revised agenda - santa clara, ca
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HOUSING REHABILITATION
LOAN COMMITTEE City Hall - Staff Conference Room
1500 Warburton Avenue
Santa Clara, CA 95050
REVISED AGENDA December 21, 2017
8:00 am
Committee Members Staff
Council Member Teresa O’Neill, Chair Housing & Community Services Division Manager, Jonathan Veach
Carmen Pascual Staff Analyst, Kathy Flood (Staff Liaison)
Bianca Wilczoch Office Specialist, Jennifer Caravalho
Michael Louis Ferrito
1. Call to Order
2. Public Presentations This portion of the meeting is reserved for persons to address the Housing Rehabilitation Loan Committee on any matter not on the agenda. The law does not permit Housing Rehabilitation Loan Committee action on, or extended discussion of, any item not on the agenda except under special circumstances. Commissioners or the staff liaison may briefly respond to statements made or questions posed and may request staff to report back at a subsequent meeting. Please limit your remarks to 3 minutes.
3. Review of Approved Minutes from August 10, 2017
4. Items for Discussion: A. Review Budget Status Reports B. Program Status
i. Staffing Update ii. File Reconciliation Update iii. Project Manuals 1 & 2 Update
5. Items For Possible Action: A. NCIP Program Manual Revision Updates and Recommendations
i. Grants vs. Loans
6. Adjournment - Next meeting: February 8, 2018 8:00 am
1
Housing Rehabilitation Loan Committee Minutes
August 10, 2017
MEETING MINUTES
August 10, 2017, 8:00 A.M.
Approved by Council October 10, 2017
Committee Members Present:
Teresa O’Neill – Council Member/Chair
Carmen Pascual
Bianca Wilczoch
Michael Louis Ferrito
Staff:
Andrew Crabtree, Community Development Director
Jonathan Veach, Housing Division Manager
Kathy Flood, Staff Analyst
Jennifer Caravalho, Office Specialist
Guests:
None
Matters for Council Action: None
1. Call to Order/Roll CallMeeting was called to order by Council Member/Chair O’Neill at 8:02 A.M.
2. Public PresentationsNone
3. Approval of Minutes from May 11, 2017
Motion by Committee Member Pascual and unanimously carried to approve the Minutesof May 11, 2017.
4. Items on Agenda
ITEMS FOR DISCUSSION
A. Introduction of New Housing Division ManagerJonathan Veach provided summary of his background and experience and waswelcomed.
B. Review NCIP FY2016-17 Budget Status ReportsBudget Summary of year-end snapshot was reviewed, including breakdown ofprogram income and expenditures, grants and loans, HUD required set-asides andFY201718 projections. Federal allocation is anticipated to arrive in Septemberwhich will balance the year-end budget shortfall and allow work to resume on
MINUTES OF THE HOUSING REHABILITATION
LOAN COMMITTEE City Manager’s Staff Conference Room
1500 Warburton Ave, Santa Clara, CA, 95050
Item 3
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Housing Rehabilitation Loan Committee Minutes
August 10, 2017
several of the 13 pending projects as prioritized. Staff is continuing to look intooptions on finding/utilizing other funding sources to help replace the HOME fundsthat have been difficult to use which has strained the program. Committee ChairO’Neill expressed concern on how valid the program income (PI) projections are,but with the cost-benefit analysis approach that Staff is taking, they are confidentthat the reconciliation project will generate additional PI and assist in making up thebudget shortfall.
C. Program Status & UpdatesAn As-Needed Housing Specialist will be hired in the coming months to assist in thecompletion of pending projects as well as assist in compliance monitoring forconditional loan properties. Once on board, Staff Analyst Flood and the newHousing Specialist will meet with pending clients to discuss resuming projects andre-assess the scope of work as necessary and reasonable in an attempt to reduceexpenditures.
While understanding that this has been an unprecedented year with the restricted
funding and staff changes, Committee Chair O’Neill and Committee Member
Pascual expressed concern on the length of delay of pending projects and the
inconvenience to clients. To remain true to the original vision of the program which
is to address health and safety concerns first, staff created a priority list that will
assist in expediting the completion of pending projects for those with the most
immediate needs.
HUD regulations and restrictions prevent the City from ‘pooling’ jobs together for
bids with contractors in hopes of better pricing. The HUD requirements for the
bidding process and contractor selection were reviewed which clarified that the City
uses a rotating bidding process and cannot recommend contractors for any of our
jobs – the final selection has to be a decision made by the homeowner.
Committee Member Wilczoch inquired on the current number of contractors in the
program and how we advertise for our contractors and design professionals.
Director Crabtree indicated there are about 7 for the large scope jobs, and a smaller
pool for specialized scopes. Staff Analyst Flood explained that we annually
advertise per HUD requirements but given the booming economy and high demand
for construction in the past few years it has been a challenge to attract new
contractors/professionals to participate in the program.
HUD experts from Cloudburst Consulting have been working with the Division in
updating to the procedure manual and the draft will be distributed to the Committee
for review and feedback prior to the next meeting. In addition to updates that reflect
current regulations and best practices, anticipated updates include refreshing the
program’s mission, as suggested by Committee Member Ferrito, and adding an
asset cap to our application process as recommended by Division Manager Veach.
Through diligent file clean-up, re-evaluation of program guidelines and the
anticipation of an incoming Housing Specialist, Staff is confident that this year will
bring positive changes resulting in a more efficient and beneficial program for our
community.
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Housing Rehabilitation Loan Committee Minutes
August 10, 2017
D. 2018 Calendar Meeting Dates:February 8May 10August 9November 8
ITEMS FOR ACTION
A. Projects Pending Review and Action
1. Client Number 10545-2196 San Antonio PlaceStaff Recommendation: Approve an amount of $40,000 plus a 25%contingency for identified work; 3% interest, and twenty year deferredpayment. Loan is subject to availability of program funds.
Motion was made Committee Member Ferrito and unanimously carried tonot take any action on this or any new projects until the backlog ofjobs are fully assessed and revised as necessary by staff. Anyrevisions of pending project scopes will be brought back to the nextmeeting for review.
OTHER BUSINESS
A. Council Dinner Meeting DatesTuesday, August 29, 2017Tuesday, May 8, 2018
5. Adjournment – Next meeting scheduled for November 9, 2017 at 8:00 A.M.
Meeting adjourned at 9:22 A.M.
Item 3
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HUD Grant CDBG HOME TOTALFY2017-18 Total HUD Grant 903,714.00$ 299,356.00$ 1,203,070.00$
Source of NCIP Funds CDBG HOME TOTALFY2016-17 Carryover -$ -$ -$ FY2016-17 Unallocated CDBG funds from Public Services 16,847.98$ -$ 16,847.98$ FY2017-18 Program Allocation 463,802.00$ -$ 463,802.00$ FY2017-18 Program Income-Loan Payments (PI) (over budgeted $366K) -$ -$ -$ Total NCIP Source of Funds 480,649.98$ -$ 480,649.98$ Set aside from current FY PI for FY2017-18 admin (20% CDBG) over $366K -$ -$ -$ 15% set aside from current FY PI for FY2018-19 Public Services over $366K -$ -$ -$ Total NCIP Available Source Funds 480,649.98$ -$ 480,649.98$
Use of Funds CDBG HOME TOTALFY2017-18 Loan Expenditures 25,646.34$ -$ 25,646.34$ FY2017-18 Grant Expenditures (AP, Direct Charges & Burden) 9,297.15$ -$ 9,297.15$ Total Use of Funds 34,943.49$ -$ 34,943.49$
Available Source Minus Use Balance 445,706.49$ -$ 445,706.49$
Current NCIP Activity CDBG HOME TOTALBalance remaining on projects in progress - Executed loans w/contingency 233,333.46$ -$ 233,333.46$ Estimated remaining soft cost expenditures of executed loans 82,194.94$ 82,194.94$ Subtotal 315,528.40$ 315,528.40$ Total of recommended loans w/contingency -$ -$ -$ Total 315,528.40$ -$ 315,528.40$
NCIP Approved Activity - Pending CDBG TOTALApproved loans not yet executed 312,500.00$ -$ 312,500.00$ Estimated soft cost expenditures of approved loans 78,125.00$ -$ 78,125.00$ Total 390,625.00$ -$ 390,625.00$
source data:CSC Account Activity Detail Query
NCIP FY2017-18 Budget Status ReportBudget Summary as of 11/30/2017
Item 4.A
55
Client/Source CDBG HOME Total10061 -$ 400.00$ 400.00$ 10381 17,581.42$ -$ 17,581.42$ 10532 4,072.84$ -$ 4,072.84$ 10536 320.65$ -$ 320.65$ 10489 25,353.40$ -$ 25,353.40$ FY16/17 Interest -$ 8,896.17$ 8,896.17$ Program Income to Date 47,328.31$ 9,296.17$ 56,624.48$
Fiscal Year CDBG/HOME2010/11 317,855.00$ 2011/12 378,590.00$ 2012/13 427,989.00$ 2013/14 748,935.00$ 2014/15 544,733.00$ 2015/16 581,303.00$
2016/17 To Date 56,624.48$ Total 3,056,029.48$
NCIP FY2017-18 Financial StatusProgram Income as of 11/30/2017
Item 4.A
66
Client Number
Prior Loan Amount
Loan AmountFY2016-17
Prior Year CDBG
Expenditures
Current Year CDBG
Expenditures Remaining
Loan Balance
Remaining Estimated
Grant Costs 00320 22,000.00$ -$ 22,000.00$ 5,472.00$ 00338 21,250.00$ -$ -$ 21,250.00$ 5,312.50$ 10502 18,204.43$ 88,000.00$ 75,566.43$ -$ 30,638.00$ 10,620.44$ 10520 40,400.00$ 14,648.20$ -$ 25,751.80$ 4,040.00$ 10538 125,000.00$ 10,660.00$ -$ 114,340.00$ 18,750.00$ 10542 125,000.00$ -$ 31,250.00$ 10544 45,000.00$ 25,646.34$ 19,353.66$ 6,750.00$
Total of executed loans 484,854.43$ 100,874.63$ 25,646.34$ 233,333.46$ 82,194.94$ 10539 100,000.00$ -$ 25,000.00$ 10541 87,500.00$ -$ 21,875.00$ 10543 125,000.00$ -$ 31,250.00$
Total of approved* loans 312,500.00$ -$ -$ -$ 78,125.00$ Totals 797,354.43$ 100,874.63$ 25,646.34$ 233,333.46$ 160,319.94$
10532 Withdrew 110,000.00$ 10533 Withdrew 30,800.00$ 10540 Project no longer eligible 31,250.00$ 10544 Reduced loan amount 11,250.00$
Total cost reduction since August 10, 2017 meeting 183,300.00$
*Approved only, loan documents not yet signed
Loan reductions/withdrawls since August 10, 2017 meeting
NCIP FY2017-18 Financial StatusLoan Approvals and Expenditures as of 11/30/17
Item 4.A
77
Borrower/Indirect Labor CDBG Grant CDBG Direct
Charges TOTAL
00320 28.00$ 541.88$ 569.88$ 00338 -$ 329.17$ 329.17$ 00399* 396.50$ -$ 396.50$ 10462 28.00$ -$ 28.00$ 10494 3,095.00$ -$ 3,095.00$ 10502 -$ 112.42$ 112.42$ 10505 33.00$ -$ 33.00$ 10520 -$ 132.43$ 132.43$ 10533 2,265.00$ 208.67$ 2,473.67$ 10538 -$ 212.71$ 212.71$ 10539 -$ 52.17$ 52.17$ 10541 -$ 240.81$ 240.81$ 10542 -$ 742.46$ 742.46$ 10543 -$ 104.33$ 104.33$ 15044 -$ 425.42$ 425.42$ 10546 -$ 349.18$ 349.18$
Expenditures to date 5,845.50$ 3,451.65$ 9,297.15$
*Burden - employee benefits based on direct labor hours
NCIP FY2017-18 Financial Status Grant Expenditures as of 11/30/17
Item 4.A
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Activity Status
Completed since last Committee Meeting - August 10, 2017
10544 100% complete
15046 Grant client - work complete
Construction/Scheduling in Progress
00320 Scheduling
00338 Scheduling
10502 75% complete
10520 56% complete
Planning & Bidding
10538 20% complete Planning
10541 Pre-Planning phase
10542 Pre-Planning phase
10543 Pre-Planning phase
Pending Projects
10539 Client wants to revise scope to reduce cost
10532 Withdrew
10533 Withdrew
10540 Project no longer eligible
Non Active projects
Project Status as of December 15, 2017
NCIP FY2016-17 Project Status Report
4.B
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