HomeMy WebLinkAbout105-3-2-11 Staff Report.pdf
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: Cynthia McCormick, AICP DIRECTOR: Chris Riordan,
AICP SUBJECT: FY 2011/12 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY GRANT FUNDING APPLICATIONS RECOMMENDED ACTION: 1. Conduct the Public Hearing and accept public testimony
presentations from applicants. 2. Make a decision regarding CDBG recommendations and Community Grant allocations. 3. Approve a transfer of $118,172.77 in unused SHARP funds and $26,000
in unused SHARP administration funds to the Unincorporated Housing Rehabilitation Program. REPORT SUMMARY: Each year the City allocates Community Development Block Grant (CDBG) and Community
Grant funding to community services and programs. CDBG proposals must comply with federal and county requirements with priority given to projects that provide affordable housing, rehabilitation
of affordable housing, and public services which primarily serve lower income clients. CDBG funding has also been available for public improvements to ensure compliance with the Americans
with Disabilities Act (ADA). The availability of 2011-2012 fiscal year CDBG funds was publicized on the City Website and in the Saratoga News. As in past years, CDBG funding is subject
to change and the final amount is expected to be announced prior to the beginning of FY 11/12 (July 1, 2011). The Council should recommend a contingency plan if the funding levels change,
as expected. Last year, the funds increased. At that time, the Council decided to give the additional public service funds to Saratoga Area Senior Coordinating Council (SASCC) and allocate
the additional capital improvements funds to the ADA Accessible Signals program. DISCUSSION: CDBG ADA Public Improvement Funding The total amount available for affordable housing and/or
ADA projects is expected to be $85,697. Staff received an application from the Saratoga Historical Foundation for $6,200 to design and install an ADA compliant ramp for the Saratoga
Museum Storage Building. The City of Saratoga Facilities Department is requesting $79,497 for ADA Compliance Program. The first phase of the project covers the cost of designing, creating,
and installing ADA compliant signs in City of Saratoga buildings and facilities. The second phase covers the cost of design, construction, and installation of ADA compliant public service
counters signs in City of Saratoga buildings and facilities.
Community Service Programs Overview Prior to the writing of this staff report, staff received seven (7) applications for community service programs, for a total request of $73,677.85.
The City expects to receive approximately $31,900 for CDBG public service projects. Council policy for Community Grant funding is to match CDBG Public Service funding. Thus, the total
amount available for community service programs would be approximately $63,800.00 and the total funding shortfall would be $9,877.85. CDBG Public Service Funding Three applications,
totaling $54,164, are eligible for CDBG Public Service funding. The Saratoga Area Senior Coordinating Council requested $34,000; West Valley Community Services (WVCS) requested $15,164;
and Catholic Charities requested $5,000. The total amount estimated to be available for CDBG public service projects is $31,900. In past years, the Council has distributed the entire
amount to one program while funding the other public service applicants with Community Grant funds. This approach eliminates the cumbersome CDBG reporting requirements for the other
applicants and decreases the amount of administration required by City staff to distribute CDBG funds. The requested amount remaining to be carried over to the Community Grant funding
program would be $22,264. Saratoga Community Grant Funding Saratoga’s Community Grant funding helps programs that benefit Saratoga residents whether or not they meet CDBG income requirements.
The four applications that are not CDBG eligible include requests for $9,288 from the Santa Clara Family Health Foundation; $3,100 from KSAR; $2,125.85 from the Wildlife Center of Silicon
Valley; and $5,000 from the Shady Shakespeare Theater Company. The total amount requested from these four applications is $19,513.85. The total amount requested, including the $22,264
carried over from CDBG public services project, is $41,777.85. The total amount available for community grants would be $31,900.00 and the total shortfall would be $9,877.85. SUMMARY
OF APPLICATIONS Summaries of each application are listed below. Applications are provided in Attachment 3. Additional information (e.g., audit, financial statements) is available upon
request. Catholic Charities – Long Term Ombudsman Program Catholic Charities submitted a proposal for continued support of the Long Term Ombudsman Program which provides advocacy for
the rights of residents in long term care. The program serves 11,000 clients annually including a minimum of 288 Saratoga residents which represent 2.6% of the total clients served.
The total cost of the program is $342,614. The requested funding is $5,000 which is 1.5% of the total budget to operate the program. Catholic Charities has successfully leveraged funding
through donations and funding at the federal and local level. Catholic Charities continues to apply for CDBG funding from the several other cities it serves. This program received grant
funding from Saratoga for the last 3 years. This program is eligible for both Community Grant and CDBG Public Service funding.
SASCC -Adult Day Care Program Saratoga Area Senior Coordinating Council (SASCC) submitted its annual proposal for continued support of the SASCC Adult Day Care Center Program which provides
respite care and social activities for frail elders and their caregivers. The program serves 50 unduplicated clients annually including 25 Saratoga residents which represent 50% of the
total clients served. The total cost of the program is $256,000. The requested funding is $34,000 which is 13.3% of the total budget to operate the Adult Care Center. SASCC has successfully
leveraged funding through donations and annual fundraising efforts in addition to sliding-scale fees. Last year, SASCC also received CDBG funding from the City of Campbell. This program
has received CDBG funding from Saratoga for the past 10 years. This program is eligible for both Community Grant and CDBG Public Service funding. West Valley Community Services – Comprehensive
Emergency Assistance Program West Valley Community Services (WVCS) submitted a a proposal for support of its Comprehensive Emergency Assistance Program which helps clients manage a financial
crisis, maintain self-sufficiency, and find suitable housing and/or employment, among other services. The program serves 611 clients annually including approximately 67 Saratoga residents
which represent 11% of the total clients served. The total cost of the program is $214,349. The requested funding is $15,164 which is 7.1% of the total budget to operate the program.
WVCS has successfully leveraged funding through donations and funding at the federal, county and local level. WVCS continues to apply for CDBG funding from the several other cities it
serves. This program has received grant funding from Saratoga for the past 3 years. KSAR – Saratoga High School Media Arts Mentoring Program This program is eligible for both Community
Grant and CDBG Public Service funding. KSAR15, Saratoga Community Access Cable TV Foundation submitted a proposal for continued support of the Saratoga High School Media Arts Mentoring
Program. The program helps students start a TV broadcasting career through classes in TV production skills, internship opportunities, and resume and interview techniques. The program
will support 22 Saratoga students which is equal to 100% of the students in the program. The estimated cost for teacher salaries is $5,600. The requested funding is $3,100 which is approximately
55% of the cost to fund teacher salaries. In-kind donations include volunteer participation by KSAR board members and the time and costs associated with planning, review and coordination
by Saratoga High School teachers. The program has also received a grant from West Valley Solid Waste. This project is being considered under the Community Grant program. It is not eligible
for CDBG funding since it does not primarily serve low-income participants. Santa Clara Family Health Foundation Healthy Kids Program The Healthy Kids Program provides comprehensive
health coverage (medical, dental, vision, and mental health) for children with immigration issues or those who are not eligible for Medi-Cal or Healthy Families because their family
income is too high to qualify, yet too low to pay for health care or insurance. The program serves 6,155 clients annually including approximately 10 Saratoga residents which represent
0.16% of the total clients served. The total cost of the program is $7,326,014. The requested funding is $9,288 which is 0.13% of the total budget to operate the program. The Healthy
Kids Program has applied for funding from various sources including foundations and governmental agencies/programs. The program has also applied for funding from the several other cities
it serves. This project is being considered under the Community Grant program. It is not eligible for CDBG funding because health care premiums are not an allowed expense.
Shady Shakespeare Theater Company The Shady Shakespeare Theater Company (SSTC) submitted a proposal to help fund performances held in Sanborn-Skyline County Park. SSTC’s 2010 productions
of Much Ado About Nothing and The Merchant of Venice were attended by approximately 5,000 people including approximately 500 Saratoga residents which represent an estimated 10% of the
total guests. The total cost of the program is $90,000. The requested funding is $5,000 which is 5.6% of the total cost of the program. This project is being considered under the Community
Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. In addition to receiving funding from grants and future ticket sales, the
program has requested $18,000 from 4 organizations (including Saratoga). Wildlife Center of Silicon Valley The Wildlife Center of Silicon Valley (WCSV) submitted a proposal for wildlife
care, rehabilitation and release, and wildlife education and outreach. Last year, Saratoga residents brought in approximately 100 animals for WCSV services. This represents 2.5% of the
approximately 4,000 injured, sick and orphaned local birds and mammals brought in annually. The total cost of the program is $283,446. The requested funding is $2,125.85 which is 0.86%
of the total cost of the program. This does not include the cost associated with approximately 225 phone calls from Saratoga residents. This project is being considered under the Community
Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. Leveraging for the program includes grants, donations, fees, and investments.
CDBG Administrative Funding In past years, the City of Saratoga received $15,000 to administer the CDBG program; however, the City will no longer receive this money. As discussed at
the March 3 and April 7, 2010 City Council meetings, the Santa Clara County Executive’s Office is retaining $75,000 in administrative funds that was previously dispersed to the Urban
County cities1 . Saratoga Housing Rehabilitation Program (SHARP) In the past few years the City has not received any applications for SHARP funding despite outreach efforts at the West
Valley Community Services Center, the Saratoga Senior Center, the Saratogan Newsletter, and the Saratoga Newspaper. Because no applications have been received, the City of Saratoga has
retained $118,172.77 in SHARP funding since 2004 and 2005. HUD requires that CDBG funding be spent in a timely matter and only allows communities to retain 150% of its annual CDBG allocation.
The City currently maintains 232% of its annual allocation and is in jeopardy of losing future funding in order to meet the HUD timeliness ratio. Staff recommends the City Council approve
a transfer of $118,172.77 in SHARP funds as well as $26,000 in SHARP administration funds that has accumulated over the past several years. The SHARP program is currently administered
by the Santa Clara County Housing and Community Development Department (HCD). The funds would be transferred to the Unincorporated Housing Rehabilitation Program and be available for
applicants to that program. However, any applications for housing rehabilitation in the City of Saratoga would have priority, until the funds are expended. 1 Cities of Campbell, Los
Altos, Los Gatos, Morgan Hill, Saratoga, and the Unincorporated Area of Santa Clara County
FISCAL IMPACTS: The CDBG funds for FY 2011/12 are federal Housing and Urban Development funds administered by Santa Clara County and allocated to participating cities. Under the Community
Grants program, Council policy is to match CDBG public service funds, which is estimated to be $31,900 this year. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City’s FY 2011/12
CDBG allocation will remain with the County. ALTERNATIVE ACTION: NA FOLLOW UP ACTION: 1. Forward Council’s CDBG recommendations to the County of Santa Clara and execute contracts with
agencies receiving funding. 2. Approve a transfer of $118,172.77 in unused SHARP funds and $26,000 in unused SHARP administration funds to the Unincorporated Housing Rehabilitation Program.
ADVERTISING, NOTICING AND PUBLIC CONTACT: Staff sent a copy of the application to past applicants and interested individuals in December 2010. The availability of grant funds was publicized
on the City Website and in the Saratoga News in January 2011. Notice of the Public Hearing was properly posted and published in the Saratoga News on February 15, 2011. This item was
also posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available
at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: Attachment
1 – Grant Request Worksheet Attachment 2 – Transfer Request Attachment 3 – Applications