City of Santa Ana Community Development Block Grant

Fiscal Year 2015-2016 Public Services Application Packet

City of Santa Ana Community Development Agency-M25 20 Civic Center Plaza, 6th Floor Santa Ana CA 92701

DESCRIPTION OF COMMUNITY DEVELOPMENT BLOCK GRANT

The U.S. Department of Housing and Urban Development (HUD), Community Development Block Grant (CDBG) program is a flexible program that provides communities with resources to address a wide range of unique community development needs. The program provides annual grants on a formula basis to entitled cities and counties to develop viable urban communities by providing decent housing and a suitable living environment, and by expanding economic opportunities, principally for low- and moderate-income persons.

FUNDING

The City of Santa Ana (City) will release $340,000 to experienced nonprofit organizations for the provision of public service activities from July 1, 2015 through June 30, 2016.

Estimated Funding

The City has established a minimum amount request requirement of $30,000. Projects requesting less than $30,000 will not be considered for funding. It is anticipated that grant awards will range from $30,000 to $75,000.

Minimum and Maximum Funding Per Grant

Grants are provided through a Cost Reimbursement Subrecipient Agreement. Reimbursement requests are allowed on a quarterly basis; therefore organizations must have enough working capital to continue services until a reimbursement request can be processed by the City. Only allowable and allocable CDBG project expenses will be reimbursed. The term of the agreement will be July 1, 2015 through June 30, 2016.

Cost Reimbursement Agreement

REQUIREMENTS FOR FUNDING

This application is intended to request funds to support public service programs. Eligible Activities Requirement

Title 24 CFR 570.201(e) - Provision of public services (including labor, supplies, and materials) including but not limited to those concerned with employment, crime prevention, child care, health, drug abuse, education, fair housing counseling, energy conservation, or recreational needs. To be eligible for CDBG assistance, a public service must be either a new service or a quantifiable increase in the level of an existing service above that which has been provided in the previous 12 calendar months (July 1 to June 30). Eligible public services may include:

• Senior Services • Handicapped Services • Legal Services • Youth Services • Transportation Services • Substance Abuse Services • Services for Battered and Abused Spouses • Employment Training • Crime Awareness/Prevention

• Fair Housing Activities • Tenant/Landlord Counseling • Child Care Services • Health Services • Services for Abused and Neglected Children • Mental Health Services • Screening for Lead Poisoning • Subsistence Payments • Food Banks

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The proposed program must meet the national objective of activities that provide a benefit to low- and moderate-income persons.

National Objective Requirement

In general, to document compliance with the national objective requirement, funded projects will require the collection, calculation, and documentation of the participant’s family size and income. Exceptions include projects that serve:

• Seniors • Homeless • Persons with disabilities • Persons with HIV/AIDS

• Victims of domestic violence • Victims of child abuse • Migrant farm workers • Persons living in affordable housing

Additional information is available in the Guide to National Objectives and Eligible Activities for CDBG Entitlement Communities (see Federal Resource Links section on page iii).

Applications for fiscal year 2015-2016 must meet a FY 2015/16-2019/20 Consolidated Plan priority need. The plan is currently under development and will be available in March of 2015. Since applications are due prior to the finalization to the Consolidated Plan, applications will be rated and ranked. Once the Consolidated Plan is complete, City Council will make the final funding decisions based on meeting the priority needs.

City of Santa Ana Consolidated Plan Priority Need Requirement

The City requires that the proposed program align with a Strategic Plan Goal. The following goals apply to public service programs, and are listed with additional detail on page 4 of the application:

City of Santa Ana Strategic Plan Goal Requirement

• Community Safety • Youth, Education, Recreation • Community Health, Livability, Engagement & Sustainability

To access the full text of the Strategic Plan visit: http://santa-ana.org/strategic-planning/

Only nonprofit organizations in good standing will be eligible for CDBG funding. All nonprofit applicants must be able to document 501(c)(3) status at the time of application. Applicants whose status is pending at the time of application will not be considered for funding.

Organization Requirement

Nonprofit status will be checked by City Staff with the following websites. The City recommends that organizations visit these sites to confirm their nonprofit status so that any issues can be addressed prior to application submittal.

• Secretary of State of California: http://kepler.sos.ca.gov

• Internal Revenue Service: http://www.irs.gov/app/pub-78/

• System for Award Management: https://www.sam.gov/portal/public/SAM/ All organizations approved for CDBG funding will be required to obtain a minimum of $1,000,000 general liability insurance and Workers’ Compensation insurance for any employees for the term of the contract. In addition, the City must be listed as additionally insured via an endorsement with the endorsement stating that the insurance is primary and noncontributory. iii

If funded, organizations will also need to comply with several federal requirements. For more information on these requirements organizations may view the following websites.

Federal Requirements Resource Links

• Playing by the Rules - A Handbook for CDBG Subrecipients on Administrative Systems:

https://www.hudexchange.info/resource/687/playing-by-the-rules-a-handbook-for-cdbg-subrecipients-on-administrative-systems/

• Guide to National Objectives and Eligible Activities for CDBG Entitlement Communities:

https://www.hudexchange.info/resource/89/community-development-block-grant-program-cdbg-guide-to-national-objectives-and-eligible-activities-for-entitlement-communities/

• To view Grants Management OMB Circulars A-110, A-122, & A-133:

http://www.whitehouse.gov/omb/grants_circulars

• To view the CDBG Federal Regulations, 24 CFR Part 570, visit: http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=24:3.1.1.3.4

Applicants are required to attend one of the scheduled Mandatory CDBG Subrecipient Trainings. It is recommended that attendees include one program staff and one fiscal staff. Please email

Mandatory Training Requirements

CDBG-ESGgrants@santa-ana.org to RSVP for one of the following training dates:

• 10/7/14 from 4 p.m.-6 p.m. • 10/9/14 from 10 a.m.-12 p.m. • 10/15/14 from 10 a.m.-12 p.m.

(Location: City Hall, 2nd floor, Room 229)

This application will be available for public display. Therefore do not include any information that is subject to state or federal confidentiality regulations (i.e. an address to a domestic violence shelter).

Additional Requirements

The attached application contains several questions regarding city residents. Residency of participants is determined by the last permanent address.

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APPLICATION PROCESS

Anticipated Timeline

10/06/14 Applications available 10/07/14,10/09/14,

& 10/15/14 Mandatory training

11/14/14 Applications due by 5 p.m.

11/17/14 Review of applications for completeness and eligibility by City Staff & receipt of application letter distributed to all applicants

11/17/14-12/17/14 Review of application for funding recommendation by the Community Redevelopment and Housing Commission (CRHC)

12/05/14 Notification letters sent to applicants regarding invitations to present at CHRC or ineligibility of submitted program.

12/17/14 Presentations at CRHC

2/09/15 Funding recommendations from CRHC to Finance Economic Development & Technology Committee (FEDT)

3/17/15 City Council to review and approve CDBG programs for 2015-2016

City Staff will review applications for completeness and to determine the eligibility of the program. Funding will be based on the information provided in the application; therefore the City will hold organizations accountable for the information included, such as expected service level. If there is a question about any part of the application please contact City Staff at CDBG-ESGgrants@santa-ana.org. City staff will make every effort to resolve all questions in time for the application to be submitted by the due date of November 14, 2014. The due date will remain the same regardless of whether or not the question is resolved.

Review of Applications

The Community Redevelopment and Housing Commission (CRHC) will review applications for funding recommendations using the following criteria:

• Community Need • Experience • Capacity to Provide Service • Effective and Efficient use of Funds

City Council will review the recommendations provided by the CRHC for funding to determine which activities will be in the best interest of the community.

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COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM

CITY OF SANTA ANA, CALIFORNIA APPLICATION FOR SUBRECIPIENT PROPOSALS

FY 2015-2016 PROGRAM

DUE DATE: November 14, 2014 Applications (one hard copy) must be returned to the address below NO LATER THAN 5 P.M., NOVEMBER 14, 2014. ABSOLUTELY NO LATE APPLICATIONS WILL BE ACCEPTED (NO FAXES OR ELECTRONIC VERSIONS). If mailing an application, utilizing certified mail with a return receipt is recommended to document submittal by the deadline. City of Santa Ana CDBG Administration Community Development Agency M-25 20 Civic Center Plaza, 6th floor Santa Ana, CA 92701 An email notifying receipt of application will be sent November 17, 2014. If you do not receive an email by November 18, 2014 please contact City Staff at (714) 647-5445. Do not add extra pages or attachments unless instructed to do so. Any supplemental material such as letters of support, press clippings, etc., will not

Application Form

be accepted as part of this application submittal. Limit responses to the space provided; any additional narrative beyond the provided space will not be considered. Submit one complete application for each proposed program.

Program Budgets (Funded Personnel, Current Budget, and Prior Budget) (Attachments 1 (a-c)

IRS Nonprofit Designation Letter (Attachment 2)

Form 990 (Attachment 3)

Current/proposed Client Eligibility Intake Form (Attachment 4)

Board of Directors, By-laws and Articles of Incorporation (Attachment 5)

Conflict of Interest Questionnaire (Attachment 6)

Financial Statements & Single Audit (Attachment 7) (Single Audit required if organization expended more than $500,000 of federal funds within a program year)

Organization Chart (Attachment 8)

NOTES: Failure to provide all required information will cause this application to become invalid and will not be considered for funding. The City reserves the right to withdraw consideration of this application if evidence of compliance is not provided or if compliance status changes during the application process. The City reserves the right to waive a requirement if it is determined to be in the best interest of the City.

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CDBG FY 2015-2016 PUBLIC SERVICE APPLICATION

DUE DATE: 5:00 p.m., November 14, 2014

Legal Organization Name:

Applicant Organization Information

Program Name:

Mailing Address:

Service Address(es):

Application Contact Name: Title:

Telephone: Fax: E-Mail:

Name of Authorized Signatory: Title:

Federal Tax ID #: DUNS#:

Date Organization Founded: Date of Nonprofit Incorporation:

1. Total number of unduplicated individuals to be served during FY 2015-2016 by this program: (Include Santa Ana residents and Non-Santa Ana residents)

SERVICE AND FUNDING

a. Total number of City of Santa Ana residents: b. Percentage of City of Santa Ana residents served by the project: c. Total number estimated to be low-income: d. Percentage that are estimated to be low-income:

2. Estimated yearly units of service (number of unduplicated individuals multiplied by

service visits – i.e. 200 youth X 25 tutoring sessions = 5,000 units of service) 3. Total CDBG funds requested for FY 2015-2016:

a. Minimum CDBG funds willing to accept: 4. Cost per participant:

(#3 Total CDBG funds requested divided by #1 Total to be served) 5. Program History 2011-2012 2012-2013 2013-2014

a. Total people served by the program: b. Number of Santa Ana residents served by the program: c. Total program expense: d. Total years the program has been in existence:

6. Provide a concise description of the proposed program. (200 character maximum)

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7. Provide a detailed description of the proposed program. Include the following: a. detailed description of services provided; b. frequency of service delivery (i.e. daily, weekly, monthly); c. how the service is provided (i.e. one-on-one, classroom settings, home visits, phone referrals); and d. target population groups (i.e. youth in specific neighborhoods)

8. Describe the organizations experience in providing the proposed program or similar programs and

highlight accomplishments.

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9. CDBG applications must meet a City of Santa Ana Strategic Plan Goal. The following goals have been determined to align with CDBG eligible public service activities. Please select the goal which the proposed program meets. (Select only one goal)

Community Safety - Enhance Public Safety integration, communications and community outreach:

The Santa Ana Police Department will collaborate with the Orange County Probation Department, Orange County Healthcare Agency caseworkers, business community, and associated non-profit organizations to assist in re-entry of recently released offenders into the community.

Youth, Education, Recreation - Expand youth programming:

Focus resources on quality youth engagement, enrichment and education programs through community centers, libraries and after-school programs during out-of-school hours.

Youth, Education, Recreation - Expand youth programming:

Expand the youth sports program so that youth recreational opportunities are established year-round.

Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents:

Partner with The California Endowment, Santa Ana College, Chapman University, UCI, CSUF and other institutions of higher education to design career pathway programs that support priority workforce industries (Retail, healthcare, manufacturing, renewable energies) that results in faster reemployment of Santa Ana’s residents.

Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents:

Partner with the Santa Ana Unified School District to support and assist in developing pilot youth employment programs aimed at reducing high school dropout rates.

Youth, Education, Recreation - Partner with groups and organizations to promote education, senior services, job training and development for all Santa Ana residents:

Continue to expand services and programs at the senior centers specifically in the areas of continuing education, mentoring and recreation.

Community Health, Livability, Engagement & Sustainability - Support neighborhood vitality and livability:

Implement new Neighborhood Improvement Initiatives focusing on residential areas that have been adversely affected by disinvestment and decline. Program and services from a variety of resources will be utilized to achieve positive and sustainable improvements.

Community Health, Livability, Engagement & Sustainability - Promote a strong arts and culture infrastructure:

Generate public and private support and resources to strengthen, expand and stabilize funding for the arts.

Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents:

Integrate a variety of health and wellness programs into existing programming at each of the city’s community/recreation centers (e.g. Develop equitable health access points).

Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents:

Partner with the California Endowment, Schools, charitable foundations and other non-profit organizations to implement health and wellness programming (including a healthy Santa Ana website) based on quantifiable and measurable data.

Community Health, Livability, Engagement & Sustainability - Focus projects and programs on improving the health and wellness of all residents:

Expand Senior Center programming to provide greater enrichment and explore activities in art, culture and health.

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10. Describe how the project meets the City of Santa Ana Strategic Plan goal selected in #9.

11. Will this program result in the provision of a new service or a quantifiable increase in the level

of an existing service? If yes, describe how the direct service proposed: a. is not a duplication of existing services available; or b. demonstrates a quantifiable increase in access and/or the level of an existing service

provided to the target population.

Yes No

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12. List similar services that are currently provided in the community and describe how the proposed program complements or fills an existing gap in services.

13. An area that that has been adversely affected by disinvestment and decline is considered a

Neighborhood Initiative area. Does the program serve residents of a Neighborhood Initiative area? If yes, please describe the area boundaries and reasons the area fits Neighborhood Initiative criteria.

Yes No

14. Describe the unmet need that the proposed program will address.

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15. Will the program be conducted within the City of Santa Ana boundaries? If no, explain how Santa Ana residents will be served.

Yes No

16. List Santa Ana neighborhood associations, local community organizations and/or civic groups the

organization participates in and to what extent.

17. List the benchmarks the organization will use to determine success of the program. Provide intended

outcomes.

18. Describe how the organization will track and measure performance outcomes qualitatively and

quantitatively.

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19. List federal grants that the organization has received within the last 5 years. Include grant amounts,

services provided, and outcomes.

20. Summarize the qualifications of the organization’s staff (Program & Administrative) that would allow the

organization to provide the services stated and comply with regulatory requirements.

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Staff Listing (Include Admin and Program Staff working on the proposed program)

Name and Title Duties/Activities Performed Qualification for Duties/Activities CDBG Funded

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

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CERTIFICATIONS

A. Applicant certifies that it will not discriminate against any employee or applicant for employment because of race,

religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age, in compliance with Government Code 12900, et seq. Applicant agrees to take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age.

B. Applicant certifies that it does not discriminate against any person wishing to benefit from their services/program on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age.

C. Does any officer, employee or board member have an ownership interest, either directly or through a partnership or corporate entity, in any facilities owned, leased, or rented by the applicant organization? This includes leases between an organization and a director, trustee, officer or key employee of the organization or his/her immediate family either directly or through corporations, trusts, or similar arrangements in which they hold a controlling interest. Yes No

If Yes, please list the individual(s) name and/or company(ies) below.

If No, please list the owner(s) of record.

D. Do your board members receive a salary or other stipend for serving on this board? Yes No (If yes, include amount next to each board member’s name as part of attachment #5) E. What was the date of the last meeting of your board of directors?

Name Title

SIGNATURE I hereby certify that, to the best of my knowledge, all statements made in this application are true and correct. If funds are granted to our organization, they will be used for a CDBG-eligible purpose. I understand that liability and workers compensation insurance will be required for our group, and that our formal agreement with the City will specify other reporting and programmatic provisions.

Signature Date

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ATTACHMENT #1(a-c)

PLEASE COMPLETE THE FOLLOWING FORMS REGARDING

2015-2016 PROPOSED CDBG FUNDED PERSONNEL & CONTRACTUAL SERVICES (ATTACHMENT 1a)

2015-2016 PROPOSED PROGRAM BUDGET (ATTACHMENT 1b)

2014-2015 CURRENT PROGRAM BUDGET (ATTACHMENT 1c)

IMPORTANT NOTICE: The City asks that you list other secured funding sources on the budget forms, but the City realizes that all other funding sources may not be secured at the time of this application. Organizations may include unsecured resources with the understanding that the City will hold the organization to the same service level indicated in the application whether all the resources listed are actually received or not. The only item that will affect the service level expected by the City will be the responses provided under numbers 3 and 3a of this application and the amount of funding provided by the City for the CDBG 2015-2016 grant year.

ATTACHMENT 1 (a-c)

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2015-2016 CDBG FUNDED PERSONNEL

ADMINISTRATIVE STAFF

Position Title

Annual Salary

Annual

Taxes & Benefits

Total Compensation

CDBG Funds

Requested

% of time serving

Santa Ana CDBG

Program PROGRAM STAFF

Position Title

Annual Salary

Annual

Taxes & Benefits

Total Compensation

CDBG Funds

Requested

% of time serving

Santa Ana CDBG

Program CONTRACTUAL/PROFESSIONAL SERVICES (must be procured per federal procurement requirements)

Type of Service Contract Amount

CDBG Funds

Requested

% of work serving

Santa Ana Residents

Attachment 1(a)

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FISCAL YEAR 2015-2016 PROGRAM BUDGET PROPOSAL

Organization Name: Program Name:

EXPENDITURES

Enter budget categories and projected expenditures for the proposed program:

CATEGORY EXPENDITURES

FUNDED BY SANTA ANA CDBG

EXPENDITURES FUNDED BY OTHER

SOURCES

TOTAL PROGRAM BUDGET

TOTAL ORGANIZATION

BUDGET Administrative Staff Salaries & Benefits Program Staff Salaries & Benefits Contractual/Professional Services

TOTAL

PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES FOR 2015-2016***

“Funding Source” total must equal “Total Program Budget” listed above. FUNDING SOURCE AMOUNT Santa Ana CDBG TOTAL

***See note on Attachment #1 cover page

Attachment 1(b)

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CURRENT PROGRAM YEAR 2014-2015 PROGRAM BUDGET

Organization Name: Program Name:

EXPENDITURES Enter budget categories and projected expenditures for the current program:

CATEGORY EXPENDITURES

FUNDED BY FEDERAL GRANTS

EXPENDITURES FUNDED BY

OTHER SOURCES

TOTAL PROGRAM BUDGET

TOTAL ORGANIZATION

BUDGET Administrative Staff Salaries & Benefits Program Staff Salaries & Benefits Contractual/Professional Services

TOTAL

PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED FOR 2014-15

“Funding Source” total must equal “Total Program Budget” listed above. FUNDING SOURCE AMOUNT

TOTAL

Attachment 1(c)

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ATTACHMENT #2

PLEASE PLACE A COPY OF YOUR ORGANIZATION’S IRS NONPROFIT DESIGNATION LETTER

BEHIND THIS SHEET

ATTACHMENT #2

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ATTACHMENT # 3 PLEASE PLACE A COPY OF YOUR ORGANIZATION’S

990 FORM BEHIND THIS SHEET

ATTACHMENT #3

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ATTACHMENT #4 PLEASE PLACE A COPY OF YOUR ORGANIZATION’S

CURRENT/PROPOSED CLIENT ELIGIBILITY INTAKE FORM BEHIND THIS SHEET

ATTACHMENT #4

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ATTACHMENT #5 PLEASE PLACE A COPY OF THE ORGANIZATION’S CURRENT

LIST OF BOARD OF DIRECTORS, BY-LAWS AND ARTICLES OF INCORPORATION

BEHIND THIS SHEET

ATTACHMENT #5

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ATTACHMENT #6 PLEASE PLACE A COPY OF THE

CONFLICT OF INTEREST QUESTIONNAIRE BEHIND THIS SHEET

ATTACHMENT #6

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CITY OF SANTA ANA Community Development Block Grant

CONFLICT OF INTEREST QUESTIONNAIRE Federal, state and city law prohibits employees and public officials of the City of Santa Ana from participating in any transaction, on behalf of the City, in which they have a financial interest. In order to assure compliance with this requirement, this questionnaire must be completed and submitted by each applicant for Community Development Block Grant (CDBG) funding. The purpose of this questionnaire is to determine if your agency staff or Board members perform functions or responsibilities that would be a conflict of interest with respect to the CDBG program. If necessary, detailed explanations may be provided on separate sheets of paper. 1. Is/are there any member(s) of your staff, Board of Directors, or other governing body, who is currently, or

has/have been within one year of the date of this questionnaire, a City of Santa Ana employee or a member of a City board or commission that has a direct influence on the allocation of CDBG funding? Yes No

If yes, please list the following: Name Position

City/Department

2. Will the CDBG funds requested by the applicant be used to pay the salaries of any of applicant’s staff person(s)

who is/are, or has/have been within one year of the date of this questionnaire, employed by the City of Santa Ana? Yes No

If yes, please list the name(s) below and identify the City Department in which each person is/WAS employed: Name

City/Department

3. Will the CDBG funds requested by the applicant be used to pay the salaries of any of applicant’s staff person(s)

who is/are currently, or has/have been within one year of the date of this questionnaire, a member of a City of Santa Ana board or commission that has a direct influence on the allocation of CDBG funding? Yes No

If yes, please list the following: Name: Year(s) Name: Year(s) Name: Year(s) Name: Year(s)

4. Will the CDBG funds, requested by the applicant, be used to award a contract or subcontract to any individual(s)

or business affiliate(s) who is/are currently, or has/have been within one year of the date of this questionnaire, a City of Santa Ana employee or a member of a City board or commission that has a direct influence on the allocation of CDBG funding? Yes No

If yes, please list the name(s): Name: The CDBG funds used for reimbursement of rent shall not benefit any employee, agent, consultant, officer, elected official or appointed official of the subrecipient. This prohibition includes leases between an organization and a director, trustee, officer or key employee of the organization or his/her immediate family either directly or through corporations, trusts, or similar arrangements in which they hold a controlling interest. Organization Date Signature Title

Attachment 6

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ATTACHMENT #7 PLEASE PLACE A COPY THE ORGANIZATIONS MOST RECENT

FINANCIAL STATEMENTS AND SINGLE AUDIT (SINGLE AUDIT REQUIRED IF EXPENDED OVER $500,000 OF FEDERAL FUNDS)

BEHIND THIS SHEET

ATTACHMENT #7

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ATTACHMENT #8 PLEASE PLACE A COPY THE

ORGANIZATION CHART BEHIND THIS SHEET

ATTACHMENT #8