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HomeMy WebLinkAboutMinutes - Minutes - Community Development Advisory Commission - Meeting Date: 5/17/2012 MINUTES CITY OF GLENDALE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE GLENDALE CITY HALL—ROOM B-3 5850 W. GLENDALE AVENUE Thursday,May 17,2012 6:30 p.m. MEMBERS PRESENT: Chris Flippen, Temporary Chair Gina Schmitz Pattie Johnston Shirley Wong Randy Miller Arthur Swander, Jr. Sharon Wixon Richard Schwartz John Torres Cherie Hudson MEMBERS ABSENT: Madelin Page, Chair Karen Mankoski, Vice Chair Glenn O'Bannon STAFF PRESENT: Jim Colson, Deputy City Manager Rebecca Daniel, Community Action Program Elaine Adamczyk, Community Housing Administrator Erin Cullum, Senior Management Assistant Yvonne Arreola, Management Aide Charyn Palmisano, Revitalization Supervisor Beth Coughenour, Senior Secretary I. Call to Order As both the Chair and Vice-Chair were absent and excused, Committee-member Miller motioned to appoint Committee-member Chris Flippen as Temporary Chair for tonight's meeting. Committee-member Johnston made the second. The motion passed 10—0. Temporary Chair Flippen called the meeting to order at 6:34 p.m. II. Roll Call Temporary Chair Flippen conducted roll call and welcomed all attendees. Temporary Chair Flippen introduced new Committee-member Hudson. Committee- member Hudson gave a brief background on herself. Minutes of the Community Development Advisory Committee May 17,2012 Page 2 of 9 Committee-members Swander and Hudson took the Oath of Office and signed the required paperwork. Committee-members Wong and Schwartz also signed the paperwork to complete another CDAC term. III. Approval of Meeting Minutes—March 15, 2012 Committee-member Miller motioned to approve the March 15, 2012 meeting minutes as written. Committee-member Swander made the second. The motion passed 10—0. IV. Business from the Floor None. V. Public Housing Tenant Damage Charge List Ms. Elaine Adamczyk commented that the City of Glendale has 155 public housing units. Ms. Adamczyk stated that the tenants are responsible for damage to the units. Ms. Adamczyk noted that the Public Housing division performs one major inspection of the units each year, along with housekeeping and preventive maintenance inspections. Ms. Adamczyk commented that repair costs have increased due to increases in costs for parts and labor, and these increased costs are passed on to the tenants. Any damages found during inspections must be corrected in compliance with HUD standards. Committee-member Schwartz wondered how the department determined the hourly rate and amount of labor time on the Charge List. Ms. Adamczyk explained that a study is done and then the various resources and contractors' pricing are charted. Temporary Chair Flippen asked if the knowledge and references of various repair contractors are utilized or if there are standard charges used in the Charge List. Ms. Adamczyk explained that Housing utilizes its own, on-going study of completion time for public housing work orders to determine a standard completion time for those repairs which are most common. That, along with actual hourly wages, determines labor charges. Committee-member Miller motioned to approve the Public Housing Tenant Damage Charge List as written. Committee-member Wixon made the second. The motion passed 10-0. VI. Community Action Program (CAP) Update and Annual Action Plan Ms. Daniel thanked the Committee for participating in the review of the Community Action Program and the Annual Action Plan and for the attendance at all of the Committee meetings. Ms. Daniel stated that the Committee-members are very much appreciated and this process is very important to the residents of Glendale. Ms. Daniel provided an overview of the CAP activities for April and May 2012. Minutes of the Community Development Advisory Committee May 17,2012 Page 3 of 9 Ms. Daniel gave a PowerPoint presentation on the major highlights of the CAP Annual Action Plan (AAP). Ms. Daniel noted that the Community Services Block Grant is a major portion of the AAP. Ms. Daniel explained that the activities supported by the Block Grant assist low-income residents, seasonal farm workers as well as the homeless and seniors. Ms. Daniel commented that the CAP staff services approximately 120 clients each week and performs intake management for all programs including utility assistance, rent assistance, education assistance and mortgage assistance. Furthermore staff assesses for medical assistance for seniors, low-income residents and homeless assistance. On Friday, non-crisis assistance is offered by either in-office medical accommodation appointment, or a home visit. Ms. Daniel noted that CAP staff holds educational workshops and refers clients to on-the- job training and employment by working with partners such as Glendale Community College Skill Center, West Valley Center, Goodwill and jobing.com. Ms. Daniel stated that staff attends health and education fairs in order to provide information and material regarding CAP programs and processes. Ms. Daniel noted that staff also provides information on skill-building and education. Ms. Daniel explained that at the present time, the CAP office staff enters client data within the new intake, on-line system called "CAP60" which will assist with tracking intake notes, assessments, and with the Department of Economic Security (DES) contracts. Referrals are provided for weatherization, appliance repair, emergency repair of A/C and heating systems. Ms. Daniel noted that CAP provides holiday events for low-income residents. In 2011, several holiday events were held to assist the Glendale community. Ms. Daniel showed pictures of the events. Ms. Daniel noted that CAP partners with DES and other organizations, such as this Committee to assist a diverse group of people. Ms. Daniel stated that a CAP Community Need Assessment is required every three years and an assessment was performed last year, which was submitted to DES. Ms. Daniel provided information on the 2010 Census results, which included data on the homeless, the elderly population, the percent of the population below poverty level, and the number of children and families in shelters. Information was also provided on the Low Income Home Energy Assistance Program (LIHEAP) and the Arizona Community Action Association (ACAA). A total of $754,501 was used to assist Glendale residents in FY 2010-11. Ms. Daniel stated that in FY 2010-11, CAP used $105,000 in Temporary Assistance to Needy Families (TANF) and Emergency Food and Shelter Program (EFSP) funding to help clients with temporary rent/mortgage assistance or move-in assistance for the Minutes of the Community Development Advisory Committee May 17,2012 Page 4 of 9 homeless. A total of$330,159 was used for rental assistance via the American Recovery and Reinvestment Act(ARRA)Homeless Prevention and Rapid Re-housing. Committee-member Miller asked if there were opportunities to partner with local schools and organizations such as the Glendale Education Center to help with literacy issues. Ms. Daniel replied that there are various volunteer programs at colleges and other levels of assistance. Ms. Daniel noted that there are students and interns who volunteer to tutor on reading and basic skill building at the local schools. Ms. Daniel added that some colleges do offer scholarships as well for those that cannot afford literacy or GED exams. Committee-member Miller noted that in the CAP Update and the Annual Action Plan there was no information on goals or achievements made. Ms. Daniel stated that in next year's plan, the annual goals are listed for the entire year and the outcomes will be inserted during the year as each goal is accomplished. Temporary Chair Flippen wondered how residents or individuals were selected for assistance. Ms. Daniel explained that this was done randomly by the caseworker during client intake and assessments. Committee-member Johnston asked if there was an outside financial management company as a partner with CAP. Ms. Daniel explained that Consumer Credit Counseling assists the CAP office during education workshops or CAP will commonly refer a client to them for possible assistance in budget basics. Committee-member Miller motioned to approve the CAP Annual Action Plan as written. Committee-member Swander made the second. The motion passed 10-0. VII. Grant Cycle Wrap-Up, Funding Priorities, Application Review Process and Calendar and Scheduling for FY 2012-13 Mr. Colson shared comments made by the Mayor and Council at the April 24, 2012 Council Meeting at which time Council approved the grant recommendations made by CDAC. Mr. Colson stated that Council took a look at two to three agencies who receive General Fund money from the City of Glendale. Mr. Colson stated that Council questioned the funds appropriated to Central Arizona Shelter Services (CASS) and how much funding is actually spent on Glendale residents by CASS and how resident information is specifically tracked and documented. Mr. Colson asked the Committee-members to provide comments regarding the likes and dislikes of the grant process. A draft calendar for FY 2012-13 was distributed to the Committee-members for review. Mr. Colson noted that city resources are limited with HUD funding and this is a challenge for many agencies. Mr. Colson stated that now is the time and opportunity to discuss the grant decision-making process for next year. Mr. Colson stressed that Council is very interested in the CDAC Committee. Minutes of the Community Development Advisory Committee May 17,2012 Page 5 of 9 Temporary Chair Flippen opened the floor to comments by the Committee-members regarding the positives and negatives of the grants process. Temporary Chair Flippen inquired about Council's decision on the CDAC recommendations. Mr. Colson explained that Council approved 100% of the CDAC recommendations. Mr. Colson reiterated that Council questioned the $170,000 grant to CASS and felt that this might have been a high appropriation. Furthermore, $54,000 of General Fund money also goes to CASS. Council was questioning how this money is spent on Glendale residents. Committee-member Miller expressed concern that there were some blank areas on the grant applications for several agencies which were not completed or not enough information was provided. Committee-member Miller stated that this made some of the decision-making more difficult. Committee-member Swander would like to see more specific information on money spent and more information on all of the contributions to each agency's budget, such as other cities and agencies who donate. Committee-member Swander would like more information on each agency's specific budget including administrative costs and expenses. Committee-member Miller requested all information on each agency to be in the binder, and not distributed at the agency hearings. Committee-member Miller stated that there is not enough time to digest the extra information distributed by the agencies at the hearings when there is only one week to one and a half weeks during the hearing process. Committee-member Tones found the process tedious and commented that there was a lot of reading required to perform due diligence. Committee-member Tones stated that he personally visited four of the agencies prior to the hearings to get an understanding of the agency and how it works. The four agencies Committee-member Torres visited included the Boys and Girls Club, the CAP office and St. Vincent DePaul. Committee-member Torres encouraged the other Committee-members to visit some of the agencies that are requesting grant funds to see how these agencies operate in person. Committee-member Swander wondered if staff could distribute a list of the requesting agencies to the Committee-members before the November binders are distributed. Committee-member Swander stated that this would give the Committee-members more time to research the agencies in-depth, including any legal issues. Committee-member Swander wondered if there would be any issues to prohibit this. Mr. Colson stated that there would not be any legal issues with this suggestion, but there must not be any unfair advantage to any agency and so the agencies must be looked at randomly. Committee- member Miller suggested that when visiting an agency, the Committee-member should not state that they are with CDAC specifically, but just state they are a member of a City Commission and stopped by to observe the agency. Ms. Palmisano commented that staff has organized tours of various agencies in the past and could set up tours more often. Ms. Palmisano noted that agency staff is aware of the role of the CDAC members. Minutes of the Community Development Advisory Committee May 17,2012 Page 6 of 9 Committee-member Wixon stated that Committee-members can visit the agencies on their own but should be cautious with what is said during the visit. Mr. Colson agreed that Committee-members could visit agencies on their own but stressed that a Committee-member should state that they are a citizen member of a City Board or Commission. Mr. Colson stressed that no agency can be given an unfair advantage. Committee-member Torres commented that an agency will most likely put their best foot forward if a Committee-member is touring the agency. Committee-member Miller reiterated that all information on the agencies should be included in the binder and not distributed at the hearings. Committee-member Miller stated that four minutes for each agency presentation is not enough time to provide enough information on the agency. Ms. Palmisano commented that the grant orientations for the agencies are done in September and their letters of intent are due the week after. Ms. Palmisano estimated that the list of agencies can be prepared and distributed soon afterward. Committee-member Miller noted that the list of agencies includes the "activity address" and not the corporate address. Ms. Palmisano confirmed this comment. Committee-member Schmitz suggested changes to the grant application regarding federal requirements. Committee-member Torres did not want to burden staff with detailed application changes. Committee-member Tones suggested that more specifics were needed on each organization on the application. Committee-member Miller complimented staff on getting the information and binders out to the Committee-members. Committee-member Swander stated that in regards to the application, more information could be provided as to the type of service delivery, how and where services are delivered, how much money is spent within Glendale or outside of Glendale and if there are any agencies based in Glendale. Committee-member Miller requested that agency location to be included on the form. Mr. Colson stated that staff will prepare a brief summary to determine what each agency will fill out on the application, including how the organization supports Glendale, the objective of the organization and how the organization can ensure that Glendale residents are being helped. Temporary Chair Flippen asked that the funds spent and the services inside Glendale city limits also be delineated. Minutes of the Community Development Advisory Committee May 17,2012 Page 7 of 9 Committee-member Tones commented that the tracking of Glendale residency by phone number or zip code did not seem foolproof as anyone can give any zip code or phone number verbally. Committee-member Miller stated that CASS does a very good job using limited funds to assist a lot of homeless people. Committee-member Miller noted that Glendale could not build a homeless shelter for the same amount of money that is appropriated to the shelter. Temporary Chair Flippen stated that it is important to know how each agency works with the residents within the city limits and the agency's impact on the city of Glendale. Mr. Colson wondered if the Committee-members would like to have more grant hearing dates with fewer presentations during each hearing. Committee-member Miller stated that the very last presenters do have to wait a long time to address the Committee. Temporary Chair Flippen commented that the hearings are video-taped. Committee- member Miller wondered if the Committee-members could watch the videos on the City website. Ms. Palmisano explained that the videos are not on the website, but only transferred to DVD for staff. Ms. Palmisano noted that staff could follow-up to see if the hearings could be put on the city website. Mr. Colson asked for comments on Council priorities. Temporary Chair Flippen stated that the core needs were good choices made by the Council and many of these were due to the economy. Temporary Chair Flippen commented that there are not enough funds in the Public Service grants but this is due to the federal constraints. Ms. Palmisano understood the frustration with the grants limitations and noted that only 15% of the CDBG funding goes to Public Services. Committee-member Miller felt that since Council announced its funding priorities, CDAC was limited in its decision-making scope. Mr. Colson stated that in his meetings with Council, these priorities were pared down to the very core, basic needs due to the economy. Committee-member Miller felt that the Council memo on priorities diminished CDAC's opportunity to consider other options. Committee-member Miller felt the priorities were good, however, would have liked CDAC to have more options in funding. Committee-member Tones stated that CDAC does its homework very well and that the Council was merely given direction on grant funding. Temporary Chair Flippen stressed that new agencies should be scrutinized in regards to all requirements and due diligence on the new agencies must be performed. Committee- member Miller agreed and added that some programs, such as 2-1-1, should be looked at closely to see if they are up and running yet. Mr. Colson stated that members of Council could possibly be invited to the next CDAC retreat and at that time, funding priorities could be discussed. Temporary Chair Flippen commented that the retreat would be a perfect opportunity for the Committee to talk openly about ideas. Minutes of the Community Development Advisory Committee May 17,2012 Page 8 of 9 Committee-member Schmitz wondered if there was a way to refer agencies to collaborating partners, such as CAP, to garner other or better resources. Ms. Palmisano replied that most agencies are aware of the other resources and various partners serve different clientele. VIII. Requesting a Conflict of Interest Waiver from Housing and Urban Development(HUD) for a Habitat for Humanity Employee's Relative Ms. Palmisano stated that the sister of a Habitat for Humanity employee, who does not work with the agency or have any decision-making powers, is having septic tank problems. A conflict of interest waiver is requested for the applicant to be able to apply for the CDBG Emergency Home Repair Program. Committee-member Miller motioned to approve the Conflict of Interest Waiver from the U.S. Department of Housing and Urban Development (HUD) for a Habitat for Humanity employee's relative to apply for the CDBG Emergency Home Repair Program. Committee-member Schmitz made the second. The motion passed 10-0. IX. Request for Approval to Provide Additional CDBG-R Federal Funding to Valleylife, a Non-Profit Agency Ms. Palmisano reported that the Economic Development Department returned $22,000 to the City because there were not enough projects to complete with the funding. Ms. Palmisano stated that Valleylife could use the funds to rehabilitate homes for disabled individuals and can put these funds to use immediately. Ms. Palmisano stressed that if the funds are not used immediately, the funds must be returned to HUD. It was noted that the funds would be directed by the agency toward rehabilitation of the group home at North 57th Drive in Glendale, zip code 85301. Temporary Chair Flippen commented that the 85301 zip code is a very adversely impacted area. Committee-member Schmidt motioned to approve the allocation of an additional $22,000 in federal CDBG-R funds to Valleylife. Committee-member Torres made the second. The motion passed 10-0. X. Committee Comments and Suggestions None. Minutes of the Community Development Advisory Committee May 17,2012 Page 9 of 9 XI. Adjournment Committee-member Miller motioned to adjourn at 8:05 p.m. Committee-member Swander made the second. The motion passed 10—0. Respectfully submitted, Recording Secretary Beth Coughenour/Denise kazmierczak