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CC SR 20151215 06 - Proposed FY 2016-17 CDBG programCITY OF RANCHO PALOS VERDES MEMORANDUM TO: FROM: DATE: HONORABLE MAYOR & CITY COUNCIL MEMBERS MICHAEL THRONE, P.E., DIRECTOR OF PUBLIC WORKS ti;) DECEMBER 15, 2015 SUBJECT: PROPOSED FY 2016-17 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM (SUPPORTS 2014 CITY COUNCIL GOAL: INFRASTRUCTURE) REVIEWED: Project Manager: DOUG WILLMORE, CITY MANAGER~~ Michael Gibson, Senior Administrative Analyst RECOMMENDATIONS 1) Approve the proposed FY 2016-17 CDBG project and budget. 2) Authorize the Director of Public Works to execute an agreement for the FY 2016-17 CDBG project with the Los Angeles County Community Development Commission (LACDC). 3) Authorize the Director of Public Works to adjust the program budget, as necessary, to take into account the final CDBG allocations and any amounts unexpended at the close of the current fiscal year. FISCAL IMPACT (FY 2016-17) Budget Program: Community Development Block Grant (CDBG) Revenue Account Number: 310-3099-331-10-00 Expenditure Account Number: 310-3099-461"'73-00 Budgeted Amount: $192,423 Additional Appropriation: $ -0- New Amount Balance: $192,423 Fund Balance: N/A Budget Program: Revenue Account Number: Expenditure Account Number: Budgeted Amount: Additional Appropriation: New Amount Balance: Fund Balance: Transit 216-3016-338-20-00 216-3016-431-73-00 $16,000 $ -0- $16,000 N/A 1 Proposed FY 2016-17 CDBG Project December 15, 2015 Page 2 of 5 Approval of staff's recommendation authorizes the allocation of $192,423 in CDBG funds and $16,000 in Proposition A funds, for a total project cost of $208,423, for the proposed ADA access improvement project. This project consists of ADA access improvements at the existing Los Angeles County Metropolitan Transportation Authority (Metro) bus stop adjacent to the Rancho Palos Verdes City Hall/Civic Center complex (30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275). EXECUTIVE SUMMARY A public meeting is conducted each year by the City Council to approve CDBG-funded projects for the upcoming fiscal year. In order to continue its participation in the upcoming CDBG program year, from July 1, 2016, through June 30, 2017, the City must prepare and submit a summary of its proposed CDBG project(s), including descriptions and budgets, to the Los Angeles County Community Development Commission (LACDC) for review and approval by February 1, 2016. Staff has identified a viable ADA access project for FY 2016-17 (described in more detail below) that would utilize the City's FY 2016-17 allocation of CDBG funds while providing additional public access opportunities for elderly and disabled members of the community. BACKGROUND The City of Rancho Palos Verdes has participated in the Los Angeles Urban County's Community Development Block Grant (CDBG) Program since 1986. The U.S. Department of Housing and Urban Development (HUD) established this program to fund local community development projects which principally benefit persons of low and moderate income levels and/or aid in the prevention or elimination of blighted conditions. The goal of these projects is to meet the HUD program objectives to provide housing, economic, and community development opportunities. Currently funded (FY 2015-16) CDBG projects in the City are: (1) The Mira Catalina ADA Access Project-$91,918 (which was carried forward from FY 2014-15); (2) The ADA Access Improvements and Sidewalk Repairs at Various Locations Along Palos Verdes Drive West (PVDW) Project -$197,687 (which was carried forward from FY 2014-15); and (3) ADA Access Improvements at the Crenshaw Boulevard/Burma Road entrance to the Palos Verdes Nature Preserve at Del Cerro Park-$164,408 (which was a FY 2015-16 approved project). The Mira Catalina Project constructed ADA compliant access ramps and sidewalks along the route to Mira Catalina Elementary School. Construction of this project was completed in November 2015, with the Notice of Completion (NOC) currently scheduled for the January 5, 2016 City Council agenda for approval. The Palos Verdes Drive West (PVDW) Project -This project will install ADA compliant access ramps from Rue Beaupre to Hawthorne Boulevard, along the east side of Palos 2 Proposed FY 2016-17 CDBG Project December 15, 2015 Page 3 of 5 Verdes Drive West (PVDW). This project required extensive public outreach, as there were existing failed walls encroaching into the public right-of-way that needed to be repaired before the project could be started. A bid opening was recently held for this project, with a contract award recommended for approval by City Council on tonight's agenda. It is anticipated that construction of this project will be completed by February 2016. The ADA Access Improvements at the Crenshaw Boulevard/Burma Road entrance to the Palos Verdes Nature Preserve at Del Cerro Park Project will get underway in March 2016 and should be completed by May 2016. Pursuant to federal regulatory requirements, a notice of this public meeting was posted at City Hall/Civic Center, Hesse Park, and the Ladera Linda Community Center on November 30, 2015 (at least two [2] weeks prior to the December 15, 2015 public meeting). A copy of the public notice is attached to this staff report. Federal requirements also mandate that, as part of the public meeting, the City Council and the public be informed of the range of eligible and ineligible housing and community development activities that may be funded under the CDBG program. Lists of these eligible and ineligible activities are attached to this report as Exhibits A and B, respectively. In addition, interested persons may review a copy of the federal eligibility guidelines, Monday through Thursday, from 7:30 AM to 5:30 PM, and Friday, from 7:30 AM to 4:30 PM, at the City of Rancho Palos Verdes' Public Works Department Office, at 30940 Hawthorne Boulevard, Rancho Palos Verdes, CA 90275. DISCUSSION The City's grant allocation from Los Angeles County is determined by a HUD formula which takes into account the extent of poverty, population, housing overcrowding, age of housing stock, and population growth. Participating cities receive funding based upon the total number of cities participating in the Countywide program and a city's commitment to provide housing, economic, and community development opportunities, which principally benefit persons of low and moderate income levels and/or aid in the prevention or elimination of blighted conditions. Description of Proposed CDBG Project For FY 2016-17, staff is proposing to use its annual CDBG allocation to fund one Americans with Disabilities Act (ADA) access ramps and sidewalk repair project. The project will consist of ADA access improvements, including construction of an ADA accessible bus stop, bus stop shelter, curb ramps, sidewalk, and an ADA accessible concrete trail at the existing Los Angeles County Metropolitan Transportation Authority (Metro) bus stop adjacent to the Rancho Palos Verdes City Hall/Civic Center complex, at 30940 Hawthorne Blvd., Rancho Palos Verdes, CA 90275. The project will provide ADA accessibility from the existing bus stop for elderly and disabled persons at this key access point to the City Hall/Civic Center buildings and other facilities at this site. CDBG funds will provide for the design, construction, construction management, and administrative costs required for the removal of physical barriers for the elderly and 3 Proposed FY 2016-17 CDBG Project December 15, 2015 Page4 of 5 persons with disabilities at this location. A site map/concept plan of the proposed location is included as an attachment. Proposed FY 2016-17 CDBG Budget The LACDC recently informed the City of Rancho Palos Verdes that its preliminary FY 2016- 17 CDBG funding allocation is $141, 196. In addition to the annual allocation, the City has unexpended unallocated funds of $51,227, which is also available for use in FY 2016-17. This would increase the total amount available for use in FY 2016-17 to $192,423. Of this $192,423, $153,938 (or 80%) is available for direct project costs, and $38,485 (or 20%) is available for direct administrative costs. Upon approval of this CDBG project by the LACDC, the CDBG portion of the project budget ($192,423) will be programmed into the City's FY 2016-17 budget (Revenue Account-310- 3099-331-10-00; Expenditure Account -310-3099-461-73-00). The $192,423 in revenue from the CDBG funds will equal the amount federal funds expended on this project (including administrative costs), with a $-0-net impact on the City's General Fund. In addition, $16,000 for construction of a bus stop shelter is also proposed for this project. Bus stop shelters are not eligible for CDBG funding under federal funding guidelines. Therefore, this portion of the project cost will be funded by the City's available share of Proposition A funds, which are administered by the Los Angeles County Metropolitan Transportation Authority (Metro). The Proposition A portion of the project budget ($16,000) will be programmed into the City's proposed FY 2016-17 budget (Revenue Account-216- 3016-388-20-00; Expenditure Account-216-3016-431-73-00), with a $-0-net impact on the City's General Fund. It is recommended that the City Council approve the proposed project for the FY 2016-17 program year. In the event that actual CDBG funding levels vary from the $192,423 total estimated amount, the proposed project and budget may be adjusted accordingly by the Director of Public Works. DIRECT TOTAL PROJECT DIRECT ADMIN PROJECT PROJECT COSTS COSTS BUDGET ADA Access Improvements at the Bus Stop Adjacent to City Hall (CDBG-funded_2ortion) $153,938 $38,485* $192,423 Construction of Bus Stop Shelter at the Bus Stop Adjacent to City Hall (Proposition A-funded portion) $16,000 $ -0-$16,000 Total Project Cost $208,423 - -- *Not to exceed amount. 4 Proposed FY 2016-17 CDBG Project December 15, 2015 Page 5 of 5 CONCLUSION In order to take advantage of federal CDBG funding, which is available to the City of Rancho Palos Verdes to address some of the City's elderly and disabled access (ADA) deficiencies, it is recommended that the City Council approve the proposed CDBG project for the FY 2016-17 program year and an accompanying budget of $192,423 in CDBG funds and $16,000 in Proposition A funds, for a total project cost of $208,423. ALTERNATIVES The City Council could choose not to approve the recommended FY 2016-17 CDBG project and budget. However, in so doing it would forego the use of $192,423 in available federal funds for FY 2016-17 for a worthy ADA accessible project and would relinquish these funds for use by other cities throughout Los Angeles County. Attachments Public Meeting Notice (page 6) Affidavit of Posting (page 8) Exhibit "A" -Eligible Activities (page 9) Exhibit "B" -Ineligible Activities (page 11) Site Map/Concept Plan of Proposed FY 2016-17 CDBG Project (page 12) 5 CITY OF RANCHO PALOS VERDES PUBLIC NOTICE FOR A PUBLIC MEETING TO BE HELD ON DECEMBER 15, 2015 TO CONSIDER THE FY 2016-17 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM NOTICE IS HEREBY GIVEN that the City Council of the City of Rancho Palos Verdes will conduct a public meeting to receive input from the public on a project to be submitted to the U.S. Department of Housing and Urban Development (HUD) for funding through the Community Development Block Grant (CDBG) Program. The project, which will be considered by the City Council at its December 15, 2015 meeting, has been determined to be eligible under the federal guidelines and, if approved by the City Council, will be considered by the Los Angeles County Community Development Commission (LAC DC) for inclusion in the City's 2016-17 CDBG Program, as part of the LACDC's Annual Activity Planning process. All interested parties are encouraged to attend. Persons attending the meeting shall be furnished with the following information: (1) The amount of CDBG funds expected to be available to the City for the upcoming fiscal year; (2) The range of housing and community development activities that may be undertaken with CDBG funds: and (3) The specific activities that are currently funded under the CDBG Program. Said public meeting will be held on December 15, 2015, at 7:00 PM, in the City Council Chambers, at Hesse Park, located at 29301 Hawthorne Boulevard, Rancho Palos Verdes, California. The public is invited to attend and provide testimony at the public meeting. CDBG Project Title: Americans with Disabilities Act (ADA) Access Improvements at the Bus Stop Adjacent to the City of Rancho Palos Verdes City Hall/Civic Center Complex. CDBG Project Description: The project will consist of ADA access improvements, including an ADA accessible sidewalk and access ramps atthe existing Los Angeles County Metropolitan Transportation Authority (Metro) bus stop adjacent to the Rancho Palos Verdes City Hall/Civic Center complex (30940 Hawthorne Blvd., Rancho Palos Verdes, CA 90275). The project will provide ADA accessibility from the existing bus stop location through construction of an ADA accessible bus stop, curb ramps, sidewalk, and a concrete trail for the elderly and disabled at this key access point to the City Hall/Civic Center buildings and facilities. CDBG funds will provide for the design, construction, construction management, and administrative costs associated with the removal of physical barriers for the elderly and persons with disabilities at this location. 6 CDBG Project Budget: $192,423 Interested parties wishing to comment on this project are invited to submit any written comments and/or questions by 4:30 PM, on Friday, December 11, 2015, to Mike Gibson, Senior Administrative Analyst, Public Works Department, City of Rancho Palos Verdes, 30940 Hawthorne Blvd., Rancho Palos Verdes, CA 90275, or at (310) 544-5247, or at mikeg@rpvca.gov, or interested parties may also visit the public counter in the Public Works Department, Monday through Thursday, 7:30 AM to 5:30 PM, and Fridays, 7:30 AM to 4:30 PM. Posted on November 30, 2015 7 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS AFFIDAVIT OF POSTING CITY OF RANCHO PALOS VERDES) The undersigned, being first duly sworn, deposes, and says: That at all times herein mentioned, she was and now is the appointed City Clerk of the City of Rancho Palos Verdes; That on November 30, 2015, she caused to be posted the following document entitled: City of Rancho Palos Verdes, Public Notice, for a Public Meeting to be Held on December 15, 2015, to Consider the FY 2016-17 Community Development Block Grant (CDBG) Program, a copy of which is attached hereto, at the following locations: City of Rancho Palos Verdes City Hall/Civic Center 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Hesse Park 29301 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Ladera Linda Community Center 32201 Forrestal Drive Rancho Palos Verdes, CA 90275 I certify under penalty of perjury that the foregoing is a true and correct affidavit of posting. 8 Exhibit "A" ELIGIBLE ACTIVITIES Community Development Block Grant (CDBG) funds may only be used for projects and activities that meet one of the following national objectives of the program: • Benefiting low and moderate income persons; or • Preventing or eliminating slums or blights; or • Meeting a particularly urgent community development need. IF ANY OF THE ABOVE CONDITIONS ARE MET, under current guidelines, the City of Rancho Palos Verdes may use CDBG funds for a variety of activities including: 1. Acquisition of Real Property Example: Acquisition of land, air rights, easements, water rights, rights-of-ways, building and other real property improvements. 2. Disposition of Real Property Example: Disposition of real property acquired with CDBG funds through sale, lease or donation including fees and costs associated with the transfer of ownership of real property. 3. Public Facilities and Improvements Example: Parking, streets, curbs, gutters and sidewalks, parks and playgrounds, shelters for the homeless, water and sewer facilities, flood and drainage improvements, community, senior and health centers. 4. Acquisition, Reconstruction, Rehabilitation or Installation of Privately-Owned Utilities Example: Pay the costs of placing underground new or existing power lines owned by private utilities. 5. Clearance, Demolition, Removal or Building and Improvements, or Movement of Structure to Other Sites Example: Demolition of vacant structure and removal of the debris to make a neighborhood park and playground available to residents in a low/moderate income neighborhood. 6. Public Services Example: Child care, health care, job training, recreation programs, education programs, public safety services, fair housing activities, services for senior citizens, services for homeless persons, drug abuse counseling and treatment, and energy conservation counseling and testing. 7. Interim Assistance Example: Improvements to a deteriorating area as a prelude to permanent improvements or alleviation of harmful conditions where immediate public action is necessary. 8. Relocation Payments and Assistance Example: Relocation and payments to displaced individuals, families, businesses, or nonprofit organizations that result from the acquisition of property for CDBG-assisted purposes. 9. Loss of Rental Income Example: Loss of rental income incurred in holding housing units used for the relocation of individuals and families displaced by CDBG-assisted activities. 9 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Removal of Architectural Barriers Example: Installation of ramps, curb cuts, wider doors, elevators, and physical modification to buildings, facilities and improvements to make them accessible. Housing Rehabilitation Example: Financial assistance such as grants and deferred loans for the rehabilitation of any publicly or privately-owned residential property. New Housing Construction Example: Funding for housing construction project that has received funding through a Housing Development Grant (HODAG), or housing to be constructed by a local development corporation, small business investment company, or neighborhood-based nonprofit organization. Code Enforcement Example: Inspections in a low/moderate income neighborhood targeted for rehabilitation assistance, a neighborhood facility and street reconstruction. Historic Preservation Example: Rehabilitation, preservation and restoration of historic properties. Commercial or Industrial Rehabilitation Example: Improvements to the exterior of the building and the correction of code violations. Special Economic Development \ Example: Loans to pay for the expansion of a commercial business which will create jobs for low/moderate income persons, or technical assistance to a business facing bankruptcy. Special Activities by Neighborhood-Based Nonprofit Organizations, Small Business Investment Companies, or Local Development Corporations Example: Provide grants or loans to carry out a neighborhood revitalization, community economic development or energy conservation program. Planning and Capacity Building Example: Comprehensive plans, individual project plans, community development plans, studies, analysis and data gathering. Program Administration Costs Example: Payment of costs for overall program management. 10 Exhibit "8" INELIGIBLE ACTIVITIES Activities and projects that are ineligible for CDBG funding include: 1. Buildings or portions thereof, used for the general conduct of government. 2. General government expenses. 3. Political activities. 4. Purchase of equipment, unless otherwise required for program. 5. Operating and maintenance expenses. 6. New housing construction, except housing of last resort for persons displaced due to a CDBG project, housing to be funded through a Housing Development Grant (HODAG), or housing to be constructed by a local development corporation, small business investment company, or neighborhood-based nonprofit organization. 7. Income payments to an individual or family for items such as food, clothing, housing or utilities. 11 ....Ji. i') City Hall CDBG ADA Improvement Project Concept Plan December 2015 Project Goal: • To improve ADA access to and from the existing Metro Line 344 bus stop to City Hall. Project Improvements: • Upgrade existing bus stop for ADA compliance • Add new bus shelter • Connect the bus stop to City Hall facilities by constructing a new ADA compliant concrete trail within the grassy area at Upper Pt. Vicente Park/City Hall property. The new concrete trail will connect with the existing sidewalk adjacent to the City Hall building which terminates at the Community Room .