HomeMy WebLinkAbout2008-03-27 Housing PACKET
Ashland Housing Commission
Regular Meeting Agenda:
March 27th, 2008
5:30 Î 7:30
Community Development Building
51 Winburn Way
1. (5:30) Approval of Minutes
th
February 28, 2008 meeting
2. (5:35) Public Forum
items not on the agenda
3. (5:45) Community Development Block Grant Program
2008-2009 Application Review
Conference call with Applicant (FHCO) for Q&A @ 6:00
Award Recommendations to Council
Discuss unexpended CDBG funds
2008-2009 CDBG Action Plan
Public Hearing on Action Plan Development
Discuss 2008-2009 CDBG Action Plan Development
th
Action Plan to be presented to Housing Commission for approval April 24.
4. (6:30) Reports and Updates
Subcommittee Reports Liaison reports
(no meeting) Council (Hardesty) (5 min)
Education
Land Use (no meeting) Parks Commission (none)
Finance (no meeting) School Board (none)
Planning Commission (Ayars/Benjamin) (5 min)
Ad-Hoc/Public Meeting Updates
Facilities Plan (Voisin/Hardesty) (5 min)
Croman Master Plan (5-10 min)
5. (7:00) Tour of Affordable Housing Projects
Discuss Destinations, & Date
6. (7:15) Upcoming Events and Meetings
Housing Commission Regular Meeting
5:30-7:30 PM; Thursday April 24th, 2008
Community Development Building
Other Meetings
Quorum Check Î Commissioners not available to attend the subsequent regular
meeting should declare their expected absence.
7. (7:30) Adjournment
Staff Evaluation
DATE: March 27, 2008
TO: Ashland Housing Commission and City Council
FROM: Brandon Goldman, Housing Program Specialist
RE: Community Development Block Grants (CDBG)
2008 Request for Proposals
The City of Ashland received only one proposal requesting $10,000 of $356,522 in
Community Development Block Grant (CDBG) funds that are competitively
available. This is the second consecutive year in which no affordable housing
providers submitted application for the CDBG funds.
The available funds comprise a carryover of $192,657 in prior year CDBG funds that
were unexpended. The total City of Allocation for the 2008 CDBG program year is
$204,831 of which 20% ($40,966) is reserved for administration of the CDBG
program. In the 2008 Request for Proposals (RFP) it was noted that 15% (initially
estimated at $30,000) of the total 2008 allocation was potentially available to
projects that provided direct services to Homeless or Special needs populations.
The sole proposal the City received is a request to utilize CDBG funds to provide
education, outreach, and enforcement regarding Fair Housing law by the Fair
Housing Council of Oregon (FHCO).
The City of Ashland Housing Commission is to hold a public hearing and review the
grant request on March 27, 2008. The Housing Commission shall make a
recommendation on a grant award to the City Council. Subsequently, the City
Council will hold a public hearing on April 1st, 2008 to make a final decision on the
grant award.
StaffÓs recommendations regarding the allocation of the 2008 CDBG funds and prior
year carry-over is provided on the final page of this document.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
Proposals Received
One proposal was received and is listed below:
Organization Proposed Project CDBG Funds
Requested
Fair Housing education,
Fair Housing Council of $10,000 for public
outreach and enforcement
Oregon services
Funding Requested/Available
A total of $356,522 is available to distribute to eligible recipients for projects meeting
the CDBG national objectives, and are consistent with the City of Ashland 2005-
2009 Consolidated Plan. The maximum allocation allowable to be used to support
public services is limited to 15% of our annual allocation which equals 30,724 for the
2008-2009 program year. The annual 20% allocation to be used for administration
is not included in the $356,522 total above. The 2007-2008 Administrative set aside
is $42,397, and it is $40,966 for 2008-2009.
These funds will be available upon approval of the 2008 Action Plan, and
upon completion of any regulatory requirements including but not limited to
environmental review clearance. The funds will likely be available on July 1, 2008,
or upon final approval of the Federal Budget by the US Congress, which ever is
later. Although funding will be available, CDBG funds are only distributed to
reimburse expenditures following completion of the projects or at specified intervals
through the scope of work.
Upon final selection of the award recipients by the Ashland City Council, the
City will develop an Action Plan outlining how the CDBG funds will be used by the
selected Subrecipient(s). This 2008 Action Plan will go before the Ashland Housing
Commission at as public hearing for review and approval to ensure consistency with
the awards designated by the City Council. The US Department of Housing and
Urban Development (HUD) must review the annual Action Plan submitted by the
City to ensure the activities funded are constant with federal requirements, and with
the local Consolidated Plan.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
Assessment
Staff has assessed the Fair Housing Council of Oregon proposal to determine
whether it meets the Federal CDBG regulations, and if the proposal addresses the
priorities within the City of Ashland 2005-2009 Consolidated Plan.
Three areas are evaluated for each proposal regarding compliance with federal
regulations.
First the proposed projects must meet the national objective of the
Community Development Block Grant program.
Second, all CDBG funded projects must be an "eligible" use under the CDBG
federal regulations.
Finally, if the proposals meet all federal requirements and are selected for a
CDBG award, then many federal regulations must be met throughout the
course of the project.
For instance, all projects funded, in whole or in part, with CDBG dollars require an
environmental review in accordance with the National Environmental Policy Act
(NEPA), construction projects must use federal Davis-Bacon wage rates, housing
involving structures built prior to 1978 must undergo lead-based paint abatement,
and any project involving displacement of residents or businesses as a result of the
federal funded project are entitled to assistance under the Uniform Relocation Act,
and most importantly the beneficiaries from the application of CDBG funds must
qualify as eligible populations under the Federal requirements. Areas of concern are
described for each proposal received. The Housing Commission, and City
Council, can only award CDBG funds to projects that can meet all federal
requirements and meets an objective as outlined in the CityÓs 2005-2009
Consolidated Plan.
Should it be determined by the Housing Commission and City Council, that the
proposed project does not constitute an efficient or eligible use of CDBG funds, the
Council could determine that the City will act directly as the grantee to develop a
project that is consistent with CDBG program requirements. This is particularly
relevance in this 2008 round of funding in that the City only received one request for
$10,000 of the approximately $356,522 available, thus there remains $346,522 left
un-requested.
In recent years the City has aimed to expend accumulated past carryover to avoid a
determination of non-compliance with the HUD timeliness standard and had made
significant progress in this regard. However, as no award was made in 2007-2008, it
is imperative that the City expend a significant portion of our accumulated carryover
during this coming program year. Staff believes the City will be classified as
ÐuntimelyÑ on July 1, 2008 and will have one year to come into compliance face
potential HUD sanctions unless carryover funds are expended prior to that date.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
PROPOSAL EVALUATION
Fair Housing Council of Oregon Proposal
Proposal Summary
The project proposed by the Fair Housing Council of Oregon (FHCO) is one
intended to provide fair housing services to Ashland residents. FHCO intends to
provide services to low- and moderate-income tenants, to housing providers, and
advocates and service providers in an effort to limit, or eliminate, discrimination in
housing.
In addition to operating a toll free hotline to receive complaints of housing
discrimination, assist individuals in reporting violations, and testing for violations of
the Fair Housing Law. As part of the grant award requested FHCO proposes to
conduct two general fair housing training sessions. These trainings will provide
participants with a greater understanding of their rights and responsibilities under
Fair Housing law.
Lastly as part of providing services to residents of Ashland per the terms of a grant
award, the FHCO will provide fair housing information to tenants and landlords that
call their office.
Meeting National Objectives
A strong commitment to affirmatively further fair housing is not only one of the a
guiding principle for the Department of Housing and Urban Development, it is a
requirement for participating in the CDBG program The Fair Housing Act specifies
that the Secretary of Housing and Urban Development shall administer programs
and activities relating to housing and urban development in a manner that
affirmatively furthers the policies outlined in Title VIII of the Civil Rights Act of 1968
(Fair Housing Act). This Act prohibits discrimination in the sale, rental, and financing
of dwellings, and in other housing-related transactions, based on race, color,
national origin, religion, sex, familial status (including children under the age of 18
living with parents of legal custodians, pregnant women, and people securing
custody of children under the age of 18), and handicap (disability). Further in
Ashland, and the State of Oregon, housing discrimination based on sexual
orientation is also prohibited in furtherance of Fair Housing.
The FHCO is considered a Qualified Fair Housing Organization (QFHO) per the
definitions presented the HUD Memorandum dated January 11, 2008. This
memorandum (attached) directs CDBG entitlement Communities to ensure that
recipients of CDBG funds for Fair Housing activities meet the HUD definitions of a
fair housing organization
The FHCO proposal meets the national objective of the Community Development
Block Grant program.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
Defined as an Eligible Use per CDBG federal regulations
Use of CDBG funds to support Fair Housing activities is an "eligible" use under the
CDBG federal regulations. Specifically as the provision of public services Fair
Housing Counseling is an eligible use under CFR 24.570.201(e). Further, provision
of Fair Housing Services is listed as an eligible program administration cost under
CFR 24.570.206(c).
Meeting Local CDBG Consolidated Plan Goals
Staff finds that the FHCO proposal is consistent with AshlandÓs local CDBG 2005-
2009 Consolidated Plan:
Goal 9:
To affirmatively further fair housing.
9.1 Establish a local means for citizens to get specific information about fair housing,
and report fair housing violations. Review current fair housing violation process,
improve as needed. (B)
9.2 Develop and provide brochures and advertisements on how to file fair housing
complaints (B).
9.3 Continue to support the activities of the Fair Housing Council of Oregon (B).
Performance Outcomes and Measures for Fair Housing goals:
Improved public access to information about housing discrimination and fair housing rights
and responsibilities
Number of existing or potential multifamily property owners provided with landlord
responsibility materials relating to the Fair Housing Act.
Number of educational opportunities provided to the Citizenry including seminars,
television broadcasts and informational items within City publications sent as direct
mail to all households in Ashland.
Number of individuals assisted in reporting fair housing violations.
In evaluating the proposal and the Fair Housing goal above the classification of ÐBÑ
as a priority next to each of the sub-goals indicates that although the City did not
directly anticipate using CDBG funds for such an activity it is an acceptable
application (see A, B, C key below). Further, Goal 9.3 explicitly states supporting
the activities of FHCO is something the City may support with CDBG funding in
affirmatively furthering Fair Housing.
A: The City of Ashland plans to use CDBG funds for projects that meet these needs.
B: The City of Ashland may use CDBG for projects that meet these needs
\[emphasis added\].
C: The City of Ashland does not plan to use CDBG funds for projects meeting these
needs but will consider certifications of consistency for other entities which are applying for
federal assistance to meet these needs. Additionally such needs may also be addressed by
the City through the allocation of Economic Development and or Social Service Grants from
the City General Fund.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
CDBG Project Proposal Rating Criteria
The final step in the process of evaluating the proposals typically is for the Housing
Commission to apply the following compliance criteria to determine which project(s) best
meet the City's spending priorities. However as the City only received one proposal in the
2008 year establishing a rank is irrelevant as no comparison with alternative proposals is
possible. However the categories proposed do provide a valuable way for individual
Commissioners to gauge the effectiveness of the proposal in meeting City objectives.
A. The Project provides benefit to a demographic group that has a need documented in the City of Ashland CDBG
Consolidated Plan
B. The project assists low and moderate-income households in substantially improving their living conditions. The proposed
project must have or be part of a comprehensive approach that takes clients from the beginning to the end of the process
that improves their living conditions. ÐSafety netÑ services, or services that meet basic needs shall only be funded if it can
be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self
sufficiency. Exceptions to this requirement are projects targeted at helping people with special needs.
C. The project is a proven effective strategy to improve conditions or solve an identified problem.
D. If the project is related to affordable housing, the project retains the units as affordable. The longer the period of time the
units remain affordable, the higher ranking the project shall be given
E. If the project is related to economic development for jobs for low and moderate-income people, at least 51% of the jobs
shall be held by low and moderate income people. The longer period of time the jobs are held by low and moderate-
income persons, the higher the ranking the project shall be given. The larger percentage of jobs held by low and
moderate-income persons the higher the ranking the project shall be given.
F. The project maximizes partnerships in the community
G. The project has at least 10% of the total project in matching funds. The larger the amount of matching funds the higher
the ranking the project shall be given
H. The project utilizes already existing resources in effective and innovative ways. The project shall not duplicate service
provided by another organization
I. The agency submitting the proposal has the capacity to carry out the project
J. The budget and time line are well thought out and realistic
K. The proposal demonstrates CDBG funds are the most appropriate funding source for the project
L. The project is ready for implementation within a year of a CDBG award notification
M. The organization proposing the project has the experience and capacity to undertake the proposed activity.
Staff Recommendation
Staff sees that FHCOÓs proposal is an eligible use of CDBG funds and is consistent with the
City of Ashland Strategies as outlined in the 5 year Consolidated Plan for use of CDBG
funds. The proposed activity provides vital assistance toward meeting our goal of
affirmatively furthering fair housing, and in doing so will assist Ashland residents in
understanding their rights and responsibilities under fair housing law.
Staff recommends an award of $10,000 to the Fair Housing Council of
Oregon for the proposed Fair Housing Project.
Unrequested funds
In the event FHCO is awarded $10,000 the City will still have an unallocated
remainder of $346,522 in our HUD line of credit. The city has not received any
funding requests in 2008 to meet the objective of providing of affordable ownership
and/or rental housing. In support of these goals (Goals 1, 2, and 3 in the
Consolidated Plan) staff believes the City must actively work with community groups
and organizations to identify a project whereby this goal and objective can
be achieved in the 2008 fiscal year.
As the City of Ashland is the recipient of funds from HUD, we can act directly to
apply funds to projects that meet our Consolidated Plan goals. Once a project is
identified in which the $346,522 would be contributed, it will be incumbent upon the
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
City to modify the annual Action Plan to reference the specific project and hold
public hearings regarding the proposed use of the CDBG funds.
The accumulation of unexpended funds from prior program years means we will
exceed the maximum balance of CDBG funds permitted by HUD (no more than 1.5
times an annual allocation) upon receiving AshlandÓs 2008 allocation in July of this
year.
Should the City have a balance of 1.5 times our annual allocation on June 30, 2009
(one year after being found untimely) HUD sanctions can include recapture of
unspent funds exceeding the 1.5 cap. In addition to the unexpended competitive
award amount of $356,522, the City also has $83,363 unexpended in administration
funds (2007 and 2008) which can only be drawn down after the primary allocation is
expended. These two amounts combine for a total of $439,885 in our HUD line of
credit available as of July 1, 2008. Given the 1.5 threshold, and our annual
allocation most recently being $204,831, we must expend a minimum of $132,638
by the timeliness test on June 30, 2009 to avoid potential sanctions and loss of
allocated funds.
Staff believes the City can expedite the expenditure of all un-requested CDBG funds
through application on qualified projects in this program year and ensure we are not
found untimely by the program yearÓs end.
Potential projects that would be eligible uses of the unallocated CDBG funds include:
1) Public facility improvements within public right of ways. This use would include
the installation of street improvements in low-income neighborhoods or in direct
support of a specified affordable housing project. The existing affordable housing
project at the terminus of Chitwood Lane along Clay Creek is one such development
that could benefit through the extension of a street. Further, other land acquisitions
in support of affordable housing could be assisted through a contribution of CDBG
toward street improvements necessary to support the future affordable housing.
2) Land Acquisition for an affordable housing development. This application of
funds is the most familiar to the City of Ashland, where following prerequisite
environmental reviews a property is purchased in whole or in part with the available
CDBG funds. Given past subsidy for affordable units has typically ranged between
$40,000 and $50,000 per unit, it is anticipated an expenditure of $346,522 could
assist in the development of up to 8 units.
3) Rehabilitation of housing to be secured as affordable. As an example of this use
The Housing Authority of Jackson County (HAJC)has submitted a letter to the City
indicating that they are working to acquire the Stratford Apartments, a 52 unit
affordable housing complex on Clay Street, to maintain them as affordable housing.
The application of CDBG to assist with rehabilitation of these units, and thereby
extend their term of use as affordable housing, would be an eligible use of the funds.
As the rehab costs are estimated to be between $750,000 and $1,000,000, this
application of CDBG funds is one potential means of expending the funds within the
program year in the event HAJC is successful at acquiring the property.
Department of Community Development Tel: 541-488-5305
20 E. Main St Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2007 CDBG Proposals- Staff Evaluation
Housing in the NEWS
Ashland Housing Commission Packet
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