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04-03-1997 COMMUNITY DEVELOPMENT ADVISORY COMMITTEE MEETING CITY OFFICE CENTER APRIL 3, 1997 MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT Mr. Alfred Rucks-Chairman None Mr. Jim Ericson Ms. Shirley Daniels-Vice Chair Director-DSD Ms. Yvonne Medina-Secretary Mr. Don Fahrenkrog Dr. C. Quentin Ford Grants Compliance Officer Ms. Sinclair Hunt Mr. Charles Harwood Mr. Gabriel Paz Senior Planner Mr. Dave Church Lead Hydraulic Engineer VISITORS: Members of the public. Ms. Mary Wilson-Gallegos (Transcriber) This year's CDBG allocations - $1,771,000.00 Community Development Block Grants: $1,224,000.00 The HOME Program: $ 407,000.00 Other Available Funds: Program Income $ 100,000.00 Previous Allocation (Hadley Street Project) $ 40,000.00 I. CALL TO ORDER Mr Rucks. Chairman, called the meeting to order at 6:06p.m. A quorum was present allowing for conduct of official business. II. ROLL CALL Mr. Rucks, Chairman, asked the roll to be called to show for the records the members present. Ms. Hunt: here, Mr. Rucks: here, Dr. Ford: here, Mr. Paz: here, Ms. Daniels: here, and Ms. Medina: here. III. APPROVAL OF MINUTES a. February 25, 1997 Mr. Rucks asked that the minutes of February 25, 1997, meeting be reviewed at this time. The minutes were approved as presented. b. March 11, 1997 (Worksession) Mr. Rucks asked that the minutes of March 11, 1997, worksession be reviewed at this time. The minutes were approved as presented. C. March 25, 1997 Mr. Rucks asked that the minutes of March 25, 1997, meeting be reviewed at this time. The minutes were approved as corrected. IV. OLD BUSINESS a. Consideration Of Funding Allocation For Categories Of Activities The next item was the consideration of funding allocation for categories of activities to be included in the City's 1997 Consolidated Plan. A general discussion followed for the activities of Public Services, Administration, Home Eligible Activities, and Public Facilities which included streets and sidewalks. The following recommendations were made for the consideration of allocation of 1997 CDBG funds: Category Percent Amount Public Service 15% $183,600.00 Administration (around) 13% $160,000.00 Add'l Admin. (set aside) $ 6,600.00 Home Eligible Activities $737,911.00 Public Facilities & Other $682,889.00 Streets & Sidewalks Ms. Hunt made a motion to approve the maximum of 15% or $183,600.00 for public service from the 1997 CDBG funds. Ms. Daniels seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Dr. Ford moved to set the administration allocation level at around 13% or $160,000.00. Mr. Paz seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. 2 Dr. Ford moved to set aside for the time being an additional $6,600.00 for other administration purpose. Ms. Medina seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Dr. Ford moved to fund the Home Eligible Activities at the first amount of $737,911.00. This includes $620,861.00 for Home Rehabilitation, 15% requirement of CHDO set-aside funds for $61,050.00 to be given to Tierra del Sol, and $56,000.00 for other activities to be decided on later. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Ms. Hunt moved to set aside $200,000.00 for Public Facilities & Other (Streets & Sidewalks) and decide later in the meeting the specific streets. Dr. Ford seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. V. NEW BUSINESS a. Recommendation For Activities To Be Funded And Included In The City's 1997 Consolidated Plan The next item was the consideration of recommendation for activities to be funded and included in the City's 1997 Consolidated Plan. A general discussion followed regarding the procedure to follow for ranking and prioritizing proposals. Ms. Hunt stated for the record that she was not present at the March 11, 1997 meeting for the numerical ranking procedure the Advisory Committee worked hard on, however, this procedure was done after the proposals were submitted from various organizations and they were not told of this particular criteria in which the organizations would be judged by and she felt this was unfair. Ms. Hunt stated if the Advisory Committee was going to do a point system based on how good the grant proposal was, subgrantees should be allowed to know exactly what that criteria was because this penalizes organizations that are new to the CDBG process. Another point Ms. Hunt made was that while Advisory Committee gives points to the number of people to be served, credit is not given to the quality or magnitude of that service. Ms. Hunt suggested the Advisory Committee put more time and effort into this numerical ranking order and keep in mind some of these organizations who worked hard to submit these grant proposals even though they may not have put out the best grant proposals. 3 Mr. Rucks stated for the record that at the meeting in which Ms. Hunt missed, the Advisory Committee was cognizant of the fact that the request for proposals had already gone out and they would only consider the items requested in the proposal review criteria form. He stated the Advisory Committee would like to have improved upon this process, however, they were not asked to provide information in areas that would have given them a better handle on the evaluation and it would have been unfair to come up with a rating sheet that would evaluate proposals in areas where the grant applicants were not requested to give information. The Advisory Committee and the Community Development staff took great care to make sure the rating sheet used only items that were included in the request for proposal. Ms. Hunt pointed out for the record that two Advisory Committee members did not participate in the ranking process and each of these persons would contribute 16% of the total ranking. Mr. Rucks stated for the record that it was the decision of the Advisory Committee to use this ranking process, however, it was only a preliminary ranking and Ms. Hunt would have an opportunity in the second cut to impact on this process. With the Committees approval, Mr. Rucks asked that the public services be ranked according to priority by starting with the top five titled applicants for the record. A general discussion followed for the allocation of funding levels for the following top five applicants in public service: Family and Youth, Washington School, Community of Hope, Housing Authority, and Cancer Support Services. The following recommendations were made for the public service consideration of allocation of 1997 CDBG funds: Activity Amount Family and Youth (Children's Safe House) $ 50,453.00 (full) Washington School(Safe After School) $ 35,000.00 (full) Community of Hope $ 67,539.00 (full) Housing Authority (Truant Officer) $ 18,750.00 (full) Cancer Support Services $ 10,000.00 (alternate) Ms. Daniels moved to fund the first five applicants with their alternate amounts requested. Ms. Hunt seconded the motion. Dr. Ford made a substitute motion to fund the full amount to the top four applicants and the alternate amount to the fifth applicant. Ms. Medina seconded the motion. The substitute motion was voted on first and passed. The main motion therefore became mute. The vote for the record was: Ms. Hunt: nay; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: nay; and Ms. Medina: aye. The motion carried. 4 Dr. Ford then moved to recommend to City Council that in the area of public services the organizations to be funded at their full amount was Family and Youth for $ 50,453.00; Washington School for $35,000.00; Community of Hope for $67,539.00; Truant Officer for Housing Authority in the amount of $18,750.00 and Cancer Support Services in their alternate amount of$10,000.00. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. For the record the applicant next in line was Women's Educational Institute. Dr. Ford moved to allocate the remainder of the Public Service funds to the Public Facilities category in the amount of $1,858.00. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. A general discussion followed for the allocation of funding levels for the following top five applicants in public facilities: Tresco, Arc Life Center, Community Action Agency's Weatherization Program; Branigan Cultural Center Elevator, and Streets and Sidewalks. The following recommendations were made for the public facilities consideration of allocation of 1997 CDBG funds: Activity Amount Tresco $200,000.00 Arc Life Center $ 28,200.00 Community Action Agency (Weatherization) $191,067.00 Branigan Cultural Center Elevator $ 63,622.00 Dr. Ford moved in the category of public facilities to recommend the following at their alternate amounts: Tresco for $200,000.00, Arc Life Center for $28,200.00, and Community Action Agency for$191,067.00, with the remaining funds of $63,622.00 to go to the Branigan Cultural Center Elevator. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Dr. Ford moved to allocate the alternate amount of $56,000.00 to Habitat under Home Eligible Activities. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. 5 Dr. Ford moved to allocate CDBG funds to the Branigan Cultural Center Elevator in the amount of$65,480.00 which includes the remainder of$1,858.00 from the Public Service funds. Ms. Hunt seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Dr. Ford moved in the category of Administration to allocate $6,600.00 to Habitat for Humanity. Ms. Medina seconded the motion. The vote for the record was: Ms. Hunt: nay; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Ms. Hunt moved to fund $50,000.00 to start a sewer collection system line for the Mesa Development Area and $150,000.00 to streets and sidewalks on Cactus and whatever was left over to work on San Pedro Street. Dr. Ford seconded the motion. The vote for the record was: Ms. Hunt: aye; Mr. Rucks: aye; Dr. Ford: aye; Mr. Paz: aye; Ms Daniels: aye; and Ms. Medina: aye. All in favor, the motion carried. Mr. Rucks stated that all recommendations will be forwarded to the City Council for review. VI. ADJOURNMENT The Community Development Advisory Committee Meeting was adjourned at 9:35 p.m. Ar Rucks, Chairman v Medina, ecretary 6