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HomeMy WebLinkAbout2014 03.17 City Council Work Session Agenda City of Apache Junction, Arizona Meeting location: City Council Chambers 1U Z at City Hall Agenda 300 E.Superstition Blvd. \gilONr Apache Junction,AZ - City Council Work Session 85119 apachejunctionaz.gov Ph:(480)982-8002 Monday, March 17,2014 7:00 PM City Council Chambers A. CALL TO ORDER B. ROLL CALL C. AGENDA ITEMS 1. 14-126 Follow up and discussion with Jeff Marisola and Jean Killingworth of CenturyLink regarding phantom calls to the 911 emergency services dispatch. Centurylink staff attended the December 2, 2013 Work Session to discuss with council the weather related phantom calls to 911. This is a follow up to that discussion. Discussion only. Sponsors: Bryant Powell 2. 14-128 Presentation and discussion on proposed Resolution Nos. 14-09, 14-10, and 14-11 regarding the submission of a Fiscal Year 2013-14 State Housing Fund Grant Application for owner occupied housing rehabilitation. Presentation and discussion. Sponsors: Heather Patel Attachments: Staff Report 3-17-14 Resolution 14-09 Leverage Resolution 14-10 submit Resolution 14-11 HRGs HRGs proposed changes 2014 City of Apache Junction,Arizona Page 1 Printed on 611512026 City Council Work Session Agenda March 17,2014 3. 14-129 Presentation and discussion on the proposed projects and resolutions to be submitted to the Gila River Indian Community and Ft. McDowell Yavapai Nation Proposition 202 State Shared Revenue Program for Fiscal Year 2014-2015. The resolutions are a mandated part of the grant applications. Presentation and discussion. Sponsors: Heather Patel Attachments: Council Report March 17, 2014 Resolution 14-08 P& R Summary Resolution 14-12 AJ Horse Rescue Summary FMYN Resolution 14-13 AJ Horse Rescue Summary GRIC Resolution 14-14 MHW summary Resolution 14-15 Emsys Summary GRIC Resolution 14-16 Emsys Summary FMYN 4. 14-134 Presentation and discussion of the proposed zoning ordinance update as recommended by the Planning and Zoning Commission on March11, 2014. Presentation and discussion. Sponsors: Brad Steinke Attachments: 14-03-05(ZoneCodeWS-AIT) D. ADJOURNMENT Copies of this agenda and additional information regarding any of the items listed above may be obtained Monday through Thursdays, 7:00a—6:00p, excluding holidays, from the City Clerk's office located at: 300 East Superstition Boulevard,Apache Junction,AZ If any person with a disability needs any type of accommodation,please notify the Human Resources Office, at(480)474-2617 or(480) 983-0095(TDD)at least 72 hours prior to the scheduled time. City of Apache Junction,Arizona Page 2 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard = Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No. 1. Piz File ID: 14-126 Sponsor: Bryant Powell Agenda Date: 3/17/2014 Index: In Control: City Council Work Session Follow up and discussion with Jeff Marisola and Jean Killingworth of Centuryl-ink regarding phantom calls to the 911 emergency services dispatch. Centurylink staff attended the December 2, 2013 Work Session to discuss with council the weather related phantom calls to 911. This is a follow up to that discussion. Discussion only. City of Apache Junction,Arizona Page 1 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard = Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No.2. Piz File ID: 14-128 Sponsor: Heather Patel Agenda Date: 3/17/2014 Index: In Control: City Council Work Session Presentation and discussion on proposed Resolution Nos. 14-09, 14-10, and 14-11 regarding the submission of a Fiscal Year 2013-14 State Housing Fund Grant Application for owner occupied housing rehabilitation. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 PP ACHt i � G,y O U = r Z City of Apache Junction �R1 0 Development Services Department MEMORANDUM DATE: March 5, 2014 TO: The Honorable Mayor and City Council THROUGH: George Hoffman, City Manager Brad Steinke, Development Services Director Roger Hacker, Revenue Resources Manager FROM: Heather Patel, Grants Coordinator SUBJECT: Presentation and Discussion on Proposed Resolution Nos. 14-09, 14-10, and 14-11 regarding the submission of a Fiscal Year 2013-14 State Housing Fund Grant Application. REQUEST Staff respectfully requests that the city council review and discuss: 1) Resolution No. 14-09 (Commitment of Local Funds); 2) Resolution No. 14-10 (Authority to Submit); and 2) Resolution No. 14-11 (Adoption of Housing Rehabilitation Guidelines). The resolutions are mandatory components of the city's proposed Fiscal Year 2013-14 State Housing Fund("SHF") grant application. BACKGROUND Since 1985, the City of Apache Junction has utilized a variety of funding sources to offer a Housing Rehabilitation Program("HRP") for local home owners. The city began using SHF funds in 1996. Since 1985, the city has invested over $3.7 million in grant funds to address housing rehabilitation needs for over 220 owner occupied homeowners. DISCUSSION The Arizona Department of Housing ("ADOH")has announced the next cycle of funding for owner occupied housing rehabilitation programs. Completed applications are due on June 16, 2014. If approved by council, Apache Junction will request $275,000 in owner occupied housing rehabilitation funds to complete the rehabilitation of seven owner- occupied residential properties. As part of the City's application, resolutions are mandated by ADOH. The attached resolutions meet the requirements of the SHF guidelines. The required resolutions are: 1) authorizing the submission of an application; 2) adopting the community's Housing Rehabilitation Guidelines; and 3) committing local funds as leverage to the project. Resolution No. 14-10 authorizes the submission of a grant application. Resolution No. 14-09 reflects leverage funds allocated to the Fiscal Year 2013-14 SHF application. The state requires leverage funds in the form of cash in order to rank and rate each application for funding. The city will provide $28,000 as leverage to the project for payment of construction services and other related costs. The funding set aside for leverage will be allocated within the FY 14-15 budget under non-departmental grant leveraging. Resolution No. 14-11 reflects changes to the city's Housing Rehabilitation Guidelines. These changes have been updated to reflect changes required by ADOH and how the city's program has developed over the years. Below is a brief description of those proposed changes, excluding minor grammatical and clarification changes. The changes may be found highlighted in red within the guidelines: 1) Method for determining the after rehabilitation value of the home. This information was provided by and required by ADOH. 2) Inclusion of the new council approved ADA and Civil Rights complaint process. Barring any objection, Resolution Nos. 14-09, 14-10, and 14-11 will be placed on the April 1, 2014 council meeting agenda under consent. RECOMMENDATION Staff respectfully recommends the city council review and discuss the proposed Resolution Nos. 14-09, 14-10, and 14-11. ACTIONS REQUIRED Review and discussion Attachment 1: Resolution No. 14-09 Attachment 2: Resolution No. 14-10 Attachment 3: Resolution No. 14-11 Attachment 4: Housing Rehabilitation Guidelines including proposed revisions 2 RESOLUTION NO. 14-09 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA COMMITTING LOCAL FUNDS AS LEVERAGE FOR A FY2013-14 STATE HOUSING FUND APPLICATION. WHEREAS, the City of Apache Junction has adopted Resolution No. 14-10 which authorizes submission of an application (s) to the State of Arizona, Department of Housing ("ADOH") for State Housing Fund ("SHF") funds for FY2013-14; and WHEREAS, that application indicate that $28, 000 will be committed by the City of Apache Junction as leveraged funds, in the form of cash or resources to be combine with State funds to complete the program; and WHEREAS, the SHF Program requires that all local leveraged funds/resources be committed in the form of a resolution by the governing body, and that such a commitment contain an opinion by the applicant' s legal counsel that the leveraged funds represent a binding commitment, legally enforceable under State laws . NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : 1) The Mayor and City Council hereby commit $28, 000 in funds and resources to the SHF Program, to be used for project costs, contingent upon the receipt of the FY2013-14 SHF assistance . 2) That the Mayor and City Council of the City of Apache Junction hereby find that this commitment is legally binding based on the legal opinion of the City attorney, and that such funds will be available for an audit at the termination of the grant, if so required by ADOH. RESOLUTION NO. 14-09 PAGE 1 OF 2 PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF 2014 SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-09 PAGE 2 OF 2 RESOLUTION No. 14-10 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AUTHORIZING THE SUBMISSION OF AN APPLICATION (S) FOR STATE HOUSING FUNDS, WHICH MAY INCLUDE FEDERAL FUNDING THROUGH THE HOME INVESTMENT PARTNERSHIP PROGRAM OR STATE HOUSING FUNDS, CERTIFYING THAT SAID APPLICATION (S) MEET THE COMMUNITY' S HOUSING AND COMMUNITY DEVELOPMENT NEEDS AND THE REQUIREMENTS OF THE STATE HOUSING PROGRAMS, AND AUTHORIZING ACTIONS NECESSARY TO IMPLEMENT AND COMPLETE THE ACTIVITIES OUTLINED IN SAID APPLICATION (S) . WHEREAS, the City of Apache Junction is desirous of undertaking affordable housing development activities; and WHEREAS, the State of Arizona is administering the State Housing Fund Program; and WHEREAS, the State Housing Fund requires that State Housing Funds benefit low income households; and WHEREAS, the activity in the application addresses the community' s low-income population housing needs; and WHEREAS, a recipient of State Housing Funds is required to comply with the program guidelines, State and Federal Statutes and regulations . NOW, THEREFORE, BE IT RESOLVED THAT BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : 1) The Mayor and City Council of the City of Apache Junction authorize applications to be made to the State of Arizona for funding from the State Housing Fund; 2) Mayor John S . Insalaco is authorized to sign applications and contracts or grant documents for receipt and use of these funds; 3) Mayor John S . Insalaco is authorized to take all actions necessary to implement and complete the activities submitted in said applications; and RESOLUTION NO. 14-10 PAGE 1 OF 2 4) The Mayor and City Council of the City of Apache Junction will comply with all State Housing Fund Program Guidelines, State and Federal Statutes and regulations applicable to the State Housing Fund Program (HOME program and/or State Housing Trust Fund) and the certifications contained in the (these) application (s) . PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION THIS DAY OF 2014 . SIGNED AND ATTESTED TO THIS DAY OF 2014 . JOHN INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-10 PAGE 2 OF 2 RESOLUTION NO. 14-11 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AUTHORIZING THE ADOPTION OF OWNER OCCUPIED HOUSING REHABILITATION GUIDELINES DATED FEBRUARY 1, 1994, AS AMENDED, IN RELATION TO A HOUSING REHABILITATION ACTIVITY. WHEREAS, the City of Apache Junction, Arizona, is desirous of undertaking an owner-occupied housing rehabilitation program; and WHEREAS, this program is anticipated to be funded with funds provided by the State of Arizona Department of Housing ("ADOH") ; and WHEREAS, ADOH requires that every local government requesting funds for housing rehabilitation adopt specific guidelines for such a program; and WHEREAS, the City of Apache Junction has developed such owner-occupied Housing Rehabilitation Guidelines ("HRGs") dated February 1994, as amended, which have been previously approved by ADOH. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : 1) The City Council of the City of Apache Junction, Arizona, hereby adopts such owner-occupied HRGs, dated February 1994, as amended in Attachment A, which shall be used to implement its housing rehabilitation program; and 2) The City of Apache Junction, Arizona, shall utilize such owner-occupied HRGs, without revisions, except those authorized by the Mayor. Such revisions shall be submitted to ADOH by the City 10 working days before such amended guidelines are effectuated. RESOLUTION NO. 14-11 PAGE 1 OF 2 PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-11 PAGE 2 OF 2 O� PQACHE✓�y0 U 04'' Z '9R/Z OXA CITY OF APACHE JUNCTION, ARIZONA HOUSING REHABILITATION PROGRAM GUIDELINES As Adopted by the City Council on February 1, 1994 Modified by the City Council on January 17, 1995 Addendum by the City Council on March 21, 1995 Modified by the City Council on June 20, 1995 Modified by the City Council on March 7, 2000 Modified by the City Council on May 15, 2001 Modified by the City Council on February 5, 2002 Modified by the City Council on January 16, 2007 Modified by the City Council on June 5, 2007 Modified by the City Council on November 18, 2008 Modified by the City Council on December 15, 2009 Modified by the City Council on December 6, 2011 Modified by the City Council on January 15, 2013 Modified by the City Council on April 1, 2014 The city council of the City of Apache Junction adopts the following Housing Rehabilitation Guidelines to assist the city in administering the city's Housing Rehabilitation Program. This program is intended to provide safe and decent housing to City of Apache Junction residents by offering funding options to assist homeowners with the rehabilitation or modification of their home. PROGRAM PURPOSE (GOALS) 1 . Eliminate health and safety hazards in homes; 2. Benefit very low-, low- and moderate-income residents; and 3. Improve neighborhoods and encourage stability. City of Apache Junction Housing Rehabilitation Program Guidelines, page 1 of 30 TABLE OF CONTENTS Program Purpose and Goals 1 Program Design 3 Target Area 3 Eligibility Requirements 3 Property Standards 6 Allowable Work Items 6 Non-allowable Work Items 8 Rehabilitation Assistance Plans 8 Emergency Housing Repair 8 Housing Accessibility 8 Housing Rehabilitation 8 Replacement 9 Permit Fee Fund 9 Deferred Payment/Forgivable Loans 10 Exceptions to the Maximum Allowed 11 Recapture Period 11 Loan Servicing Policy/Subordination 11 Revolving Loan Fund/Program Income 12 Third Party Income Verification 12 Method for Determining After Rehab Value 13 Homeowner Information 13 Contractor Information 16 Housing Maintenance and Homeowner Education 22 Energy Efficiency Guidelines 22 Lead Based Paint Requirements 23 Conflict of Interest 23 Complaint and Grievance Procedures 24 Marketing 24 Staffing and Administrative Review 25 Non-Discrimination 26 Assistance to Applicants 26 Fair Labor Standards 26 Applicable Documents 26 Changes to Program Guidelines 27 Forms 27 City of Apache Junction Housing Rehabilitation Program Guidelines, page 2 of 30 PROGRAM DESIGN The focus of the Housing Rehabilitation Program (hereinafter "HRP") is to increase the life and improve the livability of homes owned by very low-, low- and moderate- income families by correcting code violations, solving health and safety issues, addressing accumulated deferred home maintenance projects, and providing sustainability by weatherizing homes. Funds for the program are primarily provided through the: 1) Community Development Block Grant Program ("CDBG") and 2) State Housing Fund ("SHF") including HOME and State Housing Trust Funds as administered by the Arizona Department of Housing ("ADOH"). Owner-occupied housing rehabilitation ("OOHR") assistance to homeowners in the SHF funded portion of the city's HRP may be in the form of deferred payment/forgivable loans. OOHR assistance to homeowners in the CDBG funded portion of the city's HRP may be in the form of grants or deferred payment/forgivable loans. Unless specifically stated to the contrary, comments contained in these guidelines are applicable to both the CDBG and SHF funded portions of the city's HRP. TARGET AREA The program will be open to all full-time permanent residents who live within the incorporated boundaries of the City of Apache Junction, excluding those who live in designated ineligible areas or structures as outlined in the eligibility requirements below. CDBG funds may only be used in the Pinal County portion of the city. ELIGIBILITY REQUIREMENTS To be eligible, the applicant and the property to be rehabilitated must meet the following criteria: ♦ Located within the incorporated boundaries of the City of Apache Junction excluding the Maricopa County area. ♦ Feasible for rehabilitation under the time and monetary constraints of the program. ♦ Owned and occupied by a full-time permanent resident of Apache Junction. ♦ Applicants must have a verifiable income that falls below 80% of the area median income as indicated by The US Department of Housing and Urban Development and the State of Arizona — State Housing Fund Program City of Apache Junction Housing Rehabilitation Program Guidelines, page 3 of 30 income limits for very low-, low- and moderate-income families. Income guidelines are updated annually. Income verification is valid for a period of six (6) months. Upon expiration of income verification information, applicants must complete and submit new income verification documentation. Income must be anticipated and verifiable for the next 12 months. Required documentation of income can be found under Third Party Income Verification within this document. ♦ For all programs, specifically the SHF Program, the property owner cannot have assets that total more than $25,000 (e.g. cash, stocks, bonds, money market accounts, IRA, etc.) This is exclusive of the home they live in, two vehicles, and personal property necessary for daily living. ♦ Provide proof of homeowner's insurance. ♦ For the purposes of eligibility, self help or "sweat" equity are not allowable forms of equity. ♦ The current owner must have occupied the structure for at least one (1) year prior to program entry. ♦ Preference will be given to households applying for funding must that meet one of the following criteria: 1) be elderly (62 years of age or older); 2) have a disability (a legally recognized physical/mental/emotional condition that limits the performance of daily living skills); or 3) have minor child (ren) age 17 and under related to head of household residing in the residence. ♦ A.R.S. 1-501 and 1-502 requires that all homeowners who receive services under the program shall provide proof of lawful presence in the United States including a sworn affidavit that the required documentation is true under penalty of perjury. ♦ Owner is to complete any recent construction project underway prior to the city's approval of rehabilitation assistance. ♦ Manufactured and mobile homes are deemed eligible contingent upon: 1) applicant (s) having owned and occupied both property and dwelling for one (1) year prior to program entry; and 2) the home being permanently attached to a foundation, either as a pre-existing condition or as a work element of the HRP. ♦ Properties in non-conforming zoning, properties located within 1,000 feet of an explosive/flammable operation, properties with open, unresolved building or code compliance cases and homeowners unwilling to follow the City of Apache Junction Program Guidelines, are not generally eligible for rehabilitation under this program. City of Apache Junction Housing Rehabilitation Program Guidelines, page 4 of 30 ♦ Homes of historical value may only be eligible upon favorable review by the State Historic Preservation Office. ♦ Manufactured homes that were built before June 1976 are not eligible to receive housing rehabilitation funding, however they are eligible for emergency and housing accessibility assistance. ♦ The rehabilitation of dwellings located in the 100-year floodplain are not eligible for participation in the rehabilitation program. ♦ Properties that are classified "non-conforming" are not generally eligible for rehabilitation. However, if the proposed rehabilitation is non-structural and there are no properties waiting to be rehabilitated, nonconforming properties that meet all other eligibility criteria may be considered. ♦ Properties with an open building or code case are generally not eligible for rehabilitation. However if the case is relating to a correctable building condition HRP funds can correct under the requirements of the program, then the unit will be deemed eligible. ♦ Properties rehabilitated through this program must be free of any encumbrances such as liens or judgments. Properties may be encumbered by a mortgage in first position so long as a financial institution or other such mortgage company holds that mortgage; however, there must be sufficient equity remaining to justify placing a lien for the rehabilitation deferred payment loan in second position. Properties encumbered by mortgages/loans held by individuals or partnerships are not eligible unless a warranty deed is recorded and a lien may be placed on the property. Mortgage payments and insurance premiums must all be current. I there Is the home located within the city limits of Are you&--, incomeand Click here to view full time willingto the income limits for program eligibility. have answered yes to all of the owned and located questions, lived in your outside of a CONGRATULATI City of Apache Junction Housing Rehabilitation Program Guidelines, page 5 of 30 PROPERTY STANDARDS The property standards that must be achieved as a result of assisted rehabilitation are established by the city's building codes, the Federal Housing Quality Standards, Arizona Department of Housing's Housing Rehabilitation Standards, the Owner Occupied Housing Rehabilitation Weatherization Standards, and the City of Apache Junction Housing Rehabilitation Program Construction Guidelines. The city's Energy Efficiency requirements incorporate the following standards: BPI/BA Standards, IECC 2009, ASHRAE 62.2-2010, Energy Star, and Standardized Work Specification. ALLOWABLE WORK ITEMS HOME guidelines require an entire dwelling be brought up to local code. A preliminary property inspection is completed to assist with ensuring homes meet Housing Quality Standards ("HQS") and are safe, sanitary and decent. Priorities have been established for determining the work that will be completed in the eligible homes. 1 . Code Violations 2. Issues of Health and Safety 3. Weatherization Standards/ Energy Efficiency 4. Improvements of a Cosmetic Nature The following must also be taken into consideration when determining the priority of items for inclusion in the work-write up (Scope of Work): 1 . The age and the physical condition of the building; 2. The goal of the program (building revitalization or direct benefit); 3. Funds available for rehabilitation of each unit; and 4. Value of unit after rehabilitation. The following levels are utilized to determine priorities for the HRP: • Level 1: Initial inspection reports must include items in Level 1 . • Level 2: Items included on Level 2 are also considered critical but not as critical as those items in Level 1. Other items are considered less critical and should always be inspected but may not be rehabilitated. • Level 3: The items on List 3 should be reviewed, and where feasible, corrected. These items must also be included whenever substantial rehabilitation is taking place. City of Apache Junction Housing Rehabilitation Program Guidelines, page 6 of 30 • Items from all levels must be included in the preliminary inspection report for all construction projects and those where the cost of rehabilitation exceeds 75% of the value of the property. Level 1 - Items that must be included in the inspection report and must be repaired or replaced: 1 . Lead Based Paint Assessment (only on properties built prior to 1978) 2. Hazardous Materials 3. Health and Safety Hazards 4. Stable and Weather Tight Roof 5. Electrical System — the unit must have a minimum 100-amp electrical service, with no unsafe conditions 6. Plumbing (including hot water) — Must be in good working order and be safe and sanitary 7. Heating and Cooling Systems — must be adequate and safe with a reasonable (three year) useful life 8. Egress in accordance with local health and safety codes 9. Trip Hazard (HQS Standard) Level 2 - Items that must be included in the inspection report and should be repaired or replaced: 1 . Structural soundness and integrity (including rotted or deteriorating materials and those impacted by termites and/or other wood-boring insects). 2. Siting of the structure and its relationship to water penetration that may impact structural integrity. 3. Appropriate kitchen facilities including a sink and means of cooling and heating food to healthful standards. 4. If the structure has an attached garage, appropriately-rated fire wall between garage and living areas 5. Weatherization items. The above mentioned items are first priority items that shall be included in every inspection report. These items shall also be included in the Work Write-Ups (funds permitting) and shall receive priority in work to be completed as part of the rehabilitation project. Repair or replacement may take place based on the amount of available resources. Level 3 - Items that must be included in the inspection report and may be repaired or replaced: 1 . Debris that may be a fire hazard 2. All existing exposed surfaces painted or sealed and not presenting a health or safety hazard. 3. Cabinetry City of Apache Junction Housing Rehabilitation Program Guidelines, page 7 of 30 4. Finished flooring 5. Repair and replacement of doors and windows not presenting a health or safety hazard. The above mentioned items shall be included in every inspection report and may be included in the Work Write-Up (funds permitting). These items generally result from deferred maintenance and are considered general improvements. The City wishes to encourage contractors to buy locally whenever possible. NON ALLOWABLE WORK ITEMS None of the program funds shall be used for temporary/long term relocation of applicants during periods of home rehabilitation/repair. No funds shall be used to reimburse the homeowner for work completed. REHABILITATION ASSISTANCE PLANS 1. EMERGENCY/MINOR HOUSING REPAIR PLAN A grant plan that assists homeowners in the elimination of an imminent threat to life, safety or health; the necessary repairs may include, but shall not be limited to: roofs, floor repairs, window/door replacements, and wall and ceiling repairs. The minimum assistance is $1,000 and the maximum assistance is $15,000 per recipient. The grant may address no more than two (2) emergency conditions, unless approved by the Development Services Director, or his/her designee, due to some extenuating circumstances. A structure may be eligible for an Emergency Grant even though it may not meet structural integrity requirements. After a recipient has received services through the Emergency Housing Repair program they may not be eligible to receive additional services until five years after the completion of the project unless the emergency services enable the homeowner to remain in their home until the home can be rehabilitated under the city's Housing Rehabilitation Plan or replaced under the city's Replacement Plan. Additionally, no single owner of a home may receive more than two emergency assistance grants. 2. HOUSING ACCESSIBLITY PLAN A grant or deferred payment/forgivable loan plan that assists homeowners to make their residence physically accessible. Assistance can be either structural changes or purchase of durable medical equipment (if it becomes a permanent part of structure) and may include ramps, grab bars, handrails, raised toilets, lowered light switches, automatic door openers, visual alarms, transfer shower benches, and hand held showers. Grants are limited to $2,500 per recipient. This program is offered through the city's partnership with Community Action Human Resources Agency (CAHRA) or may be a component of another rehabilitation plan. City of Apache Junction Housing Rehabilitation Program Guidelines, page 8 of 30 3. HOUSING REHABILITATION PLAN A grant or deferred payment/forgivable loan plan that assists homeowners to address safe, sanitary, and decent housing rehabilitation issues. Rehabilitation projects may either be major or minor. Grants and deferred payment/forgivable loans are limited to a minimum of $1,000 and a maximum as required by the grant from which the funds will be expended, this amount may change each funding year. Mobile/manufactured homes and conventional, site-built homes have different maximum investments. HOME funds cannot be utilized in the form of a grant. In the HOME Program, weatherization, emergency repairs, or accessibility projects may be undertaken only if the property is brought up to the State's rehabilitation standards upon completion. When a recipient receives a deferred payment/forgivable loan, no further investment of CDBG funds can be made on the home until after the recapture period has expired. No additional HOME funds may be invested. However, should the recipient receive any housing rehabilitation services in the form of a grant, they may not be eligible to receive additional services until five years after the completion of the project. 4. REPLACEMENT PLAN A grant or deferred payment/forgivable loan plan that assists homeowners with the replacement of unsafe, hazardous living conditions by providing a new manufactured or site-built home. This plan provides a maximum investment as stipulated within each grant from which the funds will be expended. This amount may change each funding year and is intended for the construction of a new home or for the replacement of a manufactured home. HOME funds cannot be utilized in the form of a grant. When a recipient receives a deferred payment/forgivable loan, no further investment of CDBG funds can be made on the home until after the recapture period has expired. No additional HOME funds may be invested. 5. PERMIT FEE FUND In 2003, the City of Apache Junction created a revenue fund (004-04420-422-225) in order to track and collect permit fees that have been paid for by contractors that are participating in the City's Housing Rehabilitation Program. The fees that were collected were to be used to supplement and support the activities of the City's Housing Rehabilitation Program. These fees are collected in accordance with the City of Apache Junction City Code, Volume I, Chapter 7, Article 4-4 Sections A through I. All relevant fees shall be due payable by the contractor prior to the start of construction on any City of Apache Junction housing rehabilitation project. These fees will be tracked by the Housing Rehabilitation Program Coordinator ("HRPC") and reported to the Finance Director for deposit into the appropriate revenue account. This account will be tracked to ensure accurate balance and expenditures. City of Apache Junction Housing Rehabilitation Program Guidelines, page 9 of 30 Eligible expenses to be withdrawn from this account shall be minor repair items that are eligible under the City of Apache Junction's Housing Rehabilitation Program and the adopted Housing Rehabilitation Guidelines. Recipients of these funds, however, must be homeowners that are not eligible under the same guidelines or available funding programs. These repairs must be determined an emergency by the Program Coordinator. Further, the Coordinator must have found that there is no other funding or community assistance can be located for the homeowner. Eligible homeowners must be either elderly (over the age of 62), disabled, or have children under the age of 18 occupying the home and the total household income must not exceed 80% of the area median income. When an expense is determined to be eligible to be charged to this account, the Coordinator will submit a check request along with an invoice for payment to the finance department. The maximum amount payable toward any project shall be $1,000 unless otherwise approved by the Development Services Director. Emergency • - Replacement Rehabilitation Rehabilitation A Replacement may be provided to Eligible Homes Eligible Homes homeowners when the cost to 1)Single family homes,manufactured 1)Single family; rehabiltate their home exceeds the homes,condos,and townhomes; maximum investment allowable. 2)Post-1976 manufactured homes 2)Pre-1976 manufactured homes; affixed to a foundation; 3)Manufactured homes affixed to a 3)Condos and town homes; Replacement homes will be site built foundation; homes,where zoning allows for such 4)Homes without embumbrances e.g. construction. 4)Homes with encumbrances e.g. reverse mortgage and liens,excluding a reverse mortgage and liens excluding a first mortgage. first mortgage. Manufactured homes may be used as a replacement in areas where zoning does Eligible items not allow for site built homes. Eligible Items 1)Complete rehabilitation of home; 1)Acessibility improvements; 2)Address all code,health and safety A lien is placed on the home for the 2)Health and safety improvements; items; extent of the recapture period which is 3)Limited to two improvements per 3)Incorporate energy efficiency based upon the total investment grant. improvements; amount. 4)Accessibility items. Assistance Provided Grant not to exceed$15,000 Assistance Provided Limit assistance to two times per home Deferred Payment Forgivable Loan Single family home maximum investment$60,000 Manufactured home maximum investment$20,000 No additional assistance during recapture period A lien is placed on the home for the extent of the recapture period which is based upon the total investment amount. City of Apache Junction Housing Rehabilitation Program Guidelines, page 10 of 30 DEFERRED PAYMENT/FORGIVABLE LOANS All deferred payment forgivable loans are secured by a lien and promissory note. A percentage of the total assistance provided on forgivable loans will be forgiven on the anniversary date of the execution of the recording of the loan instruments throughout the recapture period, provided that the dwelling unit continues to be occupied by the original occupant or an income qualified immediate family member. The unforgiven balance of the loan shall become due and payable upon the sale of the property. Properties encumbered by mortgages/loans held by individuals or partnerships are not eligible unless a warranty deed is recorded and a lien may be placed on the property. HOME funds cannot be used in the form of a grant. The HRPC will be responsible for recording the required paperwork as determined by the loan. The lien will be recorded at the Pinal County Assessor's Office and will include applicable administrative costs and a contingency of 10% above the Contractor's Bid. The Deed of Trust will be placed on a tracking system by the HRPC who will track the loan calculating the amount of dollars that will be forgiven as each year passes until the loan has been completely forgiven as outlined in the HRGs. The HRPC will send a letter to the homeowner annually advising the homeowner of the status of their loan, identifying the amount forgiven and the amount that remains on the loan. The city will be no lower than the first position on the lien of the home or second if a financial institution held first position prior to the city recording the loan documents. A letter to the homeowner shall provide a reminder that the city cannot subordinate the loan. EXCEPTIONS TO THE MAXIMUM ALLOWED The Maximum investment for each project is stipulated under each grant program from which the funding is expended. This maximum may change with each funding year. However under no circumstance may the maximum per unit investment exceed that which is determined by the geographic area 221 (d) 3 per unit limits based on the number of bedrooms nor can the after rehabilitation value exceed the allowable amount set by HUD (see Method for Determining After Rehabilitation Value section below). RECAPTURE PERIOD •Investment of$1,000- $15,000 When a recipient elects to receive assistance in the form of a deferred or forgivable loan, a 1:70 *Investment of$15,001 recapture period applies. The recaptured -$40,000 period is based on the amount of funds invested in the assisted unit. Recipients may elect to have "--veinstment of$40,001 a recapture period that is longer than the required -$75,000 period. When a recipient receives a deferred •Investment of$75,001 -. and over City of Apache Junction Housing Rehabilitation Program Guidelines, page 11 of 30 payment/forgivable loan, no further investment of CDBG funds can be made on the home until after the recapture period has expired. No additional HOME funds may be invested. LOAN SERVICING POLICY/SUBORDINATION After execution of the loan, subordination agreements with lending institutions will not be honored since such practice is lending of city credit in violation of State constitutional law. Properties rehabilitated through this program must be free of any encumbrances such as liens or judgments. Properties may be encumbered by a mortgage in first position so long as a financial institution or other such mortgage company holds that mortgage; however, there must be sufficient equity remaining to justify placing a lien for the rehabilitation deferred payment loan in second position. Should a refinancing request be made by the homeowner after the rehabilitation work has been completed and a lien has been placed on the structure and the request has been made prior to the end of the recapture period, the lien shall become due and payable upon refinancing to the city. Thus, should the refinance be cash out, the city will require payment in full of the lien. The city will be no lower than first position on the lien of the home. As noted above, the city cannot subordinate the loan in any manner. REVOLVING LOAN FUND/PROGRAM INCOME The City of Apache Junction does not currently have a revolving loan fund. Therefore the City will track all loans. In the event a house that has received services is sold prior to the end of the recapture period, the city will enforce the repayment of the loan in the amount that remains unforgiven. These funds will then be immediately circulated into the Housing Rehabilitation Program and will be utilized prior to the use of any new grant funds. However when utilizing HOME funds, any recaptured or repaid funds will be returned to the Arizona Department of Housing as retention of HOME funds is not allowed by the Arizona Department of Housing. THIRD PARTY INCOME VERIFICATION Upon receipt of the application, the HRPC will verify eligibility based upon the homeowners income. The definition of income is taken from 24 CFR Part 5. Gross Income will be used to calculate income for all members of the household over the age of 18. Income must be anticipated and verifiable for the next 12 months. Typical required documents to verify income will include, but are not limited to: 1 . Bank Statements including checking and savings accounts; 2. Paycheck stubs including tips, commission and bonuses, and overtime; 3. Earned Interest and Assets: This amount is calculated into the income if over $5,000. Eligible assets include but are not limited to Value of Stock, Life City of Apache Junction Housing Rehabilitation Program Guidelines, page 12 of 30 Insurance, 401 K, interest, CD's, Real Estate, Personal property not including home; 4. Social Security; 5. Welfare Assistance; 6. Alimony and Child Support; 7. Minors Income specifically disability payments; 8. If self employed, must include the past three (3) years income tax returns for net income; 9. Excluded items include earned income from minors (under age 18), full-time student income (ages 18-23), disabled persons' income, and food stamps Median Income Guidelines HUD updates the Median Income Guidelines on an annual basis. The most current information can be found on the US Department of Housing and Urban Development website. The city will utilize the HUD Income Calculator to determine income eligibility. https://www.onecpd.info/incomecalculator/ METHOD FOR DETERMINING AFTER REHABILITATION VALUE The FHA 203 (b) limits is utilized when determining the rehabilitation T�mrcca—wi�crrcrc�cm�mm� ar�crrcrra-vrrrccr��vrr value. This gall ie nnet n 0 eat limit and is d ed by �,,,�—��Ea,,,,��e�c�eed-�5� �eter�i-r�"`�"'JY adding the fi III nosh value and the GOSt of the rehabilitation Beginning August 23, 2013 HUD has established the HOME Maximum After-Rehab Value Limits for owner occupied housing rehabilitation. These limits will remain in effect and are updated as HUD issues newlimits. The new HOME value limit for existing housing to be used for owner occupied housing rehabilitation is 95 percent of the median purchase price for the area based on Federal FHA single family mortgage program data and other nation-wide data on the sales of existing housing. To establish Project eligibility, after-rehabilitation value must be established prior to any work being performed. The after- rehabilitation value may be established by one or more of the following methods: 1 . Estimates of value: Estimates of value by the subrecipient may be used. Project files must contain the estimate of value and document the basis by which the value estimates were derived. (For example, a Real Estate Broker's price opinion with supporting comparable sales.) Websites such as quizzle.com, zillow.com and trulia.com may be used to determine an estimated value. City of Apache Junction Housing Rehabilitation Program Guidelines, page 13 of 30 2. Appraisals: Appraisals, whether prepared by a licensed fee appraiser or by a staff appraiser of the city, may be used. Project files must document the appraised value and the appraisal approach used. 3. Tax assessments: Tax assessments for a comparable property located in the same neighborhood may be used to establish the after-rehabilitation value if the assessment is current and accurately reflects market value after rehabilitation. HOMEOWNER INFORMATION Applications are available by mail, in the Development Services office, or obtained from the city's website at www.amcity.net/rehab by the applicant. Eligible applicants will be prioritized on a first come, first served basis, unless the nature of the project constitutes an eminent threat to health or safety, as determined by the Building Inspector. STEP 1: Waiting List Once an application is approved and the homeowner is determined to be eligible to participate in the city's HRP, they will be placed on a waiting list. Homeowner's will be served based on two factors: 1 . A First Come - First Serve Basis 2. Based upon the funding availability of the program with which they are eligible. The city has several housing programs. Based on their eligibility they may not qualify for all programs. Applicants can remain on the waiting list for up to 18 months or more before receiving assistance. The financial information provided with the application is valid for 6 months. Therefore homeowner's may be required to re-submit financial information to re-certify they are eligible to participate in the program. A typical timeline for services may be: Application is submitted Review of application (eligibility determination) 2 months Placed on waiting list up to 1 year Schedule initial meeting to discuss the program 2 months Schedule home inspection 2 months Determine work write up 2 months Procure contractor 4 months Signed documents/contracts 2 months Construction 3 months Final inspection 1 month City of Apache Junction Housing Rehabilitation Program Guidelines, page 14 of 30 STEP 2: Interview When the time has come to receive the benefits of the program an appointment will be scheduled to make a home visit to discuss the details of the program and sign an agreement. All homeowners must be present. There are two basic programs in which homeowner's may be eligible. It will be determined which program would best suit their needs once an inspection of the home is completed and a cost estimate is determined. Following are the two programs: 1 . Emergency Rehabilitation: This program will address two emergency needs within the home. This program is provided in the form of a grant. Once a homeowner receives this service, they may not be eligible for additional assistance for five years. 2. Housing Rehabilitation: This program will address all the necessary needs within the home under the requirements of the program. Health and safety issues, code compliance and weatherization will be addressed. This program is provided in the form of a deferred payment loan which will place a lien on the property. A deferred payment loan means that over a given period of time, the loan will be forgiven so long as the homeowner remains in the home as their only and primary residence. Once they receive this service, they may not be eligible for additional assistance until the loan has been forgiven. This recapture period is dependent upon the amount of funds invested into the home. STEP 3: Home Inspection The city will complete an inspection on the home. This inspection will help to determine what items will need to be completed on the home. Below is information to help determine what items are eligible under the requirements of the program. We would like to: Eliminate unsafe and hazardous conditions; Improve living conditions and extend the life of the home; Make the home accessible for family members with special needs; Bring the home to minimum safe property standards and local codes; Improve property values in the neighborhood; and Improve energy efficiency. Areas we can provide help include: The program will NOT: Electrical Accessibility Change of colors or styles Plumbing Insulation Cover routine maintenance Heating/Cooling Foundation Make the home look like new Roofing Bath facilities Walls Kitchen facilities Painting Hot water Windows/Doors Smoke alarms City of Apache Junction Housing Rehabilitation Program Guidelines, page 15 of 30 If the home was built before 1978, a Lead Paint Inspection will be conducted by a qualified contractor, as identified by the city. An Energy Audit will be conducted by a BPI certified contractor, as identified by the city. Information provided by from the audit will assist the HRPC will creating a project scope. STEP 4: Work Write-up and Bid Process After the inspections are complete a work write-up and cost estimate are determined to assist with the procurement of a contractor. The homeowner must approve the project scope prior to procuring a contractor. Priorities have been established for determining the work that will be completed in the eligible homes. 1 . Code Violations 2. Issues of Health and Safety 3. Weatherization Standards/ Energy Efficiency 4. Improvements of a Cosmetic Nature The following must also be taken into consideration when determining the priority of items for inclusion in the work-write up (Scope of Work): 1 . The age and the physical condition of the building; 2. The goal of the program (building revitalization or direct benefit); 3. Funds available for rehabilitation of each unit; and 4. Value of unit after rehabilitation. It is required that all projects competitively procure a licensed contractor to complete the work on the home. The city will assist the homeowner in this process. The following is the process that will take place when procuring a contractor. A notice will be placed on the city's website and in the newspaper advertising a mandatory "pre-bid" meeting to be held at the home. Contractors will arrive on that day along with the HRPC and will walk through the home and the work write up will be discussed. Each contractor will be required to submit a bid to the City of Apache Junction's Office of the City Clerk on the date and time specified in the advertisement. The contractor is not allowed to discuss any compensation with the homeowner. If the contractor has any questions regarding the project and/or the bidding procedures they must contact the HRPC. Once the bids have been received, the city will review the information and determine if the contractors are eligible to participate in the program. There are requirements that each contractor must have in order to be eligible. City of Apache Junction Housing Rehabilitation Program Guidelines, page 16 of 30 The City of Apache Junction is not the contractor, does not recommend contractors, does not choose the contractor and cannot guarantee the homeowner will be completely satisfied with the work completed. The HRP will however work closely with the homeowner to help solve any problems and will help ensure the work completed is functional, meets applicable codes and regulations, and is of quality. The HRP does however suggest the lowest most responsive bidder be the contractor awarded the project. Therefore the homeowner will be notified as to which contractor that is. However the homeowner will be signing the contract with the contractor and as such may select a qualified and eligible contractor to complete the work on their home. It should be noted if the selected contractor is not the lowest bidder, the homeowner will be required to pay the difference of the bid amounts. Once a contractor is selected all homeowners and the contractor will be asked to come to City Hall and sign the required contract documents. A notice to proceed will be issued after the documents have been executed. No work can begin until this has taken place. STEP 5: Construction The contractor will be issued the notice to proceed and given a time frame to complete the construction on the home. The homeowner is not authorized to make changes to the project scope of work. All requests for changes must come through the city's HRPC. STEP 6: Final Inspection The city will not release payment to the contractor until a final inspection has been completed on the home and the homeowner and city have signed off on the work completed. All concerns should be discussed during this final walk through with the contractor. Although there is a warranty on their workmanship, it is important to discuss any concerns as soon as possible. CONTRACTOR INFORMATION Work Write-up After the application has been received, the information verified and funding is available, the HRPC will make an inspection of the property and prepare a work write-up and cost estimate. Prior to creating the work write up, the city will request from a BPI certified contractor to complete an Energy Audit on the home (See Energy Efficiency Guidelines). The results of the audit will be incorporated into the work write up. The HRPC and homeowner will thoroughly discuss the work to be done. Once the project scope is approved by the homeowner, the city will competitively procure a qualified contractor that meets all of the procurement requirements of the city and the Arizona Department of Housing. City of Apache Junction Housing Rehabilitation Program Guidelines, page 17 of 30 Work write-ups will be completed by the HRPC. Specific building materials and building methods will be left up to the discretion of the HRPC but must meet ICC Standards. The City of Apache Junction Housing Rehabilitation Construction Guidelines will provide guidance on preparing the project scope. The HRPC will provide a rehabilitation cost estimate based on available information from recent projects completed. All new construction that requires substantial repair (more than 50%) of a system must meet the city's current building codes upon completion. The rehabilitated home should at a minimum meet Section 8 Housing Quality Standards and/or all city building codes, whichever is more restrictive, shall govern. The city wishes to encourage contractors to buy locally whenever possible. Request for bids An advertisement will be placed in the Arizona Republic a minimum of fourteen (14) days prior to the bid opening and/or an email notification will be sent to contractor's listed on the Housing Rehabilitation Program's Bid List. The city will require bids from two or more licensed contractors to complete the work. Contractors will be required to meet all City of Apache Junction and Arizona Department of Housing requirements to be eligible to be awarded a contract. Requirements include a current City Privilege Tax License; a valid contractor license from the State of Arizona, listed on the Registrar of Contractors website and hold valid insurance. Additionally, any contractor participating in the rehabilitation program must be verified as being eligible to receive federal funds, thus a DUNS and CCR number are required. The City of Apache Junction encourages minority contractor participation in all projects to include Disadvantaged Business Enterprises e.g. Small Business Enterprises, Minority-owned Business Enterprises, and Women-owned Business Enterprises. A copy of the City's Equal Employment Opportunity Policy is available on-line at http://www.ancity.net/index.aspx?nid=556 . Project walk-thru A mandatory pre-bid meeting will be scheduled prior to the acceptance of the bids to invite all potential contractors to the project site to review the project scope in order to offer an accurate quote. The pre-bid meeting will also be utilized to answer questions and offer information to the contractors and property owner. The contractor may not contact the homeowner prior to this meeting. Proposal submissions Proposals must be submitted by the date and time provided in the request for bids. City of Apache Junction Housing Rehabilitation Program Guidelines, page 18 of 30 All proposals must be submitted in a minimum 8 1/2"x 11" letter sized envelope with the words "Sealed Bid Residential Rehab" along with the address, and the name of the owner of the project being bid. This must be clearly printed on the face of the envelope. In addition, the name of the firm submitting the bid must be listed on the face of the envelope. Failure to comply with the requirements of this paragraph may result in such a bid being considered invalid and returned unopened to the sender. All bidders will be notified via email of the bid awards. Addendums All addendums will be sent to interested bidders a minimum of 3 days prior to the bid opening via email. Any changes in the finalized work write-up or specifications must be agreed upon in writing and signed by both the Homeowner and the HRPC before they become effective. No change orders will be approved or paid if the work was completed prior to signed approval by the HRPC. Change orders shall not exceed 10% of the total bid price unless the additional work was requested by the HRPC. No side agreements between the Contractor and Homeowner will be allowed. Codes and Standard Specifications The contractor is responsible for knowledge of the city's building codes. All work must conform to Apache Junction Building Codes and/or meet approved Uniform Building Codes unless otherwise specified in writing. The property standards that must be achieved as a result of assisted rehabilitation are established by the city's building codes, the Federal Housing Quality Standards and the Arizona Department of Housing's Housing Rehabilitation Standards, the Owner Occupied Housing Rehabilitation Weatherization Standards, and the City of Apache Junction Housing Rehabilitation Program Construction Guidelines. The city's Energy Efficiency requirements incorporate the following standards- BPI/BA Standards, IECC 2009, ASHRAE 62.2-2010, Energy Star, and Standardized Work Specification. Privilege Tax License The contractor and all subcontractors must have an Apache Junction City privilege tax license prior to beginning work after being awarded a contract for services. Subcontractors must be named on the Contractor Bid Proposal. City of Apache Junction Housing Rehabilitation Program Guidelines, page 19 of 30 Bid Award Bid awards are done by the homeowner; however the City of Apache Junction's Housing Rehabilitation Program will recommend the lowest most responsible and responsive bidder. The City of Apache Junction's Housing Rehabilitation Program reserves the right to reject any and/or all bids for reasons included but not limited to the following: 1 . The contractor is not licensed or his license is suspended or has been barred from federal procurement or no procurement programs. 2. The contractor is not able to proceed with the project in a timely manner, has failed to complete past projects in a timely or workmanlike manner or has failed to respond appropriately to requests for warranty service. 3. The bid submitted is more than 15% above or below the estimate and may not be able to complete the project for this amount. 4. The Contractor has failed to provide lien waivers as required below or has had mechanic's liens filed by suppliers or subcontractors on past projects. 5. Bidding forms are improperly filled out, incomplete or not using the correct bidding forms provided. Owner Bid Rejection The owner may reject any or all bids without cause subject to the following provisions: 1 . The owner may choose to reject the lowest bid and select a contractor other than the lowest bidder if the owner is willing to provide from his own funds an amount equal to the difference between the low bid and the selected bid. 2. The owner may reject all bids at any time up to three working days after the contract is closed. The contract will be between the homeowner and the contractor. However the contractor and homeowner may not discuss the award or non-award of the project until the city has completed the required procurement process. The city will serve only as an administrator/financier to the contract. The contractor must be a licensed contractor in the State of Arizona, hold a city business license, be in good standing with the Registrar of Contractors, and not appear on the excluded parties listing thus shall have a DUNS and CCR number. Delays in Awarding Contract Generally the contract will be closed and the work will begin within thirty (30) days of the date of bid submission. If thirty days has passed and no contract is signed, the Contractor may honor the original bid or withdraw the bid. If the Contractor chooses to withdraw the bid, the project will be offered to the next qualified low bid or a new bid process will begin. The HRPC reserves the right to negotiate any bid. City of Apache Junction Housing Rehabilitation Program Guidelines, page 20 of 30 Subcontractors All subcontractors shall be named within the proposal submittal including their ROC numbers. Upon award, subcontractors are required to submit certifications, hold a current City Privilege Tax License and a valid contractor license from the State of Arizona. Additionally, any subcontractor participating in the rehabilitation program must be verified as being eligible to receive federal funds, thus a DUNS and CCR number are required. Contractors or subcontractors who complete HVAC work must be BPI certified. Notice to Proceed The Notice to Proceed issued by the City of Apache Junction's HRPC will identify the start date. All construction must begin within seven (7) days. A pre-construction conference will be held between the homeowner, the contractor and HRPC to discuss work items, furniture moving, and other questions in need of clarification. All contractors will be required to secure a building permit from the city and post it at the site. Quality of Work Provided General Contractors, sub-contractors and their employees qualified to perform the installations for which they are responsible shall perform all work in a quality workmanlike manner. The job site is considered a federal location and must, at all times, be free from an individual chemical use. All moved or effected equipment shall be returned to a completely functional nature. The Contractor will make provisions for the fact that homeowners will, at all times, occupy this dwelling during the course of construction and need basic services at day's end. Permits The permit application for the project is prepared and submitted by the Contractor. The Building Permit will be issued upon receipt of payment from the Contractor. The permit must be picked up before beginning any work on the property. Follow the Building Department's procedures for scheduling inspections. The Contractor is responsible for all necessary inspections of the property. Clean-up The job site should be thoroughly cleaned during and upon completion of the project. All construction debris of every sort should be removed along with other debris that may have been on the property or collected during the work. Compact, grade and rake any area disturbed by construction for proper drainage. City of Apache Junction Housing Rehabilitation Program Guidelines, page 21 of 30 Construction debris is to be hauled to the landfill and disposed of in accordance with all local ordinances. Under no condition is debris to be left for city pick-up. Timely Manner Work should proceed in diligent manner after start-up. Progress inspections will be made almost daily. While material or subcontractor delays are sometimes unavoidable, extended periods without progress or repeated unnecessary delays in completing a project may constitute grounds for rejecting future bids. The contractor is expected to complete the job within the timeframe indicated in the contract. There is a two-year warranty on workmanship and materials. Owner Selections The homeowner is allowed to select the following items: 1 . One interior paint color 2. Exterior wall and trim color 3. Counter top color 4. One carpet color 5. One floor tile (grout to be sealed) The contractor must supply the homeowner with a minimum of three (3) color samples. Payment No payments shall be made to the contractors without written approval from the HRPC and the homeowner, with the exception of disputed discrepancies which may be resolved and paid with the signature of the HRPC. The HRPC will monitor all rehabilitation work during construction. If progress payments are called for in the contract, the homeowner and the HRPC will make an inspection of the work outlined in the work write-up scheduled for completion before a progress payment will be made. A contractor may request a 50% draw when one-half of the contracted work is completed and a 40% draw when 90% if the work is completed. The city will hold 10% retention for up to thirty (30) calendar days at the end of the contract to cover closeout contingencies. The contractor must submit all lien waivers, warranties/guarantees prior to the release of the 10% retention. Warranties and Owners Manuals The contractor shall warrant all work for a period of two (2) years or more, exclusive of the manufacturer's warranty, from the date on the approval of the final inspection, which will be signed by the homeowner and the HRPC. Major systems or items necessary to make the property meet code should be analyzed on the basis of a City of Apache Junction Housing Rehabilitation Program Guidelines, page 22 of 30 three year life expectancy. Major systems include: roofs, heating, cooling, plumbing, water heaters, and electrical components. When included in a project, warranties for all items such a new appliances/hot water heaters shall be given to the HRPC by the contractor(s). All warranties will be provided to the homeowner. Final Inspection After the contractor has passed all permit inspections from the Building Department, please inform the HRPC so that a final inspection can be scheduled. Approval of the work by the city building inspector does not constitute acceptance of the workmanship by the Housing Rehabilitation Program or the homeowner. Upon the homeowner's acceptance of the work completed, final payment will be issued after final invoice and lien waiver are presented to the HRPC. Final payment can be expected within 30 days of work completion and successful final inspection. In the event of any dispute between the owner and the contractor concerning the completion of rehabilitation, the HRPC will work with both parties to negotiate a satisfactory solution. If a solution cannot be arrived at, a grievance can be filed as outlined below. HOUSING MAINTENANCE AND HOMEOWNERSHIP EDUCATION In addition to warranty brochures, the HRPC and Contractor shall conduct training in the home to instruct the homeowners on the new equipment, appliances and general housing maintenance counseling on items that had been installed in the home. The city will provide a home maintenance document. The city's housing program also provides a Housing Programs and Services Newsletter on a quarterly basis for all housing rehabilitation program recipients. Homeownership Counseling is currently provided by the Arizona Department of Housing and/or their designee. ENERGY EFFICIENCY GUIDELINES The HRPC will write the bid specifications to include energy efficiency measures as required by the Arizona Department of Housing Owner Occupied Housing Rehabilitation Weatherization Standards. Detailed information pertaining to the Energy Efficiency requirements can be found in the city's Housing Rehabilitation Program Construction Guidelines. The City's requirements incorporate the following standards: BPI/BA Standards, IECC 2009, ASHRAE 62.2-2010, Energy Star, and Standardized Work Specification. City of Apache Junction Housing Rehabilitation Program Guidelines, page 23 of 30 LEAD BASED PAINT REQUIREMENTS/ PRE-1978 HOUSING On September 15, 1999, HUD published a Final Rule at 24 CFR Part 35 to implement new regulations with regard to lead-based paint in compliance with the Residential Lead-Based Paint Hazard Reduction Act of 1992. This Rule was effective on September 15, 2000. ADOH received permission from HUD to defer implementation of this Rule until January 10, 2002. As of January 10, 2002, any CDBG or HOME awards made by the ADOH after January 10, 2002, and used to fund housing rehabilitation projects are required to comply with these lead-based paint requirements. However, CDBG or HOME awards made by the ADOH before January 10, 2002, and used to fund housing rehabilitation projects, whether or not the actual projects have been started, will not be subject to these requirements. In order to comply and implement these lead- based paint requirements, the HRP shall use as guidance the ADOH Housing Bulletin #1 issued by the Office of Housing Development ("OHD") on December, 2001. The HRP shall specifically adhere to the evaluation, disclosure, work requirements, and clearance procedures contained in this Bulletin. Any interim control or abatement procedures of lead-based paint hazards as prescribed by HUD requirements shall be included in the scope of work. The HRP shall also attempt to obtain lead-based paint general liability insurance for lead-based paint hazards and encourage contractors to secure lead-based paint hazard liability insurance. The HRPC will provide the homeowner with the EPA/HUD Pamphlet "Protect Your Family from Lead in Your Home". The HRPC shall also provide the homeowner with the Lead Based Paint Notification for the homeowner's review and signature. The HRPC shall specifically review the notification form with the homeowner and make every effort to ensure the homeowner is aware of the hazards and ways to avoid lead based paint poisoning. The executed notification is retained in the homeowner/client's file and a copy is provided to the client. If lead based paint hazards are identified and treated by a certified lead based paint risk Assessment Company, the HRPC shall meet with the recipient and discuss the findings contained in a Risk Assessment Report. The recipient shall also sign off on the report to reflect that the findings contained in the Risk Assessment Report were explained and discuss with the recipient. The Risk Assessment Report shall then become a part of the recipient's file. All brochures regarding lead-based paint hazards are available in alternate format for non-English Spanish speaking persons upon request. CONFLICTS OF INTEREST 1) Any person who is an employee, agent, consultant, officer, or elected or appointed official of the City may not obtain a personal or financial interest or benefit from this activity, nor may they have an interest whatsoever, however remote, in a contract, subcontract or proceeds either for themselves, their City of Apache Junction Housing Rehabilitation Program Guidelines, page 24 of 30 family or business ties during their tenure, or for one year thereafter. 2) No contract will be awarded to a contractor who is related, or whose employee is related to the applicant by blood or marriage. Upon written request to the HRP in care of the Apache Junction Development Services Department, the Development Services Director, or his/her designee, will determine if a conflict exists. COMPLAINT AND GRIEVANCE PROCEDURE Applicants, Program participants, or contractors may initiate a complaint by submitting concerns in writing to the City of Apache Junction Development Services Director, or his/her designee, at 300 East Superstition Boulevard, Apache Junction, Arizona 85119. The Development Services Director, or his/her designee, is responsible for receiving, reviewing, and responding to all complaints including prequalification of applicant or contractor qualification. The City must issue a written response to any complaint within ten (10) working days of receipt. If unsatisfactory to the complainant, a written appeal of the City's response shall be filed within ten (10) working days of receipt of the City's response. Appeals shall be made to the City Manager, by sending such appeal to 300 East Superstition Boulevard, Apache Junction, Arizona, 85119 Attn: City Manager. The City Manager shall be the final administrative decision maker. Further judicial appeals shall be in accordance with A.R.S. Title 12, 12-901 . Assistance from the City in preparing a grievance is available at no charge if needed due to either a disability or language limitation. Assistance will be provided through the Development Services Department at (480) 474-5090 TDD (480) 983- 0095; FAX (480) 474-5102 or 300 East Superstition Boulevard, Apache Junction, Arizona 85119. Additionally, the City of Apache Junction has adopted an internal complaint procedure providing for prompt and equitable resolution of complaints alleging any action prohibited by the federal regulations implementing Title II of the Americans with Disabilities Act ("ADA") and Title VI of the Civil Rights Act of 1964, as amended. Title II states, in part that "no otherwise qualified disabled individual shall, solely by reason of disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination" in programs or activities sponsored by the city. All ADA and Civil Rights complaints made against the city, its employees, representatives, and contractors relating to facilities, programs, services and projects, shall be required to adhere to this process in order to file a grievance. City of Apache Junction Housing Rehabilitation Program Guidelines, page 25 of 30 All equal employment opportunity complaints shall be filed with the Human Resources Department and may not be handled in the same manner as ADA and Civil Rights complaints under Titles II and VI. Civil rights complaints are valid when the legal basis for the complaint is due to discrimination on the basis of race, color, national origin, religion, sex, disability, or familial status. Depending on the complaint, the following persons shall be responsible for determining a resolution: Complaints filed against the city whether a city program, service or project, will be reviewed by the ADA and Civil Rights Coordinator ("ACRC") and forwarded to any applicable state and/or federal agency as required under their guidelines. Additionally, the Arizona Department of Transportation ("ADOT") Civil Rights Office will be provided all civil rights complaints regardless of the nature of the complaint relevant to a project funded in whole or in part by ADOT funding. ADOT will then follow their procedures to determine if the complaint is relevant to their area of jurisdiction. Subsequently, the ACRC and/or ADOT will make a determination and resolve the complaint within 60 calendar days. Complaints filed against a contractor hired by the city shall be reviewed by the ACRC and a copy shall be provided to ADOT within 60 days. The complaint will be reviewed, investigated and resolved within 60 calendar days. Complaints should be addressed to: Bryant Powell, ADA and Civil Rights Coordinator, 300 East Superstition Blvd., Apache Junction, Arizona, 85119, (480) 474-5066. 1 . A complaint shall be filed in writing or digitally. It must contain the name and address of the complainant, and describe the nature and the date of the alleged violation of the regulations. The complaint must be signed by the complainant or by someone authorized to do so on his or her behalf. A complaint form is available on-line at www.ancity.net/ada or by asking any city staff member. 2. A complaint must be made within 30 calendar days after the complainant becomes aware of the alleged violation. 3. The ACRC will call or meet with the complainant no later than 8 city working days after receipt of the complaint. An investigation, if needed or if appropriate, may follow the meeting. The investigation shall be conducted by City of Apache Junction Housing Rehabilitation Program Guidelines, page 26 of 30 the ACRC. Any investigation should be informal but thorough, affording all interested persons an opportunity to submit information relevant to the complaint. 4. The ACRC shall issue, as soon as possible, but not later than 30 calendar days after the complaint is received, a letter or email acknowledging the complaint, which includes a description of the resolution to the complaint. The decision of the ACRC shall be binding and final subject only to an appeal pursuant to A.R.S. 12-901, et. seq. 5. The ACRC shall retain all complaint records and associated documents pursuant to the city's record retention requirements, and shall dispose of them in accordance with such policy. 6. The right of a person to file a complaint under this procedure shall not affect the complainant's right to pursue other remedies such as filing of a complaint with the responsible federal or state agency. Use of this grievance procedure shall not extend the time for filing any complaint with the responsible federal or state department or agency. MARKETING The Housing Rehabilitation Program will be marketed using the following media: Brochures, Flyers, City of Apache Junction Website, the Housing Programs and Services Newsletter, The Citizen (Parks & Recreation Publication), City of Apache Junction's Cable Channel, the city's grants blog www.apacheounctiongrants.wordpress.com, and local newspapers including AJ News and the Independent. Direct marketing to neighborhoods may also be conducted by mailing a postcard to residents within a targeted area notifying them of the city's programs. Distribution of marketing materials will be through a local network of human/social services agencies and at general posting locations throughout the city which include but are not limited to the outlets below: Human/Social Service Agencies TRIAD Neighborhood Watch Groups Pinal County Housing Pinal County Volunteer Center CAAFA CAAG RSVP Program AB I L CAH RA Salvation Army Area HOA's Apache Junction Food Bank Boy's and Girl's Club Project Help HOPE Women's Center Apache Junction Senior Center Apache Junction School District Apache Junction Community Development Corporation City of Apache Junction Housing Rehabilitation Program Guidelines, page 27 of 30 Apache Junction Chamber of Commerce Central Arizona Council on Development Disabilities City of Apache Junction Victim Assistance (Police Department) City of Apache Junction Victim Advocate (City Attorney's Office) Superstition Mountain Mental Health Center Posting Locations City Hall Library Parks and Recreation Multigenerational Center The City will make every effort to accommodate persons with disabilities and non- English speaking persons. See the section entitled Assistance to Applicants for additional information. STAFFING AND ADMINISTRATIVE REVIEW All administrative and supervisory work will be done by city staff. Procedures to protect applicants, HRP participants, and contractors are outlined in the sections entitled Complaint and Grievance Procedure and Non-Discrimination. The City of Apache Junction's HRPC will be responsible for the following: application intake; income verification; case management; contractor procurement; change order approvals; and final inspection. The HRPC can be reached at 300 East Superstition, Apache Junction, Arizona 85119. The HRPC can also be contacted at (480) 474-5090 or TDD (480) 983- 0095. �- •• Revenue Program Coordinator Finance Director NON DISCRIMINATION The City of Apache Junction, or any of its sub recipients, do not discriminate in any activity on the basis of race, color, religion, sex, disability, familial status, or national origin. The City of Apache Junction is an Equal Opportunity Employer, Minority Contractors participation is encouraged DBE/MBE/WBE. A copy of the City's Equal Employment Opportunity Policy is available on-line at http://www.ancity.net/index.aspx?nid=556 . City of Apache Junction Housing Rehabilitation Program Guidelines, page 28 of 30 ASSISTANCE TO APPLICANTS Should an individual need assistance in preparation of an application, assistance will be provided, at no charge, through the Development Services Department. The Department can be reached at 300 East Superstition, Apache Junction, Arizona 85119. Assistance can also be requested at (480) 474-5090 or TDD (480) 983- 0095. Applicants may request assistance because of a: 1) physical/mental/ emotional disability or 2) limited ability to speak/read English. FAIR LABOR STANDARDS The provisions of the FLSA are not applicable to the rehabilitation of single family homes under this program. APPLICABLE DOCUMENTS The city's HRP uses guidance from the following sources of information pertaining to the administration of the HRP: 1) Arizona Department of Housing Owner Occupied Housing Rehabilitation Standards 2) United States Department of Housing and Urban Development Housing Quality Standards. 3) United States Environmental Protection Agency Information regarding Lead Based Paint. 4) Arizona Department of Housing, State Housing Fund Program Summary and Application Guidelines. 5) Arizona Department of Housing Community Development Block Grant Handbooks. 6) Arizona Department of Housing Owner Occupied Housing Rehabilitation Weatherization Standards. 7) City of Apache Junction City Ordinances and adopted Building Codes. 8) City of Apache Junction Housing Rehabilitation Program Construction Guidelines. CHANGES TO HOUSING REHABILITATION PROGRAM GUIDELINES The Housing Rehabilitation Program Guidelines are generally adopted with revisions annually, however should an emergency change within the Housing Rehabilitation Guidelines as adopted by the city council be required throughout the program year, the Mayor shall submit a letter in writing to the Arizona Department of Housing ten (10) days prior to the change coming into effect. City of Apache Junction Housing Rehabilitation Program Guidelines, page 29 of 30 FORMS A complete packet of forms utilized by the City's Housing Rehabilitation Program are available upon request. Below is the listing of those forms. Form Form Application which includes: Owner Acceptance of Work Write Up Authorization for Release of Info. Contractor Participation Statement Verification of Employment Contract between Contractor and Owner Affidavit of Non-Income Owner's Color Preference Verification Declaration of Citizenship Change Orders Income Verification Determination Sheet Final Acceptance of Work Completed Agreement which includes: Final Invoice and Waiver of Lien Certification of Principal Residence Truth In Lending Form Federal Assistance Notice Right of Rescission Complaint and Grievance Procedure Promissory Note Disclaimer Deed of Trust Development Services Due Diligence Release of Lien Work Write Up including cost estimates City of Apache Junction Housing Rehabilitation Program Guidelines, page 30 of 30 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard = Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No. 3. Piz File ID: 14-129 Sponsor: Heather Patel Agenda Date: 3/17/2014 Index: In Control: City Council Work Session Presentation and discussion on the proposed projects and resolutions to be submitted to the Gila River Indian Community and Ft. McDowell Yavapai Nation Proposition 202 State Shared Revenue Program for Fiscal Year 2014-2015. The resolutions are a mandated part of the grant applications. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 Pp AGt-1F✓ � G,y 0 V `= = � City of Apache Junction gRizo Development Services Department MEMORANDUM DATE: March 5, 2014 TO: The Honorable Mayor and City Council THROUGH: George Hoffman, City Manager Brad Steinke, Development Services Director Roger S. Hacker, Revenue Resources Manager FROM: Heather Patel, Grants Coordinator SUBJECT: Proposition 202 State Shared Revenue Program Grant Applications for Fiscal Year 2014-2015. REQUEST Presentation and discussion, with non-profit organizations and staff, on the proposed projects and resolutions to be submitted to the Gila River Indian Community and Ft. McDowell Yavapai Nation State Shared Revenue Program for Fiscal Year 2014-2015. The resolutions are a mandated part of the grant applications. BACKGROUND In November 2002, the voters of Arizona approved Proposition 202 which initiated new gaming compacts between the State of Arizona and the Native American tribes. An important provision of Proposition 202 was the sharing of gaming revenues with the State. Henceforth, tribes would be assessed by the State a percentage of their gross gaming revenue. Tribes had the option of either paying all of this assessment into a State managed fund or to pay 88% of the assessment into the State managed fund and retain 12% of the assessment for distribution as grants. The Gila River Indian Community("GRIC") exercised its option to retain and administer 12% of State shared revenue. Known as the Gila River Indian Community State Shared Revenue Program, the Program makes "Distributions to cities, towns, or counties for government services that benefit the general public, including public safety, mitigation of the impacts of gaming, or promotion of commerce and economic development." Gila River's policy is to generally limit the distributions to cities, towns, and counties in Maricopa and Pinal Counties. Funding priorities include: 1)Public Safety(police, fire, EMS); 2) Transportation; 3) Health Care Services; 4) Economic Development; and 5) Education. The Fort McDowell Yavapai Nation("FMYN")has been a leader in giving back to Arizona communities since the establishment of its casino. This willingness to share with neighbors is a central facet of Yavapai culture and is reflected in their current motto, "Never give up; always give back." Fort McDowell Yavapai Nation's priorities are programs and projects focused on 1) Education; 2) Public safety; 3)Health; 4) Environment; and 5) Economic and/or community development. The law also stipulates that local nonprofits may submit applications to tribal entities if the nonprofit organization is "sponsored"by an appropriate municipality. In such cases, the municipality agrees to act as a conduit for the grant funds. The municipality receives the grant funds from the tribal entity and in turn issues a check to the nonprofit agency. On August 2, 2011, the city council approved the City of Apache Junction Indian Community State Shared Revenue Program Local Nonprofit Participation policy. The purpose was to delineate criteria which the city may utilize to determine "sponsorship" of a nonprofit organization for participation in the Indian Community State Shared Revenue Program. DISCUSSION On February 3, 2014, the City of Apache Junction advertised a call for non-profits to attend an informational meeting on February 10, 2014. Attendees were advised on the application process. Project summaries were due to the City of Apache Junction by March 3, 2014 for consideration by the city council. The following projects were submitted for council consideration and sponsorship: Apache Junction Horse Rescue Cataract surgery $15,000.00 Apache Junction Horse Rescue New truck/trailer $69,000.00 Mountain Health and Wellness Equipment $257,382.80 Empowerment Systems Self-management workshops $37,000.00 Empowerment Systems Self-management workshops $37,000.00 The following are applications proposed to be submitted by the City of Apache junction: Parks and Recreation Fit Families Expansion $12,600.00 Summaries of the proposed projects can be found as Attachments 1-4. The city's policy indicates that projects may be considered for sponsorship if the applicant meets certain criteria. "An organization may be considered for sponsorship by the city council if it is legally recognized by the Internal Revenue Service as a 501 (c) 3 organization, is in good standing in the city(e.g. current business license), and provides a service to the residents of Apache Junction". Additional criteria include: An organization may be considered for sponsorship if its grant application is not determined by city staff to be in competition with an application to be submitted by the city to the same tribal community during the same funding cycle. City staff will meet with an agency requesting sponsorship to determine if the agency: 1) serves Apache Junction residents; 2) addresses an identified community need; 3) maintains necessary city registration(s); and 4)maintains Directors and Operators Insurance coverage (See Section V). Based upon this information, staff will prepare a recommendation of sponsor/do not sponsor and submit to the city council for consideration. Below is a breakdown of the criteria as they relate to each applicant and the proposed project, exclusive of the city application. Criteria AJ Horse Rescue Mountain Health Empowerment and Wellness Systems 501 ( c ) 3 Yes Yes Yes City license Yes Yes Yes Will project No No Yes serve residents Similar to AJ No No No application Addresses a No Yes Yes Need I)Directors and 1)No, 2) Yes Yes Yes Operators; and 2)Liability Insurance Financial Review Yes Yes Yes The city is required to adopt resolutions for applications to be submitted. The following resolutions are presented for discussion and will be placed on the consent agenda on April 1, 2014: City of Apache Junction GRIC Resolution No. 14-08 Apache Junction Horse Rescue FMYN Resolution No. 14-12 Apache Junction Horse Rescue GRIC Resolution No. 14-13 Mountain Health and Wellness GRIC Resolution No. 14-14 Empowerment Systems GRIC Resolution No. 14-15 Empowerment Systems FMYN Resolution No. 14-16 The resolutions referencing the non-profit projects stipulate that: • The application has been approved for submittal; • If the project is funded, the mayor is authorized to execute a pass-through agreement; • The city has no duties other than to deliver the grant funds to the applicant; and • The applicant shall provide the city with copies of all information submitted to the GRIC or FMYN. The resolution referencing the City of Apache Junction project stipulates that: • The application has been approved for submittal. RECOMMENDATION Staff respectfully recommends the city council review and discuss the proposed projects and resolutions and ask questions of the representatives present. ACTION REQUIRED Review and discuss projects and resolutions. Attachment 1: Resolution No. 14-08 Attachment 2: Parks and Recreation summary Attachment 3: Resolution No. 14-12 Attachment 4: Apache Junction Horse Rescue summary Attachment 5: Resolution No. 14-13 Attachment 6: Apache Junction Horse Rescue summary Attachment 7: Resolution No. 14-14 Attachment 8: Mountain Health and Wellness summary Attachment 9: Resolution No. 14-15 Attachment 10: Empowerment Systems Attachment 11: Resolution No. 14-16 Attachment 12: Empowerment Systems RESOLUTION NO. 14-15 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE GILA RIVER INDIAN COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, private, not-for-profit organizations wishing to access Proposition 202 funding to provide public benefits must secure sponsorship from a city, town or county before making application. Said sponsorship must be expressed in a resolution passed by the local government sponsor; and WHEREAS, the Gila River Indian Community (the "Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 • Staff is authorized to submit an application, on behalf of Empowerment Systems, to the Gila River Indian Community for Proposition 202 funds, and the Mayor is authorized to sign the RESOLUTION NO. 14-15 PAGE 1 OF 3 application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of self-management workshops in an amount not to exceed $37, 000 . Section 2 • The Mayor is authorized to execute a grant pass-through agreement between the City of Apache Junction and the Empowerment Systems for use of the funds if the grant is awarded. Section 3 : The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 4 : The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. Section 5 • The City has no duties under or related to this resolution other than to receive the funds and deliver same to Empowerment Systems; the determination as to the amount of funding is solely at the discretion of the Gila River Indian Community. All parties agree there are no third-party beneficiaries to this document. Section 6 • If awarded funding, Empowerment Systems will provide the City of Apache Junction copies of all reports and documents related to the project funded by the Gila River Indian Community. Section 7 • The City Council supports this grant request for funding and if awarded will administer the funds directly to Empowerment Systems as a pass-through grant. RESOLUTION NO. 14-15 PAGE 2 OF 3 PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-15 PAGE 3 OF 3 City of Apache Junction Project Summary and Agency Information Sheet Please note this information is NOT the application to be submitted to the tribal agency, this is ONLY the information require to obtain the city council sponsorship of your application. Please visit each tribe's website for the correct application forms and information. Applicant Empowerment Systems, Inc. agency Contact name Melanie Mitros, PhD Address in 2066 West Apache Trail, Suite 116 Apache Junction Contact phone 480-367-6937 Contact email mmitros@azlwi.org Nonprofit status 501©3—attach IRS determination letter See Attached Other(please explain) City of Apache Yes—please provide the license number 07-035315 Junction Business License If no,the organization will need to obtain a license if the project is funded Insurance Directors and Operators Policy X coverage(check all that apply) General Liability Policy X Willing to name the city as co-insured if X the project is funded Financial Review Date of most recent audit December 13, 2013 (check all that apply) Date of most recent financial review Date of most recent compilation No financial reports are available for this agency Project Empowerment Systems, Inc. will 1) deliver 6 self-management description workshops reaching at least 60 Apache Junction residents; 2) collect participant demographic, attendance and self-efficacy data; and 3) monitor and assess all referrals received for the source, quantity and completion rate of participants by source. The self-management workshops provided will include: Chronic Disease Self-Management (CDSMP), Tomando Control de su Salud (Spanish CDSMP), Diabetes Self-Management (DSMP), Programa de Manejo Personal de la Diabetes (Spanish DSMP), and Chronic Pain Self-Management (CPSMP). The workshops will be offered on a rotating basis based on community interest and events for recruitment. The purpose of this project is to improve the health of Apache Junction residents through the creation of clinical-community linkages between wellness models and comprehensive care. This project is a structured system of care housed within the AZ Living Well Institute (AZLWI) Division of Empowerment Systems. We will utilize the menu of evidence-based Self-Management Programs developed by Stanford University to promote behaviors that reduce the risk for chronic disease, promote medication adherence and self-management skills, and link clinical care with community-based interventions. These programs are designed to enhance other treatment options and disease-specific education such as ASHLine, Better Breathers, cardiac rehabilitation, and/ or diabetes education. Our project will provide: 1) community-based delivery of evidence-based self-management programs to Apache Junction residents, including those who are sociodemographically disadvantaged (underserved, low income, un/underinsured), as well as tribal community, and Hispanic/Latino community; 2) expanding access to evidence-based self-management programs in Apache Junction; 3) creation of clinical-community linkages between wellness models and comprehensive care in Apache Junction; 4) city wide referral network of community organizations, health and human service providers, and medical providers to promote and market workshops; 5) utilization of PACE+, an established web-based referral, data management, and payment system; and 6) ongoing evaluation of goals and objectives. Organization's expertise, experience, and access to the targeted population(s): This project is a strategic match for Empowerment Systems overall mission and programs. Our mission is to "Empower People To Improve Lives", which we address through our non-profit family of health education and wellness divisions. Each of our five divisions will be involved. This proposal will be housed in the AZ Living Well Institute (AZLWI), recognized by Stanford University and funding sources as the statewide clearinghouse for quality assurance, technical assistance, and training for CDSMP as well as promotes and supports other evidence-based programs (CDC's Diabetes Prevention Program, Enhance Fitness and A Matter of Balance). The Greater Valley Area Health Education Center will educate health professionals through continuing education and schools through health professions interns to promote the referral component of the project. Our Community Outreach division will utilize its expertise and contacts in regional outreach networks to inform organizations about the project and generate referrals. Mobile community-based English and Spanish speaking resource navigators assist especially vulnerable populations with enrolling for eligible benefits (Medicaid, Medicare, and Health Insurance Marketplace). To further outreach efforts, we are a Certified Application Counselor organization for the Health Insurance Exchange Marketplace. Our resource center in Apache Junction currently provides enrollment services for the community as well as serving as an Arizona Workforce Connection Access Point service center for community members seeking employment. The Health Informatics division supports PACE+ health information system, a comprehensive, web-based electronic health record and database management system with automated referral and third party payment components to be utilized. The Arizona Coalition for Military Families will serve as a continued connection point to veterans and their families. Community Over the last four years in Arizona, the data collected with the Chronic need being addressed e.g. Disease Self-Management Programs have repeatedly demonstrated homelessness, multiple chronic disease rates exceeding 65% with the most prevalently hunger,etc. reported conditions being arthritis, hypertension and depression. Lifestyle and chronic disease self-management programs will be provided for community members with ongoing health conditions and their families to address the health care, education, and wellness service shortages in Apache Junction. The group of interest includes all adults (18 years and older) who have an ongoing health condition or a caregiver of someone with an ongoing health condition. Tribe's identified Gila River Indian Community: Health Care Services; Education priority to be addressed Length of 1 year project Project budget (provide a Self-Management Program Cost Estimation detailed breakdown,add Description Price Quantity Total Cost pages if needed) Self-Management Workshop Delivery $4,500.00 6 $27,000.00 Materials, consumable supplies and facilitators to lead workshops Permanent Room Dividers Durable modification to the meeting room to accommodate $5,000.00 1 $5,000.00 simultaneous workshops Marketing & Outreach $2,500.00 1 $2,500.00 PSAs, Community Events, Health Fairs Transportation for Participants based on Need $50.00 50 $2,500.00 $50 per participants per 6 week workshop Total $37,000.00 Amount being $37,000.00 requested from agency Other Arizona Department of Health Services; Governor's Office for Children, funders/partners Youth and Families; St. Luke's Health Initiatives; Maricopa County Department of Public Health, University of Arizona, Arizona Department of Veteran's Affairs. RESOLUTION NO. 14-16 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE FORT MCDOWELL YAVAPAI NATION COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, private, not-for-profit organizations wishing to access Proposition 202 funding to provide public benefits must secure sponsorship from a city, town or county before making application. Said sponsorship must be expressed in a resolution passed by the local government sponsor; and WHEREAS, the Fort McDowell Yavapai Nation (the "Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 • Staff is authorized to submit an application, on behalf of Empowerment Systems, to the Fort McDowell Yavapai Nation for Proposition 202 funds, and the Mayor is authorized to sign the RESOLUTION NO. 14-16 PAGE 1 OF 3 application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of self-management workshops in an amount not to exceed $37, 000 . Section 2 • The Mayor is authorized to execute a grant pass-through agreement between the City of Apache Junction and Empowerment Systems for use of the funds if the grant is awarded. Section 3 • The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 4 : The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. Section 5 : The City has no duties under or related to this resolution other than to receive the funds and deliver same to Empowerment Systems; the determination as to the amount of funding is solely at the discretion of the Fort McDowell Yavapai Nation. All parties agree there are no third-party beneficiaries to this document. Section 6 • If awarded funding, Empowerment Systems will provide the City of Apache Junction copies of all reports and documents related to the project funded by the Fort McDowell Yavapai Nation. Section 7 • The City Council supports this grant request for funding and if awarded will administer the funds directly to Empowerment Systems as a pass-through grant . RESOLUTION NO. 14-16 PAGE 2 OF 3 PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-16 PAGE 3 OF 3 City of Apache Junction Project Summary and Agency Information Sheet Please note this information is NOT the application to be submitted to the tribal agency, this is ONLY the information require to obtain the city council sponsorship of your application. Please visit each tribe's website for the correct application forms and information. Applicant Empowerment Systems, Inc. agency Contact name Melanie Mitros, PhD Address in 2066 West Apache Trail, Suite 116 Apache Junction Contact phone 480-367-6937 Contact email mmitros@azlwi.org Nonprofit status 501©3—attach IRS determination letter See Attached Other(please explain) City of Apache Yes—please provide the license number 07-035315 Junction Business License If no,the organization will need to obtain a license if the project is funded Insurance Directors and Operators Policy X coverage(check all that apply) General Liability Policy X Willing to name the city as co-insured if X the project is funded Financial Review Date of most recent audit December 13, 2013 (check all that apply) Date of most recent financial review Date of most recent compilation No financial reports are available for this agency Project Empowerment Systems, Inc. will 1) deliver 6 self-management description workshops reaching at least 60 Apache Junction residents; 2) collect participant demographic, attendance and self-efficacy data; and 3) monitor and assess all referrals received for the source, quantity and completion rate of participants by source. The self-management workshops provided will include: Chronic Disease Self-Management (CDSMP), Tomando Control de su Salud (Spanish CDSMP), Diabetes Self-Management (DSMP), Programa de Manejo Personal de la Diabetes (Spanish DSMP), and Chronic Pain Self-Management (CPSMP). The workshops will be offered on a rotating basis based on community interest and events for recruitment. The purpose of this project is to improve the health of Apache Junction residents through the creation of clinical-community linkages between wellness models and comprehensive care. This project is a structured system of care housed within the AZ Living Well Institute (AZLWI) Division of Empowerment Systems. We will utilize the menu of evidence-based Self-Management Programs developed by Stanford University to promote behaviors that reduce the risk for chronic disease, promote medication adherence and self-management skills, and link clinical care with community-based interventions. These programs are designed to enhance other treatment options and disease-specific education such as ASHLine, Better Breathers, cardiac rehabilitation, and/ or diabetes education. Our project will provide: 1) community-based delivery of evidence-based self-management programs to Apache Junction residents, including those who are sociodemographically disadvantaged (underserved, low income, un/underinsured), as well as tribal community, and Hispanic/Latino community; 2) expanding access to evidence-based self-management programs in Apache Junction; 3) creation of clinical-community linkages between wellness models and comprehensive care in Apache Junction; 4) city wide referral network of community organizations, health and human service providers, and medical providers to promote and market workshops; 5) utilization of PACE+, an established web-based referral, data management, and payment system; and 6) ongoing evaluation of goals and objectives. Organization's expertise, experience, and access to the targeted population(s): This project is a strategic match for Empowerment Systems overall mission and programs. Our mission is to "Empower People To Improve Lives", which we address through our non-profit family of health education and wellness divisions. Each of our five divisions will be involved. This proposal will be housed in the AZ Living Well Institute (AZLWI), recognized by Stanford University and funding sources as the statewide clearinghouse for quality assurance, technical assistance, and training for CDSMP as well as promotes and supports other evidence-based programs (CDC's Diabetes Prevention Program, Enhance Fitness and A Matter of Balance). The Greater Valley Area Health Education Center will educate health professionals through continuing education and schools through health professions interns to promote the referral component of the project. Our Community Outreach division will utilize its expertise and contacts in regional outreach networks to inform organizations about the project and generate referrals. Mobile community-based English and Spanish speaking resource navigators assist especially vulnerable populations with enrolling for eligible benefits (Medicaid, Medicare, and Health Insurance Marketplace). To further outreach efforts, we are a Certified Application Counselor organization for the Health Insurance Exchange Marketplace. Our resource center in Apache Junction currently provides enrollment services for the community as well as serving as an Arizona Workforce Connection Access Point service center for community members seeking employment. The Health Informatics division supports PACE+ health information system, a comprehensive, web-based electronic health record and database management system with automated referral and third party payment components to be utilized. The Arizona Coalition for Military Families will serve as a continued connection point to veterans and their families. Community Over the last four years in Arizona, the data collected with the Chronic need being addressed e.g. Disease Self-Management Programs have repeatedly demonstrated homelessness, multiple chronic disease rates exceeding 65% with the most prevalently hunger,etc. reported conditions being arthritis, hypertension and depression. Lifestyle and chronic disease self-management programs will be provided for community members with ongoing health conditions and their families to address the health care, education, and wellness service shortages in Apache Junction. The group of interest includes all adults (18 years and older) who have an ongoing health condition or a caregiver of someone with an ongoing health condition. Tribe's identified Ft. McDowell Yavapai Nation: Community Development; Education; Health priority to be addressed Length of 1 year project Project budget (provide a Self-Management Program Cost Estimation detailed breakdown,add Description Price Quantity Total Cost pages if needed) Self-Management Workshop Delivery $4,500.00 6 $27,000.00 Materials, consumable supplies and facilitators to lead workshops Permanent Room Dividers Durable modification to the meeting room to accommodate $5,000.00 1 $5,000.00 simultaneous workshops Marketing & Outreach $2,500.00 1 $2,500.00 PSAs, Community Events, Health Fairs Transportation for Participants based on Need $50.00 50 $2,500.00 $50 per participants per 6 week workshop Total $37,000.00 Amount being $37,000.00 requested from agency Other Arizona Department of Health Services; Governor's Office for Children, funders/partners Youth and Families; St. Luke's Health Initiatives; Maricopa County Department of Public Health, University of Arizona, Arizona Department of Veteran's Affairs. RESOLUTION NO. 14-08 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE GILA RIVER INDIAN COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, the Gila River Indian Community (the `Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 : Staff is authorized to submit an application, on behalf of the City of Apache Junction Parks and Recreation Department, to the Gila River Indian Community for Proposition 202 funds, and the Mayor is authorized to sign the application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of the Fit Families expansion in an amount not to exceed $12, 600 . 00 . RESOLUTION NO. 14-08 PAGE 1 OF 2 Section 2 : The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 3 • The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-08 PAGE 2 OF 2 Tribal Grant - Project Summary Project Summary for Fit Families Expansion Need Youth obesity is still a major concern in our nation. This grant would help us to encourage families to spend time together, educate them about healthier life choices, and offer opportunities for families and youth to participate in more physical exercise. Additionally, we have received scholarship funding from Lost Dutchman Marathon Inc. for youth in our community. This reduces the financial barrier for many of our families in the lower income bracket. We would like to increase opportunities at our center for all families and youth, regardless of financial situation,to participate in positive, healthy events and programs. Goal 1: Increase the number of youth/families participating in healthy activities by offering free or reduced classes, programs, and events Goal 2: Increase the amount of nutrition/exercise based classes and programs offered in our community for families and youth Goal 3: Create a sustainable Fit Families program by partnering with the local school districts and at least one other family/youth oriented agency—offering programs such as a monthly Walk To School Day for families. Goal 4: Reduce barriers by providing transportation from the local junior high school to exercise/nutrition classes at the Apache Junction Multi-Generational Center Budget ITEM NOTES AMOUNT Transportation Between schools and to/from programs and $ 2,500 facilities Instructors (Wkshp) Contracts for programs like Body Works, Girls $ 2,500 on the Run, etc. (50*$50) Instructors (Group Contracts for additional group fitness $ 2,600 Fitness) instructors (104 *$25) Program Healthy snacks, class supplies, incentive $ 3,000 Supplies/Equipment prizes Staff Training youth/family nutrition and fitness certs $ 1,000 Program Printing brochures, educational materials, community $ 1,000 survey, marketing/advertising TOTAL FUNDED BY GRIC $ 12,600 RESOLUTION NO. 14-12 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE FORT MCDOWELL YAVAPAI NATION COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, private, not-for-profit organizations wishing to access Proposition 202 funding to provide public benefits must secure sponsorship from a city, town or county before making application. Said sponsorship must be expressed in a resolution passed by the local government sponsor; and WHEREAS, the Fort McDowell Yavapai Nation (the "Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 • Staff is authorized to submit an application, on behalf of Apache Junction Horse Rescue, to the Fort McDowell Yavapai Nation for Proposition 202 funds, and the Mayor is authorized to RESOLUTION NO. 14-12 PAGE 1 OF 3 sign the application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of the cataract surgery project in an amount not to exceed $15, 000 . Section 2 • The Mayor is authorized to execute a grant pass-through agreement between the City of Apache Junction and the Apache Junction Horse Rescue for use of the funds if the grant is awarded. Section 3 • The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 4 • The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. Section 5 : The City has no duties under or related to this resolution other than to receive the funds and deliver same to Apache Junction Horse Rescue; the determination as to the amount of funding is solely at the discretion of the Fort McDowell Yavapai Nation. All parties agree there are no third-party beneficiaries to this document. Section 6 : If awarded funding, Apache Junction Horse Rescue will provide the City of Apache Junction copies of all reports and documents related to the project funded by the Fort McDowell Yavapai Nation. Section 7 • The City Council supports this grant request for funding and if RESOLUTION NO. 14-12 PAGE 2 OF 3 awarded will administer the funds directly to Apache Junction Horse Rescue as a pass-through grant. PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-12 PAGE 3 OF 3 City of Apache Junction Project Summary and Agency Information Sheet Please note this information is NOT the application to be submitted to the tribal agency, this is ONLY the information require to obtain the city council sponsorship of your application. Please visit each tribe's website for the correct application forms and information. Applicant agency Apache Junction Horse Rescue Contact name James Moyle Address in Apache Junction 4896 N. Vista Rd. Apache Junction AZ 85119 Contact phone 480-612-4068 Contact email im@a'horserescue.or Nonprofit status 5010 3—attach IRS Included determination letter Other(please explain) City of Apache Junction Yes—please provide the license 64-645168 Business License number If no,the organization will need to obtain a license if the project is funded Insurance coverage(check Directors and Operators Policy Yes all that apply) General Liability Policy Umbrella Policy Farm Bureau Services Willing to name the city as co- Yes insured if the project is funded Financial Review(check all Date of most recent audit non that apply) Date of most recent financial 2-1-2014 review Date of most recent compilation 2_18_2014 IRS 990 ro forma (included) No financial reports are available for this agency Project description Cataract Surgery for a 23 month old rescued horse. Juvenile Cataracts. Community need being Apache Junction working poor, when the horse is healthy and addressed e.g. homelessness, hunger,etc. trained will be donated to an underprivileged child. Tribe's identified priority to Fort McDowell Yavapai Nation be addressed Length of project 6 months Project budget(provide a $500.00 Test the optic nerves to function. detailed breakdown,add pages if needed) $5'0000.00 For one eye $5,000.00 For the other eye $4,500,00 Cost of transportation, motels, fuel, after surgery cost of follow-ups, medications. Amount being requested $15,000.00 from agency Otherfunders/partners Verizon, United Way, Car Donation Line, UMB Bank RESOLUTION NO. 14-13 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE GILA RIVER INDIAN COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, private, not-for-profit organizations wishing to access Proposition 202 funding to provide public benefits must secure sponsorship from a city, town or county before making application. Said sponsorship must be expressed in a resolution passed by the local government sponsor; and WHEREAS, the Gila River Indian Community (the "Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 • Staff is authorized to submit an application, on behalf of Apache Junction Horse Rescue, to the Gila River Indian Community for Proposition 202 funds, and the Mayor is authorized to sign RESOLUTION NO. 14-13 PAGE 1 OF 3 the application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of the Replacement vehicle and trailer in an amount not to exceed $69, 000 . Section 2 • The Mayor is authorized to execute a grant pass-through agreement between the City of Apache Junction and the Apache Junction Horse Rescue for use of the funds if the grant is awarded. Section 3 • The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 4 • The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. Section 5 : The City has no duties under or related to this resolution other than to receive the funds and deliver same to Apache Junction Horse Rescue; the determination as to the amount of funding is solely at the discretion of the Gila River Indian Community. All parties agree there are no third-party beneficiaries to this document. Section 6 : If awarded funding, Apache Junction Horse Rescue will provide the City of Apache Junction copies of all reports and documents related to the project funded by the Gila River Indian Community. Section 7 • The City Council supports this grant request for funding and if RESOLUTION NO. 14-13 PAGE 2 OF 3 awarded will administer the funds directly to Apache Junction Horse Rescue as a pass-through grant. PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-13 PAGE 3 OF 3 City of Apache Junction Project Summary and Agency Information Sheet Please note this information is NOT the application to be submitted to the tribal agency, this is ONLY the information require to obtain the city council sponsorship of your application. Please visit each tribe's website for the correct application forms and information. Applicant agency Apache Junction Horse Rescue Contact name James Moyle Address in Apache Junction 4896 N. Vista Rd Apache Junction AZ 85119 Contact phone 480-612-4068 Contact email im@ajhorserescue.or Nonprofit status 5010 3—attach IRS Included determination letter Other(please explain) City of Apache Junction Yes—please provide the license 64-645168 Business License number If no,the organization will need to obtain a license if the project is funded Insurance coverage(check Directors and Operators Policy NO all that apply) General Liability Policy Umbrella Policy Farm Bureau Services Willing to name the city as co- Yes insured if the project is funded Financial Review(check all Date of most recent audit non that apply) Date of most recent financial 2-1-2014 review Date of most recent compilation 2-18-2014 IRS 990 pro forma (Included) No financial reports are available for this agency Project description Replacement of high mileage and worn out vehicle. Community need being To help working poor of Apache Junction, In emergencies to help addressed e.g. homelessness, hunger,etc. transport livestock and families to a safe area. Assist Apache Junction Police Dept with loose equines. Tribe's identified priority to Gila River Indian Community be addressed Length of project 90 days after disbursement check Project budget(provide a $54,000.00 Cab and Chaise Ford F350 detailed breakdown,add pages if needed) $8,000 Title and fees $7,000 Flat bed Amount being requested $69,000.00 from agency Other fund ers/part ners Verizon, United Way, Car Donation Line, UMB Bank affinity program RESOLUTION NO. 14-14 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, APPROVING THE SUBMITTAL OF A GRANT APPLICATION TO THE GILA RIVER INDIAN COMMUNITY FOR PROPOSITION 202 FUNDS . WHEREAS, in 2002, Proposition 202 authorized new gaming compacts between the State of Arizona and Arizona Indian Tribes which included sharing of gaming revenues; and WHEREAS, a portion of this state-shared revenue in an amount of 12% can be retained by an Indian Tribe and distributed to cities, towns or counties for government services that: 1) benefit the general public; 2) mitigate the impacts of gaming; and/or 3) promote commerce and economic development; and WHEREAS, private, not-for-profit organizations wishing to access Proposition 202 funding to provide public benefits must secure sponsorship from a city, town or county before making application. Said sponsorship must be expressed in a resolution passed by the local government sponsor; and WHEREAS, the Gila River Indian Community (the "Community") has decided to exercise its option to retain and administer the 12% share itself and has adopted guidelines and procedures for this new program; and WHEREAS, the Community developed an expanded list of "priority areas" for which funding will be concentrated, including public safety, transportation, healthcare services, economic development, and education. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS : Section 1 • Staff is authorized to submit an application, on behalf of Mountain Health and Wellness, to the Gila River Indian Community for Proposition 202 funds, and the Mayor is authorized to sign RESOLUTION NO. 14-14 PAGE 1 OF 3 the application, contracts and grant documents for receipt and distribution of the Proposition 202 funds for the operation of the Telemedicine Equipment in an amount not to exceed $257, 382 . 80 . Section 2 • The Mayor is authorized to execute a grant pass-through agreement between the City of Apache Junction and the Mountain Health and Wellness for use of the funds if the grant is awarded. Section 3 • The Mayor is authorized to take any and all actions necessary to implement and complete the activities submitted in the application. Section 4 • The City Manager or his or her designee is hereby authorized to take whatever steps necessary to administer and procure the funding. Section 5 : The City has no duties under or related to this resolution other than to receive the funds and deliver same to Mountain Health and Wellness; the determination as to the amount of funding is solely at the discretion of the Gila River Indian Community. All parties agree there are no third-party beneficiaries to this document. Section 6 : If awarded funding, Mountain Health and Wellness will provide the City of Apache Junction copies of all reports and documents related to the project funded by the Gila River Indian Community. Section 7 • The City Council supports this grant request for funding and if RESOLUTION NO. 14-14 PAGE 2 OF 3 awarded will administer the funds directly to Mountain Health and Wellness as a pass-through grant. PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS DAY OF , 2014 . SIGNED AND ATTESTED TO THIS DAY OF , 2014 . JOHN S . INSALACO Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: RICHARD J. STERN City Attorney RESOLUTION NO. 14-14 PAGE 3 OF 3 City of Apache Junction Project Summary and Agency Information Sheet Please note this information is NOT the application to be submitted to the tribal agency, this is ONLY the information require to obtain the city council sponsorship of your application. Please visit each tribe's website for the correct application forms and information. Applicant agency SMMHC, INC. dba Mountain Health & Wellness Contact name Maria-Elena Ochoa, MBA, Chief Innovation & Development Officer Address in Apache 625 N. Plaza Drive Junction Contact phone 602.828.8432 Contact email mariaelenao@mhwaz.org Nonprofit status 501©3—attach IRS Attached determination letter Other(please explain) n/a City of Apache Junction Yes—please provide the license 26-932018 Business License number If no,the organization will need n/a to obtain a license if the project is funded Insurance coverage(check Directors and Operators Policy See General Liability Policy all that apply) General Liability Policy ARCH Insurance Company, eff. 01/04/14 Willing to name the city as co- If awarded, MHW is willing to name the insured if the project is funded city as co-insured. Financial Review(check all Date of most recent audit 09/30/13 that apply) Date of most recent financial n/a review Date of most recent compilation n/a No financial reports are available n/a for this agency Project description Purchase telemedicine equipment to provide primary care, wellness services and behavioral health services to the following communities in existing Behavioral Health clinics: Apache Junction, Kearney, Oracle, San Manuel, Superior Community need being Increase access to health care in severely underserved addressed e.g. homelessness,hunger,etc. communities. According to the ADHS Bureau of Health Systems Development, November 2010, the target area has a ratio of 2,568:1 for primary care providers compared to 624:1 for the county. MHW will increase access to primary care and wellness services through telemedicine equipment. Tribe's identified priority to Health Care / Health Care Services be addressed Length of project One-time expense for equipment and extended warranties Project budget(provide a Included on page 2 of this document detailed breakdown,add pages if needed) Amount being requested $257,382.80 from agency Otherfunders/partners United States Department of Agriculture, Rural Utilities Services Telecommunications Program Description of Telemedicine Equipment Unit Cost # of Total Cost Units Practitioner Telehealth Cart which include: $25,841.00 4 $103,364.00 Codec (encoder/decoder for video conferencing), camera, mic array, Mobile Cart with Battery Power system and screen, remote, Line Cord One Year Service Contract $3,500.00 4 $14,000.00 Total Exam Camera $3,995.00 4 $15,980.00 Dermo - o - collars for Total Exam Camera $300.00 4 $1,200.00 Extended Warranty for 2nd and 3rd Year $640.00 4 $2,560.00 for Total Exam Camera Ear/Nose/Throat package includes light $9,600.00 4 $38,400.00 box camera combination, combination oto/derm scope, insufflation bulb, camera head, fiber optic light cable Extended Warranty for 2nd and 3rd Year $1,535.00 4 $6,140.00 for ENT package Digital stethoscope with chest piece and $2,695.00 4 $10,780.00 headphones Extended Warranty folr 2nd and 3rd year $287.00 4 $1,148.00 for digital stethescope USB-PC based spirometer $2,400.00 4 $9,600.00 Extended warranty for 2nd and 3rd year $383.00 4 $1,532.00 for spirometer ECG/EKG $3,695.00 4 $14,780.00 Extended Warranty for 2nd and 3rd year $591.20 4 $2,364.80 for ECG/EKG Staff Training $895.00 4 $3,580.00 Software: Capsure $4,495.00 4 $17,980.00 PC for telemedicine cart camera control $996.00 4 $3,984.00 Hand Held Abdominal Ultrasound $4,995.00 2 $9,990.00 $66,843.20 $257,382.80 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard � 0 Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No.4. Piz File ID: 14-134 Sponsor: Brad Steinke Agenda Date: 3/17/2014 Index: In Control: City Council Work Session Presentation and discussion of the proposed zoning ordinance update as recommended by the Planning and Zoning Commission on March11, 2014. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 �PP pCtiE.� O � City of Apache Junction '9P1 0 Development Services Department To: Mayor and City Council From: Brad Steinke, Director of Development Services Date: March 5, 2014 RE: Work Session on Zoning Code Update Background: On March 111h, the Planning and Zoning Commission recommended City Council approval of a comprehensive update to the zoning ordinance (i.e., Apache Junction City Code, Volume II, Land Development Code, Chapter 1, Zoning Ordinance). A copy of their recommended ordinance has been placed in your council boxes. The following schedule has been established for future council meetings on this project. Date Meeting Type Chapters Discussed Monday, March 17, 2014 Work Session Articles 1-1 to 1-5 Monday, March 31, 2014 Work Session Articles 1-6 to 1-8 Monday,April 14, 2014 Work Session Articles 1-9 to 1-17 and Zoning Maps Tuesday, May 6, 2014 Public Hearing If the council needs more time for review and discussion of the proposed zoning ordinance,we can hold the public hearing on May 6th and continue it to a future date that would allow additional work sessions. We will see how we progress and make those decisions accordingly. I recommend that council members glance through the proposed ordinance to become familiar with the document's format prior to our first work session. While we do not intend to publically go through the ordinance line by line,we will target important sections within each chapter for discussion. Targeted Sections for March 17th Work Session Discussion 1. Section 1-1-4 : Interpretation, Language Rules and Measurement Rules. Review of how certain zoning regulations are measured and interpreted. 2. Article 1-2: Types of Uses. Review of the 5 fundamental types of uses established in this ordinance and the regulations regarding nonconformities. 3. Table 4-1. Review of the new zoning district classifications that will replace the existing classifications. 4. Tables 5-1, 5-2, 5-3, and 5-4. Review of the zoning uses and zoning standards for each new zoning district. If anyone has questions, comments or concerns prior to the work session, please call me.