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95-84 • Resolution No. 95-84 RESOLUTION AUTHORIZING FILING OF APPLICATION AND CONSOLIDATED PLAN FOR A GRANT UNDER THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 WHEREAS, Title 1 of the Housing and Community Development Act of 1974 provides for block grant funding assistance to units of general purpose local governments for the purpose of strengthening the ability of said governments and elected officials to determine the community development needs, set priorities, and allocate resources to various activities; and WHEREAS, the City Council of Elgin, Illinois, has determined that additional emphasis is needed in the area of community development in order that beneficial solutions to the problems of slum and blight, and housing and neighborhood deterioration may be determined. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1 . That a submission be made to the Department of Housing and Urban Development for a grant in the amount of One Million and Sixty-One Thousand Dollars ($1,061, 000) . Section 2 . That the City Manager is hereby authorized and directed to execute and file such submission with the Department of Housing and Urban Development and to provide additional information and furnish such documents as may be required by said Department to execute such agreements as are required by said Department, and to act as the authorized correspondent of the City of Elgin. s/ Kevin Kelly Kevin Kelly, Mayor Presented: April 26, 1995 Adopted: April 26, 1995 Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk p Elm 11 ��°F f��- , Agenda I 0 - I „pro, April 18, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Final Public Hearing for Community Development Block Grant Program and the Consolidated Plan PURPOSE The purpose of this memorandum is to provide information to conduct a public hearing for citizens to comment on the projects selected for the 1995-1996 Community Development Block Grant (CDBG) Program and the associated Consolidated Plan. BACKGROUND The April 26th meeting of the City Council provides the final opportunity to consider projects and to hear citizen comments on the 1995-1996 Community Development Block Grant Program and the associated Consolidated Plan. The list of proposed projects and the draft Consolidated Plan has been available for citizen review and comment for 30 days . A public notice was published in the Courier News regarding the public review period (see attached notice) . Additionally, the public review period was also contained in the Citizen Participation Plan which was distributed to over 140 individuals and organizations. Copies of the Consolidated Plan have been available at the Gail Borden Library and at Elgin City Hall in the Planning Department since March 23rd. To date no comments have been received by city staff. Attached for City Council information is a list of the projects proposed for 1995-1996 CDBG funding. Any amendments to the preliminary budget must be announced at this hearing. If a rescission in funding were to take place from the federal government ( 10% is possible) , the Gifford Park school playground project would be eliminated and the Residential Rehabilitation Rebate Program would be reduced as needed. CDBG Hearing April 18, 1995 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Public hearings were held. • FINANCIAL IMPACT The Community Development Block Grant Program will add funding in the amount of $1,061, 000 to the community primarily to benefit low and moderate income persons . The total proposed budget of $1, 173,023 reflects the rebudgeting of unspent funds from previous projects . LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council open the public hearing, hear any comments from the public, close the public hearing, and approve the application for funding. Respectful Submitted, O R. .1 r K. ' a lstrom • - .ring Director Richard B. Helw.ig City Manager C r 1995 PROJECTS COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM PLANNING DEPARTMENT CITY OF ELGIN TWENTY-FIRST YEAR PROJECT FUNDING Gifford School Play Equipment $ 71,577 HAE Illinois Court Fence Repair 5,000 Historic Elgin Design Guidelines 30,000 Northeast Neighborhood Archtectural Survey 33,000 Tree Bank Tree Maintenance Area E. 1 40,000 Tree Bank Tree Maintenance Area E.2 40,000 Tree Bank Tree Maintenance Area W. 1 35,000 Crisis Center Building & Foundation Repair 52,000 HAE Elizabeth Court Erosion Control 37,960 HAE Courts Gas Lines Relocation 35,000 Elgin Recreation Center Adaptive Reuse 95,225 Planning & Management 44,838 Grant Administration 75,000 Residential Rehabilitation Grant Program 578,423 TOTAL $1, 173,023 April 5, 1995 PROLIST.NC/PZTEXT/4000CD.BG/CDBG.95/PROJ.95/PRO.LIS • • A2 Wednesday,March 22,1995 The Courier-News :{ E1 PUBLIC NOTICE • •ItoVi. PROPOSED CONSOLIDATED PLAN - CITY OF ELGIN The Consolidated Plan represents a new integrated plan- ning and application process encompassing four federally funded Community Planning and Development programs: 1. Community Development Block Grant (CDBG); 2. HOME - Investment Partnerships (HOME); 3.. Emergency Shelter Grants (ESG);-and 4. Housing Opportunities for Persons with AIDS(HOPWA). • The three basic goals of the Consolidated Plan are: The • provision of decent housing: the.provision of a suitable living environment; and the expansion of economic opportunities,.principally for low and moderate income persons. SUMMARY OF PROPOSED CONSOLIDATED PLAN rik, 1 . The following elements are a summary• of- the proposed • Consolidated Plan document: . . - • Housing and Community Development Needs • Estimation and assessment of housing needs for extremely low,low,moderate,and middle income households. Estimation and assessment of homeless needs,services, and f• acilities. • Description of Public Housing needs. ` • = 4- Estimation of housing units containing Lead Base Paint: Analysis of the local housing market,Including any barrier to affordable housing. - -- • • Housing and Community Development Strategic Plan • A five year plan to address identified -housing and corn- ' - • munity development needs. The strategic plan is a course • of action that responds to the needs of the Elgin community. Action Plan/One Year Use of Funds Identification of the proposed 1995-1996 Community Devel- oprnenf Block Grant Program activities and projects to be funded. _• - . • - S The 'thirty (30) day public review and comment period of. ✓ the Consolidated PIan begins Thursday,March 23, 1995 and ends Friday.April 21, 1995.0 Copies of the Consolidated Plan are available in written form or computer disk at the Gail • Borden Public Library, 200 North Grove Avenue, Elgin or at the Planning Department,Elgin Municipal Building, 150 Dex- ter Court,Elgin. , .• ' . • Any questions, comments, or, correspondence should be t directed to.the Elgin Planning Department at the above k address, or.call (708)931-5910, Monday through Friday 8:00 Y__rr a.m. to 5:00 p.m. • - • RESIDENTIAL REHABILITATION Summary Statistics 1993/1994 CDBG Program Year I. Number of Rehabilitations and Expenditures Structure Type Number/Percent Expenditures Single Family = 65 ( 81%) $336,742 ( 82%) Two Unit = 15 ( 19%) 74,666 ( 18%) Total Structures = 80 (100%) $411,408 ( 100%) II. Extent of Rehabilitation By Structure Type Structure Type Rehabilitation Type Number/Percent Single Family Exterior Only 36 ( 55%) Full Code Compliance 29 ( 45%) Sub-Total 65 ( 100%) Two Family Exterior Only 10 ( 67%) Full Code Compliance 5 ( 33%) Sub-Total 15 ( 100%) Grand Total Exterior Only 46 ( 58%) Full Code Compliance 34 ( 42%) Total 80 ( 100%) III. Benefit By Percentage of Total Expenditures By Income: Low/Moderate Income Households = 83% Above Low/Moderate Income = 17% ' By Race/Ethnic: White (Non-Hispanic) = 67% Black (Non-Hispanic) = 18% Hispanic = 15% By Family Type: Elderly = 25% Small Family (1 to 4 persons) _ .60% Large Family (5+ persons) ) = 15% r Residential Rehabilitation Grant Program Statistical Profile 1988 to 1993 Rehabilitations By Units, Expenditures and Structures CDBG Grant Single Two Three to ` Year Total Family Family Family 6/88-6/89 Units 41 27 8 6 t of Total (100%) (66%) (20%) (15%) Expenditures $140,961 $113,833 $23,362 $3,766 t of Total ( 100%) (81%) ( 16%) ( 3%) Structures 33 27 4 2 8 of Total ( 100%) (82%) ( 12%) ( 6%) 6/89 -6/90 Units 49 38 8 3 8 of Total ( 100%) (78%) ( 16%) ( 6%) Expenditures $173,210 $149,335 $17,047 $6,828 8 of Total ( 100%) (86%) ( 10%) ( 4%) Structures 43 38 4 1 8 of Total ( 100%) (89%) ( 9%) ( 2%) 6/90 - 6/91 Units 37 27 10 0 8 of Total ( 100%) (73%) (27%) ( 0%) Expenditures $116,005 $ 89,543 $26,462 $ 0 8 of Total ( 100%) (77%) (23%) ( 0%) r Structures 32 27 5 0 8 of Total ( 100%) (84%) ( 16%) ( 0%) 6/91 - 6/92 Units 50 42 8 0 8 of Total ( 100%) (84%) (16%) ( 08) Expenditures $176,067 $160,465 $15,602 $ 0 8 of Total ( 100%) (91%) (9%) ( 0%) Structures 46 42 8 0 8 of Total ( 100%) (91%) ( 9%) ( 0%) 6/92 6/93 Units 35 27 8 0 8 of Total ( 100%) (77%) (23%) ( 0%) Expenditures $128,926 $111,960 $16,966 $ 0 t of Total ( 100%) (87%) ( 13%) ( 0%) Structures 31 27 4 0 t of Total (100%) (87%) (13%) ( 0%) Five Year Grand Totals Units 212 161 42 9 t of Total ( 100%) (76%) (20%) ( 4%) eilk Expenditures $735, 169 $625, 136 $99,439 $10,594 8 of Total (100%) (85%) ( 14%) ( 1%) Structures 185 161 21 3 t of Total (100%) (87%) (11%) ( 2%) Average Grant Per Unit $3,468 $3,883 $2,368 $1, 177 RESIDENTIAL REHABILITATION GRANTS 1988-1993 User Defined Area Number of Structures Percentage Neighborhood Rehabilitated of Total 001 4 2 .2% 002 19 10.3% 003 34 18.4% 004 8 4 .3% 005 31 16 .7% 006 0 0.0% 007 27 14 .6% 008 10 5.4% 009 1 0.5% 010 0 0.0% 011 6 3.2% 012 7 3.8% 013 0 0.0% 014 12 6 .5% 015 19 10.3% 016 0 0.0% 017 0 0.0% 018 2 1. 1% 019 2 1. 1% 020 2 1. 1% 021 1 0.5% 022 0 0.0% TOTAL 185 100.0% • .____ Ei f r-- , -� ' ', , ) USER DEFINED AREAS 1 r 1990 CENSUS .. _ s —\: N J ID.,► -y .. _�t 017 tOr 6 ,`� _„ 017 sii.166._4)e.:7 . _) _ , A' ( 47', ,-. v 71.1.5A , 4 18 t i )i nr t ^C p �, Gam,.L,-.-L, . — f `r. __ , ..7.....w.., -1__ Herrill4- .. (,), .. . b.-,i! \ - - ..-•_AIR -j ,...!_i.,,___ ,41...z. ' I • ► t , J� ir.-,1L-41_,..,' �¢s+',�. �. ^�. ��' �� nom. 2 fir—iire > o I- ti..�„ r r I \ 1--- - - `1�}� `t` �� ,� — _ . � 1^~, T�J� - ::9:::::12::1,,Q :> yer_IF v t ss I �`*�=` mill' / {fir` L,.� T i.--n �,^. s �.- �, �- . cam\ , �, � t I-- 1\``'� � � _, • I ❑ . ` c ` �� !'1.► °� 'i�} I t 1 `� t, a� �for 1` ; \e-51. •+-? I� 01 • �1� e Al): -,/ f, ._ft,_ L \ - ) --1 I'p� a / _ ��1 (ice r J �E .\1. 021' _._ /1 , , , __ - �. I ;; :• -01 ill / `� � WV fg:-.. ,4 -e' n �d�(' IL i , .� ) . . ± =;r_ a ,,�Idi � ` 1 •- _-- 4 ' �' t r. •c~ k°R' AVEi jf j22. 1 / _ - �JL, gnu ,- '1� p w `G \/ C.�"`�� J �- rl� i� .� .`.tomt ,�� r _ -- / ✓ J'�`` J.r f'- it 1 D it ° , � i r 1 » THOUGHTS ON THE COMMUNITY DEVELOPMENT BLOCK GRANT PROCESS by Dan Miller FEBRUARY 1, 1995 Through my association with the Gifford Park Association I have been involved with the Community Development Block Grant process for fifteen years. My CDBG file folder is literally three inches thick. It is great that we get the money and a terrific amount of good has come from it for our neighborhood. Some of the projects that we have been involved with: • Historic District Signage • Historic District tree plantings • The Gazebo in Gifford Park • The Historic lighting • DuPage Area Plan (never expended) • Prairie Street curbs and driveway approaches • Brick Pavers for the carriage walk in Gifford Park It is a wonderful program yet s000... frustrating. The paperwork created by the Gazebo project alone was incredible (four inches). The process was so frustrating for two consecutive Historic District Chairpersons that they both quit the position. People always blame the Federal Government for all of it's hoops to jump through but a preponderance of the paper that I have was city generated. I always got the impression that CDBG projects were put on the back burner by city staff. Our chairperson would come to us meeting after meeting only to report that it is bogged down in the engineering department or legal, etc., etc Some serious consideration needs to be given to streamlining the process. It took nearly three years for me to get the driveway aprons in. Council rolled their eyes after two years and put some tough questions to staff. Pat Andrews is great. There is not a more knowledgeable person regarding the regulations and she is always helpful in writing them. She probably needs some help and some extra cooperation from other departments. Rick Heiwig should give some direction to everyone concerned that these projects need to be done in a timely mariner. It has always been my contention that if we are using Uncle Sam's money, we should go by his rules. If we are using CDBG funds for The Residential Rebate program, we need to enforce the Secretary of the Interior's Standards for Rehabilitation. I feel that we should not take as much as we do for administering the funds. If another ten percent could go out in the neighborhoods, it would be great. If your rich uncle gives you money to buy new clothes you don't ask for additional money to reimburse you for the time it took you to go shopping to spend the money. r • SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT PUBLIC HEARING FEBRUARY 7, 1995 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 7 : 00 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Presentation from the Planning Department Providing an Overview of the Consolidated Plan and Citizen Review Process Planning Director Dahlstrom presented an overview of the Community Development Block Grant (CDBG) program. This is the 21st year the City has participated in the CDBG program, and it expects to receive $1,061, 000 in block grant funds . Mr. Dahlstrom outlined the type of projects which are eligible for funding, and stated that not less than 70 percent of CDBG funds must be used for activities that benefit low and moderate income households . In addition, projects which eliminate slum and blight are also eligible under the program. Receipt of Comments from Citizens Regarding the Community Development Block Grant Program; Past, Present, and Future Activities, Needs of the Community and the Consolidated Plan Pat Miller, 155 South Gifford, stated that approximately a year ago she appeared before the Council to comment that she believes there are deficiencies in the policies of the residential rehabilitation rebate program, which has been funded by CDBG funds . She questions whether nonconforming properties should be eligible for the program, and she believes the work to be performed should be in accordance with the Secretary of Interior' s standards and guidelines for rehabilitating buildings. She stated that it is very important to the Gifford Park Association that these issues be resolved before awarding any more money to this program. She suggested a compromise regarding the nonconforming use issue. Allow exterior work to be eligible for the program but eliminate interior projects from being eligible for nonconforming properties . She also stated that the need is very great for some type of guidelines . Presentation of Proposals by Individuals and Organizations for Funding Under the 1995 Community Development Block Grant Program Planning Department, City of Elgin Roger Dahlstrom, Planning Director, submitted the following funding proposals : ( 1) $650,000 to fund the Residential Rehabilitation Grant Program. Program participation increased substantially during • • Committee of the Whole Meeting February 7, 1995 Page 2 the 1993 and 1994 program years, and it is anticipated. that a budget allocation of $650,000 would be adequate to operate the program on a full year basis . The bulk of improvements are for exterior painting and replacement of furnaces . (2) $100, 000 for Planning and Management functions for 1995 . This would include technical assistance associated with the special census, production of a community profile report, and preparation of a draft ordinance for an architectural restoration program. Neighborhood Housing Services Stuart Wasilowski, Executive Director, requested funding in the amount of $200,000 for the acquisition and rehabilitation of a property for the relocation of the NHS office to a new target area. Community Contacts, Inc. Gene Peter, Housing Director, requested funding in the amount of $56, 00 to rehabilitate the homes of families with income below 50 percent of median income. Habitat for Humanity Ron Barkby, Chairman, presented a request for funding in the amount of $30, 000 to purchase a building site in Elgin on which to erect a Habitat for Humanity house. Gifford School PTA The request is for $71,576 .77 to enable them to complete the playground equipment project which was partially funded by 1994 CDBG funds . Elgin Heritage Commission ( 1) Ian Cordwell, Historic Preservation Specialist, requested funding in the amount of $33,000 to conduct an architectural survey for an approximately 90-block area in the northeast portion of Elgin. The boundaries for the survey are from the Fox River to Dundee Avenue and from Kimball Street to I-90 . (2) Lynda DeGroot, member of the Heritage Commission, presented a proposal for funding in the amount of $60,605 towards rehabilitation of the Watch Factory Depot located at 201 National Street. ( 3) Dan Miller, member of the Heritage Commission, presented a proposal for funding in the amount of $30,000 for development o! a design guidelines manual for historic rehabilitation. • Committee of the Whole Meeting February 7, 1995 Page 3 Parks and Recreation Department, City of Elgin Greg Bayor, Parks and Recreation Director, presented the following funding proposals: ( 1) Tree bank maintenance in five separate inner ring areas at a cost of $50, 000 for each area. (2) Clifford/Owasco Park renovation in the amount of $90,000. (3) Douglas Park playground/park renovation in the amount of $90,000 . Police Department, City of Elgin Officer Pete Almeida presented a request for additional funding for the Community Restitution Program in the amount of $54,297 for a vehicle, equipment, and supplies . Cleaning up low to moderate income neighborhoods and removing graffiti is the main focus of the Community Restitution Program. YWCA of Elgin Marita Manning, Refugee Project Director, presented the following funding proposals : ( 1) $32,295 to fund reestablishment of the Lao Community Liaison Outreach Worker project. The City of Elgin has more Lao refugees than any city in Illinois . (2) $28,490 for remodeling public areas inside the YWCA building to meet ADA guidelines and to purchase a pool cover to increase the energy efficiency and environmental safety of the swimming pool . St. Joseph Hospital Foundation Nancy Blasi, Executive Director, requested funding in the amount of $30,000 to expand the "Operation Fresh Start" program to assist 200 additional people. The program is a free tattoo removal program to help former gang members erase the visible signs of gang membership. Centro de Informacion y Progreso Jack Wentland, Executive Director, requested funding in the amount of $32,000 for an Advocacy/Outreach program which would include 13 life skills seminars . Centro serves approximately 9000 people per year. Committee of the Whole Meeting February 7, 1995 Page 4 Grand Slam USA Bill Downing, Assistant Manager, requested funding in the amount of $9,984 for Grand Slam USA' s Summer Youth Athletic Scholarship program, which is an eight-week baseball instructional camp for 100 children from low to moderate income families . Community Crisis Center Lisa Sampson, Shelter Manager, requested funding in the amount of $52,000 for inspection of and repair to the Crisis Center building's foundation and for tuckpointing several outside areas to abate further water damage to the building. Housing Authority of Elgin Sandra Freeman, Executive Director, presented the following funding proposals : ( 1) $37,960 to correct the erosion and hazardous condition which exists because of the steep incline at the corner of Elizabeth Street and Elgin Avenue. (Priority 1) (2) $126,698 for replacement of the fire alarm system in Central Park Towers . (Priority 2) (3) $75,400 to relocate and retrofit exterior gas lines in seven buildings located at 951 Elizabeth, 621 Wing, 270-280 Norman Nelson, and 33-314 Washington. (Priority 3) CASA Kane County Peggy Travers, Executive Director, requested funding in the amount of $4,083 to recruit and train new volunteers who will act as Guardians ad Litem for abused and neglected children. The funds would also assist in increasing recruitment of culturally diverse volunteers and improve services in Hispanic cases through bilingual services . Elgin Area Child Care Initiative Agnes Kovacs, Executive Director, presented a request for $145,430 to fund child care scholarships to enable the children of low income families to be placed in licensed day care settings . Boys and Girls Club of Elgin Larry Sowell, Executive Director, presented a request for $84,654 for interior and exterior renovation to the building at 355 Dundee Avenue, which is the facility used by the Boys and Girls Club. The purpose of the request is to provide a safe Committee of the Whole Meeting February 7 , 1995 Page 5 facility, provide additional space for program needs, and to- preserve the facility. Elgin Recreation Center Pete Almeida, member of the advisory board, presented a request for $239,200 to renovate the former VanDenBergh building at 18 North State Street for the purpose of creating a teen recreation center. The center would include Elgin Boxing Club, Indoor Adventure Climbing Wall, weightlifting/fitness area, recreation center/game room, aerobics, job placement/employment assistance, and basketball/volleyball court. Kane-Kendall Case Coordination Service Joyce Helander, Executive Director, presented a request for $5,000 . Their agency provides case coordination/case management and advocacy services to developmentally disabled individuals . They assist individuals to become more self sufficient and assist with residential placement. The Larkin Center Carol Beyer, Executive Director, requesting funding in the amount of $111,800 to expand off-street parking facilities for their personnel . They are not able to obtain funding for this project from any other source. Gifford Park Association Paul Bednar, on behalf of the Gifford Park Association, presented the following funding proposals : ( 1) $189,630 to renovate the house located at 11 North Liberty Street, which was severely damaged in a fire in 1990. (2) $60,000 to produce a neighborhood plan for the Historic District. The plan would address issues such as overcrowding, nonconforming uses, inadequate off-street parking, streetscape, code violations, traffic, demolition, vacant land, infill housing, etc. ( 3) $57,200 for tree trimming and removal in the Historic District. (4) $93,300 for streetscape improvements (primarily signage) in the Historic District. (5) $214,500 for acquisition of the "Grandview site, " which is a 3. 14 acre parcel with frontage on South Gifford and South Channing. GPA proposes that the site be purchased by the City and developed into a parking lot and nature preserve. Committee of the Whole Meeting February 7, 1995 Page 6 Senior Services Associates, Inc. Beth McClury, on behalf of Senior Services Associates, Inc. , presented a request for funding in the amount of $84, 360 to rehabilitate their building at 101 South Grove Avenue by replacing the second floor windows, replace the flat roof on the single story portion, and tuckpoint and repair the limestone face of the building. If Only Julie Rossi presented a proposal for funding in the amount of $121,017 for accessibility remodeling of the former Ecker Center building at 384 Division Street. The facility is to be used as a recovery home for disabled women recovering from substance abuse. - Announcements Mayor VanDeVoorde announced that the City Council will hold a CDBG work session on Wednesday, March 1, 1995, at 7 : 00 p.m. The final public hearing will be at the regular City Council meeting on April 26, 1995, at 8 : 00 p.m. Adjournment Councilman Gilliam made a motion, seconded by Councilman Fox, to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting adjourned at 8 :50 p.m. P"\ft- February 22, 1995 Dolonna Mecum, City Clerk Date Approved • riZ111/1 Agenda Item No. November 30, 1994 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Community Development Block Grant Hearing Process PURPOSE The purpose of this memorandum is to set the hearing dates for the 1995 Community Development Block Grant Program and to provide the City Council a synopsis of the new Consolidated Plan procedures. BACKGROUND Each year the City Council selects the public hearing and meeting dates for the Community Development Block Grant (CDBG) Program. This year, the CDBG hearings need to be held earli- er than in previous years as a result of the newly required Consolidated Plan document. The Consolidated Plan document replaces the previously re- quired Comprehensive Housing Affordability Strategy (CHAS) and CDBG application. The Consolidated Plan process differs from the CHAS in several respects. One principal difference is the integration of the CDBG hearings and project selection into development of the Consolidated Plan. The result of this integration is that the required hearings must be held earlier than in the past to allow sufficient time for citizen review of the Consolidated Plan. Additional time is also needed for submission of the Consolidated Plan to the U.S. Department of Housing and Urban Development (HUD) 45 days prior to the start of the CDBG Program year (please reference the attached time table and dates) . • C CDBG Hearing Process November 30, 1994 Page 2 It should be pointed out that the Consolidated Plan also differs from the CHAS in other aspects, such as the require- ment for five year projections, the addition of a non-housing needs section, identification of private and public funding (whether city, community, county or state) resources to meet the Plan' s stated priorities and goals, the provision of the entire plan to citizens on paper and on computer disk, the development of new Citizen Participation Plan, and other miscellaneous additions . Staff intends to utilize the 1995 Community Needs Statement and the resultant 10 key issues in establishing priorities and goals for the Consolidated Plan. As a result of the preceding changes staff has developed the attached time table and is suggesting that the CDBG hearing schedule be as follows : 1. February 7 19.94_ (Tuesday) - First Public Hearing to discuss the purpose of the Consolidated Plan, to solicit input from citizens on community needs, to hear comments on past and present CDBG performance and projects, and to accept proposals for projects to be funded with 1995 CDBG funds . Alternate dates February A. or February 9 . 2 . March 1, 1995 (Wednesday) - Special City Council Work session to review the CDBG budget and to se- lect projects for the 1995 CDBG Program. All projects proposed for funding must be included in the Consolidated Plan in the form of project loca- tion maps, narrative descriptions and a comparison of proposed projects to priorities contained in the Consolidated Plan. Alternate dates February 27 or March 2 . 3 . April 26, 1995 (Wednesday) - Final City Council action on projects proposed for 1995 CDBG funding (this is a regularly scheduled City Council meet- ing) . This is the only date available given the citizen review and submission criterion. CDBG Hearing Process November 30, 1994 Page 3 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Not applicable at this time, part of the hearing and plan development process . Refer to the attached timetable for notices to individuals and organizations, public notices, public hearings and required consultation with social service providers . During 1995, staff will develop a CDBG hearing process that will utilize a community wide task force to hear CDBG funding proposals, analyze proposals and make recommendations to the City Council for 1996 CDBG funding allocations . FINANCIAL IMPACT In 1994, the City received $965,000 in CDBG funds. An esti- mate of $1,000, 000 has been made for 1995. However, the amount of actual funding can be affected by the addition of new entitlement communities, the use of 1990 Census data for formula allocations (the 1990 data has not been used previous- ly) as well as other factors outside of the City' s control . HUD has advised staff that grantees should be provided with the amount of 1995 CDBG funding allocation in mid-December, 1994 . LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council set the hearing and meeting dates for the 1995 CDBG Program; Staff is available to provide more detail regarding the Consolidated Plan and CDBG process to the City Council. Respectfully submitted, • Roger K. Dahlstrom Planning Director Richard B. Helwig City Manager r PAA/paa f r CONSOLIDATED PLAN PROCESS AND TIME TABLE (CDBG HEARING PROCESS) 12/7 City Council Sets Hearing Dates 12/23 Citizen Participation Plan Completed 12/27 Notice of Hearings to Paper 12/29 Neighborhood Notices/City Department Notices Distributed 1/3 Notice of Hearings Published in Paper 1/4-1/30 Staff to conduct required consultations with social service providers and public housing authority and provide assistance to potential proposal submitters . 1/18 Second Notice of Hearings Published in Paper 2/3 City Council Hearing Agenda Material Distributed 2/7 First Public Hearing Held - Consolidated Plan; Community Needs; Performance; 1995 Project Proposals . 2/8-2/22 Staff review of submitted proposals; CDBG eligibility determination; Proposal summaries prepared; CDBG budget material assembled; Staff recommendations for proposed funding. 2/24 City Council Budget Worksession Material Distributed 3/1 City Council Worksession Conducted 3/2-3/15 Completion of Consolidated Plan including proposed projects for funding; anticipated dollar levels; required mapping and associated material. 3/21 Summary of Consolidated Plan published and locations of copies of the Plan published in notice in the paper. 3/22-4/21 Required 30 day Public Comment period on Consolidated Plan and 1995 Proposed Projects . 4/26 Final Public Hearing and City Council action on 1995 CDBG proposed projects and approval of authorization to submit application for CDBG funding. 4/28 Consolidated Plan package submitted to HUD (45 days prior to beginning of Program Year 6/13) r es' ' Committee of the Whole Meeting January 11, 1995 Page 2 Temporary Emergency Water Connection - Citizens Utilities Company (Elgin Estates) Councilman Walters made a motion, seconded by Councilman Schock, to authorize the city manager to approve the provision of temporary water during an emergency to the Citizens Utilities Company subject to the recommended conditions . Yeas : Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays : None. Certified Local Government Agreement between the City of Elgin and the Illinois State Historic Preservation Office Councilman Fox made a motion, seconded by Councilman Walters, to authorize execution of a Certified Local Government Agreement with the Illinois State Historic Preservation Office. Yeas: Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays: None. Recommendation of the Neighborhood Services Committee for a Stop Sign on Torrey Pines Drive at St. Andrew's Circle Councilman Walters made a motion, seconded by Councilman Schock, to approve the installation of the aforementioned stop sign. Yeas : Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays : None. Policies Applicable to Community Development Block Grant (CDBG) Proposals In 1994, the City Council adopted a funding policy that limited CDBG funding to eligible major capital improvements and neighborhood improvement projects with a per project cost of $50,000 or more. Considerable discussion was held concerning whether the minimum project cost should be lowered or eliminated entirely. The minimum had been established because of the extremely high administrative cost associated with many of the smaller projects which were funded in prior years . Councilman Gilliam made a motion, seconded by Councilman Walters, as follows : Limit CDBG funding to eligible major capital improvements and neighborhood improvement projects with a per project cost of $25,000 or more; Establish a moratorium on the execution of Residential Rehabilitation Program agreements until June 1, 1995, in that expenditures plus commitments exceed CDBG funds allocated for the current program year; and Designate the Planning Department as the lead agency for the development of the CDBG Consolidated Plan. 'Committee of the Whole Meeting January 11, 1995 Page 3 Yeas : Councilmembers Gilliam, Schock, and Walters . Nays : Councilman Fox and Mayor VanDeVoorde. Change Order No. 2 and Final Payment for Lawrence/Oakley Repair Project Councilman Walters made a motion, seconded by Councilman Schock, to authorize Change Order #2, accept the completed project, and authorize the final payment of $11,361 .25 to Triggi Construction Company. Yeas: Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Walters, to adjourn the meeting and go into Executive Session for the purpose of discussing appointments to Property Maintenance Board of Appeals and Image Advisory Commission (Open Meetings Act Section 2{c}{3} ) and pending workers ' compensation claim (Open Meetings Act Section 2{c}{11} ) . Yeas : Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays : None. Whereupon, at 7 : 17 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 :40 p.m. , the corporate authorities returned to open session. No further business was transacted. Councilman Schock made a motion, seconded by Councilman Fox to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Schock, Walters and Mayor VanDeVoorde. Nays : None. January 25, 1995 Dolonna Mecum, City Clerk Date Approved Eli • �n Agenda Item No. January 3, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Policies Applicable to Community Development Block Grant Proposals PURPOSE The purpose of this memorandum is threefold: 1) to discuss City Council funding policies for the Community Development Block Grant (CDBG) Program; 2) to discuss a moratorium for the Residential Rehabilitation Program; and, 3) to designate a lead agency for the CDBG Cons olidated Plan. BACKGROUND CDBG Funding Policy: In 1994 , the City Council adopted a CDBG funding policy that limited CDBG funding to eligible major capital improvements and neighborhood improvement projects with a per project cost of $50, 000 or more. Two other CDBG funding policy options considered in 1994 were: 1) Priority to CDBG projects for eligible public capital improvements and neighborhood improvement projects but also to provide for capital improvement projects in support of pro- grammatic service providers . 2 ) Provide no funding priorities or limitations for CDBG and select from among the proposals submitted. The revised CDBG Citizen Participation Plan includes the funding policy adopted in 1994 . If the members of the City Council wish to adopt another funding policy or no funding policy, staff will notify in writing all recipients of the Citizen Participation Plan and correct the Plan copies on hand. Attached for City Council information is a list of the CDBG projects funded in 1994 . r Community Development Block Grant Proposals January 5, 1995 Page 2 r Residential Rehabilitation Program: Because of the overwhelming success of the city' s rehabilitation program, the program has again exceeded expectations of activity. Currently, expenditures plus commitments (active program participants ) exceed the CDBG funds allocated for the current program year. Therefore, it is necessary to establish a moratorium for program sign-ups until June 1, 1995 . Designation of Lead Agency: A requirement of the new CDBG Consolidated Plan process is the designation by the local government of a lead agency for the consolidated planning process . It is suggested that the Planning Department be the designated lead agency. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT None, unless there is no moratorium on the Residential Reha- bilitation Program. If there is no moratorium, then expendi- tures will exceed monies allocated. At the first of December, expenditures for the current year of the Rehabilitation Program equalled $141, 861 and fund commitments equalled $342 ,496 , for a total of $484 , 357 . The budgeted amount for the Residential Rehabilitation Program for the 1994-1995 program year is $450, 000 . LEGAL IMPACT None. RECOMMENDATION Recommendations for the three items are: 1 . It is recommended that the City Council provide direction to staff regarding a CDBG funding policy. At this time, staff recommends the existing policy. 2 . It is recommended that the City Council establish a moratorium on the execution of Residential Rehabilitation Program agreements until June 1, 1995 . All persons currently in the program will be unaffected by the moratorium, and staff will continue intake for future program participants . • . Community Development Block Grant Proposals January 5, 1995 Page 3 r 3. It is recommended that the City Council designate the Planning Department as the lead agency for the development of the CDBG Consolidated Plan. R- •ectfullubmitted, \ r R.• - • K. Dahlstrom P1'. . • ing Director Richard B. Helwig City Manager PAA/pa • r f F 1994 PROJECTS COMMUNITY DEVELOPMENT BLOCK GRANT PLANNING DEPARTMENT CITY OF ELGIN TWENTIETH YEAR COST AMOUNT OF CENTER PROJECT NAME FUNDING 154003 HAE Plumbing Repairs-Elderly Housing 85, 000 154004 Gifford School Play Equipment 110,200 154005 Huff School Playground Aditional Funds 30,000 154006 Wing Street Playgound $ 88, 000 154007 Prairie Street Drive Approaches 26,800 154008 Planning and Management 100,000 154020 Grant Administration 75,000 154099 Residential Rehabilitation Program 450,000 Total $965,000 rb. PZTEXT/4000CD.BG/PROLIS . 94/VRB