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HomeMy WebLinkAbout2-03-2016 HRC Agenda Packet City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Agenda Human Relations Commission Wednesday, February 3, 2016 5:00 pm REGULAR MEETING Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Michelle Tasseff ROLL CALL: Commissioners Gene Strohl, Maria Troy, Carol Sexton, Julia Jones, and Vice Chair Robert Clayton OATHS OF Paul Orton (MAIER) OFFICE: CONSIDERATION OF MINUTES Minutes of the Human Relations Commission meeting of December 2, 2015 PUBLIC COMMENT PERIOD: At this time, the general public is invited to speak before the Human Relations Commission on any subject within the jurisdiction of the Human Relations Commission that does not appear on this agenda. Although the Commission will not take action on any item presented during the Public Comment Period, the Chair may direct staff to place an item on a future agenda for formal discussion. PUBLIC HEARINGS 1. NEIGHBORHOOD MATCHING GRANTS (GERSHOW) BUSINESS ITEMS 2. REVIEW 3RD QUARTER COMMUNITY DEVELOPMENT BLOCK GRANTS (CDBG) REPORT San Luis Obispo - Regular Meeting Agenda of December 2, 2015 Page 2 3. REVIEW 2ND QUARTER MAXINE LEWIS MEMORIAL SHELTER REPORT 4. SELECT SUBCOMMITTEE FOR 2016-17 GIA APPLICATIONS (TASSEFF) The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Telecommunications Device for the Deaf (805) 781-7410. Please speak to the Human Resources Department prior to the meeting if you require a hearing amplification device 781-7250. For more agenda information, call 781-7250 COMMENT & DISCUSSION ADJOURNMENT APPEALS: Administrative decisions by the Human Relations Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. Human Relations Commission Minutes Wednesday, December 2, 2015 Regular Meeting of the Human Relations Commission CALL TO ORDER A Regular Meeting of the San Luis Obispo Human Relations Commission was called to order on Wednesday, December 2, 2015 at 5:10 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Tasseff. ROLL CALL Present: Commissioners Julia Jones, Carol Sexton, Maria Troy, Vice Chair Robert Clayton and Chair Michelle Tasseff Absent: Commissioner Gene Strohl Staff Present: Tyler Corey, Housing Programs Manager; Monique Lomeli, Recording Secretary CONSIDERATION OF MINUTES MOTION BY VICE CHAIR CLAYTON, SECOND BY COMMISSIONER TROY, CARRIED 5-0 to approve the Minutes of the Human Relations Commission meeting of November 4, 2015. PUBLIC COMMENT There were no members of the public desiring to speak. PUBLIC HEARINGS 1. 2016 Community Development Block Grants (CDBG) Funding Recommendations Housing Programs Manager Corey narrated a PowerPoint presentation, outlining the current staff recommendations for CDBG funding with an estimated total funding amount of $454,910; provided an overview of the adopted funding priorities of the program and applicant qualifications; requested input and recommendations from the Commission. In response to Commission inquiries regarding the affordability of the Housing Authority of San Luis Obispo (HASLO) project for which staff is recommending $190,692 of available funds, Housing Programs Manager Corey explained the mix of forty-six low and very-low-income units, deed restrictions, and determination of affordability; referenced the Affordable Housing Standards on the City’s website, City of San Luis Obispo, Title, Subtitle Human Relations Commission Minutes of November 4, 2015 Page 2 indicating the “very low and lower” amounts are applicable to the HASLO development in question. In response to Commission inquiries, Housing Programs Manager Corey explained the recommendations of staff are based partially on the applicant’s demonstrated ability to meet HUD program requirements and ability to spend the grant money in a timely manner to prevent the loss of funding. Housing Programs Manager Corey reviewed a list of organizations not being recommended for funding; clarified that Court Appointed Special Advocates of San Luis Obispo and Transitions Mental Health each requested $8,000 which is an amount more suitable for the Grants-In-Aid Program; explained that Sunny Acres requested $40,000 and was not recommended due to a variety of concerns. Commissioners inquired about the reasons for not recommending funding for Sunny Acres, remarking that the effort of the organization to fill a community need is appreciated. Housing Programs Manager Corey explained that the expectation of an applicant is their ability to comply with adopted building codes; responded to further Commission inquiry, indicating that, if all other factors were addressed, a reasonable approach for grant funding may be to start with a smaller grant amount which would allow the applicant to prove their ability to comply with CDBG program requirements. Chair Tasseff opened Public Comment. Scott Smith, Executive Director of HASLO, provided a brief overview of current housing projects; expressed gratitude to the Commission for the 2015 CDBG award which contributed to the fruition of a 20 unit development for homeless veterans; stated the current housing project recommended for funding includes five units for very low income; briefly outlined the process for obtaining tax credits; responded to Commission inquiries with regard to affordability of units, the re-evaluation of tenant income, and summarized other services the organization provides; responded to public inquiry regarding on-site space for social services and explained the regulatory challenges with providing day care on housing development properties. There being no other members of the public desiring to speak, the public comment period was closed. ON MOTION BY VICE-CHAIR CLAYTON, SECOND BY COMMISSIONER TROY, CARRIED 5-0 to approve staff 2016 Community Development Block Grant funding recommendations as presented. 2. Review of 2014-2015 Grants in Aid (GIA)Year End Report Commissioner Troy presented the 2014-2015 GIA Year End Report for SLO NOOR Foundation, Partnership for the Children of SLO County, Alliance for Pharmaceutical Access, San Luis Obispo Legal Alternatives Corporation, and the Alzheimer’s City of San Luis Obispo, Title, Subtitle Human Relations Commission Minutes of November 4, 2015 Page 3 Association, offering a brief overview of services provided by each organization and a general breakdown of how the grants were utilized by the organization. 3. Review 2016-17 Grants-in-Aid Application The Commission reviewed the final draft of the 2016-17 Grants-in-Aid application with special reference to language used in questions 8-10; by general consensus the application was accepted as presented. COMMISSIONER COMMENTS Vice Chair Clayton initiated discussion of the proposed Templeton Behavioral Health Facility; provided time and location of the upcoming hearing for interested commissioners. ADJOURNMENT Chair Tasseff adjourned the meeting at 6:33 p.m., to the next regular meeting scheduled for Wednesday, January 6, 2015 at 5:00 p.m. in the Council Hearing Room at 990 Palm Street, San Luis Obispo. Respectfully submitted, Monique Lomeli Recording Secretary MEMORANDUM TO: Human Relations Commission VIA: Tyler Corey, Housing Programs Manager FROM: Rebecca Gershow, Associate Planner, Long Range Planning MEETING DATE: February 3 2016 SUBJECT: Item #1: Neighborhood Matching Grant Staff Recommendations and Award RECOMMENDATION Award two Neighborhood Matching Grants, to the Islay Hill Arbors Neighbors for $1,883 and Cerro San Luis Foothills Neighborhood Stewards for $3,437 for FY 2015-16. PROGRAM BACKGROUND On July 1, 2015, staff provided received input from the Human Relations Commission (HRC) on the proposed Neighborhood Matching Grant (NMG) Program and the Draft Grant Guidelines. On August 18, 2015, following additional outreach, the City Council adopted a resolution authorizing the Neighborhood Matching Grant Pilot Program for two years, with $5,000 available for distribution in FY 2015-16, and $10,000 in FY 2016-17. The City Council also delegated the responsibility of awarding Neighborhood Matching Grants to the HRC. Staff came back to the HRC on September 2, 2015, to discuss the program in more detail. As described in the Neighborhood Matching Grant Pilot Program 2015-16 Grant Guidelines, grant requests may range from $250 to $5,000. For every dollar awarded by the City, the neighborhood provides an equal or greater match consisting of volunteer labor, donated professional services, materials or a monetary contribution. At the conclusion of the second year, the program will be evaluated and future funding will be determined. SELECTION PROCESS AND HRC ROLE The Neighborhood Matching Grant program is administered differently than either the Grants-in- Aid or CDBG programs. Per City Council direction, the HRC is the final decision-making body for Neighborhood Matching Grant awards. The HRC has the discretion to approve full or partial funding for any or all of the project applications submitted, assuming allocations align with available funding. However, the HRC is not required to allocate any or all of the grant money for a cycle if it determines that proposals require further refinement or consideration at a later date. To help ensure project success, the Neighborhood Matching Grant application is a two-step process: applicants submitted a Draft Application for review prior to finalizing and submitting the Final Application. The purpose of the Draft Application is for staff to help identify whether HRC 1-1 projects are consistent with existing policies, plans, and standards, and to identify any potential issues or additional information needed. Draft Applications were due October 23, 2015. Eight draft applications were submitted, from throughout the City, totaling $22,715 in funding requests (Table 1). A staff team made up of representatives from Community Development, Neighborhood Services, Public Works, Parks and Recreation and Administration reviewed the Draft Applications and CDD staff collated the input and met with each applicant. Table 1 Draft Neighborhood Matching Grants Submitted by October 23, 2015 Name Address/Location Applicant Funds Requested 1. Emerson Park Corner Beautification Emerson Park; corner of Pismo and Nipomo St Emerson Park neighbors $5,000 2. Islay Park Creek Restoration and Trail Clean Up Islay Park; between Tank Farm Rd and Spanish Oaks Dr Islay Hill Arbors/Neighbors $5,000 3. Los Verdes Runoff Diversion Los Verdes Park II (LOVR and S. Higuera St) Los Verdes Park II HOA $1,040 4. Meadows Neighborhood Pocket Park Mariposa and Las Praderas Dr The Meadows Neighborhood Group $2,000 5. Seasonal Social Gatherings Cerro San Luis Foothills Neighborhood (Ramona Dr) Cerro San Luis Foothills Neighborhood Stewards $800 6. Serra Meadows Community Area Margarita Ave and Prado Rd Serra Meadows Group $5,000 7. Sharing Saturdays Pilot Mobile Cart El Cerrito/Encino, and Cerro Romauldo Ave neighborhoods El Cerrito/Encino $1,320 8. Willow Creek Park West end of Sunrose Ct, off Tank Farm Rd Willow Creek HOA $2,555 Staff was excited to see a wide-range of draft applications submitted. It showed that outreach was successful, and there was interest in the program. However, a number of the applications submitted were very conceptual in nature, and applicants needed to do significant work before submitting a final application, such as showing neighborhood involvement or developing plans appropriate for City parks. Some applicants didn’t realize there was a $5,000 cap on overall grant disbursements, and others were disincentivized to completing the full application due to the amount of competition for a small amount of money. Final Applications were due January 8, 2016, and three applications were submitted, totaling $7,875.41 in grant requests (Table 2). CDD staff performed a completeness review, and all three applicants submitted additional information. The staff team then reviewed and ranked the projects using the Project Criteria in the Grant Guidelines, page 3. The staff recommendation is based on this review and input. HRC 1-2 Table 2 Final Neighborhood Matching Grants Submitted by January 8, 2016 Name Address/Location Applicant Funds Requested 1. Islay Park Creek Restoration and Trail Clean Up Islay Park; between Tank Farm Rd and Spanish Oaks Dr Islay Hill Arbors Neighbors $1,883.41 2. Seasonal Social Gatherings Cerro San Luis Foothills Neighborhood (Ramona Dr) Cerro San Luis Foothills Neighborhood Stewards $3,437 3. Willow Creek Park West end of Sunrose Ct, off Tank Farm Rd Willow Creek HOA $2,555 Listed below are project summaries, staff comment summaries and funding recommendations. Full applications are included as Attachments 1-3. PROJECT #1: Islay Park Creek Restoration and Trail Clean Up Project description: The neighbors living in the Arbors, Park View Terrace and surrounding homes will provide volunteer labor and donations in order to remove abandoned drip irrigation lines, as well as dead plants, branches and shrubs along the pedestrian path that connects Islay Hill park to Spanish Oaks Drive. The project will enhance the safety and enjoyment of the popular neighborhood trail system. Staff comments (summarized): This is a strong project, with clear neighborhood benefits and support. Staff walked the path with neighbors and heard their concerns and issues. Some of those issues were already remedied outside of this process. Neighbors have worked hard lining up liability insurance and modifying the project per staff suggestions. Clarification is needed on the project schedule, as volunteers are responsible for coordinating project work days, not city staff. City staff will flag vegetation on the creek-side of path that is okay to clear in advance of work days. Recommendation: Fund in full ($1,883). PROJECT #2: Seasonal Social Gatherings Project description: The Cerro San Luis Foothills Neighborhood proposes to organize gatherings of neighbors for quarterly seasonal events designed to increase neighborhood connections. Their themes and events are: Summertime Ice Cream Social (at the end of September when students are back); Fall Halloween in the Neighborhood; Winter Spiral of Lights (January); Spring Scavenger Hunt (May). Staff comments (summarized): This application is well thought-through and very detailed with significant neighborhood support. The neighborhood already holds the ice cream social and Halloween events; these funds would enable them to grow their neighborhood traditions. Funds would support events, not capital projects. Funds requested significantly grew since draft application, in part because of the event and traffic control permits required for the ice HRC 1-3 cream social (the largest and most expensive of the four events). Volunteer match is more than 1:1. Recommendation: Fund in full ($3,437). PROJECT #3: Willow Creek Park Project description: Willow Creek HOA proposes to improve their local neighborhood (private) park by managing, controlling and cleansing storm run-off into the creek by adding rocks to slow down the water flow and plantings to improve the area aesthetically. Staff comments (summarized): This project has high sustainability values and great potential. However, more work needs to be done before it is “ready to go.” Since the project is in the 100-year flood plain, the applicant needs to submit a Waterways Management Compliance Statement, showing that it won’t cause a net rise in floodwater. The design may need to be further detailed in order to evaluate these impacts, which will also help reviewers better understand the project. A grading permit is also required for any work in the 100-year flood plain. In addition, stronger neighborhood participation would make the project more competitive. Neighborhood support is shown, but there are no neighborhood volunteer hours included as part of the match, only student volunteers. Staff’s intention was that issues like these would be resolved between the draft and final applications, however in this case more discussion would have been beneficial to clarify expectations and requirements. Recommendation: Request resubmittal of the project application next year after 100-year flood plain requirements are completed. Also increase neighborhood volunteer participation. Additional volunteer hours would increase the neighborhood match, and therefore increase the amount of funds able to be requested. FISCAL IMPACT Funding projects #1 and #2 in full puts total grant awards at $5,320 for FY 15-16. If both projects submit reimbursements for the full amount allowable, the Community Development Department, per the Director, will reallocate $320 (the amount over the $5,000 goal for FY 15- 16 grant awards). The total allocated in the FY 15-17 financial plan for the two-year pilot program is $15,000. NEXT STEPS After projects are selected, staff will develop project contracts, and work will begin by mid- March. Staff will oversee grant administration, including the reimbursement and project monitoring. In December 2016, staff will update the HRC on the status of the grant-awarded projects before projects are selected for the following year. ATTACHMENTS 1. Islay Park and Trail Clean Up Application 2. Seasonal Social Gatherings Application 3. Willow Creek Park Application 4. Neighborhood Matching Grant Pilot Program 2015-16 Guidelines HRC 1-4 HRC 1-5 HRC 1-6 HRC 1-7 HRC 1-8 HRC 1-9 HRC 1-10 HRC 1-11 HRC 1-12 HRC 1-13 HRC 1-14 HRC 1-15 HRC 1-16 HRC 1-17 HRC 1-18 HRC 1-19 HRC 1-20 HRC 1-21 HRC 1-22 HRC 1-23 HRC 1-24 HRC 1-25 HRC 1-26 HRC 1-27 HRC 1-28 HRC 1-29 HRC 1-30 HRC 1-31 HRC 1-32 HRC 1-33 HRC 1-34 HRC 1-35 HRC 1-36 HRC 1-37 HRC 1-38 HRC 1-39 HRC 1-40 HRC 1-41 HRC 1-42 HRC 1-43 HRC 1-44 HRC 1-45 HRC 1-46 HRC 1-47 HRC 1-48 HRC 1-49 HRC 1-50 HRC 1-51 HRC 1-52 HRC 1-53 HRC 1-54 HRC 1-55 HRC 1-56 HRC 1-57 January 1, 2016 Dear Rebecca Gershaw Associate Planner, Community Development of San Luis Obispo RE: Neighborhood Matching Grant Pilot Program 2015-16, Islay Hill Creek Restoration and Trail Cleanup, Islay Hill Trail behind Wavertree Street. Applicant: Mary Lou Johnson 1610 Huckelberry lane San Luis Obispo, CA. 93401 Mljohnson805@att.net This letter is to support the grant application stated above on behalf of the Islay Hill HOA Board of Directors. We agree that clean up of the dead brush, trees and bushes as well as abandoned water lines will enhance the appearance and safety of this popular walk way that connects Islay Park to the lower end of Spanish Oaks Drive. We support an organized neighborhood cleanup project with our time and donation of service as defined through grant guidelines. Sincerely, Islay Hill Homeowners Assn. BOD 805-400-9416 HRC 1-58 HRC 1-59 HRC 1-60 HRC 1-61 HRC 1-62 HRC 1-63 HRC 1-64 HRC 1-65 HRC 1-66 HRC 1-67 HRC 1-68 HRC 1-69 HRC 1-70 HRC 1-71 HRC 1-72 HRC 1-73 HRC 1-74 HRC 1-75 HRC 1-76 HRC 1-77 HRC 1-78 HRC 1-79 HRC 1-80 HRC 1-81 HRC 1-82 HRC 1-83 HRC 1-84 HRC 1-85 HRC 1-86 HRC 1-87 HRC 1-88 HRC 1-89 HRC 1-90 HRC 1-91 HRC 1-92 From:Kit Gould-Himelblau To:Gershow, Rebecca Subject:Responses to staff questions- Grant Date:Wednesday, January 13, 2016 4:26:19 PM Attachments:responses to staff question-grant.pages.zip Hi Rebecca, I forgot to include my responses to staff questions in the pdf file and the hard copy I sent to you today. Sorry about that. Would you like me to drop off a printed version to your office tomorrow? Thank you, Kit Gould 805-234-8364 Seasonal Social Gatherings (Cerro San Luis Foothills): 1. Please provide a map of your neighborhood - A map have been included. 2. From City special event permit: “Any organized activity of 300 or more persons at any public park or City right of way that is to gather for a common purpose under direction and control of a responsible person or agency must have an event permit.” Therefore, if the applicant will hold events in the street, or on the sidewalk, and expect 300 or more people, an event permit will need to be obtained.- We will apply for a special event permit for the Ice Cream Social. 3. An event permit is a reimbursable cost. You may need to increase your budget, and factor it into your schedule, accordingly. Contact Devin Hyfield (dhyfield@slocity.org) with questions, or see permit url below. -We have contact Devin Hyfield and factoring in the costs and needed scheduling of events. 4. http://www.slocity.org/living/permits/special-event-permits- We have read over the special events permit, have inquired about the traffic plan application, and gotten quotes for the traffic plan and rental of needed equipment to close off sections of streets. 5. If the events are limited to front lawns, no permits are necessary- The Halloween event (Fall), Spiral of Lights (Winter), and the Spring Renewal will be limited to front lawns. 6. Events need to be open to, promoted to, and geared towards everyone in the neighborhood- Yes, we agree. 7. Make sure everyone has an opportunity to be involved- Yes, we will. 8. Alcohol is not reimbursable, and we highly encourage you to not serve alcohol. -Alcohol will not be served. 9. Please provide more detail on each event—goals; activities; how promoted and advertised- Yes, we have promoted more information within the main body of our grant application. 10. Staff had some questions about whether Halloween and Ice Cream Social activities are more geared to families, rather than the entire neighborhood. Please explain in enough detail to show how no populations are being left out. -We have made explanations within the main body of our grant application. 11. Don’t forget to complete all the checklist items. Strong neighborhood support very important—ex: letters of support, neighborhood petition. -Yes, we have included letters and a petition of support. 12. Also: include response to staff input in final application.- Yes, we will. HRC 1-93 Neighborhood Matching Grant Program: 2015-16 Application For the grant cycle opening Monday, September 14, 2015 Draft Application deadline: Friday, October 23, 2015, 5 pm Final Application deadline: Friday, January 8, 2016, 5 pm Thank you for applying for a Neighborhood Matching Grant! Before filling out a project application: • Please read the Neighborhood Matching Grant Program Guidelines. • Discuss your project idea with the Neighborhood Matching Grant Program staff. Call or email Associate Planner Rebecca Gershow at 805/781-7011 or rgershow@slocity.org. 1. Draft Application submittal: One copy is due by 5:00 pm, Friday, October 23, 2015; either email or paper submittal (postmarks will not be accepted). See page 5 in the Grant Program Guidelines for information on the project Draft Application. In order to give staff a thorough understanding of your proposed project, the Draft Application should include as many of the Application Checklist components as possible. However, Draft Applications are not expected to be complete. Draft Applications may be limited to the Project Information and Project Narrative sheets and also may also include questions directed to staff. 2. Final Application submittal: One original hard copy and one scanned and emailed .pdf of the application and all attachments are due by 5:00 pm, Friday, January 8, 2016. The Final Application must include all of the Application Checklist components. Incomplete applications will not be considered for funding. Submit one original and one .pdf of the full application, including all attachments. Since we will be making copies of your application, please do not staple. Affix with a binder clip or paper clip. 3. See the Application Checklist on the next page for the required application components. 4. Submit Draft and Final Applications to: Rebecca Gershow, Associate Planner Community Development Department 919 Palm St San Luis Obispo, CA 93401 Phone: 805/781-7011 Email: rgershow@slocity.org HRC 1-94 Application Checklist Use this checklist as a tool to ensure all required components are submitted with your final application. Please attach it as the first page of your application.  Application Checklist  Project Information  Project Narrative  Project Schedule  Project Budget Worksheets (Project Expenses and Project Match) Required attachments:  Location/Site Map, including neighborhood boundary  Match Pledge Form  Neighborhood Petition Form  Written permission from the property owner, if applicable  Final Application Only: Responses to Draft Application staff comments Other (non-required) attachments (please specify):      My Final Application includes all documents listed above, submitted by 5 pm on January 8, 2016, including: One (1) original application including all attachments submitted to 919 Palm St, San Luis Obispo, CA, 93401, Att: Rebecca Gershow, Associate Planner. One (1) application including all attachments in PDF format, submitted via email to rgershow@slocity.org . HRC 1-95 Project Information Project Identification Project Name: Project Address or Location: Briefly describe the project in 50 words or fewer: Applicant Information Applicant: (name of neighborhood organization or ad-hoc group) Primary Contact: Mailing Address: Phone: Email: Secondary Contact : Mailing Address: Phone: Email: The signatory below declares that s/he is authorized to act on behalf of the applicant organization or group, and assures that (1) the information contained in this application is, to the best of my knowledge, true and accurate, (2) a majority of the neighborhood, as described in the grant application, supports this project, and (3) any funds received will be used only for purposes set forth herein. Printed Name: Signature: Mailing Address (if different than above): Phone: Email: Project Funding Summary (from Project Budget Worksheets) Total Project Value: (e) $ Total Neighborhood Match: (d) $ Grant funds requested: (a) $ HRC 1-96 Project Narrative Please provide responses to the following four questions, which are based on the Project Criteria listed on pages 3-4 of the Grant Guidelines. Please limit your responses to no more than 250 words per question. Grant reviewers respond best to clear, concise narrative. 1. Project Description and Neighborhood Benefits Please describe your project and the group applying for funds. Why do you feel your project is important to your neighborhood? Please explain how you will ensure its success. 2. Neighborhood Involvement and Support Clearly describe your project location and neighborhood. Please quantify the number of people outreached to, in support of and participating in your project, and how your project demonstrates a broad neighborhood commitment. Attach supplemental information, as appropriate. HRC 1-97 3. Project Readiness Please summarize your project’s budget, match and schedule, and how it will be managed. For physical improvement projects, how will you address long-term maintenance? Please identify any approvals or permits necessary for project success, as well as plans or policy documents that support your project. For Final Application submittal only: Explain how you have addressed any issues raised by staff during the Draft Application review. 4. Sustainability Values As applicable, describe how your project is sustainable. Such as, how it contributes to the environmental health of our community, will have a positive effect on the local economy, supports responsible stewardship of public resources, and contributes to social equity in San Luis Obispo. HRC 1-98 Project Schedule Some ideas for how to develop a project schedule: • List in chronological order the steps you will take to carry out your project after it has been awarded grant funds (Step or Activity). • Identify who will be primarily responsible for each step or activity (Person or Group Responsible). • Estimate the month and year the step or activity will be completed (Date Completed). • Projects should be completed within one year of the signed agreement with the City (approximately March 16, 2016). Step or Activity Person or Group Responsible Date Completed HRC 1-99 Project Budget Worksheets Please use the following worksheets to estimate your project’s expenses and neighborhood match. When creating your project budget, it’s a good idea to get estimates from more than one reliable source. Only items included as Project Expenses below are eligible for reimbursement. Don’t forget to keep all of your receipts for when you submit your reimbursement requests at the completion of your project. Please see the Grant Guidelines for more information, and if you have a question, ask us! Project Expenses The following types of expenses are reimbursable: • Materials/Supplies (e.g., construction or planting materials, non-alcoholic refreshments, etc.) • Printing/Reproduction (e.g., fliers, invitations, newsletters, etc.) • Capital Purchases (e.g., signage, bike racks, etc.) • Rentals/Lease (e.g., equipment, tools, chairs, tables, tents, PA system, etc.) • Contracted Services (e.g., site planning, concrete pouring, etc.) • Other Project Expenses (e.g., permit fees, insurance, etc.) Please list your proposed project expenses below, with as much specificity as possible. Project Expenses: Amount: $ $ $ $ $ $ $ $ $ $ $ $ Grand Total of Reimbursable Expenses:* a) $ *These are the grant funds you are requesting HRC 1-100 Project Match The following types of donations and volunteer hours are eligible to be used as your project match: • Cash donations from partners. Include the name of person or organization making the donation. • In-kind donations. Include the person or group and the services or goods donated. • Volunteer hours. Include the activity to be performed, person or group volunteering, and number of volunteer hours. Volunteer time is valued at $23.07/hr. Please review the match requirements on page 4 of the Grant Guidelines before completing. Cash or In-kind Donations Amount: $ $ $ $ Total donations: b) $ Amount: Volunteer Participation* Hours: (Hours x $23.07) $ $ $ $ $ $ $ $ Total volunteer hours: c) $ *No more than half of the total volunteer hours may come from outside of the neighborhood. Grand Total of Project Match = donations + volunteer hours (b + c) d) $ Must be equal to the grand total of reimbursable expenses (a) Total Project Value = reimbursable expenses + project match (a + d) e) $ HRC 1-101 Neighborhood 1 Neighborhood 2 Neighborhood 3 HRC 1-102 HRC 1-103 HRC 1-104 HRC 1-105 HRC 1-106 HRC 1-107 HRC 1-108 HRC 1-109 Willow Creek Park Cash Donation/Volunteer Matching Grant Total Project value Creekbed drainage restoration 1,725.00$ Professionnal Design (8 hours @ $65)520.00$ Cobbles $150 Boulders $500 Compost 325.00$ Mulch 200.00$ Delivery of above 4)$90 Plants (120 @ 10)1,200.00$ Delivery of Plants $90 Irrigation 950.00$ Student volunteers (4 @ 5 hours)461.40$ Neighborhood Volunteers (10 @ 2 hours) Total 2,675.00$ 981.40$ 2,555.00$ 6,211.40$ Total Neighborhood Match 3,656.40$ HRC 1-110 Willow Creek Park now HRC 1-111 Ideas for restored creek bed HRC 1-112 Willow Creek Park Sunrose Court, San Luis Obispo prepared for: Willow Creek HOA October 23, 2015 Existing Conditions Plan not to scale proposed limit of work N prepared by: Ellen Burke, PLA eburke02@calpoly.edu L1 HRC 1-113 Willow Creek Park Sunrose Court, San Luis Obispo prepared for: Willow Creek HOA October 23, 2015 Proposed Plan not to scale proposed limit of work proposed limit of work N prepared by: Ellen Burke, PLA eburke02@calpoly.edu L2 cobble lined drainage swales accent boulder accent plant drought tolerant grasses HRC 1-114 Willow Creek Park Sunrose Court, San Luis Obispo prepared for: Willow Creek HOA October 23, 2015 prepared by: Ellen Burke, PLA eburke02@calpoly.edu L3 Proposed Limit of Work Photo A: Existing Conditions looking North Photo B: Existing Conditions looking South HRC 1-115 From:Uta Birkmayer To:Gershow, Rebecca; bradslo@pacbell.net Subject:RE: Willow Creek Application: Neighborhood Matching Grant Program 2015-2016 Date:Friday, January 08, 2016 2:53:12 PM Yes, they are! a) = $2,555.00 b) = $3,195.00 c) = $461.00 d) = $3.656.40 e) = $6,211.40 I also noticed that some of the totals I thought I deleted were still in the PDF, so here’s a clean new version attached. Thanks! Keep it Real. Uta Birkmayer Founder & CEO Xsense authentic places 3940-7 Broad Street #109, San Luis Obispo, CA 93401 T 805.549.9005 | C 805.550.6885 | F 805.549.9922 www.xsenseauthenticplaces.com From: Gershow, Rebecca [mailto:RGershow@slocity.org] Sent: Friday, January 08, 2016 2:29 PM To: uta@xsenseauthenticplaces.com; bradslo@pacbell.net Subject: RE: Willow Creek Application: Neighborhood Matching Grant Program 2015-2016 Thanks, Uta. Apologies again about the technical glitches. So there is no misunderstanding, please verify that the project funding summary numbers on page 3 of the application are correct, and also please include here the totaled numbers from the budget worksheet: Project Expenses (a): Total donations (b): Volunteer participation (c): Thank you! Rebecca From: Uta Birkmayer [mailto:uta@xsenseauthenticplaces.com] HRC 1-116 Sent: Friday, January 08, 2016 2:13 PM To: Gershow, Rebecca; bradslo@pacbell.net Subject: Willow Creek Application: Neighborhood Matching Grant Program 2015-2016 Rebecca, please find our application attached. Per today’s phone conversation with you I planned to add the totals into the PDF because the automatic calculations don’t work. However, I the document did not permit me to enter that in some cells, so rather than confuse any more, I did not total any of the numbers. Furthermore, the last number on the last page (Total Project Value) appears when I click on the cell , but shows as zero when I don’t. I am unable to enter a number here. This box should read $6,211.40. All required documents are attached. Have a great weekend! Uta Birkmayer, sending for Alan Bradbury, Willow Creek HOA Keep it Real. Uta Birkmayer Founder & CEO Xsense authentic places 3940-7 Broad Street #109, San Luis Obispo, CA 93401 T 805.549.9005 | C 805.550.6885 | F 805.549.9922 www.xsenseauthenticplaces.com HRC 1-117 Willow Creek Park (Willow Creek HOA, west end of Sunrose Ct): $2,555 requested 1. The site is private HOA property—written permission needed for final application As President of the Willow Creek HOA I have made the Board of Directors fully aware of the grant request and the drainage restoration project. The homeowners have been notified via the Board meeting minutes that have bee distributed. 2. Per application: HOA will “restore the drainage of the creek bed” and grant will be for “beautification.” Please clarify and detail out, specifically the plans for restoring the drainage of the creek bed. The restoration plan is to replace missing rocks in the existing drainage channels. No work will be done in the creek bed. 3. Remember, in order to get reimbursed, the work (you want to get credit for as your match) will need to wait until the grant agreement is signed. We understand. 4. City staff is concerned about adding an irrigation system for the plantings in this area. Is that necessary? Drought tolerant CA natives are preferred. Drought tolerant CA native plants will only be placed on this project 5. Wetland type plants are a good idea; slowing down the water as part of the drainage plan. Existing drainage channels are rock based and restoration will only repair/replace existing materials. 6. Staff prefers a more naturalistic low-maintenance landscape, rather than a manicured type of landscape (in the photo depictions, it looks fairly high-maintenance, the landscaping). Native wetland variety plants should only need to be watered for first season or two, during plant establishment period—then no permanent irrigation system necessary Photos included with the application were only representing an example of the plan we were targeting. As pervious stated drought tolerant plants will be used. 7. City biologist can provide applicant with a list of appropriate plants for waterway We will contact the biologist as soon as the grant is approved. 8. Applicant will need to do some level of engineering analysis of the improvements/changes to the creek bed for the drainage restoration component N/A, no engineering will be required since the creek bed will not be affected or touched. 9. Applicant will need a grading permit because of work in the waterway; contact the building department-Rafael Cornejo, for information. N/A, no grading to be undertaken or changed. 10. Staff believes that this creek connects to a steelhead-bearing stream; the applicant should check CDFW jurisdiction. Potentially, an ACOE permit is needed because of the waterway work – have landscape consultant or students scope it out. Contact City Biologist Freddy Otte with questions. N/A, no changes is being made to the existing drainage plan to the creek. Creek not affected. 11. How will this create a “more inviting dog space?” (from application) or a “space for neighborhood events”… Improvements as shown/described don’t seem suitable for those activities. Reworded grant to “enhanced dog walking path environment” 12. Budget numbers conflict – submit 1 set. Remember to only include expenses you want to get reimbursed for (the grant request) as part of the Project Expense work sheet. Fixed on final grant application. 13. Match pledge form—detail out more. (ex: Willow Creek HOA is donating $1,725 towards creek restoration, plus … etc. etc. ) HRC 1-118 Fixed on final grant application. HRC 1-119 City of San Luis Obispo, Community Development, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7170, slocity.org Neighborhood Matching Grant Pilot Program 2015-16 Guidelines What is the Neighborhood Matching Grant Program? San Luis Obispo’s quality of life is tied to strong neighborhoods and active residents. The purpose of the Neighborhood Matching Grant Program is to support grassroots projects that enhance and strengthen neighborhoods. All projects are initiated, planned and implemented by neighborhood members in partnership with the City. Neighborhood involvement and relationship building are key components of the program. Grant requirements include: a match amount from the neighborhood equal to or greater than the grant request; tangible neighborhood benefits; documented neighborhood support and involvement; project readiness; and project sustainability, as described further below. The Neighborhood Matching Grant Program is a two-year pilot program with $5,000 available for distribution in year 1, and $10,000 in year 2. Grant requests may range from $250 to $5,000 and for every dollar awarded by the City, the neighborhood provides an equal or greater match consisting of volunteer labor, donated professional services, donated materials and/or direct financial contributions. At the conclusion of the second year, the program will be evaluated and future funding will be determined. Who is Eligible to Apply? Proposals will be accepted from groups of people living or owning property within the neighborhood. A neighborhood group may be an existing group whose membership is from a commonly-recognized geographic area (e.g., neighborhood association, homeowners association) or an ad hoc group formed to work together on a specific project. Many areas in San Luis Obispo do not have identified neighborhood boundaries or organized representation; therefore it is up to the group applying for funds to demonstrate that they are representing their neighborhood. Although businesses or community-based organizations (public, private or non-profit) are not eligible to apply on their own, they may do so in active partnership with a lead neighborhood group. HRC 1-120 What Types of Projects May be Considered? Projects may include, but are not limited to: • Physical improvement projects that improve or enhance publicly visible areas of the neighborhood, including landscape improvements, tree planting, waterway enhancement, and natural area restoration activities. • Events, activities and celebrations open to all neighborhood residents that encourage interaction and communication between residents. • Initiatives that serve to create, expand or increase participation in a neighborhood- organization, or promote an understanding of issues important to neighborhood residents. As this is a pilot program, staff is interested in hearing what kinds of projects residents believe will benefit their neighborhoods. Early consultation with City staff is encouraged. What Types of Projects are NOT Eligible? Grant funds cannot be used for: • Projects that conflict with existing City policies, standards or codes • Duplication of existing programs or services • Operating expenses that are not directly related to the neighborhood project • Projects fully outside the City limits • Expenses or financial commitments made before the project contract is signed • Funding for items or services not included in the project description • Projects that require new connections to utilities • Alcoholic beverages • Public art projects (There is an existing program to support these types of projects. Please contact Public Art Manager Melissa Mudgett at (805)781-7296). • Neighborhood Traffic Management CIP projects (There is an established NTM program. Please contact Transportation Manager Jake Hudson at (805)781-7255 for more information). How Are Projects Selected? Projects are selected using the Project Criteria listed below. The Human Relations Commission (HRC), an advisory body to the City Council, will select Neighborhood Matching Grant projects. The HRC has the discretion to approve full or partial funding for any or all of the project applications submitted. However, the HRC is not required to allocate any or all of the grant money for a cycle if it determines that proposals require further refinement or consideration at a later date. HRC 1-121 Proposed projects will be scored and ranked on how well they meet the following Project Criteria: Tangible Neighborhood Benefits (35 points) The project: • Produces an observable improvement to the neighborhood • Provides a continuing benefit into the future • Reflects a priority need of the neighborhood in which it is proposed Neighborhood Involvement and Support (35 points) The project: • Fosters collaboration between neighbors, and maximizes opportunities for neighbors to participate • Clearly describes your neighborhood boundary, and quantifies the number of people outreached to, in support of and participating in your project • Demonstrates a broad neighborhood commitment. Ideas include: o Circulate information regarding the proposed project to all addresses in the neighborhood. Include renters, owners, and businesses (if present). Provide a way for recipients to express support or concern to the person or group leading the effort. o Post notices of the proposal in the neighborhood, with information on how to provide feedback and get involved o Obtain letters of support from neighbors o Include a list of signatures from those who are supportive of the project o Include a list of neighbors who will be participating in the project (not just in support of it) o Discuss your project at a neighborhood association meeting, or other similar forum Project Readiness (20 points) • The application is completed and consistent with grant guidelines • The project is clearly defined and feasible • For physical improvements, including landscaping, ongoing and long-term maintenance is adequately addressed • The project budget is based on documented and verifiable costs and specifications • The project will be managed by capable operational and fiscal managers • The project is compatible with plans, policies and practices of City of San Luis Obispo • Permission has been secured for use of the site from the property owner(s) • The matching portion of the grant, including the availability of volunteers and donated materials, is well documented and credible HRC 1-122 Sustainability (10 points) The project: • Contributes to the environmental health of our community • Has a positive effect on the local economy and minimizes costs to the community, now and over the long term • Supports responsible stewardship of public resources • Contributes to social equity by including vulnerable or underrepresented populations or promoting community safety and cultural awareness while building relationships and neighborhood cohesion. • Contributes to the goal of evenly distributing grant awards to neighborhoods throughout the community What Are the Project Match Requirements? Requested grant funds must be matched by an equivalent amount of donated materials and supplies, professional services, volunteer labor, or cash donations. Clear documentation of the match is required. The following are match requirements: • The total match must include an amount of in-kind donations, volunteer time, or cash that is equal to or greater than the grant amount requested • No more than 50 percent of neighborhood match provided in the form of volunteer labor may come from outside of the neighborhood • Other City resources may not be included as a match • Only volunteer labor or professional services contributed after grant agreement is signed can be counted toward the match • Value of volunteer labor is based on the latest estimated value for volunteer time. Currently, this value is $23.071 per hour. • Donated materials or supplies are valued at their retail price. Loaned equipment may also be included as part of the match and valued at the standard rental fee. • Professional services are valued at the reasonable and customary value of the product or service provided. Donors of professional services must provide the value of their contributions with documentation of professional qualifications. • A Match Pledge Form provided with the application must be used to document volunteer labor and donated cash, materials, supplies and services. The form must include donor signatures. Copies of the completed forms must be included with the final application. • Cash donations may be secured with a written pledge signed by the donor, rather than collecting up front. • All portions of the match must be able to be documented. 1 Independent Sector, March 2015, https://www.independentsector.org/volunteer_time HRC 1-123 What Project Costs are Eligible for Reimbursement? In order to be eligible for reimbursement, items and their associated costs must be included in the project application budget. Eligible items must be specifically purchased for the implementation of the project, and may include: materials and supplies, professional services, rented equipment (e.g. tables, chairs, tents, tools), food and drink (non-alcoholic), permit costs, insurance costs, plant materials, soil supplements and other related expenses. All reimbursement requests must include sufficient documentation. Volunteer labor or in-kind contributions are eligible to be used as a project match only; they are not eligible for reimbursement. What is the Project DRAFT Application? To help ensure project success, all applicants are required to submit a Draft Application for review prior to submitting a final application. The Draft Application deadline is Friday, October 23, 2015. The purpose of the Draft Application is for staff to help identify whether your project is consistent with existing policies, plans, standards and work practices, and to identify any potential issues or additional materials needed before you complete your application. In order to give staff a thorough understanding of your proposed project, the Draft Application should include as many of the Application Checklist components as possible. However, Draft Applications are not expected to be complete applications. Draft Applications may be limited to completing the Project Information and Project Narrative sections and also may also include questions directed to staff. A staff team will review the Draft Applications, and feedback will be provided to applicants by December 4, 2015. Staff comments are intended to assist applicants in completing the full application, which is due by January 8, 2016. Responses to staff comments must be included in your Final Application as an attachment. Inability to adequately address staff comments or concerns could result in a project not being recommended for funding. It is strongly recommended that applicants discuss their project with City staff before submitting a Draft Application to gain a full understanding of project expectations and requirements. Contact Associate Planner Rebecca Gershow at (805)781-7011 or at rgershow@slocity.org. HRC 1-124 What is Required to be Submitted for the Project Application? The following information is needed as part of the Neighborhood Matching Grant Application: • Application Checklist • Project Information • Project Narrative (includes a project description and how it meets the project criteria) • Project Schedule • A Project Budget that includes estimates for: o All materials and supplies o Permits (if applicable) o Insurance (if applicable) o All other project expenses o Identified neighborhood match • Required Attachments: o Location/Site Map, including neighborhood boundary o Match Pledge Form (documentation of volunteer commitments, donated cash and/or professional services) o Neighborhood Petition Form o Written permission from the property owner The Draft Application may be limited to the Project Information and Project Narrative. The Final Application must include ALL the above elements in order to be complete, including one additional attachment: o Responses to Draft Application comments from staff See the Neighborhood Matching Grant Application for full submittal details. How Do I Develop a Successful Project? Step 1: Select a project for your neighborhood, and build neighborhood support Choose a project that will generate as much neighborhood support as possible. Successful projects will have a well-defined set of goals and objectives, as well as a detailed list of the steps and activities required to meet those goals and objectives. Take your cues from neighborhood discussions – is there a known problem or issue in the area? Is there an opportunity to build neighborhood relationships? The entire neighborhood should be involved in identifying and shaping the project. Including the entire neighborhood in the HRC 1-125 development of the project will increase support for the project. So will meeting the Project Criteria (see Page 3). Step 2: Discuss your project early with City staff Discuss your project with City staff before submitting a Draft Application to make sure your project qualifies for a neighborhood matching grant, or to learn whether the project may be more appropriately addressed in other ways. Please contact Associate Planner Rebecca Gershow at (805)781-7011 or rgershow@slocity.org Step 3: Ensure site control If your project involves property which your applicant group or organization does not own, you must obtain written permission from the owner. Projects may involve private property, but must provide a clear public benefit, and documentation must be provided that confirms property owner support and approval of the proposal. Step 4: Commit to maintaining your project If your project is a capital improvement or involves new plantings, you will need to commit to maintaining it for at least 5-years. Step 5: Research the regulations Many projects need permits, insurance, or design review before proceeding, and may have a lengthy process for getting approved. Grant funds are contingent on meeting city standards and approvals. Find out what regulations and permits apply to your project and how much they cost by looking on the City website and talking to City staff (see Step 2). Step 6: Determine resources needed What will it cost to complete your project? Develop a list of all the resources needed at each step of the way. Resources include expertise, equipment, supplies, volunteers, services, permit fees, etc. Identify which of those resources you can provide as your match, and clearly document in the application. Step 7: Insurance Depending on the nature of the project, you may be required to have liability insurance to limit the liability of your organization and the City. If your project will involve the use of a contractor, the City of San Luis Obispo will require proof of liability insurance from the contractor. Usually, liability waivers will be adequate. If applicable, the cost of insurance must be reflected in your project budget. Step 8: Develop a budget and project schedule Project budgets should be as comprehensive and accurate as possible: • When possible, get cost estimates from more than one reliable source • Provide documentation of professional qualifications to justify professional rates • Include permit and insurance costs, if applicable • Use the budget form provided in the application HRC 1-126 Project schedules should be realistic, reflect the schedule constraints of potential service providers and typically designed to be completed within one year from final contracts. What Are the Program Deadlines and Important Dates? Grant Cycle Opens: Monday, September 14, 2015 Draft Application Deadline: Friday, October 23, 2015 at 5:00 pm Feedback Provided By: Friday, December 4, 2015 Final Application Deadline: Friday, January 8, 2016 at 5:00 pm Funding Decisions On: Wednesday, February 3, 2016 Contracts Signed By: Wednesday, March 16, 2016 Projects Completed By: One year from final contract How Do I Apply? Application materials will be available online (www.slocity.org) and at the front counter of the Community Development Department, at 919 Palm Street, on September 14, 2015. Draft Applications are required for ALL potential applicants, and are due by 5 pm on Friday, October 23, 2015, as noted above. Final Applications are also required, and are due by 5 pm on Friday January 8, 2016. Final applications must be submitted complete with all documentation provided. Incomplete applications will not be able to move forward for consideration. All applications should be dropped off, mailed or emailed to the attention of: Rebecca Gershow, Associate Planner, Long Range Planning, Community Development Department, 919 Palm St, San Luis Obispo, CA 93401. Email: rgershow@slocity.org See the Neighborhood Matching Grant Application for more information. What Happens If My Project Is Selected? Grant Agreements: Successful applicants will enter into an agreement with the Community Development Department that details the terms and conditions of the grant. Grant recipients will only be reimbursed for expenses incurred after agreements are in place. Fiscal Agents: Applicants will need to identify someone to handle and account for the money raised as well as the funds the City reimburses for the project. The person who handles the financial side of the project is called a fiscal agent. HRC 1-127 Reimbursement: If your project is awarded a grant, purchases that were clearly identified in the project budget will be reimbursed by the City. At completion of the project, the fiscal agent will submit receipts for reimbursement, along with project match and photo documentation of the completed project and the City will issue a reimbursement check. Project Examples From Other Communities Below is a list of neighborhood matching grant projects from other communities. Along with the rest of the information in the Program Guidelines, feel free to use these examples to generate ideas for a Matching Grant in your neighborhood: • Invasive species removal and native plant restoration. Includes a commitment to water during plant establishment. • Construction of raised accessible garden beds for neighborhood use, with education programs on urban gardening. • Installation of theft-resistant, decorative neighborhood signs • Free family-friendly outdoor “theater in the park” performance • Traffic circle landscaping • Free outdoor concert in the park • Tree planting (along streets or in underutilized open spaces or parks) • The start-up of a new neighborhood association • Neighborhood BBQ and clean-up event • Turf removal along a neighborhood street, and replanting with drought-tolerant native landscaping • Organizing a neighborhood book drive – collection and purchase of books for neighborhood elementary school kids to take home over the summer • Creek restoration (trash clean-up, invasive species removal, replanting with native species) • Installing bike racks at needed locations in neighborhood • Neighborhood pancake breakfast • “Neighbors Night Out”– a free, family-friendly event with entertainment sponsored by the neighborhood association to bring neighbors together • Neighborhood web site or newsletter • Development of outreach materials for a Neighborhood Tool Co-Op or Neighborhood Sharing/Lending Program • Bike path beautification • Neighborhood elementary school butterfly garden HRC 1-128 January 13, 2016 Tony Navarro, Planner III Department of Planning and Building County of San Luis Obispo County Government Center San Luis Obispo, CA 93408 Subject: Quarterly CDBG Reports for 2013 - 2015 Program Years. Tony: Attached is the quarterly report for the period from July 1, 2015 through September 30, 2015 for the City’s active CDBG program years, per our cooperative agreement with the County of San Luis Obispo. If you have questions, please call me at 781-7010. Sincerely, Jenny Wiseman, Planning Technician cc: Vilma Warner, Finance Operations Manager Xzandrea Fowler, Deputy Director of Community Development Tyler Corey, Housing Programs Manager Attachment: Quarterly Reports HRC 2-1 1 2013 CDBG Program Year Quarterly Report For the period from July 1, 2015 through September 30, 2015 1.Subrecipient and Address:2.Contact person:4.Report Period:County of San Luis Obispo: Tyler Corey 7/1/15-9/30/15 City of San Luis Obispo 6: Date request phoned in 990 Palm Street 3.Phone number:5.Date submitted:N/A San Luis Obispo, CA 93401-3249 (805) 781-7175 1/15/16 7.Date funds released: N/A Project (a)Budget (b)Expenses ©Expenses (d)Funds (e)Prior (f)Current (g)Balance (h) this period to datereceivedrequestsrequestavailable to datenot received (b-d) SLO Homeless Shelter by CAPSLO 76,613 76,613 76,613 - - Property Acquisition - 313 South Street 166,992 400 166,192 164,492 400 800 ADA Curb Ramps 105,000 - 105,000 105,000 - Homeless Campus Design/Drawing by CAPSLO 50,000 50,000 - Women's Business Center 10,000 6,960 3,040 Administration - housing program 53,170 - 53,170 53,170 - - Administration - other staff support 48,981 48,981 48,981 - - - - 510,756 400 506,916 448,256 - 400 3,840 Narrative-Status of Approved Activities The NEPA environmental clearance and CDBG contract are complete for the Women’s Business Center Program, initial funds have been drawn down with the remaining funds expected to be drawn down during the next quarter. Remaining funds for 313 South Street should be drawn down in early 2016. HRC 2-2 2 2014 CDBG Program Year Quarterly Report For the period from July 1, 2015 through September 30, 2015 1.Subrecipient and Address:2.Contact person:4.Report Period:County of San Luis Obispo: Tyler Corey 7/1/15-9/30/15 City of San Luis Obispo 6: Date request phoned in 990 Palm Street 3.Phone number:5.Date submitted:N/A San Luis Obispo, CA 93401-3249 (805) 781-7175 1/15/16 7.Date funds released: N/A Project (a)Budget (b)Expenses ©Expenses (d)Funds (e)Prior (f)Current (g)Balance (h) this period to datereceivedrequestsrequestavailable to datenot received (b-d) SLO Homeless Shelter by CAPSLO 74,767 74,767 74,767 - - Alano Club Transitional Housing Rehabilitation139,898 59,797 92,772 92,772 59,797 47,126 City of SLO ADA Curb Ramps (1)161,813 - - 161,813 Women's Shelter Plumbing Rehabilitaion 31,200 31,200 Administration - housing program 59,813 59,813 59,813 - - Administration - other staff support 39,876 39,876 39,876 - - - - 507,367 59,797 267,228 267,228 - 59,797 240,139 (1) Reallocation of funds approved by the City Manager on 3/14/14 from 2012 ADA Curb Ramps to 2014 ADA Curb Ramps in the amount of $8,921 Narrative-Status of Approved Activities Construction is progressing on the Alano Club Transitional Housing Rehabilitation, City of SLO ADA Curb Ramps, and Women’s Shelter Plumbing Rehabilitation projects. The Women’s Shelter has received building permits but is waiting on their contractor’s availability; funds are expected to be drawn down in early 2016 as construction begins. Construction is currently wrapping up at the Alano Club, the remaining funds will be drawn down over the next quarter. The City recently awarded a contract for work on the ADA Curb Ramps; construction should begin during the upcoming quarter and will start to draw down funds. HRC 2-3 3 2015 CDBG Program Year Quarterly Report For the period from July 1, 2015 through September 30, 2015 1.Subrecipient and Address:2.Contact person:4.Report Period:County of San Luis Obispo: Tyler Corey 7/1/15-9/30/15 City of San Luis Obispo 6: Date request phoned in 990 Palm Street 3.Phone number:5.Date submitted:N/A San Luis Obispo, CA 93401-3249 (805) 781-7175 1/15/16 7.Date funds released: N/A Project (a)Budget (b)Expenses ©Expenses (d)Funds (e)Prior (f)Current (g)Balance (h) this period to datereceivedrequestsrequestavailable to datenot received (b-d) Maxine Lewis Homeless Shelter - CAPSLO 69,916 - 69,916 Affordable Housing Property Acquisition- HASLO197,971 197,971 City of SLO ADA Curb Ramps 105,000 - - 105,000 City of SLO CDBG Administration 32,628 32,628 405,515 - - - - - 405,515 1.County of San Luis Obispo CDBG Administration allocation per 15-17 Agreement: $60,594. Total CDBG Program year = $466,109 Narrative-Status of Approved Activities The County of San Luis Obispo has prepared Subrecipient Agreements for the 2015 program year projects. No funding requests have been received by the City during this quarter. Funds are expected to be drawn down for the Maxine Lewis Homeless Shelter and CDBG Administration over the next quarter. 1 HRC 2-4 CAPSLO Homeless Program Maxine Lewis Memorial Shelter and Interfaith Coalition for the Homeless Shelter Second Quarter Report October 1, 2015 – December 31, 2015 Contract Period: July 1, 2015 – June 30, 2016 October During the month of October 2015, the shelter programs served an average of 77.6 persons per night; each person received one or more nights of shelter, for a monthly total of 2,406 shelter nights. The program also served 2,406 breakfasts and 2,936 dinners. The ICH shelter host for October 2015 was Unitarian Universalist. The ICH bed total for the month of October was 886. Children used 300 bed nights this month for an average of 9.7 children per night. In the month of July, 85 total persons in need were turned away for a shelter bed due to over- capacity, an average of 2.7 persons per night. 7 requests for shelter were turned away because they were screened out as ineligible for service. November During the month of November 2015, the shelter program served an average of 73.9 persons per night; each person received one or more nights of shelter, for a monthly total of 2,218. The program also served 2,218 breakfasts and 2,635 dinners. The ICH shelter host for November 2015 was Nazarene. The ICH bed total for the month of November was 744. Children used 152 bed nights this month for an average of 5.1 children per night. In the month of August, 64 total persons in need were turned away for a shelter bed due to over- capacity, an average of 2.1 per night. Another 6 requests for shelter were turned away because they were screened out as ineligible for service. December During the month of December 2015, the shelter program served an average of 74.8 persons per night; each person received one or more nights of shelter, for a monthly total of 2,320. The program also served 2,320 breakfasts and 2704 dinners. The ICH shelter host for December 2015 was Carmel Lutheran. The ICH bed total for the month was 764. Children used 251 bed nights this month for an average of 8.1 children per night. In the month of December, 101 total persons in need were turned away for a shelter bed due to over-capacity, an average of 3.3 per night. Another 7 requests for shelter were turned away because they were screened out as ineligible for service. HRC 3-1 Community Action Partnership of San Luis Obispo County, Inc.Report Period:2nd Quarter FY 15-16 6.Gender Q1 Q2 Q3 Q4 11.Family Type Q1 Q2 Q3 Q4 a.Male 107 91 a.Single parent/female 10 4 b.Female 75 59 b.Single parent/male 0 1 182 150 0 0 c.Two-parent household 1 6 7.Age d.Single person 137 112 a.0-5 12 12 e.Two adults - no children 5 1 b.6-11 8 6 f.Other 0 0 c.12-17 3 1 153 124 0 0 d.18-23 10 7 12.Family Size Q1 Q2 Q3 Q4 e.24-44 68 62 a.One 137 112 f.45-54 46 29 b.Two 11 4 g.55-69 32 28 c.Three 2 4 h.70+3 5 d.Four 2 3 *Total 182 150 0 0 e.Five 0 1 f.Six 0 0 I.Ethnicity g.Seven 1 0 a.Hispanic or Latino 39 21 h.Eight or more 0 0 b.Not Hispanic or Latino 143 129 ***Total 153 124 0 0 *Total 182 150 0 0 13.Source of Family Income II.Race a.Unduplicated # of Families a.White 154 138 Reporting One or More Sources b.African American 15 4 of Income***80 60 c.Native American and 3 2 b.Unduplicated # of Families Alaskan Native Reporting No Income 73 64 d.Asian 0 1 Total UNDUP Families who responded e.Native Hawaiian 3 0 as either having a source of income 153 124 0 0 and Other Pacific Islander or having no income f.Native American/Alaskan 1 1 Income sources of families reporting income: Native & White c.TANF 8 4 g.Asian & White 0 0 d.SSI 33 24 h.Black/African American & White 2 3 e.Social Security 4 3 i.Nat. American/Alaskan Nat.&2 0 f.Pension 2 1 Black/African American:g.General Assistance 8 6 g.Multi-Race (any 2 or 2 1 h.Unemployment Insurance 0 2 more of the above)TOTAL:182 150 0 0 i.Employment + other source 1 0 j.Employment only 6 6 k.Social Security Disability 29 14 a.0-8 5 5 l Food Stamps*****65 46 b.9-12/non-graduate 25 19 m Child Support 0 1 c.High sch. Grad./GED 47 43 n Other 3 6 d.12+ some post secondary 41 37 14.Level of Family Income e.2 or 4 yr. College graduates 31 20 % of HHS guideline 149 124 0 0 a.Up to 30%ext. low income 83 74 7 Other Characteristics b.31% to 50%very low income 7 4 a.No health insurance 31 32 c.51% to 75%11 10 b.Developmentally Disabled:24 19 d.76% to 80%low income 4 6 c.Physically Disabled:50 54 e.81% to 100%28 18 d.Mentally Disabled 71 45 f.101% to 125%moderate 11 4 8 Shelter Days g.126% to 150%6 3 a.New 182 150 h.151% and over 3 5 b.Continuing 7,179 6,794 ***Total 153 124 0 0 9 Meals and service contacts 15.Housing Number of Families *** a.# of Breakfasts 7,361 6,944 a.Own 0 0 b.# of PM meals (inc. D & D)8,685 8,275 b.Rent 0 0 c.# of Diner/Dasher Meals 1,324 1,331 c.Homeless 153 124 d. # of Client Phone Calls d.Other 0 0 e. # of Bus Tokens Given Out ***Total 153 124 0 0 f.# of Warming Station Visits 16.Other family characteristics Number of Families*** a.Farmer 2 1 b.Migrant Farmworker 0 1 b.Seasonal Farmworker 2 2 c.Veteran 15 13 Number of Families *** 8. Ethnicity/Race Number of Families ***Total **Total 9.Education Level of Adults Number of Persons 24+** DEMOGRAPHICS ON HOUSEHOLDS SERVED: October 1, 2015 - December 31, 2015 Maxine Lewis Memorial Shelter Quarterly Client Characteristics Report to the City of San Luis Obispo Human Relations Commission DEMOGRAPHICS ON INDIVIDUALS SERVED: *Total HRC 3-2 Community Action Partnership of San Luis Obispo County, Inc. Maxine Lewis Memorial Shelter 2015-2016 City of SLO $0 IDIS # Yes No Total Hispanic**Total Hispanic**Total Hispanic**Total Hispanic**Total Hispanic** 13 20 0 0 33 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 13 OK 20 OK 0 OK 0 OK 33 OK 8 Persons $29,450 or less $29,451 to $49,149 $49,150 to $78,560 $98,200 $86,300 7 Persons $27,700 or less $27,701 to $46,149 $46,150 to $73,800 $92,250 6 Persons $25,900 or less $25,901 to $43,199 $43,200 to $69,040 $74,400 5 Persons $24,100 or less $24,101 to $40,199 $40,200 to $64,280 $80,350 4 Persons $22,300 or less $22,301 to $37,199 $37,200 to $59,020 $59,500 3 Persons $20,100 or less $20,101 to $33,499 $33,500 to $53,560 $66,950 2 Persons $17,850 or less $17,851 to $29,799 $29,800 to $47,600 1 Person $15,650 or less $15,651 to $26,049 $26,050 to $41,680 $52,100 To determine a client's income level, first find the number of persons in client's family in lefthand column below, then cross to the right to find the column in which the total family income falls.(A =Extremely Low, B = Low, or C = Moderate) (Levels are a percentage of Median Income.) HOUSEHOLD SIZE A - Extremely Low B - Low C - Moderate County Median TOTAL (should equal RACE total)13 20 0 0 0 0 33 C. Moderate Income 0 D. Non - Low/Moderate Income 0 0 0 0 0 0 33 0 0 0 0 B. Low Income 0 0 0 A. Extremely Low Income 13 20 0 * "Hispanic" is not considered to be a race, but rather an "ethnicity". People may be White and Hispanic, Black and Hispanic, etc. ** Please identify the number of Hispanic clients out of the total. E.g., If there are a total of 100 White clients and 20 were also Hispanic, enter "100" under "total" and "20" under "Hispanic". Questions? Call Tony Navarro at (805) 781-5787. INCOME (see chart pg 2)1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Year-to-Date Year-to-Date American Indian/Alaska Native Native Hawaiian/Other Pacific Islander Black/African American Asian RACE * White Faith based organization?Total 1st Quarter Total 2nd Quarter Funding Spent TOTAL (should equal INCOME total) American Indian/Alaska Native and White Amer Indian/Alaska Native and Black/African American Black/African American and White Asian and White Other Multi-Racial Total 3rd Quarter Total 4th Quarter CDBG BENEFICIARY REPORT FORM FY 2015-2016 REPORTING YEAR QUARTERLY REPORT PERIOD: October 1, 2015 - December 31, 2015 Organization Program Name Action Plan Year Jurisdiction HRC 3-3 COMPLETE IN FOURTH QUARTER OF FISCAL YEAR REPORT ONLY Cash Match State Local Government Private Sources: ACCOMPLISHMENTS TOTAL $0.00 2 Please provide accomplishment narrative for the CDBG funds expended during the fiscal year. Contact Tony Navarro at tnavarro@co.slo.ca.us or (805) 781-5787 for more information 1 1 2 1 1 0 2 Other Funds: Identify funding source(s) and amounts. Use additional sheets if needed.AMOUNT HRC 3-4