SPECIAL PARKS, RECREATION, AND COMMUNITY
ENHANCEMENT COMMITTEE
A Special Parks, Recreation, and Community Enhancement Committee meeting was held on March 23, 2009, at 10:13 a.m. with Chairwoman Russell presiding. Members present were Mr. Ruane (arrived at 10:23 a.m.), Mrs. Horsey, and Mr. Lewis. Mr. McGlumphy was absent.
AGENDA ADDITIONS/DELETIONS
Mrs. Horsey moved for approval of the agenda, seconded by Mr. Lewis and unanimously carried.
Community Development Block Grant (CDBG) Application Review
Mrs. Harvey, Community Development Manager, noted that members will be serving as the CDBG Review Panel for the Community Development Block Grant Applications for Fiscal Year 2009. As such, members were provided a list of applicants and staff report summarizing each application, CDBG interview schedule, federal resources available for use, total grant requests, scoring criteria for CDBG funding, and a CDBG Review Panel Scoring Sheet for each applicant. She requested each member, at the end of the review period, summarize their evaluation of each application on the Review Panel Worksheet based on needs determined from the oral presentations from each applicant and individual scoring of each applicant. She explained that the number in the parenthesis for each measure to be scored is the maximum score for a given category. The maximum total points is 100.
Mrs. Harvey advised members that the total grant available for activities is $224,439 and explained the allocation requirements of the grant, as follows:
CDBG Funds Allocation $269,266
Anticipated Program Income 11,282
$280,548
20% of the grant must be allocated for $280,548
Program Administration x .20
$ 56,109
Public Service activities cannot exceed 15% $280,548
of the grant x .15
$ 42,082
Total Grant Available for Activities $224,439
ORAL PRESENTATIONS
Each applicant was provided an opportunity to make oral presentations before the committee, as follows:
GEM Properties - 217-219 West Reed Street - $8,650
Mr. David Pierson, Principal for GEM Properties, reviewed the grant application, in the amount of $8,650, and explained that the request is to replace the roof at 217-219 West Reed Street, which serves as a multi-family dwelling unit. It was his feeling that not only would this make an improvement to the property but also to the neighborhood. He noted that the property serves all low income residents.
Mrs. Horsey indicated her familiarity with the neighborhood and urged the applicants to use the gray colored metal roofing material to provide for its original colors and material.
Elizabeth W. Murphey School - $50,483
Mr. Michael Kopp, Executive Director of Elizabeth W. Murphey School, reviewed the grant application, in the amount of $50,483, and advised members that the request is for the replacement of 77 windows at the children’s cottages at Murphey School. He stated that the current windows are the original, single pane glass, since its construction in the 1920’s. Mr. Kopp indicated that the school recently upgraded their heating system and at that time was advised that a substantial amount of heat is lost through the windows. He advised members that each year, it costs the school an average of $55,000 to $60,000 for fuel for heating and explained that the window replacement project is significant for the school.
Members were reminded that the Murphey School is a non-profit group home that provides services to neglected and abused children as well as safe and affordable housing for hundreds of economically depressed children.
Whatcoat Social Service Agency - $15,000
Ms. Ruth Pugh, Executive Director of Whatcoat Social Service Agency, reviewed the grant application, in the amount of $15,000, and explained that the request is for the replacement of windows and doors on the Ruth N. Dorsey Shelter and siding for the educational building. She reminded members that Whatcoat Social Service Agency provides emergency assistance for the homeless in the form of a shelter, transitional housing, and crisis intervention.
Ms. Pugh advised members that the City of Dover Inspections Department has cited the agency for violations and is requiring the improvements. The City has been given additional time to complete the requirements in order to go through the CDBG grant process. She advised members that as of today, only an informal cost estimate has been obtained.
First State Resource Conservation & Development Council (RC&D) - $35,000
Ms. Christine L. Stillson, Housing Programs Director for the RC&D Emergency Home Repair Project, reviewed the grant application, in the amount of $35,000, and indicated that the request is to support the activities of the Emergency Home Repair Project for repairing an estimated six (6) to ten (10) homes in the City of Dover during the 2009/2010 fiscal year. She advised members that these funds will assist very low income homeowners in the elimination of severe housing conditions that constitute immediate health or safety hazards to the residents of the home, such as heating systems, roof replacements, hazardous electrical systems, and wheelchair ramps.
Having received CDBG Grant money in previous years, Ms. Stillson stated that the grants have provided qualifying home repairs to 29 homeowners within the City limits.
Tolano and Cathy Anderson, 301-305 W. Loockerman Street - $75,000
Mr. Tolano Anderson, Owner/Manager of 301 W. Loockerman Street, reviewed the grant application, in the amount of $75,000, and advised members that the request would allow for the continuation of the rehabilitation of residential housing at 301-305 W. Loockerman Street, consisting of three (3) units to be made available exclusively for low to moderate income population. He noted that the properties are located within the heart of the target area where the need for such rehabilitation activity is greatest and would have the most significant impact. Mr. Anderson stated that although last year much of the work was completed, there were additional requirements requested by the Fire Marshal and City Building Inspector.
Responding to Mrs. Russell, Mr. Anderson felt that a fence gate could be installed to provide a safer location for children to play outdoors.
Dover Housing Authority: Dover Community Partnership - $60,000
Ms. Ami Sebastian-Hauer, Executive Director of the Dover Housing Authority/Dover Community Partnership (DCP), reviewed the grant application, in the amount of $60,000, and explained that the request is to be utilized in conjunction with its homeownership program, the Carper/City of Dover Homeownership Initiative, which has been in existence for approximately five (5) years. More specifically, she advised members that the grant money requested would be utilized for building 1-2 houses on two (2) vacant lots that have been purchased on the corner of Mary and West Streets. Ms. Sebastian-Hauer reminded members that the DCP, an entity created and managed by the Dover Housing Authority was established in collaboration with several housing and finance agencies, community organizations, and government entities for the purpose of promoting homeownership in the City of Dover, beginning with the downtown area.
In response to Mr. Ruane regarding staff’s concerns, Ms. Sebastian-Hauer explained that previous CDBG requests involved rehabilitation of homes and that this year’s request involves the building of new homes; therefore, she felt confident that any funds received will be spent within the one year timeframe. She also advised members that a lot of the preparation work has already been accomplished and that the contractor has indicated a 90-120 day projection for construction of the homes. She anticipates that construction would begin in the fall of 2009 and that settlement for the purchase of the property would occur approximately 120 days thereafter, between February and April 2010.
Dover Police Department - $25,000
Ms. Robin Adkins, Resources Manager, and Sgt. Al Rachko, Supervisor for the Special Enforcement Unit (Quality of Life, Community Policing, and Sex Offender Enforcement Unit), representing the Dover Police Department, reviewed the grant application, in the amount of $25,000. Ms. Adkins stated that the request would allow for the continuation of the Operation Downtown Program in the target area. She explained that since its inception in 1995, this program has had a significant impact on crime rates in the target area. Members were also advised that this program helps the department to provide better service to the residents of the area and foster more positive interaction between police officers and the local community.
Downtown Dover Partnership, Inc. - $42,000
Mr. Ed Perez, Coordinator of the Downtown Dover Partnership, Inc., (DDP), reviewed the grant application, in the amount of $42,000, and reminded members that the DDP is a department that was recently created within the City of Dover to serve the economic development needs of the City. He stated that the request would allow the DDP to administer an employment and education program for high school youths between the ages of 14-18 from low to moderate income families. The goal of the Program is to foster relationships between youth and the business community in the City while providing the youth the opportunity to gain job and personal development skills that will benefit them in the future. Mr. Perez advised members that the Program would support the DDP’s economic revitalization activities. The grant monies received would pay the youth (approximately 20) at minimum wage.
House of Pride - $43,000
Ms. Marian Harris, Executive Director/Founder of the House of Pride, and Mr. Randall Revay, were present to review the grant application, in the amount of $43,000, for the House of Pride. Mr. Revay explained that the request is for rehabilitation costs associated with 110 S. New Street, to consist of the installation of vinyl siding and structural repairs ($35,000) and a fire escape ($8,000). Members were reminded that the organization provides transitional housing for substance abuse and drug addicted individuals, community outreach, short-term and long-term emergency and transitional housing, and community beautification projects.
Homeownership Assistance Program (City of Dover Community Development Project) - $30,000
Mrs. Tracy Harvey, Community Development Director, reviewed the grant application, in the amount of $30,000, and indicated that the Homeownership Assistance Program funds would be used to provide three (3) first time home buyers down-payment or settlement assistance who purchase property in the City of Dover.
Mr. Ruane moved to recess until March 24, 2009 at 11:00 a.m., seconded by Mrs. Horsey and unanimously carried.
Meeting Recessed at 1:05 P.M.
There being no objections, Mrs. Russell reconvened the meeting at March 24, 2009.
The Special Parks, Recreation, and Community Enhancement Committee Meeting of March 23, 2009, was reconvened on March 24, 2009 at 11:04 a.m. with Chairwoman Russell presiding. Members present were Mr. Ruane, Mrs. Horsey, and Mr. Lewis. Mr. McGlumphy was absent.
To avoid a possible conflict of interest (due to her affiliation with one of the grant applicants), Mrs. Russell relinquished the chair to Mr. Ruane and noted that she would not be a participant in the deliberations of the review and scoring of the grant applications.
Staff Clarification of Downtown Dover Partnership, Inc. Grant Application
Mr. DePrima explained that the grant application for the Downtown Dover Partnership for youth employment included jobs throughout the City and not just downtown. He stated that, after surveying City departments, there has been a great deal of interest in employing the youths in positions ranging from office work to field work and that these responses exceed the 20 positions included in the grant application. Mr. DePrima apologized for any confusion regarding the grant application.
REVIEW/SCORING OF CDBG GRANT APPLICATIONS
Members reviewed and discussed the various CDBG grant applications to develop a score for each applicant. Members were reminded that in accordance with the HUD regulations, public services activities cannot exceed 15% of the total grant, which amount to $42,082. It was noted that since the total request for public service activities totals $67,000 (Downtown Dover Partnership, Inc. - $42,000 and Dover Police Department - $25,000), it will be necessary to make reductions that total a minimum of $24,918.
Responding to Mr. Ruane, Mrs. Harvey indicated her concerns regarding the Dover Housing Authority’s ability to meet the required timeline due to State Historic Preservation Office (SHPO) review requirements, which could delay the process by an additional 60 to 90 days.
With regards to the Dover Police Department’s application, Mrs. Horsey suggested that funds may be available through the stimulus funding being provided to the Police Department. She felt that members of Council could stipulate that the hiring of an additional police officer be designated for the downtown area.
Concurring, Mr. Ruane stated that there may be other grant applicants that may qualify for stimulus funding being distributed by the federal government.
In reviewing the various applications, Mr. Ruane suggested that there be a caveat to the award of the grant, explaining that if it is determined that a program qualifies and receives funds from other sources (stimulus funding), then their grant will be reviewed for consideration of distribution to other CDBG grant applicants.
Each member conducted a review of each grant application and provided individual scores on the Review Panel Scoring Sheet for each applicant (as on file in the Office of the City Clerk).
After much discussion regarding the Public Service Grant Requests, members relayed support for both the Downtown Dover Partnership and Dover Police Department grant request. Mrs. Townshend reminded members that the Public Service cap cannot exceed $42,082. She advised members that the City would be receiving additional funds this year for this program and that an amended action plan could be submitted to designate a portion of the funds to the Police Department.
Upon completion of each member’s review of the grant applications, staff tallied the scoring sheets. Mr. Ruane noted that the grant applications involving rehabilitative activity were grouped separately for scoring purposes.
After much discussion, based on the scoring of the grant applications, it was noted that the committee supports the distribution of the CDBG grant monies, as follows:
Amount Amount
Applicant Requested Recommended
GEMS Properties 217-219 West Reed Street $ 8,650 $ 6,956
Murphy School $50,483 $50,483
First State; Resource Conservation and
Development Council (RC&D) $35,000 $35,000
Dover Housing Authority $60,000 $60,000
Downtown Dover Partnership, Inc. $42,000 $42,000
City of Dover Community Development Project:
Homeownership Assistance Program $30,000 $30,000
Mrs. Horsey moved to recommend approval of the distribution of the CDBG grant monies based on the scoring of the grant applications conducted by the committee. The motion was seconded by Mr. Lewis and unanimously carried (Mrs. Russell abstained).
Mr. Lewis moved for adjournment, seconded by Mrs. Horsey and unanimously carried.
Meeting Adjourned at 12:25 P.M.
Respectfully submitted,
Eugene B. Ruane
Acting Chairman
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