CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 3, 2020 Action Required: Appropriation and Approval Presenter: Erin Atak, Grants Coordinator Staff Contacts: Erin Atak, Grants Coordinator Title: Approval and Appropriation of CDBG-CV Budget Allocations for FY 2020-2021 Background: The City of Charlottesville is eligible to receive $246,699 in Community Development Block Grant Coronavirus (CDBG-CV) funding from the United States Department of Housing and Urban Development (HUD) through the Coronavirus Aid, Relief, and Economic Security Act (CARES Act), Public Law116-136; to respond to the growing effects of the historic public health crisis. Minutes from meetings are attached which outline the recommendations made from the CDBG/HOME Taskforce, and the Planning Commission. It is important to note that all projects underwent an extensive review as a result of the RFP process. The administering department for these funds is the City of Charlottesville’s City Manager’s Office. Discussion: CDBG-CV funding is separate from the regular, annual CDBG funds that the City receives every year. In May 2020, the City of Charlottesville advertised a Request for Proposals (RFP) based on HUD guidance regarding eligible CDBG-CV activities, and the Council priorities set on September 16, 2019. The Council priorities were for affordable housing (priority for persons who are 0-50 percent AMI, including but not limited to low income housing redevelopment), support for the homelessness and those at risk of homelessness, workforce development (including but not limited to efforts to bolster Section 3 training opportunities and partnerships with the City’s GO programs, support for programs that aid in self-sufficiency, including but not limited to quality childcare), microenterprise assistance, and mental health and substance abuse services. HUD has waived certain standard procedures, including the timeframe for community engagement. The City received five CDBG-CV public service applications totaling $304,324 and one CDBG-CV economic development application totaling $98,640. One of the five CDBG-CV public service applications was submitted late and was not considered for scoring in accordance with the program guidelines. A summary of applications received is included in this packet. 1 On June 11 and June 15, 2020, the CDBG/HOME Task Force reviewed and recommended two public service projects for funding and the Strategic Action Team reviewed and recommended one economic development project for funding. CDBG and HOME Project Recommendations for FY 2020-2021: The CDBG-CV program total has an estimated $246,699 for the 2020-2021 program year. Entitlement funds were divided into three categories: Public Services, Economic Development, and Administrative/Planning to respond to the growing effects of the coronavirus. All applications for potential funding must be able to demonstrate that the program/project to be conducted meets federal income requirements that benefit low to moderate income individuals. Additionally, applications must clearly demonstrate project/program readiness or that the project or program that the funding is being requested for will be ready to begin providing services immediately after July 1, 2020. Potential applicants are required to demonstrate sufficient organizational capacity and fully meet projected outcomes in previous grant years. Staff organizational capacity scores are not included into the final total score averages. The eligibility of all subrecipients, pursuant to HUD guidelines, will be verified prior to contract award on-line at System for Award Management (SAM). In addition to City requirements, the subrecipient will comply with Section 3, and Davis-Bacon requirements. Economic Development – In accordance to HUD’s Quick Guide to CDBG Eligible Activities to Support Infectious Disease Response, $98,679.60 in FY 20-21 CDBG-CV funds were set aside for Economic Development activities in accordance with Council CDBG priorities. Members of the Strategic Action Team reviewed one application for Economic Development and made a recommendation of $98,679.60 to the Community Investment Collaborative (CIC). Funds are proposed to be used to administer 24 grants and technical support to eligible microenterprises. Grants will help businesses cover expenses including rent, payroll, replacing inventory, etc. Technical support will help owners access services to adapt to the economic environment: support in bringing businesses online, financial planning, additional cleaning, etc. Public Service Programs – $98,679.60 in FY 20-21 CDBG-CV funds were set aside for Public Service Program activities. The CDBG/HOME Task Force has recommended two public service programs. Programs were evaluated based on HUD’s Quick Guide to CDBG Eligible Activities to Support Coronavirus and Other Infectious Disease Response and City Council CDBG priorities. Programs were also evaluated based upon metrics included in the RFP evaluation scoring rubric. Funding will enable the organizations to prevent and respond to the spread of infectious diseases such as the coronavirus. The Taskforce made a funding recommendation of $49,661.78 for the Thomas Jefferson Health District for COVID-19 Outreach, Testing, and Linkage to Care. Estimated benefits include hiring two full-time Community Health workers to engage priority populations in COVID-19 prevention, act as liaison for testing and wrap around services, and inform the health department’s COVID-19 strategy. The Taskforce also made a funding recommendation of $49,017.82 for the Thomas Jefferson Area Coalition (TJACH) for the COVID-19 Homeless Prevention Response. Estimated benefits include providing rental and utility assistance to 25 households under 30% of AMI at imminent risk of 2 homelessness due to income loss from COVID-19 and hiring one additional staff person to assist with homeless prevention assistance Administration and Planning: To pay for the costs of staff working with CDBG-CV projects, citizen participation, and other grant related costs directly related to CDBG-CV funds, $49,339.80 is budgeted. On July 14, 2020, the Planning Commission held a public hearing and reviewed the CDBG/HOME Taskforce CDBG-CV proposed budget. The motion passed unanimously with Planning Commission supporting the Taskforce recommendations for City Council approval on August 3rd 2020. No public comments were received during the public hearing. Community Engagement: A request for proposals was held for economic development, public facilities, and public service programs. Applications received were reviewed by the CDBG Task Force or the Strategic Action Team (SAT). Eleven interested applicants inquired about the program, and a total of six applicants submitted a final application for review. Members of the public were given the opportunity to voice their opinions during the HUD authorized expedited 5-day public comment period between April 28, 2020 through May 4, 2020, on May 18, 2020 at the virtual City Council Public Hearing, the virtual June 11, 2020 Strategic Action Team Subcommittee meeting, the virtual June 15, 2020 CDBG/HOME Taskforce meeting, the virtual July 14, 2020 Planning Commission. HUD authorized an expedited 5-day public comment period on April 2, 2020 to prevent, prepare for, and respond to the coronavirus with the goal to quickly appropriate funds to eligible activities. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item aligns directly with Council’s vision for Charlottesville to have Economic Sustainability, A Center for Lifelong Learning, Quality Housing Opportunities for All, and A Connected Community. It contributes to variety of Strategic Plan Goals and Objectives including: Goal 1: Inclusive, Self-sufficient Community; Goal 3: Beautiful Environment; Goal 4: Strong, Diversified Economy; and Goal 5: Responsive Organization. Budgetary Impact: None Recommendation: Staff recommends approval of the proposed CDBG-CV funding recommendations. Funds included in this budget will not be spent until after HUD authorizes the approved FY 2021 amended Action Plan. Alternatives: City Council may reappropriate the funds among the scored public service and economic development applicants. Staff recommends taking into consideration the RFP application scores if funds are to be reappropriated. 3 Attachments: HUD’s Quick Guide to Eligible CDBG Activities to Support Coronavirus and Other Infectious Disease Response Appropriation Resolution for CDBG funds 2020-2021 Proposed CDBG-CV Budget Summary of RFPs submitted RFP Scoring Template Minutes from CDBG Task Force meetings 4 Quick Guide to CDBG Eligible Activities to Support Coronavirus and Other Infectious Disease Response REVISED April 6, 2020 Grantees should coordinate with local health authorities before undertaking any activity to support state or local pandemic response. Grantees may use Community Development Block Grant (CDBG) funds for a range of eligible activities that prevent and respond to the spread of infectious diseases such as the coronavirus. Examples of Eligible Activities to Support Coronavirus and Other Infectious Disease Response For more information, refer to applicable sections of the Housing and Community Development Act of 1974 (for State CDBG Grantees) and CDBG regulations (for Entitlement CDBG grantees). Buildings and Improvements, Including Public Facilities Acquisition, construction, Construct a facility for testing, diagnosis, or treatment. reconstruction, or installation of public works, facilities, and Rehabilitate a community facility to establish an infectious disease treatment clinic. site or other improvements. Acquire and rehabilitate, or construct, a group living facility that may be used to See section 105(a)(2) (42 centralize patients undergoing treatment. U.S.C. 5305(a)(2)); 24 CFR 570.201(c). Rehabilitation of buildings and Rehabilitate a commercial building or closed school building to establish an infectious improvements (including disease treatment clinic, e.g., by replacing the HVAC system. interim assistance). See section 105(a)(4) (42 Acquire, and quickly rehabilitate (if necessary) a motel or hotel building to expand U.S.C. 5305(a)(4)); 24 CFR capacity of hospitals to accommodate isolation of patients during recovery. 570.201(f); 570.202(b). Make interim improvements to private properties to enable an individual patient to remain quarantined on a temporary basis. Assistance to Businesses, including Special Economic Development Assistance Provision of assistance to Provide grants or loans to support new businesses or business expansion to create jobs private, for-profit entities, and manufacture medical supplies necessary to respond to infectious disease. when appropriate to carry out an economic development Avoid job loss caused by business closures related to social distancing by providing project. short-term working capital assistance to small businesses to enable retention of jobs held by low- and moderate-income persons. See section 105(a)(17) (42 U.S.C. 5305(a)(17)); 24 CFR 570.203(b). Provision of assistance to Provide technical assistance, grants, loans, and other financial assistance to establish, microenterprises. stabilize, and expand microenterprises that provide medical, food delivery, cleaning, See section 105(a)(22) (42 and other services to support home health and quarantine. U.S.C. 5305(a)(22)); 24 CFR 570.201(o). Provision of New or Quantifiably Increased Public Services Following enactment of the Carry out job training to expand the pool of health care workers and technicians that CARES Act1, the public are available to treat disease within a community. services cap2 has no effect on CDBG-CV grants and no Provide testing, diagnosis or other services at a fixed or mobile location. effect on FY 2019 and 2020 Increase the capacity and availability of targeted health services for infectious disease CDBG grant funds used for response within existing health facilities. coronavirus efforts. See section 105(a)(8) (42 Provide equipment, supplies, and materials necessary to carry-out a public service. U.S.C. 5305(a)(8)); 24 CFR Deliver meals on wheels to quarantined individuals or individuals that need to 570.201(e). maintain social distancing due to medical vulnerabilities. Planning, Capacity Building, and Technical Assistance States only: planning grants Grant funds to units of general local government may be used for planning activities and planning only grants. in conjunction with an activity, they may also be used for planning only as an activity. See section 105(a)(12). These activities must meet or demonstrate that they would meet a national objective. These activities are subject to the State’s 20 percent administration, planning and technical assistance cap. States only: use a part of to Grant funds to units of general local government to hire technical assistance providers support TA and capacity to deliver CDBG training to new subrecipients and local government departments that building. are administering CDBG funds for the first time to assist with infectious disease See section 106(d)(5) (42 response. This activity is subject to the State’s 3 percent administration, planning and U.S.C. 5306(d)(5). technical assistance cap. Entitlement only: data Gather data and develop non-project specific emergency infectious disease response gathering, studies, analysis, plans. and preparation of plans and the identification of actions that will implement such plans. See 24 CFR 570.205. Planning Considerations Infectious disease response conditions rapidly evolve and may require changes to the planned use of funds:  CDBG grantees must amend their Consolidated Annual Action Plan (Con Plan) when there is a change to the allocation priorities or method of distribution of funds; an addition of an activity not described in the plan; or a change to the purpose, scope, location, or beneficiaries of an activity (24 CFR 91.505).  If the changes meet the criteria for a “substantial amendment” in the grantee’s citizen participation plan, the grantee must follow its citizen participation process for amendments (24 CFR 91.105 and 91.115).  Under the CARES Act, CDBG grantees may amend citizen participation and Con Plans concurrently in order to establish and implement expedited procedures with a comment period of no less than 5-days. Resources The Department has technical assistance providers that may be available to assist grantees in their implementation of CDBG funds for activities to prevent or respond to the spread of infectious disease. Please contact your local CPD Field Office Director to request technical assistance from HUD staff or a TA provider.  Submit your questions to: CPDQuestionsAnswered@hud.gov  Coronavirus (COVID-19) Information and Resources: https://www.hud.gov/coronavirus  CPD Program Guidance and Training: https://www.hudexchange.info/program-support/ 1 On March 27, 2020, President Trump approved the Coronavirus Aid, Relief, and Economic Security Act (Public Law 116-136) (CARES Act). The CARES Act makes available $5 billion in CDBG coronavirus response (CDBG-CV) funds to prevent, prepare for, and respond to coronavirus. 2 Section 105(a)(8) of the HCD Act caps public service activities at 15 percent of most CDBG grants. Some grantees have a different percentage cap. APPROPRIATION OF FUNDS FOR THE CITY OF CHARLOTTESVILLE'S 2020-2021 COMMUNITY DEVELOPMENT BLOCK GRANT CORONAVIRUS - $246,699 WHEREAS, the City of Charlottesville has been advised of the approval by the U.S. Department of Housing and Urban Development of a Community Development Block Grant Coronavirus (CDBG-CV) authorized by the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) to respond to the growing effects of the historic public health crisis for the fiscal year in the total amount of $246,699. WHEREAS, City Council has received recommendations for the expenditure of funds from the CDBG/HOME Task Force, the Strategic Action Team (SAT), and the Planning Commission; and has conducted a public hearing thereon as provided by law; now, therefore; BE IT RESOLVED by the City Council of Charlottesville, Virginia, that the sums hereinafter set forth are hereby appropriated from funds received from the aforesaid grant to the following individual expenditure accounts in the Community Development Block Grant Coronavirus Fund for the respective purposes set forth; provided, however, that the City Manager is hereby authorized to transfer funds between and among such individual accounts as circumstances may require, to the extent permitted by applicable federal grant regulations. ECONOMIC DEVELOPMENT Community Investment Collaborative – COVID-19 Grants $98,679.60 PUBLIC SERVICE PROGRAMS TJACH – COVID-19 Homeless Prevention Response $49,017.82 Thomas Jefferson Health District – COVID-19 Outreach $49,661.78 ADMINISTRATION AND PLANNING: Admin and Planning $49,017.82 TOTAL $246,699 BE IT FURTHER RESOLVED that this appropriation is conditioned upon the receipt of $246,699 from the Department of Housing and Urban Development authorized by the CARES Act. Funds authorized will be used to prevent, prepare for, and respond to the coronavirus (COVID-19). The amounts so appropriated as grants to other public agencies and private non-profit, charitable organizations (sub-recipients) are for the sole purpose stated. The City Manager is authorized to enter into agreements with those agencies and organizations as he may deem advisable to ensure that the grants are expended for the intended purposes, and in accordance with applicable federal and state laws and regulations; and The City Manager, the Directors of Finance or Neighborhood Development Services, and staff are authorized to establish administrative procedures and provide for mutual assistance in the execution of the programs. Approved by Council August 3, 2020 Kyna Thomas, CMC Clerk of Council 2020-2021 CDBG-CV BUDGET ALLOCATIONS RECOMMENDED BY CDBG/HOME TASK FORCE and SAT: 6/11/2020, 6/15/2020 RECOMMENDED BY PLANNING COMMISSION: 7/14/2020 APPROVED BY CITY COUNCIL: A. ECONOMIC DEVELOPMENT PROJECTS A. Community Investment Collaborative – Entrepreneur Scholarships $98,679.60 ECONOMIC DEVELOPMENT TOTAL: $98,679.60 B. PUBLIC SERVICE PROJECTS A. TJACH - Coordinated Entry System $49,017.82 B. Thomas Jefferson Health District $49,661.78 SOCIAL PROGRAMS TOTAL: $98,679.60 C. ADMINISTRATION AND PLANNING: A. Admin and Planning $49,339.80 (20% EN) GRAND TOTAL: $246,699 ESTIMATED NEW ENTITLEMENT AMOUNT: $246,699 CDBG-CV FY20/21 RFP Submissions Organization, Program Title Project Contact Program Description Submittal Funding Requested Office of Economic Development (OED) Hollie Lee GO Delivery/S.E.L.F Odyssey On Time $35,000.00 Public Services COVID-19 Outreach, Testing and Linkage to Thomas Jefferson Health District Rebecca Schmidt Care On Time $99,323.56 Thomas Jefferson Area Coalition for the Homeless (TJACH) Anthony Haro COVID-19 Homeless Prevention Response On-Time $60,000.00 Habitat for Humanity Ruth Stone Mortgage Forbearence Loan Late $40,000.00 Charlottesville Redevelopment and Kathleen Glenn- Housing Authority (CRHA) Matthews CRHA Rental Assistance Program On Time $70,000.00 Total Amount of Request $304,324 Total Projected Budget $98,679.60 Request Overage $205,644 Organization, Program Title Project Contact Program Description Submittal Funding Requested Community Investment Collaborative Econ (CIC) Stephen Davis CIC COVID Microbusiness Grant On Time $98,640.00 Total Amount of Request $98,640 Total Projected Budget $98,679.60 Request Overage ($40) SCORING RUBRIC FOR CDBG-CV PROPOSALS Name of Applicant: Name of Project: Exemplary Adequate Needs Missing Score Comments Improvement Information (3 Points) (2 Points) (1 Point) (0 Points) Program/Project Provides a clear Provides a description Program/project Proposal does not Description description and clearly that adequately description needs describe how it will explains how it will explains how it will improvement address a Council address a Council address a Council Priority Priority Priority Program/Project Provides a clear Provides an adequate Program/Project goal Goal is missing Goal explanation of the goal. explanation of the goal needs improvement. and/or not Identifies what will be Barely identifies what explained. provided to whom, how will be provided to Identification of many. Provides whom and how beneficiaries, demographic many. Barely number of information of the provides beneficiaries, beneficiaries and how demographic demographic they will meet the information and how information, and income guidelines the beneficiaries will information about meet the income how the guidelines beneficiaries will meet the income guidelines is missing Need Clearly describes how Adequately describes Description of need Does not describe the program will how the program will needs improvement. how the program directly address the directly address the Only state, regional, will directly address needs. needs using some local or national data the needs and/or 1 Provides local data to data to describe the provided, data not does not provide describe the needs of needs of the specific to clients data to describe the the community and the community and the needs of the beneficiaries beneficiaries community and the beneficiaries Outcomes Clearly explains how Adequately explains Explanation of how Does not explain proposed outcomes will how proposed proposed outcomes how proposed be meaningful, client- outcomes will be will be meaningful, outcomes will be focused and related to meaningful, client- client-focused and meaningful, client- the service focused and related to related to the service focused and/or the service needs improvement related to the service Strategies Provides evidence- Adequately describes Describes how Does not identify based strategies for how strategies address strategies address how strategies how the need using researched need without directly address program/project will best practices information about need address the need strategies at a best practices or minimum research Implementation Timeline is detailed and Timeline is adequate Timeline is limited or No timeline Timeline realistic not realistic provided and information is missing Evaluation Plan Provides a rigorous Provides a solid Evaluates some Proposal does not evaluation plan which evaluation plan elements of its work, provide an informs ongoing work, but the evaluation is evaluation plan or explains metrics and not thorough the plan is why they are used insufficient Demographic Proposal clearly Proposal adequately Proposal describes Proposal does not Verification describes how the describes how the how the agency will describe how the agency will collect and agency will collect and collect and verify agency will collect verify all required verify all required some required and verify any information information information required information 2 Financial Proposal describes how Proposal describes how Proposal describes Proposal does not Benefits the program fully the program fully how the program describe how the meets two financial meets one financial partially meets one to program will provide benefits benefit two financial benefits a financial benefit Collaboration Proposal describes how Proposal describes Proposal describes Proposal does not the program formal agreements collaboration describe collaborates with other with more than two informally with other collaboration with organizations to organizations organizations (ex. other entities achieve a common goal describing how they information sharing, using defined cooperate, but does resource sharing) deliverables and not share common metrics (ex. Clear deliverables or metrics. accountability, shared management, such as MOU’s or formal partnership agreements) Engagement/ Proposal describes Proposal describes Proposal explains Proposal does not Outreach complete outreach and some outreach and that services are provide strategies Strategy engagement strategies engagement strategies available to needy for outreach and and explains how it will and how it will serve and underserved engagement to serve needy and needy and underserved populations but needy and underserved populations program/project does underserved populations not conduct outreach populations or engagement Priority Proposal describes Proposal describes Proposal explains Proposal does not Neighborhood complete outreach some outreach and that services are provide strategies Ridge Street strategies and program/project serves available to priority for outreach to program/project serves residents in the Priority neighborhood priority residents in the Priority Neighborhood residents but neighborhood Neighborhood program/project does residents not conduct outreach 3 Organizational Organization Organization Organization capacity The organization Capacity demonstrated demonstrated needs improvement, demonstrated a lack (STAFF ONLY) sufficient capacity and adequate capacity and did not meet of a capacity fully met projected almost met projected projected outcomes outcomes in previous outcomes in previous grant year grant year Organizational Proposal provides clear Proposal provides Evidence of capacity Proposal does not Capacity evidence of the adequate evidence of and ability needs provide evidence of capacity and ability to the capacity and ability improvement. Does the capacity and ensure timely to ensure timely not address the ability performance and performance and question fully reporting reporting Budget Proposal clearly Proposal provides an Proposed budget The proposal does demonstrates: adequate budget. needs improvement not demonstrate A. How requested Adequately addresses and barely addresses how the requested funds will be A, B, and C A, B, and/or C. funds will be applied applied to Proposed budget to expense line expense line needs improvement. items, how the items amount requested is B. How the reasonable, and amount does not show a requested is direct relationship reasonable with proposed C. That the overall service items program budget shows a direct relationship with proposed service items TOTAL SCORE (MAX SCORE = 42 PTS) 4 Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. CDBG Taskforce Monday, June 15th, 2020 3:30-5:00 PM Virtual Meeting AGENDA 1. Introductions/Housekeeping/Minutes 2. Review Application Scores & Create proposal budget. 3. Other Business 4. Public Comment Staff Contact: Erin Atak, Grants Coordinator (atake@charlottesville.gov), (434) 970-3093 1|Page Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. CDBG Taskforce Meeting Minutes Monday, June 15th, 2020 3:30-5:00 PM Virtual Meeting AGENDA 1. Introductions/Housekeeping/Minutes City Staff member Erin Atak (EA), Grants Coordinator, begins meeting with CDBG Taskforce attendance. Meeting commences at 3:32 PM on Monday July 15, 2020. CDBG/HOME Taskforce Roster Attendance Howard Evergreen Present Helen Kimble Present Nancy Carpenter Present Emily Cone Miller Absent James Bryant Present Kem Lea Spaulding Present Taneia Dowell Absent Matthew Gillikin Present Olivia Gabbay Absent Other City Staff members present: Symia Tabron, Brenda Kelley, John Sales. EA begins to explain the CDBG-CV program to Taskforce members and viewers at home: The main goal of the CDBG-CV grant is to prevent, prepare for, and respond to the Coronavirus. HUD priorities are to fund activities towards infectious disease response. The City of Charlottesville was awarded $246,699 in CDBG-CV funds authorized by the CARES Act. The CDBG-CV award is divided into three funding categories. All qualifying applicants are able to apply for public services and economic development funds. The Administrative/Planning portion of the CDBG-CV grant is 2|Page Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. designated for City of Charlottesville to cover all grant related expenses (ex: Davis Bacon, Section 3, Environmental Reviews, Citizen Participation, etc.) a. Public Service: $98,679.60 b. Economic Development: $98,679.60 c. Administrative/Planning: $49,339.80 On June 11, 2020 the economic development CDBG taskforce subcommittee, the Strategic Action Team (SAT), convened discussed one application the City received applying for the econ funds. The SAT made a funding recommendation to award the application all $98,679.60 to the one economic development CDBG-CV applicant. The job of the CDBG/HOME Taskforce is to create a funding recommendation for the public services fund of the CDBG-CV grant. 2. Review Application Scores & Create proposal budget. EA shares CDBG/HOME Taskforce Score Spreadsheet on screen. Average score rankings: Thomas Jefferson Health District (TJHD): 33.33 Thomas Jefferson Area Coalition for the Homeless (THACH): 30 Charlottesville Redevelopment Housing Authority (CRHA): 28 Office of Economic Development (OED): 25.17 Taskforce opens for discussion: Taskforce member Matthew Gillikin begins meeting with clarification question for city staff member Erin Atak. Question concerns Staff Organization Capacity scores for all applicants and the relation to COVID-19 situation. City Staff Erin Atak, Grants Coordinator, clarifies to Taskforce members that Staff Organizational Capacity Scores for all organizations is not included in the final score averaging. Staff Organizational Capacity scores review previous audits, how previous invoices were processed, quarterly reports, and whether organizations were able to follow HUD protocol. With COVID-19, jurisdictions were more lenient with grading, however, City Staff cannot overlook HUD procedures and paperwork requirements. Scores were given accordingly. Taskforce member Matthew Gillikin request additional information on CRHA’s staff organizational capacity score. 3|Page Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. City Staff Erin Atak explains that detailed explanation is written on staff sheet of the Taskforce binder, however the CRHA applicant had to repay the City HOME and CDBG funding back to HUD in the past. The concern with the applicant is focused on the inability to spend funds in a timely manner. The concern was raised during the CRHA technical assistance meeting with CRHA staff, and was not addressed in the CDBG-CV application. Additionally, CRHA received a copy of the last CDBG/HOME audit to address concerns. Said concerns were not addressed in the application. Taskforce member Nancy Carpenter states that CDBG-CV and CDBG funding is meant for low income people. Ms. Carpenter recounts listening to weekly calls with the National Low-Income Housing Coalition during the months of April and May. She adds that CRHA has the infrastructure to provide rental assistance as 22-23% of rental households nationwide will face risk of eviction starting July. CRHA wanting to provide housing stability for families outside of public housing is an important cause. Staff Member Erin Atak comments to Taskforce Member Nancy Carpenter stating that CRHA application was not marked down from the lack of subject importance, but concern for administration. She reminded all taskforce members again that the staff organizational capacity score is not included into the final average score of each organization. City Staff Housing Coordinator John Sales introduces himself to the Taskforce and provides additional information concerning the housing related applications (CRHA and TJACH). Mr. Sales also discusses the four housing initiatives being proposed for City Council on June 15, 2020. Mr. Sales notes the funding request for CRHA CDBG-CV application may not be able to serve three months’ worth of rent for 50 families, and is similar to city’s housing proposal. Taskforce member Nancy Carpenter highlights the importance of housing during the COVID-19 pandemic. Housing Coordinator provides a hypothetical breakdown of three months’ worth of rent using CRHA’s funding request. Grants Coordinator explains to the Taskforce that even with partial funding awarded to an organization, she would need to use the total goal amount written on the application for HUD reporting purposes. Taskforce member Matthew Gillikin poses Housing Coordinator a question on TJACH’s application and whether the applicant would be able to achieve their goal for the funding amount requested. 4|Page Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. Housing Coordinator replies “yes” as TJACH is proposing to partner CDBG-CV funds with outside sources. Mr. Sales elaborates and states all program proposals submitted for the CDBG- CV program appear to be important needs for the community. Discussion continues around fair market rent prices and three-months’ worth of rent. Taskforce member Howard Evergreen notes that many residents that would be receiving assistance through the CRHA program would be living outside the fair market rate rental prices. Taskforce members note the concerns for applicant CRHA meeting the conditions of the grant. City Staff member Symia Tabron raises a question of whether CRHA would undergo or submit another audit. Grants Coordinator Erin Atak explains that CRHA has not submitted an audit for the CDBG- HOME program since 2015. Taskforce member Nancy Carpenter states the importance of funding housing initiatives over other priorities such as health initiatives currently. Taskforce member James Bryant agrees and proposes to divide the $98,679.60 among all applicants. Taskforce member Howard Evergreen reminds the committee that the discussion on scoring is repeated each year. Scores are overlooked and there is never enough CDBG money. Mr. Evergreen reminds everyone that health priorities were included with the CDBG-CV funds specifically with the new release of the funds as an equal priority to housing. Mr. Evergreen continues and states that the scoring method cannot be disregarded. Taskforce member Mattew Gillikin makes funding recommendation #1: Not funding OED, not funding CRHA due to hurdles identified by City Staff, fully funding TJACH to support housing initiatives at $60,000, and give TJHD the remaining $38,678.60. Taskforce member Helen Kimble reminds the rest of the committee that the TJHD community health worker salary was around $44,000 in addition to supervisory fees added on. Funding recommendation #1 would not support the cost of one community health worker. Potentially a part-time community health worker. Ms. Kimble asks City Staff whether they would be able to guarantee the living wage contract to community workers if TJHD was awarded funds. City Staff Erin Atak states the CDBG program would not be able to dictate salary contracts for community health workers but could hold TJHD accountable for having provided a salary for community health workers in accordance to the program application. 5|Page Meeting registration/participation available at www.charlottesville.gov/zoom Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48-hour notice so that proper arrangements may be made. Taskforce member Howard Evergreen offers a counter funding recommendation #2, to either flip the recommendation #1 or give TJHD 2/3 of the funding and give TJACH 1/3 of the CDBG-CV funding in accordance to the application scores. Taskforce member Nancy Carpenter states that Mr. Evergreen makes a point about rubric indexing. Taskforce member Matthew Gillikin proposed funding recommendation #3 to award TJHD 50% ($49,661.78) of the funding request and award TJACH ($49,017.82) the remaining CDBG-CV funds. Taskforce members agree with funding proposal #3. Public Services CDBG-CV: $98,679.60 (Breakdown of Funding Recommendation #3) Thomas Jefferson Health District: $49,661.78 Thomas Jeffrson Area Coalition for the Homeless: $49,017.82 Office of Economic Development: $0.00 Charlottesville Redevelopment Housing Authority: $0.00 Funding Recommendation Approval – CDBG/HOME Taskforce Roll Call CDBG/HOME Taskforce Roster Vote – Funding Recommendation of Award 3 Howard Evergreen Approve Helen Kimble Approve Nancy Carpenter Approve Emily Cone Miller James Bryant Approve Kem Lea Spaulding Approve Taneia Dowell Matthew Gillikin Approve Olivia Gabbay 3. Other Business None 4. Public Comment None Meeting Adjourned. 6|Page Total Final Description Goal Need Outcomes Strategies Implement Eval Demogr Financial Collab Engage PN STAFF Org Org Capa Budget Subtotal Score Average CRHA TD 0 ECM 2 2 2 2 2 2 2 2 2 2 2 2 0 2 2 28 HE 1 2 2 1 1 1 1 1 1 2 2 0 0 1 1 17 JB 2 3 3 2 3 2 2 2 3 2 2 2 0 2 2 32 HK 2 2 2 3 1 2 0 0 2 1 2 2 0 1 2 22 MG 2 3 3 3 3 3 2 3 3 3 3 2 0 2 3 38 NC 2 2 2 2 3 3 2 3 2 2 2 2 0 1 3 31 OG 0 KLS 0 168 28 0 TJHD 0 TD 0 ECM 3 3 3 3 2 2 2 2 2 2 2 2 3 2 2 32 HE 3 3 3 3 3 3 2 1 3 3 3 2 3 3 3 38 JB 3 3 3 2 2 2 2 2 2 3 2 2 3 3 3 34 HK 3 3 2 3 2 2 2 2 3 2 3 3 3 3 2 35 MG 1 3 2 2 2 3 2 2 2 3 2 2 3 3 3 32 NC 1 3 2 2 2 3 1 2 2 3 2 2 3 2 2 29 OG 0 KLS 0 200 33.33333 0 TJACH 0 TD 0 ECM 3 3 3 2 2 2 2 2 2 2 2 2 3 2 2 31 HE 1 1 1 1 2 2 2 1 1 2 2 0 3 1 0 17 JB 2 2 2 2 2 2 2 2 3 3 3 2 3 3 2 32 HK 3 2 2 2 3 2 1 3 2 2 2 1 3 1 2 28 MG 3 3 3 3 3 2 3 3 3 3 3 1 3 3 2 38 NC 3 2 3 3 2 3 3 3 2 3 2 0 3 3 2 34 OG 0 KLS 0 180 30 0 OED 0 TD 0 ECM 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 28 HE 1 1 1 1 1 1 1 2 1 2 1 0 2 1 1 15 JB 3 3 3 3 2 3 2 3 2 2 2 2 2 2 2 34 HK 3 1 2 3 2 1 1 2 0 2 2 0 2 3 1 23 MG 3 3 3 3 2 1 2 3 2 2 3 1 2 3 3 34 NC 1 2 2 1 1 2 1 2 1 1 2 0 2 0 1 17 OG 0 KLS 0 151 25.16667 Econ Scores below CIC EG 2 3 3 3 2 3 2 3 2 2 3 0 2 3 2 33 KL 3 3 3 3 2 3 2 3 3 3 3 2 2 3 3 39 SM 3 3 2 2 2 3 2 3 2 2 3 1 2 3 2 33 DK 3 3 3 3 1 2 3 3 1 2 3 0 2 2 3 32 LS 2 2 2 2 2 2 2 2 2 2 2 0 2 2 2 26 163 32.6