Community Development Block Grant (CDBG) Advisory Board

City of Petersburg Community Development Block Grant Advisory Committee Regular Meeting Agenda December 13, 2023 6:00pm Petersburg Public Library Computer Lab 201 W. Washington Street Petersburg, VA 23803 1. Call to order: Mr. Kofi Adih, Chairman 2. Roll call of Advisory Committee Members 3. Determination of the Presence of a Quorum 4. Moment of Silence 5. Comments on & Approval of the minutes from November’s meeting 6. Report from the Chairman - Mr. Kofi Adih 7. New Business: a. Welcome new members! 8. Action Items a. Adopt the program year schedule b. Approve the application submission process for PY2024 9. Old Business: a. Update on Sub Recipient Award Letters and Agreements PY2023 & IDIS review b. Discuss establishing a Working Group for Standard Operating Procedure Development c. NCDA Winter Conference date and agenda- Washington, DC – January 31 - February 2, 2024 d. Collaboration with neighboring cities i. Neighboring Cities either do not have an Advisory Board or have a Board that is a subset of the Council that only meets around March. e. Discussion and Review of Sample Bylaws for this Advisory Committee f. Draft an advertisement for a public hearing of needs g. Meeting room reservation – scheduled for 12 months out in the Multipurpose Room. 10. Business or reports from the administrator and other members of the CDBG Advisory Committee a. Status of the PY22_FY23 CAPER submission  b. Minority Business Report due on 12/15/2023 c. Outreach to CACH regarding the point in time (PIT) homeless count required for the PY24_FY25 AAP 11. Public Comment Period 12. Announcements: a. Next meeting date – TBA 13. Meeting Adjournment  City of Petersburg Community Development Block Grant Advisory Committee Draft Regular Meeting Notes October 18, 2023 6:00pm Petersburg Public Library 201 W. Washington Street Petersburg, VA 23803 1. Mr. Kofi Adih, Chairman called the meeting to order 2. Roll call of Advisory Committee Members: all members were present 3. Determination of the Presence of a Quorum: yes 4. Moment of Silence 5. Reports/responses to previous public information period: no reports 6. Approval of the Minutes- meeting notes must be recorded and posted to the city website each month in advance of the scheduled meeting date. The September 20, 2023, meeting notes were read and approved by the committee. 7. Report from the Chairman- Mr. Kofi Adih: Council voted not to add additional members to this committee. Space should be reserved in the library for a public meeting on February 21, 2024. This committee would like to meet with the City Manager in April (4/10/2024). This group plans to host its first presentation of the new PYFY to the City Council on May 7, 2024. The committee would like to visit the AAH Museum on Sycamore Street and would like to know how much money was spent, and/or was reimbursement paid? Question: what percentage of funding may be unspent to proceed to the new year? Question: is there a snapshot of subrecipients for the past two years? The committee chair will provide the CDBG Admin with a list of the last two program year subrecipients and copies of past action plans. 8. New Business – a. The new CDBG Administrator Jennifer Murphy-James was welcomed b. The draft of PY 24 Key Dates was reviewed and should be approved at the November meeting c. An overview of future monthly meeting agenda items was reviewed d. Status of Sub Recipient Award Letters for PY 23: the CDBG Admin reported that projects are being reviewed and that the plan is to have letters ready next week; letters should be out by the end of this month. Mr. Adih will provide contact information for Levin Smith at Go Forward Give Back, in addition to a copy of his application with project description. e. Share Drive/One Drive file collaboration: A shared drive will be created for this committee on SharePoint. Ms. Siodmok will put in a ticket for this f. Working Group for Standard Operating Procedure Development: this committee will review sample bylaws shared by the CDBG Admin. g. Application submission process: IT support may be required to develop a streamlined online application submission system. 9. Old Business – a. a. The CDBG Admin will investigate the affordability of funding attendance at the NCDA Winter Conference Date and Agenda- Washington, DC – January 31- February 2, 2024, for CDBG Advisory Committee members. Funding may not be available. b. Collaboration with other cities (Suggestion December?): The committee would like to take a field trip to observe other/similar groups in a neighboring locality. Follow-up is required. 10. Business or reports from other members of the CDBG Advisory Committee: n/a 11. Public Comment Period: there was one member of the public present who made the following suggestion: Neighborhood Services should receive financial assistance to repair homes for citizens … It was reported that presently CDBG funds subrecipients to do this. 12. Announcements - a. Next meeting date – November 15, 2023, 6:00pm 13. Meeting Adjourned  City of Petersburg Community Development Block Grant Advisory Committee Draft Regular Meeting Notes November 15, 2023 6:00 PM Petersburg Public Library, Computer Lab 201 W. Washington Street, Petersburg, VA 23803 Call to order: Mr. Kofi Adih, Chairman Roll call of Advisory Committee Members and Determination of the Presence of a Quorum: There was no quorum. The regular meeting agenda was postponed to December 13, 2023. This meeting covered the new business agenda item #7 regarding a public review of the draft PY22_FY23 CAPER (consolidated annual performance evaluation report) New Business: Review and discussion of the Draft PY2022 CAPER - Consolidated Annual Performance Evaluation Report with presentations from Program Year 2022_Fiscal Year 2023 subrecipients. The CDBG Administrator read the CAPER draft. Afterwards, representatives from The Petersburg YMCA, and the City of Petersburg Parks and Recreation shared presentations on their funded projects. A representative from Project homes was also introduced and shared a brief update. Marco Calendar, Director of the Petersburg YMCA shared about programs and services supporting teens, elementary school students and early childhood development. Programs include before and after school academic enrichment, summer camp, school supplies, swimming lessons, and teen leadership programs. Janelle Sinclair of the City of Petersburg Parks and Recreation, Leisure and Volunteerism shared about the improvements made to public facilities, such as the sports complex and the farmer street pool, and job creation for youth in summer programs. 13 high school students were employed; they also benefited from financial literacy education and soft skills training. Project Homes shared that they successfully completed repairs on 9 homes for LMI Petersburg citizens. There were no questions or comments. The meeting was adjourned at 7:00 PM. DRAFT Bylaws: CDBG- Duties and Purpose Purpose: The purpose of the committee is to provide input on the planning, implementation, and assessment of the Petersburg CDBG program. Duties: The Committee shall be charged with the following responsibilities: a) Advise staff on the development of CDBG applications. b) Provide input on the implementation of CDBG projects. c) Raise public awareness of the Petersburg CDBG program. d) Make recommendations to City Council Officers and Duties The committee shall elect from among its members a Chairperson, Vice- Chairperson, and a secretary. Attendance: Members shall provide notification of an absence, at least twenty-four (24) hours in advance of the meeting to the secretary. In the event a member is absent from three successive regular meetings of the Committee, the member may be dismissed from the Committee. Election and Terms: No Chair, Vice Chair or Secretary shall serve more than two (2) consecutive terms in the same office unless otherwise determined by the membership. Each term increment is two (2) years. Meetings Regular Meetings: The Committee shall hold meetings on the third Wednesday of the month in the Petersburg Public Library at 6pm. The duration of meetings shall not exceed 2 hours. Special Meetings: The Chairperson may call a special meeting of the committee to discuss an issue. Each member of the Committee and a public notice must be given no later than forty-eight (48) hours before the special meeting is scheduled to begin. Public Participation: Members of the public shall be given an opportunity to be heard on any proposition before the Committee. Meeting Agenda: Any member of the Committee may request that appropriate items be placed on the agenda. Quorum and Official Acts: All official acts by the Committee shall require a majority vote of the members present. However, the Committee shall take no such action unless a quorum is present at the meeting. To constitute a quorum, there must be a majority of the Committee’s current membership present at the meeting. The Committee shall conduct no business unless a majority is present at the meeting. Minutes: Minutes shall be taken at all regular and special meetings of the Committee. Procedure: Robert’s Rules of Order shall guide the procedure of all meetings.  Timeline- Approval of CDBG Entitlement Funding PY24/FY24(July 2023 – June 2024) 1 Advertise Request for Proposals and Deadline to accept January 2, 2024 Pending Proposals via City Council meeting (CDBG Staff) make sure proposals state how they are meeting national objectives laid Consider start and end dates (range) out in Annual Action Plan for the Project Year. Makes it easy for you to write the CAPER! Ex. Approx Jan 1-Jan 31, 2024 2 Advertise Public Hearing of Needs at the Monthly CDBG Meeting (CDBG January 17, 2024 Pending Staff) This is a good opportunity to state national objectives and quantity of what Petersburg wants to accomplish for the project year. This is how your vouchers and activities should be set up so this can be tracked accurately. Right now, you all have one voucher per activity. A suggested method is one project per national objective with multiple vouchers and activities as the work is completed. This is what HQ is sorting out; with all the work Petersburg did, in IDIS it doesn’t show how the national objectives were met…too many activities and vouchers to see a broad overview. An excel spreadsheet can help you easily track this through the PY. 3 Conduct Public Hearing of Need at the Monthly CDBG Meeting February 21, 2024 Pending (CDBG Advisory Board, CDBG Staff) make sure you give yourself time to advertise for 30 days and other publishing requirements for Petersburg 4 Proposals Presentation and Initial CDBG Advisory Board March 20, 2024 Pending Review 5 Deadline for submittal of Proposals confirm with recipients they March 22 2024 Pending are fine with reimbursement as awards. All paperwork showing work completed should be required for payment of awards as drawdowns are requested. 6 CDBG Advisory Board, CDBG Staff and the City Manager April 10, 2024 Pending Review & Confirm Recommendations 7 Public Notice- advertisement of recommended Funding April 17, 2024 Pending and notice of citizen comment period (CDBG Staff) ) make sure you give yourself time to advertise for 30 days and other publishing requirements for Petersburg 8 Request City Council to place funding proposals on docket May 7, 2024 Pending for approval (CDBG Staff) 9 City Council Public Hearing on annual action plan draft and May 21, 2024 Pending funding recommendations 10 City Council Public Hearing and vote to approve CDBG June 4 2024 Pending Subrecipient funding 11 Submit awarded Subrecipients funding with Annual Action Plan June 25 2024 Pending to HUD (CDBG Staff) this is good! AAP is not due until 08/16! Plenty of time to review and edit, especially if anything needs to be presented again to the Advisory Board and/or City Council. 12 Draft Agreements between the City and the Subrecipients June 25, 2024 Pending (CDBG Staff) 13 Begin Executing Agreements with Subrecipients for funding July 7, 2024 Pending (CDBG Staff) 14 Annual Action Plan Submittal (CDBG Staff) July 12, 2024 Pending HUD Approval 15 Subrecipients can begin submitting invoices for Project July 26, 2024 Pending reimbursement (CDBG Staff) 16 Draw Downs of funding for reimbursements (CDBG Staff) August 9, 2024 Pending  Insert additional steps for subrecipients to help you write the CAPER (09/30/24) and the MBE Report that’s due in December 2023 and December 2024.  Consider before the last payment is issued to subrecipient, they need to submit all information you need to close out the grant. You want to subtly train the subrecipients to get into the habit of giving you everything you need throughout the year.  Document your operating procedures of how funds will be reimbursed. In your timeline, it appears that it happens once a year. That’s a big change from what subrecipients are used to based on the amount of activities and disbursements over the last few years. For Project HOMES, they had the capacity to receive payment once a year. Some smaller organizations may need funds quicker than that to keep operating. Just make sure you document with each subrecipient how they will be awarded funds in some sort of contract or grant agreement. SAMPLE NOTICE CITY OF PETERSBURG, VA HUD Annual Action Plan HOUSING AND COMMUNITY DEVELOPMENT NEEDS HEARING PY2024/FY2025 February 15, 2024, 6:30 p.m. Notice is hereby given that in accordance with the City’s Citizen Participation Plan, the City of Petersburg CDBG Advisory Board will hold a Public Hearing Regarding Community Development and Housing Needs February 15, 2024, 6:30 p.m. Comments received will be used to prepare the City’s Program Year (PY) 2024/Fiscal Year (FY) 2025 Annual Action Plan of the City’s U.S. Department of Housing and Urban Development (HUD) Community Planning and Development (CPD) Consolidated Plan. The Community Development Block Grant (CDBG) program is the HUD-funded CPD program in which the City participates. The City has received CDBG funding for PY 2024/FY2025, which begins July 1, 2024, and ends June 30, 2025. In accordance with the Final Rule for consolidation of the CDBG Program, 24 CFR Part 91, et. al., the City will prepare and approve an Annual Action Plan, which will be submitted to HUD on or before June 15, 2024, prior to the deadline of July 7, 2024. Public Hearing of Needs will be held at Petersburg Public Library in the Multi- purpose Room. The purpose of the Public Hearing is to: 1. Obtain comments of citizens, organizations and others concerning the City’s housing and community development needs. • The information gathered will be used to prepare the Annual Action Plan submission for PY 2024/FY2025 and to evaluate proposals for CDBG funding. 2. Review the City’s Community Development Block Grant Program. 3. Summarize the Annual Action Plan process. 4. Hear from potential sub recipient(s) and past sub recipient(s). The City will endeavor to publish a summary of the comments with the proposed Annual Action Plan and proposed CDBG funding allocation recommendations for PY 2024/FY2025 on or before March 8, 2024. A copy of the document will be placed on public display for a thirty (30) day review period beginning on or before April 5, 2024. Comments received during the 30-day review period will be provided to the City Council. On May 2, 2024, a City Council Public Hearing will be requested to be duly advertised to be conducted to on May 16, 2024, regarding the proposed Annual Action Plan and recommended funding allocation. The City Council will prospectively hold the requested Public Hearing and consider an ordinance adopting the Annual Action Plan and funding allocation May 16, 2024. The City intends to submit its approved PY2024/FY2025 Annual Action Plan to HUD on or before June 16, 2024. PUBLICATION DATE: February 3, 2024 Sample City of Petersburg, Virginia Community Development Block Grant (CDBG) Funding Request Application – PY23/FY24 Submission Requirements Please review the following and provide the requested information. Application deadline is March 15, 2023 1. Proposal Description: provide a clear, concise, specific narrative description of your proposed use of CDBG funds. What will you do? Who will do it? Where will you do it? When will you do it? How will you do it? Who will be served by this project? How much in CDBG funds are you requesting? What are your other resources? 2. Capacity: Explain your organization’s experience and capacity to undertake the proposed activity. Does your organization have experience with the use of CDBG funds in the past? What was the previous outcome of project implementation? How much do you know about the federal regulations with which you will agree to comply? 3. National Objective and Category of Eligibility: provide detailed information regarding the National objective your project will meet, and the Category of Eligibility that describes your project. 4. Need: Discuss the need your proposed activity will address. What will be accomplished? How many clients will be served? Describe the program objectives and the anticipated outcomes. 5. Duration: What is the duration of your project? Does it require a one-time request, or do you expect to apply for funding in future years? 6. Project Budget and Funding: Provide the proposed project itemized budget, showing all sources and uses of funds that includes the requested CDBG funding. (Note: CDBG funding is allocated on a reimbursement basis. Project expenses must be paid then submitted for reimbursement. Funding will cannot exceed an awarded amount.) 7. Organization Budget and Funding: Provide the overall organizational budget showing all sources and uses of funds. Identify CDBG funds used over the last five years, by year and corresponding funding amount. Completed applications may be emailed to cdbg@petersburg-va.org or mailed to CDBG Applications, Attn: Yolanda Bullock, 144 N. Sycamore Street, Petersburg, Virginia 23803. All submitted applications must be postmarked by March 15, 2023. Legal and Organizational Information