Meeting Type: BCC Regular Meeting
Meeting Date: 01/03/2023
Item Status: New
From: Ronald J. Cink, Budget Director/Interim County Administrator; Cian Harrison, Clerk/Treasurer
Submitted by: Katrina Taylor, Grants Coordinator
______________________________________________________________________
ITEM TITLE
Title
Formal Program Amendment Submission of Community Development Block Grant (CDBG) Project Number CY-CM-PF-18-009 to Alabama Department of Economic and Community Affairs (ADECA)
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STAFF RECOMMENDATION
Recommendation
Conduct a public hearing regarding the Formal Program Amendment Submission of the Community Development Block Grant (CDBG) Project Number CY-CM-PF-18-009 to the Alabama Department of Economic and Community Affairs (ADECA) and take the following action:
Authorize the Chairman to execute the Final Expenditure Budget to close out the Community Development Block Grant (CDBG) Project Number CY-CM-PF-18-009 with the Alabama Department of Economic and Community Affairs (ADECA).
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BACKGROUND INFORMATION
Background: The Baldwin County Commission was awarded a Community Development Block Grant (CDBG) grant in the amount of $350,000.00 to rehabilitate and extend public water services in a rural community in southern Baldwin County (near Lillian) that consisted of mostly low to moderate-income residents. The original grant application stated that Perdido Bay Water, Sewer, and Fire Protection (PBWSFP) would provide $378,300.00 in “cash” matching funds towards this project. However, it was the intention of the PBWSF to provide household water connection services to 86 households utilizing their own labor and equipment. The local amendment was a formal request to the Alabama Department of Economic and Community Affairs (ADECA) to allow PBWSF to contribute 40% ($150,900.00) in “in-kind” matching funds and 60% ($227,400.00) in “cash” matching funds towards the construction costs for a total of $378,300.00 funds commitment. There was no overall increase or decrease proposed to the original budget. However, a budget revision was included with this amendment to reflect the change in 100% “cash” matching funds of $378,300.00 to 60% ($227,400.00) in “cash” matching funds and 40% ($150,900.00) in “in-kind” matching funds.
A Formal Program Amendment was required because of the 86 households only 57 homeowners chose to connect to the new system, and 29 chose to remain on private wells. The residents of the 57 homes connected to the new water main received direct benefits of safe drinking water, reliable water services, increased water pressure and fire protection for the first time. The 29 homes in the project area that opted to remain on private water wells received indirect benefits of adequate fire protection for the first time. The Lillian Volunteer Fire Department supported the grant application and homeowners benefitted from lowered insurance rates, due to increased fire protection. The direct beneficiaries to be lost includes the 29 households that chose to remain on private water wells. Of these 29 households, 23 were low to moderate income, and 6 were high income. This results in an overall reduction in direct beneficiaries of 87 people, of which 69 (79%) are low to moderate income.
Previous Commission action/date:
12/05/2022 - 1) Adopted Resolution #2023-031 of the Baldwin County Commission to issue a Public Hearing Notice to advertise the Formal Program Amendment of the Community Development Block Grant (CDBG) Project Number CY-CM-PF-18-009 reducing the total amount of homes connected to water services from 86 to 57, and reducing Perdido Bay Water, Sewer, and Fire Protection’s (PBWSFP) local match from $378,300.00 to $312,945.82; and 2) Authorized Grant Management, LLC, to hold the Public Hearing at the January 3, 2023, Baldwin County Commission Regular Meeting at 10:00 am; and 3) Authorized Chairman to execute the updated implementation schedule to extend the current grant closeout deadline from December 31, 2022, to March 31, 2023. The Formal Program Amendment submission for closeout to the Alabama Department of Economic and Community Affairs (ADECA) will come back before the Commission following the Public Hearing.
08/02/2022 - Approved the response letter to ADECA regarding closeout concerns notated in ADECA’s letter dated June 10, 2022, related to CDBG Project CY-CM-PF-18-009.
07/07/2020 - 1) Approved local amendment to CDBG project CY-CM-PF-18-009; and 2) Authorized the Chairman to execute documents necessary to locally amend the budget from "cash" only matching funds of $378,000.00 to 60% ($227,400.00) “cash” and 40% ($150,900.00) “in-kind” to provide the household water connection services to 86 households, with no overall increase or decrease proposed to the original budget.
06/04/2019 - 1) Adopted Resolution #2019-094 accepting CDBG project CY-CM-PF-18-009 from ADECA for the extension of water service along County Road 93 and adjacent roads beginning south at U.S. Highway 98 and ending north at Bishop Trace Road near Lillian and authorize the Chairman to sign necessary documents and execute the grant agreement on behalf of the Baldwin County Commission for $350,000; and 2) Adopted Resolution #2019-95 authorizing Intergovernmental Sub-Recipient Agreement for CDBG project CY-CM-PF-18-009 with PBWSF, obligating PBWSF to provide $378,300 of matching funds.
07/17/2018 - 1) Adopted Resolution #2018-099 authorizing the PBWSF to submit a 2018 CDBG application to ADECA requesting $350,000.00 to improve and extend public water services near the Town of Lillian; and 2) Authorized the Chairman to execute all required grant application documents on behalf of the County.
06/19/2018 - Adopted Resolution #2018-091 authorizing the PBWSF to prepare the 2018 CDBG application to request funding from the Alabama Department of Economic and Community Affairs (ADECA) to improve and extend public water services near the Town of Lillian.
05/22/2018 - Mr. Mark Bohlin and Ms. Stacy McKean, on behalf of the Perdido Bay Water Sewer and Fire Protection District, came before the Commission to discuss the 2018 Community Development Block Grant (CDBG) Application to the Alabama Department of Economic and Community Affairs (ADECA), after not being funded under the 2017 competitive grant cycle.
08/15/2017 - 1) Adopted Resolution #2017-131, which authorized the PBWSF to submit a CDBG application to ADECA requesting $350,000.00 in funding and allowed the Chairman to sign all grant application documents; and 2) Adopted Resolution #2017-132 of the Baldwin County Commission, which determined that utilizing CDBG funds to provide the household connections to the new water services for the PBWSF would serve a Public Purpose.
06/06/2017 - Adopted Resolution #2017-101 of the Baldwin County Commission which authorized the PBWSF to submit a CDBG application to ADECA requesting funding under the 2017 competitive grant cycle.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: Grant Management, LLC, submit closeout documentation to ADECA no later than March 31, 2023.
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): Email correspondence and executed Final Expenditure Budget to the following:
Ms. Stacy McKean
stacylmckean@gmail.com
Grant Management, LLC
cc: Ronald Cink
Cian Harrison
Christie Davis
Katrina Taylor
Additional instructions/notes: N/A