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HomeMy WebLinkAboutRES.2444.04-20-2009BILL NO. 09-70 RESOLUTION NO. ?,110y A RESOLUTION AUTHORIZING APPLICATIONS TO THE MISSOURI DEPARTMENT OF SOCIAL SERVICES UNDER THE EMERGENCY SHELTER GRANT PROGRAM, FOR SAFE HOUSE FOR WOMEN, INC., AND THE SALVATION ARMY, AND AUTHORIZING THE INTERIM CITY MANAGER TO EXECUTE ALL NECESSARY GRANT DOCUMENTS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF CAPE GIRARDEAU, MISSOURI, AS FOLLOWS: ARTICLE 1. The Interim City Manager, for and on behalf of the City of Cape Girardeau, Missouri, is hereby authorized to execute grant applications to the Missouri Department of Social Services under the Emergency Shelter Grant Program for the Safe House for Women, Inc., and The Salvation Army, and is hereby authorized to execute all necessary grant documents. Copies of said Applications are attached to this Resolution and made a part hereof. PASSED AND ADOPTED THIS aD► DAY OF 20�. 3� J Knudtson, Mayor ATTEST: Gayle,/Li. Conrad, City Clerk MISSOURI DEPARTMENT OF SOCIAL SERVICES FAMILY SUPPORT DIVISION 615 HOWERTON CT P.O. BOX 2320 JEFFERSON CITY, MO 65102-2320 EMERGENCY SHELTER GRANT PROGRAM (ESGP) f IrlI��p�Fli APPLICATION GUIDANCE FINANCIAL FISCAL YEAR 2009 EMERGENCY SHELTER GRANT CHECK LIST To be considered for ESG funds, the application must contain the items detailed below, in the following order: The following information is to be provided by the Applicant (local government) for each proposed service provider agency. Exhibit A: Section I : General Information A Section II: Eligibility Section III: Eligibility Rehabilitation, Conversion, and Renovation Activities 42 Section V: Community Needs Section VI: Activity Description Narrative ➢ * List of staff, their educational background, and related work experience ➢ * HMIS documentation/verification A Section VII: Cost Summary ➢ * Letter of Commitment for State and/or Federal Match (See page 18) Section VIII: ESG Data Collection 0. Section IX: Local Government Grantee ESG Certification (with signature and City/County seal) * Copy of each nonprofit's tax exempt status under 501 (c)(3) by the IRS * Indicates additional documentation needs to be included in application packet. The application must be postmarked no later than Wednesday, April 24, 2009, and returned to: MISSOURI DEPARTMENT OF SOCIAL SERVICES FAMILY SUPPORT DIVISION ESG PROGRAM ATTN: JAYME ABBOTT P.O. BOX 2320 JEFFERSON CITY, MISSOURI 65102-2320 A PDF version of the Application and an Excel version of the Cost Summary page are available on http://www.dss.mo.gov/pr family.htm by clicking on the link for Emergency Shelter Grant Program. 0) DEFINITIONS: Conversion: a change in the use of a building to an emergency shelter for the homeless, where the cost of conversion and any rehabilitation exceed 75% of the value of the building before conversion. Emergency Shelter: means any facility, the primary purpose of which is to provide temporary or transitional shelter for the homeless in general or for specific populations of the homeless. ESGP: Emergency Shelter Grant Program. HMIS: means Homeless Management Information System. On July 30, 2004, HUD published the Federal Register, Homeless Management Information Systems (HMIS); Data and Technical Standards Final Notice. Homeless: means an individual or family who lacks a fixed, regular, and adequate nighttime residence and an individual who has a primary nighttime residence that is a) supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); b) an institution that provides a temporary residence for individuals intended to be institutionalized; or c) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. Local Cash Funds: includes all cash donated by the city, nonprofit organization, or from other private sources. Do not include any funds derived from any state or federal sources. Include only those funds spent on the emergency shelter projects for which grant monies are to be spent. Local Non -Cash Resources: may include all public, private, and not-for-profit donations made after the date of the grant award to the grantee, including the value of any donated material or building, the value of any lease assigned on a building, any salary paid to staff, the volunteer time valued at $6.55/hour allowed from April 1, 2009 thru July 23, 2009, then increases to $7.25/hour July 24, 2009 forward, or any other local resources. Maior Rehabilitation: rehabilitation that involves costs in excess of 75% of the appraised value of the building before rehabilitation. Other State/Federal Agency Funds: proposal must include a copy of a letter of commitment from the agency administering the state or federal funds, if these funds are used to meet matching requirements. Outcome Performance Measurement System: will enable HUD to collect information on the outcomes of activities funded with ESG monies and aggregate data at the national and local level. A Final Notice was published March 7, 2006. Renovation: rehabilitation that involves costs of 75% or less than the appraised value of the building before rehabilitation. Termination of Assistance: Section 1402(d) Housing and Community Development Act of 1992 amends Section 415 of the Stewart B. McKinney Homeless Assistance Act by adding a subsection that requires that termination of assistance to any individual or family be in accordance with a formal termination process established by the recipient. This addition to the statute states: "If an individual or family who receives assistance... from a recipient violates program requirements, the recipient may terminate assistance in accordance with a formal process established by the recipient that recognizes the rights of individuals affected, which may include a hearing." 3 EXHIBIT A FINANCIAL FISCAL YEAR 2009 EMERGENCY SHELTER GRANT APPLICATION The following information is to be provided by the Applicant (local government) for each proposed service provider agency. SECTION I: GENERAL INFORMATION A. City/County (Grantee) Name: City of Cape Girardeau Executive/County Commissioner: Contact Person & Title: Stephen S. Williams -Housing Assistance Coordinator Street/Box Number: 401 Independence Street City & Zip Code Cape Girardeau Missouri 63703 Phone Number: (573) 339-6326 Fax: (573) 339-6303 Email: swilliamsgcityofcapegirardeau.or B. Service Provider Agency/Organization Responsible for Grant Activities (Sub -grantee) Name: The Salvation Army Contact Person & Title: Major Benjamin Stillwell Street/Box Number: 701 Good Hope Street City and Zip Code: Cape Girardeau, Missouri 63703 Phone Number: (573) 335-7000 Fax: (573) 335-8842 Email: C. ESGP funds requested for total project: $ 40,000.00 Not more than $75,000 or less than $7,500 per grantee (City/County entity). ESGP Entitlement Communities total award will be limited to $50,000 each. D. Indicate type of organization carrying out the activity with an "X" Public Agency Xx Faith Based Non -Profit Other Non -Profit 0 E. Special Characteristics Activity Location Definitions: CDBG Strategy Area - A HUD approved Neighborhood or Community Revitalization Strategy Area (MRSA or CRSA), identified in the State or Entitlement area Consolidated Plan/Annual Action Plan under Section 91.215(e) (2) or Section 91.315(e) (2). (The State of Missouri does not have a HUD approved NRSA or CRSA. If you are applying in a CDBG Entitlement community, please check with local CDBG staff.) Local Target Area - A locally designated non-CDBG Strategy area targeted for assistance. Presidentially Declared Maior Disaster Area - An Area declared a major disaster under Subchapter IV of the Robert T. Stafford Disaster Relief and Emergency Assistance Act. Historic Preservation Area - An area designated for historic preservation by local, state, or federal officials. Brownfield Redevelopment Area - An abandoned, idled, or underused property where expansion or redevelopment is complicated by real or potential environmental contamination. Please indicate the Special Characteristics for the area where the activity is located. CDBG Strategy area Yes ❑ Local Target Area ❑ ,� Presidentially Declared Major Disaster Area ❑ Historic Preservation Area ❑ Brownfield Redevelopment Area ❑ Conversion from Non -Residential to Residential Use ❑ [v F. Indicate type of project(s) and service(s) with "X". You may mark more than one. Emergency shelter facilities XX Vouchers for shelters Drop-in center Food pantry Mental health Alcohol/drug program Transitional shelter Outreach XX Soup kitchen/meal distribution Health care HIV/AIDS services Employment Child care XX Homeless prevention (Rent) XX Other (please list) Utilities SECTION II: ELIGIBILITY (Mark "X" for YES, NO, or Not Applicable (N/A) for the following questions) A. Funds will be obligated by local government no later than 180 days after grant award by the State. B. Obligated funds will be expended by MARCH 31, 2010. C. The proposed non-profit service provider agrees to not discriminate in the provision of assistance on the basis of sex, race, color, religion, national origin, age, handicap veteran or resident status. If statement is true, answer "YES". D. The amount of funds, value of services, buildings, or materials to be provided locally for that project is equal to or greater than that specified in Section I, C of this application. E. The amount of ESGP funds requested for the provision of Essential Support Services, (not including prevention services), does not exceed 30% of the Total ESGP Grant requested. If statement is true, answer "YES." F. The applicant agrees that Emergency Shelter funds will not be used to pay for acquiring a building or land, mortgages, renting commercial or transient accommodations, any administrative costs for rehabilitation inspection services, loan processing or other similar professional services. If statement is true, answer "YES." G. Local government will not use more than 2% of their ESGP award for cost they incur to administer the Emergency Shelter Grant Program. If statement is true, answer "YES." (Service Provider Staff costs included in category of operations) H. If ESGP funds are used for shelter operations and/or essential services, the building will be used as a shelter as long as Federal assistance is received. If statement is true, answer "YES." Yes No N/A ❑ ❑ ❑ ❑ X ❑ ❑ ❑ ❑ X I. If ESGP funds are used for rehabilitation, other than ❑ ❑ , major rehabilitation or conversion, the building will be used as a shelter for at least three years. If statement is true, answer "YES." J. The emergency shelter building will meet local ❑ ❑ government safety and sanitation standards, housing, and building codes after project completion. If statement is true, answer "YES." (Answer N/A if ESGP funds are not used for Rehab.) .n NOTE: If NO is the response to any of the above questions, stop here and do not submit an application. (Exception: D and E, a "NO" answer may be approved by the State under special circumstances.) SECTION III• ELIGIBILITY OF REHABILITATION, CONVERSION AND RENOVATION ACTIVITIES Yes No N A. Does rehabilitation, conversion, or renovation activities involves ❑ El a building on the National Register of Historic Places, located in a Historical District, immediately adjacent to a property listed on the National Register, or deemed to be eligible for inclusion on the National Register by the State Historic Preservation Officer? (Answer N/A if not making improvements on a building with ESGP funds) B. Is the building to be improved owned by an organization with ❑ ❑ religious purposes stated in By-laws, or Articles of Incorporation? (Answer N/A if not making improvements on the building with ESGP funds) C. Will the estimated value of the improvements exceed 75% of the ❑ ❑ appraised value of the building before the improvements is made? (Answer N/A if not making improvements on the building with ESGP funds) D. If you answered YES to C, will your agency provide assurances that the ❑ ❑ building will remain an emergency shelter for the next ten years? (Answer N/A if not making improvements on building with ESGP funds) E. Will the applicant provide assurances that any building or ❑ ❑ M rehabilitation or remodeling project is in compliance with Environmental Protection Requirements of 24 CFR 576.57(e) and 24 CFR Part 58. NOTE: If you answered NO to D or E, please do not submit an application. 7 Yes No N/A K. Homeless individuals will be given assistance ❑ ❑ ;;q obtaining permanent housing, medical and mental health treatment, counseling, and other State and Federal assistance. If statement is true, answer "YES." L. Homeless individuals will be given opportunities ❑ ❑ X to participate in the policy and/or decision making function of the ESG recipient. M. Homeless individuals, to the maximum extent possible, ❑ ❑ will be involved in the operation of the ESG-funded program such as construction, renovation, maintenance, or other related provision of services. NOTE: If NO is the response to any of the above questions, stop here and do not submit an application. (Exception: D and E, a "NO" answer may be approved by the State under special circumstances.) SECTION III• ELIGIBILITY OF REHABILITATION, CONVERSION AND RENOVATION ACTIVITIES Yes No N A. Does rehabilitation, conversion, or renovation activities involves ❑ El a building on the National Register of Historic Places, located in a Historical District, immediately adjacent to a property listed on the National Register, or deemed to be eligible for inclusion on the National Register by the State Historic Preservation Officer? (Answer N/A if not making improvements on a building with ESGP funds) B. Is the building to be improved owned by an organization with ❑ ❑ religious purposes stated in By-laws, or Articles of Incorporation? (Answer N/A if not making improvements on the building with ESGP funds) C. Will the estimated value of the improvements exceed 75% of the ❑ ❑ appraised value of the building before the improvements is made? (Answer N/A if not making improvements on the building with ESGP funds) D. If you answered YES to C, will your agency provide assurances that the ❑ ❑ building will remain an emergency shelter for the next ten years? (Answer N/A if not making improvements on building with ESGP funds) E. Will the applicant provide assurances that any building or ❑ ❑ M rehabilitation or remodeling project is in compliance with Environmental Protection Requirements of 24 CFR 576.57(e) and 24 CFR Part 58. NOTE: If you answered NO to D or E, please do not submit an application. 7 SECTION IV: ESG ELIGIBLE ACTIVITIES To learn more about the federal laws, regulations, and program procedures that apply to the ESG Program, please review the ESG Program Desk Guide at: http://hudhre.info/index.cfm?do=viewEsgDeskguide A. Essential Services 24 CFR 576.3 ESG funds can be used to provide essential services to address the needs of homeless persons living on the street, in emergency shelter or in transitional housing. Essential services can address the immediate needs of the homeless, and can help enable homeless persons become more independent and to secure permanent housing. A.l Eligible Activities Essential services include services concerned with employment, health, drug abuse, and education and may include (but are not limited to): • Assistance in obtaining permanent housing; • Medical and psychological counseling and supervision; • Employment counseling; • Nutritional counseling; • Substance abuse treatment and counseling; • Assistance in obtaining other Federal, State and local assistance including mental health benefits; employment counseling; medical assistance; Veteran's benefits; and income support assistance such as supplemental Security Income benefits, Aid to Families with Dependent Children, General Assistance, and Food Stamps; • Other services such as child care, transportation, job placement and job training; and • Staff salaries necessary to provide the above services. A.2 Ineligible Activities Ineligible essential services costs include: • Existing services and staff (services must be new or provided to more persons) • Salary of case management supervisor when not working directly on participant issues • Advocacy, planning, and organizational capacity building • Staff recruitment/training • Transportation costs not directly associated with service delivery A.3 Limitations on Funding Essential Services The legislation and the regulations both limit the amount of ESG funds that may be spent on essential services (30 percent subject to waiver) and restrict funding to new services or a quantifiable increase in services above the level previously funded. B. Operational Costs 24 CFR 576.21 ESG funds can cover a broad array of emergency shelter and transitional housing operating costs. The legislation and regulations specify various eligible operating costs related to the provision of emergency and transitional housing. B.1 Eligible Activities Operation costs include expenses concerned with operation of a facility, such as: maintenance, operations, insurance, utilities, and furnishings. The term "operating costs" means expenses incurred by a recipient operating a facility assisted under this subtitle with respect to the administration, maintenance, repair, and security of such housing; and utilities, fuels, furnishings, and equipment for such housing. Payment for shelter maintenance, operation, rent, repairs, security, fuel, equipment, insurance, utilities, food, and furnishings. 13.2 Ineligible Activities Ineligible operating or maintenance costs include: • Recruitment or on-going training of staff • Depreciation • Costs associated with the organization rather than the supportive housing project (advertisements, pamphlets about organization, surveys, etc.) • Staff training, entertainment, conferences, or retreats • Public relations or fund raising • Bad debts/late fees • Mortgage payments 13.3 Limitations on Funding Operational Costs Staff salaries (including fringe benefits) paid under the operating costs category is limited to 10 percent of the grant. Maintenance and security salary costs are not subject to the 10 percent standard. For example, a grantee receiving a $75,000 ESG grant would be able to pay only $7,500 (or 10 percent of that amount) for operational staff costs. C. Emergency Shelter Renovation/Rehabilitation/Conversion 24CFR 576.3 Renovation, major rehabilitation, or conversion of buildings for use as emergency shelters for the homeless. C.1 Eligible Costs 24 CFR 576.3 Emergency Shelter Renovation means rehabilitation that involves costs of 75 percent or less of the value of the building before rehabilitation. Major Rehabilitation means rehabilitation that involves costs in excess of 75 percent of the value of the building before rehabilitation. E Conversion means a change in the use of building to an emergency shelter for the homeless under this part, where the cost of conversion and any rehabilitation costs exceed 75 percent of the value of the building after conversion. Value of the building means the monetary value assigned to a building by an independent real estate appraiser, or as otherwise reasonably established by the units of general local government/CAA or the shelter. C.2 Length of Use as an Emergency Shelter Renovation: Continue use as shelter for 3 years. Major Rehabilitation and/or Conversion: Continue use as a shelter for 10 years. During the applicable time period, the level of service to the homeless population being served must be maintained. C.3 Building Standards • Any building for which ESG funding is used for renovation, major rehabilitation, or conversion must meet local government safety and sanitation standards. CA Environmental Review The environmental effects of each approved application when rehabilitation is involved must be assessed in accordance with the National Environmental Policy Act (NEPA) of 1969, and the related authorities listed in HUD's implementing regulations at 24 CFR Part 58. When rehabilitation is involved the unit of general local government will assume the environmental review responsibilities, and the State will assume HUD's functions with regard to the release of funds. The grant award is subject to completion of an environmental review. Environmental Reviews must be completed within 60 days after notification of award. Amounts allocated to the rehabilitation category shall be recaptured for non -submittal of environmental review within 60 days of the award. C.5 Ineligible rehabilitation or renovation cost includes: • Acquisition of real property. • New construction. • Property clearance or demolition. • Rehabilitation administration. • Staff training or fund raising activities associated with rehabilitation. • Building maintenance and repairs (see Operations). D. Homeless Prevention Activities The legislation and the regulations specify a broad array of financial assistance and supportive services that may be provided to help prevent persons from becoming homeless. 10 D.1 Eligible Activities for Homeless Prevention Services 24 CRF 576.3 Efforts to prevent homelessness such as financial assistance to families who have received eviction notices or notices of termination of utility services if — a) the inability of the family to make the required payments is due to a sudden reduction in income; b) the assistance is necessary to avoid the eviction or termination of services; c) there is a reasonable prospect that the family will be able to resume payments within a reasonable period of time; and d) the assistance will not supplant funding for preexisting homelessness prevention activities from other sources. D.2 Documentation of Homelessness ESG recipients are required to maintain adequate documentation of homelessness status to determine the eligibility of persons served by HUD's homeless assistance programs. The documentation is typically obtained from the participant or a third party at the time of referral, entry, intake, or orientation to the ESG-funded project. A copy of the documentation should be maintained in the client file. D.3 Eligible Activities Limitations 24 CFR 576.21 (a) (4) & 24 CFR 576.3 Developing and implementing homeless prevention activities, subject to the limitations in 42 U.S.C. 1 1374(a) (4) and paragraph (c) of this section. Grant funds may be used under this paragraph to assist families that have received eviction notices or notices of termination of utility services only if the conditions stated in 42 U.S.C. 11374(a) (4) are met. Homeless prevention means activities or programs designed to prevent the incidence of homelessness, including (but not limited to): 1. Short-term subsidies to defray rent and utility arrearages for families that have received eviction or utility termination notices; 2. Security deposits or first month's rent to permit a homeless family to move into its own apartment; 3. Mediation programs for landlord -tenant disputes; 4. Legal services programs for the representation of indigent tenants in eviction proceedings; 5. Payments to prevent foreclosure on a home; and 6. Other innovative programs and activities designed to prevent the incidence of homelessness. DA Limitations on Funding Homeless Prevention Activities 24 CFR 576.21 The grantee may not use more than thirty (30) percent of their grant amount for homeless prevention activities. The statutory limitation is not waive -able. The limitation is based on the overall grant to the jurisdiction. An individual recipient's homeless prevention activities are not limited, as long as the total of all recipients' homeless prevention activities does not exceed the 30 percent standard. Limits on the use of assistance for homeless prevention activities established in 42 U.S.C. 11374(a) (4) are applicable even when the unit of local government or territory provides some or all of its grant funds to a nonprofit recipient. 11 D.5 Ineligible Activities Ineligible homeless prevention costs include: • Housing/services to homeless persons • Direct payments to individuals • Long-term assistance beyond several months • Application for Federal Funds or Unprogrammed Funds E. Administrative Costs Units of local government may use up to 2% of the grant for Administrative purposes. E.1 Eligible Administrative Costs include staff costs to operate the program, preparation of progress reports, audits, and monitoring of recipients. E.2 Ineligible Administrative Costs include preparation of funding application(s), conferences or training in professional fields such as accounting and financial management, salary of organization's executive director (except to the extent he/she is involved in carrying out eligible administrative functions). F. Habitability Standards The following are a number of basic standards to ensure that shelter and housing facilities funded through the ESG program are safe, sanitary, and adequately maintained. (Note: Excerpted from 24 CFR 583.300 (b)) • Structure and Materials. The shelter building should be structurally sound to protect residents from the elements and not pose any threat to health and safety of the residents. • Access. The shelter must be accessible, and there should be a second means of exiting the facility in the case of emergency or fire. • Space and Security. Each resident should have adequate space and security for themselves and their belongings. Each resident must have an acceptable place to sleep. • Interior Air Quality. Each room or space within the shelter/facility must have a natural or mechanical means of ventilation. The interior air should be free of pollutants at a level that might threaten or harm the health of residents. • Water Supply. The shelter's water supply should be free of contamination. • Sanitary Facilities. Each resident should have access to sanitary facilities that are in proper operating condition. These facilities should be able to be used in privacy, and be adequate for personal cleanliness and the disposal of human waste. • Thermal Environment. The shelter/facility must have any necessary heating/cooling facilities in proper operating condition. • Illumination and Electricity. The shelter/facility should have adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There should be sufficient electrical sources to permit the safe use of electrical appliances in the shelter. • Food Preparation. Food preparation areas, if any, should contain suitable space and equipment to store, prepare and serve food in a safe and sanitary manner. • Sanitary Conditions. The shelter should be maintained in a sanitary condition. • Fire Safety -Sleeping Areas. There should be at least one working smoke detector in each occupied unit of the shelter facility. In addition, smoke detectors should be located near sleeping areas where possible. The fire alarm system should be designed for a hearing-impaired resident. • Fire Safety -Common Areas. All public areas of the shelter must have at least one working smoke detector. 12 SECTION V: COMMUNITY NEEDS A. Explain the type of service deficiency your project will fulfill. To prevent homelessness by keeping families in their homes by assisting with rent and utilities. Also, by helping homeless families and individuals find housing. B. Explain the impact of this deficiency on your community. Is this a new need, an ongoing need, or a need that has re -surfaced? There is an ongoing need that seems to be getting worse each year. There is an increase for help because of the cost of living expenses and the state of the economy. C. Describe how this need has been addressed in the past, how it is being addressed currently, and why these needs require further attention? In the past, the need was addressed by providing assistance when possible and making referrals and by going over their budget. Currently, this need is addressed the same way. The demand is higher and the money stays the same amount so assistance is provided when necessary. Further attention is needed because of the cost of living expenses and the state of the economy and the increase for help. D. Explain the methodology used to determine that need. An application is taken and an interview is conducted in which proof of income and expenses is required to determine the need. E. Is there other State, local or private agencies with similar programs in the area? If so, how will your program enhance what is currently available in the area? East Missouri Action Agency also assists with Utilities. Community Caring Council assists with Rental & Utility deposits. Fish Volunteers help with food. The Salvation Army supplements the amount that East Missouri Action Agency cannot come up with on Utilities. The Salvation Army provides rental assistance also. The Salvation Army fills in with food assistance when all other resources are used up. 13 F. Shelter Providers Only: Under this program an emergency shelter should be a shelter that does not provide assistance on a long-term basis. These shelters generally should not provide accommodations for more than a few months to the same person. Emergency shelters generally should provide services that will sustain homeless persons through a period of hardship. Example: a) What is the present capacity of your shelter? N/A b) If expansion is planned within the next 12 months, what will be the new capacity when the project is completed? N/A c) Describe the NEEDS of projected service area. Please explain any requests for funding increases. Each year, The Salvation Army in Cape Girardeau sees an increased number of people requesting assisting for its services. The Salvation Army provides immediate help in the following areas: Emergency food, utility assistance, rent assistance, emergency transportation, clothing, furniture, household items, emergency lodging and prescription medicine. If it weren't for the Emergency Shelter Grant, The Salvation Army wouldn't be able to assist many families and individuals as they do. d) List all existing emergency shelters in your city/county area. Show the capacity of these shelters to serve the homeless population and characteristics of the populations served with ESG funds (Include your shelter and population) CHARACTERSITICS SHELTER CAPACITY POPULATION SERVED ABC Emergency Shelter # of Beds/Individuals DV, Families, Men, etc 1. Revival Center 60 Homeless 2. Vision House 12 Faith based program for women who are recovering from substance abuse. 3. Safe House for Women 22 Emergency shelter for women and children who have experienced domestic violence. 4. 5. 6. The Salvation Army does not have an emergency shelter. The Salvation Army provides the majority of the emergency housing to the homeless people by providing hotel vouchers to individuals and families for one night or more, and for families who want to seek permanent housing. Cape Girardeau is located on Interstate 55 and because of this, The Salvation Army provides overnight lodging for families that are transient. 14 SECTION VI: ACTIVITY DESCRIPTION NARRATIVE (Answer all items) A. Activities. Briefly describe the purpose, goals, and scope of the agency providing services to the homeless. The Salvation Army tries to prevent homelessness by assisting to rind housing for individuals and families that have been evicted from their homes or want to settle down in the Cape Girardeau area. 2. Please provide an overview of the ESG funded program. (*Attach a listing of staff, their educational background, and related work experience.) Operations — Transient Lodging program for the homeless and for use in times of crises for individuals and families. Essential Services — Food assistance to help make sure that individuals and families have enough food until their next income is received. Prevention Services — Utility assistance to keep families together and rent assistance to keep families in their homes. The list of the staff is on the following page. 3. Indicate homeless individual role(s) in the operation of the ESG funded program and/or provider's services. The Salvation Army does not have a shelter so the homeless do not have an individual role in the operation of the ESG funded program, however, The Salvation Army does provide services to the homeless through the emergency housing program, the emergency food program and the emergency prescription program. 4. Identify the HMIS your organization is participating in. (*Provide documentation/verification.) The Salvation Army is currently participating in an HMIS called ROSIE and there is a letter of verification attached. 5. Confidentiality Section 832 of the Cranston -Gonzalez National Affordable Housing Act requires that grantees develop procedures to ensure confidentiality of victims of family violence. Indicate below how this requirement will be met to protect victims of family violence in your shelter/provider/organization. Not Applicable. 15 This is a list of all staff, their educational background and related work experience. TR — Caseworker for The Salvation Army for 9 years. Has some college education but has learned a lot over the years as she helped people. She is a fantastic caseworker as she really tries to find a way to help people to become self-sufficient. She is caring and treats everyone the same. JF — Office Manager. She processes the bills for payment and does the reports for the ESGP grant. She has been employed at The Salvation Army for 20 years. Has college education and did the caseworker job before current caseworker. BS — Corps Officer. Approved the bills for payment and approves the ESGP reports to be sent in. Has been an officer of The Salvation Army for 25 years. April 11, 2008 606 East Capitol Avenue Jefferson CGn-, MO 65 1 M issouri association for Social �,, A,'elfare Fa 5�5-635 1648 61 s-lomeless M *ssourianS Information `";'ysten-i °imse£ J2mpleDocume,t5'x�llsr;nde err late:%/r.�c•c _mas ...r %II\Ih/formshndexph} Tina Rodgers Salvation Army Cape Girardeau P.O. Box 802 Cape Girardeau, MO 63701 RE: HMIS Participation Dear Tina, The U.S. Department of Housing and Urban Development (HUD) requires that agencies receiving McKinney- Vento Funding through the Emergency Shelter Grant Program or receiving funding through a Continuum of Care participate in a homeless management information system. In the Missouri Balance of State Continuum of Care this is called the Homeless Missourians Information System (HMIS). This letter is to certify that your agency is currently enrolled in the Missouri Balance of State Continuum of Care's HMIS and currently meet all compliancy standards set forth by HUD and the HMIS Project. We suggest that you maintain this letter as certain funders may request this certification as part of their grant application. Thank you for participating in the Homeless Missourians Information System and for all your hard work with the services you provide. Sincerely, Sandy Wils , Director of HMIS & Special Projects The T1'�elfnre of the (-,eople Sh.# B, the Supreme Late B. Budget Narrative: For each budget category, provide a narrative explanation of how funds will be utilized: 1. Administration: The Department of Social Services is permitted to use 5% of the State's 2008 ESG award for administrative purposes. Federal statute specifies that the State share the amount available with local governments who receive F.SGP awards from the State. As a result, 2% of the amount awarded by the State will be provided to local governments who are participating in the program for administering their grant. Provide description of expected use for this request and the amount needed. (To be completed by City/County) tid A 2. Rehabilitation/Renovation Not Applicable 3. Operations (Note hotel/motel expenses should be included in this category. If providing food, please describe the nature of service.) Hotel/Motel vouchers will be given out for the homeless and for use in times of crises for individuals and/or families. Food assistance is provided through sacks of groceries or hot meals for the homeless and for individuals and/or families in times of crises. 4. Essential Services (Please note that if operating a shelter, food is to be claimed under Operations category.) Not Applicable 5. Homeless Prevention (Indicate what documentation is collected/verified regarding the client's program eligibility) Rent assistance is provided to keep families from being evicted from their homes. An Eviction notice is needed to receive this assistance along with proof of income and expenses. This assistance can also be used for the first month's rent. A copy of the lease and proof of income and expenses are needed to receive this assistance. Utility assistance is provided to also keep families in their homes. A Disconnect Notice along with proof of income and expenses are needed to receive this assistance. 16 INSTRUCTIONS FOR SECTION VII: COST SUMMARY Applicants must fill in items on the Cost Summary Form. Include all available resources; cash, non cash, and other State or Federal grant funds. ENTITLEMENT FUNDS NOT ALLOWED AS MATCHING FUNDS Description of Expenditures A Total ESG Funds Re uested B Local Cash Funds ESG Match C D E Local State or Non -Cash Federal Grant All Funds Funds Other ESG Match ESG Match Funds F Grand Total REHAB- CONVERSION, & x RENOYATION �F u Renovation Major Rehabilitation Conversion SUBTOTAL OPERATIONSa Max 10% staff costs , $8,000.00 ° .�. $10,000.00 18,000.00 Maintenance $7,000.00 7,000.00 Insurance — property only Utilities $13,500.00 13,500.00 Telephone $4,500.00 4,500.00 Furnishings/Appliances Motel/Hotel-Transient Lodging $10,000.00 $11,000.00 $12,656.00 33,656.00 Water, Sewer, Trash Food $5,000.00 $10,000.00 15,000.00 HMIS SUBTOTAL ESSENTIAL SUPPORT Employment Counseling $15,000.00 $54,0.00.00 $10,000.00 $12,656.00 91,656.00 Nutrition Counseling Health/RX Co -Pays Mental Health Counseling Substance Abuse Counseling Education Permanent Housing Referral Transportation Child Care Case Management Referral Salaries to Provide Services SUBTOTAL Client Rent $12,500.00 _ $13,000.00 25,500.00 Mortgage Utilities $12,500.00 $13,000.00 25,500.00 Security Deposits SUBTOTAL $25,000.00 $26,000.00 51,000.00 Staff Costs GRAND TOTAL $4000.00 $80,,0.00.00 $101000.00. $12,656.00„ 142,656.00 17 An Excel version of the Cost Summary page is available on http://www.dss.mo.gov/pr family.htm by clicking on the link for Emergency Shelter Grant Program. 1. List the source of all resources/funds identified on page 17. A. Source of all ESGP Matching Funds available during the ESGP contract period. 1) Cash (Column B) The source of these funds is entirely from local donations. The funds are also used for property upkeep, repairs, insurance for the building, utilities, telephone and the caseworker's salary attributable to the Emergency Assistance Program. 2) Non -Cash (Column C): the value of any non-cash resources including materials, salaries paid by local agency, volunteer labor ($6.55/hour allowed from April 1, 2009, thru July 23, 2009, then increases to $7.25/hour July 24, 2009, forward. Exception: volunteer services such as medical or legal are valued at the usual and customary rate representative of the community), the appraised value of any donated building, or other sort match. The source of the non-cash is volunteers that work in the feeding program and stocking of the food pantry and commodities. We also use donated food in the feeding program and for distribution to needy individuals and families. 3) State and/or Federal (Column D) The Salvation Army uses FEMA funds for transient lodging which is listed in the Operations, Motel/Hotel category. B. Sources of all other resources/funds available during the contract period. (Column E) Not Applicable. C. Letter of Commitment is required when using State/Federal agency grant funds as a match for ESG. Please identify the letter(s) of commitment that are attached. Entitlement funds cannot be used as matching funds by Kansas City, St. Louis City and St. Louis County. Not Applicable. D. Waiver. Section 832 of the Cranston -Gonzalez National Affordable Housing Act makes substantial changes to the Emergency Shelter Grant Program (ESGP) regulations. One change is the elimination of the first $100,000 of the Missouri ESGP match requirements. The Missouri Department of Social Services intends to pass this benefit to units of local government on behalf of the emergency shelter/service providers who demonstrate inability or hardship in meeting the match requirement. Applicants wishing to be considered for a waiver of the match requirement must furnish an explanation of need. Indicate the amount of the match requested waived and the reason why a waiver is needed. 18 APR -6-2009 07:42A FROM:UNITED WAY 573-334-6839 T0:3358842 P.1/1 FEMA -- LOCAL BOARD MEETING March 12, 2009 1:oo p.m. Members present: John McGowan United Way; Sr. Theresa Davey, Catholic Charities; Linda Garner, Safe House for Women; Sam Roethemeyer, Jackson Ministerial Alliance; Tina Rodgers, Salvation Army; Jamie Koehler, American Red Cross; Michael Reitman, Chartwells —Jewish Federationand Kathy Poole, East Missouri Action Agency (via teleconference — Proxy for Keri McCrorey). Following introductions, John addressed the board: Phase 27 funding is $47,188.00, an increase of $11,527 or 32%. 1. One new application was submitted, from the Southeast Missouri Food Bank. A copy of the application was distributed and John read the relevant information for Kathy. z. John made the motion and Pastor Sam seconded that $5,000 (Zo.6%) of Phase 27 dollars be allocated to Southeast Missouri Food Bank — motion passed unanimously. 3. For the remaining $42,188 the board unanimously voted to distribute the funds as follows: a. FISH — $5,906 (12.5%) b. Jackson Ministerial Alliance - $2,533 (5.4%) c. EMAA - $12,656 (z6.81/o) >g r d The Salvation Ariy $,656{z8%) e. Safe House for Women - $8,437 (17.9%) 4. The board unanimously voted Ben Stillwell to continue his excellent job as Chairperson and for John to continue to have signature status. 5. Next meeting TBD. The meeting adjourned at 1:45 p.m. Minutes provided by John McGowan. SECTION VIII: INSTRUCTIONS FOR ESG DATA COLLECTION Please note the following items when completing the ESG Data Collection Form. • Report only on ESGP Services. • Complete each activity section that corresponds with the appropriate category. • Complete proposed data at time of application. At closeout, actual numbers will be required. Actual numbers should be used, not percentages or estimates based on census. DEFINITIONS FOR COMPLETION OF ESG DATA COLLECTION FORM OMB STANDARDS REVISED DEFINITIONS FOR ETHNIC AND RACIAL CATEGORIES ETHNICITY: a) Hispanic or Latino. A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term, "Spanish origin," can be used in addition to "Hispanic or Latino. b) Not Hispanic or Latino. A person not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. RACE: a) American Indian or Alaska Native. A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment. b) Asian. A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. c) Black or African American. A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro' can be used in addition to "Black or African American." d) Native Hawaiian or Other Pacific Islander. A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. e) White. A person having origins in any of the original peoples of Europe, the Middle East or North Africa. 19 MISSOURI FAMILY SUPPORT DIVISION EMERGENCY SHELTER GRANT PROGRAM rVInne MAYA rnr r CrTIr)M ¢IIRVFV F:nP FCC; ACTIVITIFS Applicant: The Salvation Army nfo rnat�n horn beProded ONLY fSl� S e o s Date 04/06/2009 aCe b _ Rehabilitation/Conversion/ Renovation �. _ Comes rtdin yxGv�, D"afaRe . ired:.�; _' � Operations A, C.' Essential Supportive Services A, C (Residential) B, C Non -Residential DATA DATA Collected at time of Collected at time of Application Closeout Prevention B, C . A. Emergency _ ..= bafcome lndicatoFs¥�k, w MNI Annual number of persons served it .� and/or a. Adults Transitional b. Children S h e I to rs c. Total Annual Individual/Single Households' ' a. Unaccompanied 18 and Over Males b. Unaccompanied 18 and Over Females c. Unaccompanied under 18 Males d. Unaccompanied under 18 Females Annual Family Households with Children� Headed b ... _ WM4 :f``x, x a. Single 18 and Over Males b. Single 18 and Over Females c. Single under 18 Males d. Single under 18 Females e. Two Parent 18 and over f. Two Parents Under 18 Annual Family Households with No Children a. Family Household With No children Annual Number of Persons Served for Each Subpopulation (May include overlapping numbers/duplicate persons.) s z L �? _�- a. Chronically Homeless (Emergency Shelter Only) b. Severely Mentally III c. Chronic Substance Abuse d. Other Disability e. Veterans f. Persons With HIV/AIDS g. Victims of Domestic Violence h. Elder/ Actual Number Served in Emergency orz Transitional Shelters by facility pe' *� a. Barracks b. Group/Large House c. Scattered Site Apartment d. Single Family Detached House e. Single Room Occupancy f. Mobile Home/Trailer g. Hotel/Motel h. Other (Describe 20 The Salvation Army Applicant: Date: 04-06-2009 - ei?�ov►c! cdNL1GOt SGf? Seace, faire$ �� °HA formatio Sh uldqg WIT � # h ESGPCo�nfrac KPerlact A rll,i,,<30O9March 31,00 , ;F r ; r = ; Annual number of persons served B. Non - Collected at #im of Application 2'-PCrollected at time�of �^'' � •'` i, _ f 9 ��' Clbseo�it A". ig 3,400 Residential a. Adults Services b. Children 3,000 c. Total Annual Homeless Prevention Indicators 6,400 RB t n F s,-: a. Households that received emergency financial assistance to prevent homelessness b. Households that received emergency C. Ethnicity and Race le al assistance to prevent homelessness Annual number of persons served FXP ., T_UA = trvPAN s N� TrN: -Tilva a. White 3,340 31 b. Black/African American 2,974 c. Asian d. American Indian/Alaskan Native 2 e. Native Hawaiian/Other Pacific Islander f. American Indian/Alaskan Native & White 53 g. Asian & White h. Black/African American & White i. American Indian/Alaskan Native & Black African American j. Other Multi -Racial 21 EXHIBIT A SECTION IX: LOCAL GOVERNMENT GRANTEE EMERGENCY SHELTER GRANTS PROGRAM CERTIFICATIONS BY THE CHIEF EXECUTIVE OFFICER I, Ken Eftink , Chief Executive Officer of the City of Cape Girardeau (city/county name), certify that the City of Cape Girardeau(city/county name) will provide the matching supplemental funds required by the regulation at 24 CFR 576.71. I have attached to this certification a description of the sources and amounts of such supplemental funds. I certify that the Ci of Cape Girardeau (city/county name) will comply with: (1) The requirements of 24 CFR 576.53, concerning the continued use of buildings for which Emergency Shelter Grants are used for rehabilitation or conversion of buildings for use as emergency shelters for the homeless; or when funds are used solely for operating costs or essential services, concerning the population to be served. (2) The building standards requirement of 24 CFR 576.55. (3) The requirements of 24 CFR 576.56, concerning assurances on services and other assistance to the homeless. (4) The requirements of 24 CFR 576.57, other appropriate provisions of 24 CFR Part 576, and other applicable Federal law concerning non-discrimination and equal opportunity; and (5) The requirements of 24 CFR 576.57(e) concerns Environmental Review/Compliance dealing with the provisions of, and regulations and procedures applicable with respect to the environmental review responsibilities under the National Environmental Policy Act of 1969 and related authorities as specified in 24 CFR Part 58. (6) The requirements of 24 CFR 576.59(b) concerning the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. (7) The requirements of 24 CFR 576.59 concerning minimizing the displacement of persons as a result of a project assisted with these funds. (8) The requirements of 24 CFR 576.56(a) and 576.65(b) that grantees develop and implement procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment services under any project assisted under the Emergency Shelter Grant Program and that the address or location of any family violence shelter project assisted with ESG funds will not be made public, except with written authorization of the person or persons responsible for the operation of the shelter. (9) The requirement of that recipients involve, to the maximum extent practicable, homeless individuals and families in constructing, renovating, maintaining, and operating facilities assisted under the Emergency Shelter Grant Program, and in providing services for occupants of these facilities as provided by 24 CFR 576.56(b)(2). (10) The requirements of 24 CFR 576.21(a)(4) which provide that the funding of homeless prevention activities for families that have received eviction notices of termination of utility services meet the following standards: (A) that inability of the family to make the required payments must be the result of a reduction of income; (B) that the assistance must be necessary to avoid eviction of the family or 22 termination of the services to the family; (C) that there must be reasonable prospect that the family will be able to resume payments within reasonable period of time; and (D) that the assistance must not supplant funding for preexisting homeless prevention activities from any other source. (11) The new requirement of the McKinney Act (42 USC 11301) to develop and implement to the maximum - - -- -extent practicable -and- where appropriate, policies- and- protocols for the discharge of _persons from publicly funded institutions or systems of care (such as health care facilities, foster care or other youth facilities, or correction programs and institutions in order to prevent such discharge from immediately resulting in homelessness for such persons. I further understand that State and local governments are primarily responsible for the care of these individuals and that Emergency Shelter Grant funds are not to be used to assist such persons in place of State and local resources (12) The Drug Free Workplace requirements of 24 CFR Part 24 concerning the Drug Free Workplace Act of 1988. (13) HUD's standards for participation in a local Homeless Management Information System (HMIS) and the collection and reporting of client level information. In the event that state laws conflict with the HMIS Final Notice, as determined by an appropriate state government entity, state law will prevail. (14) HUD's Standards for Outcome Performance Measurement. I certify that the submission of applications for Emergency Shelter Grants is authorized under State and/or local law and that the City of Cape Girardeau (city/county government name) possesses legal authority to carry out Emergency Shelter Grants activities in accordance with applicable law and regulations of the Department of Housing and Urban Development including other Federal requirements and the State of Missouri. Additionally, I certify that use of Emergency Shelter Grant amounts will comply with the following requirements: (a) Non-discrimination and Equal Opportunity (1) The requirements of Fair Housing Act (42 U.S.C. 3601-20) and implementing regulations at 24 CFR Part 1001; Executive Order 11063 and implementing regulations at 24 CFR Part 107;and Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d and 2000d-4) implementing regulations issued at 24 CFR Part 1. (2) The requirements of 24 CFR 576.57, the prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101-07) and implementing regulations at 24 CFR Part 146 and the prohibitions against discrimination against handicapped individuals under section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and implementing regulations at 24 CFR Part 8. (3) The requirements of Executive Order 11246 and the regulations issued under the Order at 41 CFR 60. (4) The requirements of section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C. 170lu (see 24 CFR 570.607(b). (5) The requirements of Executive Orders 11625, 12432, and 12138. Consistent with HUD's responsibilities under these orders, the grantee must make efforts to encourage the use of minority and women's business enterprises in connection with activities funded this part; and 6) The requirement that the grantee make known that the use of the facilities and services is available to all on a nondiscriminatory basis. Where the procedures that a grantee or recipient intends to use to make known the availability of such facilities and the Emergency 23 Shelter Grant Program services are unlikely to reach persons with handicaps or persons of any particular race, color, religion, sex, age or national origin who may qualify for such services, the recipient or grantee must establish additional procedures that will ensure that these persons are made aware of the facility and services. Adopt and implement procedures designed to make available to interested persons information concerning the existence and location of services and facilities that are accessible to persons with a handicap. Regulations of 24 CFR 576.57. (b) Lead -Based Paint. The requirements, as applicable, of the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. 4821-4846) and implementing regulations at 24 CFR Part 35; and of 24 CFR Part 576.57. (c) Conflicts of Interest. In addition to conflict of interest requirements in OMB Circulars A-102 and A- 110, no person (1) who is an employee, agent, consultant, officer, or elected or appointed official of the grantee, state recipient, or non-profit recipient (or any designated public agency) that receives Emergency Shelter Grant amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or (2) who is in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds there under, either for him or herself or those with whom he or she has family or business ties, during his or her tenure or for one year thereafter. HUD may grant an exception to this exclusion as provided in 570.61 l(d) and (e) of this chapter. (d) Applicability of OMB Circulars. The policies, guidelines, and requirements of 24 CFR Part 85 and OMB Circular No. A-87, as they relate to the acceptance and use of Emergency Shelter Grant amounts by States and units of general local government, and No. A-110 andA-122 as they relate to the acceptance and use of Emergency Shelter Grant amounts by private non-profit organizations. (e) Use of Debarred Suspended, or Ineligible Contractors. The provision of 24 CFR Part 24 relating to the employment, engagement of services, awarding of contracts, or funding of any contractors or subcontractors during any period of debarment, suspension or placement in ineligibility status. (f) Uniform Federal Accessibility Standards. For major rehabilitation or conversion, the Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A. (g) Illegal Use of Drugs and Alcohol. The recipient and project sponsor conducting activities, funded in whole or in part with McKinney Act funds, to assist the homeless population in this jurisdiction, will administer, in good faith, a policy designed to ensure that the assisted homeless facility is free from the illegal use, possession, or distribution of drugs or alcohol by its beneficiaries. (h) Audit. Acceptance of an Emergency Shelter Grant Program contract requires the grantee and sub grantee(s) to comply with the audit requirements of the new Office of Management and Budget (OMB) Circular A-133, and also acknowledges that pertinent Federal and State representatives shall have access to pertinent records during normal business hours. OMB Circular A-133 revised June 24, 1997, requires Federal award recipients to have independent audits performed if they expend $300,000 or more in Federal funds during their fiscal year. Revisions of OMB Circular A-133 published June 27, 2003 increases the threshold for audit from $300,000 to $500,000. The final revisions are effective for fiscal years ending after December 31, 2003 24 Grant recipients who expend $500,000 or more in Federal funds during their fiscal year should submit a data collection form and reporting package to the OMB Federal Audit Clearinghouse (FAC). This information must be submitted to the FAC within the earlier of: (1) 30 days of receipt of the audit report or (2) Nine months after the end of the audit period. The information from the data collection form is entered into the FAC by the recipient and/or the auditor. In addition, copies of the audits only need to be sent to the cognizant or oversight agency, as designated by the FAC, and to any Federal agency when a finding has been issued, only when findings exist. Local governments are no longer required to send a copy of their audit to the ESG office as audits will be reviewed through the Federal Audit Clearinghouse. (i) Obligation of Grant Funds. The requirement that each State recipient must have its grant amounts obligated (as that term is defined at 576.3 within 180 days of the date on which the State made the grant amounts available to the State recipient. In the case of grants for homeless prevention activities under 576.21(a)(4). State recipients are required to obligate grant amounts within 30 days of the date on which the State made the grant amounts available to the State recipient. (j) Expenditure of Grant Funds. The requirement that each grantee (city/county) recipient must spend all of its grant amounts within 24 months of the date on which the State made the grant amounts available to the State recipient. In the case of grants for homeless prevention activities, State recipients must spend such sums within 180 days of the date on which the State made the grant amounts available to the recipient. (k) Provision of Assistance to Primary Religious Organization. The limitation on assistance at section 576.23 will be met in the use of Emergency Shelter Grant Program funds. (1) Relocation and Acquisition. The requirement that each grantee (city/county government) must comply with acquisition regulations at 576.59 to minimize displacement of persons businesses, nonprofit organizations as a result of project assistance under this program, and to provide relocation assistance for displaced persons. (m) Participation by Faith -Based Organizations. The requirement that each grantee (city/county government) and local sub -recipients must comply with requirements of 24 CFR 576.23 and the Department of Housing and Urban Development Final Rule which was published in the Federal Register of September 30, 2003, concerning participation in HUD programs by faith based organizations providing for equal treatment of all HUD Program Participants. Signature of Chief Executive Officer (Local Government) (SEAL) 25 (Date) 0""Ce cr COMMISSIONER OF INTERNAL REVENUE ^Dc"19 a Acn.r tv MIO 1.[1111 Tp T:R:I RF'W-3 U. S. TREASURY DEPARTMENT WASHINGTON 25 The Salvation AruT C/o Cadwalader, Wickersham and Taft 4.0 Wall Street New York 5, New York Gentlemen: OCT 10 1956. Attention: Mr. H. Gilmer Wells This is in reply to a letter dated August 15-, 1955, from Cadwalad er, Wickersham and Taft, in which they request recon- sideration of our ruling issued on hliy 27, 1955, to The Salva- tion Army, Detroit, Michigan, holding that The Salvation Ax7V is not a church or a convention or association of churches referred to in section 170(b)(1)(A)(i)-of the Internal Revenue Code of 1954, and that -such ruling be revoked. It is also re- quested that a ruling be issued to the effect that the National Headquarters of The Salvation Ax -my and its various comiponents throughout the United States constitute a church or a convention of churches as that term _Js used in section 170(b)(1)(A) of the 1954 Code. It is stated that The Salvation Army is an international unincorporated Christian Church with International Headquarters in London, England; that its churches within the United States are organized into Four Territories under the general super- vision of the National Headquarters in New York City; and that the Territories are further subdivided into 48 Divisions, each of which supervises The Salvation Army churches within a state or a part of a state. The evidence submitted discloses that The Salvation Army has a distinct legal existence, a recognized creed and form of worship, a definite_ and_distinct eeclesia-stical government, a formal code of doctrine and discipline, a distinct religious history, a membership not associated with any church or denomi- nation, a complete organization of ordained ministers minister- ing to their congregations; ordained ministers selected after Completing prescribed courses of btudy, a literature of its e, t— D. 2 -- The Salvation Aril own? established pl,acee of worship, regular congregatiort9, .regular religion, services, Sway schools for the reLigious instruction of the young, and schools for the preparation of its ministers. . It is further stated that in addition to the fundamental, ecclesiastical activities as a Christian Church, Tho Salvation Aruky al.Jo conducts recrcati.onal and avcial pr -05r,0 of the same types as .other churchen or donortiinations, sad that in working with the zpix-ltually disazsoci.ated mea,bers of society The Sal vytion AMY round it necessary to administer to the physice�l needs of thooc whom :Lt brings spiritual. Salvation. For this puxpose it maintaisns shelters for transients, r ehabi-Utation centers for alcoholl.:cs, bones and hospitals. for uzimarried Mather9,- visiting services for those in prison, nurserles..and camps for ChJ-Idren of abandoned mothers, and medicaland dental, Clinics. Such actl',r tiea are under the suporviaion of Salva— tion Army office" Nho are I0I1#._sters of the Gospel, and forte an Sntegral part of the relig=ious program withla the ecclesi _ astzcal orgaxdzation of the Salvation Ax -W. It is further stated ,that The Salvation Awry is recogai.zed as a church or denorniiiatlon by other Christian Churches, and has operated effe-ctiv-ely la close conjunction, with representa- tives of all faiths throughout local, national and tnternatiohal councils of churches and mini-sterial association -j. At the fir -it Assembly of the World Council of Churches .in 1948 five Salvation Army. Comn nders were international representatives, and one was a member of the Central Committee. The Salvation Army is listed-. in the 1955 Yearbook of American Churches, published by the National Council of the Churches of Christ in the U. S. A_ Under section 170(b) (1) (A) of the 1,954 Code, individtua .3 are, allowed an additional deduction of not exceeding 10 percent Of their adjusted groes incomc for contribution madc to a church or a cotiventioa or association of churches to educa- t .oral Organizations referred to in secUon 503(b j (2), and to hospitals ref or ed -to -in soction- 503(b)(5) _ We have held The Salvation Argy and its State... -and Regional organizations and local posts exempt from F'edera.l income tax under the provisions of section 101(6) of the Internal. Revenue Code of 1933, and that contribution made thereto are deduetj,bje by the donors in aarr3.v-ing at their taxable net income in the mazmer and to the extent provided by 3ecti,ot% 23(o) and (q) of the 1939 Code. J 3 - The Salvation Arra Section 101(6) and section 23(o) and (q) of the 1939 Code correspond to section 501(c)(3) and section 170 of the Code of 1954. Based upon the evidence submitted it is the opinion of this office that the National Headquarters of The Salvation Army and its various components throughout the United States constitute a church or a convention or association of churches as that term is used in section 170(b)(1)(A)(i) of the 1954 Code, and contributions made thereto are deductible by individ— ual donors to the extent of the special rule provided in sec- tion 170(b)(1)(A) of the 1954 Code. The ruling dated May 27, 1955, addressed to The Salvation Army, Detroit, Mlchigan kill be revoked. Very truly yours, Assistant Colmiiasioner MISSOURI DEPARTMENT OF SOCIAL SERVICES FAMILY SUPPORT DIVISION 615 HOWERTON CT P.O. BOX 2320 JEFFERSON CITY, MO 65102-2320 EMERGENCY SHELTER GRANT PROGRAM (ESGP) APPLICATION GUIDANCE FINANCIAL FISCAL YEAR 2009 EMERGENCY SHELTER GRANT CHECK LIST To be considered for ESG funds, the application must contain the items detailed below, in the following order: The following information is to be provided by the Applicant (local government) for each proposed service provider agency. Exhibit A: Section I : General Information Section II: Eligibility 42 Section III: Eligibility Rehabilitation, Conversion, and Renovation Activities ,A Section V: Community Needs 9 Section VI: Activity Description Narrative ➢ * List of staff, their educational background, and related work experience ➢ * HMIS documentation/verification Section VII: Cost Summary ➢ * Letter of Commitment for State and/or Federal Match (See page 18) °F Section VIII: ESG Data Collection NSection IX: Local Government Grantee ESG Certification (with signature and City/County seal) * Copy of each nonprofit's tax exempt status under 501 (c)(3) by the IRS * Indicates additional documentation needs to be included in application packet. The application must be postmarked no later than Wednesday, April 24, 2009, and returned to: MISSOURI DEPARTMENT OF SOCIAL SERVICES FAMILY SUPPORT DIVISION ESG PROGRAM ATTN: JAYME ABBOTT P.O. BOX 2320 JEFFERSON CITY, MISSOURI 65102-2320 A PDF version of the Application and an Excel version of the Cost Summary page are available on http://www.dss.mo.gov/pr family.htm by clicking on the link for Emergency Shelter Grant Program. 2 DEFINITIONS: Conversion: a change in the use of a building to an emergency shelter for the homeless, where the cost of conversion and any rehabilitation exceed 75% of the value of the building before conversion. Emergency Shelter: means any facility, the primary purpose of which is to provide temporary or transitional shelter for the homeless in general or for specific populations of the homeless. ESGP: Emergency Shelter Grant Program. HMIS: means Homeless Management Information System. On July 30, 2004, HUD published the Federal Register, _ Homeless Management Information Systems (HMIS); Data and Technical Standards Final Notice. Homeless: means an individual or family who lacks a fixed, regular, and adequate nighttime residence and an individual who has a primary nighttime residence that is a) supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); b) an institution that provides a temporary residence for individuals intended to be institutionalized; or c) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. Local Cash Funds: includes all cash donated by the city, nonprofit organization, or from other private sources. Do not include any funds derived from any state or federal sources. Include only those funds spent on the emergency shelter projects for which grant monies are to be spent. Local Non -Cash Resources: may include all public, private, and not-for-profit donations made after the date of the grant award to the grantee, including the value of any donated material or building, the value of any lease assigned on a building, any salary paid to staff, the volunteer time valued at $6.55/hour allowed from April 1, 2009 thru July 23, 2009, then increases to $7.25/hour July 24, 2009 forward, or any other local resources. Major Rehabilitation: rehabilitation that involves costs in excess of 75% of the appraised value of the building before rehabilitation. Other State/Federal Agency Funds: proposal must include a copy of a letter of commitment from the agency administering the state or federal funds, if these funds are used to meet matching requirements. Outcome Performance Measurement System: will enable HUD to collect information on the outcomes of activities funded with ESG monies and aggregate data at the national and local level. A Final Notice was published March 7, 2006. Renovation: rehabilitation that involves costs of 75% or less than the appraised value of the building before rehabilitation. Termination of Assistance: Section 1402(d) Housing and Community Development Act of 1992 amends Section 415 of the Stewart B. McKinney Homeless Assistance Act by adding a subsection that requires that termination of assistance to any individual or family be in accordance with a formal termination process established by the recipient. This addition to the statute states: "If an individual or family who receives assistance... from a recipient violates program requirements, the recipient may terminate assistance in accordance with a formal process established by the recipient that recognizes the rights of individuals affected, which may include a hearing." EXHIBIT A FINANCIAL FISCAL YEAR 2009 EMERGENCY SHELTER GRANT APPLICATION The following information is to be provided by the Applicant (local government) for each proposed service provider agency. SECTION I: GENERAL INFORMATION A. City/County (Grantee) Name: City of Cape Girardeau Executive/County Commissioner: Contact Person & Title: Street/Box Number: City & Zip Code: Phone Number: Fax: Email: Mr. Steve Williams, Housing Assistance Coordinator 401 Independence Street Cape Girardeau MO 63703 (573) 334-8326 B. Service Provider Agency/Organization Responsible for Grant Activities (Sub -grantee) Name: Safe House for Women, Inc. Contact Person & Title: Linda Garner, Executive Director Street/Box Number: PO Box 1167 City and Zip Code: Cape Girardeau, MO 63702 Phone Number: (573) 335-7745 Fax: (573) 335-0402 Email: director@semosafehouse.org C. ESGP funds requested for total project: $ 7,500.00 Not more than $75,000 or less than $7,500 per grantee (City/County entity). ESGP Entitlement Communities total award will be limited to $50,000 each. D. Indicate type of organization carrying out the activity with an "X" Public Agency Faith Based Non -Profit _X—Other Non -Profit E. Special Characteristics Activity Location Definitions: CDBG Strategy Area - A HUD approved Neighborhood or Community Revitalization Strategy Area (MRSA or CRSA), identified in the State or Entitlement area Consolidated Plan/Annual Action Plan under Section 91.215(e) (2) or Section 91.315(e) (2). (The State of Missouri does not have a HUD approved NRSA or CRSA. If you are applying in a CDBG Entitlement community, please check with local CDBG staff.) Local Target Area - A locally designated non-CDBG Strategy area targeted for assistance. Presidentially Declared Major Disaster Area - An Area declared a major disaster under Subchapter IV of the Robert T. Stafford Disaster Relief and Emergency Assistance Act. Historic Preservation Area - An area designated for historic preservation by local, state, or federal officials. Brownfield Redevelopment Area - An abandoned, idled, or underused property where expansion or redevelopment is complicated by real or potential environmental contamination. Please indicate the Special Characteristics for the area where the activity is located. F. Indicate type of project(s) and service(s) with "X". You may mark more than one. X Emergency shelter facilities Vouchers for shelters Drop-in center Food pantry Mental health Alcohol/drug program Child care Other (please list) 5 Transitional shelter Outreach Soup kitchen/meal distribution Health care HIV/AIDS services Employment Homeless prevention Yes No CDBG Strategy area ❑ A] Local Target Area ❑LOW Presidentially Declared Major Disaster Area ❑ IN Historic Preservation Area ❑ X Brownfield Redevelopment Area ❑ VSJ Conversion from Non -Residential to Residential Use ❑ N F. Indicate type of project(s) and service(s) with "X". You may mark more than one. X Emergency shelter facilities Vouchers for shelters Drop-in center Food pantry Mental health Alcohol/drug program Child care Other (please list) 5 Transitional shelter Outreach Soup kitchen/meal distribution Health care HIV/AIDS services Employment Homeless prevention SECTION II: ELIGIBILITY (Mark "X" for YES, NO, or Not Applicable (N/A) for the following questions) A. Funds will be obligated by local government no later than 180 days after grant award by the State. - B. Obligated funds will be expended by MARCH 31, 2010. C. The proposed non-profit service provider agrees to not discriminate in the provision of assistance on the basis of sex, race, color, religion, national origin, age, handicap veteran or resident status. If statement is true, answer "YES". D. The amount of funds, value of services, buildings, or materials to be provided locally for that project is equal to or greater than that specified in Section I, C of this application. E. The amount of ESGP funds requested for the provision of Essential Support Services, (not including prevention services), does not exceed 30% of the Total ESGP Grant requested. If statement is true, answer "YES." F. The applicant agrees that Emergency Shelter funds will not be used to pay for acquiring a building or land, mortgages, renting commercial or transient accommodations, any administrative costs for rehabilitation inspection services, loan processing or other similar professional services. If statement is true, answer "YES." G. Local government will not use more than 2% of their ESGP award for cost they incur to administer the Emergency Shelter Grant Program. If statement is true, answer "YES." (Service Provider Staff costs included in category of operations) H. If ESGP funds are used for shelter operations and/or essential services, the building will be used as a shelter as long as Federal assistance is received. If statement is true, answer "YES." I. If ESGP funds are used for rehabilitation, other than major rehabilitation or conversion, the building will be used as a shelter for at least three years. If statement is true, answer "YES." Yes No N/A �■ ■ �N1W 71 M■■I /1 ■ ■ J. The emergency shelter building will meet local ❑ ❑ government safety and sanitation standards, housing, and building codes after project completion. If statement is true, answer "YES." (Answer N/A if ESGP funds are not used for Rehab.) 0 K. Homeless individuals will be given assistance obtaining permanent housing, medical and mental health treatment, counseling, and other State and Federal assistance. If statement is true, answer "YES." L. Homeless individuals will be given opportunities to participate in the policy and/or decision making function of the ESG recipient. M. Homeless individuals, to the maximum extent possible, will be involved in the operation of the ESG-funded program such as construction, renovation, maintenance, or other related provision of services. Yes No N/A ® ❑ ❑ ■ ■ 30 US WN1 NOTE: If NO is the response to any of the above questions, stop here and do not submit an application. (Exception: D and E, a "NO" answer may be approved by the State under special circumstances.) SECTION III: ELIGIBILITY OF REHABILITATION, CONVERSION AND RENOVATION ACTIVITIES A. Does rehabilitation, conversion, or renovation activities involves a building on the National Register of Historic Places, located in a Historical District, immediately adjacent to a property listed on the National Register, or deemed to be eligible for inclusion on the National Register by the State Historic Preservation Officer? (Answer N/A if not making improvements on a building with ESGP funds) B. Is the building to be improved owned by an organization with religious purposes stated in By-laws, or Articles of Incorporation? (Answer N/A if not making improvements on the building with ESGP funds) C. Will the estimated value of the improvements exceed 75% of the appraised value of the building before the improvements is made? (Answer N/A if not making improvements on the building with ESGP funds) D. If you answered YES to C, will your agency provide assurances that the building will remain an emergency shelter for the next ten years? (Answer N/A if not making improvements on building with ESGP funds) E. Will the applicant provide assurances that any building or rehabilitation or remodeling project is in compliance with Environmental Protection Requirements of 24 CFR 576.57(e) and 24 CFR Part 58. NOTE: If you answered NO to D or E, please do not submit an application. 7 Yes No N/A ❑ ® ❑ ■ �M MUM ■ ■ �4 SECTION IV: ESG ELIGIBLE ACTIVITIES To learn more about the federal laws, regulations, and program procedures that apply to the ESG Program, please review the ESG Program Desk Guide at: http://hudhre.info/index.cfin?do==viewEsgDeskguide A. Essential Services 24 CFR 576.3 ESG funds can be used to provide essential services to address the needs of homeless persons living on the street, in emergency shelter or in transitional housing. Essential services can address the immediate needs of the homeless, and can help enable homeless persons become more independent and to secure permanent housing. A.1 Eligible Activities Essential services include services concerned with employment, health, drug abuse, and education and may include (but are not limited to): • Assistance in obtaining permanent housing; • Medical and psychological counseling and supervision; • Employment counseling; • Nutritional counseling; • Substance abuse treatment and counseling; • Assistance in obtaining other Federal, State and local assistance including mental health benefits; employment counseling; medical assistance; Veteran's benefits; and income support assistance such as supplemental Security Income benefits, Aid to Families with Dependent Children, General Assistance, and Food Stamps; • Other services such as child care, transportation, job placement and job training; and • Staff salaries necessary to provide the above services. A.2 Ineligible Activities Ineligible essential services costs include: • Existing services and staff (services must be new or provided to more persons) • Salary of case management supervisor when not working directly on participant issues • Advocacy, planning, and organizational capacity building • Staff recruitment/training • Transportation costs not directly associated with service delivery A.3 Limitations on Funding Essential Services The legislation and the regulations both limit the amount of ESG funds that may be spent on essential services (30 percent subject to waiver) and restrict funding to new services or a quantifiable increase in services above the level previously funded. B. Operational Costs 24 CFR 576.21 ESG funds can cover a broad array of emergency shelter and transitional housing operating costs. The legislation and regulations specify various eligible operating costs related to the provision of emergency and transitional housing. B.1 Eligible Activities Operation costs include expenses concerned with operation of a facility, such as: maintenance, operations, insurance, utilities, and furnishings. • The term "operating costs" means expenses incurred by a recipient operating a facility assisted under this subtitle with respect to the administration, maintenance, repair, and security of such housing; and utilities, fuels, furnishings, and equipment for such housing. • Payment for shelter maintenance, operation, rent, repairs, security, fuel, equipment, insurance, utilities, food, and furnishings. B.2 Ineligible Activities Ineligible operating or maintenance costs include: • Recruitment or on-going training of staff • Depreciation • Costs associated with the organization rather than the supportive housing project (advertisements, pamphlets about organization, surveys, etc.) • Staff training, entertainment, conferences, or retreats • Public relations or fund raising • Bad debts/late fees • Mortgage payments B.3 Limitations on Funding Operational Costs Staff salaries (including fringe benefits) paid under the operating costs category is limited to 10 percent of the grant. Maintenance and security salary costs are not subject to the 10 percent standard. For example, a grantee receiving a $75,000 ESG grant would be able to pay only $7,500 (or 10 percent of that amount) for operational staff costs. C. Emergency Shelter Renovation/Rehabilitation/Conversion 24CFR 576.3 Renovation, major rehabilitation, or conversion of buildings for use as emergency shelters for the homeless. CA Eligible Costs 24 CFR 576.3 Emergency Shelter Renovation means rehabilitation that involves costs of 75 percent or less of the value of the building before rehabilitation. Major Rehabilitation means rehabilitation that involves costs in excess of 75 percent of the value of the building before rehabilitation. E • Conversion means a change in the use of building to an emergency shelter for the homeless under this part, where the cost of conversion and any rehabilitation costs exceed 75 percent of the value of the building after conversion. • Value of the building means the monetary value assigned to a building by an independent real estate appraiser, or as otherwise reasonably established by the units of general local government/CAA or the shelter. C.2 Length of Use as an Emergency Shelter Renovation: Continue use as shelter for 3 years. Major Rehabilitation and/or Conversion: Continue use as a shelter for 10 years. During the applicable time period, the level of service to the homeless population being served must be maintained. C.3 Building Standards • Any building for which ESG funding is used for renovation, major rehabilitation, or conversion must meet local government safety and sanitation standards. CA Environmental Review The environmental effects of each approved application when rehabilitation is involved must be assessed in accordance with the National Environmental Policy Act (NEPA) of 1969, and the related authorities listed in HUD's implementing regulations at 24 CFR Part 58. When rehabilitation is involved the unit of general local government will assume the environmental review responsibilities, and the State will assume (-IUD's functions with regard to the release of funds. The grant award is subject to completion of an environmental review. Environmental Reviews must be completed within 60 days after notification of award. Amounts allocated to the rehabilitation category shall be recaptured for non -submittal of environmental review within 60 days of the award. C.5 Ineligible rehabilitation or renovation cost includes: • Acquisition of real property. • New construction. • Property clearance or demolition. • Rehabilitation administration. • Staff training or fund raising activities associated with rehabilitation. • Building maintenance and repairs (see Operations). D. Homeless Prevention Activities The legislation and the regulations specify a broad array of financial assistance and supportive services that may be provided to help prevent persons from becoming homeless. 10 D.1 Eligible Activities for Homeless Prevention Services 24 CRF 576.3 Efforts to prevent homelessness such as financial assistance to families who have received eviction notices or notices of termination of utility services if — a) the inability of the family to make the required payments is due to a sudden reduction in income; b) the assistance is necessary to avoid the eviction or termination of services; c) there is a reasonable prospect that the family will be able to resume payments within a reasonable period of time; and d) the assistance will not supplant funding for preexisting homelessness prevention activities from other sources. D.2 Documentation of Homelessness ESG recipients are required to maintain adequate documentation of homelessness status to determine the eligibility of persons served by HUD's homeless assistance programs. The documentation is typically obtained from the participant or a third party at the time of referral, entry, intake, or orientation to the ESG-funded project. A copy of the documentation should be maintained in the client file. D.3 Eligible Activities Limitations 24 CFR 576.21 (a) (4) & 24 CFR 576.3 Developing and implementing homeless prevention activities, subject to the limitations in 42 U.S.C. 11374(a) (4) and paragraph (c) of this section. Grant funds may be used under this paragraph to assist families that have received eviction notices or notices of termination of utility services only if the conditions stated in 42 U.S.C. 11374(a) (4) are met. Homeless prevention means activities or programs designed to prevent the incidence of homelessness, including (but not limited to): 1. Short-term subsidies to defray rent and utility arrearages for families that have received eviction or utility termination notices; 2. Security deposits or first month's rent to permit a homeless family to move into its own apartment; 3. Mediation programs for landlord -tenant disputes; 4. Legal services programs for the representation of indigent tenants in eviction proceedings; 5. Payments to prevent foreclosure on a home; and 6. Other innovative programs and activities designed to prevent the incidence of homelessness. DA Limitations on Funding Homeless Prevention Activities 24 CFR 576.21 The grantee may not use more than thirty (30) percent of their grant amount for homeless prevention activities. The statutory limitation is not waive -able. The limitation is based on the overall grant to the jurisdiction. An individual recipient's homeless prevention activities are not limited, as long as the total of all recipients' homeless prevention activities does not exceed the 30 percent standard. Limits on the use of assistance for homeless prevention activities established in 42 U.S.C. 11374(a) (4) are applicable even when the unit of local government or territory provides some or all of its grant funds to a nonprofit recipient. 11 D.5 Ineligible Activities Ineligible homeless prevention costs include: • Housing/services to homeless persons • Direct payments to individuals • Long-term assistance beyond several months • Application for Federal Funds or Unprogrammed Funds E. Administrative Costs Units of local government may use up to 2% of the grant for Administrative purposes. E.1 Eligible Administrative Costs include staff costs to operate the program, preparation of progress reports, audits, and monitoring of recipients. E.2 Ineligible Administrative Costs include preparation of funding application(s), conferences or training in professional fields such as accounting and financial management, salary of organization's executive director (except to the extent he/she is involved in carrying out eligible administrative functions). F. Habitability Standards The following are a number of basic standards to ensure that shelter and housing facilities funded through the ESG program are safe, sanitary, and adequately maintained. (Note: Excerpted from 24 CFR 583.300 (b)) • Structure and Materials. The shelter building should be structurally sound to protect residents from the elements and not pose any threat to health and safety of the residents. • Access. The shelter must be accessible, and there should be a second means of exiting the facility in the case of emergency or fire. • Space and Security. Each resident should have adequate space and security for themselves and their belongings. Each resident must have an acceptable place to sleep. • Interior Air Quality. Each room or space within the shelter/facility must have a natural or mechanical means of ventilation. The interior air should be free of pollutants at a level that might threaten or harm the health of residents. • Water Supply. The shelter's water supply should be free of contamination. • Sanitary Facilities. Each resident should have access to sanitary facilities that are in proper operating condition. These facilities should be able to be used in privacy, and be adequate for personal cleanliness and the disposal of human waste. • Thermal Environment. The shelter/facility must have any necessary heating/cooling facilities in proper operating condition. • Illumination and Electricity. The shelter/facility should have adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There should be sufficient electrical sources to permit the safe use of electrical appliances in the shelter. • Food Preparation. Food preparation areas, if any, should contain suitable space and equipment to store, prepare and serve food in a safe and sanitary manner. • Sanitary Conditions. The shelter should be maintained in a sanitary condition. • Fire Safety -Sleeping Areas. There should be at least one working smoke detector in each occupied unit of the shelter facility. In addition, smoke detectors should be located near sleeping areas where possible. The fire alarm system should be designed for a hearing-impaired resident. • Fire Safety -Common Areas. All public areas of the shelter must have at least one working smoke detector. 12 SECTION V: COMMUNITY NEEDS A. Explain the type of service deficiency your project will fulfill. ESGP funds will be used to support day-to-day operational support services to address the needs of women and children who are homeless due to domestic violence. Funds will be used to meet the immediate needs of clients, including provision of safe shelter, food, and shelter support services. B. Explain the impact of this deficiency on your community. Is this a new need, an ongoing need, or a need that has re -surfaced? The need for emergency shelter for women and children who have experienced domestic violence is not a new deficiency in our community. The need is ongoing. Women and children need a safe refuge from an abusive situation and the support services that accompany shelter so that they can establish a life free from the violence and abuse. C. Describe how this need has been addressed in the past, how it is being addressed currently, and why these needs require further attention? Safe House for Women began in 1991. The shelter currently provides shelter and support services for up to 22 women and children. Demand for shelter remains constant. Our length of stay varies with an average of 26 days for the 2008 calendar year. Our minimum stay is overnight and the maximum has been 9 months. D. Explain the methodology used to determine that need. In 2008, our agency responded to over 650 crisis hotline calls. We provided residential emergency shelter to 108 women and 96 children/youth. Our agency provided 4707 meals. Due to lack of bed space, we referred 34 women to other shelters or provided these individuals with lodging in local hotels. Trends during 2008 indicate that clients have complex need and require more intensive case management to establish independence. 13 E. Is there other State, local or private agencies with similar programs in the area? If so, how will your program enhance what is currently available in the area? Safe House for Women is the only agency specifically designated for women and children who have experienced domestic violence. F. Shelter Providers Only: Under this program an emergency shelter should be a shelter that does not provide assistance on a long-term basis. These shelters generally should not provide accommodations for more than a few months to the same person. Emergency shelters generally should provide services that will sustain homeless persons through a period of hardship. a) What is the present capacity of your shelter? 22 b) If expansion is planned within the next 12 months, what will be the new capacity when the project is completed? 35 c) Describe the NEEDS of projected service area. Please explain any requests for funding increases. Safe House for Women is not requesting an increase in funding over last year's level. Our facility has been operational since 1991 as an emergency temporary shelter for victims of domestic abuse. We offer a comprehensive slate of services including shelter, counseling, case management, court advocacy, and a children's program. All services are free of charge. d) List all existing emergency shelters in your city/county area. Show the capacity of these shelters to serve the homeless population and characteristics of the populations served with ESG funds (Include your shelter and population) CHARACTERSITICS SHELTER CAPACITY POPULATION SERVED Example: ABC Emergency Shelter # of Beds/Individuals DV, Families, Men, etc 1. Revival Center 60 homeless 2. Salvation Army Hotel vouchers are provided to homeless individuals and families. 14 3. Mended Hearts Faith -based program for women who are recovering from substance abuse 4. Safe House for Women 22 -bed emergency shelter for women and children who have experienced domestic violence 15 SECTION VI: ACTIVITY DESCRIPTION NARRATIVE (Answer all items) A. Activities. 1. Briefly describe the purpose, goals, and scope of the agency providing services to the homeless. The mission of our agency is to stop domestic violence and help survivors regain a sense of their strength, power, and independence. Our purpose is to stop the cycle of domestic violence by (1) providing safe refuge and support services to women and children; (2) increase awareness in our community and the prevalence of violence; (3) advocate social change and system reform on behalf of abused women and children so that they may live a life free of abuse. 2. Please provide an overview of the ESG funded program. (*Attach a listing of staff, their educational background, and related work experience.) The ESG funded program will provide shelter and offset operational costs associated with provision of services to homeless women and children. A list of Safe House for Women personnel is attached. Indicate homeless individual role(s) in the operation of the ESG funded program and/or provider's services. Safe House for Women seeks input/feedback from our clients. Clients are asked for their input during their residence at the shelter through "house meetings" each evening. All clients also receive a satisfaction survey written questionnaire that asks for their perceptions about the quality and comprehensiveness of our services. Clients are encouraged to provide suggestions on how we can improve or expand our services. 4. Identify the HMIS your organization is participating in. (*Provide documentation/verification.) Safe House for Women does not currently participate in the HMIS database because of our classification as a domestic violence shelter. We do, however, participate in the annual 16 Missouri homeless point -in -time count during which we submit information in aggregate about our clients. 5. Confidentiality Section 832 of the Cranston -Gonzalez National Affordable Housing Act requires that grantees develop procedures to ensure confidentiality of victims of family violence. Indicate below how this requirement will be met to protect victims of family violence in your shelter/provider/organization. See Attached Confidentiality Agreement B. Budget Narrative: For each budget category, provide a narrative explanation of how funds will be utilized: 1. Administration: The Department of Social Services is permitted to use 5% of the State's 2008 ESG award for administrative purposes. Federal statute specifies that the State share the amount available with local governments who receive ESGP awards from the State. As a result, 2% of the amount awarded by the State will be provided to local governments who are participating in the program for administering their grant. Provide description of expected use for this request and the amount needed. (To be completed by City/County) Not Applicable 2. Rehabilitation/Renovation Not Applicable 3. Operations (Note hotel/motel expenses should be included in this category. Ifproviding food, please describe the nature of service) Funds requested for Operations will be used to offset the costs of shelter maintenance, utilities, water, sewer, and trash pick up. Funds will also be used to offset the costs of groceries for the shelter residents. Groceries purchased consist of eggs, bread, milk, and basic food staples. 17 4. Essential Services (Please note that if operating a shelter, food is to be claimed under Operations category.) Not applicable. 5. Homeless Prevention (Indicate what documentation is collected/verified regarding the client's program eligibility.) Not Applicable 18 INSTRUCTIONS FOR SECTION VII: COST SUMMARY Applicants must fill in items on the Cost Summary Form. Include all available resources; cash, non cash, and other State or Federal grant funds. ENTITLEMENT FUNDS NOT ALLOWED AS MATCHING FUNDS Description of Expenditures A Total ESG Funds Requested B C Local Local Cash Non -Cash Funds Funds ESG Match ESG Match D State or Federal Grant Funds ESG Match E F All Other Grand Funds Total REHAB,. CONVERSION, & .. RENOTIATlO1V Renovation Major Rehabilitation Conversion SUBTOTAL -0- �x `OPERATIONSA' x Max 10% staff costs Maintenance $400 -0- -0- -0- -0- $400 Insurance — property only Utilities $4500 -0- -0- -0- -0- $4500 Telephone Furnishings/Appliances Motel/Hotel Water, Sewer, Trash $1600 -0- -0- -0- -0- $1600 Food $1000 -0- -0- -0- -0- $1000 HMIS SUBTOTAL $7500 -0- -0- -0- -0- $7500 ESSENTIAL S`F�PPORT _�,.. b ` _ r Employment Counseling Nutrition Counseling Health/RX Co -Pays Mental Health Counseling Substance Abuse Counseling Education Permanent Housing Referral Transportation Child Care Case Management Referral Salaries to Provide Services SUBTOTAL -0- -0- -0- - -0- -0- -0- 0- RYICES'° v 4 US Client Rent Mortgage Utilities Security Deposits SUBTOTAL -0- -0- -0- -0- -0- -0- DMIN2/L©cal Gov t OnZ Staff Costs GRAND TOTAL $7500 -0- -0- -0- -0- $7500 19 An Excel version of the Cost Summary page is available on http://www.dss.mo.gov/pr family.htm by clicking on the link for Emergency Shelter Grant Program. 1. List the source of all resources/funds identified on page 17. A. Source of all ESGP Matching Funds available during the ESGP contract period. 1) Cash (Column B) Safe House for Women is requesting a waiver for matched funds. If the request for the waiver is denied, cash funds will come from individual donations, corporate and civic organization contributions. 2) Non -Cash (Column C): the value of any non-cash resources including materials, salaries paid by local agency, volunteer labor ($6.55/hour allowed from April 1, 2009, thru July 23, 2009, then increases to $7.25/hour July 24, 2009, forward. Exception: volunteer services such as medical or legal are valued at the usual and customary rate representative of the community), the appraised value of any donated building, or other sort match. Not Applicable 3) State and/or Federal (Column D) Not Applicable B. Sources of all other resources/funds available during the contract period. (Column E) Missouri Department of Public Safety (VOCA, STOP VAWA, SSVF) United Way Cape Girardeau County Mental Health Board Department of Family Services (federal and state funds) C. Letter of Commitment is required when using State/Federal agency grant funds as a match for ESG. Please identify the letter(s) of commitment that are attached. Entitlement funds cannot be used as matching funds by Kansas City, St. Louis City and St. Louis County. Not applicable. D. Waiver. Section 832 of the Cranston -Gonzalez National Affordable Housing Act makes substantial changes to the Emergency Shelter Grant Program (ESGP) regulations. One change is the elimination of the first $100,000 of the Missouri ESGP match requirements. 20 The Missouri Department of Social Services intends to pass this benefit to units of local government on behalf of the emergency shelter/service providers who demonstrate inability or hardship in meeting the match requirement. Applicants wishing to be considered for a waiver of the match requirement must furnish an explanation of need. Indicate the amount of the match requested waived and the reason why a waiver is needed. See Attached Request for Waiver of Matched Funds See Attached Confidentiality Policy for Safe House for Women SECTION VIII: INSTRUCTIONS FOR ESG DATA COLLECTION Please note the following items when completing the ESG Data Collection Form. • Report only on ESGP Services. • Complete each activity section that corresponds with the appropriate category. • Complete proposed data at time of application. At closeout, actual numbers will be required. Actual numbers should be used, not percentages or estimates based on census. DEFINITIONS FOR COMPLETION OF ESG DATA COLLECTION FORM OMB STANDARDS REVISED DEFINITIONS FOR ETHNIC AND RACIAL CATEGORIES ETHNICITY: a) Hispanic or Latino. A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term, "Spanish origin," can be used in addition to "Hispanic or Latino. b) Not Hispanic or Latino. A Iperson not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. RACE: a) American Indian or Alaska Native. A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment. b) Asian. A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. c) Black or African American. A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro' can be used in addition to "Black or African American." d) Native Hawaiian or Other Pacific Islander. A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. e) White. A person having origins in any of the original peoples of Europe, the Middle East or North Africa. 21 MISSOURI FAMILY SUPPORT DIVISION EMERGENCY SHELTER GRANT PROGRAM FY2009 — DATA COLLECTION SURVEY FOR ESG ACTIVITIES Applicant: Safe House for Women, Inc. Date: 03/30/2009 �'t �io�ha�lld be Provided ONLY �N ESGP�Servtcesfor � r : x`��t�e ECR Gontrac�Rerlod A r#1`'l, 209 ,: March -:31, 20'0 � � ; F, Rehabilitation/Conversion/ A, C Renovation Operations A, C Essential Supportive Services A, C (Residential) B, C Non -Residential B, C DATA Collected at time of Application DATA Collected at time of Closeout Prevention Ac#ori__.' . Outcorie Indicators SEEM :ACTt)i4L . ., A. Emergency and/or Transitional Shelters Annual number of persons served � - - ���z ��� a. Adults 100 b. Children 75 c. Total 175 rr Annual Individual/Single Households _ rx a. Unaccompanied 18 and Over Males -0- b. Unaccompanied 18 and Over Females 50 c. Unaccompanied under 18 Males -0- d. Unaccompanied under 18 Females 5 Annual Family Households with Children Headed by... ��.. . a. Single 18 and Over Males -0- b. Single 18 and Over Females 45 c. Single under 18 Males 0 d. Single under 18 Females 0- e. Two Parent 18 and over -0- f. Two Parents Under 18 -0- Annual Family Households with No Children a. Family Household With No children -0- Annual Number of Persons Served for Each y Subpopulation (May include overlapping numbers/duplicate persons.)- .- a. Chronically Homeless (Emergency Shelter Only) 0 b. Severely Mentally III 20 c. Chronic Substance Abuse 32 d. Other Disability 5 e. Veterans 5 f. Persons With HIV/AIDS 5 g. Victims of Domestic Violence - 175 h. Elderly 5 Actual Number Served in Emergency or Transitional Shelters by facility pe a. Barracks -0- b. Group/Large House 175 c. Scattered Site Apartment -0- d. Single Family Detached House -0- e. Single Room Occupancy -0- f. Mobile Home/Trailer -0- g. 20 h. Other (Describe 1 -0- 22 Safe House for Women, Inc. Applicant: Date: 3126109 Information Should be Proutdeci ONLY ON ESGP Services f the ESGP Coritractertacf April 1, 2009 -March 31, 2010 �.: DATA DA�lft� Gillected at time of Application Collette -0# , Closeout B. Non_ Annual number of persons served a. Adults N/A Residential b. Children WA Services c. Total -.,. Annual Homeless Prevention IndicatorsOw _.4�Iff a. Households that received emergency financial assistance to prevent N/A homelessness b. Households that received emergency N/A legal assistance to prevent homelessness C. Ethnicity and Race Annual number of persons served �Y SP ©HISPNtCE A�' a. White 131 b. Black/African American 39 c. Asian -0- d. American Indian/Alaskan Native -0- e. Native Hawaiian/Other Pacific Islander -0- f. American Indian/Alaskan Native & White -0- 9. & White -0- h. Black/African American & White -0- i. American Indian/Alaskan Native & Black African o American I. Other Multi -Racial 5 23 DISTRICT 1 iIRSTOR P.0 BOX A-090 DF'D cc CHICAGO;: IL 60690 Date: MAY 2 4 1991 SAFE HOUSE FOR WOMEN INC 2110 WOODHAVEN P 0 BOX 1167 CAPC GIRARDEAU, M0 63702 Dear Applicant: Employer Identification Dumber: 43-1557403 Contact Person:. MS. Y. ABSTOD Contact Telephone Number: (312) 836-1278 Accounting Period Ending: December 31 Form 990 Required: Yes Addendum Applies: DLJ Eased on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c) ('2). We have further determined that you are not a private foundation "ithin the meaning of -section 509(a) of the Cade, because you are an organization described in sections 509(a) (1) and 170(b) (1) (A) (vi). if your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend- ment to your organizational document or bylaws, please send us a copy of the amended document or bylaws_ Also, you should inform us of al changes in your name or address. As of January 19 19247 you are 1iab1e for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions ab6ut excise, employment, or ether Federal taxes, please let us knew. Granters and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a) (1) status, a grantor or contributor may Pot rely on this determination if he or she was in part responsible for, or was aware of, the act or fa i lure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that; the Internal Revenue Service had given notice that you would no longer be classified as a sgction 509(a)(1) organization. Letter 947(DO/CG) SAFE HOUSE FOR WOMEN INC Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfersi or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of Cede sections 20551 2106, and 2522. Contribution deductions are allowable to donors only to the extent that their contributions are gifts, with no consideration received. Ticket pur- chases and similar payments in conjunction with fundraising events may not necessarily.qualify as deductible contributions, depending on the circum- stances. See Revenue Ruling 67-240 published in Cumulative Bulletin 1967-29 on page 100 which sets forth guidelines regarding the deductibility, as chari- table contributions, of payments made by taxpayers for admission to or ether participation in fundraising activities for charity. In the heading of this ietter we have indicated whether you must fife Form 9901 Return of Organization Exempt Froiii Income Tax. If Yes is indicated, you are required to file Form 990 only if your gross receipts each year are normally more than $20000. However, if you receive a Form 990 package in the mail, please file the return even if you do not exceed the gross receipts test. If you are not required to file, simply attach the label provided, check the box, in the heading to indicate that your annual gross receipts are normally $25000 or less, and sign the return. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $10 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $0000 or 5 per- cent of your gross receipts for the year, whichever is less. This penalty may also be charged if a return is not complete, so please be sure your return is complete before you file it. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-0 Exempt Organization business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number- was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. In accordance with section 508(a) of the Cede, the effective_ date of this determination letter is August 227 1990. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c)(3) of the Code. To assure your Letter 947(DO/CG) SAFE HOUSE FOR WOMEN INC J - continued exemptions you should maintain records to show that funds are expended only for those purposes. If you distribute funds to ether organ i zat i cans, your records should show whether they are exempt under section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), there should be evidence that the funds will remain dedicated to the required purposes and that they will be used for those purposes by the recipient. If distributions are made to individuals: case histories regarding the recipients should be kept showing names, addresses, purposes of awards, manner of selection, relationship (if any) to members, officers, trustees or donors of funds to you, so that any and all distributions made to individuals can be substantiated upon request by the Internal Revenue Service. (Revenue Ruling 56-300 C.B. 1956-:21 page 306.) If we have. .i.ndicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this Ietter. Because this letter -could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are s=hown in the heading of this letter. Sincerely yours, R. S. Wintrode, Jr. District Director Letter 947(DO/CG) f -WOMEN Inc. A safe place, day or night P.O. Box 1167 • CAPE GIRARDEAU, MO 63702-1167 24 HOUR HOTLINE: 573-651-1614 • TOLL FREE HOTLINE: 1-800-341-1830 BUSINESS & OUTREACH OFFICE: 573-335-7745 • FAX: 573-335-0402 www.semosafehouse.org Request for Waiver of Matched Funds The Safe House for Women, Inc. requests that the match requirement be waived for our agency. Our shelter operated at capacity several times during 2008. We referred 34 women and children to other shelters or provided hotel placement because we were full. We would like to continue to provide our needed services of emergency shelter with no interruption to our clients. A waiver of the matched fund requirement will better enable us to do so. Linda Garner, Executive Director United Way of Southeast Missouri 3/--�6I o9 March 30, 2009 Safe House for Women, Inc. Confidentiality Agreement I, the undersigned, make an oath that any information of personal and /or confidential nature regarding agency clients, this or other agencies, or colleagues that I may obtain as a result of my work/ association with the Safe House for women, Inc. will be held in the strictest confidence. I also understand that the location of the Safe House for Women, Inc. is strictly confidential. I also understand that all client files are to be kept secured. Only the staff will have access to these files. I understand that this confidentiality agreement extends past my employment or association at the Safe House for Women, Inc. I further understand that violations in confidentiality, is not only an ethical violation, but that it could jeopardize the safety of the clients and staff at the shelter. Violations of confidentiality will be grounds for immediate dismissal from service at the shelter. Employee / Volunteer Shelter Director or Volunteer Trainer Executive Director or Shelter Director Date Date Date I have read and understand the policies and procedures presented to me in Safe House volunteer training manual and handbook. I indicate my willingness and intent to abide by these policies and programs. Employee/volunteer Signature Date Training staff signature Date As a volunteer who will provide transportation for participants of the Safe House, I will maintain and furnish proof of insurance. I take full responsibility for any participant whom I agree to transport. I further understand that the Safe House will not be responsible for any lawsuits or legal action that occurs as a result of my actions. Volunteer Signature Training staff signature Date Date Personnel Expertise Summary -Executive Director — Linda Garner, RN, PhD, CHS Employed with Safe House for Women since 8/2004. Fifteen years administrative experience. BSN Iowa Wesleyan College (1982), MSN University of Texas at Arlington (1986), PhD Southern Illinois University Carbondale (2007). Missouri RN licensure #155706. -Licensed Professional Counselor — Theresa Lumos, MA, LPC, NCC Employed with Safe House for Women since 1/2008. Children's and family therapist with 18 years experience working with troubled children and families. She is a former educator. Current member of the American Counseling Association and the International Association of Play Therapy and is the Southeast area representative for the Missouri Branch. Southeast Missouri State University Bachelor's degree in elementary education (198 8) and master's degree in counseling (2003). -Director of Operations — Allison Leonard, BS Psychology Employed with Safe House for Women since 3/2003. Worked as child support enforcement investigator with the Missouri Division of Child Support Enforcement from 1995-2003 and Missouri Division of Youth Services as a youth specialist from 1994- 1995. She has 5 years experience working with victims of domestic violence and providing leadership for our agency. Received her bachelor's degree in psychology with a minor in Spanish from University of Missouri -Rolla in 1993. -Case Manager/Court Advocate — Betty Brown, BS Psychology Employed with Safe House for Women since 8/2005. Worked as a clinical caseworker and mentor with Cottonwood Residential Treatment Center from 2003-2005. She received her bachelors' degree in psychology with a minor in interpersonal and small group communication from Southeast Missouri State University in 2004. -Crisis Advocates — Safe House for Women employs 8 crisis advocates to answer the Hotline and provide crisis intervention. Only one crisis advocate is full-time on the night shift while most of the others have another full-time position with another agency. In addition to answering the Hotline and responding to client needs, crisis advocates maintain safety/security of shelter. They also assist with assessment of client needs, admission to shelter for emergency shelter or refer to appropriate social services. Linda Schild — Employed as part-time crisis advocate since 2002. Status changed to full- time in 2006 when she retired from local public school system. B.S. Biology from Southeast Missouri State University (1983). Kathy WoeIf e — Employed part-time since 6/2000 as crisis advocate. Full-time teacher with Meadow Heights School District. B.S. in elementary education from Kansas University. Lisa Quick — Employed part-time as crisis advocate since 6/2005. B.S. in Home Ec/Marketing from Southeast Missouri State University (1981). Molly Leek — Employed as part time crisis advocate since 8/2007. Past work experience at a Texas domestic violence shelter as a crisis advocate. Sara Nenniger — Employed as part-time crisis advocate since 8/2007. Full-time employment with Cape Girardeau Police Department as administrative assistant to the chief of police. Sara Ryan — Employed as part-time crisis advocate since 10/2006. B.S. Social Work (2004) Southeast Missouri State University. Past experience as children's case manager, community support worker, and family assistant worker. Also has early childhood teaching experience. Amy Dimberger — Employed with our agency since 6/2008. Full-time child advocate since 10/2008. B.S. Human Environmental Studies (2008) Southeast Missouri State University with a major in family studies and a minor in child studies. Terra Walker — Employed since 6/2008. Previous experience as teacher aide and two other domestic violence programs. Graduated from Metro Business College in 11/2008 with focus on business/computer skills. "f-' -" "_ -rud 1"td5w 5736351648 p.2 606 East Capitol Avcnue . . erson Gtv,11O 651 01missi Association for Deal welfare Fax 01 573 63 I Sa8 • 4 , Out website-mv .masm.org/FL1i15/indox.Rhr Forms & Sample Docum=ts bM!//--maswo=J14MS/Forms/indcxD April 30, 2008 Linda Garner Safe House for Women Inc. PO Box 1167 Cape Girardeau, MO 63702 RE: HUD Sheltered Point in Time Count Participation Dear Linda, The U.S. Department of Housing and Urban Development (HUD) requires that agencies receiving McKinney-Vento Funding through the Emergency Shelter Grant Program participate in a Homeless Management Inforination System. In the Missouri Balance of State Continuum of Care this is called the Homeless Missourians Information System (HMIS). However, the Violence Against Women Act (VAWA) prohibits agencies serving victims of domestic violence from disclosing to the HMIS any personally identifying client information. It is important to note, however, that the VAWA Act does not prohibit domestic violence agencies from disclosing non -personally identifying aggregate client data. HUD requires that all Continua of Care complete a Sheltered Point -in -Time count. The Missouri Balance of State Continuum has chosen to complete a Point -in Time Sheltered Homeless count twice a year. The HMIS and its' staff collect the required data on homeless individuals currently in Emergency Shelter, Transitional Housing, or being temporarily housed in a hotel or motel by an agency. In lieu of entering client data directly into the HMIS system, domestic violence shelters are providing information through these Point -in -Time Counts. This letter is to certify that aggregate data has been collected from your agency for the January 30, 2008 Balance of State Sheltered Point in Time count. The data collected contains no personalty identifying client information, in compliance with the provision of aggregate data, thus fulfilling the mandates set forth by HUD and the VAWA Act. We suggest that you maintain this letter as certain funders may request this certification as part of their grant application. Thank you for participating in the Balance of State Point in Time Count, and for all your hard work with the services you provide. Sincerely,Wilson.' Sandy Wilson, Director of HMIS & Special Projects The Welfare of the People Shall Be the Supreme Law EXHIBIT A SECTION IX: LOCAL GOVERNMENT GRANTEE EMERGENCY SHELTER GRANTS PROGRAM CERTIFICATIONS BY THE CHIEF EXECUTIVE OFFICER I, Ken Eftink , Chief Executive Officer of the Cit of f Cape Girardeau (city/county name), certify that the Ci1y of Cape Girardeau(city/county name) will provide the matching supplemental funds required by the regulation at 24 CFR 576.71. I have attached to this certification a description of the sources and amounts of such supplemental funds. I certify that the City of Cape Girardeau (city/county name) will comply with: (1) The requirements of 24 CFR 576.53, concerning the continued use of buildings for which Emergency Shelter Grants are used for rehabilitation or conversion of buildings for use as emergency shelters for the homeless; or when funds are used solely for operating costs or essential services, concerning the population to be served. (2) The building standards requirement of 24 CFR 576.55. (3) The requirements of 24 CFR 576.56, concerning assurances on services and other assistance to the homeless. (4) The requirements of 24 CFR 576.57, other appropriate provisions of 24 CFR Part 576, and other applicable Federal law concerning non-discrimination and equal opportunity; and (5) The requirements of 24 CFR 576.57(e) concerns Environmental Review/Compliance dealing with the provisions of, and regulations and procedures applicable with respect to the environmental review responsibilities under the National Environmental Policy Act of 1969 and related authorities as specified in 24 CFR Part 58. (6) The requirements of 24 CFR 576.59(b) concerning the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. (7) The requirements of 24 CFR 576.59 concerning minimizing the displacement of persons as a result of a project assisted with these funds. (8) The requirements of 24 CFR 576.56(a) and 576.65(b) that grantees develop and implement procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment services under any project assisted under the Emergency Shelter Grant Program and that the address or location of any family violence shelter project assisted with ESG funds will not be made public, except with written authorization of the person or persons responsible for the operation of the shelter. (9) The requirement of that recipients involve, to the maximum extent practicable, homeless individuals and families in constructing, renovating, maintaining, and operating facilities assisted under the Emergency Shelter Grant Program, and in providing services for occupants of these facilities as provided by 24 CFR 576.56(b)(2). (10) The requirements of 24 CFR 576.21(a)(4) which provide that the funding of homeless prevention activities for families that have received eviction notices of termination of utility services meet the following standards: (A) that inability of the family to make the required payments must be the result of a reduction of income; (B) that the assistance must be necessary to avoid eviction of the family or 22 termination of the services to the family; (C) that there must be reasonable prospect that the family will be able to resume payments within reasonable period of time; and (D) that the assistance must not supplant funding for preexisting homeless prevention activities from any other source. (11) The new requirement of the McKinney Act (42 USC 11301) to develop and implement to the maximum extent practicable and where appropriate, policies and protocols for the discharge of persons from publicly funded institutions or systems of care (such as health care facilities, foster care or other youth facilities, or correction programs and institutions in order to prevent such discharge from immediately resulting in homelessness for such persons. I further understand that State and local governments are primarily responsible for the care of these individuals and that Emergency Shelter Grant funds are not to be used to assist such persons in place of State and local resources (12) The Drug Free Workplace requirements of 24 CFR Part 24 concerning the Drug Free Workplace Act of 1988. (13) HUD's standards for participation in a local Homeless Management Information System (HMIS) and the collection and reporting of client level information. In the event that state laws conflict with the HMIS Final Notice, as determined by an appropriate state government entity, state law will prevail. (14) HUD's Standards for Outcome Performance Measurement. I certify that the submission of applications for Emergency Shelter Grants is authorized under State and/or local law and that the City of Cape Girardeau (city/county government name) possesses legal authority to carry out Emergency Shelter Grants activities in accordance with applicable law and regulations of the Department of Housing and Urban Development including other Federal requirements and the State of Missouri. Additionally, I certify that use of Emergency Shelter Grant amounts will comply with the following requirements: (a) Non-discrimination and Equal Opportunity (1) The requirements of Fair Housing Act (42 U.S.C. 3601-20) and implementing regulations at 24 CFR Part 1001; Executive Order 11063 and implementing regulations at 24 CFR Part 107;and Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d and 2000d-4) implementing regulations issued at 24 CFR Part 1. (2) The requirements of 24 CFR 576.57, the prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101-07) and implementing regulations at 24 CFR Part 146 and the prohibitions against discrimination against handicapped individuals under section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and implementing regulations at 24 CFR Part 8. (3) The requirements of Executive Order 11246 and the regulations issued under the Order at 41 CFR 60. (4) The requirements of section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C. 170lu (see 24 CFR 570.607(b). (5) The requirements of Executive Orders 11625, 12432, and 12138. Consistent with HUD's responsibilities under these orders, the grantee must make efforts to encourage the use of minority and women's business enterprises in connection with activities funded this part; and 6) The requirement that the grantee make known that the use of the facilities and services is available to all on a nondiscriminatory basis. Where the procedures that a grantee or recipient intends to use to make known the availability of such facilities and the Emergency 23 Shelter Grant Program services are unlikely to reach persons with handicaps or persons of any particular race, color, religion, sex, age or national origin who may qualify for such services, the recipient or grantee must establish additional procedures that will ensure that these persons are made aware of the facility and services. Adopt and implement procedures designed to make available to interested persons information concerning the existence and location of services and facilities that are accessible to persons with a handicap. Regulations of 24 CFR 576.57. (b) Lead -Based Paint. The requirements, as applicable, of the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. 4821-4846) and implementing regulations at 24 CFR Part 35; and of 24 CFR Part 576.57. (c) Conflicts of Interest. In addition to conflict of interest requirements in OMB Circulars A-102 and A- 110, no person (1) who is an employee, agent, consultant, officer, or elected or appointed official of the grantee, state recipient, or non-profit recipient (or any designated public agency) that receives Emergency Shelter Grant amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or (2) who is in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds there under, either for him or herself or those with whom he or she has family or business ties, during his or her tenure or for one year thereafter. HUD may grant an exception to this exclusion as provided in 570.611(d) and (e) of this chapter. (d) Applicability of OMB Circulars. The policies, guidelines, and requirements of 24 CFR Part 85 and OMB Circular No. A-87, as they relate to the acceptance and use of Emergency Shelter Grant amounts by States and units of general local government, and No. A-110 andA-122 as they relate to the acceptance and use of Emergency Shelter Grant amounts by private non-profit organizations. (e) Use of Debarred, Suspended, or Ineligible Contractors. The provision of 24 CFR Part 24 relating to the employment, engagement of services, awarding of contracts, or funding of any contractors or subcontractors during any period of debarment, suspension or placement in ineligibility status. (f) Uniform Federal Accessibility Standards. For major rehabilitation or conversion, the Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A. (g) Illegal Use of Drugs and Alcohol. The recipient and project sponsor conducting activities, funded in whole or in part with McKinney Act funds, to assist the homeless population in this jurisdiction, will administer, in good faith, a policy designed to ensure that the assisted homeless facility is free from the illegal use, possession, or distribution of drugs or alcohol by its beneficiaries. (h) Audit. Acceptance of an Emergency Shelter Grant Program contract requires the grantee and sub grantee(s) to comply with the audit requirements of the new Office of Management and Budget (OMB) Circular A-133, and also acknowledges that pertinent Federal and State representatives shall have access to pertinent records during normal business hours. OMB Circular A-133 revised June 24, 1997, requires Federal award recipients to have independent audits performed if they expend $300,000 or more in Federal funds during their fiscal year. Revisions of OMB Circular A-133 published June 27, 2003 increases the threshold for audit from $300,000 to $500,000. The final revisions are effective for fiscal years ending after December 31, 2003 24 Grant recipients who expend $500,000 or more in Federal funds during their fiscal year should submit a data collection form and reporting package to the OMB Federal Audit Clearinghouse (FAC). This information must be submitted to the FAC within the earlier of - (1) £ (1) 30 days of receipt of the audit report or (2) Nine months after the end of the audit period. The information from the data collection form is entered into the FAC by the recipient and/or the auditor. In addition, copies of the audits only need to be sent to the cognizant or oversight agency, as designated by the FAC, and to any Federal agency when a finding has been issued, only when findings exist. Local governments are no longer required to send a copy of their audit to the ESG office as audits will be reviewed through the Federal Audit Clearinghouse. (i) Obligation of Grant Funds. The requirement that each State recipient must have its grant amounts obligated (as that term is defined at 576.3 within 180 days of the date on which the State made the grant amounts available to the State recipient. In the case of grants for homeless prevention activities under 576.21(a)(4). State recipients are required to obligate grant amounts within 30 days of the date on which the State made the grant amounts available to the State recipient. (j) Expenditure of Grant Funds. The requirement that each grantee (city/county) recipient must spend all of its grant amounts within 24 months of the date on which the State made the grant amounts available to the State recipient. In the case of grants for homeless prevention activities, State recipients must spend such sums within 180 days of the date on which the State made the grant amounts available to the recipient. (k) Provision of Assistance to Primary Religious Organization. The limitation on assistance at section 576.23 will be met in the use of Emergency Shelter Grant Program funds. (1) Relocation and Acquisition. The requirement that each grantee (city/county government) must comply with acquisition regulations at 576.59 to minimize displacement of persons businesses, nonprofit organizations as a result of project assistance under this program, and to provide relocation assistance for displaced persons. (m) Participation by Faith -Based Organizations. The requirement that each grantee (city/county government) and local sub -recipients must comply with requirements of 24 CFR 576.23 and the Department of Housing and Urban Development Final Rule which was published in the Federal Register of September 30, 2003, concerning participation in HUD programs by faith based organizations providing for equal treatment of all HUD Program Participants. Signature of Chief Executive Officer (Local Government) (SEAL) 25 (Date)