HomeMy WebLinkAbout2016 04_CDBG Hale Acres project_2016.4.05ATTACHMENT E
CITY OF OWASSO, OKLAHOMA
RESOLUTION 2016 -04
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
2016 TULSA COUNTY URBAN COUNTY
WHEREAS, the Housing and Community Development Act of 1974, as amended (24 U.S.C. 93-
383 et seq.), (the "Act'), provides that Community Development Block Grant, ( "CDBG'), funds may
be used for the support of activities that provide decent housing and suitable living environments
and expanded economic opportunities principally for persons of low- and moderate - income; and,
WHEREAS, CDBG Regulations 24 CFR 570.307(a) allow counties having a total combined
population of 200,000 or more from the unincorporated areas and participating incorporated areas
to qualify as an urban county; and,
WHEREAS, Title I of the Housing and Community Development Act of 1974, Public Law 93 -383, as
amended, authorized the Secretary of Housing and Urban Development, as a representative of the
United States of America, to grant to Tulsa County funds and administrative responsibility for the
Tulsa County CDBG Urban County program; and
WHEREAS, a Cooperation Agreement between Tulsa County and the City has been executed for the
purpose of participation in the Tulsa County Urban County Community Development Block Grant
Program for Federal Fiscal Years 2016 -2017; and,
NOW THEREFORE, BE IT RESOLVED by the City Council that the City of Owasso desires to obtain
assistance in addressing community development needs and hereby requests the Tulsa County
CDBG Urban County program to provide assistance.
NOW THEREFORE, BE IT FURTHER RESOLVED by the City Council that the City of Owasso
affirms its commitment to take all action within its power to facilitate the receipt of the assistance of
community development funds, and upon receipt to administer said grant by the rules and regulations
established by the United States of America, the State of Oklahoma, Tulsa County and all
empowered agencies thereof.
ADOPTED this 5" day of April, 2016, at a (regularly or specially) scheduled meeting of the governing
body, in compliance with the Open Meeting Act, 25 O.S. §§ 301 -314 (2001).
Jeri Moberly Mayor
Name and Title of Chief Elected Official
6FFIci AL
Attest: o "' A
Subs r'bed and sworn to before me 5l" day of April, 2 6.
�I J .�
She�fy8ishop, City Clerl -40 ,Vr,Lf vj _
U
FY2016 METRO CITY APPLICATION GUIDANCE
Due date for this'! Application is April 13, 2016
The CDBG program is authorized under Title I of the Housing and Community
Development Act of 1974, as amended.
The purpose of this Application Guidance is to provide assistance in preparing a
Community Development Block Grant- Metro City application for the FY2016
Tulsa County CDBG Urban County Program.
Eligible Entities
Cities included in the Tulsa County CDBG Urban County Metro City designation,
the funding allocation to the city, and the percentage of low and moderate
income population for each is listed below:
Proposed Percentage
Applications should be submitted to:
INCOG
Claudia Brierre
2 West 2nd Street, Suite 800
Tulsa, OK 74103
cbrierre(cDincog.org
Sec ti o n One
National Objective
The primary National Objective of the Community Development Block Grant
(CDBG) Program is the "development of viable urban communities by providing
decent housing and a suitable living environment, particularly for persons of low
and moderate incomes." All project proposals submitted for funding through the
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 1 of 6
Allocation
Low /Mod
Amount
Population
Broken Arrow (infrast.)
$348,515
24.60
Bixby
$67,242
18.38
Jenks
$38,402
18.81
Owasso
$117,404
23.27
Sand Springs
$70,105
28.97
Sapulpa
$116,864
4373
Applications should be submitted to:
INCOG
Claudia Brierre
2 West 2nd Street, Suite 800
Tulsa, OK 74103
cbrierre(cDincog.org
Sec ti o n One
National Objective
The primary National Objective of the Community Development Block Grant
(CDBG) Program is the "development of viable urban communities by providing
decent housing and a suitable living environment, particularly for persons of low
and moderate incomes." All project proposals submitted for funding through the
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 1 of 6
CDBG Program must document the achievement of at least one of the following
National objectives:
• Provide benefit to low and moderate income persons.
• Aid in the prevention or elimination of slums or blight.
• Meet other community development needs having particular urgency,
posing a serious or immediate threat to the health or welfare of a
community.
Most CDBG applicants qualify their project activities under the National Objective
of benefit to low and moderate income persons. Applicants are cautioned that
qualifying a project under slum or blight or urgent need is a difficult process that
has very limited application and can only be used under special conditions and
circumstances. Therefore, you are urged to qualify your proposal under benefit to
low and moderate income persons. Applicants who qualify a proposal using slum
and blight or urgent need must receive guidance and approval from INCOG.
To qualify for CDBG funding under the National Objective of benefit to low and
moderate income persons, the proposed project activities must show a positive
or general improvement of living condition in a definable geographic target area
where at least 51 % of the occupied households /homes are of low and moderate
income families. Low and moderate income families have an income equal to or
less than the current Section 8 low income limits established by the United
States Department of Housing and Urban Development (HUD). Each activity
proposed for funding with Community Development Block Grant(CDBG) dollars
claiming the National Objective of benefit to low and moderate income persons,
must provide data indicating the percentage of low and moderate income
beneficiaries.
Application Criteria
1. No matching funds are required.
2. No administration expenses will be funded with CDBG funds
3. Engineering is a permissible use of CDBG funds
4. Income surveys of the project target area must be conducted. The use of
Census Tract or Block Group data to document the percentage of low and
moderate income beneficiaries for any CDBG funded activity should receive prior
INCOG review and approval.
5. Applicants must hold an application phase Public Hearing informing citizens of
the proposed project and submit documentation of the Public Hearing with this
application. Notice must be given at least 7 days prior to the public hearing by
publication in jurisdiction newspapers; or by posting at city halls. Acceptable
documentation consists of the affidavit of publication or a copy of the newspaper
article announcing the public hearing, or copy of certified posted notice. Tulsa
County has prepared a Citizen Participation Plan on behalf of the Urban County
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 2 of 6
communities; therefore, the individual community does not need to prepare a full
Citizen Participation plan.
6. Specific projects identified in the application must have cost estimates derived
from professional sources. Water and wastewater projects that require
Oklahoma Department of Environmental Quality construction permitting must
have certified cost estimates from a professional engineer licensed to work in
Oklahoma. For other types of projects, professional cost estimates may be
derived from architects, engineers, vendors, construction companies, or
appropriate personnel qualified to make such estimates.
Use of Funds
The CDBG Program funds a broad array of projects and activities including but
not limited to the following:
• Water and wastewater system improvements
• Solid waste
• Fire protection
• Streets
• Neighborhood Parks
• Housing activities including construction, emergency repair, rehabilitation
• Acquisition of real property for eligible public purposes
• Clearance, demolition and removal of buildings and improvements
• Senior citizen centers
• Gas and electrical system improvements
• Removal of architectural barriers associated with handicapped areas*
• Storm water drainage improvements
• Economic Development
• Social services- (City of Broken Arrow only)
*Construction of ADA Sidewalks in non -low /mod census tracts is
not an eligible project beginning this year.
Guidance regarding eligibility requirements can be found in 24CFR 570.201 of
the Federal Housing and Community Development Act of 1974, as amended.
Proposal Guidance
Applicants are encouraged to contact the staff persons listed below with
questions regarding program requirements, project conceptualization, or any
portion of the Application Packet and /or Guidelines.
Claudia Brierre 579 -9431
Barbara Albritton 579 -9420
Steve Boettcher 579 -9453
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 3 of 6
Required Application Documents
1. Application Summary
This form contains information about the specific project and includes a
certification from the local government attesting to the accuracy and
completeness of the application. The certification form must be completed and
signed by the chief elected official of the local government.
2. Line Item Budget (Application Form Attachment A)
The description of project activities along with a budget (form provided as
Attachment A) should be as specific as possible as they will form the basis of
your contract. This Budget should match Professional Cost Estimates submitted
with the application.
3. Direct Project Beneficiary Income Survey (Survey Summary
Form Attachment B)
Income surveys for each proposed CDBG funded activity are a requirement
unless using census tract or block group data.
Determination of project beneficiaries:
City -wide- An activity which will serve the entire city (such as wastewater
treatment), provided that the city has a low and moderate income percentage at
or above 51 %. If the LMI percentage is below 51 %, an income survey with a
75% response rate must be provided.
Area benefit- An activity which benefits all the residents in 'a particular area
where at least 51 percent of the residents are low and moderate income
persons. Examples would include resurfacing of a collector street or
construction of afire department substation.
Direct benefit- An activity which requires information on household size and
income so that it is evident that at least 51 percent of the clientele are persons
whose household income does not exceed the low and moderate income limit; or
an activity which has income eligibility requirements which limit the activity
exclusively to low and moderate income persons.
Presumed benefit- Benefit a clientele that is generally presumed to be
principally low and moderate income persons. Activities that exclusively serve a
group of persons in any one or a combination of the following categories may be
presumed to benefit 51 percent low- and moderate - income persons: abused
children, battered spouses, elderly persons, adults meeting the Bureau of the
Census' Current Population Reports definition of "severely disabled," homeless
persons, illiterate adults, persons living with AIDS, and migrant farm workers.
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 4 of 6
Guidelines to identify specific beneficiaries for various activities:
• Water or Wastewater Line Replacement or Rehabilitation. Those
households directly tapped to or receiving improved service from the lines.
Generally, beneficiaries are considered those persons residing in houses who
receive their water through new, replaced or upgraded lines, or houses that
discharge sewage into or through an improved collection line or main en route to
the treatment plant.
• New Wastewater or Water Extensions to Previously Un- served Areas. The
households /homes that will actually be connected to the wastewater or water line
extensions. Service to newly- constructed subdivisions will not be funded due to
environmental review requirements.
• Flood and Drainage Improvements. Households /homes within the recognized
drainage basin.
• Fire Protection. Households /homes (buildings, vehicles and equipment)
residing within the response area of the fire station; or using actual residential
calls made by a fire station over the prior 12 month period, conduct a survey of
those residences obtaining no less than 75% response rate.
• Senior Citizen Centers and Community Centers. Households /homes within
the designated service area of the proposed center. If there is only one center in
the community, the service area can be considered to be the entire community. If
there is more than one center, then the Applicant must delineate the service area
of each center. Senior Citizen Centers are presumed to benefit low and
moderate income persons.
• Demolition /Clearance /Removal of Junk and Debris and /or Abandoned
Inoperative Vehicles. Households /homes within the geographic area
designated to receive the focus of the demolition, clearance and /or removal
activities. Typically, the properties located within the geographic area designated
to receive the demolition /removal activities are considered to be beneficiaries.
• Provision of Accessibility for the Handicapped to Public Buildings.
The households /homes within the geographic area that receive services from the
assisted public building(s). Providing handicapped access to a city hall would
provide benefit to the households /homes in the entire city. Proposed
handicapped access activities in connection with limited clientele facilities are
presumed to benefit low and moderate income persons.
• Street Improvements /Sidewalk Improvements. The households /homes that
have at least one property line abutting the improvement.
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 5 of 6
4. Identification of Other Project Funding Sources (Application
Form Attachment C)
Match and leverage are not required for the grant, but should be identified if
applicable to the project.
5. Certified Engineering Reports and Professional Cost
Estimates (Application Form Attachment D)
Water and wastewater projects that require Oklahoma Department of
Environmental Quality construction permitting must have certified cost estimates
from a professional engineer licensed to work in Oklahoma. For projects not
requiring DEQ permits, professional cost estimates must be derived from
architects, engineers, vendors, construction companies, or appropriate personnel
to make such estimates, and submitted with the application.
6. Applicant Resolution (Application Form Attachment E)
Applications must include a Resolution passed by the governing body requesting
CDBG assistance from the Tulsa County Urban County program. A sample
Resolution is provided as Attachment E of the application.
Guidance
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 6 of 6
TULSA COUNTY URBAN COUNTY
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
Required Documents (Metro Cities and Competitive Category)
✓ W -9 Form
✓ Documentation of Current Registration in SAM
✓ Public Hearing Documentation: Affidavit of publication or certified posted
notice.
✓ Application Summary Page which includes
• Project Title
• Detailed Project Description
• Map with target area and Census Tract/BG clearly marked
• Number of population served
• Census Tract(s) and Block Groups(s) identified
✓ Application Cer
✓ Attachment A:
✓ Attachment B:
✓ Attachment C:
✓ Attachment D:
Report
✓ Attachment E:
tification
Line Item Budget
Income Survey Summary Form
• Completed form if Income Survey
• LM Percentage ( %) if using CT /BG data
Other Project Funding Sources
Certified Professional Cost Estimates /Engineering
Resolution
Additional Documents Required of Competitive Category Applications
✓ ORANGE Competitive Bid Envelope from Tulsa County
✓ Affidavit for Filing with Competitive Bid form
✓ Health and Safety /Impact Documentation
• Legal Enforceable order
• Demonstrated Health and Safety Benefits documentation
• Capital Improvements Plan or Long -Range Plan citation
✓ Project Timeline
Application
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 1 of 3
TULSA COUNTY URBAN COUNTY
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
1. Name of Unit of Local Government City of Owasso
Mailing Address PO Box 180
Physical Address 111 N Main
Owasso, OK Zip Code +4 74055 -0180
Phone Number 918.376.1515 Fax # 918.376.1
FEW 73- 6069613
DUNS 51HJ8
Chief Elected Official Mayor Jeri Moberly
Clerk Sherry Bishop
2. Name of Staff Contact Karl Fritschen AICP
Phone Number 918.376.1545 E -mail kfritschen@cityofowasso.com
3. Project Title, Detailed Description of Project
(Attach additional detail as needed. Provide Map)
The project for the 2016/17CDBG funding cycle is replacing failing clay pipe sanitary
sewer lines in the Hale Acres subdivision located in the NE corner of the NE corner of
Section 7, Township 21, Range 14 East in the City of Owasso, OK. Pending
engineering design will determine the extent of the project in terms of length of new pipe
to install. Engineering design and construction inspections are expected to take place
with City personnel.
4. Number of population served: 816
❑ Census Tract/Block Group #
x Household Income Survey Hale Acres
5 Project Budget Summary:
CDBG Funds $ 117,404.00
Other Sources FY2014
$ 43,876.86
Total $ 161,280.86
Application
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 2 of 3
TULSA COUNTY URBAN COUNTY
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
APPLICATION CERTIFICATION
The Applicant hereby certifies that all of the information contained in this application for
community development assistance through the Tulsa County CDBG Urban County
Program is true and accurate to the best of my knowledge and that all documentation
supporting the information in this application is on file in the official offices of this unit of
local government, available for review by Tulsa County /HUD during normal business
hours. The Applicant also affirms that none of the activities set forth in this application
have been initiated, nor shall they be initiated unless a grant has been awarded, a
contract fully executed, and notice has been issued by Tulsa County that release of
funds requirements have been met.
Jeri Moberly, Mayor 4kllJ,
(Type) Name and Title of Chief Elected Official Date
x
0"4-
�" YkA-e' .Q L& -A [S E A LI
Sign of Chief Elected Official
State of Oklahoma
County of Tulsa
Attest:
Subscribed and swop
Sher Bishop, City C
4&fore me C';1
sit
Application
Community Development Block Grant (CDBG)
2016 Tulsa County Urban County
Page 3 of 3
day of April, 2016.
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ATTACHMENT D
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
2016 TULSA COUNTY URBAN COUNTY
Attach Certified Professional Cost Estimates /Engineering Report (where
applicable)
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CITY OF OWASSO
11 I N. Main Street
P.O. BOX 180
Owasso, OK 74055
918.376.1500
OTh- OtyWit out Limits.
APPROVRD BY
APR (i 5 Zuld
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Karl A. Fritschen, MRCP, AICP, RLA
Chief Urban and Long Range Planner
SUBJECT: Community Development Block Grant (CDBG 2016 -17)
DATE: April 1, 2016
BACKGROUND:
The primary national objective of the Community Development Block Grant (CDBG) Program is the
"development of viable urban communities by providing decent housing and a suitable living
environment, particularly for persons of low and moderate incomes." All project proposals
submitted for funding through the CDBG Program must document the achievement of at least one
of the following national objectives:
➢ Provide benefit to low and moderate income persons
➢ Aid in the prevention or elimination of slums or blight
Y Meet other community development needs having particular urgency, posing a
serious or immediate threat to the health or welfare of a community
On March 3, 2016, the Indian Nation Council of Governments ( INCOG) provided staff with
information regarding the 2016 -17 CDBG application cycle. INCOG indicated they need a
completed application, which includes a public hearing, resolution and cooperation agreement
no later than April 13, 2016.
In 2014, the census tracts in Owasso and across the country were re- evaluated based on new
income limits set by the Department of Housing and Urban Development (HUD), who administers
the CDBG funding program. As a result of these changes, the City of Owasso lost a significant
amount of area that formerly qualified under the old income limits. What this meant is that the City
could only spend its CDBG allocation in these newly mapped areas unless targeted areas are
identified through individual income surveys. The revised qualifying areas in Owasso were basically
reduced to the square mile where the Baptist Retirement Village is located and a small area
around the Owasso Police gun range. Obviously, quality projects serving the target demographic
group in these locations is limited
To qualify for CDBG funding under the national objective of benefit to low and moderate income
persons, the proposed project activities must show a positive or general improvement of living
conditions in a definable geographic target area where at least 51% of the occupied households
are of low and moderate income families. Low and moderate income families have an income
equal to or less than the current Section 8 low income limits established by HUD. As mentioned,
HUD established new income limits. The new limits define a family of three having a total household
income of $44,200.00 or less or a family of four having a household income of $47,650.00.
Given the changes in the new income limits and the reduction of Owasso's qualifying area, staff felt
it was necessary to survey an area of the community that would have a chance to qualify. A door-
to -door survey was conducted in the summer of 2015 for the Hale Acres subdivision using random
numbers provided by INCOG for the selected addresses. This survey was conducted using local
neighborhood volunteers identified through the Neighborhood Coordinator. After the survey was
concluded, staff compiled the data and sent it to INCOG for review and approval. The results
revealed that 89.5% of the respondents in Hale Acres met the low to moderate income limits set by
HUD, which qualified the neighborhood for funding. According to INCOG, the survey data is good
for 5 years.
INCOG has informed staff that Owasso will receive $117,404.00 for the 2016 -17 CDBG allocation.
Additionally, the unspent amount of $43,876.86 from the 2014 -15 CDBG project, which was the
sidewalk improvement in front of the YMCA, may be carried over and applied to the 2016 -17
allocation. Considering this, a total of $161,280.86 is available for a project in the Hale Acres
neighborhood.
PAST CDBG PROJECTS:
As a member of the Tulsa Urban County CDBG program, the City of Owasso is eligible to apply for
CDBG funds for the 2016 -17 funding cycle. The application is made through INCOG, the local
agency responsible for approval of projects and distribution of funds. In the past, Owasso has
utilized CDBG monies for making sidewalk, sanitary sewer, street, and park improvements. For 2012-
13, the funds were used to repair and rehabilitate sidewalks, curbs, and gutter in the former
qualifying area. The 2013 -14 funds were used to upgrade the playground equipment at Rayola
Park. In 2014 -15, the funds were used to construct a wide sidewalk connecting Rayola Park with N
81h St along with sidewalk repairs along N Elm St. For the most recent funding cycle, which was
restricted to the smaller qualifying area, the funds were used for sidewalk improvements along N
127th E Ave in the Baptist Retirement Village area.
NEIGHBORHOOD MEETING:
On February 25, 2016, a neighborhood meeting was held for residents in the Hale Acre subdivision
to explain the CDBG process and discuss projects. Approximately 15 people were in attendance
including the Neighborhood Coordinator and Public Works Director.
RECOMMENDED PROJECT:
Now that it qualifies, staff has developed a recommended project for utilization of the 2016 -17
CDBG funds in the Hale Acres subdivision. While there are many needs in the Hale Acres
neighborhood, staff believes that the first order of priority is replacement of a large portion of the
old clay pipe sanitary sewer lines. Roger Stevens, Owasso Public Works Director was in
attendance at the February 251h neighborhood meeting and explained that it is necessary to
work from the "bottom up" with regards to the numerous infrastructure issues in the
neighborhood. For example, it would make little sense to repair storm drainage issues and
roads, only to come back later to dig everything up to replace failing sewer lines.
Considering the above information, the selected project for 2016 -17 funding cycle is for
replacement of sanitary sewer lines in the Hale Acres neighborhood, which will be designed in-
house by the Engineering Division of Public Works. Because the project is yet to be designed, it is
unknown at this time as to how many linear feet of pipe can be replaced. Mr. Stevens indicated
that he would like to begin the project in the far southwest corner of the neighborhood and
work north and east. A map has been provided with this memo indicating the general location
of the proposed improvements.
PUBLIC HEARING:
When a CDBG project is in the application phase, a public hearing is required allowing citizens to
comment concerning the recommended project or suggest another project they feel should be
considered. A public hearing is being held at the April 5, 2016 City Council Meeting in
conjunction with the project selection and execution of the CDBG application.
RECOMMENDATION:
Staff recommends approval of Resolution 2016 -04, requesting assistance from the Tulsa County
CDBG Urban County Program and approval of the application identifying the installation of new
sanitary sewer lines in the Hale Acres subdivision as the preferred project for the 2016 -17 funding
cycle and authorization for the Mayor to execute the necessary documents.
ATTACHMENTS:
CDBG Application with Resolution
Map - Hale Acres Area
Map - Map showing Proposed CDBG Project