SPECIAL
PARKS, RECREATION, AND COMMUNITY ENHANCEMENT
A Special Parks, Recreation, and Community Enhancement Committee meeting was held on March 18, 2008, at 10:00 a.m. with Chairwoman Russell presiding. Members present were Mr. McGlumphy (departed at 12:44 p.m.), Mr. Ruane (arrived at 10:41 a.m.), Mrs. Horsey, and Mr. Lewis.
AGENDA ADDITIONS/DELETIONS
Mr. McGlumphy moved for approval of the agenda, seconded by Mr. Lewis and unanimously carried.
FY08 Grant Application Presentations, Review, and Recommendations
It was noted that the committee will serve as the FY08 Grant Application Review Panel for the Community Development Block Grant Applications for Fiscal Year 2008. As such, members were provided application details, staff reports summarizing each application, scoring criteria for CDBG funding, a CDBG Review Panel Scoring Sheet, and a worksheet for summarizing individual evaluations of each application. Mrs. Harvey, Community Development Coordinator, requested that each member summarize their evaluation of each application on the CDBG 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 $257,336 and explained the allocation requirements of the grant, as follows:
CDBG Funds Allocation $269,266
Anticipated Program Income 52,404
$321,670
20% of the grant must be allocated for $321,670
Program Administration x .20
$ 64,334
Public Service activities cannot exceed 15% $321,670
of the grant x .15
$ 48,250
Total Grant Available for Activities $257,336
ORAL PRESENTATIONS
Each applicant was provided an opportunity to make oral presentations before the committee, as follows:
First State; Resource Conservation and Development Council (RC&D) - $25,000
Ms. Christine L. Stillson, Director of Emergency Home Repair Project, and Ms. Kelley Steed, Field Coordinator, for the First State Resource Conservation and Development Council (RC&D), explained that the grant application, in the amount of $25,000, is to support the activities of the Emergency Home Repair Project for repairing an estimated eight (8) to ten (10) homes in the City of Dover during the 2008/2009 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 wheel chair ramps.
Having received CDBG Grant money in previous years, Ms. Stillson stated that the grants have provided qualifying home repairs to 23 (24 by end of current fiscal year) homeowners within the City limits. Members were provided details regarding the site locations and the repairs that have been accomplished from July 2005 to date.
Connections Community Support Programs, Inc. - $25,000
Representatives of Connections Community Supports Programs, Inc., Mr. Chris Devaney, Vice President of Program Operations, and Mr. Russell Buskirk, Director of Substance Abuse Services, advised members that the organization serves individuals that have been chronically homeless for one (1) year or more and have extremely low income. The grant application, in the amount of $25,000, will increase their capacity to provide access to entitlements and housing for chronically homeless adults in the City of Dover, Connection to Housing and Entitlements for Homeless Persons in Dover Program.
Mr. Devaney explained that Connections Community Support Programs, Inc. provides a comprehensive array of community-based treatment, support, housing, and rehabilitation services for people recovering from and living with mental health and substance use conditions, homelessness, and HIV/AIDS.
City of Dover Police Department - $25,000
Lt. Paul Bernat, Patrol Unit Commander for the City of Dover Police Department, explained that the grant application, in the amount of $25,000, would allow for the Police Department to re-start the Operations Downtown Program in the Target Area. He advised members that this program enhances the quality of life in low and moderate income areas by preventing crime through increased drug enforcement and community policing, especially in the target block and other problem areas. Lt. Bernat indicated that this program allows for additional foot patrols and police involvement in the downtown areas.
Dover Interfaith Ministry to the Homeless - $60,000
Ms. Jeanine Kleimo, Representative of Dover Interfaith Ministry, addressed members regarding the Dover Interfaith Ministry CDBG application in the amount of $60,000 for the development of a shelter for the homeless and to provide services to the homeless to assist in obtaining permanent housing. She advised members of the critical and ongoing need for shelter for men, explaining that other organizations such as Whatcoat and Shepard’s Place give women and children priority.
House of Pride - $15,000
On behalf of Ms. Marian Harris, Mr. Tim McGee, Case Manager, and Mr. Randall Revay, client, represented the House of Pride. Mr. McGee addressed members regarding the House of Pride CDBG application in the amount of $15,000 for operating costs. He stated 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.
Staff advised members that the House of Pride received a CDBG grant in 2003 for $25,000, which was returned to the City for failure to comply with program guidelines and to expend the funds in a 24 month period. In addition, the House of Pride received a CDBG grant in 2007 for operating costs which the payments were delayed due to code compliance, life safety code, and zoning compliance issues.
Responding to Mrs. Russell, Mrs. Townshend advised members that a recent inspection of all the properties owned by the House of Pride indicated that there were several code violations. A detailed report was provided to the House of Pride which indicated that they would be provided 30 days to bring the violations into compliance. Although some of the corrections were made, Mrs. Townshend indicated that there are numerous deficiencies. In addition, she advised members that the inspectors had significant concerns regarding the structural stability of two (2) of the properties. The House of Pride was provided 30 days to obtain a structural engineer to conduct an inspection, which has not been accomplished. Mrs. Townshend advised members that there are two (2) additional buildings that are on the City’s Dangerous Building list and are scheduled to be submitted to Council for demolition.
As a client, Mr. Randall Revay advised members that prior to becoming homeless, he had many of the amenities of most Americans, big house, cars, and other luxuries. When his wife became ill, he stated he had trouble dealing with the situation and turned to drugs. In seeking help for himself, he explained the many benefits that the House of Pride has provided to him in his desire to once again be self-sufficient and gain his independence back.
City of Dover Community Development Project: Homeowner Rehabilitation Assistance Program - $91,000
Mrs. Tracy Harvey, Community Development Director, stated that the Homeowner Rehabilitation Assistance Program funds, in the amount of $91,000, will be used to rehabilitate six (6) owner occupied homes and bring them up to housing code for low to moderate income homeowners.
Responding to Mr. Ruane, Mrs. Harvey advised members that each homeowner is allowed $15,000; however, the average amount used by each homeowner in the past has been $8,000 to $12,000. In response to concerns of Mr. Ruane regarding the unencumbered balances for this program, Mrs. Townshend explained that staff cannot assume that the bids will be less than the $15,000 allowed for each homeowner.
City of Dover Community Development Project: Homeownership Assistance Program - $50,260
Mrs. Tracy Harvey, Community Development Director, indicated that the Homeownership Assistance Program funds, in the amount of $50,260, will be used to provide five (5) first time home buyers down-payment or settlement assistance who purchase property in the City of Dover.
At the request of Mr. Ruane, Mrs. Harvey provided members with a Status Report of the FY07 CDBG Program Expenditures (Attachment #1) and a Status Report of the FY06 CDBG Program Expenditures (Attachment #2).
REVIEW/SCORING OF CDBG GRANT APPLICATIONS
Members reviewed and discussed the various CDBG grant applications to develop a score for each applicant. In accordance with the HUD regulations, Mrs. Townshend reminded members that public services activities cannot exceed 15% of the total grant, which amount to $48,250. She noted that since the total request for public service activities total $65,000, it will be necessary to make reductions that total a minimum of $16,750. If members decide to fully fund the $48,250 for public services activities, Mrs. Townshend stated that it will be necessary to take $33,924 from the remainder of the requests. She explained that if members wish to fully fund the public services activities, the non public services activities would be reduced by $33,924.
Responding to Mr. Ruane, Mrs. Townshend indicated that the House of Pride is the only applicant that is not compliant with the City Codes and noted that compliance is mandated in accordance with the City’s policy that was recently approved. She explained that staff was required to prepare the CDBG Grant Applications in time for the committee’s review, which was prior to the extension deadline provided to the House of Pride for addressing the non-compliance issues. Since the preparation of the packet material, the House of Pride still has not taken any action to address these issues. Mrs. Townshend stated that if this information would have been known, staff would have excluded them from the submitted applications to be considered by members since they would not have met the criteria in accordance with the City’s policy that was recently approved.
Mr. McGlumphy moved to recommend that the House of Pride CDBG application for FY09 be removed based on extensions that have been granted to fulfill their requirements for the FY07 CDBG grant awarded; no such monies shall be awarded until all code violations have been met and the House of Pride is in compliance with all the City’s rules and regulations; it was noted that the members believe in their mission. The motion was seconded by Mr. Lewis and unanimously carried.
Mr. Ruane noted that the City has approved two (2) additional police officers dedicated to the work required involving Sex Offenders. He stated that the Police Department had indicated that prior to these additional officers, other police officers shared in this responsibility. It was his feeling that since the additional police officers will relieve the other officers from this responsibility, they would be available for the Operations Downtown Program. If this is not the case and additional officers are necessary to carry out this program, he suggested that the Police Department submit this as a request in their budget.
Mrs. Russell advised members of the positive impact that there is in the target area with the presence of the additional police officers.
With regards to the scoring system, Mr. Ruane felt that there should be a requirement to indicate if there are other funding resources, noting that this is the case for some of the applicants. He also questioned the need for members to use the scoring system in instances when all applicants will be provided grant monies.
After much discussion, it was the consensus of members that the CDBG grant monies be distributed as follows:
Amount Amount
Applicant Requested Recommended
First State; Resource Conservation and
Development Council (RC&D) $25,000 $25,000
Connections Community Support Programs, Inc. $25,000 $15,000
City of Dover Police Department $25,000 $21,000
Dover Interfaith Ministry to the Homeless $60,000 $60,000
City of Dover Community Development Project:
Homeowner Rehabilitation Assistance Program $91,000 $91,000
City of Dover Community Development Project:
Homeownership Assistance Program $50,260 $45,000
Mr. Ruane moved to recommend that all eligible applicants receive 100 points on their scoring, noting that the House of Pride was eliminated from consideration since it was determined that they were ineligible. The motion was seconded by Mrs. Horsey and unanimously carried.
Mrs. Horsey moved for adjournment, seconded by Mr. Lewis and unanimously carried.
Meeting Adjourned at 1:07 P.M.
Respectfully submitted,
Sophia R. Russell
Chairman
SRR/ac/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20083-18-2008 SPECIAL PR&CE.wpd
Attachments
Attachment #1 - Status Report - FY07 CDBG Program Expenditures
Attachment #2 - Status Report - FY06 CDBG Program Expenditures