Homelessness Prevention and Rapid Re-Housing Program Amendment_Project ConcernMasterpiece on the Mississippi
The proposed amendment would also provide approval for Project Concern to
subcontract services to the Iowa Institute for Community Alliance to provide data
collection and reporting for HPRP funds through the HUD required Homeless
Management Information System.
Dubuque
AN,Amedca City
11111!
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Homelessness Prevention and Rapid Re- Housing Program Amendment to
Project Concern Agreement
DATE: April 13, 2010
Housing and Community Development Department Director David Harris recommends
City Council approval of the Amendment to the Project Concern, Inc. Agreement for the
Homelessness Prevention and Rapid Re- Housing Program (HPRP).
The proposed Amendment to the agreement with Project Concern will reflect the HUD
required expenditure deadline of July 14, 2012, the date HUD signed the HPRP grant
with the City. The current agreement established September 30, 2012 as the completion
date.
Based on the greater need for homeless prevention assistance, Project Concern has
requested the budget be adjusted. Under Financial Assistance, Homeless Prevention
will increase to $265,000 and Rapid Re- Housing will be reduced to $50,000. Under
Housing Relocation and Stabilization, Homeless Prevention will increase to $112, 294
and Rapid Re- Housing will be reduced to $40,000. In addition, the administration
budget will be reduced from $25,000 to $24,000 to reflect $1,000 to be retained for City
administration costs.
To reflect the $75,000 in funding changes, the proposed Amendment would adjust the
three -year HPRP goals to provide assistance to 177 households with homelessness
prevention funds and 30 households with rapid re- housing funds.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
Masterpiece on the Mississippi
Dubuque
A140ffIaClb
2007
TO: Michael n Milligen, City Manager
FROM: David Hags Housing and Community Development Department
9 Y p p
SUBJECT: Homelessness Prevention and Rapid Re- Housing Program
Amendment to Project Concern Agreement
DATE: April 6, 2010
INTRODUCTION
This memorandum requests the City Council to adopt the attached Amendment to
the Project Concern, Inc. Agreement for the Homelessness Prevention and Rapid
Re- Housing Program (HPRP).
DISCUSSION
The City of Dubuque received $502 294 in HPRP funds from HUD through the
American Recovery and Reinvestment Act. The Council contracted with Project
Concern as the primary service delivery provider for the HPRP grant activities in
September 2009. The HPRP program provides financial and other assistance to
prevent individuals and families from becoming homeless and helps those who are
experiencing homelessness to be quickly re- housed and stabilized. The funds target
individuals and families who would become homeless if not for this assistance,
provides for short-term and medium -term rental assistance, and housing relocation
and stabilization services.
The HPRP grant has assisted 66 families (158 persons) since the inception of the
program in September 2009. Homeless Prevention, which assists families and
individuals who are at risk of becoming homeless, provided financial services to 53
households (122 persons) in the form of rental assistance, security and utility
deposits and utility payments. Case management and outreach were provided to 60
households (144 persons). For Rapid Re- Housing of homeless, financial assistance
and case management has been provided to 7 households (14 persons). 20 persons
have left the program, with 11 maintaining housing with no housing subsidy and 4
persons receiving some other housing subsidy.
AMENDMENT
Grant Deadline
The proposed Amendment to the agreement with Project Concern will reflect the
HUD required expenditure deadline of July 14, 2012, the date HUD signed the HPRP
grant with the City. The current agreement established September 30, 2012 as the
completion date.
Budget
Based on the greater need for homeless prevention assistance, Project Concern has
requested the budget be adjusted. The HPRP grant provides four categories of
eligible activities: financial assistance, housing relocation and stabilization services,
data collection and evaluation, and administrative costs. Homelessness prevention
assistance is provided to individuals and families who are at risk of becoming
homeless and who would be homeless without assistance. Rapid Re- Housing
assistance is provided to individuals and families who are homeless.
Under Financial Assistance, Homeless Prevention will increase to $265,000 and
Rapid Re- Housing will be reduced to $50,000. Under Housing Relocation and
Stabilization, Homeless Prevention will increase to $112, 294 and Rapid Re- Housing
will be reduced to $40,000. In addition, the administration budget will be reduced
from $25,000 to $24,000 to reflect $1,000 to be retained for City administration costs.
Financial Assistance
Homelessness Prevention
Rapid Re- Housing
Housing Relocation & Stabilization
Homelessness Prevention
Rapid Re- Housing
Data Collection
Administration
Rent & Utilities $ 7,000
Travel $ 1,500
Training $ 2,250
Contractual Services $ 2,000
Supplies $ 2,000
Printing & Postage $ 1,885
Administration $ 8,365
City Administration of HPRP
TOTAL Grant
2
Current Proposed
$ 225,000 $ 265,000
$ 90,000 $ 50,000
$ 77,294 $ 112,294
$ 75,000 $ 40,000
$ 10,000 $ 10,000
$ 25,000 $ 24,000
$ 502,294 $501,294
$ - $ 1,000
$ 502,294 $ 502,294
Targeted # of Households
(Individuals and/or Family) to Be Served
Homelessness Prevention
Rapid
Re- Housing
Assistance)
Year 2
(Homeless
Year 3
Year 1
Year 2
Year 3
Year 1
56
45
34
27
24
21
70
59
48
13
10
7
To reflect the $75,000 in funding changes, the proposed Amendment would adjust
the three -year HPRP goals to provide assistance to 177 households with
homelessness prevention funds and 30 households with rapid re- housing funds.
Current
Proposed
Iowa Institute for Community Alliance
The proposed amendment would also provide approval for Project Concern to
subcontract services to the Iowa Institute for Community Alliance (IICA). The
current grant agreement requires City approval prior to Project Concern entering
into this subcontract. IICA will provide data collection and reporting for HPRP
funds thru the HUD required Homeless Management Information System (HMIS).
IICA currently provides software, user licenses and training to staff, data collection,
and reporting for the State of Iowa HPRP funds. A maximum of $10,000 of HPRP
funds is budgeted for data collection and evaluation, and would be allocated to
IICA.
ACTION STEP
The action requested of the City Council is to approve the attached Amendment to
the Project Concern, Inc Agreement for the Homelessness Prevention and Rapid Re-
Housing Program.
Prepared by Aggie Tauke, Community Development Specialist
F:\USERS\ATAUKE\HPRP\HPRRHPRPannendment.MVMmemo.doc
3
AMENDMENT
TO
AGREEMENT BETWEEN
CITY OF DUBUQUE IOWA
AND
PROJECT CONCERN
HOMELESSNESS PREVENTION AND RAPID RE- HOUSING PROGRAM
(HPRP S09 -MY -19 -0005)
HPRP- PC2009.1
DUNS # 16- 848 -9987
This Amendment to the Homelessness Prevention and Rapid Re- Housing
Program (HPRP) Agreement is entered into by and between the City of Dubuque,
Iowa and Project Concern.
Whereas, City of Dubuque awarded Project Concern Homelessness
Prevention and Rapid Re- Housing Program (HPRP)funds pursuant an Agreement
approved by Resolution 345 -2009 dated September 21, 2009 ; and
Whereas, the U.S. Department of Housing and Urban Development (HUD)
under Title XII of the American Recovery and Re- investment Act of 2009 requires
HPRP funds be expended by July 14, 2012; and
Whereas, the HPRP Grant Agreement budget for Project Concern needs to be
adjusted to reflect changes in administration charges; and
Whereas, Project Concern proposes to subcontract with the Iowa Institute
for Community Alliance to provide data collection and reporting for HPRP funds;
and
NOW, THEREFORE, in consideration of the terms of the mutual agreements
hereinafter set forth, the parties agree as follows;
1. Part I, Section 2 TIME OF PERFORMANCE of the Agreement is hereby
repealed and the following is hereby adopted:
"TIME OF PERFORMANCE
The Subrecipient shall perform according to the following schedule:
A. Program Element Deadline
1. Execute Contract for Project September 21, 2009
2. Project Start Date September 21, 2009
3. Project Completion Date July 14, 2012
4. Monitoring Period Life of Grant "
Targeted # of Households
(Individual and /or Family) to Be Served
Homelessness
Prevention
Rapid Re- Housing
Year 1
Year 2
Year 3
Year 1
Year 2
Year 3
70
59
48
13
10
7
2. Part I, Section 3 of the Agreement, PROPOSED PROJECT BUDGET, is hereby
repealed and a new Section 3 is hereby adopted as follows:
"PROPOSED PROJECT BUDGET
A. Financial Assistance Amount
1. Homelessness Prevention $265,000
2. Rapid Re- Housing $ 50,000
B. Housing Relocation and Stabilization
1. Homelessness Prevention
2. Rapid Re- Housing
C. Data Collection and Evaluation
D. Administration
$ 112,294
$ 40,000
$ 10,000
$ 24,000
Total Project Cost $501,294 "
3. Part I, Section 4 COMPENSATION AND METHOD OF PAYMENT, paragraph B
is hereby repealed and a new Section 4, paragraph B is hereby adopted as
follows:
"B. $300,777 must be expended by July 14, 2011 and 100% must be
expended by July 14, 2012. Requests for payment of all eligible costs
incurred prior to this date must be submitted to the City by August 14,
2012."
4. Part II, Section 1 PERFORMANCE AND REPORTING Part A is hereby
repealed and a new Section 1, Part A is hereby adopted as follows:
"A. The Subrecipient proposes to provide assistance to program participants
(unduplicated) as follows:
Homelessness Prevention
• will assist 177 number of households overall
• will provide short term assistance to 32 households overall and
medium term assistance to 145 households
• will stabilize the housing situation of 90% of households assisted
Rapid Re- Housing
• will assist 30 households overall
• will stabilize the housing situation of 75% of households assisted
The Subrecipient will be required to use the Homeless Management Information
System (HMIS) to collect and re port client -level data, outputs and outcomes, and
reports as required by HUD. "
5. Part II, Section 1 PERFORMANCE AND REPORTING Part D is hereby repealed
and a new Section 1, Part D is hereby adopted as follows:
"D. Until the completion of the Project and expenditure of all HPRP
funds disbursed under this Agreement, the Subrecipient shall submit a
monthly report and pay request. Quarterly progressive reports shall also
be generated through the HMIS as required."
6. That the City of Dubuque does hereby agree that Project Concern may
subcontract services to the Iowa Institute for Community Alliance as per the
terms of the attached agreement, Exhibit A.
7. All other terms and conditions of the Agreement shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties have executed this a endment as of
the _ day of April, 2010.
7 W ' essed
eanne F. Schneider, City Clerk
F: \USERS\ATAUKE \HPRP\HPRP \HPRP- Project Concern Amendment.doc
City of fa q low
Roy D. uol, Mayor
Project Concern
Nancy Lewis, Executive Director
Board Chairperson
AGREEMENT BETWEEN THE
PROJECT CONCERN INC.
AND
IOWA INSTITUTE FOR COMMUNITY ALLIANCE
HOMELESSNESS PREVENTION AND RAPID RE- HOUSING PROGRAM
(HPRP S09 -MY -19 -0005)
FOR THE USE OF
AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 FUNDS
THIS AGREEMENT, entered into this day of April, 2010, to be effective as of such
date, by and between Project Concern, ( "PC "), and Iowa Institute for Community Alliance
( "1ICA ");
Whereas, the City of Dubuque is the recipient of Homelessness and Rapid Re- Housing
(HPRP) funds granted by the U.S. Department of Housing and Urban Development (HUD)
under Title XII of the American Recovery and Re- investment Act of 2009; and
Whereas, PC has contracted with the City of Dubuque to utilize Homelessness and
Rapid Re- Housing Program (HPRP) funds in providing services to those participants that
meet the low- income (below 50% area median income as determined by HUD) guidelines;
and
Whereas, the Iowa Institute for Community Alliance provides data collection for HPRP
funds thru the HUD required Homeless Management Information System (HMIS); and
Whereas, the City of Dubuque has reviewed and approved Project Concern to
subcontract with the Iowa Institute for Community Alliance for the data collection and
reporting the HPRP grant.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
PART I
1. PURPOSE
IICA shall provide sufficient staff, support services, and facilities to deliver the following
services.
A. Provide training and management to PC to collect information on persons
who are homeless or at risk of becoming homeless, and input such data
into the Homeless Management Information System (HMIS) ;
FY2010 - HPRP 1
B. Generate data and reports on outputs and outcomes as required by HUD;
C. Provide data collection and evaluation as follows: Purchase of Homeless
Management Information System (HMIS) software, user licenses and
training of Project Concern Staff, and any other staff that requires access to
the software as part of the Homelessness Prevention and Rapid Re-
Housing Program (HPRP) grant for the City of Dubuque.
D. Other services or functions required of sub - grantees by HUD or the HPRPP
program.
2. SCOPE OF SERVICES
IICA shall provide the following services:
A. HPRP data collection will include, but not be limited to: initial intake and
assessment of each individual and /or household receiving assistance. This
will include demographic data, risk assessment, self sufficiency measures,
service transactions and referrals. Each participating individual and household
must be reassessed at a minimum of every three months for purposes of
monitoring client progress and follow up assessments must be completed at
six months and one year following participation in the HPRP program.
B. Provide to Project Concern, Inc. and the City of Dubuque the HPRP Quarterly
Progress Reports (QPR's) no less than ten (10) business days prior to the
timeframes and deadlines prescribed in "Requirements for Homelessness
Prevention and Rapid RE- Housing Program under the American Recovery and
Reinvestment Act of 2009 ".
C. Provide technical assistance, licenses, support and training to Project Concern
for the HPRP program data collection.
D. IICA agrees to follow all requirements of the Department of Housing and Urban
Development provided in "Docket No. FR- 5307 -N -01, Notice of Allocations,
Application Procedures, and Requirement for Homelessness Prevention and
Rapid Re- Housing Program Grantees under the American Recovery and
Reinvestment Act of 2009, and as may be amended.
E. IICA will track and document their administrative costs, including: accounting for
the use of City of Dubuque HPRP grant funds; preparing reports for submission
to the City of Dubuque, PC or HUD; obtaining program audits; similar costs
related to administering the HPRP grant after award; and staff salaries
associated with these administrative costs. In addition IICA shall ensure that:
1) Controls are in place to ensure funds are awarded in a prompt, fair and
reasonable manner.
2) Data collection systems are in place for tracking data required by the
American Recovery and Reinvestment Act of 2009 (ARRA)
3) Controls are in place to ensure the City of Dubuque HPRP funds are
clearly distinguished from other funds.
4) Procedures are in place to track and report on the use of the City of
Dubuque HPRP funds
5) Controls are in place to ensure the timely expenditure of the City of
Dubuque HPRP funds.
6) Processes are in place to ensure that reporting requirements are met.
Page 2
FY2010 - HPRP
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Project Concern
7) Sufficient, qualified and well- trained contract management staff are used
to meet the requirements of the ARRA.
3. PROPOSED PROJECT BUDGET
Data Collection and Evaluation $ 10,000
4. COMPENSATION AND PAYMENT
PC shall pay and IICA agrees to accept in full no more than Ten Thousand Dollars
($10,000) (hereinafter "Grant ") for performance under this Agreement, as follows:
A. Partial payments shall be made upon presentation of other supporting documents
covering all amounts to be paid, and /or time sheets and other source documents on
a monthly basis for services rendered under this Agreement for the period of
September 21, 2009 through July 14, 2012.
B. All payments under this Agreement are subject to receipt by PC from the City of
Dubuque of sufficient federal funds for the Homelessness Prevention and Rapid
Re- Housing Program (HPRP). Any termination, reduction or delay of receipt of
HPRP funds to the City of Dubuque, at the option of the City, results in the
termination, reduction or delay of HPRP funds to IICA.
5. DEFAULT AND TERMINATION
A. Termination for Cause. The occurrence of any one or more of the following events
shall constitute cause for one party to declare the other party in default of its
obligations under this Agreement:
1. Failure to observe any condition or perform any obligation created by the
Agreement:
2. Failure to make substantial and timely progress toward performance of
the Agreement;
3. Failure of the work product and services to conform with any
specifications noted herein; ore
B. Notice of Default. If there is a default event, the non - defaulting party shall provide
written notice to the defaulting party requesting that the default be remedied within
the period of time specified in such notice, which shall be no less than 10 business
days. If the default or noncompliance continues to be evidenced beyond the date
specified with the written notice, the non - defaulting party may immediately terminate
the agreement without additional written notice.
C. Termination upon Notice: Either party may terminate this Agreement upon thirty
(30) days' written notice.
FY2010 - HPRP
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Project Concern
IICA must expend sixty percent (60 %) of its HPRP grant funds by July 14, 2011. All
funds must be expended by July 14, 2012. Requests for payment of all eligible
costs incurred prior to this date must be submitted to PC by August 1, 2012.
Spending rates will be monitored with each draw request and corrective action will
be taken as necessary.
Page 3
D. Termination due to Lack of Funds or Change in Law. Either Party shall have the
right to terminate this Agreement by giving thirty (30) days written notice to the
other party as a result of any of the following:
1. Funds to be contributed by PC are unavailable or insufficient for any reason:
or
2. PC or the IICA's authorization to conduct business is withdrawn or there is a
material alteration in the HPRP Program.
E. Delay or Impossibility of Performance. Neither party shall be in default under this
Agreement if performance is delayed or made impossible by an act of God or
War. The delay or impossibility must be beyond the control and without the
fault or negligence of the defaulting party.
F. Upon Expiration or Termination of this Agreement, the IICA shall:
1. Deliver to PC within sixty (60) days after such expiration or termination, any
data or records pertaining to the required program data collection and
reporting.
2. Stop work under this Agreement on the date specified in any notice of
termination;
3. Cooperate in good faith with PC, its employees and its agents during the
transition period between the notification of termination and the termination
date.
6. ADMINISTRATIVE REQUIREMENTS
A. Compliance with Laws and Regulations. PC and IICA each agree that its
employees, agents and subcontractors, shall comply with all applicable state and
federal laws, rules, ordinances, regulations and orders.
B. Authorization. Each party to this Agreement represents and certifies to the other
that:
1. It has the right, power and authority to enter into and perform its obligations
under this Agreement.
2. It has taken all requisite action (corporate, statutory, or otherwise) to approve
execution, delivery and performance of this Agreement and this Agreement
constitutes a legal, valid and binding obligation upon itself in accordance with
its terms.
C. Cumulative Rights. The various rights, powers, options, elections and remedies of
either party provided in this Agreement, shall be construed as cumulative and no
one of them is exclusive of the others or exclusive of any rights, remedies or
priorities allowed either party by law, or shall I any way affect or impair the right of
either party to pursue any other equitable or legal remedy to which either party may
be entitled as long as any default remains in any way un- remedied, unsatisfied, or
un- discharged.
D. Severability. Any provision of this Agreement is determined by a court of
FY2010 - HPRP
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Project Concern
Page 4
competent jurisdiction to be invalid or unenforceable, such determination shall not
affect the validity or enforceability or any other part or provision of this Agreement.
E. Assignment and Delegation. This may not be assigned, transferred or conveyed in
whole or I part without the prior written consent of the other party.
F. Amendments. This Agreement may be amended in writing from time to time by
mutual consent of the parties. All amendment to this Agreement shall be fully
executed by both parties and the City of Dubuque.
G. Additional Provisions. The parties agree that if an Addendum, Attachment or Exhibit
is attached hereto by the parties, and referred to herein, then the same shall be
deemed incorporated herein by reference.
H. Records Retention and Access. The IICA shall maintain books, records, and
documents which sufficiently and properly document and explain all payments
made under the HPRP Program through the term of this Agreement for a period of
at least five (5) years following the date of final payment or completion of any
required audit begun during the aforementioned five (5) years., whichever is later.
The IICS shall promptly furnish PC, the City of Dubuque, or HUD with such
statements, records, data and information as may reasonably request pertaining to
this Agreement. During the term of this Agreement, any time during normal business
hours, IICA shall make available to PC, the City of Dubuque, HUD and /or the
Comptroller General of the United States, or their duly authorized representatives, all
of IICA's records in order to permit examination of any audits, invoices, materials,
payrolls, personnel records, conditions of employment, and other data relating to all
matters covered by this Agreement. If IICA expends $500,000 or more in a year of
total Federal funds, they shall have a single or program- specific audit conducted for
that year in accordance with the provisions of OMB Circular A- 133 and which
disclosed the expenditure of HPRP funds allocated for this Agreement.
I. Financial Management. The requirements of applicable sections of OMB Circular A-
122 "Cost Principles for Non - Profit Organizations," and OMB Circulars A -110, "Grants
and Agreements with Institutions of Higher Education, Hospitals and Other Non - Profit
Organizations," and 1997 A -133, "Audits of States, Governments and Non - Profit
Organizations," shall apply to the use of funds disbursed under the Agreement to
utilize adequate internal controls, and maintain necessary source documentation for
costs incurred.
J. Except as provided herein, the terms of this Agreement shall be effective from the
date of execution until the end of the monitoring period, or until all required reports
are filed, if later.
K. IICA agrees to comply with all applicable federal, state, and local laws and
regulations governing the funds provided under this contract, including said HPRP
regulations are published in Docket No. FR- 5307 -N -01.
FY2010 - HPRP
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Project Concern
Page 5
L. Nothing contained in this Agreement is intended to, or shall be construed in any
manner, as creating or establishing the relationship of employer /employee between
the parties. IICA shall at all times remain an independent contractor with the
respect to the services to be performed under this Agreement. PC shall be exempt
from payment of all Unemployment Compensation, FICA, retirement, life and /or
medical insurance and Workers' Compensation Insurance as IICA is an
independent contractor.
M. IICA certifies that it is an "Equal Opportunity Employer" and that it will comply with
Chapter 216 (State Civil Rights) of the Iowa Code, and all applicable regulations of
the U.S. Department of Housing and Urban Development pertaining to equal
opportunity and affirmative action employment. Further, IICA shall ensure that all
contracts for work under this Agreement contain appropriate equal employment
opportunity statements.
N. IICA shall indemnify, defend and hold harmless PC, its officers, employees and
agents from all liability, loss, cost, damage and expense (including reasonable
attorney's fees and court costs) resulting from or incurred by reason of any actions
based upon the negligent acts or omissions of IICA's employees or agents during
the performance of this Agreement.
O. The Subrecipient must comply with applicable uniform administrative requirements,
as described in 24 CFR Part 570.502.
P. IICA agrees to maintain adequate administrative systems and capacity in place to
adhere to the following requirements.
a) Confidentiality — Develop and implement procedures to ensure (1) the
confidentiality of records pertaining to any individual provided with assistance;
and (2) that the address or location of any assisted housing will not be made
public, except to the extent that this prohibition contradicts a preexisting
privacy policy of the grantee. IICA will ensure confidentiality is observed as
required by law.
FY2010 - HPRP
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Project Concern
b) Nondiscrimination and Equal Opportunity Requirements — IICA must comply
with all applicable fair housing and civil rights requirements in 24 CFR
5.105(a).
c) Drug -free Workplace — The Drug -Free Workplace Act of 1998 and HUD's
implementing regulations at 24 CFR part 21 apply to HPRP.
d) Anti - Lobbying — The disclosure requirements and prohibitions of section 319
of the Department of the Interior and Related Agencies Appropriations Act for
Fiscal Year 1990, and implementing regulations at 24 CFR part 87, apply to
HPRP.
Page 6
Q. Notices
Communication and details concerning this Agreement shall be directed to the
following representatives:
Julie Eberbach, Project Director
Iowa Institute for Community Alliance
1111 9 Street, Suite 245
Des Moines, IA 50314
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on this
day of April, 2010.
Project Concern
Alliance
Nancy Lewis, Executive Director
Board Chairperson
FY2010 - HPRP
of 7
Project Concern
Nancy Lewis
Project Concern
1789 Elm Suite B
Dubuque, IA 52001
Iowa Institute for Community
Executive Director
F: IUSERS\ATAUKE\HPRP1 HPRP 1HPRP-IA Institute for Com Alliance Agreement.doc
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