HomeMy WebLinkAbout2010-097-1279 - Amending the Homelessness Prevention and Rapid Re-Housing Program
City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 12, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading:
(Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Homeless Prevention and Rapid Reing Prog m P) hous (HPR ra Advertising Requirement:
(Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X N/A Sponsor Name Danny Crew, City Manager Department: Community Development Short Title: A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING THE HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM SUBSTANTIAL AMENDMENT TO THE 2008-09 ANNUAL ACTION
PLAN; AUTHORIZING THE CITY MANAGER TO SUBMIT THE AMENDMENT TO THE U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE
DATE Staff Summary: Background On February 17, 2009, President Obama signed the American Recovery and Reinvestment Act of 2009 (Recovery Act). Congress has designated that $1.5 billion
of these funds be used for the Homelessness Prevention Fund, also referred to as the Homelessness Prevention and Rapid Re‐Housing Program (HPRP), under Title XII of the Recovery Act.
HPRP allows communities to provide financial assistance and services to either prevent individuals and families from becoming homeless or help those who are experiencing homelessness
to be quickly re‐housed and stabilized. The City of Miami Gardens was awarded $567,612 in HPRP Funds. The City Council approved a Substantial Amendment to the 2008‐09 Annual Action Plan
on May 13, 2009, which outlined the following activities and budget for HPRP funds: ITEM L-3) RESOLUTION PUBLIC HEARING Ameding the Homelessness Prevention and Rapid Re-Housing Program
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 HPRP Budget Summary Homelessness Prevention Rapid Rehousing Total Amount Budgeted Financial Assistance 169,869 $100,000
$269,869 Housing Relocation and Stabilization Services $185,500 $46,260 $231,760 Subtotal (add previous two rows) $355,369 $146,260 $501,629 Data Collection and Evaluation 37,602 Administration
(up to 5% of allocation) 28,381 Total HPRP Amount Budgeted $567,612 Current Situation After an initial six (6) months of administering the HPRP, the City has determined that the greatest
need in Miami Gardens is in the Homelessness Prevention category. Ninety‐seven percent (30 clients) of residents assisted in the first six (6) months of the program have been under this
category, and 3% (1 client) of the residents received assistance under the Rapid Re‐housing category. Therefore, in an effort to categorize the funds so that the residents of Miami Gardens
will receive the most benefit, and to ensure that funds are spent expeditiously, the Department of Community Development is proposing that the budget be amended as follows: HPRP Proposed
Budget Summary Homelessness Prevention Rapid Re‐housing Total Amount Budgeted Original Proposed Original Proposed Financial Assistance $169,869 $268,769 $100,000 $1,100 $269,869 Housing
Relocation and Stabilization Services $185,500 $230,628 $46,260 $1,132 $231,760 Subtotal (add previous two rows) $355,369 $499,397 $146,260 $2,232 $501,629 Data Collection and Evaluation
37,602 Administration (up to 5% of allocation) 28,381 Total HPRP Amount Budgeted $567,612 A resolution is needed in order to amend the budget for the Homeless Prevention and Rapid Re‐housing
Program and submit the amendment to US HUD. Proposed Action:
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Staff recommends the approval of the proposed resolution amending the Homeless Prevention and Rapid Rehousing Program
Substantial Amendment to the 2008‐09 Annual Action Plan, and authorizing the City Manager to submit the amendment to US HUD. Attachments: • HPRP Substantial Amendment
1 HUD-40119 Homeless Prevention and Rapid Re‐Housing Program The Annual Action Plan Substantial Amendment City of Miami Gardens Department of Community Development 1515 NW 167 Street,
Bldg. 5, Suite 200 Miami Gardens, Florida 33169 REVISED May 12, 2010
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 2 HUD-40119 Substantial Amendment to the Consolidated
Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) Grantees eligible to receive funds under the Homelessness Prevention and Rapid Re-Housing Program
(HPRP) are required to complete a substantial amendment to their Consolidated Plan 2008 Action Plan. This form sets forth the required format for this substantial amendment. A completed
form is due to HUD within 60 days of the publication of the HUD HPRP notice. To aid grantees in meeting this submission deadline, the HPRP Notice reduces the requirement for a 30-day
public comment period to no less than 12 calendar days for this substantial amendment. With this exception, HPRP grantees are required to follow their Consolidated Plan’s citizen participation
process, including consultation with the Continuum of Care (CoC) in the appropriate jurisdiction(s). Grantees are also required to coordinate HPRP activities with the CoC’s strategies
for homeless prevention and ending homelessness. To maximize transparency, HUD strongly recommends that each grantee post its substantial amendment materials on the grantee’s official
website as the materials are developed. A complete submission contains the following three documents: 1) A signed and dated SF-424, 2) A completed form HUD-40119 (this form), and 3)
Signed and dated General Consolidated Plan and HPRP certifications. For additional information regarding the HPRP program, visit the HUD Homelessness Resource Exchange (www.hudhre.info).
This site will be regularly updated to include HPRP resources developed by HUD and its technical assistance providers. The information collection requirements contained in this application
have been submitted to the Office of Management and Budget (OMB) for review under the Paperwork Reduction Act of 1995 (44 U.S.C. 3501-3520). This agency may not collect this information,
and you are not required to complete this form, unless it displays a currently valid OMB control number. Information is submitted in accordance with the regulatory authority contained
in each program rule. The information will be used to rate applications, determine eligibility, and establish grant amounts. Public reporting burden for this collection of information
is estimated to be 16 hours, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the
collection of information. This information is required to obtain benefits. To the extent that any information collected is of a confidential nature, there will be compliance with Privacy
Act requirements. However, the substantial amendment to the Consolidated Plan 2008 Action Plan does not request the submission of such information. Warning: HUD will prosecute false
claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 3 HUD-40119 A. General Information Grantee Name City
of Miami Gardens Name of Entity or Department Administering Funds Department of Community Development HPRP Contact Person (person to answer questions about this amendment and HPRP) Daniel
A. Rosemond Title Assistant City Manager, Director, Department of Community Development Address Line 1 1515 NW 167 Street Address Line 2 Bldg. 5, Suite 200 City, State, Zip Code Miami
Gardens, Florida 33169 Telephone 305-622-8000 Fax 305-622-8046 Email Address drosemond@miamigardens-fl.gov Authorized Official (if different from Contact Person) Danny O. Crew Title
City Manager Address Line 1 1515 NW 167 Street Address Line 2 Bldg. 5, Suite 200 City, State, Zip Code Miami Gardens, Florida 33169 Telephone 305-622-8000 Fax 305-622-8041 Email Address
crewd@miamigardens-fl.gov Web Address where this Form is Posted www.miamigardens-fl.gov/cd Amount Amount Grantee is Eligible to Receive* $567,612 Amount Grantee is Requesting $567,612
*Amounts are available at http://www.hud.gov/recovery/homelesspreventrecov.xls
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 4 HUD-40119 B. Citizen Participation and Public Comment
1. Briefly describe how the grantee followed its citizen participation plan regarding this proposed substantial amendment (limit 250 words). Response: As required by the Department of
Housing and Urban Development (HUD) Rules and Regulations, the City of Miami Gardens complies with regulation 24 CFR 91.105, Citizen Participation Plan for local governments. The City
has adopted a citizen participation plan that sets forth the City’s policies and procedures for citizen participation. The City will advertise proposed allocations and the availability
of Federal funds in newspaper of local circulation and on the City’s website. Notices will also be circulated to schools, places of worship, and public facilities throughout the community
to encourage participation by low and moderate‐income persons, particularly those living in slum and blighted areas of the City, as defined by HUD, and in areas where CDBG funds are
proposed to be used. In addition, the City has taken the necessary steps to encourage the participation of all its citizens, including minorities and non‐English speaking persons, as
well as persons with disabilities. The City offers translation services for any public meeting or public hearing, if the request for such services is requested four days in advance of
the meeting. In addition, all meetings have been conducted in areas that are accessible to persons with disabilities. The City, on an annual basis, will make available to citizens, public
agencies, and other interested parties, information that includes: the amount of assistance the City expects to receive, including specific grant funds; available unspent prior year
funds; and related program income. The City will also disclose the range of activities that may be undertaken, including the estimated amount that will benefit persons of low and moderate
income. 2. Provide the appropriate response regarding this substantial amendment by checking one of the following options: Grantee did not receive public comments. Grantee received and
accepted all public comments. Grantee received public comments and did not accept one or more of the comments. 3. Provide a summary of the public comments regarding this substantial
amendment. Include a summary of any comments or views not accepted and the reasons for non-acceptance.
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 5 HUD-40119 Response: On April 16, 2009, the City
published the notice of substantial amendment in the Miami Herald newspaper. The notice indicated that written comments would be received until April 27, 2009 and a public hearing was
scheduled for May 13, 2009. No written comments were received regarding the HPRP proposed activities. During the public hearing, several comments were made. Some comments were not relevant
to HPRP. Below is a summary of comments received during the public hearing. Public Comment: Regarding abandoned homes in the city, an arrangement should be made with the owners (banks)
of those properties to allow the city to rent the houses utilizing HUD funds. City Response: We have another program that deals with abandoned homes. The HPRP funds are not appropriate
for this purpose. Public Comment: Will the community be notified about the program? City Response: The program will be advertised in the newspaper and it will also be posted on the City’s
website. The City Council also made comments on proposed HPRP activities. The comments included questions on the statistics of homeless persons in the city, whether the program would
provide services for victims of domestic violence and persons aging out of the foster care program. Staff responded to that the program is intended for persons at risk of homelessness
as well as those that maybe homeless. It was also stated that the city proposed program would provide services to persons exiting the foster care programs and victims of domestic violence.
C. Distribution and Administration of Funds Reminder: The HPRP grant will be made by means of a grant agreement executed by HUD and the grantee. The three-year deadline to expend funds
begins when HUD signs the grant agreement. Grantees should ensure that sufficient planning is in place to begin to expend funds shortly after grant agreement. 1. Check the process(es)
that the grantee plans to use to select subgrantees. Note that a subgrantee is defined as the organization to which the grantee provides HPRP funds. Competitive Process Formula Allocation
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 6 HUD-40119 Other (Specify: _______________________________________
____) 2. Briefly describe the process(es) indicated in question 1 above (limit 250 words). Response: The City of Miami Gardens Department of Community Development released a Request
For Proposals (RFP) on June 5, 2009. The solicitation invited experienced organizations and community agencies to submit proposals for activities to be funded under the HPRP program.
The RFP document was made available for download on the City’s website at www.miamigardens‐fl.gov/cd. On June 19, 2009, a pre‐bid meeting was held with prospective proposers. Proposals
must be submitted by the July 10, 2009 submission deadline. City staff will review proposals and make funding recommendations by July 24, 2009. Recommended agencies will receive written
notification. Notice of proposed funding will be published in the Miami Herald newspaper on August 2, 2009 and on the City’s website. Any agency wishing to appeal the funding recommendations
can do so during the period of August 3 – 5, 2009. Funding recommendations will be presented to the City Council on September 9, 2009 for final approval. As per the Notice, Sub‐recipient
agreement(s) will be executed with selected agency(ies) by September 30, 2009. 3. Briefly describe the process the grantee plans to use, once HUD signs the grant agreement, to allocate
funds available to subgrantees by September 30, 2009, as required by the HPRP Notice (limit 250 words). Response: Immediately upon City Council approval, sub‐recipient agreement(s) will
be developed. The agreement(s) will include a detail work plan and obligations as set forth by HUD regulations in the HPRP Notice. City staff will work collaboratively with the agencies(ies)
in developing the program policies and procedures, programmatic design, outreach plans, referral processes, appropriate intake process and forms. Consistent with HPRP requirements, City
staff will provide assistance as it relates to HMIS training and implementation, program timelines and performance benchmarks. A comprehensive public outreach campaign will be carried
out to make citizens aware of the program. The agency(ies) will be ready to start providing assistance on October 1, 2009 in accordance with the terms of the sub‐recipient agreement(s).
4. Describe the grantee’s plan for ensuring the effective and timely use of HPRP grant funds on eligible activities, as outlined in the HPRP Notice. Include a description of how the
grantee plans to oversee and monitor the administration and use of its own HPRP funds, as well as those used by its subgrantees (limit 500 words).
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 7 HUD-40119 Response: To ensure the use of HPRP funds
in an effective and timely manner the City will follow its monitoring procedures accordingly, as outlined in the 2006‐2011 Consolidated Plan. Quarterly on‐site monitoring visits will
be conducted for each sub‐grantee during the program year. As needed, new sub‐grantees may be visited more frequently to answer questions and check on program progress. A monitoring
schedule will be prepared and the sub‐grantee visits will be prioritized by determining if an organization is considered high risk. A monitor will contact the agency to explain the purpose
of monitoring and schedules a date and time for the on‐site visit. Once this is completed, a confirmation letter will be sent prior to the scheduled visit to confirm all aspects of the
monitoring and to explain what can be expected. In preparation for the monitoring visit, the monitor will review all written data on file for the subrecipient, such as application for
HPRP funding, written agreement and amendments, monthly reporting requirements, documentation of previous monitoring, and copies of audits. During the actual visit, a thorough review
of the sub‐recipient’s files ensures they comply with all regulations governing their administrative, financial and programmatic operations and that they are achieving their performance
objectives within schedule and budget. A clear written record of the on‐site visit is kept by using one or more of the City's monitoring checklists. The assigned monitor will fill out
the form during the visit. At the end of the visit, the monitor concludes the visit by reviewing the tentative conclusions from the monitoring. At this point, there will be a clear understanding
between the monitor and sub‐recipient of the areas of disagreement and agreement regarding the monitoring results. Once the on‐site visit is completed, the monitor prepares a formal
written letter describing the results of the visit, providing recognition of the sub‐recipient’s strengths and weaknesses. A copy of this letter should be kept on file with the sub‐recipient’s
grant agreement and monthly reports. If the sub‐recipient is experiencing problems or is failing to comply with regulations, these issues will be specifically outlined in the monitoring
follow‐up letter, along with recommendations or requirements to address and rectify the problems. If a concern or finding is issued for noncompliance with Federal rules and regulations,
a monitoring follow‐up letter will provide recommendations on how the situation can be remedied, but no additional action is required. When a finding is issued, the monitoring follow‐up
letter will identify a deadline for
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 8 HUD-40119 when the specific issues must be corrected.
The monitor will then follow‐up with the organization to make sure that corrective actions have been made. For situations in which the recommended corrections have not been made, the
organization will be placed on a probationary period, which must be approved by the Community Development Director, until the issues have been rectified and the sub‐recipient is once
again in compliance with Federal regulations and the grant agreement. If after these steps the agency has not resolved compliance issues, the HPRP funds will be recaptured and reallocated
to other agencies for use in appropriate services. D. Collaboration 1. Briefly describe how the grantee plans to collaborate with the local agencies that can serve similar target populations,
which received funds under the American Recovery and Reinvestment Act of 2009 from other other Federal agencies, including the U.S. Departments of Education, Health and Human Services,
Homeland Security, and Labor (limit 250 words). Response: Collaboration between all city departments applying for funding under the Recovery Act have been established by the City to
coordinate maximum benefit to similar target populations. Other departments applying for funds under the Recovery Act include but are not limited to the police department (Dept. of Justice),
Parks and Recreation (Dept. of Health and Human Services), Public Works (Florida Dept. of Transportation & Miami‐Dade County). Additionally, the department of community development will
be submitting application for funding from the Dept. of Energy (Energy Efficiency & Conservation Block Grant). City staff will work with these departments and sub‐grantees to identify
other programs funded through the Recovery Act that would benefit the target population. Services including Temporary Assistance for Needy Families (TANF), childcare and employment services
through South Florida Workforce, domestic violence services, and other types of public assistance will be coordinated through sub‐grantees and city departments as appropriate. The City
will also reach out to other local agencies, faith‐based organizations and not‐for‐profit entities in an effort to eliminate duplication of services and coordinate all benefits that
may be available to the target population. Initial contact has already been made with the Miami‐Dade Homeless Trust, Switchboard of Miami, and other local not‐for‐profit agencies to
assess services offered to individuals that are homeless or at risk of becoming homeless. This coordination will continue throughout the program through meetings and written communication
as well as telephone contacts. As additional information
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 9 HUD-40119 becomes available from federal agencies
regarding Recovery Act funds that would benefit HPRP participants, the city will work aggressively to connect participants with the services available. This collaboration will continue
throughout all stages of the program including planning, implementation and delivery of services to clients. 2. Briefly describe how the grantee plans to collaborate with appropriate
Continuum(s) of Care and mainstream resources regarding HPRP activities (limit 250 words). Response: The City of Miami Gardens in partnership with Miami‐Dade County Homeless Trust operates
under the Miami‐Dade County Community Homeless Plan. The Miami‐Dade County Homeless Trust serves as the lead agency implementing a countywide strategy to serve homeless individuals and
families throughout the community. The Homeless Trust pools the Entitlement Jurisdiction funds for all of Miami‐Dade County to fund a wide variety of Homeless Assistance programs. The
City of Miami Gardens along with the cities of Miami, Miami Beach, Hialeah, and North Miami has joined in partnership with the Miami‐Dade County Homeless trust to provide countywide
Homeless Assistance Services. The Homeless Trust pools the Entitlement Jurisdiction funds for all of Miami‐Dade County to provide a wide variety of Homeless Assistance Programs. These
funds will go directly to Miami Dade County for regional distribution. The City of Miami Gardens has mirrored the priorities of the Homeless Trust as our regional service provider. 3.
Briefly describe how HPRP grant funds for financial assistance and housing relocation/stabilization services will be used in a manner that is consistent with the grantee’s Consolidated
Plan (limit 250 words). Response: The consolidated plan states that the determination of homeless needs is based on countywide homeless census reports done twice yearly by the Miami‐Dade
Homeless Trust Individuals and families who are at risk of homelessness are served through a countywide Homeless Helpline, which provides case management, rental, mortgage and utility
assistance to those at risk of homelessness. This category includes people who are facing evictions, living doubled up, or are un/underemployed. The City of Miami Gardens will accept
referrals from the
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 10 HUD-40119 Homeless Helpline for its financial assistance
and housing relocation/stabilization services. E. Estimated Budget Summary HUD requires the grantee to complete the following table so that participants in the citizen participation
process may see the grantee’s preliminary estimated amounts for various HPRP activities. Enter the estimated budget amounts for each activity in the appropriate column and row. The grantee
will be required to report actual amounts in subsequent reporting. After an initial six (6) months of administering the HPRP, the City has determined that the greatest need in Miami
Gardens is in the Homelessness Prevention category. Ninety‐six percent (96%) of residents assisted in the first six (6) months of the program have been under this category, and 4% of
the residents received assistance under the Rapid Re‐housing category. Therefore, in an effort effort to categorize the funds so that the residents of Miami Gardens will receive the
most benefit, and to ensure that funds are spent expeditiously, the budget is being amended as follows: HPRP Estimated Budget Summary Homelessness Prevention Rapid Re-housing Total Amount
Budgeted Original Proposed Original Proposed Financial Assistance1 $169,869 $268,769 $100,000 $1,100 $269,869 Housing Relocation and Stabilization Services2 $185,500 $230,628 $46,260
$1,132 $231,760 Subtotal (add previous two rows) $355,369 $499,397 $146,260 $2,232 $501,629 Data Collection and Evaluation3 37,602 Administration (up to 5% of allocation) 28,381 Total
HPRP Amount Budgeted4 $567,612 1Financial assistance includes the following activities as detailed in the HPRP Notice: short-term rental assistance, medium-term rental assistance, security
deposits, utility deposits, utility payments, moving cost assistance, and motel or hotel vouchers.
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 11 HUD-40119 2Housing relocation and stabilization
services include the following activities as detailed in the HPRP Notice: case management, outreach, housing search and placement, legal services, mediation, and credit repair. 3Data
collection and evaluation includes costs associated with operating HUD-approved homeless management information systems for purposes of collecting unduplicated counts of homeless persons
and analyzing patterns of use of HPRP funds. 4This amount must match the amount entered in the cell on the table in Section A titled “Amount Grantee is Requesting.” F. Authorized Signature
By signing this application, I certify (1) to the statements contained in the list of certifications and (2) that the statements herein are true, complete, and accurate to the best of
my knowledge. I also provide the required assurances and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements
or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) ___________________________________________________ ___________________
Signature/Authorized Official Date __________________________________________________ Title