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GEORGIA DEPARTMENT OF

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Title: GEORGIA DEPARTMENT OF


1
GEORGIA DEPARTMENT OF COMMUNITY AFFAIRS
CDBG Public Facilities Workshop
2
Public Facilities Projects
  • Meeting the needs of low and moderate income
    people in the community, using bricks mortar,
    concrete paving and piping and plumbing.

3
ELIGIBLE ACTIVITIES
  • Water Sewer
  • Streets Drainage
  • Health Care Facilities
  • Senior Centers

4
ELIGIBLE ACTIVITIES
  • Battered Womens Shelter
  • Mental/Physical Health Departments
  • Head Start Program Facilities
  • Boys Girls Clubs
  • Acquisition for Public Facilities

5
PROHIBITED!!
  • ...the renovation or construction of new space
    where the primary purpose is the provision of
    general purpose local government

6
COMMUNITY NEED
  • The Community must decide what are the most
    severe needs for their particular community!
  • City Council or County Commission will decide
    which project to pursue.

7
Identify Key Players
  • Once a project has been identified, pull together
    the key players quickly!
  • Grant writer
  • Administrator (may also be your Grant Writer)
  • Architect / Engineer

8
FIRST, DECIDE How will Administration
Architect/Engineer fees be paid?
  • Local Funds?
  • CDBG Funds?

9
Procurement - CDBG Funds
  • Must use formal procurement procedure outlined in
    manual (Does not apply to RDCs for
    administration.)
  • Limits 12 for Engineer 10 for Architect (
    of CDBG construction, not grant amount). Break
    out CDBG amount from local funds on DCA-8.
  • Admin. Limit 6 for public facilities, 7 for
    multi-activity or housing.

10
PROCUREMENT REQUIREMENTSCDBG Funds
  • Common rule
  • Maximum Competition
  • Advertise in local paper
  • RFP Send to 7 known providers for
    Administration 10 for Architect/Engineers

11
PROCUREMENT REQUIREMENTSCDBG Funds
  • Written method of selection (score sheet)
  • Use Pre-selection to avoid headaches
  • Use Conditional Contract - if grant awarded,
    contract extended

12
Procurement - Local Funds
  • Use local procurement policy.
  • Engineer/Architect fees may be used as cash match
    or leverage.
  • Administration fees cannot be used as cash match,
    but may be used as leverage.

13
Sample Budget CDBG Funds
  • Acquisition 5,000
  • Administration (6) 30,000
  • Engineering / Architect (12 / 10) 42,000
  • Construction 423,000

14
Determine The Budget
  • Figure out what the project is going to cost.
  • Line items
  • Administration fee
  • Architect/Engineering fee
  • Construction estimate
  • Acquisition

15
Budget - Revenue
  • Sources of income
  • CDBG Grant - 500,000
  • Local Matching funds - 10,000
  • Local Leverage funds - ?
  • Other Funding Agencies (USDA, etc)

16
Cash Match
  • Must be Cash!
  • Calculate at 5 of Grant Amount above 300,000.
  • A 500,000 Grant will have a 10,000 Cash Match
    requirement.

17
Leverage Bonus Points!
  • Additional funds, land and NEW materials above
    the required Cash Match are counted
  • Operating budgets salaries, already owned
    furnishings equipment DO NOT count.
  • Leverage will be monitored must be realistic
    and achievable.

18
Leverage Bonus Points!
  • See the Manual and Fridays Session for further
    information.

19
Construction Costs
  • Your Architect or Engineer will give you the
    construction cost estimates.
  • The Preliminary Architectural / Engineering
    Report is vital to the success of your
    application. More on this later.

20
Determine Size of Project
  • Will your budget cover the cost of the project?
  • Do you need to scale back, or can you increase
    the scope of the project ( of streets, size of
    building, etc)
  • Finalize your project.

21
Determine the Beneficiaries
  • For Infrastructure survey as Area benefit.
  • Conduct door to door survey to count the number
    of people benefiting, and their low-mod status.
  • Surveys must be 100, or a statistically valid
    random sample.

22
Determine the Beneficiaries
  • For a Building survey using Limited Clientele
    benefit.
  • Seniors at a Senior Center are categorically
    low-mod.
  • Who is going to use the building? Survey the
    user groups.

23
Determine the Beneficiaries
  • If your low-mod percentage of residents is not at
    least 70, STOP! Going any further is a waste of
    time!
  • Can you reconfigure the project area to get above
    70?

24
Tell the Story Sell the Story
  • DCA-4 Description of Need.
  • Describe the problem and how it affects the
    PEOPLE.

25
Tell the Story Sell the Story
  • State how the identified need impacts L/M persons
  • If a community has cracked sewer lines, and the
    treatment plant is over capacity due to
    infiltration, how does this affect the residents?
    CDBG grants are to solve people problems, not
    municipal problems.

26
Tell the Story Sell the Story
  • Quantify your need to the greatest extent
    possible
  • ... there are 46 households in the target area
    who are not served by City sewer and whose septic
    tanks are malfunctioning because of poor soil
    conditions and small lot size

27
Tell the Story Sell the Story
  • According to the local Health Department the
    coliform counts in these wells has measured X
    which is a definite indication of contamination.

28
Tell the Story Sell the Story
  • ...the average income of these households is X
    and the high cost of drilling a deep well
    precludes these people from correcting the
    problem themselves. In addition, the lot sizes
    are so small that even if there were funds
    available to replace the septic tanks, that they
    would not work anyway.

29
Tell the Story Sell the Story
  • ALWAYS DOCUMENT YOUR NEED
  • Letter from residents
  • Letter from the Fire Chief
  • Letters from the Health Dept.
  • Know the difference between letters of
    documentation and of support

30
Tell the Story Sell the Story
  • Photos quality photos are your best seller!
  • Identify location of photos (address, map)
  • News Reports
  • Mental Health Directors
  • AAA Directors
  • Building Inspectors
  • Reports and/or Consent orders from EPD

31
Tell the Story Sell the Story
  • Keep the focus on people

32
Tell the Story Sell the Story
  • Make sure that your project proposal addresses
    the need identified!

33
Tell the Story Sell the Story
  • If the main problem is low water pressure, but
    resident letters also complain about quality,
    does the solution cover both problems?

34
Tell the Story Sell the Story
  • Avoid political pitfalls!
  • If the project overlaps jurisdictions, all sides
    must agree in writing to the application.

35
Your Action Plan
  • DCA-5 Description of Activities
  • Project Overview
  • A detailed description of each activity
  • Evidence of conformance with Comprehensive Plan
    Service Delivery Strategy
  • Copy of Service Delivery Strategy map

36
Action Plan Be sure to cover
  • ACQUISITION
  • PERMITS
  • TAP-ONS AND TAP-ON FEES
  • UTILITY RELOCATION
  • MAINTENANCE AND/OR OPERATION
  • CAPACITY
  • SITE
  • IMPLEMENTATION SCHEDULE

37
Action Plan Be sure to cover
  • Need for household plumbing
  • Abandonment of well and/or septic tanks
  • Design configuration must make sense
  • Drainage projects - downstream discharge area has
    sufficient capacity

38
Action Plan
  • Identify design standards and justify their
    usage.
  • Try to avoid low density population target areas.
  • Problems created by developers will not be viewed
    as a high severity of need.

39
Action Plan Project Impact
  • The impact the project will have on the problem.
  • Most importantly, the impact the project will
    have on the lives of the residents.

40
Financial Statements
  • Document your sources for cash match and leverage
    with signed, original commitment letters.
  • For a new program, document sources of
    operational funding (staff salaries, equipment,
    etc.)

41
PRELIMINARY ENGINEERING REPORT
  • Amount of detail depends on complexity
  • Professional cost estimates required
  • Design Standard (25 or 50 year storm)
  • Unusual site conditions / higher costs

42
PRELIMINARY ENGINEERING REPORT
  • Engineer/Architect signature and stamp required.
  • Does Eng. Report agree with rest of application?
  • Viable alternatives - No alternative is not a
    good answer. Go into more detail.

43
PRELIMINARY ENGINEERING REPORT
  • See Manual and Friday Session for more
    information on PERs and PARs.

44
MAPS
  • Scale, North arrow, legend
  • Proposed and existing activity location
  • Concentrations of minorities (numbers and
    percentages)
  • Concentrations of substandard housing
  • Concentrations of low-mod persons

45
MAPS
  • All houses in project area - all applications,
    not just Housing Applications
  • Location of photos
  • Existing infrastructure (water lines, sewer)
  • All street names - correct and legible

46
Maps
  • Be sure to include a copy of your Service
    Delivery Strategy map, if possible.

47
Revitalization Area
  • Must be designated by DCA through application
  • Officially adopt a local Redevelopment Plan in
    accordance with the Urban Redevelopment Act
    O.C.G.A. 36-61
  • Eligible area of Census Block Group(s) of 20 or
    greater poverty level.

48
Revitalization Area
  • Must be designated by DCA through application
  • Develop strong local partnerships focusing local
    resources within the Revitalization Area.
  • Submit application for designation to DCA.

49
REVIEW COMMENTS YOU WANT TO HEAR
  • Severity of need appears high.
  • Application is well documented.
  • Photos document the need as described.
  • Floor plan appears to be very suitable to the
    program being offered.

50
REVIEW COMMENTS TO AVOID
  • Severity of need appears low
  • Lack of documentation
  • L/M benefit stated as 36
  • Photos dont document the need stated
  • Floor plan is not compatible with the program
    being offered

51
REVIEW COMMENTS YOU WANT TO HEAR
  • L/M residents are the primary beneficiaries of
    the project.
  • Drainage outfall is addressed.
  • Required permits are addressed.
  • Program funding sources all identified and
    committed.

52
REVIEW COMMENTS TO AVOID
  • L/M residents do not appear to benefit
  • Site visit did not support severity of need as
    stated in the application
  • Drainage out fall not addressed or Required
    permits not addressed
  • Budget amounts vary from DCA-1 to DCA-7 to DCA-8

53
REVIEW COMMENTS YOU WANT TO HEAR
  • Pressure test used to document low water
    pressure.
  • Alternatives addressed, and best alternative
    selected for project.
  • Design standard for drainage identified.
  • All acquisition issues addressed.

54
REVIEW COMMENTS TO AVOID
  • No admin included in the budget and no
    explanation
  • Program funding sources not verified
  • All funding sources not provided and documented
  • Existing water, sewer or street maps not
    included

55
REVIEW COMMENTS TO AVOID
  • Architectural fees too high
  • No pressure test info provided to document claim
    of low pressure
  • No alternatives addressed

56
REVIEW COMMENTS TO AVOID
  • Did not address maintenance
  • No architectural report included, cost estimates
    not professionally prepared
  • Ineligible program proposed

57
REVIEW COMMENTS TO AVOID
  • Cannot determine cost per sq. ft.
  • Existing building location not identified on
    map
  • Acquisition not addressed
  • DOT permits not addressed on state highway for
    sidewalks, curb gutter

58
REVIEW COMMENTS TO AVOID
  • Survey methodology questionable, not a random
    sample
  • 10-inch water line to serve 165 appears to be
    larger than necessary-no justification provided.

59
REVIEW COMMENTS TO AVOID
  • Abandonment or limiting use of wells not
    addressed (narrative /or budget)
  • Application narrative refers to need for a new
    pump station but no in budget

60
REVIEW COMMENTS TO AVOID
  • Community center has no planned activities,
    appears to be more a gathering place
  • Drainage study did not specify a design
    standard

61
COMMON MISTAKES FROM LAST YEAR
  • DCA-6 Issues
  • Identify the number of households interviewed,
    not just the number of people.
  • Include a spreadsheet summary and copies of a few
    survey forms.

62
COMMON MISTAKES FROM LAST YEAR
  • DCA-6 Issues
  • We do not need to see a copy of every survey
    form.
  • Identify any vacant units or businesses on the
    spreadsheet summary and maps.

63
COMMON MISTAKES FROM LAST YEAR
  • Be very clear in identifying leverage as either
    cash or in-kind.
  • All leverage must be identified as either cash or
    in-kind.

64
COMMON MISTAKES FROM LAST YEAR
  • Make sure Match letter commitment matches DCA-8
    and project budget shown in cost estimate.
  • Please place Match letter right behind DCA-8.

65
COMMON MISTAKES FROM LAST YEAR
  • Buildings - If acquiring, a Purchase Agreement is
    needed.
  • Buildings - For a new service or group, we need a
    complete business plan. Identify the funding
    sources for the staff activities. If staffed by
    volunteers, include their commitment letters.
    List hours of operation.

66
COMMON MISTAKES FROM LAST YEAR
  • If narrative claims water damage to homes from
    flooding, include photos documenting the damage.
    Identify location of photos on map.

67
COMMON MISTAKES FROM LAST YEAR
  • If application includes any letters written in
    Spanish, please include a translation as well.
  • We do not need to see procurement documentation
    for architect/engineers/administrators.

68

GOOD LUCK!
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