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HomeMy WebLinkAboutRes.2848.10-20-2014BILL NO. I4-168 RESOLUTION NO. �1 A RESOLUTION AUTHORIZING APPLICATIONS TO THE MISSOURI HOUSING DEVELOPMENT COMMISSION UNDER THE 2015 EMERGENCY SOLUTIONS GRANT PROGRAM, FOR THE SAFE HOUSE FOR WOMEN, INC., COMMUNITY CARING COUNCLL, THE SALVATION ARMY, AND CATHOLIC CHARITIES OF SOUTHERN MISSOURI, AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL NECESSARY GRANT DOCUMENTS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF CAPE GIRARDEAU, MISSOURI, AS FOLLOWS: ARTICLE. I. The City Manager, for and on behalf of the City of Caoe Girardeau, Missouri, is hereby authorized to execute grant applications to the Missouri Housing Develooment Commission under the 201-5 Emergency Solutions Grant Program for the Safe House for Women, IRC., Community Caring Council, The Salvation Army, and Catholic Charities of Southern Missouri, and is hereby authorized to execute all necessary grant documents. Summar ieS of said Aoolications are attached to th-is Resolution and -jade a _cart hereof. PASSED AND ADOPTED THIS DAY OF LJ\sVkr/ _ 201-4. Pro Tempore A.T. T_E ST 4"�Jcha Gay L. Conrad, City Clerk CITY Of CAPE GIRARDEAU DEVELOPMENT SERVICES October 28, 2014 Missouri Housing Development Commission Emergency Solutions Grant Program ATTN: Julie Peacock, Community Initiative Coordinator 3435 Broadway Street Kansas City MO 64111 RE: 2015 Emergency Solutions Grant Program -Application Submitted City of Cape Girardeau, Missouri Dear Ms. Peacock: Submitted herewith is one (1) original application from the City of Cape Girardeau, Missouri for grant assistance under the 2015 Emergency Solutions Grant Program. The City of Cape Girardeau and Cape Girardeau County Commission have combined their efforts to submit a more comprehensive grant program and is requesting $158,400.00 in funding. The Salvation Army is requesting $8,000.00 for Street Outreach, The Safe House for Women, Inc. is requesting $48,500.00 for Emergency Shelter, Catholic Chanties of Southern Missouri is requesting $48,500.00 for Homelessness Prevention, Community Caring Council is requesting $48,500.00 for Rapid Re -Housing and the City of Cape Girardeau is requesting $4,900.00 for Administration. The City and the County will each provide $2,450.00 for the administrative matching funds and each sub -grantee will provide their own matching funds. The last Emergency Solutions Grant of $194,250.00 was well received and most beneficial to the needy individuals in Cape Girardeau County. We are looking forward to successfully participating in another grant program. If you have any questions regarding the application, please contact this office at (573) 339- 6320. We sincerely appreciate your full consideration of this request. SAM/ssw 0 401 Independence Cape Girardeau, MO 63703 573-339-6327 Tel 573-339-6303 Fax cityofcape.org Emergency Solutions Grant 2015 Application All tabs at the bottom of the workbook are to be filled out. For assistance please refer to the Missouri Housing Development Commission website at: http://www.mhdc.com/ci/esg/index.htm Strength, Dignity, Quaflty of Life MISSOURI HOUSING DEVELOPMENT COMMISSION FOR INTERNAL USE ONLY- INFORMATION WILL ENTER AUTOMATICALLY Agency Name: City of Cape Girardeau Continuum of Care: Balance of State CoC City: Cape Girardeau County: Cape Girardeau Zip Code: 63703-401 Grant Amount: • Program Co'mpooent ' Ar iouni of funding Streetoatreaih - s 8,000.00 .-Emergenry SWtei S 48,500.00 4_;mekssngs Prevention $ 48,500.00 `.�"Rapid Re=housing $ 48,500.00 FiMis ` $ - Admin'otration $ 4,900.00 Total Request Emergency Solutions Grant Program 2015 Application APPUCATION CHECKLIST 31, 2014. Please refer to the Application Guidance (FSG -102), available at http7/www.mhdc.com/ci/esglndeKhtm for detailed instructions on completion and submission of the application. Applicant must submit one originalapplication in a three-ring, one inch hardcover binder with labeled dividers that correspond to the bolded, capcaf¢ed headings below. In addition, the completed, readable Excel version (.)lsx) of the application must be submitted as an attachment to ci.applications@mhdc.com, with agency name and COC in subject line. Original application with live signatures submitted in a three-ring one inch hardcover binder Current 2015 application Readable, complete Excel application submitted t0 ci.appliations@mhdc.com (slsx format only) All required supplemental documentation with corresponding labeled dividers Application to MHDC - Kansas ❑t1' by Friday, October 31, 2014 at 4:30 p.m. Entire application completed with no boxes left shaded green PARTA J 1 Yes ]A COVER SHEET- required by all applicants a Vex 2A,CHECKLIST - required by all applicants 9 Yes 3A. GENERAL INFORMATION - required by all applicants 10 F YiS7 4A PROPOSAL INFORMATION- required by all applicants 12 F-YZ7 SA CITY/COUNTY INFORMATION - required by Oty/County applicants only 12 Yes 6A. AGENCY INFORMATION - required by Non-profit applicants only 13 Yes TA OUTCOMES - required by Non-profit applicants only PARTE 14 1 Yes 1B. STREET OUTREACH 1s Yes 28. EMERGENCY SHELTER 16 Yes 3B. HOMELESSNESS PREVENTION 12 Yes 48. RAPID RE -HOUSING a N A Sit HOMELESS MANAGEMENT INFORMATION SYSTEMS (HNI Attachments indude l In application 19 Yes 1C. PROGRAM STAFF INFORMATION 20 Yes 2L BOARD OF DIRECTORS/DECISION MAKING BODY 21 Yes 3C. MATCH E anal atsadunents , 22 Yes CTI`(/COUNTY LETTER OF SUPPORT- FSG -105 23 Yes CONTINUUM OF CARE LETTER OF SUPPORT - ES6-106 24 Yes PROOF OF HMIS OR COMPARABLE DATABASE PARTICIPATION- Signed letter from HMIS Lead Agency of respective CDC documenting enrollment in HMLS system or comparable database 25 F_YeT_j CERTIFICATE OF GOOD STANDING- Secretary of State Certificate of Good Standing(current within 60 days of application due date) 26 Yes Wl(c)3 VERIFICATION 22 Yet ARTICLES OF INCORPORATION 211 Yes ORGANOATIONAL CHART 29 Yes ORGANIZATION'S PROGRAM POLICIES AND PROCEDURES 30 Yes AUDIT/FINANCIALS- Most recent completed and Board approved agency fiscal year audit including independent auditor's report AND Financial Statement IF audit is not from the most recently completed fiscal year. 31 Yes BY-LAWS - Complete agency by-laws which detail how board members are elected 32 Yet APPROVED BOARD MINUTES -from two most recent meetings Emergency Solutions Grant Program 2015 Application GENERAL INFORMATION General Information - Page 1 of 1 Agency information 1 Legal Name of Applicant: City of Cape Girardeau 2 Please provide the address for the main agency location: Address: 401 Independence Street County: Cape Girardeau City: Cape Girardeau State: MO Zip: 63703-401 3 Please provide the main mailing address: Address: 401 Independence Street County: Cape Girardeau City: Cape Girardeau State: MO Zip: 63703-401 4 Please provide the information of the grant contact for the grant year: First: Stephen S. Last: Williams - Phone: (573) 339-6327 Ext.: Email: swilliams@citvofcape.org 5 Please provide the information for the Executive Director: First: Scott A. Last: Meyer Phone: (573) 339-6320 Ext.: AsiRIl 6 First: Title: Phone: 7 SignatL (nu 8 Federall Scott A. Executive Director / C.E.O. / Board President Last: Meyer City Manager 339-6320 Email: I hereby acknoT that the submission of the ESG request has been approved by me and, if A necessary. the Board of Directors. 9 DUNS Number (http://fedgov.dnb.com/webform: 43-600nOSg3 103216610 10 Central Contractor Registry Number (www.sam.gov): 1XAV6 11 Has your agency previously been awarded ESG funds within the past three years? Yes If "Yes," list grant type and year(s) those funds were awarded. ESG-16412002-, ESG 13-709-E, ESG 14-755-E & 14-755-5 12 Has your agency been awarded any funds besides ESG funds through MHDC within the last five years? (ex AHAP credits, Tax Credits, HOME funds, Fund Balance Funds, HPRP, HeRO, Housing First, MHTF) If "Yes," list program(s) and year(s) those funds were awarded. Elected Official Information 13 List State Representative and State Senator for Agency main address listed above. State Representative Name: Kathy Swan -147 Donna Licthenegger-146 State Representative District: 147-6 State Senator Name: Wayne Wallingford State Senator District: 27 No Emergency Solutions Grant 2015 Application PROPOSAL INFORMATION Proposal Information - Page i of 1 —1—Program/Project Name: CITY OF CAPE"GIRARDEAU 2 Agency Fiscal Year (Month/Day): 6/1 to: 7/31 3 Continuum of Care Applying in: Balance of State CoC 4 County/Counties to be Served by ESG Program: Cape Girardeau 5 ESG Funding Request: Complete the cooresponding supplement for each program for which funds are requested. Any funds requested below must be accompanied by a supplement to be considered for funding. STREET EMERGENCY HOMELESSNESS RAPID Program Name OUTREACH SHELTER PREVENTION RE -HOUSING HMIS The Salvation Army $8,000.00 The Safe House for Women, Inc. Catholic Charities of. Southern Missouri Community Caring Council HMIS $48,500.00 $48,500.00 $48,500.00 $0.00 Total Component - $8,000.00 $48,500.00 $48,500.00 $48,500.00 $0.00 Requests: 6 Administration Funding Request - not to exceed 5 percent of the total funding request: $4,900.00 7 Total ESG Funding Request: $158,400.00 8 ESG Match Exemption: A limited amount of match may be waived by MHDC. Please explain below if you would like to be considered for a partial match exemption. Describe why the match is a hardship on your agency and include the amount you are requesting. If you can't meet the match requirement without assistance, your application may be denied. Emergency Solutions Grant 2015 Application CITY/COUNTY INFORMATION City/County Information - Page 1 of 5 Confine the length of your narrative to the area provided. 1 If you requested administration funding, explain what activities the funding will be used for. City of Cape Girardeau will admininster the ESG program for both the City and County. All of the invoices will be received i all four (4) sub -grantees along with the proper backup information, reveiwed and invoices submitted to MHDC for nent. A monthly site visit will be made to each sub -grantee to review for compliance. All checks will be received by the City disbursed to the sub -grantees as soon as they are received. The City will submit all reports and any other paperwork as 2 Selection of Sub -grantees: Explain the process that you used to select the best sub -grantees for efficient and effective service delivery that complies with all ESG requirements. The Salvation Army and The Safe House for Women, Inc. has administered the ESG Program for the City for over 23 years. The Community Caring Council has administered housing programs for the last 20 years and the ESG Program for three (3) years (1 year county and 2 years City). Catholic Charities of Southern Missouri has administered social service programs since 2009 and the 2013 and 2014 Homelessness Preverntion Program. Each one of the sub -grantees has experience and the administrative framework in place for an efficient and effective service delivery that complies with all of the ESG requirements. 3 Match Requirement: Explain how your agency will meet the 100% match requirement. How will your agency provide match for any administrative funds that will be retained? City of Cape Girardeau and the Cape Girardeau County Commission will each provide $2,450.00 cash match for their half of administrative cost. Emergency Solutions Grant 2015 Application CITY/COUNTY INFORMATION City/County Information - Page 2 of 5 4 ESG Program Requirements and Responsibilities: Explain how your agency will meet the ESG program responsibilities outlined in the Application and Funding Guidance. , City of Cape Girardeau will monitor each sub -grantee monthly for compliance with Funding (Form#ESG 103) and Application m #102) Guidance. Each sub -grantee will enter appropriate data into the local Continuum of Care's (CoCs') Homeless iagement Information System (HMIS) or a compatable database for the Safe House for Women, Inc. Each sub -grantee is iliar with the Funding and Application Guidance. We will monitor each sub -grantee using the ESG Rider A Documents by ;ram Component Form. We will attend the December 17, 2014 training session for further training and guidance. 5 ESG Program Requirements and Responsibilities: Explain how your agency will ensure sub -grantees' accountability and compliance with ESG requirements outlined in the Application and Funding Guidance. Please explain your process for monitoring your sub -grantees. The Housing Assistance Coordinator will have on site meetings with each -sub -grantee to check for compliance for each program monthly. He will monitor each sub:grantee using the ESG rider A Documents by Program Component Form. When monthly invoices are received from each sub -grantee along with proper back-up documentation, they will be reviewed, approved and submited monthly to MHDC for payment. A summary of current operations will be submitted with each monthly invoice to keep both the City and County informed of activities on a monthly basis. 6 ESG Program Requirements and Responsibilities: Explain your accounting practices regarding internal controls, budget controls, cash management, accounting controls, procurement rules, property controls, and audits are they relate to the ESG Program. :e funds are received in the City of Cape Girardeau's bank account for the ESG Program the Accounting Manager requisitions payments to be made to the sub -grantees. The back-up for these payments is gathered by the Housing Assistance )rdinator. The payment is approved by the Finance Director and checks are written by Accounts Payable personnel. The City ount reconciles the bank account identifying all receipts and disbursements. The City of Cape Girardeau regularly receives eral funds in excess of $500,000 and, thus, must have an audit performed by independent auditors under the Single Audit. Emergency Solutions Grant 2015 Application CITY/COUNTY INFORMATION City/County Information - Page 3 of 5 7 ESG Program Requirements and Responsibilities: Explain your process for ensuring that sub -grantees issue timely, accurate, appropriate payments (i.e. to landlords, utility companies, etc.) while also ensuring payment of only allowable expenditures? Describe the payment process and the role of both the grantee and any sub -grantees. review of Form #ESG-302 and Form #ESG 303 along with the cancelled checks and Monthly Detail Revenue and Expense !port will show that the allowable expenses and timely payments were issued. When monthly invoices are received from each ib -grantee along with proper back-up doucmentation, they will be reviewed, approved and a Form #ESG -300, 302 and 303 ibmitted monthly to MHDC by the 1st day of the next month for payment. $ ESG Program Requirements and Responsibilities: Include an estimate on the time it takes to issue payments once an invoice is received from a sub -grantee. Note: Any payment must be made to sub -grantees within 30 days of payment request. Invoices will be received from each sub -grantee at lease three (3) days before the end of each month. The invoice, Forms #ESG- 300 ESG-302 and 303 are prepared and submitted along with the sub -grantees duplicate forms to MHDC to be received by the 1st day of the following month. When funds are transferred by MHDC into the City Account, a check will be issued to each sub- grantee the week that it is received. All within 30 days. 9 ESG Program Requirements and Responsibilities: Explain how your agency will avoid, and will ensure any sub -grantees will avoid, any conflict of interest as required under statute. Each sub -grantee is aware of the conflict of intrest as required under the statute from their experience with prior programs. Each sub -grantee has conflict of interest as part of their own policy and proceudures. The Housing Assistance Coordinator will review the statute with each sub -grantee at monthly site visits. Emergency Solutions Grant 2015 Application CITY/COUNTY INFORMATION City/County Information - Page 4 of 5 10 ESG Program Requirements and Responsibilities: Explain how your agency will meet, and will ensure that any sub -grantees meet the additional federal regulation requirements listed in this section: _ 1. Non-discrimination 2. Lead-based paint 3. Habitability standards 4. Rent reasonableness 5. Relocation and displacement 6. Environmental review/compliance Each sub -grantee has the above policies and proceedures as part of their organization which will be reviewed at monthly meetings. The Community Caring Council and Catholic Charities of Southern Missouri will inspect for lead-based paint and rent reasonableness as part of the program process. The program will not require relocation and displayment or Environmental 11 ESG Program Requirements and Responsibilities: Explain your process for ensuring compliance with HMIS or comparable database requirements for all sub -grantees. Caring Council, Salvation Army and Catholic Charities will comply with HMIS and the Safe House with Apricot for Victims ice by entering data as it is received. At the end of each month a report is submitted to the City of Cape Girardeau detailing expenses. This reports also includes a HMIS and Apricot reports indicating that they are up to date in data entry as well as in pliance with HMIS and Apricot. HMIS and Alice has been utilized for the past few years and has not been found to be out of pliance. This is the first year for Apricot for the Safe House. 12 ESG Program Requirements and Responsibilities: Explain how your agency includes homeless individuals and families in the decision making process. The Salvation Army has a former homeless person on their program committee that makes recommendations to the advisory board and then to the Board. The Safe House has a former domestic violence victim on their board. The Community Caring Council has a former homeless individual on the Housing Needs Committee. The Committee plans and makes all decisions on housing programs to be taken to the Board. Catholic Charities of Southern Missouri has a former homeless person on their Board. Emergency Solutions Grant 2015 Application CITY/COUNTY INFORMATION Information - Page 5 of 5 ESG Program Requirements and Responsibilities: Explain how your agency incorporates HUD HEARTH and United States Interagency Council on Homelessness Opening Doors into your strategy to target ESG funds and in choosing sub -grantees to administer the funds. - a City of Cape Girardeau has established a program to meet HUD Hearth goals and USIC Homelessness Opening Doors goals Collaborating with the Balance of State Continuum of Care and four (4) Sub -grantees. The program wil engage the sheltered and sheltered homeless and provide services to assist them into a safe and stable place to call home. The ten goals nmarized will increase Leadership Collaboration and Civic Engagement, Access to Stable and Affordable Housing, Increase snomic Security, Improve Health and Stability and Retool the Homeless Crisis Response System. The Salvation Army will wide Street Outreach, The Safe House for Women will provide Emergency Shelter, The Catholic Charities of Southern Missou I provide Homelessness Prevention and The Community Caring Council will provide Rapid Re -Housing. Each sub -grantee has x ESG experience and the administrative and financial mechanism in place to produce a successful program. All of the we.will be one coordinated collaborative effort. We hada lady that was an 8 year veteran of the US Navy that went from her , to the Safe House to permanent housing. She now has permanent housing and support from retirement and veteran