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HomeMy WebLinkAbout10-05-2020 VAB MinutesVETERANS ADVISORY COMMITTEE MINUTES MONDAY, OCTOBER 5, 2020, 3:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN ST., SEBASTIAN FL 1. Acting Chairman John Kinlen called the Veterans Advisory Committee meeting to order at 3:00 p.m. 2. The Pledge of Allegiance was recited by all. 3. Present John Kinlen, Member of the American Legion, Post 189 Neil Baumgartner, Member of the VFW Kim Paskiewicz, VFW Auxiliary Member Char Kinlen, President of the American Legion Auxiliary Not Present John Haskins, Past Commander of the VFW, Post 10210 - Excused Randy Moyer, American Legion Member, Excused Barney Giordan, Member of the American Legion, Absent Also Present Brian Benton, Leisure Services Director Lisa Frazier, Community Development Director Barbara Brooke -Reese, MIS Manager Antonio Jenkins, Guardian Community Resource Manager Janet Graham, Technical Writer 4. Meetina Chair Makes Announcements -- Acting Chairman Kinlen announced that John Haskins is absent. 5. Aaenda Modifications — None 6.. ADDroval of Minutes — March 2nd, 2020 Minutes Mr.Kinlen asked if there were any corrections or changes to the Minutes of the March 2, 2020 meeting as presented. Hearing none, he then called for a motion. A VETERANS ADVISORY COMMITTEE PAGE 2 MINUTES OF MEETING OF OCTOBER 5, 2020 motion to accept the Minutes of the March 2, 2020 Minutes as presented was made by Ms. Paskiewicz, seconded by Ms. Kinlen, and unanimously approved via voice vote. Unfinished Business -- None 8. Public Inout — None either in Chambers or on Zoom 9. New Business A. CDBG Grant Housing Rehab Assistance Program Mr. Benton introduced Ms. Frazier to discuss this item. In addition, present is Antonio Jenkins, with Guardian, who is the contractor that the City is using throughout the Community Development Block Grant (CDBG) process. He then asked Ms. Frazier to speak. Ms. Frazier stated the City of Sebastian is an entitlement city under the CDBG program. Housing and Urban Development (HUD) provides the City with a certain amount of funds every year. Two years ago, the City completed its Five -Year Consolidated Plan. City Council agreed that they wanted the majority of the dollars to go for a housing rehabilitation program that includes veterans, the elderly, and the disabled in the City of Sebastian. Staff has been working with the consultant, Guardian. Guardian also works very closely with Indian River County, so they are very familiar with this program. During the last year, staff and the consultants have been working to get all the paperwork completed and all the advertising done. She stated they are ready to go now. In addition to the entitlement dollars that the City is awarded annually, the City has also received CARES dollars because of the COVID-19 virus. City Council has elected to add those dollars to the CDBG program. As of now, for the 2019-2020 amended Plan, $109,833.00 are available. She stated that next week staff will be going to the City Council again for the Annual Action Plan 2020-2021, which will include this year's HUD entitlement dollars as well as additional CARES dollars. So there should be available if it all gets approved next week $123,972.00. So that will be approximately $234,000.00 that can be spent in the next year to assist veterans, disabled, and the elderly in house rehabilitation programs. Ms. Frazier stated staff has reached out to the Veterans Council as well as the Habitat for Humanity. Staff has also been working closely with the Senior Resources Center. To VETERANS ADVISORY COMMITTEE PAGE 3 MINUTES OF MEETING OF OCTOBER 5, 2020 date, there are only four or five applications. So Mr. Benton invited her and representatives of the agencies involved to speak on the program so that the Committee members understand the program and can help to get the word out. It is on the City's website. It has been advertised in the newspaper. It is understood that the applications can be onerous, but that is not due to the City. That is HUD's requirement. She and the others involved will assist in any way they can. She called for questions or comments from the Committee. She stated Mr. Jenkins is also here to answer questions. Ms. Kinlen: Asked if this program is strictly for housing repair that is needed for elderly veterans. Ms. Frazier said it is for elderly and/or veterans and the disabled. Inquired if it is strictly for repair work that is needed now, or if there is a hurricane or other disaster, does that play into it. Mr. Jenkins stated it would come into play after insurance. Whatever insurance does not cover, one could apply for this particular grant. It usually takes 18 to 24 months before hurricane money becomes available. So folks who have an immediate need are encouraged to apply for the CDBG funds if they are still available. Mr. Kinlen: • Asked if someone wants to apply, would they come to City Hall to see Ms. Frazier or someone in her department. Ms. Frazier said yes, and they have applications. Some applications were sent to the Veterans Council, and they may have some available for distribution. Applications can also be downloaded from the City's website. • Asked if this applies only to residents of the City of Sebastian. Ms. Frazier stated that is correct. They will need to prove their residency, and with the HUD dollars, they have to prove their low and moderate income levels. It is set out in the Annual Action Plan as far as what those levels are, and those levels are also set forth in the application itself as well as on the City's website. So everything should be on the website under CDBG. Mr. Benton reviewed that at a prior meeting there was a question regarding availability of these funds for use at the Legion building. Ms. Frazier stated that question was asked when the Plan was being presented to City Council, and the answer is no, it cannot be spent on facilities such as the American Legion Hall. VETERANS ADVISORY COMMITTEE PAGE 4 MINUTES OF MEETING OF OCTOBER 5, 2020 Mr. Kinlen then called for public input. Public Input Jim Romanek, Executive Director, Veterans Council of Indian River County, ex -veteran United States Air Force.: Said that it was stated that public facilities are not part of the program, but when he looks at the Annual Action Plan, on Page 4, it says "Eliminating blighting influences and deterioration of property and facilities." He stated there are two veteran facilities in the City of Sebastian that are in need of handicapped - accessible walkways to the front doors at both facilities. Both of those facilities are open to the public when they have events. In walking from his car to the front door, if he had been in a wheelchair it would have been a struggle. He sees that there is money allocated to do something along the River in the form of CRA money. He does not see why this money cannot be used to update the veterans' public walkways into their facilities. Ms. Frazier replied that regarding the sidewalk repair, during the Consolidated Plan last year sidewalk repairs and public facility repairs were addressed, and Council made the decision that the first repair they wanted to do was North Central Avenue. So that is where those dollars are going, and then It will be proposed that the City add to it in order to complete the loop in that area. When individuals think that the CRA is flush with dollars, it is really not, and one must look at the budget in order to answer that question. This sidewalk program was approved by City Council to move forward in the future once this one is completed. • Noticed also on Page 4, it reads "Administration Costs $38,629.60." He asked if that money is going towards the City of Sebastian's administration or Guardian's administration. He feels that is a large percentage of the money that the City Is getting to go towards administration. He knows of some programs where, if something is granted directly towards helping veterans, no one takes any administrative costs. He was curious as to where that money is going. Ms. Frazier stated that the administrative fee goes to the consultant. This is set by HUD. Up to 20% can be charged for administration of this grant. There is a huge amount of paperwork that goes along with this grant. The consultant makes sure that things are VETERANS ADVISORY COMMITTEE PAGE 5 MINUTES OF MEETING OF OCTOBER 5, 2020 loaded correctly into a system called IDIS. She cannot emphasize enough the difficulties that other municipalities and local governments have experienced and have gotten into trouble by not hiring a consulting firm to run this program and make sure that this is done and loaded in a timely manner. So the City made the decision that they would go ahead and hire a consultant to do all of that, and that consultant does all the paperwork and requirements involved. All of this can be brought forward again to City Council, and she would encourage that be done next week. • Reviewed that they did receive the packets, and they were sent out, and a lot of veterans are concerned because of the wording saying that a lien will be placed on their house for paying back this grant. He asked if someone would explain that. Mr. Jenkins reviewed that any household or individual who is deemed eligible and receives assistance should never be asked to pay for anything. The assistance Is in three tiers: If someone receives $15,000.00 or less in assistance, there is a 5-year lien put on their home. Its called a deferred payment lien, which means as long as they live in the home, it is their primary residence, and they do not convey or convert that home into something that is other than their primary residence, or they do not sell it, that lien goes away after those 5 years. For $15,001.00 up to $40,000.00 it is a 10-year lien. For the first 5 years, nothing happens. Again, it stays whole. If someone receives $40,000.00 in assistance, for the First 5 years if they convey or convert or sell that home, it would trigger a recapture, which means they would work with the City and/or Guardian to pay back that full amount. After the first 5 years, it starts again to depreciate each year until it goes away. For $40,000.00 or more, it is a 15-year loan, and it follows that same principle. For the first 5 years, nothing happens, and it is forgiven 10% each year until it goes away at the end of year 15. If a homeowner or spouse dies, the way the assistance plan is written here is that that lien is automatically forgiven. So it does not hinder someone's heirs from receiving the property and moving forward with it as they see fit. There is no out-of-pocket expense unless they trigger an action that calls for recapture. He emphasized that not every action that triggers recapture will require repayment at the federal level. If someone is older and is disabled, and they have to go into the hospital or to an extended care facility, the house is still their home, but they cannot reside in the home, HUD has exemptions for those situations. Mr. Romanek stated it still sounds like there is a lien against the home no matter what. Mr. Jenkins said there is a lien on the home. That came about in the early 1970s when people were receiving assistance. They would receive $50,000.00 to $60,000.00 of VETERANS ADVISORY COMMITTEE PAGE 6 MINUTES OF MEETING OF OCTOBER 5, 2020 assistance and turn around and sell the home immediately. These liens keep that from happening. That is why they are in play. That is mandated down from the federal level, so there is not much the State and/or the City can do about that. Mr. Romanek stated he feels that is the reason why he is not receiving a lot of applicants because of concern about the liens. Mr. Kinlen: Inquired about a situation where there is the VFW and right across the street there is the American Legion. In order to enhance those facilities for people who are disabled getting in and out of those buildings, it is not necessarily enhancing the building, but it is giving access to people who have disabilities. He asked if that would qualify for that work to be done. Mr. Jenkins stated that so far, it is designed for owner -occupied housing rehabilitation. He stated there is nothing that stops this Committee or entity from coming before City Council and stating that there is this particular need and petitioning on the next round of CDBG funding, would it be available to use for this particular situation. Council at that point will decide yes or no. As far as this round of funding, this has already been set for owner -occupied rehabilitation. He suggested that, if this Committee wishes to make the request at some time in the future, they have their plan together as far as cost estimates, plans, etc. Mr. Benton asked Ms. Frazier if she would explain a little bit regarding what Mr. Jenkins just stated as far as a future Council meeting. He knows there is one scheduled for next Wednesday, the 14th, and he asked Ms. Frazier to explain a bit more about that. Ms. Frazier said she realizes this is a need. It was brought to the staffs attention two years ago, and they were told that they could not do that. She knows for certain that the CARES dollars could not be used. Possibly some of the entitlement dollars could be used. As Mr. Jenkins suggested, an approximate cost should be set out, and it could be said that these two facilities could use some assistance for helping the disabled and making the facilities more ADA compliant, something to that effect. City Council may welcome this plan if it could actually work. She said she will present it once more to the senior partner of Guardian and see what he feels the parameters may be. She asked Mr. Kinlen if there is someone who should be reached out to, and Mr. Kinlen said it would be Char Kinlen. Ms. Frazier stated the funds from the CARES Act would not be applicable VETERANS ADVISORY COMMITTEE PAGE 7 MINUTES OF MEETING OF OCTOBER 5, 2020 in this case, but some of the $127,000.00 that was received might be able to go towards the improvements to access to the two veterans' facilities. Mr. Romanek stated he would be happy to represent the veterans of Sebastian and Indian River County in appealing back to the City Council at that meeting and ask them to consider allotting some funds for this situation. Mr. Jenkins cautioned the veterans about getting professionals such as architects or engineers before the grant is actually approved. Mr. Jenkins stated that if the veterans group is attempting to bring this matter to City Council at next week's meeting, they will probably not have gotten enough data for City Council to consider the project. He recommends getting the data together so that it can be presented during the next funding cycle. • Inquired of Ms. Frazier whether monies that are not used during one cycle roll over to the next cycle. Ms. Frazier said they do. She added that for the Annual Action Plan for 2021-2022, if the group has the data, they can present an estimate of the costs and be ready to capture those dollars if they are awarded. Patricia Geier, Veterans Council Stated she handles grants. She knows how time-consuming applying for a grant can be. She stated her group is trying to protect their veterans who come to them for funds, and they will bring them to Mr. Romanek if that is the correct way to approach the matter. She and Mr. Jenkins had a discussion about the circumstances relating to their respective programs. Ms. Geier stated many of the veterans are afraid to apply for these grants because of the liens that are attached. Mr. Jenkins offered to sit down with anyone who has questions about these grants and discuss the individual's circumstances. He emphasized that the City does not want anyone's home. Mr. Kinlen called for anyone else, either in person in Chambers or via Zoom, who wished to speak on this matter. Seeing and hearing no one, he moved on to the next agenda item. B. Veterans Day Event Planning and Responsibility Mr. Benton reviewed that there has not been an event in quite a while for the veterans. He wants to make sure that this Board and others are ready, willing, and able to move forward with the Veterans Day event at the Veterans Memorial. When it has been decided VETERANS ADVISORY COMMITTEE PAGE 8 MINUTES OF MEETING OF OCTOBER 5, 2020 which group will be responsible for the event, if they would please notify him so that the pamphlets can be created and printed, and the public can be notified as well that the event will be taking place. He added that for everyone who does not have a mask and cannot wear a mask, social distancing will be enforced. Mr. Kinlen asked what social distancing will look like. Mr. Benton said one thing that should be looked at is including in the advertising that people should bring their own chairs. Some chairs will be there, and the social distancing can be achieved for the speakers, etc. The bleachers can be removed from the site, but it should be emphasized that people should bring their own chairs or blankets on which to sit. Mr. Kinten asked about mask requirements. Mr. Benton said it will be strongly suggested that everyone wears a mask. It will not be required, but it will be strongly suggested. Mr. Benton stated that City staff can now begin moving forward with the plans and getting the word out. He stated that the City is going to try to broadcast the event live via Facebook and other various outlets for those who do not want to attend in person. Ms. Kinlen suggested cutting back on the number of speakers because of the social distancing, etc. so people are not together any longer than necessary. She would like to have the main speaker, the invocation and maybe just one or two others speak. Mr. Kinlen said the band should be contacted. The honor guard will be there. The keynote speaker needs to be contacted. Ms. Kinlen said she will contact the keynote speaker. Mr. Kinlen emphasized that the politicians should be invited but let them know that they Will be recognized but will not be speaking. It was the consensus of the Committee that they agreed with these suggestions. Ms. Kinlen also suggested that masks be available at the memorial for people who may not have their own. Mr. Benton stated that the City would provide masks as well. Mr. Kinlen broached the subject of an open house, which is normally done after the event. Ms. Kinlen suggested that either both the VFW and the American Legion will do it or nether will do it. After some discussion, Mr. Kinlen stated the tables will be set up according to the KOVID-19 guidelines at both facilities, and it will be announced at the end of the service that both facilities will be having open houses immediately after the event. Mr. Baumgartner and Ms. Paskiewicz agreed. Mr. Kinlen clarified that the American Legion will be the host for Veterans Day, and the VFW will be the host for Pearl Harbor Day. All agreed. VETERANS ADVISORY COMMITTEE PAGE 9 MINUTES OF MEETING OF OCTOBER 5, 2020 There being no more discussion on this matter, Mr. Kinlen moved on to the next agenda item. C. Wreaths Across America Discussion. Acting Chairman Kinlen stated his liaison for this program is not present at this meeting, but he believes that program will be conducted. Mr. Benton stated that staff has received the information for the event to take place on December 19th. It is going to City Council on October 14th for their approval. The plan is to do it similar to how it was done last year. Participants will show up at the Cemetery at a specific time and then report over to the Veterans Memorial for a small ceremony there. i 61t•YFTi i � F.3i iTd� RTiP 11. Board or Committee Member Matters — None 12. Items for the Next Agenda and Date: December 7th, 2020 @ 3:00 p.m Mr. Kinlen slated that December 7th is Pearl Harbor Day. Mr. Benton staled that he put the item on the agenda in case the Committee wanted to meet. It is not necessary that the Committee meet that day. He stated they can meet either the first Monday of November or the first Monday of January. Mr. Kinlen suggested the next meeting be the first Monday of January. All Committee members agreed. 13. Adjourn There being no further business, Acting Chairman Kinlen called for a motion to adjourn. A motion to adjourn was made by Mr. Baumgartner, seconded by Ms. Paskiewicz, and passed unanimously via voice vote. By: �/%� �� Date: jg