HomeMy Public PortalAbout2021-01-14 packetNotice of Meeting & Tentative Agenda
City of Jefferson Public Works & Planning Committee
Thursday, January 14, 2021
7:30a.m .
John G . Christy Municipal Building , 320 East McCarty Street
).. Note: VIRTUAL MEETING ONLY!
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TENTATIVE AGENDA
1) Introductions
2) Approval of the December 10 , 2020 Committee meeting minutes
3) New Business
1. Parking Facilities Repair Needs Presentation (Britt Smith)
2. Approval of CDBG Policy and Procedures Manual -Anne Stratman
3. Recreational Trails Program Grant Application -Rachel Senzee/David
Bange/Todd Spalding
4) Citizen opportunity to address Council/Staff on Stormwater and Other Public Works
Issues
5) Adjourn
NOTES
Individual s should co ntact th e ADA Co ord ina tor a t (573) 634-6570 to req ues t accommodations or a lte rnat ive formats as
required under the Am eri ca ns with Dis ab il ities A ct. Please a ll ow three b usin ess days to process the request.
Please ca ll (573) 63 4-64 10 wi th qu estions rega rd ing agend a ite ms .
MINUTES
JEFFERSON CITY
PUBLIC WORKS AND PLANNING COMMITTEE
Virtual Meeting
John G. Christy Municipal Building 320 East McCarty Street
December 10, 2020
Committee Members Present:
Ron Fitzwater
Ken Hussey
David Kemna
Mike Lester
Mark Schreiber
Staff Present:
Matt Morasch, Director of Public Works
Britt Smith, Operations Division Director
David Bange, City Engineer
Don Fontana, Stormwater Engineer
Mark Mehmert, Transit Division Director
Eric Seaman, Wastewater Division Director
Rachel Senzee, Neighborhood Services Supervisor
Karlie Reinkemeyer, Neighborhood Specialist I
Ahnna Nanoski, Planner II
Matt Schofield, Fire Chief
Jason Turner, Fire Division Chief of Prevention
Sonny Sanders, Director of Planning and Protective Services
Amy Schroeder, Parks and Recreation Community Relations Manager
Ryan Moehlman, City Counselor
Steve Crowell, City Administrator
Brenda Wunderlich, Administrative Supervisor
Attendance
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Chairman Hussey called the meeting to order at 7:30 a.m. A quorum was present at this time.
The following guests attended virtually: Mayor Carrie Tergin; Martin Grabanski; Bryan Ross; Donna
Deetz, Holly Stitt; Steve Kroner; Sherry Kempf; Jim Wisch; John Landwehr; Peter Verslues; Mary
Schantz; Mark Hill; Leann Porrello; Nichole Bock; and Emily Cole with News Tribune.
1. Introductions
Introductions were made at this time.
2. Approval of the November 12, 2020 Committee meeting minutes
Councilman Lester moved and Councilman Kemna seconded to approve the November 12,
2020 minutes, motion carried.
3. New Business
1. Sewer Relocation for the Shikles Center (David Bange)
Mr. Morasch explained Catholic Charities has requested the City contribute to the
redevelopment of their site to help with the relocation of the sanitary sewer at a cost of approximately
$20,000.00.
There was discussion among Committee members, staff, and those present regarding the
cost, whose responsibility is it to elevate the pipe, City policies for development standards, the amount
of fill placed over the pipe, and the need to slow down Planned Unit Development projects.
CaMinutes/Jefferson City Public Works and Planning Committee 2
December 10,2020
Councilman Kemna moved and Councilman Schreiber seconded to direct staff do an
agreement with the developer for the City to contribute to the sewer relocation.
Councilman Kemna moved to amend the motion and Councilman Schreiber seconded to add
"up to $20,000.00".
The motion as amended carried.
2. Amtrak Station (Britt Smith)
Mr. Smith explained the State is requiring the temporary Amtrak Station trailer be removed
from State property by December 28, 2020.
There was discussion among Committee members and staff regarding various options,
relocating the trailer to the Water Street right-of-way, providing other parking for the State, and staff
working with the State to see if there is a financially reasonable, mutually agreeable solution.
Councilman Fitzwater moved and Councilman Lester seconded to direct staff to request a 180
day extension from the State of Missouri to give time for staff to work with the State to come up with a
solution, motion carried.
3. Clark Avenue and Dunklin Street Right-of-Way Agreements (David Bange)
Mr. Bange explained staff is recommending property acquisitions and adjustments to complete
the Clark Avenue roundabout project. The following properties are needed for the project:
1136 E. Dunklin
627 Clark Ave
623 Clark Ave
Portions of 631 & 701 Clark Ave
There was discussion among Committee members and staff regarding the cost of the
properties and the funding source.
Councilman Schreiber moved and Councilman Fitzwater seconded to refer the agreements to
the City Council with recommendation to approve, motion carried.
4. Capital Region Medical Center Property Swap (David Bange)
Mr. Bange explained staff is requesting the Committee recommend an agreement pertaining to
a swap of properties with Capitol Region Medical Center to the City Council for approval. The property
from the City would be Russell Street and the property from CRMC would be along Franklin Street
which would provide space for an improved intersection with Monroe and Franklin Street.
Councilman Lester moved and Councilman Kemna seconded to refer the agreement to the
City Council with recommendation to approve, motion carried.
5. Historic Preservation Commission Annual Report (Rachel Senzee)
CaMinutes/Jefferson City Public Works and Planning Committee 3
December 10,2020
Ms. Senzee introduced Ms. Reinkemeyer for this presentation. Ms. Reinkemeyer explained
per City Code, the Historic Preservation Commission must make and annual report the City Council
giving a full account of its business and its accomplishments.
6. Capitol Avenue Mural (Amy Schroeder)
Ms. Schroeder explained the mural permit was approved by the Director of Planning and
Protective Services on October 2, 2020. A permissive use of right-of-way for the fence was
approved at the October 19, 2020 City Council meeting with reserving permission to install a
mural.
There was discussion among Committee members, staff, and those present regarding the
mural content, citizen comments, the mural meeting the construction standards in the zoning
code, and request to remove the mural stipulation.
Councilman Kemna moved and Councilman Lester seconded to refer the mural to the City
Council with recommendation to approve. Motion carried with the following votes:
Aye: Hussey, Kemna, Lester, Schreiber
Nay: Fitzwater
4. Citizen opportunity to address Council/Staff on Stormwater and Other Public Works
Issues
No one was present to address the Committee.
5. Adjourn
Chairman Hussey adjourned the meeting at this time (9:30 a.m.).
COMMUNITY DEVELOPMENT BLOCK GRANT
2021 Policy and Procedures Manual
Department of Planning and Protective Services
Neighborhood Services Division
City of Jeffer·son, Missouri
CITY OF JEFFERSON
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
NEIGHBORHOOD SERVICES DIVISION
Staff
Sonny Sanders, AICP, Director
Rachel Senzee, Neighborhood Services Supervisor
A nn e Stratman, Neighborhood Services Specia li s t
Karlie Reinkemeyer, Neighborhood Services Specialist
Physical Address:
John G. Christy Municipal Building
320 E. McCarty Street
Jeffe rson C ity , MO 65101
Office Hours: 8:00AM-5:00PM
Phone: (573) 634-6410
Fax: (573) 634-6457
Website: www.jeffersonc it ymo .gov
2
ssanders@ jeffcitymo.org
rse nzee@ jeffcitymo .org
astratman(ci),jeffcitymo.orQ.
k.reinkemeyer@ jeffcitymo.org
Contents
I NTROD UCTION .................................................................................................................................................................. 4
C H A PTER 1: C DBG I M PLE M ENT A T I O N PROCESS ................................................................................................... 9
STEP I -SUBMIT CONSO LI DAT ED PLAN & DET ERM INE PROG RAM DELIVERY ............................................................ 9
Consolidated Plan/Act ion Plan. ........................................................................................................................... 9
Program D e live1y Method ................................................................................................................................. 10
STEP 2 -NATIONAL OBJECT I V E ............................................................................................................................... 11
STEP 3 -E LI G I BLE ACT I V I T I ES ........................................................................................................................ l4
STEP4 -COMPLY W I TH OTHER FEDERAL REQU I REMENTS ..................................................................... l 6
Enviro nmental R eview ....................................................................................................................................... 16
Doc um e n t ation of Low-moderate area .............................................................................................................. 16
Fair Housing, Accessib ility, and Equal Emp loyment ........................................................................................ 16
Procu r em ent ...................................................................................................................................................... 19
Contract Managem ent ....................................................................................................................................... 21
Labor S t andar ds ................................................................................................................................................ 2 5
Acquis ition a n d Re location ................................................................................................................................ 27
STEP 5 -ADDRESS F INANC I AL AND ADM INISTRATIVE REQ UIR EMENTS ................................................................... 28
A. Admin is trat ion & P lanning ...................................................................................................................... 28
CALCULATING P L ANNING AND ADMIN ISTRATION CAP .......................................................................... 29
B. Tim ely D is tr ibution of Funds ................................................................................................................... 29
C. Program Incom e ....................................................................................................................................... 3 0
D . Uniform Admin is trat ive R equirem en ts ..................................................................................................... 3 0
E. Audit R equir em en ts .................................................................................................................................. 31
F. C it iz en Part icipatio n ................................................................................................................................ 3 1
G. R ecord R etention Period .......................................................................................................................... 3 1
H. Internal Con trols ...................................................................................................................................... 3 2
I. !D IS Draws ............................................................................................................................................... 33
J. Equipment Manag ement and Disposition ................................................................................................ 33
STEP 6 -E NTER R ESU LTS INTO I DIS ........................................................................................................................ 34
STE P 7 -R EPORT AND M ON ITOR PRO GRESS ............................................................................................................ 35
Cale ndar of Events ............................................................................................................................................. 35
Mon itoring of Sub rec ipients ............................................................................................................................. 36
C H A PTE R 2: HOMEOWN E R SU PPORT PROG R AMS ............................................................................................... 37
Section I : H o m eowner S upport Prog r am .......................................................................................................... 37
Section 2: Down Paymen t Assistance ................................................................................................................ 46
Section 3 : Grant C ancella tion ........................................................................................................................... 4 9
C H APT ER 3 : DEM OLITION ............................................................................................................................................ 5 1
Table 1 Org aniz ational Ch a r t ............................................................................................................................. 53
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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
Income 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, 2021 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 Definitions
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 of 29 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.
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.. ..~ ... ~. _..
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: 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 1974: 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.
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
6
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 I992 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 I3, 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 I987, 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 I8A.l40; KRS 344.040; IOI KAR I:350 Paragraph II; I01 KAR 1:375
Paragraph 2(3); IOI KAR 2:095 Paragraphs 6 and 7.
The Americans with Disabilities Act of 1990 (ADA): This Act modifies and expands the
Rehabilitation Act of I973 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 I992 with the enrollment
and passage of Senate Bill2IO.
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,
7
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 (HOP A): 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
(1-9).
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 of 1968 (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 foll owing prov id es an over view of the fram ework in w hich the C ity must make deci s io n s
concerning acti v iti es and/or organi zations to fund und e r th e CDBG prog ra m .
• Submit Con so lidated P lan & D etermine Program D e li ver y
• Select Activit ies M eeting National Objective
• Select E li g ibl e Activiti es
• Comply With Other Federal R e quire ments
• Add ress Financial And A dmini s trative Requirements
• Enter Results Into IDIS
• R eport & Monitor Progress
CONSOLIDATED PLAN/ACTION PLAN
T h e process of comple ting the Consolid a ted Pla n (and a nnua l Acti o n P la ns) he lps the C ity to
det e rmine w ha t a cti v it ies to fund in the com in g year.
The Con s o lidated Plan is a p lan of fi ve years in le ngth , w h ich d escribes th e community
n eeds, resources, priorities, a nd proposed ac ti v iti es to be undertaken und e r CDBG progra m .
Each yea r, the C ity mu st s ubmit a n upda te to BUD, re fe rred to as a n Action Pla n. T he Actio n
Plan describ es t he s p ecifi c pl a nn ed uses for CDBG.
The Con solid ated Plan includ es th e followin g:
1. A description of the e ntity respons ib le for overseeing the deve lopment of the
Consolidated Pl an a nd a description of th e process unde rtaken to d evelop the plan;
2 . A ho u s ing a nd ho m e less need s a ssessme nt;
3 . A ho us ing marke t analys is ;
4. A s trategic plan; and
5. A one-year Acti on P la n .
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 1h*.
Since FY 2015, HUD has issued CPO Notices, concerning grantees' submission of Action Plans
for funding under the CDBG, HOME, ESG and HOPWA 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.
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I n orde r to u se HUD fund s, the proj ect must meet a Natio na l Objective . T hey are the fo ll owing.
National Objective
T he LMI na ti o na l o bj ecti ve is the p rim a ry na ti o na l o bj ecti ve because th e s ta tute re quires t hat
gr antees exp e nd 70 % o fthe C DBG fun ds to mee t th e LMI na ti o na l o bj ecti ve.
LMI Calculation Example :
Tota l e nt itl e ment g rant a m o unt:
Less actua l pla nning a nd a dmin (u p to 20%):
Equa ls a mo unt s ubj ect to L M I calcu lation:
M ulti p li ed b y 70 p ercent :
E qua ls minimum to benefit LMI:
A m o un t s ubj ect to LMI calculati o n:
Less L M I minimum :
Equals m ax imum s lum/blig h t a nd urgent need s a ll owabl e activities:
11
$300,000
($60.000)
$240 ,000
X0.70
$168,000
$240,000
($168 ,000)
$72,000
A) 51 °/o 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, such as census tracts.
I. 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.
2. 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 of the Census' definition of severely
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."
3. 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.
4. 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):
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1. At least 25% of the properties throughout the area experience one or more of the
following conditions:
• 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.
n. 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.
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Section 105 (a) ofthe Community Deve lopment Act and HUD r egu latio ns specifi ed th e activ ities
that are e li g ible for CDBG assistan ce. A genera l li s ting of e li g ibl e act iv ities is be low, and a
detail ed description is provided in 1 05(a) of the Act and in 24 CFR 570.482.
1. P roperty Acqui s itio n
2 . Property Di spos iti on
3. Property C learance/Demolitio n
4. Architectural Barrier Removal
5. Sen ior Center
6. Community F ac ilities
7. Cente rs for the Hand icapped
8. Hi storic Properties
9. Water Treatm e nt/S torage
10. Sanitary Sewe r Co ll ectio n
11. Storm Sewers
12. F lood and Drainage Faciliti es
13. Streets (or Road s)
14. Street Accessories
15. Parking Faciliti es
16. Bridges
17. Sidewalk s
18 . Pedestri a n Mall s
19. Recycli ng or Conve rs ion Facilities
2 0 . P ar ks and Recreatio n Faciliti es
2 1. Fire Protection/Fac ili ty Equipme nt
22. So lid Waste Dis posal Facilities
23 . Other Utiliti es
24. Pub lic Service/Supportive Services
25 . Re ha bilitation of Private Resident ia l
Properties
26. Reh ab ilitation of P u bli c Res id en ti a l
P ro pert ies
27. Payments for Loss of Rental Income
28. Relocat ion
29. Code Enfo rc ement
30. E ner gy Use Strategy
3 1. Non-Federal Sh a re Payment
32. Interim Assistan ce
33 . Planning
34. Commercia l or Industrial Faci liti es
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35. Administration
36. E ngin eeri ng/Design
3 7. Housi ng Rehab/Demo Inspection
38. En g ineerin g/Construction In s pection
39. A irpo r ts
40. Natural Gas Lines
4 1. E lectrica l D is tribution Lin es
42. Rail Sp ur s
43. Lighting
44 . Othe r P rofess ional Services
45 . Security Fe ncin g
46 . S it e Pre parat ion
47. Purchase Land/Bu i ldi ng
48. Facility Construction Ren ovation
49. Machinery/Equipmen t
50. Wo rk in g Capital
5 1. Sewage T reatment
52 . LDC Homeownership Ass istance -up
to $15,000 to purchase a new home
53. Legal
54. 9 11 E mergency Systems
55 . Homeowne rs Assistance-up to $5 ,000
to purchase an ex istin g DSS home
56. Lead-Based Paint Risk Assessment
57 . Asbestos Removal
58 . Job T ra in in g
59 . Home-Ownership Co un se ling
60. S ubstantia l Reconstruction of Private
Resid enti a l P rop erti es on Same Lot-
U p to $15,000
6 1. Water Distribution
62. Lead Reduction N OT in cid ental to
Rehab
63. Asbestos In s pection
Pursuant to 24 CFR 570.207 Ineligible Activities are as follows:
A. Maintenance or 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.
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.
15
ENVIRONMENTAL REVIEW
An E nvironmental Review Record must be completed for each project in order to m eet the
Environmental Review Requireme nts set forth at 24 CFR Part 58. All projects w ill publish
approp riate notices (including HUD 8-Step Process), submission of the Request for Release of
Funds and Certification and Authority to Use Grant Funds will be issu ed by HUD prior to
commencing with project activities.
DOCUMENTATION OF LOW-MODERATE AREA
For projects benefitting an area, LMA must be documented by downloading the current year
American Community Survey LMI Summary Data from www.hudexchange.info/programs/acs-
low-mod-s ummarv-datalacs-low-mod-summary-data-summarized-b lock-groups/. In th e file
includes a copy of th e summary data along with a zo nin g map w ith the project area marked.
FAIR HOUSING, ACCESSIBILITY, AND EQUAL EMPLOYMENT
The C ity and any s ub-recipient(s) must adhere to all the basic tenets of fa ir housing an d eq ual
opportunity regulations. Recipients are prohibited from practicing discrimination on th e gro und s
of race , color, national origin, re li g ion, sex, handicap , or familial s tatu s.
This prohibition applies to all project contractors or subcontractors. Beneficiary information
should be determined and demographic data compiled, with this information m ade available in
the project file for public r eview.
A. Fair· Housing
As part ofHUD's certification th e City is required to complete an analysis of impediments to fair
hou s in g choice. Although not part of the consolidated plan, the C ity must certify that it
completed the analysis, is taking appropriate act io ns to overcome the e ffects of any impediments
identified and maintain records reflecting th e analysis and related actions.
The most recent Analysis oflmpediments was comple ted in 2018. The following imp edi ments
were identified for th e City:
• Lack of adequate funding a ll ocated for fair housing e nfo rcement and o utreach
activities.
• Lack of fair hou s in g awareness
• Inadequate information and aware n ess of th e city's hou sing programs
• Lack of fair housing testing to determine where fair hou sin g discrimination is
taking place.
• Concentration of affordable rental hou s in g in certain neighborhoods with higher
minority and low income popula tions .
• Need for ADA ed ucation and the lack of availability of h ous ing for persons wi th
l disabilities.
~ r
i
• Lack of specifi c a nd comprehensive planning efforts around affirmatively
furthering fa ir hou si ng in the C ity of Jefferson.
16
Actions in addressing the above identified impediments should be implemented through the
Consolidated Plan and/or Action 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 oppdrtunities
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.
17
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 &
Contracting
Title VI of the Civil Rights Act of I964 X
Title VIII of the Civil Rights Act of I968 (The X X
Fair Housing Act)
Restoration Act of I987 X
Section I 09 of Title I of the Housing and X X
Community Development Act of I974
The Fair Housing Amendment Act of I988 X
The Housing for Older Persons Act of 1995 X
(HOPA)
The Age Discrimination Act of I975 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 II 063 X
Executive Order II259 X
Section 109 of Title I of the Housing and X X
Community Development Act of I974
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 I978
Section 3 of the Housing and Urban X
Development Act of I968, as amended
The Vietnam Era Veterans' Readjustment Act of X
1974 (revised Jobs for Veterans Act of2002)
Executive Order II246 X
24 CFR Part 85 (the Common Rule): X
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PROCUREMENT
Accord ing to the tab le below, the City procurement po licy is stricter t han CDBG's procurement
po li cy. Therefore, C ity procurement po licy wi ll take precedence*.
Citv of Jefferson HUD Requirements HUD Requ irement Notes
$5,0 00 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 bi ds to be in writing, obtained for all purchases lowest responsive and
e lectronic and onlin e sell ers up to $100,000. responsible source.
acceptable from at leas t 3
vendors.
Over $25 ,000 requires advertise Over $100,000 A ll bid s must be opened
fo r sealed bids a l lo w ing 14 days a) Competitive Sealed publically at the time and
before bids are rece ived and Bids. Publi s h one time in place stated in the invitation
opened. Lowes t and best bid widest circulation paper. for bids. A firm-fixed price
submitted by responsible bidder b) Competitive Proposals contract award mus t be made
meeting specifications wi ll be for profess ional services in w riting to the re spons ive
reconunende d for award. bi dder whose bid is lowest,
mo s t respons ib le and
resp ons ive. All unsuccessful
bidders must be not(fied in
writing.
Non-competitive proposals may be u sed only when the award of a contract IS mfeas1 ble under
small purchase procedures, sealed bid s, or competitive proposal s and one of the following
circumstances appl ie s :
1. Whe re th e item is available o n ly from a sing le so urce ;
2. Where a public emergency or ur gen t s ituation is such that the urgency w ill not permit a
delay beyond t he time need e d to e mplo y one or the other procurement methods; or
3. Where after solicitation of a number of so urces, competition is determi ned inad equate.
W hen bidding out projects with HUD funds, the city must ensure that the equal opportunity
housing symbol is included w ithin the pub lication.
19
EQUAL HOUSI NG
OPPORTU NI T Y
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 of the 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 of the 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 of the City of Jefferson and the State of
Missouri.
20
B. Excluded Parties
Prior to making any award (sub g rant or contract) the o rgani zati o n must be c h eck ed for
de barment, s usp ens ion or otherwise excluded from pa rti c ipati on in Federal ass ist ance programs
under Executive Order 12549, "D e barme nt and Suspension."
Contractor must be cl eared throug h the following link s :
1. Secretary of State's website. Check and see ifthey are registered to do business in the
State. For this website yo u will ha ve to have to kno w exactly how they registered their
company. http s :1 /bsd.sos .mo. gov/BusinessEnti ty/BESearc h.a spx?Search Tv pe=O
HUD 's d e bar website. C lick on Limite d D e nial ofPartic ip ation li s t & if nothing shows
up for the c o mpany th ey are not debarred with HUD.
https://wwwS. hud .gov I ecpcis/ma in/ECPCIS List. jsp
3. State Departme nt of Labor Contractor Departm e nt Li s t
http://l abor.mo.gov/DLS/Prevai lingWage/debarment li st
4. System for Award Management (SAM)
https://www .sam.gov
CONTRACT MANAGEMENT
Co ntract m a nageme nt is a large part of any proj e ct 's s uccess. It is important that a ll partie s in a
contract are h e ld to th e roles a nd resp ons ibilities for w hich they are re ceivi ng payment. Project
de lays or problems a re often th e result of mi s und e rs ta ndin gs, ass umpti ons of the responsibilities
of different parties in a contract, or of parties not p e rformin g the ir work t o a standard. To correc t
these pro bl e m s, contract lan g uage mus t be cl ear and mu st take the management of the cont ra cts
serious ly as a workin g role.
Before e nt ering into a co ntract yo u mus t e ns ure that all contracts a re w ritte n so that they are
based on a lump s um o r unit price. Please be careful of any hi dden o r un expecte d costs or
ad ditiona l fees that may have been added to the contrac t. Such fees m ay include per hour
addition a l fees for s urveying, obtaining easem ents , e tc. Often gra ntees may think these costs are
part ofthe base contract and h ave not a llo wed for the add itiona l cost in their budget.
A. Contract Content
According to 24 CFR 85.36(i) co ntract provisions, a g rantee's and sub grantee's co ntracts must
contain provis ions li sted below. Federa l agencies are p e rmitte d to require changes, remedie s,
changed conditions, access and reco rds re te ntion , s usp ens ion of work, and other clauses
a pprove d by the Office of Federal Procure ment Policy .
1. Administrative, contractual, or l ega l re me di es in instances w h ere contractors v iolate or
breach contract terms, and prov id e for such sanctions and p enalties as may be
appropriate . (C ontracts more than the simplified acquisition threshol d )
21
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 $1 0,000 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 tile reltabilitation of residential structures
containing less titan eigllt units or force account labor.
6. Compliance with Sections 103 and I 07 of the Contract Work Hours and Safety Standards
Act (40 U.S.C. 327A 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 of the Clean Air Act (42 U.S.C. 1857 (h)), section 508 of the Clean Water Act (33
U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations
22
( 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 ofCDBG 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 of the:
• scope of work
• total cost
• duration or life of the 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
(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
23
add-on. A lte rn ate deductibles should in c lud e, but n ot be limited to, it em s the grantee ma y be abl e
to complete on its own or it em s that would not h ave an adverse effect on the project if omitte d.
E. Addendum Procedure
If c hanges or additions to th e bid packet mu s t be made prior to the bid deadline date, an
addendum mus t be executed . T h e a dd endum mu s t spe ll out the c han ge or a dditi o n a nd mu st be
di stribute d to a ll interested bidd e rs . This action mu s t not take pl ace lat er tha n 72 hours pri or to
th e bid su bmiss ion deadlin e. If this tim e period is not possible, the addendum m ay be distributed
and th e d ead lin e m ay be de layed exactly o ne week. A ll b idde rs obtaining bid documents must be
m ade aware of a ll addenda in order not to interrupt the procurement procedure.
F. Amendment Procedure
If , during the li fe o r durati o n of an y fo rm a l contract, the parties agree to a c hange in the design,
duration, cost, o r a ny of th e term s of the contra ct , a forma l amendment m ay be executed. For this
a m e ndme nt to be valid a nd recognized by CDBG, it mu st be in w ritin g, si g ned , and attested by
both parties and attach ed to a ll orig inal co ntrac t documents. The g rantee may require review by
the ir attorney prior to implementin g the process. Any changes o r change orders that directly
affect the u se of C DBG d o ll a rs, the scop e of the project, or gr eatly c hanges the duration of the
co ntract sho uld be revi ewed prior to executio n.
Reports sh ould be prepared and submitted by each contrac tor w henever it is determined that any
c hange in the desig n , cost, o r durati o n of the proj ect is n ecessary.
G . Award of Contract
Award ing contracts us in g CDBG fu nd s sha ll be complet ed in the sam e m arm er as if u s in g local
funds. The r eq uire d process for e ntering into contract s should be reviewed and u se d for CDBG
projects.
H. Fed era lly Debarred Contractors
Before signin g a contract with a prop osed co ntracto r, th e grantee mu st e n s ure th a t the contractor
is not on the Federal li stin g of Contractors Unab le t o Perform Work Under a Federall y
Spo nsored Project at https://wwwS.hud.gov/ecpcis/ma in/ECPCIS List.jsp. C li ck o n Limited Denial
of Participat io n list & if nothin g s hows up for the company then they a re not debarred with
HUD. In addition, must check the System for Award Management (SAM) a t www.sam.gov .
I. Contractors Licensed To Do Business In M iss ouri
A ll professional service contrac ts and construction contract s paid for w ith CDBG fund s mu st u se
firms/businesses that are li censed to operate in the S ta te o f Missouri. No g rant funds w ill be
released t o pay businesses that do not ho ld thi s li ce nse . C heck
https:l/bsd.sos.mo .gov/BusinessEntity/BESearch.aspx?SearchType=O and search for th e
company's na m e w hich h as to be exactly how they regist ered with the State .
24
J. Businesses In Good Standing With The Department of Labor
A ll li censed bus inesses mus t be in go od standing w ith the Mi sso uri S ta te D ep artm e n t of Labor
office. S tat e de bar w e bs ite http ://labor.mo.gov/DLS/PrevailingWage/debarment lis t.
K. Department Of Treasury's Listing Of Approved Sureties
The bonding company used by the c ontractor to prov id e paym e n t and p e rformance bond s mus t
be li st ed w it h th e D epartme nt of the Treasury 's Li s tin g of A pproved S ureties. At th e time the
contract is aw arde d check http://www.fi s cal.treasury.gov/fsreports/re f/suretvBnd/c570 a-z.htm
to ens ure that the Mi ssouri is listed for the surety as being licensed in the s tate . Print off the
li sting as compliance documentatio n for the file & e n sure the date is included o n t he c opy .
L. Internal Control
Proper inte rnal contro l for e ach contrac tor may include a contra ct fil e th a t includes the following :
• A signe d contract and ame ndme nts or change orders;
• A schedul e o f payments s uppo rt ed by :
Copies o f time s hee ts o r payroll records;
Copies of che cks or transf e r notifica ti o n s; a nd
-Copies of invoices;
• A ll proj ect-re la te d corres po nd e nce;
• Prope rty records (whe re a ppro pri a te);
• Any n o tic e of cancellati o n , te rminati o n , o r s us pe ns io n of the co nt rac t;
• All fi e ld ins pection re ports and e mplo yee inte rv ie w s; a nd
• Other da ta as require d by th e recipi e nt to properl y a dm ini s te r the contract.
M. Engineer/Consultant's Certificate of Completed Work
A c opy o f the C e 1tificate for Acce ptance, and Fina l Pay m ent, s ig n e d by the p rojec t
e ng in eer/c ons ultant, mus t be obtaine d pri o r to closeo ut. Thi s certi fica te mus t cover a ll w ork
include d in the proj ect (regardl ess of f unding so urce), including gra ntee cash and in-kind. The
ce rtifi cat e must s tate tha t w ork h as bee n compl e te d in accordance w ith d rawi ngs a nd
sp ecifi catio n s and i s fun c tioning p ro pe rl y wi t h th e recommendati o n fo r F inal Paym e nt.
LABOR STANDARDS
C onstru c tion work that is fin a nced in w ho le or in p a rt w it h C DBG fund s must a dhe re to cert a in
Federal la bor s tanda rd s re quire m e nts. A dditional info rma tion can be fo und at
https ://www.hudexchange.info/res ources/documents/M odule3 TrainingSlides.pdf.
A. Davis-Bacon Act
The Dav is -B a con Act (40 U SC, C h a pte r 3, Secti o n 2 76a-276a-5; and 29 CFR P m1s 1, 3 , 5, 6 and
7) is tri gge re d w h e n c o n s truction w ork o ver $2,000 is fin an ced in w h o le or in part w ith C DBG
fund s . It requires th a t wo rkers re c e ive no less than the prevailing wages be ing pa id fo r s imil m·
w ork in th e s ame area. Davis-Bacon does not apply to the rehabilitation of residential
25
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, if the subsequent
construction work is subject to Davis-Bacon requirements, then the demolition would likewise is
covered by Davis-Bacon requirements.
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 of the Housing and Urban Development Act of 1968
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 HOD-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.
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 for contracts over $75,000, 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.
26
ACQUISITION AND RELOCATION
Uniform Relocation Assistance and Real Property Ac qui sition Polici es Ac t of 1970 (URA)
ge nerally applies to proj ects invol v in g acquisition, re ha bilita ti o n or demolition of real property.
In some cases, the us e of CDB G fund s in a proj ect in vo lv in g d e molition or conversi on of lower
in come dwellings may also trig ger another Fed e ral law und er Section 104 (d) of the Hou s in g and
Comtmmity Development Act of 1974.
HUD issued CPD Notice 14-09 w hi c h provided g ui da nc e concerning the October 1, 2014
effecti ve date of Moving A h ead for Progress in the 21st Century Act (MAP-21) that c h a n ge d
p ay ment limits a nd replace m e nt housi ng payment e li g ibility criteria in the Uniform R e loca tion
Assistance an d Real Prope rt y Acquisition Policies Act o f 1970, as amend ed (U RA). The revised
regulations at 49 CFR Part 24 are consistent w ith MAP-21 , w hi ch other proposed changes
und erway.
T he followin g changes to th e URA become effective on October 1, 2014.
Res idential Relocation:
• Length of occupancy require me nt to r ece ive Replacement Housing Payment for
ho m eowner occupants is reduce d from 180 days to 90 days [42 U.S.C. 4623(a)(l) and 42
U.S.C . 4624(b)];
• Maximum Replacement H o usi n g Payment for di splaced 90 day (forme rl y 180 d ay)
homeowner-occupant increased f rom$22,500 to $3 1,000 [42 U .S.C. 4623(a)(l)]; and
• Max imum Replace m e nt Housing Payment for di splaced 90 day res id e ntial te na nt
increased fi·om $5 ,25 0 to $7,200 [42 U.S.C. 4624(a)].
Nonresidential Relocation:
• Max imum Reesta bli s hment Ex pe nse Payment increased from $10 ,000 to $25 ,000 [42
U.S.C.4622(a)(4)] and
• Maximum Fixed Moving Expense Payment in creased f rom$2 0,000 to $40,000 [ 42
U.S.C.4622(c)].
27
A. ADMINISTRATION & PLANNING
CDBG funds can be used for a dminis trative and planning activities. Funds unde r these
cate go ri es are s ubj ect to the 20% statutory limitation.
The following are e li g ible administrative activities:
• Gene r a l management, oversig ht a nd coordination
o Providing lo ca l offici a ls and citizens with informati on abo ut the CDBG program;
o Preparing bud get s and schedules ;
o Preparing reports;
o Monitoring program activ iti es
• Fair Housing Activities ;
• Indirect cost s; and
• Submission of applications for Federal programs.
E li g ibl e pla1ming ac ti v ities are the following:
• Comprehensive plans;
• Community development pl ans (i.e. Conso lidat ed Plan);
• F unc ti o nal plans (i.e . land u se, economi c d evelopment, floodplain m anagement,
transportati o n , hi storic preservat ion , etc.).
• Other plans and s tudi es (i .e. ne ig hborhood plans, cap ital improve m e nt s , indiv idual plans,
hi stori c preservation s tudi es, e tc.).
An y costs a nd time charged mus t be d oc um ented throu gh th e appropriate means s uch as
invoices, receipts, time and attend a nce record s, etc. Documentation shall be kept on fil e and w ill
be rev iewed at financial monitoring.
U nder thi s category, CDBG fund s may not be used fo r the fo llow in g ac tivities :
• E n g ineering, architectural and design costs re lated to a specific project; o r
• Other costs of implementing plans.
These costs may be eligible as pm1 of an e li g ibl e project.
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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.
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C. PROGRAMINCOME
Program income is the g ro ss income received by the C ity of J efferson w hi c h was directly
ge n erat ed from the use of CDBG f und s. Prog ra m incom e is treated as additional C DBG fu nd s
s ubj ect to all require ments.
Examp les of pro g ram income include:
• Proceeds from the sa le or lease of prop erty purchased or improved w ith CDBG funds ;
• Funds collected throug h specia l assessments on propert ies not owned and occupied b y
LMI households in order to recove r the CDB G portion of a pub lic impro ve m e nt.
Pro g ra m income do es not include :
• A ny income r ece ived in a s in gle year b y th e Cit y and its s ub grantees, tha t does no t
exceed $35 ,000; and
• Amounts ge n e rated a nd ke pt by a no nprofit deve lopme nt o rgani zation und er 1 05(a)(15).
Progra m income must be di sb ursed prior to the drawdown of add itional funds from IDIS .
Therefore prog ram incom e works on a last in first out scenario.
D. UNIFORM ADMINISTRATIVE REQUIREMENTS
HUD has a dopted 2 CFR 200 as r equire m ents for Federa l financia l assistance programs by the
interim final rule publi s hed Decem be r 19 , 20 14 (at 79 Federa l Regis ter 7587 1 ). The 2 CFR 200
streamlines Federa l government's guid a nce o n administrative requ ireme nt s, cost principles, and
audit require m ents to more effecti ve ly focus Federal reso urces o n improv ing performance a nd
outcomes, w hile en s urin g th e financ ial integrit y of taxpayer dollars in partners hi p w ith non-
Federal s takeho ld e rs.
Fo r additi onal infor matio n o n uni fo rm administrative ru les for Federal gran ts a nd coo p erative
agreements v is it https://files. hudexcha nge .info/resources/ documents/Notice-DC-2015-01-Transition -
to-2 -CFR -Part-200-Gu ida n ce .pdf.
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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
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.
31
H. INTERNAL CONTROLS
The CDBG program is administered by the Neighborhood Services 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 Supervisor serves as the Director of the Neighborhood Services
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
Supervisor plans, organizes and oversees the programs, services and operations of the
Community Development Block Grant Program.
The Neighborhood Services Specialist is under the direct supervision of the Neighborhood
Services Supervisor. These person(s) are responsible for obtaining proper documentation for the
homeowner support programs, set up and 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 Minor Home Repair 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.
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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:
1. 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 Supervisor 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
of Federal participation in original acquisition cost, location, use and condition or
property, disposition date, date or disposal and sales prices.
• 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 income.
• Establish proper sales procedures to ensure highest possible return.
• Must follow HUD disposition instructions when equipment is no longer needed.
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Within IDIS , the Grantee/PJ Project ID field will be utili z ed to include our in-house project
numbers for each property ass is ted w ith CDBG funds . By utilizin g the Grantee/PJ Project ID
field the City's record s w ill be able to corre lat e, document and associate exactly ho w CDBG
funds were sp ent.
The following is a li stin g of s uggested project funding:
• E m e rgenc y Repair= YR-ER-01
• Down Payment= YR-DP-01
Program fil es are kept for each individual applicant. Each file contains a checklist of items
required throughou t each step of process. The files contain a pplic a tion s, income verifications,
Tier II Environmental Review, report s, co rrespond e nces, co ntracts, d eeds, e tc.
As part of the applicatio n process voluntary rac ia l a nd ethnicity information is co llected . The
information is then entered into IDIS by th e tim e of the completion of the indi v idual project.
For additional informa tion regarding IDIS v is it https://www.hudexchange .info/programs/idis/.
34
CALENDAR OF EVENTS
T he fo ll owin g is a copy of events th a t were due for Prog ra m Year 202 1. The re port s and plans
have th e same req uired s ubmi ssio n tim e frame to H UD yea r after year.
January
1 Beginning ofPr·ogr·am YeaJ' 21
31 SF-425 Federal Financial Repor·t Due for October 1 -December· 31
February
15 Hold Public Hear·ing for CAPER PY 20 (Requir·es 15 day comment period)
March
7 Last d ay of CAPER comm e nt p e riod
31 Section 3 Annual Repo rt (HUD 60002) Due
31 CAPER due to mJD
31 Davis-Bacon Report (HUD 4710) for · Nove mber 1, 2020 -Ma r c h 31,2021
31 100% ofPY 20 Funds Obligated
A pril
30 SF -425 Federal Financial Repor·t Due for Januar-y 1 -Mar·clt 31
May
TBD
June
TBD Hold Public Hearina for · Consolidated Plan/A ction Plan Kick-Off
July
31 SF-425 Fed e ral F inancial Report Due for A pril1 -June 30
August
TBD
September
15 Hold Public Hearing for · 2022 Annual Action Plan (30 Day Co mment Per·iod)
30 Last Day of Reporting Per·iod for · MBE/WBE Co ntracts over $10 ,000
October
15 Last Day for· Comment for 2022 A nnual Ac tion Plan
Present 2022 Annual Action P la n to Public Works & Planning C ommittee
30 2022 A nnual Action Plan 30 Day Public C omment Per·iod E nds
31 SF -425 Federal Financial Report Due for July 1 -Se ptember 30
31 Davis-Bacon Repor·t (HUD 4710) for April1 -October 31
November
2 Co uncil Appr·oval by R eso lution of Co nso lidated Plan and/or· Annual Action Plan
15 Consolidated Plan/Action P lan Due to HUD
15 MBE/WBE Contr·act/S ub C ontract R e port (mJD 2516) Due 10/1120 -09 /30/21
December
31 E nd ofProgr·am Year 21
31 90% of Program Year· 21 F und s Obligated
35
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
of the 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 of beneficiaries 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 of the
following actions. Such actions shall be designed to prevent a continuation of the 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 ofHUD as to other
remedies for noncompliance per 24 CFR 570.912 and 24 CFR 570.913
36
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
Emergency Assistance Repairs: The definition of emergency assistance is assistance 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 a single family residence within Jefferson City limits. Maximum
assistance is up to $5,000 per home provided in the form of a 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. Any funds left over after
completion of identified scope of work is returned to the program.
Property Eligibility:
• The property must be a single family residence located within the City limits.
• 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
• The property shall not be located within a designated floodplain area or on land known to be
the site of previous dumping of toxic or hazardous wastes.
• Property shall be free of code violations that are considered maintenance.
• Mobile homes are not eligible.
• Property must have active trash service.
• Payment of real-estate taxes must be current and not have any delinquent taxes, liens,
assessments or other fees due to the City.
• 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.
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 up to $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
37
construction. Any funds left over after completion of identified scope of work is returned to the
program.
I. 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 applicant and/or the structure for which the application for the 2020 Emergency
Assistance Program 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. The five year period extends from the date a Deed of Trust and Promissory
Note is signed to the date of new application. Participation in the Down Payment
Assistance program does not exclude the homeowner from the 2020 Emergency
Assistance Program.
3. The applicant must sign a deed of trust and promissory note for the loan amount.
4. 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.
5. Income qualification is good for six months at which time applicant must re-certify.
6. Projects must be complete in one (I) year or the homeowner will have to reapply for the
program.
7. Should a project be determined infeasible due to a lack of funding or not meeting the
eligibility criteria of any of the Emergency Assistance Program, the City reserves the
right to reject the owner's application.
A. Income
The income of a household includes the gross annual income of all persons I8 or older in the
home who are expected to reside in the dwelling at least six months out of the year.
A household is defined as all persons occupying the same housing unit, regardless of their
relationship to each other.
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 I2 months from
the time applicant's name is reached on the waiting list and includes all sources of income.
Income is determined using the Internal Revenue Service I 040 Adjusted Gross Income
regulations.
38
Appl ica nts are asked fo r proof of each s o urce of in com e li sted o n the ir application. T hi s m ay be
accomplis hed throug h signing an authori z atio n fo r third-party veri fication, by s ubmitting a copy
of the ir latest tax information , or by other approved m e th od s acceptable t o I-IUD and the City's
P lanning & Protective Serv ices s t aff.
C. Repayment
No repayme nt of a n y kind is re quired as lo ng as the recipi ent continues to own and occupy the
prope rty for 5 years after assis tance. In the event that th e p roperty receiving ass ista nce is no
l o ng er owned o r occupied by the rec ipi e nt w ithin th e 5 yea rs, th e balance s ha ll b e pa id in f ull.
D. E ligible Costs
Fu nd s are to be used for improvements dee med necessary by D epartment of P la nning &
Prot ecti ve Services s taff, includin g, b ut not li mited to , o ne o r more of the fo ll owin g:
1. W ork n ecessary to meet code s ta ndards for the C it y of Jefferson and I-IUD as determ ined
by th e app ropriate C i ty Insp ecto r.
2. Building pe1mit s and r e lated fees.
3 . Address in g le ad-based paint hazard s identifi e d by a ri sk assessor.
4. I-IV AC equipment replacement.
5. E n e r gy effici e n cy improveme nt s as d etermined by th e appr opriate C ity Inspector.
6 . S tru ctura l repairs a s determined by th e appropriate C ity Ins pector.
7. E m e r ge ncy hea lth a nd saf e ty proj ects, i.e. water a nd was tewater latera l rep laceme nt.
8. ADA R a mps .
9. R e building exterior s tair.
10. Inst a ll ation of new water o r sewe r lateral (e me rge ncy o nl y)
In dete rminin g if a system s hou ld b e repa ired o r rep laced, staff w ill determine the a ge of existi ng
system a nd compare to the average li fe expectancy fo r th e system. L ife expectancy va rie s with
usage, weath e r, install ation, m a in te nance a nd qua lit y of ma te rial s . T his li st s hould be used only
as a ge ne ral g uide li ne.
System YEARS
A ir Conditi o n e r 7 to 15
F urn ace 15 to 25
Note: A ll m a teria ls, fixtures, e quipme nt, o r la nd scaping s ha ll be of a qua lity c us tomaril y u sed in
th e ne ig hborhoods for pro p e rti es of th e sam e gener a l typ e as th e prope r ty to be ass is ted.
E . I neligible C osts
Except as o the rwise provided, ine l ig ib le costs are cost s tha t recurs o n a reg u lar basis (ge nerally,
less tha n five years) and is cons idered a ma i ntenance or ope ration cost, that is th e refo re ineligible
for C DBG ass is t a nce.
39
F. Work Write Up
The appropriate C ity staff s uch a s the Property/Housing Inspector, Plumbing Insp ector, etc. will
prepare a d eficie ncy li st and work write-up in accordance with the City's Code Standards, to
doc ument the work to be assisted with program f unds. Code v iolations that are cons id ere d
maintenance s hall be rectified prior to awarding the bids. Improvements to the property c annot
extend beyond the s cope as outlined in the City initiated d eficiency li st and work write-up.
G. Change Orders
The Department of Planning & Pro tective S ervices staff, with th e consent of the prope rty owner,
may a pprove change orders to the wo rk write-up if the amount of the contract is not increased
m ore than $I ,000. Changes in excess of $1 ,000 mus t b e approved by the Neighborhood Services
Supervisor, w ith the consent of the prope1ty owner. All change orders s ha ll be prepared by the
D epruime nt of Planning & Protecti ve Services s taff a nd sha ll b e s igned by the prope rty owner, or
the designated representative of th e property owner, a r ep resenta tive of the Cit y Department of
Planning & Protective Services, and the contractor.
H. Contractors and Bid Process
The Planning & Protective Services s taff will develop a qua lifi ed contractor list containing the
names of a ll contractors meeting the e li g ibility re quireme nts . M inority a nd female owned
contractors will be encouraged to p a rti c ipate. T he contractor li s t is not a n e ndorsem e nt, but rather
a li s t of inte reste d businesses interest ed in providing bids a nd /or work with program participants.
In order to qua lify for the li s t , contractors mus t m eet the following requirements:
1. Must fill out the contractor application form.
2. Mus t carry Worker's Compensation Insurance for all e mployees as required by the State
of Missouri.
3 . Must carry liability in s urance at the minimum amount of $100 ,000 and other insurance as
is appropriate for the work be ing performed .
4. SAM Registration and Unique Entity Id e ntifi er (formerly DUNS#): Contractors are
encouraged to obtain an Unique E ntity Id e ntifier Number and r egister with the Federal
government SAM (System for Award Management) system at
https :/ /www.sam. gov/SAM/.
5. Contractor mus t a lso have a ll require d Fed eral , State, and City certifications and licens ing
for t he scope of work being pe rform e d .
a . If undertaking lead a bate ment acti v iti es, the general contractor must h ave a c urrent
s upervisor's lice nse and a batement contractor 's li cense from th e Missouri D e partme nt
of Health.
b . E ither have completed an E PA approved Lead Renovator training or hire an
indiv idual or company w ho is E PA L ead Certified before unde rtaking any job
di s turbing lead painted s urfaces.
40
c. Asbestos work requires active certification through the Department of Natural
Resources.
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. City can provide list of contractors who have
previously participated in the program.
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 Minor Home Repair projects shall not exceed 90 days, except as
approved by Neighborhood Services Supervisor, 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 Processing
41
Step 1
When appli cations a re re ceiv ed the "A pplicati o n Resp o nse Le tte r" is sent within te n ( 1 0) days of
re ce ipt t o no ti fy confirmation o f receipt of a pplica ti o n. C reate fil e , a ssi gn proj ect number and
include c op y of corresp o nden ce le tte r. Complete pre -curso r y review of veri fy in g own er ship of
record , fl oodpl a in, e tc. Ifthe pro pe rt y is in th e fl o odpl a in , send de nial le tte r.
If/when fund s are available appli cants a re c ontacte d within 3 0 days to s c he dule an inter vie w
appointme nt to ve rify inc ome and qua lifi cations .
Income guide lines ar e updated annua ll y. In come limits may be acce ssed a t
https ://www .huduser.gov/portal/datasets/pdrdatas.html . Each a pplica nt fil e s h a ll include print o ut
of a nnual Incom e L imits S umma ry.
The applicant(s) mus t prov id e the f o ll owin g f or a ll a dults 18+ year s and s ha ll be inc lude d in file
for complia nce :
1. S ocia l S ecurity Card
2. Sta te Id e nti fication Card
3. Proof of inc o me-u se CPD Income E ligibility Calcu lator u s ing th e IRS Form 1040
d e finiti on to d e te rmine the a ppli cant 's annual in co me .
• Mus t provide copy of three most recent p aystubs.
• Most recent Fede ra l tax re turns fo r a ll 18+ year o lds in househo ld .
• If o n SS o r SS I the de te rmina ti o n le tter w ill work. P e ns ion/be ne fit le tte rs m ay a lso b e
prov id ed . N ote: SS A is taxabl e inc o m e and S SJ/SS D is not taxabl e incom e .
• See works heet f or additio na l incom es th at require d ocume nta tion .
4. If the re is an adult 18 + in th e hou sehold w ho cl a ims no inc ome , th e Certifi cat ion of Zero
Incom e fo rm mus t be fill e d o ut a nd s ig ned by th e indiv idua l.
5. Ver ify age of home tlu·o u g h G IS Syst e m County Info f or t he purposes of de te rmining if
Lead Based P aint i s a co n cern.
6 . Veri fy owne r ship v ia G IS (copy o f Deed o fTrus t) County info.
7 . V erif y c urre nt trash s ervice with C it y of Jeffe rso n 's So lid W aste Prov id e r.
8 . Applica nt(s) mu st s ig n and da te bo th E li g ibility R eview Worksheet a nd C PD Inc ome
E li g ibility Ca lculato r forms , cop y to fil e.
9 . Have ho meown er si g n W 9 a nd Agreem ent B e tween C ity and Owne r d o cume nt (2 copies)
during th e intervie w process . If application approved , send to legal for s ig natures, if
42
denied shred contracts. W-9 form (submit signed original W-9 & Vendor Request Form
to Department of Finance Purchasing Assistant).
IO. For properties constructed prior to I978, provide applicant copy of the lead based
information brochures "Lead Safe Certified Guide To Renovate Right" and "Protect Your
Family From Lead In Your Home".
I1. Sign both forms and tum in to Neighborhood Services Supervisor 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 Environmental 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 FEMA floodplain map to ensure that property is not located within the I 00
year floodplain, Historic Commission Cultural Assessment, SHPO Section I 06 Project
Information form, and Site Assessment form. Once all compliance documents have been
compiled submit Tier II to Neighborhood Services Supervisor for approval. For properties
constructed prior to 1978 ensure that results of the Lead Based Paint test(s) are provided to the
homeowner.
Step4
I. Using the Inspector's report, fill out the bid form.
2. Give at least 4 copies of bid 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 60 days of applicant receiving the bid form 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
43
must be used. A lead test prior to rehab , lead safe practices and a lead t est post re hab are
required.
3 . Once h omeowner s ubmits cop ies of recei ved bid s , t ype up bid s tabu lation.
4. Contractor must be cleared through th e following websites. Print off documentation and
includ e in fil e.
a. State's website to c h eck and see if the y are regi stere d to do bus in ess in the State.
For thi s website you wi ll have to have to know exactl y how th ey registered their
company. https://bsd.sos .mo.gov/BusinessEntity/BESearch .aspx?SearchType=O
NOTE: Sole pr oprietor contractors, who use th e ir name fo r bu s iness pu rposes,
appear not to be re quired to file with th e Secretary of State as a business. For
s ituations like this it may be acceptable to proceed if the contractor h as a City
Bus iness L icense, working hi story with City (and/or refere nc es), and review the
Bette r Busin ess Bureau to determine a hi stor y of compl a int s fil ed against t he
contractor.
b. HUD's d e bar website. C li ck on Limited Denial ofParticipation li st & if nothing
shows up for the company t he y are not debarred w ith HUD.
https :1 /www5 . bud. gov/ecpcis/mai n/ECPCIS List. j sp
c . Missouri D e partme nt of Labo r Co ntractor Deba rm ent L is t
http ://labor.mo.gov/DLS/Prevai lingWage/debarment list
d. System for Award Management (SAM)
https ://www.sam.gov
5 . Submit bids, tab ul ation, d e barment webs it e information to Neigh borh ood Services
Speciali st for award of bid and contract issuance. The Neighborhood Serv ice Specialist
will confer with the City in s pec tor to determine if bids are fair and equal.
6. When the contractor has bee n c ho sen , the App licant(s) mu st come in to s ign t he
following:
• Rehabilitation Co ntract (between homeowne r & contractor)
• Agreement betwee n the homeowner and the Ci ty of J effe rson
• Notice to Proceed
• Promissory Note and Deed of Trust (must be notarized). Once the Promissory
Note is s igned it is sent upstairs for s ignatures.
7. When work is comp le t e, the appropriate City Inspector w ill return to s ite to approve/deny
completion. Have homeowner sign Certifi ca te of Completion w hil e o n site. When
approved , t h e In s pector will s ign the Certifi cate of Completion and submit to th e
Neighborhood Se rvice Supervisor for final signature. Prepare the L ie n Waiver fo rm.
44
8. Submit check request. Be sure to have check returned to PPS. Include: Bid summary,
bids, invoice, Certificate of Completion, and Notice to Proceed. Retain a complete
record for project files and submit a copy to the Finance Department.
9. Contact applicant when check is received. Must come in to endorse check over to
contractor and sign notarized statement acknowledging the same. Also the applicant sign
the Deed of Trust and Promissory Note (must be notarized).
10. Contact contractor when check is endorsed. Must come in to sign Lien Waiver. Must
bring lien waiver from subcontractors and suppliers, if any.
11. 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. Neighborhood Services Specialist 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.
45
Section 2: Down Payment Assistance
First-time homebuyers 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.
I. 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.
46
8. The buyer is required to obtain a home inspection from a third party 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.
Earnest money placed by the buyer may be returned at time of closing.
I 0. Applications must be received 30 days prior to the scheduled closing.
11. Participation in a City-approved pre-purchase home buyer's education course must be
documented prior to assistance being provided.
12. This program may be used in conjunction with other programs such as Missouri Housing
Development Commission's Homebuyer Programs. CDBG may be placed as 2nd or 3rd
lien.
13. The homebuyer 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 Closing
Disclosure and Warranty Deed immediately after closing.
14. 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.
A household is defined as all persons occupying the same housing unit, regardless of their
relationship to each other.
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.
Income is determined using the Internal Revenue Service I 040 Adjusted Gross Income
regulations.
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.
47
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.
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 1 0 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 third party inspection of the
property must be scheduled by the applicant prior to closing. This inspection report must be
submitted for City staff to review prior to closing to determine if the property meets
requirements of the City's Code. Any defects found must be corrected prior to the release of
homeownership assistance funds. A re-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 ( 1 0
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
of the buyer or seller.
48
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
1. 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 Supervisor by filing within thirty (30) days of receiving
notification of the Department of Planning & Protective Services staff decision. The
Neighborhood Services Supervisor 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.
49
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 1 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
n. 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
so
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.
Demolition Procedure
The demolition program has an initial information gathering phase that must be taken
into consideration:
• Utility and service location, disconnection and removal;
• Environmental concerns -hazardous waste, chemicals, air borne, friable material,
EPA regulations, environmental just, etc.;
• Historical and archeological concerns;
• Federal funding requirements, including Section 1 04( d), one for one replacement;
• Eligible and best use of funds;
• For some projects, public notifications and the right of concerned citizens to
comment on the proposed activity on the impact the project may have on them or
their community.
Step-by-Step Procedure
1. Application submission or referral documentation from City Departments. All projects
undertaken must have a completed application and project file documentation.
2. Project Review and Applicable Requirements.
• Applications received will be reviewed for completeness and/or missing
information/documentation.
• Rehabilitation Feasibility Analysis is performed to determine whether the
structure is or is not feasible to rehabilitate. To meet this criterion, the City will
determine if the home can be rehabilitated to the City's code for up to $30/sq. ft.
• All structures must be vacant for a minimum of one year as defined by Section
1 04( d) of the Housing and Community Development Act.
• Future use of the property. The property may be commercial or residential,
however, the proposed use of the property must also be considered in determining
the terms of the loan, CDBG national objective requirements, and level of
environmental review. Generally, where the future use of the property is not
known, the spot slum and blight national objective will be used; where a property
is to be redeveloped after the demolition, the final use of the property must be
consistent with the City's Consolidated Plan and Neighborhood Plans.
• Where the final use of the property is for redevelopment of a building that is non-
residential, or is residential and includes the construction of eight or more housing
units, HUD determined prevailing wage rates apply to the project.
51
r>•
(
3. Inspection Phase: Upon determination of eligibility and the scope of a project.
• The City will initiate an asbestos inspection of the property by a Department of
Natural Resources Certified Building Inspector who will issue an asbestos report
of the findings.
• If asbestos containing materials are found, the City will procure for Department of
Natural Resources Certified Asbestos Contractor to mitigate the hazards.
4. Completion of Historic Preservation and Environmental Review.
• The City is responsible for conducting a complete historic preservation review.
Applicants should be aware that the State Historic Preservation Office will review
and can take up to 30 days.
• The City is responsible for conducting and preparing an environmental review
record. This process may take 90 days or more to complete.
5. Work Write-Up and Procurement of Contractors.
• The City will create a work write up or scope of services. The City's Purchasing
Office will publish demolition bid in the News Tribune and/or online. Demolition
bids are sealed competitive bids.
6. Agreement for Demolition
• 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.
• Non-Profits must execute a sub-recipient agreement.
• Notice to proceed is provided to contractor/owner.
7. Construction Inspection Completion and Draw of Funds
• City staff inspects the completed work. Issues Certificate of Completion.
• Contractor provides support documentation to City staff for draw of funds
including but not limited to: invoices, lien waivers, and disposal tickets.
• Deed of Trust is filed for amount of assistance, if applicable.
52
TA BLE 1 ORGANIZA TIONAL CHART
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
PROPERTY/HOUSING INSPECTOR I
CUHT BISHOP
PROPERTY/HOUSING INSPECTOR I
T .J. PETERSON
PT PROPERTY/HOUSING lr!SPECTOR
BOB CYNOVA
HEIGHBORNOOD SERVICES SPECIAUST II
ANNE STRATMAN
NEIGHBORHOOD SERVICES SPECIALIST I
KARUE REINKEIIEYER
DEPARTMENT DIRECTOR
SONNY SANDERS , AICP
Bllll.DIHG INSPECTOR
BRIAHAll£H
PLUMBING IKSPECTOR
RICK HUNT
ElECTRICAl INSPECTOR I
BIU LUEBBERT
BUILDING PLANS EXAMINER
VACANT
PT PROPERTYIHOUSL~G INSPECTOR
DElliS LENGER
53
DAVID GRELLHER
INSPECTOR
lORAN PRENGER
INSPECT OR
KATH ERINE ONEAl
P9
I Ei PLANNER II
AHHHA HANOSKJ
I F9 PLANNER I
l EE BOWDEN
F1 PLANNER I
VACANT
H PLAHHERII
KATRINA W\WAIIS
ADMINSTRA TI ON
AUUIIISTRATM ASSISTANT
BETH Sli£ETEJC
CUSTOMER SERVICE REPIIESEHTATM
Ell.EJCSTEGEIWI
ADMINISTRAlM TECHNICIAN
KEU Y ENGliSH
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
TO:
THROUGH:
FROM:
DATE:
RE:
MEMORANDUM
Public Works & Planning Commission
Sonny Sanders, Director of Planning and Protective Services
Rachel Senzee, Neighborhood Services Supervisor
January 12, 2021
Recreational Trails Program Grant Application
The City of Jefferson is interested in applying for a Recreational Trails Program (RTP)
grant in order to connect the existing Greenway Trail that ends at Jackson and E
McCarty to the existing bike lanes on E Capitol. The grant provides federal funding, up
to 80%, with a 20 % match. Applications are due February 17, 2021.
The proposed project is for the Greenway Trail to extend up Jackson Street and connect
with the bike lanes on E Capitol. The paved trail will be 10 feet wide and will include
replacement of drive approaches, curb and gutter, crosswalk, signage, and ADA
accessibility, where appropriate. The total project cost is approximately $200,000; the
$40,000 match may come from CDBG funding in 2022.
This project will provide a safe outdoor recreational opportunity to a low-moderate
income neighborhood. Providing a connector trail will also support future development
at Simonsen, the Missouri State Penitentiary, and International Shoe Factory.
The trail extension is in line with the 2007 Greenway Master Plan and the 2019-2023
CDBG Consolidated Plan.
Included in the packet are the Site Plan, Budget, and Project Map.
Proposed Jackson Street Greenway Extension
Recreational Trails Program
Page 1 of 1
CITY OF JEFFERSON
ENGINEER'S ESTIMATE
JACKSON STREET GREENWAY
PROJECT NO.
ITEM APPRO X. UNIT
NO. DESCRIPTION UNIT QUANTITY PRICE AMOUNT
1 Mobilization LS 1 $10,000.00 $10,000.00
2 Trame Control LS 1 $3,000.00 $3,000.00
3 Removals LS 1 $10,000.00 $10,000.00
4 Earthwork LS 1 $15,000.00 $15,000.00
5 Inlet Protection EA 5 $200.00 $1,000.00
6 Stormwater LS 1 $25,000.00 $25,000.00
7 Curb and Gutter LF 383 $40.00 $15,320.00
8 3" Compacted Stone Base SY 1113 $10.00 $11,130.00
9 Commercial Drive Approach SY 77 $70.00 $5,390.00
10 Residential Drive Approach SY 14 $65.00 $910.00
11 611 Concrete Driveway/Alley SY 208 $65.00 $13,520.00
12 6" Concrete Trail SY 814 $64.00 $52,096.00
13 4" Concrete Sidewalk SY 53 $55.00 $2,915.00
14 SidewalkfTrail Ramps SY 86 $70.00 $6,020.00
15 Detectable Warning Panels SF 170 $35.00 $5,950.00
16 Stairs LS 1 $3,000.00 $3,000.00
17 Railing LF 18. $100.00 $1,800.00
18 Pavement Striping, 2 foot wide LF 80 $10.00 $800.00
19 Crosswalk Signage EA 6 $150.00 $900.00
20 Sign Posts EA 4 $100.00 $400.00
21 Seeding and Mulching LS 1 $8,000.00 $8,000.00
TOTAL BASE BID $192,161.00
1
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