City of Buffalo-2006-2007 - Handbook/Application
CITY OF BUFFALO
Anthony M. Masiello, Mayor
MAYOR’S OFFICE OF STRATEGIC PLANNING
TIMOTHY E. WANAMAKER, EXECUTIVE DIRECTOR
65 Niagara Square, 920 City Hall
Buffalo, New York 14202
2006-2007
ANNUAL ACTION PLAN
PROCESS HANDBOOK
September 14, 2005
To All Interested Applicants:
RE: Fiscal Year 2006-2007 Application
The City of Buffalo receives over $25 million in Community Development Block Grant (CDBG), HOME Investment Partnership Program (HOME), American Dream Downpayment Initiative (ADDI), Emergency Shelter Grant [ESG] and Housing Opportunities for Persons with AIDS [HOPWA] funds annually from the United States Department of Housing and Urban Development Agency (HUD). These funds finance a wide range of activities principally benefiting persons of limited income. Proposals for the use of these funds for fiscal year 2006-2007 are now being accepted.
HUD requires that the City set forth mid-term goals for the use of these funds. The City of Buffalo has defined those goals in its Five Year Consolidated Plan, 2003-2008. Copies of the Plan are available for review in the main public library and at the Office of Strategic Planning (313 City Hall). In addition, the City has established annual objectives which fit within those general goals. All grant requests will be evaluated on the extent to which they meet these goals and objectives, as further described in this handbook.
Enclosed in this handbook are the City of Buffalo’s CDBG Application, ESG Application and HOPWA Application Forms. Please note the following guidelines:
· There are two separate pieces required for the application – the Organization Assessments Section and the Program Application. Multiple program applications may be submitted by each agency, but only one Organization Assessments Section document is required.
· Due to funding limitations the city will only be accepting CDBG applications under the public facilities and improvement and public services categories.
· Housing activities, including housing for special populations, funded under the Community Development Block Grant and HOME Investment Partnership Program will work under a Request for Qualifications [RFQ] and Request for Proposal (RFP), which will be announced separately.
· Staff can provide technical assistance on the details of your project. Contact Len Tempestoso, Resource Development Specialist I, Office of Strategic Planning, at (716) 851-4209 if you have questions.
Return one original copy of the completed application by 4:30 p.m., Friday, October 21, 2005 to Len Tempestoso in room 313 of City Hall.
Sincerely,
Timothy E. Wanamaker
Executive Director
Application Form/Guidelines
Community Development Block Grant
Emergency Shelter Grant
Housing Opportunities for Persons w/AIDS
Table of Contents
Letter from the Executive Director…………………………………………………………………………………………………………………1Preface 2
2006 Application and Award Process (Tentative Timeline) 2
Instructions 2
Organization Eligibility 2
Funding Matrix 2
Consolidated Plan Goals 2
Category Budget Restrictions & Requirements 2
Category Priority Needs 2
Organizational Assessment 2
Community Development Block Grant (CDBG) 2
Application 2
2006-2007 Guidelines 2
I. CDBG Activities 2
II. CDBG Program Year 2
III. Project Requirements 2
IV. Regulations 2
V. Application Forms - What to submit 2
VI. Application: Submission 2
VII. Definitions 2
VIII. Resources 2
IX. Frequently Asked Questions 2
Emergency Shelter Grant (ESG) 2
2006-2007 Application 2
2006-2007 Guidelines 2
I. Introduction 2
II. Eligible Activities 2
III. Priorities 2
IV. Regulations 2
V. Proposal Information 2
Housing Opportunities for Persons With AIDS (HOPWA) 2
2006-2007 Application 2
Guidelines 2
I. Introduction 2
II. Eligible Activities 2
III. Program Information 2
Preface
Outcome Performance has become an increasing request by both citizen groups and those federal agencies that award funding through competitive and/or entitlement programs. However, this year the U.S. Department of Housing & Urban Development has made it a requirement that entitlement communities incorporate a system for estimating and measuring outcome performance. A new form for providing outcome measurements is included in this package and is required for each program application.
In addition, HUD has begun an initiative to better involve faith-based and community organizations in the use of federal grant funds. Accordingly, preferences will be granted to organizations whose applications show creative and substantive partnerships with such entities. Entities which currently receive grant funding should partner or mentor other groups in their geographic area to best utilize scarce resources.
The City also devoted staff resources during the past year to work with specialists in not-for-profit funding to review our application process and recommendation changes. As a result of this process, the City has identified needs in the community and, as a result, has established targeted objectives for projects to be funded with our limited HUD dollars. The objectives include:
Þ Youth/Young Adults Making Wise Decisions (in particular with respect to pregnancy prevention)
Þ Youth/Young Adults Doing Well in School
Þ Persons with Special Needs have Access to Services and are Meeting their Needs
Þ Elderly/Seniors Maintain and/or Improve Healthy Lifestyles
Þ Citizens have equal access to homes (Fair Housing and Anti-Discrimination)
Þ Adults have Literacy Skills
Þ Employment Training is available for those ready to join the jobs market
Þ Communities are Safe and Supportive
Due to funding limitations, the City will no longer allow applications for Planning Activities, Special Economic Development Activities or Micro-Enterprise Assistance.
Various changes have been made within the 2006-2007 Annual Action Plan Application and Process that adhere to the new policy requirements. It is imperative that you carefully read and follow directions to ensure accuracy and fullness of the application.
As in previous years, the Handbook has been designed to integrate the application and guidelines for funding sources within the City of Buffalo’s 2006-2007 Annual Action Plan, which include the Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), and Housing Opportunities for Persons With AIDS (HOPWA), but excludes the HOME Investment Partnership Program (HOME) and American Dream Downpayment Initiative (ADDI) grants. The HOME Investment Partnership Program will work under a Request for Proposal (RFP), which will be announced separately.
Citizen participation and input on needs and priorities are encouraged. Public hearings have been and will continue to be conducted in an effort to afford citizens and Community Based Organization (CBO) representatives an opportunity to review and comment on the proposed Consolidated Plan Process. A second public hearing will be held at the completion of the block grant cycle with an approved Consolidated Plan for citizen review and comment before submission to HUD.
All applications received by the closing deadline date will be reviewed and evaluated for compliance with the requirements of the application process. Proposals will be evaluated using a point system. Proposed projects will be reviewed and scored on a competitive basis relative to the evaluation criteria below. The maximum possible score is 110 for CDBG and 100 for ESG & HOPWA.
1. Completeness of the Application (maximum 30 points)
All required documents and information have been submitted and the project is presented in a clear and concise manner.
2. Performance on prior City Awarded Contracts (maximum 20 points)
The applicant’s track record will be reviewed for other City projects, including the ability to deliver past projects in a timely and complete manner.
3. Project Evaluation (maximum 40 points) Breakdown of points
Identifies Problem Areas 04
The applicant takes into consideration the City’s identified priority needs in the community.
Addresses Stated Objectives 10
The applicant has addressed the City’s developed priority objectives to address the significant community needs.
Work Plan/Logic Model (CDBG Only) 10
The applicant has developed an acceptable Work Plan and has completed all necessary Logic Models per activities.
Service Delivery 04
The applicant describes how and by whom the program will be implemented.
Justification 04
The applicant has cited references and provided back-up documentation to meet the identified problem(s) and meet the national objective.
Applicant Capacity 04
The applicant reports adequate resources, systems and knowledgeable staff to carry out the proposed program.
Applicant Experience 04
The applicant has demonstrated past successful experience with other related grant programs.
Budget Adequacy 05
Project budget is complete and all sources and uses of funds are clearly defined and documented with evidence of commitments.
Leverage of Funds 05
The project budget is leveraged with other sources of revenue.
4. Faith Based or Community Partnerships (maximum 10 points)
The applicant reports and documents a meaningful relationship with a local faith-based or community partner.
2006 Application and Award Process (Tentative Timeline)
City of Buffalo Application Process:
October 4, 2005 Release of CDBG Applications.
October 13, 2005 Application Workshop
October 21, 2005 - 4:30 p.m. Submission Deadline for Project/Applications.
October 2005 – November 2005 Review and Recommendation Process
Federal Grant Application Process:
August 2005 Commencement 2006-07 Action Plan Summary Drafting
September 26, 2005 Public Forum/2006-07 Annual Action Plan
October 4, 2005 Public Hearing/2006-07 Annual Action Plan
December 2, 2005 Citizens Planning Council to submit Recommendations to Mayor
December 9, 2005 Mayor to submit Recommendations to Common Council
December 13, 2005 Common Council to endorse a 2006-07 Annual Action Plan
January 12, 2006 Public Hearing/2006-07 Annual Action Plan
January 26, 2006 Buffalo Urban Renewal Agency adoption of 2006-07 Annual Action Plan
January 12 – February 13, 2006 30-Day Citizen Comment Period on 2006-07 Action Plan
March 17, 2006 Submission of 2006-07 Annual Action Plan to U.S. Dept. of Housing & Urban Development
March 17 - May 1, 2006 HUD Review and Approval of 2006-07 Annual Action Plan
Instructions
This section will instruct prospective applicants on the proper procedures and necessary requirements of an acceptable proposal. It is strongly recommended that you read the following section thoroughly prior to any submission.
Organization Eligibility
In order for your organization to be considered for funding you must be a not-for-profit corporation. All other corporate forms are ineligible and cannot participate in the application process. This does not prevent unincorporated entities such as block clubs or associations from partnering with not-for-profit corporations for the purposes of completing an application; such partnering is actually encouraged.
Also, your organization may be fundamentally ineligible for participation due to federal regulations if it conducts ineligible activities and/or meets one of the following criteria.
· Conducts only Religious Services or requires program participants to also participate in religious activities (this does not prevent faith-based groups who conduct youth, senior or other programs from applying – these programs are eligible provided there are no religious activities included)
· Organization conducts Political Activities
· Operates a program that does not benefit city residents
· Requests Facility improvement dollars for a project which resides outside the City’s boundaries
· Request for funding represents “Start-up Funding” for a new organization
Each agency requesting funding should prepare the enclosed Organizational Assessments form. Failure to provide a complete assessments form will render your application incomplete. Incomplete applications will not be reviewed for funding.
Funding Matrix
The matrix is arranged showing available grant funds across various categories. These categories indicate activities eligible for funding consideration. It also indicates total estimated funds available per category and a range of amounts traditionally allocated to organizations.
Total Estimated Funding Available / Estimated Funding Award per OrganizationCommunity Development Block Grant (CDBG)
Facilities & Improvements (maximum $200,000 per agency) / $400,000 / $10,000-200,000
Public or Human Services (limited to 12% of funding) / $2,160,000 / $5,000-200,000
Emergency Shelter Grant (ESG)
Essential services (limited to 30% of grant) / $210,000 / $25,000-$100,000
Operations costs (limited to 10% for staff costs) / $300,000 / $5,000-$50,000
Homeless prevention activities (limited to 30% of grant) / $5,000-$50,000 / $5,000-$150,000
Facilities & Improvements / $100,000 / $5,000-$100,000
Housing Opportunities for Persons With AIDS (HOPWA)
Tenant Rental Assistance / $5,000-$150,000 / $5,000-$50,000
Supportive services
Facilities & Improvements g / $100,000 / $5,000-$100,000
Administrative expenses (limited to 7% per agency) / $28,000 / $1,000-$5,000
Applications for Planning Activities, Special Economic Development Activities or Micro-Enterprise Assistance will not be accepted this year due to limited funding dollars.
Consolidated Plan Goals
In developing its five-year consolidated plan, the City identified the following goals, which are the basis for any spending plans for federal grant dollars. Any project that has submitted for funding consideration should address one of these goals. You will be asked to identify the Consolidated Plan Goal in your application.
Goal 1: Increase Homeownership Opportunities
Goal 2: Provide Decent Affordable Housing
Goal 3: Ensure Equal Opportunity in Housing
Goal 4: Strengthen Communities/Enhance Suitable Living Environment
• Improve Delivery of Public Services
• Promote Participation of Grassroots Faith-Based & other Community Based Organizations
• Public Facilities Improvements
• Street/Sidewalk Improvements
• Clean & Seal
Goal 5: Remove Slum & Blight
• Demolitions
• Clean & Seal
Goal 6: Expand Economic Opportunities
• Promote Business Expansion
• Promote Small Business Development
• Promote Neighborhood Commercial Strip development
• Promote Workforce Development
• Promote Downtown & Inner Harbor Development
In addition, the City has developed Priority Objectives to address significant community needs. Programs, which attempt to meet priority objectives, will be given additional consideration in the determination of which agencies are funded.
Category Priority Needs
The City of Buffalo has set the following as priorities for funding for the 2006-2007 Program Year. Applications that meet the activities under the following categories will be given precedence.
Public Facilities & Improvements
Þ Improvements to community facilities within targeted areas (see; Targeted Areas)
Þ Improvements to facilities affecting the Homeless Population
Þ Improvements to facilities affecting the HIV/AIDS Population
Public/Human Services
Þ Elderly/Senior
Þ Youth/Young Adults
Þ Persons with Special Needs
Þ Anti-Predatory Lending
Þ Fair Housing/Anti-discrimination