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City of Bryan, Texas

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Funding Processes

Public Service Funding Process

The Cities of Bryan and College Station combine the public service agency funding process for Community Development Block grant funding.

Non-profit agencies may be eligible for administrative expenses that provide new programs or a quantifiable increase in an established program within the guidelines and requirements of the City and the United States Housing and Urban Development office. This process is called the Joint Relief Funding Review process.

A committee of six volunteers (3 from Bryan and 3 from College Station) meets weekly to conduct reviews, make site visits, follow up reviews after the site visits, hold public hearings, rank agency applications and make recommendations to each City’s Council on the number of agency programs to fund and the amount of funding. The following information is an overview of the process, which is done on an annual basis.

January

  • Letters to area health and human service agencies are sent to invite the agency to a mandatory Pre-Application Workshop for distribution of applications for CDBG Public Service Agency funding.

February

  • Pre-Application Workshop for distribution of applications is held and directed by City staff (both hard copies and on-disk versions), orientation on the review and selection process.
  • APPROXIMATELY 7 WEEKS IS ALLOWED FOR COMPLETION OF THE APPLICATION. Staff is available for questions and review of draft applications for completeness before deadline.

April

  • Applications are due in to either (City of Bryan or City of College Station) City Community Development office.
  • Staff will review applications, categorize, schedule site visits, and deliver applications to Committee members.
  • Summary pages will be completed by the first meeting.
  • Pre-qualifying rating scores will be given to the Committee before the Public Hearings. Pre-qualifying rating scores are ratings given by staff for fundamental requirements of the program being met by the applicant.
  • Joint Relief Funding Review Committee public meetings begin. Site visits are also conductedby the Committee to clarify any information on the application or ask additional questions.

May

  • JRFC public meetings are held once a week and continued until all applications have been reviewed and site visits completed.

June

  • A public hearing is held. This public hearing includes a formal process where agencies make presentations to answer pre-determined questions and the Committee can ask additional questions. Agency applications are ranked publicly by each committee member. Policy states up to 12 applications may be recommended for funded, but the Committee may make a different recommendation depending on the review, site visits, presentations, and rankings.
  • A public meeting is held to discuss the number and amount of applicants to recommend to City Council for Funding.
  • A second public hearing is held to discuss and take action on the number of agency programs and the amount of funding for each agency’s program to recommend to Council.
  • A 30-day review period is held in each City for the Consolidated Action Plan (CAP), which incorporates the JRFRC recommendations into their plan as well as all recommended activities, funding, goals and objectives to administer the grant in the next fiscal year.

July

  • City staff present the applicants to City Council within the context of the CAP.
  • Agencies and committee members are asked to complete an evaluation form on the process.

August

  • Each City sends their CAP to the HUD regional office (Ft. Worth, Texas) for final approval.

September

  • Post-award workshop is held to assist agencies in learning about regulations and monitoring. Contracts are drafted and presented for approval to the agencies and to each respective City’s Legal Department.

October

  • Funds are available by contractual agreement with either Bryan or College Station.

December

  • Committee meets to review evaluation process and make recommendations for the next year’s process

Additional information concerning the application for funding and the award process may be obtained by calling Community Development Services at (979) 209-5175 or by e-mail at: communitydevelopmentweb@bryantx.gov

Public Facilities Funding Process

All funding requests are reviewed by the Community Development Advisory Committee (Committee) with the exception of public service funding, which is reviewed by the Joint Relief Funding Review Committee. The Committee is composed of 7 volunteer citizens, who can serve up to two terms consecutively, with each term being two years. The following is an overview of this annual process.

January

  • The City is informed of the amount their Community Development Block grant (CDBG) and Home Investment Partnership Program (HOME) will be for the next fiscal year. * NOTE: The City’s fiscal year begins on October 1st and ends September 30th.

February

  • Staff begins funding process by updating mailing list of potential applicants, preparing announcements of the availability of the application and prepares presentation for public hearings.

March

  • The Committee and staff host a public meeting on CDBG and HOME.
  • Applications are made available to eligible activities.
  • Applications are due to the City approximately two weeks after the public hearing. The City reviews applications for eligibility, makes packets for the Committee and deliver them. Site visits may be arranged.
  • The City of Bryan, in allocating its CDBG funds, supports a wide range of community development eligible activities directed toward neighborhood revitalization, economic development and the provision of improved community facilities and services. Eligible activities include but are not limited to: acquisition of real property, public facility development and improvement, demolition, housing rehabilitation and emergency assistance, handicapped accessibility, code enforcement, historic preservation, economic development activities, operational support for non-profit agencies and commercial or industrial rehabilitation. Applications are required for any program not administered directly by the Community Development Services, including but not limited to private and public agencies seeking public facility, infrastructure, or code enforcement funding.
  • CDBG funds may be allocated to public agencies or non-profit entities to use for eligible activities that meet one or more of the following national objectives of the CDBG program:
    • Benefits primarily low and moderate- income persons;
    • Eliminates slum or a blighting influence, or
    • Addresses a declared urgent need in the community (none currently recognized by HUD).
  • All applicants are invited and encouraged to meet with staff early in the application process and as often as necessary. Let staff answer your questions up front before you or your agency start investing time and energy in a project application:
    • make sure the project is eligible for CDBG funding,
    • identify additional information that may be needed,
    • learn about federal guidelines, which may impact the project and community resources.
  • The Committee reviews each application for its SIGNIFICANCE; the extent to which the project addresses a CDBG national objective and meets an important need in the community. The Committee also looks at project FEASIBILITY; an applicant’s capacity to carry out the proposed activity in terms of personnel, resources, and community support. An applicant’s ability to COMPLY with applicable rules and regulations in implementing their project will also be considered. Funding is on a reimbursement basis only (unless otherwise determined) and the project must be underway within the contract year unless otherwise stipulated by the agreement.

April

  • A public meeting is held where public facility applicants make presentations and the Committee ranks the applications. The review process is:
    1. Staff will make funding allocation recommendations for eligible activities, including, but not limited to, housing, economic development, code enforcement, public facility projects, and administration cost for CDBG and HOME.
    2. The Committee will review staff recommendations for funding allocations for eligible activities.
    3. The Committee will review all applications with public facility and infrastructure projects reviewed together and code enforcement reviewed separately.
    4. Agencies will be allowed a three-minute presentation to the committee. Committee members will have unlimited time to ask questions of the agency concerning the project.
    5. Agencies will be given an additional two minutes to respond to any question.
    6. The committee will then discuss the public facility/infrastructure applications and score according to the significance and feasibility of the project; the ability to comply with city/state/federal rules and regulations; and the priorities of the 5-Year Consolidated Plan.
    7. The Committee will discuss and take action on any code enforcement application without ranking.
    8. The Committee will discuss and take action on all funding allocation recommendations, which will be part of the Consolidated Action Plan, for City Council with the exception of public service funding.
    9. Review process score does not guarantee funding and is used as a partial tool for the Committee to make funding recommendations. The Committee will discuss and take action on which public facility/infrastructure projects to recommend for funding. The Committee will approve for recommendation to City Council a maximum of two public facility projects each funding cycle. Exceptions will be considered if it’s determined there are available funds.

May

  • Staff prepares a draft Consolidated Action Plan (CAP), which includes recommendations on activities and levels of funding, goals and objectives of the City to ensure requirements are being met and funds are spent in a timely manner.

June

  • Staff presents a draft of the CAP to the public during a public hearing. The comment period is a required 30 days.

July

  • Staff presents the CAP to City Council for approval.

August

  • Staff presents the approved CAP for the next fiscal year to the United States Housing and Urban Development (HUD) .

September

  • There is a mandatory 45 day review period by HUD.

October

  • Post award workshop is held to ensure compliance of grant requirements and to discuss reporting requirements.
  • Pre-construction conferences are held when applicable.
  • Contracts are signed and funds become available.

December through the following September

  • Contractual obligations are monitored for compliance.
  • Public facility activities are monitored for a required additional 5 years to ensure the entity is meeting a national objective.

Additional information concerning the application for funding and the award process may be obtained by calling Community Development Services at (979) 209-5175 or by e-mail at: communitydevelopmentweb@bryantx.gov

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