CDBG Disaster Recovery
Application
Community Development Block Grant Program
U.S. Department of Housing and Urban Development
June 2015
Indiana Office of Community and Rural Affairs
Community Development Block Grant Program
One North Capitol, Suite 600
Indianapolis, Indiana 46204(317) 232-8333, (800) 824-2476
DR June 2008
Application Completion Checklist
Please ensure that all the following information is included with the application.
DO NOT INCLUDE THIS DOCUMENT WITH YOUR APPLICATION!
Please place the information in the application in the following order so that the OCRA staff can review the information efficiently. Use tabs or some other mechanism (tabs are preferred) to separate appendices and number pages for easy referencing.
Application Information (Cover page) MAKE THIS THE VERY FIRST PAGE OF THE APPLICATION
(2 Pages) All blanks must be completed
Has the Applicant Secured Local Match?
Table of Contents
Application Narrative Project Description addresses impact on long-term economic recovery
Stormwater projects only: see guidance in SIP Project Development Issues.
Infrastructure page and IOCRA Gap Calculation (as applicable)
Project Completion Timetable Corresponds to sample
Completion within 24 months of grant award
Project Budget Are calculations correct on project budget?
Is detailed budget included?
Does detailed budget break out CDBG, Local, etc?
Do budget figures agree?
Figures correspond to amounts listed on cover page
National Objective Form Appropriate national objective indicated
Answered all questions related to the selected national objective
Beneficiaries Form Do the numbers add up?
If applicable, do numbers correspond to income survey results?
The DR request divided by the total number of beneficiaries does not exceed $5,000 per beneficiary ($10,000 for economic development projects)
Citizens Participation Include all public hearing documentation
Original publisher’s affidavits for public meetings
Were ads published at least 10 days prior to meeting?
Attach signed minutes of public hearing
Attach list of attendees for hearing
Copy of response(s) to comments and/or complaints (if applicable)
Copy of Four Factor Analysis and (if applicable) Language Access Plan
Documentation of third party authorization to take minutes
Sub-recipient Information (if applicable) Sub-recipient budget, if applicable
Draft sub-recipient agreement, if applicable
Sub-recipient not-for-profit status documentation, including Federal designation from the IRS and Indiana Dept. of Revenue certification Grant support will check the status of good standing with the Secretary of State.
Copy of court order verifying Conservancy District establishment, if applicable
APPENDIX A: National Objective Documentation
Maps
Boundaries of jurisdiction shown
Project area shown as well as service area
Service area corresponds to survey area
Income Survey information
Description of survey methodology
Copy of sample survey form
Copies of written survey material (instructions, etc.)
Map of survey area
Survey results analysis form
Certification letter
Slum and Blight Declaratory Resolution (if applicable)
DNR SHPO/Historic Landmarks documentation of listing or eligibility on National register (if applicable on historic preservation project)
APPENDIX B: Readiness information Readiness to proceed certification, signed in all appropriate places
Financing information/local match documentation
Municipal Resolution authorized by governing body authorizing application and committing local match
Written statement from Chief Financial Officer stating funds are available and have been dedicated to this project
Environmental Review information
Form 7 from the Environmental Review section of the CDBG Grantee Implementation Manual ONLY
(Copies of letters should not be included.)
Permit information
Site Control information
In-Kind Documentation
APPENDIX C: Legal information Displacement Assessment
Displacement Plan (see sample)
Assurances and Certifications
Original signature of Chief Elected Official
Civil Rights Certification
Original signature of Chief Elected Official
Updated Fair Housing Ordinance, July 2012 version (Civil Rights Form 2)
Cooperation Agreements (if applicable)
Multi-jurisdictional (if applicable)
Inter-local cooperation agreement
Resolution for each jurisdiction
Disclosure Report (see Contract Development Form 1 from CDBG Handbook)
Duplication of Benefits Form
APPENDIX D: Project Description and Justification Documentation
Scope of work
Detailed map of Service Area (including street names)
Pre-engineering report excerpts, drawings, maps, as appropriate
Flood plain map, if located in 100-year flood plain
Stormwater projects only: see SIP Project Development Issues documentation
A second, bound Appendix B must be included for all Dam or Levee applications
APPENDIX F: Financial Impact Documentation
Ending fund balances for lead applicant.
(DO NOT INCLUDE ALL BUDGET PAGES.)
Annual operating budget of sub-recipient, if applicable
Applicant Gateway Annual Financial Report Documents
Applicant Information
LEAD (LEGAL) APPLICANT:
CHIEF ELECTED OFFICIAL (NAME & TITLE):
MAILING ADDRESS:
CITY: COUNTY: CDBG County Code:
ZIP+4: PHONE: FAX:
E-MAIL:
CHIEF FINANCIAL OFFICER (NAME & TITLE):
PHONE: EMAIL:
FEDERAL I.D. /TAX NUMBER:
DUNS NUMBER:
CAGE NUMBER:
CCR Expiration Date:
SUBRECIPIENT (if applicable):
CHIEF EXECUTIVE OFFICER:
MAILING ADDRESS:
CITY: ZIP+4: PHONE: FAX:
E-MAIL:
FEDERAL I.D. /TAX NUMBER:
DUNS NUMBER:
GRANT ADMINSTRATOR:
ORGANIZATION:
ADDRESS:
CITY: ZIP+4: PHONE: FAX:
E-MAIL:
DATE OF MOST RECENT CERTIFICATION FROM IOCRA
PROJECT TYPE:
LMI % OR SLUM BLIGHT POINTS:
(FROM NATIONAL OBJECTIVE IDENTIFICATION PAGES)
# OF BENEFICIARIES:
PROJECT FUNDING SOURCES
Amount1. CDBG Disaster Recovery Request
2. Lead and/or Joint Applicants
3. Loans
4. CDBG Program Income
5. Philanthropic Match
6. In-Kind Match*
7. Private and/or Local Grants
8. Other Government Grants
List sources:
9. TOTAL MATCH (add lines 2-8)
10. SUBTOTAL (add lines 1 & 9)
11. Ineligible Costs
11. TOTAL PROJECT COST (add lines 10 & 11)
*In-kind maximum of 5% of grant request or $25,000, whichever is less
Applicant Information
Continued
LIST GRANT ADMINISTRATOR:
METHOD OF PROCUREMENT (check one): RFP Small Purchase Local Funds Not Yet Procured NA
LIST ARCHITECT/ENGINEER:
METHOD OF PROCUREMENT (check one): QBS RFP Local Funds Not Yet Procured
FAIR HOUSING ORDINANCE: Attached None
DRUG FREE WORK-PLACE POLICY (check one): Attached (Appendix A-3) None
Did the community receive a CDBG Planning Grant pertaining to this project?
Yes No
If yes, what is the grant number for that plan?
In what Indiana Senate District(s) is this project?
State Senator(s) representing this district:
In what Indiana House of Representatives District(s) is this project?
State Representative(s) representing this district:
In what US Congressional District is this project?
For public facilities and utility treatment plants, please give the specific address of proposed construction including zip+4:
For all other projects, please give the address range for construction (i.e. 300 S. Main to 500 S. Main and 400 S. Oak Street to 800 S. Oak Street) including zip+4:
PROJECT DESCRIPTION AND JUSTIFICATION
Provide a narrative regarding all aspects of the project. It should include a detailed description of the project including how it fits with the overall long-term recovery efforts of the applicant. (maximum 3 pages). For Storm drainage projects only: please see the Stormwater Improvements Program (SIP) Project Development Issues for further guidance on narrative information. http://www.in.gov/ocra/files/SIP_Instructions_April_2015_FINAL.doc)
Infrastructure
Rate information:
CURRENT RATES / WITH CDBG FUNDS / WITHOUT CDBG FUNDSWater rate for 4,000 gallons
Sewer rate for 4,000 gallons
Stormwater fee/assessment
Combined rate for 4,000 gallons
Total number of users on the system:
The gap for this project is $.
(The gap must be calculated using the IOCRA rate calculation worksheet.)
Ordinance information:
Year current ordinance was passed / Year previous ordinance was passed / Change in rates(in dollars)
Water Ordinance
Sewer Ordinance
Stormwater Ordinance
Attach the most recent rate ordinances.
Describe your rate history and what impacts this project will have on current rates.
Usage information:
Age / Capacity / Ave. Daily Flow/Usage / Max. Daily Flow/Usage / Date and type of most recent improvementSewer
Water
OCRA GAP CALCULATION WORKSHEET
This worksheet will allow you to quickly calculate the monthly rate impact on your utility customers that would result from financing your project without CDBG grant assistance. This worksheet is not intended to substitute for a true rate analysis, but allows IOCRA to evaluate the impact of grant funds on all communities in a consistent way.
Costs without CDBG
1. Grant Amount Requested ______
2. Debt Coverage Factor ______
(assume 25%)
3. Total Funds Needed ______
(multiply line 1 by 1.25)
4. Amortization Constant ____.00633______
(4.5% APR)
5. Monthly Payment ______
(multiply line 3 by line 4)
6. O/M Cost Factor ______
(multiply line 5 by .05)
7. Total Monthly Costs ______
(add lines 5 and 6)
8. Number of Users ______
9. Monthly Rate Impact ______
(divide line 7 by line 8)
The result on line 9 should give you the amount that your community would have to increase the monthly rate charged to each customer without CDBG grant assistance, given the above assumptions. This is the “gap”, which is the amount by which grant funds will reduce or “buy down” your utility rates. This amount added to the actual rates anticipated with CDBG funds will give you the rates needed “without CDBG funds”.
PROJECT COMPLETION TIMETABLE
Beginning with the application submission date, outline below a reasonable timetable for project completion. Include all significant milestones, emphasizing those related to plans, permits, bids, contracts, financing, acquisition of property, construction, and completion.
(See sample timetable included in application instructions and sample documents packet.)
PROJECT BUDGET
Please complete the table below. Also, immediately following this page, attach itemized cost estimates for each line item.*
(For assistance, see the Sample Itemized Project Budget in the application instructions and sample documents section.)
TOTAL SOURCE OF FUNDS
ACTIVITY / CDBG DISASTER RECOVERY / LOCAL(with eligible In-Kind) / INELIGIBLE / TOTAL
Construction Costs
Professional Fees
Labor Standards ($5,000 max)
Land Acquisition
(if any)
Environmental Review
Administration
(Max 3% of grant)
TOTAL
* Do not include any miscellaneous, contingency, general costs, etc. in budget.
NATIONAL OBJECTIVE IDENTIFICATION
CHECK ONLY ONE OF THE NATIONAL OBJECTIVES BELOW. ALL PROJECTS MUST PROVIDE ALL INFORMATION REQUESTED ON THIS PAGE.
Include appropriate documentation in Appendix A.
Benefit to Low- and Moderate-Income Persons
Area Benefit Limited Clientele Housing Jobs
Prevention or Elimination of Slums or Blight
Area Basis Spot Basis
1) List percentage of population of low to moderate income persons served by this project: %
2) Source: HUD Low/Mod Summary Data or Income Survey (Appendix A)
3) Date of first income survey certification letter:
4) Date of second income survey certification letter, if appropriate:
5) List the census tract number(s) that are included in the project area:
6) List the census tract block group(s) that are included in each of the census tracts listed above:
7) Below, explain your selection of the above H.U.D. National Objective and how this project meets the National Objective selected. REFER TO THE INSTRUCTIONS FOR QUESTIONS TO BE ADDRESSED REGARDING THE NATIONAL OBJECTIVE SELECTED.
BENEFICIARIES
Total Beneficiaries must equal the sum of 1-10. L/M and Non-L/M must equal the sum of 1-10.
Project Title: Total Beneficiaries (all activities):
Total / Of the total population in the service area how many are Hispanic? / Activity DescriptionNumber of People
S
I
N
G
L
E
R
A
C
E / 1. Number of Whites
Percent
2. Number of Blacks / African
Americans
Percent
3. Number of Asian
Percent
4. Number of American Indian /
Alaskan Native
Percent
5. Number of Native Hawaiian /
Other Pacific Islander
Percent
M
U
L
TI
R
A
C
E / 6. American Indian / Alaskan
Native & White
Percent
7. Asian & White
Percent
8. Black / African American & White
Percent
9. American Indian / Alaskan Native
& Black / African American
Percent
10. Balance / Other
Percent
Number of Handicapped
Percent
Number of Elderly People
Percent
Number of Female-headed Households
Percent
Number of Low/Moderate-Income People
Percent
Number of Non-Low/Moderate People
Percent
CITIZEN PARTICIPATION REPORT
Notice of first public hearing
Date of first public hearing
Describe the methods used to solicit participation of low to moderate income persons:
Denote any adverse comments/complaints received and describe resolution:
Describe outcomes of 4-Factor Analysis for Limited English Proficiency:
Immediately following this page, attach the documents below in the order listed:
Hearing Ad/Publisher’s Claim for First Hearing
Hearing Minutes for First Hearing
Sign-In Sheet for First Hearing
Copy of response(s) to comments and/or complaints.
Copy of Four Factor Analysis
Copy of Language Access Plan (if required)
Third Party Authorization Letter (if applicable)
I hereby certify, subject to the penalties of perjury, the above public hearings were conducted in accordance with all state and federal regulations. I also certify that the Four Factor Analysis and Language Access Plan were conducted in accordance with the CDBG Handbook.
______
Signature, Chief Elected Official Date
Typed Name and Title:
READINESS TO PROCEED CERTIFICATION
The (City/Town/County of ), hereinafter referred to as “Applicant”, submits this certification to the Indiana Office of Community and Rural Affairs, hereinafter referred to as “OCRA” respective to the Applicant’s application to OCRA for federal Disaster Recovery Community Development Block Grant (CDBG) hereinafter referred to as “DR”. This certification is submitted to OCRA to assure that the Applicant has attained sufficient readiness in order to complete the subject project within 18 months or 24 months for dams and levees after award of the DR grant by OCRA. The Applicant warrants that the project will be completed within 18 months or 24 months for dams and levees following DR grant award, and herein indicates the level of readiness-to-proceed respective to the following areas:
* Project Financing
* Completion of required environmental review process
* Project engineering and/or architectural services
* Control of all interests in real property necessary to complete the project (site control)
* Obtaining necessary local, state and federal permits to complete the project
Project Financing
As Chief Elected Official (CEO) of the Applicant, I hereby certify that all non-DR sources of funding necessary to carry out the project as listed in the project application have been secured and are available for expenditure immediately upon full execution of the DR grant agreement between Applicant and OCRA, and subsequent release of funds by OCRA. I further certify that all such project matching funds will be placed into, and disbursed from, a separate special fund in accordance with I.C. 36-1-8-12, as amended by House Enrolled Act 1542 of the Acts of the 1997 General Assembly. Pertinent comments respective to this certification are indicated below.