TO:Andrew P. Powers, City Manager
FROM:Kelvin Parker, Community Development Director
DATE:September 10, 2024
SUBJECT: CDBG Program Year 2023-24 Consolidated Annual Performance and Evaluation Report
RECOMMENDATION:
1. Find that the Program Year (PY) 2023-24 Consolidated Annual Performance and Evaluation Report (CAPER) qualifies for a Categorical Exemption under the California Environmental Quality Act (CEQA) Guidelines pursuant to Section 15061(b)(3), Common Sense Exemption.
2. Approve PY 2023-24 CAPER for submittal to the U.S. Department of Housing and Urban Development (HUD).
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. CAPER summarizes $864,191.34 in Community Development Block Grant (CDBG) program expenditures in PY 2023- 24 (July 1, 2023, to June 30, 2024). Minimal staff time required to prepare the report is included in the Adopted FY 2024-25 CDBG Fund Budget.
BACKGROUND:
The City is a participant in the Ventura County Regional Consolidated Plan, the five-year strategic umbrella plan for CDBG, HOME Investment Partnerships (HOME), and Emergency Solutions Grants (ESG) funding plans. As an entitlement CDBG city, HUD provides the City with direct funds each year to administer the plan.
Activities supported by CDBG funds must primarily benefit low- and moderate- income (LMI) persons and households. As a HUD grantee, the City is required to annually prepare and submit a CAPER describing CDBG-funded activities and expenditures.
CDBG Program Year 2023-24 CAPER
September 10, 2024
1 0
8 9
The amount of the City’s CDBG grant fluctuates from year-to-year based on congressional allocations, the number of jurisdictions receiving grants, the number of LMI residents, and other Federal regulatory considerations (Attachment #1).
DISCUSSION/ANALYSIS:
Community Development Block Grant (CDBG)
The PY 2023-24 grant allocation (CDBG Program Year 2023) totaled $614,380.00.
In addition, $297,315.71 in unexpended prior year CDBG funds was carried forward, making the total projected budget $911,695.71. Expenditures from this total budget include $864,191.34 for housing rehabilitation, social services grants, and program administration. The remaining balance of $47,504.37 is carried forward to PY 2024-25. Attachment #2 shows a detailed outline of the CDBG PY 2023-24 CAPER, which Table 1 summarizes.
Table 1: PY 2023-24 CDBG Program Budget and Expenditure Summary* Balance
6/30/2023
PY 2023-24
Allocation Expenditures Adjustments
Balance
6/30/2024
Community
Projects $ 275,597.27 $ 407,108.14 $ 671,994.82 $ 21,718.44 $ 32,429.03 Public
Services 0.00 91,000.00 91,000.00 0.00 0.00
Admin $ 21,718.44 116,271.86 101,196.52 ($ 21,718.44) 15,075.34 Total $ 297,315.71 $ 614,380.00 $ 864,191.34 $ 0 $ 47,504.37 * Note: Actual numbers in CAPER may vary due to rounding.
Community Projects
The Community Projects expenditure for PY 2023-24 of $671,994.82 consisted of one project from the 2022 CDBG Action Plan activity and three projects from the 2023 CDBG Action Plan activities. The goal to improve the supply of affordable housing met HUD’s objective and outcomes of “Decent Housing and Sustainability (DH-3).”
•2022 Many Mansions’ Richmond Terrace Apartment project expended $172,000 for capital improvements that involved replacing and repainting exterior wood, conduits, and gutters. Improvements were completed in December 2023 and benefited 27 LMI units.
•2023 Many Mansions’ Bella Vista project expended $175,000 for capital improvements that involved replacing, repairing, and repainting carports and storage areas. Improvements were completed in June 2024 and benefited 69 occupied LMI units.
CDBG Program Year 2023-24 CAPER
September 10, 2024
1 0
8 9
•2023 Habitat for Humanity of Ventura County (HABITAT) mobile home repair program activity expended $150,000. This activity benefited 11 LMI units at various mobile home parks and was completed in June 2024. •2023 Senior Alliance For Empowerment’s (SAFE) mobile home rehabilitation program activity expended $174,994.82. This activity benefited 17 LMI units at various senior mobile home parks and was completed in June 2024. $5.18 was not spent and will be made available for future City Council allocation.
Public Services
Four organizations received CDBG public services funding from the 2023 CDBG Action Plan for PY 2023-24. A total of $91,000 was expended, serving nine homeless and 2,469 non-homeless LMI City residents. The goal to increase social services met HUD’s objective and outcomes of “Suitable Living Environment and Accessibility (SL-1).”
•Westminster Free Clinic – Economic Response expended $25,000. •Senior Concerns – Meals on Wheels expended $25,000.
•Many Mansions – Community Services (Apartment Residents) expended $21,000.
•Turning Point Foundation – Our Place Safe Haven $20,000.
Administration
The administration budget of $116,271.86 is less than 20 percent of the annual CDBG grant. The City can recover a portion of its CDBG program costs, including staffing, public notices, printing, overhead, and a Fair Housing Counseling program, a collaboration with the County of Ventura and the Housing Rights Center of Los Angeles. The City’s administrative cost was $101,196.52 with a remaining balance of $15,075.34 that will be made available for future project allocation.
CDBG Ending Balance - June 30, 2024
The CDBG June 30, 2024, ending balance of $47,504.37 consists of five closed activities, listed in Table 2. Of the closed activities, one activity from the 2021 CDBG Action Plan and two activities from the 2022 CDBG Action Plan (totaling $32,423.85) were reallocated by City Council with the 2024 CDBG Action Plan with activity beginning July 1, 2024.
CDBG Program Year 2023-24 CAPER
September 10, 2024
1 0
8 9
Table 2: CDBG Program Balance as of 6/30/2024
CDBG Activity Balance Status
2021 closed activity #492 reallocated (July 2024) $ 9,226.60 Closed 2022 closed activity #506 reallocated (July 2024) $ 1,478.81 Closed 2022 closed activity #510 reallocated (July 2024) $ 21,718.44 Closed Closed activities reallocated in 2024 Action Plan subtotal: $32,423.85 2023 SAFE activity #514 $ 5.18 Closed
2023 Admin activity #519 $ 15,075.34 Closed
Closed activities for future City Council reallocation action subtotal: $15,080.52 Total CDBG Program Balance as of 6/30/2024: $ 47,504.37 Reallocation for future City Council Action
One contract activity from the 2023 CDBG Action Plan did not spend its full grant amount, leaving a balance of $5.18. The City’s administrative CDBG budget was not fully expended with a remaining balance of $15,075.34. In Spring of 2025, City staff will provide the 2025 CDBG Action Plan for City Council to reallocate the remaining $15,080.52 to a Community Development activity.
Community Outreach
Pursuant to the City’s Citizen Participation Plan (Resolution No. 2020-013), a copy of the Draft PY 2023-24 CAPER report was posted on the Community Development Department’s webpage for 30 days to allow for public review and comment. A physical copy was also made available at City Hall. Further, a prominent display advertisement was placed in the Thousand Oaks Acorn, as well as a legal notice in the Ventura County Star. Paper copies of the report were also made available upon request. All public comments received will be included in the final report, which will be submitted to HUD before September 27, 2024.
An electronic copy of the CAPER is provided under a separate cover for review by City Council, and a copy is posted on the City’s website at:
http://www.toaks.org/departments/community-development/planning/phd COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
CDBG Program Year 2023-24 CAPER
September 10, 2024
1 0
8 9
A. Create a more equitable, accessible, safe, welcoming, and inclusive government and community regardless of race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, age, language, education, and/or socio-economic status.
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
H. Participate in public-private and multi-jurisdictional opportunities to ensure residents have access to high levels of parks, recreation, education and leisure programs and services.
PREPARED BY: Lynn Oshita, Community Development Analyst Attachments:
Attachment #1 – CDBG Grants to Thousand Oaks (2014 – 2024) Attachment #2 – CDBG CAPER Summary Program Expenditures Documents Provided Under Separate Cover:
#1 – Draft PY 2023-24 CAPER
cdd:480-10\ H:\COMMON\Housing & Redevelopment\2025 CDBG\2025 CITY COUNCIL\CAPER