Loading...
2009-27072 ResoRESOLUTION NO. 2009-27072 A RESOLUTION APPROVING A SUBSTANTIAL AMENDMENT TO THE 2008 ACTION PLAN FILED WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) FOR USE OF FUNDING FROM TITLE XII OF DIVISION A OF THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 FOR THE HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT AND ANY AND ALL NECESSARY DOCUMENTS BETWEEN THE CITY AND THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN ORDER TO RECEIVE THE GRANT FUNDS; AND FURTHER AUTHORIZING THE APPROPRIATION OF FEDERAL FUNDS IN THE AMOUNT OF $715,418 WHEREAS, the American Recovery and Reinvestment Act of 2009 allocates $715,418 under Title XII of the Act for Homelessness Prevention and Rapid Re-Housing (HPRP) to the City of Miami Beach (City) to provide program participants with financial assistance, housing relocation and stabilization services, as well as data collection and evaluation, and administrative costs; and WHEREAS, in order to receive these funds, the City, as an eligible grantee, must complete a Substantial Amendment to the 2008 Action Plan, follow its Citizens' Participation Plan, and submit the Substantial Amendment to HUD no later than May 18, 2009; and WHEREAS, HPRP funds will allow the City to enhance current services by providing homelessness prevention assistance to participants who are at or below 50% of the Area Median Income and to rapidly re-house persons who are homeless as defined by HUD; and WHEREAS, the City complied with the public comment period required by HUD; and WHEREAS, upon HUD's approval of the City's Substantial Amendment to the 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program plan, a grant agreement will be entered into by HUD and the City which will require that 60% of funds be spent within two years of grant execution and the remaining balance be spent by the end of the third year; and NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission of the City of Miami Beach, Florida, approve a Substantial Amendment to the City's 2008 Action Plan and authorize the City Manager to execute an agreement and any and all necessary documents between HUD and the City in order to receive HPRP funds; and further authorizing the appropriation of Federal funds in the amount of $715,418. PASSED AND ADOPTED THIS 13th DAY OF May , 2009. ATTE T: ~t~l/ CITY CLERK MAYOR ` Robert Parcher Matti Herrera Bower APPROVED AS TO T:\AGENDA\2009\May 13\Consent\HUD HPRP Reso.doc ORM & LANGUAGE ~ ` ~q ate COMMISSION ITEM SUMMARY Cnndpnsed Title A resolution approving a Substantial Amendment to the 2008 Action Plan filed with the U.S Department of Mousing and Urban Development (HUD) for use of funding from title XII of Division a of the American Recovery and Reinvestment Act of 2009 for the Homeless Prevention and Rapid Re-Housing Program; authorizing the City Manager to execute an agreement and any and all necessary documents between the City and HUD in order to receive the grant funds; and further authorizing the appropriation of Federal funds in the amount of $715,418. ~(e Intended Outcome Su orted: Reduce the number of homeless. Supporting Data (Surveys, Environmental Scan, etc.): Based on the 2007 community Satisfaction Survey, 37% of residents and 44% of businesses ranked the City's ability to address homelessness as poor. Issue' Shall the Mayor and City Commission approve a Substantial Amendment to the 2008 Action Plan for the use of HUD funds for the Homelessness Prevention and Rapid Re-Housing Program and authorize the City Manager to execute an agreement and any and all necessary documents between the City and HUD? .em 5ummary~rtecommenaatron: The City of Miami Beach, through the American Recovery and Reinvestment Act of 2009, has been allocated $715,418, for the Homelessness Prevention and Rapid Re-Housing Program (HPRP). The purpose of the HPRP is to provide homelessness prevention assistance (including rent and utility assistance and deposits) to individuals and households who would otherwise become homeless and to provide assistance to rapidly re-house persons who are homeless as defined by Section 103 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11302). The HPRP aims to assist households and persons at or below 50% of the Area Median Income (AMI). The City currently provides services to this segment of Miami Beach's population through its Homeless Services Division and through its Office of Community Services. Funds from the HPRP will allow the City to expand current service levels to those residents that are cost burdened, living in substandard conditions, and who are homeless or on the verge of homelessness. In order to receive funds, the City of Miami Beach is required to submit a Substantial Amendment to its 2008 Action Plan to US HUD by May 18, 2009. Advisory Board Recommendation: Financial Information: Source of Amount Funds: ~ / 1 $715,418 OBPI otal ~ $715,418 Financial Impact Summary: N/A Account FY 2009 Homelessness Prevention and Rapid Re-Housing Program (HPRP) Account # (New/Federal Stimulus Funds) City Clerk's Office Sign-Offs: islative Tracki Department Director Assista City Manager City Manager AP HMF MG T:\T:WGENDA12009\May 13\Consent\HUD HPRP Summary.doc m MIAMIBEACH ~I (_ J AGENDA tTIM C7 DATA ~ '~ -t~ m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: May 13, 2009 SUBJECT: RESOLUTION APPROVING A SUBSTANTIAL AMENDMENT TO THE 2008 ACTION PLAN FILED WITH THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) FOR USE OF FUNDING FROM TITLE XII OF DIVISION A OF THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 FOR THE HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT AND ANY AND ALL NECESSARY DOCUMENTS BETWEEN THE CITY AND THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT IN ORDER TO RECEIVE THE GRANT FUNDS; AND FURTHER AUTHORIZING THE APPROPRIATION OF FEDERAL FUNDS IN THE AMOUNT OF $715,418. ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS On February 17, 2009, President Obama signed the American Recovery and Reinvestment Act of 2009, which includes, under Title XII of the Act, $1.5 billion for a Homelessness Prevention Fund. Funding under this program, called the Homelessness Prevention and Rapid Re-Housing Program (HPRP), is being distributed based on the formula used for the Emergency Shelter Grants program. The City of Miami Beach has been allocated $715,418 for HPRP; these funds may be used to provide short and medium term rental assistance, housing relocation and stabilization services, as well as data collection and administrative costs. Pursuant to the Notice of Allocations, Application Procedures, and Requirements for Homelessness Prevention and Rapid Re-housing Program Grantees under the American Recovery and Reinvestment Act of 2009, Section 1. A. 1, "It is important to note that HPRP is not a mortgage assistance program... HPRP funds are only eligible to help program participants-whether they are renters or homeowners about to become homeless-pay for utilities, moving costs, security deposits and rent in a new unit, storage fees, and other financial costs or services as describe in the Notice. HPRP funds are not eligible to pay for any mortgage cost or legal or other fees associated with retaining homeowners' housing." These particular funds are not eligible to pay for outstanding condominium association fees. Grantees (City) eligible to receive funds under HPRP are required to complete a Substantial Amendment to their 2008 Action Plan and submit it to the Department of Housing and Urban Development (HUD) no later than May 18, 2009. In order to comply with HUD regulations, an advertisement was placed in the Neighbors Section of the Sunday, April 26, 2009, Miami Herald notifying the public about HPRP and requesting comments. A copy of the ad is attached. In addition, a public meeting was held on May 6, 2009, at City Hall to obtain public comments. Comments were accepted until May 12, 2009. The City, through its Housing and Community Development Division, and its Office of Community Services, will carry out the Homelessness Prevention and Rapid Re-Housing services in two distinct components, as listed below: Memo to Commission HUD/HPRP Page 2 of 3 1. Homeless Prevention Services: The City will provide assistance to eligible individuals or families at risk of becoming homeless and who are at or below 50% of the Area Median Income (AMI). The 2009 AMI is $50,800. According to the Florida Housing Finance Corporation, which contractually provides technical assistance to entitlement communities such as the City of Miami Beach, atwo-person household earning at or below $23,600 is considered to be very-low income (at or below 50% of the AMI). The following activities are covered in the HPRP program for income-eligible persons: Short-Term Assistance -defined as rental costs accrued over a period of 3 months. Medium-Term Assistance -defined as actual rental costs accrued over a period of 4 to 18 months. However, the City's Plan will allow for up to a maximum of six months of assistance per applicant/household, per year. Allowable expenses per HUD are: rental assistance, security and utility deposits, utility payments and assistance with moving costs. All payments will be made to third parties such as landlords and utility companies. In addition, the Homeless Prevention component will have a case manager to screen applicants and determine need and eligibility. The case manager will also connect applicants to other service providers, such as public assistance, legal services, housing counseling and credit repair. Similar services are currently provided by staff from the City's Office of Community Services using other funding. 2. Rapid Re-Housing Services: The City plans to provide assistance to homeless persons (as defined by HUD) transitioning from emergency shelters or the streets into permanent housing. The following activities are eligible: security and utility deposits (limited to electricity, water & sewer and gas), first month's rent (and up to an additional two months), housing search and placement. A case management component will be part of this program to allow for the arrangement, coordination and delivery of these services. The monitoring and administration of the HPRP program will also be handled internally by City staff. A staff of four will oversee the following functions: two case managers (as described above), a data collection and evaluation coordinator to oversee HMIS related functions, and a staff person to draw down HPRP funding and run required finance reports using HUD's Integrated Disbursement and Information System (IDIS). All mentioned staff is in place to ensure the effective and timely use of grant funds. City of Miami Beach HPRP Estimated Budget Summary Homelessness Prevention Rapid Re-Housing Total gmount Bud eted Direct Financial Assistance $ 300,000.00 $ 200,000.00 $ 500,000.00 Housing Relocation and Stabilization Services /Support $ 80,000.00 $ 70,000.00 $ 150,000.00 Subtotal $ 380,000.00 $ 270,000.00 $ 650,000.00 Data Collection and Evaluation $ 29,668.00 Administration (up to 5% of allocation) $ 35,750.00 Total HPRP Amount Budgeted $ 715,418.00 Upon HUD's approval of the City's Substantial Amendment to the 2008 Action Plan to incorporate the uses of Homelessness Prevention and Rapid Re-Housing funds, a grant will be provided for execution by HUD and the City. HUD rules require that 60% of the funds be spent within two years of the City's execution of the agreement with HUD, and the remainder balance must be spent by the end of the third year. Memo to Commission HUD/HPRP Page 3 of 3 CONCLUSION The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida, approve a Substantial Amendment to the City's 2008 Action Plan and authorize the City Manager to execute an agreement and any and all necessary documents between HUD and the City in order to receive the HPRP funds; and further authorizing the appropriation of Federal funds in the amount of $715,418. JMG/HMF/AP T:WGENDA\2009\May 13\Consent\HUD HPRP Memo.doc OMB Approval Number: 2506-0180 (Expiration Date: 9/30/2009) Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) Grantees eligible to receive funds under the Homelessness Prevention and Rapid Re- Housing Program (HPRP) are required to complete a substantial amendment to their Consolidated Plan 2008 Action Plan. This form sets forth the required format for this substantial amendment. A completed form is due to HUD within 60 days of the publication of the HUD HPRP notice. To aid grantees in meeting this submission deadline, the HPRP Notice reduces the requirement fora 30-day public comment period to no less than 12 calendar days for this substantial amendment. With this exception, HPRP grantees are'required to follow their Consolidated Plan's citizen participation process, including consultation with the Continuum of Care (CoC) in the appropriate jurisdiction(s). Grantees are also required to coordinate HPRP activities with the CoC's strategies for homeless prevention and ending homelessness. To maximize transparency, HUD strongly recommends that each grantee post its substantial amendment materials on the grantee's official website as the materials are developed. A complete submission contains the following three documents: 1) A signed and dated SF-424, 2) A completed form HUD-40119 (this form), and 3) Signed and dated'-General.. Consolidated Flan and HPRP certifications. For additional information regarding the HPRP program, visit the HUD Homelessness Resource Exchange (www.hudhre.info). This site will be regularly updated to include HPRP resources developed by HUD and its technical assistance providers. The information collection requirements contained in this application have been submitted to the Office of Management and Budget (OMB) for review under the Paperwork Reduction Act of 1995 (44 U.S.C. 3501- 3520). This agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB control number. Information is submitted in accordance with the regulatory authority contained in each program rule. The information will be used to rate applications, determine eligibility, and establish grant amounts. Public reporting burden for this collection of information is estimated to be 16 hours, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This information is required to obtain benefits. To the extent that any information collected is of a confidential nature, there will be compliance with Privacy Act requirements. However, the substantial amendment to the Consolidated Plan 2008 Action Plan does not request the submission of such information. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) A. General Information Grantee Name City of Miami Beach Name of Entity or Department Administering Funds Office of Real Estate Housing and Community Development HPRP Contact Person (person to answer questions about this amendment and HPRP) Anna Parekh Title Director Address Line 1 City of Miami Beach Address Line 2 1700 Convention Center Drive City, State, Zip Code Miami Beach, FL 33-138 Telephone (305) 673-7260 Fax (305) 673-7772 Email Address annaparekh@miamibeachfl.gov Authorized Official (if different from Contact Person) Jorge M. Gonzalez Title City Manager Address Line 1 City of Miami Beach Address Line 2 1700 Convention Center Drive City, State, Zip Code lvliami Beach, FL 33138 Telephone (305) 673-7010 Fax (305) 673-7782 Email Address JorgeGonzalez@miamibeachfl.gov Web Address where this Form is Posted http://www.miamibeachfl.gov Amount Grantee is Eligible to Receive* $715,418.00 Amount Grantee is Requesting $715,418.00 *Amounts are available at httn://www.hud.gov/recovery/homelesspreventrecov.xls 2 HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) B. Citizen Participation and Public Comment 1. Briefly describe how the grantee followed its citizen participation plan regarding this proposed substantial amendment (limit 250 words). Response: An advertisement was placed on April 26, 2009 in the Miami Herald to inform citizens that the Plan became available on April 30, 2009 on the City's website as well as at the Office of Real Estate, Housing and Community Development. In addition, a public meeting was held on May 6, 2009 at City Hall to obtain comments. Comments were accepted until May 12, 2009. 2. Provide the appropriate response regarding this substantial amendment by checking one of the following options: To be completed at the end of public comment period ^ Grantee did not receive public comments. ^ Grantee received and accepted all public comments. ^ Grantee received public comments and did not accept one or more of the comments. 3. Provide a summary of the public comments regarding this substantial amendment. Include a summary of any comments or views not accepted and the reasons for non-acceptance. - Response: To be completed at the end of public comment period C. Distribution and Administration of Funds Reminder: The HPRP grant will be made by means of a grant agreement executed by HUD and the grantee.' The three-year deadline to expend funds begins when HUD signs the grant agreement. Grantees should ensure that sufficient planning is in place to begin to expend funds shortly after grant agreement. Check the process(es) that the grantee plans to use to select subgrantees. Note that a subgrantee is defined as the organization to which the grantee provides HPRP funds. ^ Competitive Process ^ Formula Allocation ® Other (Specify): Grantee plans to carry out eligible activities HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 2. Briefly describe the process(es) indicated in question 1 above (limit 250 words). Response: The City of Miami Beach (City) plans to carry out activities related to Homeless Prevention through its Office of Community Services and will carry out Rapid Re- Housing through its Homeless Outreach Division. The City has trained staff with experience in providing homeless prevention related services as well as rapid re- housing related services. In addition, staff is in place and trained to use the Integrated Disbursement and Information System (IDIS) as well as the Homeless Management Information System (HMIS), both required by the Recovery Act for the drawing down of funds and data collection and>reporting. 3. Briefly describe the process the grantee plans to use, once HUD signs the grant agreement, to allocate funds available to subgrantees by September 30, 2009, as required by the HPRP Notice (limit 250 words). Response: At this time, the City is not planning to allocate funds to subgrantees. 4. Describe the grantee's plan for ensurngthe effective and timely use of HPRP grant funds on eligible activities, as outlined in the HPRP Notice. Include a description of how the grantee plans to oversee and monitor the administration and use of its own HPRP funds, as well as those used by its subgrantees (limit 500 words). Response: The City, through its Housing and Community Development Division, its Office of Community Services and Homeless Services Division is equipped to carry out ..Homeless Prevention and Rapid Re-housing related services and activities. Homeless Prevention: Under this program, the City's Office of Community Services will provide assistance to a minimum of 100 eligible households at risk of becoming homeless and who are at or below 50% of the Area Median Income (AMI). The following activities are eligible: short-term (up to 3 months) or medium-term,(ttp to 6 months) rental assistance, security and utility deposits, utility payments (limited to electricity, water & sewer and gas) and moving costs assistance. All payments will be made to third parties such as landlords and utility companies. In addition, the Homeless Prevention component will have a case manager that will arrange, coordinate, monitor and deliver services related to helping participants obtain housing stability. Part of the coordination will involve linking applicants to other service providers, including public assistance, legal services, housing counseling and credit repair. 4 HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) Rapid Re-housing: Under this program, the City plans to provide assistance to a minimum of 100 homeless persons (as defined by HUD) transitioning from emergency shelters or the streets into permanent housing. Having resources in place to transition homeless individuals and families from emergency shelters to permanent housing will allow for vacancies in City-funded emergency shelter beds. The following activities are eligible: security and utility deposits (limited to electricity, water & sewer and gas), first month's rent (and up to an additional two months), housing search and placement, and outreach and engagement. A case management component will be part of this program to allow for the arrangement, coordination, monitoring and delivery of these services. Monitoring and Administration: The City intends to allocate staff for the purposes of program monitoring and administration. Astaff of four will oversee the following functions: two case managers (as described above), a data collection and evaluation coordinator to oversee the Homeless Management Information System (HMIS) related functions and a staff person to draw down HPRP funding and run required finance reports using the Integrated Disbursement and Information System (IDIS). The City has in place systems and internal controls, such as Active Strategy Enterprises, to track and report on Recovery Act funds that will provide data necessary for required quarterly reports. D. Collaboration 1. Briefly describe how the grantee plans to collaborate with the local agencies that can serve similar target populations, which received funds under the American Recovery and Reinvestment Act of 2009 from other Federal agencies, including the U.S. Departments of Education, Health and Human Services, Homeland Security, and Labor (limit 250 words). _ Response: The City has attended meetings with local agencies and jurisdictions that will also receive American Recovery. and Reinvestment Act funding, including the Miami Dade County Homeless Trust and the City of Miami to ensure collaboration and accurate service delivery. Similar to other local jurisdictions, the City plans to use the HMIS as a means to track services and avoid duplication. In addition, the City plans to attend future meetings and trainings to explore best ways to serve similar target populations. 2. Briefly describe how the grantee plans to collaborate with appropriate Continuum(s) of Care and mainstream resources regarding HPRP activities (limit 250 words). Response: The City has established relationships with the Miami-Dade County Homeless Trust and various community based organizations within the County's Continuum of Care. Through the case management component, participants will be screened to 5 HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) determine needs and establish a service plan to best address those needs. The case manager will link participants to community resources within the Continuum in order to ensure housing stability. 3. Briefly describe how HPRP grant funds for financial assistance and housing relocation/stabilization services will be used in a manner that is consistent with the grantee's Consolidated Plan (limit 250 words). Response: The homeless and very low-income populations continue to be a priority in the City's Consolidated Plan. The HPRP funds will provide additional assistance to members of our community in need as well as allow the City to work in collaboration with other jurisdictions and service providers that assist similar segments of the population. HPRP funds will be used to help. participants at or below 50% of AMI that are cost burdened, living in substandard conditions and are homeless or on the verge of homelessness, addressing some of the housing needs in the City's Consolidated Plan. E. Estimated Budget Summa HUD requires the grantee to complete the following table so that participants in the citizen participation process may see the grantee's preliminary estimated amounts for various HPRP activities. Enter the estimated budget amounts for each activity in the appropriate column and row. The grantee will be requiredto report actual amounts in subsequent reporting. HPRP Estimated Budget Summary Homelessness Prevention Rapid Re- housing Total Amount Budgeted Financial Assistance) $ 300,000.00 $ 200,000.00 $ 500,000.00 Housing Relocation and Stabilization ServicesZ $ 80,000.00 $ 70,000.00 $ 150,000.00 Subtotal (add previous two rows) $ 380,000.00 $ 270,000.00 $ 650,000.00 Data Collection and Evaluation3 $ 29,668.00 Administration (up to 5% of allocation) $ 35,750.00 Total HPRP Amount Budgeted4 $ 715,418.00 6 HUD-40119 Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP) 1Financial assistance includes the following activities as detailed in the HPRP Notice: short-term rental assistance, medium-term rental assistance, security deposits, utility deposits, utility payments, moving cost assistance, and motel or hotel vouchers. 2Housing relocation and stabilization services include the following activities as detailed in the HPRP Notice: case management, outreach, housing search and placement, legal services, mediation, and credit repair. 3Data collection and evaluation includes costs associated with operating HUD-approved homeless management information systems for purposes of collecting unduplicated counts of homeless persons and analyzing patterns of use of HPRP funds. 4This amount must match the amount entered in the cell on the table in Section A titled "Amount Grantee is Requesting." F. Authorized Signature By signing this application, I certify (1) to the statements contained in the list of certifications and (2) that the statements herein are true, complete, and accurate to the best of my knowledge. I also provide the required assurances and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal,. civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) Signature/Authorized Official Date Title 7 HUD-40119