TITLE:
Receive Report and Conduct Public Hearing for Disclosure of Accomplishments and Closeout of Activities Funded by Community Development Block Grant (CDBG) 20-CDBG-12029 AND ADOPT RESOLUTION ACCEPTING THE FINAL PRODUCT FROM COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PLANNING GRANT 20-CDBG-12029 ISSUE:
The expenditure period for the City’s 2020 Community Development Block Grant Program (CDBG) award 20-CDBG-12029 ended on June 7, 2024. Funds in the amount of $203,702 have been expended and the activity is complete. Per CDBG requirements, a public hearing must be conducted before the governing body to notify the public of accomplishments funded by the grant, and the governing body must adopt a resolution approving the final product. The 2020-CDBG grant was awarded to fund a Planning activity and General Administration. Following is a description of accomplishments resulting from the funded activities.
ANALYSIS:
In 2020, the City applied for funding for a Planning activity from the Competitive 2020 CDBG program for Fire Station Rehabilitation Planning and General Administration and was awarded $203,702 in 2021. A Planning activity is an eligible CDBG activity and meets CDBG’s low-moderate income area (LMA) National Objective.
This Planning grant funded staff time related to Fire Station planning activities and general administration of the CDBG program, as well as a contracted design firm. The intent of the grant was to fund the plans and specifications for the rehabilitation of the Fire Station to meet seismic standards. This activity benefits the predominantly low-moderate income community by ensuring the Fire Department’s operation, which provides necessary services to increase public safety. The seismic deficiencies were identified in a 2007 study of City facilities, and no other funding sources were identified to complete the plans.
The grant was active for a three-year period from June 8, 2021 through June 7, 2024. Throughout the grant period, funds in the amount of $173,665 were expended on design services from contracted firms; $16,711 were expended on staff time in support of program activities; and $13,326 were expended on general administration of the CDBG program.
The initial scope of work included completed plans and specifications for the entire Fire Station, as well as completed environmental review. An alternate scope of work included in the initial grant proposal was plans for roof repair. Due to staffing levels and workload in the Public Works department at the time of award, work on the project did not begin until April of 2022. At this time, engineering staff began working toward procurement of a design firm. Gutierrez / Associates Architects and Planners was selected as the design firm and a contract was executed on October 12, 2022. As design work commenced and structural and architectural analyses were completed, it became clear that reconstruction would be more cost-efficient and provide a higher level of protection during a seismic event than rehabilitation. Due to the ongoing increase in cost of design and construction, it was determined that the grant funds would not be sufficient to cover the cost of design for reconstruction of the entire fire station. On July 24, 2023, the Scope of Work was revised to include only design documents for reconstruction of the North Wing of the Fire Station, and a new Request for Proposals was released. A contract with the selected design firm, Whitchurch Engineering, Inc., was executed on November 9, 2023. Plans and specifications were completed, and the Planning Commission conducted design review and approved the Coastal Development Permit and Sign Permit on May 29, 2024.
As required for closeout of planning grants, the City Council must adopt a resolution accepting the final product.
RECOMMENDED ACTION:
The purpose of this item is to provide a report and conduct a required Public Hearing to disclose accomplishments and closeout of activities funded by CDBG #20-CDBG-12029. Following the report and public hearing, staff recommends that the Council adopt a resolution accepting the final product from Community Development Block Grant (CDBG) planning grant 20-CDBG-12029.
ALTERNATIVE ACTION(S):
Do not adopt a resolution accepting the final product. Without this resolution, the grant may not be closed out. The City will not meet the grant requirements and must repay the funds to HCD.
FISCAL IMPACT:
The 2020 grant project was implemented with CDBG grant funds. The 2020 grant provided General Administration funding that was adequate to cover administrative costs; any on-going administrative tasks after grant close out may be covered by the City’s CDBG grant administration funds from any active CDBG award. CDBG funding is intended to assist the low- and moderate-income population; as over 50% of the population within City limits are considered low- and moderate- income as per CDBG income limits, this meets the low-moderate area National Objective.
CONSISTENCY:
The State CDBG mission is to improve the lives of low- and moderate-income residents through the creation and expansion of community and economic development opportunities, which supports livable communities for all residents. This mission is consistent with Fort Bragg City Council Priority Areas, established in City Council’s April 2019 Goal Setting process, including Priority Area “Infrastructure” (Emphasize Grants for City).
IMPLEMENTATION/TIMEFRAMES:
The expenditure deadline for the 2020 grant was June 7, 2024. Final Funds Requests for the grant have been submitted to HCD. Grant close-out reports, due to CDBG within 30 days of contract expiration, will be submitted to HCD after the close-out public hearing is held. The City’s Agreement with CDBG expired on June 7, 2024. It is unclear when CDBG will authorize close-out of the City’s contract with the state because final closeout is subject to U.S. Department of Housing and Urban Development (HUD) monitoring and review of State CDBG funding allocations.
ATTACHMENTS:
Proposed Resolution
Public Hearing Notice – English
Public Hearing Notice – Spanish
NOTIFICATION:
CDBG “Notify Me” Subscribers
AGENCY: City CouncilMEETING DATE: June 24, 2024DEPARTMENT: Community DevelopmentPRESENTED BY: L. PetersonEMAIL ADDRESS: [email protected]: City CouncilMEETING DATE: June 24, 2024DEPARTMENT: Community DevelopmentPRESENTED BY: L. PetersonEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: June 24, 2024
DEPARTMENT: Community Development
PRESENTED BY: L. Peterson
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: June 24, 2024
DEPARTMENT: Community Development
PRESENTED BY: L. Peterson
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY