CDBG Competitive Application Fiscal Year 2018

Transcription

1 CDBG Competitive Application Fiscal Year 2018 Prince William County Office of Housing and Community Development Joan Duckett, Community Planning & Development Division Chief Dr. A. J. Ferlazzo Building Donald Curtis Drive, Suite 112 Woodbridge, Virginia i

2 TABLE OF CONTENTS I. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION SUBMITTAL CHECKLIST AND TIME LINE... 1 Exhibit A: (Application)... 2 Attachments... 2 Certifications... 2 Timeline... 3 II. CDBG COMPETITIVE APPLICATION GUIDELINES... 4 Eligible Applicant... 4 Grant Terms... 4 Maximum Award... 4 Funding Level... 4 Types of Assistance and Terms... 5 Subordination of Loan... 6 Threshold Requirements... 6 Eligible Activities/Costs... 7 Ineligible Activities/Costs... 7 Match Requirements... 7 Lead-Based Paint Hazards... 8 Application Delivery & Deadlines... 8 III. CDBG APPLICATION REVIEW AND AWARD PROCESS... 8 IV. CDBG PROGRAM ADMINISTRATION... 8 CDBG Agreement... 8 Deed of Trust and Note... 9 Payment of CDBG Funds... 9 Reporting Requirements, Monitoring, Suspension & Termination... 9 Federal Labor Standards... 9 Uniformed Relocation Assistance and Real Property Acquisition Act V. PROJECT SELECTION CRITERIA National Objective Criteria & Eligible Activities Consistent with FY (FFY15-19) Consolidated Plan Project Description Sponsor Capacity Match Requirements Board Authorization Resolution VI. DEFINATIONS VII. INCOME LEVELS ii

3 APPLICATION, CERTIFICATIONS & ATTACHMENTS... Exhibit A: (Application) Attachments Attachment I Attachment II Attachment III Attachment IV Attachment V Attachment VI Attachment VII Attachment VIII Attachment IX Attachment X Cost Estimates limit one page per estimate Current Budget Audit, Management Letter or letter from CPA that Management Letter was NOT issued, Management Response Letter. Income Tax Return [Form 900 or 990-EZ for Non-Profit] Match Board Authorization Resolution [Letter from Executive Officer if Organization does not have a Board of Directors] Contracts and/or Agreements with other Organizations to Administer the Proposed Project IRS 501(c) determination from IRS Articles of Incorporation & Certificate from State of Good Standing Organizational Chart to describe the agency s administrative framework and staff positions indicates where the proposed project will fit into the organizational structure. Certifications (only with original) 1. Certification of Application 2. Certification Regarding Lobbying 3. Certification Regarding Debarment and Suspension 4. Certification Regarding a Drug-Free Workplace 5. Certification Regarding the Civil Rights Act and American with Disabilities Act 6. Certification Regarding Section 3 7. Certification Regarding Use of Real Property 8. Certification of Compliance with Conflict of Interest and Procurement Policies 9. Assurance of Audit Requirements 10. Certification of Affiliation 11. Community Development Block Grant Program Project Contact Information 12. Board of Directors/Governing Board 13. Certification Regarding Board of Directors/Governing Board s Economic Interest iii

4 Prince William Area Community Development Block Grant (CDBG) Application Fiscal Year 2018 Prince William County Office of Housing and Community Development Donald Curtis Drive, Suite 112, Woodbridge, Virginia Prince William County is in its 26 th year as a recipient of Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). Over the years, these federal funds have provided the County and Cities of Manassas and Manassas Park the opportunity to address housing and community development needs of the Areas low and moderate-income citizens. The County, through the Office of Housing and Community Development (OHCD) has used CDBG funds with our partners to provide homeownership opportunities, affordable rental housing, housing rehabilitation assistance, transitional housing, special needs housing, accessible buildings/playgrounds and support to various human services organizations. In January of each year, Prince William County is typically notified by HUD the allocation of funding provided for the Community Development Block Grant (CDBG) program. Up to 20% of the funding is provided for the administration of the program and 15% for public service activities. The balances of these funds are allocated to OHCD initiatives and a competitive pool. HUD awards grants to entitlement jurisdictions to carry out a wide range of community development activities directed toward revitalizing neighborhoods, economic development, and providing improved community facilities and services. The County is allowed to develop their programs and funding priorities with public input. The Prince William Area (Prince William County, Manassas City and Manassas Park) Consolidated Plan describes the programs and funding priorities established locally for a five-year period. The FY (FFY ) Consolidated Plan was presented and adopted by the Prince William County Board of Supervisors May An Action Plan is prepared annually to implement the Consolidated Plan goals and objectives. Jurisdictions are required to give maximum feasible priority to activities which benefit low- and moderate income persons. Activities may also aid in the prevention or elimination of slums or blight, or, in certain circumstances, meet other community development needs having a particular urgency. These three categories of activities are referred to as the CDBG National Objectives. The County provides a portion of its CDBG funds on a competitive basis to eligible outside agencies for specific eligible activities that meet one of the above CDBG National Objectives and that will further the Prince William Area s goals and objectives, as stated in the Five-Year Consolidated Plan. Copies of this document may be reviewed or purchased from the County s Office of Housing and Community Development (OHCD) and/or viewed online at Much of the success of the CDBG program lies with citizen participation and our local nonprofit organizations. Many caring citizens and community organizations help to identify programs and projects for CDBG funding. Once the County makes funding available, these same groups and individuals work to carry out the approved programs and projects. In Fiscal Year 2018, which will begin July 1, 2017, the County anticipates a Competitive Set-A- Side of $600,000 for County and $50,000 for City projects and activities. Of this amount the County will be able to utilize up to $75,000 on public service activities and the City $50,000. 1

5 I. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION SUBMITTAL CHECKLIST AND TIME LINE Before submitting your application(s) please use the following checklist to be sure that you have included all required items. All applications are to be typed on Exhibit A CDBG Competitive Application which is available through the OHCD website or by . If making application for both County and City funds for the same project only one application is necessary. Application(s) must be assembled in the following order including one signed original and five copies. A. Exhibit A: (Application) All applicants must complete the Exhibit A (Application). Please complete each question in the area provided. Your responses must clearly and concisely describe and justify each task and question presented in the proposal. You are responsible for supplying sufficiently detailed information for the Review Committee or Office of Housing and Community Development staff to fully evaluate the proposal. B. Attachments Attachments Label of Attachment and Content Attachment I Cost Estimates limit one page per estimate Attachment II Current Budget Attachment III Audit, Management Letter or letter from CPA that Management Letter was NOT issued, Management Response Letter Attachment IV Income Tax Return [Form 900 or 990-EZ for Non-Profit] Attachment V Match as applicable Attachment VI Board Authorization Resolution [Letter from Executive Officer if Organization does not have a Board of Directors]. If vote is by e- mail must attach By-Laws to verify this means of voting is allowed Attachment VII Contracts and/or Agreements with other Organizations to Administer the Proposed Project Attachment VIII IRS 501(c) determination from IRS Attachment IX Articles of Incorporation & Certificate from State of Good Standing Attachment X Organizational Chart to describe the agency s administrative framework and staff positions indicates where the proposed project will fit into the organizational structure C. Certifications (only with original) 1. Certification of Application 2. Certification Regarding Lobbying 3. Certification Regarding Debarment and Suspension 4. Certification Regarding a Drug-Free Workplace 5. Certification Regarding the Civil Rights Act and American with Disabilities Act 6. Certification Regarding Section 3 7. Certification Regarding Use of Real Property 8. Certification of Compliance with Conflict of Interest and Procurement Policies 9. Assurance of Audit Requirements 10. Certification of Affiliation 11. Community Development Block Grant Program Project Contact Information 12. Board of Directors/Governing Board 13. Certification Regarding Board of Directors/Governing Board s Economic Interest 14. Listed below are factors that will eliminate applications from being evaluated or considered for funding: 2

6 Failure to provide one original and five typed signed copies of Exhibit A, including all applicable Attachments following Exhibit A (application package). Certifications are only attached to the original Submitting more pages than specified for the Project Description (limit 2 pages) or Sponsors Capacity (limit 1 page) Application packages not bound Stapled, binder or paper clipped application packages Application packages faxed or submitted electronically All Applications must be received by 5:00 p.m. on Friday, October 7, Applications will not be considered if postmarked or delivered after the due date Submit Application packets to: Prince William County Office of Housing and Community Development Attn.: Joan Duckett, Community Planning & Development Division Chief Donald Curtis Drive, Suite 112, Woodbridge, VA D. Timeline Date August 11, 2016 August 11, 2016 August 18, 2016 October 7, 2016 October November 2016 November 2016 December 2016 January 2017 March 2017 April 1, 2017 May 15, 2017 May 15- June 30, 2017 July 2017 or later Activity Applications Available Workshop 1 pm Dr. A. J. Ferlazzo Building, Leesylvania Conference Room, Donald Curtis Dr., Woodbridge Workshop 9 am Sudley North Government Center, Suite #102, Conference Room D, 8033 Ashton Ave., Manassas Application Deadline Review Committee and Staff review applications and score Staff present to Housing Board recommendations for funding Letters sent to all applicants informing them of application status Funded Applications put into Draft FY2018 Annual Action Plan for Public Hearing Public Hearing on Draft FY2018 Annual Action Plan BOCS consideration for Adoption of FY2018 Annual Action Plan containing funded applications Submit Adopted FY2018 Annual Action Plan to HUD to final approval Subrecipient Agreements developed pending HUD approval Subrecipient Agreements signed by all parties after funds released by HUD 3

7 II. CDBG COMPETITIVE APPLICATION GUIDELINES A. Eligible Applicant Eligible applicants are limited to: Non-Profit Organization with 501 (c) status determined by IRS Faith-Based Organization For-Profit Organization Governmental Entity - including incorporated Towns, County/City and regional governmental entities only when all activities occur in the County/City B. Grant Term The term of the grant is generally for a 12 month period. All costs must be incurred and requests for payment received by the County during this term. C. Maximum Award Awards for all projects awarded to each organization shall not exceed the following amounts: Prince William County: $225,000 Manassas City: $ 50,000 Maximum for Public Service Projects is $40,000 for Prince William County and $50,000 for Manassas City. D. Funding Level County ($600,000) Manassas City ($50,000) New projects must not have received CDBG funding for past two years. For Public Service Delivery Agencies, such as those that provide a single service such as a home repair program, that project will be based upon those used for public service activities. The activity must be a new or increased level of service. Second year funded non-public service projects will be funded at 50% of first year funding level for the same project. Funding during the past two years for the same project is considered second year funding. Third year funded projects will be funded at 25% of first year funding level. Fourth year projects are not eligible for funding. Second year funded public service projects will be funded at original award amount. Funding during the past two years for the same project is considered second year funding. Third year funded projects will be funded at 50% of first year funding level. Fourth year projects are not eligible for funding. No more than three (3) projects or a maximum of $225,000 for County projects or $50,000 for City projects shall be awarded to any one project sponsor. 4

8 E. Types of Assistance and Terms PUBLIC SERVICE ACTIVITIES Forgivable Loans Non-construction operating projects shall be fully forgiven at the end of the Program Year if the project has completed its specified purpose. REHABILITATION ACTIVITIES (OPTIONS) Or Option #1 Deferred Deed of Trust The amount of assistance provided for rehabilitation will be secured by a Deferred Deed of Trust and Note on the property. The trust will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the primary loan is refinanced for the purpose of removing equity from the property, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated, the principal only amount of the loan becomes due and payable to the County. Option #2 Repayable Loan The amount of assistance provided will be secured by repayable Deed of Trust and Note on the property with zero percent interest payable with principal only, over 15 to 30 years with payments beginning July The total loan will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated. Applicants that chose this option as method of repayment will receive 15 Bonus Points. In the event that an owner wishes to sell the property and there is not enough equity in the property to repay the loan the County would foreclose on the property, even after the sale. With an outstanding Deed of Trust, the property cannot be transferred free and clear. ACQUISITION/REHABILITATION ACTIVITIES (OPTIONS) Option #1 The total amount of assistance provided, plus a share of the market appreciation of the Property, will be secured through a second deed of trust on the property. The second trust will not be due and payable until the property ceases to be utilized for the intended purpose of purchase, or is sold, or the primary loan is refinanced for the purpose of removing equity from the property, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated, whichever occurs first. After 30 years loan is forgiven. The share of market appreciation is the amount of funds the borrower must pay the County, in addition to the principal balance of the Loan, due to increased market value of the property at the time of resale, or repayment of the Loan. Market value will be the greater of the contract sales price, or the value as determined by a licensed appraiser at the expense of the borrower which is acceptable to the County. The County s share of the market appreciation of the property will be calculated prior to deductions for real estate fees/commissions, settlement fees, judgments, liens or considerations for home improvements made 5

9 by the Borrower and will equal the product of the market value at the time of sale or refinance, minus the original total acquisition cost multiplied by a fraction, the numerator of which is the principal sum of the Loan and the denominator is the property s original total acquisition cost. Example: Market Value at time of sale: $300,000 Original Total Acquisition cost: -$200,000 Amount of Market Appreciation: $100,000 Principal Sum of Loan $75,000 Fraction: $75,000/$200,000=.38 County Share of Market Appreciation: $100,000 X.38=$38,000 Borrower Share of Market Appreciation: $100,000 X.62=$62,000 or In the event of foreclosure by the First Lender, the County, at its sole discretion, may release the Borrower from their obligation to repay the entire principal and a share of the total market appreciation, or a portion thereof. These stipulations are set forth in the Deed of Trust, and Note. Option #2 The amount of assistance provided will be secured by repayable Deed of Trust and Note on the property with zero percent interest payable with principal only, over 15 to 30 years with payments beginning July The total loan will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated. Applicants that chose this option as method of repayment will receive 15 Bonus Points. F. Subordination of Loan All Loans will not be subordinated at any time during the deferral or repayment period to a home equity loan, reverse mortgage or any other form of refinance of the first trust that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). G. Threshold Requirements Organizations must have been in business for at least two (2) years. Applications will not be considered for funding if not signed and completed on application provided (Exhibit A) in same format with Attachments. Certifications are only provided with original application. Applications will not be considered for funding which cannot demonstrate meeting National Objective (benefit at least 51% LMI) or if the project is not an eligible CDBG activity. Applications will not be considered for funding if proposed activity does not address measurable Consolidated Plan Priority Needs Objectives or if measure has been obtained. Applications will not be considered for funding if score less than 150 points (75%). Applications will not be considered for funding if requested funding is above the Maximum Award Level. All public service projects must demonstrate that project is either a new or a quantifiable increased level of service for first year funding request. All projects must provide Board Resolution to authorize application, dollar amount, description of project, match if applicable, and loan type along with applicable repayment provisions labeled as Attachment VI to the application. 6

10 H. Eligible Activities/Costs CDBG funds must be used for activities which meet a CDBG National Objective. As described earlier, the National Objectives for the CDBG Program are to support activities which: 1) provide primary benefit to lower income persons or households (See Income Guidelines) 2) aid in the elimination of slums or blight; or 3) meet other identified community development needs having a particular urgency. Eligible activities may include, but are not limited to (See Code of Federal Regulations for a complete listing of Basic eligible activities): Acquisition of real property; Relocation and demolition; Rehabilitation of residential and nonresidential structures; Acquisition, construction, rehabilitation, or installation of public facilities and improvements, such as water and sewer facilities, streets, neighborhood centers, and the conversion of school buildings for eligible purposes; Public services; Activities relating to energy conservation and renewable energy resources; Providing assistance to profit motivated businesses to carry out economic development and job creation/retention activities; Microenterprise assistance; and Historic preservation Eligible activity costs may include: Direct personnel costs necessary to carry out the activity; Reasonable administrative costs relating to oversight of the activity; Materials and supplies necessary to the activity; and Rent, insurance, and utilities associated with the activity location I. Ineligible Activities/Costs Generally, the following types of activities are ineligible: Those activities not meeting a CDBG National Objective; Acquisition, construction, or reconstruction of buildings for the general conduct of government; Maintenance and repair of public facilities and improvements; Political or religious activities; and Construction of new housing Generally, the following types of costs are ineligible for funding: Any costs not directly related to the implementation of the activity described in the approved application; Costs incurred prior to July 1, 2017, or after the expiration of the CDBG contract; and Administrative costs that are considered excessive or unreasonable J. Match A match is not required for activities undertaken with CDBG funding but the greater the financial support or leveraging from local and other sources, the greater the potential impact that CDBG funds will have on meeting local community needs. Applicants that provide a dollar for dollar Match will receive 15 Bonus Points. The Match must equal or exceed CDBG funds requested in project budget. 7

11 For non-profits, faith-based organizations, for-profit or governmental entities that have governing Board of Directors provide Board Resolution as to availability of match. For non-profits, faith-based organizations, for-profit or governmental entities which do not have a Board of Directors, verification can be letter from Executive Director/President. The evidence MUST state the dollar value and verify the availability of match resources for the Project by Board Resolution. K. Lead-Based Paint Hazards All projects must follow Lead-Based Paint regulations which deal with notification of occupants about the existence or potential of lead hazards, identification of leadbased paint and control of lead-based paint hazards to limit lead exposure to residents. Regulations affect rehabilitation, homebuyer programs, special needs housing, acquisition, tenant-based rental assistance and public service facilities that deliver services. Properties built after 1978 are exempt from these regulations. For more information about how these requirements might affect your proposed project, contact Joan Duckett, L. Application Delivery & Deadline Applications may be mailed or hand delivered to the Prince William County Office of Housing and Community Development, Donald Curtis Drive, Suite 112, Woodbridge, VA Applications must be received by 5:00 p.m. on Friday, October 7, Applications received after the 5:00 p.m. deadline on October 7, 2016 will not be considered for funding. It is your responsibility to ensure that the application is received on time. III. CDBG APPLICATION REVIEW AND AWARD PROCESS After the close of the application period, OHCD staff will review each submitted application for completeness and for basic CDBG Program eligibility. Those applications determined to be either incomplete or ineligible for funding will not be eligible for funding and will be notified in writing. Staff will forward the applications to the Review Committee who will score and summarize the application and provide the Housing Board with a recommendation for funding based upon scores, general comments; Agency capacity; cost effectiveness/budget; and other issues. The maximum points an application can receive will be 200 points. Applicants that provide a dollar for dollar Match will receive 15 bonus points. The Match must equal or exceed CDBG funds requested in project budget. Applicants that chose Option #2 repayable Deed of Trust and Note as repayment method will receive 15 Bonus Points. If approved by the Housing Board the activities will be included in the Annual Action Plan submitted to the Prince William County Board of Supervisors for adoption and submitted to HUD for final review and approval. IV. CDBG PROGRAM ADMINISTRATION A. CDBG Agreement Following the Board of County Supervisors approval of the CDBG proposed activities, the Prince William Area Annual Action Plan will be submitted to HUD for review. While waiting for HUD s review and approval, staff will prepare Subrecipient Agreements. Each Agreement will contain the terms and conditions of the CDBG funding, a description of the approved activity and costs, and will specify applicable regulations and reporting requirements for funding. The person 8

12 designated in the application will be required to sign the Subrecipient Agreement and return it to the OHCD. All Agreements will be executed by OHCD upon approval from HUD. Subrecipient Agreements will be for a term not to exceed 12 months beginning, at the earliest, July 1 st. B. Deed of Trust and Note For Rehab and Acquisition activities a Deed of Trust and Promissory Note will be signed for either a repayable loan (15-30 years principal only) or a 30-year Deferred Deed with a share market appreciation. C. Payment of CDBG Funds CDBG funds are paid on a reimbursement basis for actual costs directly related to the implementation of the project as approved. Payment will be made only for costs described in the applicant's approved Project Budget and narrative upon submittal of the payment request and all required supporting documentation (e.g., receipts, invoices, etc.). For acquisition funds will be provided directly to your agency in time for settlement. D. Reporting Requirements, Monitoring, Suspension & Termination Subrecipients shall be required to submit quarterly progress reports regarding the funded activity. The OHCD CDBG Grant Administrator may request additional reporting from a recipient. The County s CDBG Administrator or designee will schedule periodic onsite monitoring of all funded activities as deemed necessary. Each CDBG recipient is responsible for maintaining written records sufficient to confirm the eligibility of individual activity participants as well as all activity financial records required by the Subrecipient Agreement. If the Subrecipient fails to comply with the Reporting Requirements, Implementation Schedule or the expenditure of 50% of obligated funds by the 3 rd Quarterly Report, the County can terminate the contract without giving a 30-day notice. E. Federal Labor Standards Section 110(a) of the Housing and Community Development Act of 1974, as amended, requires all laborers and mechanics employed by contractors and subcontractors in performance of construction work, financed in whole or in part with assistance received under this Act to be paid prevailing wages in accordance with the Davis-Bacon Act, as amended. Additionally provisions of the Contract Work Hours and Safety Standards Act and the Copeland Act are applicable whenever Davis-Bacon Act requirements apply. The applicable statutes are as follows: Davis-Bacon Act requires all mechanics and labors employed in federally assisted contracts in excess of $2,000 for construction, alteration or repair (including painting and decorating) of public buildings or public works. For owner occupied properties, residential buildings and rental properties of less than eight units, Davis Bacon does not apply for CDBG. For the HOME program the trigger is 12 or more units. 9

13 Contract Work Hours and Safety Standard Act require that workers be paid at least 1 ½ times their basic rate of pay for any time worked in excess of 40 hours in a one week period. Copeland Anti-Kickback Act requires that employers withhold only permissible deductions for bona fide benefits including taxes, deductions required by court decree and withholdings authorized in writing by the employee such as insurance. F. Uniformed Relocation Assistance and Real Property Acquisition Act For all projects that include rehabilitation, acquisition, demolition and relocation, all recipients given the authority to acquire property are required to follow the guidelines in HUD Handbook Tenant Assistance, Relocation and Real Property Acquisition. Cost estimates for the proposed project should reflect compliance with these requirements. Required notification of intent for relocation will be the responsibility of the Applicant to inform the residents and must include the following notifications; 1) Guide Form General Information Notice residential Tenant Not Displaced, 2) Guide Form Notice of Non-Displacement of Residential Tenant V. PROJECT SELECTION CRITERIA Applications will be ranked competitively; a total of 200 points will be available. Applicants that provide a dollar for dollar Match will receive 15 bonus points. The Match must equal or exceed CDBG funds requested in project budget. Applicants that chose Option #2 repayable Deed of Trust and Note as repayment method will receive 15 Bonus Points. Applicants that received CDBG funding in FY16 and did not utilize all of the funds within the agreement period will receive a 15 point deduction from the total points awarded. If an application scores less than 150 points (75%) it will not be considered for funding. The following are the criteria upon which applications will be evaluated. Applications will be funded based upon score. For applications that receive the same scores, applications will be ranked based upon date and time applications are received. I. National Objective Criteria & Eligible Activities 15 points maximum National Objective: Considerations for scoring applications under the low- and moderate-income criterion include: LMI benefit category "activity" selected; how LMI persons will be determined; the absolute number of persons to be served; the percent of qualifying LMI persons to be served; and how the low- and moderate-income persons will benefit. The CDBG program goal, in part is to provide assistance "...benefiting persons of low- and moderate-income." All projects will be required to benefit low-and moderate-income persons, and must not be designed to exclude participation by such persons. A project will be considered to benefit low- and moderate-income persons if it meets one of the four requirements listed below: 1. The activities are carried out in a neighborhood consisting predominantly of persons of low- and moderate-income and provide services for such persons "Area Benefit Activities"; or 10

14 2. Involve facilities or services designed for use predominantly by persons of lowand moderate-income "Limited Clientele Activities" (public services activities); or 3. Involve activity which adds or improves permanent residential structures occupied by persons of low- and -moderate income "Housing Activities" (residential rehabilitation, new housing construction, acquisition for permanent housing); or 4. Involve employment of persons, a majority of whom are persons of low- and moderate-income "LMI Jobs". For the purpose of evaluating project applications 51% of benefiting persons must be LMI. Projects that cannot demonstrate benefit to 51% LMI will not be funded. Eligible Activities: Benefit 100% LMI persons. Selection of the appropriate eligible CDBG Activity. II. Consistent with FY (FFY ) Consolidated Plan 0 points As a threshold to be considered for funding the proposed activity must address a measurable Consolidated Plan Priority Need Objective that has not been achieved. (See Proposed Federal Benchmark FY (FFY )). III. Project Description 110 points maximum The content and soundness of an applicant's project design will be evaluated. Narrative should answer who will administer the project, how the project affects the Consolidate Plan, what are the measurable outcomes, where is the project located and why, how will lead-based paint requirements be addressed, type of loan along with applicable repayment provisions. This evaluation shall include a review of proposed project activities set forth in the narrative and the budget to support these activities. Several factors will be considered when reviewing a project's CDBG budget. Budget considerations include methods used to derive cost estimates, completeness and date of cost estimates, the relationship between cost and the activities to be undertaken. If this is a public service project is there an increase level of service? Describe the project not your agency. Estimates for cost must be documented by statements from experts (i.e., contractor statement, price quotes, salary structure, Realtor, supply catalog, etc.) and labeled as Attachment I, Cost Estimates. Overall soundness and content of project design in addressing all issues relevant to project implementation and management, are there matching funds, or contingency funds Clarity and reasonableness of proposed administrative and project related procedures, and the identification of staff to carry out same Reasonable, realistic project costs 11

15 IV. Sponsor Capacity 75 points maximum Project sponsors must demonstrate the ability to carry out the proposed activities. Project sponsors will be evaluated on experience, administrative capacity, previous funding expenditures and financial management. Include Attachment II, Current Budget, Attachment III, Audit [including Management Letter and Management Response Letter] and Attachment IV, Income Tax Return [Form 990 or 990- EZ]. Responses will be evaluated based on the following factors: Current or previous experience with related program or project activity CDBG Funds previously awarded and Sponsors did not utilize all of the funds within the agreement period; will receive 15 point deduction from the total points awarded Adequacy of existing/proposed staff to carry out the project Appropriateness and adequacy of financial management system V. Match 15 Bonus points The greater the financial support or leveraging from local and other sources, the greater the potential impact that CDBG funds will have on meeting local community needs. Therefore, if a match is being provided or required based on project documentation of the dollar match must be provided. The evidence must state the dollar value and verify the availability of resources for project by Board Resolution or signed statement of inkind contribution to project for professional services. Match funds cannot be from Federal dollars. For non-profits, faith-based organizations, for-profit or governmental entities that have governing Board of Directors provide Board Resolution as to availability of match. For non-profits, faith-based organizations, for-profit or governmental entities which do not have a Board of Directors, verification can be letter from Executive Director/President. The evidence MUST state the dollar value and verify the availability of match resources for the Project by a Board Resolution. Identifying verification of match must be included in "Attachment V, Match". If a Match is provided 15 bonus points are awarded in the scoring process. The Match must equal or exceed CDBG funds requested in project budget. VI. Board Authorization Resolution 0 points All applicants must provide a Board Resolution that authorizes the organization to make application for CDBG funds for project(s). For non-profit, faith-based organizations, for-profit or governmental entities, which do not have Board of Directors, verification can be letter from Executive Director. Identify verification of Board Resolution as Attachment VI, Board Authorization Resolution. The resolution must state the project along with a description and dollar amount of request. Resolution must also indicate loan type along with applicable repayment provisions. If vote is by , By-Laws must verify this means of voting is allowed. 12

16 Public Service Activities Forgivable Loans Non-construction operating projects shall be fully forgiven at the end of the Program Year if the project has completed its specified purpose. Rehabilitation Activities (Options) The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). Option 1 Deferred Deed of Trust The amount of assistance provided for rehabilitation will be secured by a Deferred Deed of Trust and Note on the property. The trust will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the primary loan is refinanced for the purpose of removing equity from the property, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated, the principal only amount of the loan becomes due and payable to the County. The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). Option #2 Repayable Loan The amount of assistance provided will be secured by repayable Deed of Trust and Note on the property with zero percent interest payable with principal only, over 15 to 30 years with payments beginning July The total loan will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated. The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). In the event that an owner wishes to sell the property and there is not enough equity in the property to repay the loan the County would foreclose on the property, even after the sale. With an outstanding Deed of Trust, the property cannot be transferred free and clear. Acquisition/Rehabilitation Activities (Options) The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). 13

17 Option #1 The total amount of assistance provided, plus a share of the market appreciation of the Property, will be secured through a second deed of trust on the property. The second trust will not be due and payable until the property ceases to be utilized for the intended purpose of purchase, or is sold, or the primary loan is refinanced for the purpose of removing equity from the property, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated whichever occurs first. After 30 years loan is forgiven. The share of market appreciation is the amount of funds the borrower must pay the County, in addition to the principal balance of the Loan, due to increased market value of the property at the time of resale, or repayment of the Loan. Market value will be the greater of the contract sales price, or the value as determined by a licensed appraiser at the expense of the borrower which is acceptable to the County. The County s share of the market appreciation of the property will be calculated prior to deductions for real estate fees/commissions, settlement fees, judgments, liens or considerations for home improvements made by the Borrower and will equal the product of the market value at the time of sale or refinance, minus the original total acquisition cost multiplied by a fraction, the numerator of which is the principal sum of the Loan and the denominator is the property s original total acquisition cost. Example: Market Value at time of sale: $300,000 Original Total Acquisition cost: -$200,000 Amount of Market Appreciation: $100,000 Principal Sum of Loan $75,000 Fraction: $75,000/$200,000=.38 County Share of Market Appreciation: $100,000 X.38=$38,000 Borrower Share of Market Appreciation: $100,000 X.62=$62,000 In the event of foreclosure by the First Lender, the County, at its sole discretion, may release the Borrower from their obligation to repay the entire principal and a share of the total market appreciation, or a portion thereof. These stipulations are set forth in the Deed of Trust, and Note. The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). Option #2 The amount of assistance provided will be secured by repayable Deed of Trust and Note on the property with zero percent interest payable with principal only, over 15 to 30 years with payments beginning July The total loan will not be due and payable until the property ceases to be used for the designated purpose, or is sold, or the borrower fails or neglects to pay the taxes, assessments, or premiums for hazard, flood (if required) or mortgage insurance, or terms of the deed of trust are violated. The loan will not be subordinated at any time during the deferral or repayment period to a Home Equity Loan, other loan, or refinances of the first loan that result in removal of equity from the property for any reason (i.e. cash, loan consolidation, debt repayment, home improvements, education expenses, etc.). 14

18 VI. DEFINITIONS At-Risk persons whose living conditions/arrangements, or economic circumstances are such that they are in imminent danger of becoming homeless. Audit is a detailed examination of the financial statements and financial records of organization. Audits provide a review of specific transactions and systems. Auditors use various sampling techniques to determine the frequency of errors and the size errors. If the level of errors is unacceptable, the auditor works with the organization to improve its internal control systems. The auditor then prepares a letter, referred to as the management letter, and sends it to the Board of Directors of the organization discussing its internal control weaknesses. Audits determine if the accounting procedures used by the organization conform to the generally acceptable accounting principles (GAAP). These principles insure that the accounting of the organization is objective, fair, complete, and accurate. Audit Findings Pertinent statements of fact. Audit findings emerge by a process of comparing what should be with what is. Audit Opinion Letter A signed representation by an auditor as to the reliability and fairness of a set of financial statements. It is usually presented at the beginning of an audit report. Audit Report A signed, written document which presents the purpose, scope, and results of the audit. Results of the audit may include findings, conclusions (opinions), and recommendations. Barrier-Free Housing refers to housing units/facilities which are accessible and functional for ingress, egress and internal movement for persons in wheelchairs and/or persons with mobility impairments. Borrower person, individual, family, household or organization that will receive, or has received assistance through the Prince William County CDBG Program. Congregate Housing a building or facility with a central food preparation and eating area which houses persons who share a need for a supervised living environment including elderly and disabled persons, but do not require medical treatment or institutional care. Developmentally Disabled persons with a mental disability or disabilities, wherein such condition(s) existed at birth or occurred prior to age 23. Direct Costs - a direct cost is a cost that can be clearly associated with specific activities or products. There are very few direct costs, since there is usually not a clear association between a cost and an activity or product. Emergency conditions which developed or became critical within the 18 month period preceding the application deadline and no other funding available to address the problem. Extremely-Low-Income persons whose incomes are 0% to 30% of the Area Median Family Income as established by the U. S. Department of Housing and Urban Development (HUD) based on family size. 15

19 Family same meaning given the term in 24 CFR Family includes but is not limited to: (1) A family with or without children (the temporary absence of a child from the home due to placement in foster care shall not be considered in determining family composition and family size); (2) An elderly family; (3) A near-elderly family; (4) A disabled family; (5) A displaced family; (6) The remaining member of a tenant family; and (7) A single person who is not an elderly or displaced person, or a person with disabilities, or the remaining member of a tenant family. For-Profit an organization that provides goods and/or services, usually on a competitive basis, with the intent of receiving a profit as a result of business activities; said profits are distributed to individuals associated with the business. Governmental Agency includes incorporated towns, County agencies and regional governmental entities. Entities are only eligible as a sponsor when all activities occur in County. Homeless persons having no regular, fixed nightly shelter, excluding public or privately provided facilities available to person on a short-term or emergency shelter basis. Household all the persons who occupy a housing unit. The occupants may be a single family, one person living alone, two or more families living together, or any other group of related or unrelated persons who share living arrangements. Indirect Costs - are costs that are not directly associated with a single activity, event, or other cost object. Such costs are frequently aggregated into an overhead cost pool and allocated to various activities, based on an allocation method that has a perceived or actual linkage between the indirect cost and the activity. Charging the federal award for indirect costs is never mandatory; a non-federal entity may conclude that the amount it would recover thereby would be immaterial and not worth the effort needed to obtain it, therefore Prince William County does not identify indirect costs due to limited funding. Internal Control Weakness A defect in the design or operation of internal controls. A material weakness is a reportable condition that does not reduce to a relatively low level the risk that employees in the normal course of their duties would not detect material errors or fraud in a timely manner. Internal Controls Policies and procedures designed to provide reasonable assurance that specific entity objectives will be achieved. It consists of: the control environment, risk assessment, control activities, information and communications, and monitoring. LMI Low and moderate-income." Low-Income persons whose incomes are 31% to 50% of the Area Median Family Income, as established by the U. S. Department of Housing and Urban Development (HUD), based on family size. 16

20 Management Letter is a detailed letter from the auditors that is usually addressed to the board of directors or its audit committee. It presents weaknesses identified during the audit and offers recommendations to address them. It is customary for the auditor to obtain management's responses to a draft of the management letter, and to consider these responses before preparing the final document. The board and management of the organization should discuss the comments provided by the auditor in the management letter and develop an action plan after reviewing the recommendations. Even a well-run organization will inevitably have a number of areas where, by accident or design, standard controls and procedures are not followed. The fact that the management letter contains a number of observations and recommendations does not necessarily mean that financial management is weak or that the control system is in a dangerous state. Rather, readers must appraise the significance of each item. The management of the organization sometimes has sound business reasons for departing from controls or procedures that are standard in other businesses. Management, boards, and donors should give serious consideration to the contents of the auditor's management letterbut they should never automatically assume that every recommendation must be implemented. Organizations should be encouraged by donor agencies to share their management letters with donors, prospective donors, investors, or significantly interested parties. They should feel confident that their responses to the items noted in the letter would demonstrate their control over the internal control environment in their organization. It is rare that an organization would not receive a management letter, as improvements can always be made, but it is up to the organizations management to implement prudent recommendations. It is not a requirement that the organization implement the recommendations, although subsequent management letters will indicate the status of previously noted items. Management Response Letter A letter addressed to the auditor, signed by the client's chief executive office and chief financial officer. During an audit, management makes many representations to the auditor. Written representations from management in the letter confirm oral representations given to the auditor, document the continuing appropriateness of such representations, and reduce the possibility of misunderstanding. Market Value current value of the property at the time of resale or repayment of the loan due to refinance of the first loan. Market value will be the greater of the contract sales price, or the value as determined by a licensed appraiser at the expense of the borrower which is acceptable to the County. Material Weakness A condition in which internal controls do not reduce to a relatively low level the risk that material errors or fraud may occur and not be detected in a timely period by employees in the normal course of their duties. Memorandum of Agreement the formal CDBG project document which will be executed between governmental agencies and Office of Housing and Community Development (OHCD) which shall set forth terms, conditions and approved activities. Middle-Income persons whose incomes are 81% - 95% of the Area Median Family Income, as established by HUD, based on family size. 17

21 Moderate-Income persons whose incomes are 51% - 80% of the Area Median Family Income, as established by HUD, based on family size. National Objectives Low - and Moderate-Income Persons individuals with household income less than 80% of the median family income for Prince William County. (See ATTACHMENT B Income Levels) Slum and Blight Areas areas with buildings or improvements which, by reason of dilapidation, obsolescence, overcrowding, faulty arrangement of design, lack of ventilation, light and sanitary facilities, excessive land coverage, deleterious land use or absolute layout, or any combination of these or other factors, are detrimental to the safety, health, morals, or welfare of the community. Urgent Community Development Need conditions which pose a serious and immediate threat to the health and welfare of the community where other financial resources are not available to meet such needs. Non-profit shall refer to organizations which have attained 501 (c) (3) tax-exempt status. Pass-through entity - Non-federal entity that provides a subaward to a subrecipient Project Sponsor - shall refer to any non-profit, for-profit organization/business, governmental agency or public service authority. Share of Market Appreciation amount of funds the borrower must pay the County, in addition to the principal balance of the Loan, due to increased market value of the property at the time of re-sale, or repayment of the Loan prior to the end of the loan. Market value will be the greater of the contract sales price, or the value as determined by a licensed appraiser at the expense of the borrower which is acceptable to the County. The County s share of the market appreciation of the property will be calculated prior to deductions for real estate fees/commissions, settlement fees, judgments, liens or considerations for home improvements made by the Borrower and will equal the product of the market value at the time of sale or refinance, minus the original total acquisition cost multiplied by a fraction, the numerator of which is the principal sum of the CDBG Loan and the denominator is the property s original total acquisition cost. Example: Market Value at time of sale: $300,000 Original Total Acquisition cost: -$200,000 Amount of Market Appreciation: $100,000 Principal Sum of CDBG Loan $75,000 Fraction: $75,000/$200,000=.38 or 38% County Share of Market Appreciation: $100,000 X.38=$38,000 Borrower Share of Market Appreciation: $100,000 X.62=$62,000 Single Room Occupancy (SRO) - shall refer to permanent facilities for the homeless, consisting of a single room housing unit with either private or shared bath facilities with the optional provision of kitchen facilities. Special Needs Population - shall mean persons with disabilities (mental, physical, developmental), the elderly, and persons with AIDS. Subrecipient - Non-federal entity (neighborhood-based nonprofit organizations, small business investment companies and local development corporations) that receives a subaward from a pass-through entity to carry out part of a federal program. 18

22 Supportive Living Arrangement - shall refer to any situation wherein paid or volunteer staff is provided to assist a resident with the responsibilities associated with independent living so as to assure a safe and healthful home environment. Total Market Appreciation difference between the greater of the contract sales price or the value as determined by a licensed appraiser and the original total acquisition cost (original purchase price plus allowable closing costs). The appraisal will be at the expense of the Borrower and must be acceptable to the County. Transitional Housing - shall mean living units (housing) provided on a short-term basis (up to 18 or 24 month) for homeless persons/families, along with supportive services, which assists them in preparing for and securing permanent housing. 19

23 PRINCE WILLIAM AREA 2016 MEDIAN INCOME TABLES Effective March 28, 2016 Extremely Low Income - Gross household income 30% area median income (AMI), adjusted for household size per the following table: 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person $22,850 $26,100 $29,350 $32,600 $35,250 $37,850 $40,450 $43,050 Low Income - Gross household income 50% area median income (AMI), adjusted for household size per the following table: 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person $38,050 $43,450 $48,900 $54,300 $58,650 $63,000 $67,350 $71,700 60% Income - Gross household income 60% area median income (AMI), adjusted for household size per the following table: May 28, Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person $45,660 $52,140 $58,680 $65,160 $70,380 $75,600 $80,820 $86,040 Moderate Income - Gross household income 80% area median income (AMI), adjusted for household size per the following table: 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person $49,150 $56,150 $63,150 $70,150 $75,800 $81,400 $87,000 $92,600 Jurisdictions covered by these income limits include the following: Arlington, Clarke,Fairfax, Fauquier, Loudoun, Prince William, Spotsylvania, and Stafford County, and the Cities of Alexandria, Fairfax, Falls Church, Fredericksburg, Manassas and Manassas Park in Virginia; Washington, D.C.; and Calvert, Charles, Frederick, Montgomery, and Prince George's County in the State of Maryland. Median family income estimates are available at HUD s internet site: Median Family Income for Washington Metropolitan Area is $108,

24 Applicant Organization Mailing Address Phone # Fax # Address Tax ID # DUNS # Prince William Area Community Development Block Grant (CDBG) Application EXHIBIT A Prince William County Office of Housing and Community Development Donald Curtis Drive, Suite 112, Woodbridge, Virginia Applicant Information Application Preparer/Staff Contact Information Name/Title Organization/Agency Address Phone Fax Address Type of Organization Non-Profit 501 (c) Faith Based Organization Government/Public Agency For-Profit Project Title (please use a simple phrase or sentence) Project Address Funding Request Prince William County Manassas City Both County City Total Minimum Funding Request to Implement & Complete Project $ $ $ Amount of Other Funds Secured for the Project $ $ $ Total Cost to Complete the Project $ $ $ 1 st Year Funding 2 nd Year Funding 3 rd Year Funding Request for Repayable Loan Repayable Loans indicate # of years (15-30): Request for Forgivable Loan (Public Service) Request for 30 Year Deferred Forgivable Loan (Acquisition/Rehab) Request for Deferred Loan (Rehab only) 1