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Fiscal Year 2020 Housing & Urban Development (HUD) Continuum of Care Program AgreementCity of Dubuque City Council Meeting Consent Items # 23. Copyrighted May 17, 2021 ITEM TITLE: Fiscal Year 2020 Housing & Urban Development (HUD) Continuum of Care Program Agreement SUMMARY: City Manager recommending approval of an agreement with the Iowa Balance of State and the U.S. Department of Housing & Urban Development (HUD) for the administration of the Continuum of Care Special Needs Assistance Program (SNAP) in the amount of $90,583. RESOLUTION Approving the Continuum of Care Grant Agreement and authorizing the Director of Housing and Community Development and the City Manager to execute and administer the grant SUGGESTED Suggested Disposition: Receive and File; Adopt Resolution(s) DISPOSITION: FIN ik[O]:ILyil21ZIII l+] Description Type HUD Continuum of Care Grant Agreement-MVM City Manager Memo Memo Staff Memo Resolution Agreement Letter from HUD Staff Memo Resolutions Supporting Documentation Supporting Documentation THE C DUUB-.-*.-TE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: FY 2020 HUD Continuum of Care Program Agreement DATE: May 11, 2021 Dubuque *Awrin Cia 2007-2012.2013 2017*2019 Housing and Community Development Director Alexis Steger recommends City Council approval of an agreement with the Iowa Balance of State and the U.S. Department of Housing & Urban Development (HUD) for the administration of the Continuum of Care Special Needs Assistance Program (SNAP) in the amount of $90,583. I concur with the recommendation and respectfully request Mayor and City Council approval. I�Lvw �� Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Alexis M. Steger, Housing & Community Development Director THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Alexis M. Steger, Housing & Community Development Director DATE: May 12, 2021 RE: FY 2020 HUD Continuum of Care Program Agreement Dubuque AII•Aneriea City V.LI:tNWL� IYk.I IN 3 �- 2007-2012.2013 2017*2019 INTRODUCTION The purpose of this memorandum is to request the City Council's approval of an agreement with the Iowa Balance of State and the U.S. Department of Housing & Urban Development (HUD) for the administration of the Continuum of Care (CoC) Special Needs Assistance Program (SNAP). BACKGROUND The CoC-SNAP is federal funding that requires state approval through the coordinated entry governing body. The Iowa Balance of State is the State of Iowa's coordinated entry governing body that approved the City of Dubuque for funding through the U.S. Department of Housing and Urban Development. The grant provides rental assistance to homeless persons with disabilities. The Phoenix Housing Project has been in operation in Dubuque since 2007. The project's goal is to provide permanent, supportive housing to homeless individuals/families with disabilities. Agreements in place clarify duties of participants, private housing providers, the City of Dubuque Public Housing Authority (PHA), the Sponsor Agency, Community Solutions of Eastern Iowa (CSEI) and referring agencies. CSEI is the primary contact with the client. The City of Dubuque serves as the grantee with administration, inspection, and fiscal responsibilities. DISCUSSION The U.S. Department of Housing & Urban Development has approved $90,583 in Continuum of Care grant funds to the City of Dubuque to serve approximately 15 households next fiscal year. CSEI provides case management to participants which includes setting goals related to housing, increasing income and/or skills, and setting personal goals in order to create an overall better quality of life. The goals are set by the participants; the coordinator is there to assist with referrals, skill building and for overall support. The coordinator prepares a monthly supportive service report for each participant to keep track of services accessed by the participant, including mental health services, substance abuse treatments and/or job training programs, as needed. CSEI works with apartment owners to secure suitable housing located at scattered sites throughout the community and schedules appointments at least monthly to assist participants with housing needs or concerns. Inspections of these units are performed by the City, as well as conducting rent reasonableness comparisons and rent calculations. The duration of the rental assistance is unlimited although the goal is to provide enough support, guidance, and services so that the individual/family can live independently without fear of becoming homeless again. Included in the priorities of the City of Dubuque Consolidated Plan is to increase the housing options and related services for disabled persons and homeless individuals/families. RECOMMENDATION I respectfully request the City Council approve the agreement with the U.S. Department of Housing and Urban Development for the CoC-SNAP grant in the amount of $90,583. 2 V A; ie- X11 I I Is] V I I LI Lel a: 0. M WHEREAS, the U.S. Department of Housing and Urban Development published the availability of the Continuum of Care grant for the Collaborative Applicants including the Iowa Balance of the Continuum of Care; and WHEREAS, the City of Dubuque Phoenix Housing Project applied for funds and were awarded $90,583 to serve approximately fifteen families in FY 2022; and WHEREAS, the City of Dubuque has administered the Continuum of Care grant since 2007; and WHEREAS, the City of Dubuque proposes to continue administering the Continuum of Care grant to assist homeless, disable persons with permanent supportive housing; and WHEREAS, the City of Dubuque wishes to enter into an agreement with the U.S. Department of Housing and Urban Development to administer the Continuum of Care Grant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY *F DUBUQUE, IOWA, AS FOLLOWS: Section 1. The City Council approves the grant agreement with the U.S. Department of Housing and Urban Development for the acceptance and administration of the Continuum of Care Grant funds. Section 2. The City Council authorizes the Housing and Community Development Director and the City Manager to execute, manage and act in accordance with the terms of the agreement Passed, approved and adopted this 17 th day of May, ?021. Roy D. Bu9,1`, Mayor Attest- -7��LLOC� Trish L. Gleason, Assistant City Clerk N DJ 4 t Grant Number (FAIN): IA0061L7D012010 Tax ID Number: 42-6004596 DUNS Number: 148218832 U.S. Department of Housing and Urban Development Office of Community Planning and Development 1616 Capitol Avenue Suite 329 Omaha, NE 68102-4908 CONTINUUM OF CARE PROGRAM (CDFA# 14.267) GRANT AGREEMENT This Grant Agreement ("this Agreement") is made by and between the United States Department of Housing and Urban Development ("HUD") and City of Dubuque (the "Recipient") This Agreement, the use of funds provided under this Agreement (the "Grant" or "Grant Funds"), and the operation of projects assisted with Grant Funds are governed by title IV of the McKinney-Vento Homeless Assistance Act 42 U.S.C. 11301 et seq. (the "Act"), the Continuum of Care Program rule at 24 CFR part 578 (the "Rule"), as amended from time to time, and the Fiscal Year (FY) 2020 Continuum of Care (CoQ Program Non-competitive Funding Notice, Notice CPD- 21-01. Capitalized terms that are not defined in this Agreement shall have the meanings given in the Rule. Only the project (those projects) listed below are funded by this Agreement. HUD's total funding obligation for this grant is $90,583, allocated between the projects listed below and, within those projects, between budget line items, as shown below. Project No. Grant Term Budget Period/Performance Period IA0061L7D012010 12 07/01/2021 - 06/30/2022 allocated between budget line items as follows: a. Continuum of Care planning activities b. Leasing c. Rental assistance d. Supportive Services e. Operating costs f. Homeless Management Information System g. Administrative costs h. Relocation costs i. HPC homelessness prevention activities: Housing relocation and stabilization services Short-term and medium term rental assistance Total Amount $90,583 $0 $0 $86,652 $0 $0 $0 $3,931 $0 $0 $0 Pre -award Costs for Continuum of Care Planning The Recipient may, at its own risk, incur pre -award costs for continuum of care planning awards, after the date of the HUD selection notice and prior to the start date of the award budget period/performance period, if such costs: a) are consistent with 2 CFR 200.458; and b) would be allowable as a post -award cost; and c) do not exceed 10 percent of the total funds obligated to this award. The incurrence of pre -award costs in anticipation of an award imposes no obligation on HUD either to make the award, or to increase the amount of the approved budget, if the award is made for less than the amount anticipated and is inadequate to cover the pre -award costs incurred. These provisions apply to all Recipients: The Agreement constitutes the entire agreement between the parties, and may be amended only in writing executed by HUD and the Recipient. The budget period/performance period of renewal projects funded by this Agreement will begin immediately at the end of the budget period/performance period (or final operating year for Supportive Housing Program (SHP) and Shelter Plus Care (S+C) grants being renewed for the first time) under the grant agreement being renewed. Eligible costs incurred between the end of Recipient's budget period/performance period (or final operating year for SHP and S+C grants being renewed for the first time) under the grant agreement being renewed and the date this Agreement is executed by both parties may be reimbursed with Grants Funds from this Agreement. No Grant Funds for renewal projects may be drawn down by Recipient before the end date of the project's budget period/performance period (or final operating year for SHP and S+C grants being renewed for the first time) under the grant that has been renewed. The Recipient must complete the attached "Indirect Cost Rate Schedule" and return it to HUD with this Agreement. The Recipient must provide HUD with a revised schedule when any change is made to the rate(s) included in the schedule. The schedule and any revisions HUD receives from the Recipient will be incorporated into and made part of this Agreement, provided that each rate included satisfies the applicable requirements under 2 CFR part 200 (including appendices). This Agreement shall remain in effect until the earlier of 1) written agreement by the parties; 2) by HUD alone, acting under the authority of 24 CFR 578.107; 3) upon expiration of the budget period/performance period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of Grant Funds for all projects funded under this Agreement. HUD notifications to the Recipient shall be to the address of the Recipient as stated in the Recipient's applicant profile in e-snaps. Recipient notifications to HUD shall be to the HUD Field Office executing the Agreement. No right, benefit, or advantage of the Recipient hereunder may be assigned without prior written approval of HUD. The Agreement constitutes the entire agreement between the parties and may be amended only in writing executed by HUD and the Recipient. By signing below, Recipients that are states and units of local government certify that they are following a current HUD approved CHAS (Consolidated Plan). This agreement is hereby executed on behalf of the parties as follows: UNITED STATES OF AMERICA, Secretary of Housing and Urban Development By: 1/41 (Signature) Francis T Severin, Director (Typed Name and Title) 2021 RECIPIENT City of Dubuc 0 Alexis Steger, Director (Typed Name and Title of - 5-1 (Date) INDIRECT COST RATE SCHEDULE Agency/Dept./Major Function Indirect cost rate Direct Cost Base This schedule must include each indirect cost rate that will be used to calculate the Recipient's indirect costs under the grant. The schedule must also specify the type of direct cost base to which each included rate applies (for example, Modified Total Direct Costs (MTDC)). Do not include indirect cost rate information for subrecipients. For government entities, enter each agency or department that will carry out activities under the grant, the indirect cost rate applicable to each department/agency (including if the de minimis rate is used per 2 CFR §200.414), and the type of direct cost base to which the rate will be applied. For nonprofit organizations that use the Simplified Allocation Method for indirect costs or elects to use the de minimis rate of 10% of Modified Total Direct Costs in accordance with 2 CFR §200.414, enter the applicable indirect cost rate and type of direct cost base in the first row of the table. For nonprofit organizations that use the Multiple Base Allocation Method, enter each major function of the organization for which a rate was developed and will be used under the grant, the indirect cost rate applicable to that major function, and the type of direct cost base to which the rate will be applied. To learn more about the indirect cost requirements, see 24 CFR 578.63; 2 CFR part 200, subpart E; Appendix IV to Part 200 (for nonprofit organizations); and Appendix VII to Part 200 (for state and local governments). Q'SphENipF+ PaG� II�II�II �� �N DEVE4� Ms. Alexis Steger City of Dubuque 350 West 6th Street Suite 312 Dubuque, Iowa 52001 Dear Ms. Steger: U.S. Department of Housing and Urban Development Omaha Field Office Edward Zorinsky Federal Building 1616 Capitol Avenue, Suite 329 Omaha, Nebraska 68102-4908 May 11, 2021 SUBJECT: Transmittal of Continuum of Care (CoQ Program Grant CoC Number and Name: IA501 — Balance of State of Iowa CoC Project Name: Phoenix Housing Special Needs Assistance Project Number: IA0061L7D012010 Congratulations on your final selection for funding under the Department of Housing and Urban Development's (HUD) FY 2020 Continuum of Care Program competition. Addressing homelessness is one of the Department's top priorities and your project will make a significant contribution in your community. Attached to this email is the Continuum of Care Program Grant Agreement. To help us expedite this process, it is critical that you immediately print out and sign the Grant Agreement and submit a pdf version of the fully executed document to our email address at OMACoCAgreements@hud.gov. You must also return one fully executed original Agreement to our office and retain one fully executed Agreement for your records. Upon execution of the Agreement by you and HUD, HUD will obligate the funds for this project. No funds can be disbursed to you until the Grant Agreement is fully executed. If CoC Program funds will be used for payment of indirect costs, you must complete the Indirect Cost Schedule section of the Grant Agreement. Also, you must provide a copy of your current Indirect Cost Rate Agreement. In addition, please provide a statement that confirms your banking information has not changed since your prior grant. If you need to change banking information, please complete a new Direct Deposit Sign -Up Form (SF1199A at: https://www.gsa.gov/forms-library/direct-deposit-sign-form) and return it with the executed Agreement. To reiterate, the following information must be submitted immediately to the Omaha Field Office mailbox (OMACoCAgreementsghud.gov ): • The fully executed Grant Agreement; For grants that use indirect costs, a copy of the current Indirect Cost Rate Agreement; and A statement confirming that banking information has not changed or a completed Direct Deposit Sign -Up Form. In addition, you must mail a copy of the fully executed agreement to our office. Failure to submit any required information will result in a delay in your ability to access grant funding. Remember that an environmental review must be completed for your project each year. Documentation of the environmental determination must be provided to your HUD Representative and maintained in your files. Contact your HUD Representative if a unit of government is not able to conduct the environmental review. If you have any questions regarding this matter, please contact Ms. Stewart Guderian, Community Planning and Development Representative, at stewart.k.guderian@hud.gov. Sincerely, Digitally signed by: Francis Tim Severin � Date: 2021.05.11 07:18:50-05'00' Tim Severin Director Community Planning and Development Division Enclosures