HomeMy WebLinkAbout110-Staff Report.pdfPage 1 of 10
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Cynthia McCormick, Assistant Planner DIRECTOR: John Livingstone
SUBJECT: FY 2009/10 COMMUNITY DEVELOPMENT BLOCK GRANT AND
COMMUNITY GRANT FUNDING APPLICATIONS
RECOMMENDED ACTION:
1. Conduct the Public Hearing and accept public testimony presentations from applicants.
2. Continue the Public Hearing to March 4th and make a decision regarding allocations.
BACKGROUND:
Each year the City allocates grant funding to programs and services that benefit City of Saratoga
residents. Changes to the FY 2009/2010 grant funding process have been implemented including
combining the application process for both Community Grant Programs & Community Development
Block Grant Program (CDBG) programs and adding evaluation criteria to help prioritize the increasing
number of grant applications the City receives. Applicants for the City of Saratoga Community Grant
Program do not have to meet CDBG eligibility requirements. CDBG proposals must comply with HUD
and Urban County program eligibility requirements with priority given to projects that provide affordable
housing and other housing related activities such as rehabilitation of affordable housing. However, CDBG
funding has traditionally been available for non-housing public service projects which primarily serve
lower income clients, and for public improvements to ensure compliance with the Americans with
Disabilities Act (ADA).
Last year the City received three requests for CDBG public service funds, totaling $54,164. The request
exceeded the available funding by $21,432 and Council voted to fund the excess amount with money
from the Council’s discretionary fund. Additionally, the City allocated $72,482 in CDBG funds for three
public improvement projects: ADA accessible signals throughout the City, an ADA accessible ramp at the
Historic Museum, and ADA Seating in the Civic Theater. As in previous years, $13,000 was provided to
the County to administer the SHARP Loan program and $15,000 was allocated towards administration of
the CDBG program.
DISCUSSION:
The availability of 2009-2010 fiscal year grant funds was publicized on the City Website and in the
Saratoga News. Prior to the writing of this staff report, staff received seven (7) applications for
Community Grant funding, three (3) of which are eligible for CDBG Public Service funding and one (1)
of which is eligible for CDBG Rehabilitation funding. The City also received two (2) applications for
CDBG ADA Public Improvement funding.
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Community Grant Funding
In the past, Council Discretionary Funds have been used to supplement CDBG funds. Saratoga’s
Community Grant funding was established to match the CDBG public service funding of $32,000. In
addition, this year’s distribution will include a one-time carry forward of $22,068 of prior year Council
Discretionary funds to bring the Community Grant distribution up to $54,068.
The total amount of community grant funding requested for all applications is $126,231. However,
requests from Saratoga Area Senior Coordinating Council (SASCC), West Valley Community Services
(WVCS), and Catholic Charities may also be funded with CDBG Public Service funds as discussed
below. Furthermore, a request from Mid-Pen may also be funded with CDBG Rehabilitation funds as
discussed below. The three applications that are not eligible for CDBG funding include requests for
13,500 from the Saratoga Foothill Club Historic Landmark Foundation, $4,617 from the KSAR Saratoga
High School Media Arts Mentoring Program, and $2,500 from the Shady Shakespeare Theater Company.
The total requested from these three applications is $20,617. The maximum amount available for
community grant funding is $54,068.
CDBG Public Service Funding
The three applications that are eligible for CDBG Public Service funding include requests for $35,000
from SASCC, $15,164 from WVCS, and $5,000 from Catholic Charities. All three agencies applied for
and received funding last year. Last year for simplicity, the Council decided to fund SASCC with CDBG
funds while West Valley Community Services and Catholic Charities were funded from the Council’s
Discretionary funds. The total amount requested for these three applications is $55,164. The
maximum amount available for CDBG public service funding is $32,000.
CDBG Rehabilitation Funding and CDBG ADA Public Improvement Funding
The Mid-Peninsula Housing Saratoga Court Pedestrian Safety Program is eligible for CDBG
rehabilitation funding and is requesting $50,450. Two (2) applications are eligible for CDBG public
improvement funding and include requests for $41,927 to implement Phase II of the Saratoga-Sunnyvale
Road ADA curb ramp project and $4,464 to install an ADA automatic door in the City Hall public
bathroom. The total amount requested is $96,841. The maximum amount available for FY 2009-
2010 CDBG public improvement and rehabilitation funding is $69,000. However, $8,150 in prior-
year balance rollover CDBG funds may be transferred to Phase I of the Saratoga-Sunnyvale Road ADA
curb ramp project to help off-set the costs of Phase II.
SHARP / CDBG Administrative Funding
Each year an additional $13,000 is allocated to Santa Clara County to administer the SHARP program
and $15,000 is allocated for CDBG administration costs.
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1 SASCC, WVCS, Catholic Charities, and Mid-Pen Housing applied for both CDBG funds and Community Grant funds. For simplicity, these projects have
been placed under the appropriate CDBG category. However they may also be funded by the Community Grant program.
PRIMARY FUNDING CATEGORIES1
Agency Community
Grant
CDBG
Public Service
CDBG
Rehabilitation
CDBG Public
Improvements
SHARP
Administration
CDBG
Administration
TOTALS
Foothill Club $13,500 $13,500
KSAR $4,617 $4,617
Shady Shakespeare $2,500 $2,500
Catholic Charities $5,000 $5,000
SASCC $35,000 $35,000
WVCS $15,164 $15,164
Mid-Peninsula Housing $50,450 $50,450
Recreation $4,464 $4,464
Public Works $41,927 $41,927
Community Development $15,000 $15,000
Santa Clara County $13,000 $13,000
Total Requested
$20,617 $55,164 $96,841 $13,000 $15,000 $200,622
Total Available
$54,068 $32,000 $69,000 $13,000 $15,000 $183,068
Surplus / (Deficit) $33,451 ($23,164) ($27,841) 0 0 ($17,554)
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FY 2009/10 APPLICATION SUMMARIES:
Summaries of each application are listed below. Applications are provided in Attachment A.
Additional information (e.g., audit, financial statements) are available upon request. Per previous
Council discussion, priority will be given to agencies that primarily serve Saratoga residents and
that seek matching funds from other sources.
KSAR – Saratoga High School Media Arts Mentoring Program
KSAR15, Saratoga Community Access Cable TV Foundation submitted a proposal for support of
a 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 120 Saratoga students which is equal to
100% of the students in the program. The estimated cost per client is $83.33. The total cost to
serve Saratoga residents is $10,000. The requested funding is $4,617 which is approximately 46%
of the cost to run the program. 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. 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.
Saratoga Foothill Club Historic Landmark Foundation
The Saratoga Foothill Club Historic Landmark Foundation (Foundation) submitted a proposal to
improve disability access to the Foothill Club Clubhouse. The clubhouse hosts 3,000 guests
annually including approximately 1,500 Saratoga residents which represent 50% of the total
guests served. The estimated cost per client is approximately $4.50. The total cost to serve
Saratoga residents is $6,750. The requested funding is $13,500 which is 200% of the cost to
serve Saratoga residents and 100% of the total cost of the project. In addition to club fundraisers,
the Foundation will apply for a professional services grant from the National Trust for Historic
Preservation. The Club has successfully leveraged approximately $30,000 which would be used as
a match to any Community Grant funding. 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 and because it is a private club which is not open to the general public.
Shady Shakespeare Theater Company
The Shady Shakespeare Theater Company submitted a proposal to help fund performances held in
Sanborn County Park. The theater hosts 4,200 guests annually including approximately 294
Saratoga residents which represent 7% of the total guests served. The estimated cost per client is
approximately $19.05. The total cost to serve Saratoga residents is $5,600. The requested funding
is $2,500 which is 45% of the cost to serve Saratoga residents and 3% of the total cost of the
project. Information regarding leveraged funds was not available at the time of this staff report
but will be provided by the applicant at the Public Hearing. 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.
CDBG Public Service Eligible Projects
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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 8,000 unduplicated clients annually including a minimum of 288 Saratoga residents which
represent 3.6% of the total clients served. Catholic Charities estimates a cost per client of $26.68.
The total cost to serve Saratoga residents is $7,684. The requested funding is $5,000 which is
approximately 65% of the cost to serve Saratoga residents or 2.3% of the total budget to operate
the program. Catholic Charities has successfully leveraged funding through donations and funding
at the federal and city level. Catholic Charities continues to apply for CDBG funding from several
other cities it serves. This program received grant funding from Saratoga for the first time last
year. 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 55 unduplicated clients annually
including 18 Saratoga residents which represent 34% of the total clients served. SASCC
estimates a cost per client of $5,156. The total cost to serve Saratoga residents is $92,820. Their
requested funding is $35,000 which is approximately 38% of the cost to serve Saratoga residents
or 12% 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. SASCC
intends to apply for CDBG funding from the City of Campbell from which 6 clients are served.
This program has received CDBG funding from Saratoga for the past 8 years. This program is
eligible for both Community Grant and CDBG Public Service funding.
West Valley Community Services – Food Pantry and Emergency Rental/Utility Assistance
West Valley Community Services (WVCS) submitted a proposal for continued support of its
Community Assistance Program which provides food pantry and emergency rental/utility services.
The program serves 611 unduplicated clients annually including approximately 67 Saratoga
residents which represent 11% of the total clients served. The estimated cost per client is
approximately $414. The total cost to serve Saratoga residents is $27,715. The requested funding
is $15,164, which is approximately 55% of the cost to serve Saratoga residents or 6% of the total
budget to operate the program. WVCS has successfully leveraged funding through donations and
funding at the federal, county and city level. WVCS continues to apply for CDBG funding from
several other cities it serves. This program has received grant funding from Saratoga for the past
2 years. This program is eligible for both Community Grant and CDBG Public Service funding.
CDBG Rehabilitation Eligible Projects
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Mid-Peninsula Housing Coalition – Pedestrian Safety Program
Mid-Peninsula Housing Coalition submitted a proposal for a Pedestrian Safety Program for the
Saratoga Court Senior Apartments. The project includes repaving the driveway and installing
speed bumps within the Apartment complex. The Apartments provide housing to 25 Saratoga
seniors which equal 100% of the residents in the complex. Mid- Peninsula Housing estimates a
cost per client of $2,018. The total cost to serve Saratoga residents is $50,450. The requested
funding is $50,450 which is 100% of the cost to complete the project. Mid-Peninsula Housing has
replacement reserves available to match Saratoga funds as necessary. Mid-Peninsula Housing has
successfully leveraged funding through donations and funding at the federal, state, county, and
city level. In 1984, the City allocated $274,000 to assist in the acquisition of the Apartments. In
addition to Community Grant funding, this project is eligible for CDBG rehabilitation funding
because it primarily serves very-low income participants on private property.
CDBG Public Improvement Eligible Projects
City of Saratoga Public Works Department – Saratoga-Sunnyvale Road Improvements
The City of Saratoga Public Works Department has submitted an application for Phase II of the
previously approved project to install ADA compliant curb ramp upgrades to Saratoga-Sunnyvale
Road. The total amount requested is $41,927.
City of Saratoga Recreation and Facilities Department – ADA Compliant Automated Door
The City of Saratoga Recreation and Facilities Department submitted an application to install
ADA compliant door openers and closers to improve bathroom access and egress for mobility
impaired individuals using the public restrooms at City Hall. The amount requested is $4,464.
Program Administration
SHARP Revolving Housing Rehabilitation Loan Program
At one time the City managed CDBG funds for low-income housing rehabilitation projects. The
program is now administered by the Santa Clara County Housing and Community Development
Department (HCD). HCD charges $13,000 per year to administer the program. The cost covers
processing loan applications and paperwork, determining eligibility, and coordinating payments to
the contractors doing the repair work. The maximum amount that may be allocated is $13,000.
CDBG Program
CDBG funds may be used to pay reasonable administration costs related to the planning and
execution of community development activities assisted in whole or in part with funds provided
under the CDBG program. Administration activities include preparing all related reports,
contracts and correspondence; managing the annual CDBG allocation disbursement process,
monitoring the grantees, and acting as a liaison between the City and the Urban County Program.
The maximum amount that may be allocated is $15,000.
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COMMUNITY GRANT APPLICATION SUMMARIES
Agency Total
# of
Clients
# of
Saratoga
Residents
Saratoga
Residents
% of
total
Total
Cost of
Project
Cost per
Client
Total Cost
to serve
Saratoga
residents
Amount
Requested
Benefit
/ Cost
Ratio2
Cost /
Benefit
Percent3
% of
Matching
Funds/
Resources
Catholic
Charities
8,000 288 4% $213,506 $26.68 $7,683.84 $5,000 1.54 65% 100%
SASCC
53 18 34% $283,618 $5,156.6
9
$92,820.4
4
$35,000 2.75 36% 100%
West Valley
Community
Services
611 67 11% $252,741 $413.65 $27,714.6
4
$15,164 1.83 55% 100%
Mid-
Peninsula
Housing
25 25 100% $50,450 $2,018.0
0
$50,450.0
0
$50,450
1 100% 100%
Foothill
Club
3,000 1,500 50% $13,500 $4.50 $6,750 $13,500 0.5 200% 100%
Shady
Shakespeare
4,200 294 7% $80,000 $19.05 $5,600 $2,500 2.24 45% ?
KSAR 120 120 100% $10,000 $83.33 $10,000.0
0
$4,617 2.17 46% 100%
2 The benefit/cost ratio is calculated by dividing the total cost to serve Saratoga residents by the total funds requested. The higher the number, the higher the benefit to
Saratoga residents for every dollar requested.
3 The cost/benefit percent is calculated by dividing the total funds requested by the total cost to serve Saratoga residents. The higher the number, the lower the benefit to
Saratoga residents for every dollar requested.
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FISCAL IMPACTS:
The CDBG funds for FY 2009/10 are federal Housing and Urban Development funds
administered by Santa Clara County and allocated to participating cities. There is no impact from
these recommendations on General City funds.
The Community Grant funds have been budgeted for FY 2009/2010.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City’s FY 2009/10 CDBG allocation will remain with the County. Saratoga will not meet its
goals related to providing continued housing assistance, rehabilitation and human services to low
income and disabled residents in the City.
ALTERNATIVE ACTION:
NA
FOLLOW UP ACTION:
1) Continue the Public Hearing to March 4th and make a decision regarding allocations.
2) Following the March 4th meeting, forward Council’s CDBG recommendations to the County of
Santa Clara and execute contracts with agencies receiving funding.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The availability of grant funds was publicized on the City Website and in the Saratoga News.
ATTACHMENTS:
Attachment A – Applications
Cc: Applicant agencies
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ATTACHMENT A
Applications