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09/17/1996 NEIGHBORHOOD & AFFORDABLE HOUSING ADVISORY BOARD CITY OF CLEARWATER September 17, 1996 Present: Shirley Moran Chair Mayme W. Hodges Vice-Chair Rev. William Graham Board Member William Turner, Sr. Board Member Bertha Kelley Board Member Howard Groth Board Member Mary Myhill Board Member Milly Joplin Board Member Empty Seat Board Member Alan J. Ferri Economic Development Director Michael Holmes Economic Development Assistant Director Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 10:00 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #2 - Approval of Minutes Member Groth moved to approve the minutes of the regular meeting of May 21, June 4, and June 18, 1996, as recorded and submitted in written summation to each member. The motion was duly seconded and carried unanimously. Member Hodges said she did not receive the evaluation forms she had requested at the May 21, 1996, meeting. It was stated board members departed the June 4, 1996, meeting after completing their evaluation forms. No vote or actions were taken. ITEM #3 - Agency Presentation by the Salvation Army Salvation Army Commanding Officer John Needham greeted the board. Salvation Army Director of the Homeless Intervention Program Ed Brandt said the Salvation Army served approximately 34 homeless persons per month at their previous 10-bed shelter and now averages 63 per month in their temporary 20-bed facility opened in 1995. Residents now stay longer and receive more help. Their homeless program on Ft. Harrison Avenue provides food and showers and serves 750 cases per month. Each visit is counted separately. He estimated 80% of the Salvation Army's homeless clients have not returned to the street. Many have jobs or have gone home to family support. He thanked NAHAB (Neighborhood & Affordable Housing Advisory Board) for their support. He noted the importance of a trained shelter staff. Salvation Army Business Administrator Paul Bridges said they are active with the new non-profit CHIP (Clearwater Homeless Intervention Program). The City of Clearwater, St. Vincent de Paul, and CHA (Clearwater Housing Authority) also participate. The Salvation Army's homeless program will move to the 48-bed CHIP facility when it opens next year. The temporary shelter will close. It was questioned if the structure will require pilings. Mr. Bridges said engineers are investigating that issue. It was questioned if pilings will increase the project's cost. Mr. Bridges said if pilings are deemed necessary, the engineers will consider other options. In response to a question, Mr. Bridges said funds remaining in their City grant are sufficient. The program also is funded by a Pinellas County Social Action Grant and Salvation Army fund-raising. It was questioned if more funds will be needed next year to run the larger facility. Mr. Bridges said CHIP will raise funds for the facility's operation. Program operations also may receive support from CHIP. ITEM #4 - Presentation of the Economic Development Element of the Comprehensive Plan Economic Development Director Alan Ferri distributed the draft of the first Economic Development Element of the Comprehensive Plan prepared by the City. Identifying benchmarks will be beneficial when applying for State money. The plan includes specific goals the City can reach in 5 years and is broad enough to meet changes in the local economy. The plan addresses the need for financial resources to finance business expansion and retention. Mr. Ferri said in the past year, the Economic Development Department has closed 20 loans for business development, leveraging $1.7-million of private sector money with $175,000 of public funds. Affected businesses created new jobs through start up or expansion. Mr. Ferri requested the board review the draft and call him with questions or suggestions before discussion at October's meeting. The Planning & Zoning Board will review the plan following NAHAB's endorsement. After Commission approval, the plan will be forwarded to the State. ITEM #5 - Subgrantee Reports Concern was expressed the board does not recommend or determine how unexpended funds are used. It was suggested those funds be transferred to agencies whose applications were not funded. Mr. Ferri said he could not determine which programs were funded by other sources. He estimated $350,000 of the $2.2-million approved will rollover this year. Within 11 months, his department moved $750,000 for home ownership. Concern was expressed 9 agency programs were not funded because of a shortage of available funds. Mr. Ferri said housing programs receive the greatest percentage of funding. Every housing program was funded last year. In response to a question, Mr. Ferri said his department funded the Tampa Bay Homebuyers Club and Community Services Foundation Neighbors program through a different source after they did not quality for State or Federal funds through the City. He had recommended establishing a separate category next year that facilitates home ownership. It was felt the board should allocate every funding dollar. Mr. Ferri said the Economic Development Department determines how rollover funds are spent based on categories established by State and Federal statute. Recaptured funds are used for the same designated category. He said NAHAB's role is to evaluate the original applications and make allocations. In response to a question, Mr. Ferri said when evaluating applications, NAHAB can penalize agencies that rolled over funds. Previously, staff and the Commission determined all allocations. The evaluation system rewards agencies that are successful at moving their appropriated funds. It was suggested that NAHAB be able to approve partial funding. Mr. Ferri expressed concern that procedure would encourage subgrantees to falsify their applications and inflate their requests. He noted some failures to meet spending goals are based on market conditions beyond agency control. Then, Economic Development staff is able to "step up to the plate" and deliver the approved services to the community. It was suggested that NAHAB should recommend how unspent funds are used rather than Economic Development staff. Mr. Ferri said his annual budget assumes funds will rollover to his department. Next year's contracts permit the Economic Development Department to recapture contract funds not spent by the end of each quarter and deliver services when an agency does not succeed at meeting their contracted goals. Rollover funds cannot be allocated to other agencies without repeating the entire funding process, including public hearings. Categories cannot be modified once the City submits the Consolidated Plan to the Federal government. It was noted agencies have reported that Mr. Ferri is doing a marvelous job. It was felt it would be more fair if requests could be partially funded. Mr. Ferri cautioned that method would create management problems. He said raising the standards each year will reduce rollovers. Rollovers have decreased from $1-million to $350,000, or 12% of allocated funds. Economic Development Assistant Director Michael Holmes said he will propose a minor procedural change at the October meeting. It was suggested NAHAB have an increased role in the decision making process. Currently, NAHAB and TRC (Technical Review Committee) scores have equal value. Concern was expressed NAHAB's role is limited after members score the applications. It was felt the current process awards some agencies with more funding than they can use while other worthy programs receive nothing. Mr. Ferri reported he had extended Mustard Seed's contract by 6 months when the program's creation in Clearwater was delayed due to the Executive Director's slow recovery from serious illness. After startup, the program will be self-sustaining. It was felt this type of information should be forwarded to NAHAB. Mr. Ferri cautioned against changing the process. It was suggested the process could be improved. He said the penalty for agencies not using all appropriated funds will increase from 5% to 10% or 15%. Performance standards are raised annually, penalizing agencies that fail to perform. Under the current system, he said infill home construction increased from 15 to 40 annually, home rehabilitations doubled, and business development loans increased from $0 to $1.7-million. It was felt quarterly review of agency expenditures could permit adjustments. Mr. Holmes said language referring to reviews must be included in the contracts. It was felt board members need a better understanding of agency expenses. It was stated application budgets should identify contract services and the cost of each. It was stated NAHAB members want to increase their level of participation in the process. Concern again was expressed that surplus funds cannot be allocated to organizations that were not awarded funding. Mr. Ferri said funding levels are capped. He reviewed funding targets and limits, i.e., money designated for housing cannot be used for public services. The City Commission approves annual allocations. If partial funding is allowed, he warned agencies will pad their budgets. In response to a question, he said Tampa Bay CDC has requested working capital to buy two houses, renovate them, and sell them. Other agencies are encouraged to adopt similar programs. In response to a question, he said the City gives owners of unsafe buildings an opportunity to renovate their property. If nothing is done, the City razes the house to discourage unacceptable uses and liens the property. In an earlier program, the City had found problems remained after liens were forgiven. Some owners have gifted unsafe buildings to CNHS. More than 300 families are waitlisted for housing rehabilitations. Mr. Ferri said in the last 2½ years, production numbers have increased, the rollover rate has decreased, and the number of clients served has increased. The City has more control over quality and non profits have more freedom to deliver services. He felt numbers are going in the right direction. In reply to a suggestion, Mr. Holmes said crediting agencies in the evaluation process for serving a large number of clients would unfairly benefit programs such as food kitchens. Mr. Ferri said Federal and State rules strictly require programs to serve the low and very low income population. He suggested the cost per unit of service could be considered as an evaluation tool. A new evaluation form will be drafted in January 1997. A series of Public Hearings will be held in the Spring. More than 120 people attended last year's hearings. Broadcast of NAHAB meetings has increased community awareness of the diversity of agencies funded and their production numbers. The Board indicated they want to be a more involved in the decision process. It was suggested the Economic Development Department report changes and indicate how reallocated funds are used. ITEM #6 - Old Business a) Telephone poll results of the housing element of the Comprehensive Plan Mr. Ferri said a poll of NAHAB members following the last meeting regarding the Comprehensive Plan resulted in 8 minor changes. The plan was forwarded to the Planning & Zoning Board and City Commission for approval before submission to the Florida Department of Community Affairs. b) Board vacancy for Housing Development Mr. Ferri requested members forward recommendations for a residential or building industry representative to fill the board's empty seat. ITEM #7 - New Business a) Subgrantee monitoring schedule and assignments Consensus was to approve the monitoring schedule: 1) Boys & Girls Club - Graham; 2) Clearwater Homeless Intervention Project - Myhill; 3) CNHS - new home owners - Moran; 4) CNHS - rehabilitations - Moran; 5) CNHS - business loans- Moran; 6) Community Response Team - Kelley; 7) Community Services Foundation - intervention cases - Joplin; 8) Community Services Foundation - land acquisition - Joplin; 9) Girls Inc., of Pinellas - Graham; 10) Habitat for Humanity - Turner; 11) Homeless Emergency Project, Inc. - Hodges; 12) Partners in Self-Sufficiency - Moran; 13) Pinellas Opportunity Council - Hodges; 14) RCS Spouse Abuse Shelter - Joplin; 15) Salvation Army - Groth; 16) Tampa Bay CDC - Groth. Mr. Ferri requested all visits be completed before April 15, 1997. b) Subgrantee presentation schedule Mr. Ferri distributed the presentation schedule for Clearwater Consolidated Plan Subgrantees: 1) September 17, 1996 - Salvation Army; 2) October 15, 1996 - Partners in Self-Sufficiency and Pinellas Opportunity Council; 3) November 19, 1996 - Boys & Girls Club and Girls Inc., of Pinellas; 4) January 21, 1997 - Clearwater Homeless Intervention Project and RCS Spouse Abuse Shelter; 5) February 18, 1997 - CNHS, Community Services Foundation, Habitat for Humanity, Homeless Emergency Project, and Tampa Bay CDC; 6) March 18, 1997 - Community Response Team; and 7) April 15, 1997 - Economic Development Department. c) Brownfield program overview and NAHAB role as citizen participation component It was stated the City is fortunate to have been awarded Brownfield funding. Mr. Ferri said Clearwater and Miami are the only Florida cities approved for Brownfield to date. Brownfields are developed areas that no longer have beneficial uses. The properties are usually vacant and contaminated but are near existing infrastructure. Approximately 33,000 residents live within the Brownfield boundaries: North - Stevenson's Creek, South - Belleair Road, East - Betty Lane, and West - Ft. Harrison Avenue. The City has identified 100 potential contaminated sites. Funds will be used to evaluate the extent of contamination, reduce exposure, and recommend a better reuse of the land. Citizen participation is required during the 2-year, $100,000 contract. NAHAB is the designated citizen board. NAHAB previously held neighborhood meetings to solicit input. Mr. Ferri suggested joint meetings with the North Greenwood Avenue Task Team and South Greenwood Citizen Alliance for Progressive Action may be advantageous. He recommended residents be encouraged to address ecology and environmental concerns. The process may help redirect priorities. The contract starts in November. Further discussion will be held during the October meeting. ITEM #8 - Announcements a) Next Scheduled Regular Meeting - October 15, 1996 Chair Moran announced she cannot attend the next meeting. ITEM #9 - Adjourn The meeting adjourned at 11:45 a.m.