Fort Walton Beach Council agenda — 11-23-2010 Regular — reading text

Development disseminated CPD Notice 03- 09 to all Formula Grantees on September 3, 2003. The Notice was to strongly encourage each grantee to develop and use a local performance measurement system to document accountability at the local level. The City has been using a performance management system for the past three years. The city concentrated its efforts in funding activities that were directed at making improvements and a visible impact to its community for low, low to moderate income families. IV Use of Funds The expenditure of the city' s CDBG funding was used for projects and strategies that were eligible and met a national objective, and the overall benefit certification was achieved. 19  CITY OF FORT WALTON BEACH COMMUNITY DEVELOPMENT BLOCK GRANT CITIZENS ADVISORY COMMITTEE JUNE 15, 2009 A meeting of the Community Development Block Grant Citizens Advisory Committee was held on Monday, June 15, 2009, at 5:30 p. m. in the Council Chambers at City Hall with the following present: Lewis Jennings, Chairman; Paula Childers, Barry Gray ( arrived at 5: 47), and Joyce Ponder Absent: Mary Copeland ( excused) Also present: Michael Beedie, City Engineer; Tim Bolduc, Building Official; Toni Craig, City Attorney CALL TO ORDER The Chairman called the meeting to order. SUNSHINE LAW REVIEW /PRESENTATION Toni Craig, City Attorney, briefed the Committee on the Sunshine Law as it relates to the Citizen' s Advisory Committee. The City Attorney explained that the status of the Committee has been elevated and they will be making recommendations to the City Council on how to spend the CDBG monies. The City Attorney explained that this will bring the committee out of an advisory status and into a City committee, thus making them applicable to the Sunshine Law. The City Attorney advised that the City Clerk's Office has available a Government in the Sunshine Manual and to contact the City Clerk if they would like a copy, and that the manual is available on -line as well. OVERVIEW OF THE CITIZEN PARTICIPATION PLAN FOR THE CDBG PROGRAM Tim Bolduc, Building Official, advised that on October 14, 2008, Council adopted Resolution 08 -49 adopting the Community Development Block Grant Citizen Participation Plan. A copy of the Plan and the resolution was provided to the Committee and Mr. Bolduc requested the Committee take it home and review it. He explained that the Plan is a guideline for the City to ensure the citizens have the opportunity to participate in the process. Mr. Bolduc explained that Staff's role will be to provide the Committee with all of the information on all of the funding available to the City and to give recommendations to the Committee regarding how the funds should be spent. Mr. Bolduc continued that it will be the Committee, in the form of a motion, that makes the recommendations to Council, and Staff will then take the Committee' s recommendations and present it to Council for their consideration. Mr. Gray arrived at 5: 47 pm. TRANSFER ADMINISTRATION OF THE CDBG PROGRAM TO THE CITY 20  Mr. Bolduc discussed the agreement that was signed between the City and the Okaloosa County Development Corporation ( OCDC) that allowed the CDBG funds to be administered by the OCDC. Mr. Bolduc informed that after reviewing the agreement, it is the determination of Staff and the OCDC that the program be returned to the City as a way for the City to better serve its citizens, and because of the current fiscal constraints it is feasible to do the administration in- house. Mr. Bolduc requested a vote of confidence from the Committee regarding the City reacquiring the CDBG funds that the committee is in agreement. TRANSFER ADMINISTRATION OF THE CDBG PROGRAM TO THE CITY (CONT) Discussion included the fact that the Committee can call special meetings if an issue comes up that needs discussed, and that it might be beneficial if rules were drafted for the Committee to follow. Mr. Gray moved to support the City in reacquiring the CDBG funds from the OCDC. Ms. Ponder seconded motion and it carried unanimously with Childres, Gray, Jennings, and Ponder in favor (Copeland absent). REALLOCATION OF CARRY OVER FUNDS Mr. Bolduc discussed the allocation of funds and explained that the Annual Action Plan allocates how much money goes into various areas such as administration, etc. He explained that the past several years, the funding was not all expended in the calendar year, causing a carry over balance that was used by the OCDC at the direction of the City Staff. Mr. Bolduc advised that OCDC is requesting payment of a bill for a rehabilitation project but there is not enough funding, so the balance would need to come from the World Changers carry over account. Mr. Bolduc informed that a recommendation from the Committee to move funds from the World Changers carry over account to the Rehabilitation account is desired, which would result in an amendment to the Action Plan. He advised that advertising requirements must be fulfilled before any action can be taken by the Committee and that no funds would be released to the OCDC until this is done, but he wanted to make them aware of it. SCHEDULE FOR FY 09/ 10 ANNUAL ACTION PLAN Mr. Bolduc informed this is another item he brought forward to the Committee for their review and that no action is needed tonight.He explained that advertising requirements must be fulfilled and he needs to communicate with HUD to ensure the plan is accurate. AMERICAN RECOVERY AND REINVESTMENT ACT FUNDS Mr. Bolduc stated that advertising requirements are needed and after it is advertised properly, it will be brought back for review and a firm schedule set for the Action Plan. He noted there is a seven -day advertising requirement so it can be brought back to the Committee anytime after June 25. Ms. Ponder moved to schedule a meeting on Monday, June 29, 20099 at 5: 30 pm to discuss the American Recovery and Reinvestment Act Funds as well as a schedule for the FY 09/ 10 Annual Action Plan. Ms. Childres seconded motion and it carried unanimously with Childres, Gray, Jennings, and Ponder in favor Copeland absent). 21 ADJOURNMENT There being nothing further the meeting ended at 6:23 p. m. Ive 22  CITY OF FORT WALTON BEACH COMMUNITY DEVELOPMENT BLOCK GRANT CITIZENS ADVISORY COMMITTEE JUNE 2912009 A meeting of the Community Development Block Grant Citizens Advisory Committee was held on Monday, June 29, 2009, at 5: 30 p. m. in the Council Chambers at City Hall with the following present: Lewis Jennings, Chairman; Paula Childers, and Joyce Ponder Absent: Mary Copeland; Barry Gray Also present: Michael Beedie, City Engineer; Tim Bolduc, Building Official CALL TO ORDER /PLEDGE OF ALLEGIANCE The Chairman called the. meeting to order and led in the Pledge of Allegiance. APPROVAL OF AGENDA Ms. Ponder moved to approve the agenda as the business of the day. Ms. Childers seconded motion and it carried unanimously with Childers, Jennings, and Ponder in favor (Gray and Copeland absent). SUNSHINE LAW REVIEW Tim Bolduc, Building Official, discussed the concern of committee members that were expressed to him regarding whether the Sunshine Law would hinder the effectiveness of the Board. Mr. Bolduc advised that the amended Public Participation Plan approved by the City Council is what propelled the Committee into the Sunshine, and that serving in that matter is not a requirement of HUD. Mr. Bolduc continued that the Committee could continue in an advisory role to Staff, but cautioned that in doing so could cause the Committee to lose their authority since recommendations will be directed to Staff, who would then report them to Council. Mr. Bolduc expressed Staff' s concern that if the Committee decides to serve in an advisory role to Staff, the Council may feel that one of the other boards or neighborhood groups could serve the same purpose for public participation and feel the Committee is not needed. However, Mr. Bolduc reiterated that Staff will do whatever the Committee directs them to do. Mr. Jennings commented the Committee's recommendations were always forwarded to Council by the Staff in the way it was intended; that newer members are not comfortable with the Sunshine Law and wanted to know what options are available; and if Council decided that another City board could function in the public participation role the Committee would not have a problem with that decision. Ms. Ponder stated her feeling that she should be able to contact her chairperson with concerns and questions on issues beforehand so she is prepared and can be more effective as a Committee member. Discussion included that the City Council will not be meeting until August; that Staff 23 intends to have the agendas and staff reports for the Committee at least four days before the meeting for them to review it; and that when the Committee meets on July 27 Staff will have an amended plan for the Committee to review and discuss. ALLOCATION OF AMERICAN RECOVERY AND REINVESTMENT ACT 2009 FUNDS Mr. Bolduc advised that through the American Recovery and Reinvestment Act ( ARRA) of 2009, the City is eligible to receive $ 38, 366. 00 additional dollars for the CDBG program to fund appropriate projects, with $ 30, 692. 80 available after administrative fees. Mr. Bolduc explained that certain requirements must be met for projects to be funded by the American Recovery and Reinvestment Act ( ARRA). He noted the Committee had previously recommended that the funding be used for an energy efficient rehabilitation, but the City was notified by HUD that the funds would have to be used another way as it did not meet the requirements, and that the revised application must be submitted to HUD by July 6, 2009. Mr. Bolduc advised that Staff has provided three project alternatives for the Committee to review, but that they may also recommend other projects within the target area that correspond to the requirements of the ARRA. The projects included 1) a Robinwood bike lane from Hollywood Blvd. to First Street SW; 2) Sidewalks within the target area; and 3) Street overlays within the target area ( up to 1, 000 linear feet). Discussion included that benefits of the proposed multi -modal bike lane are that it would be wide enough to serve both bicyclists and pedestrians; it would include winding paths and landscaping for aesthetic enhancement for the street; and serve Okaloosa County transit bus station shelter. Mr. Bolduc stated the project would cost $ 25, 100 in grant funding, and the additional 5, 000 could be used for as the Committee deemed appropriate, because funds not used have to be sent back. Ideas discussed for the additional funding included landscaping and LED lighting on the path. Ms. Ponder moved that the American Recovery and Reinvestment Act ( ARRA) funding be used to construct a bike lane on Robinwood from Hollywood Boulevard to First Street, and that any leftover funds be used for LED lighting wherever needed on the path. Ms. Childers seconded motion and it carried unanimously with Childers, Jennings,