City of Annapolis
Planning & Zoning Department 145 Gorman Street, 3rd Fl Annapolis, MD 21401-2535 Phone 410-263-7961 • Fax 410-263-1129 • TDD 410-263-7943 • www.annapolis.gov
Community Development Block Grant (CDBG) Program
Local Fiscal Year 2010 Important Information
Applications must be received at the City Planning and Zoning Office by Wednesday, December 10, 2008 at 12:00 p.m. One original and seven copies must be submitted to: City of Annapolis Community Development Block Grant Program Department of Planning and Zoning ATTN: Angela Frantom 145 Gorman Street 3rd Floor Annapolis, MD 21401 Please see important information regarding selection guidelines on (attached as Exhibit B) and federal program guidelines beginning on page 3 before you complete the Application. To discuss whether a specific activity may be eligible, or to learn more about the application requirements, please contact Theresa Wellman, Chief of Community Development at (410) 2637961 extension 7798 or e-mail tcw@annapolis.gov. Those submitting a new or first-time recommendation are strongly encouraged to contact Ms. Wellman to discuss their proposal before submitting an application. The application will be available on the City’s website on October 13, 2008. DUNS number requirement – please see Page 8 of the Application Guidelines
City of Annapolis CDBG Application Guidelines FY 2010
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Community Development Block Grant (CDBG) Program
Local Fiscal Year 2010
Application Guidelines
The City of Annapolis is in its 25th year as a recipient of Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Community Development (HUD). For the past several years these federal funds have provided the City the opportunity to address the needs of Annapolis' low and moderate income citizens. The City has used CDBG funds to provide homeownership opportunities, housing rehabilitation services, and support for various human service organizations. Much of the success of the Annapolis community development program lies with citizen participation. The City's many caring citizens and community organizations help to identify programs and projects for CDBG funding. Then, once the City makes funding available, these same groups and individuals work to carry out the approved programs and projects. In Fiscal Year 2010, which begins July 1, 2009, the City expects to receive approximately $320,000 in CDBG funds. Of this amount, the city will spend 85 percent on housing related projects and 15 percent on public service projects. National Objectives The U.S. Department of Housing and Urban Development (HUD) administers CDBG funds. HUD regulations regarding the use of CDBG funds are very specific. First, the City must use CDBG funds to meet one of the following two national objectives. Annapolis has used all of its CDBG funds for programs and projects meeting the first national objective--that of low and moderate income benefit. • Benefit Low and Moderate Income Persons. These are persons whose household income is equal to or less than 80% of the area median family income, adjusted to family size, the handicapped, the homeless, the elderly or individuals with other special needs. To qualify as meeting this objective, an activity must either have income eligibility requirements that limit the activity to low and moderate income persons as defined by HUD (80% of median income), be located in an area that is predominately inhabited by low and moderate income residents or provide serves to mostly low and moderate income persons. The income limits that determine who is low and moderate income as follows: HUD Low and Moderate Income Guidelines effective March 2007 1 2 3 4 5 6 7
Family size
8
Maximum income $41,300
$47,200 $53,100 $59,000 $63,700 $68,450 $73,150 $77,900
City of Annapolis CDBG Application Guidelines FY 2010
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To meet this objective, each activity must serve a minimum of 51 percent low and moderate income persons. The City reserves the right to require that each activity serve up to 100 percent low and moderate income persons. • Aid in the Prevention or Elimination of Slum or Blight Fortunately, the City does not suffer from major slum or blight conditions. Spot blight is often addressed through housing rehabilitation. Eligible Activities HUD regulations also specify categories of activities that are eligible for CDBG funding. Generally, the two types of block grants include: • • Public service, or Capital Projects (e.g., construction, rehabilitation, acquisition, demolition, clearance, etc.)
The City has undertaken some of these activities directly itself. Many more are sponsored and carried out by community groups. Eligible community groups or organizations may apply for either a community service or a capital grant. Applicants are called subrecipients. Subrecipients must be a registered nonprofit organization AND MUST provide supporting documentation that confirms this status. Any capital project on property not held by the subrecipient must include written approval by the property owner. All project requests must be located in the City and benefit primarily Annapolis citizens. If the project is not located in the City, please provide documentation that shows the project serves primarily Annapolis residents. The following list shows the types of activities that may be eligible for CDBG funding: • Acquisition and/or rehabilitation of real property, which is: B blighted or deteriorated B appropriate for rehabilitation or conservation B appropriate for historic preservation, urban beautification, open spaces and the provision of recreational opportunities B needed for the provision of eligible public works, facilities and improvements B appropriate for the development of housing B needed for other public purposes Acquisition, construction, reconstruction, rehabilitation, or installation of public improvements or facilities, such as: B shelters for the homeless B water and sewer facilities
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City of Annapolis CDBG Application Guidelines FY 2010
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flood and drainage improvements community, senior and health centers parking, streets, curbs, gutters and sidewalks, parks, and playgrounds Clearance, demolition, and removal of buildings and improvements, demolition products and environmental contaminants. Provision of public services which are directed toward improving the community public services and facilities, including but not limited to those concerned with employment, fair housing and homeownership, homelessness, crime prevention, child care, health, drug abuse, education or recreational needs. Removal of architectural barriers to accessibility. Acquisition, construction and reconstruction of privately owned utilities necessary for neighborhood revitalization and to prepare sites for the construction of sale or rental housing. Rehabilitation of public housing and improvements of other publicly owned residential buildings. Rehabilitation of historic properties. Homeownership assistance to income eligible home buyers. Microenterprise assistance.
B B B B
This is a very broad list of eligible activities. It is important to note that all eligible projects must meet one of the two national objectives described above. Subrecipient Obligations Once the City awards grant funds, certain obligations become the responsibility of the subrecipient. Subrecipients must: 1. Enter into a ASubrecipient Agreement@ with the City. 2. Follow all City of Annapolis and HUD rules and regulations outlined in the ASubrecipient Agreement@ including federal procurement and hiring procedures. 3. Submit quarterly reports to provide information on accomplishments/outcomes. 4. Expend Public Service funds within the City Fiscal year 2010. Community Development Objectives HUD requires that the City prepare a Consolidated Plan every five years to receive CDBG funds. The plan documents the goals, objectives, and priorities that the City has established for its community development activities. The section that enumerates the goals and objectives of the City=s Consolidated Plan is attached as an additional guide to help you prepare your application for FY 2010 funds. Copies of the complete Consolidated Plan are available at the Planning and Zoning Department.
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Selection Process and Calendar The City Council approves all CDBG-funded projects. This is done so that they can integrate the CDBG budget with the City's overall budget. The City=s Housing and Community Development Committee has oversight responsibility for the CDBG program and the use of CDBG funds. The selection process for FY 2010 is as follows: October 2008 • CDBG staff sends out applications to nonprofit organizations and interested citizens for projects eligible for CDBG funding.
November 2008 • Housing and Community Development Committee holds a public hearing on November 3, 2008 to inform the public of the availability of funds, obtain citizens views on housing and community development needs, and to review CDBG Program progress. City staff provides assistance to community groups and nonprofit organizations in developing proposals.
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December 2008 • Applications are due on Wednesday, December 10, 2008 at 12:00 noon. Following submittal, CDBG staff reviews proposals to determine eligibility and prepares questions for the February public hearing.
February - March 2009 • The Housing and Community Development Committee holds a public hearing on February 2, 2009 to hear presentations on the projects by the project sponsors. The CDBG Staff makes funding recommendations to the Mayor and the Housing and Community Development Committee. The Housing and Community Development Committee selects the projects to recommend to the City Council for funding.
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April 2009 • The Housing and Community Development Committee submits its recommendations to the City=s Finance Committee for inclusion in the City=s FY 2010 budget and Action Plan. The Action Plan is the City=s application to HUD for the CDBG funds. The recommendations are reviewed and approved by the Mayor and City Council. CDBG staff publishes a notice in the local newspaper inviting the public to comment on the Action Plan.
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City of Annapolis CDBG Application Guidelines FY 2010
May 2009 • Once the Council has approved the projects, the staff submits the FY 2010 Action Plan to HUD May 2009.
June 2009 • CDBG staff completes the environmental review process for capital projects and notifies the awarded applicants.
July - August 2009 • Once HUD approves the Action Plan, HUD releases the funds through the environmental review process. The funds are available beginning July 1, 2009 for the selected projects. All CDBG awarded applicants must have an executed Subrecipient Agreement with the City prior to disbursement of funds.
Housing and Community Development Committee Members Alderwoman Classie Hoyle (Chair) Alderman Sheila Finlayson Alderman Julie Stankivic Theresa Bond Jonette Hahn John ARusty@ Porter Trudy McFall (Housing Authority of the City of Annapolis Designee) Activity Selection Guidelines • The activities selected to receive funding must be eligible activities described on pages 2 – 3 of the Guidelines. Activities must meet a Consolidated Plan Goal and Strategy. A copy of the Consolidated Plan Goals and Objectives. Page 7 of the Guidelines The recommended activities must provide maximum public benefits relative to cost. The organization should define the outcomes and measurement of those outcomes. All activities should leverage other funding sources to the greatest extent possible, demonstrating cost sharing opportunities, and in-kind contributions.
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Recommended activities should constitute a new or substantial increase in services. Activities requiring multi-year funding will be encouraged to seek other sources of funding after three years. The project is ready to go. (including zoning compliance) The project does not duplicate services being offered by another organization. If the proposal is a capital project, project cost estimates are accurate and reflect Davis-Bacon wage rates, if applicable.
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The sponsor has the administrative capacity to successfully carry out the project, e.g., has previous experience with similar projects. Special Note The City of Annapolis does not discriminate against any person or organization because of race, color, religion, sex, national origin, disability, or familial status. The City meets the provisions of the American's with Disabilities Act, especially Title II, and with Section 504 of the Rehabilitation Act of 1973. All persons and organizations with projects or programs which meet the national objectives of the CDBG program will be considered for funding.
City of Annapolis CDBG Application Guidelines FY 2010
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Consolidated Housing and Community Development Plan FY 2007 - 2010
Summary of Goals and Objectives
Affordable Housing Activities Goal: Retain Affordable Housing Stock and Increase Availability of Affordable Permanent Housing Objectives: • Provide assistance to low income homeowners for housing rehabilitation. • Preserve and expand the supply of affordable housing through acquisition with rehabilitation and/or new construction. • Provide opportunities for first-time homebuyers. • Support housing counseling for first-time low and moderate-income homebuyers for homeownership and other housing issues. Homeless and Special Needs Activities Goal: Help Homeless Persons and Persons at Risk of Becoming Homeless Obtain Affordable Housing Objectives: • Continue financial support to homeless shelters. • Continue financial support for prevention of homelessness Goal: Assist in the Provision of Housing Options for Persons with Special Needs Objectives: • Assist supportive housing providers. Community Development Activities Goal: Improve the Safety and Livability of Neighborhoods. Objectives: • Support improvement or construction of recreational facilities in low and moderate-income neighborhoods. Goal: Provide Public Services Concerned with Employment, Empowerment and Self Sufficiency Objectives: • Support vital public services addressing the needs of children, youth and families and other initiatives that promote family stability. • Provide support for economic development and creation of decent jobs. • Provide support and technical assistance for neighborhood revitalization and overall planning and administration of community development activities.
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CDBG Grant Application Information and Instructions
Any organization applying to the CDBG program for the FIRST TIME is strongly encouraged to meet with the Chief of Community Development prior to submitting an application Format • • Use the Checklist to ensure you are submitting a complete package. Incomplete packages will not be approved. Submit application on 8-1/2@ x 11@ paper. To facilitate photocopying, please do not have the applications bound in any way. That is, please do not utilize binders, professional spirals or binding, etc. Please submit eight (8) copies -- one (1) original with original signatures and seven (7) copies of the complete package of documents. Faxes will not be accepted. In addition to the application, please provide the following information: 1. List of the names of your Board of Directors, with addresses and phone numbers; 2. Name, address, and phone number of your accountant and/or attorney; 3. Copy of your latest financial statement and current operating budget; and 4. Documentation that the sponsoring agency is a certified nonprofit 501 (c)(3) agency. 5. Certificate of Good Standing from the MD Department of Taxation 6. Articles of Incorporation 7. By Laws 8. Budget – please note that there are different forms for a capital project and a public service project. Please choose the most appropriate.
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Application Submission All items on the Grant Application Checklist must be submitted at time of application. Only eligible projects that have complete applications submitted no later than noon on Wednesday, December 10, 2008 will be considered. Mail or deliver complete applications to: City of Annapolis Department of Planning and Zoning 145 Gorman Street, 3rd Fl Annapolis, MD 21401-2535 Attention: Chief of Community Development DUNS Number Requirement The federal government requires organizations to provide a DUNS number as part of their grant applications and proposals.
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What is a DUNS number? Dun and Bradstreet (D&B) is a company that provides business information for credit, marketing, and purchasing decisions. Its "data universal numbering system," known as DUNS, issues unique 9-digit numbers that are used by businesses and the federal government to keep track of more than 70 million businesses world-wide. Some entities, such as states and universities, will also have what is known as "DUNS + 4," which is used to identify specific units within a larger entity. Why does my organization have to provide it? The federal government's Office of Management & Budget has adopted the use of DUNS numbers as a way to keep track of how federal grant money is awarded and dispersed. Do all grant applications have to have a DUNS number? All organizational applicants are required to provide their DUNS number. Individuals are exempt. How do I find out if my organization already has a DUNS number? Your executive director, business manager, board treasurer, or accountant is likely to know and be able to provide your organization's DUNS number if you already have one. Organizations applying to the Arts Endowment have been required to have a DUNS number since October 1, 2003. Universities and most colleges, state entities and large organizations also are likely to already have DUNS numbers. If you are not sure, ask the D&B operator when you call to get one (see phone number below). Is there a fee for registering for a DUNS number? No. D&B should not charge you a fee. You are also not obligated to purchase any of their products. What is the easiest way to get a DUNS number if my organization needs one? It only takes a day to get a DUNS number from D&B by phone (you may be on hold for a little while), but Internet applications can take up to 30 days! Note that an authorizing official, not a project director, of the organization should request a DUNS number. Call D&B's special toll-free number for federal grant applicants: 1-866-705-5711. Tell the operator that you are applying to a federal grant program and need to register for a DUNS number. The process will take about ten minutes. You will be asked to provide the following information (subject to minor changes): Legal name of organization, physical address (and P.O. box if you have one), telephone number, Web address, name of the authorizing official (e.g., president, director, etc.), the purpose of your organization
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(e.g., non-profit dance company to perform and create work, museum that provides art exhibitions for the general public, etc.), total number of employees. Your organization can also register for a DUNS number via D&B's website (linked here). Choose the "DUNS number only" option. Please note that registration via the Web site may take up to 30 business days to complete. For more information The Community Development staff is available to help you with technical advice and to answer any questions you might have. Feel free to call Theresa Wellman, Chief of Community Development, at 410263-7961 ext. 7798 for further information or assistance or email her at TCW@annapolis.gov. The CDBG Application and Guidelines are available on the City=s website.
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City of Annapolis
Planning & Zoning Department 145 Gorman Street, 3rd Fl Annapolis, MD 21401-2535 Phone 410-263-7961 • Fax 410-263-1129 • TDD 410-263-7943 • www.annapolis.gov
Community Development Block Grant (CDBG) Program
Project Request for Fiscal Year 2010 Funds
Deadline: Wednesday, December 10, 2008, at 12:00 p.m. (noon) Organization name Address Phone Fax Email
Contact Address Phone Federal ID # Incorporation Date Fax
Title
Email DUNS # State
501(c)(3) Registration date Project title CDBG amount requested Project location Eligible activity Certification “I do certify that I have reviewed this application and that to the best of my knowledge and belief, all the information provided in this application is true.” Total project amount
Signature of Chief Executive Officer Print name Title
Date
City of Annapolis CDBG Application for Funding
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Executive Summary In one page or less provide a brief summary of your project. Please be sure to include the following items. The purpose of the project, how many people will be served and how the funds will be used.
City of Annapolis CDBG Application for Funding
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I. Describe the Problem
Describe the specific purpose of the project by identifying the housing and/or community development problems the project is intended to help solve or people it is intended to help. Please include data used to identify and verify the need for the project such as Census data, waiting list information, and/or other statistics.
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II. Describe the Project
A. Describe the project and the activities that will be performed or services that will be provided, i.e. how this project is the solution to the problem.
B. How will you use the CDBG funds?
C. Show how your organization will coordinate the proposed project with existing services
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III. Project Location and Beneficiaries
A. What is the location of the proposed project?
Area B. Are you serving clients citywide or is there a service area? Citywide If there is a service area(s) for this project, please briefly describe the boundaries of the service area and provide census tract numbers and a map.
C. Is there another organization providing the same service in the same service area? Yes No If yes, please explain why both projects are needed in order to meet a need.
D. How many people will directly benefit from this project? Of those, how many are low and moderate income? CDBG cost per low/moderate income persons
E. Please, identify the number of persons with special needs that this project will serve, if applicable. Persons who are homeless Persons with physical disabilities Persons with mental illness Persons with HIV/AIDS Elderly persons At-risk children and youth Other (specify)
F. Describe how you will provide documentation that the beneficiaries are low and moderate-income persons or households. (Please see the income limits on page 1 of the application guidelines).
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IV. Project Goals
Using the information on page 7 of the Guidelines (Consolidated Housing and Community Development Plan), please describe how your proposed project meets one of the Goals and one of the Objectives the City’s Five-year Consolidated Plan. GOAL: What Consolidated Plan goal does your project meet? (Example: Retain Affordable Housing Stock and Increase Availability of Affordable Permanent Housing.)
Objective: What is the Consolidated Plan objective associated with that goal? (Example: Preserve and expand the supply of affordable housing through acquisition with rehabilitation and/or new construction.)
OUTPUTS: Using this strategy, how many outputs, or units will be served? (Example: Develop four affordable homeowner units through acquisition and rehabilitation of an existing complex.)
OUTCOMES: What are the program outcomes you want to achieve or long term indicators that you are achieving success? (Example: Four low and moderate-income families will have permanent, affordable housing.)
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V. Organization Experience and Capacity
Full time A. Number of paid staff B. Number of paid staff that will work on this project C. Number of volunteer staff: D. What is the amount of your organization’s current annual operating budget? List your major source(s) of funding: Part time
E. Describe your organization’s mission, activities currently being undertaken, and how your proposed project furthers that mission and current activities. Describe your organization’s most recent key accomplishments.
F.
Please discuss your organization=s administrative capacity to carry out the project successfully, e.g., has previous experience with similar projects.
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VI.
a. Project Budget – Public Services
Please complete the following budget chart for this project, including all budget items, the total budget for each item, and the funds that are being requested for each line item. Budget item Salaries/Benefits (list each position) Total budget Funds requested
Rent/Leasing Costs Utilities/Telephone (please specify)
Equipment Insurance Office Supplies Printing/Postage Audit/Accounting Other (please describe)
Total Budget
$
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b. Project Budget – Capital Projects
Complete the detailed budget below which specifically outlines the sources and uses of all project funds, and how the funds will be used to cover total project costs. Please add to the spreadsheet as necessary. Sources and Uses A. USES (List all uses of funds for the project such as acquisition, design, rehabilitation, etc.) Uses 1. 2. 3. 4. 5. 6. 7. Total Uses / Total Project Cost B. SOURCES (List all sources of funds for the project) Sources 1. 2. 3. Total Sources for Project $ Request from CDBG Dollar amount $ Dollar amount
C. USES FOR FUNDS REQUESTED FROM THE CITY (List all of the specific items from the Project Budget above that you are requesting from CDBG) Budget items 1. 2. 3. 4. 5. Total Uses for Funds $ Dollar amount
City of Annapolis CDBG Application for Funding
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VII.
Leveraging
A. Have you applied or do you intend to apply for funding from other sources for this project? Yes No If no, why not?
If yes, where have you applied? (If approved, please provide a copy of the commitment letter.) Source Contact Approved Pending Denied
B. Please identify all of the sources of funds available for the project you are recommending and if the funds will be provided to you in the form of a loan or a grant. Source of Funds Loan/Grant Amount
C.
If you will use volunteers or in-kind contributions for this project, please explain.
City of Annapolis CDBG Application for Funding
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For Capital Projects Only
(Complete only if the project involves property acquisition.)
VIII. Property Information
A. Where is the project located or to be located? If the project is to be located at a specific location, please give the address.
Please describe the current use of the proposed location for the project.
B. If the proposed project is for a specific location, do you have site control (deed, contract of sale)? Yes No If no, please describe plans for obtaining site control with an estimated date for when you plan to have site control.
C. If the proposed project is for a specific location, what is the current zoning for the site?
D.
Demonstrate how the proposed project is in compliance with local zoning codes and land use designations or describe any zoning or land use challenges currently being reviewed that may affect the project.
City of Annapolis CDBG Application for Funding
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City of Annapolis
Community Development Block Grant FY 2010
Check list
1 original and 7 copies Recent (within 6 months) Certificate of Good Standing from the Maryland Department of Assessments and Taxation (Call 410-767-1340 to obtain a certificate) List of the names of your Board of Directors, with addresses and phone numbers Name, address, and phone number of your accountant and/or attorney; Copy of your latest financial statement and current operating budget IRS tax-exempt determination letter Signature of Chief Executive Officer If this is a rehabilitation or reconstruction project, provide evidence of site control If capital project, provide evidence of zoning compliance Copy of your Articles of Incorporation and Bylaws