Administrative Services Committee Meeting

Administrative Services Committee Meeting Committee Room- 10/26/2009- 12:40 PM ADMINISTRATIVE SERVICES 1. Approve Final Version of the Year 2010-2014 Consolidated Plan and Year Attachments 2010 Action Plan for Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnerships and Housing Opportunities for Persons With AIDS (HOPWA) Funds and the Resolution Authorizing Submission of the Plan to HUD by November 15, 2009. 2. Motion to approve the attached training proposal as submitted and Attachments approved by the ARC Coliseum Authority; and in accordance with the attached 2009 amended legislation regarding the ARC Coliseum Authority. 3. Discuss Amending the City's 2008 Action Plan for the Reprogramming of Attachments $12,250 in CDBG Funds and $80,000 in HPRP Funds. 4. Authorize Submission of the 2009 Continuum of Care Application to HUD Attachments and Grant the Mayor the Authority to Execute all Forms associated with the Application, which includes Submission of the Follow-up Technical Submission Application, Renewal Grant Agreement and the Annual Progress Reports. 5. Consider a request from Dapper and Company Men's Grooming Lounge to Attachments place posters in the Municipal Building and for permission to use the city logo on publications for the "Suited for Success" event as an "Event Partner". (Referred from October 12 Administrative Services) 6. Report from the Administrator/staff regarding the proposed Early Attachments Retirement Incentive Program. (Referred from August 10 Administrative Services) www.augustaga.gov  Administrative Services Committee Meeting 10/26/2009 12:40 PM 2010-2014 Consolidated Plan and 2010 Action Plan Department: Augusta Housing and Community Development Caption: Approve Final Version of the Year 2010-2014 Consolidated Plan and Year 2010 Action Plan for Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnerships and Housing Opportunities for Persons With AIDS (HOPWA) Funds and the Resolution Authorizing Submission of the Plan to HUD by November 15, 2009. Background: The City of Augusta, being an entitlement city receives entitlement grants annually for CDBG, ESG, HOME and HOPWA funds from the U.S. Department of Housing and Urban Development (HUD). For receipt of these federal funds, the city must develop and follow an approved Consolidated Plan (CP). On August 24, 2009 the Administrative Services Committee approved the Proposed 5-year Consolidated Plan for years 2010- 2014 and the Action Plan for Year 2010. The 5-year plan contains the City’s housing and community development needs and strategies for addressing those needs over the 5-year period. The Action Plan is a one-year plan in which the City describes how the CDBG, ESG, HOME and HOPWA funds will be spent in the upcoming year to address the needs in the 5-year plan. As required by HUD, a second public hearing was held to present the plans to the public on September 8, 2009. A Notice to the Public was published in the Augusta Chronicle August 28, 2009 and the Metro Courier September 2, 2009 to give the public an opportunity to comment on the plans for 30-days. The deadline for public comment was October 8, 2009. We are required to submit the citizens’ comments to the Commission for consideration. It is the Commission option to accept the comments as information or take into consideration the comments and revise the Consolidated Plan. As a result of the publication, we received one comment from the Augusta Mini Theatre requesting that their 2010 public service grant be increased from $15,000 to $25,000 which will be used for tuition. Staff is recommending that the allocation remain as initially approved and that Committee and Commission accept his comment as information. However, if reprogram funds becomes available during year 2010, we will give this agency first consideration. Attachments: 2010-2014 Consolidated Plan and 2010 Action Plan (to be hand delivered) Resolution Augusta Mini Theatre letter Analysis: Approval and submittal of the Plan will enable the City to receive its CDBG, ESG, HOME and HOPWA entitlement funds for Year 2010 to carry out much needed projects for benefit of low income persons and low income areas of the City. Cover Memo Financial Impact: Item # 1 It is anticipated that the City will receive and have available the following  funds for Year 2010: CDBG: $2,262,309 in entitlement funds and $150,000 in program income for a total of $2,412,309; ESG: $99,412 in entitlement funds; HOME: $1,378,855 in entitlement funds and $1,000,000 in program income for a total of $2,378,855; and HOPWA: $398,640 in entitlement funds. Therefore, the City will have available during Year 2010 a total of $5,289,216 which includes entitlement funds and program income. Alternatives: None recommended. Recommendation: Approve Final Version of the Year 2010-2014 Consolidated Plan and Year 2010 Action Plan for Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnerships and Housing Opportunities for Persons With AIDS (HOPWA) Funds and the Resolution Authorizing Submission of the Plan to HUD by November 15, 2009. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 A RESOLUTION AUTHORIZING THE SUBMISSION OF THE CONSOLIDATED PLAN FOR YEARS 2010 - 2014 AND THE ACTION PLAN FOR YEAR 2010, GRANTING THE AUTHORITY TO GIVE ASSURANCES AND CERTIFICATIONS AS REQUIRED BY THE SECRETARY OF THE U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT AND GRANTING THE AUTHORITY TO EXECUTE THE ACTION PLAN AS APPROVED. WHEREAS, AUGUSTA-RICHMOND COUNTY COMMISSION OF AUGUSTA, GEORGIA has availed itself of the provisions of the Housing and Community Development Act of 1974, as amended; and WHEREAS, it is necessary to submit a Consolidated Plan as a prerequisite to receiving Community Development Block Grant (CDBG), Emergency Shelter Grants (ESG), Attachment HOME number 1 Page 1 of 1 Investment Partnerships (HOME), and Housing Opportunities for Persons with AIDS (HOPWA) funds after public hearings have been held and projects suggested by citizens have been given careful and serious consideration; and WHEREAS, in order to expedite the orderly execution of the assurances, certifications and Grant Agreement, the Mayor is hereby given authority to provide such assurances, certifications and execute the Grant Agreement as required by the Secretary; and WHEREAS, in order to expedite the CDBG, ESG, HOME and HOPWA Programs included in the plan, the Housing and Community Development Department is given authority to carry out the programs as approved by the Augusta-Richmond County Commission. NOW, THEREFORE, BE IT RESOLVED: That the Mayor and the Housing and Community Development Department be authorized to prepare and submit the Year 2010-2014 Consolidated Plan and Year 2010 Action Plan and any amendments thereto as well as provide the required assurances, certifications and execution of the Grant Agreement; and BE IT FURTHER RESOLVED: That the Housing and Community Development Department be authorized to carry out the orderly execution of the plans as approved by the Augusta- Richmond County Commission in compliance with all applicable laws, rules, and regulations. ATTEST: AUGUSTA, GEORGIA SEAL BY:_______________________________ David S. Copenhaver Mayor _______________________________ Lena J. Bonner Clerk of Commission CERTIFICATION I, Lena J. Bonner , Clerk of Commission, hereby certify that the above is a true and correct copy of a Resolution as adopted by said AUGUSTA-RICHMOND COUNTY COMMISSION in meeting held on November 3, 2009. SEAL __________________________________ Clerk of Commission Item # 1 Attachment number 2 Page 1 of 1 Item # 1  Administrative Services Committee Meeting 10/26/2009 12:40 PM ARC Coliseum Authority Department: Caption: Motion to approve the attached training proposal as submitted and approved by the ARC Coliseum Authority; and in accordance with the attached 2009 amended legislation regarding the ARC Coliseum Authority. Background: 09 HB 813 of the Georgia General Assembly became effective May 31, 2009 which amended the membership to provide for the terms and appointments of members; to provide for qualifications of the members of the ARC Coliseum Authority and stated in part that the restructed Coliseum Authority shall attend an orientation and training course approved by the Augusta Commission. Analysis: Financial Impact: N/A all costs assocated with this training proposal will be funded by the Coliseum Authority. Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2  Administrative Services Committee Meeting 10/26/2009 12:40 PM Consider the reprogramming of CDBG and HPRP Grant Funds Department: Housing & Community Development Department Caption: Discuss Amending the City's 2008 Action Plan for the Reprogramming of $12,250 in CDBG Funds and $80,000 in HPRP Funds. Background: During the year, staff reviews each program's budget to determine if there is a need to reprogram funds from inactive projects and/or to determine if there is a need to reallocate funds forfeited by agencies. The intent is to readily expend funds in a timely manner. Analysis: Reprogramming of these funds will allow the department to proceed with active projects and expend the funds in a timely manner. Financial Impact: This reprogramming of funds is a reallocation of existing funds. Alternatives: None recommended. Recommendation: Accept the proposed reprogramming of $92,250 in CDBG and HPRP Funds as information and allow staff to solicit public comments for a 30-day period. After the 30-day comment period (November 16, 2009), staff will return and present to Committee and Commission for action the Proposed List of Reprogramming and any public comments received. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3  Administrative Services Committee Meeting 10/26/2009 12:40 PM Continuum of Care Application Department: Housing and Community Development Department Caption: Authorize Submission of the 2009 Continuum of Care Application to HUD and Grant the Mayor the Authority to Execute all Forms associated with the Application, which includes Submission of the Follow-up Technical Submission Application, Renewal Grant Agreement and the Annual Progress Reports. Background: Each year the Housing & Community Development Department apply to HUD for funding through the annual SuperNOFA Continuum of Care Homeless Assistance Programs. These funds are used to support the Homeless Information Management System (HMIS), administrative services, supplies and provide case management to partner agencies. These grants renew each year at the same amount from October 1 to Septemeber 30 (Transportation Program - $34,545), and October 1 to September 30 (HMIS Program - $181,027). Analysis: Approval will allow the City to continue comprehensive services to the homeless population of Augusta-Richmond County. Financial Impact: These are additional funds received from HUD to the City for continued operation of the Transportation Program and the Homeless Management Information System (HMIS) and services. Alternatives: None recommended Recommendation: Approve Submission of the CoC Application to HUD, and Grant the Mayor the Authority to Execute all Forms associated with the Application, which also include Submission of the Follow-up Technical Submission Application, Renewal Grant Agreements and Annual Progress Reports. Funds are Available in the Following CoC Supportive Housing Program (SHP) Accounts: REVIEWED AND APPROVED BY: Cover Memo Finance. Item # 4 Law. Administrator. Clerk of Commission Cover Memo Item # 4  Administrative Services Committee Meeting 10/26/2009 12:40 PM Dapper and Company Men's Grooming Lounge Department: Clerk of Commission Caption: Consider a request from Dapper and Company Men's Grooming Lounge to place posters in the Municipal Building and for permission to use the city logo on publications for the "Suited for Success" event as an "Event Partner". (Referred from October 12 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 4 Item # 5 Attachment number 1 Page 2 of 4 Item # 5 Attachment number 1 Page 3 of 4 Item # 5 Attachment number 1 Page 4 of 4 Item # 5 Attachment number 2 Page 1 of 2 Item # 5 Attachment number 2 Page 2 of 2 Item # 5  Administrative Services Committee Meeting 10/26/2009 12:40 PM Early Retirement Incentive Program Department: Clerk of Commission Caption: Report from the Administrator/staff regarding the proposed Early Retirement Incentive Program. (Referred from August 10 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 6 Attachment number 1 Page 1 of 6 Item # 6 Attachment number 1 Page 2 of 6 Item # 6 Attachment number 1 Page 3 of 6 Item # 6 Attachment number 1 Page 4 of 6 Item # 6 Attachment number 1 Page 5 of 6 Item # 6 Attachment number 1 Page 6 of 6 Item # 6 Attachment number 2 Page 1 of 1 Item # 6