Shelter Plus Care Program Contract 2013Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Shelter Plus Care Program Contract
DATE: July 30, 2013
Dubuque
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AI- America City
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2007 • 2012 • 2013
Housing and Community Development Department Director Alvin Nash recommends
City Council approval of a contract with the U.S. Department of Housing and Urban
Development for administration of the Shelter Plus Care Program.
This program provides rental assistance to homeless, disabled persons. The City
Council authorized the Housing Department's application to HUD for these funds, in
partnership with Project Concern in 2013. A one -year grant has been awarded in the
amount of $102,115.
As a fiscal agent, the City of Dubuque has financial oversight responsibility for the
administration of the program. The Housing Department will monitor Project Concern's
operations to insure compliance with program requirements; funds will be electronically
deposited to the Finance Department's account and disbursed monthly for rental
assistance payments to area landlords.
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
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing and Community Development Department Director
Masterpiece on the Mississippi
Dubuque
AII- America City
1
2007 • 2012 •2013
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing & Community Development Department Director
SUBJECT: Shelter Plus Care Program Contract
DATE: July 24, 2013
INTRODUCTION
The purpose of this memorandum is to request the City Council to approve a contract
with the U.S. Department of Housing and Urban Development (HUD) for administration
of the Shelter Plus Care Program.
DISCUSSION
An attached July 2013 memorandum explains the Shelter Plus Care Program in more
detail. This program provides rental assistance to homeless, disabled persons. The
City Council authorized the Housing Department's application to HUD for these funds, in
partnership with Project Concern in 2013. A one -year grant has been awarded in the
amount of $102,115.
As a fiscal agent, the City of Dubuque has financial oversight responsibility for the
administration of the program. The Housing Department will monitor Project Concern's
operations to insure compliance with program requirements; funds will be electronically
deposited to the Finance Department's account and disbursed monthly for rental
assistance payments to area landlords.
ACTION REQUESTED
The action requested of the City Council is to approve the contract with HUD and
authorize the Mayor's signature.
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Ms. Janet Walker
Assisted Housing Supervisor
City of Dubuque
350 West 6ih Street, Suite 312
Dubuque, IA 52001
Dear Ms. Walker:
U.S. Department of Housing and Urban Development
Omaha Field Office
Edward Zorinsky Federal Building
1616 Capitol Avenue, Suite 329
Omaha, Nebraska 68102 -4908
July 18, 2013
SUBJECT: Transmittal of Continuum of Care Program Grant
CoC Number and Name: IA -501 — Iowa Balance of State CoC
Project Name: Phoenix Housing Shelter Plus Care
Project Number: IA0061L7D011202
Congratulations on your final selection for funding under the Department of Housing and Urban
Development's (HUD) FY 2012 Homeless Assistance Grants competition. All conditions attached to
your award for this project have been met.
Addressing homelessness is one of the Department's top priorities and your project will make a
significant contribution toward developing a continuum of care system in your community. Enclosed are
three copies of the Grant Agreement that constitutes the agreement between you and HUD. Please sign
all three and return two of them to this office within 10 days of the date of this letter. Retain one
executed Grant Agreement for your records.
Upon execution of the Renewal Grant Agreement by you and HUD, HUD will obligate the funds
for this project. No funds can be disbursed to you until the Renewal Grant Agreement is fully executed.
Enclosed for your convenience are the Grantee Financial Instructions and an Environmental
Review Determination form. Remember that an environmental review must also be completed for your
project each year and documentation be maintained in your files.
If you have any questions regarding this matter, please contact Ms. Kim Radice, Community
Planning and Development Representative, at 402 - 492 -3190.
Sincerely
T',p : everin
Director
Community Planning and
Development Division
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
1616 Capitol Avenue
Suite 329
Omaha, NE 68102 -4908
Tax ID No.: 42- 6004596
Project Location: 1789 Elm Street Suite B, Dubuque, IA
Grant Number: IA0061L7D011202
Effective Date: 7/3/2013
DUNS No.: 148218832
2012 CONTINUUM OF CARE PROGRAM 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 is governed by title IV of the McKinney -Vento Homeless Assistance Act
42 U.S.C. 11301 et seq. (the "Act ") and the Continuum of Care Program regulation (the
"Regulation ").
The terms "Grant " or "Grant Funds" mean the funds that are provided under this
Agreement. The term "Application" means the application submissions on the basis of which the
Grant was approved by HUD, including the certifications, assurances, and any information or
documentation required to meet any grant award condition. All other terms shall have the
meanings given in the Regulation.
The Application is incorporated herein as part of this Agreement, except that only the
project listed, and only in the amount listed on the Scope of Work, is funded by this Agreement.
In the event of any conflict between any application provision and any provision contained in this
Agreement, this Agreement shall control.
Exhibit 1, the FY2012 Scope of Work, is attached hereto and made a part hereof. If
appropriations are available for Continuum of Care grants; and if Recipient applies under a Notice
of Funds Availability published by HUD; and, if pursuant to the selection criteria in the Notice of
Funds Availability, HUD selects Recipient and the project for renewal, then additional exhibits
may be attached to this Agreement. Those additional exhibits, when attached, will also become a
part hereof.
The effective date of the Agreement shall be the date of execution by HUD and it is the
date use of funds under this Agreement may begin. If the project funded by this Agreement is a
new project, Recipient and HUD will set an operating start date in LOCCS for the project, which
will be used to track expenditures and to determine when the project is eligible for renewal. if this
Agreement renews funding for a project, the term of this Agreement shall begin at the end of the
Recipient's final operating year for the grant being renewed, and eligible costs incurred for the
project between the end of Recipient's final operating year under the grant being renewed and the
execution of this Agreement may be paid with funds from the first operating year of this
Agreement.
This Agreement shall remain in effect until termination either 1) by agreement of the
parties; 2) by HUD alone, acting under the authority of 24 CFR 578.107; or 3) upon expiration of
the final operating year of the project funded under this Agreement.
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Recipient agrees:
1. To ensure the operation of the project listed on the Scope of Work in accordance with the
provisions of the Act and all requirements of the Regulation;
2. To monitor and report the progress of the project to the Continuum of Care and HUD;
3. To ensure, to the maximum extent practicable, that individuals and families experiencing
homelessness are involved, through employment, provision of volunteer services, or
otherwise, in constructing, rehabilitating, maintaining, and operating facilities for the
project and in providing supportive services for the project;
4. To require certification from any subrecipient that:
a. Subrecipient will maintain the confidentiality of records pertaining to any individual or
family that was provided family violence prevention or treatment services through the
project;
b. The address or location of any family violence project assisted with grant funds will
not be made public, except with written authorization of the person responsible for the
operation of such project;
c. Subrecipient will establish policies and practices that are consistent with, and do not
restrict, the exercise of rights provided by subtitle B of title VII of the Act and other
laws relating to the provision of educational and related services to individuals and
families experiencing homelessness;
d. In the case of a project that provides housing or services to families, that subrecipient
will designate a staff person to be responsible for ensuring that children being served in
the program are enrolled in school and connected to appropriate services in the
community, including early childhood programs such as Head Start, part C of the
Individuals with Disabilities Education Act, and programs authorized under subtitle B
of title VII of the Act;
e. The subrecipient, it officers, and employees are not debarred or suspended from doing
business with the Federal Government; and
£ Subrecipient will provide information, such as data and reports, as required by HUD;
and
5. To establish such fiscal control and accounting procedures as may be necessary to assure
the proper disbursal of, and accounting for grant funds in order to ensure that all financial
transactions are conducted, and records maintained in accordance with generally accepted
accounting principles, if the Recipient is a Unified Funding Agency;
6. To monitor subrecipient match and report on match to HUD;
7. To take the educational needs of children into account when families are placed in housing
and will, to the maximum extent practicable, place families with children as close as
possible to their school of origin so as not to disrupt such children's education;
8. To monitor subrecipient at least amorally;
9. To use the centralized or coordinated assessment system established by the Continuum of
Care as required by §578.7(a)(8). A victim service provider may choose not to use the
Continuum of Care's centralized or coordinated assessment system, provided that victim
service providers in the area use a centralized or coordinated assessment system that meets
HUD's minimum requirements and the victim service provider uses that system instead;
10. To follow the written standards for providing Continuum of Care assistance developed by
the Continuum of Care, including the minimum requirements set forth in §578.7(a)(9);
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11. Enter into a subrecipient agreement requiring subrecipient to operate the project in
accordance with the provisions of this Act and all requirements under 24 CFR 578; and
12. To comply with such other terms and conditions as HUD may have established in the
applicable Notice of Funds Availability.
HUD notifications to the Recipient shall be to the address of the Recipient as stated in the
Application, unless HUD is otherwise advised in writing. 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 hereto, and may he
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
(Signature)
Francis T Severin, Director
(Typed Name and Title)
July 3, 2013
(Date)
RECIPIENT
City of Dubuque
(Nance of Organization)
By:
(Signature of' Authorized Official)
Roy D. Buol, Mayor
(Typed Name and Title of Authorized Official)
(Date)
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Tax ID Number: 42- 6004596
Project Location: 1789 Elm Street Suite B, Dubuque, IA
Grant Number: IA0061L7D011202
Effective Date: 7/3/2013
DUNS Number: 148218832
EXHIBIT 1
SCOPE OF WORK for FY2012 COMPETITION
1. This Agreement is governed by the Continuum of Care program Interim Rule attached
hereto and made a part hereof as Exhibit la. Upon publication for effect of a Final Rule
for the Continuum of Care program, the Final Rule will govern this Agreement instead of
the Interim Rule. The project listed on this Exhibit at 3., below, is also subject to the terms
of the FY2012 Notice of Funds Availability.
2. The Continuum that designated Recipient to apply for grant funds is not a high - performing
community.
3. Recipient is not a Unified Funding Agency and was not the only Applicant the Continuum
of Care designated to apply for and receive grant funds and is not the only Recipient for
the Continuum of Care that designated it. HUD's total funding obligation for this grant
is $102,115 for project number IA0061L7D011202. In accordance with 24 CFR
578.105(b), Recipient is prohibited from moving more than 10% from one budget line item
in a project's approved budget to another without a written amendment to this Agreement.
The obligation for this project shall be allocated as follows:
a. CoC Planning cost $ 0
b. Acquisition $ 0
c. New construction $ 0
d. Rehabilitation $ 0
e. Leasing $ 0
f. Rental assistance $ 95,568
g. Supportive services $ 0
h. Operating costs $ 0
i. HMIS $ 0
j. Administration $ 6,547
4. No funds for new projects may be drawn down by Recipient until HUD has approved site
control pursuant to §578.21 and §578.25 and no funds for renewal projects may be drawn
down by Recipient before the end date of the project's final operating year under the grant
that has been renewed.
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