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Monthly Rental Assistance Payment Approval for Landlords Copyrighted July 16, 2018 City of Dubuque Consent Items # 14. ITEM TITLE: Monthly Rental Assistance PaymentApproval SUMMARY: City Manager recommending approval of the Consolidated Annual Contributions Contract and approval of all monthly rental assistance payments to participating landlords not to exceed the agreement threshold for spending. RESOLUTION Approval of certain Housing Department Construction Contracts to allow for timely payment to vendors SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s) ATTACHMENTS: Description Type Monthly Rental Assistance Payment Approval-NNM City Manager Memo Memo Staff Memo Staff Memo HUD Agreementfor Housing and Administrati� Fees Supporting Documentation Resolution Resolutions THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► Masterpiece on the Mississippi Z°°'�w'2 7A13 2017 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Monthly Rental Assistance Payment Approval DATE: July 9, 2018 The City of Dubuque Housing and Community Development Department has a Consolidated Annual Contributions Contract with Housing & Urban Development (HUD). This contract falls under the threshold that would require approval by the City Council per lowa State Code and City of Dubuque Ordinance. Beginning FY 2019, a new policy will be in place that requires all payments to vendors be approved by City Council prior to payment issuance. This new policy could cause payments issued to landlords to be delayed by two to four weeks. Many of the landlords that participate in the Housing Choice Voucher program are small business owners. This type of a delay could cause a substantial hardship to the landlords, which in turn, could cause the landlords to cease participation in the Housing Choice Voucher program. Allowing City Council to approve monthly rental assistance payments, even when they fall below the thresholds that are required for City Council approval, enables landlords to be paid just as timely as they were in FY 2018. Approval of these payments by City Council, also constitutes approval to make payments based on the Consolidated Annual Contributions Contract without further approval for the payment. This will ensure landlord's payments will be made in a timely manner. Acting Housing & Community Development Department Director Alexis Steger recommends City Council approval of the Consolidated Annual Contributions Contract and approval of all monthly rental assistance payments to participating landlords, not to exceed the agreement threshold for spending. I concur with the recommendation and respectfully request Mayor and City Council approval. �� Mic ael C. Van Milligen �� MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Alexis Steger, Acting Housing & Community Development Department Director 2 THE CTTY OF Dubuque �" uFnoene�elry DUB E '�I,I�;' Masterpiece on the Mississippi �°°' �°'Z 2013 2017 TO: Michael C. Van Milligen, City Manager FROM: Alexis M. Steger, Acting Housing & Community Development Director DATE: July 6�h, 2018 RE: Monthly Rental Assistance PaymentApproval INTRODUCTION The City of Dubuque Housing and Community Development Department has a Consolidated Annual Contributions Contract (CACC) with Housing & Urban Development (HUD). This contract falls under the threshold that would require approval by the City Council per lowa State Code, and City of Dubuque Ordinance. A new policy is being enacted starting in FY 2019 that requires City Council approval for all payments. DISCUSSION Beginning FY 2019, a new policy will be in place that requires all payments to vendors be approved by City Council prior to payment issuance. This new policy could cause payments issued to landlords to be delayed by two to four weeks. Many of the landlords that participate in the Housing Choice Voucher (HC� program are small business owners. This type of a delay could cause a substantial hardship to the landlords, which in turn, could cause the landlords to cease participation in the HCV program. Allowing City Council to approve monthly rental assistance payments, even when they fall below the thresholds that are required for City Council approval, enables landlords to be paid just as timely as they were in FY 2018. Approval of these payments by City Council, also constitutes approval to make payments based on the CACC without further approval for the payment. This will ensure landlord's payments will be made in a timely manner. RECOMMENDATION I respectfully request City Council approval of the consolidated annual contributions contract presented, and approval of all monthly rental assistance payments to participating landlords, not to exceed the agreement threshold for spending. Prepared by Crenna M. Brumwell 300 Main Street, Suite 330 Dubuque IA 52001 563 589-4381 Return to Crenna M. Brumwell 300 Main Street, Suite 330 Dubuque IA 52001 563 589-4381 RESOLUTION NO. 208-18 APPROVAL OF CERTAIN HOUSING DEPARTMENT CONSTRUCTION CONTRACTS TO ALLOW FOR THE TIMELY PAYMENT TO VENDORS WHEREAS, the City of Dubuque Housing and Community Development Department has several construction contracts that are approved by the City Manager or his Designee to help meet grant required timelines; and WHEREAS, the City Council recently adopted resolution 142-18 related to payment of claims requiring preapproval for certain payments; and WHEREAS, delayed payment to contractors is a hardship for landlords paid under the Consolidated Annual Contributions Contract with Housing & Urban Development; and WHEREAS, the City Council believes it is in the best interests of the City of Dubuque to approve this contract allowing for periodic payments in accordance with the terms of the Consolidated Annual Contributions contract. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, AS FOLLOWS: 1. The Consolidated Annual Contributions contract attached hereto is approved. 2. The City Manager or the City Manger's Designee is hereby authorized and directed to execute such construction contracts on behalf of the City of Dubuque, Iowa and make periodic payments according to the terms of the contract. Passed, approved and adopted this 16th day of July, 2C) 8. 11, Attest: Keen S. Firnstahl, ity Clerk Roy D. Buol, Mayor • ',qlii� ;z � �� mo,,,�,� Em��9 o;��ro�,°'�;°d°��a�ti�'�oti�9a,ed,o ,e�ewem�,��9 �0�=��9 «0�� o�� a, ��P°os�m �o�� ra�� Pa�a�wAP, a�d �m �� reFaa ��mam�, Nuguz[ antl Septanbx2018 HNP Funtling emOem vei finamg tiiocsion asea Meyli ,loie, pmvaacme azteu onme reimisiom�mrme Pugusmmughseptembemro unamg eugmony. VNSH Nenewals m. i , aen c,saeionams. ng (vnsrvlvo oneaouer�ryPoo) oi buaqzteurvomy. irvemumwwlimmmuembereneveamperteryuponewiruon. Nerrtal Nsslstlnce Oanonz[2Eon (FNO) Naiervals on �ro) vo aze neaouer�$ino��omuagzteurvonty. irvasew�wumnunuemberenemeaaepereteryuponemireuon. emptro zy m voumez�ev�. aieatiererer August antl September2018 Atlministrative Fee Funtling TM1e atlminiAra�ive lees pmvitletl lor Augu9 antl Sep�ember]f118 are an eAima�etl amoun� basetl on �M1e sing tla�a repotletl In �M1e VoucM1er Managemen� Sy9em (VMS) loNanuary�M1mugM1 �ecember]fli]. TM1e un� was appetl �o �M1e number o(available un�ls; pma�etl �o]6% o(eligiblfi�y; antl �Imla�etl usng �M1e 2018 atlminiAa�ive (ee ra�e. TM1e �epar�men� will mn�inue �o use �M1e VM5�o alcula�e atlminiAra�ive lees basetl onlirA ol�M1e mon�M1 le sing,antl �o �emncile �M1e eAima�etl lees ativancetl wi�M1 �M1e atlual eamings lo� eacM1 mon�M1. MT W/�qen iesatlmini9ra�ive lee Nntling will be basetl on �M1elr MTW agreemen�. Speci(m Inlorma�iom m�ceming �M1e renewal(s) !or your public M1ousing agenry (PHA1 ��s Itlen�i(ietl below. eu�a ew� o�nnory i q�m�y PNd� Sasi6c POB]WO]➢9 IDR 8869]80 wo. -- - �.m�r.m �.re ��.ammee,.u.m i..�nr�a� �R�n��.m�mnmio.,,�•` e��iosaa ��s yo�� mon�a �o nma�a ma con�ooaa�aa n��ai comeewo�s com�an (cncc7 w�m �a��saa m�ame a;:n�e�� ananme �na ma�ea(s) aasa�eaa aeo�a. rna ama�ama�� m�� a�a �a��saa m�ame a;:n�e��s snowa ea maa w�m yo�� mor �a�am cncc. mo a;:a�wo� ey Huo o� yo�� vHn��s �aq�raa. v�eo�no�sme aea��as �a��me a� ��amam �� a;:�ssorsioopoo �� a�aea�nwnoe�y (an) a�a �aq�raa �o �em�� Fo�m Huosoon , wmnano� or vayma��o mn�a�� Faaaai Ta��rno�s, a�a �r aPPi�aeia, Fo�m sF-�LL, o��ios��a or weeyme nrn��nas. u�n�s iana� �onnas yo� ora �a�awai �� a;:�ss or s�oo�000,a�a yo�� vHn nas �m s�emmaa aa Fo�m(s) Huoaoon (a�a sF-ui wna�a appoama) m� yo�� R �am nsai yaa�; ma aoo�mams m�r ea s�emmaa m yo�� mai nam ornoa a�a Fina�oroi n�aryr auna nanoal Managemen� W n�er (FMC) wi�M1ln 30 tlays o(�M1e tla�e o(�F�s le��er. TM1ese (ormsare loa�etl on �M1e In�eme�a��M1e lollowing atltlreses Form HUD50W 1 M1tlos/NrwaM1utloov/ses/tlommenLsbOW otl! Form SFLLL nnosi,w�.n�aa;:ma�oa.��mna��smoama��muo-Fo��.sm.oar Please conhd yow Financial AnalyA a� �M1e FMC A you M1ave any queAions. Sincerely June E. Burnes ^ - � e�do��as o��s�o� o��ano� Memo Relerence: 18-1]i Consolidated U. S. Department of Housing and Urban Development Annual Contributions Contract Office of Public and Indian Housing Housing Choice Voucher Program Section 8 HUD NOTICE TO HOUSING AGENCY AMENDING CONSOLIDATED ANNUAL CONTRIBUTIONS CONTRACT Housing Agency: IA087 DUBUQUE DEPT OF HUMAN RIGHTS In accordance with Paragraph 2.c. of the Consolidated Annual Contributions Contract between HUD and the HA, you are notified that the funding exhibits of the Consolidated Annual Contributions Contract is hereby revised to add a new funding increment as provided in the attached revised funding exhibit. (This notice adds one or more funding increments listed on the attached funding exhibit.) The revised funding exhibit is attached to this HUD notice. This revised funding exhibit replaces and revises the prior funding exhibit. In accordance with Paragraph 2.d. of the Consolidated Annual Contributions Contract, this HUD notice and the attached funding exhibit constitutes an amendment to the Consolidated Annual Contributions Contract. United States of America Secretary of Housing and Urban Development Date of Document: Authorized Representative Robert H. Boepple, Director 6/28/2018 Financial Management Center Form HUD-52520A (12/97) U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT PIH SECTION 8-FUNDING EXHIBIT PROGRAM-BASED ACC NUMBER: IA087 FIELD OFFICE: 7BPH IA087 DUBUQUE DEPT OF HUMAN RIGHTS 350 W.6TH STREET-SUITE312 DUBUQUE, IA 520010000 HA FISCAL YEAR-END: O6/30 PROGRAM NPE: Voucher Program FUNDING INCREMENT FIRST DAY OF LAST DAY OF CONTRACT BUDGET NUMBER TERM TERM TERM AUTHORIN UNITS IA087AF0119 4/1/2016 6/30/2016 3 121,671 N/A IA087V00189 4/1/2016 9/30/2016 6 2,172,654 1063 IA087AF0121 7/1/2016 10/31/2016 4 174,098 N/A IA087V00190 10/1/2016 10/31/2016 1 343,883 1063 IA087AF0122 11/1/2016 12/31/2016 2 67,376 N/A IA087V00192 11/1/2016 12/31/2016 2 687,766 1063 IA087AFR316 1/1/2017 1/31/2017 1 7,229 N/A IA087AF0123 1/1/2017 2/28/2017 2 84,904 N/A IA087V00193 1/1/2017 2/28/2017 2 718,481 1063 IA087V00194 2/1/2017 2/28/2017 1 21,744 N/A IA087AFHV13 3/1/2017 3/31/2017 1 600 N/A IA087AF0124 3/1/2017 4/30/2017 2 85,640 N/A IA087AFR416 4/1/2017 4/30/2017 1 35,650 N/A IA087V00191 5/1/2016 4/30/2017 12 43,483 9 IA087V00195 3/1/2017 4/30/2017 2 718,481 1063 IA087V00198 5/1/2017 5/31/2017 1 11,115 N/A IA087AF0125 5/1/2017 6/30/2017 2 93,506 N/A IA087V00196 3/1/2017 6/30/2017 4 213,594 N/A IA087V00197 5/1/2017 6/30/2017 2 718,481 1072 IA087AF0127 9/1/2017 9/30/2017 1 6,085 N/A IA087V00199 7/1/2017 9/30/2017 3 1,356,286 1072 IA087AF0126 7/1/2017 10/31/2017 4 180,652 N/A IA087V00200 10/1/2017 10/31/2017 1 417,576 1072 IA087VOPR16 10/1/2017 10/31/2017 1 14,131 N/A IA087AF0128 11/1/2017 12/31/2017 2 82,574 N/A IA087V00201 11/1/2017 12/31/2017 2 835,149 1072 IA087AF0129 1/1/2018 2/28/2018 2 88,312 N/A IA087V00202 1/1/2018 2/28/2018 2 767,961 1072 IA087AF0130 3/1/2018 3/31/2018 1 43,273 N/A IA087V00203 3/1/2018 3/31/2018 1 380,541 1072 IA087AF0131 4/1/2018 4/30/2018 1 43,273 N/A IA087V00204 4/1/2018 4/30/2018 1 380,541 1072 IA087AF0132 5/1/2018 5/31/2018 1 42,827 N/A IA087V00205 5/1/2018 5/31/2018 1 384,424 1072 IA087AF0133 6/1/2018 6/30/2018 1 42,828 N/A IA087V00206 6/1/2018 6/30/2018 1 397,148 1072 IA087V00208 6/1/2018 6/30/2018 1 5,589 N/A IA087VOPR17 6/1/2018 6/30/2018 1 4,339 N/A IA087AF0134 7/1/2018 7/31/2018 1 36,837 N/A IA087V00207 7/1/2018 7/31/2018 1 397,148 1072 IA087AF0135 8/1/2018 9/30/2018 2 85,656 N/A IA087V00209 8/1/2018 9/30/2018 2 869,780 1072