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HomeMy WebLinkAbout140-17 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 140-17 File Number: 2017-0370 SPECIAL NEEDS ASSISTANCE PROGRAM (SNAP) GRANT: A RESOLUTION TO APPROVE THE RENEWAL OF FOUR SPECIAL NEEDS ASSISTANCE PROGRAM GRANT AGREEMENTS WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN THE TOTAL AMOUNT OF $305,348.00 FOR THE CITY TO ADMINISTER PROGRAMS TO ASSIST HOMELESS FAYETTEVILLE RESIDENTS, AND TO APPROVE A BUDGET ADJUSTMENT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign the four Special Needs Assistance Program grant agreements with the U.S. Department of Housing and Urban Development, copies of which are attached to this Resolution and made a part hereof, in the total amount of $305,348.00 for the City to administer programs to assist homeless Fayetteville residents. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 7/18/2017 Attest: Sondra E. Smith, City Clerk Trea;�`r,p K/r rR E f may. C,1� Y FAYETTEVILLL 11411111110 Page 1 Printed on 7/19/17 City of Fayetteville, Arkansas Text File File Number: 2017-0370 Agenda Date: 7/18/2017 Version: 1 In Control: City Council Meeting Agenda Number: A. 4 SPECIAL NEEDS ASSISTANCE PROGRAM (SNAP) GRANT: 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Status: Passed File Type: Resolution A RESOLUTION TO APPROVE THE RENEWAL OF FOUR SPECIAL NEEDS ASSISTANCE PROGRAM GRANT AGREEMENTS WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN THE TOTAL AMOUNT OF $305,348.00 FOR THE CITY TO ADMINISTER PROGRAMS TO ASSIST HOMELESS FAYETTEVILLE RESIDENTS, AND TO APPROVE A BUDGET ADJUSTMENT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign the four Special Needs Assistance Program grant agreements with the U.S. Department of Housing and Urban Development, copies of which are attached to this Resolution and made a part hereof, in the total amount of $305,348.00 for the City to administer programs to assist homeless Fayetteville residents. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City of Fayetteville, Arkansas Page 1 Printed on 711912017 Yolanda Fields Submitted By City of Fayetteville Staff Review Form City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/30/2017 COMMUNITY RESOURCES (642) Submitted Date Division / Department Action Recommendation: Staff recommends approval of the grant agreement renewals for Special Needs Assistance Program (SNAP) grants AR0038L6F011604, AR0043L6F011602, AR0039L6F011603, and AR0044L6F011602; staff recommends approval of a budget adjustment to reflect new SNAP grant amounts. 2180.642.4955 2180.642.4956 2180.642.4957 2180.642.4958 Account Number N/A Project Number Budgeted Item? Yes Does item have a cost? No Budget Adjustment Attached? Yes Previous Ordinance or Resolution # 217-16 Original Contract Number: Comments. Budget Impact: CDBG - Hearth Fund N/A Project Title _Current Budget $ Funds Obligated Current Balance Item Cost Budget Adjustment $ Remaining Budget Approval Date: 581,112.00 (264,245.00) CITY OF FAYETTEVILLE ARKANSAS MEETING OF JULY 18, 2017 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Yolanda Fields, Community Resources Director DATE: June 30, 2017 CITY COUNCIL MEMO SUBJECT: Renewed Special Needs Assistance Program Grant Agreements RECOMMENDATION: Staff recommends approval of the Special Needs Assistance Program (SNAP) grant agreement renewals. BACKGROUND: Renewal of City of Fayetteville Hearth Program funding requires approval of continuation grant agreements. DISCUSSION: The renewal grants are: SNAP Grant AR0038L6F011604 in the amount of $40,494, SNAP Grant AR0043L6F011602 in the amount of $194,360, SNAP Grant AR0039L6F011603 in the amount of $33,489, and SNAP Grant AR0044L6F011602 in the amount of $37,005. The grant agreements must be executed for the continuation of funding to maintain our efforts to house the homeless. BUDGET/STAFF IMPACT: Budget Adjustment of $264,245 due to modification of rebudgets and budgeting for new SNAP grants Attachments: Renewal Grant Agreements Budget Adjustment Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Tax ID No.: 71-6018462 CoC Program Grant Number: AR0038L6F011604 Effective Date: DUNS No.: 141310578 Component: TH Recipient: City of Fayetteville Official Contact Person and Title: Ms. Yolanda Fields, Community Resources Administrator Telephone Number: (479) 575-8290 Fax Number: (479) 444-3445 E-mail Address: yfields@fayetteville-ar.gov Operating Start Date: June 12017 Project Location(s): Fayette illeArkansas and Northwest Arkansas CoC 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 Fayetteville (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 rule (the "Rule"). 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 Rule. The Application is incorporated herein as part of this Agreement, except that only those projects listed, and only in the amounts listed on a Scope of Work exhibit, are 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 FY2016 Scope of Work, is attached hereto and made a part hereof. If in the future appropriations are made available for Continuum of Care grants; if the 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 the Recipient and one or more projects listed on Exhibit 1 for renewal, then additional Scope of Work 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 the usage of funds under this Agreement may begin. Each project will have a performance period that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the period of performance shall begin at the end of the Recipient's final operating year for the project being renewed and eligible costs incurred for a project between the end of the 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. For each new project funded under this Agreement, the Recipient and HUD will set an operating start date in eLOCCS, which will be used to track expenditures, to establish the project performance period and to determine when a project is eligible for renewal. The Recipient hereby authorizes HUD to insert the project performance period for new projects into the exhibit without the Recipient's signature, after the operating start date is established in eLOCCS. 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; 3) upon expiration of the final performance period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of funds for all projects funded under this Agreement. The Recipient agrees: To ensure the operation of the project(s) listed on the Scope of Work in accordance with the provisions of the Act and all requirements of the Rule; 2. To monitor and report the progress of the project(s) 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 all subrecipients that: a. Subrecipients 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. Subrecipients 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 projects that provide housing or services to families, subrecipients 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, its officers and employees are not debarred or suspended from doing business with the Federal Government; and Subrecipients will provide information, such as data and reports, as required by HUD; 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 subrecipients at least annually; 9. To use the centralized or coordinated assessment system established by the Continuum of Care as required by the Rule. 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; 10. To follow the written standards, developed by the Continuum of Care, for providing Continuum of Care assistance, including those required by the Rule; 11. Enter into subrecipient agreements requiring subrecipients to operate the project(s) in accordance with the provisions of this Act and all requirements of the Rule; 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 responsible for 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 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 H §Ing rd,,Urban Development BY: (Signature) \,,.j Clinton E. Johnson, Community Planning and Development Director RECIPIENT City of F� (Name of BY: - Sign ture of Otho ' ed Official) (Typed Name and Title of Authorized Official) 7: 7e -l? (Date) Tax ID No.: 71-6012481 CoC Program Grant Number: AR0038L6F011604 Effective Date: DUNS No.: 053504945 EXHIBIT 1 SCOPE OF WORK for FY2016 COMPETITION The project listed on this Scope of Work 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 4 below, is also subject to the terms of the Notice of Funds Availability for the fiscal year listed above. 2. The Continuum that designated Recipient to apply for grant funds has not been designated a high performing community by HUD for the applicable fiscal year. 3. Recipient is not the only Recipient for the Continuum of Care. HUD's total funding obligation for this grant and project is $40,494, allocated between budget line items, as indicated in 4. below. In accordance with the Rule, the 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. 4. Subject to the terms of this Agreement, HUD agrees to provide the Grant funds, in the amount specified for the project application listed, to be used during the performance period established below. However, no funds for new projects may be drawn down by Recipient until HUD has approved site control pursuant to the Rule 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 Project No. Performance Period (AR0038L6F011604) (06-1-2017 — 05-31-2018) allocated between budget line items as follows: a. Continuum of Care planning activities $0 b. UFA costs $0 c. Acquisition $0 d. Rehabilitation $0 e. New construction $0 f. Leasing $p g. Rental assistance $31,392 (of which $ is for short-term and medium-term rental assistance for persons at risk of homelessness) h. Supportive services $5,543 i. Operating costs $0 j. Homeless Management Information System $0 k. Administrative costs $3,559 I. Relocation costs $0 m. Housing relocation and stabilization services $0 5. If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart E - Cost Principles, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates (including if the de minimis rate is charged per 2 CFR §200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which Schedule shall be incorporated herein and made a part of the Agreement. No indirect costs may be charged to the grant by the Recipient if their federally recognized cost rate is not listed on the Schedule. Do not include indirect cost rates for Subrecipients; however, Subrecipients may not charge indirect costs to the grant if they do not also have a federally recognized indirect cost rate. 6. The following project has not been awarded project -based rental assistance for a term of fifteen (15) years. Funding is provided under this Scope of Work for the performance period stated in paragraph 4. Additional funding is subject to the availability of annual appropriations. 7. Program income earned during the grant term shall be retained by the recipient and used for eligible activities. Program income may also be counted as match. Tax ID No.: 71-6012481 CoC Program Grant Number: AR0038L6F011604 Effective Date: DUNS No.: 053504945 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Recipient Name Indirect cost rate Cost Base UNITED STATES OF AMERICA, Secret q oust and Urban Development BY: ►.✓ (Signature linton E. Js (Typn—p/dw Narp gd T (Date) RECIPIENT GO of Fa ettevi e ;(Name 0rganiz,ati nBY:{{5ignature ofAalloXed Official) onorabl&t-6neld Jordan, Mayor _ (Typed Name and Title of Authorized Official) 77X (Date) Tax ID No.: 71-6018462 CoC Program Grant Number: AR0043L6F011602 Effective Date: DUNS No.: 141310578 Component: PSH Recipient: City of Fayetteville Official Contact Person and Title: Ms. Yolanda Fields, Community Resources Administrator Telephone Number: (479) 575-8290 Fax Number: (479) 444-3445 E-mail Address: yfields@favetteville-ar.gov Operating Start Date: June 1, 2017 Project Location(s): Fayetteville, Arkansas and Northwest Arkansas CoC 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 Fayetteville (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 rule (the "Rule"). 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 Rule. The Application is incorporated herein as part of this Agreement, except that only those projects listed, and only in the amounts listed on a Scope of Work exhibit, are 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 FY2016 Scope of Work, is attached hereto and made a part hereof. If in the future appropriations are made available for Continuum of Care grants; if the 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 the Recipient and one or more projects listed on Exhibit 1 for renewal, then additional Scope of Work 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 the usage of funds under this Agreement may begin. Each project will have a performance period that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the period of performance shall begin at the end of the Recipient's final operating year for the project being renewed and eligible costs incurred for a project between the end of the 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. For each new project funded under this Agreement, the Recipient and HUD will set an operating start date in eLOCCS, which will be used to track expenditures, to establish the project performance period and to determine when a project is eligible for renewal. The Recipient hereby authorizes HUD to insert the project performance period for new projects into the exhibit without the Recipient's signature, after the operating start date is established in eLOCCS. 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; 3) upon expiration of the final performance, period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of funds for all projects funded under this Agreement. The Recipient agrees: To ensure the operation of the project(s) listed on the Scope of Work in accordance with the provisions of the Act and all requirements of the Rule; 2. To monitor and report the progress of the project(s) 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 all subrecipients that: a. Subrecipients 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. Subrecipients 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 projects that provide housing or services to families, subrecipients 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, its officers and employees are not debarred or suspended from doing business with the Federal Government; and f. Subrecipients will provide information, such as data and reports, as required by HUD; 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; To monitor subrecipients at least annually; 9. To use the centralized or coordinated assessment system established by the Continuum of Care as required by the Rule. 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; 10. To follow the written standards, developed by the Continuum of Care, for providing Continuum of Care assistance, including those required by the Rule; 11. Enter into subrecipient agreements requiring subrecipients to operate the project(s) in accordance with the provisions of this Act and all requirements of the Rule; 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 responsible for 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 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 Homing qn(t U rbaan Development LOW (Signature) `-1i Clinton E. Johnson, Community Planning and Development Director (Typed Naraiegnd Tit,e),_, (Date) RECIPIENT City of Fa e evi (Name of gani BY: of ,AuthgXed Official) Honorable (Typed Name and Title of Authorized Official) ? • Z0./F (Date) Tax ID No.: 71-6012481 CoC Program Grant Number: AR0043L6F011602 Effective Date: DUNS No.: 053504945 EXHIBIT 1 SCOPE OF WORK for FY2016 COMPETITION 1. The project listed on this Scope of Work is governed by the Continuum of Care program Interim Rule attached hereto and made a part hereof as Exhibit 1 a. 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 4 below, is also subject to the terms of the Notice of Funds Availability for the fiscal year listed above. 2. The Continuum that designated Recipient to apply for grant funds has not been designated a high performing community by HUD for the applicable fiscal year. 3. Recipient is not the only Recipient for the Continuum of Care. HUD's total funding obligation for this grant and project is $194,360, allocated between budget line items, as indicated in 4. below. In accordance with the Rule, the 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. 4. Subject to the terms of this Agreement, HUD agrees to provide the Grant funds, in the amount specified for the project application listed, to be used during the performance period established below. However, no funds for new projects may be drawn down by Recipient until HUD has approved site control pursuant to the Rule 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 Project No. Performance Period (AR0039L6F011603) (09-1-2017 — 08-31-2018) allocated between budget line items as follows: a. Continuum of Care planning activities $0 b. UFA costs $0 c. Acquisition $0 d. Rehabilitation $0 e. New construction $0 f. Leasing $0 g. Rental assistance $138,036 (of which $ is for short-term and medium-term rental assistance for persons at risk of homelessness) h. Supportive services $44,507 i. Operating costs $0 j. Homeless Management Information System $0 k. Administrative costs $11,817 I. Relocation costs $0 m. Housing relocation and stabilization services $0 If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart E - Cost Principles, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates (including if the de minimis rate is charged per 2 CFR §200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which Schedule shall be incorporated herein and made a part of the Agreement. No indirect costs may be charged to the grant by the Recipient if their federally recognized cost rate is not listed on the Schedule. Do not include indirect cost rates for Subrecipients; however, Subrecipients may not charge indirect costs to the grant if they do not also have a federally recognized indirect cost rate. 6. The following project has not been awarded project -based rental assistance for a term of fifteen (15) years. Funding is provided under this Scope of Work for the performance period stated in paragraph 4. Additional funding is subject to the availability of annual appropriations. 7. Program income earned during the grant term shall be retained by the recipient and used for eligible activities. Program income may also be counted as match. Tax ID No.: 71-6012481 CoC Program Grant Number: AR0043L6F011602 Effective Date: DUNS No.: 053504945 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Reci ient Name Indirect cost rate Cost Base UNITED STATES OF AMERICA, Secretary OoA-ift and Urban Development BY: r (Signature' Clinton E. Joh (Ty �� N a (Date) RECIPIENT `Community Planning and Development Director 21 7 Cit of Fa ettevi le (Name Organizati n) f BY: -411 Signature of ' ed Official) Honorabld-trGneld Jordan Mayor (Typed Name and Title of Authorized Official) 7Z'2ZV (Date) Tax ID No.: 71-6018462 CoC Program Grant Number: AR0039L6F011603 Effective Date: DUNS No.: 141310578 Component: PSH Recipient: City of Fayetteville Official Contact Person and Title: Ms. Yolanda Fields, Community Resources Administrator Telephone Number: (479) 575-8290 Fax Number: (479) 444-3445 E-mail Address: yfields@fayetteville-angov Operating Start Date: September 1 2017 Project Location(s): Fayetteville, Arkansas and Northwest Arkansas CoC 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 Fayetteville (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 rule (the "Rule"). 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 Rule. The Application is incorporated herein as part of this Agreement, except that only those projects listed, and only in the amounts listed on a Scope of Work exhibit, are 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 FY2016 Scope of Work, is attached hereto and made a part hereof. If in the future appropriations are made available for Continuum of Care grants; if the 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 the Recipient and one or more projects listed on Exhibit 1 for renewal, then additional Scope of Work 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 the usage of funds under this Agreement may begin. Each project will have a performance period that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the period of performance shall begin at the end of the Recipient's final operating year for the project being renewed and eligible costs incurred for a project between the end of the 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. For each new project funded under this Agreement, the Recipient and HUD will set an operating start date in eLOCCS, which will be used to track expenditures, to establish the project performance period and to determine when a project is eligible for renewal. The Recipient hereby authorizes HUD to insert the project performance period for new projects into the exhibit without the Recipient's signature, after the operating start date is established in eLOCCS. 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; 3) upon expiration of the final performance period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of funds for all projects funded under this Agreement. The Recipient agrees: 1. To ensure the operation of the project(s) listed on the Scope of Work in accordance with the provisions of the Act and all requirements of the Rule; 2. To monitor and report the progress of the project(s) 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 all subrecipients that: a. Subrecipients 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. Subrecipients 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 projects that provide housing or services to families, subrecipients 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, its officers and employees are not debarred or suspended from doing business with the Federal Government; and Subrecipients will provide information, such as data and reports, as required by HUD; 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; To monitor subrecipients at least annually; 9. To use the centralized or coordinated assessment system established by the Continuum of Care as required by the Rule. 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; 10. To follow the written standards, developed by the Continuum of Care, for providing Continuum of Care assistance, including those required by the Rule; 11. Enter into subrecipient agreements requiring subrecipients to operate the project(s) in accordance with the provisions of this Act and all requirements of the Rule; 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 responsible for 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 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 H ing Urban Development BY: (Signature) \,__j Clinton E. Johnson, Community Planning and Development Director (Tvned Name and Title), / -��"]_ (Date) RECIPIENT City of Fa e evi (Name of gani BY: (Signdture of ho " ed Official) Honorable Li Jordan. Mavor (Typed Name and Title of Authorized Official) ?" 70'I? (Date) Tax ID No.: 71-6012481 CoC Program Grant Number: AR0039L6F011603 Effective Date: DUNS No.: 053504945 EXHIBIT 1 SCOPE OF WORK for FY2016 COMPETITION The project listed on this Scope of Work is governed by the Continuum of Care program Interim Rule attached hereto and made a part hereof as Exhibit 1 a. 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 4 below, is also subject to the terms of the Notice of Funds Availability for the fiscal year listed above. 2. The Continuum that designated Recipient to apply for grant funds has not been designated a high performing community by HUD for the applicable fiscal year. 3. Recipient is not the only Recipient for the Continuum of Care. HUD's total funding obligation for this grant and project is $33,489, allocated between budget line items, as indicated in 4. below. In accordance with the Rule, the 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. 4. Subject to the terms of this Agreement, HUD agrees to provide the Grant funds, in the amount specified for the project application listed, to be used during the performance period established below. However, no funds for new projects may be drawn down by Recipient until HUD has approved site control pursuant to the Rule 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 Pro'ect No. Performance Period (AR0039L6F011603) (09-1-2017 — 08-31-2018) allocated between budget line items as follows: a. Continuum of Care planning activities $0 b. UFA costs $0 c. Acquisition $0 d. Rehabilitation $0 e. New construction $0 f. Leasing $0 g. Rental assistance $28,236 (of which $ is for short-term and medium-term rental assistance for persons at risk of homelessness) h. Supportive services $5,253 i. Operating costs $0 j. Homeless Management Information System $0 k. Administrative costs $0 I. Relocation costs $0 m. Housing relocation and stabilization services $0 5. If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart E - Cost Principles, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates (including if the de minimis rate is charged per 2 CFR §200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which Schedule shall be incorporated herein and made a part of the Agreement. No indirect costs may be charged to the grant by the Recipient if their federally recognized cost rate is not listed on the Schedule. Do not include indirect cost rates for Subrecipients; however, Subrecipients may not charge indirect costs to the grant if they do not also have a federally recognized indirect cost rate. 6. The following project has not been awarded project -based rental assistance for a term of fifteen (15) years. Funding is provided under this Scope of Work for the performance period stated in paragraph 4. Additional funding is subject to the availability of annual appropriations. 7. Program income earned during the grant term shall be retained by the recipient and used for eligible activities. Program income may also be counted as match. Tax ID No.: 71-6012481 CoC Program Grant Number: AR0039L6F011603 Effective Date: DUNS No.:. 053504945 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Reci lent Name Indirect cost rate Cost Base UNITED STATES OF AMERICA, Secret r Nou�si,and Urban Development BY: r✓ (Signature Clinton E. J[ (Typed, Nai (Date) RECIPIENT QtA of Fa ettevi le (Name Orga BY: Signature r,'Community Planning and Development C d Tied 1 Official) Honorable-EZneld Jordan Mayor (Typed Name and Title of Authorized Official) � 17 (Date) Tax ID No.: 71-6018462 CoC Program Grant Number: AR0044L6F011602 Effective Date: DUNS No.: 141310578 Component: PSH Recipient: City of Fayetteville Official Contact Person and Title: Ms. Yolanda Fields, Community Resources Administrator Telephone Number: (479) 575-8290 Fax Number: (479) 444-3445 E-mail Address: yfields@fayetteyille-ar.gQv Operating Start Date: September 1, 2017 Project Location(s): Fayetteville, Arkansas and Northwest Arkansas CoC 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 Fayetteville (the "Recipient"). This Agreement is governed by title N of the McKinney-Vento Homeless Assistance Act 42 U.S.C. 11301 et seq. (the "Act") and the Continuum of Care Program rule (the "Rule"). 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 Rule. The Application is incorporated herein as part of this Agreement, except that only those projects listed, and only in the amounts listed on a Scope of Work exhibit, are 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 FY2016 Scope of Work, is attached hereto and made a part hereof. If in the future appropriations are made available for Continuum of Care grants; if the 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 the Recipient and one or more projects listed on Exhibit 1 for renewal, then additional Scope of Work 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 the usage of funds under this Agreement may begin. Each project will have a performance period that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the period of performance shall begin at the end of the Recipient's final operating year for the project being renewed and eligible costs incurred for a project between the end of the 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. For each new project funded under this Agreement, the Recipient and HUD will set an operating start date in eLOCCS, which will be used to track expenditures, to establish the project performance period and to determine when a project is eligible for renewal. The Recipient hereby authorizes HUD to insert the project performance period for new projects into the exhibit without the Recipient's signature, after the operating start date is established in eLOCCS. 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; 3) upon expiration of the final performance period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of funds for all projects funded under this Agreement. The Recipient agrees: To ensure the operation of the project(s) listed on the Scope of Work in accordance with the provisions of the Act and all requirements of the Rule; 2. To monitor and report the progress of the project(s) to the Continuum of Care and HUD; 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 all subrecipients that: a. Subrecipients 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. Subrecipients 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 projects that provide housing or services to families, subrecipients 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, its officers and employees are not debarred or suspended from doing business with the Federal Government; and f. Subrecipients will provide information, such as data and reports, as required by HUD; 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 subrecipients at least annually; 9. To use the centralized or coordinated assessment system established by the Continuum of Care as required by the Rule. 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; 10. To follow the written standards, developed by the Continuum of Care, for providing Continuum of Care assistance, including those required by the Rule; 11. Enter into subrecipient agreements requiring subrecipients to operate the project(s) in accordance with the provisions of this Act and all requirements of the Rule; 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 responsible for 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 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 HoPqjng Urb n Development BY: (Signature) \,_j Clinton E. Johnson Community Planning and Development Director (Typed Name and Title), A --, — (Date RECIPIENT (Name of '{Signature of tho ' ed Official) Honorable LicLeff Jordan Mayor (Typed Name and Title of Authorized Official) 7 1 ZD-/? (Date) Tax ID No.: 71-6012481 CoC Program Grant Number: AR0044L6F011602 Effective Date: DUNS No.: 053504945 EXHIBIT 1 SCOPE OF WORK for FY2016 COMPETITION The project listed on this Scope of Work 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 4 below, is also subject to the terms of the Notice of Funds Availability for the fiscal year listed above. 2. The Continuum that designated Recipient to apply for grant funds has not been designated a high performing community by HUD for the applicable fiscal year. Recipient is not the only Recipient for the Continuum of Care. HUD's total funding obligation for this grant and project is $37,005, allocated between budget line items, as indicated in 4. below. In accordance with the Rule, the 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. 4. Subject to the terms of this Agreement, HUD agrees to provide the Grant funds, in the amount specified for the project application listed, to be used during the performance period established below. However, no funds for new projects may be drawn down by Recipient until HUD has approved site control pursuant to the Rule 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 Project No. Performance Period (AR0039L6F011603) (09-1-2017 — 08-31-2018) allocated between budget line items as follows: a. Continuum of Care planning activities $0 b. UFA costs $0 c. Acquisition $0 d. Rehabilitation $0 e. New construction $0 f. Leasing $0 g. Rental assistance $28,236 (of which $ is for short-term and medium-term rental assistance for persons at risk of homelessness) h. Supportive services $6,492 i. Operating costs $0 j. Homeless Management Information System $0 k. Administrative costs $2,277 I. Relocation costs $p in. Housing relocation and stabilization services $0 5. If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart E - Cost Principles, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates (including if the de minimis rate is charged per 2 CFR §200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which Schedule shall be incorporated herein and made a part of the Agreement. No indirect costs may be charged to the grant by the Recipient if their federally recognized cost rate is not listed on the Schedule. Do not include indirect cost rates for Subrecipients; however, Subrecipients may not charge indirect costs to the grant if they do not also have a federally recognized indirect cost rate. 6. The following project has not been awarded project -based rental assistance for a term of fifteen (15) years. Funding is provided under this Scope of Work for the performance period stated in paragraph 4. Additional funding is subject to the availability of annual appropriations. 7. Program income earned during the grant term shall be retained by the recipient and used for eligible activities. Program income may also be counted as match. Tax ID No.: 71-6012481 CoC Program Grant Number: AR0044L6F011602 Effective Date: DUNS No.: 053504945 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Recipient Name Indirect cost rate _ Cost Base UNITED STATES OF AMERICA, Secret r ou i and an Development j (Signaturey Tinton E. Johns Community Planning and Development Di (Typ�Narpggd TiteL (Date) RECIPIENT City of Fa ettevi le (Name Organiz� ti n) BY: Signature o o' ed Official) Honorabl&td eld Jordan Ma or (Typed Name and Title of Authorized Official) (Date) City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 COMMUNITY RESOURCES (642) 2017 Requestor: Cherrell Lee BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Budget adjustment to reflect new SNAP grant budget once new grants are approved by City Council C:\Users\losmith\AppData\Roaming\L5\Temp\ce460299-9a45-4ff7-8827-50148cd17d 12 1 of 1 COUNCIL DATE: 7/18/2017 LEGISTAR FILE ID#: 2017-0370 13 GLI- -C[4-Ci