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HomeMy WebLinkAboutMINUTES - 07222008 - C.109 s --L Contra TO: BOARD OF SUPERVISORS - sCosta FROM: DENNIS M. BARRY, AICP, INTERIM DIRECTOR DEPARTMENT OF CONSERVATION AND DEVELOPMENT �o:- -z ,. `'� County sra(56U DATE: July 15, 2008 SUBJECT: AUTHORIZATION TO SUBMIT ENTRY TO THE NATIONAL ASSOCIATION FOR COUNTY COMMUNITY AND ECONOMIC DEVELOPMENT (NACCED) 2008 AWARDS OF EXCELLENCE PROGRAM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: APPROVE and AUTHORIZE the Deputy Director-Redevelopment to submit an application to the National Association for County Community and Economic Development (NACCED) for the 2008 Awards of Excellence Program for the CDBG/HOME Streamlined Program. FINANCIAL IMPACT: A $75.00 application fee is required for the entry, which will be paid from Community Development Block Grant and HOME administrative funds available to the Department of Conservation and Development, Economic and Redevelopment Division. BACKGROUND: NACCED is sponsoring the 2008 Awards of Excellence Program and Contra Costa County wishes to participate in the program. The County will nominate the Contra Costa County, Community Development Block Grant/HOME Investment Partnership (CDBG/HOME) Streamlined Program for award consideration. In submitting this application, the County agrees to the Program requirements and responsibilities as set forth by NACCED for entering into the awards program. CONTINUED ON ATTACHMENT: ❑ YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINSTRATOR ❑ RECOM TION O OARD COM TEE APPROVE ❑ OTHER SIGNATURE(S): p ACTION OF BOARD ON APPROVED AS RECOMMENDED O�-IER ❑ VOTE OF COMMISSIONERS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND UNANIMOUS (ABSENT I ) ENTERED ON THE MINUTES OF THE REDEVELOPMENT AGENCY ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: f � � � � ATTESTED `�"�'1 '2Zl 2�� Contact: Gabriel Lemus (335-7229) JOHN CULLEN, CLERK OF THE BOARD OF Orig: Department of Conservation and Development SUPERVISORS AND COUNTY ADMINISTRATOR cc: CAO County Counsel Conservation and Development By: Deputy L NACCED'S 2008 ANNUAL AWARDS OF EXCELLENCE ENTRY FORM County/Organization Contra Costa County State California Name, title, and mailing address of the Housing and/or Community Development Program Director or Manager, and his/her signature authorizing this entry: Housing and/or Community Development Program Director or Manager: Application contact person: Name James Kennedy Name Robert Calkins Title Deputy Director- Redevelopment Title CDBG Program Manager Address 2530 Arnold Drive, Suite 190 Phone (925) 335-7220 City Martinez E-Mail rcalk@cd.cccounty.us State CA Zip 94553 Phone (925) 335-7200 Signature 7ofthe Enter th nam agency r agencies rponsible for the program entry. This information will be on the plaque if your entry wins the award: Contra Costa ount , Department of Conservation and Development Indicate the brief title of the program or name of the project to be considered for an award of excellence,using the exact wording that you would like to appear on a plaque should your entry win: Contra Costa County - CDBG/HOME Streamlined Program Indicate Congressional District(s) served by project and name(s) of US Representatives and US Senators: 7th,10th,and 11th Congressional Districts;U.S.Representatives George Miller,Ellen Tauscher,and Jerry McNemy; U.S.Senator Diane Feinstein and U.S.Senator Barbara Boxer Indicate the awards category for which you are applying: REMINDER—Multiple categories require multiple processing fees. ❑ Community Development ❑ Economic Development ❑ Homeless Coordination/Assistance ❑ Affordable Housing ❑I HOME Investment Partnerships Program px Planning/Policy/Program Management ❑ Innovation REQUIRED FORMAT: PROGRAM/PROJECT SUMMARY 1. BRIEF SUMMARY: In no more than 100 words, briefly describe the problem, the innovative solution, and results. (If you use more than 100 words, your entry will not be accepted—every word will be counted. This brief summary is important and will be used to describe your program/project in NACCED's awards packet, on the web site, and in any communications with Congress or the Administration.) 2. PROBLEM OR NEED: What circumstances or situation in your county stimulated the need for this program or project? What were the objectives in designing the program or project? 3. SOLUTION: Describe the critical elements of your project/program and how they remedy the problem or address the need described above. Include any key steps, decisions, partnerships, etc. How were the objectives met? Describe the innovation in this solution. 4. COSTS AND SOURCES OF FINANCING: Describe in as much detail as possible the source(s) and use(s) of funds to construct the project or start up the program, as well as the sources and uses of ongoing operating funds if applicable. Describe any innovative or unusual cost savings or financing techniques. 5. RESULTS: Describe the tangible results of the program. Describe how the project or program will be sustained over the long term. If the project or program is not currently operating, please explain why not. How or why do you think important aspects of this project or program might be adaptable to other communities? Deadline: July 31, 2008 Program Summary: Contra Costa County, CDBG/HOME Streamlined Program Summary: In most cases, there are multiple "entitlement"jurisdictions that administer their own respective CDBG and/or HOME programs within one county. Agencies that apply for CDBG/HOME funds often provide services to multiple entitlement jurisdictions within a county, making them eligible to apply to multiple entitlement jurisdictions. Thus, applying to CDBG/HOME funds and the administrative requirements that come after being awarded are often repetitive and burdensome. In order to eliminate the repetitive and burdensome process, Contra Costa County, in conjunction with five other participating cities, created a streamlined and collaborative application,reporting and monitoring program/process for the CDBG and HOME Programs. The Challenge: Contra Costa County has a total of six entitlement jurisdictions (Contra Costa County and the Cities of Antioch, Concord, Pittsburg, Richmond, and Walnut Creek) that independently administer the CDBG and/or HOME programs for their respective jurisdictions. In order to receive CDBG or HOME funds, an applicant must apply to the jurisdiction where residents of the respective jurisdiction will be provided services. Applicants often provide services to residents from multiple jurisdictions, making them eligible to apply to multiple CDBG/HOME jurisdictions. One of the challenges for applicants is completing a separate application for each jurisdiction and, if awarded funds from multiple jurisdictions, completing a separate performance report form for each. The duplicative and repetitive process involved in applying for CDBG/HOME funds and complying with reporting requirements make it burdensome and expensive for applicants. Applicants and agencies awarded CDBG/HOME funds (Subrecipients) were spending an inordinate amount of time and resources completing applications, submitting performance reports, and being monitored by the six different CDBG/HOME entitlement jurisdictions instead of providing valuable services to clients. The Solution: Contra Costa County initiated a collaborative effort with the other CDBG entitlement jurisdictions within the County to address these challenges, resulting in the formation of the Contra Costa County Consortium. The "County Consortium" developed a streamlined process for applying for CDBG/HOME funds that allows applicants to complete one application for multiple jurisdictions and, once funded, complete one periodic performance report. This joint effort has eased the administrative burden for subrecipients and allows jurisdictions to easily share information. The Consortium also developed a joint monitoring process, eliminating duplicative and repetitive monitorings for many of the CDBG/HOME funded programs within the County. Furthermore, the Consortium established a 2-year funding cycle, which greatly reduced the time spent on completing and reviewing applications for both applicants and CDBG/HOME staff respectively. Budget/Costs/Savings: No funds were budgeted nor were there any CDBG/HOME or County funds utilized to establish the streamlined program. Although it is difficult to quantify the total cost savings that this program has created, the streamlined program has greatly reduced time spent on various administrative requirements for both CDBG/HOME and Subrecipient staff. CDBG/HOME and Subrecipient staff have estimated time savings in the following categories below: Time/Cost Savinszs to CDBG/HOME staff Time/Cost Savings to Subrecipients Application Process: 70 hours Application process: 6 hours Meetings: 5 hours Meetings: 5 hours Monitoring: 6 hours Reporting: 6 hours Monitoring: 6 hours The total estimated cost savings for both CDBG/HOME and Subrecipients are approximately $10,000 per Subrecipient that has multiple contracts with multiple entitlement jurisdictions. Results: While the cost savings resulting from the streamlined application and monitoring process are not unimportant, the primary benefit is that CDBG/HOME staff from multiple jurisdictions are able to work more efficiently and collaboratively. Jurisdictions are easily able to share information and create more innovative ways to improve administrative functions within the programs. Staff of the various non-profits and public agencies that apply for and are awarded CDBG/HOME funds have found the application process and administrative requirements of the programs less burdensome and more time efficient, making the program more attractive and more easily accessible.