Project Concern - Special Needs Assistance Program Copyright 2014
City of Dubuque Consent Items # 6.
ITEM TITLE: Project Concern - Special Needs Assistance Program
SUMMARY: City Manager recommending approval of the Purchase of Services Grant
Agreement with Project Concern to assist with services provided to
applicants and residents of Phoenix Housing, a Special Needs Assistance
Program (SNAP).
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ Project Concern Funding Agreement-Special Needs Assistance Program City Manager Memo
-MVM Memo
❑ Staff Memo Staff Memo
❑ Funding Agreement Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Project Concern Special Needs Assistance Program Grant Agreement
DATE: June 5, 2015
Housing and Community Development Department Director Alvin Nash recommends
City Council approval of the Purchase of Services Grant Agreement with Project
Concern to assist with services provided to applicants and residents of Phoenix
Housing, a Special Needs Assistance Program (SNAP) that provides permanent
housing with support services for homeless individuals or families where an adult
member of the household is living with a disabling condition.
The adopted Fiscal Year 2016 operating budget provides for the payment of $16,833 to
Project Concern through the purchase of services grant application process, which will
allow Project Concern to effectively deliver the services required for the successful
administration of this program.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Department Director
THE CITY OF Dubuque
UBE 111-America Cii�
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing and Community Development Department
SUBJECT: Special Needs Assistance Program Grant Agreement
DATE: June 4, 2015
Attached for City Council approval is an agreement for funding the Special Needs
Assistance Program, delivered through Project Concern. The agreement includes
attachment of a memorandum of understanding between the Housing & Community
Development Department and Project Concern for the general terms of program
delivery.
The Adopted Fiscal Year 2016 operating budget recommended an improvement request
of$16,833 in funding to Project Concern for services provided to applicants and
residents of Phoenix Housing, a Special Needs Assistance Program (SNAP). Phoenix
Housing provides permanent housing with support services for homeless individuals or
families where an adult member of the household is living with a disabling condition.
SNAP is funded through the U.S. Department of Housing & Urban Development (HUD)
Continuum of Care Special Needs Assistance Program. The City of Dubuque is the
grantee for the Iowa Balance of State Continuum of Care and Project Concern, a
nonprofit organization, is the Sponsor Agency for the grant.
As the Sponsor Agency, Project Concern carries out a number of program management
activities, including but not limited to recruitment and assessment of participants, intake
functions, education, job training, and resource referral, case management, and life-
skills assistance. The funding provided through this agreement will allow Project
Concern to effectively deliver the services required for the successful administration of
the program.
It is my recommendation that the City Council approves the attached grant agreement
with Project Concern and authorizes the Mayor to execute the agreement on behalf of
the City.
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
PROJECT CONCERN
THIS AGREEMENT, dated for reference purposes the 1st day of July 2015, by and
between the City of Dubuque, Iowa (City) and Project Concern (Agency).
WHEREAS, City proposes to provide certain financial assistance to enable Agency to
provide services for homeless individuals and families through the Special Needs Assistance
program; and
WHEREAS, City has deemed it to be in the public interest to provide financial assistance in
the form of General Funds to be used to cover general operating expenses of Agency's program.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Service
Agency shall provide, within the City of Dubuque, support services designed to meet the
needs of Special Needs Assistance Program Participants, as detailed in the Memorandum
of Understanding, attached as Exhibit A.
2. City Responsibilities
City designates the Housing and Community Development Director to act as its
representative with respect to the work to be performed under this Agreement, and such
person shall have authority to transmit instructions, receive information, interpret and
define City's policies and provide decisions in a timely manner pertinent to the work
covered by this Agreement until Agency has been advised in writing by City that such
authority has been revoked.
3. Time of Performance
The term of this Agreement shall be from July 1, 2015 through June 30, 2016.
4. Compensation
City shall pay Agency $16,833 as compensation for the services provided by Agency,
which payment shall constitute full and complete compensation for such services.
The compensation shall be paid by City to Agency within ten (10) business days after
receipt by City of a requisition and supporting documentation for such sum from Agency.
5. Audit and Evaluation
Inasmuch as the funds to be provided to Agency by City are public funds, the Agency
agrees that it will maintain books of account in accordance with Generally Accepted
Accounting Standards together with necessary documentation to support all expenditures.
The records of Agency, including payroll accounts and other records of disbursements and
receipts, and other records relating to the performance of the activities herein specified,
shall be made available for inspection by City or any Certified Public Accountant acting on
its behalf, in order to ascertain performance of Agency under this Agreement. Agency
agrees to retain such records for not less than three (3) years.
6. Reporting and Monitoring
Agency shall render to the Housing and Community. Development Director a quarterly
report detailing its activities related to the use of City funds provided to Agency. Such
report shall include a performance report on the program(s) supported by City funds and a
financial report on the use of City funds, which shall be rendered no later than the fourth
Thursday of the succeeding month. A written annual report shall be submitted to the City
Council within sixty (60) days of year end. The annual report shall include a performance
report on the program(s) supported by City funds and a financial report on the use of City
funds.
If Agency has an annual audit performed, Agency shall provide City a copy of the annual
audit report within three months of year-end.
7. Discrimination
In carrying the services under this Agreement, Agency shall not discriminate against any
employee or applicant for employment because of race, creed, color, sex, age, national
origin, religion, sexual orientation, gender identity, or disability. Agency shall take
affirmative action to ensure that applicants for employment are employed and that
employees are treated during employment without regard to race, creed, color, sex, age,
national origin, religion, sexual orientation, gender identity, or disability. Such action shall
include, but not be limited to, the following: employment, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Agency assures that all
qualified applicants will receive consideration for employment without regard to race, creed,
color, sex, age, national origin, religion, sexual orientation, gender identity, or disability.
Agency agrees and will undertake whatever affirmative measures are necessary so that no
person shall be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activities funded in whole or in part with any of the
funds made available to Agency under the terms of this Agreement because of race, color,
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creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.
8. Termination of Agreement
If, through any cause, Agency shall fail to fulfill in a timely and proper manner its
obligations under this Agreement, or if the Agency shall violate any of the covenants,
agreements or stipulations of this Agreement, City shall thereupon have the right to
terminate this Agreement by giving written notice to Corporation of such and specifying the
effective date thereof not less than thirty days before the effective date of such termination.
If Agency shall fail to cure its default to the satisfaction of City in City's sole discretion
within such thirty day period, this Agreement shall be deemed terminated at the end of
such thirty day period without further action of either party.
Upon. termination of this Agreement, Agency shall return to City all unexpended funds
and/or any funds utilized for purposes other than stated in the Agreement.
9. Assignability
Agency shall not assign any interest in this Agreement without the prior written approval
from of City.
10. Insurance
At the time of execution of this Agreement by Agency, Agency shall provide the City copies
of Agency's insurance certificates showing general liability, automobile liability, and workers
compensation insurance coverage to the satisfaction of City for the term of this Agreement.
WITNESS:
Kevi'' irnstahl, City erk
CITY OF DU¢UQUE, IOWA
Roy D. Buoayor
Project Concern
Stacy Martin, Executive Director
Exhibit A
IA-501 CoC Special Needs Assistance Program
Phoenix Housing Project
Memorandum of Understanding between City of Dubuque and Project Concern
FYE 2016
Background and Intent:
The City of Dubuque is the grantee for the Iowa Balance of State Continuum of Care (CoC) Special Needs
Assistance Program (SNAP) renewal project known as Phoenix Housing. Project Concern (Private nonprofit
organization) is the Sponsor Agency or sub-recipient for the Phoenix Housing project.
The Continuum of Care Phoenix Housing project is designed to promote a communitywide commitment to the
goal of ending homelessness to disabled individuals/families. Funds are provided by the United States
Department of Housing and Urban Development for permanent housing in the form of rental assistance to quickly
rehouse homeless individuals/families with disabilities. Permanent housing means housing without a designated
length of stay and is renewable for terms that are a minimum of one month long, and is terminable only for cause.
Phoenix Housing project is designed to utilize sponsor-based rental assistance. For sponsor-based rental
assistance, program participants must enter into a lease agreement for a term of at least one year, which is
terminable for cause. The leases must be automatically renewable upon expiration for terms that are a minimum
of one month long, except on prior notice by either party.
The Phoenix Housing project is designed to promote access to and effective utilization of mainstream programs by
homeless individuals/families through supportive services to optimize self-sufficiency and to prevent future
homelessness. Permanent supportive housing can only provide assistance to individuals with disabilities and
families in which one adult or child has a disability. Supportive services designed to meet the needs of the
program participants must be made available to the program participants. The amount of the rental assistance
must be matched in the aggregate by supportive services appropriate to the needs of the population to be served.
Program Management:
Program management functions shall be split between the City of Dubuque and Project Concern.
Project Concern Scope of Services:
1. Project Concern will act as the grant sponsor agency.
2. Project Concern shall recruit participants for the program.
3. Project Concern shall meet with prospective clients to determine eligibility of basic program requirements.
Verification of homelessness and disability shall be maintained in the client file in a confidential manner.
4. Project Concern shall process all intake functions maintaining detailed assessment of all clients.
5. Project Concern shall develop a case plan consisting of needs and referrals including life skills,job
training, education needs, counseling, employment opportunities, necessary counseling, and resources.
Project Concern shall document all necessary services and referrals. Case management shall include
assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs
of the program participant. Component services and activities consist of:
a. Counseling
b. Developing, securing, and coordinating services
c. Obtaining Federal, State, and local benefits
d. Monitoring and evaluating program participant progress
e. Providing ongoing risk assessment and safety planning with victims of domestic violence, dating
violence, sexual assault, and stalking
f Developing an individualized housing and service plan, including planning a path to permanent
housing
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g. Educational services include instruction or training in consumer education, health education,
substance abuse prevention, literacy, English as a Second Language, and high school equivalency
h. Employment assistance and job training include services that assist individuals in securing
employment, acquiring learning skills, and/or increasing earning potential as needed
i. Mediation with property owners on behalf of eligible program participants
j. Life skills training including budgeting of resources, money management, household management,
conflict management, nutrition and parent training as needed
k. Mental and/or physical health services
1. Substance abuse treatment services
in. Ensuring that children being served in the program are enrolled in school and connected to
appropriate services in the community
6. Project Concern shall track all supportive services to provide the necessary dollar match and participation
of the client. Supportive services may include:
a. Developing agreements with sub recipients to carry out program activities
b. A minimum of an annual assessment of the services needs of program participants along with
adjusting services accordingly.
c. Services for program participants that enable them to live as independently as is practicable
throughout the duration of their residency
7. Project Concern shall search for suitable housing units.
8. Project Concern shall secure and lease suitable housing units with a variety of local, private, and non-profit
housing providers. The lease shall include language to ensure owners/landlords with any units located in a
flood plain carry flood insurance for the duration of the lease.
9. Project Concern shall administer the collection of all participant rent collection and oversee tenant relations
with management with respect to notices, evictions and enforcement of rental property rules, policies and
procedures.
10. Project Concern shall maintain applicable financial records as necessary, including billings and record of
matching funds for services provided to program participants to meet the HUD requirements including the
type and nature of services that were provided, the cost of each unit of service and information needed to
meet the Dept. of Housing and Urban Development requirements for matching funds for services.
11. Project Concern shall submit a monthly invoice along with the supporting documentation of rental
assistance. The supporting documentation must be current at all times to include the tenant name, date of
the most recent HQS (Housing Quality Standard)inspection, date the unit last passed HQS inspection,
beginning date of the Project Concern lease agreement with the Property Owner, address of the assisted
unit, number of bedrooms in the unit, the current Fair Market Rent amounts, the actual unit rent, the
tenant's share of rent, the program(HUD) share of rent, the disability classification and the date of the
most recent annual renewal or initial determination.
12. All reports submitted by Project Concern staff must be reviewed for reliability/accuracy by Project
Concern Director or appointed staff prior to submittal to City of Dubuque.
13. Project Concern shall track payments made for the dwelling unit and payments received by participants.
14. Project Concern shall provide rent payments, deposits and utility allowances based on rent reasonableness
data and participant needs to the appropriate owner, landlord, and utility company.
15. Project Concern shall collect all appropriate rent payments from participants.
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16. Project Concern shall send all necessary unit information to the City of Dubuque for purposes of
determining rent reasonableness of the prospective unit and shall also notify City of Dubuque of any rent
increases received.
17. Project Concern shall enter into an Occupancy Agreement with each participant explaining relevant rules
and regulations.
18. Project Concern shall submit monthly invoices with supporting documentation identifying the client
served, the unit address, the disability status and the number of bedrooms in the dwelling unit.
19. Project Concern shall submit a quarterly report to the City of Dubuque of matching funds for services
provided to program participants including the type and nature of services provided, the cost of each unit
of service and information needed to meet the HUD requirements regarding matching funds for services.
20. Project Concern shall conduct ongoing assessments of participant's needs and services and make
adjustments as appropriate. Project Concern will meet at least monthly with participants to discuss goals
and to assess and track progress. Every six months each participant's goals will be re-evaluated and
documented with an updated supportive services plan.
21. Project Concern shall notify City of Dubuque of any income changes reported by participants.
22. Project Concern shall provide the appropriate notices to participants for program violations.
23. Project Concern shall be responsible for evictions.
24. Project Concern shall utilize the City of Dubuque Housing Commission as the advisory board and shall
include at least one program participant. Project Concern shall prepare reports for the advisory board on a
minimum of a quarterly basis to include the amount of grant spending, number of participants,
demographics of participants, supportive services' needs and other performance measures.
25. Project Concern shall complete the Annual Performance Report for each fiscal year ending June 30th for
review by City of Dubuque staff prior to submission to HUD. The Annual Performance Report shall be
submitted to the City of Dubuque no later than 45 days after the fiscal year end. The Annual Performance
Report shall be reviewed by Project Concern director or designated staff for reliability/accuracy.
26. Project Concern shall maintain an up-to-date Administrative Policy for program rules.
27. Prior to leasing a unit and with a change in tenant occupancy, Project Concern staff will verify the
inspection and Environmental Review has been completed by City of Dubuque staff.
28. If a unit is found to be located in an identified flood plain, Project Concern shall obtain a copy of the
owner's/landlord's proof of insurance to verify flood insurance.
City of Dubuque Scope of Services:
1. City of Dubuque will act as grantee and fiscal agent.
2. Monitor the Phoenix Housing Project(CoC SNAP)for compliance with all program goals, rules and
regulations.
3. Determine rent reasonableness of all initial units and any units with rent increases.
4. Perform inspections of housing units for compliance with Housing Quality Standards and City of Dubuque
Housing Code.
5. Perform Environmental Review prior to leasing by Project Concern
6. Calculate rental amounts by verifying participant income amounts and asset verifications based upon the
unit data supplied by Project Concern. Program participant rent shall not exceed the highest of:
a. 30%of the family's monthly adjusted income; or
b. 10%of the family's gross monthly income
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7. Program participant's income must be examined initially, and at least annually. Adjustments to a program
participant's contribution toward the rental payment shall be made according to the Administrative Policy
and as changes in income are identified and verified.
8. Review all invoices submitted by Project Concern to ensure compliance with HUD regulations.
9. Request all grant rental payments from HUD.
10. Grievance Procedures/Hearings will be held at the City of Dubuque Housing and CD office. A minimum
of three City of Dubuque Housing Commissioners shall serve as hearing officers.
11. Prepare reports and other documents directly related to the program for submission to HUD utilizing
reliable/accurate information obtained by Project Concern.
12. Compose, review and submit the annual renewal application to the Continuum of Care.
13. Review and submit the Annual Performance Report to HUD
Project Concern and City of Dubuque Scope of Services:
1. Will make every effort to maintain good relations with all landlords who have participants in the program.
2. Will respect and provide due care in maintaining confidentiality of participants.
3. Will jointly prepare an annual renewal project application including program budgets, goals and
accomplishments.
4. Will monitor program activities for progress and compliance with program requirements.
5. Coordinate the resolution of audit and monitoring findings.
6. Evaluate program results against stated objectives.
7. Will ensure nondiscrimination and equal opportunity requirements are followed according to Federal, State
and local requirements.
8. Must implement its program in a manner that affirmatively furthers fair housing.
9. Must track all program income earned during the grant term. All program income shall be retained by the
recipient, and added to funds committed to the project by HUD and the recipient, used for eligible
activities in accordance with HUD regulations. Example: Security deposits returned may be used for
future security deposits and rental assistance. Rents collected from program participants are program
income.
10. Assist in the development of program implementation, administrative policies and procedures.
11. Ensure all regulatory and funding requirements are met.
12. All records pertaining to Continuum of Care funds must be retained for five (5)years after the expenditure
of all funds from the grant. Copies made by micro-filming, photocopying, or similar methods may be
substituted for the original records.
General Terms:
This agreement shall become effective on the date of signatures by both parties and shall remain in effect
throughout the administration of the CoC SNAP Phoenix Housing project. The fiscal year for each grant will begin
effective July 1 and will continue through June 30. This agreement will be automatically renewed with the same
terms and conditions annually as HUD approves each renewal grant. The parties agree that this agreement shall
automatically renew each year unless either party provides a ninety(90) day written notice prior to the end of the
current fiscal year. The parties agree that if the funding for this program is discontinued, the agreement shall
terminate automatically.
Executed this day of 2015.
City of Dubuque Project Concern
Housing&Community Development 1789 Elm Street,Suite B
350 West 6`h Street,Suite 312 Dubuque IA 52001
7
Dubuque IA 52001
Alvin Nash, Director Stacy Martin, Director
Printed Name Printed Name
Signed Name Signed Name
Title Title