HomeMy Public PortalAbout2017-12-07 packetNotice of Meeting & Tentative Agenda
City of Jefferson Public Works & Planning Committee
1) Introductions
Thursday, December 7, 2017
7:30a.m .
John G . Christy Municipal Building , 320 East McCarty Street
Boone/Bancroft Room (Upper Leve l)
TENTATIVE AGENDA
2) Approval of the October 19, 2017 Committee meeting minutes
3) New Business
1. Transit Study Recommendations (Mark Mehmert)
2 . Permit Fee Update for Downtown Electric (Britt Smith)
3 . Martin Luther King Memorial Bench (Britt Smith)
4 . Floodplain Management Code Update (Don Fontana)
5 . Yard Waste Facility Update (David Grellner)
6 . 2018 CDBG Policy & Procedures Manual (Jayme Abbott)
7. Monroe Street Report (David Bange)
4) Other Topics
1. Water Main Leak Report (Britt Smith)
5) Citizen opportunity to address Counc il/Staff on Stormwater and Other Pu blic Works
Issues
6) Adjourn
NOTES
Ind ividuals shou ld co ntact th e A DA Coord in ator at (573) 634 -6570 to req uest acco mmodations or al ternative formats as
requi red under the Ame ri cans with Di sabi li ti es Act. Please allow th ree business days to process th e reque st.
Pl ease ca ll (573) 634 -64 10 wit h quest ions regarding agenda items.
MINUTES
JEFFERSON CITY
PUBLIC WORKS AND PLANNING COMMITTEE
Boone/Bancroft Room
Committee Members Present:
Larry Henry, Chairman
Ken Hussey
Ron Fitzwater
Rick Prather
Committee Members Absent:
Rick Mihalevich
Staff Present:
John G. Christy Municipal Building
320 East McCarty Street
October 19, 2017
Matt Morasch, Public Works Director
Gerry Stegeman, Transit Operations Supervisor
Britt Smith, Operations Division Director
David Bange, City Engineer
Eric Seaman, Wastewater Division Director
Sonny Sanders, Planning & Protective Services Director
Jayme Abbott, Neighborhood Services Coordinator
Bryan Wolford, Associate City Counselor
Steve Crowell, City Administrator
Brenda Wunderlich, Administrative Assistant
Attendance
6 of6
6 of6
6 of6
5 of6
4 of6
Chairman Henry called the meeting to order at 7:30a.m. A quorum was present at this time. The
following guests were present: Cary Gampher, Architects Alliance; Larry Linthacum, JC Public
Schools; Jason Hoffman, JC Public Schools; Mike Bates, CMPS; Eric Landwehr, Cole County Public
Works; Mayor Carrie Tergin; and Nicole Roberts, News Tribune;
1. Introductions
Introductions were made at this time.
2. Approval of the September 21, 2017 Committee meeting minutes
Councilman Prather moved and Councilman Fitzwater seconded to approve the September
21, 2017 minutes, motion carried.
3. New Business
1. CDBG Citizens Participation Plan (Jayme Abbott)
Ms. Abbott explained the plan was revised to accommodate the Affirmatively Furthering Fair
Housing requirements from the U.S. Department of Housing and Urban Development. A public
hearing will be held on October 26, 2017 and the plan will be on the November 20, 2017 Council
agenda for consideration of adoption via resolution.
2. 2018 CDBG Annual Action Plan (Jayme Abbott)
Ms. Abbott explained the City is required to prepare an Action Plan every year to address the
needs affecting low and moderate income residents of the City of Jefferson in order to received
Minutes/Jefferson City Public Works and Planning Committee 2
October 19, 2017
federal funding from the U.S. Department of Housing and Urban Development. The Plan will be
presented to the Council during the November 7, 2017 Council meeting for consideration and
approval via resolution, and then submitted to HUD for their review and approval.
There was discussion among Committee members and staff regarding allocation of funds and
various projects.
3. City/County Sales Tax Update (Matt Morasch/David Bange)
Mr. Morasch explained the various projects and the draft agreements with the County included
in the packet.
There was discussion among Committee members, ~t~ff···~nd those present regarding the
various projects including the Clark Avenue Intersection traffi~ stijgy, the Dunklin Street corridor, East
High Street improvements.
Mr. Bange explained the agreements for the East High Street lmpr()vements and the High
School Road -Mission Drive to Creek Trail included .in the Committee packet. There was discussion
among Committee members, staff and those present.regarding costs, receiving approval from the
County, and the project planning.
Councilman Hussey moved and Councilman Prather seconded to endorse the agreements
and refer them to the City Council for approval, motion carried. . ..
4. Other Topics
1. Water Mai~ ·beak Report (Britt S111lth)
Mr. SmiJ~J~f~rred COm,fnittee. members to the report included in the packet.
\',,,''\·.· .. ·,·.·· , '' .''
•· .'<::~efundirig Bu~ld America Bonds (Eric Seaman)
Mr. Seaman explained thi~ would save approximately $600,000 in total over the existing loan
referred Committee members tcfthe draft schedule included in the packet.
5. Citizen Opportunity to address Council/Staff on Stormwater and Other Public Works
Issues
There was no one present·to address the Committee.
6. Adjourn
Councilman Hussey moved and Councilman Fitzwater seconded to adjourn the meeting at this
time (8:05 a.m.), motion carried.
~E
Department of Pu b li c Works M e morandum
320 E . McCarty Street • Jefferson City, Missouri 65 101 • P 573-634-6410 • F 573-634-6562 • www.jeffcitymo.org
To : Pub lic Works Comm ittee
Through : Matt Morasch , Pub l ic Wo rks Director
From : Mark Mehmert, Transit Director
Date : December 4 , 2017
Subject: Transi t Consultant, Lo c hmu el ler Group , Recommendations
City staff has reviewed the recommendations provided by the Lochmue ller Group
(attached) for our transit system and re co mmends that the staff develop a detailed
proposal for each recom me ndation individ ua ll y and the n bring them back to t he
Committee for further consideration . Below is a short s ummary of the re co mmendations
and time frame in which we be lieve we can develop a detailed evaluation of the
concepts for further consideration.
1 Operate weekday evening service on four routes .
2 . Operate Saturday Serv ice on four routes from 8:00AM to 6 :00 PM .
Ci ty staff w ill quantify the costs imp lications f or thes e c h ang es and bring
them back for future consideration. We anticipate being abl e to com plete
the costs estimates by March 2018.
3. Modify fiv e of the six regular fi xed routes on JEFFTRAN 's system .
Ci ty staff will make the minor modificati on to the B us 50 ro u te( m o dification
diagram attached). The four remai ning route modification s u ggestions
require furth er study and documentati on (attached evalua tio n criteria) as t o
their effect on ridershi p as we ll as pub lic heari ngs on t h e c hanges . The
basic concept is to modify our looping routes to be more linear-
bidirectional routes. We anticipate being abl e to conclu de any change
recommendations by April 2018.
4 . Fund the cost of thes e fi xed route improvements by economies in JEFFTRAN 's
Handiwheels serv ice and raising fixed ro ute fares
a . Recertify all Handiw hee ls rid ers to ensure on ly those who are eligi b le
under ADA requirements are offered the service
Ci ty staff recommends moving this idea forward by seeking a
qualified consultant to r eview our Handiwheel applicants and make
recommendati o ns as to t heir eligi bility. Currently our Handiwheel
service carries considerably more traffic per capita than our peers. If
patronage is reduced to peer levels, there may be an opportunity to
rea lize savings. For ex ample, the number of buses on call may be
reduced, thereby reducing personnel expense. We believe we could
have a consultant contract for council consideration on this item by
March 2018 .
b. Offer free fixed rou te service t o eli gib le Handi wheels ri d ers wh o choose to
use th e fi xe d ro ut es for a pa rti cul ar tri p .
City staff will review this recommendation and will provide a
proposal along with the abo v e noted eligibility discussion.
c . Imp leme nt a fa re in crease of $0 25 on the fi xed ro utes
City staff will evaluate this recommendation and develop an action
plan fo r possible implemen ta tion should the Council desire to
proceed. Staff will have an outline by February 2018.
T he link s to t he full Lochmue ll er Gro up reports ca n be f o und at the JEFFTRAN and
CA MPO we bsites( Existing Conditions Report and a Final Report and
Recommendations )
If you ha ve any questi ons co nce rnin g the repo rt s plea se fee l fr ee to contact me or Matt
Moras c h. Thanks .
~~ Recommendations
Op erate w eekday eve ni ng service (la st t r i p l eavi ng downtown tran si t
cen t er at 7:20 pm) on fou r routes:
Hi gh Street West,
Busi ness 50 East,
t: Missouri Bo uleva rd, and
Capital Mall.
Operate Saturday service on t h ese same four ro utes between
approximately 8:00am and 5:20pm leaving the downtown transit
center.
Modify five of the six JEFFTRAN fixed routes (High Street East,
Business 50 East, Missouri Boulevard , Capital Mall, and Southwest).
These improvements will accomplish the following:
Eli minate one way loops and provide bi -directional travel.
~ Increase two way service for ease of use and ridership opportunities.
Promote di rection route patterns for travel time savings.
Provide connecti ons to major attractions.
Fund most of the cost of these fixed route improvements with
economies in Handi -Wheels services. Key aspects of these
economies include:
t Offering free fare on fixed route servic e to Handi-Wheels eligible
riders who chose to use it for a particu l ar trip .
~ Recertifying all Handi -Whee l s riders to ensure t hat on l y those who
are eligib l e under ADA requirements are offered service.
Implement a $0.25 fare increase in fi xed route service.
Operating Cost -Existing
Breakdown
Operating Cost -Proposed Breakdown
AMPO .... __ _
• Reg ular Fi xed
Ro utes
Hand i -whee ls
Regular Fi ed
Routes
• Handt ·'i r->els
Ex t a ftuHhng fo r
Fi . c Route
5 I •'l(t..'
Department of Public Works Memorandum
320 E. McCarty Street • Jefferson City , Missouri 65101 • P 573 -634-6410 • F 573 -634-6562 • www.jeffcitymo .o rg
Date :
To :
From:
Subject:
November 30, 2017
Public Work and Planning Committee
Britt E. Smith, P .E .~
Downtown Electric Use Fee
Staff requests the committee's approval for the attached ordinance governing the use
and fees associated with the newly constructed electrical services within the Downtown.
As the committee may remember recently we completed the reconstruction of Capital
Avenue . As a part of this project a number of electrical services were installed along
the street. These services would be used in support of events held within the corridor.
A similar project for the High and Madison areas of our downtown are in the design
phase with a winter to spring 2018 construction expected.
As outlined in the attached ordinance an event organizer would be required to obtain a
permit from the public works department to use the electrical connections . The fee for
the permit is proposed as follows:
Base Fee of $70 plus the following :
• 20 Amp Service -$5 for each circuit ;
• Permanent installed 100 Amp Service -$25 for each location; and/or
• Temporary installed 100 Amp Service -$100 per each location .
cc: Writers File
Public Works CORE -improve the ~ommunity -take Qw nership -del iver E esults -_5mpathize with the customer
BILL NO. 17-
SPONSORED BY COUNCILMAN---------
ORDINANCE NO. ______________ _
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, ADDING A NEW ARTICLE
GOVERNING THE USE OF ELECTRICAL POWER IN THE DOWNTOWN ELECTRICAL
SERVICE AREA.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1. Chapter 32 (Streets and Sidewalks) Article XIII (Downtown Electrical
Service Area) is created as follows:
ARTICLE XIU. DOWNTOWN ELECTRICAL SERVICE AREA
Sec. 32-500. Purpose and intent.
The purpose of this Article is to provide for the permissive use of electrical power from the Citv's
electrical facilities located within the Downtown Electrical Service Area.
Sec. 32-501. Downtown Electrical Service Area Established.
There is hereby established the Downtown Electrical Service Area, which includes Capitol Avenue
from Cherrv Street to Adams Street; High Street from Washington Street to Adams Street; and Madison
Street from Capitol Avenue to High Street.
Sec. 32-502. Permit Required.
No person shall access the electrical power facilities located within the Downtown Electrical Service
Area without first obtaining a permit from the department of public works. If a permit is requested for an
event, then the event organizer shall apply for and receive the permit for electrical power access for all of the
event participants.
Sec. 32-503. Permit Fee.
The city administrator shall establish the fee for the permit to access electrical power in the
Downtown Electrical Service Area as set forth in Appendix Y.
Sec. 32-504. Permit Duration.
The permit shall be valid for up to five (5) consecutive calendar days. The permittee must obtain an
additional permit to use the electrical services for a duration longer than five days.
Sec. 32-505. Usage Guidelines.
The director of public works shall promulgate the guidelines and rules for the usage of electrical
power within the Downtown Electrical Service Area. Any user who misuses the system shall pay a
reimbursement fee to the City of Fifty Dollars ($50.00> per hour incurred by City personnel to repair the
system or the actual charge of any contractor hired by the City to repair the system, whichever is greater.
Sec. 32-506. Tampering with Electrical Facilities Prohibited.
No person shall damage, destroy, misuse. or tamper with the electrical facilities located within the
Downtown Electrical Service Area. A violation of this Section is an ordinance violation punishable by a fine of
up to one thousand dollars C$1,000.00> or up to one hundred eighty (180) days imprisonment, or both.
Section 2. This Ordinance shall be in full force and effect from and after the date of
its passage and approval.
Passed: ____________ _ Approved: ________ _
Presiding Officer Carrie Tergin, Mayor
ATTEST: APPROVED AS TO FORM:
City Clerk City Counselor
Department of Public Works Memorandum
320 E. McC arty Street • Jeffe rson City, Mi ss ouri 65101 • P 573 -634 -6 410 • F 573-634-6 562 • www.jeffcitymo.org
Date:
To :
From :
Subject:
November 30 , 2017
Public Work and Planning Committee
Britt E. Smith, P.E. ~
Memorial Bench Honoring Dr. Martin Luther King, Jr.
Staff requests the committee's concurrence for the placement of a memorial bench on
the City's right-of-way near the intersection of Lafayette St. and Stadium Blvd.
The staff and Mayor were approached by a citizen with the idea of honoring the legacy
of Dr. King with a memorial. The idea has evolved to a bench of a similar style as
attached . Local groups and bu s iness have agreed to provide funding toward the
purchase of the bench .
It is proposed that the bench have the similar wording to the following :
THIS MEMORIAL IS DEDICATED TO
THE LEGACY 0 F
DR. MARTIN LUTHER KING, JR.
JAN. 15, 1929 -APR. 4, 1968
BY THE
CITIZENS OF JEFFERSON CITY
cc : Writers File
Public Works CORE -improve th e £om munity -take Qwnership -delive r Res ults-_;_mp athize with the cu stomer
l?rd 1 ~1 d C
,., ! ' .. t
V r.!f, l tl , !!l 'ol
M a • 1 :'(1 tl
Bench Style
t':/ I L L I A 1\11 S
r --,
I ~I ll ' ( ) '· , ••
.• J' •• . • -.. t •• ..'
.r• • . ' ... ~. .
I II~·'.-... , •.
,.. ,, .... ,. ... , ••• t• ~ .....
I -
'
G ray Gra n it e
Memorandum
320 East McCarty Street • Jefferson City, Missouri 65101 • P: 5 73.634.641 0 • F: 5 73 .63 4 .656 2 • www.jeffersoncitymo.gov
Date :
To :
From :
Subject:
November 29, 2017
Public Works and Planning Committee
David Bange P .E., City Engineer \.)~
Changes to the City Code Pertaining to the Administrative Procedures for
Floodplain Management
City Staff is asking the Committee to approved the proposed changes to the Floodplain Management
Code and recommend the changes be adopted by the City Council.
As a result of the State Emergency Management Agency's Community Assistance Visit (CAV) staff was
made aware that the City Code does not adequately address procedures for issuing , tracking and
recording floodplain development. As a result we have undertaken revisions to the code that follow the
Guide to Written Administrative Procedures for Local Floodplain Management Regulations issued by
FEMA.
The particular sections of Code in question are 31-310. Administration , and 31-311. Floodplain
Development Permits . Section 31-310 has been heavily modified including the removal of paragraph A
since it contains the same content as section 31-311 . Also the majority of paragraph C was rewritten to
make it less prescriptive and to address a larger range of responsibilities. Section 31-310 paragraph D,
E and F were largely left unchanged but were moved to their own section now called section 31-312 .
Variances to better fit into the format presented in the FEMA guidance.
Section 31-311 paragraph A and B remain largely unchanged , however, the section was expanded with
the addition of four paragraphs that cover the topics of Additional Documentation , the Review Process ,
the On Site Inspection Process, and Enforcement Actions .
Lastly Section 31-313 . Other Administrative Requirements was created to accommodate the
requirements of the guidance document. This section with paragraphs A through H cover a number of
topics required by FEMA including record keeping , complaints , administrative forms , damage
assessments, map revisions, floodplain maps, flood zones, and reporting.
If you have any questions concerning these code changes I can be reached at 634-6433 .
DB :db
U:\Public W orks\E ngin eerin g\dba nge\PUBLIC W ORKS & PLANNING\201 7\12-7-17\Ci ty Code.docx
Sec. 31-310. Administration.
A. Designation of the local administrator. The Director of Public Works, or his/her designee, hereinafter
referred to as the floodplain administrator is hereby appointed to administer and implement the
provisions of this article by granting or denying development permit applications in accordance with
the provisions of this article.
B. Duties and responsibilities of the floodplain administrator. Duties of the Floodplain Administrator or
his or her designee shall include, but not be limited to:
1. Understand regulations governing the regulatory floodplain
2. Review and approve I deny Floodplain Development Permit applications
3. Conduct inspections of properties in the regulatory floodplain
4. Initiate enforcement actions, when necessary
5. Keep records of all floodplain development
6. Investigate complaints of violations
7. Maintain and update administrative forms
8. Maintain floodplain maps and flood data
9. Disseminate floodplain management information
10. Complete FEMA Biennial Reports
11. Conduct damage assessments after major rainfall or flooding events
12. Provide interpretation as to the boundary of the special flood hazard area when discrepancies
appear to exist.
Sec. 31-311. Floodplain Development Permits.
A. Floodplain Development Permit Required. A Floodplain Development Permit shall be required for all
proposed construction or other development within any area of special flood hazard established in
Section 31-300. No person, firm, corporation, or unit of government shall initiate any development or
substantial improvement or cause the same to be done without first obtaining a separate Floodplain
Development Permit for each structure or other development.
B. Application for Floodplain Development Permit. To obtain a Floodplain Development Permit, the
applicant shall frrst file an application in writing on a form furnished by the Director of Public Works
for that purpose. Every Floodplain Development Permit application shall:
1. Describe the land on which the proposed work is to be done by lot, block and tract, house and
street address, or similar description that will readily identify and specifically locate the
proposed structure or work;
2. Identify and describe the work to be covered by the floodplain development permit;
3. Indicate the size and use or occupancy for which the proposed work is intended;
4. Indicate the assessed value of the structure and the fair market value of the improvement;
5. Specify whether development is located in designated flood fringe or floodway;
6. Identify the existing base flood elevation and the elevation of the proposed development;
7. Provide such other information as reasonably may be required by the Floodplain
Administrator;
8. Be accompanied by plans and specifications for proposed construction; and
9. Be signed by the permittee or his authorized agent who may be required to submit evidence to
indicate such authority.
C. Additional Documentation. The particular circumstances of a development may require the submission
of additional documentation and may include one or more of the following:
1. An NFIP Elevation Certificate signed and sealed by a professional engineer, surveyor, or
architect is required.
2. A "No-Rise" Certificate signed and sealed by a professional engineer if the work being
proposed lies within the regulatory floodway. This certificate must be completed before a
floodplain development permit can be issued by the City.
3. Wet floodproofmg certificates for accessory structures used solely for parking, building
access, or limited storage that have been designed for the automatic entry and exit of
floodwater, and constructed of flood resistant materials.
4. If dry floodproofmg is utilized for non-residential structures, a dry floodproofmg certificate
must be signed and sealed by a professional engineer.
5. Cost analysis for substantial damages I substantial improvements
D. Review process. Floodplain Development Permit application review will examine the submitted
documentation and technical data and determine the compliance/non-compliance and approve or deny
the application. The review process shall be as follows:
1. Floodplain Permit Application Package
a. Review submitted documentation for completeness and required signatures
b. Examination of plans including site information and elevation data
c. Inspection of technical documents including building design plans and construction
materials.
d. Identify I Acknowledge other applicable permits
2. Approval/ Denial of Permit.
a. Permit Approval. If the permit is found to be in compliance the permit will be
approved allowing the applicant to proceed in conformance to the information set
forth in the application.
b. Conditional Approval. The Floodplain Manager may approve a permit with
conditions. The conditions will be clearly indicated on all records associated with the
approval as will the methods used to verify the conditions.
c. Permit Denial. If the permit does not comply with the floodplain regulations then it
will be denied. The Floodplain Administrator may indicate the major areas of non-
compliance or indicate where clarification may be required.
E. On-Site Inspection Process. Specific and periodic inspections will be performed to confirm that the
construction and development are in accordance with the approved permit. These inspections will be
performed by the Floodplain Administrator or his or her designee. The timing of these inspections are
as follows:
1. Initial Site Inspection. This inspection will take place prior to permit approval. It will verify
that the conditions presented in the permit application are consistent with the actual ground
conditions.
2. Final Inspection. This inspection will take place at or near the completion of the project. It
will serve as a final check that all construction and development are in accordance with the
approved permit including grading and encroachments, and all building foundations,
openings, elevations, and anchoring systems.
3. Periodic Inspections. Periodic inspections have no set time or frequency. These inspections
will serve to ensure that properties remain in compliance with floodplain regulations, to guard
against unpermitted development, and to identify unpermitted substantial improvements.
F. Enforcement Actions. Upon recognitions of a violation the violator will receive a verbal notification of
the violation and will be given a timeframe in which to correct the violation. If the violation is not
corrected within the allotted timeframe a written notification will be sent by certified mail and the
violator will be allotted a prescribed time in which to correct the violation. Should the violation remain
unabated, penalties including issuance of a stop work order, revocation of the permit, fines or a
combination of these remedies will be used, consistent with City Code.
Sec. 31-312. Variances.
A. Variance procedures. Where an application for a floodplain development permit or request for a
variance from the floodplain management regulations is denied by the Floodplain Administrator, the
applicant may apply for such floodplain development permit or variance directly to the Board of
Adjustment.
1. The Board of Adjustment shall hear and decide appeals when it is alleged that there is an error
in any requirement, decision or determination made by the floodplain administrator in the
enforcement or administration of this article.
2. Any person aggrieved by the decision of the Board of Adjustment may appeal such decision
to the circuit court as provided in Chapter 89 RSMo., 1986.
3. In passing upon such applications for variances, the Board of Adjustment shall consider all
technical data and evaluations, all relevant factors, standards specified in other sections of this
article, and:
a. The danger that materials may be swept onto other lands to the injury of others;
b. The danger of life and property due to flooding or erosion damage;
c. The susceptibility of the proposed facility and its contents to flood damage and the
effect of such damage on the individual owner;
d. The importance of the services provided by the proposed facility to the community;
e. The necessity to the facility to a waterfront location, where applicable;
f. The availability of alternative locations, not subject to flooding or erosion damage,
for the proposed use;
g. The compatibility of the proposed use with existing and anticipated development;
h. The relationship of the proposed use to the comprehensive plan and floodplain
management program for that area;
i. The safety of access to the property in times of flood for ordinary and emergency
vehicles;
j. The expected heights, velocity, duration, rate of rise and sediment transport of the
flood waters and the effects of wave action, if applicable, expected at the site; and,
k. The costs of providing governmental services during and after flood conditions,
including maintenance and repair of public utilities and facilities such as sewer, gas,
electrical, and water systems, and streets and bridges.
B. Conditions for variances:
I. Generally, variances may be issued for new construction and substantial-improvements to be
erected on a lot of one-half acre or less in size contiguous to and surrounded by lots with
existing structures constructed below the base flood level, providing items 2 through 6 below
have been fully considered. As the lot size increases beyond one-half acre, the technical
justification required for issuing the variance increases.
2. Variances may be issued for the reconstruction, rehabilitation, or restoration of structures
listed on the National Register of Historic Places, the State Inventory of Historic Places, or
local inventory of historic places upon determination provided the proposed activity will not
preclude the structure's continued historic designation.
3. Variances shall not be issued within any designated floodway if any increase in flood levels
during the base flood discharge would result
4. Variances shall only be issued upon a determination that the variance is the minimum
necessary, considering the flood hazard, to afford relief.
5. Variances shall only be issued upon (a) a showing of good and sufficient cause, (b) a
determination that failure to grant the variance would result in exceptional hardship to the
applicant, and (c) a determination that the granting of a variance will not result in increased
flood heights, additional threats to public safety, extraordinary public expense, create
nuisances, cause fraud on or victimization of the public, or conflict with existing local laws or
ordinances.
6. A community shall notify the applicant in writing over the signature of a community official
that ( 1) the issuance of a variance to construct a structure below base flood level will result in
increased premium rates for flood insurance up to amounts as high as $25.00 for $100.00 of
insurance coverage and (2) such construction below the base flood level increases risks to life
and property. Such notification shall be maintained with the record of all variance actions as
required by this ordinance.
C. Upon the granting of a variance
I. Any applicant to whom a variance is granted shall be given a written notice that the cost of
flood insurance will be commensurate with the increased risk resulting from the reduced
lowest floor elevation.
2. The Board of Adjustment may attach such conditions to the granting of variances as it deems
necessary to further the purposes of this article.
3. The floodplain administrator shall maintain the records of all appeal actions and report any
variances to the federal emergency management agency upon request.
D. Conditions for Approving Variances for Accessory Structures
I. Any variance granted for an accessory structure shall be decided individually based on a case
by case analysis of the building's unique circumstances. Variances granted shall meet the
following conditions as well as those other criteria and conditions set forth in this article.
2. In order to minimize flood damages during the I 00-year flood and the threat to public health
and safety, the following conditions shall be included for any variance issued for accessory
structures that are constructed at-grade and wet-floodproofed.
3. Use of the accessory structures must be solely for parking and limited storage purposes in
zone A only as identified on the community's Flood Insurance Rate Map (FIRM).
4. For any new or substantially damaged accessory structures, the exterior and interior building
components and elements (i.e., foundation, wall framing, exterior and interior finishes,
flooring, etc.) below the base flood elevation, must be built with flood-resistant materials in
accordance with this ordinance.
5. The accessory structures must be adequately anchored to prevent flotation, collapse, or lateral
movement of the structure in accordance with this ordinance. All of the building's structural
components must be capable of resisting specific flood-related forces including hydrostatic,
buoyancy, and hydrodynamic and debris impact forces.
6. Any mechanical, electrical, or other utility equipment must be located a minimum of one foot
above the base flood elevation or floodproofed so that they are contained within a watertight,
floodproofed enclosure that is capable of resisting damage during flood conditions in
accordance with Article 4, Section A (4)(d) of this ordinance.
7. The accessory structures must meet all National Flood Insurance Program (NFIP) opening
requirements. The NFIP requires that enclosure or foundation walls, subject to the 1 00-year
flood, contain openings that will permit the automatic entry and exit of floodwaters in
accordance with this ordinance.
8. The accessory structures must comply with the floodplain management floodway
encroachment provisions of this ordinance. No variances may be issued for accessory struc-
tures within any designated floodway, if any increase in flood levels would result during the
1 00-year flood.
9. Equipment, machinery, or other contents must be protected from any flood damage.
10. No disaster relief assistance under any program administered by any Federal agency shall be
paid for any repair or restoration costs of the accessory structures.
11. A community shall notify the applicant in writing over the signature of a community official
that ( 1) the issuance of a variance to construct a structure below base flood level will result in
increased premium rates for flood insurance up to amounts as high as $25.00 for $100.00 of
insurance coverage and (2) such construction below the base flood level increases risks to life
and property. Such notification shall be maintained with the record of all variance actions as
required by this ordinance.
12. Wet-floodproofing construction techniques must be reviewed and approved by the community
and prepared by a registered professional engineer or architect prior to the issuance of any
floodplain development permit for construction.
Sec. 31-313. Other Administrative Requirements.
A. Record Keeping. All records for floodplain development must be retained for future reference. These
records will be scanned and digitally stored with the City of Jefferson. These records include but are
not limited to the following:
1. Floodplain development applications I permits
2. NFIP elevation certificates
3. "No-Rise" certifications
4. All NFIP reports and correspondence
5. Other local, State and Federal permits/certifications/correspondence/etc.
B. Investigation of Complaints. The Floodplain Administrator or his or her designee will investigate
complaints within one week of receiving the complaint. The investigation will document the findings
in a format determined by the Floodplain Administrator that is appropriate to the nature of the
violation.
C. Administrative Forms. The Floodplain Administrator shall periodically review and update as necessary
all forms associated with the management of the floodplain regulations. The forms will be kept by the
Floodplain Administrator. The forms include the following:
1. Pre and Post-Construction Wet Floodproofing Structural Certification
2. Pre and Post-Construction Floodproofing Certification
3. Pre and Post-Construction Certification Opening in Foundation Walls
4. NFIP Elevation Certificate
5. Pre and Post-Construction Floodproofing Certification Form for Pressured and Flammable
Liquid Tanks
6. Engineering "No-Rise" Certificate
7. Floodplain Development Application
8. Owner Certification
9. Other documents as may be necessary
D. Damage Assessment. The Floodplain Manager or his or her designee shall conduct damage
assessments of properties inundated by floods or major rainfall events. The assessments shall include
the following:
1. Compile a listing of all flood damaged structures
2. Inspect each structure to determine extent of damages
3. Make a detailed list of damages, such as foundations, basements, floors, walls, cabinets, built-
in appliances, HVAC equipment, roofs, and any other flood related damage that can be
determined
4. Estimate total damage cost for each facility
5. Using the assessed values of the structure only (not including land value) obtained from the
Cole County Assessor, make a determination of substantial damage by comparing cost of
repair to assessed value of the structure
6. Follow the Floodplain Development permit procedures in processing all applications for
repair and/or construction
E. Map Appeals and Revisions. The Floodplain Administrator will facilitate access to the FEMA
maintained digital mapping system for all Letter of Map Amendment (LOMA) and all Letter of Map
Revision (LOMR) documents.
F. Floodplain Maps and Flood Data. The Floodplain Administrator shall maintain a set of floodplain
maps for administrative purposes as well as assisting in the accessing of digital mapping information.
G. Unnumbered A Zones. The Floodplain Administrator shall be aware of areas that are susceptible to
flooding including unnumbered A Zones and other unmapped areas. The Administrator will determine
flood elevations of these areas through the use of the City of Jefferson Storm water Master Plan and
other applicable Federal and State data as may be appropriate.
H. FEMA Biennial Reports. The Biennial Report form will be completed and returned to FEMA within
30 days of receipt. Copies of the Biennial Report along with the supporting documentation will be
scanned and digitally stored with the City of Jefferson.
Sees. 31-303-31-309 Reserved.
Sec. 31-310. Administration.
A ... Bstabliskment ef a de•;elepment peRBit. A de elepmeHt peRBit shall be ebktined bet9Fe eenstRletien eF
de • elepment 9egin9 titllia &H~ &Fe& ef speeial Aeed h85!8Fd established in Seetien 31 3QQ. ~Ia peFSen,
fiRB, eF eeFpeFBtien BF ooit ef ge • em meAt shall initiate 8:8)' de; elepment eF sHb smatial impFe , emeHt eF
e£Hise the same te be dene "idleut fiFSt ebtaining a sep8F8te peRBit t9F eaeh de , elepment as defined in
Seetien 31 399. Applieatien feF a develepment peRBit shall be made an feRBs fiJFHished b} dte QiFeeteF
ef Puelie 'JleFifB and mil} inehtde, blil: net limited te: PIBHs in duplieate dF&n'B te seale she .mg lite
nabtfe, leeetien, dimensiens &Ad ele, aliens ef dte OFe& in questien; enisling eF pFepesed stflieb:tfes, fill,
steFBge ef mateFial, dFBinege feeilities &Hd the leeatien ef lite feFegeing. Speeifieally, tile fellewing
infeRBatien is FequiFed:
1. Ble·.atien in FeistieR te me&H sealer;el efthe lewest AeeF (ineluding basement) efallstFuelHEes.
2. Ble alien in Felatien te me&H sea le el te hieh &H} nenFesidential stFueatre is te be
AeedpFBefed.
3. GeFtifieatien tfem a FegisteFed pFefessieRal eRgiReeF eF llR!hiteet tllat the ReRFesideRtial
AeadpFBefed stFuetliFe ''ill meet the AeedpFeefing eFiteFia in Seetien 31 329.
4. QeseFiptien ef lite eKtent te nhieh 8:8)' ·n·ateFeeHFSe will be alteFed eF Feleeated as a Feslilt ef
pFBpesed de, elepment.
§. Ble 1atieRs FeqHiFed feF the applieatian shall be pFa • ided b} a FegisteFed pFBfessianal engineeF,
&Felliteet BF I&Hd SUA6~9F.
B:A. Designation of the local administrator. The Director of Public Works , or his/her designee, hereinafter
referred to as the floodplain administrator is hereby appointed to administer and implement the provisions
of this article by granting or denying development permit applications in accordance with the provisions
ofthis article.
GB. Duties and responsibilities of the floodplain administrator. Duties of the AeedplaiR Floodplain
administFateF Administrator or his or her designee shall include, but not be limited to:
I. Understand regulations governing tbe regulatory floodplain
l. Review and approve I deny Floodplain Development Permit applications
3. Conduct inspections of properties in tbe regulatory floodplain
4. Initiate enforcement actions, wben necessary
5. Keep records of aU floodplain development
6. Investigate complaints of violations
7. Maintain and update administrative forms
8. Maintain floodplain maps and Oood data
9. Disseminate Ooodplain management information
10. Complete FEMA Biennial Reports
Rev. 0712112015 3122
II. Conduct damage assessments after major rainfall or flooding events
12. Provide interpretation as to the boundary of the special flood hazard area when
discrepancies appear to exist.
I. Re•Jie • • all de ;elepmeat peABit applieatiens te asswe that sites are reasenahly safe ifem Aeeding
ead that Ute peFIBit Fei!Hiremens efthis BFtiele have heen satisfied.
2. Re • ie n all de • elepment peRHit applieatiens fer prepesed de, elepment te llSSHFe that all
neees91U) peRHils he • e heen ehtained ifem these fedeFBl, state er leeal ge • emmeHtal egeneies
H=em · hieh prier appre • al is fe~~Hifed. This shall inelttde, httt net he limited te, obtaining die
peRRis fe~~HiFed h~ Chapter 31, 8teRB o~ater M&:R&gement.
3. When hllSe Aeed elevatiea data has net been pre .ided in aeeerdanee •Rdi 8eetien 31 3QQ, dien
die Aeedplain administrater shall ehtain, Fe • ie n ead rellSenahl) tttiliii!58 any hllSe fteed ele, atien
er fteed•Nay data a .•ailable frem a fedeFBl, state er ether settree, in erder te administer the
pre, isiens ef 8eetien 31 329.
4. "erify, reeerd and maintain reeerd ef die aetHal ele•Jatien (in relation te meea sea le-:el) ef die
le ;, est A ear (inelttdiAg basement) efall ne, er stthstBBtiall) impre • ed s&uetHres.
S. "erify, reeerd and maintain reeerd efthe aeRial ele • atien (in relatien te mellR sea le'Jel) te whieh
die ne n er stthstantiall) impre • ed strHetttres ha • e heen Aeedpreefed.
6. 'lAteR Aeedpreefing is tttiliii!58d fer a partiettlar strHetHre the AeedplaiR administFBter shall ehtaiR
eertifieatien H=em a registered prefessienal engineer er arehiteet.
7. ~Jetif) adjaeeRt eemmttnities ead the Missettri 9epBF".meRt ef ~JatHFBI Resettrees prier te &A)
alteFBtien er releeatien ef a n atereeHFSe, &Rd shall stthmit e • idenee ef stteh netifieatien te die
FedeFBI8mergene) M&Ragement !.gene)'.
8. AssHFe that mainten&Ree is pre 1 ided vlithin the altered er releeated pertien ef said ., atereeHFSe
sa diat the Aeed e&Rj ing eapaei~ is net diminished.
9. VJ.here iaterpretatien is needed BS te the enaet leeatien ef the lleundar-ies ef die arellS ef speeial
Aeed hlli'.tlrds (fer enample, nhere diere appellftl te he a eenftiet het.\.eeR a mapped hettnd~ &Ad
aetHal field eeRditieRs) die fteedplain admiRistFBter shall make the neeesStH) iRterpretatieR. The
persen eentesting the leeatien ef the llettnd~ shalllle gi l'eH a reasenallle eppertHnit) te appeal
die interpretation ll5 pre•1ided in this artiele.
I Q. \II reeerds pertaiRing te the pre isiens ef this &ftiele shall be maintained in the eiiiee ef die
fteedplain admiRistFBter ead shall he epen fer ptthlie inspeetien.
II. The fteedplain admiaistrater shall he attdieriii!58d te premttlgate FHles eensistent with diis w:tiele
te ea~· ettt the pw:pese &Rd inteRt efthis artiele.
12. Re lie· · all sttbdi isieR prepesals &Rd ether prepesed ne , de elepmenl; inelttding m&RHfaetHred
lteme pllfiEs er stthdi.isiens, te deteRHiRe nltedier stteh prepesals nill he reasenahl) safe ifem
fteediRg.
13. Isstte fteedplain de 1 elepment peRBils fer all appre • ed applieatiens;
Sec. 31-311. Floodplain Development Permits.
Rev. 0712112015 3123
A. Floodplain Development Permit Required. A Floodplain Development l>ermit shall be required for•
all proposed construction or other development within any a rea of special flood hazard esta blished in
Section 31-300. No person, firm , corporation, or unit of government s hall initiate any development or
substantial improvement or cause the same to be done without first obtaining a separate Floodplain
Development Permit for each structure or other d evelopment.
B. Application for Floodplain Development Permit. To obtain a Floodplain Development Permit, the
a pplicant shall first file an application in writing on a form furnished by the Director of Public Works
for that purpose. Every Floodplain Development Permit application shall:
1. Describe the la nd on which the proposed work is to be done by lot, bl ock a nd tra ct, house •
a nd street address, or similar d escription that will readily identify a nd s pecifically locate the
proposed structure or work;
2. Identify and describe the work to be covered by the floodplain development p e rmit;
3. Indicate the size a nd u se or occupancy for which the proposed work is intended;
4. Indicate the assessed value of the structure a nd the fair m a rket value of the improvement;
S. Specify whether development is loca ted in d esigna ted flood fringe or floodway;
6. Identify the existing base flo od elevation and the elevation of the proposed development;
7. Provide s uch other information as reasona bly m ay be required by the Floodplain
Administrator;
8. Be accompanied by plans and specifications for proposed construction; a nd
9. Be signed by the p ermittee or his authorized agent who mny b e required to submit ev id ence
to indicate such authority.
C. Additional Documenta tion. The particul ar circumsta nces of a d evelopment may require the•
s ubmission of additional documentation and may include one or more of the following:
1. An NFIP E levation Certifica t e signed and sealed by a professional engineer, surveyor, or•
architect is required.
2. A "No-Rise " C ertificate signed and sealed by a professiona l engineer if the work b eing
proposed lies within the regulatory floodway. This certificate mus t be complete d before a
floodplain development permit can be iss ued b y the C ity.
3. Wet flo odproofing certificates for accessory structures used solel y for parking, building
a ccess, or limited st o r age tha t have been d esigned f or the a utomatic entry a nd exit of
floodwater, a nd constructed of flood resistant materials.
4 . If dry floodproofin g is utilized for non-residential structures, a dry floodproofin g
certificate must b e signed and sealed by a professional engineer.
5. Cost analysis for s ubstantial damages I substantial improvem ents
D. Review process. F loodplain Development Permit application review will examine the s ubmitted•
documentation and technical d a ta and determin e the compliance/non-compliance a nd approve or d en y
the application. The r eview process shall be as follows :
1. F loodpla in P ermit Application Package
a.
b.
Rev. 07121120 15
Review s ubmitted documentation for com pleteness a nd required signatures
Examination of plans including s ite info rmation and elevation data
3 124
Formatted: Outline numbered + Level: 1 +
Numbering Style: A, B, C, ... + Start at: 1 +
Alignment: Left + Aligned at: 0" + Inde nt at:
0.25"
Formatted: Outline numbered + Level: 2 +
Numbering Style: 1, 2, 3, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0.5" + I ndent
at: 0 .75"
Formatted: Outline numbered + Level: 1 +
Numbering Style: A, B, C, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0" + Indent at:
0.25"
Formatted: Outline numbered + Level: 2 +
Num be ring Style: 1, 2, 3, ... + Start at: 1 +
Alig nment: Lett + Aligned at: 0 .5" + Indent
at: 0.75"
Formatted: Outline numbered + Level : 1 +
Num bering Style: A, B, C, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0" + Indent at:
0.25 "
Formatted: Out line numbered + Level: 2 +
Num bering Style: 1, 2, 3, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0 .5" + Indent
at: 0.75"
Formatted: Outline numbered + Level: 3 +
Numbering Style: a, b, c, ... + Start at: 1 +
Alignment: Left + Aligned at: 1.13" + I ndent
at: 1.25"
2.
c. Inspection of technical documents including building design plans and
construction m aterials.
d. Identify I Acknowledge other appli cable permits
Approval/ Denia l of P e rmit.
a. Permit Approval. If the permit is found to be in compliance the permit will be •
approved a llowing the a pplicant to proceed in conformance to the informa ti on set
forth in the application.
b. Conditional Approval. T he Floodplain Manager m ay approve a p ermit with
conditions. The conditions will be cl early indicat ed on all records asso ciated with the
approval as will the meth ods u sed to verify the conditions.
c. Permit Denial. If the p ermit does not comply with the floodplain reg ulations then it
will b e denied. The Floodplain Administrator may indicate the major areas of non -
compliance or indicate where cl a rificati on may be required.
E. On-Site Inspection Process. S p ecific and periodic inspecti o ns will be performed to confirm tha t the•
construction and devel o pment are i n a ccordance with the a pproved pe rmit. These in spection s will b e
performed by the F loodplain Ad ministrator or his or her designee. The t iming o f these inspection s are
as follows:
I. Initial Site Ins pection. This inspection will take pl ace prior to permit approval. It will•
verify that the conditions presented in the p ermit a pplication are consistent w ith the actual
g round conditions.
2. Final Ins pection. T hi s ins p ection will t ake place at or near the completion of the project. It
will serve as a final check tha t all construction and development are in accordance with the
approved permit including grading and encr oachments, a nd all building found ations, openings,
elevations, and a nc horing system s.
3. Periodic Inspections. Periodic inspections have no set time o r freq ue n cy. T h ese in spectio n s
will serve to ens ure that properties remain in co mpliance with flo odplain regul a tions, to g u ard
again st unpermitted development, and to identify unpermitted substantial improvements.
F. Enfor ce m ent Actions. Upon recognitions of a v iolation the v iolator will receiv e a verbal notification•
of the violation a nd will b e given a timeframe in wh ich to correct the v iolation. If tbe violation is n ot
corrected within tbe allott ed timeframe a written notification will be sent by certifi ed mail and the
violator will be allotted a prescribed time in which to correct the violation. S hould the viol ation remain
unabated , penalties including issuan ce of a stop work orde r, revocation o f the permit, fin es or a
combination of th ese r e medies will be used, consistent with C ity C od e.
G,A.
Sec. 31-312 Variances.
Variance procedures . Wh ere an appl icati on fo r a noodplain development permit or req uest fo r a variance •
from th e n oodplain management reg ul ations is denied by the Floodpl ain Admin istrator, th e applicant may
apply for suc h fl oodp la in d evelopment permit or variance d irectly to the Board of Adj ust ment.
The Board of Adjus tment sha ll hear and decide appeals when it is all eged that there is an error in
any requirement, decis ion or dete rminati on made by the flo odplain ad m inistrato r in the
enforcement or admin istratio n of thi s anicle. Al so, all applieat-ieRs fer Ele•,·elepmen ~
ll eeEi way shall go befere-tlle BearE! efAEijuskntm l-fer approval.
2 . Any person aggrieved by th e decision of th e Board of Adjustm ent eF-u Ry la~tpay er may appea l
such dec is ion lo the c ircuit coun as provided in C hap ter 89 RSMo., 1986.
Rev. 0 712 1120 15 3 125
Fo r matted: Outline numbered + level: 2 +
Numbering Style: 1, 2, 3, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0.5" + Indent
at: 0.75"
Formatted: Outline numbered + Leve l: 3 +
Numbe ring Style: a, b, c, ... + Start at: 1 +
Alignment: Lett + Aligned at: 1.13" + Indent
at: 1.25"
Formatted: Outline numbered + Level: 1 +
Numberi ng Sty le: A, B, C, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0" + Indent at:
0.25"
Formatted: Ou tline numbered + Level: 2 +
Nu mbering Style : 1, 2, 3, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0.5" + Inden t
at: 0.75"
Formatted: Outline numbered + level : 1 +
Num bering Style: A, B, C, ... + Start at: 1 +
Alignment: Lett + Aligned at: 0" + Indent at:
0.25"
( Formatted: No bullets or numbe ring
Formatted: Inde nt: Lett: 0", Hang ing: 0.5",
Numbered + level: 1 + Numbering Style: A, B,
C, ... + Start at: 1 + Alignment: Lett + Aligned
at: 0" + Inden t at: 0.25"
I &.B.
3 . In passi ng upon suc h appli cation s for variances, th e Board of Adjustment s hall consider all
techn ical data and evaluation s, all relevant facto rs, standa rds spec ified in o ther sections o f thi s
article, and:
a . The danger that materials may be swept onto o ther lands to the inju ry of others;
b. The danger of life and prope rty due to floodin g or eros ion d amage;
c . The su sceptibility of th e proposed facil ity and its conte nts to flood damage and the
effec t of suc h damage o n the individual owner;
d . The importance of the services provided by the proposed faci li ty to the community;
e . The necessity to the facility to a waterfront location, where applicable ;
f. The avai lability of alternative locations, not subj ect to fl ooding or erosion damage , for
the proposed use;
g . The compatibility of the proposed use with existi ng and anticipated deve lopment ;
h. The re lation ship of the pro posed use to th e comprehens ive plan and flood pl ain
management program for that area;
i. The safety of access to the property in times of flood for ordinary and emergency
vehicles;
j . The expected heights, ve locit y, duration , rdte o f ri se and sed im ent tmns port of the fl ood
waters an d th e effects of wave acti on, if applicable, expected at the s ite ; and ,
k. The costs of providing governmental services during and after fl ood conditions ,
including maintenance and repair of public utilities a nd facilities s uch as sewer, gas ,
e lectrical , and water syste ms, and streets and bridges.
Conditi on s fo r variances :
I . Generally, variances may be issued for new construction and substan tial-im provements to b e
erected on a lo t o f one-half acre or less in s ize contiguo us to and s urrounded by lots w ith exist ing
stru ctures constructed below the base flood level, prov iding ite ms 2 throu gh 6 below have been
fully consid ered. As th e lot s ize increases beyond one-half acre, th e technical justification
required for issuing the variance in creases.
2 . Variances may be issued for the reconstruction, rehabilit ati on, or restorati on of structu res listed
on the Nationa l Regi ster of Hi storic Places , the State In ven to ry of Histor ic Places, or local
inventory of hi storic places upon determination provided th e p ro po sed act ivity will not preclud e
the structure 's continued histori c designation .
3 . Variances sh all not be issu ed withi n any designated fl oodway if any increase in flood levels
during th e bas e flood discharge wou ld result
4 . Variances sha ll onl y be issued upo n a d etermi nat ion that the va ri ance is the minimum necessary,
considering th e flood h azard , to afford relief.
5. Variances shall only be issued upon (a) a sh ow in g of good and su fficien t cau se, (b) a
determination that failure to grant the variance wou ld resu lt in exceptional hardship to the
a pplicant, and (c) a determinatio n th at the granting o f a variance wi ll not res ult in increased fl ood
h eights, addition al threats to public safety, extraordi nary public expense, create n uisances, cau se
fra ud on or victimi zation o f th e public, or conflict with existing local laws or ordi na nces.
Rev.Ol/2112 015 3 126
Formatted: I ndent: Left: 0", Hangi ng : 0.5 ",
Numbered + Level: 1 + Numbering Style : A, B,
C, ... + Start at: 1 + Alignme nt: Left + Aligned
at: o· + Indent at: 0.25"
~.
6. A community sha ll no t ify the a ppl ican t in w ritin g over the s ignature of a com mu ni ty offic ial th a t
(I) t he issuan ce of a variance to con struct a structure below base flood level w ill result in
increased premium rates for fl ood ins urance up to a mounts as high as $25 .00 for $100.00 of
ins urance coverage a nd (2) s uc h construct ion be low the base fl ood level increases ris ks to l ife
a nd property. Suc h no tifi cati on sh all be maintained with th e record of a ll vari a n ce act ions as
req u ired by this ordi nan ce.,
Up o n the g r a nting of a varia n ce
+.-I. Any app lican t to w hom a va ri ance is granted s ha ll be given a wri tte n n otice that the cost of fl ood •
in surance will be comm e ns urate with th e increased ri s k res ulting from the reduced lowest fl oor
elevation.
&2. The Board of Adjustmen t may a ttach such condit ions to the granting of vari ances as it deems
necessary to fu rther t he purposes of this a rti cle.
9,3. T h e fl oodpla in ad mini s trato r shall mainta in th e record s o f all a p pea l act ions and report any
va ri a nces to th e fedem l e me rgency management agency upo n request.
F,C. Condition s for Approving Var iances for Accessory Structu res
Any vari a nce gmnted fo r an accessory stru cture shall be decid ed in d ividually based on a case by case
analys is o f t he b ui ld ing's unique c ircums tances. Vari a nces granted s ha ll meet th e fo ll owing con dit ion s as
well as th ose o ther c rite r ia and conditions set fo rth in this a rti cle.
In ord er to m inimize fl ood damages durin g the 100-year fl ood and th e th reat to publi c h ea lth and safety,
the fo ll owing con ditio n s s ha ll be included fo r any va ri ance issued for accessory str uc tures that a re
const ructed at-gmde a nd wet-fl ood proofed.
I . Use of th e accessory structu res must be sole ly for park ing a n d lim it ed storage p urposes in zon e A
only a s identified on the commu ni t y's F lood In s urance Rate Map (FI RM).
2 . Fo r a ny new o r s u bsta ntia ll y damaged accessory structures, t he exterior and interi or bui ld ing
compon en ts and e le me nts (i.e., fo undation , wall frami ng, ext erior a n d in te rior fi ni shes, fl ooring,
e tc .) below th e base fl ood elevatio n , must be buil t wi th flood-resistant ma te ri a ls in accordance
with this ordinance.
3. T h e accessory s truct ures m ust be adequatel y anchored to prevent flo tat ion, collapse, o r latera l
moveme nt of the structure in accordan ce with this ordina nce. All of th e b ui ldi ng's struc tural
compon ents m ust be capable o f res ist ing sp ec ific fl ood-related forces in c lud in g h ydrostatic,
buoyan cy , and hydrodynami c and debris impact forces.
4 . An y mechanical, e lect r ical, or o th er ut il it y equip ment mus t be located a mi n imu m of o ne foot
above the base flo od elevation or fl oodproofed so that they a re contain ed within a watertig ht,
fl ood proo fed e nclosure that is capable of resistin g d amage du ri ng fl ood con d itio ns in accorda n ce
with Article 4 , Sect io n A (4)(d ) o f thi s ordi nan ce.
5 . T h e accessory st ruct ures must meet a ll Nat iona l Flood Insurance Program (NFIP) openi ng
requi remen ts. T he NFIP req u ires th at e n clos ure or fo un dat ion wa ll s, s ubject to th e 100-year
fl ood , contain o pe nin gs that w ill permit th e a u to ma tic entry and exit of fl oodwaters in
accordance with this ord inance.
6. T h e accessory structu res mus t com ply w ith the fl ood p lai n man ageme nt flood way enc roach men t
prov is io ns of this o rdi n ance. No variances may be issued for accessory st ructures wi th in any
designa ted floo d way, if a ny increase in fl ood levels wo uld result during th e 100-ycar fl ood .
7 Eq u ipmen t, machinery, or other con tents must be protected from any flood damage.
Re v. 0712 1/20/5 3 127
( Formatted: Striketh ro ugh
Formatted: Outline numbered + Level: 1 +
Num bering Style: A, B, C, ... + Start at: 3 +
Alignment: Left + Aligned at: 0" + I ndent at:
0.25"
Formatted: Indent: Left : 0.5", Hanging:
0.5", Ou tl ine numbered + Level: 2 +
Numbering Style: 1, 2, 3, ... + Start at: 1 +
Alignment: Left + Alig ned at: 0.5" + Indent
8. No disaster relief assistance under any program administered by any Federal agency shall be paid
for any repair or restoration costs of the accessory structures.
9. A community shall notify the applicant in writing over the signature of a community official that
(I) the issuance of a variance to construct a structure below base flood level will result in
increased premium rates for flood insurance up to amounts as high as $25.00 for $100.00 of
insurance coverage and (2) such construction below the base flood level increases risks to life
and property. Such notification shall be maintained with the record of all variance actions as
required by this ordinance.
10. Wet-tloodproofing construction techniques must be reviewed and approved by the community
and prepared by a registered professional engineer or architect prior to the issuance of any
floodplain development permit for construction.
See. 31 311. Fleedplaia Develepmeat Permits.
Fleedplaia Qecelepmeat PeRHit Required. A fleedplaia de elepmeat permit shall lJe FequiFed fer all
prepesed eeastRtetien er ether de ·elepmeal; iaeludiag the plaeemeat ef m&Hufaetufed hemes. ~Ia person.
firm. eerpeFBtien; er uait ef ge eRHBent shall iaiti&te ~ de • elepment er sulJst&Rtial impre, ement er
eause the same te lJe dane n itheut first elJt&ining a sepiHUte fteedplaia de, elepmeRt peRHit fer eaeh
stRieture er ether deYelepmeat.
B. Applieatien Fer Fleedplain Qe·telepmeat PeRHit. Te elJt&ia a tleedplaiH de • elepmeat peRHit. the
applie&Ht shall first file an applieatien in writing en a feRH fumished fer that purpese. e e~· Aeedplain
de • elepmeat permit applieatiea shall:
I. QeserilJe the ltmd ea "hieh the prep a sed werlE is te lJe deae lJy lel; lJleelE and trael; hettse and
str-eet addFess. er simil&r deseriptiea that n ill readil) ideRtif} &Hd speeifieall) leeate the prepesed
stRJeture er werlE;
l. ldeHtif} and deserilJe the n erl£ te lJe ee, ered B) the Aeedplain de • elepmeat permit;
3. lndieate the use er eeeup&HB) fer n hieh the prepesed n eriE is mteaded;
4. lndieate the B:Ssessed c&lue efthe strueture and the fair market calue efthe impre cement;
§. 8peeif} .. &:tether decelepment isleeated in desigaated Aeed fi:inge er Aeedna);
ti. ldeatif} the enistiag ease Aeed ale atiea aad the ele"&tiea efthe prepesed de elepmeat;
7. Gi·te sueh ether infermetiea 89 reB:SeaalJl) may lJe required ey the Fleedplaia ,'\dmiaistrater;
8. Be aeeempanied B)' plaRs BREI speeifieatieas fer prepesed eeastRietiea; aad
9. Be signed lJ) the peRHittee er his atttherti!ed ageat whe may lJe Fequired te sue mit e • ideaee te
iadieate stteh autllerit).
Set. 31-313. Other Administrative Requirements.
A. Record Keeping. AU records for floodplain development must be retained for future reference.
These records will be scanned and digitally stored with the City of Jefferson. These records include but
are not limited to the following:
Rev. 0712112015 3128
I. Floodplain development applications I permits
2. NFIP elevation certificates
3. "No-Rise" certifications
4. AU NFIP reports and correspondence
5. Other local, State and Federal permits/certifications/correspondence/etc.
B. Investigation of Complaints. The Floodplain Administrator or his or her designee will investigate
complaints within one week of receiving the complaint The investigation will document the findings in a
format determined by the Floodplain Administrator that is appropriate to the nature of the violation.
C. Administrative Forms. The Floodplain Administrator shall periodically review and update as
necessary all forms associated with the management of the floodplain regulations. The forms will be
kept by the Floodplain Administrator. The forms Include the following:
I. Pre and Post-Construction Wet Floodproofing Structural Certification
2. Pre and Post-Construction Floodproofing Certification
3. Pre and Post-Construction Certification Opening in Foundation Walls
4. NFIP Elevation Certificate
5. Pre and Post-Construction Floodproofing Certification Form for Pressured and
Flammable Liquid Tanks
6. Engineering "No-Rise" Certificate
7. Floodplain Development Application
8. Owner Certification
9. Other documents as may be necessary
D. Damage Assessment The Floodplain Manager or his or her designee shall conduct damage
assessments of properties inundated by floods or major rainfall events. The assessments shall include
the following:
I. Compile a listing of all flood damaged structures
2. Inspect each structure to determine extent of damages
3. Make a detailed list of damages, such as foundations, basements, floon, walls, cabinets,
built-in appliances, HV AC equipment, roofs, and any other flood related damage that can be
determined
4. Estimate total damage cost for each facility
5. Using the assessed values of the structure only (not including land value) obtained from the
Cole County Assessor, make a determination of substantial damage by comparing cost of
repair to assessed value of the structure
6. Follow the Floodplain Development permit procedures In processing all applications for
repair and/or construction
E. Map Appeals and Revisions. The Floodplain Administrator will facilitate access to the FEMA
maintained digital mapping system for all Letter of Map Amendment (LOMA) sod all Letter of Map
Revision (LOMR) documents.
Rev. 0712l/2015 3129
F. Floodplain Maps and Flood Data. The Floodplain Administrator sbaU maintain a set of ftoodplain
maps for administrative purposes as weD as assisting in the accessing of digital mapping information.
G. Unnumbered A Zones. The Floodplain Administrator shall be aware of areas that are susceptible to
ftooding including unnumbered A Zones and other unmapped areas. The Administrator will determine
Rood elevations of these areas through the use of the City of Jefferson Stormwater Master Plan and
other applicable Federal and State data as may be appropriate.
H. FEMA Biennial Reports. The Biennial Report form will be completed and returned to FEMA
within 30 days of receipt. Copies of the Biennial Report along with the supporting documentation will
be scanned and digitally stored with the City of Jefferson.
Sees. 31~14-31-319 Reserved.
Rev. 07121/2015 3130
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
TO:
THROUGH:
FROM:
DATE:
RE:
MEMORANDUM
Public Works and Planning Committee
Sonny Sanders, Director of Planning and Protective Services_A))
David Grellner, Environmental Health Manager ~ Q ,
November 30,2017
Yard Waste Facility Survey Staff Report
The current yard waste drop off and compost site facility contract will be coming to an
end on October 31, 2018. The current contract is with All Season Landscaping located at
2417 Southridge Drive. The Department of Planning and Protective Services staff has
been preparing a new request for proposal for the new contract which will begin on
November 1, 2018. The new contract will be for one year from the date of award with up
to four ( 4) additional one year renewal periods. This is the same time frame the current
contract is with All Season Landscaping.
In preparation for the request for proposal the Department of Planning and Protective
Services staff has been conducting a yard waste facility survey to find out the needs of
the citizen of Jefferson City for yard waste disposal. A website survey was created and
citizens were notified by a press release and post cards regarding the survey. At this
time the Department of Planning and Protective Services has received approximately
850 responses to the survey. Attached to this staff report are survey responses to yard
waste disposal in Jefferson City. Some of the results are as follows:
• Of the 643 people who answered "yes" that they used the yard waste facility,
approximately 60o/o use the facility 1-4 times per year.
• The most popular material brought to the yard waste facility is brush and leaves.
• Approximately 90o/o found the location to be adequate and easily accessible for
dropping off yard waste material.
• Approximately 67o/o of citizens would like the yard waste drop-off to remain free
of charge.
• The most popular time of year for using the facility was fall, followed by spring.
• Weekends are the most popular time citizens are using the facility.
Additional comments were also received with the survey. The most popular comments
were:
• Citizens like that Jefferson City has a location to dispose of yard waste because
this prevents illegal dumping of yard waste.
• A majority of citizens would like the service to remain free.
• Citizens are interested in a curbside yard waste pick-up option.
• Some citizens were not aware of the site, so requested more advertising of the
facility.
• Most citizens that responded are satisfied with the current operating hours.
Also in preparation for the request for proposal staff has conducted an onsite visit to the
current yard waste facility operated by All Season Landscaping. The onsite visit purpose
was to gather information regarding the current operation of the facility and find out
from the contractor what issues or concerns are currently at the facility and to also
evaluate the usability of the facility by citizens.
Staff has been reviewing submitted monthly reports by the contractor on the number of
patrons using the facility and the cubic yards of yard waste material that has been
brought to the facility. The average number of patrons using the facility per month in
2016 and 2017 is 1,730 patrons with the highest usage months being in the fall. The
average cubic yards of waste (grass clipping, leaves, and brush) brought to the facility in
2016-2017 was 25,488 cubic yards.
11/30/2C•17 City of Jefferson Ya rd Waste Drop Off and Compost Facility Survey 2017 -Responses I SurveyMonkey
City of Jefferson Yard Waste Drop Off and
Compost Facility Survey 2017
Ql
Do yo u curre nt ly use the yard was te drop-off and compost
site in Jefferson City?
Answe red : 851 Skipped : 0
Yes
No -(Please
skip to ...
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ANSWER CHOICES RESPONSES
Yes 75.56%
No -(Please skip to question 10) 24.44%
TOTAL
Q2
643
208
851
W hi ch of follow ing best descri bes how often you use the
Jefferson City Yard Waste Drop -off and Compost Facility ?
Answered: 722 Skipped: 129
I have never
used the ...
1-4 times a
year
Once a month
More than once
a m onth
0 % 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ANSWER CHO ICES RES P ONSES
Sha re link https://www.s urveymonkey.com/re 8 @} SHARE SETTINGS
https://www.surveymonkey.com/re sults/SM -MHRRBBV28/
851 responses
1/5
1/30/2017
Share Link
City of Jefferson Yard Waste Drop Off and Compost Facility Survey 2017 -Responses I SurveyMonkey
1v1o re tnan once a montn IU>1
TOTAL 722
Q3
What material do you most often bring to th e yard waste
drop-off and compost fac i lity?
Answered: 670 Skipped: 181
Leaves
Grass Clippings
Wood-chips/Brus
h
Unflocked
Christmas Trees
All of the
above
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ANSWER CHOICES
Leaves
Grass Clippings
Wood-c hips/Brush
Unflocked Christmas Trees
All of the above
TOTAL
Q4
How friendly is the staff?
Answered: 668 Skipped: 183
Extremely
fri endly
Very friend ly
Somewhat
frien dly
Not very I
frien dly
RESPO NSES
28.66%
10.30%
35.97 %
1.34%
23.73%
192
69
241
9
159
670
https://www.surveymonkey.com/results/SM-MHRR8BV28/
851 responses
2/5
11/30/2017
Share Link
City of J efferson Ya rd Waste Drop Off and Compost Facil ity Survey 2017-Responses 1 SurveyMonkey
ANSWER CHO ICES RESPONSES
Extremely friendly 35.93% 240
Very friendly 43.86% 293
Somewhat friendly 16.32% 109
Not very friendly 2.54% 17
Not at all friendly 1.35% 9
TOTA L 668
QS
Which of the following best desc r ibes what t i me you most
often use the yard waste drop -off and compost fac ili ty?
Mark al l that apply.
Answered: 668 Skipped: 183
Weekday
Morn ings
Weekday
Evenings
Weekends
Weekends only
0% 10% 20'% 30% 40% 50% 60% 70% 80% 90% 100%
ANSWER CHOICES RESPONSES
Weekday Mornings 27.84% 186
Weekday Evenings 33 .53 % 224
Weekends 62.28% 416
Weekends only 17.07% 114
TotalRespondcnts:668
Q6
Do you like th e current location of the facility?
Answered: 666 Skipped: 185
Yes
T ..... "1 G+ Share
htt ps://www.surveymonkey.com/results/SM -MH RR8BV28/
851 responses
3/5
11 /30/20 17
Share Link
City of Jefferson Yard Waste Drop Off and Compost Facility Survey 2017 -Resp onses 1 SurveyMonkey
ANSWER CHOICES
Yes
No
TOTAL
Q?
RESPONSES
88.14%
11.86%
587
79
666
Do you find th e f ac ility l ocation to be access ibl e and easy
to use?
Answered: 669 Skipped: 182
Yes
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 10 0 %
ANSWER CHOICES RESPONSES
Yes 93.27% 624
No 6.73% 45
TOTAL 669
QS
Th e fa cility is currently free for City re sid ents . Wou ld yo u
continue to use th e f acility if there was a sma ll f ee ?
Answered: 673 Ski pped: 178
Yes
No
0% 10% 20% 30% 40% SO% 60% 7 0 % 8 0% 90% 100%
ANSWER CHOICES RESPONSES
Yes 33.28% 224
https://www.surveymonkey.com/results/SM-MHRR8BV28/
851 resp onses
4/5
11/30/2017
Shar e Link
C ity of Jeffer son Yard Waste Drop Off and Compost Facility Survey 2017-Responses 1 SurveyMonkey
Q9
What time of year do you most often use the facility? Mark
all that app ly.
Answered: 669 Skipped: 182
Spring (March,
April, May)
Summer (June,
July, August)
Fall
(September, ...
Winte r
(December, ...
0% 10% 20% 30% 40% 50% 60% 70 % 80 % 90% 100%
ANSW ER CHOI CES RES PONSES
Spring (March, April, May) 63.23 %
Summer (June, J uly, August ) 44.25%
Fall (September, October, November) 83.1 1%
Winter (December, January, February) 14.35%
Tot al Res ponde nts:669
QlO
423
296
556
96
Are t here any other suggest ions or commen t s you wo u l d
li ke to add?
Answe red : 500 Skipped: 351
Powered by 1'\ SurveyMonkey
Check out our sample su rveys and cr eate you r ow n now!
https://www.survey monkey.co m/r esu lts/SM-M HRR8BV281
851 responses
5/5
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
MEMORANDUM
TO: Public Works and Planning Committee
THROUGH: Sonny Sanders, Director of Planning and Protective Services
FROM: Jayme Abbott, Neighborhood Services Manager
DATE: December 1, 2017
RE: CDBG 2018 Policy and Procedures Manual
Attached is a draft CDBG 2018 Policy and Procedures Manual. The CDBG program is
administered in accordance with federal regulations contained in Title 24 CFR Part 570,
and while the Policy and Procedure Manual is not a replacement for applicable federal
law, it does provide a format to inform clients and guide staff on proper administrative
procedures to follow, guidelines on federal compliance requirements, financial and
administrative procedures, eligibility and application requirements for homeowner
support and demolition programs.
In accordance with Article IV, Chapter 25 of the City Code, a Policy and Procedure
Manual is to be adopted annually by resolution prior to the CDBG program year. The
CDBG 2018 Policy and Procedures Manual will be included on the December 18, 2017,
Council Agenda for consideration of adoption via resolution.
COMMUNITY DEVELOPMENT BLOCK GRANT
2018 Policy and Procedures Manual
Department of Planning and Protective Services
Redevelopment and Grants Division
City of Jefferson, MissoW'i
December 2017
1
CITY OF JEFFERSON
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
REDEVELOPMENT AND GRANTS DIVISION
Staff
Sonny Sanders , AICP, Director
Jayme Abbott, Neighborhood Services Manager
Neighborhood Services Specialist
Kelly English, Neighborhood Services Assistant
Physical Address:
John G. Christy Municipal Building
320 E. McCarty Street
Jefferson City, MO 65101
Office Hours: 8:00AM-5:00PM
Phone: (573) 634-6410
Fax: (573) 634-6457
Website: www .jeffersoncitymo .gov
2
ssanders@ jeffcitymo .org
jab bott@j effc itymo . org
kenglish@j effcitymo . org
Table of Contents
INTRODUCTION .................................................................................................................................................................. 4
CIIAPTER 1: CDB<; I~LEMENTATION PROCESS .................................................................................................... 9
STEP 1-SUBMIT CONSOLIDATED PLAN & DETERMINE PROGRAM DELIVERY ............................................................. 9
Consolidated Plan/Action Plan ............................................................................................................................ 9
Program Delivery Method ................................................................................................................................. 10
STEP 2-NATIONAL OBJECTIVE ............................................................................................................................... 11
STEP 3-ELIGIBLE ACTIVITIES ........................................................................................................................ 16
STEP 4-COMPLY WITH OTHER FEDERAL REQUIRE1.1ENTS ..................................................................... 18
Environmental Review ....................................................................................................................................... 18
Fair Housing, Accessibility, and Equal Employment ......................................................................................... 18
Procurement ....................................................................................................................................................... 21
Contract Management ........................................................................................................................................ 23
Labor Standards ................................................................................................................................................. 28
Acquisition and Relocation ................................................................................................................................ 29
STEP 5-ADDRESS FINANCIAL AND ADMINISTRATIVE REQUIREMENTS ................................................................... 30
A. Administration & Planning ...................................................................................................................... 30
Calculating Planning and Administration Cap .................................................................................................. 31
B. Timely Distribution ofFunds .................................................................................................................... 31
C. Program Income ....................................................................................................................................... 32
D. Uniform Administrative Requirements ..................................................................................................... 32
E. Audit Requirements .................................................................................................................................. 32
F. Citizen Participation ................................................................................................................................. 33
G. Record Retention Period .......................................................................................................................... 33
H. Internal Controls ...................................................................................................................................... 33
I. !DIS Draws ............................................................................................................................................... 34
J. Equipment Management and Disposition ................................................................................................. 34
STEP 6-ENTER RESULTS INTO IDIS ........................................................................................................................ 35
STEP 7-REPORT AND MONITOR PROGRESS ............................................................................................................ 36
Calendar ofEvents ............................................................................................................................................. 36
Monitoring of Sub recipients .............................................................................................................................. 37
CIIAPTER 2: HOMEOWNER SUPPORT PROGRAMS ................................................................................................ 38
Section 1: Homeowner Support Program .......................................................................................................... 38
A. ELIGIBILITY & ASSISTANCE AMOUNTS .............................................................................................. 38
B. Income ...................................................................................................................................................... 39
C. Repayment. ............................................................................................................................................... 40
D. Eligible Costs ............................................................................................................................................. 40
E. Ineligible Costs .......................................................................................................................................... 41
F. Work Write Up .......................................................................................................................................... 42
G. Change Orders .......................................................................................................................................... 42
H. Contractors and Bid Process ..................................................................................................................... 43
I. Non-Performing Contractors .................................................................................................................... 43
J. Contractor Selection ................................................................................................................................. 43
K. Owner-Contractors ................................................................................................................................... 44
L. Time Frames for Contracts ........................................................................................................................ 44
M APPLICATION PROCEDURES ............................................................................................................... 44
SECTION 2: DOWN PAYMENT ASSISTANCE ................................................................................................. 48
A. Eligibility & Assistance Amounts ............................................................................................................. 48
Section 3: Grant Cancellation ........................................................................................................................... 51
CIIAPTER 3: DEMOLITION ............................................................................................................................................. 53
Table 1 Organizational Chart ............................ , ................................................................................................ 54
3
INTRODUCTION
The Housing and Community Development Act of 1974 (HCDA), authorized HUD to create the
Community Development Block Grant (CDBG) Program. The program seeks to provide decent
housing, a suitable living environment, and expand economic opportunities for low and moderate
mcome persons.
The City of Jefferson receives a yearly distribution for the CDBG entitlement program. The
entitlement programs are for cities in metropolitan areas over 50,000 in population, designated
principal cities of metropolitan statistical areas or urban counties with more than 200,000 people.
The grant amounts are determined by the higher of two formulas: Data based on overcrowded
housing, population and poverty; or Data based on age of housing, population growth lag, and
poverty.
This policies and procedure manual is intended as guidance for the City of Jefferson's CDBG
program, and is not meant to be a substitute for federal regulations. The federal CDBG program
regulations can be found in Title 24 of the Code of Federal Regulations (CFR) Part 570.
This manual is effective January 1, 2018 and will remain in effect until updated or replaced. It
can be revised to meet changes in federal regulations, actions of the City Council or to meet
administrative needs upon approval.
4
Key Def"mitions
24 CFR Part 85 (the Common Rule): This rule provides that the grantee shall take affirmative
steps to encourage contracting with small minority and female owned business enterprises when
possible as sources of supplies, equipment, construction, and services.
Action Plan: An annual update to HUD regarding the Consolidated Plan.
Consolidated Plan: The Consolidated Plan is prepared by the grantee in accordance with 24
CFR Part 91, and describes needs, resources, priorities and proposed activities to be undertaken
with respect to CDBG program. An approved Consolidated Plan is one which has been approved
byHUD.
Contractors: A contractor is an entity paid with CDBG funds in return for a specific service
(e.g., construction). Contractors must be selected through a competitive procurement process
based on the City's procurement standards.
Copeland Anti-Kickback Act: Makes it a criminal offense for a person to induce anyone
employed in the construction, completion, or repair of any public building, public work, or
building, or work financed in whole or in part by loans or grants from the United States, to give
up any part of the compensation to which the employee is otherwise entitled. The Act also
regulates payroll deductions, specifies methods of paying wages to covered employees, and
requires the submission of weekly payrolls in conjunction with statements of compliance by all
contractors in a format that meets the requirements of29 CFR Section 5.5.
Davis-Bacon Act: The Act is triggered when construction work over $2,000 is financed in
whole or in part with CDBG funds. It requires that workers receive no less than the prevailing
wages being paid for similar work in the same area.
Draw down: Refers to the process of requesting and receiving CDBG funds. Grantees draw
down funds from a line of credit established by HUD, while sub recipients draw down funds
from the grantee.
Executive Order 11063: This Executive Order provides that no person shall be discriminated
against on the basis of race, color, religion, sex, or national origin in housing and related
facilities provided with Federal assistance and lending practices with respect to residential
property when such practices are connected with loans insured or guaranteed by the Federal
government.
Executive Order 11246: This Executive Order applies to all federally assisted construction
contracts and subcontracts. It provides that no person shall be discriminated against on the basis
of race.
5
Executive Order 11259: This Executive Order provides that the administration of all Federal
programs and activities relating to housing and urban development be carried out in a manner to
further housing opportunities throughout the United States.
Grantee: Each entitlement community, or grantee, administers its local CDBG program in
accordance with program requirements.
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 groups of related or
unrelated persons who share living arrangements.
Income: Grantees may select any of three definitions of income: (1) Annual income as defined
under Section 8; (2) Annual income as reported under the Census long form; or (3) Adjusted
gross income as defined by the IRS Form 1040.
Limited Clientele: Persons (or groups of persons) who are presumed to be principally LMI,
according to HUD. These include: abused children, battered spouses, elderly persons (age 62 and
over), adults meeting the Bureau of the Census' definition of severely disabled, homeless
persons, illiterate adults, persons living with AIDS, and migrant farm workers.
Low and Moderate Income: Low and moderate income (LMI) means family or household
annual income less than the Section 8 Low Income Limit, generally 80% of the area median
income, as established by HUD.
Low-Income Household/Family: A household/family having an income equal to or less than
the Section 8 Very Low Income limit (50% of the area median income) as established by HUD.
Moderate-Income Household/Family: A household/family having an income equal to or less
than the Section 8 Low Income limit (80% of area median income) established by HUD, but
greater than the Section 8 Very Low Income Limit (50% of area median income) established by
HUD.
Restoration Act of 1987: This Act restores the broad scope of coverage and clarifies the
application of the Civil Rights Act of 1964. It also specifies that an institution which receives
Federal financial assistance is prohibited from discriminating on the basis of race, color, national
origin, religion, sex, disability, or age in a program or activity which does not directly benefit
from such assistance.
Section 109 of Title 1 of the Housing and Community Development Act of 197 4: This
section of Title 1 provides that no person shall be excluded from participation (including
employment), denied program benefits, or subject to discrimination on the basis of race, color,
national origin, or sex under any program or activity funded in whole or in part under Title I of
the Act.
6
Section 3 of the Housing and Urban Development Act of 1968, as amended: Requires the
provision of opportunities for training and employment that arise through HUD-financed projects
to lower-income residents of the project area, to the greatest extent feasible and consistent with
Federal, State and local laws and regulations. Also required is that contracts be awarded to
businesses that provide economic opportunities for low-and very low-income persons residing in
the area. Amendments to Section 3 in 1992 included requirements for providing these
opportunities in contracts for housing rehabilitation, including lead-based paint abatement, and
other construction contracts.
Section 109 of Title I of the Housing and Community Development Act of 1974: Requires
that no person shall be excluded from participation in, be denied the benefits of, or be subjected
to discrimination under any program or activity funded with CDBG funds on the basis of race,
color, religion, national origin, or sex.
Section 504 of the Rehabilitation Act of 1973: It is unlawful to discriminate based on disability
in federally assisted programs. This section provides that no otherwise qualified individual shall,
solely by reason of his or her disability, be excluded from participation (including employment),
denied program benefits, or subjected to discrimination under any program or activity receiving
Federal funding assistance. Section 504 also contains design and construction accessibility
provisions for multi-family dwellings developed or substantially rehabilitated for first occupancy
on or after March 13, 1991.
Sub recipient: An entity that assists the grantee to implement and administer its program. Sub
recipients are generally nonprofit organizations that assist the recipient to undertake one or more
activities on behalf of the grantee, such as a home rehabilitation. Sub recipients are also referred
to as sub grantees.
The Age Discrimination Act of 1975: This Act provides that no person shall be excluded from
participation, denied program benefits, or subject to discrimination on the basis of age under any
program or activity receiving Federal funding assistance. Effective January 1987, the age cap of
70 was deleted from the laws. Federal law preempts any State law currently in effect on the same
topic including: KRS 18A.140; KRS 344.040; 101 KAR 1:350 Paragraph 11; 101 KAR 1:375
Paragraph 2(3); 101 KAR 2:095 Paragraphs 6 and 7.
The Americans with Disabilities Act of 1990 (ADA): This Act modifies and expands the
Rehabilitation Act of 1973 to prohibit discrimination against "a qualified individual with a
disability" in employment and public accommodations. The ADA requires that an individual
with a physical or mental impairment who is otherwise qualified to perform the essential
functions of a job, with or without reasonable accommodation, be afforded equal employment
opportunity in all phases of employment. Kentucky adopted this Act in 1992 with the enrollment
and passage of Senate Bill 210.
7
The Equal Employment Opportunity Act: This Act empowers the Equal Employment
Opportunity Commission (EEOC) to bring civil action in Federal court against private sector
employers after the EEOC has investigated the charge, found "probable cause" of discrimination,
and failed to obtain a conciliation agreement acceptable to the EEOC. It also brings Federal,
State, and local governments under the Civil Rights Act of 1964.
The Fair Housing Amendment Act of 1988: This Act amended the original Fair Housing Act
to provide for the protection of families with children and people with disabilities, strengthen
punishment for acts of housing discrimination, expand of the Justice Department jurisdiction to
bring suit on behalf of victims in Federal district courts, and create an exemption to the
provisions barring discrimination on the basis of familial status for those housing developments
that qualify as housing for persons age 55 or older.
The Housing for Older Persons Act of 1995 (HOPA): Retained the requirement that the
housing must have one person who is 55 years of age or older living in at least 80 percent of its
occupied units. The Act also retained the requirement that housing facilities publish and follow
policies and procedures that demonstrate intent to be housing for persons 55 and older.
The Immigration Reform and Control Act (IRCA) of 1986. Under IRCA, employers may hire
only persons who may legally work in the U.S., i.e., citizens and nationals of the U.S. and aliens
authorized to work in the U.S. The employer must verify the identity and employment eligibility
of anyone to be hired, which includes completing the Employment Eligibility Verification Form
(I-9).
The Uniform Guidelines on Employee Selection Procedures adopted by the Equal
Employment Opportunity Commission in 1978: This manual applies to employee selection
procedures in the areas of hiring, retention, promotion, transfer, demotion, dismissal and referral.
It is designed to assist employers, labor organizations, employment agencies, licensing and
certification boards in complying with the requirements of Federal laws prohibiting
discriminatory employment.
The Vietnam Era Veterans' Readjustment Act of 1974 (revised Jobs for Veterans Act of
2002): This Act was passed to ensure equal employment opportunity for qualified disabled
veterans and veterans of the Vietnam War. Affirmative action is required in the hiring and
promotion of veterans.
Title VI of the Civil Rights Act of 1964: This Act provides that no person shall be excluded
from participation, denied program benefits, or subject to discrimination based on race, color,
and/or national origin under any program or activity receiving Federal financial assistance.
Title VIII of the Civil Rights Act of1968 (The Fair Housing Act): This Act prohibits
discrimination in housing on the basis of race, color, religion, sex and/or national origin. This
law also requires actions which affirmatively promotes fair housing.
8
CHAPTER 1: CDBG IMPLEMENTATION PROCESS
The following provides an overview of the framework in which the City must make decisions
concerning activities and/or organizations to fund under the CDBG program.
• Submit Consolidated Plan & Determine Program Delivery
• Select Activities Meeting National Objective
• Select Eligible Activities
• Comply With Other Federal Requirements
• Address Financial And Administrative Requirements
• Enter Results Into IDIS
• Report & Monitor Progress
STEP 1 -SUBMIT CONSOLIDATED PLAN & DETERMINE PROGRAM DELIVERY
CONSOLIDATED PLAN/ACTION PLAN
The process of completing the Consolidated Plan (and annual Action Plans) helps the City to
determine what activities to fund in the coming year.
The Consolidated Plan is a plan of five years in length, which describes the community
needs, resources, priorities, and proposed activities to be undertaken under CDBG program.
Each year, the City must submit an update to HUD, referred to as an Action Plan. The Action
Plan describes the specific planned uses for CDBG.
The Consolidated Plan includes the following:
1. A description of the entity responsible for overseeing the development of the
Consolidated Plan and a description of the process undertaken to develop the plan;
2. A housing and homeless needs assessment;
3. A housing market analysis;
4. A strategic plan; and
5. A one-year Action Plan.
9
The following is a time line of the Consolidated Plan to ensure timeliness and accuracy.
• Pre-Public Hearing regarding the development of the Consolidated/ Action Plan shall
be held sometime in June.
• End of September, Public Hearing is held regarding the proposed
•
•
Consolidated/ Action Plan. Copies of the proposed Consolidated/ Action Plan will be
made available for public Review. The 30 day public comment period begins the day
after the public hearing is held.
Present the draft plan to the Public Works and Planning Committee and City Council.
The Plan shall be approved by Council via Resolution.
The Consolidated/ Action Plan is due to HUD November 15'h* .
Since FY 2015, HUD has issued CPD Notices, concerning grantees' submission of Action Plans
for funding under the CDBG, HOME, ESG and HOPW A programs. These notices instructs
grantees not to submit their Action Plans or new 3-5 year Consolidated Plans until an
appropriations bill has been enacted and HUD has notified grantees of their actual allocation
amounts under the four formula programs. HUD field offices have been instructed to disapprove
as substantially incomplete any Action Plan that contains estimated grant amounts.
PROGRAM DELIVERY METHOD
The City (grantee) is responsible for ensuring that CDBG funds are used in accordance with all
program requirements. The use of designated public agencies, sub recipients, or contractors does
not relieve the grantee of this responsibility. The grantee is also responsible for determining the
adequacy of performance under sub recipient agreements and procurement contracts and for
taking appropriate action when performance problems arise.
Before disbursing funds to any organization that is carrying out CDBG activities on behalf of the
grantee as a sub recipient, a written agreement must be executed. The CDBG regulations
stipulate that certain requirements be included in all written agreements with sub recipients.
Written agreements must remain in effect for the length of time that the sub recipient has control
over any CDBG funds, including program income. However, it is good practice to update sub
recipient agreements annually to ensure the agreements are current with regulations and
requirements. This process also allows an opportunity to revisit and clarify problem areas or
ISSUeS.
10
In order to use HUD funds, the project must meet a National Objective. They are the following.
National Objective
The LMI national objective is the primary national objective because the statute requires that
grantees expend 70% of the CDBG funds to meet the LMI national objective.
LMI Calculation Example:
Total entitlement grant amount:
Less actual planning and admin (up to 20% ):
Equals amount subject to LMI calculation:
Multiplied by 70 percent:
Equals minimum to benefit LMI:
Amount subject to LMI calculation:
Less LMI minimum:
Equals maximum slum/blight and urgent needs allowable activities:
11
$225,000
($45,000)
$180,000
X0.70
$126,000
$180,000
($126,000)
$54,000
A) 51% Low and Moderate Income
At least 51% or more of the persons and families benefiting must be low and moderate-income
(LMI) for public projects and public facilities and 100% LMI for housing activities. LMI can be
determined by HUD census data or by conducting a survey. LMI is generally calculated on an
area basis, meaning either the entire jurisdiction of the City or a defined targeted area within the
City must be at least 51% LMI.
1. To be counted as a beneficiary of a project, LMI documentation must be obtained.
2. For every separate activity funded under the same project, there must be 51% LMI or
the removal of slum and blight achieved.
3. For the purposes of determining eligibility, all persons and families must be counted.
For the purposes of determining the amount ofCDBG funding, all households must be
counted.
4. A project may not be designed to benefit moderate-income persons to the exclusion of
low-income persons.
5. HUD's Section 8 program income guidelines (as modified by the Housing and
Community Development Act of 1987) shall be used to define low and moderate-
income for the CDBG Program. The annual income limits are available from
http ://www.hudus er.org/portal/. If HUD has not published the applicable year's limits,
then the community may use the previous year in order to begin the survey work.
6 . "Income" should be viewed as a family's total adjusted gross income. Any person that
belongs to an LMI family is considered an LMI person. Request a copy of the direct
beneficiaries IRS Form 1040 or other equivalent income statements.
7. To calculate the LMI percentage, divide the number of LMI persons by the total
number of persons benefiting; and divide the number of LMI families by the total
number of families benefiting. Both calculations must equal or exceed 51%. You may
not round up to achieve 51%. The HUD census data is only available in the number of
LMI persons. Therefore, in order to arrive at the correct number of LMI families , divide
the number of persons by 2.48, which is the state average household size.
8. If you choose to survey for eligibility, there are three categories of income to report:
80% of the county's median income; 50% of county's median income; and, 30% of the
county's median income. Eligible persons and families are all those below 80% of
median income. The terminology may differ for the three categories but the percentages
are the same. You may see: moderate-low-very low; or low-very low-extremely low; or
low-very low-30% of median. It is important to distinguish the categories for the
reporting purposes and not to eliminate any from the survey instrument sample.
9. It is the activity that will often provide the indication of who benefits. The availability
of exact census data will determine whether census or survey may be used. In the
CDBG program, an applicant determines the project to be either: area-wide benefit, or a
12
target-area benefit. Secondly, the applicant indicates the method of LMI eligibility:
census, survey, job-creation, or limited clientele.
10. The application may be an area-wide benefit if the activity benefits an entire city,
county, township, or enumeration district, either 2006-2010 American Community
Survey or survey may be used to determine LMI benefit. Please note that the census
data provided by HUD sometimes differs from the U.S. Census Bureau in terms of
income and the total number of persons and families in a given area. City may only
accept the HUD data as valid.
11. If the activities proposed in an application only benefit a portion of the community,
then a target-area benefit would be relevant. Most often, surveys are required to gain
eligibility here. Census data by tract or block group may be used if the beneficiaries
exactly match the tracts or block groups (and the entire block group data must be used).
12. If one activity benefits the entire community (such as water or wastewater treatment)
and another activity that benefits only a section of the community (such as water
distribution or wastewater collection) then the treatment activity must represent the
majority of the project costs in order to use an area-wide benefit with census data.
13. Surveys are used to apply accurate information to an area that is not covered by census
information, or to provide updated information to an area that has changed in the
number of persons and their income level during the decade for which the census is
valid. There is a methodology applied to surveys intended to support CDBG eligibility
and there is a time limit in which those surveys may be valid.
14. There are two options for surveys: 100% solicitation (census) or random.
15. For the first option, applicants must solicit 100% of the proposed beneficiaries. The
survey response percentage is 80%. (This is only allowed when the project area
contains 200 or fewer families). For larger surveys, applicants are required to perform
a random survey.
16. A random survey requires a smaller sample to be surveyed, but requires that specific
residences (chosen at random by CDBG) be surveyed. The survey response rate is 80%
of the residences surveyed. A random survey is required if the service area contains
more than 200 families. Contact CDBG staff for random number table if random survey
is required. If the service area of the project consists of 200 or fewer families, a
random survey is not an option.
17. Regardless of survey options, there are three acceptable procedures: door to door,
which should involve trained personnel, where the survey is conducted at the residence
by an interviewer. Techniques of not introducing bias into the survey should be used
including question wording; probing to obtain clarification, and recording responses
accurately. Modified door-to-door includes hand delivery of the survey but the task of
completion is left to the resident. The deliverer may either wait or make arrangements
to pick the survey up at a later date. Or, the survey may be made via mail.
18. Telephone surveys are not acceptable.
13
19. The survey instrument and tabulation sheet is made available to the applicant by
CDBG.
20. A map must accompany the survey area, showing the project area and beneficiaries. If a
survey is used to prove LMI, then the survey area and the houses surveyed should be
clearly marked on the map.
21. Limited Clientele persons (or groups of persons) are presumed to be principally LMI,
according to HUD. These include: abused children, battered spouses, elderly persons
(age 62 and over), adults meeting the Bureau ofthe Census' definition ofseverely
disabled, homeless persons , illiterate adults , persons living with AIDS, and migrant
farm workers. The disability data used for limited clientele are "persons with a mobility
or self-care limitation." This data is broken into persons age 16 to 64 and 65 and older.
The data for both age groups must be added together in total. Do not use the data for
"persons with a work disability."
22. In addition, if a project's activities are limited exclusively to LMI persons (such as a
food pantry with income restrictions either equal to or more restrictive than the LMI
income limits for that area), the project may meet the LMI national objective through
limited clientele.
23. Limited Clientele projects are those that exclusively serve a group defined as limited
clientele. If this criterion is met, then no further LMI documentation, either by census
or by survey is necessary. If the project is not exclusive or designed for only that group
or groups, then LMI eligibility must be proven by another method.
B) Elimination of Slums and Blight
To prove this HUD national objective, a project must propose one of the two different methods.
1. The first method occurs when a structure is blighted; when it exhibits objectively
determinable signs of deterioration sufficient to constitute a threat to health, safety and
public welfare.
For the City to participate in this activity it must, at a minimum, determine blighted
structures by applying existing dangerous building ordinance, building code level of
violation or applicable occupancy or habitability designation or code violation in a
manner consistent with their ordinance. The ordinance, code violation or designation
must be applied to the specific structure , not to the area as a whole. The predominance of
blight in an area does not allow blight to be assumed for each structure inside the area.
2. The second method covers area blight, and includes submitting a resolution passed by the
governing legislative body declaring the area blighted in accordance with 24 CFR 570.
As stated, the definition of the national objective elimination of slum and blight reads as
follows. The area meets the conditions of either (a) or (b):
1. At least 25% of the properties throughout the area experience one or more of the
following conditions:
14
• Physical deterioration of buildings or improvements,
• Abandonment of properties
• Chronic high occupancy turnover rates or chronic high vacancy rates in
commercial or industrial buildings,
• Significant declines in property values or abnormally low property values relative
to other areas in the community, or
• Known or suspected environmental contamination.
u. The public improvements throughout the area are in a general state of deterioration.
C) Urgent Threat to Health and Safety
The use of the urgent need national objective is rare. It is generally used for activities to
alleviate emergency conditions. According to "Basically CDBG" Course Training Manual
examples include:
• Acquisition of property located in a flood plain that was severely damaged by a recent
flood;
• Public facility improvements like the reconstruction of a publicly-owned hospital that
was severely damaged by a tornado;
• Demolition of structures that are severely damaged by a major earthquake;
Urgent need qualified activities must meet the following criteria:
• The existing conditions must pose a serious and immediate threat to the health or welfare
of the community;
• The existing conditions are of recent origin or recently became urgent (generally, within
the past 18 months);
• The grantee is unable to finance the activity on its own; and
• Other sources of funding are not available.
15
STEP 3-ELIGIBLE ACTIVITIES
Section 105(a) ofthe Community Development Act and HUD regulations specified the activities
that are eligible for CDBG assistance. A general listing of eligible activities is below, and a
detailed description is provided in 105(a) ofthe Act and in 24 CFR 570.482.
1. Property Acquisition
2. Property Disposition
3. Property Clearance /Demolition
4. Architectural Barrier Removal
5. Senior Center
6. Community Facilities
7. Centers for the Handicapped
8. Historic Properties
9. Water Treatment/Storage
10. Sanitary Sewer Collection
11. Storm Sewers
12. Flood and Drainage Facilities
13. Streets (or Roads)
14. Street Accessories
15. Parking Facilities
16. Bridges
17. Sidewalks
18. Pedestrian Malls
19. Recycling or Conversion Facilities
20. Parks and Recreation Facilities
21. Fire Protection/Facility Equipment
22. Solid Waste Disposal Facilities
23. Other Utilities
24. Public Service/Supportive Services
25. Rehabilitation of Private Residential
Properties
26. Rehabilitation of Public Residential
Properties
27. Payments for Loss of Rental Income
28. Relocation
29. Code Enforcement
30. Energy Use Strategy
31. Non-Federal Share Payment
32. Interim Assistance
33. Planning
34. Commercial or Industrial Facilities
16
3 5. Administration
36. Engineering/Design
37. Housing Rehab /Demo Inspection
38. Engineering/Construction Inspection
3 9. Airports
40. Natural Gas Lines
41. Electrical Distribution Lines
42. Rail Spurs
43. Lighting
44. Other Professional Services
45. Security Fencing
46. Site Preparation
4 7. Purchase Land/Building
48. Facility Construction Renovation
49. Machinery/Equipment
50. Working Capital
51. Sewage Treatment
52. LDC Homeownership Assistance-up
to $15,000 to purchase a new home
53. Legal
54. 911 Emergency Systems
55. Homeowners Assistance-up to $5,000
to purchase an existing DSS home
56. Lead-Based Paint Risk Assessment
57. Asbestos Removal
58. Job Training
59. Home-Ownership Counseling
60. Substantial Reconstruction of Private
Residential Properties on Same Lot-
Up to $15 ,000
61. Water Distribution
62. Lead Reduction NOT incidental to
Rehab
63. Asbestos Inspection
Pursuant to 24 CFR 570.207 Ineligible Activities are as follows:
A. Maintenance or operation costs. * *
B. General government expenses.
C. Political activities.
D. Improvements to city halls and courthouses, except those required to meet the Americans
with Disabilities Act. Note: CDBG funds used for ADA projects may only convert existing
facilities to accessibility. CDBG funds may not be used to add new facilities.
E. Purchase of equipment, except for fire protection, public services, landfills or recreation.
F. Income payments, except for loss of rental income due to displacement.
G. Application preparation costs or a bonus award for writing a successful application.
H. Religious purposes.
**Maintenance and Operation Costs: Any cost that recurs on a regular basis (generally, less than
five years) is considered a maintenance or operation cost, therefore ineligible for CDBG
assistance.
17
ENVIRONMENTAL REVIEW
An Environmental Review Record must be completed for each project in order to meet the
Environmental Review Requirements set forth at 24 CFR Part 58. All projects will publish
appropriate notices (including HUD 8-Step Process), submission ofthe Request for Release of
Funds and Certification and Authority to Use Grant Funds will be issued by HUD prior to
commencing with project activities.
FAIR HOUSING, ACCESSIBILITY, AND EQUAL EMPLOYMENT
The City and any sub-recipient(s) must adhere to all the basic tenets of fair housing and equal
opportunity regulations. Recipients are prohibited from practicing discrimination on the grounds
of race, color, national origin, religion, sex, handicap , or familial status.
This prohibition applies to all project contractors or subcontractors. Beneficiary information
should be determined and demographic data compiled, with this information made available in
the project file for public review.
A. Fair Housing
As part of HUD's certification the City is required to complete an analysis of impediments to fair
housing choice. Although not part of the consolidated plan, the City must certify that it
completed the analysis, is taking appropriate actions to overcome the effects of any impediments
identified and maintain records reflecting the analysis and related actions.
The most recent Analysis oflmpediments was completed in March 2013. The following
impediments were identified for the City:
• Lack of adequate funding allocated for fair housing enforcement and outreach
activities.
• Lack of fair housing awareness
• Inadequate information and awareness of the city 's housing programs
• Lack of fair housing testing to determine where fair housing discrimination is
taking place.
• Concentration of affordable rental housing in certain neighborhoods with higher
minority and low income populations.
• Need for ADA education and the lack of availability of housing for persons with
disabilities.
• Lack of specific and comprehensive planning efforts around affirmatively
furthering fair housing in the City of Jefferson.
18
Actions in addressing the above identified impediments should be implemented through the
Consolidated Plan and/or Action plan.
City will be working on their Affirmatively Furthering Fair Housing document that is due to
HUD by April 8, 2018. The AFFH will help guide the 2019-2023 Consolidated Plan.
B. Handicapped Accessibility
The City shall abide by HUD regulations in Section 504, HUD's implementation of the
American with Disability Act (ADA). The City is to conduct a self-evaluation of accessibility to
determine their current programs, services, polices, and practices meet the requirements of
Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.
C. Equal Employment Opportunities
Congress established Section 3 to ensure that the employment and other economic opportunities
generated by Federal financial assistance for housing and community development programs
shall, to the greatest extent feasible, be directed toward low and very low income persons,
particularly those who are recipients of government assistance for housing.
Section 3 applies to training, employment, contracting and other economic opportunities that are
in connection with the CDBG funds. Contractors and subcontractors providing a service on
projects for which the total amount of federal assistance exceeds $200,000 and the amount of the
contract or subcontract exceeds $100,000 are required to comply with Section 3.
19
The following is a detailed listing of laws applicable to the CDBG program.
Federal and State Laws and Regulations Fair Housing & Equal
(included amendments) Nondiscrimination Accessibility Employment &
Contractin~
Title VI of the Civil Rights Act of 1964 X
Title VIII of the Civil Rights Act of 1968 (The X X
Fair Housing Act)
Restoration Act of 1987 X
Section 109 of Title 1 of the Housing and X X
Community Development Act of 1974
The Fair Housing Amendment Act of 1988 X
The Housing for Older Persons Act of 1995 X
(HOP A)
The Age Discrimination Act of 1975 X
Section 504 of the Rehabilitation Act of 1973 X X X
The Americans with Disabilities Act of 1990 X X X
(ADA)
Executive Order 11063 X
Executive Order 11259 X
Section 109 of Title I of the Housing and X X
Community Development Act of 1974
The Equal Employment Opportunity Act X
The Immigration Reform and Control Act X
(IRCA) of 1986
The Uniform Guidelines on Employee Selection X
Procedures adopted by the Equal Employment
Opportunity Commission in 1978
Section 3 of the Housing and Urban X
Development Act of 1968, as amended
The Vietnam Era Veterans' Readjustment Act of X
197 4 (revised Jobs for Veterans Act of 2002)
Executive Order 11246 X
24 CFR Part 85 (the Common Rule): X
20
PROCUREMENT
According to the table below, the City procurement policy is stricter than CDBG's procurement
policy. Therefore, City procurement policy will take precedence*.
Citv of Jefferson HUD Requirements HUD Requirement Notes
$5,000 or less without See Below competitive bids.
$5,000 and not more than 3 written quotes should be Award should be made to the
$25,000 bids to be in writing, obtained for all purchases lowest responsive and
electronic and online sellers up to $100,000. responsible source.
acceptable from at least 3
vendors.
Over $25,000 requires advertise Over $100,000 a) All bids must be opened
for sealed bids allowing 14 days Competitive Sealed Bids. publically at the time and
before bids are received and Publish one time in widest place stated in the invitation
opened. Lowest and best bid circulation paper. b) for bids. A firm-fixed price
submitted by responsible bidder Competitive Proposals for contract award must be made
meeting specifications will be professional services in writing to the responsive
recommended for award. bidder whose bid is lowest,
most responsible and
responsive. All unsuccessful
bidders must be notified in
writing.
*If City is awarded funds from State CDBG program MO Department of Labor procurement
rules apply.
Non-competitive proposals may be used only when the award of a contract is infeasible under
small purchase procedures, sealed bids, or competitive proposals and one of the following
circumstances applies:
1. Where the item is available only from a single source;
2. Where a public emergency or urgent situation is such that the urgency will not permit a
delay beyond the time needed to employ one or the other procurement methods; or
3. Where after solicitation of a number of sources, competition is determined inadequate.
When bidding out projects with HUD funds must ensure that the equal opportunity housing
symbol is included within the publication.
21
EQUAL HOUSING
OPPORTUNITY
A. Conflict of Interest
The CDBG program will follow the City's Purchasing Policy and Procedures Manual, including
the conflict of interest policy.
It shall be unethical for any city employee to participate directly or indirectly in a procurement
contract where the city employee knows that:
• The city employee or any member ofthe city employee 's immediate family has a
financial interest pertaining to the procurement contract; or
• Any other person, business , or organization with whom the city employee or any
member of a city employee's immediate family is negotiating or has an
arrangement concerning prospective employment is involved in the procurement
contract.
A city employee or any member of a city employee's immediate family who holds a financial
interest in a disclosed blind trust shall not be deemed to have a conflict of interest with regard to
matters pertaining to that financial interest.
Note: Personnel Policy
1. Section 20-5 Conflict of Interest
No employee of the municipal service shall hold a financial interest in a firm , institution,
corporation, or other establishment supplying goods or services to the city. No employee shall be
employed in any capacity with a firm, institution, corporation or other establishment supplying
goods or services to the city when that capacity means the possession, direct or indirect, of the
powers to direct or cause the direction ofthe management and policies of that organization. No
employee shall receive any payment, gifts, favors, or other consideration from any person, firm,
institution, corporation, or other establishment supplying goods or services to the city.
2. Section 20-6 Penalties
Any employee found guilty of any violation of this section shall be subject to any disciplinary
action up to and including dismissal as defined by these rules and such other penalties as may be
deemed appropriate and consistent with the laws ofthe City of Jefferson and the State of
Missouri.
B. Excluded Parties
Prior to making any award (sub grant or contract) the organization must be checked for
debarment, suspension or otherwise excluded from participation in Federal assistance programs
under Executive Order 12549, "Debarment and Suspension."
22
Contractor must be cleared through the following links:
1. Secretary of State's website. Check and see if they are registered to do business in the
State. For this website you will have to have to know exactly how they registered their
company. https ://bs d .s os .mo .gov/Bus ines s Entity/B E Search.asp x ?SearchType=O
2. HUD's debar website. Click on Limited Denial of Participation list & if nothing shows
up for the company they are not debarred with HUD.
https ://www S.hud .gov/ecpc is/ma in /ECPCIS Li s t. js p
3. State Department of Labor Contractor Department List
http :/ /labor. mo. gov/DLS/PrevailingWage/debarment list
4. System for Award Management (SAM)
https :1 /www. sam. gov
CONTRACT MANAGEMENT
Contract management is a large part of any project's success. It is important that all parties in a
contract are held to the roles and responsibilities for which they are receiving payment. Project
delays or problems are often the result of misunderstandings, assumptions of the responsibilities
of different parties in a contract, or of parties not performing their work to a standard. To correct
these problems, contract language must be clear and must take the management of the contracts
seriously as a working role.
Before entering into a contract you must ensure that all contracts are written so that they are
based on a lump sum or unit price. Please be careful of any hidden or unexpected costs or
additional fees that may have been added to the contract. Such fees may include per hour
additional fees for surveying, obtaining easements, etc. Often grantees may think these costs are
part of the base contract and have not allowed for the additional cost in their budget.
A. Contract Content
According to 24 CFR 85.36(i) contract provisions, a grantee's and sub grantee's contracts must
contain provisions listed below. Federal agencies are permitted to require changes, remedies,
changed conditions, access and records retention, suspension of work, and other clauses
approved by the Office of Federal Procurement Policy.
1. Administrative, contractual, or legal remedies in instances where contractors violate or
breach contract terms, and provide for such sanctions and penalties as may be
appropriate. (Contracts more than the simplified acquisition threshold)
23
2. Termination for cause and for convenience by the grantee or sub grantee including the
manner by which it will be effected and the basis for settlement. (All contracts in excess
of $10,000)
3. Compliance with Executive Order 11246 of September 24, 1965, entitled "Equal
Employment Opportunity", as amended by Executive Order 11375 of October 13, 1967,
and as supplemented in Department of Labor regulations (41 CFR chapter 60). (All
construction contracts awarded in excess of$10,000 by grantees and their contractors or
sub grantees)
4. Compliance with the Copeland "Anti-Kickback" Act (18 U.S.C. 874) as supplemented in
Department of Labor regulations (29 CFR part 3). (All contracts and sub grants for
construction or repair)
5. Compliance with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by
Department of Labor regulations (29 CFR part 5). (Construction contracts in excess of
$2000 awarded by grantees and sub grantees when required by Federal grant program
legislation). Davis-Bacon does not apply to the rehabilitation of residential structures
containing less than eight units or force account labor.
6. Compliance with Sections 103 and 107 of the Contract Work Hours and Safety Standards
Act ( 40 U.S.C. 327 A 330) as supplemented by Department of Labor regulations (29 CFR
part 5). (Construction contracts awarded by grantees and sub grantees in excess of $2000,
and in excess of $2500 for other contracts which involve the employment of mechanics
or laborers)
7. Notice of awarding agency requirements and regulations pertaining to reporting.
8. Notice of awarding agency requirements and regulations pertaining to patent rights with
respect to any discovery or invention which arises or is developed in the course of or
under such contract.
9. Awarding agency requirements and regulations pertaining to copyrights and rights in
data.
10. Access by the grantee, the sub grantee, the Federal grantor agency, the Comptroller
General of the United States, or any of their duly authorized representatives to any books,
documents, papers, and records of the contractor which are directly pertinent to that
specific contract for the purpose of making audit, examination, excerpts, and
transcriptions.
11. Retention of all required records for three years after grantees or sub grantees make final
payments and all other pending matters are closed.
12. Compliance with all applicable standards, orders, or requirements issued under section
306 ofthe Clean Air Act (42 U.S.C. 1857 (h)), section 508 ofthe Clean Water Act (33
U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations
24
( 40 CFR part 15). (Contracts, subcontracts, and sub grants of amounts in excess of
$100,000).
13. Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act (Pub. L. 94A 163 , 89 Stat. 871).
[53 FR 8068, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19642, Apr. 19, 1995]
B. Common Rules Regarding Contracting
1. All services, professional, or construction, paid in whole or in part with CDBG funds,
require the execution of a formal contract.
2. The use of CDBG dollars, regardless of the amount, for payment of any service under
contract in a grant, initiates the contracting requirements described. The total amount of the
contract will often indicate the proper documentation to be included in the contract.
3. All contracts should contain a clear, concise, and detailed description ofthe:
• scope of work
• total cost
• duration or life ofthe contract
• compliance requirements
• reporting responsibilities
• contract content paragraphs listed above
4. If proposals involving architectural/engineering professional services are evaluated with
respect to factors other than price, the program participant must be able to document the
basis for negotiation of fair and reasonable compensation.
C. Acceptable Contract Cost Structures
All construction contract fees shall be based upon a lump sum or unit price. All professional
service contracts shall be based upon a lump sum or a cost-plus-fixed-fee. Cost plus a percentage
of cost and percentage of construction cost methods are prohibited.
D. Alternative Deductibles/Alternate Add-Ons In Construction Bidding
In an effort to remain flexible in the bidding process for construction activities, the grantee may
set in place alternative deductibles or alternate add-ons. These items must be clearly marked as
such and, in the event of bids received over budget, may be "deducted" from the scope of the
project, or in the event of bids received under budget, may be "added" to the scope of the project.
All alternative deductibles/additions must be assigned a number in order of preference to be
eliminated/added. Any elimination/additions of these items must follow that numerical guide
25
(e.g., Item #2 may not be deducted/added prior to Item #1). No items may be eliminated/added
from a bid process if they were not initially indicated as an alternative deductible or alternate
add-on. Alternate deductibles should include, but not be limited to, items the grantee may be able
to complete on its own or items that would not have an adverse effect on the project if omitted.
E. Addendum Procedure
If changes or additions to the bid packet must be made prior to the bid deadline date, an
addendum must be executed. The addendum must spell out the change or addition and must be
distributed to all interested bidders. This action must not take place later than 72 hours prior to
the bid submission deadline. If this time period is not possible, the addendum may be distributed
and the deadline may be delayed exactly one week. All bidders obtaining bid documents must be
made aware of all addenda in order not to interrupt the procurement procedure.
F. Amendment Procedure
If, during the life or duration of any formal contract, the parties agree to a change in the design,
duration, cost, or any of the terms of the contract, a formal amendment may be executed. For this
amendment to be valid and recognized by CDBG, it must be in writing, signed, and attested by
both parties and attached to all original contract documents. The grantee may require review by
their attorney prior to implementing the process. Any changes or change orders that directly
affect the use of CDBG dollars, the scope of the project, or greatly changes the duration of the
contract should be reviewed prior to execution.
Reports should be prepared and submitted by each contractor whenever it is determined that any
change in the design, cost, or duration of the project is necessary.
G. Award of Contract
Awarding contracts using CDBG funds shall be completed in the same manner as if using local
funds. The required process for entering into contracts should be reviewed and used for CDBG
projects.
H. Federally Debarred Contractors
Before signing a contract with a proposed contractor, the grantee must ensure that the contractor
is not on the Federal listing of Contractors Unable to Perform Work Under a Federally
Sponsored Project at https:ljwwwS.hud.gov/ecpcis/main/EC PCIS Li s t.jsp . Click on Limited Denial
of Participation list & if nothing shows up for the company then they are not debarred with
HUD. In addition, must check the System for Award Management (SAM) at www.sam.gov .
26
I. Contractors Licensed To Do Business In Missouri
All professional service contracts and construction contracts paid for with CDBG funds must use
firms /businesses that are licensed to operate in the State of Missouri. No grant funds will be
released to pay businesses that do not hold this license. Check
https :1 /bsd.sos .mo .gov/BusinessEntity/BESearch. aspx?SearchType=O and search for the
company's name which has to be exactly how they registered with the State.
J. Businesses In Good Standing With The Department of Labor
All licensed businesses must be in good standing with the Missouri State Department of Labor
office. State debar website http ://labor.mo .gov /DLS /PrevailingWage/debarment list.
K. Department Of Treasury's Listing Of Approved Sureties
The bonding company used by the contractor to provide payment and performance bonds must
be listed with the Department of the Treasury's Listing of Approved Sureties. At the time the
contract is awarded check http ://www.fiscal.treasury.gov/fsreports /ref/suretyBnd/c570 a-z .htm
to ensure that the Missouri is listed for the surety as being licensed in the state. Print off the
listing as compliance documentation for the file & ensure the date is included on the copy.
L. Internal Control
Proper internal control for each contractor may include a contract file that includes the following:
• A signed contract and amendments or change orders;
• A schedule of payments supported by:
~ Copies of time sheets or payroll records;
~ Copies of checks or transfer notifications; and
~ Copies of invoices;
• All project-related correspondence;
• Property records (where appropriate);
• Any notice of cancellation, termination, or suspension of the contract;
• All field inspection reports and employee interviews; and
• Other data as required by the recipient to properly administer the contract.
M. Engineer/Consultant's Certificate of Completed Work
A copy of the Certificate for Acceptance, and Final Payment, signed by the project
engineer/consultant, must be obtained prior to closeout. This certificate must cover all work
included in the project (regardless of funding source), including grantee cash and in-kind. The
certificate must state that work has been completed in accordance with drawings and
specifications and is functioning properly with the recommendation for Final Payment.
27
LABOR STANDARDS
Construction work that is financed in whole or in part with CDBG funds must adhere to certain
Federal labor standards requirements. Additional information can be found at
http s :/ /www.hudexchange.info/r eso urces /documents /M odule 3 TrainingSlides .pdf.
A. Davis-Bacon Act
The Davis-Bacon Act ( 40 USC, Chapter 3, Section 276a-276a-5; and 29 CFR Parts 1, 3, 5, 6 and
7) is triggered when construction work over $2,000 is financed in whole or in part with CDBG
funds. It requires that workers receive no less than the prevailing wages being paid for similar
work in the same area. Davis-Bacon does not apply to the rehabilitation of residential
structures containing less than 8 units or force account labor (construction carried out by
employees of the grantee).
HUD's Office of Labor Relations Letter No. LR 2009-01 Davis-Bacon applicability to
demolition work states demolition, by itself, is not necessarily considered to be construction,
alteration, or repair (i.e. activities to which Davis-Bacon requirements may apply). As a result,
Davis-Bacon wage requirements are not typically triggered by demolition work, alone. However,
if subsequent construction at the site is planned as part of the same contract or if subsequent
construction is contemplated as part of a future construction project, then the demolition work is
considered to be part of the overall construction project. In such cases, ifthe subsequent
construction work is subject to Davis-Bacon requirements, then the demolition would likewise is
covered by Davis-Bacon requirements. Additional information can be found at
http :/ /p ortal.hud . gov /hudportal/d oc uments/huddoc?id = DOC 14999 .pdf.
B. Copeland Anti-Kickback Act
The Copeland Anti-Kickback Act (40 USC, Chapter 3, Section 276c and 18 USC, Part 1,
Chapter 41, Section 874; and 29 CFR Part 3) requires that workers be paid weekly, that
deductions workers' pay be permissible, and that contractors maintain and submit weekly
payrolls.
C. Contract Work Hours and Safety Standards Act
The Contract Work Hours and Safety Standards Act (40 USC, Chapter 5, Sections 326-332; and
29 CFR Part 4, 5, 6 and 8; 29 CFR Part 70 to 240) applies to contracts over $100,000 and
requires that workers receive overtime compensation (time and one-half pay) for hours they
have worked in excess of 40 hours in one week. Violations under this Act carry a liquidated
damages penalty ($10 per day per violation).
D. Section 3 ofthe Housing and Urban Development Act of 1968
Section 3 ofthe Housing and Urban Development Act of 1968, as amended requires the
provision of opportunities for training and employment that arise through HUD-financed projects
to lower-income residents of the project area. Also required is that contracts be awarded to
businesses that provide economic opportunities for low-and very low-income persons residing in
the area.
28
E. Missouri Prevailing Wage Law
Missouri's Prevailing Wage Law establishes a minimum wage rate that must be paid to workers
on public works construction projects in Missouri, such as bridges, roads, and government
buildings. The prevailing wage rate differs by county and for different types of work.
The Prevailing Wage Law applies to all public works projects constructed by or on behalf of
state and local public bodies.
ACQUISITION AND RELOCATION
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA)
generally applies to projects involving acquisition, rehabilitation or demolition of real property.
In some cases , the use of CDBG funds in a project involving demolition or conversion of lower
income dwellings may also trigger another Federal law under Section 104 (d) ofthe Housing and
Community Development Act of 1974.
HUD issued CPD Noti ce 14-09 which provided guidance concerning the October 1, 2014
effective date of Moving Ahead for Progress in the 21st Century Act (MAP-21) that changed
payment limits and replacement housing payment eligibility criteria in the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970, as amended (URA). The revised
regulations at 49 CFR part 24 are consistent with MAP-21, which other proposed changes
underway.
The following changes to the URA become effective on October 1, 2014.
Residential Relocation:
• Length of occupancy requirement to receive Replacement Housing Payment for
homeowner occupants is reduced from 180 days to 90 days [42 U.S.C. 4623(a)(l) and 42
U.S.C . 4624(b )];
• Maximum Replacement Housing Payment for displaced 90 day (formerly 180 day)
homeowner-occupant increased from$22,500 to $31,000 [42 U.S.C. 4623(a)(l)]; and
• Maximum Replacement Housing Payment for displaced 90 day residential tenant
increased from $5,250 to $7 ,200 [42 U.S.C. 4624(a)].
Nonresidential Relocation:
• Maximum Reestablishment Expense Payment increased from $10 ,000 to $25,000 [42
U.S.C.4622(a)(4)] and
• Maximum Fixed Moving Expense Payment increased from$20,000 to $40,000 [ 42
U.S.C.4622(c)].
29
A. ADMINISTRATION & PLANNING
CDBG funds can be used for administrative and planning activities. Funds under these
categories are subject to the 20% statutory limitation.
The following are eligible administrative activities:
• General management, oversight and coordination
o Providing local officials and citizens with information about the CDBG program;
o Preparing budgets and schedules;
o Preparing reports;
o Monitoring program activities
• Fair Housing Activities;
• Indirect costs; and
• Submission of applications for Federal programs.
Eligible planning activities are the following:
• Comprehensive plans;
• Community development plans (i.e. Consolidated Plan);
• Functional plans (i.e. land use, economic development, floodplain management,
transportation, historic preservation, etc.).
• Other plans and studies (i.e. neighborhood plans, capital improvements, individual plans ,
historic preservation studies, etc.).
Any costs and time charged must be documented through the appropriate means such as
invoices , receipts , time and attendance records, etc. Documentation shall be kept on file and will
be reviewed at financial monitoring.
Under this category, CDBG funds may not be used for the following activities:
• Engineering, architectural and design costs related to a specific project; or
• Other costs of implementing plans.
These costs may be eligible as part of an eligible project.
30
Calculating Planning and Administration Cap
In accordance with 24 CFR 570 planning and administration costs are capped at 20% of the sum
of grant plus program income plus reallocated funds.
Calculating the cap example:
Total grant amount
Program income & reallocated funds
Total: the basis for calculating the cap
Multiplied by 20 percent
Maximum dollar level that may be charged
B. TIMELY DISTRIBUTION OF FUNDS
$227,500
$2 500
$230,000
X0.20
$46,000
CDBG funds are to be distributed in a timely fashion. Timeliness refers to how quickly funds
are able to be committed and expended. It is vital that every effort is made to quickly distribute
and use funds.
Timeliness is defined as the annual grant being obligated within 15 months of the City signing a
grant agreement with HUD.
If the City was to award funds to sub grantees, obligation means the date which the City
officially announces the selection of its awards to the sub grantee. Obligation could mean the
following:
• Contract;
• Letter;
• Press release;
• News announcement; and/or
• Public Notice.
Currently there are no timely regulatory requirements in either the statute or regulations. HUD
tracks expenditures through the Line of Credit Control System (LOCCS). Through this system
several reports can be created by HUD staff such as the Ratio of Unexpended Funds to Grant,
Ratio of Funds Expended in the Last 12 Months to Grant, Expenditure Report and National
Chart.
31
C. PROGRAM INCOME
Program income is the gross income received by the City of Jefferson which was directly
generated from the use of CDBG funds. Program income is treated as additional CDBG funds
subject to all requirements.
Examples of program income include:
• Proceeds from the sale or lease of property purchased or improved with CDBG funds;
• Funds collected through special assessments on properties not owned and occupied by
LMI households in order to recover the CDBG portion of a public improvement.
Program income does not include:
• Any income received in a single year by the City and its sub grantees , that does not
exceed $35 ,000; and
• Amounts generated and kept by a nonprofit development organization under 105(a)(15).
Program income must be disbursed prior to the drawdown of additional funds from IDIS.
Therefore program income works on a last in first out scenario.
D. UNIFORM ADMINISTRATIVE REQUIREMENTS
In accordance with 24 CFR Part 85 the City of Jefferson must adhere to certain administrative
requirements. These requirements include OMB Circular A-87 "Cost Principles for State, Local
and Indian Tribal Governments". This circular establishes principles and standards for
determining allowable costs under Federal grants.
Non-profits are required to comply with OMB Circular A-122 "Cost Principles for Non-Profit
Organizations". This circular establishes principles for determining allowable costs under
grants, contracts and other agreements with nonprofit organizations.
In addition, local governments and nonprofit organizations are required to comply with OMB
Circular A-133 "Audits oflnstitutions of States, Local Governments and Nonprofit Institutions".
For additional information on uniform administrative rules for Federal grants and cooperative
agreements visit http ://www.hud.gov/offices/lead/library/lead/24 CFRPART 85 .p df
E. AUDIT REQUIREMENTS
The City of Jefferson's fiscal year runs from November 1 through October 31. Each year since
1996 the City has been awarded the prestigious national Certificate of Achievement for
Excellence in Financial Reporting. In order to be awarded a Certificate of Achievement, the City
must publish an easily readable and efficiently organized CAFR whose contents conform to
32
program standards. The CAFR must satisfy both generally accepted accounting principles and
applicable legal requirements.
The City currently grants out the CDBG funds to sub-recipients. The City of Jefferson has
measures in place to ensure that the sub-recipients are aware of federal expenditure thresholds of
$750,000, audit requirements, timeframes, and applicable OMB principals.
F. CITIZEN PARTICIPATION
The City shall follow its Citizen Participation Plan. Any changes to this plan shall be approved
by the City Council. The City shall hold public hearings at least two times per year and
encourage public participation during preparation of the Affirmatively Furthering Fair Housing,
five year Consolidated Plan, Annual Action Plan and the Consolidated Annual Performance
Evaluation Report (CAPER).
G. RECORD RETENTION PERIOD
Under the uniform administrative requirements of the CDBG regulations, the City is required to
retain CDBG records for a period of not less than four years. The record retention period begins
from the date of submission of the CAPER in which the specific activity is reported on for the
final time rather than from the date of submission of the final expenditure report for the award.
To be consistent with Consolidated Plan regulations, which require that grantees maintain
information and records relating to the Plan and the use of funds under the programs covered by
the Consolidated Plan, record(s) must be maintained for a period of not less than five years.
H. INTERNAL CONTROLS
The CDBG program is administered by the Redevelopment and Grants Division within the
Department of Planning and Protective Services. Other individuals and/or departments play a
key role in the day to day of the CDBG program such as the City Administrator, City Counselor,
Director of Department of Planning and Protective Services, Purchasing Agent, Chief
Accountant, and Housing Inspectors.
The Neighborhood Services Manager serves as the Director of the Redevelopment and Grants
Division. See Table 1 for Organizational Chart. This position is under general direction of the
Department of Planning and Protective Services Director. The Neighborhood Services Manager
plans, organizes and oversees the programs, services and operations of the Community
Development Block Grant Program.
The Neighborhood Services Specialist and Neighborhood Services Administrative Technician
are under the direct supervision of the Neighborhood Services Manager. These person(s) are
responsible for obtaining proper documentation for the homeowner support programs, set up and
33
management of the IDIS system and performs a variety of technical tasks relative to assigned
area of responsibility.
Property/Housing Inspector & Property Inspector(s) assists with identifying code violations for
the Code Deficiency program. During the course of the program, if rehabilitation activities may
disturb lead based paint the Property/Housing Inspector will obtain a sample and complete a test
to determine if the sample contains lead based paint. Both individuals are EPA Lead Certified.
I. IDIS DRAWS
IDIS drawdowns will be completed at least quarterly, but most preferably monthly, for
expenditure of funds completed the prior month.
The following sequence is completed for preparation of a draw from HUD's IDIS system:
I. Each month the-Neighborhood Services Specialist, in cooperation with the department's
Administrative Assistant, prepares supporting documentation for the CDBG drawdown
using Springbrook software.
2. The Neighborhood Services Manager and the Director of Planning & Protective Services
reviews and approves the drawdown package.
3. The drawdown and supporting documentation is referred to the Finance Department for
review and approval.
4. Then the approved/signed RFF is returned to the department for drawdown completion
from IDIS.
5. An email is generated to the Chief Accountant, or his/her representative, with a copy of
the IDIS Voucher and Drawdown Cover Pages with Signatures as proof of draw
completion.
6. The Chief Accountant notifies via email when the IDIS Draw is approved and when
funds have been received.
7. Finance Department receives a copy of the IDIS Draw and Voucher(s).
J. EQUIPMENT MANAGEMENT AND DISPOSITION
The following items are suggested for management and disposition guidelines for equipment
purchased with CDBG funds.
• Maintain property records which contain: property description, serial number or ID
number, funding source (grant number), title holder, acquisition date and cost, percentage
ofF ederal participation in original acquisition cost, location, use and condition or
property, disposition date, date or disposal and sales prices.
34
• Take a physical inventory of equipment and reconcile results with property records every
two years
• Establish a control system for adequately safeguarding property against loss, damage, and
theft.
• Establish maintenance procedures for keeping property in good condition.
• When selling equipment purchased with CDBG funds, proceeds from sale must be kept
as program mcome.
• Establish proper sales procedures to ensure highest possible return.
• Must follow HUD disposition instructions when equipment is no longer needed.
STEP 6 -ENTER RESULTS INTO IDIS
Within IDIS, the Grantee/PI Project ID field will be utilized to include our in-house project
numbers for each property assisted with CDBG funds. By utilizing the Grantee/PI Project ID
field the City's records will be able to correlate, document and associate exactly how CDBG
funds were spent.
The following is a listing of suggested project funding:
• Homeowner Program= YR-HP-01
• Emergency Repair = Yr-ER-01
• Down Payment = Yr-DP-01
• Public Services = Yr-PS-01
Program files are kept for each individual applicant. Each file contains a checklist of items
required throughout each step of process. The files contain applications, income verifications,
Tier II Environmental Review, reports, correspondences, contracts, deeds, etc.
As part of the application process voluntary racial and ethnicity information is collected. The
information is then entered into IDIS by the time of the completion of the individual project.
For additional information regarding IDIS visit https://www.onecpd.info/resource /2825/idis-
training-modules-for-cdbg-entitlement-grantees/.
35
CALENDAR OF EVENTS
The following is a copy of events that were due for Program Year 2016. The reports and plans
have the same required submission time frame to HUD year after year.
January
1 Beginning ofProgram Year 17
31 SF-425 Federal Financial Report Due for October 1-December 31
February
15 Hold Public Hearing for CAPER PY 17 (Requires 15 day comment period)
March
7 Last day of CAPER comment period
31 Section 3 Annual Report (HUD 60002) Due
31 CAPER due to HUD
31 Davis-Bacon Report (HUD 4710) for November 1, 2017-March 31,2018
31 100% ofPY 17 Funds Obligated
April
30 SF-425 Federal Financial Report Due for January 1 -March 31
May
TBD
June
TBD Hold Public Hearing for Consolidated Plan/Action Plan Kick-Off
July
31 SF-425 Federal Financial Report Due for April 1-June 30
August
TBD
September
15 Hold Public Hearing for 2019-2023 Consolidated Strategic Plan
(30 Day Comment Period)
30 Last Day of Reporting Period for MBE/WBE Contracts over $10,000
October
15 Last Day for Comment for Consolidated Strategic Plan
Present Annual Consolidated Strategic Plan to Public Works & Planning Committee
30 Annual Consolidated Strategic Plan 30 Day Public Comment Period Ends
31 SF-425 Federal Financial Report Due for July 1-September 30
31 Davis-Bacon Report (HUD 4710) for April 1-October 31
November
2 Council Approval by Resolution of Consolidated Plan and/or Annual Action Plan
15 Consolidated Plan/Action Plan Due to HUD
15 MBE/WBE Contract/Sub Contract Report (HUD 2516) Due 10/1116-09/30/17
December
31 End ofProgram Year 18
31 90% of Program Year 18 Funds Obligated
36
MONITORING OF SUB RECIPIENTS
The Redevelopment and Grants staff shall monitor all sub recipients to ensure program
compliance. Staff will utilize both "desk monitoring" and "internal/on-site" monitoring to assess
the quality of program performance over the duration of the agreement or contract. Internal/on-
site monitoring requires at least a two week written notification to the sub recipient.
Monitoring of sub recipients shall concentrate on program, financial and regulatory performance
ofthe sub recipients. In conducting a monitoring review, program staff will primarily rely on
information obtained from the sub recipient's performance reports, records, audits, allowed
costs, review of financial reports, eligibility and number ofbeneficiaries served, compliance with
federal regulations and City program requirements. Staff may also consider relevant information
pertaining to a recipient's performance gained from other sources including litigation, citizen
comments and other information provided by or concerning the sub recipient.
A sub recipient's failure to perform under the terms of the agreement with the City of Jefferson
and/or maintain records in the prescribed manner may result in a finding that the sub recipient
has failed to meet the applicable requirement. If the staff finds that a sub recipient has failed to
meet the requirements the following steps will be taken:
1. Issue a letter of warning advising the sub recipient of the deficiency and putting the sub
recipient on notice that additional action will be taken if the deficiency is not corrected or
is repeated;
2. Recommend, or request the sub recipient to submit proposals for corrective actions ,
including the correction or removal of the causes of the deficiency.
If the sub recipient fails to undertake appropriate corrective or remedial actions which resolve the
deficiency to the satisfaction of the program staff, the staff may take one or more ofthe
following actions. Such actions shall be designed to prevent a continuation ofthe performance
deficiency; mitigate, to the fullest extent possible, the adverse effects or consequences of the
deficiency; and prevent a recurrence of the deficiency. Prior to a reduction, withdrawal or
adjustment of a grant or other appropriate action, taken to pursuant to 1, 2 or 3 below, the
recipient shall be notified of such action and given an opportunity within a prescribed time
period for an informal consultation.
These actions may include but are not limited to:
1. Advise the sub recipient in writing that additional assurances are required;
2. Advise the sub recipient to suspend disbursement of funds for the deficient activity;
3. Advise the sub recipient to reimburse the City of Jefferson program account in any
amounts improperly expended.
4. The City of Jefferson shall have the same rights as the Secretary of HUD as to other
remedies for noncompliance per 24 CFR 570.912 and 24 CFR 570.913
37
CHAPTER 2: HOMEOWNER SUPPORT PROGRAMS
The purpose of the Homeowner Support Program is to assist low-to-moderate income
homeowners with repairs to meet health and safety standards; to provide the opportunity to
realize measureable energy savings; assist with emergency repairs and/or provide down payment
assistance to first time home buyers.
Section 1: Homeowner Support Program
Home Improvement Program: Homeowners who live in single family residence within
Jefferson City limits that need exterior repairs and that do not meet city code and/or energy
efficiency improvements. Maximum assistance per home is $5,000 no interest loan. Loans will
be secured by a deed of trust and promissory note. If the owner remains in the property for five
years after the improvements are complete, the loan will be forgiven.
Emergency Assistance Repairs: Emergency assistance must be necessary to safeguard against
imminent danger to human life, health or safety. Emergency assistance activities include
replacement of water or wastewater laterals, replacement of a non-functioning furnace in the
winter and/or replacement of non-functioning air conditioner unit in the summer. Homeowners
must live in single family residence within Jefferson City limits. Maximum assistance per home
is $5,000 no interest loan. Loans will be secured by a deed of trust and promissory note. If the
owner remains in the property for five years after the repairs are complete, the loan will be
forgiven.
A. ELIGIBILITY & ASSISTANCE AMOUNTS
Assistance is provided on a "first come, first served" basis to eligible applicants, a limited
number will be processed as funding permits. Maximum assistance is $5,000. If costs exceed this
amount, the owner is responsible for the difference. Additional funds up to $500 may be
available for lead hazard mitigation and/or if the property is on the National Register or within a
Historic District which may require using "like" materials from the time era of the construction.
1. The applicant households must be at or below 80% of the median family income as
defined by HUD to participate in the Homeowner Support Programs at the time their
application is processed.
2. The property must be a single family residence located within the City limits and not
within a designated floodplain area or on land known to be the site of previous dumping
of toxic or hazardous wastes. Mobile homes are not eligible.
3. The property must be owner-occupied and have clear title. If the property is owned by
more than one individual, all owners must sign required legal documents relating to the
rehabilitation project, including, but not limited to, the deed of trust and rehabilitation
contract, even if they do not reside in the property to be rehabilitated
38
4. For properties constructed before 1978, the City's approach to Lead Based Paint is to do
no harm. Testing may be conducted on surfaces to be disturbed, unless presuming the
surfaces contain lead-based paint. Surfaces disturbed during rehabilitation work will be
repaired. Safe work practices shall be used on all surfaces.
5. The applicant and/or the structure for which the application is being made cannot
previously have received a City of Jefferson Homeowner Support Program loan for
owner occupied housing rehabilitation within the past 5 years. Participation in the
Emergency Assistance or Down Payment Assistance program does not exclude the
homeowner from the programs.
6. The applicant must sign a deed of trust and promissory note for the loan amount.
7. Payment of real-estate taxes must be current and not have any delinquent taxes, liens,
assessments or other fees due to the City.
8. The applicant shall have established trash service.
9. If at any point during the steps the applicant does not provide required documentation
within requested time frames, he /she shall be notified of inactive status by mail or email.
10. Income qualification is good for six months at which time applicant must re-certify.
11. Projects must be complete in one (1) year or the homeowner will have to reapply for the
program.
12. Should a project be determined infeasible for rehabilitation due to a lack of funding or
not meeting the eligibility criteria of any of the Homeowner Support Programs, the City
reserves the right to reject the owner 's application.
B. INCOME
The income of a household includes the gross annual income of all persons 18 or older in the
home who are expected to reside in the dwelling at least six months out of the year. The
applicant's family includes the applicant and any other person or persons related by blood,
adoption, unborn child/children, adoptions in progress, legal guardianship, and/or marriage that
share the same dwelling unit. If more than one family resides in a unit or where unrelated
individuals are paying rent to the owner occupant, than each family or unrelated individual must
qualify as being income eligible. If there are multiple owners of the property, the applicant is the
owner-occupant and his /her family. The annual income of each household is established by
projecting income for 12 months from the time applicant's name is reached on the waiting list
and includes all sources of income included as Annual Income in the American Community
Survey definition of income. Applicants are asked for proof of each source of income listed on
their application. This may be accomplished through signing an authorization for third-party
verification, by submitting a copy of their latest tax information, or by other approved methods
acceptable to HUD and the City's Planning & Protective Services staff.
39
C. REPAYMENT
No repayment of any kind is required as long as the recipient continues to own and occupy the
property for 5 years after assistance. In the event that the property receiving assistance is no
longer owned or occupied by the recipient within the 5 years, the balance shall be paid in full.
D. ELIGIBLE COSTS
Funds are to be used for improvements deemed necessary by Department of Planning &
Protective Services staff, including, but not limited to, one or more of the following:
1. Work necessary to meet code standards for the City of Jefferson and HUD.
2. Building permits and related fees.
3. Addressing lead-based paint hazards identified by a risk assessor.
4. HVAC equipment replacement.
5. Energy efficiency improvements.
6. Structural repairs.
7. Emergency health and safety projects, i.e. water and wastewater lateral replacement.
In determining if a system should be repaired or replaced, staff will determine the age of existing
system and compare to the average life expectancy for the system. Life expectancy varies with
usage, weather, installation, maintenance and quality of materials. This list should be used only
as a general guideline.
System YEARS
Air Conditioner 7 to 15
Furnace 15 to 25
Water Heater 6 to 12
Windows
-Aluminum/ Aluminum-Clad 15 to 20
-Double-Pane 8 to 20
-Window Glazing 10+
-Vinyl Windows 20 to 40
-Wood 30+
Note: All materials, fixtures, equipment, or landscaping shall be of a quality customarily used in
the neighborhoods for properties of the same general type as the property to be assisted.
40
E. INELIGIBLE COSTS
Maintenance Costs: Any cost that recurs on a regular basis (generally, less than five years) is
considered a maintenance or operation cost, therefore ineligible for CDBG assistance. The
following list is a guidance but not all inclusive.
Feature or Maintenance Activities Rehabilitation Activities
System
Building • Cleaning and fixing gutters and • Cleaning masonry or stripping
Exterior downspouts. painted surfaces by
• Repainting previously painted sandblasting, acid wash or high
surfaces. pressure washing.
• Replacing deteriorated section of • Applying new exterior siding.
siding.
• Removal of graffiti
Roof • Fixing leaks. • Complete replacement of roof
• Application of waterproof coating to with new shingles, tiles, roll
a flat roof. roofing, membrane, or new
• Replacement of deteriorated flashing . metal roof.
• Replacement of loose or missing
shingles or tiles.
Windows and • Washing windows • Replacement of windows.
Doors • Caulking, weather stripping, re-• Replacement of exterior doors.
glazing windows and doors. • Adding storm windows or storm
• Fixing broken windowpane(s), storm doors.
window(s) or damaged entry door.
• Replacing broken door lock.
• Replacing a vandalized entry door to
restore security of a building.
• Annual switch out of storm and
screen panels.
Interior Walls • INELIGIBLE • INELIGIBLE
and Ceilings
Flooring • INELIGIBLE • INELIGIBLE
Circulation • Replacement of exterior broken stair • Rebuilding exterior stair or
treads or balusters. constructing new stair.
Kitchen • INELIGIBLE • INELIGIBLE
Bathroom/ • INELIGIBLE • INELIGIBLE
Laundry
41
Feature or Maintenance Activities Rehabilitation Activities
System
HVAC • Servicing and maintenance of • Installation of new furnace or
mechanical systems. heat distribution system.
• Changing air filters. • Installation of central air
• Cleaning air ducts . conditioning.
• Installing or replacing window air
conditioner.
• Replacing a malfunctioning part of a
HV AC system like a thermostat.
Electrical/ • INELIGIBLE • INELIGIBLE
Lighting
Plumbing • Fi x ing plumbing leaks • Installation of new water heater.
• Repairing damage from frozen pipes. • Installation of new water or
• Repairing water or sewer connection sewer lateral (emergency only)
within existing utility trench
alignment.
Security • INELIGIBLE • INELIGIBLE
Pest Infestation • Pest inspection/treatment
Site • Lawn care (litter pickup, mowing, • Replacement of walkways ,
raking), trimming trees and shrubs. sidewalks, driveways.
• Snow/i ce removal.
• Neighborhood cleanup
• Application of pavement sealants .
• Repair of cracked or broken
sidewalks.
F. WORK WRITE UP
The appropriate City staff such as the Property/Housing Inspector, Plumbing Inspector, etc. will
prepare a deficiency list and work write-up in accordance with the City's Code Standards , to
document the work to be assisted with program funds.
G. CHANGE ORDERS
The Department of Planning & Protective Services staff, with the consent of the property owner,
may approve change orders to the work write-up if the amount of the contract is not increased
more than $1,000. Changes in excess of $1,000 must be approved by the Neighborhood Services
Manager, with the consent of the property owner. All change orders shall be prepared by the
Department of Planning & Protective Services staff and shall be signed by the property owner, or
the designated representative of the property owner, a representative of the City Department of
Planning & Protective Services, and the contractor.
42
H. CONTRACTORS AND BID PROCESS
The Planning & Protective Services staff will develop a qualified contractor list containing the
names of all contractors meeting the eligibility requirements. Minority and female owned
contractors will be encouraged to participate. The contractor list is not an endorsement, but rather
a list of interested businesses interested in providing bids and/or work with program participants.
In order to qualify for the list, contractors must meet the following requirements:
1. Must fill out the contractor application form.
2. Must carry Worker's Compensation Insurance for all employees as required by the State
of Missouri.
3. Must carry liability insurance at the minimum amount of$100,000.
4. If undertaking lead abatement activities, the general contractor must have a current
supervisor's license and abatement contractor's license from the Missouri Department of
Health.
5. Either have completed an EPA approved Lead Renovator training or hire an individual or
company who is EPA Lead Certified before undertaking any job disturbing lead painted
surfaces.
6. All contractors must be properly licensed by the City.
7. Must be able to supply the tools and materials necessary to complete each job.
8. References may be requested for at least three jobs completed.
I. NON-PERFORMING CONTRACTORS
Contractors who consistently exhibit poor workmanship or do not complete contract
requirements will be eliminated from the contractor list. Contractors who do not complete
their contracts within an allotted time period will not be eligible to submit bids for additional
projects until they are in compliance within the appropriate contract time period. Contractors
that do not honor the warranty provisions of their contract will be eliminated from the
contractor list.
J. CONTRACTOR SELECTION
1. Contractors will be asked to submit an itemized bid containing a firm amount for each
item on the work write-up for all housing repair programs. Homeowners are responsible
for obtaining at least 3 bids within 30 days. With written permission of the homeowners,
the City may mail bids to all contractors on the list.
43
2. A contractor is limited to three active contracts at a time through the Homeowner
Programs. In all cases, the City reserves the right to reject any and all bids and reserves
the right to eliminate bid items to meet the maximum loan amounts.
3. Once bids are submitted and obtained, the scope of work is not to be added to in order to
make the bid equal $5,000. The scope of work may only be changed if during the course
of the project the contractor uncovers additional work that is required for the original
scope to be of quality.
K. OWNER-CONTRACTORS
Owner-contractor projects are not allowed in the City's Homeowner programs.
L. TIME FRAMES FOR CONTRACTS
The contract period for Homeowner Program projects shall not exceed 90 days, except as
approved by Neighborhood Services Manager, and then shall not exceed 180 days without
penalty to the contractor. The contract period shall begin when Department of Planning &
Protective Services staff provide contractor with the Notice to Proceed.
M. APPLICATION PROCEDURES
Stepl
When applications are received the "Application Response Letter" is sent within ten (1 0) days of
receipt to notify confirmation of receipt of application. Create file, assign project number and
include copy of correspondence letter. Complete pre-cursory review of verifying ownership of
record, floodplain, etc. Ifthe property is in the floodplain, send denial letter.
If/when funds are available applicants are contacted within 30 days to schedule an interview
appointment to verify income and qualifications.
Income guidelines are updated annually. Income limits may be accessed at
http ://w w w.huduser.org/portal/datasets/i l.html. Each applicant file shall include print out of
annual Income Limits Summary.
The applicant(s) must provide the following for all adults 18+ years and shall be included in file
for compliance:
1. Social Security Card
2. Picture I.D.
44
3. Proof of income -use CPD Income Eligibility Cal culator which utilizes American Census
Survey worksheet. Must provide copy of three most recent paystubs and previous year
Federal tax returns for al118+ year olds in household. If on SS or SSI the determination
letter will work. Pension/benefit letters may also be provided. See worksheet for
additional incomes that require documentation.
4. If there is an adult 18+ in the household who claims no income, the Certification of Zero
Income form must be filled out and signed by the individual.
5. Verify age of home through GIS System County Info for the purposes of determining if
Lead Based Paint is a concern.
6. Verify ownership via GIS (copy of Deed of Trust) County info.
7. Verify current trash service with City of Jefferson's Solid Waste Provider.
8. Applicant(s) must sign and date both Eligibility Review Worksheet and CPD Income
Eligibility Calculator forms, copy to file.
9. Have homeowner sign W9 and Agreement Between City and Owner document (2 copies)
during the interview process. If application approved, send to legal for signatures, if
denied shred contracts. W -9 form (submit signed original W -9 & Vendor Request Form
to Department of Finance Purchasing Assistant).
10. For properties constructed prior to 1978, provide applicant copy of Lead Based Paint
pamphlet and have Homeowner initial receipt.
11. Sign both forms and tum in to Neighborhood Services Manager for approval signature.
12. Send Approval/Denial letter to applicant.
Step2
Request inspection from appropriate City inspector: Contact applicant to set up a time for the
inspector to view the property. Send inspector calendar invite for the date, time, location, list of
requested improvements identified in the application, and any other applicable information (i.e.
furnace located in crawl space). If code violations are found, continue with Step 3. If no code
violations are indicated, send applicant denial letter (copy letter to file) based on findings.
Department of Planning & Protective Services staff shall close file.
Step3
Completion of the Tier II must be obtained prior to proceeding with the project. Upon receipt of
inspection report listing code violations, a Tier II Environmental Report including completing
45
FEMA floodplain map to ensure that property is not located within the 100 year floodplain,
Historic Commission Cultural Assessment, SHPO Section 106 Project Information form and Site
Assessment form. Once all compliance documents have been compiled submit Tier II to
Neighborhood Services Manager for approval. For properties constructed prior to 1978 ensure
that results of the Lead Based Paint test(s) are provided to the homeowner.
Step4
1. Using the Inspector's or Auditor's report, fill out the bid form.
2. Give 4 copies to applicant. Applicant must obtain a minimum of 3 bids. Also include lien
waivers for subcontractors and suppliers. Must be given to contractor with bid sheet.
Contractor shall be secured within 30 days or applicant will be placed on "inactive" list.
If circumstances exist such as time of year (i.e. winter) additional time shall be allowed.
NOTE: Contractors must be licensed by the City of Jefferson and provide a certificate of
insurance. If project involves disturbance of lead based paint a Lead Certified contractor
must be used. A lead test prior to rehab, lead safe practices and a lead test post rehab are
required.
3. Contractor must be cleared through the following websites. Print off documentation and
include in file.
a. State's website to check and see ifthey are registered to do business in the State.
For this website you will have to have to know exactly how they registered their
company. https ://bs d.s os .mo .gov/Bus ines s Entity/BESearch.asp x ?SearchType=O
NOTE: Small time contractor who use their name for business purposes, appear
not to be required to file with the Secretary of State as a business. For situations
like this it may be acceptable to proceed if the contractor has a City Business
License, working history with City (and/or references), and review the Better
Business Bureau to determine a history of complaints filed against the contractor.
b. HUD's debar website. Click on Limited Denial of Participation list & if nothing
shows up for the company they are not debarred with HUD.
https :!/www5.hud .gov/ecpcis/main/ECPCIS List.jsp
c. Missouri Department of Labor Contractor Debarment List
http :! /labor. mo. gov/DLS/PrevailingWage/debarment list
d. System for Award Management (SAM)
https :1 /www. sam. gov
4. Type up Tabulation of Bids to include within project file.
46
5. Submit bids, tabulation, debarment website information to Neighborhood Service
Manager for award of bid and contract issuance. The Neighborhood Service Manager
will confer with the Senior Housing Inspector to determine if bids are fair and equal.
6. When the contractor has been chosen, the Applicant(s) must come in to sign the
following:
• Rehabilitation Contract (between homeowner & contractor)
• Notice to Proceed
• Promissory Note (must be notarized) (once sign, send upstairs for signatures)
• Deed of Trust (must be notarized)
7. When work is complete, the City inspector will return to site to approve/deny completion.
Have homeowner sign Certificate of Completion while on site. When approved, the
Inspector will sign the Certificate of Completion and submit to the Neighborhood Service
Manager for final signature.
8. Submit check request. Be sure to have check returned to you. Include: Bid summary and
bids, Invoice, Certificate of Completion, and Notice to Proceed. Make three copies.
Retain one for project files, submit one for Finance Department, Neighborhood Services
Manager receives one for IDIS drawdown.
9. Contact applicant when check is received. Must come in to endorse check over to
contractor and sign notarized statement acknowledging the same.
I 0. Contact contractor when check is endorsed. Must come in to sign Lien Waiver. Must
bring lien waiver from subcontractors and suppliers, if any.
II. Record Deed of Trust and Promissory Note. When returned, make 3 copies; original to
law, copies to file, homeowner, and IDIS files.
12. Close applicant file, update active/close spreadsheet and lien spreadsheet.
13. Administrative Technician shall check lien spreadsheet periodically to determine if deed
of release is required to be recorded after the completion of the 5 year requirement has
been fulfilled.
47
SECTION 2: DOWN PAYMENT ASSISTANCE
First-time home buyers who agree to acquire and reside in eligible residential properties in
Jefferson City limits may apply for down payment assistance prior to closing. Maximum
assistance per home is $5,000 no interest loan. Additional $500 may be available to assist with
lead hazard reduction. Anything over $500 will be the responsibility of the buyer or seller.
Loans will be secured by a promissory note and deed of trust. If the owner remains in the
property for five years the loan will be forgiven.
A. Eligibility & Assistance Amounts
Assistance is provided on a "first come, first served" basis to eligible applicants, a limited
number will be processed as funding permits. Maximum assistance is $5,000. If costs exceed this
amount, the owner is responsible for the difference.
1. The applicant households must be at or below 80% of the median family income as
defined by HUD to participate in the Homeowner Support Programs at the time their
application is processed.
2. The property must be a single family residence located within the City Limits and not
within a designated floodplain area or on land known to be the site of previous dumping
of toxic or hazardous wastes. Mobile homes are not eligible.
3. The property must be maintained as an owner-occupied residence. If the property is
owned by more than one individual, all owners must sign required legal documents
relating to the purchase.
4. The Assistance shall be $5,000, zero interest loan. An additional grant amount of $500 is
also available to offset costs for lead hazard reduction should this become an obstacle to
use of home ownership assistance funds.
5. Applicants must be first time homebuyers (an individual and his/her partner/spouse who
have not owned a home in the past three years), displaced homemakers, or single parents.
A displaced homemaker is defined as an adult who has not worked full time, full year in
the labor force for a number of years, but during such years worked primarily to care for
his/her home and family, and who is unemployed and experiencing difficulty in obtaining
or upgrading employment.
6. The applicant must sign a Promissory Note and Deed of Trust for amount of total
assistance.
7. The property to be purchased must be an existing single-family dwelling. The buyer must
own and reside in the home as his/her primary residence for a minimum affordability
period of 5 years. If the property is sold or rented within the initial 5 year period, the
assistance shall be repaid. The buyer must maintain trash service at all times in
accordance with City Ordinance.
48
8. The buyer is required to obtain a home inspection from a certified home inspection firm
prior to being approved for assistance. The printed report must include, at a minimum,
inspection of the structural, mechanical, electrical, and plumbing components of the
dwelling and an inspection for the presence of termites.
9. The City's assistance is to be used only for closing costs and down payment assistance.
10. Applications must be received 30 days prior to the scheduled closing.
11. Participation in a City-approved pre-purchase homebuyer's class must be documented
prior to assistance being provided.
12. The home buyer shall authorize the City of Jefferson to collect and receive any
information needed from the lender or other sources necessary to ensure eligibility and
funding amount. Buyers shall authorize the City to be provided the final HUD Settlement
Statement and Warranty Deed 24 hours in advance of closing and shall be provided the
Buyer's signed copy of both documents immediately after closing.
13. Should a home or applicant be determined infeasible for Down Payment Assistance due
to a lack of funding or not meeting the eligibility criteria, the City reserves the right to
reject the application.
B. Income
The income of a household includes the gross annual income of all persons 18 or older in the
home who are expected to reside in the dwelling at least six months out of the year. The
applicant's family includes the applicant and any other person or persons related by blood,
adoption, legal guardianship, and/or marriage that share the same dwelling unit. If more than one
family resides in a unit or where unrelated individuals are paying rent to the owner occupant,
than each family or unrelated individual must qualify as being income eligible. If there are
multiple owners of the property, the applicant is the owner-occupant and his/her family. The
annual income of each household is established by projecting income for 12 months from the
time applicant's name is reached on the waiting list and includes all sources of income included
as Annual Income in the American Community Survey definition of income. Applicants are
asked for proof of each source of income listed on their application. This may be accomplished
through signing an authorization for third-party verification, by submitting a copy of their latest
tax information, or by other approved methods acceptable to HUD and the City's Planning &
Protective Services staff.
C. Repayment
No repayment of any kind is required as long as the recipient continues to own and occupy the
property for 5 years after assistance. In the event that the property receiving assistance is no
longer owned or occupied by the recipient within the 5 years, the loan shall be repaid in full.
49
D. Lenders Procedure
Families must be approved by a participating lending institution. The lender will be the primary
contact with the City of Jefferson and will forward copies of required documents to staff of the
Planning & Protective Services. Lenders must be willing to provide a copy of the Buyer's
preliminary HUD settlement statement at least 10 days prior to closing and provide final HUD
settlement statement on the day of closing.
E. Property Standards
Upon determining that an applicant meets eligibility criteria, a request for inspection may be
submitted to the program's inspector, who will have up to two (2) weeks to schedule an
inspection of the property. This inspection must be completed prior to closing to determine if the
property meets requirements of the City's Property Maintenance Code. Any defects found must
be corrected prior to the release ofhomeownership assistance funds. Are-inspection of the
subject property will be completed to ensure compliance with this requirement. Any code
compliant issue that the inspector determines poses a significant health and/or safety risk must be
corrected.
Houses built prior to January 1, 1978, must have an inspection to determine if deteriorated paint
exists. Should the amount of deteriorated paint be greater than HUD's de minimis standards (10
square feet of exterior surface, one square foot of interior surface, or 10% of any building
component, i.e. window and door trim), samples will be sent to a lab for analysis. If the paint is
determined to contain lead above HUD's level of concern, paint stabilization of deteriorated
surfaces is required before assistance can be provided. A grant of $500 is available to
participants for lead paint stabilization work. The stabilization must be completed by an
individual or company trained in safe work practices. No assistance will be provided until the
house successfully passes a clearance test performed by a certified lead risk assessor. The City
will cover the cost of two clearance tests. The cost of subsequent tests will be the responsibility
ofthe buyer or seller.
50
SECTION 3: GRANT CANCELLATION
An approved application may need to be canceled because the applicant has requested
cancellation or is unwilling or unable to participate in the Homeowner program, or for other
reasons. To cancel an approved application, the Department of Planning & Protective Services
shall prepare a letter outlining the reasons for canceling the assistance and distribute the letter to
the applicant. A copy of this letter will be maintained in the project file.
A. Appeal & Grievance Procedures
I. Applicants who are not in agreement with a decision reached by the Department of
Planning & Protective Services staff, may appeal said decision by filing a written appeal
to the Housing Rehabilitation Appeals Board (hereinafter called the "Board"), within
thirty (30) days of receiving notice of the decision. The Board shall consist of three (3)
members: the Director of the Department of Planning and Protective Services, the
Director of Public Works and the Director of Finance. Appeals will be reviewed that
relate to application approval/denial, Grant cancellation, determination of assistance
amount, determination of scope of work, approval of change orders, and selection of
contractor.
2. The Board shall hold a hearing after due notice to the appellant within thirty (30) days of
filing said notice of appeal. The Board may affirm, reverse or modify the decision and
notify the appellant in writing of its decision and the reasons thereof. After the hearing,
the Board's decision shall be the final procedure of the committee. The applicant may
appeal the Board's final decision to the City Administrator. The City Administrator, with
the advice of the City Attorney, may reverse or uphold the decision of the Board.
3. Any person denied assistance by the Department of Planning & Protective Services staff
who does not take exception with the findings, but who believes there are circumstances
which, if known and considered, would establish extreme hardship and justify variance
from the eligibility standards established herein may file an appeal with the
Neighborhood Services Manager by filing within thirty (30) days of receiving
notification of the Department of Planning & Protective Services staff decision. The
Neighborhood Services Manager shall, depending upon the nature of the exception,
forward such request to the Director of the Department of Planning & Protective Services
whose decision shall be final if the appeal involves an administrative request. Where the
change involves a substantial change in a program rule, the request will be forwarded by
the Department Director to the City Administrator, as is appropriate. Should the appeal
require Council action, the City Administrator shall forward such appeal to the Council
for action. The Department of Planning & Protective Services staff shall provide
assistance to any person filing an appeal.
51
4. The City will not consider any grievance involving rehabilitation work in cases where:
1. Staff assisted program participants with grievances involving rehabilitation work
within the I year warranty period. Assistance will be in the form of access to
information regarding warranty, scope of work, and contractor responsibilities.
Contractors that do not honor legitimate warranty claims will be removed from the
eligible contractor list
u. The certificate of acceptance was signed more than one year before the grievance
process is initiated; and the aggrieved party has not documented efforts to have the
contractor return to resolve the matter within the one-year guarantee period after the
certificate of acceptance was signed.
5. Right to Representation: A person has a right to be represented by legal counsel or other
representative in connection with his or her appeal, but solely at the person's own
expense.
6. Right to Files by Persons Making Appeals: The City will permit a person to inspect and
copy all materials pertinent to her or his appeal, except materials that are classified as
confidential. The City may, however, impose reasonable conditions on the person's right
to inspect which are consistent with applicable laws, such as the cost of copying
materials.
7. Scope of Review of Appeal: In deciding an appeal from the Board's decision, the City
Administrator and/or the City Council shall consider all pertinent justification and other
material submitted by the person, and all other available information that is needed to
ensure a fair and full determination of the appeal.
8. Determination and Notification after Appeal: Within thirty (30) days after the receipt of
all information submitted by a person in support of an appeal, the Board shall make a
written determination on the appeal, including an explanation of the basis on which the
decision was made, and furnish the person a copy. The City official(s) conducting the
appeal determination shall not have been directly involved in the action appealed. If the
relief requested is not granted, upon additional request, the City shall advise the person of
her or his right to seek Department of Housing and Urban Development review of the
City's written determination of the appeal. A person has 45 days after she or he receives
the City's written determination of their appeal to file a review appeal with the
Department of Housing and Urban Development
52
CHAPTER 3: DEMOLITION
City of Jefferson has a City-wide Demolition Program pursuant to 24 CFR 570.201 (d) available
to local non-for-profit agencies. The purpose of this program is to eliminate structures posing an
imminent threat to the health and safety to neighborhoods.
The program addresses any dwelling, building, structure , or property that is unfit for human
habitation or for commercial, industrial or business use and not in compliance with applicable
codes, has been vacant for one year or more, and/or constitutes an endangerment to the public
health or safety as a result of unsanitary or unsafe conditions.
A. Eligibility
1. Structure must be infeasible to rehabilitate to a HQS code or standard. To meet this
criterion, the costs to rehabilitate the structure must exceed $15,000, or $15 per square
foot.
2. All structures must be vacant for a minimum of one year.
3. Property must have clear title, including not having any delinquent taxes , liens ,
assessments, or other fees due to the City.
4. The final use of the property must be consistent with the City's Consolidated Plan and
Neighborhood Plans.
5. The structure must meet the City's unsafe building ordinance or nuisance ordinance
criteria.
B. Funding Terms
Loans are provided at 0% interest for the cost of demolition. The demolition loan will be fully
forgiven if:
• The property is redeveloped with affordable housing within 3 years as defined by the City
of Jefferson and HUD; or
• Property is located within the 100 year floodplain or floodway which will require deed
restriction for future development in accordance with City floodplain ordinance.
Loans are secured by a Deed of Trust. Terms ofloan are determined by amount of assistance. If
the owner retains the property for the applicable loan period then the loan will be forgiven. The
following table lists out the loan periods.
Amount of Assistance Loan Period
Under $15,000 5 years
$15,000 -$40,000 10 years
Over $40,000 15 years
53
C. Demolition Procedure
All federal, state, and local laws and regulations shall be followed by contractors during the
demolition and disposal of hazardous building materials.
1. Owner submits completed application to the Department of Planning & Protective
Services.
2. Rehabilitation feasibility analysis performed on structure. Staff also verifies
documentation of the building being vacant for at least one year as defined by Section
104(d) of the Housing and Community Development Act.
3. The City completes the environmental review of the proposed demolition site. The
review may take up to 90 days. All Conditions for Approval identified must be adhered to
and documented for compliance.
4. Work-Write Up and Procurement of Contractor
a. City staff develops a work write-up and secures bids from qualified contractors.
b. Applicants may secure demolition bids from qualified contractors, provided that
all City and HUD contractor requirements are met before the bid is awarded.
c. Contract shall not be awarded until Authority to Use Grant Funds is obtained
from HUD.
5. Agreement for Demolition
a. City staff prepares the Agreement containing the terms and conditions of the
funding assistance. This agreement shall be between the City and property owner
and shall include the conditions of the closing and loan documents, and a time line
for completion.
b. Non-Profits must execute a sub-recipient agreement.
c. Notice to proceed is provided to contractor/owner.
8. Construction Inspection Completion and Draw of Funds
a. City staff inspects the completed work. Issues Certificate of Completion.
b. Contractor provides support documentation to City staff for draw of funds
including but not limited to: invoices, lien waivers, and disposal tickets.
c. Deed of Trust is filed for amount of assistance, if applicable.
54
TABLE I ORGANIZATIONAL CHART
NEIGHBORHOOD SERVIC ES DIVISION
NEIGHBORHOOD SERVICES MANAGER
JAYME ABBDrr
NEIGHBORHOOD SERVICES SPECIAliST
VACANT
PROPERTYIHOUSING INSPECTOR II
DA YID HELMICK
PROPERTY/HOUSING INSPECTOR I
CLINT BISHOP
PROPERTY/HOUSING INSPECTOR I
T.J. PETERSON
pg
FT
DEPARTMENT OF PLA NNING AND PROTECTI VE SERVI CES -FY 2018
pg
FT
BUILDING DIVISION
BUilDING OffiCIAl
lARRY BURICHAROT
BUilDING INSPECTOR I
BRIAN AllEN
BUILDING INSPECTOR I
RICK HUNT
BUILDING INSPECTOR I
Bill LUEBBERT
BUILDING PLANS EXAMINER
DAN VANDE VOOROE
DEPARTMENT DIRECTOR
SON NY SANDERS AICP
ADMINISTRATIVE ASSIST ANT
ANNE STRATMAN
ADMINISTRATIVE TECHNICIAN
ICEll Y ENGLISH
pg
55
INSPECTOR
lORAN PRENGER
INSPECTOR
KATHERINE ONEAl
CUSTOMER SERVICE REPRESENTATIVE
EllEN STEGEMAN
ADMINISTRATIVE TECHNICIAN
DIANE CARY
FT
pg
pg
FT
PLANNINGIMPO DIVISION
PLANNING MAN AGER
ERIC BARRON AICP
PLANNER I
AlEX ROTENBERRY
PLANNER I
IAN ZOlliNGER
PLANNER II
KATRINA 'WilliAMS
Memorandum
320 Ea st McC arty St reet • Jefferson City, Missouri 65 101 • P: 573.63 4 .6410 • F: 573.6 3 4 .6 5 6 2 • www.jeffersoncitymo .gov
Date:
To:
From :
Subject:
November 30, 2017
Public Works and Planning Committee
David Bange P .E., City Engineer 1JPO
Monroe Street, 600 through 1100 Blocks
City Staff is looking to the Committee for d irection as to how, or if, they would like to proceed w ith
improvements to Monroe Street between Highway 50 and Wood lawn Avenue . This is response to
Councilman Mihalevich's request to look into the issues and costs associated with upgrading Monroe
Street particularly as it pertains to providing for two way traffic through the corridor.
This corridor encompasses six blocks with four and a half blocks carrying two way traffic and the
remaining one and a half blocks being one way southbound . In add ition to the one way issues this
section of street includes a traffic s ignal that does not meet current MUTCD standards, a retaining wall
on the western s ide of Monroe between Highway 50 and Dun k lin Street that is showing signs of
movement and is currently being monitored, and a significant quantity of old stormwate r infrastructure
in the area around E. Atchison Street. Right of way is also a concern particularly in consideration of
widening the street to accommodate two way traffic. Widening the street from Franklin to Woodlawn
would require property acquisition from seventeen or more properties.
It is estimated that reconstructing th is si x block section of street would cost in the range of th ree million
dollars . Funding for such a project cou ld come in part from the contingency/economic development line
item of the Capital Improvement Sales Tax G which is currently valued at 2 .5 million dollars. Given the
difference in potential funding the project could be broken into phases once an overall plan for the
corridor is developed . An initial phase could be the design of the corridor, the acquisition of th e
necessary right of way, the rec onstruction of the retaining wall and th e traffic signal. A second phase
could reconstruct the street or perhaps that portion of street that is currently one way, with the
remainder coming as a th ird phase if nec essary.
Regardless of the d ire ction ta ken on t he street as a whole the Eng ine ering D iv ision will continue to
monitor the reta ining wall and will keep the Committee apprised of changes in the wall 's condition .
If you have any questions concerning this item I can be re ac he d at 634-643 3 .
DB :db
U:\Public W orks\Engineering\dbange\PU BLI C W ORKS & P LANN ING\201 7\12-7-17\Monroe Street.docx
Missouri American Water
Street Cut and Right-of-Way
November1 ,2013-November29,2017
11/21/17 11/21/17 11/27/17 3 1918 Hayselton 21716 Closed
11 /16/17 11/16/17 11 /27/17 5 140 Booneville 21715 Closed
11 /13/17 11/13/17 1913 Cole Dr 217 17
11/10/17 11 /10/17 1760 South ridg e Dr 217 13
11/10/17 11/10/17 11/14/17 4 131 E High 21712 Closed
11/4/17 11/6/17 11/21/17 10 2424 Livinoston 21646 Closed
11/1/17 11/1/17 11/3/17 3 E Cedar Way/Madison 21645 Closed
10/30/17 10/30/17 11/15/17 12 1202 Ba ld Hill 21644 Closed
10/27/17 10/27/17 10/31/17 4 E McCarty Lafayette 21643 Closed
10/25/17 10/25/17 11/17/17 18 420 Holiday 21642 Closed
10/2 4/17 10/24/17 11/17/17 19 1111 Leslie Blvd 21641 Closed
10/7/17 10/7/17 11/21/17 32 1813 Swifts Hwy 21640 Closed
10/4/17 10/4/07 10/17/07 10 18 12 Stadium 21639 Closed
9/3/17 9/6/17 9/12/17 6 1126 E Atchsion 21638 Closed
8/13/17 8/15/17 8/28/17 11 10031ndiana Ave 21637 Closed
8/2/17 8/4/17 8/28/17 20 17 15 Hayselton 21636 Closed
7/22/17 7/22/17 8/8/17 12 900 Witter 21635 Closed
7/21/17 7/21/17 7/27/17 5 1100 Industrial Driv 21634 Closed
6/2/17 6//17 6/8/17 5 1111ndustrial Dr 21633 Closed
5/28/17 5/28/17 6/8/16 9 MO Blvd and High St 2 1632 Closed
5/17/17 5/17/17 7/12/17 39 2308 Hyde Park 2 1586 Closed
5/13/17 5/13/17 5/25/17 9 2211 Brandy Ln 21585 Closed
4/2 5/17 4/25/17 5/19/17 19 603 Ohio 21584 Closed
3/27/17 3/27/17 4/17/17 16 1220 W High Street 21583 Closed
3/13/17 3/14/17 3/16/17 4 1405 Mo rela nd 21582 Closed
3/13/17 3/13/17 3/29/17 13 103 E Cirlce 21581 Closed
3/10/17 3/10/17 3/15/17 4 716 W Main 21580 Closed
3/9/17 3/9/17 4/17/17 21 A dams/Capitol 21579 Closed
3/1/17 3/3/17 3/10/17 8 2409 Hyde Park 21578 Closed
3/1/17 3/1/17 4/26/17 43 526 E Capitol 21577 Closed
2/23/17 2/27/17 3/7/17 9 1011 Industrial 21576 Closed
2/27/17 2/27/17 6/1/17 67 E Cirlce 21575 Closed
2/27/17 2/27/17 3/13/17 13 603 Linn 21574 Closed
2/19/17 2/19/17 2/28/17 7 109 Bluff 21573 Closed
2/17/17 2/17/17 3/7/17 12 205 C lay St 21572 Closed
1/13/17 2/7/17 2/14/17 22 West Tanner Way 21541 Closed
1/13/17 2/7/17 2/17/17 25 1031 Buna Vista 21540 Closed
2/3/1 7 2/3/17 2/17/17 11 1810 Stad ium 21539 Cl osed
12/18/16 1/6/17 1/23/17 25 1200 El merine 21535 Closed
12/14/16 1/6/17 1/12/17 17 Hart/W McCarty 21534 Closed
12/13/16 12/14/16 12/22/16 8 714 Michig an 21531 Closed
12/12/16 12/14/16 12/14/16 1 923 Dockerv St 21530 Closed
12/10/16 12/10/16 4/17/17 88 1323 Karen 21529 Closed
12/9/16 12/9/16 2/28/17 61 708 Belair 21528 Closed
12/8/16 12/8/16 1/23/17 29 1609 Bevelrv 21527 Closed
10/27/16 10/26/16 10/26/16 6 1010 Ros ewood Circle 21478 Closed
10/20/16 10/21/16 10/25/16 4 Ed munds/Buna Vista 21477 Closed
10/20/16 10/21/16 10/25/16 4 Edmunds/E iizabeth 21476 Closed
10/20/16 10/2 1/16 10/25/16 4 Edmunds/Myrtle 21475 Closed
9/30/16 9/30/16 11 /2/16 24 701 Belair 21474 Closed
9/17/16 9/17/16 11 /2/16 35 1618 E Mille r 21473 Closed
9/14/16 9/14/16 11/2/16 36 909 E Capito l 21472 Closed
9/14/16 9/14 /16 11/2/16 36 200 Hub St 21471 Closed
9/9/16 9/9/16 10/6/16 20 1901 Glenwood 21470 Closed
8/19/16 8/19/16 9/27/16 28 1105 a nd 106 Ca rri Ann 21469 Closed
8/15/16 8/15/16 9/12/16 21 200 Block Clay Street 21468 Closed
8/13/16 8/13/16 9/14/16 23 1810 Stadium 21467 Closed
7/25/16 8/11/16 8/29/16 26 Rosewood/Carol 21466 C losed
8/8/16 8/8/16 8/24/16 13 611 Hibernia 21440 Closed
7/26/16 7/26/16 7/29/16 3 Stadium a nd Carter 21439 Closed
D¢s.«r.iprJon . .. ... . . . . ·-.... ...... ......... . ...... .
7/26/16 7/26/16 7/29/16 3 1228 Carter 21438 '-'C:..:.Io::..:s:..=e:.::d _________ ___,
Page 1 of 6
Missou ri A meri ca n Water
Stree t Cu t and Right-of-Way
Nove mb er 1 201 3 -N ove mbe r 29 20 17 ··-··· ...... ······· ...................... ······· ........................ ········ . -........... ········ ............ . ·~a t.e:~?.~· :1?-~~~:~~m~d :>::~~£~:::;::: ::~ax ~. ::.· .. :.<.: .. ::.::.·.:::·:··.:·:·::·.·:··.: .. < .. :.:.::L·::~.:.:.~.:.~.·.n.:; ... ?.: .. ~.:·:·:.· .. · ::::.:··.:.:: .. :: .. :.:: .. : .. :.·.·.: :.::.~ .. :eN:~o:::.~:.t .. ·::.::.: .. ::.:::.::.~:.::.::.::.::.9.}.:~.::.s.·~:·'~.·:~.~:.?..~.:::.::.::.::.::.i .. :::.i: .. :.:::.:: .. :: . . . ·-:~~n.e ;:::;: ;::<:)~:::::: .. ~o~p~~~~:~: :%t!~~ ... ·.· ..... ·.·. ·.· ................ .
7/26/16 7/26/16 8/12/16 14 Rosewood/Carroll 21 4 37 C losed
7/25/16 7/25/16 8/12/16 15 101 1 Winston 21436 C losed
7/20/16 7/20/16 8/12/16 18 East As hley and Madison 21435 Cl osed
7/8/16 7/8/16 8/26/16 37 2653 Sue Drvie 21434 Closed
7/7/16 7/7/16 7/29/16 17 613 Michigan 2 1433 Closed
7/6/16 7/16/16 8/2/16 12 701 E McCaty 2 1432 Closed
7/5/16 7/5/16 8/29/16 40 901 E Capi tol 21431 Closed
7/4/16 7/4/16 7/11 /16 4 901 Mad iso n 214 30 Closed
7/3/16 7/3/16 8/26/16 40 220 1 Ma rily n 21 429 C losed
7/2/16 7/2/16 7/11/16 5 104 Jackson 2 1428 Closed
7/1/16 7/1/16 8/23/16 37 824 SW Blvd 21427 Closed
6/30/16 6/30/16 9/7/16 49 908 Westwood 21426 Closed
6/30/16 6/30/16 7/20/16 14 18 16 Green Mead ow 2 1405 Closed
6/28/16 6/28/16 7/1 1/16 1 1 1401 E Elm 21404 Closed
6/28/16 6/28/16 8/2/16 24 613 Waverly 21403 Closed
6/26/16 6/26/16 7/20/16 17 2406 James Street 21 402 C losed
6/19/16 6/19/16 7/11 /16 26 Cottage Ln/ Go rd on 2 1401 C lose d
6/14/16 6/14/16 8/12/16 4 4 Adams/Sta te 2 1400 C lose d
6/14/16 6/14/16 7/20/16 25 1101 Maplewood Ct 21399 C losed
5/26/16 5/26/16 6/28/16 23 1805 W Main 21398 Closed
5/10/16 5/10/16 5/31 /16 14 1115 E Miller 21397 Closed
5/5/16 5/4/16 1827 Mississi ppi 21396 Closed
5/5/16 5/5/16 5/18/16 9 617 Houch in 21395 Closed
5/2/16 5/2/16 1900 Summers Way 2 1394 Closed
5/1/16 5/1/16 5/10/16 8 938 Fa irm ont Blvd 21 393 Closed
4/2 1/16 4/21/16 5/4/1 6 9 1209 West Main 2 1392 Closed
4/20/16 4/20/16 5/4/16 10 127 W Cirlce 2 1391 Closed
4/19/16 4/19/16 4/27/16 7 1210 Moreland 2 1390 Closed
4/15/16 4/15/16 2207 Merlin 2 1389 Closed
4/12/16 4/12/16 4/19/16 6 620 Oh io 2 1388 Closed
4/12/16 4/12/16 4/19/16 6 608 Oh io 21387 Closed
4/11/16 4/11/16 4/15/16 5 High St ree t ramp/MO Bl vd 21386 Closed
4/7/16 4/7/16 4/15/16 7 207 Vista 21365 Closed
4/5/16 4/5/16 5/3/16 21 20 15 Tower 2 136 4 Closed
3/29/16 3/29/16 5/4/16 28 2026 W Main 2 1363 Closed
3/25/16 3/25/16 7/11 /16 7 3 1428 Ba ld Hill 2 1362 Closed
3/25/16 3/25/16 4/6/16 10 513 Gipfert Ln 21361 Closed
3/23/16 3/23/16 4/6/16 10 1805 Ba ld Hill Rd 2 1359 Closed
3/18/16 3/18/16 4/6/16 12 1014 Lau ra! 2 1358 Closed
3/10/16 3/10/16 4/6/16 20 333 Old Gi bbler 21357 Closed
3/10/16 3/10/16 4 /6/16 20 2210 Me lody Dr 21356 Closed
3/10/16 3/10/16 3/15/16 4 400 Do nna Bella 21355 Closed
3/7/16 3/7/16 3/9/16 2 6 18 E Hig h 2154 Closed
3/2/16 3/2/16 2025 Edgewood (Hydrent) 2 1353 Closed
2/26/16 2/26/16 4/6/16 28 2025 Edgewood 21 352 Closed
2/23/16 2/23/16 8/2 4/16 130 1415 Stadiu m 2 1351 Closed
2/19/16 2/19/16 12/7/16 300 blk EState St 2 1320 Closed
2/18/16 2/18/16 2/29/16 8 Union/Jackson 2 1319 Closed
2/12/16 2/12/16 3/9/16 19 2109 Edgewood Dri ve 2 1318 Closed
2/12/16 2/12/16 3/9/16 19 818 Air View 2 1317 Closed
2/11 /16 2/1 1/16 3/9/16 20 2500 Orchard Ln 21316 Closed
2/11 /16 2/1 1/16 2/25/16 11 1722 So uth Ridge 2 1315 Closed
2/5/16 2/5/16 3/9/16 23 2000 Mead ow Ln 21314 Closed
2/3/16 2/3/16 2/15/16 9 2 128 Gree n Meadow Dr 213 13 Closed
2/1/16 2/1/16 2/15/16 11 1308 Moreau 213 12 Closed
1/29/16 1/29/16 2/1/16 1709 Francis 2 1311 Closed
1/28/16 1/28/16 2/1/16 2 7 10 Belair 21310 Closed
1/28/16 1/28/16 2/1/16 2 Hough Park and Kolb 2 1309 Closed
1/26/16 1/26/16 2/1/16 4 122 Boonville 2 1308 Closed
1/26/16 1/26/16 1/27/16 126 E Circ le 21307 Closed
1/22/16 1/22/16 3/9/16 33 2124 Lowell 2 1306 Closed
Pa ge 2 of 6
Missou ri Ame ri can Water
Street Cut and Right-of-Way
November 1,2013-November29,2017
:·~~i~rk · :~~~~~~~i'~1: :~~~i~:WJ : :~~r;~: :(: · :.>\:·: :.~o·~~@~< .··.<<::::>: it~i(f ///.\ :-/~W~rjp~~~}i:i/)ii\/
1/21 /16 1/2 1/16 2/4/16 11 1200 Moreland 21305 Closed
1/17/16 1/17/16 3/9/16 37 1822 Tanner Bridge 21304 Closed
1/15/16 1/15/16 1/25/16 5 906 Broadway 21303 Closed
1/11 /16 1/12/16 1/14/16 3 810 Stad i um 21302 Closed
1/11 /16 1/12/16 1/13/16 2 Ridgewood and W McCarty 21301 Closed
1/2/16 1/12/16 1/29/16 20 Southwest and Sunva ll y 212 11 Closed
1/2/16 1/12/16 1/14/16 9 1837 W McCarty 21210 Closed
12/24/15 12/30/15 1/6/16 8 1812 W Stadium Blvd 21209 Closed
12/21/15 12/23/15 1/6/16 10 1228 West Edgewood 21208 Closed
12/4/15 12/7/15 12/21/15 12 W. McCarty and Mani ll a 2 1207 Closed
12/4/15 12/7/15 12/21/15 12 1808 Greenberrv x2 21206 Closed
11 /28/15 11/30/15 2/23/16 60 2224 Oakview 21205 Closed
11 /19/15 11/18/15 2/23/16 Oakview/Hillsdale 21204 Closed
10/28/15 10/28/15 12/4/15 25 2619 Schellridge 21203 Closed
10/23/15 10/26/1 5 12/4/15 28 319 Meier 21202 Closed
10/10/2 015 10/12/20 15 10/23/2015 10 400 E Cedar Way 21201 Closed
10/7/2015 10/8/2 015 10/9/2015 3 1409 Moreland 21200 Closed
10/3/2 015 10/5/2015 10/22/2015 14 MO Bl vd and Stadium 2 1199 Closed
9/15/2015 9/15/20 15 9/22/2015 6 213EE1m 21198 Closed
9/8/2015 9/14/2015 9/22/20 15 8 1025 Westwood 21197 Closed
9/7/2015 9/8/2015 9/22/2015 9 2601 Schell ridge 2 1196 Closed
9/5/2015 9/8/2015 9/22/2015 11 1901 Bassman 2 1195 Closed
9/2/20 15 9/8/2 015 10/30/2015 43 804 Adams 21194 Closed
8/18/2015 8/20/2015 8/20/2015 2 E Elm/Linn 21193 Closed
8/10/2015 8/20/2015 9/22/20 15 31 933 Leslie 2 1192 Closed
8/7/2015 8/20/2015 9/15/20 15 25 1312 Lynnwood 2 1141 Closed
6/30/2015 5/30/2015 7/6/2015 5 313 Hart 21139 C losed
6/30/2015 6/30/2015 7/2/2015 3 100 E Cedar Way 21140 Closed
6/22/2015 6/22/2015 6/25/2015 3 1707 West Main 21137 Closed
6/19/2015 6/22/2015 7/7/2015 13 800 Adams 21138 Closed
6/17/2015 6/18/2015 6/24/2015 6 Satinwood/Brandy Lane 21136 Closed
6/1 0/2 015 6/1 0/2 015 6/1 5/2015 3 100 Jefferson 21135 Closed
6/2/2 015 6/3/2 015 6/9/2015 5 2406 James Street 2 1134 Closed
5/29/2015 5/29/2015 6/9/2015 8 623 Ohio 21133 Closed
5/26/2015 5/26/2015 6/9/2015 11 1313 Moreland 21132 Closed
5/21/2015 5/21/2015 6/24/2 015 25 Hibernia/Mokane Road 2 1130 Closed
5/21/2015 5/2 1/20 15 6/3/2 015 10 1900 Stadium 2 1131 Closed
5/15/2015 5/15/2015 6/3/2015 13 319 Stadium 21129 Closed
5/14/20 15 5/14/2015 6/3/2015 14 205 Boonville 21128 Closed
5/6/2015 5/6/2015 5/11/2015 3 1317Monroe 21 127 C losed
4/28/2015 4/28/2015 5/7/2015 8 312 E Capitol 21126 C losed
4/19/2 015 4/20/2015 5/4/2015 10 1110 Lee Street 21125 C losed
4/15/2015 4/15/2015 5/7/20 15 17 1711/1713 Hayselton 21 124 Closed
4/3/2015 4/1 0/20 15 5/7/20 15 25 217 Stadium Blvd 2 11 23 Closed
3/27/2015 3/27/2015 6/24/2015 66 1419 Hough Park 21 122 Closed
3/26/2015 3/26/2015 3/30/2015 3 209 E Atchison 20982 Closed
3/26/2015 3/26/2015 5/7/2015 31 Jackson/Stadium 20983 Closed
3/19/2015 3/20/2015 4/24/2015 26 419 Oak Valley Ct 20980 Closed
3/19/2015 3/20/2 015 5/21/2015 45 1902 Stadium Blvd 2098 1 Closed
3/17/2015 3/18/20 15 3/30/2015 10 Dunklin/Je fferson 20979 Closed
3/6/2015 3/9/2015 3/12/2015 5 909 Indiana 20978 Closed
3/5/2015 3/6/2015 VO ID 1104 Madison St_(in ally) 20977 VOI D
3/3/2015 3/3/2015 1808 Crader Dr 20973 Closed
3/3/2015 3/4/2015 3/26/2015 18 110 block Jackson 20974 Closed
2/27/20 15 3/4/2 015 4/15/2015 33 Boonvi ll e and Norris 20975 Closed
2/27/2015 3/4/2015 4/15/2015 33 W. McCarty and Hart 20976 Closed
2/24/2015 2/25/2015 3/24/2 015 21 719 Jefferson 20972 Closed
2/22/2015 2/23/2015 1212 More land Ave 20971 Closed
2/1 1/2015 2/11/2015 3/12/2015 22 2717 Lola Dr 20970 Closed
21912015 2/9/2015 3/3/2015 17 1924 Haysel ton 20968 Closed
2/9/2015 2/9/2015 3/2/2015 32 525 E High 20969 Closed
Page 3 of 6
Missouri American Water
Street Cut and Right-of-Way
November 1 2013 -Novembe r 29 2017
1/29/2015 1/29/2015 3/30/2015 44 Dunklin and Jefferson 20967 Cl osed
1/25/2015 1/26/2015 1/30/20 15 4 104 N. Taylor 20966 Closed
1/21/2015 1/21/2015 1/30/2015 7 400 E Hess Way 20965 Closed
1/20/2015 1/21/2015 1/27/2015 5 11 7 E Ci rcle 20958 Closed
1/19/2015 1/21/2015 1/27/20 15 7 412 E Cirlce 20960 Closed
1/19/2015 1/21 /20 15 3/24/2015 47 401 Cap itol 20963 Clo sed
1/19/2015 1/21/2015 2/6/20 15 14 319 Meier 20964 Closed
1/17/2015 1/21/20 15 2/6/201 5 15 823 Primrose 20957 Closed
1/17/2015 1/21/20 15 1/27/20 15 7 9 17 Moreau 20961 Closed
1/1 6/201 5 1/21/2015 1/30/20 15 11 414 Hess Way 20959 Closed
1/11 /2 0 15 1/11 /2015 1/2 1/2 015 8 Boonvill eandWestMain 20956 Closed
1/10/2015 1/1 1/2 015 1/27/2015 11 MorelandandMoreau 20953 Closed
1/10/2 015 1/11/2015 1/20/2 015 7 1320 Moreland 20954 Closed
1/10/2015 1/1 1/2015 2/6/2015 20 2306 Hillsdale 20955 Closed
1n/2015 1/9/2015 1/14/2015 6 2503 1nd ustrial Drive 20952 Closed
1/6/2015 1/6/2015 1/2 1/2015 12 300 Berry St 20951 C lose d
1/1/2015 1/5/2015 2/6/2015 26 1902 MO Blvd/Beck St 20949 Closed
1/1/2015 1/15/2015 2/11/2015 30 413 Beck St 20950 Closed
12/26/2014 12/29/2014 1/20/2015 16 1308 Houchins 20947 Closed
12/26/2014 12/29/2 014 1/20/2015 16 Dun kl in and Houchins 20948 Closed
12/2/2014 12/3/2014 12/15/2014 12 Donald Dr 20946 Closed
11/27/2014 12/1/2014 12/15/2014 14 Donald Dr 20945 Closed
11/18/2014 11/19/2014 12/15/2014 18 192 4 Hayselton 20944 Closed
11/14 /2 0 14 11/17/201 4 12/2/2014 18 837 Crestme re 20943 Closed
11/13/2014 11/17/2014 501 Mesa 20942 Closed
10/28/2014 10/29/2014 12/2/2014 22 2600 Schellridge 20941 C los ed
10/16/2014 10/20/2014 11 /4/2014 13 16 05 Ba ld Hill Rd 20940 Clos ed
10/13/2 014 10/16/2014 11/4/2014 15 Dogwood/B uehrle 20939 Closed
10n/201 4 10/9/2014 10/19/2015 10 212 Broadway 20938 Closed
9/16/2014 9/17/2014 10/1/2014 10 2500 CountryCiub 20937 Closed
9/8/2014 9/8/2014 9/17/2014 9 Ridqeway and Oak view 20936 Closed
8/22/2014 8/26/2014 10nt2014 East Mille r and Ma rshall 20934 Closed
8/21/2014 8/22/2014 9/15/2014 14 421 Un io n 20935 Closed
8/16/2 014 8/1 /2014 11/4/2014 65 1827 W . McCarty 20933 C losed
7/30/2014 7/31/2014 West Ashley and Mul berry 20860 C losed
7/28/2014 7/26/2014 200 block of S. Bluff Street 20859 C losed
7/23/2014 7/23/2014 8/1 1/2014 19 1319 E Elm Street 20856 Closed
7/23/20 14 7/25/2014 8/1/2014 10 103 East Circle 20857 C losed
7/23/20 14 7/25/201 4 8/11/2014 19 700 Block o f Michiqam 20858 Closed
7/17/2014 7/22/2014 2025 West Edqewood Dr 20854 Closed
7/17/2014 7/22/2014 Hiebern ia 20855 Closed
7/13/2014 7/22/201 4 8/19/2014 37 1429 Dixon Drive 20853 Closed
7n/14 7/8/14 7/15/14 1502 Gree nb errv 20852 Closed
7/5/14 7/8/14 10/3/14 58 114 Ridqeway 20851 Closed
7/1/14 7/3/14 8/14/14 21 11 20 Lee St re et 20850 Clo se d
6/30/14 7/1/14 7/15/1 4 400 Block Jackson 20848 Closed
6/30 /14 7/3/14 7/15/14 1306 West Main 20849 Clo sed
6/20/14 6/23/14 7/15/14 1505 Stadium 20847 Closed
6/6/14 6/9/14 327 Fox Creek 20845 Closed
6/4/14 6/5/14 4/20/15 West Main and MO Blvd 20844 Clos ed
5/27/14 5/28/14 Industrial and Jaycee Dr 20842 Closed -New Main
5/21/14 5/2 1/14 6/4/14 14 321 Wilson Drive 20841 Closed
5/20/14 5/20/14 6/4/14 15 4411 Ind ustria l 20840 Closed
5/13/14 5/14/14 1101 Industrial Drive 20839 Closed
5/8/14 5/13/14 5/14/14 6 Hillsdale and Binder 20837 Closed
5/1/14 505 Meier Dr 20836 Closed
4/29/14 4/29/14 5/6/14 7 421 Ladue Rd 20835 Ope n -Driveway Issues
4/28/14 11/17/14 700 Block SW Blvd 20830 Closed
4/28/14 4/29/14 5/15/14 17 102 Vis ta 20832 Closed
4/28/14 4/29/14 5/1/14 3 1308 Cott aqe Lane 20833 Closed
4/28/14 4/29/14 5/6/14 8 2215 Hillsdale 20834 Clo sed
4/26/14 206 John St 20831 Closed
4/24/14 300 Blo ck East High 20829 Clo sed
Page 4 of 6
Missouri America n W ater
Street Cut and Right-of-Way
November 1,201 3-No vembe r 29,2017
::6 ~~~::.~-:~t~t~r~~~:~ :ill~:~~;:&.~: :~~r.:~-:):-))/:: .. ; ~~c~tiQ (\}::}}/ UtN~j ~:: }t/:_::_y:::6~~H~~d -}i>{%:}
4/23/14 606 Washi ngt on Street 2082 8 Closed
4/16/14 2107 Buehrle Dr 20825 Closed
4/16/14 1010 Holly 20826 Closed
4/16/14 Maryland and Lowe ll 20827 Closed
4/7/14 2940 Valley View Drive 20824 C losed
4/2/14 121 5 Edg ewood 20822 Close d
4/2/14 1801 Notre Dame 20823 C losed
3/18/14 104 W. Franklin 20821 C losed
3/7/14 H iberia/Mokane Road 20820 C losed
2/28/14 Locus t I Walsch 20819 C los ed
2/2 4/14 Edmond s I Dulle 20818 Closed
2/2 1/14 2708 Twin Hill s 20817 C losed-Driveway question
2/18/14 306 N Lincoln 208 15 Closed
2/18/14 Pondarosa Street 20816 C losed
2/13/14 100 Blk East Ashley 20814 C losed
2/11/14 3 17 Stadium 20813 Closed
2/4/14 216-218 McKinley Street 20811 Closed
2/3/14 1408 East High (Alley) 20812 Closed
1/20/1 4 1314 Moreau Drive 20751 Closed
1/20/14 1/20/14 5/6/14 106 311 E High Street 20752 Closed
1/12/14 Doug la s /Wayne 20749 Closed
1/12 /14 130 Boonville Road 20750 Closed
1/7/14 11 20 Ca rol Street 207 48 Closed
1/5/14 1515 Rosewood 20747 Closed
1/3/14 708 Wicker Lane 20746 Closed -New Main
1/2/14 710 Wicker Lane 20745 Closed-New Main
1/1/14 McCarty Street I Manilla 20743 Closed
1/1/14 Pierce I Edwards ----+--='2~07::-4'-:4'--+C=-'Ic:.o;:_;se:..;:d'--------------t
12/26/13 1504 Bald Hill Road 20742 Closed
12/23/13 11 22 East Atchison 20741 Closed
12/18/13 1505 Southwest Blvd . 20739 Closed
12/18/13 Marilyn I Oakview 207 40 Closed
12/11 /13 1306 Emmience 20737 Closed
12/11 /13 623-625 W McCa rty Street 20738 Closed
12/10/13 709 E McCarty Street 20734 Closed
12/10/13 2107 Rear Mo . Blvd. 20735 Closed
12/10/13 200 Blk Filmore 20736 Closed
12/8/13 719 Wicker Lan e 20 733 Closed
12/3/13 2109 Edgewood Drive 20731 Closed
12/3/13 1119 Darlene 20732 Closed
11 /28/13 636 Belmont 20730 Closed
11/27/13 1210 Edgewood 20729 Closed
11/19/13 1310 East High Street 20728 Closed
11 /14/13 603 Meir 20726 Closed
11 /14/13 Westwood I Wood C liff 20727 Closed
11 /13/13 3032 Oa k Va ll ey Drive 20723 Closed
11 /13/13 1901 Bassman 20724 Closed
11/13/13 11 /15/13 5/14/13 316AshStree t 20725 Closed -NewMain
11/5/13 Satinwood Drive I Melody 20722 Closed
11 /4/13 2207 Sche ll Ridg e 20720 Closed
11 /4/13 1822 Cedar Ridge 20721 Closed
5/30/13 6/3/14 6/4/14 370 2212 Oakview Drive 20843 Closed
5/12/13 5/13/14 2600 Jason Road 20838 Closed
138 Forest Hill 20753 Closed
1225 High Cliff 20754 Closed
1551 Bald Hill Road 20755 Closed
6/1 1/14 6/9/14 619 Houchin 20846 Closed
Page 5 or 6