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Home My WebLink About11-15-2004 ITEM VIII-B-1CITY OF r WASHINGTON AGENDA BILL APPROVAL FORM Agenda Subject: Resolution No. 3777 - Date: Amendment to Housing Repair Pro ram Interlocal Agreement October 26, 2004 Department: Planning Attachments: Budget Impact: Amendment to Interlocal Agreement Administrative Recommendation: City Council adopt Resolution No. 3777 Background Summary: Attached is an amendment to the Interlocal Agreement between the City of Auburn and the City of Kent regarding the housing repair program. It increases the PY2004 project budget from $129,000 to $150,000. The source of this funding increase is: $12,000 payment for a deferred loan issued in 1999 and $9,000 of surplus appropriation authority in the CDBG Admin budget. The City received the $12,000 loan payment in August. It was recorded as program income to the CDBG fund. Since the loan payment originated from the Housing Repair Program, it seems appropriate that it go back into it. Finance Department is going to include these adjustments to the CDBG budget in their budget amendment at the end of this calendar year or early next year. The City of Auburn has exhausted its original appropriation of $129,000 for PY2004. The existing Interlocal Agreement restricts the City of Kent to spend no more than stipulated in their project budget. Consequently, the Interlocal Agreement needs to be amended in order for the City to approve any more emergency home repairs for remainder of this fiscal year. This amendment will allow the City to authorize four to five more housing repair grants during the last two months of the year. At their meeting on October 25, 2004, the Planning and Community Development Committee recommended approval. PCDC\RES 3777 AG BILL L1101-3 A3.16.7, 03.11.3 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&O ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ❑Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ❑ Public Works ❑ Human Resources Action: Committee Approval: ❑Yes []No Council Approval: ❑Yes []No Call for Public Hearing Referred to Until Tabled Councilmember: Singer Staff: Krauss Meeting Date: November 15, 2004 Item Number: VIII.B.1 AUBURN* MORE THAN YOU IMAGINED RESOLUTION NO. 3 7 7 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH THE STATE OF WASHINGTON AND THE CITY OF KENT, FOR THE IMPLEMENTATION OF A CDBG PROGRAM FOR ELIGIBLE HOUSING REPAIRS WHEREAS, the City of Auburn is engaged in various municipal functions, including allocating Community Development Block Grant funds distributed through programs of the State of Washington and the United States of America, such as the program for housing repairs for eligible housing, authorized by the Department of Housing and Urban Development (HUD) at 24 CFR part 570; and WHEREAS, on July 19th, 2004, the City entered into an Agreement with the State of Washington, and the City of Kent, for the purposes of implementing a program for eligible housing repairs authorized by HUD, through the Community Development Block Grant program; and WHEREAS, as a part of said program, the City of Auburn received a payment of $12,000 for a deferred loan issued in May, 1999, for housing repairs authorized by the Community Development Block Grant program; and WHEREAS, the City of Auburn is expected to have will have at least $9,000 of surplus appropriation authority in its PY2004 budget for CDBG Administration; and ----------------- Resolution No. 3777 October 29, 2004 Pagel WHEREAS, it would be appropriate to increase its appropriation for emergency housing repairs, amending its annual budget and amending the CDBG program Agreement. NOW, THEREFORE, for and in consideration of payments, covenants, and agreements stipulated in their Interlocal Agreement for services to be made and performed by the parties hereto, the City of Auburn and the City of Kent mutually agree to amend their Interlocal as follows: NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES as follows: Section 1. That the Mayor and the City Clerk are authorized to execute the Amendment to the Interlocal Agreement with the State of Washington and the City of Kent, for the implementation of the CDBG program for eligible housing repairs in substantial conformity with the Amendment attached hereto, marked as Exhibit "A" and incorporated herein by this reference. Section 2. That the Mayor is authorized to implement such administrative procedures as may be necessary to carry out the directives of this legislation, including seeking amendment of its annual budget to appropriate the deferred loan payment and transfer $9,000 from CDBG Administration, to the appropriation for emergency housing repairs in its CDBG annual budget. Section 3. That this Resolution shall take effect and be in full force upon passage and signatures hereon. ----------------- Resolution No. 3777 October 29, 2004 Page 2 Dated and Signed this day of , 200 CITY OF AUBURN PETER B. LEWIS MAYOR ATTEST: Danielle E. Daskam, City Clerk APPROVED AS TO FO ganiel B.Vdaid, City Attorney ----------------- Resolution No. 3777 October 29, 2004 Page 3 AMENDMENT to the INTERLOCAL AGREEMENT BETWEEN THE CITY OF AUBURN AND CITY OF KENT FOR THEIR CDBG HOUSING REPAIR PROGRAM WHEREAS, the cities of Kent and Auburn have heretofor entered into an Interlocal Agreement, on July 19th, 2004, along with the State of Washington, for the purposes of implementing eligible housing repairs authorized by the Department of Housing and Urban Development (HUD) at 24 CFR part 570 (Community Development Block Grant program); and WHEREAS, The City of Auburn received a payment of $12,000 for a deferred loan issued in May, 1999, for housing repairs authorized by the Community Development Block Grant program; and WHEREAS, The City of Auburn will have at least $9,000 of surplus appropriation authority in its PY2004 budget for CDBG Administration; and WHEREAS, The City of Auburn desires to increase its appropriation for emergency housing repairs authorized for funding through its CDBG program as implemented by the City of Kent. and WHEREAS, The City of Auburn will amend its annual budget to appropriate the deferred loan payment, and transfer $9,000 from CDBG Administration, to the appropriation for emergency housing repairs in its CDBG annual budget. CDBG AGREEMENT AMENDMENT NOW, THEREFORE, for and in consideration of payments, covenants, and agreements stipulated in their Interlocal Agreement for services to be made and performed by the parties hereto, the City of Auburn and the City of Kent mutually agree to amend their Interlocal Agreement substantially as follows: Section 1. Exhibit #1: General Information: The CDBG Appropriation amount will be increased from $129,000 to $150,000; and the revised exhibit attached to this amendment will be inserted and replace the original Exhibit #1 in the Interlocal Agreement of July 19, 2004. Section 2. Exhibit #2: Project Budget: The total amount stipulated for the "Project Budget" will be increased from $129,000 to $150,000 and the line items listed in the "Project Budget" will be adjusted to reflect the increase total budget amount. The City of Kent is authorized to make adjustments among the line items in the "Project Budget" necessary to make and implement the additional housing repairs caused by this budget increase; provided the adjustments do not increase the total amount, or result in increase in the total amount, of the "Project Budget". The revised Exhibit #2 attached to this amendment will be inserted and replace the original Exhibit #2 in the Interlocal Agreement of July 19, 204. Section 3. Exhibit #5: Performance Measurements: The total number of grants identified by the City in the 4th Quarter is increased from one major repair and four minor repairs to three major repairs and six minor repairs. The projected expenditure rate in Part 2 of Exhibit #5 for the third and fourth quarters is increased from $32,250 to $ 42,750 to reflect the project increased caused by increasing the total "Project Budget". The revised exhibit attached to this amendment will be inserted and replace the original Exhibit #2 in the Interlocal Agreement of July 19, 204. CDBG AGREEMENT AMENDMENT 2 Section 4. Acceptance and Signatures: The parties hereto agree and accept the terms, conditions, covenants and all matters and laws incorporated by reference herein and therefore cause their hands to affix their signatures as evidence to their acceptance of this Amendment to their Interlocal Agreement before their designated witnesses and/or notaries. Section 5. Remaining Terms Unchanged: That all other provisions of the Interlocal Agreement between the parties referred to herein above, shall remain unchanged, and in full force and effect. IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day and year first above written. CITY OF KENT Jim White, Mayor Attest: Brenda Jacober, City Clerk Approved as to form: Tom Brubaker, City Attorney CDBG AGREEMENT AMENDMENT 3 CITY OF AUBURN Peter B. Lewis, Mayor Attest: Danielle E. Daskam. City Clerk Approved as to form: STATE OF WASHINGTON ) ss COUNTY OF KING ) On this day of , 2004, before me, the undersigned, a Notary Public in and for the State of Washington, personally appeared and , to me known to be the Mayor and City Clerk of the City of Kent, Washington, the municipality referenced within the foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of saidCity for the uses and purposes therein mentioned, and on oath stated that he/she is authorized to execute said instrument on behalf of said City. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the date hereinabove set forth. NOTARY PUBLIC in and for the State of Washington, residing at My Commission expires: STATE OF WASHINGTON ) ss COUNTY OF KING ) On this day of , 2004, before me, the undersigned, a Notary Public in and for the State of Washington, personally appeared ana , to me known to be the Mayor and City Clerk of the City of Auburn, Washington, the municipality referenced within the foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of saidCity for the uses and purposes therein mentioned, and on oath stated that he/she is authorized to execute said instrument on behalf of said City. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the date hereinabove set forth. NOTARY PUBLIC in and for the State of Washington, residing at My Commission expires: CDBG AGREEMENT AMENDMENT 4 EXHIBIT #1 Community Development Block Grant Contract General Information PROJECT NO.: BG 0406 TITLE: City of Auburn Housing Repair Program PROJECT SUMMARY: Loans and grants for repair of low income, owner -occupied, single family homes. ELIGIBILITY: 24CFR 570.202 — Low/Mod Limited Clientele NATIONAL OBJECTIVE: Low/Moderate Income Housing CDBG APPROPRIATION: $129 ,000 $150,000w TYPE OF PROJECT: Capital PROJECT LOCATION: City-wide SPECIAL CONDITIONS: See EXHIBIT #3: Special Conditions TERMINATION DATE: December 31, 2004 CONTACT PERSON: Katherin Johnson TITLE: Human Services Manager MAILING ADDRESS: 220 40' Ave. S. Kent WA 98032 PHONE NUMBER: 253-856-5070 FAX NUMBER: 253-856-6070 PERSON(S) AUTHORIZED TO SIGN VOUCHER REIMBURSEMENT REQUEST AND PROGRAM ACCOMPLISHMENTS FORM: NAME/TITLE Katherin Johnson Human Services Manager SIGNATURE (optional) NAME/TITLE John Hodgson Parks Recreation and Community Service Director SIGNATURE CDBG AGREEMENT AMENDMENT EXHIBIT #2 Community Development Block Grant Contract Project Budget PROJECT NO.: BG 0406 TITLE: City of Auburn Housing Repair SUMMARY OF TASKS AND COSTS PERSONNEL COSTS Percent of List Employees by Position Title Annual Salary Time to Item Total Project Home Repair Supervisor 57,408 20% 11,482 Home Repair Specialist 41,760 70% 29,232 Home Repair Specialist 45,984 20% 9,197 Home Repair Worker 39,672 10% 3,967 0 0 Fringe Benefits( taxes, benefits) 17,568 17,568 0 0 0 0 Category Total (Should be the same as No. I in Budget Detail)1 202,392 71,446 (continued) CDBG AGREEMENT AMENDMENT 6 EXHIBIT #2 (CONTINUED) Community Development Block Grant Contract Project Budget BUDGET DETAIL Source of Funds Column A Column B Column C -- City of Auburn CDBG Funds Total Budget Budget Revised Total Cost Categories Item Revision #1 Budget -- Personnel Costs 71,446 0 71,446 -- Office/Operating Supplies 10,000 9,175 19,175 - Consultant or Purchased Services 0 0 0 -- Construction Contracts/ Real 24,254 9,175 33,429 Property Acquisition 129,000 21,000 150,000 -- Communications and 400 350 750 Advertisements -- Travel and/or Training 0 200 200 -- Intra -Agency Support {i.e. 12,900 2,100 15,000 administrative overhead} -- Capital Outlay - Construction 0 0 0 -- Other (Detail) (Vehicle Rental) 10,000 0 10,000 Total Project Costs (Note: Column A must equal sum 129,000 21,000 150,000 of Column B and C Source of Funds Column A Total Column B Total Column C Total -- City of Auburn CDBG Funds 129,000 21,000 150,000 -- City of Auburn General Funds -- Other Funds: Grand Total 129,000 21,000 150,000 CDBG AGREEMENT AMENDMENT EXHIBIT #5 PERFORMANCE MEASUREMENTS BG # 0306 Part 1. Schedule by Task Milestones (Projected Number of Units) Loans/Grants Identified by City - Major Repairs Loans/Grants Identified by City - Minor Repairs Current Projects Completed Units (Actual Number of Units) Loans/Grants Identified by City Current Projects Completed Units Part 2. CDBG Expenditure Rate lst Quarter (1/1 — 3/31) 2nd Quarter (4/1 — 6/30) 3rd Quarter (7/1 — 9/30) 4th Quarter (10/1-12/31) CDBG AGREEMENT AMENDMENT 8 1 St 3 6 Quarters 2nd 3rd 3 3 6 4 CDBG Funds Vouchered Projected Actual 32,250 32,250 42,750 42,750 4th 3 6