A specific neighborhood targeted by the
City and approved by HUD. Communities with approved NRSA's receive enhanced
flexibility in undertaking economic development, housing, and public service activities
with their CDBG funds.
Operating Support. Financial assistance used to supplement the day-to-day
operations of a project.
Participating Jurisdiction. This term refers to cities, counties and consortia which
receive an allocation of federal HOME funds directly from HUD.
Persons with Disabilities. This term means a household composed of one or more
persons, at least one of whom is an adult, who has a disability. A person is considered
to have a disability if the person has a physical, mental, emotional or developmental
impairment that is expected to be of long -continued and indefinite duration and
substantially impedes his or her ability to live independently.
Program Year: The program year for the City CDBG and HOME programs is January 1
through December 31, which is the same as the City's fiscal year. .
Prolect-Delivery Costs: Costs directly related to managing the project to the point of
completion normally paid to a third party.
Project Review Committee. This committee, made up of City of Bremerton staff, a
member of the City of Bremerton City Council, Planning Commissioner and two citizen
volunteers, evaluate, rank, and make funding recommendations to the Bremerton City
Council for use of CDBG funds.
Project Soundness. The feasibility, sensibility, and effectiveness of the project to meet
a defined community need and the organizational strength and capacity to bring the
project to completion.
Proposed Funds. Funds which have been or will be requested from a potential project
funding source.
Relocation Expenses. Those costs paid to households or businesses when temporary
or permanent relocation becomes necessary.
Appendix F
Single family housing: one to four -family residence, condominium unit, cooperative
unit, combination of manufactured housing and lot, or manufactured housing lot.
Single room occupancy (SRO) housing: housing (consisting of single- room dwelling
units) that is the primary residence of its occupant or occupants. The unit must contain
either food preparation or sanitary facilities (and may contain both).
Special Needs Housing. Housing for special needs populations who require special
housing -related services. This is also referred to as supportive housing.
Special Needs Population. This population of people includes elderly and frail elderly;
persons with mental, physical or developmental disabilities; persons with HIV/AIDS;
persons with alcohol or drug addiction; victims of domestic violence; persons
discharged from institutions (prison, jail, mental hospital, foster care).
Transitional housing: housing that is designed to.provide housing and appropriate
supportive services to person, including (but not limited to) deinstitutionalized individuals
with disabilities, homeless individuals with disabilities, and homeless families with
children. It has as its purpose facilitating the movement of individuals and families to
independent living within a time period that is set.
Uniform Physical Condition Standards (OPCS): Uniform national standards
established by HUD pursuant to 24 CFR 5.703 for housing that is decent, safe, sanitary,
and in good repair. Standards are established for inspectable items for each of the
following areas: site, building exterior, building systems, dwelling units, and common
areas.