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2019-2020CITY OF EL PASOPOLICIES PROCEDURES, 45 TH PROGRAM YEARCommunity Development Block GrantHousing Opportunities for Persons with AIDSEmergency Solutions GrantHome Investment Partnerships Grant1
TABLE OF CONTENTSExecutive Summary . 6Acronyms Definitions . 7Mandatory Training Workshops . 7Community Development Steering Committee . 9Steering Committee Review Process . 9Steering committee Tentative Schedule . 10City Council . 11City Council Tentative Schedule . 11Department of Community Human Development . 12HUD National Objectives . 12Federal, State Local Requirements. 13Federal State Requirements . 14Performance Outcomes . 14Local Requirements . 15Community Development Block Grant (CDBG) . 17Public Services . 17Service Categories . 17Children Youth . 18Seniors Persons with Disabilities . 18Homelessness, Emergency Shelter Housing . 19Medical Mental Health . 19First Time Homebuyer Counseling . 19Innovative Program Incubator. 19Youth Summer Program . 20Youth Recreational Afterschool Program . 20Seniors Disabled Physical Recreational Program . 20Funding Cycle . 20Project Eligibility Performance . 21Performance Units . 22Program Review Scoring Process . 22Proposal Review Team . 22Appeals Process . 23Exit Conference . 24Economic Development . 24Project Eligibility Performance . 242
Other Project Compliance Implementation Requirements . 24Service Categories . 25Microenterprise . 25Job Training . 27Public Facilities . 29Project Selection Review Process . 29Large-Scale Project Set Aside . 29Small-Scale Project Set Aside . 30Project Submission Staff Review . 30Civic Design Labs . 32Project Applicants. 32Municipally Owned Projects . 32Non-Municipal Governmental Entities . 33Non-Profit Organizations . 34Project Compliance Eligibility . 35Types of Eligible Improvements. 35Types of Ineligible Activities . 36Financial Terms . 36Other Project Compliance Supporting Documentation . 36Community Support Civic Participation . 37Fair Housing Activities . 37Objectives . 38Project Eligibility Performance . 38Performance Units . 39Other Project COmpliance Implementation Requirements . 39Volunteer Housing Rehabilitiation. 39Objectives . 39Project Eligibility Performance . 40Types of Eligible Improvements. 40Other Project Compliance Implementation requirements. 41Housing Opportunities for Persons with AIDS (HOPWA) . 42Project Eligibility Performance . 42Other Project Compliance implementation Requirements . 42Program Review Scoring Process . 43Proposal REview Team . 43Appeals Process . 443
Exit Conference . 45Emergency Solutions Grant (ESG) . 46Funding Allocation. 46Project Eligibility Performance . 47Types of Eligible Services Programs . 47Types of Ineligible Activities . 47Other Project Compliance implementation Requirements . 47Performance Units . 48Program Review Scoring Process . 49Proposal Review Team . 49Appeals Process . 50Exit Conference . 50HOME Investment Partnership Grant . 51Funding Allocation. 51Renovation . 51Minor Repair . 52First Time Homebuyer Program . 52Affordable Rental Housing . 534
Assurances AttachmentsAssurancesAssurances A – Acceptance of Grant Conditions and Terms of CDBG, HOPWA and ESGAssurances B – Assurances of Applicant Eligibility for Non-Profit OrganizationsAssurances C – Assurance of Compliance with Ordinance No. 9779Assurances D – Accessibility / Letter of AssuranceAttachmentsAttachment A – Guidelines / Self Evaluation for DCHD and City of El Paso Sub recipientsAttachment B – Participation in HUD Programs by Faith-Based OrganizationsAttachment C – HUD FY2018 Income LimitsAttachment D – General Completeness ChecklistAttachment E – Letter of Intent for CDBG Services, HOPWA and ESGAttachment F – Economic Development ApplicationAttachment G – Public Facilities, City Departments ApplicationAttachment H – Public Facilities, Government Entities Non-Profit Agencies ApplicationAttachment I – Fair Housing Activities ApplicationAttachment J – Volunteer Housing RehabilitationAttachment K – Citizen Request FormAttachment L – Project Concept FormAttachment M – Citizen Participation PlanNOTE: Attachments E-L are available upon request.5
EXECUTIVE SUMMARYThe purpose of this document is to notify interested parties as to the availability of funding for projects, services and programswithin the City of El Paso for 2019-2020 (45th Program Year). Additionally, it contains all of the policies and procedurespertaining to federal funding streams received by the City of El Paso from the Department of Housing and Urban Development(HUD). The Department of Community and Human Development (DCHD) oversees the planning, implementation andcompliance of these streams on behalf of the City of El Paso. Those funding streams include: Community Development Block Grant (CDBG) Emergency Solutions Grant (ESG) Housing Opportunities for Persons with Aids (HOPWA) HOME Investment Partnerships ProgramThe City of El Paso anticipates the total 45th Year entitlements to be approximately 9.37 million beginning on September 1,2019. Note that the federal entitlements shown in this document are projections and are subject to change. Final 45th Yearentitlement allocations are pending Congressional approval of the HUD budget.The following amounts are based on a 5% decrease over the previous Fiscal Year total allocation:Program44th Year Entitlement45th Year Entitlement ProjectionCDBG 6,255,263.00 5,942,500.00*HOME 2,584,816.00 2,455,575.00*ESG 527,078.00 500,724.00*HOPWA 492,798.00 468,158.00**45th Year Entitlements Allocations are projections and are subject to change.The City of El Paso has prioritized safe and beautiful neighborhoods, a vibrant regional economy and exceptional recreational,cultural and educational opportunities for all El Pasoans. Those priorities have been adopted by the City Council in the formof the El Paso City Strategic Plan. That plan identifies Goals, Actions and Tasks that make achievement of the City Visionpossible. Projects, services and programs funded through CDBG, ESG, HOPWA and HOME should be supportive of thefollowing strategic goals:Goal 1: Create and Environment Conducive to Strong Sustainable Economic DevelopmentGoal 2: Set the Standard for a Safe and Secure CityGoal 3: Promote the Visual Image of El PasoGoal 4: Enhance El Paso’s Quality of Life through Recreational, Cultural and Educational EnvironmentsGoal 7: Enhance and Sustain El Paso’s Infrastructure NetworkGoal 8: Nurture and Promote a Healthy, Sustainable CommunityIn addition to the direct Strategic Goals supported by these funding sources, the Department of Community HumanDevelopment through the careful administration of these funding sources strives to enrich and enhance the performance ofthe following citywide strategic goals:6
Goal 5: Promote Transparent and Consistent Communication Amongst All Members of the CommunityGoal 6: Set the Standard for Sound Governance and Fiscal ManagementApplicants pursuing funding through the sources included in this document should first confirm eligibility with federalrequirements, but should also illustrate alignment with identified city strategic goals. Details of the City Strategic Plan can befound at anning.ACRONYMS DEFINITIONSAcronyms CDBG – Community Development Block Grant CoC – Continuum of Care DCHD – Department of Community and Human Development ESG – Emergency Solutions Grant HMIS – Homeless Management Information System HOPWA – Housing Opportunities for Persons with AIDS HUD – Department of Housing and Urban Development LOI – Letter of IntentDefinitions Community Based Development Organizations (CBDOs) – Is organized under state or local law to engage incommunity development activities in a specific geographic area within the community; Refer to the Economic Developmentsection for more details on the characteristics a CBDO must exhibit. Competitive set-aside – grant categories that are open for agencies to compete for funding. Entitlement grants – are annual grants that are provided on a formula basis to entitled cities and counties. Government Entity – means any branch, department, agency, or instrumentality of state government, or any official orother person acting under color of state law (e.g., school districts, public housing authority). Letter of Intent - is a document outlining the intended agreement between the agencies and City of El Paso before theactual agreement is finalized. This document is the first step in the CDBG public services, ESG and HOPWA programprocess. Recipient – the City of El Paso DCHD who receives funds directly from HUD through an executed grant agreement. Semi-automatic renewal – categories that are closed to new agencies and in which current agencies do not have toreapply. Current agencies must be in compliance in order to be eligible for this type of renewal. Sub-recipient Agency – agencies that receive funding from the Recipient (DCHD) and provides direct client services.MANDATORY TRAINING W ORKSHOPSA key component of the DCHD planning process is a series of mandatory training workshops for all sub-recipients of HUDfunds. The workshop content and training dates vary depending on which program(s) the sub-recipient is interested in applying.7
The department head, executive/program director, facility director or grant writer of the sub-recipient agency mustattend the workshop to be considered for funding. Below are details for each 45th Year training ic DevelopmentSept 11, 20182:00 pm – 4:00pmCity 3, 801 Texas Ave. 79901J. HernandezTrost Conference RoomPublic Facilities:City DepartmentsM. MoralesSept 12, 20189:00am – 11:00amCity 3, 801 Texas Ave. 79901S. OrtizTrost Conference RoomGovernment EntitiesSept 12, 20181:00pm – 3:00pmCity 3, 801 Texas Ave. 79901Trost Conference RoomNon-Profit AgenciesSept 12, 20183:00pm – 5:00pmCity 3, 801 Texas Ave. 79901Trost Conference RoomVolunteer HousingRehabSept 18, 2018Fair Housing ActivitiesSept 18, 20182:00pm – 3:00pmCity 3, 801 Texas Ave. 79901J. AragonTrost Conference Room3:00pm – 4:00pmCity 3, 801 Texas Ave. 79901S. PellegriniTrost Conference RoomPublic Services*Sept 25, 20189:00am – 12:00pmTBDJ. HernandezC. GonzalezPublic Services**Sept 25, 20182:00pm – 5:00pmTBDJ. HernandezC. Gonzalez*Workshop for new agencies who desire more thorough training**Workshop for experienced agencies who desire minimal trainingESGSept 26, 20189:00am – 12:00pmCenter Against Sexual andFamily Violence, 580 Giles Rd.C. JimenezOct 1, 20181:00pm – 3:00pmCity 3, 801 Texas Ave. 79901C. GonzalezHOPWATrost Conference RoomStaff Contact InformationNamePhoneEmailAragon, Juan(915) 212-1663aragonjm@elpasotexas.govGonzalez, Cynthia(915) 212-1652gonzalezcl@elpasotexas.govHernandez, Jenny(915) 212-1651hernandezj5@elpasotexas.gov8
Jimenez, Connie(915) 212-1653jimenezcp@elpasotexas.govMorales, Morayma(915) 212-1621moralesmx1@elpasotexas.govOrtiz, Sarah(915) 212-1656ortizsa@elpasotexas.govPellegrini, Sandra(915) 212-1665pellegrinisx@elpasotexas.govCOMMUNITY DEVELOPMENT STEERING COMMITTEEThe Community Development Steering Committee is a group of nine citizen volunteers who are an essential part of theplanning process. All eligible program applications recommended by DCHD Staff along with an expert technical advisory groupare presented to the Steering Committee for review and feedback prior to presentation to City Council. The composition ofthe Steering Committee is representative of both the population directly served by these funding sources, supplemented byindividuals possessing key areas of professional expertise. The table on the following page details the requirements forappointment to the Community Development Steering Committee.CD Steering Committee Composition:1One member must qualify as a person of presumed benefit under HUD guidelines.2One member must reside in a low to moderate income area based on the 2010 US Census.3One member must demonstrate knowledge or have experience in business and/or economic development.4One member must have prior experience sitting on a board.5One member must demonstrate experience in the public service sector, such as working with a non-profit or otherservice provider.6Two members must have experience in one of the following: construction, facilities management or maintenance,public housing.789Two open spots for any interested community member who will be evaluated and selected based on application andqualifications.Requirements for All Members:Are appointed by Mayor and City CouncilMust live in the district they represent, except for Mayor’s appointment.Serve two-year terms; two-term limit.For further details regarding the Steering Committee, refer to the Citizen Participation Plan. (Exhibit )STEERING COMMITTEE REVIEW PROCESS CDBG Services Categories, ESG and HOPWA. A Proposal Review Panel comprised of service experts provide arecommendation per category to the Steering Committee for review and comment. A member of each category’s ProposalReview Panel is to be present at the meeting with the Steering Committee in case a committee member has any questionsregarding the process used to develop the program recommendation. The Steering Committee will review each category’sprogram recommendation and determine whether to support the recommendation as submitted or to deliberate further. Ifthe committee elects to support the recommendation as submitted, no further discussion is necessary and therecommended programs will be presented to Council for approval. If the Steering Committee disagrees with any part ofthe program recommendation, DCHD staff will ensure that members’ comments are shared with Council.9
The Steering Committee is also required to review appeals and grievances submitted by applicants. An Appeals/GrievanceSub-Committee of the Steering Committee will be formed for the purpose of hearing agency appeals. Before therecommendations are submitted to the entire Steering Committee as a whole, the Appeals/Grievance Subcommittee willhear petitions from agencies that have submitted an appeal. The Appeals/Grievance Subcommittee has the authority toreview complaints about the funding process. The Appeals/Grievance Subcommittee’s recommendations will beforwarded to and acted upon by the Steering Committee as a whole at the time that the staff recommendation is consideredby the Steering Committee. Refer to the Public Service section of this document for more information on the Proposal Review Panel and the AppealsProcess. CDBG Public Facilities. For all public facilities projects, a panel of DCHD staff alongside technical subject matter expertswill review projects submitted under the process indicated in the Public Facilities section of this document. The team willthen provide the Steering Committee recommendations regarding project eligibility, community impact and strategic planalignment. Steering Committee members then have the opportunity to share comments, concerns and preferences forproject ultimately to be shared with City Council in the form of the Draft Annual Action Plan. The Draft Annual Action Planis subsequently made available for public comment for a period of 30 days.STEERING COMMITTEE TENTATIVE SCHEDULETopic(s)DateTimeLocationElect Chairperson and ViceChairperson of SteeringCommitteeWed, Oct 3, 20185:30pmCity 3, 801 Texas Ave. 79901Review of VolunteerHousing Rehab, FairHousing Planning, andEconomic DevelopmentTues, Feb 5, 2019Review of CDBG Incubator,Mental Medical, First TimeHomebuyers Counseling,Homelessness, EmergencyShelter Housingcategories; ESG; andHOPWAThurs, Feb 21, 2019DCHD staff presents largescale Public FacilitiesImprovementsrecommendationWed, Feb 27, 2019DCHD staff presents smallscale Public FacilitiesImprovementsrecommendationThurs, Feb 28, 2019Thorman Conference Room5:30pmCity 3, 801 Texas Ave. 79901Trost Conference Room5:30pmCity 3, 801 Texas Ave. 79901Thorman Conference Room5:30pmCity 3, 801 Texas Ave. 79901Thorman Conference Room5:30pmCity 3, 801 Texas Ave. 79901Thorman Conference Room10
Review of DCHDAdministration andPlanning, Fair HousingPlanning and Coalition forthe HomelessTues, March 5, 20195:30pmCity 3, 801 Texas Ave. 79901Thorman Conference RoomTECHNICAL ADVISORY PANELA Technical Advisory Review Panel has been established to assist DCHD staff in the application review process. Onepanel is to review proposed programs for CDBG Public Services, ESG and HOPWA; there will be another panel to reviewproposed projects under CDBG Public Facilities. Below is a breakdown of each technical advisory panel:CDBG PUBLIC SERVICES, ESG HOPWACDBG PUBLIC FACILITIESCity of El Paso Community Human DevelopmentStaffCity of El Paso Community Human Development StaffApplicant from a different service categoryRepresentatives of City of El Paso Departments notdirectly applying for funds (i.e., CID, Planning, EconomicDevelopment)Member of another funding entityArchitect and/ or EngineerSubject Matter Expert (SME) in the service areabeing evaluatedConstruction Management ExpertChair of the Community Development SteeringCommitteeFacility Management Subject Matter ExpertCommunity Development Steering Committee ChairCITY COUNCILCity Council retains the ultimate authority regarding funding for projects and programs indicated in this document.Recommendations initiated by DCHD Staff and a designated technical advisory group are presented in draft form to CityCouncil alongside comments and preferences of the Community Development Steering Committee. That document is knownas the Draft Annual Action Plan. Upon receiving initial feedback from City Council, a 30-day public comment period is activatedduring which all community feedback is documented and considered for incorporation into the final Annual Action Plan. TheFinal Annual Action Plan must be submitted for approval by City Council prior to HUD deadlines for the program year. This istypically 45 days prior to the commencement of the program year.CITY COUNCIL TENTATIVE SCHEDULETopic(s)DateTimeLocationDraft Annual Action PlanTues, May 14, 20199:00amCity 1, 300 N. Campbell St.Council ChambersFinal Action PlanTues, July 2, 20199:00amCity 1, 300 N. Campbell St.Council Chambers11
DEPARTMENT OF COMMUNITY HUMAN DEVELOPMENTCommunity Human Development as a department of the City of El Paso acts as grantee for funding received from HUD forthe CDBG, HOPWA, ESG and HOME Investment Partnership Grant. The role of DCHD staff is to administrate the specificallocation of funding to sub-recipients as well as to execute and oversee compliance with Federal Regulations and the policiesand procedures included in this document. Funding allocations are projections only and can be modified at the discretion ofthe Director of Community Human Development provided that such modifications do not represent a significant change inallocation priorities and/or method of distribution. Additionally, the Director of Community Human Development may grantexceptions to policies and procedures contained within this document provided that those exceptions do not violate federalregulations and are made prior to presentation of the Draft Annual Action Plan to the Steering Committee and commencementof the 30-day public comment period.HUD NATIONAL OBJECTIVESThe authorizing statute of the CDBG program requires that each activity funded, except for program administration andplanning activities, must meet one of three national objectives. The three national objectives are: Benefit to low- and moderate- income (LMI) persons; Aid in the prevention or elimination of slums or blight; and Meet a need having a particular urgency (referred to as urgent need).To be compliant with CDBG requirements, all activities must meet a national objective. The following exhibit depicts thedifferent categories associated with each of the national objectives.The LMI national objective is often referred to as the “primary” national objective because the statute requires that recipientsexpend 70 percent of their CDBG funds to benefit LMI persons. Below are the four categories that can be used to meet theLMI national objective:
Rehab Sept 18, 2018 2:00pm - 3:00pm City 3, 801 Texas Ave. 79901 Trost Conference Room J. Aragon Fair Housing Activities Sept 18, 2018 3:00pm - 4:00pm City 3, 801 Texas Ave. 79901 Trost Conference Room S. Pellegrini Public Services* Sept 25, 2018 9:00am - 12:00pm TBD J. Hernandez C. Gonzalez
