HomeMy WebLinkAbout19-110 Resolution No. 19-110
RESOLUTION
APPROVING THE 2019 ANNUAL ACTION PLAN, AUTHORIZING THE EXECUTION OF
DOCUMENTS NECESSARY TO PARTICIPATE IN THE COMMUNITY DEVELOPMENT
BLOCK GRANT PROGRAM, AND AUTHORIZING EXECUTION OF AN AMENDMENT
• TO CDBG PROGRAM MANAGEMENT INTERGOVERNMENTAL AGREEMENT WITH
KANE COUNTY FOR PROGRAM MANAGEMENT SERVICES REGARDING THE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM AND THE
• NEIGHBORHOOD STABILIZATION PROGRAM
WHEREAS, Title I of the Housing and Community Development Act of 1974 provides
Community Development Block Grant (CDBG) funding to units of local government for the
purpose of developing viable urban communities by providing decent housing, a suitable living
environment, and by expanding economic opportunities; and
WHEREAS, the CDBG Program is funded by the U.S. Department of Housing and Urban
Development (HUD) and is to be implemented in a manner consistent with priorities and strategies
identified in a Housing and Community Development Consolidated Plan; and
WHEREAS, such a plan, covering a five-year period including Program Years 2015
through 2019, was prepared and made available for public comment as required by the Kane-Elgin
Consortium's Citizen Participation Plan; and
•
WHEREAS, it is necessary to approve an Annual Action Plan for Program Year 2019 in
order for the City to qualify for an annual allocation of CDBG funds from HUD; and
WHEREAS, it is desirable to amend an intergovernmental agreement with Kane County
to provide for the proper administration and management of the City's CDBG Program (and
Neighborhood Stabilization Program) during Program Year 2019. •
•
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ELGIN, ILLINOIS:
Section 1. That the 2019 Annual Action Plan, including the activities listed below, is hereby
approved:
1. Southeast Area Street Improvements
The City will resurface streets, make accessibility improvements to sidewalks, and correct
minor drainage and sewer deficiencies in the Gifford Park-Southeast Area neighborhood.
CDBG Funding: $450,000.00
Agency: City of Elgin Engineering Division
2. Roof Replacement
Senior Services Associates will replace the roof on their office building in downtown Elgin.
The agency delivers an array of social services to area seniors from the facility.
CDBG Funding: $11,907.00
Agency: Senior Services Associates
3. Elgin Community Support Team
Association for Individual Development (AID) will provide intensive wrap-around
services to individuals with significant mental health challenges. This program is delivered
in collaboration with the Elgin Police Department to specifically serve individuals who are
homeless or at-risk of homelessness.
CDBG Funding: $23,020.00
Agency: Association for Individual Development
4. Homeless Outreach and Engagement
Ecker Center will provide case management services to homeless adults identified through
Elgin's FUSE initiative and other means. Services will include the collection of identifying
information, assessment of mental status, treatment planning, case
management/community support services, crisis services, and referrals for
alcohol/substance abuse treatment.
CDBG Funding: $18.391.00
Agency: Ecker Center for Mental Health
5. Day Shelter Services •
PADS of Elgin will provide daytime shelter services for homeless individuals, Monday
•
through Friday, 9 am to 4 pm. This service will complement their existing overnight
•
emergency shelter.
CDBG Funding: $31,000.00 •
Agency: PADS of Elgin
6. Affordable Housing Fund
The Affordable Housing Fund (AHF)will leverage multiple funding sources to support the
preservation and creation of affordable housing for households with incomes at or below
80% of the area median income ($71,300 for a family of four). CDBG funds will be used
to provide gap financing for the development of affordable rental and/or home-ownership
projects funding for affordable housing activities within the City of Elgin.
CDBG Funding: $263,892.00
Agency: Kane County Office of Community Reinvestment
•
7. Program Administration
CDBG funds will be used to cover costs associated with the administration of the CDBG
program, and expenses associated with administration of the Continuum of Care, which
facilitates the award of state and federal funding to Elgin agencies that serve the homeless
population. Lastly, funds will also cover the cost of completing the 2020 to 2024
Consolidated Plan.
CDBG Funding: $148,950.00 ••
Agency: Kane County Office of Community Reinvestment
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Section 2. That the above funding awards are conditioned on each agency's compliance
with applicable HUD requirements, and satisfaction of conditions outlined in the attachment to the
report and recommendation issued to the Mayor and Members of the City Council at the
Committee of the Whole meeting of June 26, 2019.
Section 3. That Richard G. Kozal, City Manager, be and is hereby authorized and directed
to execute such applications, agreements, certifications, reports, and other documents required by
HUD, and to provide additional information and furnish such documents as may be required by
HUD, to complete the activities described in the plans approved or amended herein.
Section 4. That Richard G. Kozal, City Manager, be and is hereby authorized and directed
to execute Amendment #3 to CDBG Program Management Intergovernmental Agreement on
behalf of the City of Elgin with Kane County for program management services regarding the
Community Development Block Grant Program and the Neighborhood Stabilization Program, a
copy of which is attached hereto and made a part hereof by reference.
•
s/ David J. Kaptain •
David J. Kaptain, Mayor
•
Presented: July 24, 2019
• Adopted: July 24, 2019
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
•
•
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Amendment#3 to CDBG Program Management
Intergovernmental Agreement
THIS AMENDMENT, made and entered into this 24th day of July, 2019, by and between the CITY
OF ELGIN, an Illinois municipal corporation (the "CITY"), and KANE COUNTY, a body corporate and politic
(the "COUNTY"), which are collectively known as "the Parties", modifies an Intergovernmental
Agreement (the "Agreement") entered into by the Parties for CDBG Program Management services on
July 13, 2016, and subsequently amended on November 15, 2017 and July 11, 2018.
WITNESSETH:
WHEREAS, in 2016, the CITY determined it to be in its best interest to obtain program
management services from the COUNTY for implementation of its Community Development Block Grant
(CDBG) Program and Neighborhood Stabilization Program (NSP);and
WHEREAS, the Parties entered into an Intergovernmental Agreement under which the CITY
purchased said services from the COUNTY during Program Year 2016 (June 1, 2016 to May 31, 2017);
and
WHEREAS, Paragraph 6 of said Agreement stipulates it will automatically renew for subsequent
one-year periods on June 1, provided that the CITY is awarded an annual formula allocation of CDBG
funds by the U.S. Department of Housing and Urban Development for the new Program Year beginning
on June 1, and a budget for program management services to be provided during the new Program Year
is approved by the CITY as part of its Annual Action Plan;and
WHEREAS, under said paragraph, the Agreement was renewed for Program Years 2017 and
2018, and the Parties amended the Agreement to make certain changes regarding the budget and scope
of services;and
WHEREAS, the CITY has been awarded an annual formula allocation of CDBG funds for Program
Year 2019 (June 1, 2019 to May 31, 2020), and a budget for program management services to be
provided during Program Year 2019 was approved by the CITY as part of its Annual Action Plan for
Program Year 2019; and
WHEREAS, the Agreement, therefore, was automatically renewed for Program Year 2019, but it
is necessary to amend the Agreement to make certain changes regarding the budget and scope of
services to be provided during Program Year 2019; and
WHEREAS, Paragraph 18 of the Agreement stipulates that it may be amended provided that
such amendments are in writing and duly executed by the Parties.
NOW, THEREFORE, upon the consideration of the mutual promises contained herein and upon
the further consideration of the recitals hereinabove set forth, it is hereby agreed between the CITY and
COUNTY to amend certain portions of the Agreement as follows:
o
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Paragraph 4, "Payments to the County," Subparagraphs A and B, shall be replaced with the
following:
A. The CITY shall make periodic payments to the COUNTY for program management
services provided under this Agreement according to the budget established in
Attachment B, "Budget for Program Year 2019 Services — Elgin CDBG Program
Management Services."
B. The total of all payments made by the CITY to the COUNTY for program management
services provided under this Agreement shall not exceed $124,650.00 unless
modifications to the SERVICES are authorized in writing by the CITY and COUNTY by way
of written amendment to this Agreement.
II. Attachment A, "Scope of Services," shall be replaced with Amended Attachment A, "Scope of
Services,"which is attached to this Amendment.
III. Attachment B, "Budget for Program Year 2018 Services — Elgin CDBG Program Management
Services," shall be replaced with Amended Attachment B, "Budget for Program Year 2019
Services—Elgin CDBG Program Management Services," which is attached to this Amendment.
IN WITNESS WHEREOF, the undersigned Parties have caused this Amendment to be executed by their
duly designated officials.
CITY OF ELGIN,a municipal corporation
By: . A Date: July 24, 2019
Richard Kozal, City Manager
/
Atte.4.0 .. , .LA_ /i —
City Clerk
COUNTY OF KANE,a body politic in the State of Illinois
By: A i._ A _'_ . Date: JUL 2 4 201.9
S . t Berger, Director`
Office of Community Reinves nt
F:\Legal Dept\Agreement\Intergovernmental Agr-Elgin CDBG Program Management Services 2019-7-11-19.docx
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AMENDED ATTACHMENT A
SCOPE OF SERVICES
The Kane County Office of Community Reinvestment will provide the following program and
project management services to support the City of Elgin's Community Development Block Grant
Program:
Determination of Activity Eligibility and Project Readiness
• Provide written report with supporting documentation for each project to document
compliance with HUD's activity eligibility and national objective criteria.
• Provide written report documenting project readiness and verifying that funding sources are
secured and projects are ready to proceed.
Annual Action Plan Prep./Amendment Prep.
• Prepare plan narratives.
• Enter plan narratives and projects/activities into HUD's IDIS System.
• Public comment period/public hearing.
o Draft public notice for publication.
o Conduct public hearing(within the City of Elgin).
o Prepare summary of comments received during comment period and hearing for review
by Elgin.
• Plan submittal:
o Incorporate public comments/responses and submit with Kane-Elgin Consortium plans
in IDIS.
o Provide hard and electronic copies of final plan for Elgin's records/use.
• Prepare amendment(s)to any current or prior-year Action Plan(s) as requested by Elgin.
Environmental Review
• Prepare individual Environmental Review Records for all CDBG-funded activities for review and
signature by Elgin's Certifying Official.
• Prepare/publish required notices (if necessary).
• Prepare RROF/FONSI forms for review/signature by Elgin's Certifying Official and submittal to
HUD (if necessary).
• Obtain release of funds from HUD (if necessary).
• Enter/upload all required information/documents into HEROS systems as required by HUD.
Project Management/Oversight
Includes oversight of both new and prior-year CDBG activities through project close-out and final file
review to ensure project records are complete and ready for future audits and/or monitorings.
• Prepare funding agreements.
• Set up all activities in IDIS.
• Conduct project kick-off/orientation meeting to ensure smooth project launch/completion.
• Assist with procurement/bidding processes to confirm compliance with HUD standards.
• Confirm/document that the selected contractors (and subs) are not debarred.
• Ensure compliance with Federal Labor Standards/Davis-Bacon, including collection of certified
payroll records from contractors (and subs), and conducting/documenting job site interviews.
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• Collect and maintain documentation of activity accomplishments and beneficiary info, including
quarterly performance reports. Update accomplishments in IDIS on a quarterly basis per HUD
standards.
• Monitor projects (both while underway and at completion).
• Collect and review annual agency audits to confirm compliance with OMB standards. Follow up
on any findings/deficiencies that are of concern.
• Enter completion data/info and closeout projects in IDIS.
• Preparation of project files/records:
o Provide Elgin with complete and organized file for each project (in both hard and
electronic formats)to document compliance with all Federal requirements.
• Meet with representatives from Elgin's external auditing firm (Sikich) to provide
information/documentation and assist with the city's annual single audit.
• Meet with HUD staff to provide information/documentation and assist with monitoring visits.
Field follow-up questions and prepare draft written responses for Elgin's review/submittal to
HUD.
Housing Rehabilitation Services
• Subcontract with Community Contacts to provide housing rehabilitation assistance to Elgin
homeowners consistent with the County's program under the following parameters:
o Homeowner Eligibility: Applicants must be at least eighteen (18) years of age, and their
total household income must be at/below 80% of Area Median Income (as updated and
published annually by HUD). Applicants must own and occupy the property as their
principal residence and be current with the payment of their mortgage, property taxes,
and homeowner's insurance premium.
o Property Type(s): Properties must be lawful, single-family dwellings free of all liens and
located in the City of Elgin.
o Amount of Assistance/Household: Up to $15,000 for housing rehabilitation work and up
to $10,000 for lead hazard control work, for a combined maximum of $25,000/
household. All assistance shall be provided in the form of a grant. Community Contacts
shall be eligible to receive a project delivery fee.
• Oversee and monitor the following tasks to be performed by Community Contacts:
o Receipt and processing of applications to identify eligible households. (All applications
currently under review/processing by Elgin's Community Development Department will
be given priority status ahead of any new applications.)
o Assessment of the physical condition of homes determined eligible for the program.
o Preparation of a scope of work and specifications for each housing unit to be
rehabilitated along with a cost estimate for the work.
o Procurement of contractor services through competitive bidding to a pre-qualified list of
contractors.
o Execution of agreements and other documents necessary for homeowners to
participate in the program.
o Inspection of work performed by contractors to ensure satisfactory completion,
including compliance with lead-based paint requirements.
• Pay Community Contacts directly and submit reimbursement requests to Elgin.
• Maintain project files and beneficiary data for reporting/tracking purposes.
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Neighborhood Stabilization Program
• Prepare/submit outstanding and future quarterly reports in HUD's DRGR System.
• Other work associated with closing out Elgin's Neighborhood Stabilization Program.
Financial Recordkeeping/Payment Processing/Reporting
• Review/approve project invoices/requests for payment.
• Submit invoices/requests for payment to the city's Finance Department for processing.
o If requested by city, assist with IDIS drawdown process to ensure prompt
reimbursement from HUD.
• If requested by Elgin, review financial records and quarterly financial reports (SF-425).
• Maintain records/backup documentation to support the city's financial records. Make same
available for preparation of the city's annual single audit and HUD monitoring.
o Prepare corrective action plans and narrative responses necessary to address
deficiencies identified in program audits/monitoring visits.
• Prepare and submit other compliance reports.
o Contract and Subcontract Activity Reports (HUD-2516)
o Semi-annual Labor Standards Enforcement Reports (HUD-4710)
o Section 3 Summary Report
o FFATA Subaward Reporting
Consolidated Annual Performance Evaluation Report(CAPER)
• Prepare written accomplishment narratives.
• Enter all required info/data in HUD's IDIS System.
• Public comment period:
o Draft public notice for publication.
o Prepare summary of comments received during comment period for city.
• Report submittal:
o Incorporate public comments/responses and submit with Kane-Elgin Consortium CAPER
in IDIS.
o Provide hard and electronic copies of final report for city records/use.
Application Process
• Conduct application process for projects sponsored by external entities.
• Provide bound (and electronic) packet for review by city administration and City Council,
including:
o Staff reports/evaluations/recommendations;and
o Budget worksheet to aid in the allocation process.
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AMENDED ATTACHMENT B
BUDGET FOR PROGRAM YEAR 2019 SERVICES1—
ELGIN CDBG PROGRAM MANAGEMENT SERVICES
Elgin CDBG Program Management Services
Expense Amount
1. Program Staff Support $115,306.002
2. Operating Expenses $9,344.00
Not-to-Exceed Total for PY2019 $124,650.00
1 NOTE: Program Year 2019 Program Management Services also includes the administration and
management of outstanding funds that were allocated to Elgin but were unexpended in prior Program
Years.
2 Program Staff Support shall be paid to the COUNTY based upon the number of hours of work provided
under this Agreement.
The total amount paid to the COUNTY shall not exceed the amount set forth above.
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