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HomeMy WebLinkAbout176-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 176-18 File Number: 2018-0410 SPECIAL NEEDS ASSISTANCE PROGRAM GRANT AGREEMENTS: A RESOLUTION TO APPROVE THE RENEWAL OF TWO SPECIAL NEEDS ASSISTANCE PROGRAM. GRANT AGREEMENTS WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN THE TOTAL AMOUNT OF $73,278.00 FOR THE CITY TO ADMINISTER PROGRAMS TO ASSIST HOMELESS FAYETTEVILLE RESIDENTS 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 two 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 $73,278.00 for the City to administer programs to assist homeless Fayetteville residents. PASSED and APPROVED on 8/21/2018 Attest: Sondra E. Smith, City Clerk • Py • • PC') •• �RKANS.GOJ`�• Page 1 Printed on 8122118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0410 Agenda Date: 8/21/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 3 SPECIAL NEEDS ASSISTANCE PROGRAM GRANT AGREEMENTS: A RESOLUTION TO APPROVE THE RENEWAL OF TWO SPECIAL NEEDS ASSISTANCE PROGRAM GRANT AGREEMENTS WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN THE TOTAL AMOUNT OF $73,278.00 FOR THE CITY TO ADMINISTER PROGRAMS TO ASSIST HOMELESS FAYETTEVILLE RESIDENTS 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 two 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 $73,278.00 for the City to administer programs to assist homeless Fayetteville residents. City of Fayetteville, Arkansas Paye 1 Printed on 8/2212018 Yolanda Fields Submitted By City of Fayetteville Staff Review Form 2018-0410 Legistar File ID 8/21/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/1/2018 COMMUNITY RESOURCES (642) Submitted Date Division / Department Action Recommendation: Staff recommends approval of the grant agreement renewals for Special Needs Assistance Programs (SNAPS) grants AR00441_61`011703 and AR00391_61`011704. Budget Impact: 2180.642.4957 2180.642.4958 Account Number N/A Project Number CDBG - Hearth Fund N/A Project Title Budgeted Item? NA Current Budget $ - Funds Obligated $ - Current Balance $ - Does item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ - V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF AUGUST 21, 2018 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Yolanda Fields, Community Resources Dir I ct DATE: August 2, 2018 CITY COUNCIL MEMO SUBJECT: Special Needs Assistance Program Renewal Grant Agreements RECOMMENDATION: Staff recommends approval of the Special Needs Assistance Programs (SNAPs) renewal grant agreements. BACKGROUND: The City of Fayetteville Hearth Program has been in operation since February of 2016, and to date we have housed 81 adults and 94 children. This program is funded by four annual grants. Grants AR0044 and AR0039 will expire on August 31, 2018. Renewal grant funding will begin September 1, 2018 upon execution of attached grant agreements, which will provide seamless continuation of services to our homeless population. DISCUSSION: The renewal grants are SNAPs Grant AR0044LQF011703 in the amount of $38,397 and SNAPs Grant AR00391-6F011704 in the amount of $34,881. The grant agreements must be executed for the continuation of funding to maintain our efforts to house the homeless. BUDGET/STAFF IMPACT: None. Attachments: Renewal Grant Agreements Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Tax ID No.: 71=6018462 CoC Program Grant Number: AR0044L6F011703 Effective Date: DUNS No.: 141310578 Component: PH 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:yfieldsna,fayetteville-ar.gov Operating Start Date: September 1. 2018 Project Location(s): Fayetteville, Arkansas and Northwest Arkansas CoC EXHIBIT 1 SCOPE OF WORK FY2017 COMPETITION 1. The project listed on -this Scope of Work is governed by the Act and Rule, as they maybe amended from time to time. The project is also subject to the terms of the Notice of Funds Availability for the fiscal year competition in which the funds were awarded and to the applicable annual appropriations act. 2. HUD designations of Continuums .of Care as High -performing Communities (HPCS) are published in the HUD Exchange in the appropriate Fiscal Years' CoC Program Competition Funding Availability page. Notwithstanding anything to the contrary in the Application or this Grant Agreement, Recipient may only use grant funds for HPC Homelessness Prevention Activities if the Continuum that designated the Recipient to apply for this grant was designated an HPC for the applicable fiscal year. 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 $38,397 for project number AR0044LO011703. If the project is a renewal to which -expansion. funds have been added during this competition, the Renewal Expansion Data Report, including the Summary Budget therein, in a -snaps is incorporated herein by reference and made a part hereof. 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. Continuum of Care planning activities $ b. UFA costs $ C. Acquisition $ d. Rehabilitation e. New construction f Leasing g. Rental assistance h. Supportive services i. Operating costs j. Homeless Management Information System k. Administrative costs I. Relocation costs m. HPC homelessness prevention activities: Housing relocation and stabilization services Short-term and medium-term rental assistance V $29,628 $ 6,492 $ 2;277 e 4. The performance period for the project begins 9/1/2018 and ends 8/31/2019. No funds for new projects maybe 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. 5. If grant funds will be used for payment of indirect costs, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates 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. 6. The project has not been awarded project -based rental assistance for a term of fifteen (15) years. Additional funding is subject to the availability of annual appropriations. 9 UNITED STATES OF AMERICA, Secretary of Housing and Urban Development BY: (Signature) Clinton E. Johnson, Community Planning and Development Director (Typed Name and Title) (Date) RECIPIENT (Typed Name and Title of Authorized Official) (Date Tax ID No.: 71-6018462 CoC Program Grant Number: AR0044L6FOl 1703 Effective Date: DUNS No.: 141310578 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Recipient Name Indirect cost rate Cost Base N/A % 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@fayetteville-ar.vroy 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: 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 subtecipient, its officers and employees are not debarred orsuspended 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 Housing and Urban Development I� 5 (Signature) (Td Name and itle) (Date) RECIPIENT _ RECIPIENT M. City of Fay tteville (Name of Organization) of Authorized-Mki and (Typed Name andf Authorized Official) Z av 7 (Date) Tax ID No.: 71-6018462 CoC Program Grant Number: AR0039L6F011704 Effective Date: DUNS No.: 141310578 Component: PH 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: September 1, 2018 Project Location(s): Fayetteville, Arkansas and Northwest Arkansas CoC EXHIBIT 1 SCOPE OF WORK FY2017 COMPETITION 1. The project listed on this Scope of Work is governed by the Act and Rule, as they may be amended from time to time. The project is also subject to the terms of the Notice of Funds Availability for the fiscal year competition in which the funds were awarded and to the applicable annual appropriations act. 2. HUD designations of Continuums of Care as High -performing Communities (HPCS) are published in the HUD Exchange in the appropriate Fiscal Years' CoC Program Competition Funding Availability page. Notwithstanding anything to the contrary in the Application or this Grant Agreement, Recipient may only use grant funds for HPC Homelessness Prevention Activities if the Continuum that designated the Recipient to apply for this grant was designated an HPC for the applicable fiscal year. 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 $34,881 for project number AR0039L6F011704. If the project is a renewal to which expansion funds have been added during this competition, the Renewal Expansion Data Report, including the Summary Budget therein, in a -snaps is incorporated herein by reference and made a part hereof. 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. Continuum of Care planning activities $ b. UFA costs $ c. Acquisition $ d. Rehabilitation e. New construction f. Leasing g. Rental assistance h. Supportive services i. Operating costs j. Homeless Management Information System k. Administrative costs 1. Relocation costs m. HPC homelessness prevention activities: Housing relocation and stabilization services Short-term and medium-term rental assistance $_29,628 $-5-,253 4. The performance period for the project begins 9/1/2018 and ends 8/31/2019. 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.. 5. If grant funds will be used for payment of indirect costs, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates 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. 6. The project has not been awarded project -based rental assistance for a term of fifteen (15) years. Additional funding is subject to the availability of annual appropriations. UNITED STATES OF AMERICA, Secretary of Housing and Urban Development BY:. (Signature) Clinton E. Johnson, Community Planning and Development Director (Typed Name and Title) (Date) RECIPIENT (Typed Name and Title of Authorized Official) (Date Tax ID No.: 71-6018462 CoC Program Grant Number: AR0039L6F011704 Effective Date: DUNS No.: 141310578 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Recipient Name Indirect cost rate Cost Base N/A 0 Tax ID No.: 71-6018462 CoC Program Grant Number: Effective Date: DUNS No.: 141310578 Component: PSH Recipient: City of Fayetteville Official Contact Person and Title AR0039L617011603 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: 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: 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 r 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). f This agreement is hereby executed on behalf of the parties as follows: UNITED STATES OF AMERICA, Secretary of Hing and Urban Development BY: NJ (S ignatu Clinton (Ted 1 (Date) RECIPIENT BY: ('Typed Name and Title of Authorized Utticial) F (Date)