HomeMy WebLinkAboutHCDC 12.20.18 PacketAgenda
Housing & Community Development
Commission (HCDC)
Thursday, December 20, 2018
6:30 P.M.
Senior Center, Room 202
28 S. Linn Street, Iowa City
Use the Washington Street entrance or
2nd floor skywalk via Tower Place parking garage
1. Call meeting to order
2. Approval of the November 15, 2018 minutes
3. Public comment of items not on the agenda
4. Review and consider recommendation to City Council on approval of FY18
Annual Action Plan Amendment #4
5. Question/answer session for FY20-21 Legacy Aid to Agencies applications
6. Consider recommendation to City Council on a letter regarding additional
funding for Nex Apartments Low Income Housing Tax Credit Project
7. Staff/commission comment
8. Adjournment
If you will need disability-related accommodations to participate in this program or event, please
contact Kirk Lehmann at kirk-lehmann@iowa-city.org or 319-356-5230. Early requests are strongly
encouraged to allow sufficient time to meet your access needs.
Date: December 13, 2018
To: Housing and Community Development Commission (HCDC)
From: Neighborhood Service Staff
Re: December 20, 2018 meeting
The following is a short description of the agenda items. If you have any questions about the
agenda, or if you are unable to attend the meeting, please contact Kirk Lehmann at 319-356-
5247 or Kirk-Lehmann@Iowa-City.org.
* Indicates Action Item
Item 1. Call Meeting to order
Item 2. Approval of the November 15, 2018 minutes*
Item 3. Public comment of items not on the agenda
Item 4. Review and consider recommendation to City Council on approval of FY18
Annual Action Plan Amendment #4*
The FY18 Annual Action Plan allocates $73,000 in CDBG funds to Little Creations Academy
to rehabilitate their childcare facility to improve the provision of affordable childcare
services. Cost overruns have not allowed Little Creations to contract the full scope of work in
the agreement, which per a contractor’s bid, would cost a total of $109,141 to complete. Little
Creations is requesting to increase CDBG funding by an additional $36,141 to complete the
activity as stated in the agreement’s scope of work. $50,735 has been spent to date.
HCDC decided to proceed with a substantial amendment. Staff informed active CDBG
recipients about the funding available per the City’s Policy for Allocation of Uncommitted
CDBG and HOME Funds and published the draft amendment for a 30-day public comment
period. At this meeting, HCDC will review and consider recommending the amendment to
City Council, which will then consider the amendment on January 8, 2019.
Item 5. Question/Answer Session for FY20-21 Legacy Aid to Agencies applications
FY20-21 Aid to Agency Legacy applications are available online at www.icgov.org/actionplan.
At this meeting, HCDC will host a question and answer session with applicants. Applicants
are encouraged to attend and answer any questions HCDC may have. Ranking sheets should
be preliminarily completed. Funding recommendations and finalized rankings will be due
shortly after this meeting. No action will be taken. HCDC’s funding recommendations for
Council will be made next meeting (January 17).
Item 6. Consider sending to City Council a letter regarding additional funding for
Nex Apartments Low Income Housing Tax Credit (LIHTC) Project*
On October 11, HCDC recommended that Council commit local funds to the NEX Apartments
LIHTC project and consider additional funding to further lower the rents of affordable units.
Council approved the initial funding but not additional funding. HCDC will consider sending
a letter to Council to reconsider additional funds for the NEX Apartments project to provide
more affordable units.
Item 9: Staff/Commission Comment
Item 10: Adjournment*
MINUTES PRELIMINARY
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 15, 2018 – 6:30 PM
SENIOR CENTER, ASSEMBLY ROOM
MEMBERS PRESENT: Megan Alter, Mitch Brouse, Charlie Eastham, Vanessa Fixmer-Oraiz,
Christine Harms, John McKinstry and Paula Vaughan
MEMBERS ABSENT: Bob Lamkins, Maria Padron
STAFF PRESENT: Kirk Lehmann, Erika Kubly
OTHERS PRESENT: Barbara Vinograde, Crissy Canganelli, Christi Regan, Lauri Mitchell,
Ellen McCabe, Ron Berg, Daleta Thurness, Chastity Dillard, Sara
Barron, Becci Reedus, Anthony Smith, Chelsey Markle, Susan Gray
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends proceeding with a substantial amendment to the FY18
Annual Action Plan to allocate an additional $36,141 in CDBG funds to the Little Creations Academy
project to complete the full scope of work in the agreement.
By a vote of 7-0 the Commission recommends approval of the draft FY20 Aid to Agency Emerging
application forms, with changes as discussed in the minutes below.
By a vote of 7-0 the Commission recommends approval of the draft FY20 CDBG/HOME application
forms, with changes as discussed in the minutes below.
CALL MEETING TO ORDER:
Vaughan called the meeting to order at 6:30 PM.
APPROVAL OF THE OCTOBER 11, 2018 MINUTES:
Eastham moved to approve the minutes of October 11, 2018, with changes as discussed in the meeting.
Fixmer-Oraiz seconded. A vote was taken and the motion passed 7-0.
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
MONITORING REPORTS:
Crisis Center (FY18 Facility Rehab): Becci Reedus (Executive Director) presented an update on the
warehouse project that received funds. She shared the project budget, noting they did not raise all the
revenue they anticipated, they came within $22,000 and the project, but also had some cost increases on
building material costs and also due to age of the building, new obstacles were found that needed
addressing. Overall they are happy with their efforts noting it was an unusual capital campaign that
started with a large matching fund, then had increasing costs, but were able to obtain another matching
Housing and Community Development Commission
November 15, 2018
Page 2 of 10
fund. In total they raised $405,000 for the project, CDBG originally granted $85,000 and then awarded an
additional $10,000. Reedus also reviewed the project, they broke ground in March, completion was
scheduled for 11 weeks after that and they met delays but finished the project by September 2018. The
project also included some remodeled offices to give staff more space, a remodeled client entry area to
the food bank making it more accessible, a second restroom and water fountain were added (up to ADA
code), and the donation acceptance area was moved to the warehouse section of the building which
enlarged and decluttered the shopping area for the clients. Reedus invited Commissioners to sign up for
the Project Holiday event to see the finished project and see how better the Center is better able to serve
clients. Overall they gained space for 8-12 pallets of food which was essential due to the growth of the
food bank, which is now operating 8 mobile and 1 school pantry sites as well. The Iowa City Rotary Club
funded an additional cooler for the Center, which was essential for all the produced received in the
summer months. They built a new repackaging area making the pantry in compliance with Code and will
allow the Center to buy large quantities of food and repackage them into smaller quantities. Reedus
noted they still have some shelving to purchase and also they had wanted to add a 24 hour door or
drawer where people could drop off donations, but are still investigating options for such a donation area.
Neighborhood Centers of Johnson County (FY19 A2A & Facility Rehab): Lehmann noted that Brian
Loring with Neighborhood Centers sent in a written report. The report noted that for the FY19 Facility
Rehab project they sent out invitations for bid in August and received one bid that came in at $88,000
which was about 60% above what was budgeted. That bid came from the same contractor that gave the
Center the estimate they used in their funding application. The contractor was worried about labor
classifications and felt they needed to increase their bid to be safe. The City has been working with Brian
Loring on options, the Center will solicit bids again in January hoping that being out of the busy season
for contractors may yield additional bids, and they have also added more contractors to the list of who
they will invite to bid on the project.
Successful Living (FY18 Rental Acquisition and Rehab, FY19 Rental Acquisition): Lehmann stated
Successful Living also sent in a written progress report. For the $50,000 in HOME rehab funds the
approved contractor was selected but is late getting started because he got flooded with work but they
are hopeful that will happen soon and concrete will get poured by month end. Otherwise concrete work
will be put off until spring which is when the project is expected to conclude. For the purchase of a rental
house in FY18 the HOME and CDBG funds were combined for a single down payment, this was
approved by the HCDC and City Council, a house was purchased on Hollywood Boulevard in July and
five renters moved right in and Hills Bank financed the mortgage. That leaves Successful Living with
$194,000 for down payments on three more houses for FY19, they are in the process of negotiating for
one of those houses currently, on Russell Drive, and then will purchase two more homes as well.
Harms asked about the Neighborhood Centers bidding process and when that may need to be completed
by. Lehmann said typically when a contract is signed with organizations the funds need to be spent
within the year if possible, so hopefully they will have a project done by June 30, but extensions can be
granted as well.
CONSIDER REQUEST FOR SUBSTANTIAL AMENDMENT, LITTLE CREATIONS ACADEMY:
Lehmann talked about the memo he prepared on this project, in FY18 HCDC and City Council approved
$73,000 in CDBG funds to rehabilitate the daycare to provide affordable childcare services through June
30, 2024. Because of cost overruns, Little Creations has not been able to contract for the full scope of
work that was in the initial agreement and are now requesting an additional $36,141 to complete the
scope of work as stated in the agreement based on new contractor estimates. Little Creations signed the
contract with the City in March, since then about $50,000 of the $73,000 has been spent and the
remaining funds are contracted out with work going on right now. The additional scope of work that was
in the agreement is expected to cost about $35,000 and CDBG will cover all but $1,000 of that cost. The
budget in the agreement and status of each work item is as follows:
Housing and Community Development Commission
November 15, 2018
Page 3 of 10
Childcare Center Renovation Budgeted Bid Change
Orders
Contracted
/ Expended
Complete
Total Cost $73,000 $104,568 $4,573 $73,000
Remove asbestos $7,900 $8,800 $500 $9,300 X
Install floors $6,600 $8,412 $956 $9,368 X
Replace HVAC $20,000 $28,950 $3,117 $32,067 X
Replace doors / install access control $14,900
$23,479
$0
$22,265
In
Progress Install permanent cubbies $3,000
Replace kitchen window(s) $5,100 $5,777
Replace outdoor storage shed $3,500 $4,770
Install room dividers $12,000 $24,380
Based on conversations with Little Creations the list of renovation items were prioritized and the list of
completed work reflects that prioritization. Lehmann noted the typical way the City deals with increase
requests of funding is City Staff can approve up to 25% of the project budget on top of the initial
allocation. This is only possible if there are additional funds available to commit. If additional funding is
not approved, or the amount is more than 25% of the project budget, the City recommends the partner
reapply at the next funding round. There are situations where HCDC and Council can substantially
amend the agreement, which requires a mandatory 30-day comment period. Little Creations is
requesting a budget amendment of 43 percent of the initial allocation, which triggers a substantial
amendment.
Lehmann noted there are three solutions for which HCDC can consider. First is to recommend staff
proceed with a substantial amendment to the Annual Action Plan for the full requested amount (or any
amount HCDC deem appropriate). This amendment would be formally considered by HCDC following a
30-day public comment period. Upon recommendation, City Council would consider approval of the
amendment. Second HCDC could recommend that staff proceed with an administrative amendment to
the agreement of up to $18,250 (25% of the original allocation). This could be used to complete some but
not all items requested. The final option is for HCDC to request that Little Creations complete the current
project as contracted and apply to the upcoming CDBG funding round which will open in December.
Funding amounts have not yet been determined and application materials are not yet approved, but public
facility projects of more than $50,000 typically get first consideration. No more than two public facility
projects are awarded per year. Funds would become available on July 1, 2019.
Lehmann stated that currently the City currently has $46,000 in excess CDBG funds due to program
income and project refunds and that Little Creation’s full request of $36,141 could be funded. If these
CDBG funds don’t get used this year, they will roll into available funds for the next funding cycle.
Staff recommends to administratively award Little Creations $18,250 to fund part of the cost of the room
dividers. Little Creations would need to match this with $6,130 of their own funds. If this is not feasible,
staff recommends they apply for the FY20 funding cycle due in January to complete all necessary
improvements. Historically, the City encouraged organizations to apply at subsequent funding rounds if
requests exceed 25 percent their original awards. If requests are substantial, staff prefers that all
organizations are allowed the same opportunity to apply for those funds. It also encourages applicants to
obtain accurate estimates so HCDC can review what can best be accomplished with the funds available.
Eastham noted he would prefer to create a substantial amendment and award the $36,141 to complete
the project. He feels the project is worthwhile and the whole scope of the project will benefit the kids in
the center.
McKinstry added that most of the kids who attend the center are being paid for by state funds which is a
very low amount and affects the financial stability of the whole operation.
Housing and Community Development Commission
November 15, 2018
Page 4 of 10
Lehmann shared the daycare’s income statement, with income around $153,000 and expenses of
$150,000 there is a net income of less than $3,000. The daycare budgets approximately $3200 each year
for facilities and equipment maintenance. With regards to how many people they serve, per the annual
report from last year they assisted 25 persons, 24 of which were between 31% and 50% AMI and one
between 51% and 80% AMI.
Eastham asked if the persons served were all children and Lehmann confirmed they were.
Fixmer-Oraiz asked about the process for the substantial amendment and how the timing will work.
Lehmann said the 30-day comment period would start shortly, continue through the next HCDC meeting,
and then go to Council for approval at which point the comment period would end and Council would
vote.
Harms asked how that timeline would affect the daycare and if they are at a complete stopping point and
cannot proceed at all.
Anthony Smith (Pastor, Little Creations Academy) said the project is currently still progressing and work is
being completed, they are building cubbies and about to install doors and the access pads. If they do not
receive additional funds they will have to halt the project after those items are completed, and if they had
to reapply for new funding they would not have those funds until after July 2019. They still need to install
room dividers, a shed and windows. The room dividers are important to keep the children in ratios and
divide up the area uses. Smith noted the daycare has served 99 children since creation, they do have
capacity of 54 but without the room dividers they have to makeshift things to make it work.
McKinstry asked Smith to comment on the ability to match the $18,000 if that was what the Commission
decided upon. Smith said they just don’t have that amount of funds available, as seen on the income
statement they have very little net income each year.
Vaughan asked if they recommend the $18,000 it only leaves the daycare short around $6,000 to
compete the dividers, would that be possible. Smith said they plan to work on some fundraising but it
would take some time to raise those funds and complete the project.
Smith also noted they raised all staff salaries to match the $10.10 Johnson County minimum wage
proposal to be competitive for staff and that affected net income. It was a necessary move to keep staff
at a livable wage.
Smith also shared the current room dividers they are using are being held together with duct tape. They
really want to maximize the area and room dividers are essential to that function and would maximize the
availability for children. All their funding comes from the State and therefore they must follow the room
ratios and all State guidelines.
Eastham moved to recommend staff proceed with a substantial amendment to the FY18 Annual
Action Plan to allocate an additional $36,141 in CDBG funds to the Little Creations Academy
project to complete the full scope of work in the agreement. McKinstry seconded. A vote was
taken and the motion passed 7-0.
CONTINUE DISCUSSION OF FY20 AID TO AGENCIES LEGACY SUBMITTALS:
Lehmann first noted the assigned priorities Staff had chosen and asked that HCDC discuss and decide if
they agree with those priorities. One agency sent an email stating their disagreement with the priority that
was assigned, and Lehmann read that email to HCDC. The email was from Genevieve Anglin with UAY
(United Action for Youth) who commented on the preliminary category UAY was given noting that while it
is true UAY is a youth services nonprofit, they have a much broader mission that encompasses many
programs. All the programs work with youth, but UAY also offers mental health services (which is
available to all, regardless of ability to pay), homeless youth services and teen parent services in addition
to the youth development work. In FY18 youth development programs made up 18% of the programming
Housing and Community Development Commission
November 15, 2018
Page 5 of 10
budget while mental health services made up 40%. Homeless youth services made up another 17% and
the remaining 25% for teen parent services. Anglin stated her concern with the preliminary designation of
youth services makes it seem as if all of UAY services should be categorized as medium priority when the
request for City funds was primarily for homelessness and mental health services, which make up 50% of
their total budget, and are high priority categories. Anglin noted she understands it is hard to categorize
organizations such as UAY that have multiple programs but it is important for the members of the
Commission understand the full depth and breadth of UAY programming.
Eastham wanted to clarify the priority assignment for each year, he thought it was based on the
description of the program for which funding was requested on the application. Fixmer-Oraiz agreed that
was her assumption as well. Vaughan agreed and said that is how she based her priorities. Eastham
noted there is a sentence in the Staff memo that indicates the Staff is asked to make a priority
assignment to the agency as a whole. Lehmann noted that was Staff’s understanding of what HCDC
asked of Staff, because in the past everyone applied for funding in the high priority category so there was
no way to differentiate, staff though applying a priority category to a whole agency made it clearer.
Harms noted she was on the Commission when that was agreed upon. However, Harms noted that
often once a decision is put into practice it is seen it may not be best and perhaps does need to be
revisited. Lehmann noted it is very challenging to categorize agencies that do several different things,
like HACAP and staff tried to categorize based on where the largest portion of funding was spent.
Eastham noted then if HCDC is to prioritize based on the application for the particular year than UAY
should be prioritized as high. Lehmann added that this year perhaps the Commission should dismiss the
Staff priorities assigned (since they were based on Agency and not program requests) and prioritize each
application based on funding request. The Commission agreed.
Lehmann stated they also sent Aid to Agency question requests and received responses from the
agencies and those were shared with the Commission.
Eastham noted he wished to discuss the Pathways and Elder Services responses. Both agencies say the
percentage of black and Hispanic people in the community who are served by their programs is not much
lower than percentage of black and Hispanic populations in the community when accounting for age.
Eastham noted it was not clear what that percentage was and how that percentage compares to the
demographic information. Eastham asked Lehmann to get census data to clarify as well as Latina data.
Vaughan had a couple other questions for Pathways. One is they list they have volunteers but do not list
if they have any in-kind support. Secondly she requests to know who does their home chore repair, is it
volunteers or a specific company. Finally on question 5, the collaboration with other agencies, they listed
places like Oaknoll and assisted living and group homes and she questions if that coincides with what
Pathways does (as it is adult daycare) and why people from assisted living facilities would be coming to
Pathways for services. Vaughan would like clarification on that relationship.
Vaughan noted that the Free Lunch Program didn’t complete their application, perhaps they filled in the
wrong column, but they didn’t have any data for 2019.
Vaughan state that Inside Out Reentry is a concern, they are losing their free-rent space so there is a
concern about the organization’s financial stability. McKinstry also mentioned concern regarding this,
stating the church where they are currently located will give Inside Out Reentry a large portion of the sale
of the building, however the building has not yet been sold. Vaughan requested to hear from the Agency
on their financial plan as they are requesting 21% of their budget from the City, which is substantial.
Lehmann suggested having someone from the Agency come to the next meeting to answer these
questions and discuss their plans for the future.
Fixmer-Oraiz noted she had a difficult time going through the project requests and finding the specific
percentages of AMI and perhaps that could be a follow up question to all applicants. Other
Commissioners agreed. Lehmann said the CDBG/HOME applications ask for that information but this
application did not. McKinstry said some agencies may not collect AMI information because they have an
open-door policy for all regardless of income. Fixmer-Oraiz acknowledged that could be indicated on the
Housing and Community Development Commission
November 15, 2018
Page 6 of 10
application, but for others it is necessary to have that information. McKinstry noted while it might be good
to have that information it should not be heavily weighted against those agencies that do not track that
information as the Commission does not want to inadvertently punish those people an agency serves
based on lack of collection data. Fixmer-Oraiz agreed and said every application needs to be reviewed
based on the need for the money and having the AMI data may not be pertinent to every application.
Vaughan noticed a large increase in expenses for the Crisis Center from FY18 to FY19 and would like
more information regarding that increase and if such increase are expected in the future. Additionally they
showed a large increase in in-kind support but about a 30% decrease in number of volunteers and
wonders if moving forward if that will be problematic.
Vaughan also said HACAP also showed a large reduction in volunteers (about 54%) so she wonders how
they will address that.
With the Housing Trust Fund Vaughan noticed they have a large amount of restricted funds and would
like more detail on those funds and what they can be used for.
Iowa Valley Habitat for Humanity had a large amount of other expenses Vaughan noted. She would like
more detail on what those expense entail.
Vaughan stated that on question #9 the Neighborhood Centers stated they had little income from fees,
however they listed $1.2 million in the line item that said fees and that does not seem like a small number.
She would also want to know what their fees are from.
Vaughan questioned the Rape Victim Advocacy Program answer to question #2, they state that most of
their funds are restricted for direct care but on the form they did not list anything in restricted funds.
Finally, on ARC, Vaughan said the application talks a lot about what clients need but not so much about
what ARC does for their clients or how they provide services for the needs. She requests clarification on
the services provided. Fixmer-Oraiz noted this application is asking for funds for childcare, which also
places the agency in a higher priority than originally categorized as well.
Eastham would like for HCDC to consider looking at a few different things when deciding on how to use
funds for the Emerging Aid to Agencies allocations this year, he was at a meeting recently in the South
District and one of the things that group discussed was youth activities that underrepresented groups of
youths in the community are greatly attracted to. Two organizations, Dream Center and G World, provide
those activities and have not received funds in the past from the City and Eastham would like the chance
to talk to the leaders of those organizations to see if funds from this source of the community would help
to improve and stabilize their programming. Eastham realizes the Aid to Agencies funding is application
driven but he feels it does not have to be that way and rather HCDC could go out to agencies in the
community they know are doing great things and effective work and provide assistance. McKinstry said
perhaps just ask those agencies to submit an application and help them fill it out. Kubly noted that Staff
does help agencies fill out applications if they have questions. Alter suggested perhaps putting on a
workshop for the agencies to help fill out applications. Lehmann said Staff has a workshop for the
CDBG/HOME application, it is not required but strongly encouraged. Brouse said the County has a grant
program for sustainability and requires all agencies that want to apply for funds to attend a workshop, so
it is something that can be required. Lehmann suggested they set us an “office hours” type of workshop
where if an agency is interested they could come to the office hours and work on their applications and
staff will be available to help answer questions, he is open to suggestions.
Harms wanted to discuss the financial resources portion of the application. Lehmann said that many of
the financial questions seem cut and dry but it is up to the discretion of HCDC, that HCDC could have a
consensus of how to score questions. Harms was concerned particularly about ranking a project’s ability
to leverage other resources and how each Commissioner is ranking that question. Brouse stated he felt if
an agency said they were leveraging other funds based on these grants that weighted more on his
rankings. McKinstry noted he was more impressed when an agency was able to use local government
funds to get matching funds from other sources. Alter feels the goal of these agencies is to help people
Housing and Community Development Commission
November 15, 2018
Page 7 of 10
and using their time to leverage funds may not be the best use of their time. Lehmann concluded
everyone is looking at leveraging differently, with most looking at organizations that leverage as a positive
thing but not as a requirement. Harms agreed that is a valid way to look at the question.
CONSIDER APPROVAL OF DRAFT FY20 AID TO AGENCY EMERGING APPLICATION FORMS:
Lehmann noted that he had an agency ask if they applied for Legacy Aid to Agencies funds, can they also
apply for emerging funds. His understanding of the intent of creating the emerging funding was for new
organizations, not new programs within existing organizations that received Aid to Agency funds but
wanted HCDC’s feedback on the topic. Vaughan noted that to be considered emerging the organization
had to be in existence two years or less or haven’t received Aid to Agency funds in the last five years.
Eastham added he felt the separation of legacy and emerging was based on agency not programs within
the agency.
Eastham asked if the application will ask for AMI information. Lehmann said it is part of the income
section on page 3. He said the application had information and project information sections and the
project information section is where it includes the budget information and impact to the community.
Eastham said it doesn’t ask for it specifically, there is an area for which they can explain. Lehmann said if
the organization is emerging they may not have clientele yet and have that type of financial information.
Brouse questioned if 250 characters was enough space for an agency to describe their functions.
Lehmann said that was unknown, he will see if anyone reaches out and states it is not enough space but
he will also increase it to more characters.
Fixmer-Oraiz said the front application page should include a note about a workshop or office hours for
application assistance.
Lehmann noted that when the application asks for the agency corporate status (nonprofit or for-profit) he
will add an option for “other” in case they are in the formation process and it is unknown.
Alter asked about the question asking how the application fits into one or two of the goals of the City
Steps, could there be a link there to direct them to the City Steps. Lehmann will make sure it links to the
City Steps Plan.
Lehmann noted the online application is accessible to all. Fixmer-Oraiz asked if a translation widget
could be added. Lehmann said it can be done in Chrome but unsure of all browsers, he will look into it.
Alter asked if under impact/benefit “all service projects are required to…” it is a yes or no answer, if they
choose no can there be a place for the applicant of explain why. Lehmann will add a box for explanation.
Fixmer-Oraiz moved to approve the draft FY20 Aid to Agency Emerging application forms, with
changes as discussed in the meeting. Brouse seconded. A vote was taken and the motion passed
7-0.
CONSIDER APPROVAL OF DRAFT FY20 CDBG/HOME APPLICATION FORMS:
Lehmann noted most of the application is similar to last year, changes include parts of the applicant guide
was reorganized and condensed. He noted the application timeline includes an applicant workshop on
January 3, 2019, with applications due on January 18, 2019, question and answer meeting in February
and recommendations in March. He noted they are very tentatively budgeting for $1.3 million which
would be roughly $612,000 available for the funding round. That will likely change as they get closer to
next spring and know better program income. HOME amount will be around $500,000, project facilities
projects of around $50,000 or more will get first consideration. On page 5 it discusses the evaluation
criteria, it currently states what was used last year so if the Commission wants changes this would be the
time to suggest so. He also added a section about the rental permit cap that affects some of the
neighborhoods downtown, and the affordable housing location model is updated in the packet as well.
Housing and Community Development Commission
November 15, 2018
Page 8 of 10
Vaughan noted where the application talks about CHDO, it needs to be spelled out. She also asked if it
was customary to only hold one workshop for applicants. Lehmann said in the past they have done two
on occasion. Vaughan thought it might be beneficial to have two options in case the one date doesn’t
work for an organization. Lehmann said he would create a second option.
Fixmer-Oraiz asked about the number of characters the applicant gets in each section to answer
questions. Lehmann said he set them to encourage concise answers but he is open to making the answer
boxes larger. Fixmer-Oraiz noted some in the past were very long and yet explicit so having a lot of
space was necessary for the applicant to explain their needs. To be able to evaluate these applications
the Commission will need as much detail as possible from the applicants. Lehmann noted there was one
answer he encourages they keep brief, the “provide a few lines describing the proposed project” because
it is intended to be just a few lines and in the past they have received book long answers.
Eastham questions where the applicant will include the initial rents per unit or the initial sale price for
units. Lehmann said that information is not in the pro forma, the pro forma is based off what was asked
for in the past but would add the question of initial rent or sales price in the application.
Fixmer-Oraiz moved to approve the draft FY20 CDBG/HOME application forms, with changes as
discussed in the meeting. Harms seconded. A vote was taken and the motion passed 7-0.
STAFF/COMMISSION COMMENT:
Lehmann made a general comment about the delivery of documents and information and noted it is often
easier to work online (depending on each person’s technological capabilities) but he can print off copies
for a commissioner if requested, please let him know.
Lehmann noted there is a new Aid to Agency audit policy that City Council approved, he distributed a
memo regarding that policy to each Commissioner.
Lehmann stated for the 2020 Census they are starting to get the Complete Count committee together,
and he distributed handouts on that for those interested in participating. The Complete Count Committee
would focus on outreach and attaining participation in the census.
Eastham asked when it will become clear if people are actually responding to the citizenship question, if
there is one. Lehmann said there is not a clear answer to that question at this time, right now there are
legal protections for the citizenship question but that can always change. It also noted it is being
challenged in court.
Eastham asked for an update on the low-income housing tax credit and a proposal for adding additional
funds to reduce rents for some number of units, if staff had that conversation yet or if the City Manager
stopped it. Kubly said in their memo to Council staff put HCDC’s approval of the regular $200,000 for the
LIHTC project and indicated HCDC had a consensus they would like Council to consider extra funds to
subsidize lower rents for this project. Council approved the main $200,000 and discussed the extra
funding but they did not approve any additional funding. Eastham did not believe Council was asked to
approve additional funding. Kubly said Council needs to give Staff direction on the availability of funding
for staff to proceed with discussions with the developer on those funds. Eastham was at the Council
meeting that night and interpreted the discussion as Council not being asked to direct the staff to do
anything. Kubly said staff relayed the request to provide additional funds, but Council needs to give staff
direction on the availability of funds. Eastham asked if staff talked with the developer. Kubly said staff
wouldn’t do that until there was direction that funding was available for that purpose. Eastham asked if the
Commission needed to get on board to go back to Council to ask for additional funding. Kubly said the
request was made to the Council. Eastham stated he was at the meeting and doesn’t believe Council
understood they had to direct staff that night to ask the developer how they would use additional funds.
Kubly stated it didn’t have had to happen that night, but at some point, Council would need to indicate
there was additional funding available for this purpose. Eastham asked if the City Manager is going to
Housing and Community Development Commission
November 15, 2018
Page 9 of 10
bring it back up to the Council. Kubly didn’t know, but will ask. Eastham stated he could talk to Council
members, that he doesn’t believe the City Manager’s memo to Council was worded fairly to what this
Commission asked to have happen, that he could sit down with the City Manager, that he wants staff to
sit down with the developer and come up with a proposal for some additional amount of funds to have
some additional lower rents in the project. Eastham stated the City Manager’s position is to not proceed
until Council tells him how much additional money he has for discussions with the developer, but that
Council does not understand that. Kubly will relay that message to the Department Director and City
Manager. Fixmer-Oraiz stated the recommendation seems to be stuck in a procedural loop. Eastham said
it could be called that or a considered decision on the part of the City Manager about how to present this
to Council. Fixmer-Oraiz asked if HCDC needs to request Council to consider directing staff to talk to the
developer. Vaughan noted the recommendation was made from HCDC to Council. Eastham thought the
recommendation was for staff and the developer to present a specific proposal for consideration by
Council. McKinstry understood the recommendation to include possibilities for different amounts of funds
and how they would affect rents, and noted this did not happen. Fixmer-Oraiz asked if staff needed
Council direction to research that. Kubly stated that without funding available or an indication by Council
they would support additional funding, staff did not believe there would be anything to offer the developer
at this time. Eastham stated there is plenty of funding available, that Council could find that money. Kubly
stated they could. Eastham added that the City Manager could recommend funding. Vaughan asked if a
Commissioner should go to a Council meeting to urge them to reconsider. Eastham said that or he could
talk with individual Council members. Lehmann stated Council also accepts correspondence. Fixmer-
Oraiz asked if that would come from Eastham or HCDC. Vaughan noted that they talked about it last time.
Harms added HCDC agrees about how to proceed. Vaughan affirmed but noted HCDC does not make
the decision. Brouse stated he was not at the meeting, but HCDC made the recommendation and Council
approved the initial funding. Eastham stated HCDC had two votes, one to recommend the initial funding,
and the second to ask Council for additional funds for this project to lower rents. Lehmann noted staff
asked Council for funds to lower rents but staff did not move forward discussions with the developer
because nothing was approved. Eastham said Council did not say yes or no to providing additional funds,
that Council didn’t make a decision about it. Vaughan suggested Eastham could ask Council. Eastham
asked if that would come from him or HCDC. Brouse stated they could vote again. Fixmer-Oraiz added it
should be an action from HCDC. Alter noted HCDC had a robust conversation and saw it as a two-parted
recommendation to Council. McKinstry added the developer was here and was willing to provide the
information, that most Commissioners thought what would be passed to Council was information from the
developer about what could happen with different amounts of additional funding, and it is up to Council to
decide, that he understands the frustration. Alter stated that Council did not understand they needed to
make a decision on the second part. Kubly noted there was a discussion at Council where the extra
$200,000 was raised and the developer said if they had extra funding they could submit their pro forma
but they need more information, that Council noted in the discussion that the Housing Trust Fund of
Johnson County was also providing funding for the project, a portion of which was funds that the City
provided so there was already a significant amount of City funds in the project, that it was her
understanding that Council was not going fund additional money to the project. Eastham said that
conversation was from one council member. Fixmer-Oraiz noted support for a formal letter from HCDC
urging Council to reconsider, so it’s not just staff or individuals, but something in writing that HCDC really
considered and still feels strongly about, that the developer is fine moving forward in terms of timeliness,
that the proforma is not time constrained. Eastham stated the developer has plenty of time to use
additional funding to reduce rents. Lehmann said he can add an item to next month’s agenda for HCDC
and draft a letter for HCDC review to reiterate their request to Council for additional funds for the project.
Eastham asked staff to pay attention to this part of the minutes for next meeting.
ADJOURNMENT:
Fixmer-Oraiz moved to adjourn. Brouse seconded. Passed 7-0
Housing and Community Development Commission
November 15, 2018
Page 10 of 10
Housing and Community
Development Commission
Attendance Record
• Resigned from Commission
Key:
X = Present
O = Absent
O/E = Absent/Excused
--- = Vacant
Name Terms Exp. 7/10 9/20 10/11 11/15
Alter, Megan 7/1/21 X X X X
Brouse, Mitch 7/1/21 X X X X
Eastham, Charlie 7/1/20 X X X X
Fixmer-Oraiz, Vanessa 7/1/20 X O/E X X
Harms, Christine 7/1/19 X X X X
Lamkins, Bob 7/1/19 O/E O/E X O/E
McKinstry, John 7/1/17 X X X X
Padron, Maria 7/1/20 X X O/E O/E
Vaughan, Paula 7/1/19 X X X X
Prepared by: Kirk Lehmann, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 319.356.5230
RESOLUTION NO. ______________
Resolution adopting Iowa City’s FY18 Annual Action Plan Amendment
#4, which is a sub-part of Iowa City’s 2016-2020 Consolidated Plan
(CITY STEPS)
Whereas, the U.S. Department of Housing and Urban Development requires the City of Iowa City,
Iowa, to prepare and submit an Annual Action Plan as part of the City’s Consolidated Plan (CITY
STEPS) to plan for the use of federal funds to assist lower income residents with housing, jobs
and services; and
Whereas, in the FY18 Annual Action Plan, the City allocated Little Creations Academy, Inc.
$73,000 in CDBG funds to rehabilitate their childcare facility to improve the provision of affordable
childcare services; and
Whereas, cost overruns have not allowed Little Creations Academy, Inc. to contract the full scope
of work in the agreement, which is expected to total $109,141; and
Whereas, Little Creations Academy, Inc. is requesting an additional $36,141 to complete the
project as stated in the agreement’s scope of work; and
Whereas, all active CDBG recipients were notified of the availability of funds per the City of Iowa
City’s Policy for Allocation of Uncommitted CDBG And HOME Funds; and
Whereas, proposed FY18 Annual Action Plan Amendment #4 is attached hereto as Exhibit A; and
Whereas, according to the City Council adopted Citizen Participation Plan the proposed
amendment is considered substantial and requires City Council approval; and
Whereas, the City has disseminated information soliciting public input at the January 8, 2019 City
Council meeting on the proposed Amendment #4; and
Whereas, the City Council finds that the public interest will be served by the adoption of the
Amendment #4 to the FY18 Annual Action Plan.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The City of Iowa City’s Amendment #4 to the FY18 Annual Action Plan, copies of which
are filed in the Neighborhood and Development Services Department, are hereby
approved and adopted.
2. The City Manager of Iowa City is hereby authorized and directed to submit the applicable
documentation for the City of Iowa City’s Amended FY18 Annual Action Plan to the U.S.
Department of Housing and Urban Development to provide all the necessary certifications
required by the U.S. Department of Housing and Urban Development in connection with
said Plan.
Passed and approved this _________ day of _____________________, 2019.
_____________________________________
MAYOR
Approved by
ATTEST:___________________________ ________________________
CITY CLERK City Attorney's Office
EXHIBIT A
FY18 Annual Action Plan
Substantial Amendment #4
January 8, 2019
The FY18 Annual Action Plan allocates $73,000 in CDBG funds to Little Creations Academy, Inc.
to rehabilitate their childcare facility as part of the “Low-Mod Clientele Public
Services/Facilities” project. The purpose is to improve the provision of affordable childcare
services for at least 15 children annually through June 30, 2024.
Cost overruns have not allowed Little Creations to contract the full scope of work in the
agreement, which per a contractor’s bid, would cost a total of $109,141 to complete. Little
Creations requests to increase CDBG funding by an additional $36,141 to complete the activity
as stated in the agreement’s scope of work. $50,735 has been spent to date. The proposed
amendment is detailed on the following page.
The City Council will consider this recommendation on January 8, 2019 following a 30-day
public comment period and an amendment will be submitted to the U.S. Department of
Housing and Urban Development (HUD) subject to City Council approval.
Jurisdiction: City of Iowa City, Iowa Contact Person
Jurisdiction Web Address:
http://www.icgov.org/actionplan
Erika Kubly
Neighborhood Services Coordinator
410 E. Washington Street
Iowa City, IA 52240
319.356.5121
Erika-Kubly@Iowa-City.org
Proposed Amendment
Project Name Low-Mod Clientele Public Services/Facilities
Target Area Citywide
Goals Supported Improve and maintain public facilities; Provide public services
Needs Addressed Public Facility Improvements; Public Services
Funding CDBG: $332,841 296,700
Description Funding for a variety of public service activities and public facility improvements serving low to moderate income clientele including:
advocacy, case management, referrals, service coordination, education, counseling, and legal assistance and funding for the staff to
implement these activities, as well as public facilities serving income eligible residents.
Target Date
Goal Outcome
Indicators
Location
Description
Citywide
Planned Activities Funding for a variety of public service activities serving low to moderate income clientele has been proposed for this year, including:
• Homeless and Transitional Housing: Provides shelter and transitional housing for homeless adults and families. Services also
include advocacy, case management, referrals, service coordination. Meal sites, and funding for the staff to implement these
activities.
• Domestic Violence Services: Advocacy shelter provides assistance and shelter to victims of domestic violence. Shelter staff
provides crisis line, advocacy, and assistance to victims in obtaining safe shelter, food, clothing, medical attention, and basic
needs. Program provides counseling, referrals, and legal assistance to victims of domestic violence. Provides community and
prevention education programs to individuals age 3 to 18.
• Neighborhood Services: Provides resources to low-income residents at neighborhood centers that include computer
access, daycare, hang-out, and English language classes.
See Exhibit A attached for planned activities and beneficiaries.
(Exhibit A mentioned under planned activities is included on the following page. Changes will be reflected throughout the document, including
beneficiary descriptions, etc.)
Project Planned activities CDBG Award HOME Award
Persons /
Households /
Facilities Assisted
Low-Mod Clientele Public
Services/Facilities
Aid to Agencies Shelter House $49,696 NA 650
Aid to Agencies NCJC $43,434 NA 120
Aid to Agencies DVIP $4,570 NA 300
MYEP Facility $31,000 NA 445
Little Creations Academy $109,141 73,000 NA 20 15
Crisis Center Remodel $95,000 NA 11,859
Neighborhood and Area
Benefits
Wetherby Park Improvements $75,000 NA 300
Homeowner Housing
Rehabilitation
Comprehensive rehabilitation $235,000 $90,000 22
Other Housing Activities
CHDO Operating NA $18,000 NA
The Housing Fellowship Rental Rehab $86,000 5
Successful Living SRO units $36,000 $51,000 4
Habitat for Humanity $35,000 1
MYEP Rental Acquisition $50,000 3
Successful Living Rental Rehab $50,000 5
Economic Development Economic Development Set-aside $50,000 NA 2
CDBG and HOME
Administration/Planning
CDBG Administration $126,049 NA NA
HOME Administration NA $46,635 NA
Total $854,890 818,749 $426,635 13,746 13,741
Public Comments Received with Staff Response
The 30-day public comment period for the FY18 Annual Action Plan Amendment #4 starts
December 7, 2018 and ends January 8, 2019. The City Council is holding a public meeting on
January 8, 2019.
Comments Received:
None to date
Staff Response:
N/A
Date: November 13, 2018
To: Housing and Community Development Commission
From: Kirk Lehmann, Community Development Planner
Re: FY18 Little Creations Academy Facility Rehab Amendment
Introduction:
In City Fiscal Year 2018 (FY18), the Housing and Community Development Commission (HCDC)
recommended, and Iowa City City Council approved, an award of $73,000 in Community
Development Block Grant (CDBG) funds to Little Creations Academy. The funds were to
rehabilitate their childcare facility to improve the provision of affordable childcare services for at
least 15 children annually through June 30, 2024. Cost overruns have not allowed Little Creations
to contract the full scope of work in the agreement and is requesting an additional $36,141 to
complete the project as stated in the agreement’s scope of work.
History/Background:
Little Creations Academy created a scope of work and budget for their project, as agreed upon in
the “Agreement Between the City of Iowa City, Iowa and Little Creations Academy, Inc. for Fiscal
Year 2015 Community Development Block Grant Funds”, signed March 13, 2018. Of the $73,000
awarded, $50,735 has been spent to date. Another $23,479 is under contract, of which CDBG
will cover $22,265. The remaining scope of work, per a contractor’s bid, would cost an additional
$34,927 to complete. Overall, bids have come back 43 percent higher than budgeted, while
change orders to complete phases of the project have increased costs by an additional 6 percent.
The budget in the agreement and status of each work item is as follows:
Childcare Center Renovation Budgeted Bid Change
Orders
Contracted
/ Expended
Complete
Total Cost $73,000 $104,568 $4,573 $73,000
Remove asbestos $7,900 $8,800 $500 $9,300 X
Install floors $6,600 $8,412 $956 $9,368 X
Replace HVAC $20,000 $28,950 $3,117 $32,067 X
Replace doors / install access control $14,900
$23,479 $0 $22,265
In
Progress Install permanent cubbies $3,000
Replace kitchen window(s) $5,100 $5,777
Replace outdoor storage shed $3,500 $4,770
Install room dividers $12,000 $24,380
Agencies are expected to provide complete and realistic budgets with their applications. Staff can
administratively approve up to 25 percent of the project budget per the Citizen Participation Plan.
Staff makes this determination based on what is feasible and reasonable. Most projects do not
request budget amendments over that threshold. When administrative amendment requests are
not approved, agencies typically determine the importance of each item and complete what they
can with the funds allocated. Little Creations’ current project will complete the highest identified
priority items per prior budget discussions.
November 13, 2018
Page 2
Typically for budget amendment requests of more than 25 percent, staff recommends they apply
at next funding round to be fair to all applicants and organizations. However, HCDC and Council
can substantially amend the agreement, which requires a mandatory 30-day comment period.
Currently, Little Creations is requesting a budget amendment of 43 percent of the initial allocation.
Discussion of Solutions:
HCDC can recommend staff to proceed with a substantial amendment to the Annual Action Plan
for the full requested amount. This amendment would be formally considered by HCDC following
a 30-day public comment period. Upon recommendation, City Council would consider approval
of the amendment.
If HCDC recommend that staff does not proceed with a substantial amendment for the full funding
request, HCDC could recommend that staff proceed with an administrative amendment to the
agreement of up to $18,250 ($73,000 *.25). This could be used to complete some but not all items
requested.
Another option is for HCDC to request that Little Creations complete the current project as
contracted and apply to the upcoming CDBG funding round which will open in December. Funding
amounts have not yet been determined and application materials are not yet approved, but public
facility projects of more than $50,000 typically get first consideration. No more than two public
facility projects are awarded per year. Funds would become available on July 1, 2019.
Financial Impact:
The City currently has approximately $46,000 in uncommitted CDBG funds. Uncommitted funds
are in the City’s CDBG line of credit but have not been allocated to a specific project. This happens
when a project is unable to spend their full allocation or when program income exceeds the
amount originally budgeted. Staff can administratively use these funds for cost overruns if the
request is under 25 percent of the original award and the applicant can demonstrate the need.
Whatever balance remains is available in the next funding cycle. The $46,000 would be added to
the City’s annual CDBG entitlement and would be available for the FY20 funding round opening
in December.
Recommendation:
Staff recommends to administratively award Little Creations $18,250 to be applied for the room
dividers. They would need to match this with $6,130 of their own funds. If this is not feasible to
the organization, staff recommends they apply for the FY20 funding cycle due in January to
complete all necessary improvements. Historically, the City has encouraged organizations to
apply at subsequent funding rounds when requests exceed 25 percent of their original awards. If
requests are substantial, staff prefers that all organizations are allowed the same opportunity to
apply for those funds. It also encourages applicants to obtain accurate estimates so that HCDC
can review what can best be accomplished with the funds available.
1
Kirk Lehmann
From:Chelsey Holmes <chelseyholmes@arcsei.org>
Sent:Wednesday, November 21, 2018 11:37 AM
To:Kirk Lehmann
Subject:RE: Legacy Aid to Agency Priority Categories
Hello Kirk,
I hope this email reaches you as it seems that my previous message did not. Admittedly we were experiencing some
internet/email issues at that time, which have hopefully been resolved.
It was informative to listen in on the conversation of the Commission about the topic of priority listings as well as other
discussion and questions. I recall that a question was raised about The Arc’s application looking for some additional
information. How can I go about providing the information requested and making sure it gets to the right person(s)?
Thank you,
Chelsey Markle
Executive Director
The Arc of Southeast Iowa
2620 Muscatine Ave
Iowa City, IA 52240
chelseyholmes@arcsei.org
Phone: 319‐351‐5017 ext. 103
Website: www.arcsei.org
NOTICE: This electronic mail message and any attached files are confidential. The information is exclusively for the use of the
individual or entity intended as the recipient. If you are not the intended recipient, any use, copying, printing, reviewing, retention,
disclosure, distribution or forwarding of the message or any attached file is not authorized and is strictly prohibited. If you have
received this electronic mail message in error, please advise the sender by reply electronic mail immediately and permanently delete
the original transmission, any attachments and any copies of this message from your computer system. Thank you.
From: Chelsey Holmes
Sent: Monday, October 29, 2018 1:48 PM
To: Kirk Lehmann <Kirk‐Lehmann@iowa‐city.org>
Subject: RE: Legacy Aid to Agency Priority Categories
Good afternoon,
I am writing to request that The Arc of Southeast Iowa’s priority category be changed to Child Care Services. The
rationale for this request is that our application for funding is specifically to aid our inclusive daycare program. All
funding, if granted, would be utilized for this program in order to serve more families. Please let me know if you have
any questions. Thank you for considering this request.
Regards,
Chelsey Markle
Interim Executive Director
The Arc of Southeast Iowa
2620 Muscatine Ave
Iowa City, IA 52240
chelseyholmes@arcsei.org
Phone: 319‐351‐5017 ext. 103
2
Website: www.arcsei.org
NOTICE: This electronic mail message and any attached files are confidential. The information is exclusively for the use of the
individual or entity intended as the recipient. If you are not the intended recipient, any use, copying, printing, reviewing, retention,
disclosure, distribution or forwarding of the message or any attached file is not authorized and is strictly prohibited. If you have
received this electronic mail message in error, please advise the sender by reply electronic mail immediately and permanently delete
the original transmission, any attachments and any copies of this message from your computer system. Thank you.
From: Kirk Lehmann [mailto:Kirk‐Lehmann@iowa‐city.org]
Sent: Friday, October 12, 2018 3:54 PM
To: susan@iowa4cs.com; Chelsey Holmes <chelseyholmes@arcsei.org>; daletac@iastate.edu;
becci.reedus@jccrisiscenter.org; Kristie@dvipiowa.org; rschwartz@elderservicesinc.org; icfreelunch@gmail.com;
jdrapeaux@hacap.org; emccabe@htfjc.org; insideoutreentry@gmail.com; bvinograde@freemedicalclinic.org;
heath@iowavalleyhabitat.org; brian‐loring@ncjc.org; lmitchell@abbehealth.org; rberg@preludeiowa.org; adam‐
robinson@uiowa.edu; crissy@shelterhouseiowa.org; mail@table2table.org;
Genevieve.Anglin@unitedactionforyouth.org
Cc: Erika Kubly <Erika‐Kubly@iowa‐city.org>; Marcia Bollinger <Marcia‐Bollinger@iowa‐city.org>
Subject: Legacy Aid to Agency Priority Categories
Hello,
The Housing and Community Development Commission (HCDC) will discuss FY20‐FY21 Legacy Aid to Agency applications
at their meeting at 6:30 pm on Thursday, November 15, in Room 202 of the Senior Center (28 S. Linn Street, Iowa City).
You may use the Washington Street entrance or the 2nd floor skywalk via Tower Place parking garage.
This meeting is not a public hearing, but you are welcome to listen to the discussion. Commissioners will discuss their
individual rankings for applications, formally assign priority categories to applicants, and determine what additional
information is needed. Final funding decisions will not be made until January. HCDC will not accept materials from
applicants unless the Chair specifically requests information at the meeting.
Preliminary priority categories for agencies are attached. If you would like to request a change of priority category,
please send an email by November 8 that explains your proposed priority category and the rationale as to why it better
fits your agency. Keep in mind that HCDC is targeting 70% of funds to high priorities, 25% to medium priorities, and 5%
to low priorities.
If you have any questions, feel free to contact me at 319‐356‐5247.
Regards,
Disclaimer
The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and
others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or
taking action in relation of the contents of this information is strictly prohibited and may be unlawful.
Spam
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
Kirk Lehmann
From:Barbara Vinograde <bvinograde@freemedicalclinic.org>
Sent:Friday, November 16, 2018 10:54 AM
To:Kirk Lehmann
Subject:Hello from the Free Clinic!
Dear Kirk,
Thank you again for taking the time to talk with me this morning.
As I mentioned, I very much appreciate that members of the HCDC are examining the process used to make Aid to
Agency funding recommendations to the City Council. I also appreciate the time it takes for HCDC members to read
through all the applications, and the challenges in making decisions that impact the delivery of services for many
important agencies in our community.
In the years I have prepared the Free Clinic’s application, I have requested funding consideration from the United Way,
Johnson County, the City of Iowa City and the City of Coralville. For the application’s question, “provide a description of
services that will be provided with funding requested”, I have always specified the funding will be used for “operational
support”, and have then listed specific services Clinic patients receive. As I answer this question for each funder, it has
involved some cutting and pasting, with some additional information for the specific funder. For example, for Aid to
Agency funding, I include the number of patients receiving clinic services who fall into categories identified as Aid to
Agency funding priorities.
If members of the HCDC would prefer more specific information on how the Clinic would utilize the funding, I could
certainly do that. For example, I could specify that the funding requested will be used to purchase commonly prescribed
medications for our on‐site dispensary and give specific information about dispensary usage.
If you think it is appropriate, please share my comments with members of the HCDC. I welcome feedback and again,
appreciate your time and consideration.
Sincerely,
Barbara Vinograde
Executive Director
Iowa City Free Medical and Dental Clinic
319‐337‐9727
www.freemedicalclinic.org
Total ≥60 years Total ≥60 years Total ≥60 years
Total population 3,106,589 684,843 142,006 20,677 72,385 9,497
White 90.9%97.1%83.3%95.7%78.8%93.7%
Black or African American 3.3%1.2%6.1%1.4%7.1%2.1%
American Indian and Alaska Native 0.3%0.2%0.1%0.0%0.2%0.0%
Asian 2.1%0.8%6.2%2.4%8.2%3.1%
Native Hawaiian and Other Pacific Islander 0.1%0.0%0.1%0.0%0.2%0.0%
Some other race 1.3%0.3%2.1%0.1%3.0%0.1%
Two or more races 2.0%0.4%2.1%0.4%2.6%0.9%
Hispanic or Latino origin (of any race)5.6%1.3%5.3%1.3%5.9%2.3%
White alone, not Hispanic or Latino 87.0%96.1%80.3%94.3%75.9%91.5%
Iowa Johnson County Iowa City
POPULATION 60 YEARS AND OVER IN THE UNITED STATES
2012-2016 American Community Survey 5-Year Estimates
Census Table S0102
1
4Cs
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:28 AM
To:'susan@iowa4cs.com'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Susan (4Cs),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from 4Cs to inform their next meeting.
Please address the questions below in an email by December 13, or, if you would prefer to describe it in person, be
prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
_X___ Specific program for which funds are requested: Home Ties Child Care Center
2.What are the estimated incomes of clients by income group
Income Group Number of Households
Assisted
Percent Assisted
0 - 30% of Median Income 41 77%
31 - 50% of Median Income 6 12%
51 - 80% of Median Income 3 5.5%
Over 80% of Median Income 3 5.5%
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
Last fiscal year we served 66 children at Home Ties Emergency Child Care Center from 54
families. The above income assessment is based on 53 families that were served as we received
minimal documentation on one crisis child care case.
•Income levels are based on the Child & Adult Care Food Programs applications.
•Children in foster care are considered to be one child in one home with no income.
Last year we cared for six foster care children. Two groups of siblings were separated
and placed in four foster care homes, and were therefore considered to be 4 independent
families. The additional two foster siblings were placed in one foster home, so we
counted them as one family.
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the linked income
categories (note that groups are based on percentages of median income and household size). If you do not
collect income data, please estimate the income ranges of your clients served and indicate the basis for your
estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
__X__ Specific program for which funds are requested 4Cs Provider Services / Food Program
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 30 41%
31 - 50% of Median Income 26 35%
51 - 80% of Median Income 11 15%
Over 80% of Median Income 7 9%
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
A. Our data is based on the home-based Child & Adult Care Food (CACFP) Program.
In FY 18 we served 74 registered home-based programs. In July 2018 there was a total of 82 registered
home-based programs in Johnson County.
The CACFP program assesses homes at a Tier 1, Tier 2 and Mixed level 1 & 2 (Participating families are
individually assessed.)
B. Tier 1: 50 home-based child care programs – 68%
Tier 2: 15 home-based child care programs – 20%
Mixed Rates: 9 home-based child care programs - 12%
1275 children are served in the program. 886 of these children are in the Tier 1 level (69%).
Tier 1 is based on the National School Lunch Program and reduced fees are for child care providers qualifying
between 130-185% levels of poverty.
Tier 2 reimbursement rate if child care provider qualifies above the 185% level of poverty.
Mixed rate is assessed by the number of individual families in the program that qualify for the lower
reimbursement level. This serves the need to support socio-economically diverse programs.
NOTE: A provider may be assessed as a Tier 1 program based on providing a program in a low-income area –
designated either by school district or by census area.
C. Education and Training: We do not collect financial information for providers attending classes. We
would estimate 80% of participants are low income, as child care salaries are one of the lowest in the
county.
Participation in our center consultation program is based on centers being willing to accept children
receiving child care assistance.
Over 90% of our home-based consultation/ coaching programs participate in the CACFP program, so
the above Food Program data applies to those programs too – approximately 50 home-based programs.
SUPPLEMENTAL CLARIFICATION (from email correspondence)
The numbers in the table are based on the child care providers' income information, not the children
served. The CACFP for home programs does not distinguish between Free and Reduced Meals – they
are all reimbursed at the same level.
1
Arc
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:22 AM
To:'Chelsey Holmes'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Chelsey (Arc),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Arc of Southeast Iowa to inform
their next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe
it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the
Senior Center.
HCDC’s questions were as follows:
1)HCDC felt that the application talked a lot about what clients need, but not about how the Arc provided those
services. Could you please explain?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
From:Chelsey Holmes <chelseyholmes@arcsei.org>
Sent:Wednesday, December 12, 2018 4:07 PM
To:Kirk Lehmann
Cc:Erika Kubly
Subject:RE: HCDC Additional Aid to Agencies Questions
Attachments:Arc service program info.docx; Legacy Aid to Agencies Supplemental.docx
Good afternoon,
In response to questions from the commission and the request for some additional information, please see the included
attachments. I hope that the service and program information helps provide a better understanding for how The Arc of
Southeast Iowa serves our clientele and community. As for the income survey, I would like to further explain that some
of our clients are children who qualify for Medicaid through the state’s Waiver programs, and their parents’ income is
not a factor in their ability to receive these specific Medicaid services. Therefore, we serve a fairly wide range of incomes
by working with children with waiver programs. Also, all persons who decline to respond to the survey are included at
over 80% AMI.
I plan to attend the meeting on December 20th, but please don’t hesitate to let me know if there are any follow up
questions.
Thank you,
Chelsey Markle
Executive Director
The Arc of Southeast Iowa
2620 Muscatine Ave
Iowa City, IA 52240
chelseyholmes@arcsei.org
Phone: 319‐351‐5017 ext. 103
Website: www.arcsei.org
NOTICE: This electronic mail message and any attached files are confidential. The information is exclusively for the use of the
individual or entity intended as the recipient. If you are not the intended recipient, any use, copying, printing, reviewing, retention,
disclosure, distribution or forwarding of the message or any attached file is not authorized and is strictly prohibited. If you have
received this electronic mail message in error, please advise the sender by reply electronic mail immediately and permanently delete
the original transmission, any attachments and any copies of this message from your computer system. Thank you.
We were asked to provide a better description for how we serve our clients, so the following is a listing
of the types of services and supports that The Arc of Southeast Iowa offers as well as a brief description
of that service or program.
ADVOCACY: The Arc of Southeast Iowa acts in an advocacy role to ensure that the rights of citizens with
disabilities are secured and safeguarded. The Arc is active in governmental affairs and forums,
community events and public services. Families are kept informed of legislation pertaining to disability
issues. Individuals or families may also seek assistance from The Arc to meet personal advocacy needs.
The Arc of Southeast Iowa also offers opportunities for Parent Education, Support, and Family
Fellowship through various events, seminars, and other opportunities throughout the year.
INFORMATION AND REFERRAL: The Arc provides assistance in navigating Medicaid Waiver and social
services systems to help our clients and members of the community identify and link up with resources.
RESPITE CARE: Respite provides caregivers with needed breaks while ensuring that the individual with a
disability receives supports and supervision. Caregivers are able to complete normal functions of
everyday life, and numerous studies have shown that respite services improve the quality of life and
relationships of families. Respite helps to prevent institutionalization making it possible for families to
remain intact.
GROUP RESPITE: The Arc offers opportunities for children and teens with disabilities to interact with
peers through structured play, recreation and therapeutic activities while caregivers also receive a break
from their care and supervision.
SUPPORTED COMMUNITY LIVING: The Arc's Supported Community Living Program allows people with
disabilities to work toward specific goals to increase independent living skills and community
involvement. Services are provided to both adults and children.
SUPPORTED EMPLOYMENT PROGRAM: The Arc's supported employment program assists adults with
disabilities to find and maintain competitive jobs in the community through training, assessment, job
development, employer recruitment and job coaching.
CONSUMER DIRECTED ATTENDANT CARE: This service allows individuals, typically adults living on their
own, to receive personal care assistance with tasks essential to their health and well-being, such as
bathing, cooking, or cleaning, in order to remain living in their homes.
SIBSHIP PROGRAM: Arc’s Sibship Program is a support group for children who have brothers and sisters
with disabilities. Sibship provides a supportive, safe, fun environment for children to talk about their
experiences, helping decrease their sense of isolation. A wide variety of games, activities, food and fun
are employed throughout the meetings.
SUMMER DAY CAMPS: The Arc of Southeast Iowa offers three summer day camp programs for children
and teens with disabilities. The Arc offers very high staff to camper ratios (1:3, 1:2, or 1:1) in order to
support the unique needs of each of our campers. The children and teens served receive a traditional
day camp experience complete with arts and crafts, music therapy, swimming, games, and field trips
adapted to their special needs. Camps are offered Monday-Friday for 8 weeks during the summer.
AFTERSCHOOL PROGRAM: School aged children and teens are provided with needed supervision and
activity engagement during afterschool hours Monday-Friday.
SCHOOL BREAK DAY CAMPS: The Arc offers day camp programming during planned non-school days on
the Iowa City School District calendar including in-service dates as well as Winter and Spring Breaks.
INCLUSIVE DAYCARE: The newest Arc program is an inclusive daycare. Following the development and
increased popularity of our afterschool and camp programming, we recognized the need that families
have for childcare in our community. However, when receiving inquiries about programming for children
not yet school-aged, we’ve had very limited options for referral. Our inclusive daycare has become our
newest project to address a need within our community and to create a greater continuum of care for
our clients and families.
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
__X__ Entire Agency
-OR-
____ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 168 53%
31 - 50% of Median Income 38 12%
51 - 80% of Median Income 29 9%
Over 80% of Median Income 82 26%
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
The Arc of Southeast Iowa utilizes Iowa City’s CDBG Income Survey to collect data during the
client intake process or during the client’s annual review of services. The “number of persons
assisted” represents persons identified on our client roster during FY18 who received direct
support services through Arc’s in-home and community based services programs. Other family
members impacted (e.g. parents or caregivers, sibling support group, etc.) are not included in our
client roster and are therefore not included in the number of persons assisted.
1
Big Brothers, Big Sisters
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:28 AM
To:'Thurness, Daleta K [CO PD]'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Daleta (BBBS),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Big Brothers Big Sisters to inform their
next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
From:Thurness, Daleta K [CO PD] <daletac@iastate.edu>
Sent:Wednesday, November 28, 2018 3:04 PM
To:Kirk Lehmann
Cc:Erika Kubly
Subject:RE: HCDC Additional Aid to Agencies Question
Attachments:CFJC-GrantReportForm-2015-1-1.docx; Income.pdf
Hi Kirk,
Thanks for contacting us to provide additional information. I have completed the form (see attached). I have also
attached the form we give families to complete as an optional piece of our enrollment process. We do find a significant
percentage of folks choose not to complete or don’t necessarily indicate income.
This was a good reminder as we look at the forms we need to update the income levels as we were using 2012 #’s, so we
are doing that going forward.
In March our national program is moving us to a new information management system, and we are not sure but perhaps
this will allow us to better track this particular information and may better equip us to compile and report.
Thanks again, and let us know if there are further questions the committee has.
Regards,
Daleta Thurness
Executive Director
Office: 319-337-2145
Email: daleta@bbbsjc.org
3109 Old Hwy 218 S., Iowa City, Iowa 52246
www.bbbsjc.org
A program of Iowa State University Extension and Outreach
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
X Entire Agency
-OR-
____ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income
31 - 50% of Median Income
51 - 80% of Median Income
Over 80% of Median Income
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
We do collect this information, however we don’t have it compiled anywhere to configure the
data requested. It resides in hard copy files. Our best estimate in looking at random files is the
majority of our families indicate on the lower end.
We do collect information regarding Free and Reduced Lunch Eligibility and upload the data
into our Agency Information System. Out of the 413 youth served in 2017 76% were Free and
Reduced Lunch Eligible or 314 youth.
1
Crisis Center
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:25 AM
To:'Becci Reedus'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Becci (Crisis Center),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Crisis Center of Johnson County to
inform their next meeting. Please address the questions below in an email by December 13, or, if you would prefer to
describe it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of
the Senior Center.
HCDC’s questions were as follows:
1)On Form C: Agency Budget, is the large increase in expenses a permanent increase, or is it expected to stabilize
or go down in the future?
2)Why was the decrease in volunteers so large from last year to this year? Is it expected to pose a problem?
3)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
The Crisis Center of Johnson County 24 Hour Crisis Line (319) 351-0140
1121 Gilbert Ct Food Bank (319) 351-0128
Iowa City IA 52240-4528 Business Line (319) 351-2726
www.jccrisiscenter.org Fax (319) 351-4671
November 26, 2018
Kirk Lehmann
Community Development Planner
Iowa City, Iowa
Kirk,
I am responding to your request to the following information:
1. On Form C: Agency Budget, is the large increase in expenses a permanent increase, or is it expected to
stabilize or go down in the future?
Two years ago, our board of directors decided to include the value of food donations both as revenue and
expense in our budget. In doing so not only do we see a more accurate representation of the size of our
organization, we are able to communicate our needs to the community better. Our communications and
development department is responsible for both monetary donations and non-monetary which are usually in
the form of food donations.
In FY 19 we moved from cash basis accounting to accrual accounting. Under accrual accounting we are able to
record in-kind volunteer hours when the volunteer position requires extensive training and supervision.
Therefore we added the value of our crisis intervention volunteer hours as revenue and expenses. We do not
have the volunteer contribution of the food bank volunteers as it does not fit the criteria, however the value of
the hours donated are significant, because of which we have the ability to offer food bank and emergency
assistance hours to the community. We do not expect this budgetary item to change significantly in the future.
2. Why was the decrease in volunteers so large from last year to this year? Is it expected to pose a
problem?
In the past few years the Crisis Intervention program has received three program accreditations, important to
our ability to provide services to our local community and also as a network of crisis intervention centers
throughout the county. Accreditation was crucial to our survival and the ability for us to capture contracts for
service. In moving through the process of accreditation we revised procedures for trained volunteers,
specifically tenure on inactive status. When revising standards, we did lose volunteers. Technology in providing
crisis services and training standards has changed to meet increasing needs. We are in year two of an expansion
of Crisis Chat and Text services and developing an online training course which we expect, once fully
operational, will yield new remote volunteers in greater numbers. We do not see this change in numbers as a
problem, more as the evolution of our services.
Please let me know if this answers your questions or if you need additional information.
Becci Reedus
Executive Director
The Crisis Center of Johnson County
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
___x_ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 4059 90.64
31 - 50% of Median Income 367 8.20
51 - 80% of Median Income 48 1.07
Over 80% of Median Income 4 .09
TOTAL 4478 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
We use past trends and estimation for numbers served. If there are economic events or other such
impactful events on the near future horizon, we can use those estimates also.
1
Domestic Violence Intervention Program
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:29 AM
To:'Kristie Doser'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Kristie (DVIP),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from DVIP to inform their next meeting.
Please address the questions below in an email by December 13, or, if you would prefer to describe it in person, be
prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
__X__ Specific program for which funds are requested: for shelter and outreach services
in Iowa City/Johnson County
2. What are the estimated incomes of clients by income group: FY18 data
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 825 78%
31 - 50% of Median Income 153 14%
51 - 80% of Median Income 72 7%
Over 80% of Median Income 11 1%
TOTAL 1061 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
Each of our clients completes an initial intake. During that intake, they self-report the number of
individuals in their household and their income. This information is then correlated with the
income/household guidelines provided by the City of Iowa City to determine % of median
income. This is the basis for the data. We further verify income during the course of case
management when working with individuals and families to achieve housing.
1
Elder Services
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:30 AM
To:'rschwartz@elderservicesinc.org'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Rosemary (Elder Services),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Elder Services to inform their next
meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
__x__ Specific program for which funds are requested
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 337 79%
31 - 50% of Median Income 60 14%
51 - 80% of Median Income 30 7%
Over 80% of Median Income 0%
TOTAL 427 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
This estimate is based on data from a demographics report pulled from our client database,
ServTracker. These numbers reflect clients served through the Meals on Wheels program only,
and are not reflective of the agency as a whole.
______________________________________________________________________________
______________________________________________________________________________
1
Free Lunch Program
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:26 AM
To:'icfreelunch@gmail.com'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Ronda (Free Lunch Program),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Free Lunch Program to inform their
next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s questions were as follows:
1)Why wasn’t the full application completed? Specifically, HCDC mentioned the lack of an estimated FY19 budget
on Form C: Agency Budget.
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
From:Ronda Lipsius <Ronda@newman-ic.org>
Sent:Friday, November 30, 2018 10:33 AM
To:Ronda Lipsius; Kirk Lehmann; Erika Kubly
Subject:Re: HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Hi Kirk,
1.I am not sure why I didn’t fill in all the 2019 budget amounts on form C at the time I submitted the application. Free
Lunch Program is a calendar year fiscal year and we will not have an approved budget this year until January 15, 2019.
It’s frustrating every time I fill out these forms and have to provide guesstimates. Patti opened up the Form C last night
on the joint application and I just filled it out and submitted it. I basically submitted the same numbers as 2018 to you
my board for creating a new budget. I tweaked the payroll amounts to reflect a 2% cost of living increase as well as a
couple of revenues I knew the amounts for already. Please refer to Form C on the joint application for the figures you
need. Thank you.
2.I competed the form you sent me with information about incomes of our guests. I explained on the form that we don
not document, survey or question our guests to come and eat a free meal‐ this is our mission. I entered the total number
of meals we served in funding year 2018. This is the best I can do.Thank you.
Thanks,
Ronda
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
__x__ Entire Agency
-OR-
____ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 41,264 100
31 - 50% of Median Income
51 - 80% of Median Income
Over 80% of Median Income
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
__We do not collect income information or do surveys of the people who come to Free Lunch
for a free meal. We served 41,264 meals during Fy18. The people who come to us for a free meal
are not clients but rather our guests.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________________________
1
Free Medical/Dental Clinic
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:31 AM
To:'bvinograde@freemedicalclinic.org'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Barbara (Free Clinic),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Free Medical/Dental Clinic to
inform their next meeting. Please address the questions below in an email by December 13, or, if you would prefer to
describe it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of
the Senior Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
___X_ Entire Agency
-OR-
____ Specific program for which funds are requested
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 1,183 69%
31 - 50% of Median Income 532 31%
51 - 80% of Median Income
Over 80% of Median Income
TOTAL 1,715 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
All patients at the Free Clinic are asked to complete a demographic intake card; information
requested includes number of people in household and household annual income. This
information is entered into a database, which generates informational patient reports (monthly,
quarterly, annually, etc.) documenting total clients, visits, gender, age, ethnicity, race, place of
residence, and the percentage of patients with incomes below the Federal Poverty Level, between
100 and 200% of the Federal Poverty Level, and greater than 200% of the Federal Poverty Level.
In Fiscal Year 2018, 69% of patients reported household incomes below the Federal Poverty
Level and 28% reported incomes between 100 and 200% of the Federal Poverty Level.
The estimates in the above chart are based on the below table, comparing the Federal Poverty
Level numbers (which are used in the Clinic’s database) and the CDBG “Extremely Low-Income
Limits” and “Very Low Income Limits”.
2018 Federal Poverty Level versus CDBG Income Limits (as of 6/1/18)
Number Federal Poverty Level CDBG 30% Median Income CDBG 50% Median Income
In Household (“extremely low income) (“very low income)
1 $12,140 $18,300 $30,450
2 $16,460 $20,900 $34,800
3 $20,780 $23,500 $39,150
4 $25,100 $26,100 $43,500
5 $29,420 $28,200 $47,000
6 $33,740 $30,300 $50,500
7 $38,060 $32,400 $53,950
8 $42,380 $34,500 $57,450
November 29, 2018
To: Members of the HCDC
From: Barbara Vinograde
Re: Clarification of the Iowa City Free Clinic’s Legacy Aid to Agency Funding Request
The Free Clinic offers a comprehensive range of out-patient medical and dental services for the uninsured in
our community. Of the 1,715 patients served in FY18, 970 (57%) were Iowa City residents.
During 6 weekly medical clinics, patients receive treatment for acute and chronic health conditions. On-
site services include a medication dispensary, laboratory, and specialty clinics including gynecology,
ophthalmology, dermatology and physical therapy. Radiology procedures, including mammography,
ultrasounds and orthopedic x-rays, are available off-site through partnerships with Mercy Hospital and
Steindler Clinic.
Aid to Agency grant funding will be used to provide Clinic patients with prescribed medications. Funds
will provide the means to 1) purchase commonly prescribed medications, at cost, for the on-site
dispensary, 2) fund the Medication Voucher Program, through which patients receive vouchers to use at
local pharmacies to purchase medications not available at the Clinic, and 3) provide salary support for
the Clinic’s part-time Pharmacy Assistant.
The on-site dispensary is stocked through several sources. In addition to purchasing commonly
prescribed medications at cost, such as antibiotics, anti-hypertensives, dermatological agents and
analgesics, patients also receive medications through the Clinic’s Medication Assistance Program.
Through this program, after receiving needed forms and income documentation, pharmaceutical
companies mail up to 3 months of a patient’s medication to the Clinic, which is then dispensed. Lastly,
the dispensary is stocked through the Iowa Drug Donation Repository Program, which provides limited
medications to vulnerable populations in Iowa. The Clinic’s part-time Pharmacy Assistance coordinates
both the Medication Assistance Program and the Iowa Drug Donation Program.
In Fiscal Year 2018, volunteer pharmacists and technicians filled 2,589 patient prescriptions through the
dispensary. The Clinic also provided 65 patients with vouchers to assist with the cost of medications not
available on-site; patients may receive one voucher per year, for up to $50.
In Fiscal Year 2018, medication costs totaled $11,040; medication vouchers totaled $3,250, and the
Pharmacy Assistant’s annual salary was $8,791, for a total of $23,261. Aid to Agency funding will
contribute to these costs and to the medication needs of hundreds of patients in the coming year.
1
Iowa Valley Habitat for Humanity
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:24 AM
To:Heath Brewer
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Heath (Habitat),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Habitat for Humanity to inform their
next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s questions were as follows:
1)On Form C: Budget, what does the large amount of funds shown in “other expenses” entail?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
From:Heath Brewer <heath@iowavalleyhabitat.org>
Sent:Wednesday, November 28, 2018 10:49 AM
To:Kirk Lehmann
Subject:Re: HCDC Additional Aid to Agencies Questions
Attachments:image004.png
Kirk,
I attached the form you requested.
As for the "other expenses" line in Form C, this number represents cash flow expenses for Programming and Financing
mechanisms for the organization. We have roughly $1 million in new home construction and helping hands program
costs as well as a large chunk of cash paid out to repay any financing used to develop projects. Also, the line includes any
long term note payments paid by the affiliate for low interest loans to develop past projects.
Again, we used cash accounting figures to come up with the numbers for the last three years. We are also using short
term financing to aid project costs since the implementation of the third party lending partnership started a little over a
year ago.
Thanks,
‐‐
Heath Brewer
Executive Director
Iowa Valley Habitat for Humanity
2401 Scott Blvd. SE
Iowa City, IA 52240
Direct: (319) 519‐6122 Office: (319) 337‐8949 ReStore: (319) 338‐5687
www.iowavalleyhabitat.org
IMPORTANT: This message, including any attachments, is intended only for the use of the
individual or entity to which it is addressed, and may contain information that
is privileged, confidential, and exempt from disclosure under applicable law.
If you are not the intended recipient, or the employee or agent
responsible for delivering the message to the intended recipient, you are hereby
notified that any use, retention, dissemination, distribution or copying of this
communication is strictly prohibited. If you have received this communication in
error, please notify the sender immediately and destroy your copy. Thank
you.
1
Hawkeye Area Community Action Program
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:24 AM
To:'jdrapeaux@hacap.org'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Jane (HACAP),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the HACAP to inform their next
meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s questions were as follows:
1)Why was there such a large decrease in volunteers from last year to this year? Is it expected to pose a problem?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
_X_ Specific program for which funds are requested (Head Start, Johnson County)
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 940 88%
31 - 50% of Median Income 120 11%
51 - 80% of Median Income 7 1%
Over 80% of Median Income 0 0%
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
Numbers of persons assisted and median income data provided in the table above are actual (and
not estimate) counts for the Head Start 2017-2018 program year (September 2017 through
August 2018). At program enrollment income documents from all households that apply for
Head Start or Early Head Start services are collected and income is verified; this is a federal
requirement of the Head Start program. HHS requires reporting as per the Federal Poverty
Threshold, which is a calculation based upon the number of people in the household and its
annual income. Our agency database uses these two data elements to calculate a household’s
percent poverty and area median income simultaneously. Since median income is a county
metric, the defined area for data in this table is based upon the median income of Johnson
County.
HCDC’s questions were as follows:
Why was there such a large decrease in volunteers from last year to this year? Is it expected to pose a
problem?
The decrease in the number of volunteers is not expected to pose a program management problem for
HACAP. As a certified Service Enterprise agency, HACAP strives to nurture valued volunteer relationships
and provide quality volunteer opportunities. From a program operation’s perspective agency leadership
recognized the added value received from trained volunteers that return regularly compared with one
time volunteers.
Individuals or small groups returning to volunteer at HACAP created the 35% reduction in the
unduplicated count of volunteers from last year to this year. The use of trained volunteers improved
service efficiency. More importantly the shift from larger one time group volunteer opportunities to the
use of trained volunteers resulted in a 12% increase in logged volunteer hours during the same time
period. While we still have large group volunteer opportunities, the focus on trained volunteers has
improved program operations and enhanced the volunteer experience.
1
Housing Trust Fund of Johnson County
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:24 AM
To:Ellen McCabe
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Follow Up Flag:Follow up
Flag Status:Flagged
Dear Ellen (HTFJC),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Housing Trust Fund to inform their
next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s questions were as follows:
1)On Form C: Agency Budget, what makes up the large amount of restricted funds? How must those funds be
used?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
Inside Out
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:26 AM
To:'insideoutreentry@gmail.com'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Michelle (Inside Out),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from the Inside Out Reentry Community to
inform their next meeting. Please address the questions below in an email by December 13, or, if you would prefer to
describe it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of
the Senior Center.
HCDC’s questions were as follows:
1)How will inside out maintain its financial viability when it loses its free rent space?
2)How will Inside Out sustain itself if it does not get Aid to Agencies funding, which is shown as comprising 32% of
its proposed budget?
3)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
From:Inside Out <insideoutreentry@gmail.com>
Sent:Monday, December 10, 2018 10:02 AM
To:Kirk Lehmann
Subject:Re: HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental - Client Incomes (1).pdf
Hello Kirk,
Below are the answers to your questions. Please let us know if additional information is needed.
1.How will inside out maintain its financial viability when it loses its free rent space? Inside Out will not be
losing its free rent space. Spirit of Christ Church accepted an offer to purchase the church building from another
local faith community, One Ancient Hope. The closing is set for Spring 2019. As part of the offer, One Ancient
Hope offered Inside Out Reentry continued rent-free space for the next three (3) years.
2.How will Inside Out sustain itself if it does not get Aid to Agencies funding, which is shown as comprising
32% of its proposed budget? Inside Out continues to increase its visibility in the wider community, and build its
base of individual and faith community donors. Inside Out also continues to seek other grant opportunities. In
addition, Spirit of Christ Church has pledged to give Inside Out a generous percentage of the proceeds from the
sale of its church building, some of which will likely be in the form of an endowment.
3.What are the incomes of the clients that you serve? Please see attached form.
Thank you and please let me know if you have any other questions,
Michelle
Disclaimer
The information
contained in this
communication from
the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the
recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this
information is strictly prohibited and may be unlawful.
‐‐
Michelle Heinz, LMSW
Executive Director
Inside Out Reentry Community
500 N. Clinton St., Iowa City, IA 52245
319‐338‐7996
319‐621‐6263 (cell)
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
__x__ Entire Agency
-OR-
____ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 96 88%
31 - 50% of Median Income 12 12%
51 - 80% of Median Income
Over 80% of Median Income
TOTAL 108 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
_We reviewed the intake forms and demographic records of all the persons we served in FY18,
which contain information about a participant’s employment, housing and disability status. Many
of the individuals we serve are homeless, unemployed, disabled, or employed in low wage jobs.
We also provide information education to individuals who are still incarcerated.
1
Neighborhood Centers of Johnson County
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:23 AM
To:'Brian Loring'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Brian (NCJC),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Neighborhood Centers of Johnson
County to inform their next meeting. Please address the questions below in an email by December 13, or, if you would
prefer to describe it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in
Room 202 of the Senior Center.
HCDC’s questions were as follows:
1)Could you please clarify about why Q9 states that NCJC receives little income from fees, but Form C: Agency
budget shows more than a million dollars in fee revenue?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
From:Brian Loring <brian-loring@ncjc.org>
Sent:Monday, November 26, 2018 2:27 PM
To:Kirk Lehmann
Cc:Erika Kubly
Subject:Re: HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Hi Kirk,
As far as "fees" go, we understood the question to be asking if recipients of our programs or services pay a
fee. And with that interpretation, our answer to question 9 is accurate. However, it's easy to understand the
confusion. In Form C we are referring mostly to income from Child Care Assistance (CCA) for before and after
school programs (BASP) and early childhood programs. That line also includes fees billed to the Iowa City
Community School District (ICCSD) for children that attend our BASPs under the 21st Century Community
Learning Centers project. In other words, the “fees” line from Form C is not money collected from
participants, but rather from the Department of Human Services under CCA or ICCSD for 21st Century
education and enrichment programming.
I've attached the form you asked for. Let me know if you have other questions.
Thanks Kirk.
‐‐Brian
Right-click here to dowTo help prprivacy, Oautomatic dthi s pi ctu reIn ternet.Your Comp
Brian Loring
Executive Director
Neighborhood Centers of Johnson County
319‐358‐0438
Follow us on:
Rpiictghture-clsi.c Tko or he tlapp a pronted hoct yldo here to downloadur pri ofv tahcisy, pi Octuturloeoprevented automatic download
k
from the Internet.Facebook
Rpiictghture-clsi.c Tko or he tlapp a pronted hoct yldo here to downloadur pri ofv tahcisy, pi Octuturloeoprevented automatic download
k
from the Internet.Twitter
Rpiictghture-clsi.c Tko or he tlapp a pronted hoct yldo here to downloadur pri ofv thacisy, pi Octuutlroeoprevented automatic download
k
from the Internet.In stagram
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
_X_ Specific program for which funds are requested
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 454 73%
31 - 50% of Median Income 42 7%
51 - 80% of Median Income 21 3%
Over 80% of Median Income 102 17%
TOTAL 619 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
We use the HUD’s Household Survey to collect this information directly from families.
1
Pathways
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:26 AM
To:'Lauri Mitchell'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Lauri (Pathways),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Pathways to inform their next meeting.
Please address the questions below in an email by December 13, or, if you would prefer to describe it in person, be
prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior Center.
HCDC’s specific questions for Pathways were as follows:
1)Why are volunteers shown on Form A: Agency Salaries & Benefits, but not as in‐kind support on Form C: Agency
Budget.
2)Who completes the repairs in the Chore Home Repair program? Pathways staff, businesses, volunteers, or
others?
3)If Pathways is an adult daycare, why are assisted living facilities list as partners in Q5?
4)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
__X_ Specific program for which funds are requested (Pathways only)
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 95 83%
31 - 50% of Median Income 10 9%
51 - 80% of Median Income 4 4%
Over 80% of Median Income 5 4%
TOTAL 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
__The income information listed here is what is provided to our staff at admission to our ______
__program. The data above relates to specific individuals served during FY18.
HCDC’s specific questions for Pathways were as follows:
1)Why are volunteers shown on Form A: Agency Salaries & Benefits, but not as in-kind
support on Form C: Agency Budget.
Pathways has not assigned a dollar amount per project or volunteer group in the past. These
are tasks staff would otherwise do on an ongoing basis, such as washing the dishes and wiping
down tables. We also have students and other individuals/small groups who join us for one time
activities to clean up the patio, share in art projects, and complete small repairs. I tallied our
hours for July through September of this year to collect a three month total of $4,840.49 at
$22.25/hour. We are able to document this data going forward.
2)Who completes the repairs in the Chore Home Repair program? Pathways staff,
businesses, volunteers, or others?
Chore repairs are completed by contractors and volunteers depending on the repair needed. If
it is a leak in a sink or toilet, we are likely to hire a plumber. On the other hand, if someone
needs a new lock or a lightbulb replaced, we will try to find a volunteer first. Then we only have
to use our funding for replacement parts to avoid labor costs. Lawn and snow services are
provided by contracted services as well.
3)If Pathways is an adult daycare, why are assisted living facilities list as partners in Q5?
Adult day health services provide a respite for caregivers and an opportunity for individuals to
be social, healthy, engaged, and safe in an environment outside of their home. Assisted Living
is a housing setting where individuals can choose to have some services provided for them
such as meals, medication management, bathing, and/or dressing. They are still able to come
and go as they please.
What we have found is that when couples move to Assisted Living, one spouse may have more
needs than the other. By partnering with the ALF’s in our community, we are letting them know
that Aging Services and Pathways are available to provide respite so that one spouse can
maintain as much independence as possible (shopping, hair appointments, their own doctor’s
appointments, etc.), knowing their loved one is safely cared for at Milestones. They can also
attend our Caregiver support groups while their loved one is at our center.
4)What are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
Included
1
Prelude
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:32 AM
To:'Ron Berg'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Ron (Prelude),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Prelude to inform their next meeting.
Please address the questions below in an email by December 13, or, if you would prefer to describe it in person, be
prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
From:Ron Berg <rberg@preludeiowa.org>
Sent:Monday, November 26, 2018 12:13 PM
To:Kirk Lehmann
Cc:Erika Kubly
Subject:RE: HCDC Additional Aid to Agencies Question
Attachments:FY 18 client income report.xlsx
Kirk,
I don’t have the client income by the specific categories of the income guidelines readily available. I was able to run a
report for services from July 2017 through March 2018 before we switched our electronic health record that shows
income by $10,000 increments. This includes all patients who reported their income. Some chose not to report their
income because of the service they are requesting or they don’t provide the required income verification and are not
included in this report.
Will this answer the committees question?
Ron
0 ‐9999 1537 59% 59% under 30% 18,30030% $
10000‐19999 430 16% 75% under 50% 30,45050% $
20000‐29999 293 11% 87%
30000‐39999 155 6% 92% under 60% 36,54060% $
40000‐49999 54 2% 95% under 80%
44 2% 96% over 80% 48,75080% $
20 1% 97%
50000‐59999
60000‐69999
70000‐and over 79 3% 100%
2612 100%
All patients for all programs, July 1, 2017 to March 31, 2018 Income guidelines
1
Rape Victim Advocacy Program
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:23 AM
To:'adam-robinson@uiowa.edu'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Adam (RVAP),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Rape Victim Advocacy Program to
inform their next meeting. Please address the questions below in an email by December 13, or, if you would prefer to
describe it in person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of
the Senior Center.
HCDC’s questions were as follows:
1)Could you please clarify as to why Q2 states much of RVAP’s funding is restricted for direct services, but Form C:
Agency Budget doesn’t show any restricted funds for FY18 and FY19?
2)What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
1
Kirk Lehmann
From:Robinson, Adam H <adam-robinson@uiowa.edu>
Sent:Thursday, December 13, 2018 5:04 PM
To:Kirk Lehmann
Cc:Erika Kubly
Subject:RE: HCDC Additional Aid to Agencies Questions
Attachments:Legacy Aid to Agencies Supplemental_12.2018.docx
Importance:High
Hello Kirk,
Thank you very much for following up with me yesterday. I am very sorry for my delayed response. Here are the
answers to the two questions that the Housing and Community Development Commission (HDOC) raised at their
November 15th meeting:
1) Could you please clarify as to why Q2 states much of RVAP’s funding is restricted for direct services, but Form C:
Agency Budget doesn’t show any restricted funds for FY18 and FY19?
The majority of RVAP’s funding is received through state and federal grants, administered by the Crime Victim
Assistance Division (CVAD) of Iowa’s Attorney General’s Office. All of these funds are awarded with specific stipulations
outlined within our funding contracts. You are correct that the specific restrictions outlined in these funding contracts
aren’t explicitly outlined in the budget that RVAP submitted. Instead, the source of our funds is listed. However, all
funds are explicitly designated for direct service, prevention services, hotline services, services for children and non‐
offending caregivers, or for our rural sexual assault response team initiative. I am happy to answer any specific
questions HDOC has regarding these restrictions.
2) What are the incomes of the clients that you serve? Please fill out the attached form as best you can, using the
information you collect.
Per the information on the attached form, RVAP does not track income levels for the people whom we serve. This
decision is intentional, as doing so could unintentionally serve as an additional barrier for victims/survivors seeking
support. All of our services are provided free of charge, and income level is one of the many pieces of information that
we do not ask clients to disclose. We know that sexual violence impacts all communities and all income levels, and
anecdotally we work with victim/survivors from a wide variety of income levels.
Thanks so much for your help,
Adam
Adam Robinson
Pronouns: he/him/his
Executive Director
319.335.6001 | 24-Hour Support: 319.335.6000
332 S. Linn St., Suite 100
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
_X__ Entire Agency
-OR-
____ Specific program for which funds are requested
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income
31 - 50% of Median Income
51 - 80% of Median Income
Over 80% of Median Income
TOTAL N/A 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
___As an anti-oppression organization that provides all services free of charge, and works to
reduce barriers for services, we do not track income levels for the people we serve.
1
Shelter House
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:32 AM
To:'Crissy Canganelli'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Crissy (Shelter House),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Shelter House to inform their next
meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
____ Entire Agency
-OR-
___X_ Specific program for which funds are requested
FY18 funding was applied to Emergency Shelter. The response below is for funds
awarded in FY18 not requested.
2. What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 833 94%
31 - 50% of Median Income 54 6%
51 - 80% of Median Income
Over 80% of Median Income
TOTAL 887 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
The numbers and income groups indicated are actual and are not estimated from FY2018.
Records are maintained in the HUD mandated Homeless Management Information System
(HMIS).
1
Table to Table
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:33 AM
To:'mail@table2table.org'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Nicki (Table to Table),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from Table to Table to inform their next
meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
From:Nicki Ross <nicki@table2table.org>
Sent:Tuesday, December 11, 2018 4:09 PM
To:Kirk Lehmann
Subject:Re: HCDC Additional Aid to Agencies Question
Hi Kirk,
I've been meeting internally with folks here about question we received regarding client income reporting. We have
some limitations that prevent us from reporting this number before tomorrow's meeting. There is potential for us to
collect it. To the best of my ability, I have described our situation below:
Table to Table does not serve clients directly and has not, prior to 2017, asked the agencies we serve to formally report
their client numbers or demographics. This past year, we did request that they send a metric of number of
families/individuals they serve in a year and the number of visits by clients in a year. We have not yet asked for any
demographic information. We think it is possible to collect both clients served, demographics as they are available, and
the methodology behind this information if requested or required by the City. Right now, the agencies that already
report client data to us receive 75% of our Iowa City food distribution. We are willing to establish a process by which we
can collect data for the remaining 25% and ask organizations who already collect income demographic data to provide
that as well. Some of the organizations we serve collect no demographic data and would not be able to, even if we
required it.
We are happy to discuss further during the Q & A Thursday to address any concerns the reviewers have.
Please let me know if there's anything further I can provide in advance of the meeting.
Nicki Ross
Executive Director
319.337.3400 | table2table.org
Note: We have new email addresses for Table to Table. Please add
nicki@table2table.org to your contact list.
Right-click or tap and hold here to download pictures. To help protect your privacy, Outlook prevented automatic download of this picture from the Internet.
Table to Table
840 S. Capitol Street
Iowa City, IA 52240
1
United Action for Youth
From:Kirk Lehmann
Sent:Monday, November 26, 2018 10:34 AM
To:'Genevieve.Anglin@unitedactionforyouth.org'
Cc:Erika Kubly
Subject:HCDC Additional Aid to Agencies Question
Attachments:Legacy Aid to Agencies Supplemental.docx
Dear Genevieve (UAY),
At their November 15 meeting, the Housing and Community Development Commission (HCDC) continued discussions
about Legacy Aid to Agencies applications and requested more information from United Action for Youth to inform their
next meeting. Please address the questions below in an email by December 13, or, if you would prefer to describe it in
person, be prepared to attend HCDC’s next meeting at 6:30 pm on Thursday, December 20 in Room 202 of the Senior
Center.
HCDC’s specific question was: what are the incomes of the clients that you serve? Please fill out the attached form as
best you can, using the information you collect.
If you have any questions about their request for information, please feel free to give me a call at 319‐356‐5247.
Regards,
WWW.ICGOV.ORG
Kirk Lehmann
Community Development Planner
Office: 319-356-5247
410 E Washington St
Iowa City, IA 52240
Legacy Aid to Agencies Supplemental: Client Incomes
Please indicate the income of the population that your agency served in FY2018 according to the
linked income categories (note that groups are based on percentages of median income and
household size). If you do not collect income data, please estimate the income ranges of your
clients served and indicate the basis for your estimate in Q3.
1. Please place an X showing whether these numbers are for the:
__X__ Entire Agency
-OR-
____ Specific program for which funds are requested
2.What are the estimated incomes of clients by income group
Income Group Number of Persons
Assisted
Percent Assisted
0 - 30% of Median Income 188 17.2%
31 - 50% of Median Income 319 29.2%
51 - 80% of Median Income 540 49.4%
Over 80% of Median Income 47 4.2%
TOTAL 1094 100%
3. Please describe the basis or methodology used to estimate the number of clients to be served:
UAY does an individual intake for all youth involved in any UAY program, except for the
Health Education Program. This intake includes information such as sex, ethnicity, age, family
income, and any services UAY provides to that youth. The Health Education Program takes
place in schools, and a shorter version of the intake with only basic information is done for each
youth in those classes. UAY has income data on 43.1% of its clientele, income data is gathered
on all youth served in it’s homeless youth, teen parent, and crisis, counseling and family
mediation programs. Additionally, any youth who is seen at the youth center on a regular basis
has income data collected (we have income data on about 2/3 of youth seen at the youth center).
Not included in income data collection are any youth we primarily see through our Health
Education Program, where youth are provided with sexual health information directly in the
schools. In FY18, this included 893 youth who’s only contact with UAY was through the health
education program.
TO: City Council for the City of Iowa City
FROM: Housing Community Development Commission
DATE: December 20, 2018
RE: Additional Funds for NEX Apartments Project
To the Mayor and City Council of the City of Iowa City,
On October 11, the Housing and Community Development Commission (HCDC) unanimously
recommended that City Council commit $200,000 from the FY19 Affordable Housing Fund local
funds to the proposed NEX Apartments Low Income Housing Tax Credit (LIHTC) Project. At their
subsequent October 16 meeting, Council approved this commitment.
HCDC also unanimously recommended that Council consider allocating additional funding if the
developer could further lower the rents of affordable units. HCDC hoped to add more units in a
range of sizes to be rented for less than $450 per month. The developer has provided staff with
the attached scenario which provides four additional units with rents of $450 per month for an
additional $200,000 in City funds.
While providing additional funds was briefly discussed at the City Council meeting on October 16,
HCDC would like Council to reconsider this opportunity for the NEX Apartments project to provide
more units affordable to those at 30% of the area median income. HCDC feels this is an important
request, and hopes you will reconsider.
Sincerely,
Paula Vaughan
Housing and Community Development Commission, Chair
On behalf of the Housing and Community Development Commission
Date: December 14, 2018
To: Housing and Community Development Commission
From: Erika Kubly, Neighborhood Services Coordinator
Re: NEX Apartments Low Income Housing Tax Credit (LIHTC) Proposal
Sand Development provided staff the attached proposal after discussion in City Council about
whether rents could be reduced on some units if the City of Iowa City provided additional funding
for the NEX Apartments LIHTC project. The scenario suggests that an additional $200,000 would
allow the developer to lower rents to $450 per month on four units of varying sizes, as follows:
AMI
Restriction
Bedroom
Size
Current
Rent
Proposed
Rent Difference Annual
30% 2 $533 $450 $83 $996
30% 3 $628 $450 $178 $2,136
30% 3 $628 $450 $178 $2,136
40% 1 $612 $450 $162 $1,944
Totals: $601 $7,212
Notes:
• The developer proposed that reduced rents remain in place until the loan with the City is
paid off. The City’s loan term is 17 years. After this, rents would remain affordable at
LIHTC levels for the remainder of the 30-year LIHTC affordability period.
• Rents would increase annually to keep up with increasing expenses. For proforma and
underwriting purposes, banks assume a two percent increase in revenues and a three
percent increase in expenses. These assumptions are used in this scenario.
• The developer suggested they could keep rents flat at $450 over time, but this would
increase the amount of funding necessary upfront.
• The project must maintain a debt coverage ratio of 1.15 in year one.
• The proposed scenario was provided by the developer as a starting point for further
discussion.
To date, the City has allocated $200,000 to the project. An additional $775,000 was allocated by
the Housing Trust Fund of Johnson County, which received $500,000 in City of Iowa City funds
in FY19. In total, $975,000 in local funding has been allocated for 32 affordable units (4 market
rate) with a 30-year compliance period.
If HCDC approves a letter to City Council requesting reconsideration of additional funding for this
project, it will be submitted in the following week’s City Council Information Packet.
1
Kirk Lehmann
From:Jamie J. Thelen <JJThelen@SandCompanies.com>
Sent:Monday, November 26, 2018 9:00 AM
To:Kirk Lehmann; Erika Kubly
Cc:Nicole (Nikki) D. Sand; Megan Sand Carr
Subject:NEX Apartments
Attachments:Contract Rent Options - Iowa City - NEX 11-26-18.pdf
Good Morning Kirk & Erika,
I attended the Iowa City HCDC meeting back on October 11th in which the Commission approved $200k in funding for
our NEX project. One thing requested at the meeting was that we consider an option to have additional units with rents
at $450 to provide more affordable rents in exchange for additional City funding. I was also at the Council meeting last
Tuesday in which they approved the rezoning of our site. The Council also discussed the possibility of making more units
with lower rents.
Attached is a summary of one potential option based on the current project proforma. The constant factor we need to
maintain is a debt service coverage ratio of not less than 1.15 in year one. As you will find, it appears the project could
support four additional units at $450 rents with an additional $200k in City funding. We thought this was a good starting
point for further discussion. If you like, we could run options with more or less City funding & see how that effects the
number of units with $450 rents.
If you want to have a short call on this, let us know. We will continue to move the project forward as currently planned,
but if this is an option to pursue we would like to move it along in the next month or two so we can finalize our
underwriting. Thanks.
Jamie J Thelen | President/Chief Executive Officer | Sand Companies, Inc. | 366 South Tenth Avenue, PO Box 727, Waite Park, Minnesota
56387-0727 | 320.202.3100 (ph) |320.202.3139 (fax) | www.SandCompanies.com
NOTICE ‐ CONFIDENTIAL INFORMATION This message and any files transmitted with it are confidential and are intended only for the individual or entity to whom they are
addressed. If you are not the intended recipient, please notify the sender immediately by return e‐mail and delete this e‐mail from your system. If you are not the intended
recipient, you are notified that disclosing, copying, distributing, or taking any action in reliance on the contents of this information is strictly prohibited. E‐mail transmission
cannot be guaranteed to be secure or error‐free, as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. Any views or
opinions presented in this e‐mail are solely those of the author and do not necessarily represent those of the organization.
Unit Type # of Units Rent Restr Contact Rent Annual Rent Unit Type # of Units Restriction Contact Rent Annual Rent
1 Bedroom 1 30%450$ 5,400$ 1 Bedroom 1 30%450$ 5,400$
2 Bedroom 1 30%533$ 6,396$ 2 Bedroom 1 30%450$ 5,400$
3 Bedroom 1 30%628$ 7,536$ 3 Bedroom 1 30%450$ 5,400$
3 Bedroom 1 30%628$ 7,536$ 3 Bedroom 1 30%450$ 5,400$
1 Bedroom 1 40%612$ 7,344$ 1 Bedroom 1 40%450$ 5,400$
2 Bedroom 5 40%729$ 43,740$ 2 Bedroom 5 40%729$ 43,740$
3 Bedroom 5 40%839$ 50,340$ 3 Bedroom 5 40%839$ 50,340$
1 Bedroom 2 60%804$ 19,296$ 1 Bedroom 2 60%804$ 19,296$
2 Bedroom 5 60%959$ 57,540$ 2 Bedroom 5 60%959$ 57,540$
3 Bedroom 10 60%1,104$ 132,480$ 3 Bedroom 10 60%1,104$ 132,480$
1 Bedroom 2 Mkt Rate 974$ 23,376$ 1 Bedroom 2 Mkt Rate 974$ 23,376$
2 Bedroom 1 Mkt Rate 1,163$ 13,956$ 2 Bedroom 1 Mkt Rate 1,163$ 13,956$
3 Bedroom 1 Mkt Rate 1,339$ 16,068$ 3 Bedroom 1 Mkt Rate 1,339$ 16,068$
Annual Gross Potential Revenue 391,008$ Annual Gross Potential Revenue 383,796$
Occupancy Rate 93%Occupancy Rate 93%
REVENUE 363,637$ REVENUE 356,930$
Year 1 2 3 4 5 Year 1 2 3 4 5
REVENUE 363,637$ 370,910$ 378,328$ 385,895$ 393,613$ REVENUE 356,930$ 364,069$ 371,350$ 378,777$ 386,353$
G & A EXPENSES (62,200)$ (64,066)$ (65,988)$ (67,968)$ (70,007)$ G & A EXPENSES (62,200)$ (64,066)$ (65,988)$ (67,968)$ (70,007)$
R & M EXPENSES (30,400)$ (31,312)$ (32,251)$ (33,219)$ (34,215)$ R & M EXPENSES (30,400)$ (31,312)$ (32,251)$ (33,219)$ (34,215)$
UTILITIES (44,000)$ (45,320)$ (46,680)$ (48,080)$ (49,522)$ UTILITIES (44,000)$ (45,320)$ (46,680)$ (48,080)$ (49,522)$
INSURANCE (12,000)$ (12,360)$ (12,731)$ (13,113)$ (13,506)$ INSURANCE (12,000)$ (12,360)$ (12,731)$ (13,113)$ (13,506)$
TAX CREDIT (5,508)$ (5,673)$ (5,843)$ (6,019)$ (6,199)$ TAX CREDIT (5,508)$ (5,673)$ (5,843)$ (6,019)$ (6,199)$
REAL ESTATE TAXES (43,200)$ (44,496)$ (45,831)$ (47,206)$ (48,622)$ REAL ESTATE TAXES (43,200)$ (44,496)$ (45,831)$ (47,206)$ (48,622)$
REPLACEMENT RESERVES (14,400)$ (14,832)$ (15,277)$ (15,735)$ (16,207)$ REPLACEMENT RESERVES (14,400)$ (14,832)$ (15,277)$ (15,735)$ (16,207)$
NET OPERATING INCOME 151,929$ 152,851$ 153,727$ 154,556$ 155,334$ NET OPERATING INCOME 145,222$ 146,010$ 146,749$ 147,438$ 148,074$
DEBT SERVICE DEBT SERVICE
First Mortgage (99,630)$ (99,630)$ (99,630)$ (99,630)$ (99,630)$ First Mortgage (86,346)$ (86,346)$ (86,346)$ (86,346)$ (86,346)$
Housing Trust Fund (26,253)$ (26,253)$ (26,253)$ (26,253)$ (26,253)$ Housing Trust Fund (26,253)$ (26,253)$ (26,253)$ (26,253)$ (26,253)$
Iowa City (6,775)$ (6,775)$ (6,775)$ (6,775)$ (6,775)$ Iowa City (13,550)$ (13,550)$ (13,550)$ (13,550)$ (13,550)$
TOTAL DEBT SERVICE (132,658)$ (132,658)$ (132,658)$ (132,658)$ (132,658)$ TOTAL DEBT SERVICE (126,148)$ (126,148)$ (126,148)$ (126,148)$ (126,148)$
CASH FLOW 19,272$ 20,193$ 21,070$ 21,898$ 22,676$ CASH FLOW 19,074$ 19,861$ 20,601$ 21,290$ 21,925$
DEBT SERVICE COVERAGE 1.15 1.15 1.16 1.17 1.17 DEBT SERVICE COVERAGE 1.15 1.16 1.16 1.17 1.17
First Mortgage:1,500,000$ First Mortgage:1,300,000$
Interest Rate 5.75%Interest Rate 5.75%
Monthly Payment 8,303$ Monthly Payment 7,196$
Amortization 35 Amortization 35
Housing Trust Fund:775,000$ Housing Trust Fund:775,000$
Interest Rate 1.00%Interest Rate 1.00%
Monthly Payment 2,188$ Monthly Payment 2,188$
Amortization 35 Amortization 35
Iowa City Loan:200,000$ Iowa City Loan:400,000$
Interest Rate 1.00%Interest Rate 1.00%
Monthly Payment 565$ Monthly Payment 1,129$
Amortization 35 Amortization 35
TOTAL DEBT 2,475,000$ TOTAL DEBT 2,475,000$
NEX APARTMENTS - CONTRACT RENT OPTIONS FOR IOWA CITY
Current Development Plan Optional Development Plan
Housing and Community Development Commission
October 11, 2018
Page 3 of 7
Lehmann provided a table to summarize the basic information of the project.
Project NEX Apartments IC
Housing Group
Planning District Northeast
Units 36
Affordable 32 = 4 (30%), 11 (40%), 17 (60%)
Market Rate 4
Rezoning Required Yes
Project cost $8,437,281
City funds requested $200,000
Target demographic General occupancy, single heads of households with
children, families/ individuals of color,
single men and women
CONSIDERATION OF RECOMMENDATIONS TO CITY COUNCIL REGARDING COMMITMENT OF
LOCAL FUNDS TO PROPOSED LOW INCOME HOUSING TAX CREDIT PROJECTS:
Housing and Community Development Commission
October 11, 2018
Page 4 of 7
Sidewalk access Yes
Transit Service No
Walking distance to elem. 1.1 miles
Kubly noted this project is a little unique in that they have already been allocated the tax credit forms,
typically when they come forward they are about to apply for next year’s funds, but this project received
late funds from last year so they already have the tax credits in place.
Lehmann noted the project is east of Scott Boulevard on Herbert Hoover Highway, it is 36 units, 32 of
which are affordable.
Eastham inquired if it is possible for this project to have rents that are lower than projected. The current
lowest rent is $448 for a one-bedroom unit per month. If the City were to provide additional funds for the
project could the project reduce rents for some additional units?
Jamie Thelen (President, CEO, Sand Companies, Inc) said they would have to see how much additional
funding and how much it would reduce their first mortgage, allowing them to borrow less. He noted right
now they show four units at 30% and perhaps could add more if there were funds to fill in the gap.
Eastham noted he is not interested in thinking of rents as 30% of income but rather just to get more units
at the $448 amount. Thelen said to add additional units at reduced rent is an easy calculation to run,
however noted interest rates are rising so that adds a challenge.
Eastham asked Lehmann and Kubly what funds the City might have to add to this project to increase
affordability. Kubly said for FY19 the City has $200,000 (20% of the affordable housing fund budget) to
allocate to affordable housing tax credit projects. Lehmann said there is an emergent funding portion of
the affordable housing budget fund, if that is not spent on tenant displacement in a given fiscal year those
funds would be rolled into land banking.
Thelen added if they changed the unit mix they would have to get Iowa Finance Authority (IFA) approval.
Vaughan asked how long the units would remain affordable. Thelen believes it is for 30 years, but at a
minimum 25. He noted Sand Companies has built 25 affordable projects (mostly in Minnesota, some in
Iowa) and only one have they sold after the tax credits were expended, all others were rolled into new tax
credit projects and continued to keep them affordable. They own and manage all their properties.
Vaughan also noted the lack of public transit to this area of Iowa City. Lehmann showed the nearest bus
stop on Scott Boulevard. Thelen noted it is a growing area of the city and in their experience have found
most their residents do have vehicles.
Alter moved to recommend to City Council to commit local funds to the proposed NEX
Apartments Low Income Housing Tax Credit Project, Harms seconded the motion.
Eastham would like to ask the Council for additional funds for this project to lower the rents, he believes
the other rents are still too high for what most people in this area consider low income affordable. He feels
the Commission should ask the Council to provide an additional $200,000 in capital to this project to
provide five to seven additional units that could also rent for $448. He feels the developer and staff can
work out the details together.
A vote was taken and the motion passed 8-0.
Eastham asked the developer and staff work together to make an additional request of capitalization for
the project that would reduce the monthly rental cost on additional units to $448 per month.
Lehmann asked if this was for one-bedroom units or two-bedroom. Eastham would like to see it for two-
bedroom and even three-bedroom units to also have lower rents. Thelen noted it would be difficult to get
two-bedroom or three-bedroom units at the $448 rate, but will look at it.
II_.Ar CITY OF IOWA CITY 3
mainnei MEMORANDUM
Late Handouts Distributed
Date:October 12, 2018
To: City Council
From: Erika Kubly, Neighborhood Services Coordinator Date)
Re: HCDC Recommendation Update — Council Agenda Item #12 LIHTC Project
On your October 16 agenda, City Council will consider committing $200,000 to IC Housing
Group, LLC for a Low Income Housing Tax Credit (LIHTC) project. At the time of the Council
packet, the Housing and Community Development Commission (HCDC) had not reviewed the
proposal yet. HCDC met the evening of October 11 and unanimously recommended funding
the project with the $200,000 available from the FY19 Affordable Housing Fund (vote of 8-0).
HCDC expressed concerns with transit availability and the desire for a bus stop to be located
closer to the project in the near future.
There was a consensus of commission members who supported additional funding, if available,
if the developer could provide additional units affordable to those at 30% of the area median
income. Staff agreed to pursue if additional funding was available.
Page 33
Salih: I just, first I wanna say this is awesome, you know, this is really great that out of
36 we have 32 (unable to understand)which is great. Great, you know, I love it.
Uh, the only thing is,um, I was really wishing to see the....the (unable to
understand) could be like more than that, at 60% of the area median income. I
understand that you guys request 200, but also I hear there is some discussion
going on on HCDC about how the City can increase that 200 so we can have more
unit like....some of the unit like less price, es....especially for the, you know, the
60....40 or 60 area, you know,percent of the area median income. I....again, this
is great. I know that you guys also (unable to understand) Coral Ridge Apartment
or somethin' like that. Yeah. I really concern about the management. How you
guys (unable to understand)management because I know there is concern on
Coralville about the management. I start hearing people saying, you know, some,
uh, like there is no like on-site management and some people have to call, no
answer. There is why some time(unable to understand) like some kind of
concern. That's why I would like to know even though you have it affordable and
I know 32....32 will be affordable, which is people who are low income gonna
live there and everything, but....we need a good management for them as well.
Sand-Carr: Absolutely!
Salih: And can you tell me about what you thinking the management will be look like
over there?
Sand-Carr: Yeah. So we manage around 35 low income housing tax credit communities in
Minnesota and Iowa. Um, Coral Ridge has our manager on-site. Um, I believe
two to three days a week. So I think some of it, um, it's.....they are shared
between two properties. One in, uh, Cedar Rapids and one in Coralville. Um,
and so they're both low income housing tax credit communities, so they're split
between the two properties, and then we hired,urn, to address some of the call-
backs, we hired additional part-time, temporary leasing agent,um, on-site to
answer your phone calls and get phone calls back and make sure someone was in
the office. So, um, and I'm always available if....if there's a particular resident or
something that would like to speak directly with me, they can reach out to me
directly. I can give you my card if you would like, um, and we've been in contact
with the city about any....any concerns that residents have voiced to them or what
not, and we've been also talking with the Housing Trust Fund, uh, to address any
concerns. Urn, Coralville's a new area to us, so there was some bumps along the
way, but we're hoping that we got those all worked out. We have, um, I believe
by the end of this week we should have 51 out of the 56 units occupied. Um, 48
out of the 50 tax credit units in the building.....are hopefully occupied by the end
This represents only a reasonably accurate transcription of the Iowa City City Council
regular formal meeting of October 16, 2018.
Page 34
of the week. So I think we have one....we're at 46 or 47, as of today, and there
were movements happening this week. So....
Salih: Yeah, and....I don't know if this question for you or for the City Manager. I...I
know that like say for the Riverfront Crossing, the 10%that affordable that, you
know, it come with the Riverfront Crossing,uh, regardless. I don't know how
you monitoring the...the....the affordability on that, like how the City will know if
they're really renting it this way or not. Uh, for this, is this gonna be monitoring
by the tax credit policies or something like that, or the City have also to track
that?
Sand-Carr: Yes, so we, urn, record, uh, land use restriction agreement, urn, on the property,
which agrees to keep it affordable for, uh, 30 years, a minimum of 30 years, and
then with that there's a syndicator who buys the tax credits and they closely
monitor,uh, to make sure that....they audit every single file, uh, initial files and
then on an annual basis, and IFA does a, Iowa Finance Authority does the same.
They,uh, do file reviews and audits to make sure that all the tenants are within the
guidelines, um, to...the initial,when they initially occupy they're within the
guidelines. So, um, and then what happens is if a tenant moves in, let's just say
they move in and they're at a 60%area median income and then maybe, um, they
get a higher paying job or something changes in their income status, urn, they're
not requi....it's required to be annually certified,because it is a mixed income.
So it's low income and market rate. Um, but they can continue to live there, but
then the next available unit that becomes available, regardless if it's a market rate
or tax credit, needs to go to a tax credit recipient. So we keep the balance.
Salih: Sure. Okay. Yeah,just checking, making sure. Yeah, thank you(both talking)
Sand-Carr: I'd be happy to leave my card if you (both talking) to reach out to me.
Salih: Great. Thank you. This is real awesome.
Sand-Carr: I know you asked something about the three bedrooms and 30%.
Salih: Yes.
Sand-Cam There are two three-bedrooms that are at 30% levels. And five three-bedrooms
that are at 40% levels. So it's a.....it's a mix. We have, urn, to kind of balance it
out with being able to, um, afford a mortgage on the property. Um, so we have,
This represents only a reasonably accurate transcription of the Iowa City City Council
regular formal meeting of October 16,2018.
Page 35
urn.....four units that are at 30%, 11 at 40%, and those are a mix of one,two, and
three-bedroom units.
Salih: Yeah, I....I just, because I saw like one bedroom of the 30% over here and one for
the two bedroom, and two for the two-bedroom only for the(unable to
understand) 30% of the area median income. I just was wondering if, even if you
get like more money you can have more units, so like(both talking) like because
at the 60% we have high, even though (unable to understand) for one bedrooms,
60% is 774. This is....this is, you can find like even not affordable units in the
city, you can find 'em less than that, you know, one bedroom you can find it for
600, you can find it for 740. I know a lot of, you know, one bedroom could be
fine for 740. That's why I'm thinking just if we can reduce that, if you being
receiving more money from the City or from....
Sand-Can: Yeah, we can easily run the numbers if the City's interested and we can have
more discussions, urn, with the Housing Commission, and Tra....and Tracy
several talking) to determine what number that would look like. I mean it's just a
matter of plugging in the....the numbers and kind of making (both talking)
Salih: Yeah,but really thank you for doing this. This is good and I hope like more
developer to come and follow your footstep on that. Thanks!
Taylor: That's what I'd like to say also. I....I really like this project because I think it is a
nice mix of one, two, and three-bedroom units. We haven't seen many, uh,
projects coming before us that are three bedroom, and the income levels also, uh,
and I would hope, as Mazahir just touched on, that other developers will, uh,
follow this lead,uh,because this projects shows that, uh, there are financial
resources available, uh, to develop affordable housing units. You folks have
obviously, uh, found...found that out and rather than continuing to build, uh...um,
trying to reach the over-saturation point in this community, uh, why not these
developers lead the way by leveraging these same resources, uh, that are available
and bring a project before us that will, uh, truly benefit the entire community, like
this one. Thank you.
Throgmorton: So I wanna make sure I understand a couple facts here. Uh, and just make sure
they're fully on the table. In this project there would be 32 affordable units,
housing units. Four of them would be for people who earn less than 30% of area
median income. Eleven would be for people,households that earn less than 40%
of area median income. Seventeen would be for households that earn less than
60% of area median income. So....yeah, so that's one thing, and I'm looking at a
This represents only a reasonably accurate transcription of the Iowa City City Council
regular formal meeting of October 16, 2018.
Page 36
table about proposed sources of funding that was in a document I think you put
together. I don't know about you personally but you know, from (both talking)
Sand-Carr: I just have to pull it up to make sure I (both talking)
Throgmorton: ....number, uh, Roman numeral 12, proposed sources of funding, and I wanna
make sure I'm reading it correctly. What I see is $450,000 coming from the
Housing Trust Fund of Johnson County. New request is the way it's listed. And
another$325,000 coming from the Housing Trust Fund, and $200,000 coming
from the City of Iowa City for low income housing tax credit projects, right? So
that's just under one million dollars being invested in affordable housing. In that
part of the city, which is a pretty dramatic shift from the way things have been
done before. So we have a mix of very high....well, high quality of affordable
units at....at varying levels of income, and a substantial amount of money being
invested in this. So, this....this is no simple thing. It's....it's nothing to sneeze at.
Uh, it's a major action on our part.
Mims: Tracy, do you know....we give a lot of money to....the City gives a lot of money
to the Housing Trust Fund of Johnson County. Is some of this money that's
coming from the Housing Trust Fund of Johnson County actually City money?
Salih: Yes.
Mims: I mean I just....people talk about the City giving even more money, I think people
need to understand how much of that million dollars is actually Iowa City money.
Andrew:Yeah,the lion's share of it is. It....it pulls in some of the State funding that goes
to the Housing Trust Fund but the lion's share is from, uh, our check to the
Housing Trust Fund.
Mims: Cause we gave 'em what, over 600,000 or....500,000, each of the (both talking)
Andrew:325 the year before.
Mims: Okay. So I....I just wanted to clarify that most of that money coming from the
Housing Trust Fund of Johnson County is actually Iowa City taxpayer money.
Salih: unable to understand) anything to do with this?
Andrew:Some of the additional funds would have come from them.
This represents only a reasonably accurate transcription of the Iowa City City Council
regular formal meeting of October 16,2018.
Page 37
Salih: Okay!
Andrew:The,uh, Johnson County funds have to be, uh, loans. Some of ours can be in the
form of grants. Um, ours has to be within Iowa City. There's some other caveats
there(both talking)
Salih: But it still (mumbled) Iowa City too. We are in Johnson County(both talking)
Andrew:Yep, they all go into the same pot so....in the accounting of it, you know, some of
those dollars can be shifted from one project to another, but urn, yes, the....the
State, the County, and the City are the three significant funders of the (both
talking)
Salih: Sure, yeah! Thank you.
Throgmorton: Any further discussion? Hearing none, roll call please. Motion carries 7-0.
This represents only a reasonably accurate transcription of the Iowa City City Council
regular formal meeting of October 16, 2018.