Loading...
12 Staff Report - FY 2002/03 Community Development Block Grant City-County Contract(Th u COUNCIL AGENDA REPORT DATE: October 29, 2002 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGE SUBJECT: MEETING DATE: 11/4/02 ITEM NO. iz ADOPT A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE THE FY 2002/03 COMMUNITY DEVELOPMENT BLOCK GRANT CITY -COUNTY CONTRACT WITH THE COUNTY OF SANTA CLARA RECOMMENDATION: Adopt a Resolution authorizing the Town Manager to execute the FY 2002/03 Community Development Block Grant (CDBG) City -County County Contract with the County of Santa Clara, and delegate authority to sign contracts for FY 2003/04 and FY 2004/05. BACKGROUND: The Town has participated in the Santa Clara Urban County CDBG Program since 1975. Through this program, the Town receives federal CDBG funds for activities which benefit primarily very low and low income households, including Americans with Disabilities Act (ADA)-required modifications, affordable housing developments, the Housing Conservation Program, and service programs administered by local nonprofit agencies. Every three years the Town enters into a Joint Powers Agreement with Santa Clara County, which allows the County to receive CDBG funds from the United States Department of Housing and Urban Development (HUD) on behalf of the Town and other non -entitlement cities in Santa Clara County (those with a population less than 50,000). The current JPA covers the period from October 1, 2002 through September 30, 2005. Federal regulations require that the Town and County also execute a City -County Contract each fiscal year; this contract allows the County to disburse CDBG funds to the Town. DISCUSSION: The attached City -County Contract (Exhibit A of Attachment 2) covers FY 2002/03. As noted above, this contract is required in order to allow the County to disburse CDBG funds to the Town. The Town can not receive any reimbursement of eligible CDBG expenses unless a valid City -County Contract is in place. This annual contract, effective July 1, is generally provided to the Town in the 1� PREPARED BY: Regina A. Fal Community Sery irectpr Reviewed by: P5 S Assistant Town Manager 9- Town Attorney Clerk 5 -P-finance Community Development Revised: 10/31/02 9:45 am acted: 5/30r01 PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE THE FY 2002/03 COMMUNITY DEVELOPMENT BLOCK GRANT CITY -COUNTY CONTRACT WITH THE COUNTY OF SANTA CLARA October 29, 2002 All CDBG allocations are included in the Town's FY 2002/03 operating budget. Attachments: 1. CDBG Cash Control Record 2. Resolution authorizing the Town Manager to execute an agreement with the County of Santa Clara to participate in the Urban County Community Development Block Grant Program, and delegate authority to sign contracts for FY 2003/04 and FY 2004/05 (with Exhibit A) Distribution: 1. Charles Chew, Program Manager, County of Santa Clara Environmental Resources Agency, Housing and Community Development, 1735 North First Street, Suite 265, San Jose, CA 95112 Susan Phillips, Director, County of Santa Clara Office of Affordable Housing, 1735 North First Street, Suite 265, San Jose, CA 95112 RAF:JLM/jlm N:\CSD1TCRPTS\citycounty0203.wpd Exhibit A COMMUNITY DEVELOPMENT BLOCK GRANT COUNTY/CITY CONTRACT Contract No.LG-03-00 THIS Contract is made and entered into by and between the COUNTY OF SANTA CLARA, a political subdivision of the State of California (hereinafter "COUNTY"), and the CITY/TOWN OF LOS GATOS (hereinafter "CITY") participating as a member of the County of Santa Clara COMMUNITY DEVELOPMENT BLOCK GRANT (hereinafter "CDBG") Joint Powers Agreement. The allocation of funds pursuant to this Contract shall be a grant. COUNTY approved the allocation and disbursement of CDBG funds to CITY on May 7, 2002. WITNESSETH WHEREAS, COUNTY has received CDBG Entitlement Program funds from the United States Department of Housing and Urban Development (hereinafter HUD) as an entitlement jurisdiction pursuant to the provisions of Title 1 of the Housing and Community Development Act of 1974, as amended; and, WHEREAS, COUNTY has agreed to the use by CITY, as a subrecipient, of a portion of COUNTY'S CDBG entitlement for a housing and community development program to be operated within COUNTY and which shall benefit low and very low income households; NOW, THEREFORE, the parties agree as follows; I. PROGRAM COUNTY agrees to allocate a portion of its CDBG entitlement, and/or program income as defined in 24 CFR 570 Subpart J, "Grant Administration" (570.504), to the CITY, as a subrecipient of the County being the sum of FIVE HUNDRED TWENTY-FOUR THOUSAND FOUR HUNDRED AND TWENTY & 07/100 Dollars ($524,420.07) for the purpose of reimbursing the City for costs incurred to implement the housing and community development program (hereinafter "PROGRAM"). PROGRAM is defined as projects and activities funded with this allocation by the CITY and described in detail in Exhibits "A" through "H." A lump sum figure is allocated for this Contract and the parties understand and agree that the allocation is distributed by the COUNTY through reimbursing the CITY for allowed expenses, and no lump sum distribution of CDBG funds is made at the outset of this Contract. Reimbursement for Fiscal Year 2002/03 shall not exceed the total sum of the beginning fiscal year Cash Control Sheet (fiscal year CDBG allocation of funds to CITY, and roll-over of unexpended CDBG funds from previous years allocations to CITY). CITY is granted authority to also expend funds for eligible CDBG Housing activities from its approved rehabilitation program revolving loan fund account, including accrued Program Income. Such authority is based on CITY and its Santa Clara County j Housing and Community Development Program FY 02/03 City/County Contract c. Information and housing objectives for the Consolidated Plan at the beginning of each program year. B. PROGRAM Performance by CITY. Conduct the PROGRAM within Santa Clara County, for the purpose of benefiting low and very low income households. 2. File quarterly reports with COUNTY detailing adherance to the PROGRAM as described in Exhibits "A" through "D." The reports must document services rendered by the PROGRAM, describe the beneficiaries of the services, and evaluate the manner in which the PROGRAM is achieving its objectives and goals as a participating non -entitlement CITY. 3. Utilize minority and/or female owned business, vendors, suppliers, and contractors to the maximum extent feasible, for items funded pursuant to this Contract, in accordance with County policy. C. Fiscal Responsibilities of CITY. 1. Identify the CITY's fiscal agent who is responsible for financial activities of CITY, including the receipt and disbursement of CITY CDBG funds. CITY will notify COUNTY in writing of the appointment of any subsequently appointed fiscal agent and that agent's name. 2. Maintain an accounting system that conforms with generally accepted principles of accounting. The accounting system is subject to review and approval of COUNTY. 3. Document all PROGRAM costs by maintaining records in accordance with Section III, Paragraph D below. 4. Submit to the COUNTY documented requests for reimbursement. 5. Certify current and continuous insurance coverage of CITY, subject to approval of COUNTY and in accordance with requirements as outlined in Exhibit G "Indemnity and Insurance Requirements;" and obtain certificate of insurance from all subrecipients which will list CITY as additional insured. 6. Subparagraph C. 1) through 5) above are express conditions precedent to disbursement of any COUNTY funding and failure to comply with these conditions may, at the discretion of COUNTY, result in the suspension of funding Santa Clara County ,3 Housing and Community Development Program FY 02/03 City/County Contract The CITY must provide language in its Contracts with all Subrecipients stipulating that at any time during normal business hours, and as often as may be deemed reasonably necessary, Subrecipient agrees that HUD and the COUNTY, and/or any authorized representatives may have access to and the right to examine Subrecipient CDBG records and facilities until expiration of: (a) five years after expiration of this Contract; (b) five years from the date of termination of this Contract; or (c) such longer period as may be prescribed by law. CITY also agrees that COUNTY and any authorized representatives has the right to audit, examine, and make excerpts or transactions of and from, such records and to make audits of all contracts and subcontracts, invoices, payrolls, records of personnel, conditions of employment, materials and all other data relating to the PROGRAM and matters covered by this Contract. CITY will be notified in writing of intended audits. CITY will be notified in writing of intended inspections of records and facilities and of intended audits no less than three business days before such inspections or audits. CITY is required to respond in writing to the HCD Program Manager any audit findings within 30 days of receipt of written audit findings. Responses will be included in the final audit report. G. Compliance with Law. CITY staff will become familiar and comply with and require all its subcontractors, independent contractors and employees, if any, to become familiar and comply with all applicable Federal, State and local laws, ordinances, codes, Regulations and decrees including, but not limited to, those Federal rules and Regulations, executive orders, and statutes identified in "F" ASSURANCES. Specifically, CITY will comply with the requirements of OMB Circular No. A-87, "Principles for Determining Costs Applicable to Grants and Contracts with State, Local and Federally recognized Indian Tribal Governments," and OMB Circular A-128 "Audits of State and Local Governments." In addition, CITY will comply with Federal Regulations as cited in 24 CFR Part 570, Subpart J, and 24 CFR Part 85, and all other local, State or Federal laws applicable to this Program. H. Suspension and Termination. In accordance with 24 CFR 85.43, suspension or termination of this Contract may occur if the CITY materially fails to comply with any term of this Contract, and that the contract may be terminated for convenience or cause in accordance with 24 CFR 85.44 and Sections VI and Section VII below. I. Reversion of Assets. Upon expiration or termination of this Contract, or in the event HUD cancels its Program for any reason, the CITY will transfer to the COUNTY any CDBG funds on hand at the time of expiration and any accounts receivable attributable to Santa Clara County 5 Housing and Community Development Program FY 02/03 City/County Contract 2. Determine if any portion of the reimbursement request meets all eligible criteria, and if so, authorize payment for the eligible portion of the reimbursement request; 3. Review the procedure to be followed pursuant to V. C. of this Contract (CONTRACT COMPLIANCE, Corrective Action Procedure); and 4. If applicable, forward a written report to HUD's Regional Office detailing the substantial non-compliance issues and the steps being instituted to correct performance, copy to the CITY Manager. C. Compliance with Law. COUNTY shall become familiar and comply with and require all its subcontractors and employees, if any, to become familiar and comply with all applicable Federal, State and local laws, ordinances, codes, regulations and decrees including, but not limited to, those Federal rules and regulations, executive orders, and statutes identified in "F" ASSURANCES. Specifically, COUNTY shall comply with the requirements of OMB Circular No. A-87, "Principles for Determining Costs Applicable to Grants and Contracts with State, Local, Federally recognized Indian Tribal Governments," and OMB Circular A128 "Audits of State and Local Governments." In addition, COUNTY will comply with Federal Regulations as cited in 24 CFR Part 570, Subpart J, and 24 CFR Part 85, and all other Local, State or Federal laws applicable to this PROGRAM. V. PROGRAM COORDINATION A. The COUNTY Executive has assigned the HCD Program Manager to supervise the progress and performance required by this Contract. All services performed by COUNTY will be at the overall direction of the HCD Program Manager. B. CITY has designated Regina A. Falkner to serve as CITY CDBG Program Coordinator, and City Manager Debra J. Figone (or assignee approved by the CITY Council) assumes overall responsibility for the progress and performance of this Contract. CITY will immediately notify the COUNTY in writing, of the appointment of a new CITY CDBG Program Coordinator, or a new CITY Manager (or assignee approved by the CITY Council). C. NOTICES. All notices or other correspondence required or contemplated by this Contract must be sent to the parties at the following addresses: COUNTY: Charles Chew, HCD Program Manager Housing and Community Development Program 1735 North First Street, Suite 265 San Jose, CA 95112 Santa Clara County 7 Housing and Community Development Program FY 02/03 City/County Contract 4. If CITY is in default pursuant to any provision of this Contract. 5. If CITY makes improper use of COUNTY funds. 6. If CITY fails to meet all provisions of the COUNTY CDBG Reallocation Guidelines, or the Joint Powers Agreement currently in full force and effect between the parties hereto. C. Corrective Action Procedure. COUNTY, in its absolute discretion and in lieu of immediately terminating this Contract upon occurrence or discovery of noncompliance by CITY pursuant to this Contract, will have the right to give CITY notice of COUNTY'S intention to consider corrective action to enforce compliance. Such notice must indicate the nature of the non-compliance and the procedure whereby CITY will have the opportunity to participate in formulating any corrective action recommendation In the event that CITY does not implement the corrective action recommendations in accordance with the corrective action timetable, COUNTY may suspend payments hereunder or terminate this Contract as set forth in Section VII below. Once non-compliance is established, the following procedure will be initiated: 1. COUNTY HCD Program Manager and CITY Manager will negotiate a time frame and course of action for correcting the non-compliance; 2. CITY will provide COUNTY with a written plan and time frame for correcting the non-compliance issue (s). Such plan must be submitted by CITY to COUNTY within thirty (30) days of the initial non-compliance meeting between CITY and COUNTY; 3. CITY must initiate the corrective action procedure within sixty (60) days of the initial non-compliance meeting between the COUNTY HCD Program Manager and the CITY Coordinator (COUNTY, at their discretion, may extend this time line for extenuating circumstances); 4. COUNTY will have the right to require the presence of CITY officers at any hearing or meeting called for the purpose of considering corrective action; and 5. CITY has the right to appeal all findings of non-compliance, and subsequent corrective action, with both the COUNTY Board of Supervisors and HUD. Santa Clara County 9 Housing and Community Development Program FY 02/03 City/County Contract 3. Transfer to the COUNTY any CDBG funds on hand and any accounts receivable attributable to the use of CDBG funds. All assets acquired with CDBG funds shall be returned to the COUNTY unless otherwise negotiated by separate contract per the provisions of the COUNTY CDBG REALLOCATION GUIDELINES. E. Upon termination of this Contract, CITY will immediately provide COUNTY access to all documents, records, payroll, minutes of meetings, correspondence and all other data pertaining to the CDBG entitlement fund granted to CITY pursuant to this Contract. VIII. PURCHASING REAL OR PERSONAL PROPERTY CITY and COUNTY must comply with all applicable Federal Regulations as detailed by 24 CFR Part 570, Subpart J, i.e. 570.500 (Definitions), 570.503 (Agreements with Subrecipients), 570.504 (Program Income), and 570.505 (Use of Real Property), with regards to the use and disposal of Real or Personal Property purchased in whole, or in part, with CDBG funds. In addition, 24 CFR Part 85 (the Common Rule) includes definitions which apply to CDBG Real Property, however, the Common Rule section governing Real Property (CFR 85.31) DOES NOT • APPLY TO CDBG ACTIVITIES. A. The following definitions apply to this Contract pursuant to 24 CFR, Part 58 (Common Rule) 85.3: 1) Equipment means tangible, non -expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. 2) Title as defined in detail in 24 CFR, Part 85.32 (a). 3) Use as defined in detail in 24 CFR, Part 85.32 (c) (1). 4) Supplies as defined in detail in 24 CFR, Part 85.33. 5) Procurement, Use and Disposition of Real Property as defined in detail by 24 CFR, Part 570.503 (Agreements with Subrecipients), 570.505 (Use of Real Property), and 570.504 (Program Income). B. Security Document. As a condition precedent to COUNTY granting funds for the purchase of real property or an option to purchase real property, CITY will prepare and require its subreceipient(s) to execute a Loan Agreement, Promissory Note, Deed of Trust and such other Contracts restricting the use of said real property for purposes consistent with this Contract, HUD and CDBG requirements. Santa Clara County i 1 Housing and Community Development Program FY 02/03 City/County Contract of all third party contracts must be submitted to COUNTY at least ten days prior to the proposed effective date. In the event COUNTY approves of any such assignment, delegation or sub -contract, the subcontractors, assignees or delegates will be deemed to be employees of CITY, and CITY will be responsible for their performance and any liabilities attaching to their actions or omissions. B. This Contract may not be assumed nor assigned to another CITY, person, partnership or any other entity without the prior written approval of COUNTY. The use of the word "employees" in this paragraph is limited solely to activities by those persons described herein, related to the management and potential repayment of the program funds provided for in the Contract. The use of the term here does not create liability for personal injuries, worker's compensation or other forms of liability, obligation or responsibility which flow from employee/employer relationships. XII. DISCLOSURE OF CONFIDENTIAL CLIENT INFORMATION COUNTY and CITY agree to maintain the confidentiality of any information regarding applicants for services offered by the PROGRAM pursuant to this Contract or their immediate families which may be obtained through application forms, interviews, tests, reports from public agencies or counselors, or any other source. Without the written permission of the applicant, such information may be divulged only if permitted by law or as necessary for purposes related to the performance or evaluation of the services and work to be provided pursuant to this Contract, and then only to persons having responsibilities pursuant to this Contract, including those furnishing services for the PROGRAM through approved subcontracts. XIII. HOLD HARMLESS In addition to the indemnity obligations set forth in Exhibit G, "Indemnity and Insurance Requirements," CITY must indemnify and hold harmless the COUNTY, its employees, agents, and officials, members of boards and commissions, from any and all claims, actions, suits, charges and judgments whatsoever, with respect to any damages, including attorney's fees and court costs, arising out of the failure of the CITY's PROGRAM or its subreceipient(s) failure (for CITY) to comply with applicable laws, ordinances, codes, regulations and decrees, including without limitation those set forth in Exhibit E, "Certifications." XIV. WAIVER OF RIGHTS AND REMEDIES In no event will any payment by COUNTY constitute or be construed to be a waiver by COUNTY of any breach of the covenants or conditions of this Contract or any default which may then exist on the part of CITY, and the making of any such payment while any such breach or default exists will in no way impair or prejudice any right or remedy available to COUNTY with respect to such breach or default. In no event will payment to CITY by COUNTY in any way constitute a waiver by COUNTY of its rights to recover from CITY the amount of money Santa Clara County 1 3 Housing and Community Development Program FY 02/03 City/County Contract this Contract will affect or modify any of the terms or obligations contained in any documents comprising this Contract. XVIII. MISCELLANEOUS A. The captions and section headings used in this Contract are for convenience of reference only, and the words contained therein in no way explain, modify, amplify or aid in the interpretation, construction or meaning of the provisions of this Contract. B. All exhibits attached hereto and referred to in this Contract are incorporated herein by this reference as if set forth fully herein. Exhibit "A" (Agency Description), Exhibit "B" (Project Work Plan), Exhibit "C" (Proposed Implementation Time Schedule), Exhibit "D" (Budget), Exhibit "E" (Certifications), Exhibit "F" (Assurances), Exhibit "G" (Insurance), Exhibit "H" (Urban County Rehabilitation Services) and Exhibit "I" (Contracting Principles Declaration). C. The persons signing below are duly authorized to execute this Contract. IN WITNESS WHEREOF, the parties have executed this as indicated below. CITY OF: By: COUNTY OF SANTA CLARA: By: Date Donald F. Gage Date Print Name It's: CITY Manager ATTEST: CITY Clerk APPROVED AS TO FORM AND LEGALITY: CITY Attorney Date Print Name City Contract 02/03.anm ATTEST: Phyllis Perez Date Clerk, Board of Supervisors APPROVED AS TO FORM AND LEGALITY: Leslie Orta Lead Deputy County Counsel Date Santa Clara County 15 Housing and Community Development Program FY 02/03 City/County Contract COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002/2003 EXHIBIT A Agency Description Project: ADA Improvements - City Hall Access Project No.: LG-97-41 Agency: Town of Los Gatos 208 E. Main Street Los Gatos, CA 95030 Regina Falkner, Community Services Director phone (408) 354-6820 fax (408) 395-8640 community@town.los-gatos. ca. us Project Description Site: (Several) This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museums. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. Work already completed in previous years includes access upgrades to Los Gatos public library restrooms, such as proper door access, interior room turnaround radius, and accessible toilet configuration. Any project funds remaining after project completion will be programmed to new ADA projects at public facilities. n:\.csd\2218\Fy0102\citycountyexhibits.wpd Page 1 • V) LL r o. N a 3 o• r N;__ co N` I y: u_ P. 'r a). N 0, Mon 9/16/02 Wed 9/18/02 Mon 9/16/02 Thu 10/31/02 Mon 10/28/02 a Wed 10/30/02 CO f` W N O O O O O o U. CU H H r NNNNNNN 7 CD F" 7 LL O Thu 10/31/02 4 Wed 9/25/02 Tue 10/15/02 20 Tue 10/15/02 20 Tue 10/15/02 20 cD a a) Fri 11/15/02 8 Mon 9/16/02 Tue 10/15/02 NNNNNNN a o a=^ 8 a 2 2 2 2 - Thu 10/24/02 Thu 10/24/02 Thu 10/10/02 Thu 10/3/02 C'• y y y y y y lA y y y U) y U y N >. T c.. y . 7. T. >,9. >.S. >. >. >. >. >. >. T ?. >. c0 cC O c9 aa as 0 0 al t0 0) 0) c0 c0 al c0 CO c0 as cE al 0'0 ti 0'0'0 7'0'0'0 a c4 c) v to N 7 NNN a O) N N N C) M cD Z a 0 CV ru r c0 O Lower windows 0 0 18 •0 o °1 E '� Y 3 7 Y . o a 0 c `o # a d W y y C cE0 N a s X B. a) >. C O C y C co 1- r0 1- a w ci P> i= o v c.) c7 a — N M K) co ). m co 0 N M R M) CD I. a0 0) N External Tasks Project Summary Critical Task Group By Summary 0 ct ri y 0) .' 0) Y fQ y E co o2 C 0 cu LL -0 LI 51. _ g'o ocn o<o cof„ 1- L. Start Mon 10/14/02 Tue 10/15/02 Mon 9/16/02 Thu 10/24/02 Mon 10/21/02 Mon 10/21/02 Mon 10/21/02 .. '. T >. >. 7. >. 9 7 Task Name D 0 E 0) c E a Concrete Demo Concrete Pour 773 0. 2 N co gcr to (0 External Tasks External Milestone 4• c C D 1 0 0 61 3 I- to a. u- O N g. a N. .U. NNNNNNNNNN NN O O O O O O O O O O O O ;rn . c� 3© 3 i ^ af a 3 0 0 0 0 a a� r c� t a oa a) as c c Co" 2 2 la CI) LL >ft CO R N 7 G ' a) Z Z_ Y 0 co Q FLLI CC - ci U- Wed 9/25/02 N• NNNNNN 0000 8 a a) aZ oa a rn- • 5 co >ft CO CO >ft O - • N CO �- (V .% SHEETROCK TAPPING,TOPPING,TEXTURE d1 LANDSCAPING Concrete demo r N P) R 1n fD - h a0 Q) External Tasks Project Summary i = ▪ C i 0 a COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002/2003 EXHIBIT D - Budget Project: ADA Improvements - City Hall Access Project No.: LG-97-41 Agency: Town of Los Gatos Total budget for Project No. LG-97-41 is S5,483.66. For complete project funding details, see next 2 pages, attached. n:\csd\2218\Fy0102\citycountyexhibits.wpd Page 3 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002/2003 EXHIBIT B - Project Work Plan EXHIBIT C - Proposed Implementation Time Schedule Project: ADA Accessibility Improvements Project No.: LG-98-41 Agency: Town of Los Gatos See next 6 pages, attached. 11:1csd\22I81Fy01021crtycountyexhibits.wpd Page 5 ti) 2 0 ea 10 CD (13 > ct) o 0. < 0 o 0 Z Cl3 u. c4,_ 0:— F2 2: Z: c.e) : 1•.;. N cti >:--i Z! U.: — . N. P r: 2: 5: u.. N d c‘i 8 c°. (a L. 0 a fl External Tasks Project Summary Group By Summar ..le co tel . I— gi co 1-5 a (., e. . (., . . al. . ci. 0. z 0 7 0 1 0 a) -0 .0 0 0 -= 0 0 0 0 Cl CC CC CC CC cn —7" Critical Task to g). Cr/ 2 0- ,42 0I •Ca 1 cv LL. Extemal Tasks O co a /� 0 © a External Tasks c 0 ,a e e w /2 a co 0 » * External Milestone j 2 A 1 a Town of Los Gatos r Y =OO2. 03 - 20O6/O7 CIF' Budget AMERICAN WITH DISABILITIES ACT (ADA) UPGRADES PROJECT DESCRIPTION This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museum. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. FUND: 410 - Grants CATEGORY: Public Facilities RESPONSIBLE DEPT: Parks and Public Works PROJECT MANAGER: Director of Parks and Public Works PROJECT STATUS: Active PROJECT: 410-0213 PPW I: 02 - 13 GENERAL PLAN LINKAGE: Open Space Element Implementing Strategy 2.3 and Human Services Element Goal 3.1 ENVIRONMENTAL DETERMINATION: Categorically Exempt FUND SOURCE OF FUNDS TOTAL BUDGETED FUNDS THRU 2002 EMENDED FuNDs Tams 2002 CARRY OVER FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEA .R TOTAL 410 - Grants S232,650 S20,000 $217,030 5217,030 USE OF FUNDS ACCT NUMBER TOTAL BUDGETED FUNDS THRU 2002 EXPENDED FUNDS Tana 2002 FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL Engineering Design 82001 55,000 55,000 55,000 Construction 82002 S35,013 S35,013 535,013 Construction Management 82003 52,000 52,000 52,000 Forbes Mill Museum Total S42,013 S42,013 542.013 Engineering Design 82001 55,000 55,000 55,000 Construction 82002 $45,000 S45,000 545,000 Construction Management 82003 52,000 S2,000 52,000 Tait Museum Total S52,000 S52,000 552.000 Engineering Design 82001 • Construction 82002 S20,000 S20,000 Construction Management 82003 NBC Total S20,000 520,000 ,, 42 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002/2003 EXHIBITS A - D AGENCY DESCRIPTION Project: Affordable Housing Fund Project No.: LG-99-1 1 Agency: Town of Los Gatos 208 E. Main Street Los Gatos, CA 95030 Regina Falkner, Community Services Director phone (408) 354-6820 fax (408) 395-8640 community@town.los-gatos.ca.us PROJECT DESCRIPTION Site: (Site address same) Affordable Housing Fund monies are intended to be used in conjunction with other city, state, and federal resources to facilitate the development of significant housing projects. The Town's Housing Element states the "Town will utilize the Affordable Housing Fund to provide financial assistance to non-profit and for -profit developers who develop housing affordable to very low • and low income households in Los Gatos." The Town Affordable Housing Fund includes deposits from the RDA Housing Set -Aside, BMP In -lieu Fee, and CDBG funds. PROJECT WORK PLAN To have a greater impact on a project that serves low income households, this project's funds will be pooled with the funds of another project. Therefore, during FY 2002/03, the balance left on the Cash Control Report for this project will be transferred to a new project. PROPOSED IMPLEMENTATION TIME SCHEDULE March 3, 2003: bring funds transfer to Town Council for approval March 7, 2003: submit Transfer Control Record form to County for approval June 30, 2003: receive approval and revised Cash Control Report from County BUDGET FROM TO Project Current Allocation Amount of Transfer (-) Revised Allocation Project Current Allocation Amount of Transfer (+) Revised Allocation LG-99-1 l $8,346.00 $8,346.00 $0 To be determined To be determined $8,346.00 To be determined nacsd'?2181Fy0 i 021citycountyexhibrts.wpd Page COMML:NITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 200" 2003 EXHIBIT B - Project Work Plan EXHIBIT C - Proposed Implementation Time Schedule Project: ADA Accessibility Improvements Project No.: LG-99-41 Agency: Town of Los Gatos See next 6 pages, attached. n:\csd12218\Fy01021citycountyexhibits.wpd Page 9 External Tasks Rolled Up Task \ ; [ Project Summary Rolled Up Critical Task Critical Task Group By Summary 0 Rolled Up Milestone co ƒ Rolled Up Progress ] ) ( k 0. _LO 9 2 1-3'c 2 N CU CI) 0) V) u. External Tasks External Milestone 1) a) 0 4 CT o (1 E 0 a. 1 N I CU i 4•0 ! CL -• — 0 FL? M. 0- 0 8 ft '4? w o C c 5 3 13 —I F3 111) co cn co 1 kewwns loa!oid 5' 3 3 rn 3 • cD Lfl 0 0 lewapt3 cn — 4 — 4 cn cn cn g — cn cn2 — " 11 0, O - -r! * •••• • C 0 CD —cn r—m z m • Co 0 =. a) CD = '6 w 3 1 r A t T,wn of Los Gatos F . 002:03 - 2006/07 CIP Budget AMERICAN WITH DISABILITIES ACT (ADA) UPGRADES PROJECT DESCRIPTION This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museum. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. FLND: 410 - Grants CATEGORY: Public Facilities RESPONSIBLE DEPT: Parks and Public Works PROJECT MANAGER: Director of Parks and Public Works PROJECT STATUS: Active PROJECT: 410-0213 PPW 4: 02 - 13 GENERAL PLAN LINKAGE: Open Space Element Implementing Strategy 2.3 and Human Services Element Goal 3.1 ENVIRONNIENTAL DETERMINATION: Categorically Exempt SOURCE OF FUNDS TOTAL BUDGETED FUNDS THRU 2002 t ENDED FUNDS THRU 1002 CARRY OVER FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL 410 - Grants S232,650 S20,000 S217,030 521 ;,030 USE OF FUNDS ACCT NUMBER TOTAL BUDGETED FUNDS THRU 2002 UPENDED PUxns U 2002 FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL Engineering Design 82001 S5,000 S5,000 S5,000 Construction 82002 S35,013 S35,013 S35,013 Construction Management 82003 52,000 S2,000 S2,000 Forbes Mill Museum Total S42,013 542,013 542,013 Engineering Design 82001 S5,000 55,000 55,000 Construction 82002 S45,000 S45,000 S45,000 Construction Management 82003 52,000 S2,000 S2,000 Tait Museum Total 552,000 4 S52,000 S52.J00 Engineering Design 82001 Construction 82002 S20,000 S20,000 Construction Management 82003 NBC Total S20,000 S20,000 42 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2001,200' EXHIBITS A - D AGENCY DESCRIPTION Project: Affordable Housing Fund Project No.: LG-00-1 1 Agency: Town of Los Gatos 208 E. Main Street Los Gatos, CA 95030 Regina Falkner, Community Services Director phone (408) 354-6820 fax (408) 395-8640 community @town.los-gatos. ca. us PROJECT DESCRIPTION Site: (Site address same) Affordable Housing Fund monies are intended to be used in conjunction with other city, state, and federal resources to facilitate the development of significant housing projects. The Town's Housing Element states the "Town will utilize the Affordable Housing Fund to provide financial assistance to non-profit and for -profit developers who develop housing affordable to very low • and low income households in Los Gatos." The Town Affordable Housing Fund includes deposits from the RDA Housing Set -Aside, BMP In -lieu Fee, and CDBG funds. PROJECT WORK PLAN To have a greater impact on a project that serves low income households, this project's funds will be pooled with the funds of another project. Therefore, during FY 2002/03, the balance left on the Cash Control Report for this project will be transferred to a new project. PROPOSED IMPLEMENTATION TIME SCHEDULE March 3, 2003: bring funds transfer to Town Council for approval March 7, 2003: submit Transfer Control Record form to County for approval June 30, 2003: receive approval and revised Cash Control Report from County BUDGET FROM TO Project Current Allocation Amount of Transfer (-) Revised Allocation Project Current. Allocation Amount of Transfer (+) Revised Allocation LG-00-1 1 $9,248.00 $9,248.00 SO To be determined To be determined $9,248.00 To be determined n:lcs d\22 181F y0102'.c i tycou n tyexh i b its. wpd Page I I Apr. - June, 2003 Manage portfolio of existing loans. Maintain inventory database Distribute Housing Rehabilitation brochures to locations frequented by the general public. Publish an advertisement regarding the Housing Rehabilitation Program, its eligibility requirements, and contact information, in the Spring issue of the Town newsletter. Refer clients to the Housing Rehabilitation Program. BUDGET Line Item CDBG Budget Amount Salaries S11,783.35 n:`,csd12218\Fy0IO2\citycountyexhibits.wpd Page 13 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002 2003 EXHIBIT A Agency Description Project: ADA Accessibility Project No.: LG-01-41 Agency: Town of Los Gatos 208 E. Main Street Los Gatos, CA 95030 Regina Falkner, Community Services Director phone (408) 354-6820 fax (408) 395-8640 community@town.los-gatos.ca.us Project Description Site: (Several) This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museums. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. Work already completed in previous years includes access upgrades to Los Gato's public library restrooms, such as proper door access, interior room turnaround radius, and accessible toilet configuration. Any project funds remaining after project completion will be programmed to new ADA projects at public facilities. n: csd122181Fy0IO2\citycountyexhibits.wpd Page l5 O 7 0)- N2 co 0 co LL H: CO a 0 Wed 9/18/02 Mon 9/16/02 Thu 10/31/02 Mon 10/28/02 Mon 9/23/02 1 Wed 10/30/02 CD n CO N O O O O NNN0 O O O O O NNNN0 O C N �o G) 'C LL 3 Thu 9/26/02 Thu 10/31/02 4 Tue 10/15/02 20 Tue 10/15/02 20 Tue 10/15/02 O CO 02 NNNNN 00000 a ?, a a N O 0 O C 3 LL 2 7 L H H NNNNNNNN N Q <0000 e� id u�S aaaa-aa 3 2 0 0 0 d 2 Thu 10/24/02 Thu 10/10/02 Thu 10/3/02 c . N fA y N N N to fD N ' N CO (0 (0 CA U) ?. >. >. ?. >. >. ?. >. A ?. >. ).. >. ?+ >. ?. >. >. A cd >.CO RI a '0O "0 V '0 ,0 17 CO `'O '0O 'V '0 '0 'Oo .0 a O 0 aRS 0 M Q LL7 N NNN D) N N N M M r CO a) E z a - - V) Lower windows Framing Wood Install double door p C C d C1 U O o. 'a '0. 0 a m 3 N 0 a a X 0 a) m e .0 o U) co H H G. w U H> 1= 0 Concrete demo N M c ul c0 t-. W .0) O - N M C to CO c0 0) O N External Tasks Rolled Up Task Project Summary Rolled Up Critical Task Group By Summary Rolled Up Milestone 1 m O co 1 Y I N CO L— N CD�, C co 76 m 0 . N 0 a m G O Ca U a` i cA N O a. N- • 1 N U. O 2tri O tT O Tue 10/15/02 r -- Mon 9/16/02 Thu 10/24/02 Mon 10/21/02 C Y� CO. �. >. >. C,. CO0 CO • CO CO1:3 CZ ▪ CO ✓ ? r Q r r• ' Concrete Demo Concrete Pour Detail Cleaning T.71 71 71 71 71 tom- N C) Q LC) tD Extemal Tasks External Milestone C CD i cn I EL) Qf • Z. - co a` i 1 �c I a N C o y O cco o 7 CL a u. • I— N 2 OL 01 C' . Mon 9/16/02 0 N W t Mon 9/30/02 000000: n n a a s ,�- . aaaaa. m N NNNNNNNNNNNN O 0 O O O O O O O O O O a• a..-- • n n to a s • C C a1 O - a) W O> Oa a a O O! 2 2 N lL N iL 0 7 0 0 ▪ y co ▪ c0 c0 '0ca a C ca N O • R • N • CO G tv SHEETROCK TAPPING,TOPPING,TEXTURE PLUMBING Install Bathroom Fixtures LANDSCAPING 13 '0 A A r C 1- m Concrete demo Lei cD in in In in In Tn in 71 In in in in N C) Nr to CO •N. CO Q> O External Tasks 1 to d Y 0 1 H co G. • COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002..2003 EXHIBIT D - Budget Project: ADA Accessibility Project No.: LG-01-4I Agency: Town of Los Gatos Total budget for Project No. LG-01-41 is $50,000.00. For complete project funding details, see next 2 pages, attached. n:'csd\2218\Fy0102\citycountyexhibits.wpd Page 17 a • Tcw'n Ot =GS G;7t -s i^Y _ r0:. 0: .'005; 0 C.'? Budget a 9 A a AMERICAN WITH DISABILITIES ACT (ADA) UPGRADES EXPENDITURE SCHEDULE USE OF FUNDS ACCT NUMBER TOTAL BUDGETED FUNDS THRU 2002 EXPENDED FUNDS nownowFY 2002 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL Engineering Design 82001 S8,000 S8,000 4 S8. :,C0 Construction 82002 5125,637 SI10,000 SI:0,000 Construction Management 82003 S5,000 S5,000 Sc 000 Blossom Hill Park Total S138,637 S123,000 S123.000 TOTAL S232,650 5217,013 5217.013 ANNUAL ESTIMATED OPERATING BUDGET IMPACT TOTAL PERSONNEL OPERATIONS & MAINTENANCE OTHER COSTS OFFSETTING SAVINGS NET IMPACT Minimal Minimal Minimal PROJECT NOTES The projects will improve the bathroom facilities at the two museums and at Blossom Hill Park to meet the ADA requirements. CDBG is the funding source for these ADA upgrade projects. 43 Apr. - June, 2003 Manage portfolio of existing loans. Maintain inventory database Distribute Housing Rehabilitation brochures to locations frequented by the general public. Publish an advertisement regarding the Housing Rehabilitation Program, its eligibility requirements, and contact information, in the Spring issue of the Town newsletter. Refer clients to the Housing Rehabilitation Program. BUDGET Line Item CDBG Budget Amount Salaries $31,978.00 n:'.csd\2218\Fy0IO2\citycountyexhibits.wpd Page 19 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 20022003 EXHIBITS A - D AGENCY DESCRIPTION Project: Second Harvest Food Bank - Oper. Brown Bag Project No.: LG-02-31 Agency: Second Harvest Food Bank Site: 208 E. Main St. and 750 Curtner Avenue 626 W. Parr Ave., San Jose, CA 95125 Los Gatos Laura Kaczmarek, Community Programs Manager phone (408) 266-8866 x236 PROJECT DESCRIPTION Bags of groceries are given to participants at local distribution sites on a weekly basis. Nutrition and consumer education programs, a newsletter, volunteer activities, and recognition events are also provided at the local sites. PROJECT WORK PLAN This project was completed, and reimbursement was requested from the Town during FY 2001/02. In FY 2002;03, the Town will request reimbursement in turn from the County. PROPOSED IMPLEMENTATION TIME SCHEDULE August, 2002: Town to submit Request for Reimbursement to County HCD. BUDGET Line Item CDBG Budget Amount Utilities S 1,260.00 n:lcsdl221E\Fy010_`.crtycountyexhibits.wpd Page 21 COMMUNITY LtVELOPMENT BLOCK GRANT PRuRAMI - FY 2002.'2003 EXHIBITS A - D AGENCY DESCRIPTION Project: Live Oak Adult Day Services - AduIt Day Care Project No.: LG-02-33 Agency: Live Oak Adult Day Services 19 High School Court Los Gatos, CA 95030 Colleen Hudgen, Executive Director phone (408) 354-4782 PROJECT DESCRIPTION Site: (same) This program provides age -appropriate social and recreational activities, exercise, meals (breakfast and lunch), and attention from professional staff. It also provides respite for participants' regular caregivers, usually family members. Information relating to elder care, counseling support, and referral to other relevant community resources are also provided for the family members of program participants. PROJECT WORK PLAN This project was completed, and reimbursement was requested from the Town during FY 2001/02. In FY 2002/03, the Town will request reimbursement in turn from the County. PROPOSED IMPLEMENTATION TIME SCHEDULE August, 2002: Town to submit Request for Reimbursement to County HCD. BUDGET Line Item CDBG Budget Amount Salaries $15,983.00 n:Icsd122181FyOt021citycountyexhibits.wpd 1'3ge 23 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002; 2003 EXHIBITS A - D AGENCY DESCRIPTION Project: Second Harvest Food Bank - Oper. Brown Bag Project No.: LG-03-31 Agency: Second Harvest Food Bank 750 Curtner Avenue San Jose, CA 95125 Laura Kaczmarek, Community Programs Manager phone (408) 266-8866 x236 PROJECT DESCRIPTION Site: 208 E. Main St. and 626 W. Parr Ave., Los Gatos Bags of groceries are given to participants at local distribution sites on a weekly basis. Nutrition and consumer education programs, a newsletter, volunteer activities, and recognition events are also provided at the local sites. PROJECT WORK PLAN Provide weekly bags of groceries to qualified Los Gatos residents, hold nutrition and consumer workshops, produce a quarterly newsletter, hold volunteer recognition events, and provide volunteer opportunities PROPOSED IMPLEMENTATION TIME SCHEDULE Service Jul. - Sept., 2002 Oct. - Dec., 2002 Jan. - Mar., 2003 Apr. - June, 2003 Weekly groceries 943 943 943 943 Workshops 1 1 1 1 Quarterly newsletter 1 1 1 1 Volunteer recognition 1 1 1 1 Weekly volunteer opportunities 104 104 104 104 Information and referral 12 12 12 12 BUDGET Line Item CDBG Budget Amount Utilities S3,960.00 n:lcsdP.2I 8\Fy0102\citycountvexhibas. wpd Pan 25 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002.'2003 EXHIBITS A - D AGENCY DESCRIPTION Project: Live Oak Adult Day Services - Adult Day Care Project No.: LG-03-33 Agency: Live Oak Adult Day Services 19 High School Court Los Gatos, CA 95030 Colleen Hudgen, Executive Director phone (408) 354-4782 Site: (same) PROJECT DESCRIPTION This program provides age -appropriate social and recreational activities, exercise, meals (breakfast and lunch), and attention from professional staff. It also provides respite for participants' regular caregivers, usually family members. Information relating to elder care, counseling support, and referral to other relevant community resources are also provided for the family members of program participants. PROJECT WORK PLAN Provide adult social day care to frail elderly Los Gatos residents; provide days of respite to caregivers of those residents; provide both breakfast and noon meals to day care clients; provide staff consultation, counseling, and assessments for clients; hold in-service community education programs; and provide referral and outreach as needed. PROPOSED IMPLEMENTATION TIME SCHEDULE Service Jul. - Sept., 2002 Oct. - Dec., 2002 Jan. - Mar., 2003 Apr. - June. 2003 Days of adult day care 350 350 350 350 Days of respite 350 350 350 350 Noon meals 350 350 350 350 Breakfast meals 350 350 350 350 Counseling, assessments 25 25 25 25 Community education 1 1 1 1 Referrals and outreach 30 30 30 30 BUDGET Line Item CDBG Budget Amount Salaries $13,530.00 n:`.csd122 181Fy0102\.citycountyexhibits.wpd Page 27 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002,'2003 EXHIBIT A Agency Description Project: ADA - Ross Creek Pedestrian Bridge Project No.: LG-03-41 Agency: Town of Los Gatos 208 E. Main Street Los Gatos, CA 95030 Regina Falkner, Community Services Director phone (408) 354-6820 fax (408) 395-8640 community@town.los-gatos.ca.us Project Description Site: (Several) This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museums. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. Work already completed in previous years includes access upgrades to Los Gatos public library restrooms, such as proper door access, interior room turnaround radius, and accessible toilet configuration. Any project funds remaining after project completion will be programmed to new ADA projects at public facilities. n: csd\22I8\Fy0I021citycountyexhibits. wpd page :9 • LL r O r N a 0 u_ r O r N O LL. r • a - 0 N ;Predecessors C O 2 Wed 9/18/02 Mon 9/16/02 Thu 10/31/02 Mon 10/28/02 Mon 9/23/02 1 Tue 9/17/02 n CCO N V' N N N i,- CID h CO NNNNNNNNNNNNNNN O O O O O O O 0 O O O O O O O (D N 'Cr .— T Op aQ O Fa-N N-44 O O O O O 0 O O 0 LL 0 0 N 0 00 0 00 0 — 0 0.)7 7 3 r r r r I.- r 3 1-- 1- 1- Fri 11/1/02 Thu 11/7/02 Mon 11/11/02 Wed 11/13/02 Thu 9/26/02 Wed 9/25/02 O O O O O O O • • C -Cos to -f) O O) O i 2 i 2 1- Thu 10/24/02 Thu 10/3/02 C`• 0 0 0 0 0 0 0 0 CA r/) 0) 0 0 0 N 7. T C- 0 T T T T T >T ?. T T T T �. T T T Cp cC T T O c9 O o C6 CC C4 co cC co C4 cC cC cE cC - O O Ip -a i a a 0 M a iC .- CO C' C17 N R N N N C O N N N C') C') CD 0 ID Task Name Lower windows Framing Wood Install double door N a N C 1� F—O FO— W O H > F- 0 n co m Concrete demo Concrete pour cn CO 0— O •- N C) of LC) CD 1- CD a o N External Tasks 0 r Project Summary Rolled Up Critical Task Critical Task Group By Summary Rolled Up Milestone 0 0 0 CU O Rolled Up Progress 2 E 0)1 .u.i NN NNN N 00 0 0 0 9, N N C7I • -c5' a • o u_ 2 o o Tue 10/15/02 Mon 9/16/02 Mon 10/21/02 Mon 10/21/02 Mon 10/21/02 C•••• V) CA V- C- C >. ›.. ›...•>,. >, >. Ctl O VIt O RI tg O 17 MI O • • • "O .715. 1-• V ,— V' 1- I- = CI Task Name cr) 0 E Concrete Demo Concrete Pour :171 71 71 71 1.!..1 External Tasks N C) • ix) CO LL N E O 0 a)-a(..7 Cn CO 2 .J cn — CDQO oo 2Qo H U)' O'. CO Q 0. a Mon 9/16/02 O O O O O O O NNNNNN0 a) rn a3 53 a) a o 0 i-- I F— o 2 aai ii NNNNNNNNNNNN O O O O O O 0 O O 0 O 0 c7) r a7 Q) ^ N N N (4 C C O O Q) O) 0) O) C) O) 0 O) 7, N V) T (/) N >. Co >, S. C.- y >, >, co >, CO CO >. >. 7 a 13 'a a a '0l4 0 a a R7 N (O ch N CO 7 0 O 0 ^ N lfl a) F_ (J m Z IZ 0 -- Y 2 < W H 0 Q SHEETROCK TAPPING,TOPPING,TEXTURE PLUMBING Install Bathroom Fixtures LANDSCAPING Concrete demo Concrete pour Repour Ramp g N Cr) (C) m 0) 0 N Extemal Tasks 0 i Tts CU C C m a a) W 0 1 Y Q O F- U) C- ' COMMLNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002.'2003 EXHIBIT D - Budget Project: ADA - Ross Creek Pedestrian Bridge Project No.: LG-03-41 Agency: Town of Los Gatos Total budget for Project No. LG-03-41 is $93,500.00. For complete project funding details, see next 2 pages, attached. n:!csd\2218\Fy0 1 02',c tvcountyexhibits wpd Page Town of Los Gatos FY 200: 03 - 2006/0- CIP Budget y ti AMERICAN WITH DISABILITIES ACT (ADA) UPGRADES EXPENDITURE SCHEDULE USE OF FUNDS ACCT NUMBER TOTAL BUDGETED FUNDS THRU 2002 EXPENDED FUNDS THRU 2002 FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL Engineering Design 82001 S8,000 $8,000 S8.000 Construction 82002 $125,637 $110,000 Si 10,000 Construction Management 82003 S5,000 S5,000 S5,000 Blossom Hill Park Total S138,637 S123,000 1 S123,000 TOTAL S232,650 S217,013 r S217,013 ANNUAL ESTIMATED OPERATING BUDGET IMPACT _ TOTAL PERSONNEL OPERATIONS & MAINTENANCE OTHER COSTS OFFSETTING SAVINGS NET IMPACT Minimal Minimal Minimal —" PROJECT NOTES The projects will improve the bathroom facilities at the two museums and at Blossom Hill Park to meet the ADA requirements. CDBG is the funding source for these ADA upgrade projects. 43 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2001, 2003 EXHIBIT B - Project Work Plan EXHIBIT C - Proposed Implementation Time Schedule Project: ADA - Parking Lots 1 and 2 Ramps Project No.: LG-03-42 Agency: Town of Los Gatos See next 6 pages, attached. n:csd122I8\Fy0IO2\citycountyexhibits.wpd Page 33 • co) 2 cz at) co < 0 a. -I 1- < E LL 2: Z: ;(1) — 4 CV 1'7 Z. Z. a !IL! NJ' 1—i ! 8. a • 0. u.. I—• P.._ 8 Cl): LL. • co• External Tasks a) =.... a) n r L o I eo o f.13 l• C co -v 0 0 2 12 6- C• I: . O. CL O. Z = M = •E '0 O 1, 0 -o o o o o o. cc cc cc CC Ci, -1C Project Summary Critical Task Group By Summary I .t N N 2: it 1 N i N cn O H co a i o� co, N iCD N CCL V. N. LL H N I External Tasks . d 0 d i N , ▪ O• f- co ▪ a. 1 I 1 A a a Town , f Los Gatos FY 2002.'03 - _ 006;07 C'IP Budget AMERICAN WITH DISABILITIES ACT (ADA) UPGRADES PROJECT DESCRIPTION This project will fund improvements at three Town properties to achieve compliance with ADA standards for public facilities. Specifically, the project will rehabilitate the public restrooms at Blossom Hill Park and at the Forbes Mill and Tait Museum. Neighborhood Center improvements include public restrooms and making the front doors ADA compliant. FUND: 410 - Grants CATEGORY: Public Facilities RESPONSIBLE DEPT: Parks and Public Works PROJECT MANAGER: Director of Parks and Public Works PROJECT STATUS: Active PROJECT: 410-0213 PPW #: 02 - 13 GENERAL PLAN LINKAGE: Open Space Element Implementing Strategy 2.3 and Human Services Element Goal 3.1 ENVIRONMENTAL DETERMrNATION: Categorically Exempt SOURCE OF FUNDS TOTAL BUDGETED FUNDS THRU 2002 EXPEtNDED FUNDS THBU 2002 CARRY OVER FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL 410 - Grants $232,650 S20,000 $217,030 S217,330 EXPE USE OF FUNDS ACCT NUMBER TOTAL BUDGETED FUNDS THRU 2002 EXPENDED FUNDS THRU 2002 FY 02-03 FY 03-04 FY 04-05 FY 05-06 FY 06-07 5 YEAR TOTAL Engineering Design 82001 S5,000 S5,000 55,000 Construction 82002 $35,013 S35,013 S35,013 Construction Management 82003 $2,000 S2,000 $2,000 Forbes Mill Museum Total S42,013 S42,013 542,013 Engineering Design 82001 $5,000 $5,000 $5,000 Construction 82002 S45,000 S45,000 $45,000 Construction Management 82003 S2,000 $2,000 52.000 Tait Museum Total ' S52,000 S52,000 552.000 Engineering Design 82001 Construction 82002 S20,000 S20,000 ' Construction Management 82003 NHC Total S20,000 S20.000 42 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM - FY 2002 2003 EXHIBITS A - D AGENCY DESCRIPTION Project: urban County Rehab Services Project No.: LG-03-53 Agency: County of Santa Clara Environmental Resources Agency Housing and Community Development Program 1735 North First Street, Suite 265 San Jose, CA 95112 Charles Chew, Program Manager phone (408) 441-0261 fax (408) 441-0365 PROJECT DESCRIPTION Site: (same) Santa Clara County administers the Town's Housing Conservation Program (HCP), per Exhibit I of this Contract, "Urban County Housing Rehabilitation Services." The HCP provides low interest installment loans, deferred loans, and grants for eligible work items, which include: home repairs, earthquake retrofit work, health and safety repairs, and accessibility modifications. PROJECT WORK PLAN Perform County's responsibilities as listed in Exhibit I to this Contract, "Urban County Rehabilitation Services." PROPOSED IMPLEMENTATION TIME SCHEDULE Jul. - Sept., 2002 Perform County's responsibilities as listed in Exhibit I to this Contract, "Urban County Rehabilitation Services." Oct. - Dec., 2002 Perform County's responsibilities as listed in Exhibit I to this Contract, "Urban County Rehabilitation Services." Jan. - Mar., 2003 Perform County's responsibilities as listed in Exhibit I to this Contract, "Urban County Rehabilitation Services." Apr. - June, 2003 Perform County's responsibilities as listed in Exhibit I to this Contract, `Urb'an County Rehabilitation Services." BUDGET Line Item CDBG Budget Amount Salaries $20,000.00 n:\csd122I \FyO 1021atvcountyexhibits.wpd Page Jan. - Mar., 2003 Coordinate annual allocation of CDBG funds. Review quarterly deliverables from nonprofit agencies. Coordinate disbursement of CDBG funds. Prepare quarterly deliverable to Santa Clara County HCD. Attend Urban County Staff meetings, as scheduled. Respond to inquiries for information, as received. Apr. - June, 2003 Coordinate annual allocation of CDBG funds. Review quarterly deliverables from nonprofit agencies. Coordinate disbursement of CDBG funds. Prepare quarterly deliverable to Santa Clara County HCD. Attend Urban County Staff meetings, as scheduled. Respond to inquiries for information, as received. BUDGET Line Item CDBG Budget Amount Salaries $15,000.00 nacsd\22l8\FyOIO2\citycountyexhibits.wpd Page Exhibit E CERTIFICATIONS In accordance with the applicable statutes and the regulations governing the consolidated plan regulations, the jurisdiction certifies that: Affirmatively Further Fa1r Housing — The jurisdiction will affirmatively further fair housing, which means it will conduct an analysis of impediments to fair housing choice within the jurisdiction, take appropriate actions to overcome the effects of any impediments identified through thit analysis, and maintain records reflecting that analysis and actions in this regard. Anti -displacement and Relocation Plan — It will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as unendeed, and implementing regulation at 49 CM 24; sad it has in effect and is following a residential antidisplacement and relocation assistance plan required under section 104(d) of the Housing and Community Development Act of 1974, as amended, in connection with any activity assisted with funding under the CDBG or HOME programs. Drag Free Workplace — It will or will continue to provide a drug -free workplace by: I . Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited m the 1lrantee'a workplace and specifying the actions that will be taken against employees for violation of such prohibition; 2. Establishing can ongoing drug -free awareness protpam to inform employees about - (a) The dangers of drug abuse in the workplace; (b) The puttee's policy of maintaining a drug -free workplace; (c) Any availabk drug counseling, rehabilitation, and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; 3. Making it a requirement that each ernployee to bc engaged in the performance of the grant be given a copy of the staternent required by paregnph I; 4. Notifying the employee in the statement requiresi by paragraph l that, as a condition of employment under the grant, the employee will - (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; 5. Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph 4(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; Specific CDBG Certiilcationa The Entitlement Community certifies that: Citizen Participation -- It is in full compliance and following a d+:tailed citizen participation plan that satisfies the requirements of 24 CFR 91.105. Community Development Plan — Its consolidated housing and community development plum identities community development and housing needs and specifies both short-term and long-ti:rm community development objectives that provide decent housing, expand eoonomlc opportunities primarily for persons of low and moderate income. (See CFR 24 570.2 and CFR 24 part 570) Following a Plan — It is following a current consolidated plan (or Comprehensive Housing Affordability Strategy) that has been approved by HUD. Use of Funds — It has complied with the following criteria: Mixirntnn Feasible Priority. With respect to activities expected to be assisted with CDBG funds, it certifies that it has developed its Action Plan so as to give maximum feasible priority to activities which benefit low and moderate income families or aid in the prevention or elimination of slums or blight. The Action Plan may also include activities which the grantee certifies are designed to melt other community development needs having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the comintutity, and other financial resources are not available); 2. Overall Benefit. The aggregate use of CDBG funds including section 108 guaranteed loans during program year(s) 2002/2003 (a period specified by the grantee,:onsisting of one, two, or three specific consecutive program years), shall principally benefit Persons of low and moderate income in a marina that ensures that at least 70 percent of the amount is expended for activities that benefit such persons during the designated period; 3. Special Assessments. It will not attempt to recover arty capital costs of public improvements assisted with CDBG fluids including Section 108 loan guaranteed funds by assessing any amount against properties owned and occupied by persons of low and moderate income, including any fee charged or assessment made as a conditions of obtaining access to such public improvements. However, if CDBG funds are used to pay the proportion of a fee or assessment that relates to the capital costs of public improvements (assisted in part with CDBG funds) financed from other revenue sources, an assessment or charge may be made against the property with re $pest to the public improvements financed by a source other than CDBG funds. The jurisdiction will not attempt to recover any capital costs of public improvements assisted with CDBG funds, including Section 108, unless CDE:G Rinds are used to pay the proportion of fee or assessment attributable to the capital costs of public improvements financed from other revenue sources. In this case, an assessment or charge may be made against the property with respect to the public improvements financed by a source other than CDBG funds. Alto, in the case of' properties owned and occupied by moderate -income (not low-income) families, an assessment or charge may be made against the property for put Iic improvements financed by a source other than CDBG Rinds if the jurisdiction certifies that it lacks CDBG Rinds to cover the assessment. Specific HOME Certifications The HOME participating jurisdiction certifies that: Tenant Based Rental Assistance -- If the participating jurisdiction intends to provide tenant -based rental assistance: The use of HOME funds for tenant -based rental assistance is an essential element of the participating jurisdiction's consolidated plan for expanding the supply, affordability, and availability of decent, safe, sanitary, and affordable housing. Eligible Activities and Costs — it is using and will use HOME funds for eligible activities and costa, as described in 24 CFR § 92.205 through 92209 and that it is not using and will not uite HOME funds for prohibited activities, as described in ¢ 92.214. Appropriate lt-uiancial Assistance — before committing any funds to a project, it will evalu. tc the project in accordance with the guidelines that it adopts for this purpose and will not invest any more HOME fluids in combination with other Federal assistance than is neces:Iary to provide affordable housing; iHay 13, 2002 S griature/Authorized Official Date Title County Executive DOCUME'i? 2A LOCAL GOVERMENT GRAMME EMERGENCY SHELTER GRANTS PROGRAM CERTIFICATIONS BY THE CHIEF EXECUTIVE OFFICER 1, Richard Wittenberg Chief lixecutiveOfficer of Santa Clara County , certify that the local government will censure the piovtsion of the matching supplemental funds required by the regulation at 2,1 CFR 576.51. 1 have attached to this certification a description of the sources and amounts of such supplemental funds. I further certify that the local government will comply with: (1) The requirements of 24 CFR 576.21(ax4) providing that the funding of homeless prevention activities for families that have received eviction notices or notices of termination of utility services will meet the requhernents that: (A) the inability of the family to make the required payments must be the result of a sudden reduction in income; (B) the assistance must be necessary to avoid eriction of the family or termination of the services to the family; (C) there must be a reasonable prospect that the family will be able to resume payments within a reasonable period of time; and (D) the assiranee must not supplant funding for preexisting homeless prevention activities from any other source. (2) The requirements of 24 CFR 576.53 concerning; the continued use of buildings for which emergency shelter grants are used for rehabilitation or conversion of buildings for use as emergency shelters for the homeless; or when fonds are used solely for operating costs or essential services. (3) - The building standards requirement of 24 CFR 576.55; (4) The requirements of 24 CFR 576.56, concerning assistance to the homeless; and (5) The requirements of 24 CFR 576.57, other apprspriate provisions of 24 CFR Part 576, and other applicable Federal laws concerning nondiscrimination and equal oppc,rtuaity,. (6) The requirements of 24 CFR 576.59(6) concerning the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. (7) The requirement of 24 CFR 576.59 concerning minimizing the displacement of persons as a result of a project assisted with these funds. (8) The requirements of 24 CFR Part 24 concerning the Drug Free Workplace Act of 1988. (9) The requirements of 24 CFR 576.56(a) and 576.65(b) that grantees develop and implement procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment serviced under any project assisted with ESG fronds and that the address or location of any family violence shelter ptvject will not be made public., except with written authorization of the person or persons responsible for the operation of such shelter. APPENDIX TO CERTIFICATIONS INSTRUCTIONS CONCERNING LOBBYING AND DRUG -FREE WORKPLACE REQUIREMENTS: A. L.obbYing Certification This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for ti:aiang or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than S 10,000 and not more than S 100,000 for each such failure. B. }rue -Free Workplace Certification 1. By signing and/or submitting this application or grant agreement, the grantee is providing the certification. 2. The certification is a material representation of fact upon which reliance is placed when the agency awards the grant. (fit is later determined that the grantee knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, HUD, in addition to any other remedies available to the Federal Government, may take action authc rized under the Drug -Free Workplace Act. 3. Workplaces under grants, for grantees other than individuals, need not be identified on the certification. If known, they may be identified in the grant application If the grantee does not identify the workplaces aft the time of application, or upon award, if there is no application, the grantee must keep the identity of the workplace(s) on file in its office and rtuike the information available for Federal inspection. Failure to identifyt .al known workplaces constitutes a violation of the grantee's drug -fee workplace requirements. 4. Workplace identifications must include dm: actual address of buildinr;s (or paits of buildings) or other sites where work under the grant tales place. Categorical descriptions may be used (e.g., ail vehicles of a mass transit authority or State highway department while in operation, State employees in each local unemployment office, performers in cancer: halls or radio stations). S. If the workplace identified to the agency changes during the performance oldie grant, the grantee shall inform the agency of the change(s), if it previously identified the workplaces in question (see paragraph three). EXHEBTT F ASSURANCES CORPORATION hereby assures and certifies that it will comply with all regulations, policies, guidelines and requirements applicable to the acceptance and use of Federal funds for this Federally -assisted program and will be responsible for implementing and complying with all relevant future changes to Federal Regulations or OMB Circulars. Specifically CORPORATION gives assurances and certifies with respect to the PROGRAM that it is in compliance with the following Regulations as defined by 24 CFR, Part 570, Subpart J; 24 CFR, Part 570, Subpart K; and will be conducted and administered in conformity with "Public Law 88.352 and Public Law 90-284. 1. 570.601. Public Law 88-352 and Public Law 90-284; affirmatively furthering fair housing; Executive Order 11063, as amended by Executive Order 12259 addresses discrimination. HUD regulations implementing Executive Order 11063 are contained in 24 CFR, Part 107. 2. 570.602. Section 109 of the Act addresses discrimination. 3. 570.603. Labor Standards. 4. 570.604. Environmental Standards. 5. 570.605. National Flood Insurance Program. 6. 570.606. Relocation, Displacement and Acquisition. 7. 570.607. Employment and Contracting Opportunities. 8. 570.608. Lead -Based Paint. 9. 570.609. Use of Debarred, Suspended, or Ineligible Contractors or Subrecipients. 10. 570.610. Uniform Administrative Requirement and Cost Principles. The COUNTY, its Subrecipients, agencies or instrumentalities, shall comply with the policies, guidelines, and requirements of 24 CFR Part 85 (Common Rule), and OMB Circulars A-1 10 (Grants and Agreements with Non -Profit Organizations), A-122 (Cost Principles for Non - Profits), A-128 (Audits of State and Local Governments -implemented at 24 CFR, Part 24), and A-133 (Audits of Institutions of Higher Education and Other Non -Profit Institutions), as applicable, as they relate to the acceptance and use of Federal funds under this part. The applicable sections of 24 CFR, Part 85 and OMB Circular A-100 are set forth at 570.502. EXHIBIT F - ASSURANCES 1 REVISED 11/15/00 EXHIBIT G B-2 (HCD-O) INSURANCE REQUIREMENTS FOR NON -CONSTRUCTION / NON-PROFESSIONAL CONTRACTS ABOVE $100,000 Indemnity The Contractor shall indemnify, defend, and hold harmless the County of Santa Clara (hereinafter "County"), its officers, agents and employees from any claim, liability, loss, injury or damage arising out of, or in connection with, performance of this Agreement by Contractor and/or its agents, employees or sub -contractors, excepting only loss, injury or damage caused by the sole negligence or willful misconduct of personnel employed by the County. It is the intent of the parties to this Agreement to provide the broadest possible coverage for the County. The Contractor shall reimburse the County for all costs, attorneys' fees, expenses and liabilities incurred with respect to any litigation in which the Contractor is obligated to indemnify, defend and hold harmless the County under this Agreement. Insurance Without limiting the Contractor's indemnification of the County, the Contractor shall provide and maintain at its own expense, during the term of this Agreement, or as may be further required herein, the following insurance coverages and provisions: A. Evidence of Coverage Prior to commencement of this Agreement, the Contractor shall provide a Certificate of Insurance certifying that coverage as required herein has been obtained. The County's Special Endorsement form shall accompany the certificate. Individual endorsements executed by the insurance carrier may be substituted for the County's Special Endorsement form if they provide the coverage as required. In addition, a certified copy of the policy or policies shall be provided by the Contractor upon request. This verification of coverage shall be sent to the requesting County department, unless otherwise directed. The Contractor shall not receive a Notice to Proceed with the work under the Agreement until it has obtained all insurance required and such insurance has been approved by the County. This approval of insurance shall neither relieve nor decrease the liability of the Contractor. B. Oualifying Insurers All coverages, except surety, shall be issued by companies which hold a current policy holder's alphabetic and financial size category rating of not less than A V, according to the current Best's Key Rating Guide or a company of equal financial stability that is approved by the County's Insurance/Risk Manager. EXHIBIT G B-2 (HCD-0) b. Primary Insurance Endorsement: Insurance afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the County of Santa Clara, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this policy. c. Notice of Cancellation or Change of Coverage Endorsement: Insurance afforded by this policy shall not be canceled or changed so as to no longer meet the specified County insurance requirements without 30 days' prior written notice of such cancellation or change being delivered to the County of Santa. d. Contractual Liability Endorsement: Insurance afforded by this policy shall apply to liability assumed by the insured under written contract with the County of Santa Clara. 4. Automobile Liability Insurance For bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non -owned and hired vehicles. 5. Workers' Compensation and Employer's Liability Insurance a. Statutory California Workers' Compensation coverage including broad form all -states coverage. b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrence. c. Coverage under the United States Longshoremen's and Harbor Workers' Act shall be provided when applicable. D. Special Provisions The following provisions shall apply to this Agreement: 1. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the Contractor and any approval of said insurance by the County or its insurance consultant(s) are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant 3 EXHIBIT H DECLARATION OF CONTRACTOR {to be completed by all Type I or Type II contractors) A. [x] This is a Type I service contract under the Board of Supervisor's Resolution on Contracting Principles. if this box is checked, please complete the following: Type I Category: Section II C.6 Explanation: Contract with other public agencies. B. [ ] This is a Type II contract under the Board of Supervisor's Resolution on Contracting Principles. C. To be completed by Contractor: The contractor currently has other County Contracts for the same or similar services: [ ] Yes [ X] No If Yes is checked, please list and describe contracts, types and dollar amounts. D. I am authorized to complete this form on behalf of Town of Los Gatos (name of contracting entity). I have used due diligence in obtaining this information, and this information contained herein is complete and accurate. Signature: Name: Title: Debra j. i=igon` Town Manager Contractor : Town of Los Gatos Date: Contracts #3 99/00 City/County Contract g rg/9/ 15/9 9 URBAN COUNTY HOUSING REHABILITATION SERVICES EXHIBIT I Description: The Santa Clara County Housing Rehabilitation Program provides services to the City/Town. The County shall provide a large range of housing rehabilitation services including application processing, bid process, loan preparation, construction monitoring and loan servicing. (See attached Santa Clara County Housing Rehabilitation Program Guidelines.) RESPONSIBILITIES OF THE COUNTY 1. Review client's application, verify that client's property is located in the appropriate jurisdiction and make a preliminary determination regarding income eligibility in accordance with most current income guidelines determined by Federal Department of . Housing and Urban Development for Santa Clara County. 2. Continue to process application, order credit report and preliminary title report, schedule termite inspection and conduct an Minor Rehabilitation Environmental Review (MRER) of the property in accordance with NEPA requirements, as applicable. 3. Schedule and meet with the Loan Review Committee to discuss client's application, income status and proposed work scope. Advise client of the final decision regarding approval/disapproval and loan terms. (See attached Santa Clara County Housing and Community Development Loan Committee Policies and Procedures.) 4. Inspect property to assist client in assessing and designing needed property improvements in order to bring the property in conformance with local building and housing codes, as well as prepare a Project Cost Estimate (scope of work) detailing the proposed work items and cost estimates. 5. Review work write-up with the client. Invite contractors to submit written bids based on approved scope of work. Review bids with client and assist client in selecting the responsible bidder who submits the lowest price bid. Verify that selected bidder complies with all insurance and licensing requirements. 6. Prepare all loan documents for signature and recordation as appropriate, such as Deeds of Trust, Promissory Notes, Notices of Right to Cancel, Truth in Lending Disclosure Statements, Requests for Notice and Owner Participation Agreements, etc. agmt.hsg.rehab.-exibit 1 11/27/01 1 3. Run a public service advertisement on the local public access television station at least twice annually describing the Housing Rehabilitation Program. 4. Refer pre-screened call -in or walk-in clients who appear to meet basic program criteria to the Housing Rehabilitation Program. Clients that have applied and withdrawn shall be processed as new applicants after a period of six months from date of the previous application. 5. Upon execution of the contract by designated City and County officials, the City/Town shall make a lump sum transfer of $200,000.00 from the Revolving Housing Rehabilitation Loan Fund to the Santa Clara County Housing Rehabilitation Program to be applied to project costs for four (4) new projects. 6. Upon execution of the contract by designated City and County officials, the City/Town shall transfer $20,000.00 from City/Town's CDBG funds to the County for Housing Rehabilitation Services for staff costs to fully execute (4) four new rehabilitation loans during the program year specified by the attached contract. 7. If the agreed upon number of four (4) loans is exceeded and upon mutual agreement between the County and the City/Town, the City/Town shall transfer to the County $2,500.00 for any project completed from initial application through bid opening and an additional $2,500.00 for any project completed through project closeout. The same shall apply to any project that is discontinued by the client. 8. In the event that County staff is required to exceed the prescribed responsibilities set forth herein, the City/Town shall compensate the County for professional staff work at the rate of $60.00 per hour per professional staff member. CDBG funding amount $20,000.00 Unduplicated clients 4 Cost per year per client $5, 000.00 Total Program Budget $20,000.00 agmt.hsg.rehab.-exibit 1 11/27/01 3 SANTA CLARA COUNTY COOPERATIVE HOUSING REHABILITATION PROGRAM GUIDELINES I. INITIAL APPLICATION • • Mail or deliver application packet to property owner with explanation of basic program objectives and procedures (see attached Guidelines). Review client's application and verify household income, household size, applicant's age, credit history, and other information pertaining to loan processing. • Obtain applicant's authorization to gather financial information. and order Credit report. • If applicant is willing to continue and eligibility seems likely, order preliminary title report. • Order Structural/Pest Control report, if applicable. APPLICABLE DOCUMENTS • Application Form • Authorization Form • Request For Information Form • Informational Brochures • Environmental Review Form II. INITIAL INSPECTION • Meet with property owner, and inspect the property for conformance with building, housing, and health codes. Explain to property owner what type of repair work is eligible (ie.. Health and Safety Items), and what type is considered General Property Improvements. Termite inspection report will be incorporated into the work write-up. REHAB PROCEDURES-2000 1 • Mail bid invitations and packages to contractors. • Inform property owner that during a given period, (usually one week) contractors will be calling to make appointments for site inspections; or, in cases of property owners who need assistance, an open house is scheduled for a given afternoon and contractors are allowed site inspection at that time only. Hold bid opening at pre —determined time, date, and location. • Review bids for program compliance and mathematical accuracy. • Review responsible bids with property owner and contractor is selected by owner. Property owner is allowed to choose any bid which is within a 10% range of Rehab Specialist's estimate, or the lowest bidder. APPLICABLE DOCUMENTS • Invitation To Bid • Instructions to Bidders • Bid Document • Work Write-up with Estimates • Bidder's Qualifications • Addenda V I . LOAN CLOSING • Prepare loan documents based on accepted bid amount, contingency amount, design costs, inspection costs, appraisal costs, title fees, and other necessary costs. • Obtain property owner's initials on loan fact sheet. • Prepare contract between property owner and contractor based on accepted bid amount. Contract includes total construction costs and projected dates for beginning and end of construction. • Meet with property owner for signing of loan documents. Concurrently, contractor signs construction contract and REHAB PROCEDURES-2000 3 APPLICABLE DOCUMENTS • Contract Award • Contract Agreement • Lead Base Paint Notification • Notice To Proceed • Progress Payment Request • Change Orders • Final Inspection Report V I I I . PROJECT CLOSEOUT • Obtain Hen releases from contractor for subcontractors and material suppliers. Review County Recorder's records for any construction related liens attached to property. • Assist owner in obtaining any warranty or guarantee documents or materials, from contractor. • Issue final payment to contractor after all conditions are met and designated waiting period has expired. Waiting period is 35 days after notice of completion is recorded. • Mail Project Evaluation form to property owner, APPLICABLE DOCUMENTS • Notice of Completion • Certificate of Final Inspection • Lien Release Forms • Roof and Other Warranties • Contractor's Affidavit • Project Evaluation Form REHAB PROCEDURES-2000 5 SANTA CLARA COUNTY HOUSING AND COMMUNITY DEVELOPMENT LOAN COMMITTEE POLICIES AND PROCEDURES Purpose The purpose of the Santa Clara County Housing and Community Development (HCD) Loan Committee is to evaluate loan applications and approve loan terms for projects that have been recommended by the Housing and Community Development Program. Committee Objectives 1. Review and approve/reject all applications for rehabilitation loans in a timely manner. 2. Assure that all loans approved are in conformance with all appropriate Federal, State, or local requirements. 3. Provide housing rehabilitation loans to clients most in need of assistance. 4. Approve loans with the most effective mix of available funding sources. Committee Membership and Terms of Service The Loan Committee is composed of three (3) County staff appointed by the County Executive. There. is no limit to the length of tenure in the position and the members serve at the discretion of the County Executive. The desired expertise for committee membership includes knowledge of Federal, State, or local housing programs, awareness of local affordable housing needs, and financial procedures in real estate transactions. Committee Staffing HCD staff provides technical assistance and staff support to the Loan Committee. Specific HCD staff support members are the HCD Program Manager and Housing Rehabilitation Coordinator. Other HCD staff provide additional committee support as needed. -1- Basic Loan Policies 1. All loan applications and requests will be considered on a first -come first -serve basis. However, priorities will be considered in cases of great need or urgency as defined by each funding source guideline. Need includes factors such as income, age and physical condition of client, overcrowding and any existing health or safety issues. Urgency includes any factor that presents a serious health or safety threat. The Loan Committee will follow basic funding source (CDBG, ESG, HOME, etc.) guidelines in judging a project or client's suitability for loans. 2. All loans will be distributed in a manner assuring 100% low income (80% of County median income) or very low income (50% of County median income) benefit except where the funding source guideline (i.e. CALDAP) instructs otherwise. 3. All loans to homeowners for single family residential rehabilitation (i.e. unincorporated County, City of Cupertino, City of Los Altos, Town of Los Altos Hills, Town of Los Gatos and City of Satatoga) will be awarded as shown on the attached Housing Rehabilitation Loan Opportunities chart. The loan can be deferred at 0% or 6% annual percentage rate (APR) or amortized at 0% or 3°A°. The length of the loan will be 15 years unless some special exception is justified. 4. Other loans such as loans to Non -Profits for acquisition and rehabilitation of an existing structure for the purpose of creating or maintaining low cost housing will not have a specific loan amount limit. Unless a case for an exception can be made, the loan terms will be 6% APR if the loan is deferred and 3% if the loan is amortized. The length of the loan will be 30 years unless an exception is necessary to assure the long term affordability of the rents or viability of the project. All of the loans are secured by a deed of trust. 5. All loans, be it acquisition and rehabilitation, new construction, or acquisition only, shall be submitted to the Loan Committee for review. The Loan Committee has the option to establish the terms of the loan or to recommend that the applicant request a grant from the Board of Supervisors. lrc,pol & pro.9/13/96 -3- OC. T-2-2(V2 14 : b2 Hill 1 wrth-�Srrr N 0 QUALIFICATION. SPECtAL CONDITIONS AND COMMENTS 1) LOWNERY LOW INCOME 2) ODOR ABOVE CAN BE DEFERRED FOR THE LIFE OF THE PROPERTY OWNER REVIEWED/RENEWED IN INCREMENTS OF FIVE YEARS 9) 3035% OF HOUSEHOLD INCOME MUST BE MET FOR HOUSING (MIST IE, MORTGAGE PROPERTY TAX, INSURANCE AND UTILITIES. NEED LEVERAGE FUND FROM COUNTY C-lRLL MINIMUM 53.900 PER LOAN 4) REVIEW AND RENEW AFTER 5 YEAR INCREMENTS. 1) RESIDENTS OF LOS ALTOS, CUPERTINO. LOS GATOS. 8 SARATOGA AND LOWNERY LOW INCOME 2) PRIORITY TO ELDERLY AND/OR HANDICAPPED AND HEALTH & SAFETY 3) APPUCANTS EXISTING HOUSING EXPENSE NOT OVER 30% OF TOTAL HOUSEHOLD INCOME 4) NO OTHER LOAN OR MONEY SOURCES READILY AVAILABLE I) RESIDENTS OF LOS ALTOS HILLS AND LOWA/ERY LOW INCOME 2) PRIORITY TO ELDERLY AND/OR HANDICAPPED AND HEALTH & SAFETY 3) APPLICANTS EXISTING MOUSING EXPENSE NOT OVER 30%OF TOTAL HOUSEHOLD INCOME 4) NO OTHER LOAN OR MONEY SOURCES READILY AVAILABLE 1) RESIDENTS OF UNINCORPORATED AREA AND LOWNERY LOW INCOME 2) PRIORITY TO ELDERLY AND/OR HANDICAPPED AND HEALTH & SAFETY 3) APPLICANT'S EXISTING HOUSING EXPENSE NOT OVER 30%OF TOTAL HOUSEHOLD INCOME 4} NO OTHER LOAN OR MONEY SOURCES READILY AVAILABLE 1 } PRIORITY TO 60'.t OR BELOW OF THE MEDIAN WCOME BUT NO FUNDS FOR CLIENTS OVER BO% OF THE MEDIAN INCOME 2) PRIORITY TO ELDERLY AND/OR HANDICAPPED AND HEALTH & SAFETY 9) RESIDENTS OF UNINCORPORATED AREA 4) NO OTHER LOAN OR MONEY SOURCES READILY AVAILABLE 5) PERSONAL HARDSHIPS, IE. SERIOUS HEALTH PROBLEMS. ADVANCED AGE. ETC CDBG & DENSITY ? 3% t 6% AMORTIZED/ 30 YRS OR PROGRAM DESCRIPTION APPROVED BY STAFF. CAC. AND CC COMMITTEES THEN BY THE BOARD OF BONUS &HOME NON-DEFEFFIED 4D YRS AS SUPERVISORS LOAN TERMS APPROVED BY LOAN COMMITTER. LOANS ARE AMQED ORTIF CASH FLOW PROFIT REQUIRED ALLOWS IT, OTHERWISE LOANS WILL BE DEFERRED. ERRED. BY MAJOR MULTI -UNITS** LENDER OR UPON SALE OR TITLE TRANSFER EXCEPTIONS: REOIAREMENTS OF ANOTHER MAJOR LENDER 4 171E PROJECT IS NOT FEASIBLE WITHOUT THE EXCEPTION ijlt`CJ rr u) 15 YEAR I5 YEAR l „,00`r IT T r Q w raQ l Q i ®Q W 1 LLCQo LL, o N X 0 N X 2 h y = m N of C N = i , m E cri M m 0a2 CHIP (STATE OF CALJFORNIA) CDBG LOS ALTOS CDBG CUPf1NO CDBG LOS GATOS CMG SARATOGA CDBG LOS ALTOS HILLS S ga g i attachment to loan committee policy TOTAL P.02 1 RESOLUTION 2002- 170 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER TO EXECUTE THE FISCAL YEAR 2002/03 COMMUNITY DEVELOPMENT BLOCK GRANT CITY -COUNTY CONTRACT BETWEEN THE COUNTY OF SANTA CLARA AND THE TOWN OF LOS GATOS AND DELEGATING AUTHORITY TO EXECUTE CONTRACTS FOR FY 2003/04 AND FY2004/05 WHEREAS, the Town of Los Gatos participates in the County Cooperative Community Development Block Grant Program; and WHEREAS, the Town entered into a Joint Powers Agreement and Cooperation Agreement with the County of Santa Clara to undertake, or assist in the undertaking of, essential activities pursuant to Title I of the Housing and Community Development Act of 1974, as amended, for Fiscal Years 2002 - 2005; and WHEREAS, this Joint Powers Agreement enables the County of Santa Clara to apply for and receive entitlement funds as an Urban County and establishes the respective right and obligations of contracting parties, including the Town of Los Gatos, to such funds; and WHEREAS, the United States Department of Housing and Urban Development also requires the County of Santa Clara and participating cities to enter into individual, annual contracts; and i NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS GATOS DOES HEREBY RESOLVE THAT THE TOWN MANAGER IS AUTHORIZED TO EXECUTE: 1) The Community Development Block Grant City -County Contract for the period July 1, 2002, through June 30, 2003, between the County of Santa Clara and the Town of Los Gatos, attached as Exhibit A; and, 2) Future amendments to the Contract so long as they conform to the adopted Town budget; and, 3) Subsequent Community Development Block Grant City -County Contracts for the period July 1, 2003 through June 30, 2004, and July 1, 2004 through June 30, 2005, between the County of Santa Clara and the Town of Los Gatos, including future amendments to the Contracts so long as they conform to the adopted Town budget and aforementioned Joint Powers Agreement. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 4th day of November, 2002, by the following vote. COUNCIL MEMBERS: AYES: Steven Blanton, Sandy Decker, Steve Glickman, Joe Pirzynski, Mayor Randy Attaway NAYS: None ABSENT: None ABSTAIN: None SIGNED: ATTEST: CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA MAYOR OF THE TOWN LOS GATOS LOS GATOS, CALIFOR 2