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Community Partnership ProgramRESOLUTION NO. 62-00 RESOLUTION APPROVING REVISED COMMUNITY PARTNERSHIP PROGRAM CP2) GUIDELINES / INSTRUCTIONS AND COMPETITIVE APPLICATION Whereas, under the provisions of Title I of the Housing and Community Development Act of 1974, as amended, the City of Dubuque has received Community Development Block Grant (CDBG) funds for the development and maintenance of a viable urban community through the provision of decent housing, a suitable living environment and expanded economic opportunities for its residents, particularly those persons of low and moderate income; and Whereas, the Community Partnership Program (cp2) was developed in the City of Dubuque in response to the national goals and objectives ofthe CDBG program; and Whereas, Community Development Advisory Commission has reviewed the cp2 program and has recommended certain policy and procedure improvements; and Whereas, the Community Development Advisory Commission recommended improvements are incorporated in the attached Guidelines / Instructions and Competitive Application for the Community Partnership (cp2) program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section I. That the attached Community Partnership Program (cp2) Guidelines / Instructions and Competitive Application are hereby approved and adopted. Section 2. That the City Manager be and is hereby authorized to implement and administer the Community Partnership Program (cp2) in accordance with the terms and conditions of the attached Application and Guidelines/Instructions for the Community Partnership Program (cp2). Passed, approved and adopted this Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk CITY OF DUBUQUE, IOWA MEMORANDUM February 17, 2000 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Community Partnership (CP21 Program Revisions Community and Economic Development Director Jim Burke and the Community Development Advisory Commission are recommending modifications to the City's Community Partnership Program (CP2). This is a longstanding program to financially support new and innovative private and non-profit efforts to create a more livable environment for residents. The changes are as follows: 1. Allow a second year of funding with a 40% match required for the added year of funding, as opposed to 25 % in the first year. 2. Volunteer labor used as a match will now be valued at $7 an hour, instead of minimum wage. 3. The application and instructions have been simplified to improve the application process. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/dd Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager Jim Burke, Community and Economic Development Director CITY OF DUBUQUE, IOWA MEMORANDUM February 16,2000 To: Michael Van Milligen, City Manager FROM: James Burke, Community and Economic Development Director SUBJ: Community Partnership (cp2) Program Revisions INTRODUCTION This memorandum presents for Council review and approval a resolution adopting revised guidelines/instructions and application forms for the Community Partnership (cp2) program. The Community Development Advisory Commission approved these revisions at their meeting on February 15,2000. BACKGROUND The Community Partnership (cp2) program was implemented on August 5, 1991, to provide financial support to new and innovative private and non-profit efforts to create a more livable environment for community residents. Funds are allocated for the cp2 program on a yearly basis through the CDBG Annual Plan process. As shown on the attached summary, a total of $1,025,293 has been awarded since the program began, with $816,366 expended. The program has leveraged over $3.4 million in community service and handicap accessibility projects. In January, the Community Development Advisory Commission invited more than 100 individuals and local service agencies to a public meeting to discuss the cp2 program. As a result of this meeting, a committee was assigned the task to review the cp2 program policies and process and make recommendations for improvements. The Committee was comprised of Community Development Advisory Commission members Harry Neustadt and Bill Daughtery, Stephen Jacobs, Executive Director of Project Concern, Gary Gansemer, Hillcrest Family Services, and City staff Joleen Patterson, Housing Rehabilitation Supervisor, Karen McCarthy, Neighborhood Development Specialist and Aggie Kramer, Community Development Specialist. The Committee's recommendations were presented at the Community Development Advisory Commission's meeting on February 15. The Commission reviewed and approved the Committee's recommended revisions to the application, guidelines / instructions and review sheets. DISCUSSION Attached to this memorandum is a resolution approving changes to the cp2 program as approved and recommended by the Community Development Advisory Commission. The proposed changes include the following: Match/Time Frame The current guidelines require that qualifying applicants provide a match for funds received through the cp2 program. Non-profit organizations must provide a twenty-five percent match and for-profit organizations a 67% match. Cash, in-kind contributions, materials and volunteer labor are considered as an eligible match. Only one year of funding is currently allowed for any cp2 project. The Commission proposes that the match for non-profit organizations remain at twenty five percent (25%) for the first year of funding. However, an additional year of funding would now be allowed for service projects, with a forty (40%) match required in the second year. Service projects may apply for an additional year offunding on a competitive basis, but only a small amount of cp2 funds would be targeted to continuing projects. The Commission found that an additional year of funding would allow a more realistic time frame for certain projects to be implemented and show results, thereby improving future success. The additional year would also allow monitoring ofproject progress while additional outside funding is sought. Volunteer Labor The Commission has approved the increase of rate of pay for volunteer labor from minimum wage for the hours worked to $7.00 per hour. This amount is now a recognized standard pay rate for volunteer labor and would more adequately reflect the value of the time worked. If a volunteer is performing tasks within his/her normal trade or profession, eligible cost would include the volunteers normal pay rate. Construction projects involving volunteer labor will still remain entirely volunteer construction labor due to federal prevailing wage requirements. Applications/Guidelines/Instructions The application and guidelines/instructions have been revised and simplified to improve the application process. The instructions and guidelines are included in one document to provide program information and application procedures. An assurances section has been added to the application to outline grantee expectations and certify compliance when the cp2 grant is approved for their project. This section would clarify that construction projects which discontinue benefit to low and moderate income persons during a 10 year period must repay a portion of the cp2 funds as specified in their agreement. The application would become part of the grant agreement. Selection/Evaluation Process The program guidelines provide for the evaluation and ranking of applications by various criteria. All applications must meet the national objectives and be eligible activities of the Community Development Block Grant program in order to be considered for the cp2 funds. In addition, the applications are reviewed and ranked in accordance with local evaluation criteria. This criteria, as outlined in the competitive application review sheet, includes the organizational experience and staff capability of the applicant to undertake the project, the feasibility of the project based on the project description, the degree major project activities are reflected in goals with a realistic time frame for implementation, the extent the project meets the priority needs of the Consolidated Plan, the impact the project will have on priority needs, the ability ofthe project to be self sustaining in the future, and the overall budget, cost and resources for project Implementation. Application Process The proposed application process will remain as previously established. Upon receipts of the applications, staff will determine if is the applicant and activity proposed are eligible pursuant to all applicable program requirements and federal CDBG regulations. A Grant Review Committee comprised of City staff and Community Development Advisory Commission members will review eligible applications and make recommendations for funding. The Community Development Advisory Commission will forward their recommendations for funding to the City Council for final approval.. The proposed application process will begin later this year due to the program revision process. Applications will become available immediately, with completed applications due on April 14th. The Grant Review Committee will review eligible applications and make recommendations for funding. Recommendations will be forwarded to the Community Development Advisory Commission for review on May 16th. The Commission's proposed funding recommendations will be forwarded for final approval and award to the City Council on June 1, 2000. Grant funding will be available beginning July 1, 2000. RECOMMENDATION I recommend that the City Council adopt the attached Resolution approving a revised Community Partnership Program (cp2) and authorizing the City Manager to initiate the implementation of the program in accordance with the revisions. These changes will improve the application process and policies of one of the City's most successful community development programs. ACTION STEP The action step for the City Council is to adopt the attached resolution. Prepared by: Aggie Kramer, Community Development Specialist Community Partnership (CP2) Program FY 92 - FY 2000 Awarded Ex¥ended Project Costs 0 Date FY 2000 St. Mark's Community Center Handicap Accessible Elevator 50,000 160,000 Central Alternative High School Central Daycare/Leaming Center 27,000 10,368 180,375 Little Cloud Girl Scouts Paid Girl Scout Leadership 6,240 8,320 YWCA Lead Safe Shelter Project 6,665 11,076 Dubuque Girls Club Computer Literacy Program 7303 7294 9.737 Total 97,208 17,662 369,508 FY 1999 Audubon Elementary School Family Technology Center 7,800 6,700 24,000 YMCAlYWCA Building Corp. Special Needs Locker Rooms 49,500 49,500 66,000 Dubuque County Historical Society William Black Handicapped Access 33,950 26,924 45,301 Hillcrest Family Services Enhanced Treatment Foster Care 25.650 24.908 173.813 Total 116,900 103,513 309,114 FY 1998 Four Mounds Foundation Y.E.S. Impact Project 36,674 36,674 150,000 Operation New View Bluff Street Head Start 23,438 23,438 31,750 Visiting Nurse Association Healthy Smiles 14,670 14,670 28,750 Dubuque Boys Club Power Hour Program 8,618 8,132 15,082 Hillcrest Family Services Big BrotherslBig Sisters 36.600 36.600 89.690 Total 120,000 119,514 315,272 FY 1997 Visiting Nurse Association Healthy MouthslHealthy Children 10,875 6,640 21,750 Hillcrest Family Services Elevator Installation 25,000 25,000 377,335 ECIA Project Self-Reliance 50,000 50,000 117,788 Substance Abuse Services CHOICES 30,519 30,519 61,187 Heartland Housing Initiative Residential Advancement Program 15,000 13,601 30,000 Dubuque County Fine Arts Society Kaleidoscope: Artreach Alley 7,000 6,879 31,250 Four Mounds Foundation Summer Day Camp ¡Canoe Recreation 11.606 11.600 36.496 Total 150,000 144,239 675,806 FY 1996 Area Residential Care Building Modifications 3,888 3,888 10,193 Hillcrest Family Services Youth Empowerment Service (YES) 45,000 45,000 250,076 Washington Neighborhood Homeless Shelter Repairs 10,000 0 20,000 Hills & Dales Removal of Architectural Barriers 12,662 11,622 25,325 Habitat for Humanity Site Acquisition 13,300 13,300 120,000 Dubuque Museum of Art Elevator 40.150 Q 91.384 Total 125,000 73,810 516,978 Awarded Expended Project Costs To Date FY 1995 Dubuque Community Schools Project Peace 25,000 22,503 50,000 Dubuque Morning Optimists Facility Upgrade 5,000 5,000 14,805 Dubuque Rescue Mission Elevator 25,000 25,000 115,608 ECIA Education & Job Training 25,000 19,316 52,928 Hills & Dales Removal of Architectural Barriers 15,000 13,467 31,403 Scenic Valley Area VII Agency Nutritional Health Project 25,000 21,448 50,000 Washington Neighborhood Facility Upgrade 10,000 10,000 60,600 Operation New View Key Card Project 5.000 3.000 15.000 Total 135,000 119,734 376,344 FY 1994 Dubuque Community Schools Project Peace 25,000 25,000 50,000 Four Mounds Foundation Road Improvements 9,500 9,500 19,000 Hillcrest Family Services Therapeutic Alternatives 25,000 25,000 223,574 St. Stephen's Food Bank Facility Upgrade 9,250 7,607 18,500 Substance Abuse Services Center Project Relocation 23,000 21,836 46,000 Washington Neighborhood Neighborhood Center 25.000 7.209 54.476 Total 116,750 96,152 411,550 FY 1993 Barn Community Theatre Accessibility Project 9,050 3,765 18,100 Dubuque Food Pantry Plentiful Harvest 13,725 4,800 45,116 Dubuque Rescue Mission Community Center 5,930 5,930 11,860 Gannon Center CPS Van 10,000 10,000 20,000 Little Cloud Girl Scout Council Outreach Program 6,700 5,103 13,577 Operation New View The Learning Tree 25,000 20,197 50,259 St. Stephen's Food Bank Office Upgrade 5.200 5.200 10.400 Total 75,605 54,995 169,312 FY 1992 St. Stephen's Food Bank Reharvest Project 13,000 13,000 22,350 Gannon Center Office Relocation 19,600 19,600 162,000 Dubuque Museum of Art Accessibility Project 20,230 15,651 50,000 Project Concern Child Care Project 11,000 11,000 22,000 Habitat for Humanity Site Acquisition 25.000 22.977 70.000 Total 88,830 82,228 326,350 TOTALS $1,025,293 $816,366 $3,484,234 F 'IV5ER5IAKRAMERIMYDOCS\CDDOCS\CP2\hi""'Y2,op2, wed City of Dubuque COMMUNITY PARTNERSHIP PROGRAM GRANT COMPETITIVE APPLICATION Program Year 2000-2001 For further information contact: City of Dubuque Community and Economic Development Department 50 W 13'" Street Dubuque, IA 52001 Telephone: (319) 589-4393 or comdeV@mwci.net Revised 1/00 -Please do not submit this page as part of the application NOTE:The application is available in computerized fonnat. To request, please send a 3.5" disk and notation of word processing program preferred. You may request bye-mail at comdev@.mwci.net COMMUNITY PARTNERSHIP PROGRAM 2000-2001 COMPETITIVE APPLICATION COVER SHEET 1. Applicant's Legal Name and FederallD Number 5. Type of OrganizatlDn (enter - public or private nDn-prof~, private for prof~ or specify if other) 2, Applicant's Mailing Address 6, CP2 Program CoordinatDr (responsible for daily operatiDns) TelephDne: FAX: E-mail: 3, Program Name (if different from line 1) 4, Organization Executive DirectDr or equivalent 8, Fiscal Contact Person Telephone: Telephone: FAX: E-mail: FAX: E-mail . FYO1 Budget Summary - from budget pages Total CP2 CP2 Funds Matching Funds Matching In-Kind Project ($50,000 max) Committed Committed Costs DATE STAMP Office use QUESTIONS YES NO a. Will the project cause direct displacement of any resident or business? b. Will the project cause the demolition of any structures? c. Will the project result in a new service? d. Will the project result in increased benefits (expand a service)? e. Will the project result in new facilities? f. Is the project a construction project? g. Is the project a public service? . Please insure authorized person signs page two - assurances. Unsigned applications can not be accepted. ASSURANCES . I hereby certify that, to the best of my knowledge, all of the information contained in the Application is true and correct. I understand that the Community Development Advisory Commission and the Dubuque City Council reserve the right to request modifications of this application during the process of contract negotiation and, as finally approved by the Commission Development Advisory Commission and the Dubuque City Council, the Application shall serve as the organization's work plan and become part of the Contract with the City of Dubuque for the 12 month period beginning July 1, 2000 and ending June 30, 2001. Also the Applicant certifies: 1. agreement to submit further documents as required by the City of Dubuque to determine project and organization eligibility; and 2. agreement to submit monthly reports of expenditures to the City of Dubuque and quarterly accomplishment activity reports; and 3. agreement to maintain any other specific records, as may be determined necessary by the City of Dubuque, to the overall evaluation of the project; and 4. agreement that construction projects will follow the Davis-Bacon Act and complete a 106 Review as required; and . 5. agreement that funds for construction projects will be repaid per schedule outlined in the contract, if the facility discontinues benefit to low and moderate income persons within a 10 year period following completion of the project; and 6. agreement that the matching funds and/or in-kind match described and committed in this Application are, or will be, eligible and available for the purpose described; and 7. agreement that the application has been reviewed and approved by the applicant's Board of Directors (or equivalent) prior to submission; and 8. agreement that no costs incurred for the program prior to authorization by the City of Dubuque, Department of Community and Economic Development shall be reimbursable and that any funds not spent during the contract period will be forfeited. Signature - Certifying Agency Representative Date . Typed Name Title FY01 - 1 NARRATIVE (6 Sections) . SECTION 1. ORGANIZATIONAL EXPERIENCE and STAFF CAPACITY This page only (see instructions) . . FYO1 - 2 SECTION 2. PROJECT DESCRIPTION - three pages maximum (see instructions - label attachments 3A, 3B). Be sure to address all questions. . . . FYO1 - 3 SECTION 4. STATEMENT OF IMPACT - This page only. (See Instructions) . . . FYO1 - 5 SECTION 5. ONGOING DEVELOPMENT - This page only. (see instructions) . . ,. FYO1 - 6 SECTION 6. PROPOSED TOTAL PROJECT BUDGET - page 7 COST CATEGORY A) Total CP2 Project B) CP2 Funds C) Matching Funds. D) Matching In-kind. Costs Committed Committed 1) Administrative 2) Personnel. A. Salaries 2) Personnel B. Benefits 3) Trayel 4) Space/Utilities 5) Equipment 6) Contractors. OTHER a. telephone b. postage c. publication/dues d. audit e. supplies/printing f. g. other 7) Subtotal a. to g. 8) Third Party Payments 9) Total tall numbered lines) FYO1 - 7 CP2 FUNDED STAFF - Copy this page as necessary and label 8A, 8B, etc. Please see instructions regarding allowed attachments. . Describe the CP2 funded position duties specifically for the CP2 project and minimum qualifications for each position title needed to operate the CP2 project. Position Title: CP2 Duties Minimum qualifications F ff h d h or each sta member olding the position liste above, comPlete t e following: CP2 FTF CP:>! . " '" "'" """"""'" (for additional position) Position Title: CP2 Duties Minimum ¡ qualifications For each staff member holding this position, complete the following: CP:> FTF 'D" CP:>! . FYO1 - 8 . . RESOURCES BEYOND CP2 FUNDS - match detail . SOURCE Total Match C) Matching Funds D) Matching In-kind Committed Committed Committed A) B) C) D) E) F) G) H) II Total Additional information regarding sources: Attach pages as needed FYO1 - 9 BUDGET DETAIL - OPTIONAL - attach pages as necessary to describe all elements of the budget (see instructions - label attachments 13 A, ete) . . . FY01 - 10 . . . City of Dubuque COMMUNITY PARTNERSHIP PROGRAM GRANT COMPETITIVE APPLICATION Program Year 2000-2001 GUIDELINES/INSTRUCTIONS For further information contact: City of Dubuque Community and Economic Development Department 50 W 13'" Street Dubuque, IA 52001 Telephone: (319) 589-4393 or comdev@mwci.net Revised 1/00 NOTE: The application is available in computerized fonnat. To request, please send a 3.5" disk and notation of word processing program preferred. You may request bye-mail to comdev@mwcLnet F :IUSER SIAKRAMERICP2'q>2ins-O1 OVERVIEW . COMMUNITY PARTNERSHIP PROGRAM (CP2) GRANT ELIGIBILITY CRITERIA: CP2 funds are only for organizations, programs or facilities operating within the City limits of the City of Dubuque, Iowa. Only one application per organization may be submitted peryear. Grants are for 1 year. Service projects may apply for an additional year of funding, but only a small amount of funds will be targeted to continue projects. Only public or private entities may apply for CP2 funds. Organizations whose primary mission is political or religious may not apply. Please contact Aggie Kramer at 319-589-4393 for specific guidance or with questions. ELIGIBLE ACTIVITIES: Community Partnership Program funds may be expended, in support of project activities, on the following: 1. Acquisition in whole or in part by purchase, long-term lease or otherwise of real property; 2. AcquiSition, construction, reconstruction or rehabilitation and/or installation of public facilities and improvements; Removal of material and architectural barriers which restrict the mobility and accessibility of elderly and handicapped persons to buildings, facilities and improvements; Costs related to the provision of project services including, but not limited to, labor, supplies and materials. 3. 4. Funds requested for the provision of services must be either for a new service or represent an increase in the level of service above that which was provided in the 12 months prior to submission of the application. INELIGIBLE ACTIVITIES: Funds shall not be used for the replacement of existing or available local, state or federal funds or ongoing operating expenses of an organization. . MATCH REQUIREMENTS: Non-profit organizations must provide a 25% match in the first year, which may be cash or in-kind. Organizations seeking continued CP2 funding must provide 40% match in the second year of service. See instructions. Volunteer time is valued at $7.00 per hour. For-profit organizations must provide a 50% cash match. (Fifty percent of total program costs are provided by the organization in cash.) Any funds or in-kind resources that applicants list as being committed and available for use in the CP2 project will become part of the CP2 Contract between the grantee and the City of Dubuque. Failure to provide match will result in a loss of CP2 funds and/or termination of the Contract. FUNDING ALLOCATION: The Community Partnership Program was created by the City of Dubuque as part of its Annual Plan for the use the City's Community Development Block Grant (CDBG)entitlement funds from the U. S. Department of Housing and Urban Development. As such, recipients will be required to follow HUD directives, as well as state and local rules. FUNDING PERIOD and FUNDING LEVELS: Please develop your application based on a 12 month period, beginning July 1, 2000 and ending June 30, 2001. After award, grantees may request amendments to their budgets to reflect actual expenditures during the project implementation, but these amendments may not exceed the award amount. The maximum CP2 award is $50,000 per fiscal year. The minimum CP2 award is $5,000. Awards for service projects have ranged from $7,000 to $37,000. TERMS AND CONDITIONS OF AWARD: . Once selected, CP2 grant recipients will be expected to comply with all applicable local, state and federal guidelines, laws and regulations. Additional information regarding the terms and conditions of award is available from the Department of Community and Economic Development, City of Dubuque. FYO1 - 1 FUNDING PRIORITIES: . Community Partnership Program funds are awarded on a competitive basis to projects which benefit the community's low- and moderate-income population, address the problems of slum and blight, improve the plight of the homeless, and/or provide handicap accessibility to private and public facilities. Innovative pilot projects, projects which support neighborhood efforts, and projects which address the priority needs identified in the City's Annual Action Plan for the use of HUD CDBG funds are favored. Please see instructions. It is strongly suggested that applicants involve citizens, and/or the recipient population in project design and in ongoing implementation/oversight. Reminder: CP2 funds may not be used to supplant ongoing funding streams. PROPOSAL SELECTION AND NEGOTIATION: Applications are due in the office of City Clerk by 4:30 p.m. on April 14, 2000 The Grant Review Committee will review eligible applications and make recommendations for funding. It is expected that these recommendations will be forwarded to the Community Development Advisory Commission for their recommendation May 16. The recommendation of the Community Development Advisory Commission will be forwarded for final approval and award to the City Council on June 1,2000. The Community Development Advisory Commission and the City Council reserve the right to reject any and all proposals and to consider the quality and utility of proposals in comparison to other proposals and in relation to funding limits. The Community Development Advisory Commission reserves the ñghtto request modifications of plans during the process of contract negotiation. EXPECTATIONS OF GRANTEES: Expectations of grantees are outlined in the Assurances section of the application. Additional expectations can be . found in reviewing the Contract. Grantees are expected to fulfill contractual obligations. Failure to do so will not only affect the current Contract, but may affect the willingness of the City of Dubuque to fund future proposals. The Goals and Time Table listed in the application will become the project work plan and part of the Contract with the City of Dubuque. It is expected that grantees will follow their work plan. Changes to the work plan are changes to the Contract and must be approved by the Community Development Advisory Commission. Substantial changes to the Contract must also be approved by the City Council. CONTACT: Aggie Kramer, Community and Economic Development Department, CityofDubuque, 50 West 13"'Street, Dubuque, IA 52001, (319) 589-4393 or comdev@mwcLnet . FYO1 - 2 . COMMUNITY PARTNERSHIP PROGRAM (CP2) INSTRUCTIONS FOR THE COMPETITIVE APPLICATION For the progrem period beginning July 1. 2000 end ending June 30, 2001 Please read these instructions completely before beginning to complete the application. This will help you to determine the elements to be included in each narrative section. Please confine your narrative responses to the limits indicated in each section. No add~ional pages of explanation or documentation should be included w~h the application unless it is specifically requested. Only one submission per granting period per organization is allowed. Submission requirements: An original completed and signed application One copy ot the organization's by-laws, articles of incorporation and listing of current board members Six copies of the completed application The original application and 6 copies and one copy of the organization by-laws, articles of incorporation and a listing of current board members are to be mailed or hand delivered to the Clerk, C~y of Dubuque, to be received by 4:30 p.m. April 14, 2000. No faxed applications will be accepted. Address: City Clerk City Hall 50 West 13~ Street Dubuque, IA 52001 Please staple in the upper left corner and submit w~hout binding or cover. Applications not meeting these specifications will not be accepted. 8A 10 point type face or larger must be used throughout the document. Award process The Grant Review Committee of the Community Development Advisory Commission will meet to review proposals. It is expected that the Committee recommendations will be forwarded to the Commission for review at their regularly scheduled open meeting on May 16, 2000 in the Carnegie Stout Public Library Aud~orium. Contact 319-589-4393 for an agenda. Recommendations from the Commission are expected to be forwarded to the C~y Manager and City Council for award at the June 1, 2000 meeting. For additional information or clarification of the Instructions or the Application, please contact the Commun~y Development Specialist at 319-589-4393 or comdev@mwci.net. APPliCATION FORM Please complete the Application Form in ~s entirety in accordance with the following instructions: COVER SHEET 1, Applicant's Legal Name and Federal Identification Number: Enter the official name of the applicant organization and the federal identification number. For consortium and multi-organization programs, enter the legal name of the entity with which a contract will be prepared. 2. Applicant's Mailing Address: Enter the address to which contracts are to be mailed. 3. Project Name: For projects which operate under a different name than the organization name, enter the project name. 4, Organization Executive Director: Enter the name of the chief executive officer or director of the applicant organization, and the telephone, FAX and E-mail, .5. Type of Organization: Enter the type of organization with which the contract will be prepared, Please specify the type if it is not a public or private non-profit, or private for-profit entity. FYO1 - 3 6, CP2 Project Coordinator: Enter the name of the person responsible for overseeing the daily operations ofthe CP2 funded staff and/or project (if different from the executive director), and the appropriate telephone, FAX and E-mail. . Please leave blank for office use, 8. Fiscal Contact Person: Enter the name of the applicant's fiscal officer or controller who will be fiscally responsible for the CP2 grant, and the telephone, FAX and E-mail. FYO1 Budget Summary: From the Budget pages, enter the Total CP2 Project Costs figure; enter the CP2 Funds figure; Reminder: This is at least $5,000 and at most $50,000, enter the Matching Funds Committed figure: (cash) enter the Matching In-Kind Committed figure (non-cash). Match requirements: Non-profit organizations must provide 25% of the total CP2 project costs in match consisting of either cash or in-kind committed to the project in the first year, For-profit entities must provide 50% of the total CP2 project costs in cash in the first year. Current CP2 projects: if you are currently receiving CP2 funds and are applying to continue your service project for an additional year, your match requirement is 40% (cash and/or in-kind). Questions table: answer the questions by marking the box corresponding to the "yes" or "no' column, a. If your project requires a current resident or business to move, you are causing direct displacement. b, If your project resuits in the demolition of a building or structure, answer 'yes', c, If your project proposes to provide a service that is not currently available, answer 'yes'. d. If your project is an expansion or enhancement of a current service, answer 'yes'. e. If your project is to create a new facility, answer 'yes'. f. If your project is a building/construction project, answer 'yes'. g, If your project offers a service (is not exclusively a building/construction project), answer 'yes', . NOTE: Awards will be made after appropriations are finalized with HUD for the year. The Community Development Advisory Commission and the Dubuque City Council reserve the right to reject any and all proposals and to consider the quality and utility of proposals in comparison to other proposals and in relation to funding limits. The Community Development Advisory Commission reserves the right to request modifications of plans during the process of contract negotiation, ASSURANCES (page one) This page must be signed by the person authorized to enter the organization into contracts. Please review these assurances prior to completing this application, Develop your project based upon the expectations outlined in these Assurances, Contact the Community Development Specialist (319-589-4393) for further Information regarding grantee expectations. Applications without signatures will not be accepted. NARRATIVE (SIX SECTIONS) Please complete the narrative Sections 1 to 6. When completing a section that allows please attach those pages directly after the page on which the Section first appears and label them as directed. SECTION 1. ORGANIZATIONAL EXPERIENCE and STAFF CAPACITY (page two) ON THIS PAGE ONLY, with no attachment, address the applicant's capacity and experience including fiscal accountability. If this application is for a group which is fundamentally a partnership/collaboration of local providers/resources (the partners were engaged in planning and will provide services), address the capacity and experience of these partners. . For CONSTRUCTION PROJECTS: In addressing capacity and experience, discuss past construction management or construction experience with emphasis on the applicant or partner who will be overseeing the construction project, FYO1 - 4 . . . For SERVICE PROJECTS: In addressing capacity and experience discuss the past human service experience with emphasis on the applicant (if a partnership, the partners with emphasis on the primary applicanllfiscal agent), Also discuss the past experience providing services similartothose proposed and to the target population proposed, Listing numbers served and past outcomes indicating the strength of your current efforts would be helpful. FOR ALL PROJECTS Discuss the experience your organiZation (or consortium) has in interacting with or providing and offering services to families with low and moderate incomes, persons who are elderly and/or persons with disabilrties (your target population). A listing of the programs and services currently offered with a description to identify the service would be helpful, but not necessary, ~ the discussion specifies services. Describe the fiscal strength of your organization including the total organiZational budget. Describe the organization's grant management experience and project implementation experience. If known, provide the name of the grant director or person who will have oversight to the project above the coordinator who is responsible for daily operations. If the coordinator reports to the organization's executive director, the organiZation's director is also the grant director. If the grant director is not yet named, please discuss the qual~ications expected for this position. Addrtionally, please provide this person's background spec~ically related to offering and administering programs to families with low- and/or moderate-incomes, persons who are elderly and/or persons with disabilrties (your target population). Background and experience related to accessibilrty for persons wrth disabilities is also of interest as it relates to your project. If known, provide the name of the grant/project coordinator who will be responsible for overseeing the daily operations of the project and supervise staff who will provide direct services to families or oversee the construction project. If this person has not yet been identified, please discuss expected qualifications for the candidate, Additionally, please provide this person's background specifically related to supervising and providing services for families who have low-in and/or moderate-incomes, persons who are elderly and/or persons with disabilrties (your target population). SECTION 2. PROJECT DESCRIPTION (page three) YOU MAY ATTACH 2 ADDITIONAL PAGES TO THIS SECTION. Label these pages 3A, 38. Describe your proposed project in detail. Include activities of staff and contractors. In the case of services, describe the activities, interventions or services to be provided directly to recipients by any and all staff as part of the CP2 project. Also describe the target population - those who will be targeted to receive project services and how recipients will be recrurtedfor project services. Also include a description of services provided to CP2 recipients by collaborators, partners and contractors, Please note that the activities should reflect and address the priority needs you will be impacting and how the goals to be developed in Sections 3 will relate to the CP2 activities described in this section. HINT: Interventions should describe the actual project activrties, the frequency or level of contact wrth the target population, as well as the core elements of the project. Be sure to thoroughly describe any tools or processes that are referenced in the goals section. For construction projects, describe the activities that will be undertaken and the steps to be completed to arrive at the completed project (or portion of the project CP2 is supporting). For example: Remodeling to create a handicap accessible bathroom includes the steps of demolition, plumbing and electrical work, carpentry and painting, purchase of supplies as well as inspection. Discuss who will be doing each step or ~ contractors have not bee selected the method that will be used for contractor selection Also provide details describing any sub-rontractorslcontractors, the method for obtaining sub-contractors and amounts each sub-contractor is to be paid. . NOTE: The Davis-Bacon prevailing wage requirements will apply to labor costs for construction projects over $2000, Competitive bidding and all applicable construction project documentation to compile wrth the Davis Bacon Act will be required. Please contact Aggie Kramer at 589-4393 prior to submitting your application, NOTE: Construction projects in historical districts often entail the completion of a 106 Review to ensure work conforms to district requirements. These requirements may resull in unanticipated construction costs. To be sure to include all potential costs of your project, please consull wrth staff prior to developing your plan and budget at 589-4393. All projects HINT: This section is the core of your proposal and should paint a picture of the project for the grant reader. Walk the reader through your project from beginning (getting bids, hiring staff, recruiting recipients) to middle (offering services, obtaining supplies, building) to end (inspection, graduation, new skills gained, etc.) FYO1 - 5 '. . . . SECTION 3. MEASURABLE GOALS and TIME TABLE (Grid - page four) You may attach as many copies of the provided format (label 4A, 48, etc.) as necessary, THE FORMAT REFLECTS THE FORMAT FOR REPORTING PROGRESS on the QUARTERLY REPORT. Goal accomplishments are to be reported quarterly to the Department of Community and Economic Development. Develop measurable goals which relate to the CP2 project activities, interventions or services to be provided and includethetime frame for completion of each of these steps. These goals should relate to the Project Description, Section 2, of the narrative, as well as other Sections of narrative which indicate specific tasks performed in or by your project, Major activtties are to be reflected in goals and would include the steps to program start-up (hiring staff, getting bids, purchasing key supplies/materials) and actual project activities (recruitment and training of volunteers, recruttment 01 recipients or marketing, actual activities/services, and special events/activities like family nights, support groups and newsletters). EXAMPLES: (These are to be instructive and do not imply expected projects or funding priorities) Key staff/building contractor will be hired, by August 1 Volunteers will recrutted and trained, by September 1 - goal 25 Volunteers will be recruited and trained by January 1 - goal 75 Workshops will be provided, two each quarter - goal 8 Family nights will be held, monthly beginning in August - goal 10 Elevator will be received by December 1 Computers/equipment will be purchased by August 1. Demolttion/site preparation will be begin August 11 be completed by November 15. Construction will be completed by May 15 SECTION 4. STATEMENT OF IMPACT- page five Check the Priority need area that is the primary focus of the project. Check only one priority need, Priority 1: (addressing anyone of these is meeting a Priority 1 need) Neighborhood preservation Child care Education and training, Elderly Youth Jobs Housing Handicap accessibility Priority 2: (addressing anyone of these is addressing a Priority 2 need) Transportation Recreation Priority 3: (addressing anyone of these is addressing a Priority 3 need) Slum and blight Organizational Development and technical assistance Public Relations and communication NOTE: projects must meet funding guidelines and also address a priority need. Those addressing a need under Priority 1 are favored above projects addressing a Priority 2 and Priority 3 need (see score sheet). There are no further definttions regarding the priority needs. The applicant may be creative in developing a project d to address the need area. ON THIS PAGE ONLY, with no attachment, discuss how the project addresses the priority need checked above and discuss (do not check) any other needs the project may address, Discuss the reasons this project was developed and how input from the target population was received, Discuss the reasons for your project design including the input from persons with low- and moderate-incomes, persons wtth disabilities, and persons who are elderly engaged in the development of this proposal. Discuss who will benefit from the proposed project and how they will be benefitted. Also discuss how your project will be evaluated (How will you know the program is effective, successful and has resulted in the intended Impact?), including how your organization will document low- and moderate-income persons benefrt or elimination of slum and blight. FYO1 - 6 ".¡, . Ideas about impact: (these are not to be construed as expectations for projects, but serve only to stimulate thinking about possible impacts of a project), All children will have up to date immunizations as a resutt of the health assessment with the staff nurse, persons attending the CP2 project workshop will increase their understanding of the topic as measured by a pre and post quiz, CP2 project participants will increase their support network as measured by the social supportiveness inventory, families will move from scores below X on the assessment tool to scores above Y in at least 3 assessment areas within 6 months, persons will receive child care, persons with disabilities will access the center and second floor classroom, and persons with disabilities attend center activities SECTION 5. ONGOING DEVELOPMENT- page six ON THIS PAGE ONLY, with no attachment, discuss the plans for ongoing project development. If this is a service project which is innovative discuss the avenues the organization has tried prior to making this application for CP2. If this innovation proves to be successful, discuss the avenues the organization will explore for ensuring ongoing support. What fund-raising efforts will be considered? Will there be a need for continued funding or will this project become self-sustaining? After the CP2 funding ends what is the proposed future for the program? How will this project become self-sustaining or not need continued support? SECTION 6. PROPOSED TOTAL PROJECT BUDGET, page 7 COMPLETE THE FORMS PROVIDED, ALLOWED ATTACHMENTS ARE NOTED IN THE INSTRUCTIONS FOR EACH PORTION OF THE BUDGET. Note: Many of these figures are requested on the Cover Sheet. EXPLANATION OF COLUMNAR HEADINGS A) Tot1Il CP2 Project Costs: The total costs associated with the implementation of your project and include CP2 funds and matching funds and in-kind committed to the CP2 Contract. Your total project costs will then include all costs of providing the activities described in your application. NOTE: Total Project Costs are also equal to the CP2 Funds and Matching Funds Committed and Matching In-Kind Committed (A=B+C+D). . B) CP2 Funds: Funds you are requesting from the City of Dubuque to implement your CP2 project. C) Matching Funds Committed: Cash funds provided through the applicant to the operations of the CP2 Project. These funds must be expended in the CP2 project and are expected to be committed for the entirety of the project, For-proflt organizations: Must provide 50% of the total project costs in cash as match, D) Matching In-Kind Commmed: Resources provided to the CP2 project that are not in cash. These may be volunteer hours (valued at $7 per hour), in-kind professional services (valued at regular pay rate), costs, supplies, office support, and supervisory time for example. Construction projects involving volunteer labor shall be entirely volunteer construction labor. Non-proflt organizations: Must provide a commitment of cash or in-kind match of 25% of total project costs in the first year of operation. Current Projects: If you are applying to continue a currently funded CP2 project your match requirements are 40% of total project costs in year 2. CP2 funds cannot be used to supplant current local, state or federal funds. COST CATEGORY EXPLANATION . Each cost figure is to be allocated to a heading as noted above. The ( . ) asterisk following some headings indicates that additional budget information is to be provided on a page that follows, with the same heading. 1) Administrative - costs of administering the program, These costs may be direct or indirect costs. Indirect costs associated with administering the project must be consistent with the organization's cost allocation plan or recognized federal indirect cost rate. Please attach a copy of your most recent agreement, if it is not currently on file with the Department of Community and Economic Development. If administrative costs are allocated to the project by a method other than a federal indirect cost rate, Budget Detail describing the costing method is expected. FYO1 - 7 . . . 2) Personnel (complete CP2 funded staff grids) a. Salaries - salaries of staff. b. Benefits - the entire cost of benefits associated with the salaries. 3) Travel - costs associated with the program including in-area and out-of-area travel. 4) Space/Utilities - costs associated with housing your program and its services, 5) Equipment - Larger purchases with a useful life of over 1 year. Grantees are expected to use competitive procurement practices, see terms and cond~ions of award, 6) Contractors - are those who will provide specific services through a written agreement with your project, 7) Other Subtotal a to g. - other costs associated with the project. Please use the categories provided. Use line g - other, to total any add~ional costs not categorized elsewhere, which could include training and miscellaneous. Please note that payments made on behalf of recipients are to be categorized as Third Party Payments, line 8. Provide the total of lines a through g on line 7) Subtotal a to g. 8) Third Party Payments - are those made on behalf of recipients. 9) Total- of all numbered lines. This will be the total of each column. Note: line 7 includes lines a to g, .PERSONNEL - page eight PLEASE ATTACH COPIES OF THE FORMAT AS NEEDED TO ACCOMMODATE YOUR ENTIRE CP2 PROJECT STAFF. For each pos~ion in your project complete the grid w~h: Position title: Provide your organization's mle. CP2 duties: In the space provided, give an overview of the duties performed for the CP2 project or a short position description. Qualifications: Within the space provided, state the minimum qualifications for the pos~ion include any organizational requirements as well as qualifications specific to this pos~ion. For each person employed by your CP2 project complete the grid with: CP2 FTE: Enter the ratio of Full-Time Equivalent (40 hours) the person performs duties for the CP2 project. This is their actual time in the program, e,g, a person working 20 hours weekly is a .5 FTE. Other duties: Provide a description of the additional duties performed, beyond the CP2 project duties described above, by this person In your agency, If the other duties performed by the person are non-CP2 duties list the ratio of time the person is engaged in non-CP2 activities (based on 40 hour full-time equivalent). Include the service area for these non-CP2 duties, if appropriate list the number of families served in performing these add~ional duties, If this person supervises staff, please indicate the number of staff this person supervises in addition to the CP2 staff, HINT: Please make sure the Review Committee can determine the exact numberof recipients planned to be served by each staff member, if appropriate. EXAMPLES: (not to be construed as ideas or favored project design) Activities Coordinator (.5 FTE) will develop the social activities, coordinate support groups and teach the classes described, Also provides .5 FTE's of similar services in the organization's Project Fun Time. Youth School Advocate (,5 FTE) provides school based interventions described earlier and has no other duties w~h the organization, FYO1 - 8 . . . "RESOURCES BEYOND CP2 FUNDS - match detail - page nine YOU MAY ATTACH ADDITIONAL COPIES OF THIS PAGE IF THE NUMBER OF SOURCES SO REQUIRES. For the columns provided, list each source of funds or in-kind and enter the amount to be allocated. In the Source column include if the funds are cash donations, other grant, county tax dollars, state funds, federal funds, or the source of non-<:ash items. Exact detail is expected. Please provide enough information for the Review Committee to determine if the funds are available for use in the CP2 project. Example: 120 volunteer tutors at 2 hours for 52 weeks at $7.00. DRA grant $400 cash for art projects. Agency supervisor .1FTE X $25,000, Volunteers: If a volunteer is performing tasks within their normal trade or profession (a PR person writing a brochure, a doctor performing exams), the value of the labor performed for the project Is allowed to reflect the voIuntee~s normal professional rate of pay (not including benefits). If a volunteer is performing tasks outside of their normal trade or profession, (doctor tutoring, wrITer performing mentoring), the value of the labor performed for the project is $7.00 per hour. BUDGET DETAIL - OPTIONAL If you believe a more detailed explanation of the budget figures will be of assistance to the grant readers, you may provide budget detail, examples follow outlining a format for presenting budget detail. The figures and explanation are not to be construed as favored project ideas, EXAMPLE: 1, Administrative reflects an Indirect Cost Rate of 18% of Salaries - agreement attached 3. Travel is reimbursed at the agency rate of $.XX per mile In area: 2 staff X average of 120 miles per month for 12 months for home visITS or $691 Out of area: 2 trips to (400 miles) Des Moines for training or $192 Lodging: $40 per night/2 nights $80 Per Diem: Organization rate of $25 per day for 2 trips X 3 staff $150 4. Space and Utilrties The program is assessed the agency yearly rate of $4.501 square foot for space and utilITies 5. Equipment: Two Pentium II computers expected cost of $11 00 each will be purchased, WITh required documentation to be forwarded toCED. 7a Telephone: a base rate of $30 for 4 phones CONTRACTOR INFORMATION For each contractor providing services to your project, provide cost information. Please identify each potential contractor and provide addITional identifying information and a brief explanation of the costs of the services to be provided, (e,g" Therapist from My CITY Therapy Associates at $100 per hour for 16 hours of therapeutic support group for incest survivors, The Electrician company bid at $800 for wiring and installation), Estimates are fine if projects have not completed a bidding process. Please discuss construction projects with staff at 589-4393. Davis Bacon prevailing wage regulations may apply to project. FYO1 - 9 APPENDIX . Additional information about Community Development Block Grant HUD directives Income guidelines Definitions Terms and Conditions of Award . . FY01 - 10 . THE NATIONAL OBJECTIVES OF THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM To participate in the Community Partnership Program, applications must provide specific goals for accomplishment, and provide a sound basis for detennination of compliance, with one of the following national objectives -- benefit to low and moderate income or the elimination and prevention of slum and blight - as detennined by the U.S. Department of Housing and Urban Development (HUD). Projects of a speculative nature, or those in which the end result cannot be detennined will not be considered as eligible for funding under the Community Partnership Program (CP2). NOTE: The proposed project or activity must be either a new service or represent a quantifiable increase in the level of service above that which has been provided in the twelve (12) calendar months prior to the submission of the application. NATIONAL OBJECTIVE: BENEFIT TO LOW AND MODERATE INCOME To satisfy the national objective oflow and moderate income benefit, proposed Community Partnership Program projects must clearly demonstrate that they benefit low and moderate income persons, fumilies or households either directly, through area wide benefit, and/or through services provided to a limited clientele. A definition oflow and moderate income persons, fumilies, and households as established by HUD is contained herein. Direct Benefit These types of projects provide a direct benefit to individuals, filmilies, or households detennined to be of low or moderate income means. To qualify under this national objective, the application must demonstrate the economic and demographic characteristics of .those persons, filmilies or households benefitting from the proposed project. The applicant shall detennine and include in the application the number of persons or families benefitting from the project and verify that a minimum of 5 I % percent of such persons or fumilies are concemed to be low and moderate income as defined by HUD. (See grid, Section I Proposal Summary - Competitive Application.) Area Benefit These types of projects provide a benefit to or are available to all residents of an area regardless of income. To qualify under this national objective, the application must delineate the entire area that is or shall be served by the project through the establishment of clear boundaries. The applicant shall detennine and include in the application the number of persons or families residing in the service area, and verify that a minimum of 5 I % percent of such persons or fàmilies are low and moderate income as defined by HUD. (See grid, Section I Proposal Summary - Competitive Application.) If addressing an area benefit, a map of the area is to be included in the application. Limited Clientele Project A project to be funded under this heading must provide a benefit to a specific clientele, at least 5 I % of whom are low and moderate income. . The following groups are presumed to meet this criterion: 1) abused children 2) battered spouses 3) elderly persons 4) handicapped persons 5) homeless persons 6) illiterate persons FYO1 - 11 NATIONAL OBJECTIVE: ELIMINATION OF SLUM AND BLIGHT . To satisfy this national objective proposed Community Partnership Program projects must clearly demonstrate that they are directed towards the elimination of slum and blight, the prevention of blighting influences and/or the deterioration of property and neighborhood and community facilities, either on an area or spot basis through activities including, but not limited to: I) the elimination of conditions which are detrimental to health, safety, and the public welfare; 2) the conservation and expansion of the community's housing stock in order to provide a decent home and a suitable living environment for all persons; 3) a more rational utilization of land and other natural resources and the better arrangement of residential, commercial, industrial, recreational, and other needed activity centers; or 4) the restoration and preservation of properties of special value for historic, architectural, or aesthetic reasons. A definition of slum and blight for purposes of the Community Partnership Program is contained herein. Area Basis Activities will be considered to aid in the prevention or elimination of slum and blight on an area basis if the area, as delineated by the Applicant, meets the definition of slum or blighted area as defined herein. The Applicant must demonstrate that throughout the area there is a substantial number of deteriorating or deteriorated buildings or that the public improvements in the area are in a general state of deterioration. . The proposed project must address one or more of the conditions which contributed to the deterioration of the area. If addressing an area benefit, a map of the area is to be included in the application. Spot Basis Activities will be considered to aid in the prevention or elimination of slum and blight on an spot basis if the propose project eliminates specific conditions of blight or physical decay and is not located within a slum or blighted area. Eligible activities include acquisition, clearance, relocation, historic preservation and building rehabilitation. DEFINITIONS DEFINITION OF LOW AND MODERATE INCOME An EXTREMELY LOW INCOME person, family or household has a total income which is between 0 and thirty (30) percent of the median income, adjusted for size, of the metropolitan area. A LOW INCOME person, fàmily, or household has a total income which falls between thirty (30) and fifty (50) percent of the median income, adjusted for size, of the metropolitan area. A MODERATE INCOME person or fàmily has a total income which falls between the fifty (50) percent and eighty (80) percent median for the area, adjusted for size, . FYO1 - 12 The maximum income Iimits as of January 27, 1999 for the Dubuque Metropolitan Area are as follows: These will be changing in February, 2000. Please contact for new income limits. . Maximum Annual Income Family Size Moderate Income Low Income Extremely Low Income I $ 24,450 $15,300 $ 9,200 2 $ 27,950 $17,500 $10,500 3 $ 31,450 $19,650 $11,800 4 $ 34,950 $21,850 $13,100 5 $ 37,750 $23,600 $14,150 6 $ 40,550 $25,350 $15,200 7 $ 43,350 $27,100 $16,250 8 or More $ 46,150 $28,850 $17,300 DEFINITION OF SLUM AND BLIGHT A SLUM is an area in which there is a predominance of buildings or improvements whether residential or nonresidential in nature, which: by reason of dilapidation, deterioration, age or obsolescence; by reason of inadequate provision for ventilation, light, air, sanitation, or open spaces; by reason ofhigh density of population and overcrowding; by reason of the existence of conditions which endanger life or property by fire and other causes; or which by any combination of such factors, is conducive to ill health, transmission of disease, infant mortality, juvenile delinquency or crime, and which is detrimental to the public health, safety, morals or welfare of the community. BLiGHf or BLIGHflNG CONOmONS describes an area within which there has been determined to be the presence of a substantial number of deteriorated or deteriorating structures; a defective or inadequate street layout; faulty lot layouts in . relation to the size, adequacy, accessibility, or usefulness of the lots; insanitary or unsafe conditions; the deterioratioo of site or other improvements; a diversity of ownership, tax, or special assessment delinquencies exceeding the fair value of the land; defective or unusual conditioos of title; or the existence of conditions which endanger life or property by fire and other causes; or any combination of these factors which substantially impairs or arrests the sound growth of the community, retards the provision of housing accommodations, or constitutes an economic or social liability and is a menace to the public health, safety, or welfare of the community in its present condition and use. . FYO1 - 13 TERMS AND CONDITIONS OF AWARD . Once selected, Community Partnership Program recipients will be expected to comply with all statutes, executive orders, and regulations of the fèderal government of the United States of America. Community Development Block Grant regulations are set forth in Part 570200 of Title 24 of the Code of Federal Regulations. Additional infonnation regarding said regulations and executive orders is available fTom the office of the Community and Economic Development Department, Second Floor, City Hall, 50 West 13th Street, Dubuque, Iowa, 52001, phone 319- 589-4393. The following is a brief review of the general terms and conditions of award and will be applied equally to all program recipients. Execution of Á1!reement AIl projects will be undertaken pursuant to a written Subrecioient Al!feement ("the Agreement") executed between the City of Dubuque and the Recipient. Said Agreement shall be executed by the Recipient within sixty (60) days of the award. Failure to do so may result in the loss of funding. Amendment of Á!!reement The City of Dubuque reserves the right to amend said Agreement upon notification by the Recipient that it is unable to preform its obligations as set forth in the Agreement. Requested amendments shall be reviewed and approved by the City Council of the City of Dubuque, Iowa. . Proiect Exoenditures Any expenditures or obligations incurred by applicants prior to the signing of the Agreement will be considered ineligible costs of the project and shall not be reimbursed by the City of Dubuque. AIl expenditures or obligations must to approved by the Community and Economic Development Department prior to the disbursement of funds. Eligible expenditures are set forth in the Code of Federal Regulations, Title 24, Part 507.201 sections (a),(c),(e) and (k). A maximum of25% of the grant may be paid in advance to the grantee based on the minimum amount needed and timed to be in accordance with the actual, immediate cash requirements of the organization in canying out the purpose of the approved project. Future reimbursement by the City will be based on submittal of documentation of actual expenditures, including the grantee's billing invoices that relate expenses being billed to budgeted expenses and should include expenditure of the cash advance. Payment of the final 25% of the grant will only be provided when the claim for reimbursement is accompanied by a progress report and documentation of all related matching funds. Project Period Unless specifically authorized by the approved agreement: AIl projects must be initiated by September 1st . Expenditures are expected to be made based upon the schedule outlined in the grant goals. In cases where expenditures are not made as expected or less than twenty-five percent (25%) of the grant is expended by November 30th, the Community Development Advisory Commission will review the circumstances causing the delay. The Conunission may terminate contracts with grantees determined not to be progressing in completing project goals and activities. FYO1 - 14 . NOTE: Grantees not making expected progress may be affecting future opportunities for contracting under the CP2 program. AIl projects must be completed by June 30, 2001. Administration and Reoorting Recipient shall administer their projects in conformance with the regulations, policies, guidelines and requirements of Part 570.502 of Title 24 of the Code of Federal Regulations. Accounting records must be maintained on a cash or accrual basis. Such records shall identifY the source and application of all income and expenses to the project. The records shall contain information pertaining to grant awards and authorizations, obligations, unobligated balances, assets, liabilities, outlays and income. Recipient shall also obtain and maintain records regarding the economic and demographic characteristics of persons served by the project and submit reports as required by the City of Dubuque. AIl records shall be maintained for not less than three (3) years following the close out of the project. Nonprofit corporations shall comply with OMB Circular A- 133 of the Code of Federal Regulations. This document provides guidelines for bidding, cost reasonableness, and the eligibility of specific expenditures. . Authorized representatives of the City of Dubuque, the Comptroller General of the United States, and the U.S. Department of Housing and Urban Development shall be provided access at any reasonable time, to any portion of the facilities assisted through the project to conduct on-site reviews, examine personnel and employment records, financial records, records regarding the economic and demographic characteristics ofbeneticiaries, and to conduct any other procedures or practices to assure the recipients compliance with the Agreement and applicable federal regulations. Subcontract Restrictions Recipient will not be allowed to subcontract all or any portion of the approved project. Program Income Recipient may retain program income received prior to the close out of the project, provided that such income shall be treated as Community Partnership Program funds. Program income does not include proceeds from fund raising activities; gross income generated by the Recipient through activities not directly associated with the project; and that percentage of program income generated by the project which would be proportionately attributable to the investment of funds other than Community Partnership Program monies. Audits All funded projects shall be audited, at the Recipient's expense, by an independent auditor selected by Recipient. Audits shall confonn to the generally accepted govemmental auditing standards covering financial and compliance audits and shall be provided within three (3) months following the close of the Recipient's fiscal year. Please note that nonprofit organizations shall comply with OMB Circular A- 133 and may undertake and provide a grant audit upon completion of the project. . FYO1-15 . Separation of Church and State Recipients of Community Partnership Program funds must agree that they will not discriminate against any person in the provision of employment or services on the basis of religion; and that they will not engage in religious instruction, counseIiog, proselytizing services, or exert any other religious influence in the provision of public services financed by or made possible through the allocation of Community Partnership Program funds. Religious or secular organizations should discuss their proposed project with the City of Dubuque at an early stage in the application process. EQualOvDortunitv The Community Partnership Program as well as each individual project is subject to Executive Order 11246, as amended; Title VI of the Civil Rights Act of 1974; Title VIII of the Civil Rights Act of 1968; Executive Order 11063, as amended, the Age Discrimination Act of 1975, as amended; and Section 504 of the Rehabilitation Act of 1973, as amended. No person shall, on the grounds of race, color, religion, sex, age, handicap or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity financed with Community Partnership Program funds. . Recipients will not be permitted to discriminate against any employee or job applicant based on race, color, religion, sex, age, handicap or national origin (except where discrimination is explicitly permitted by law) in recruiting; testing; employment or recall; upgrading; demotion; transfer; layoff or termination; rates of payor other fonns of compensation; selection for training, including apprenticeship; job assignment or classification; leaves of absence, sick leave or any other leave; provision of fringe benefits; participation in employer sponsored activities, including social or recreational programs; or any other term, condition or privilege of employment. Recipients will also be required to take affirmative action to promote equal employment opportunity in filling any project related positions which may become available during the grant period. Purchase of Goods and Services Recipients will be expected to use competitive procurement practices for the purchasing of goods and services under any Community Partnership Program funded project. Recipients will be required to take affirmative action to assure that minority owned and female owned businesses are afforded an opportunity to bid on work to be subcoutracted through the project. Recipients shall also undertake special efforts to procure goods and services from small businesses located in the project area. Labor Standards Reauirements Recipients must comply with all federal labor standards and wage rate requiremeuts applicable to the Community Partnership Program. Each contract in excess of $2,000 for the construction, alteration, improvement or repair of any public fàcility or real property (exclusive of residential structures containing fewer than eight dwelling units), which is financed in whole or in part with Community Partnership Program funds is subject to the requirements of the Davis-Bacon Act. All laborers and mechanics employed or working upon the site of work (including volunteers) must be paid unconditionally and not less than once a week wages and fringe benefits computed at not less than the rates established by the Secretary of the US. Department of Labor. . Contracts in excess of $2,000 for the furnishing and installation of equipment is exempt from the Davis-Bacon requirements if the cost to install such equipment does not exceed thirteen (13) percent of its cost. FYO1 - 16 . Conflict of Interest No officer, member of the governing body, employee or agent or an applicant; no elected official of the City of Dubuque City Council, nor any employee, agent or member of any board or commission of the City of Dubuque which exercises direction over Community Partnership Program funds; no member or delegate to Congress of the United States; nor any other persons or public officials who exercise any functions or responsibilities with respect to Community Partnership Program funded projects, or who are in a position to participate in a decision making process or gain inside infonnation with regard to the allocation or use of Community Partnership Program funds, shall obtain a personal or financial interest or benefit from any funded project, or have any interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either fur themselves or those with whom they possess a family or business relationship, during their tenure or for one year thereafter. Upon written request of the City of Dubuque, the U.S. Department of Housing and Urban Development may grant, on a case by case basis, an exception to the conflict of interest provisions when it detennines that such exception will serve to further the purposes of the Act and the effective and efficient administration of the proposed project. This conflict of interest provision does not preclude the use of Community Partnership Program funds to pay salaries and benefits of employees, consultants, contractors and subcontractors petfonning necessary work and services on the proposed project. For additional information on the TERMS AND CONDITIONS OF A WARD, please contact the Community and Economic Development Department at 319\5 89-4393. . . FYO1-17 FYO1 CP2 COMPETITIVE APPLICATION REVIEW COVER SHEET . Applicant Application signed - Budget math correct - Articles of Incorporation and By-laws attached - Matrix code Is it eliaible? Non- Located in National Eligible activity? required match religious Dubuque? objective? (type) provided? I/m or sIb CP2 funds in past? If yes, how much for what, when? Staff comments: SUMMARY SECTION FOR REVIEWER"S OVERALL COMMENTS Total points awarded by this reviewer vs.105 Summary of points of strength: . Summary of points of concern: Proposed action for Committee to consider regarding the application: Request program make a personal presentation? Suggested level of funding Approval Approval with staff empowered to clarify some issues Committee to re-read after applicant responds to concerns Do not approve for any amount of funds . Review name Date . Applicant . FYO1 CP2 COMPETITIVE APPLICATION REVIEW SHEET - page one . Application Component Points Review comments Need to awarded clarify? Section 1. Organizational Experience and Staff Capacity yes or no Up to 10 points Degree demonstrates organizational and fiscal experience/capacity to manage a grant and implement the plan Degree demonstrates experience with low- and moderate- income target population Degree staff have knowledge/capacity/qualifications to implement plan Degree of confidence instilled that applicant can complete the project Section 2. Project Description yes or no Up to 30 points Degree provides a clear description of the project Degree project activities will produce desired results Degree engaged citizens, low and moderate income persons or persons with disabilities in designing project Degree project reflects strong planning and is doable Section 3. Measurable Goals and Time Table yes or no Up to 10 points Degree major project activities are reflected in goals Degree the proposed time frames are realistic and/or reflect timely implementation of activities . . FY01 CP2 COMPETITIVE APPLICATION REVIEW SHEET. page two . Applicant Application Component Points Review comments Need to awarded clarify? PRIORITY NEED Addressed: yes or no (award points for Need area 1 - 15 points only one need area) Need area 2 - 10 points Need area 3 - 5 points Section 4. Statement of Impact yes or no Up to 10 points Degree provides satisfactory explanation of the impact the project will have on priority needs Degree project will have an impact Degree has wide impact on an large percentage of persons OR thoroughly addresses the needs of a smaller percentage of persons Section 5. Ongoing Development yes or no Up to 10 points Degree project will become self.sustaining or will not need continued support Degree applicant has a plan for promoting the project for continued funding from other sources Section 6. Budget yes or no Up to 20 points Budget Degree overall budget is adequate to implement plan Degree costs appear reasonable Degree contractors (if any) appear consistent with plan Staff Degree staff have adequate time to perform duties as outlined (other duties of staff do not interfere with project) and implement the plan, duties and qualifications are appropriate to project plan Sources of funds Degree to which match resources appear available and appropriate to overall plan . . 4. 5. 6. .. COMMUNITY PARTNERSHIP PROGRAM (CP2) EV ALUA TION AND SELECTION OF APPLICATION FOR FUNDING Applications received by the established deadline shall be reviewed by the City Manager and/or his or her designee(s) and the Community Development Advisory Commission in accordance with the following established procedures. 1. Applications will be screened to determine if the application is materially complete and if the applicant and activity proposed is eligible pursuant to all applicable program requirements and federal CDBG regulations. Incomplete applications will not be considered, and applicants will be so notified in writing. 2. All complete and eligible applications shall be reviewed by the City Manager and/or his or her designee(s). Applicants may be required to provide written clarification. The City reserves the right to request oral presentations by one or more of the applicants. Each application will be reviewed using a Review Sheet. Review sheets with scoring priorities will be made available at the time the application is made available. Applicants may request to see completed review sheets once awards have been announced. 3. The City's Community Development Advisory Commission will make their recommendation for funding to the City Council. In recommending funding, the Commission may recommend that the project receive less than the amount requested. Applicants may be asked to make a brief presentation to the Commission and be available to answer any questions that they may have. The City Manager will submit a recommendation, along with the Community Development Advisory Commission's recommendation, to the Dubuque City Council for consideration. The Community Development Advisory Commission and the Dubuque City Council reserve the right to reject any and all proposals and to consider the quality and utility of proposals in comparison to other proposals and in relation to funding limits. The Community Development Advisory Commission reserves the right to request modifications of plans during the process of contract negotiation. Community Partnership Program funds shall be awarded by the City Council. The City Council has final approval authority. Organizations will be notified in writing of the approval or denial of any application. F: I USERSIAKRAMER ICP2lcp2review.O I .