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