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CITY OF IOWA CITY
AGENDA
Housing and Community Development Commission
Thursday, June 18, 2015
6:30 P.M.
Helling Conference Room, City Hall
410 East Washington Street
1. Call meeting to order
2. Approval of the April 16, 2015 minutes
3. Public comment for topics not on the agenda
4. Staff/Commission Comment
a. Mid -year grant application
5. Organization overview and project update (playground) from Arc of Southeast
Iowa
6. Organization overview and project update (rapid rehousing) from Shelter House
7. Consider a recommendation to City Council on Amendment #2 of the FY2015
Annual Action Plan
8. Discuss and consider approval of funding priorities for FY2017 Aid to Agencies
applications
9. Adjournment
MINUTES PRELIMINARY
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
APRIL 16, 2015 — 6:30 PM
HELLING CONFERENCE ROOM. CITY HALL
MEMBERS PRESENT: Peter Byler, Jim Jacobson, Bob Lamkins, Dorothy Persson,
Rachel Zimmermann Smith, Angel Taylor
MEMBERS ABSENT: Michelle Bacon Curry, Christine Ralston, Andrew Chappell
STAFF PRESENT: Kristopher Ackerson, Tracy Hightshoe
OTHERS PRESENT: Matt Peterson, Kevin Garrone, Sally Scott
By a vote of 6-0 the Commission recommends approval to amend the FY16 annual action plan to
move the Habitat property purchases and Housing Fellowship Rehab projects from the action
plan.
By a vote of 6-0 the Commission recommends approval to amend the FY15 annual action plan to
move the Habitat property purchases and Housing Fellowship Rehab projects into the action
plan.
By a vote of 6-0 the Commission recommends approval to approve the amendment to the
FY2016-2020 CITY STEPS (Consolidated Plan) to allow funds to be used for curb ramps in the
downtown area.
Zimmermann Smith called the meeting to order at 6:30 PM.
APPROVAL OF MARCH 12.2015 MINUTTES:
Byler moved to approve the minutes of March 12, 2015.
Jacobson seconded the motion.
A vote was taken and the motion carried 6-0.
PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA:
None.
STAFF/COMMISSION COMMENT:
Eyler asked about an email the Commission received earlier in the week stating there is a
$450,000 payment coming to the City for a development agreement reached on an apartment
complex and he questioned who will determine how those funds will be used? It is earmarked for
affordable housing so will the HCDC be involved? Hightshoe said the City Manager's office is
working with the Riverfront Crossings Committee that is dealing with policy and looking into
Housing and Community Development Commission
April 16, 2015
Page 2 of 5
inclusionary zoning. Byler asked if that was a committee of staff and Hightshoe said it was not.
The members are community members including Maryann Dennis of The Housing Fellowship,
Tracey Achenbach of Housing Trust Fund, Scott McDonald, Brad Langworth of Hills Bank, Glen
Siders formally of Southgate, Chad Kuhn. City staff on the committee includes John Yapp, Doug
Boothroy, and Sarah Moeller. Hightshoe said this committee will review the options and then will
make recommendations. At that time the HCDC will get involved.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF
FY16 ANNUAL ACTION PLAN:
Ackerson noted that the two agenda times (5 & 6) are related. The Housing Fellowship was
awarded $200,000 for a project in FY15 and they were unable to get that project off the ground
so the money was returned and those funds were added to the larger pot of money that the
HCDC allocated in March. However, because that was FY15 money, it needs to be committed by
July and so staff is proposing to amend the FY16 action plan to move up two projects that could
be done immediately. Those two projects are the Housing Fellowship's Rehab project and
Habitat's two properties on Prairie Du Chien Road. Therefore the Commission will need to
approve the FY16 Annual Action Plan without those two projects. Those two projects will be
moved to a FY16 Plan amendment.
Jacobson asked if Staff has spoken with the two groups regarding the projects timelines. Both
projects can be "committed" by the end of July. Hightshoe confirmed they have spoken and
confirmed these projects can start immediately and are able to meet HOME's definition of project
commitment.
Jacobson moved to amend the FYI Annual Action Plan to remove the Habitat property
purchases and Housing Fellowship Rehab projects.
Taylor seconded the motion.
A vote was taken and the motion carried 6.0.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF
FY15 ANNUAL ACTION PLAN — AMENDMENT 1:
Oyler moved to amend the FY15 Annual Action Plan to move the Habitat for Humanity
property purchases and Housing Fellowship Rehab projects into the action plan.
Persson seconded the motion.
A vote was taken and the motion carried 6-0.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF THE
FY2016.2020 CITY STEPS CONSOLIDATED PLAN) AMENDMENT #1
Ackerson said this request comes from the City Manager to amend the Consolidated Plan to
allow for use of the funds for curb ramps in the downtown area.
Taylor moved to approve the amendment to the FY2016-2020 CITY STEPS (Consolidated
Plan) to allow funds to be used for curb ramps in the downtown area.
Housing and Community Development Commission
April 16, 2015
Page 3 of 5
Byler seconded the motion.
A vote was taken and the motion carried 6-0.
DISCUSSION OF FYI PROJECTS THAT HAVE NOT COMPLIED WITH THE
`UNSUCCESSFUL OR DELAYED PROJECTS POLICY'
Ackerson said that the one project that has not reached the 50% threshold is part of ARC of
Southeast Iowa's project. Staff has received an update and the project is moving ahead they just
haven't sent the City invoices. Hightshoe said one invoice has been received, but it does not
reach the 51 % threshold. Ackerson noted that Staff is comfortable where this project stands.
Zimmermann Smith agreed that HCDC didn't need to be concerned then. It was noted that a
recent newspaper article reported over 100 volunteers showed up to work on the project.
REVIEW ALLOCATION PROCESS FOR CDBG, HOME, AND AID TO AGENCIES FUNDING
AND CONSIDER CREATING SUB -COMMITTEE
Zimmermann Smith said there are different allocation processes for HOME and CDBG
allocations as well as the Aid to Agencies Funding.
Jacobson noted that the process is better than it used to be. He sat on the subcommittee and
they had good intentions but did not identify any significant changes. He feels this is a longer
term project to review.
Zimmermann Smith agreed and said she was less concerned about the CDBG and HOME
processes, the questions are in place for those decisions as well as the scoring. She feels the
Aid to Agencies Funding has been an issue since it was made part of this Commission's purview
and feels it would be great to have some clarity on goals.
Hightshoe said previously it was decisions made by a Human Services positon and Council
members, but that was changed when the Human Services position was eliminated and Council
decided it would be better to have the HCDC review these requests.
Aid to Agencies will apply again in August and September and Zimmermann Smith feels it is a
process that needs to be reviewed.
Jacobson suggested the Commission have an informal meeting to just focus on this issue, review
all the ideas, and then have a subcommittee firm up the ideas and make a policy
recommendation.
Zimmermann Smith asked if HCDC could ask the Council to give them direction of five or so
priorities for funding agencies.
Persson prefers to ask the agencies what they feel is reasonable and get their input.
Lamkins asked if this Aid to Agencies Funding was a similar process to the process of awarding
funds that was done last month. Zimmermann Smith said it isn't as concrete and it is a very small
pool of money that is used as operating funds for these agencies. It is about $378,000, with
Housing and Community Development Commission
April 16, 2015
Page 4 of 5
$100,000 coming from the CDBG pot of money and the rest from the general fund. Hightshoe
noted the allocating of these funds is harder because when allocating CDBG or HOME funds it is
for a specific project whereas Aid to Agencies is operational funds. Zimmermann Smith said that
is part of her question to Council — are their priorities with existing agencies or do they want to
fund new agencies.
Persson said that more research on the agencies should be done, what fundraising they are
doing, what are their costs of operations, which is included in the application, but perhaps more
detail. She also said that visiting the agencies to see how they are using the money is necessary
in making future decisions.
Zimmermann Smith requested Staff ask Council for guidance on priorities as well as if they prefer
lots of smaller awards orjust a few major ones. She wants to have policies in place so all the
agencies will feel they are being treated fairly.
Zimmermann Smith asked if they should form a subcommittee. Persson said she wanted to get
the feedback from the Council and then to invite whoever wants to come and address the HCDC
on the issue. Hightshoe said perhaps they could do a survey to the agencies.
Hightshoe will address the questions to Council and report back to the Commission
MONITORING REPORTS
FYI Shelter House —Tenant Based Rental Assistance (Ralston)
FY15 The Housing Fellowship —Rental Housing (Ralston)
• Discussion of monitoring process
Ralston is not present.
Ackerson noted he met with Brian Loring from Neighborhood Centers of Johnson County and
Kristie from Domestic Violence Intervention Program and pitched the idea of having them come
to a HCDC meeting to talk about their program rather than having HCDC members going out and
reporting back. Everyone would have an opportunity to ask questions and learn about the
program.
Zimmermann Smith agreed that would be a good idea.
Persson said all agencies would need to be given the same opportunity, and all agreed. Persson
also wanted to keep the option to go visit the agencies though however, seeing the spaces and
the needs can be instrumental in making decisions.
ADJOURNMENT:
Lamkins moved to adjourn.
Jacobson seconded the motion.
A vote was taken and motion carried 6-D.
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CITY OF IOWA CITY
Date: June 15, 2015
CITY OF I O WA CITY
MEMORANDUM
To: Housing and Community Development Commission
From: Tracy Hightshoe, Community Development Planner
Re: Agenda items
The following is a short description of the upcoming meeting agenda items.
Items 5 and 6: Organization overviews and project updates
Please see agenda for projects and agencies that will be available to discuss their projects and
answer your questions about the broader context of their mission, goals, opportunities, and
constraints. This is intended to help HCDC members better understand the agencies and help
inform future funding decisions.
Item 7: Consider a recommendation to City Council on Amendment #2 of the FY2015 Annual
Action Plan
Staff is recommending a change in the FY15 Annual Action Plan budget due to unanticipated
program income and constraints with our HOME commitment deadline. The City is required to
commit HOME Program funds before July 31, 2015 or the funds will be returned to HUD and
unavailable for City use. The City has received over $140,000 since May in unanticipated HOME
program income (Regency Place repaid their outstanding balance and Extend the Dream repaid
their loan). The City approached a local Community Housing Development Organization
(CHDO), The Housing Fellowship, to acquire two properties for affordable rental housing. The
sites must be identified by June 19. As a reminder, to "commit" funds under the HOME
program requires the following: location identified, environmental review, market analysis,
underwriting review, and an agreement entered. Staff is recommending that The Housing
Fellowship acquire two residential units —1896 North Dubuque Road and a site to be identified
by the end of this week for income -eligible rental housing (see Exhibit A attached) with
$150,000 in HOME Program funds.
As you may know, the budget is only one part of the Annual Action Plan. The Plan includes the
budget for CDBG & HOME funds, a description of the projects and activities to be funded, and
several HUD -required documents. The 30-day public comment period begins on June 25 and
runs through July 27. The City Council is scheduled to hold a public meeting and formally
approve the Amendment on Monday, July 27. Public copies will be available at the Iowa City
Public Library, Neighborhood Services Department at City Hall, and online at
www.icgov.org/actionplan starting June 25.
Item 8: Discuss and consider approval of funding priorities for FY2017 Aid to Agencies
applications
At your April meeting, you requested guidance on funding priorities for future Aid to Agencies
applications. Since then a committee comprised of five city staff drafted priorities based on the
goals from the CITY STEPS Plan (see definitions enclosed). The project types are grouped into
high/medium/low priorities with the high priorities intended to meet the most critical or basic
needs. Many of our local human service entities have projects found in the medium and low
categories below (e.g. youth services, senior services, etc.), but many of these programs have
elements that address high priorities and could be categorized accordingly if the request for
funding demonstrates how it meets a high priority.
Priority Project type
05 Other Public Services/Homeless
05E Transportation Services
High 05L Child Care Services
050 Mental Health Services
05W Food Banks
05A Senior Services
05B Handicapped Services
05D Youth Services
Medium 05F Substance Abuse Services
05G Services for Battered and Abused Spouses
05H Employment Training
05M Health Services
05Q Subsistence Payments
05C Legal Services
051 Crime Awareness/Prevention
05J Fair Housing Activities (per Public Services cap)
05K Tenant/Landlord Counseling
Low 05N Services for Abused and Neglected
05P Screening for Lead Poisoning
05R Homeownership Assistance (not direct)
05T Security Deposits
05U Housing Counseling
05V Neighborhood Cleanups
At your June meeting, please be prepared to discuss these priorities. The HCDC may: 1) approve
the priorities as presented, 2) approve revised priorities, or 3) not approve any priorities. If
approved, the priorities would be provided to applicants of Aid to Agencies funding for the
coming cycle that starts this summer.
If you have any questions about the agenda, or are unable to attend the meeting, please
contact Tracy Hightshoe at 356-5230 or by email at trace-hightshoe(aiowa-citv.org.
Appendix A: C069 Mafrlx Cedes
Code
Definition
03T
Operating Costs of Homeless/AIDS Patients Programs
Costs associated with the operation of programs for the homeless or for AIDS
patients, such as staff costs, utilities, maintenance, and insurance.
Because payment of operating costs for these programs is a public service under
CDBG, all CDBG expenditures for 03T activities are included in the calculation of the
Public Services cap.
03
Other Public Facilities and Improvements
Do not use this rode unless an activity does not fall under a more specific 03* code.
Also, do not use one activity for multiple facilities and then assign it an 03 because
the types of facilities are different.
One legitimate use of 03 is for activities that assist persons with disabilities by
removing architectural barriers from or providing ADA improvements to government
buildings (activities that otherwise would not be eligible for CDBG funding).
04
Clearance and Demolition
Clearance or demolition of buildings/improvements, or the movement of buildings to
other sites.
04A
Cleanup of Contaminated Sites
Activities undertaken primarily to clean toxi0environmental waste or contamination
from a site.
OSA
Senior Services
Services for the elderly. 05A may he used for an activity that serves both the elderly
and the handicapped provided it is not intended primarily to serve persons with
handicaps. If it is, use 05B instead.
OSB
Handicapped Services
Services for the handicapped, regardless of age.
OSC
Legal Services
Services providing legal aid to low- and moderate -income (LMI) persons.
If the only legal service provided is for the settlement of tenant/landlord disputes,
use 05K.
DSD
Youth Services
Services for young people age 13 to 19 that include, for example, recreational
services limited to teenagers and teen counseling programs. Also use 05D for
counseling programs that target teens but include counseling for the family as well.
For services for children age 12 and under, use OSL; for services for abused and
neglected children, use OSN.
OSE
Transportation Services
General transportation services.
Transportation services for a specific client group should use the matrix code for that
client group. For example, use 05A for transportation services for the elderly.
Appendix A. CDBG Matrix Codes
Cade
Definition
05F
Substance Abuse Services
Substance abuse recovery programs and substance abuse preventionleducatIon
activitles. If the services are provided for a specific client group, the matrix code For
that client group may be used Instead. For example, substance abuse services that
target teenagers may he coded either 05D or 05F.
OSG
Services for Battered and Abused Spouses
Services for battered and abused spouses and their famllles.
far services limited to abused and neglected children, use OSIV.
OSH
Employment Training
Assistance to increase self-sufficiency, including literacy, Independent living skills,
and job training.
far activities providing training for permanent jobs with specific businesses, use 18A.
OSI
Crime Awareness/Prevention
Promotion of crime awareness and prevention, Including crime preventlon education
programs and paying for security guards.
O5I
Fair Housing Activities (subject to Public Services cap)
Fair housing services (e.g. counseling on housing discrImInatlon) that meet a national
objective.
For fair housing services activities carried out as pan of general program
administration (and thus not required to meet a national objective), use 21D.
OSK
Tenant/Landlord Counseling
Counseling to help prevent or settle disputes between tenants and landlords.
05111-
Child Care Services
Services that will benefit chlldren (generally underage 13), including parenting skills
classes.
far services exclusively for abused and neglected children, use 051V.
OSM
HealthServices
Services addressing the physical health needs of residents of the community.
For mental health services, use 050.
OSN
Services for Abused and Neglected Children
Daycare and other services exclusively for abused and neglected children.
030
Mental Health Services
Services addressing the mental health needs of residents of the community.
OSP
Screening for Lead Poisoning
Activitles undertaken primarily to provide screening for lead polsoning.
far lead poisoning testing abatement activities, use 141.
A: CDBG Matrix Codes
Cade
Definition
OSQ
Subsistence Payments
One-time or short-term (no more than three months) emergency payments on behalf
of individuals or families, generally for the purpose of preventing homelessness.
Examples Include utillty payments to prevent cutoff of service and rent/mortgage
payments to prevent evidlon.
05R
Homeownership Assistance (not direct)
Homeowner downpayment assistance provided as a public service. If housing
counseling is provided to those applying for downpayment assistance, the counseling
is considered part of the 05R activity.
Assistance provided under 05R must meet the low/mod housing national objective.
Therefore, unless the assistance is provided by a CBDO in an NRSA, It is subject to
the public service cap and only low/mod households may be assisted. If the
assistance is provided by a CBDO in an NRSA, the housing units for which CDBG
funds are obligated In a program year may be aggregated and treated as a single
structure for purposes of mLeting the housing national ohjedive (that Is, only 51% of
the units must be occupied by LMI households).
For more extensive types of homeownership assistance provided Under authority of
the National Affordable Housing Act, use code 13.
OSS
Rental Housing Subsidies
Tenant subsidies exclusively for rental payments for more than three months.
Activities providing this form of assistance must be carried out by CBDOs.
DST
Security Deposits
Tenant subsidies exclusively for payment of security deposits.
0511
Housing Counseling
Housing counseling for renters, homeowners, and/or potential new homebuyers that
is provided as an independent public service (i.e., not as part of another ellgible
housing activity).
05Y
Neighborhood Cleanups
One-time or short-term efforts to remove trash and debris from neighborhoods.
Examples of legitimate uses of this code include neighborhood cleanup campaigns
and graffltl removal.
05W
Food Banks
Costs associated with the operation of food banks, community kitchens, and food
pantries, such as staff costs, supplies, utillties, maintenance, and insurance.
05
Other Public Services
Do not use this code for public services activities unless an activity does not fall
under a more specific 05• code.
An example of a legitimate use of this code is referrals to social services.
FY15 Annual Action Plan
Substantial Amendment #2
July 2015
City of Iowa City staff proposes amending the FY15 Annual Action Plan due to unanticipated
HOME program income. The Housing and Community Development Commission (HCDC) will
consider a recommendation to City Council on a new project for the allocation of HOME funds
on June 18. Due to the City's HOME Commitment Deadline of July 31, the City needs a project
that can be undertaken immediately. The Housing Fellowship proposes to acquire two existing
housing units at 1896 North Dubuque Road and (site to be identified) —for affordable rental
housing to income qualified residents.
The City Council will consider this recommendation on July 27 following a 30-day public
comment period and an amendment will be submitted to the U.S. Department of Housing and
Urban Development (HUD) subject to City Council approval.
Jurisdiction: City of Iowa City, Iowa
Contact Person
Jurisdiction Web Address:
Tracy Hightshoe
http://www.icgov.org/actionplan
Neighborhood Services Coordinator
410 E. Washington Street
Iowa City, IA 52240
319.356.5244
Tracy-Hightshoe@iowa-city.org
Applicant's Name:
The Housing Fellowship
Priority Need:
High — Acquisition of existing residential units for rental
Project Title:
Rental acquisition
Project Description:
Project will acquire existing housing units by a Community
Housing Development Organization for rental housing to
income qualified residents.
Local Objective:
Acquire rental properties that will be leased to income
eligible non -student rental households
Location: 1896 North Dubuque Road and XXXXXX, Iowa City
Objective Number
Project ID
DH-2
59.32
HUD Matrix Code
CDBG Citation
01
Type of Recipient
CDBG National Objective
CHDO
Start Date
Completion Date
7/15/2015
7/15/2016
Performance Indicator
Annual Units
Housing Units (2)
2
Local ID
Units Upon Completion
2015.32
2
The primary purpose of the project is to help:
the Homeless
Persons with HIV/AIDS
Persons with Disabilities
Public Housing Needs
Funding Sources:
CDBG $0
HOME $150,000
Private Funds $230,000
Total: $380,000
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Publication Notice
Iowa City Press Citizen
PUBLIC MEETING NOTICE
FY15 Annual Action Plan Amendment #2
The City Council will hold a public meeting, accept comments, and consider
approval of Iowa City's FY15 Annual Action Plan Amendment #2 on July 27, 2015.
The meeting will be held at City Hall, Emma Harvat Hall, 410 East Washington
Street at 7:00 p.m.
The Annual Action Plan is a portion of Iowa City's 2011-2015 Consolidated Plan
(a.k.a. CITY STEPS). The Annual Action Plan includes information on the proposed
use of Community Development Block Grant (CDBG) and HOME Investment
Partnership (HOME) funds for housing, jobs, and services for low -moderate income
persons. The FY15 Annual Action Plan outlines proposed activities and their
budgets.
Due to unanticipated HOME program income, the City proposes to use $150,000 in
HOME funds to acquire two housing units by The Housing Fellowship for rental
housing for income eligible residents.
Copies of the FY15 Annual Action Plan Amendment #2 are available from the
Neighborhood and Development Services Department, 410 East Washington
Street; the Iowa City Public Library, 123 S. Linn Street; or on Iowa City's web site
(www.icgov.org/actionplan). Additional information is available by calling 356-
5230.
Comments may be submitted in writing to the Neighborhood and Development
Services Department at the address above or by email to Kristopher-
Ackerson@iowa-city.org. If you require special accommodations or language
translation please contact Tracy Hightshoe at 356-5230 or 356-5493 TTY at least
seven (7) days prior to the meeting.
Public Comments Received with Staff Response
A 30-day public comment period for the FY15 Annual Action Plan Amendment 2 is
from June 25 to July 27, 2015. The City Council is holding a public meeting on July
27, 2015.
Comments Received:
Staff Response: