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HomeMy WebLinkAboutReso 118-2017 (17-785)City of South San Francisco P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA City Council Resolution: RES 118 -2017 File Number: 17 -785 Enactment Number: RES 118 -2017 RESOLUTION APPROVING THE 2016 -2017 CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT AND THE CITIZEN PARTICIPATION PLAN FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM, AND AUTHORIZING ITS SUBMITTAL TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT. WHEREAS, the U.S. Department of Housing and Urban Development ( "HUD ") requires communities receiving Community Development Block Grant ( "CDBG ") funds to submit a year -end Consolidated Annual Performance and Evaluation Report ( "CAPER "); and WHEREAS, the Citizen Participation Plan ( "CPP ") is required by the CDBG Program regulations at 24 CFR part 91.105; and WHEREAS, the CAPER has been available for public review in the Economic and Community Development Department, the City's public libraries, and on the City's website since August 23, 2017 and a notice of public hearing was published in the San Mateo County Times on August 23, 2017; and WHEREAS, in fiscal year 2016 -2017 the City expended a total of $730,629 in CDBG funding and $11,437 in HOME administrative funding received from the San Mateo County HOME Consortium to carry out a broad range of community development activities; and WHEREAS, staff recommends adopting the revised CPP; and WHEREAS, the revised CPP clearly incorporates all federal regulations, encourages citizen participation, and provides greater flexibility in reallocating unspent funds and program income while ensuring funds are expended in a timely manner; and WHEREAS, pursuant to the current CPP amendment requirements, the revised CPP was made available for a 15 -day public comment period from August 23, 2017 to September 6, 2017 and a public notice announcing the availability of the revised Citizen Participation Plan was published in the San Mateo County Times on August 23, 2017; and WHEREAS, on September 6, 2017, the City held a duly noticed public hearing on the 2016 -2017 CAPER and CPP for the CDBG Program. NOW THEREFORE IT BE RESOLVED that the City Council of the City of South San Francisco does hereby resolve as follows: City of South San Francisco Page 1 File Number: 17 -785 Approves the 2016 -2017 CAPER; Adopts the revised CPP; and Enactment Number. RES 118 -2017 Authorizes the City staff to submit the CAPER to the U.S. Department of Housing and Urban Development, and to take any other actions as necessary to carry out the intent of this resolution. At a meeting of the Special City Council on 9/6/2017, a motion was made by Liza Normandy, seconded by Richard Garbarino, that this Resolution be approved. The motion passed. Yes: 5 Matsumoto, Normandy, Addiego, Gupta, and Garbarino Attest by K Ma i City of South San Francisco Page 2 CAPER 1 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-05 - Goals and Outcomes Progress the jurisdiction has made in carrying out its strategic plan and its action plan. 91.520(a) This could be an overview that includes major initiatives and highlights that were proposed and executed throughout the program year. The City made significant progress against the goals in the Program Year 2016 (PY 2016) Annual Action Plan. Below is a brief overview of the programs and projects supported through the PY 2016 CDBG program. The complete table of service goals and outcomes is below as Table 1. City Sponsored Housing Rehab Program The City issued 3 Emergency Repair Voucher, and began to revamp the housing rehabilitation loan program and the Debris Box and Emergency Home Repair Voucher program to promote more participation. Minor Home Repair Programs Center for Independence of Individuals with Disabilities (CID). The City used CDBG funds to support CID’s Housing Accessibility Modification (HAM) Program which provided accessibility modifications to six households; Rebuilding Together Peninsula (RTP). The City used CDBG funds to support two RRP programs, National Rebuilding Day, which provided repairs for three households, and Safe at Home which served nineteen households in total; El Concilio. The City used CDBG funds to support El Concilio’s Peninsula Minor Home Repair Program with a total of six households. Public Services Public service providers provided services to 413 youth, seniors, persons with disabilities, and low- income persons and families. Housing and homeless services providers provided services to 362 persons either experiencing homelessness or at risk of homelessness. Public Infrastructure Improvements The City replaced 186 sidewalk ramps in low- and moderate-income neighborhoods to improve ADA accessibility. Brentwood Park Playlot - The City replaced Brentwood Park’s flood-vulnerable woodchip surface with CAPER 2 OMB Control No: 2506-0117 (exp. 06/30/2018) fully accessible rubberized surfacing. Comparison of the proposed versus actual outcomes for each outcome meas ure submitted with the consolidated plan and explain, if applicable, why progress was not made toward meeting goals and objectives. 91.520(g) Categories, priority levels, funding sources and amounts, outcomes/objectives, goal outcome indicators, units of measure, targets, actual outcomes/outputs, and percentage completed for each of the grantee’s program year goals. The table below provides detailed review of the programs and projects funded through the CDBG program and includes progress against the 2013-2018 Consolidated and Strategic Plans. Table 1 - Accomplishments – Program Year & Strategic Plan to Date CAPER 3 OMB Control No: 2506-0117 (exp. 06/30/2018) Project Activity Agency or Operator Goal Category CDBG Funding Indicator Unit of Measure Exp. 5 yr Strat Plan Act. 5 yr Strat Plan % Comp Exp. Prog. Yr. Actua l Prog. Yr. % Comp Planning and Admin. City Staff Efficient Administration and Oversight Efficient Administration and Oversight $131,636 Annual Administration NA NA NA NA NA NA 100% Project Sentinel Fair Housing Services Suitable living environment Non-Homeless Special Needs HOME $11,437 Public Services other than Low/Mod Housing Benefit Persons Assisted 50 47 94% 15 26 173% Housing Rehab Programs TOTAL Multiple Providers Housing opportunities Affordable Housing $64,390 Homeowner Housing Rehabilitated Housing Unit 125 116 93% 48 37 77% CID Housing opportunities Affordable Housing $10,000 Homeowner Housing Rehabilitated Housing Unit NA NA NA 8 6 75% El Concilio Housing opportunities Affordable Housing $7,544 Homeowner Housing Rehabilitated Housing Unit NA NA NA 10 6 60% Rebuilding Together Rebuild Day Housing opportunities Affordable Housing $12,000 Homeowner Housing Rehabilitated Housing Unit NA NA NA 3 3 100% Rebuilding Together Safe at Home Housing opportunities Affordable Housing $25,000 Homeowner Housing Rehabilitated Housing Unit NA NA NA 16 19 119% City Sponsored Rehab Programs Housing opportunities Affordable Housing $9,846 Homeowner Housing Rehabilitated Housing Unit NA NA NA 11 3 27% Public Services TOTAL Multiple Providers Suitable living environment Non-Homeless Special Needs $52,471 Public Services other than Low/Mod Housing Benefit Persons Assisted 5000 3277 66% 499 775 155% CAPER 4 OMB Control No: 2506-0117 (exp. 06/30/2018) Community Overcoming Relationship Abuse (CORA) Suitable living environment Non-Homeless Special Needs $10,000 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 6 5 83% Health Mobile Dental Care for Children Suitable living environment Non-Homeless Special Needs $7,998 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 105 118 112% John Papan Memorial John's Closet Suitable living environment Non-Homeless Special Needs $5,000 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 100 47 47% Legal Aid Society of San Mateo Suitable living environment Non-Homeless Special Needs $10,000 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 75 91 121% Ombudsman Services of San Mateo Suitable living environment Non-Homeless Special Needs $9,473 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 74 101 136% Rape Trauma Services Suitable living environment Non-Homeless Special Needs $10,000 Public Services other than Low/Mod Housing Benefit Persons Assisted NA NA NA 50 51 102% Public Services Homeless Support TOTAL Multiple Providers Housing opportunities Homeless $30,500 Public Services for Low/Mod Housing Benefit Persons Assisted Inc. Public Servic es Inc. Public Servic es Inc. Public Servic es Inc. Public Servic es Inc. Public Servic es Inc. Public Servic es HIP Home Sharing Program Housing opportunities Homeless, Affordable Housing $10,000 Public Services other than Low/Mod Housing Benefit Seniors Assisted NA NA NA 11 12 109% Samaritan House Safe Harbor Housing opportunities Homeless $14,000 Public Services for Low/Mod Housing Benefit Persons Assisted NA NA NA 63 336 533% CAPER 5 OMB Control No: 2506-0117 (exp. 06/30/2018) Star Vista Transitional Housing Housing opportunities Homeless $6,500 Public Services for Low/Mod Housing Benefit Persons Assisted NA NA NA 15 14 93% Public Facilities and Infrastrct. City Staff, Contractors Public Infrastructure Non-Housing Community Development $451,632 Public Facility or Infrastructure Activities for Low/Moderate Income Housing Benefit Number of Projects 5 7 140% 2 2 100% Brentwood Park Public Infrastructure Non-Housing Community Development $45,603 Public Facility or Infrastructure Activities for Low/Moderate Income Housing Benefit Persons with Improve d Access NA NA NA 1245 1245 100% ADA Improvement Project Public Infrastructure Non-Housing Community Development $406,029 Public Facility or Infrastructure Activities for Low/Moderate Income Housing Benefit Persons with Improve d Access NA NA NA 2125 0 2125 0 100% Economic Development City Staff, Contractors Economic Development Economic Development $0 Façade Treatment / Business Building Rehabilitation Number of Projects 5 8 160% 1 0 0% CAPER 6 OMB Control No: 2506-0117 (exp. 06/30/2018) Assess how the jurisdiction’s use of funds, particularly CDBG, addresses the priorities and specific objectives identified in the plan, giving special attention to the highest priority activities identified. Need. Affordable Housing Goal. Increase, maintain, and improve the supply of affordable housing for low to moderate income individuals and families. Activities Implemented. The City supported the rehabilitation and repair of 35 homes occupied by low- and moderate-income households, and helped preserve the available supply of housing. Need. Public Service. Goal. Provide public services to improve the quality of life for low-income individuals and families, including those at risk of being homeless and special needs populations. Activities Implemented. The City supported public services providers to provide services for 413 low- and moderate-income persons, including youth, seniors, persons with a disability, and persons experiencing domestic violence (not including homeless services). Need. Homeless services and housing. Goal. Provide service-enriched shelter and housing for homeless families and individuals. Activities Implemented. Funding for homeless services and housing was implemented under the public service category to support services for 362 persons. Need. Public Improvements. Goal. Preserve and improve public facilities that serve a high percentage of low‐income or special needs residents Activities Implemented. During PY 2016 the City completed the resurfacing of Brentwood Park play area, which provided fully accessible and flood resistant play space for children in low- and moderate-income neighborhoods, as well as replaced 186 sidewalk ramps with ADA compliant access, to help address the need for improved accessibility in the City. Need. Economic Development. Goal. Sustain and/or increase the level of business and economic activity in areas that serve or have a high percentage of low-income residents. Activities Implemented. During the development of the 2013-2018 Consolidated Plan, the City identified a strategic goal of 5 façade rehabilitations in the downtown area for the planning period. During the first three years of the Consolidated Plan, the City completed 8 façade improvements, at 160% of goal. The City had planned for one additional façade improvement in PY 2016, but was unable to identify a qualified applicant, and, as the long term goals of the program had been met, elected to discontinue the program. CAPER 7 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.520(a) Table 2 – Table of assistance to racial and ethnic populations by source of funds Race or Ethnicity CDBG White 442 Black or African American 173 Asian 89 American Indian or American Native 19 Native Hawaiian or Other Pacific Islander 44 American Indian or American Native and White 2 Asian and White 3 Black or African American and White 1 American Indian or American Native and Black 3 Other 61 Total 835 Hispanic 328 Not Hispanic 507 Narrative Table 2 above shows the race and ethnic distribution of services across households and persons. The above numbers do not include the public infrastructure and facilities programs, which are tabulated by census block group. According to the 2015 American Community Survey provided through the U.S. Census Bureau, the race and ethnic distribution across the City of South San Francisco as below: Race or Ethnicity Percent of Total Population White 36.7% Black or African American 2.4% Asian 38.1% American Indian or American Native .2% Native Hawaiian or Other Pacific Islander 2.5% American Indian or American Native and White .9% Asian and White 1.5% Black or African American and White .4% American Indian or American Native and Black .01% Other 14.9% Hispanic 34.5% CAPER 8 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-15 - Resources and Investments 91.520(a) Identify the resources made available Table 3 - Resources Made Available Source of Funds Source Resources Made Available Amount Expended During Program Year CDBG CDBG 682,321 730,629 Other Other 11,437 11,437 Narrative PY 2016 was exceptionally challenging for the City in terms of resources. A reconciliation of prior year programs and an unexpected increase in Program Income resulted in far more resources being available than the City had originally programmed in the 2016-2017 Annual Action Plan. The City worked to program and spend funds as quickly as possible and to spend down the excess funds in order to meet HUD’s May timeliness requirements, but was unsuccessful. The City is preparing a workout plan with HUD’s direction to help get spending back on schedule. The City spent more funding in PY 2016 than was received by tapping into prior year unspent funding, but still has excess funding from prior years that must be spent down. Identify the geographic distribution and location of investments Table 4 – Identify the geographic distribution and location of investments Target Area Planned Percentage of Allocation Actual Percentage of Allocation Narrative Description Downtown, Uptown, Orange/Lindenville, Camino/Sunshine & Westborough 33% 50% Increased expenditures in the public infrastructure program increased the percentage of funding spent in the CDBG target areas. Narrative The City designates these areas as target areas for funding services because a majority of those who reside and/or receive services in this area are low- and moderate-income. Therefore, improvements made to this area, through activities like public right of way accessibility improvements and public facility improvements that provide additional access to residents and neighborhoods are supported through the CDBG program . Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan. CAPER 9 OMB Control No: 2506-0117 (exp. 06/30/2018) The non-profit organizations that received CDBG funding leveraged their CDBG grants with their own funding from foundations, state and county grants, private donors, corporations, in -kind donors, and/or fees for service. The City also leveraged CDBG funds with local funds in the public infrastructure projects. CR-20 - Affordable Housing 91.520(b) Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low -income, low-income, moderate-income, and middle-income persons served. Table 5 – Number of Households One-Year Goal Actual Number of homeless households to be provided affordable housing units 0 0 Number of non-homeless households to be provided affordable housing units 0 0 Number of special-needs households to be provided affordable housing units 0 0 Total 0 0 Table 6 – Number of Households Supported One-Year Goal Actual Number of households supported through rental assistance 0 0 Number of households supported through the production of new units 0 0 Number of households supported through the rehab of existing units 48 37 Number of households supported through the acquisition of existing units 0 0 Total 48 37 Discuss the difference between goals and outcomes and problems encountered in meeting these goals. This year, the City served 37 households through the following housing rehabilitation programs/projects: Center for Independence of Individuals with Disabilities (CID) Housing Accessibility Modification (HAM) Program, El Concilio’s Peninsula Minor Home Repair Program, the City-Sponsored Housing Rehabilitation Program, and both the Rebuilding Together Peninsula’s (RTP) Safe at Home and National Rebuilding Day programs. CAPER 10 OMB Control No: 2506-0117 (exp. 06/30/2018) CID - HAM Program: CID was able to provide accessibility modifications to 6 low-income households. This year, CID faced a number of challenges in meeting its goals. CID explained that the biggest challenges was running out of funds due to the high cost of stair lifts and ramps. El Concilio’s Peninsula Minor Home Repair Program: Under Peninsula Minor Home Repair, El Concilio interviewed, enrolled and assessed six households in the City of South San Francisco. El Concilio also struggled with meeting rehabilitation goals due to lack of funds. City-Sponsored Housing Rehabilitation Program: The City issued no loans, and no Debris Box Vouchers, and three Emergency Repair Vouchers. The City is revamping the housing rehabilitation program to improve resident participation, including adding marketing and revising program guidelines. RTP – Safe at Home Program: RTP exceeded its FY2016 goal. RTP served 19 clients, three more than the 16 proposed. Thirteen of the homeowners fall into the extremely low or very low-income category. RTP - National Rebuilding Day: National Rebuilding Day is completed annually in April where approximately 3,000 volunteers give their time and skills to help neighbors live more independently in safer, cleaner, and healthier environments. RTP met its goals and served three South San Francisco households as part of National Rebuilding Day. Discuss how these outcomes will impact future annual action plans. Both El Concilio and CID failed to meet their annual goals during PY 2016. Both expressed that the primary challenges was that the increased costs for specific activities was using up more of the available funding and resulting in fewer total projects being completed. The annual CDBG funding for both El Concilio and CID had not been increased over recent years, while both construction and material costs have increased significantly. To help service providers increase the number of households that they are able to serve, the City reviewed average costs per project and compared those costs with other jurisdictions in San Mateo County. The City found that provider costs were the lowest in the City compared to the rest of the County. While the City does support fiscal responsibility, the extra low per unit costs were making it increasingly difficult for providers to meet goals, particularly as other costs have increased. To help improve performance, the City increased the allowed per unit costs to be comparable with the rest of San Mateo County. All of the rehabilitation programs received significant increases in funding with expected increases in goals for PY 2017, and the City will be monitoring closely to evaluate the impact that the increase funds have on performance. CAPER 11 OMB Control No: 2506-0117 (exp. 06/30/2018) Include the number of extremely low-income, low-income, and moderate-income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Table 7 – Number of Households Served Number of Households Served CDBG Actual HOME Actual Extremely Low-income 736 9 Low-income 60 6 Moderate-income 13 11 Total 809 26 Narrative Information All households served met the CDBG income requirements of either being extremely low income (30% or less of AMI*), low income (31-50% of AMI*), or moderate income (51-80% of AMI*). The City uses HOME funding through the San Mateo Consortium to fund Project Sentinel’s Fair Housing efforts. Those clients are reported under the HOME column. *AMI = Area Median Income CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction’s progress in meeting its specific objectives for reducing and ending homelessness through: Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The Homeless Outreach Team (HOT) a multi-disciplinary, bilingual program that was created in South San Francisco two years ago, continued their work this year. The HOT Program has a full-time case manager that works, in collaboration with the City’s police, to identify and serve the most difficult, long term homeless individuals by placing them in emergency shelters and connecting them with County medical and rehabilitation services. So far, the HOT Program has been very successful and has provided many HOT clients with needed medical care and identification cards, signed HOT clients up for assistance programs such as Supplement Security Income (SSI), and placed HOT clients into emergency shelter or other housing programs such as the Veterans Affairs (VA) Housing Vouchers. Additionally, on a monthly basis the HOT Program holds a Case Managers Meeting that brings together homeless providers, other social service providers, County staff, City staff, City Police and the HOT case manager to discuss current issues with HOT clients and to identify potential solutions. Additionally, CAPER 12 OMB Control No: 2506-0117 (exp. 06/30/2018) there is a HOT Steering Committee comprised of elected officials, program managers, and City staff who work to make larger program-wide and policy level changes to improve the homeless outreach, services and prevention efforts in South San Francisco and County-wide. Addressing the emergency shelter and transitional housing needs of homeless persons Samaritan House – Safe Harbor This year, the City has provided Samaritan House CDBG funding to operate the Safe Harbor Shelter. Safe Harbor provides emergency (less than 30 days) and transitional (30 days to six months) shelter, for single homeless adults over age 18 in South San Francisco. Safe Harbor provided shelter to 336 South San Francisco residents and exceeded their goal by 533%. Last year, Safe Harbor completed two major renovations that greatly improved the shelter’s exterior and interior infrastructure. With the addition of this learning center and major renovations in the past few years, Samaritan House is able to implement a diverse set of classes and workshops for clients to assist in transitioning out of the shelter. As mentioned, the Housing Placement Specialist hired by Samaritan House provides housing placement services for homeless clients addressing their transitional housing needs. CORA CORA assisted five South San Francisco clients in 2016, missing their goal by one household. Three years ago, CORA was able to re-organize their programmatic departments. This process resulted in the creation of the Crisis Intervention Department which is comprised of CORA’s 24-hour hotline, Emergency Response Program collaboration with law enforcement, and the two emergency shelters. CORA also combined its Mental Health program, Children’s Program, and Supportive Housing Programs under the newly formed Family Support Services Department. The other departments (Legal, Community Education, Administration, and Development) remain unchanged. As these changes have evolved and settled in, staff has reported being better supported and services more enriched. This new structure also is poising the agency for growth. In addition to the funding provided to these two non-profits, the City was able to make non-monetary efforts to address the emergency shelter and transitional housing needs of homeless persons by continuing to actively participate in the Continuum of Care (CoC) Steering Committee and Project Performance Subcommittee. This year, the CoC focused on creating ways to better evaluate and improve the effectiveness of the County’s homeless programs to align with objectives set forth in the Homeless Emergency Assistance and Rapid Transition to Housing Action (HEARTH), and the federal strategic plan, Opening Doors. The CoC continue to work towards set standards. These are: CAPER 13 OMB Control No: 2506-0117 (exp. 06/30/2018) 1. Percentage of exits to permanent housing; 2. Housing retention rate; 3. Participants obtaining employment income during program participation; 4. Participants increasing total income during program participation; 5. Program occupancy levels; 6. CoC/Emergency Solution Grant (ESG) spending rates; and 7. Homeless Management Information System (HMIS) data quality. These performance measures will allow the CoC to identify areas of improvement and better address the needs of homeless persons. Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs Legal Aid conducted legal services clinics between July 1, 2016 and June 30, 2017, where tenants received assistance with evictions, rent increases, repairs, housing discrimination, security deposits, and other legal questions pertaining to housing stability. A total of 91South San Francisco households were served, at 121% of goal. Project Sentinel provides comprehensive fair housing services including complaint investigation, community outreach, and education to San Mateo County residents. Project Sentinel assisted a total of 26 South San Francisco residents this year through their various services (case investigations, consultations, and referrals). HIP Housing’s Home Sharing program interviews and screens clients for housing, provides housemate, alternative housing, and community resources to clients with the potential of matching persons in affordable home sharing arrangements. 12 persons were matched with households and provided housing during PY 2016. Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who we re recently homeless from becoming homeless again As mentioned previously, the Homeless Outreach Team (HOT) has been very successful in placing HOT CAPER 14 OMB Control No: 2506-0117 (exp. 06/30/2018) clients in housing and connecting them with needed services. Samaritan House provided services to 336 persons in need of transitional housing. StarVista works with emancipated foster youth to stabilize their housing situation and served 14 clients during PY 2016. The Life Moves (formerly InnVision Shelter Network), and family homeless shelter in Daly City, Family Crossroads, underwent major rehabilitation and seismic retrofitting in 2015, is now open and serving clients. The City continues to work with the CoC to address homeless needs in the community. CR-30 - Public Housing 91.220(h); 91.320(j) Actions taken to address the needs of public housing The South San Francisco Public Housing Authority (SSFPHA) operates as a separate entity and submits its own action plans and performance reports to HUD separately from the City of South San Francisco. The SSFPHA manages 80 units of affordable public housing. Information about the needs and strategy of the SSFPHA can be found in the SSFPHA’s AAP. Actions taken to encourage public housing residents to become more involved in management and participate in homeownership Not applicable Actions taken to provide assistance to troubled PHAs The PHA is not troubled. CAPER 15 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i) The City took the following actions to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing:  The City’s municipal code provides SSFMC section 20.390 provides incentives to developers for the production of housing that is affordable to lower and moderate-income residents.  Continued to implement the City's Inclusionary Housing Ordinance; this requires that a percentage of new “for sale” residential units are made available as Below Market Rate (BMR) units for low income residents. The City will also continue to support its existing BMR units.  The City’s General Plan, and specifically the Housing Element, includes policies that support the development of affordable housing. Two years ago, the 2015-2023 Housing Element was adopted by State Housing and Community Development.  The City continued to support the rehabilitation of existing housing stock by using CDBG funding to support home repair programs, including El Concilio, the Center of Independence of Individuals with Disabilities’ (CID) Housing Accessibility Modification Program, Rebuilding Together Peninsula, and the City-Sponsored Housing Rehabilitation Program.  The City continued to cooperate with other governmental agencies and take an active interest in seeking solutions to area-wide housing problems.  Continued to investigate new sources of funding for the City's affordable housing programs and working with non-profit developers to promote the development of housing affordable to lower income households. Two years ago, the City accepted the Rotary Housing Development application which will provide 81 affordable senior housing units downtown. This project is currently under construction.  Continued to consider a process to allow fee waivers or deferrals of planning, building, and impact fees for affordable housing developments.  Reduced government and public infrastructure constraints to affordable housing development through administrative support, inter-governmental cooperation, public-private partnerships, and permit streamlining.  Implementing zoning to ensure there is an adequate supply of land to meet its Association of Bay Area Governments (ABAG) regional housing needs allocation by adopting the Downtown Station Area Specific Plan which includes community benefits.  The City included in the Housing Element to consider a reduction in the minimum lot size for downtown development properties to encourage affordable, small housing development and  Also included in the Housing Element is the option to reduce minimum development standards for condominium construction from five to two units to encourage affordable housing CAPER 16 OMB Control No: 2506-0117 (exp. 06/30/2018) production. Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) Given the limited funds available, the City prioritized activities which provide maximum benefits to the community. Many local service providers are also experiencing declines in both private and public funding, which further hinder their capability to meet needs. The City addressed this obstacle by continuing to look for new funding sources and find creative ways to leverage and utilize existing funding. Additionally, the City encouraged collaboration amongst itself, other jurisdictions, and non- profits. The majority of the City’s CDBG funds were allocated to supporting housing rehabilitation and public right of way improvement projects because they are not restricted by spending limitations and are highly impactful. A major funding obstacle continued to be sufficiently supporting the wide variety of crucial public services needed in the City due to federal spending limits specific to public services. While this need far exceeded the funds available to provide those services, this year, the City selected those activities which would be most effective. Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j) The City continued to incorporate lead testing and lead safe work practices into all rehabilitation projects it funds. Additionally, the City continued to provide lead-based paint information available on its website, to all the local non-profit agencies, to homeowners and renters. The City also provided loans and grants to homeowners and public facilities to abate lead-based paint hazards. Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j) Housing Safe and affordable housing is an essential component in the efforts to reduce poverty. With the loss of Redevelopment Agency (RDA) funding, the City was unable to contribute to the development of new affordable housing. However, the City did make efforts to maintain the existing supply of affordable housing by funding multiple home rehabilitation activities (See Section CR-20 - Affordable Housing). The City also continued to operate its 16 affordable housing units and oversee the Below Market Rate (BMR) Program. In addition City staff fielded numerous phone calls and in person inquiries regarding information on affordable housing. These resource packets, along with the City’s website, are updated on a regular basis with affordable housing information. Public Services As mentioned, the City funds and/or supports a variety of non-profit organizations that provide housing assistance, food, child care, clothing, health services, legal services, and other emergency services to low-income residents. The City also promotes communication and collaboration among the nonprofits to avoid duplication of efforts and to be able to provide more comprehensive/”wrap around” services for low-income residents. Additionally, the City has in-house programs that also helped residents CAPER 17 OMB Control No: 2506-0117 (exp. 06/30/2018) improve their economic opportunities. For example, the City’s Community Learning Center offered classes in English, computers, native language literacy, job training, and citizenship along with providing activities for children. Economic Development The City also takes on various economic development efforts to attract and retain businesses and jobs in South San Francisco. The City continues to operate the Business Cooperation Program (BCP) which seeks to lower the cost of doing business in the City. This program consists of three elements: 1. Contacting the major businesses and developers to assess how the City’s economic development efforts can be altered to meet their needs, and let them know the City is supportive of their business efforts; 2. Providing information on the City’s commercial (Property Assessed Clean Energy) PACE program to assist in financing improvements that will save energy for the businesses and achieve the City’s Climate Action Goals, and providing information on other business support programs such as Employment Training Panel (ETP) assistance, and the Governor’s Office of Business and Economic Development (Go-Biz) financial programs; and 3. Ask for participation in the City’s proposed Sales and Use Tax Program that will retain these taxes locally instead of them being allocated to the County sales Tax pool. The City has also partnered with several regional agencies and organizations that focus on job growth. For example, City staff works closely with Skyline College’s Science, Technology, Engineering, and Mathematics (STEM) program that assists high school students, the Bay Area Entrepreneur Center (BAEC), a business incubator/accelerator and resource center for start-up companies, and early stage companies, Joint Venture Silicon Valley, and ChinaSF. Actions taken to develop institutional structure. 91.220(k); 91.320(j) The City made the following efforts to improve and/or develop institutional structure:  Continued to work with the other local jurisdiction as part of the CDBG "Work Group" to increase collaboration and make administrative and monitoring processes standardized and electronic/automated. For example, the CDBG Work Group moved the environmental review and project approval process for minor home repair programs into an online format.  Continued to serve on the Continuum of Care (CoC) Steering Committee and is involved in all CoC decision-making. The CoC Steering Committee is the organized group that guides the implementation of San Mateo County's homeless services system. The CoC undertakes a wide range of efforts to meet the needs of homeless persons and those at risk of homelessness.  Continued to build and improve relationships with local service providers. The City has had challenges with meeting timeliness in spending, resulting from unpredictable program CAPER 18 OMB Control No: 2506-0117 (exp. 06/30/2018) income receipts and changes in program and project subscription. The City is actively reviewing and improving under-served programs, and reprogramming funds from programs that have met set goals and are no longer in high demand. The City has prepared a workout plan that is under review with HUD to address spending issues, and has dedicated staff to the CDBG program to help improve organizational capacity. Actions taken to enhance coordination between public and private housing and social s ervice agencies. 91.220(k); 91.320(j) The City took following actions to enhance coordination between public and private housing and social service agencies:  Continued to collaborate with the County of San Mateo, private housing developers, lenders, and non-profit housing developers in order to create more affordable housing.  Continued to participate in the CDBG "Work Group" and to improve CDBG administrative processes for both sub-recipients and City staff.  Continued to fund non-profit agencies serving low-income residents  Encouraged collaboration and cooperation among local service providers.  Continued to participate in the CoC Steering Committee.  Continued to work with HOT which brings together the HOT case manager, City police and staff, homeless providers, and other social service providers.  Continued to participate in the San Mateo County HOME Consortium and to serve on the San Mateo County's Housing & Community Development Committee (HCDC)  Continued to build and improve relationships with local service providers.  Continued working with regional economic development groups and promote economic development collaborations.  Continued to work with businesses and the Chamber of Commerce on downtown beautification and other projects to improve the downtown  Continued to finance and support the City sponsored housing rehab program.  Worked with El Concilio, RTP and CID to coordinate housing repair and rehabilitation needs throughout the community. Identify actions taken to overcome the effects of any impediments identified in the jurisdictions analysis of impediments to fair housing choice. 91.520(a) During PY 2016 the City participated in a regional Assessment of Fair Housing that will supplant the Analysis of Impediments currently in effect. The new Assessment of Fair Housing provides new goals and metrics by which the City will work to address fair housing issues in the community. Other actions currently under way include: CAPER 19 OMB Control No: 2506-0117 (exp. 06/30/2018)  The City continued to support testing and enforcement activities, efforts to educate landlords and property management companies about fair housing law, and efforts to educate housing consumers in fair housing rights.  The City continued to support investigations into actual cases, and efforts to educate housing providers about requirements for reasonable accommodation or modification.  The City continued to support efforts by outside groups to educate buyers through credit counseling and home purchase training.  Project Sentinel was able to identify and evaluate the causes of denial of HUD funding in 2012. Project Sentinel received $11,437 in CDBG funding in PY 2016.  Project Sentinel was audited by City staff on April 1, 2016. As a result, staff recommended to improve records of income verification by including what is required in outreach materials, and to log interaction with clients around income verification requests. CAPER 20 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-40 - Monitoring 91.220 and 91.230 Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements The City uses the Consolidated Subrecipient Monitoring Plan (Monitoring Plan) that was developed by the entitlement jurisdictions in San Mateo County to review performance over a period of time and to evaluate compliance of non-profit subrecipients funded with CDBG funding. The Monitoring Plan specifies the criteria the City uses to determine potential areas and levels of risk, which include quarterly desk reviews, new subrecipients or organizational change, cumulative grant award amount, administrative history, program performance, and financial capacity. On a quarterly basis, the City conducts a limited review of all subrecipients, which includes reviewing quarterly performance reports and expense summaries that are submitted by the subrecipients. These quarterly performance reports update staff as to whether the non-profit is meeting its annual objectives and the status of the program. Additionally, the City will conduct on-site monitoring reviews of those subrecipients the City determines to have potential risks and/or have not been monitored in recent years. The on-site monitoring consists of a programmatic and fiscal review of files, a tour of the program facilities as appropriate, an explanation of the services provided, discussions with program and administrative staff, and introduction to one or more actual beneficiaries, if possible. Also, the City can conduct in-depth reviews, if needed, which typically consist of a concentrated review of a known high-risk area or critical function. During PY 2016 the City experienced staff turnover that directly impacted the ability to monitor CDBG funded agencies. As the City participates with the other jurisdictions in San Mateo County as a consortium, the City was able to review monitoring documentation prepared by partner jurisdictions to help ensure that shared services providers continue to meet CDBG requirements. With the new staff that have been added to the City’s CDBG program, PY 2017 will include several more on-site monitoring efforts. Citizen Participation Plan 91.105(d); 91.115(d) Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports. Public Notification Efforts A notice announcing the 15-day public comment period and a public hearing for the CAPER was published in the San Mateo County Times on August 23, 2017 and a public hearing will be held on September 6, 2016. All notices informed citizens about the purpose of the CAPER and invited them to review the document and to either submit comments or provide them at the public hearing. All notices included the phone number and address of the Economic & Community Development (ECD) office in order to address any community inquiries. This notification was written in English and Spanish in an CAPER 21 OMB Control No: 2506-0117 (exp. 06/30/2018) effort to reach the City’s Spanish language community. Draft copies of this report were made available at all public libraries, at the City’s ECD office, and on the City’s main website. Additionally, an email notification was sent out to local non-profits and CDBG sub-recipients. Summary of Citizen Comments Pending Close of Public Comment Period. CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. The City did not experience any changes in its program objectives this year. All of this year’s CDBG activities addressed one of the objectives that were identified in the FY2016-2017 AAP. Each year, the City conducts a needs assessment and reviews the prior year performance of each CDBG activity before it allocates funding. This is to ensure that CDBG funding is being used to meet the City’s objectives for the year. Additionally, each AAP is tailored to address both the long-term and more immediate needs of the City. For example, in FY2016-2017 the City focused on providing decent and affordable housing, providing a suitable living environment and expanding economic development opportunities. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants? No CAPER 22 OMB Control No: 2506-0117 (exp. 06/30/2018) CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. The City did not experience any changes in its program objectives this year. All of this year’s CDBG activities addressed one of the objectives that were identified in the FY2016-2017 AAP. Each year, the City conducts a needs assessment and reviews the prior year performance of each CDBG activity before it allocates funding. This is to ensure that CDBG funding is being used to meet the City’s objectives for the year. Additionally, each AAP is tailored to address both the long-term and more immediate needs of the City. For example, in FY2016-2017 the City focused on providing decent and affordable housing, providing a suitable living environment and expanding economic development opportunities. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants? No [BEDI grantees] Describe accomplishments and program outcomes during the last year. City of South San Francisco - Citizen Participation Plan Page 1 of 12 Draft Citizen Participation Plan City of South San Francisco Revised August 23, 2017 for Public Review Economic and Community Development Department City of South San Francisco - Citizen Participation Plan Page 2 of 12 400 Grand Avenue, South San Francisco, CA 94080 City of South San Francisco - Citizen Participation Plan Page 3 of 12 INTRODUCTION ........................................................................................................... 43 Overview of the Consolidated Plan Process .......................................................... 43 The Program Year .................................................................................................. 43 PUBLIC ACCESS TO INFORMATION ......................................................................... 43 I. Public Notice ........................................................................................................... 43 Items Covered by the Public Notice Requirement: ................................................. 54 Forms of Public Notice ........................................................................................... 54 Adequate Public Notice .......................................................................................... 54 II. Standard Documents ............................................................................................. 54 Availability of Standard Documents ........................................................................ 65 Places Where Standard Documents Are Available ................................................ 65 III. Public Hearings ..................................................................................................... 65 Content .................................................................................................................. 65 Access ................................................................................................................... 65 Populations with Unique Needs ............................................................................. 65 THE ANNUAL ACTION PLAN AND/OR FIVE-YEAR CONSOLIDATED PLAN .......... 76 I. Community Needs Assessment .............................................................................. 76 II. The Proposed Annual Action Plan and/or Five-Plan Consolidated Plan ................ 76 Displacement Policy ............................................................................................... 76 Technical Assistance ............................................................................................. 86 Availability of a Proposed Annual Action Plan and/or Five-Plan Consolidated Plan ............................................................................................................................... 86 Public Hearing and Further Action ......................................................................... 87 III. The Adopted Plan ................................................................................................. 97 IV. Amendments to the Plan ...................................................................................... 97 Substantial Amendments ....................................................................................... 98 Public Notice and Public Hearing for Substantial Amendments ............................. 98 THE CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT .. 108 Public Notice and Public Hearing for the CAPER ................................................. 109 ADMINISTRATION OF THE CITIZEN PARTICIPATION PLAN ................................. 109 I. Record-Keeping Protocol ...................................................................................... 109 Public Access to Information ................................................................................ 119 Requests for Assistance .................................................................................... 1110 II. Criteria for Amendment ...................................................................................... 1210 COMPLAINTS PROCEDURES ................................................................................ 1211 City of South San Francisco - Citizen Participation Plan Page 4 of 12 INTRODUCTION Pursuant to 24 CFR part 91.105, the Citizen Participation Plan (CPP) of South San Francisco will encourage citizen participation, particularly residents of predominantly low and moderate income neighborhoods1, in the development of the City’s Five-Year Consolidated Plan2 and/or Annual Action Plan3, substantial amendments to these plans, and the Consolidated Annual Performance and Evaluation Report (CAPER). Overview of the Consolidated Plan Process The policies and procedures in this Citizen Participation Plan relate to the following activities:  Identification of housing and community development needs.  Preparation of a proposed new Five-Year Consolidated Plan or the preparation of a proposed Annual Action Plan.  Formal approval by elected officials of a final Annual Action Plan or Five-Year Consolidated Plan.  On occasion during the year, it might be necessary to change the use of the funds already budgeted in an Annual Action Plan, or to change the priorities established in the Five-Year Consolidated Plan. In that case, a formal Substantial Amendment will be proposed, considered, and acted upon.  After a "program year" is complete a Consolidated Annual Performance and Evaluation Report (CAPER) must be drafted for public review and comment and then formally submitted to the Department of Housing and Urban Development (HUD). The Program Year The program year is from July 1st through June 30th. PUBLIC ACCESS TO INFORMATION I. Public Notice There shall be advanced public notice of all public hearings and all public meetings, such as City Council Meetings, relating to the activities covered by this Citizen Participation Plan. 1 Neighborhoods where the majority of the households have an annual income of up to 80 percent of Area Median Income (AMI), as defined by the U.S. Department of Housing and Urban Development 2 The Five-Year Consolidated Plan provides a five year strategy for use of available resources to meet identified needs and describes the actions, programs, objectives and projects to be undertaken during the five year period 3 The Annual Action Plan is prepared annually and describes the activities the City will undertake during the upcoming program year City of South San Francisco - Citizen Participation Plan Page 5 of 12 Items Covered by the Public Notice Requirement:  Proposed Annual Action Plan and/or Five-Year Consolidated Plan  Any proposed Substantial Amendment to the Annual Action Plan or Five-Year Consolidated Plan  The Consolidated Annual Performance and Evaluation Report (CAPER)  Amendments to the Citizen Participation Plan Forms of Public Notice  Public notices will be published in the San Mateo County Times, a newspaper of general circulation.  Notice will also be given to agencies providing services to lower income people.  Notice will be sent to any person or organization requesting to be on an email list. Adequate Public Notice Adequate advance notice is "timely"; it is given with enough lead-time for the public to take informed action. The amount of lead-time can vary, depending on the event. II. Standard Documents Standard documents include:  Proposed and adopted Five-Year Consolidated Plan  Proposed and adopted Annual Action Plans  Proposed and adopted Substantial Amendments to a Five-Year Consolidated Plan or Annual Action Plan  Consolidated Annual Performance and Evaluation Report (CAPER)  Citizen Participation Plan. TIMING ANNUAL PLAN/ CONSOLIDATED PLAN CAPER SUBSTANTIAL AMENDMENTS CITIZEN PARTICIPATION Assessment of Fair Housing (AFH) Report Public Comment Period/ Notice of Availability 30 days 15 days 30 days 15 days 30 days Number of Required Hearings 1 1 1 1 1 Needs Assessment Required Yes – Notice 10 days prior to Needs Assessment No No No Date Required to send to HUD May 15th or 45 days before the beginning of the next program fiscal year September 30th or 90 days after the end of the program fiscal year City of South San Francisco - Citizen Participation Plan Page 6 of 12 Availability of Standard Documents In order to encourage public participation a reasonable number of copies of standard documents will be provided to the public at no cost and within two working days of a request. These materials will also be available in a form accessible to persons with disabilities when requested. Places Where Standard Documents Are Available Standard documents will also be available at all City libraries as well as the Department of Economic and Community Development - 400 Grand Avenue, South San Francisco, CA and the City’s website. Staff will provide a written statement that notes when and where standard documents were delivered. III. Public Hearings Public hearings are required by law in order to obtain the public’s views and to provide the public with the City's responses to public questions and proposals. The law requires a public hearing to review the City’s Five-Year Consolidated Plan and/or Annual Action Plan and a public hearing to review the Consolidated Annual Performance and Evaluation Report (CAPER). Content The topics of discussion at public hearings include, but are not limited to: project goals and objectives, the total amount of funding available, community development and housing needs, proposed project activities and amount of funding requested for each project, proposed amount of funding for projects affecting low and moderate income neighborhoods, and whether or not any displacement is expected to occur. Access Public hearings will be held only after there has been adequate notice as described in the Public Notice part of this Citizen Participation Plan. Public hearings will be held at 7:00 p.m. or other times convenient to most people who might benefit from the use of funds. Public hearings will be held at the City Council Chambers or at places accessible by public transportation. Populations with Unique Needs All public hearings will be held at locations accessible to people with disabilities. Provisions will also be made for disabled or non-English speaking residents when requests are made at least five working days prior to a hearing. All published public hearing notices will state that accommodations are available for disabled and non-English speaking residents and will contain the following written in Spanish: notice title, public hearing date, time and location, and notification of translation services. City of South San Francisco - Citizen Participation Plan Page 7 of 12 THE ANNUAL ACTION PLAN AND/OR FIVE-YEAR CONSOLIDATED PLAN The laws providing funds, described by this Citizen Participation Plan, call for improved accountability. In compliance with the terms of the law, South San Francisco will use the following procedures. I. Community Needs Assessment Due to the extensive and diverse housing and community development needs of low and moderate income people, priorities must be set in order to decide which needs should receive more attention. The laws and regulations require a Community Needs Assessment to obtain residents’ opinions about needs and the priority of needs within the community. A Needs Assessment Meeting will occur before a draft of the Annual Action Plan or Five-Year Consolidated Plan is published for comment so that the needs identified can be considered by the City and addressed in the draft Annual Action and/or Five-Year Consolidated Plan. The public should be notified 10 days prior to a Needs Assessment Meeting. Assessment of Fair Housing The Assessment of Fair Housing (AFH) is a plan that analizesanalyses local fair housing issues and sets fair housing goals and priorities. It is prepared prior to the preparation of the Consolidated Plan. During the development of its AFH, The City will solicit feedback from the community and address complaints. In order to do this, the City will make relevant documents, HUD‐provided data, and analysis of any other pertinent data available to the public. The City will consult with agencies and organization identified during the AFH process During the process of development of the AFH the City will hold at least one publicly noticed public hearing to solicit input from community members, organizations, andorganizations, and other interested parties. Upon posting of the proposed AFH, the City will allow a public comment period for at least 30 days. II. The Proposed Annual Action Plan and/or Five-Plan Consolidated Plan In the proposed Annual Action Plan and/or Five-Plan Consolidated Plan, the City will provide the public with an estimate of the amount of CDBG funds it expects to receive (including grant and anticipated program income) in the upcoming year, along with a description of the types of activities that can be funded with these resources. Also, the public will be given an estimate of the amount funds that will be used in ways that will benefit low and moderate-income people. Displacement Policy The goal of the City is to minimize the extent to which low and moderate income people will be displaced as a result of the use of CDBG funds. This anti-displacement policy requires the plan to describe how South San Francisco will assist people who may be displaced as a result of the use of these funds, specifying the type and level of assistance. City of South San Francisco - Citizen Participation Plan Page 8 of 12 Technical Assistance City staff will work with organizations and individuals representative of low and moderate-income people who are interested in submitting a proposal to obtain funding for an activity. Outreach and public notices to non-profits will take place in the form of email updates. All potential applicants for funding are encouraged to contact City staff for technical assistance before completing a proposal form. Staff can provide information on plans and details of a project, help applicants understand whether their projects are eligible and the amount of funding available for their type of activity. Availability of a Proposed Annual Action Plan and/or Five-Plan Consolidated Plan There must be reasonable notice of the proposed Annual Action Plan and/or Five-Year Consolidated Plan so that residents will have an opportunity to review it and comment on it. Notice will be made according to the procedures described earlier in this Citizen Participation Plan, with the addition of the following procedures specifically for Annual Action Plan and/or Five-Year Consolidated Plan:  There will be 30 days advance notice and availability of a proposed Annual Action Plan and/or Five-Year Consolidated Plan before there is a public hearing about it.  A summary of the Proposed Annual Action Plan and/or Five-Year Consolidated Plan will be written and be published the San Mateo County Times. At a minimum this summary will include: a description of the contents and purpose of the Action Plan and/or Five-Year Consolidated Plan and a list of the locations where copies of the entire Proposed Action Plan and/or Five-Year Consolidated Plan may be examined.  A reasonable number of copies of the Proposed Annual Action Plan and/or Five- Year Consolidated Plan will be made available to the public at no cost within two working days of a request. Also, copies will be available at the locations indicated earlier in this Citizen Participation Plan under Public Access to Information.  In order for low and moderate income people to determine the degree that they might be affected, the Proposed Annual Action Plan and/or Five-Year Consolidated Plan will be complete and contain: all HUD-required sections, the HUD-required Priorities Table and, a written description of all proposed uses of CDBG, funds. At a minimum, this description shall include the type of activity and the amount of federal money to be allocated to it. Public Hearing and Further Action A public hearing about the Proposed Annual Action Plan and/or Five-Year Consolidated Plan will be conducted by the Mayor and City Council 30 days after it is available to the public. In preparing an Annual Action Plan and/or Five-Year Consolidated Plan for submission to HUD, careful consideration will be given to all comments and views expressed by the public, whether given as verbal testimony at the public hearing or City of South San Francisco - Citizen Participation Plan Page 9 of 12 submitted in writing. The Annual Action Plan and/or Five-Year Consolidated Plan submitted to HUD will have a section that presents all comments, plus explanations why any comments were not accepted. III. The Adopted Plan The final Adopted Annual Action Plan and/or Five-Year Consolidated Plan will be made available to the public and will include the community development objectives, projected use of funds, and the community development activities. Copies of the Adopted Annual Action Plan and/or Five-Year Consolidated Plan will be available at the locations specified in Public Access to Information section. IV. Amendments to the Plan The Annual Action Plan and/or Five-Year Consolidated Plan must be amended anytime there is a change of CDBG funding of more than $50,000 from one eligible activity to another or to fund a new activity not previously identified in the Annual Action Plan or Consolidated Plan. The public will be notified whenever there is a substantial amendment. Substantial Amendments The following will be considered "substantial" amendments:  To make a change in its allocation priorities or a change in the method of distribution of funds;  To change the purpose, scope, location, or beneficiaries of an activity. Public Notice and Public Hearing for Substantial Amendments There must be reasonable notice of a proposed Substantial Amendment so that residents will have an opportunity to review it and comment on it. Notice will be made according to the procedures described earlier in this Citizen Participation Plan, with the addition of the following procedures specifically for Substantial Amendments:  There will be 30 days advance notice of and availability of a proposed Substantial Amendment before there is a public hearing about it.  A detailed written description of the proposed Substantial Amendment will be made available to the public at no cost within two working days of a request. Also, copies will be available at the locations indicated earlier in this Citizen Participation Plan under Public Access to Information.  There will be a public hearing regarding the proposed Substantial Amendment conducted by the Mayor and City Council. This public hearing will not take place until the public has had 30 days to review the proposed Substantial Amendment. In preparing a Substantial Amendment for submission to HUD, careful consideration will be given to all comments and views expressed by the public, whether given as verbal testimony at the public hearing or submitted in writing. The Substantial Amendment City of South San Francisco - Citizen Participation Plan Page 10 of 12 submitted to HUD will have a section that presents all comments, plus explanations why any comments were not accepted. THE CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT Every year, South San Francisco must submit to HUD a Consolidated Annual Performance and Evaluation Report (CAPER) within 90 days of the close of the program year. In general, the CAPER must include a description of the use of funds, an assessment of the relationship of that use to the priorities and specific objectives identified in the Annual Action Plan, the number of extremely low, low, and moderate income persons served (including racial and ethnic status) by each activity where information on income by family size is required to determine eligibility of the activity and actions take to affirmatively further fair housing. Public Notice and Public Hearing for the CAPER There must be reasonable notice that a CAPER is available so that residents will have an opportunity to review it and comment on it. Notice will be made according to the procedures described earlier in this Citizen Participation Plan, with the addition of the following procedures specifically for a CAPER:  There will be 15 days advance notice of and availability of a CAPER before there is a public hearing about it.  A reasonable number of copies of the CAPER will be made available to the public at no cost within two working days of a request. Also, copies will be available at the locations indicated earlier in this Citizen Participation Plan under Public Access to Information.  There will be one public hearing regarding the CAPER.  This public hearing will be conducted by the Mayor and City Council, in the interest of public accountability. It will not take place until the public has had 15 days to review the CAPER. In preparing a CAPER for submission to HUD, careful consideration will be given to all comments and views expressed by the public, whether given as verbal testimony at the public hearing or submitted in writing. The CAPER submitted to HUD will have a section that presents all comments, plus explanations why any comments were not accepted. ADMINISTRATION OF THE CITIZEN PARTICIPATION PLAN The Citizen Participation Plan is a required component of the Annual Action Plan and/or Five-Year Consolidated Plan and therefore is subject to public review and comment. I. Record-Keeping Protocol All standard documents must be published and recorded in accordance with this Citizen Participation Plan. The City of South San Francisco will also maintain an up-to-date City of South San Francisco - Citizen Participation Plan Page 11 of 12 record of all citizen participation related activities. This Citizen Participation Record will contain the following items: Public Access to Information  A record of when the Citizen Participation Plan was adopted and/or is amended.  Records of all public notices announcing the availability of the following documents for public comment: o Annual Action and/or Five Year Consolidated Plan o Consolidated Annual Performance and Evaluation Report (CAPER) o Substantial Amendments made to either the Annual Action or Five Year Consolidated Plan o Citizen Participation Plan  Records of the delivery of the Annual Action and/or Five Year Consolidated Plan, Substantial Amendments to the Annual Action and/or Five Year Consolidated Plan, CAPER or Citizen Participation Plan to all City libraries and the Department of Economic and Community Development. Staff will provide a written statement noting when and where the documents were delivered  Records of online accessibility of the Annual Action and/or Five Year Consolidated Plan, Substantial Amendments to the Annual Action and/or Five Year Consolidated Plan, CAPER or Citizen Participation Plan. A screen shot of the City’s website which includes a link is acceptable  Records of any public comments made about the Annual Action and/or Five Year Consolidated Plan, Substantial Amendments to the Annual Action and/or Five Year Consolidated Plan, CAPER or Citizen Participation Plan. If no public comments were received, Staff should include a record stating that no public comment was received.  Records of all meeting minutes where the meeting was convened to consider the Annual Action and/or Five Year Consolidated Plan, Substantial Amendments to the Annual Action and/or Five Year Consolidated Plan, CAPER or Citizen Participation Plan. Requests for Assistance  A record of all requests/and or provisions for translation services at public meetings  A record of any special accommodations made for disabled citizens to attend public meetings City of South San Francisco - Citizen Participation Plan Page 12 of 12  A record of requests and/or provisions of technical assistance by low to moderate income groups. II. Criteria for Amendment To revise the CPP, a draft version of the revised CPP will be prepared by City staff and made available for the fifteen-day public review period. A notice for the public review period will be published in a newspaper of general circulation. A copy of the draft version of the revised CPP will be made available at the Department of Economic and Community Development and all City libraries during the public review period. A reasonable number of free copies of the draft version of the revised CPP will be provided to residents and groups upon request. Following the public comment period, a public hearing will be on held on the draft. The City Council shall consider any comments or complaints received in writing or at the public hearings. COMPLAINTS PROCEDURES Written complaints from the public will receive a meaningful, written reply within 15 working days. Complaints can be mailed to: Department of Economic and Community Development 400 Grand Avenue South San Francisco, CA 94080 FY 2 0 1 5 - 2 0 1 6 Co n s o l i d a t e d A n n u a l P e r f o r m a n c e a n d Ev a l u a t i o n R e p o r t (C A P E R ) , As s e s s m e n t o f F a i r H o u s i n g ( A F H ) , & Ci t i z e n P a r t i c i p a t i o n P l a n ( C P P ) Se p t e m b e r 6 , 2 0 1 6 Ci t y C o u n c i l M e e t i n g At t a c h m e n t 3 Co n s o l i d a t e d A n n u a l P e r f o r m a n c e an d E v a l u a t i o n R e p o r t ( C A P E R ) Ex p e n d e d 18 % 9% 11 % 62 % CD B G $ 7 3 0 , 6 2 9 Ad m i n i s t r a t i v e $1 3 1 , 6 3 6 Ho u s i n g R e h a b Pr o g r a m s $ 6 4 , 3 9 0 Pu b l i c S e r v i c e s $8 2 , 9 7 1 Pu b l i c Im p r o v e m e n t s $4 5 1 , 0 6 6 HO M E F u n d i n g $ 1 1 ,43 7 80 1 In d i v i d u a l s S e r v e d Th r o u g h C D B G a n d H O M E Pr o g r a m s Ov e r v i e w Pu b l i c S e r v i c e s Or g a n i z a t i o n s I n d i v i d u a l s  Served 5 118 47 91 101 51 12 336 14 775 26 To t a l 801 CD B G  Fu n d s Ho m e  Ad m i n  Fu n d s HI P  Ho m e  Sh a r i n g  Pr o g r a m Sa m a r i t a n  Ho u s e  Sa f e  Ha r b o r St a r  Vi s t a  Tr a n s i t i o n a l  Ho u s i n g Pr o j e c t  Se n t i n e l  Fa i r  Ho u s i n g  Se r v i c e s Su b t o t a l C o m m u n i t y  Ov e r c o m i n g  Re l a t i o n s h i p  Ab u s e  (C O R A ) He a l t h  Mo b i l e  De n t a l  Ca r e  fo r  Ch i l d r e n Jo h n  Pa p a n  Me m o r i a l  Jo h n ' s  Cl o s e t Le g a l  Ai d  So c i e t y  of  Sa n  Ma t e o Om b u d s m a n  Se r v i c e s  of  Sa n  Ma t e o Ra p e  Tr a u m a  Se r v i c e s Ho u s i n g R e h a b a n d M i n o r H o m e R e p a i r Ho u s e h o l d s S e r v e d th r o u g h H o u s i n g Re h a b i l i t a t i o n a n d M i n o r Ho m e R e p a i r P r o g r a m s 37 Ho u s i n g R e h a b a n d M i n o r H o m e R e p a i r Pu b l i c I m p r o v e m e n t P r o j e c t s 18 6 A D A R a m p s AD A I m p r o v e m e n t P r o j e c t Pu b l i c I m p r o v e m e n t P r o j e c t s Br e n t w o o d P a r k P l a y g r o u n d Af f o r d a b l e F a i r H o u s i n g ( A F H ) a n d Ci t i z e n P a r t i c i p a t i o n P l a n ( C P P ) Af f o r d a b l e F a i r H o u s i n g ( A F H ) S t u d y  Re q u i r e d p r i o r t o p r e p a r a t i o n o f t h e 5 - y e a r P l a n  Co l l a b o r a t i o n w i t h C o u n t y & o t h e r c i t i e s  In c l u d e s :  an a l y s i s o f f a i r h o u s i n g d a t a ,  as s e s s m e n t o f f a i r h o u s i n g i s s u e s & f a c t o r s , a n d  id e n t i f i c a t i o n o f f a i r h o u s i n g p r i o r i t i e s a n d g o a l s  Av a i l a b l e s i n c e A u g u s t 1 o n C o u n t y W e b s i t e  An y c o m m e n t s r e c e i v e d d u r i n g t h e c o m m e n t p e r i o d o r a t th e p u b l i c h e a r i n g w i l l b e i n c o r p o r a t e d i n t o t h e F i n a l A F H Ci t i z e n P a r t i c i p a t i o n P l a n ( C P P )  Up d a t e d t o i n c o r p o r a t e t h e p u b l i c o u t r e a c h , pa r t i c i p a t i o n a n d n o t i c i n g p r o c e s s f o r o f t h e A F H  HU D r e q u i r e s a p u b l i c r e v i e w c o m m e n t p e r i o d pr i o r t o m a k i n g r e v i s i o n s t o t h e C P P Re c o m m e n d a t i o n • He a r p u b l i c c o m m e n t s o n t h e F Y 2 0 1 6 - 2 0 1 7 CA P E R , C P P , a n d A F H f o r t h e C D B G P r o g r a m • Ad o p t a r e s o l u t i o n a p p r o v i n g a r e v i s e d C P P a n d th e F Y 2 0 1 6 - 2 0 1 7 C A P E R a n d a u t h o r i z i n g i t s su b m i t t a l t o H U D .