Community Development Block Grant

1. Community Development Block Grant Income Surveys 101 & FY 2018 CDBG Application Process December 20, 2017 Kurt Prenzler, County Board Chairman

2. Welcome and Introductions James Arnold

3. Project Homeless Connect David Harrison

4. FY 2018 Environmental Grants Madison County Planning & Development Resource Management Program Kim Petzing

5. The Basics • Reimbursement Grant; up to $15,000 • 20% match required • Available to units of local government • Eligible Projects • Stormwater & Water Quality • Energy Efficiency • Recycling & Waste Management • Air Quality • Planning & Program Development • Ineligible projects • Recreational equipment, transportation, mileage, labor, education, disposal fees, tractors and/or wheeled vehicles, or generators powered by gas, diesel, or propane unless upgrading to more efficient models.

6. To Apply • Application (www.madisoncountyplanning.com) • Background/Project Plan • Grant Agreement • Attachments • Resolution • Supporting information/specs about items purchased • Three bids for all equipment • Any calculations or estimates of waste diverted, energy saved, or other quantitative measurements • Deadline: 4:30 PM, Friday, January 19, 2018 • Submit 1 copy of all • Hard copy or email

7. Questions? Kim Petzing, Resource Management Coordinator kspetzing@co.madison.il.us 618.296.4319

8. Infrastructure Loan Program Lisa Mersinger

9. Residential Demolition Program Update James Arnold

10. Determining Eligible Project Areas Lisa Mersinger

11. Determining a Low/Mod Area • A low/mod activity is and activity that serves an area or population that is 51% or higher in low/mod residents or clientele. • A low/mod area can be determined by either the 2010 U.S. Census or valid MCCD administered income survey. • A income survey is only conducted if the project area is not recognized as low/mod via the U.S. Census Data.

12. 2010 Census Maps • 2010 Census Maps and data sets are located at http://www.co.madison.il.us/CommunityDevelopment/CommunityDevelopment_2010CensusLow-ModMaps.shtml

17. How was 2010 Census Data Determined? • The statistical information used in the calculation of estimates identified in the 2010 Census data sets are based on data from the 2006-2010 American Community Survey (ACS). This information was then forwarded to us by the U.S. Department of Housing and Urban Development (HUD). Source: https://www.hudexchange.info/manage-a-program/acs-low-mod-summary-data

18. Income Survey Life • Income Surveys will be valid for 5 years from when the first income survey letter was mailed. • Please note that income surveys are only good for the specific project area. If a project area/ location changes in subsequent years, the income survey will not be valid for the new project.

19. Invalid Income Surveys • Any income survey’s completed PRIOR TO January 1, 2014 are no longer valid.

20. Income Surveys for FY 2018 • If you would like to have an income survey conducted (started) for your community for FY 2016, all materials, (maps, resident addresses, postage) must be received by MCCD NO LATER THAN 3pm, Friday, December 8, 2017. • FY 2018 Income Surveys will run concurrently with the Competitive Application Process. • Income surveys must be completed by the CDBG Application deadline.

21. CDBG Eligible Activities & National Objectives Lisa Mersinger

22. Timeline • MCCD Public Meetings Regarding the Action Plan • February 2018 and July 2018 • Preliminary Application Date (by appointment only) • April 20, 2018 • Application Due Date • April 27, 2018 • Application Review • April 30 – May 4, 2018 • Grants Committee Review • June 11, 2018 • Madison County Board Approves Recommendations • June 20, 2018 • Annual Action Plan Submitted to HUD • August 15, 2018 • Program Year 2017 Begins • October 1, 2018

23. 2018 CDBG Application Overview • Anticipated CDBG Allocation is $2,694,931 • Communities are limited to $100,000 in total grants • The minimum application threshold is $30,000 • Municipalities may only apply for projects located within their corporate boundaries • Townships may only apply for projects located in unincorporated areas

24. CDBG National Objectives Projects that meet our national objectives: • Projects that benefit low/moderate income persons. This is our primary objective. 2.Prevention or the elimination of slum and blight.

25. CDBG Funds Requested Per Capita Per Capita funds are based on the total dollar amount spent for each person residing in a project area as determined by the HUD 2010 Census, or a Madison County Community Development Administered Income Survey area.

26. Priority Activities High Priority Activities (12 points if detailed, 10 points if no details) • Sewer and/or Water Tap-on to an Existing Main • Fire Stations or Equipment for Fire Departments • Drainage Improvements Medium Priority Activities (10 Points if detailed, 8 points if no details) • Street, Curb, and Gutter Improvements • Sidewalks and Street Lighting • Bridge Replacement • Improvements to Senior Citizens, Community, or Recreation Centers Low Priority Activities (unlikely to be funded with CDBG funds) (5 points) • Applications that trigger relocation of households or businesses will be moved to the bottom of the pointing list. • Applications for park enhancement will no longer be accepted through the CDBG application process. There are funding opportunities through the Park Enhancement Grant, as well as the Park Loan.

27. Eligible Activities • Water, drainage and sanitary sewer projects • Sewer and water tap-ons to an existing main • Fire station/ fire equipment • Street improvements, curb and gutter • Demolitions- private and commercial • Bridge replacements • Sidewalks and street lighting • Senior center/ community centers

28. Ineligible Activities • Rehabilitation and general maintenance is not eligible. i.e. pot hole repair, sewer cleaning etc. • Repainting water towers • Generators • Funds may not be used for rehabilitation of buildings that are used for the general conduct of government. (except for ADA accessibility, and fire station construction/rehabilitation) • Tornado Siren Replacements

29. Forced Account Labor Forced account labor may only be used in conjunction with the Madison County Highway Department.

30. Changes to the 2018 CDBG Application- Leveraged Funds

31. Required Documentation • ADA Self Evaluation and Transition plan OR ADA Self Evaluation Plan Worksheet is mandatory documentation. Without this documentation your application will be incomplete, and NOT be considered for CDBG grant funding. • Communities must hold a public meeting and must provide the public with 10 days advance meeting notice. Failure to hold a public meeting will result in Application Denial. • The following documentations are required documents of your 2018 CDBG Application • Current Fair Housing Resolutions; • Certifications; • Application Resolutions ; • ADA Self Evaluation & Transition Plan Adoption Resolution (dated within 12 months of the application deadline, April 27, 2018); • Citizen Participation form complete with public comments.

32. Professional Service Procurement Procurement of Engineering with Municipal Funding: • Municipalities are responsible for the funding • Engineering is due to MCCD by October 1, 2018 Please note: if your municipality is using the Madison County Highway Department for engineering, your municipality is exempt from the procurement process.

33. Professional Service Procurement Procurement of Engineering with Madison County Funding: The RFQ process must include: • RFQ, including evaluation criteria • RFQ distribution list (list of firms RFQ was given to) • Copies of each RFQ received, including scoring sheets for each RFQ • Municipalities recommendation based on RFQ scoring criteria Municipalities must have requested RFQ documentation to us by October 1, 2018. Failure to RFQ documentation on time could result in a deduction of points on future application scoring.

34. Electronic Application An electronic copy of the FY 2018 Application is available at: http://www.co.madison.il.us/departments/community_development/community_development_block_grant_(cdbg)_program.php

35. Important Dates to Remember • There will be a Preliminary Application Review, by appointment only, on Friday, April 20, 2018. • Applications are due on Friday, April 27, 2018, no later than 4:00pm at the Community Development office.

36. Change in Project Scope AFTER Funds are Awarded • If a community wishes to make substantial changes to their project scope AFTER they have been awarded CDBG funds, Madison County Community Development will require a request for change in scope/location from a community. In order to process a change in project and/or a change in project location:

37. Change in Project Scope AFTER Funds are Awarded (continued) • The community/developer must hold a public meeting, in which the community is in support of the revised scope of work; • The community must pass an updated project resolution; • The community/developer must formally request a change to the scope of work, and a new application will be required to initiate the process for a change in scope of work must be submitted along with the community meeting minutes and updated resolution; • MCCD will regrade the new project. If the project does not meet or exceed the project pointing that was the basis for the initial grant award, the community will either not be able to change the project scope, or the grant money will be awarded to the next community in line that did not received funding through the competitive process;

38. Change in Project Scope AFTER Funds are Awarded (continued) • If there is no change in project pointing, communities or the project grant will be charged for the following: • Any costs associated with the publication or staff fees for a substantial amendment; • Any costs, including staff time, associated with the completion of a new environmental review; • Any costs, including staff time and publication fees associated with the new projects that are identified in a flood plain; • Any costs, including staff time and publication fees associated with the publication of a Request for Release of Funds. • Any other costs incurred, including staff time, consultation or publications needed for the newly identified project environmental. • The newly graded project will be taken to the Grants Committee who will make the final decision in regards to funding, which could include reallocating funds to the next highest community on the project list, resulting in loss of funding from the original community.

39. Questions?

40. If you are unsure about how to complete an application- please stay- and we will go over this in great detail.

41. Meeting a National Objective Federal regulations require all projects to meet one of the two national objectives of 1) benefit to low and moderate income persons, and 2) prevention or elimination of slums or blight. The first objective is considered the "primary" objective of the CDBG program, and is therefore given more weight. Please note that any income surveys completed prior to January 1, 2014 are no longer valid. 1. Projects where 51% to 60% of persons benefiting are low and moderate income will receive 9 points. 2. Projects where 61% to 100% of persons benefiting are low and moderate income will receive 12 points. 3. Projects that meet standards for the other national objective (elimination of slums and blight) will receive 8 points.

42. Minority Impact 1. Projects with documented evidence that 20% or more of the persons benefited are minority persons will receive an additional 3 points. 2. Projects with documented evidence that 10% to 19% of the persons benefited are minority persons, will receive an additional 2 points.

43. Health, Safety & Welfare • Health, Safety and Welfare Concerns (5 points maximum) POINTING WILL ONLY BE GIVEN FOR ONE LETTER OR VIOLATION. • Projects that have an environmental issue documented by the US or IL EPA or other state of federal agency, will receive an additional 5 points. • Projects that have a public health issue documented by the State Fire Marshall, or local fire chief (the fire chief for the applying entity will not be accepted) or Department of Public Health, or other federal or state agency, will receive an additional 5 points. • Please note that letters for water main deficiencies must be accompanied with independent data documenting pressure testing, and pressure testing results must be included in the letters from a different municipalities Fire Chief, or you must include a deficiency statement from the Illinois State Fire Marshall.

44. Health, Safety & Welfare • Letters from the Planning and Development Department will only be considered for storm water and storm water drainage issues. Letter form that department must include written and visual evidence of a site visit from that department, and should contain information specific to the project and the project location. In addition, each letter submitted by the Department should only reference one project for one municipality. Letters that combine more than one project for more than one municipality will not be counted. 2 points.