Department of Community Services
Community Development Block Grant
Public Facilities & Improvements
Friday, December 4, 2009, 4:00 p.m.
(Postmarks not accepted)
Department of Community Services
Sound View Medical Plaza
3602 Pacific Avenue, Suite 200
Tacoma, WA 98418
Workshop attendance is highly recommended for all
applicants. Please see Page 19 for Workshop Dates.
2010 Public Facilities Application Instructions 1
Pierce County Consortium of Cities and Towns for 2010
City of Bonney Lake City of Buckley Town of Carbonado
City of DuPont City of Eatonville City of Edgewood
Town of Fife City of Fircrest City of Gig Harbor
City of Milton City of Orting City of Puyallup
City of Roy Town of Ruston Town of South Prairie
City of Sumner Town of Steilacoom City of University Place
Town of Wilkeson
Community Services Citizens’ Advisory Board (CAB) for 2010-2011
Rose Ehart, Chair Katrina Asay, Vice Chair, Mayor of Milton
Michell Allert Carolyn Martin
Amy Bates Carol Slead
Jean Brooks, Councilmember, Univ. Place Tom Smallwood, Mayor of Eatonville
Laura Charbonneau Sally Porter Smith
Eric Choiniere Yvonne Starks
Dick Frans Sisay Telahun
Anders Ibsen Cheryl Temple, Mayor of Orting
Daniel Lunsford Daucie Willson
Department of Community Services Staff
Tom Hilyard, Director Marlette Buchanan, Arts & Community
Janice Miller, Fiscal Manager Development Manager
Stephanie Bray, Planner Martha Larkin, Contract Specialist
Mary Ellen Palmer, Contract Specialist Kathy Benson, Office Assistant III
Kelli O‟Donnell, Contract Specialist Becky Fredrickson, Accounting Assistant II
If you have any question regarding the application and/or instructions please call
Stephanie Bray at (253) 798-6917 or email firstname.lastname@example.org.
2010 Public Facilities Application Instructions 2
TABLE OF CONTENTS
SUBMITTING PUBLIC FACILTIES APPLICATIONS ..................................................... 4
WHO MAY APPLY .......................................................................................................... 4
GENERAL CONDITIONS OF THE APPLICATION ........................................................ 4
STANDARD REQUIRED DOCUMENTS ........................................................................ 6
POLICY FOR APPEALS................................................................................................. 7
IMPORTANT PIERCE COUNTY POLICIES ................................................................... 8
PIERCE COUNTY’S REVERSION OF ASSESTS POLICY ........................................... 8
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM ....................................... 9
BASIC ELIGIBLE ACTIVITIES ..................................................................................... 10
ELIGIBILITY ................................................................................................................. 14
ELIGIBILITY CONTINUED ........................................................................................... 15
RECORDS NEEDED TO BE MAINTAINED ................................................................. 16
RECORDS NEEDED TO BE MAINTAINED CONTINUED ........................................... 17
ADDITIONAL INFORMATION - CDBG FUNDED PROJECTS .................................... 17
CITIZEN PARTICIPATION............................................................................................ 18
CALENDAR AND WORKSHOP DATES ...................................................................... 19
2010 CDBG SCHEDULE .............................................................................................. 19
FUNDING PROCESS OVERVIEW ............................................................................... 20
INSTRUCTIONS TO COMPLETE APPLICATION ....................................................... 22
Suggested Items to Check Before Submitting Application
Check math, spelling and formatting.
Make sure application is signed on first page.
Submit one complete signed original application.
Submit one photocopy of application.
Submit Standard Required Documents (refer to page 6)
If available, submit one copy of most recent Annual Independent Audit, and/or
financial statements (refer to page 27 for more detailed requirements).
Submit one copy of agency’s current operating budget.
E-Verify Certification is completed and signed.
2010 Public Facilities Application Instructions 3
SUBMITTING PUBLIC FACILTIES APPLICATIONS
Applications for Community Development Block Grant funding are available at the
Pierce County Department of Community Services office; 3602 Pacific Avenue, Suite
200, Tacoma, WA 98418 on November 6, 2009 or they are available on-line at the
website for Pierce County Community Development; www.piercecountywa.org/cdbg.
Applications are due by 4:00 p.m. on Friday, December 4, 2009. Applications will be
considered as submitted. Staff will not call for corrections. Even if postmarked earlier,
applications will be rejected if not received by December 4th. Applications will not be
WHO MAY APPLY
Any non-profit, or for-profit organization, neighborhood association or government
agency serving residents of unincorporated Pierce County, or any of the Pierce County
Consortium of Cities and Towns may apply to use these funds for eligible activities.
Pierce County requires that all applicants that apply for funding be registered as a
business entity with the State of Washington and possess a Washington State Unified
Business Identifier (UBI) number and a Federal Tax ID number.
GENERAL CONDITIONS OF THE APPLICATION
Applications may be determined ineligible if any of or more of the following bulleted
conditions of the application are not met.
Applications must be received by Friday, December 4, 2009 by 4:00 p.m.
(postmarked application will not be accepted). Applications must be submitted to
Pierce County Department of Community Services, 3602 Pacific Ave, Suite 200,
Tacoma, WA 98418. Applications will not be accepted on-line.
Applications must be complete, all applicable questions must be answered and
applicable information must be included.
Applications are limited to the pages as they appear within the original application.
Do not attach any materials unless it is specifically requested. Do not re-format
pages although you may change spacing between paragraphs on the same page.
Applications must be typed; Applicants must use 10 or 12 point font.
Pages must be 8-1/2 by 11 with a minimum of 1-inch margins.
Requirement: Recipient‟s that receive federal funds over $500,000 will be required to
submit an audit per federal requirements at point of contract with Pierce County for CDBG
2010 Public Facilities Application Instructions 4
Requirement: If your organization expends $50,000 (from any source of funds) in any one
fiscal year, applicants are required to submit at a minimum, financial statements that have
been reviewed by an independent Certified Public Accountant.
Regardless of the amount of federal funds that your organization receives, if your agency
has a completed, current annual independent audit, please attach it with your application.
And attach any financial statements, and any related management letters or comments.
All financial information must be complete and must balance. The amount requested
on page 1 of the application must be the same as the total of the CDBG column on
the budget page, and the same as the total of the costs for individual priorities.
Applicants must use the forms provided, as they are substantially different from
other application forms that may be available, including last year‟s CDBG forms.
Applications must be signed by a person authorized to bind the agency in a contract.
Applicants must submit one original and one copy of each application.
Applicants must submit standard required documents (see following page).
2010 Public Facilities Application Instructions 5
STANDARD REQUIRED DOCUMENTS
At HUD‟s request, Community Services is requiring all agencies to submit the following
documents. These documents are important to obtain a better understanding of the
organization, systems, and personnel of a potential sub-recipient.
Standard Required Documents
Articles of Incorporation/Bylaws
Articles of incorporation are the documents recognized by the State as formally
establishing a private corporation, business or agency.
Non-profit organizations must submit tax-exemption determination letters from
the Federal Internal Revenue Service and the State Franchise Tax Board.
List of the Board of Directors
A list of the current board of directors or other governing body of the agency
must be submitted. The list must include the name, occupation or affiliation of
each member and must identify the principal officers of the governing body.
Authorization to Request Funds
Documentation must be submitted of the governing body‟s authorization to
submit the funding request. Documentation of this requirement consists of a
copy of the minutes of the meeting in which the governing body‟s resolution,
motion or other official action is recorded.
Designation of Authorized Official
Documentation must be submitted of the governing body‟s authorizing the
representative of the agency to negotiate for and contractually bind the agency.
Documentation of this requirement consists of a signed letter from the
Chairperson of the governing body providing the name, title, address and
telephone number for each authorized individual.
An organizational chart must be provided that describes the agency‟s
administrative framework and staff positions, indicates where the proposed
project will fit into the organizational structure, and identifies any staff positions of
Resume of the Chief Program Administrator
Example: Executive Director, Chief Executive Officer.
Resume of the Chief Fiscal Officer
Highest level of position in the organization that handles the fiscal section in the
2010 Public Facilities Application Instructions 6
POLICY FOR APPEALS
This policy establishes procedures and responsibilities for the appeal of the declination
of a proposal by Pierce County‟s Department of Community Services.
Applicants whose application for funding was rejected may appeal to Pierce County‟s
Department of Community Services for reconsideration. The aim of the appeals
procedure is to ensure the Pierce County Department of Community Services review
process has been fair and reasonable. Dissatisfaction with the denial of an award or the
amount of a grant award is not grounds for an appeal.
B. Appeal Procedures
Within 7 business days of the date of the declination letter, an applicant may appeal the
decision by submitting in writing a letter to the Community Services Director, setting
forth the reason why the decision should be reversed or otherwise revised. Please
address letters to:
Tom L. Hilyard, Director of Community Services
3602 Pacific Ave., Suite 200
Tacoma, WA 98418
Within 7-10 business days after the receipt of the appeal made by the applicant, the
applicant will be notified in writing whether the declination decision has been upheld,
revised, or reversed.
Award of CDBG funding is discretionary and the appeal process is not an adversarial
one. A formal hearing, therefore, is not provided. Because certain factors such as
funding priorities enter into the funding decision on a proposal, Pierce County
Community Services cannot ensure applicants that the appeal will result in a funding
award, even if error is established in connection with the initial review.
2010 Public Facilities Application Instructions 7
IMPORTANT PIERCE COUNTY POLICIES
1. If awarded funds, Pierce County pays for approved expenses by way of cost
reimbursement only. Approved expenses must be incurred on or after July 1, 2010
(start of contract date). Expenses incurred before July 1, 2010 will not be approved.
2. Pierce County does not pay for insurance costs.
3. All applicants that apply for funds must comply with e-verify and attach certification.
4. Community Services no longer does project management on public facilities
PIERCE COUNTY’S REVERSION OF ASSESTS POLICY
Reversion of Assets - Real property or facilities acquired or improved or constructed
with CDBG funds are subject to the County‟s Reversion of Assets policy.
1. Real property acquired or improved by CDBG funds provided by this
Agreement is subject to a reversion of assets provision limiting the Sub-
recipient‟s right to dispose of said property or to use it for a purpose other
than that specified in this Agreement for a period of time indicated below:
Cost of Length of
$0 - $50,000 5 Years
$50,000 and below $100,000 15 Years
$100,000 and above 30 Years
Additional Block Grants received during an active „length of interest‟, or an
increase in the value of this grant by Amendment to the Agreement, shall be
cumulative when determining the „Value of Grant‟ and the County‟s „Length of
Interest‟ and shall increase the length of that interest. The Deed of Trust may
be revised accordingly. Such Interest begins with the project completion date
and will terminate on the 30th of June in the year selected.
2. This provision will be implemented through the execution of:
a. A Deed of Trust in favor of the County, placed on the property at the time
this Agreement is entered into or at such later time as may be acceptable
to the County. Such right will be equivalent to the percentage share of
Block Grant funds provided in relation to the worth of the real property at
the time of initiation of the projects(s).
b. A Secured Promissory Note in the amount of this agreement.
c. A Sub-recipient‟s Covenant Agreement for the length of the period of
d. Any combination of the above documents.
2010 Public Facilities Application Instructions 8
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
Each year Pierce County receives approximately $3 million in Federal Community
Development Block Grant (CDBG) funds under the Housing and Community
Development Act of 1974, as amended. The primary objective of the program is the
development of viable urban communities, by providing decent housing, a suitable living
environment, and expanding economic opportunities, principally for low- and moderate-
Congress requires that these federal funds provide housing, capital improvements,
community facilities, and economic development activities to improve living conditions
in lower-income areas, and for Pierce County low-income and homeless citizens.
A consortium of cities and towns (see list inside the front cover of this document) and
the unincorporated areas of Pierce County have organized to receive funds as an
Entitlement Urban County. The City of Tacoma and the City of Lakewood each receive
a separate entitlement grant. It is the intent of the Citizens‟ Advisory Board (CAB) that
the majority of the funds are allocated to projects that are both located in, and serve,
the consortium communities. However, any program that serves residents of the 19
consortium cities and towns of Pierce County may apply for CDBG funds to serve those
residents, regardless of where it is located. The applicant must clearly demonstrate that
County CDBG funds will primarily serve County residents residing outside the cities of
Lakewood and Tacoma.
The urban-rural character and the diverse needs of the Pierce County Consortium and
limited federal CDBG funds make it necessary to consider all proposed programs in
light of County and local policies, as well as Federal and State law. Policies and
guidelines relating to the most efficient and effective use of these scarce CDBG
resources are described on the following pages and in Pierce County's Community
More specifically, the intent of CDBG funds is to provide assistance to eligible
Pierce County residents to:
create jobs and economic opportunity;
maintain and upgrade current housing for people who are lower income or
eliminate conditions causing health, safety, and public welfare problems;
improve community physical infrastructure;
reduce isolation of income groups, promote diversity and vitality;
restore and preserve historic buildings and other properties of special value to a
use land and other natural resources wisely; and
renovate, rehabilitate, convert, repair, maintain, or operate emergency shelters.
2010 Public Facilities Application Instructions 9
BASIC ELIGIBLE ACTIVITIES
REGULATIONS PERTAINING TO THE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
Basic Eligible Activities (24 CFR 570.201)
The following activities are eligible if they meet the above stated criteria. These are
excerpts from the most recent HUD regulations and County contract requirements.
Please be cautioned that even though a project is eligible, there is no assurance that
funds will be provided. Priority activities are more likely to be funded than projects which
do not meet the County‟s annual priorities.
Acquisition - Acquisition of real property by purchase, lease, or donation. Special
procedures are required for acquisition of real property associated with a project. After
you have submitted your proposal, please contact Community Development
immediately about these regulations if your project included acquisition of land.
Disposition - Disposition of real property acquired with CDBG funds.
Public Facilities and Improvements - Acquisition, construction, reconstruction,
rehabilitation or installation of public facilities, and improvements.
Clearance Activities - Clearance, demolition, and removal of buildings and
improvements, including movement of structures to other sites.
Interim Assistance - The following activities may be undertaken on an interim basis in
areas where determination had been made that signs of physical deterioration
necessitate immediate action and that permanent improvements will be carried out as
soon as practicable: repair of streets, sidewalks, parks, playgrounds, publicly-owned
utilities and public buildings; removal of garbage, trash and debris, including
neighborhood cleanup campaigns, but not the regular curbside collection of garbage or
trash in the area.
In order to alleviate emergency conditions threatening public health and safety in areas
where the chief executive officer has determined an emergency condition exists, CDBG
may be used to fund:
* activities listed above except for repair of parks and playgrounds;
* clearance of street, including snow removal and similar activity;
* improvement of private properties.
All of the above activities are limited to the extent necessary to alleviate emergency
Payment of Non-Federal Share - Required in connection with a Federal grant-in-aid
program undertaken as part of CDBG activities provided payment is limited to eligible
2010 Public Facilities Application Instructions 10
Urban Renewal Completion - Payment of the cost of completing an urban renewal
Removal of Architectural Barriers - Removal of material and architectural barriers which
restrict mobility and accessibility of elderly or individuals with disabilities.
Privately Owned Utilities - CDBG funds may be used to acquire, construct, reconstruct,
rehabilitate, or install distribution lines and facilities of privately owned utilities.
Eligible Rehabilitation and Preservation Activities (24 CFR 570.202)
CDBG funds may be used to finance rehabilitation of:
Privately-owned residential buildings and improvements,
Low-income public housing and other publicly owned residential buildings and
Publicly and privately owned commercial and industrial buildings, except that
assistance is limited to improvements to the exterior of the building the correction
of code violations
Financial assistance through grants, loans, loan guarantees, interest supplements, or
other means may be provided for rehabilitation activities for the buildings described
Assistance to private individuals and entities, including profit or non-profit
organizations to acquire for the purpose of rehabilitation and to rehabilitate
properties for use or resale for residential purposes,
Labor, materials, and other rehabilitation costs,
Loans for refinancing existing indebtedness secured by a property being
Improvements to increase efficient use of energy in structures,
Improvements to increase efficient use of water,
Connection of residential structures to water distribution or local sewer collection
For rehabilitation carried out with CDBG funds, costs of: initial homeowner
warranty premiums, hazard insurance premiums, flood insurance premiums for
properties covered by the Flood Disaster Protection Act of 1973,
Costs of acquiring tools to be lent to owners, tenants and others who will use
such tools to carry out rehabilitation, or
Rehabilitation services related to assisting participants in CDBG-funded
rehabilitation activities, such as rehabilitation counseling, energy auditing,
preparation of work specifications, loan processing, inspections and other
Code Enforcement – costs incurred for inspection for code violations and enforcement
of codes in deteriorating or deteriorated areas where such enforcement together with
public or private improvements, rehabilitation, or services to be provided may be
expected to stop decline of the area.
2010 Public Facilities Application Instructions 11
Historic Preservation - rehabilitation, preservation and restoration of historic properties,
publicly or privately owned. Historic properties are those listed in or eligible to be listed
in the National Register or Historic Places, listed in state or local inventory of historic
places, or designated as a state of local landmark or historic district by appropriate law
Renovation of Closed School Buildings – such as closed school buildings, for use as an
eligible public facility or to rehabilitate such buildings for housing.
Lead-based paint activities
Special Economic Development Activities (24 CFR 570.203)
CDBG funds may be used for special economic development activities.
Acquisition, construction, reconstruction or installation of commercial or industrial
buildings, structures and other real property, equipment and improvements.
Provision of assistance to private for-profit businesses, including, but not limited
to, loans, loan guarantees, interest supplements, technical assistance, and other
forms of assistance.
Economic development activities undertaken either by for-profit or nonprofit
organizations, only to the extent the projects are; carried out in a predominately
lower-income neighborhoods; designed predominately for the use of low income
persons; or developed to provide employment primarily for low income persons,
with a majority of the jobs held by such persons.
Special Activities by Community-Based Development Organizations (CBDO) (24
CFR 570.204) Please check with staff to determine if you are an eligible CBDO.
Eligible activities. The recipient may provide CDBG funds as grants or loans to
any CBDO qualified under this section to carry out a neighborhood revitalization,
community economic development, or energy conservation project. The funded
project activities may include those listed as eligible under 24 CFR 570 Subpart
C, and , except as described below in paragraph (b), activities not otherwise
listed as eligible under that subpart. For purposes of qualifying as a project
under paragraphs (a)(1), (a)(2), and (a)(3) of this section, the funded activity or
activities may be considered either alone or in concert with other project activities
either being carried out or for which funding has been committed. For purposes
of this section:
1. A neighborhood revitalization project includes activities of sufficient size
and scope to have an impact on the decline of a geographic location
within the jurisdiction of a unit of general local government (but not the
entire jurisdiction) designated in comprehensive plans, ordinances, or
other local documents as a neighborhood, village, or similar geographical
designation; or the entire jurisdiction of a unit of general local government
that is under 25,000 population;
2010 Public Facilities Application Instructions 12
2. A community economic development project includes activities that
increase economic opportunity, principally for persons of low and
moderate income, or that stimulate or retain businesses or permanent
jobs, including projects that include one or more such activities that are
clearly needed to address a lack of affordable housing accessible to
existing or planned jobs and those activities specified at 24 CFR
3. An energy conservation project includes activities that address energy
conservation, principally for the benefit of the residents of the recipients
4. To carry out a project means that the CBDO undertakes the funded
activities directly or through contract with an entity other than the grantee,
or through the provision of financial assistance for activities in which it
retains a direct and controlling involvement and responsibilities.
For Ineligible Community-Based Development Organizations activities please
check with staff.
Ineligible Activities (24 CFR 570.207)
Public facilities such as city halls, police stations, churches, exhibit halls and
stadiums, schools, airports, hospitals, and nursing homes, unless the activity to
be done in these facilities is the removal of architectural barriers.
The purchase of a motor vehicles; it is Pierce County Policy not to purchase fire
Purchase of construction equipment, and purchase of furnishings and personal
Operating and maintenance expenses of a CDBG assisted facility.
General government expenses.
New housing construction (transitional and emergency shelter are allowed).
Income payments (series of payments made to an individual or family for food,
clothing, housing, rent, mortgage, etc).
For ineligible CBDO activities please check with staff.
Staff can help in making determinations of eligible activities.
Please call Stephanie Bray at (253) 798-6917 and ask for assistance
2010 Public Facilities Application Instructions 13
The Community Development staff will review the proposals for eligibility according to
the Community Development Act of 1974, as amended. In order to be eligible for
funding under the CDBG program, a proposal must meet three basic criteria:
1. Be an eligible activity under U.S. Department of Housing and Urban Development
(HUD) regulations (refer to attachment 1 in this document) (24 CFR 570.200-570.207).
2. Meet one (a or b) of HUD’s CDBG National Objectives (24 CFR 570.208 (a or c)),
which are to:
a) Benefit low-moderate income (LMI) persons (outside of City of Tacoma
and City of Lakewood).
i. To determine which category of LMI the project qualifies under please
turn to the next page.
b) Resolve an urgent community need.
i. Urgent community needs are recent emergency situations where
alternative funding is not available. The need must have occurred
within the past eighteen months, and the County must declare a
condition of emergency. Documentation must be submitted with
application that the area/activity has been declared an urgent need.
Contact Community Development before requesting any emergency
3. Address one or more of the following priorities established by the Citizens‟
Advisory Board by meeting the needs of residents of Pierce County and/or the
nineteen cities and towns participating in the Consortium. Program can be
combined with those provided to other residents (e.g., City of Tacoma, City of
Lakewood) but County funds must be used to serve Pierce County consortium
residents. Priorities are in ranked order:
1. Shelter and Housing Needs (not housing construction); and
2. Infrastructure Improvements.
2010 Public Facilities Application Instructions 14
CRITERIA ON HOW AN ACTIVITY MAY BE CONSIDERED TO BENEFIT LOW-
MODERATE INCOME (LMI) PERSONS.
In order for an activity to be eligible under HUD’s national objective LMI (1.a. on prior page),
the activity must qualify under either 1) area benefit or 2) limited clientele or 3) housing.
1. Those based on area benefit (24 CFR 570.208 (a) (1)).
a. Under area benefit the public facility/improvement must benefit all residents
of an area where at least 51 percent of the residents are low-mod income.
However, in some communities, that have no or very few areas in which 51
percent of the residents are low- and moderate-income, an exception is
granted to grantees. For these grantees, the CDBG law authorizes an
exception criterion in order for such grantees to be able to undertake area
benefit activities. Pierce County is an “exception grantee”. The exception
threshold for Pierce County is areas in which at least 44 percent of the
residents are low-mod income. See page 16 in this document to determine if
your project is eligible under area benefit.
b. Please contact Stephanie Bray at (253) 798-6917 to ensure a particular area
is considered eligible before submitting an application claiming area benefit.
2. Those serving a limited clientele (24 CFR 570.208 (a) (2)) (see Income Limits Summary
Table at end of document).
a. Under limited clientele a facility must benefit a specific targeted group of
persons, of which at least 51 percent must be low- and moderate-income.
This can be achieved by meeting one of the following criteria:
i. Serving at least 51 percent LMI, as evidenced by documentation and
data concerning beneficiary family size and income (see Income Limits
Summary Table at end of document);
ii. Having income-eligibility requirements that limit the service to persons
meeting the LMI income requirement, as evidenced by the
administering agency‟s procedures, intake/application forms and other
sources of documentation (see Income Limits Summary Table at end of
iii. Serving a group primarily presumed to be LMI such as abused
children, battered spouses, elderly persons, severely disabled adults,
homeless persons, illiterate adults, persons living with AIDS, and
migrant farm workers.
Those applying for acquisition, construction, or rehabilitation of
property for housing, must qualify under the housing national
objective listed below.
3. Those involving housing (24 CFR 570.208 (a) (3)).
i. The housing category of the low-mod benefit national objective
qualifies activities that are undertaken for the purpose of providing or
improving permanent residential structures which, upon completion,
will be occupied by low- to moderate-income households. (see Income
Limits Summary Table at end of document).
2010 Public Facilities Application Instructions 15
1. Structures with one unit must be occupied by a low- to
moderate-income household. If the structure contains two units,
at least one unit must be low- to moderate-income. Structures
with three or more units must have at least 51 percent occupied
by low- to moderate-income households.
2. Under the following circumstances, structures with less than 51
percent LMI occupants may be assisted. Assistance is for an
eligible activity that reduces the development cost of new
construction of non-elderly, multi-family rental housing; and at
least 20 percent of the units will be occupied by LMI households
at an affordable rent; and the proportion of cost borne by CDBG
funds is no greater than the proportion to be occupied by LMI
3. Activities that do not qualify under the LMI Housing national
objective include: code enforcement, interim assistance,
microenterprise assistance, public services, and special
economic development activities.
RECORDS NEEDED TO BE MAINTAINED
Each Agency is responsible for keeping and maintaining the proper records to
demonstrate compliance under the applicable national objective category. All of the
below categories pertain to HUD‟s national objective to benefit low- and moderate-
income (LMI) persons. The following lists are not all inclusive. If funded, your contract
compliance specialist will communicate any additional documentation and reporting
Area benefit activities
Records to be maintained (this list is not all inclusive):
Boundaries of the service area;
Documentation that the area is primarily residential (e.g., zoning map);
Percentage of low- and moderate-income (LMI) persons that reside in the service
The data used for determining percentage of LMI persons (e.g., census, survey).
Limited clientele activities
Records to be maintained: One of the following types of documentation must be kept
for each activity (this list is not all inclusive):
Documentation showing that the activity is designed for and used by a segment of
the population presumed by HUD to be principally low- and moderate-income; or
Data showing the size and annual income of the family of each person receiving the
2010 Public Facilities Application Instructions 16
RECORDS NEEDED TO BE MAINTAINED CONTINUED
Records to be maintained (this list is not all inclusive):
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 that will be occupied by low- and moderate-
income households after assistance.
The total cost of the activity, including both CDBG and non-CDBG funds.
For each unit occupied by a low- and moderate-income household, the size,
ethnicity, and income of the household.
For rental housing only:
Rent charged (or to be charged) after assistance, for each dwelling unit in
each structure assisted; and
Information as necessary to show the affordability of units occupied (or to be
occupied) by low- and moderate-income households pursuance to criteria
established and made public by the grantee.
For each property acquired on which there are no structures, evidence of
commitments ensuring that the above criteria will be met when the structures are
Where applicable, records documenting that the activity qualified under the
exception allowed for new construction of non-elderly, multi-unit, rental housing.
ADDITIONAL INFORMATION - CDBG FUNDED PROJECTS
Activities should be developed in accordance with adopted plans such as the Pierce
County Consolidated Plan.
Projects that can be implemented in the program year in which funds are available are
The acquisition of land is subject to federal land acquisition and relocation regulations,
which become effective the moment you submit your application. Please check with
staff to ensure that you would be complying with federal regulations.
Religious organizations seeking funds should contact this office for specific
requirements pertaining to their application.
All parks and recreation projects must be consistent with County or the local
jurisdiction‟s Park Plan. Park proposals must provide evidence (agreement required) of
the ability to be maintained by the local park department or other agency. No CDBG
funds shall be used for on-going operation and maintenance.
2010 Public Facilities Application Instructions 17
HUD program regulations require that citizens be given the opportunity to examine and
appraise the County‟s use of funds. Citizens are afforded an opportunity to participate
by membership on the Citizens‟ Advisory Board and by attendance at Board meetings
throughout the review and recommendation process. All CAB meetings are open to the
public and Pierce County residents are encouraged to attend. All meetings are
published on the County‟s Community Development website. Meetings are normally
held the first Wednesday of each month at 6:00 PM at 3602 Pacific Avenue, Tacoma,
WA 98418, in Sound View Conference Room 1. A public hearing was held on October
7, 2009 allowing citizens to comment on the needs of low-income residents in Pierce
County. A public hearing will occur after publication of the preliminary funding
recommendations by the CAB on March 3, 2010 to allow comment on the proposed
funding recommendations. The Department of Community Services published a five-
year Consolidated Plan in 2005, and annually publishes a One-Year Action Plan
outlining the projected use of funds for the upcoming program year. Prior to the
adoption of the Action Plan, a public hearing will be held on April 7, 2010 to provide
citizens an opportunity to comment on the activities that will be carried out in FY 2010.
All the above documents are available at 3602 Pacific Avenue, Suite 200, Tacoma, WA
98418, or by calling Stephanie at (253) 798-6917 or email email@example.com.
2010 Public Facilities Application Instructions 18
CALENDAR AND WORKSHOP DATES
Workshop attendance is highly encouraged for all applicants. It is the Department‟s
belief that attending the workshops will assist your organization in presenting the best
possible request for funding. During application workshops, Pierce County staff will give
an overview of the application and the application process. They will also be available
to answer questions. Please come prepared with your instruction/application packet and
any questions that you may have.
2010 CDBG SCHEDULE
11/6/09 9 AM Applications available online at: http://www.piercecountywa.org/cdbg
11/12/09 3:30 PM Application Workshop Both workshops will be held at 3602
11/18/09 10 AM Application Workshop Pacific Avenue, Tacoma 98418 in
Conference Room A.
12/4/09 4 PM Applications Due
1/6/10 6 PM Presentations (TBD)
1/13/10 6 PM Presentations (TBD)
1/20/10 6 PM Presentations (TBD)
1/27/10 6 PM Presentations (TBD)
2/10/10 6 PM Preliminary CDBG Funding Recommendations
3/3/10 6 PM Public Hearing – Final Funding Recommendations
3/10 Final CAB funding recommendations to Pierce County Executive
4/7/10 6 PM Public Hearing – 2010 One-year Action Plan & Consolidated Plan
5/15/10 2010 One-year Action Plan (funding recommendations) to HUD
If funded, funding award letters will be sent to sub-recipients notifying
them of their HUD award. Letter will indicate information on how to
proceed with the NEPA-level/HUD Environmental Review.
Environmental Review must be completed and approved by
Community Services before the contract is executed.
7/1/10 Sub-recipient can commit funds to project following environmental
review, HUD release of funds and contract execution with the county.
2010 Public Facilities Application Instructions 19
FUNDING PROCESS OVERVIEW
1. Community Services Citizens’ Advisory Board (CAB) review process
Federal requirements limit the use of CDBG funds to certain eligible activities.
Applicants for CDBG funds must show how eligibility requirements are met in their
application. These policies and guidelines are used in reviewing proposed projects.
The timeliness of project implementation has become an extremely important
concern for HUD. Projects will be reviewed to determine which are most ready for
implementation. Projects that are not ready to begin may be rejected for that reason.
Specifically, projects should not be dependent upon speculative funding from other
sources, or funds that are not yet secured. CDBG funds should not be utilized as “seed
money” to secure additional funds. Grants are made on an annual basis. Applicants
must be able to demonstrate that the proposed activity can be implemented within
ninety days of funds becoming available, and can progress consistently and without
interruption to completion.
NOTE: No applicant is automatically entitled to receive funding in any specific year, or
on a continuing basis.
Past Performance is critical. The CAB will be provided information relating to the
applicant's past performance under the Pierce County CDBG program.
The CAB will host public meetings for presentations from applicants, and ask questions
regarding the proposals. The preliminary funding recommendations of the CAB will be
published on the County‟s webpage, www.piercecountywa.org/cdev and or
www.piercecountwa.org/cdbg after the February 10, 2010 CAB meeting. Notices
referring interested parties to the webpage will appear in the Tacoma News Tribune and
the Puyallup Herald. A public hearing regarding the preliminary funding
recommendations will take place on March 3, 2010. The CAB will make their final
CDBG/ESG funding recommendations at the March 3, 2010 CAB meeting. On April 7,
2010 the CAB will conduct another public hearing on the 2010 One Year Action Plan to
be submitted to HUD by May 15, 2010. Citizens will have 30 days to comment on the
2010 One Year Action Plan.
2. Approval by Pierce County Executive
The Pierce County Executive will make the final decision on programs recommended
by the CAB for funding. The final CDBG funding recommendations will be submitted to
HUD by May 15, 2010, as part of the 2010 One-Year Action Plan.
3. HUD Review
If the One-Year Action Plan meets HUD regulations, HUD will issue a funding
agreement to Pierce County on or about July 1, 2010. At that time each successful
2010 Public Facilities Application Instructions 20
applicant will be notified of the approximate date a contract will be issued.
4. Environmental Review and Contract
If an organization is granted funds, award letters will be sent to sub-recipients notifying
them of their HUD award. The award letter will indicate information on how to proceed
with the NEPA-level/HUD Environmental Review. The Environmental Review must be
completed and approved by Community Services before a contract is executed. No
CDBG funds will be reimbursed prior to the execution of a sub-recipient agreement with
the Department of Community Services.
2010 Public Facilities Application Instructions 21
INSTRUCTIONS TO COMPLETE APPLICATION
Much of the information requested in this application form is self-explanatory.
County staff-members are available to assist you until the applications are submitted.
However, it's always best to ask for assistance early, preferably at one of the
recommended applicant workshops.
Item 1: Applicant/Project Information
Please complete project and applicant name, address of project site, applicant contact,
mailing address if different than project site, telephone and fax number, email address
of contact person for project. Also include the agency‟s Unified Business Identifier (UBI)
number, Federal Employer ID number, DUNS number and Central Contractor
Registration (CCR) number. The DUNS number is a unique nine-character number that
identifies your organization. It is a tool of the federal government to track how federal
money is distributed. Most large organizations, libraries, colleges and research
universities already have DUNS numbers. Ask your grant administrator or chief financial
officer to provide your organization‟s DUNS number. If your organization does not have
a DUNS number please go to the following website for information on how to obtain a
DUNS number http://www.grants.gov/applicants/request_duns_number.jsp. If your
organization does not have a CCR number, please go to the following website for more
information on how to obtain a CCR number and/or to find out if your organization
already has a CCR number: http://www.grants.gov/applicants/org_step2.jsp. If your
organization has an Employer Identification Number (EIN) number, your CCR
registration will take 1-2 days to process. If your organization does not have an EIN
number then it will take then you should allow 2-5 weeks for obtaining the information
from IRS when requesting the EIN via phone, fax, mail or Internet. The CCR is a web-
enabled government wide application that collects, validates, stores, and disseminates
business information about the federal government's trading partners in support of the
contract award, grants, and the electronic payment processes.
Under item 1 also indicate what type the applicant is (city, non-profit, etc.). List the
amount of funds you are requesting from Pierce County for CDBG, and the Chief
Administrator must print, sign and date the first page.
Item 2: Background/Program Experience
Please list the length of time the agency has been in operation, the date of
incorporation, purpose of agency, and type of corporation.
Item 3.A.: Eligible Activity
Check which activity (basic, rehab/preservation, economic development, or CBDO) you
are qualifying under. Then, list the eligible activity. See Attachment 1 in this document
for HUD‟s Basic Eligible Activities (24 CFR 570.201).
Item 3.B.: Project Type
Please check all that apply. Categories include infrastructure, building/construction or
2010 Public Facilities Application Instructions
Item 4: National Objectives/Eligibility Criteria
Please read the Eligibility section in this instruction packet prior to filling out this section
in the application. Please note that the low-income presumed eligible category
language is provided by HUD, not the Department of Community Services.
Please indicate which national objective the project falls under (either to benefit low-
and moderate-income (LMI) persons, or, urgent need). Please only select one
national objective. Before selecting urgent need, check with staff for verification. If you
chose to benefit LMI persons, you must also indicate under which category of this
national objective you are eligible (area benefit, or limited clientele or housing; please
only select one). Answer any remaining questions under the category that you selected.
To determine if your project is eligible under Area Benefit follow these steps:
1) Find the project site census tract and block group number. You can locate it by going
to this website: http://factfinder.census.gov/home/saff/main.html?_lang=en then,
2) Go to HUD‟s website: http://www.hud.gov/offices/cpd/systems/census/wa/index.cfm
3) Under section “Low to Moderate Income Estimates” click on FY 07 for the
Summarized Low/Mod Data. Find your census track and block group and the low- mod-
income percentage. If the number is 44 or higher, your project is eligible.
4) If you have questions or need verification, please call Community Services.
Please read the section in this document titled Records you will Need to Maintain in
order to demonstrate compliance with the national objective to Benefit low- and
Item 5: Project Location
For all projects please list census tract/block group (if location is known). Please check
all that apply and provide detail.
Identify the specific location of the project. Provide an address if known. You may
obtain parcel numbers from the Pierce County Assessor/Treasurer‟s Office at:
You may obtain Census Tract and Block Group(s) by address at:
Item 5a. Please indicate whether the organization/municipality own the property.
Item 5b. If you answered no to 5a., please list the property owner.
Item 6: Service/Operation Area
Describe the specific service area of your project. (1 house, a certain street, one or
more blocks, a complete neighborhood, a town, etc.) This question is important when
applying for funding based on “area benefit”. In order to meet area benefit criteria, you
must describe why it is reasonable to assume that the project/facility will not draw
attendance from individuals living beyond the area that is listed as “area benefit”
Item 7: Description of Proposal
Describe work to be done on the entire project, regardless of the source of funding. If
this is done in phases, include all phases.
2010 Public Facilities Application Instructions
Item 8: Work Scope
Briefly describe what you want to accomplish with County CDBG funds. If you are
going to accomplish the project in phases, particularly if dependant upon various
funding sources, describe specifically what is to be done in this phase. (Build the 1st
phase of a 3 phase community water system including 1,000 LF of new 6" water main,
1 gate valve, and 2 fire hydrants installed in County right of way on Jones Way East.)
Item 9: Funding priorities
List at least one of the funding priorities that this project addresses. The funding
priorities for 2010 are in ranked order: 1) Shelter and Housing Needs (not housing
construction) and 2) Infrastructure Improvements.
Item 10: Proposed Work Schedule
List the timeline for the project.
Item 11: Acquisition/Relocation
Will you be planning to acquire any property as part of your project? Please describe
your plan for acquisition (building or land). Are people or businesses currently
occupying the site? If so, will they have to move?
Item 12: Accessible to Individuals with Transportation Barriers
If your project includes design/engineering for a public facility, construction of a public
facility, or renovations to an existing facility, please describe any steps taken to ensure
that the services or programs offered in the facility are accessible to individuals with
transportation barriers. If the application is for infrastructure improvements (e.g.
stormwater, sewer, etc.) please indicate “Not applicable.”
Item 13: Environmental Review
Every applicant should answer 13a & 13d. If applicable, answer 13b & 13c.
13a. Every applicant should answer this question. Indicate whether the project is
currently underway by marking the appropriate box. Yes, construction has begun or No,
construction will not begin prior to a fully executed contract from Pierce County.
13b. If you answered yes to 13a., answer 13b. Indicate by marking the appropriate box
whether an environmental review has been conducted.
13c. If you answered yes to 13b., answer 13c. List the firm that conducted the
environmental review and the date that it was conducted.
13d. Every applicant should answer this question. Indicate if a legally binding contract
was signed prior to your intent to apply for federal funds by marking the appropriate box
(yes or no). If you answer yes, please attach copies of the contract to the application.
If you answered yes to 13a you must cease all “choice limiting actions” (e.g.
acquisition, demolition, construction, including new or rehab), unless you have a
legally binding contract that was signed prior to your intent to apply for federal funds
2010 Public Facilities Application Instructions
(regardless of other funding sources, private or public), in which the contract states
that there will be a negative impact if the project activity is stopped. If your contract
does not state that there will be a negative impact if the project activity is stopped,
then you must stop all activity. (For any “choice limiting action” you must have a
National Environmental Policy Act (NEPA)-level/HUD Environmental Review
approved by the Department of Community Services).
If you answered no to 13a please be aware that if your project is not under contract
at the time of application, no construction activities can occur, federally funded or
not (regardless of other funding sources, private or public), until a NEPA-level/HUD
Environmental Review has been reviewed and approved by the Department of
All applicants are required to budget for a NEPA-level/HUD Environmental Review
acceptable to Pierce County Community Services and the Department of Housing
and Urban Development. All funded applicants‟ NEPA-level/HUD Environmental
Review must be completed by a firm approved by Pierce County. Please contact
Stephanie Bray at (253) 798-6917 for information on selected firms.
Item 14: Involvement of Citizens
Pierce County prefers that affected residents participate in the development of activities
that might affect them. Please describe any participation by citizens of the County, and
particularly lower-income citizens in the creation and development of this project.
Item 15: Need/problem project will attempt to solve.
What is the problem that this activity is designed to address? Provide enough
information so that a clear relationship can be drawn between the need and the
Item 16: Trends to Continue without Project
Please describe existing conditions of the project area and its surroundings, and trends
likely to continue in the absence of the project.
Item 17: Project Management
Physical improvement activities generally need someone with technical experience to
manage them. Can your organization provide the necessary expertise or will you need
to hire a consultant to provide that service?
Item 18: Monitoring
Describe how you will monitor progress in implementing the program. Describe who will
be responsible for monitoring progress.
Item 19: Income Eligibility Requirements
If this activity is not an urgent need (requires staff approval) describe specifically how
this activity will meet federal income requirements (see Income Limits Summary at end
of this document) and how that income or presumed eligible status will be verified and
documented? Additionally, describe how you will assure that Pierce County CDBG
funding benefits Pierce County residents residing outside the cities of Lakewood and
2010 Public Facilities Application Instructions
Item 20: Timeliness/Barriers to Implementing Project
Timeliness of implementation is critical. After the environmental review is your project
ready to get underway? Or are there a number of activities that must occur before you
can proceed? What potential barriers do you foresee and what is your plan for
Item 21: Americans with Disabilities Act
Describe how the facility complies with Americans with Disabilities Act (ADA)
requirements regarding accessibility.
Item 22: CDBG Funding
This Item has a number of questions relating to County CDBG funds. Is this is new
project or a continuation of prior year(s) funding? If it is a continuation, please list from
which FY and the amount granted in that year. If this is a phased project, can this
phase stand alone? Could your project benefit by the use of a loan rather than a grant?
Could a loan be repaid within five year? Or list how many years? Will CDBG funding be
used to leverage additional funding? (The County would prefer that CDBG funds be
used after other funds are obtained if at all possible)?
Item 23: Project Cost
Provide information on the costs of the project. Specifically, the amount requested of
Pierce County CDBG in this application, other federal funds that are committed, state
and local funds that are committed, and other private funds that are committed, other
public and/or private funds that are requested but not committed, and a total of all
costs. Please list sources of uncommitted funds.
Item 24: Partial Funding
The County is often unable to recommend full-funding for a project. Can you use partial
funding? Please indicate by marking the box either yes or no. Then, what would be
your priorities if we were unable to provide full-funding or even funding at the level of
your 1st or 2nd priorities? If you are unable or do not want to accept any lesser amount,
Item 25: Project Development and Budget
Specify all you know about the parties, phases and line item costs of your physical
improvement project, including elements and funds from other sources. Please make
sure to include the cost estimate of the environmental review on the specified line on
the budget sheet. Please call Community Service contract compliance staff for referrals
on environmental agencies, if needed. Complete the budget form based on receiving
the full amount requested.
Item 26: Cost to Maintain Project
When the project is complete, how much will it cost annually to maintain it? Please list
the annual operation and maintenance costs. Please list who will provide these
2010 Public Facilities Application Instructions
operation and maintenance funds.
Item 27: Financial Capacity
1. Requirement: Recipient‟s that receive federal funds over $500,000 will be
required to submit an audit per federal requirements at point of contract with
Pierce County for CDBG funds.
2. Requirement: If your organization expends $50,000 (from any source of funds) in
any one fiscal year, applicants are required to submit at a minimum, financial
statements that have been reviewed by an independent Certified Public
3. Regardless of the amount of federal funds that your organization receives, if your
agency has a completed, current annual independent audit, please attach it with
your application. And attach any financial statements, and any related
management letters or comments.
B. Please attach a copy of the agency‟s current operating budget.
C. Identify continuing funding commitments for your organization.
D. Describe the fiscal management and structure of the agency.
Item 28: E-Verify Certification
Pierce County Ordinance 2009-74s requires that all businesses (including non-profits)
which contract with the County enroll and participate in the Federal E-Verify program if
the value of the contract is in excess of $100,000 for any public works contract or
$25,000 for all other contracts.
The contract (if awarded funds) will be subject to the E-verify provisions found in Exhibit
“X” (which is the E-Verify Certification form found in application on page 21). The
applicant must return the page entitled “E-Verify Certification” with the application
packet; failure to do so will render the bid non-responsive.
Further information on E-Verify:
A copy of Ordinance 2009-74s is on the Community Services website located at
http://www.piercecountywa.org/cfapps/edocs/InternetSearch.cfm. Select “Ordinance” for
Document Type and enter in “2009-74s” for Document number and then select search.
The Federal E-Verify Program is a web based application that can be accessed at
2010 Public Facilities Application Instructions
2009 Income Limits Summary
Pierce County, WA
FY 2009 Median FY 2009 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person
Income Income Income
Extremely $14,300 $16,350 $18,400 $20,450 $22,100 $23,700 $25,350 $27,000
$68,100 Very Low $23,850 $27,250 $30,650 $34,050 $36,750 $39,500 $42,200 $44,950
Low (80%) $38,150 $43,600 $49,050 $54,500 $58,850 $63,200 $67,600 $71,950
*These limits are revised annually, usually in February or March. Income limits are based on FY 2009 Fair Market Rent areas.
2010 Public Facilities Application Instructions