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JOINT MEETING: GLENDALE CITY COUNCIL AND GLENDALE HOUSING AUTHORITY
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SEPTEMBER 26, 2023
ROLL CALL
-
3:00 PM
-
Report of the City Clerk of the City Council and Housing Authority, re: Posting of Agenda.
The Agenda for the Tuesday, September 26, 2023 joint public meeting of the City Council and Housing Authority was posted on September 21, 2023, on the Bulletin Board outside City Hall.
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A
JOINT PUBLIC MEETING
of the City Council and Housing Authority is hereby called to meet at
3:00 PM
on
Tuesday, September 26, 2023
, in the Council Chamber, 613 E.
Broadway, 2nd Floor, Glendale, CA 91206 to consider the following item(s) of business, to wit;
1. Community Services and Parks, re: Funding Recommendations by the Glendale Continuum of Care (CoC) Board for the Submission of the Glendale CoC Funding Application to the U.S. Department of Housing and Urban Development as part of the 2023 CoC Notice of Funding Opportunity Competition
a. Council Motion to approve the 2023 Continuum of Care (CoC) Program Priorities and authorize the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorize the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding
b. Housing Authority Motion to approve the 2023 Continuum of Care (CoC) Program Priorities and authorize the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorize the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding
2. Community Services and Parks, re: Reprogramming of Community Development Block Grant (CDBG) community agency Capital Improvement Project (CIP) funds from FY 2021-2022 and FY 2023-2024 from Homenetmen Ararat a. Council Motion to reprogram returned funding from Homenetmen Ararat CIP projects totaling $454,018
b. Council Motion to approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; authorize submission of the substantial amendments to the Annual Action Plans to the U.S. Department of Housing and Urban Development (HUD), and authorize the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval
c. Housing Authority Motion to approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; authorize submission of the substantial amendments to the Annual Action Plans to the U.S. Department of Housing and Urban Development (HUD), and authorize the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval
d. Council Resolution of Appropriation to reprogram Community Development Block Grant (CDBG) City Capital Improvement Project (CIP) funds from FY 2021-2022 and FY 2023- 2024 from Homenetmen Ararat
ADJOURNMENT
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1 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE JOINT MEETING: GLENDALE CITY COUNCIL AND
GLENDALE HOUSING AUTHORITY
AGENDA ITEM
Report: Funding Recommendations by the Glendale Continuum of Care (CoC) Board for the Submission of the Glendale CoC Funding Application to the U.S. Department of Housing and Urban Development as part of the 2023 CoC Notice of Funding Opportunity Competition.
1. City Council Motion to approve the 2023 Continuum of Care (CoC) Program Priorities and authorize the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorize the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding.
2. Housing Authority Motion to approve the 2023 Continuum of Care (CoC) Program Priorities and authorize the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorize the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for September 26, 2023 calendar
EXECUTIVE SUMMARY
Each year, the City of Glendale (City), on behalf of the Glendale Continuum of Care (CoC), submits a grant application to the Department of Housing and Urban Development (HUD) for funding of existing and new homeless services programs. The amount requested for the proposed grant application to HUD under the 2023 CoC Program Competition is $2,794,398, and the application will be submitted no later than September 28, 2023.This year, there are eight (8) existing projects that are eligible for renewal funding under the 2023 CoC Program Competition. The City will also be applying for a new CoC Planning Project. On August 15, 2023, the CoC Board of Directors interviewed each applicant and ranked the CoC Project Renewal applications. 3 of 35
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1 COUNCIL PRIORITIES
N/A
RECOMMENDATION
That the City Council and Housing Authority approve the 2023 CoC Program Priorities and authorize the submission of a grant application to HUD, on behalf of the Glendale CoC under the 2023 CoC Program Competition, and authorize the City Manager to execute all agreements, certifications, and documents necessary to accept and implement the funds.
BACKGROUND
Each year, HUD releases a Notice of Funding Opportunity (NOFO) signifying the beginning of the CoC Program Competition among approximately 450 CoCs. The 2023 CoC NOFO was released on July 5, 2023, making approximately $3.13 billion of competitive grant funding available to homeless services organizations across the country for supportive services and housing programs for people experiencing homelessness.
The CoC Program (24 CFR part 578) is designed to promote a community-wide commitment with to the goal of ending homelessness; provide funding for efforts by nonprofit providers, states, Indian Tribes or tribally designated housing entities and local governments to quickly re-house homeless individuals, families, persons fleeing domestic violence, dating violence, sexual assault, and stalking, and youth while minimizing the trauma and dislocation caused by homelessness; promote access to and effective utilization of mainstream programs by homeless individuals and families; and optimize self-sufficiency among those experiencing homelessness.
Since 1996, the City has applied for and received CoC Homeless Assistance funds through the CoC Program Competition. Through this annual competitive process, over $60 million in federal funding from HUD has been awarded to the CoC exclusively for homeless programs. The City is one of three cities in the County of Los Angeles that operates its own homeless CoC and is eligible to receive CoC funds directly from HUD.
All other communities in the County fall under the jurisdiction of the Los Angeles Homeless Services Authority (LAHSA).
Collaborative Applicant
HUD encourages systems of homeless service delivery that are planned and implemented by broad-based coalitions, such as the Glendale CoC Committee, to ensure maximum coordination at the local level. Thus, HUD encourages the submission of a "Consolidated Application" in which one applicant applies on behalf of all the project sponsors in a geographic area. This approach has assisted communities in planning and providing a full range of emergency, transitional, and permanent housing, along with supportive services to address various needs of individuals and families experiencing homelessness. The City serves as the “Collaborative Applicant” for the Glendale CoC and submits the Consolidated Application on behalf of the Glendale CoC. 4 of 35
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1 GLENDALE CoC BOARD OF DIRECTORS
The CoC Board of Directors (CoC Board) consists of representatives from agencies that do not receive CoC Homeless Assistance or Emergency Solutions Grant (ESG) funding.
The CoC Board must be representative of the relevant organizations and of projects serving homeless subpopulations and include at least one homeless or formerly homeless individual. In its deliberations, the Board must consider the following subpopulations: 1) persons suffering from Chronic Substance Abuse; 2) Chronically homeless families and individuals; 3) Persons with HIV/AIDS; 4) Individuals with serious mental illness; 5) Veterans; 6) Victims of Domestic Violence; 7) Unaccompanied Youth under Age 18; and 8) Youth Ages 18-24.
The CoC Board is comprised of the following members:
•Melissa Younesian - Chair of CoC Board, Verdugo Jobs Center •Vacant - Vice Chair of CoC Board
•Barron Hopkins - Board Member, Homelessness alumnus
•Lt. Alex Krikorian - Board Member, Glendale Police Department The main responsibilities of the CoC Board involve the evaluation of the CoC Renewal/or new Applications, including making funding recommendations aligned with HUD and local priorities, and ranking of the project applications.
ANALYSIS
2023 NOFO Application Process
The Glendale CoC will be submitting a grant application for a total of $2,794,398 in CoC program funding of which $2,661,331 is the Annual Renewal Demand (ARD), representing the maximum amount the City can receive for existing CoC projects. The remaining $133,067 is funding for a new CoC Planning Project. This year, funding is divided into Tier 1 and Tier 2. HUD directed CoCs to allocate 93% of its ARD, which is $2,475,038, as Tier 1 projects; and 7% of its ARD, which is $186,293, as Tier 2 projects.
Tier 1 projects are predicated on local and federal priorities and program performance, are ranked high priority, and are more likely to be funded. This year, HUD is confident it will be able to fund all Tier 1 requests. Tier 2 projects are all other projects, which are deemed low priority projects and selected for funding based on a scoring system. The scoring is based on the following factors: overall CoC score, the project’s ranked order, project type, and “housing first” implementation. CoCs are expected to critically evaluate projects for ranking purposes. CoC Board reviews and ranks projects based on this scoring system.
The City is eligible to apply for a new CoC Bonus Project for chronically homeless persons in the amount of $186,293, and a DV Bonus Project for $179,271 for Rapid Re-Housing for victims of domestic violence, survivors of domestic violence, date violence, sexual assault, or stalking. However, upon careful consideration, the City will not be submitting new project applications during this NOFO period. Instead, the CoC is focusing on strengthening the Coordinated Entry System (CES) and establishing partnerships (local 5 of 35
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1 and regional) to ensure appropriate level of case management and behavioral health services for our unhoused neighbors. Once these partnerships are secured, the City will begin planning for future Permanent Supportive and Rapid Re-Housing applications in 2024. Please refer to Exhibit 1 for a list of eligible projects for the 2023 CoC Program competition.
The City released the CoC FY 2023 Letter of Intent (LOI) on June 26, 2023 to ensure sub-recipients were interested in renewing the FY 2022 CoC Projects. The LOIs were made public on the City’s Homeless Services homepage and emailed to the agencies.
Since the City will not be applying for new projects this year, a Request for Proposal (RFP) was not released. The LOIs were due back to the City by July 20, 2023, as required by HUD.
Program Priorities
As expected, the NOFO and scoring criteria for the 2023 CoC Program Competition focus heavily on HUD’s policy priorities listed below:
1. End homelessness for all persons experiencing homelessness
2. Use a Housing First Approach
3. Reduce Unsheltered Homelessness
4. Improve System Performance
5. Partner with housing health, and services agencies
6. Advance Racial Equity and address racial disparities
7. Improving assistance to LGBTQIA+ Individuals
8. Engage persons with lived experience of homelessness
9. Support local engagement to increase supply of affordable housing Renewal projects are scored and ranked by evaluators from the Homeless Services team.
The scoring and ranking results for this competition were emailed to the service providers and the CoC Board on August 3, 2023. Service providers have five (5) business to file an appeal to the Board regarding project scores. On August 15, 2023, the CoC Board interviewed each applicant and finalized the ranking of the CoC Project Renewal applications based on the Program Priorities. The CoC Board will present the recommendations to the CoC Committee for final approval and submission to the City Council and Housing Authority.
There are eight projects from three Agencies and the City that classified as Tier 1/Renewal Projects. The CoC Board must review and rank each project based on the CoC’s scoring criteria, which is publicly available on the City’s Homeless Services homepage. In addition to these “Tier 1/Renewal Projects”, new projects or projects that score low are automatically classified in “Tier 2”. Projects in Tier 2 are likely to be funded based on the overall CoC Consolidated Application score, project type, and “housing first” implementation. This year, the Shelter Plus Care Project was ranked in Tier 2 based on the scoring criteria. There is one non-ranked project for Planning by the City that concludes the list of projects. The total recommended funding for 2023 Glendale CoC is 6 of 35
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1 $2,794,398. Exhibit 1 provides a breakdown of the eight (8) projects considered with the recommended funding and the CoC Planning Project:
Projects Not Ranked
The CoC Planning Project- One-time funding available to support CoC-wide planning committees, subcommittees and/or workgroups, to address homeless needs in the CoC’s geographic area that recommend and set policy priorities for the CoC. The CoC planning project funds the coordination of activities, project evaluation, project monitoring, participation in the consolidation application, and the development of the CoC system.
Following City Council and Housing Authority approval, staff will submit the 2023 CoC Program Consolidated Grant Application for the 2023 CoC Program no later than September 28, 2023. Once the grant is awarded, CSP staff will report to City Council and Housing Authority to request approval for the appropriation of the HUD funding.
STAKEHOLDERS/OUTREACH
After approval from City Council and Housing Authority, Agencies will be informed of formal approval and will be instructed to prepare communication materials regarding projects and expected services. Agencies will promote available services via Internet, radio spots, local newspapers and through periodic virtual and in-person meetings with community groups and stakeholders.
FISCAL IMPACT
There is no fiscal impact associated with this report. The amount requested for the proposed grant application to HUD under the 2023 CoC Program Competition is $2,794,398. All sub-recipients and City programs funded by the CoC grant must provide 25% match (cash or in-kind) to qualify for the competition. CSP staff will be returning to Council later to request appropriation of $2,794,398 for the HUD funds.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
N/A
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit 2, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES
Alternative 1: Approve the 2023 CoC Program Priorities and authorize the submission of a grant application to HUD, on behalf of the Glendale CoC, and authorize the City Manager to execute all agreements, certifications, and documents necessary to accept, and implement the funding. 7 of 35
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1 Alternative 2: Do not authorize the submission of the grant application to HUD. This would prevent services being provided by the Glendale COC.
Alternative 3: The City Council and Housing Authority may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Prepared by:
Arsine Isayan, Homeless Programs Manager
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: 2023 CoC Program Project Ranking/Scoring, Funding Recommendations Exhibit 2: Campaign Finance Disclosure
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c:\inetpub\wwwroot\multitenant\temp\ccha_09262023_cc_motion_1a.pdf MOTION
Moved by Council Member _______________________, seconded by Council Member ____________________________, that the City Council hereby approves the 2023 Continuum of Care (CoC) Program Priorities and authorizes the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorizes the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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c:\inetpub\wwwroot\multitenant\temp\ccha_09262023_ha_motion_1a.pdf MOTION
Moved by Housing Authority Member _______________________, seconded by Housing Authority Member ____________________________, that the Housing Authority hereby approves the 2023 Continuum of Care (CoC) Program Priorities and authorizes the submission of a grant application to the Federal Department of Housing and Urban Development (HUD), on behalf of the Glendale CoC, under the 2023 CoC Program Competition, as recommended by the CoC Board; and authorizes the City Manager or a designee to execute all agreements, certifications, and documents necessary to accept and implement the funding.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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Exhibit 1
CoC Name
Collaborative Applicant Name:
Renewal Project (Annual Renewal Demand):
COC Planning Project (not ranked):
Total Funding Available
Rank Overall Score Organization Project HUD Grant Number Project Type Annual Renewal Demand (ARD) Tier 1 (93% ARD) Tier 2 (7% ARD) 1 100% City of Glendale Glendale HMIS Project CA0728L9D122215 HMIS $88,577 $88,577 2 93% Home Again Los Angeles Rapid Rehousing Program CA1622L9D122206 PH $115,776 $115,776 3 86% Ascencia CES Reallocation CA1455L9D122207 SSO $620,951 $620,951 4 84% Ascencia Scattered Site PSH Program CA1271L9D122209 PH $248,997 $248,997 5 82% Ascencia Housing Now PSH Program CA0733L9D122215 PH $423,713 $423,713 6 79% Ascencia Next Step PSH Program CA0731L9D122215 PH $198,923 $198,923 7 80% The Salvation Army Chester Street PSH Program CA0948L9D122213 PH $88,382 $88,382 8 80% City of Glendale Consolidated Grant Shelter Plus Care CA0724L9D122215 PH $876,012 $689,719 $186,293 $2,661,331 $2,475,038 $186,293
Organization Project HUD Grant Number Project Type Available Funding City of Glendale CoC Planning Project TBD PLANNING $133,067 CoC Board Approved 8/15/2023
NOT RANKED: RENEWAL PROJECT APPLICATIONS
Recommended Funding
$133,607
RANKED: RENEWAL PROJECT APPLICATIONS
2023 Glendale CoC Funding Recommendations by the Evaluation Panel For the Glendale CoC Board to Review
133,067.00$
Glendale Continuum of Care (CA-612)
City of Glendale/Glendale Housing Authority
2,661,331.00$
2,794,398.00$
Funding Summary.FINALxlsx 5/26/2022
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Ascencia Board of Directors 2022-23
OFFICERS COMMITTEE CHAIRS
Bryan Longpre, President
Senior Vice President
Morgan Stanley
Grace Kang, Development Committee Chair
Site Sourcing Manager
META (Facebook)
Paulette Ramsay Wood, Vice President
Retired, Schindler Elevator Corporation
Legal Department, Contracts
David Bolstad, Governance Committee Chair
Attorney, Partner & Head of Litigation
Safarian, Choi & Bolstad, LLP
Kristine Nam, Secretary
Communications Director
Glendale Unified School District
John Sadd, Audit Committee Chair
Senior Partner, CPA, and CGMA
The Accountancy
Sue Son, Treasurer/Finance Committee Chair Arbella Azizian, Nominations Committee Chair Partner, CPA
Hutchinson and Bloodgood. LLP
Attorney, Of Counsel Baker, Olson,
LeCroy & Danielian
_____________________________________ __________________________________________ Kris Tate
Senior Minister
First United Methodist Church
Barbara Perrier
Vice Chairman, Industrial
(CBRE)
Marvel Ford
Senior Vice President, Risk Management
California Credit Union
Terry Walker
Director Neurosciences & Community Engagement
Providence Saint Joseph Medical Center
Kim Guard, Immediate Past President
President/Owner
Philip Ambrose
Battalion Chief
Express Employment Professionals Glendale Fire Department Bruce Gordon Isabel Reyes
Chief Executive Officer
Revelation Insurance Services
Retired, The Walt Disney Company
Worldwide Senior Vice President and CFO
for Disney Interactive Media Group
Anthony Rubio
Stuart Cano
President
Construction Coordinator
Forest Lawn Memorial Park
Canocogroup – Financial Services
Daniel Valdez
Stephen Rinka
Attorney
Housing Acquisitions Manager
Brilliant Corners
The Rinka Law Firm
George Assadourian
Bookkeeper/Payroll
The Counting House
Emeritus, Nicholas Lam
Vice President
The last three Board meetings were held on May 10,
2022; June 28, 2022; and July 12, 2022.
Pacific BMW and Bidamar Corporation
L:\Administration\Corporate\Board\Membership\Rosters\2022-23 12 of 35
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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE JOINT MEETING: GLENDALE CITY COUNCIL AND
GLENDALE HOUSING AUTHORITY
AGENDA ITEM
Report: Reprogramming of Community Development Block Grant (CDBG) community agency Capital Improvement Project (CIP) funds from FY 2021-2022 and FY 2023-2024 from Homenetmen Ararat.
1. City Council Motion to reprogram returned funding from Homenetmen Ararat CIP projects totaling $454,018 from:
a. Restroom CIP MC-Home Ararat 21/22 $206,518
b. Parking Lot MC-Home Ararat 23/24 $247,500
2. City Council Motion to approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; authorize submission of the substantial amendments to the Annual Action Plans to the U.S.
Department of Housing and Urban Development (HUD), and authorize the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval.
3. Housing Authority Motion to approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; authorize submission of the substantial amendments to the Annual Action Plans to the U.S.
Department of Housing and Urban Development (HUD), and authorize the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval.
4. Resolution of Appropriation to reprogram Community Development Block Grant (CDBG) City Capital Improvement Project (CIP) funds from FY 2021-2022 and FY 2023-2024 from Homenetmen Ararat.
COUNCIL ACTION
Item Type: Action Item
Approved forSeptember 26, 2023 calendar
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EXECUTIVE SUMMARY
City Council/Housing Authority has approved CDBG funding for four currently funded capital improvement projects for Homenetmen Ararat (Agency) over the last four years as part of each Annual Action Plan as follows:
•$95,113 HVAC at MC- Home Ararat 19/20 (FY19-20)
•$193,270 Roofing Project MC- Home Ararat 20/21 (FY20-21) •$206,518 Restroom CIP MC- Home Ararat 21/22 (FY21-22)
•$247,500 Parking Lot MC- Home Ararat 23/24 (FY23-24)
On August 3, 2023, Homenetmen Ararat notified the City (see Exhibit 1) that the Agency would like to cancel their Restroom CIP Project at Main Campus (Restroom) and Parking Lot Project (Parking Lot) and apply the funds to their FY 2019-2020 HVAC at Main Campus project (HVAC) and FY 2020-2021 Roofing Project at Main Campus (Roofing).
The HVAC and Roofing projects are bid together as one joint project. These two projects went out to bid two times with no proposals received. On the third bid attempt one qualified bid was submitted by Bedrock Group, Inc., a general contractor, for $940,000.
The Agency has a combined total of $288,383 in CDBG funding between the Roofing and HVAC projects but is unable to leverage the additional $651,617 necessary to complete these projects. Therefore, they are requesting to cancel their Restroom and Parking Lot Projects, as they are not as urgent as the HVAC and Roofing projects and reprogram the $454,018 from the cancelled projects to their Roofing and HVAC projects. The remaining shortfall of $197,599 would be leveraged by Agency to fully fund the project, at $940,000.
If approved, the construction work can begin before the rainy season in November 2023.
The CDBG Advisory Committee approved the reprogramming of funds at their August 28, 2023 special meeting and recommended it to City Council/Housing Authority for approval.
Staff is requesting City Council/Housing Authority to approve the proposed substantial amendment for CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024, which include reprogramming funds as proposed above and recommended by the CDBG Advisory Committee, for submission to HUD for final approval.
COUNCIL PRIORITIES
N/A
RECOMMENDATION
That City Council and Housing Authority approve reprogramming of returned Homenetmen Ararat CIP project funds, along with submission of the substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024 reflecting the reprogramming as proposed by staff and City Council approval of a Resolution of Appropriation to reprogram the funds. 20 of 35
BACKGROUND
Homenetmen Ararat (Agency) received $742,401 in CDBG funding over the last four years as part of each Annual Action Plan as follows:
•$95,113 HVAC at MC- Home Ararat 19/20 (FY19-20)
•$193,270 Roofing Project MC- Home Ararat 20/21 (FY20-21) •$206,518 Restroom CIP MC- Home Ararat 21/22 (FY21-22)
•$247,500 Parking Lot MC- Home Ararat 23/24 (FY23-24)
The projects were recommended for funding by the CDBG Advisory Committee and approved by the City Council/Housing Authority as part of the respective Annual Action Plans as follows:
•$206,518 Restroom CIP Project at Main Campus
Homenetmen Ararat Main Campus approved on June 29, 2021 The Restroom CIP project includes the renovation and expansion of the Main Campus first floor bathrooms at 3347 N. San Fernando Road, Los Angeles. The Scope of Work includes 6 restroom upgrade/ADA compliance. Asbestos and Lead Testing. Replacement of the underground drain line system to connect to main drain, new gas lines, plumbing fixtures, 16 commercial water closets, 8 urinals, 14 commercial sinks/faucets/valves and 2 commercial BTU water heaters per campus. Work includes wiring, GFCI plugs and switches, 8 commercial exhaust fans and ducting system, Gypsum boards, patching, painting, floor tiling throughout restrooms, interior commercial doors, and washable painting for 8 total restrooms. •$247,500 Repairing & Repaving Parking Lot, Driveway, Front Parking Homenetmen Ararat Main Campus approved on June 6, 2023.
The Parking Lot Project was approved to repair and repave the parking lot, driveway, and front parking lot of the Main Campus sports facility at 3347 N. San Fernando Road, Los Angeles. The Scope of Work includes: removal of existing asphalt across 21,140 sq. ft., haul and dump. Removal of existing asphalt over existing concrete slab across 13,860 sq. ft., haul and dump. Installation of new catch basin drain, installation of crushed miscellaneous base and compact to proper compaction, pave 21,140 sq. ft. and 13,860 sq. ft. of A/C, apply one coat of A/C seal, stripe parking stalls with car stops.
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•$95,113 Main Campus HVAC System
Homenetmen Ararat Main Campus approved on May 14, 2019.
Project will replace seven (7) HVAC units in the Main Campus Athletic Center of the Homenetmen “Ararat” located at 3347 N. San Fernando Road, Los Angeles.
Scope of work includes: Recover Freon refrigerant from the system as per EPA regulations. Disconnect power and control wiring from the existing HVAC units.
Disconnect gas pipping and disconnect condensate drain piping. Disconnect the supply and return air ducts on the roof from the A/C unit. Remove defective A/C units and dispose of it off site. Crane and install new gas electric package and heat pump A/C units on the existing platform. Reconnect the power and control wiring to the unit for operation. Reconnect condensate drain piping. Connect the transition ducts between new A/C unit and existing supply and return air ducts on the roof. Complete start up and system checkup. The current HVAC units in the building are over 20 years and have been repaired several times. •$193,270 Roofing of the Main Campus
Homenetmen Ararat Main Campus approved on June 20, 2020.
Project scope of work includes removal of existing Solar PV system from Main Campus’ three (3) roof areas. Clean and prepare existing three (3) roof areas.
Apply polyurethane spray foam to cover the existing three roof areas. Complete clean-up off all work-related debris. Reinstallation of existing Solar PV system.
On August 3, 2023, the Agency notified City staff by letter that the Agency would like to cancel their two (2) recent CDBG funded projects (Restroom and Parking Lot) and apply the funds to their older projects, FY 2019-2020 HVAC and FY 2020-2021 Roofing Projects at Main Campus.
These two projects were being bid together as one joint project. These two projects went out to bid together three (3) times. On their first bid attempt on March 2, 2023, (3) three contractors attended the bid walk, but no bids were submitted by the due date. A second bid attempt was done on March 31, 2023, but unfortunately Agency did not receive any proposals. On the third bid attempt on July 28, 2023, two contractors attended the bid walk, and one qualified bid was submitted by Bedrock Group, Inc. for $940,000.
The costs reflect current bid pricing as well as the additional roof repairs needed after years of leaks and temporary patch jobs, upgrading to current code requirements, rewiring gas lines, and replacing 5 HVAC systems that are in critical condition. 22 of 35
Agency has a combined total of $288,383 in CDBG funding in the Roofing and HVAC projects combined, but is unable to leverage the remaining $651,617 necessary to complete the project. Therefore, they are requesting to cancel their Parking Lot and Restroom projects and reprogram $454,018 to their Roofing and HVAC projects.
The $206,518 from the Restroom Project is proposed to be reprogramed as follows:
• $104,887 HVAC at MC- Home Ararat 19/20
• $101,631 Roofing Project MC- Home Ararat 20/21
The $247,500 from the Parking Lot Project is proposed to be reprogramed as follows:
•$247,500 Roofing Project MC- Home Ararat 20/21
If approved, the total CDBG funds allocated to these projects will be $742,401. The shortfall of $197,599 would be leveraged by Agency to fully fund the projects, at $940,000.
Due to the deteriorating condition of the Homenetmen Ararat Roof at Main Campus, CDBG funding expenditure deadlines, and CDBG timeliness requirements, staff is recommending reprogramming the returned funds from the Restroom and Parking projects, totaling $454,018, to the Roofing and HVAC projects at the Main Campus.
The CDBG Advisory Committee approved the recommendations to reprogram the funds between the two projects at their August 28, 2023, meeting.
It is important to note that the CDBG program has a “timeliness” requirement to spend down funds. “Timeliness” or timely performance means compliance with the requirement that a CDBG grantee must carry out its program in a timely manner, which is measured by the rate of expenditure of funds from the LOC. City of Glendale must have a balance no greater than one and 1.5 times the annual grant remaining in the LOC 60 days prior to the end of the program year. HUD has a longstanding policy of reducing the next year's grant allocation of a grantee that continues to be untimely.
Thus, it is important to make sure that the funds are awarded to programs/agencies that will be able to spend the funds on time.
At this time, the City has a balance of more than 1.5 times the current CDBG allocation and therefore will be untimely in expenditures. Staff recommends reprogramming the returned funds to the Roofing and HVAC projects to help alleviate the timeliness issue by allowing the Agency to complete two currently funded projects, which would otherwise not be completed since the Agency is not able to leverage private funds to complete. The reprogramming of funds will allow the Agency to complete a critical project and assist the
ANALYSIS
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City to expend the funds faster, which will allow us to get closer to meeting the timeliness requirement.
The proposed changes require substantial amendments to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024, thus staff is requesting approval for the proposed changes and to submit the substantial amendments to HUD.
STAKEHOLDERS/OUTREACH
A Public Notice will be published in the newspaper informing the public of the Substantial Amendment to the CDBG, ESG, and HOME Action Plans for FY 2021-2022 and FY 2023- 2024 for a 30-day comment period before submitting the final approved Substantial Amendment Action Plans to HUD.
FISCAL IMPACT
The proposed Substantial Amendments to the CDBG, ESG, HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024 were not included as a part of the FY 2023-24 budget. Therefore, staff is requesting for an appropriation of $454,018 from CDBG CIP funds from FY 2021-2022 and FY 2023-2024. The appropriation request is outlined below:
Requesting Appropriation
Amount From (Account String) To (Account String) Funding Source $104,887 GL: 43112-2010-CSP-0020-
P0000
PL: CSP00708AG
GL: 43112-2010-CSP-0020-
P0000
PL: CSP000130G
CDBG Fund
$101,631 GL: 43112-2010-CSP-0020-
P0000
PL: CSP00708AG
GL: 43112-2010-CSP-0020-
P0000
PL: CSP00433AG
CDBG Fund
$247,500 GL: 43112-2010-CSP-0020-
P0000
PL: CSP01082AG
GL: 43112-2010-CSP-0020-
P0000
PL: CSP00433AG
CDBG Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
A negative declaration (ND) was adopted by City Council for both the FY 2021-2022 and FY 2023-2024 CDBG programs. The proposed changes to the funding for the project would not result in substantial revisions to the project. In addition, there were no significant effects identified nor was a new, avoidable significant effect identified. The previously adopted ND adequately address the potential impact of the project.
Furthermore, no mitigation measures were required for either project and therefore, no recirculation of the previously adopted ND or amendments are necessary.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit 2, in accordance with the City Campaign Finance Ordinance No. 5744. 24 of 35
ALTERNATIVES
City Council:
Alternative 1: Approve a Motion to 1) reprogram $454,018 in returned FY 2021- 2022 Restroom CIP Project and FY 2023-2024 Parking Lot CIP Project from Homenetmen Ararat to HVAC Project ($104,887) and Roofing Project ($349,131), 2) approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; and authorize submission of the substantial amendments to the Annual Action Plans to HUD, and authorize the City Manager to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval; and 3) resolution of appropriation to reprogram the returned FY 2021-2022 and FY 2023-2024 CDBG funds from Homenetmen Ararat.
Alternative 2: Do not approve the motion to 1) reprogram $454,018 in returned FY 2021-2022 Restroom Project and FY 2023-2024 Parking Lot Project from Homenetmen Ararat to HVAC Project ($104,887) and Roofing Project ($349,131). 2) approve a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; and authorize submission of the substantial
amendments to the Annual Action Plans to HUD, and authorize the City Manager to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval; and 3) resolution of appropriation to reprogram CDBG City CIP funds from FY 2021-2022 and FY 2023-2024 from Homenetmen Ararat..
Alternative 3: Consider any other alternative not proposed by staff.
Housing Authority:
Alternative 1: Approve: 1) the substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; 2) to authorize submission of the substantial amendments to the Annual Action Plans to HUD; and 3) to authorize the City Manager to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval. 25 of 35
Alternative 2: Do not approve 1) the substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; 2) to authorize submission of the substantial amendments to the Annual Action Plans to HUD; and 3) to authorize the City Manager to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval.
Alternative 3: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Prepared by:
Maggie Kavarian, Community Services Manager
Tereza Aleksanian, Deputy Director of Community Services & Parks Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Letter from Agency
Exhibit 2: Campaign Finance Disclosure Form
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c:\inetpub\wwwroot\multitenant\temp\ccha_09262023_cc_motion_2a.pdf MOTION
Moved by Council Member _______________________, seconded by Council Member ____________________________, that the City Council reprogram returned funding from Homenetmen Ararat CIP projects totaling $454,018, as described in detail in the Report dated September 26, 2023, by the Director of Community Service & Parks.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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c:\inetpub\wwwroot\multitenant\temp\ccha_09262023_cc_motion_2b.pdf MOTION
Moved by Council Member _______________________, seconded by Council Member ____________________________, that the City Council hereby approves a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021- 2022 and FY 2023-2024; authorizes submission of the substantial amendments to the Annual Action Plans to the U.S. Department of Housing and Urban Development (HUD), and authorizes the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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c:\inetpub\wwwroot\multitenant\temp\ccha_09262023_ha_motion_2c.pdf MOTION
Moved by Housing Authority Member _______________________, seconded by Housing Authority Member ____________________________, that the Housing Authority hereby approves a substantial amendment to CDBG, ESG, and HOME Annual Action Plans for FY 2021-2022 and FY 2023-2024; authorizes submission of the substantial amendments to the Annual Action Plans to the U.S. Department of Housing and Urban Development (HUD), and authorizes the City Manager, or a designee, to redirect excess, cancelled, or unused program funds under $50,000 from one project to another with CDBG Advisory Committee approval.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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