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Minutes 06-29-21 Minutes of the Community Development Block Grant Public Participation Meeting Held on June 29, 2021, at 5:30 p.m. In Commission Chambers, City Hall 100 E. Ocean Avenue, Boynton Beach,. Florida Present: RJ Ramirez, Community Improvement Program Manager Chris Mitchell, Construction Coordinator, Community Improvement John Durgan, Economic Development Manager Chris Plummer, CDBG Consultant with Ask Development Solutions. Also Present: Wesley Alexandre, City of Boynton Beach Keturah Joseph, Boynton Beach Faith Based CDC Amalie Ash, 1 st Presbyterian Church Sandra Watson Nataly Diaz I. Opening and Introductions A. RJ Ramirez, Community Improvement Program Manager. At 5:30 p.m., RJ Ramirez, Community Improvement Program Manager, welcomed all to the meeting. Since the meeting was also online via GoToWebinar, he explained how the online public could participate. He introduced himself and provided the history of the Community Development Block Grant (CDBG) program and the application process. Mr. Ramirez had PowerPoint presentations and explained this meeting is the Community Development Block Grant (CDBG) Public Participation Meeting. He explained the different categories as contained in the presentation, such as economic development projects, public facilities and improvements, housing and public services. He advised public services is a gray area, and the program is made available from the federal Housing and Urban Development (HUD) Department. He detailed what an entitlement City is and that the City meets the population threshold to receive formula grants upon application every year. He reviewed the City will work on the Five-Year Consolidated Plan which commenced in 2017 and concludes in 2021. The City has reached out to the non-profits and the community through surveys and the various media to collect data and information regarding what the community needs and put the plan in place. The City will continue to address the Annual Action Plan that will start October 1, 2021 and end September 30, 2022. He noted HUD has guidelines for the program and the City has received CDBG funding for the last 47 years. Meeting Minutes CDBG Public Participation Meeting Boynton Beach, Florida June 29, 2021 Mr. Ramirez advised CDBG funds must be used to meet one of three national objectives. One objective is 70% of the funds must serve low to moderate income individuals whose incomes do not exceed 80% of the area median income, which for this area is about $80K. He reviewed the family median income by family size as contained in the meeting materials and noted the factors in determining CDBG uses. Determining the uses of CDBG criteria was reviewed as contained in the presentation and Mr. Ramirez emphasized how important record keeping was in order not to violate the Maintenance of Effort Rule. The activities must help meet the primary objective test and all other federal requirements. He reviewed the National Objectives to benefit LMI Individually or area wide, aid in the prevention or elimination of slum and blight and meet an urgent need. Surveys and outreach were issued to collect data about what the community needs. Consolidated Plan priorities identified were the rehabilitation of existing housing, production of new housing units, general public services, job creation or business assistance and neighborhood revitalization Some public service eligible activities were youth services such as mentoring, after school programs, services for senior citizens such as Meals on Wheels, employment services and job recruitment. Crime prevention training, substance abuse services or treatment, services for the homeless and First Time Homebuyer Education and counselling were also highlighted. The City anticipates receiving $582,437 in Fiscal Year(FY)2021, and up to 15%for public services, 20% for planning and administration and the rest for other eligible activities, infrastructure, housing rehabilitation and economic development. Keturah Joseph, Boynton Beach Faith-Based Community Development Corporation, inquired about infrastructure. Chris Plummer, Ask Development Solutions, defined infrastructure and explained that CDBG funds included monies for public works types of projects, such as streets, sewers, and sidewalks projects to improve a neighborhood. Any of those activities using CDBG funds has to be where at least 51% of the people in the area earn 80% or less of the area median income. Mr. Ramirez explained they were going into the 2021/2022 fiscal year and they were going to combine funds because the federal fiscal year starts in October. B. Housekeeping II. Overview of CDBG Program A. Power Point Presentation Mr. Ramirez reviewed the FY 21/22 Annual Action Plan Notice of Funding Availability and application. 2 Meeting Minutes CDBG Public Participation Meeting Boynton Beach, Florida June 29, 2021 Activities to be funded included monies for proposed planning and administration, public services, owner-occupied single-family rehabilitation, special activity by a community- based development organization — neighborhood revitalization. The funds for the programs are distributed on a reimbursement basis only. The City cannot and will not reimburse any expenses incurred until the scope of work has been approved and the contract was signed. To comply with federal regulations, the reimbursements and reports are due quarterly. The first report for FY 2021/2022 is due December, then March 30th, then the end of June and then September 30, 2022. Funds are to be expended within the 12-month contract period. All funded non-profits must submit a year-end progress report, which in turn, is submitted to HUD so they will know how the City accomplished its goals. When the City puts together the Five-Year Consolidated Plan, they will identify the activities the community indicated was needed. The City will create a plan and fund the activities. The City ties its Annual Action Plan to the Five-Year Consolidated Plan and indicates what was accomplished and then submits the information. III. Using Sub-recipients A. Power Point Presentation Mr. Ramirez reviewed responsibilities of a subrecipient as contained in the meeting materials. The subrecipient must meet the City's selection criteria and comply with all requirements, regulations, program requirements, terms and conditions of the sub- recipient agreement and others. Mr. Ramirez will monitor the project, files and will conduct site visits to review for compliance. Mr. Ramirez reviewed the application threshold criteria. The organization has to be a legal entity in the State of Florida, a non-profit, be in operation for three years and operate the activity for at least two years. Non-profits have to have a Board of Directors to carry out the program effectively and have a contact person. Program information should have measurable outcomes. Mr. Ramirez explained CDBG is particular with what they are paying for and the results. He reviewed the required documentation as contained in the meeting materials. He gave several examples of what he would be looking for and advised comingling of funds can cause issues as Mr. Ramirez needs to see how the CDBG monies are used. He reviewed the current audit documentation needed were from the most two recent calendar years. The audits must be clean, free of findings and conducted by a certified public accountant. A committee will review and rank the applications, make a recommendation to the Mayor and Commission, who will then make the final decisions regarding who will receive funding. Mr. Ramirez reviewed application "Do's and Don't's," commenting applicants should be innovative as they are looking for new products and services for the community for the low to moderate incomed individuals. If previously funded, the applicant should or indicate how the level of service can be improved. Mr. Ramirez suggested applicants be 3 Meeting Minutes CDBG Public Participation Meeting Boynton Beach, Florida June 29, 2021 realistic in their requests and not forget the basics. The City wants to ensure sub- recipients can start and finish the program with the money they receive. The application is due July 2nd by 4:30 p.m. and he offered his assistance to anyone needing help completing the applications. Applications received after the deadline will not be accepted. Organizations that have provided the service for the last two years, already have the framework in place and should be able to meet the deadline. Applicants must provide one (1) signed original and one (1) digital copy with the application and all the attachments. Discussion followed that new non-profits, without a track record cannot apply. Mr. Ramirez explained track records are important because he has to prove to HUD the organizations are serving only low to moderate income individuals. If the organization has been running for at least three years, and has participated in CDBG for at least two years, the information is in place. He noted the City ran short on time this year because of COVID. Usually the process starts in March and applications are due in July, with the action plan submitted to the City Commission in July and submitted to HUD in August. There was a brief discussion by Sandra Watson about brand new non-profits precluded from applying. Mr. Ramirez explained, unfortunately, non-profits have to be in place at least three years and have operated the activity for two years. Proven experience is needed. Amalie Ash, First Presbyterian Church, explained they want to develop a new program. They have history with programs but not in this area. She asked if this was something that would be considered. Mr. Ramirez responded it would not. This new endeavor is a brand-new activity not running for two years, so it would not be eligible. Ms. Joseph asked about the five-year updated plan. Mr. Ramirez explained he will begin work on it as soon as possible. They had surveys and had a process that took a year. They will reach out to the community and non-profits to collect the data he needs. A question was posed online from Golene Gordon if someone sent an incomplete application, if it would be processed after the deadline once all the documents are received. Mr. Ramirez advised it would not. He noted there is always next year and he will help them prepare for an application the next year. A question was asked if an agency can receive funding for more than one program. Mr. Ramirez explained if it meets the requirements and criteria they are seeking, they should be able to be recommended for funding. Ms. Joseph noted in the past, if providing two services, they had to submit two applications. Mr. Ramirez confirmed two applications were needed. Ms. Ash inquired where to obtain an application and learned the applications are online, are about 12 pages, with very easy questions, and there is a link on the announcement. 4 Meeting Minutes CDBG Public Participation Meeting Boynton Beach, Florida June 29, 2021 For someone used to writing grants, the application can be completed in about four hours. Sometimes there is an application supplement to help with the application and Mr. Ramirez can also speak with the applicant to assist them. IV. Adjournment Mr. Ramirez thanked all for coming and answered some informal questions about the format of the application submissions. Ms. Watson inquired about the Youth Violence Prevention Project, Youth Empowerment Centers, run through the City. She was one of the contractors that worked under the program, but the program was not continued. Ms. Joseph explained the program was not funded through CDBG funds. Ms. Watson announced the community wanted the program reinstated. She queried if they have proof it was a success, if they could apply and restart it. Mr. Ramirez explained if it was an identified need and it was running for the last two years, they could apply for funding and they would add it to the Five-Year Consolidated plan. There were no further questions. Mr. Ramirez closed the meeting at 6:19 p.m. f Catherine Cherry Minutes Specialist 5