Douglas Gardens Health Center
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EMERGENCY SHELTER GRANTS AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH AND
DOUGLAS GARDENS COMMUNITY MENTAL HEALTH CENTER OF MIAMI BEACH, INC.
This Agreement made and entered into this 1st day of October, 2001, by and between the CITY
OF MIAMI BEACH, a municipal corporation, hereinafter referred to as "the City", and DOUGLAS
GARDENS COMMUNITY MENTAL HEALTH CENTER OF MIAMI BEACH, INC., hereinafter
referred to as "Provider".
WHEREAS, the City has received a grant from the U.S. Department of Housing and Urban
Development as part of its Emergency Shelter Grants Program for the period October I, 200 I, to
September 30, 2002 (hereinafter "the contract period"); and
WHEREAS, the Emergency Shelter Grants (ESG) Program is designed to be the first step in a
continuum of assistance to enable homeless individuals and families to move toward independent living
as well as to prevent homelessness; and
WHEREAS, the One-Year Action Plan was adopted by City of Miami Beach Resolution No.
2001-24517 on July 18,2001; and
WHEREAS, the City has detennined, through its One-Year Action Plan for federal funds for
Fiscal Year 2001/2002, the necessity for engaging the Provider to render the following services in Miami
Beach: HOMELESS OUTREACH (collectively, the Program).
NOW, THEREFORE, in consideration of the mutual benefits contained herein, the City and
Provider agree as follows:
Section 1. Agreement Documents: Agreement documents shall consist of this Agreement and four
(4) attachments, all of which are incorporated by reference into this Agreement:
. Attachment I contains a description of the Program service and goals offered by the
Provider.
. Attachment II is a line item budget.
. Attachment III outlines financial management procedures for use with Emergency
Shelter Grants funds.
. Attachment IV contains all applicable federal regulations.
Section 2. Statement of Work: The Provider agrees to implement the Activity in accordance with the
Budget, as described in Attachment I and II.
HOMELESS OUTREACH
(576.21(a)(3))
To provide mobile outreach services (intake assessment and referral) to at least 100 people
placed in shelter care.
Section 3. Agreement Amount: The City agrees to make available Thirty One Thousand Eight
Huudred and Fifty Dollars ($31,850) for use by the Provider during the tenn of the
Agreement.
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Section 4. Alterations: Any proposed alterations in the Program offered by the Provider and/or the
budget shall first be submitted to and approved in writing by the City, said approval at the
City's sole discretion.
Section 5. Method of Payment and Reporting Requirements: The Provider agrees to submit
monthly Program progress reports to the City on the lOth day of each month, throughout the
term of this Agreement. The Provider also agrees to submit, on September 20, 2002, a
comprehensive final report covering the agreed-upon Program objectives, activities, and
expenditures during the term of this Agreement, including, but not limited to, performance
data on client feedback, with respect to the goals and objectives outlined in Attachment I.
Attachment 1lI contains reporting forms to be used in fulfillment of this requirement. Other
reporting requirements may be required by the City in the event of Program changes; the
need for additional information or documentation arises; and/or legislative amendments are
enacted. The Provider shall be informed, in writing, if any changes become necessary.
Reports and/or requested documentation not received by the due date shall be considered
delinquent and shall be considered by the City, at its sole discretion, as sufficient cause to
suspend pending ESG payments to the Provider, and/or recuperate a portion of the ESG
funds referenced herein.
Section 6. Monitoring: The City shall schedule no less than one (1) monitoring visit with the
Provider to evaluate the progress and performance of the Program and, at its discretion,
provide technical assistance.
Section 7. Additional Conditions and Compensation: It is expressly understood and agreed by the
parties hereto that monies to be used by Provider, as contemplated by this Agreement,
originate from grants of Emergency Shelter Grants funds from the U.S. Department of
Housing and Urban Development (HUD) and must be implemented in full compliance with
all of HUD's rules and regulations. It is expressly understood and agreed that in the event
of curtailment or non-production of said federal grant funds, the financial sources necessary
to continue to pay the Provider all or any portions of the funds contemplated herein will not
be available, and that this Agreement will thereby terminate effective as of the time that it is
determined by the City, in its sole discretion and judgement, that said funds are no longer
available. In the event of such determination, the Provider agrees that it will not look to,
nor seek to hold liable, the City or any individual member of the City Commission thereof
personally for the performance of this Agreement and all of the parties hereto shall be
released from further liability each to the other under the terms of this Agreement.
Section 8. Compliance with Local, State and Federal Regulations: The Provider agrees to comply
with all applicable federal regulations as they may apply to program administration and to
carry out each activity in compliance with the laws and regulations as described in 24 CFR
576, as same may be amended from time to time. Additionally, the Provider will comply
with an state and local laws and ordinances hereto applicable. It shall be Provider's sole and
absolute responsibility to familiarize itself with any and an such applicable federal
regulations, as well as any and all applicable state and local laws and ordinances.
Section 9. Eligible Participants: The Provider agrees that the Program will serve only homeless
individuals residing within the City limits of Miami Beach or individuals who are facing
eviction or termination of utility services and are eligible to receive homeless prevention
services in accordance with federal guidelines (the potential homeless.)
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Section 10. Subcontract: No part of this Agreement may be assigned or subcontracted without the
prior written consent ofthe City, such consent to be at the City's sole discretion.
Section 11. Term: This Agreement shall remain in effect from October 1,2001, through September 30,
2002, with the understanding that at the end of any fiscal year during the term herein, the
City of Miami Beach City Commission has the authority to reappropriate any remaining
unused funds.
Section 12. Termination of Agreement: The City and the Provider agree that this Agreement may be
terminated in whole or in part for convenience and without cause, by either party hereto by
written notice to the other party of such intent to terminate, at least thirty (30) days prior to
the effective date of such termination. In the event of such termination for convenience by
either party, the City shall cease any payments to Provider for costs resulting from
obligations which were not properly incurred before the effective date of termination.
Additionally, Provider shall be solely responsible for submitting a final report, as provided
in Section 5 of the Agreement, detailing all Program objectives, activities and expenditures
up to the effective date of the termination. Said "final report" shall be due within five (5)
working days following the effective date of the termination. Upon timely receipt of
Provider's "final report", the City, at its sole discretion, shall determine the amount (if any)
of ESG funds to be returned to the City as a result of any incomplete Program items and/or
items not satisfactorily performed, and shall provide Provider with written notice of any
monies due. Said monies shall be due and payable upon receipt of such notice by Provider.
Notwithstanding the preceding, the City reserves any and all rights and responsibilities it
may have with regard to recapture of the ESG funds herein, or any assets acquired or
improved in whole or in part with said funds.
Notwithstanding the preceding paragraph, the City may also place the Provider in default of
this Agreement, and may suspend or terminate this Agreement for cause. "Cause" shall
include, but not be limited to, the following:
a. Failure to comply and/or perform in a material way, as same shall be determined by the
City in its sole discretion, in accordance with the terms of this Agreement, or any
Federal, State, County or City of Miami Beach statute or regulation.
b. Submitting reports to the City, which are late, incorrect or incomplete in any material
respect.
c. Implementation of this Agreement, for any reason, is rendered impossible or infeasible.
d. Failure to respond in writing to any concerns raised by the City, including
substantiating documents when required/requested by the City.
e. Any evidence of fraud, mismanagement, and/or waste, as determined by the City's
monitoring of the sub-recipient, and applicable HUD rules and regulations.
The City shall notify the Provider in writing when the Provider has been placed in default.
Such notification shall include: (i) actions taken by or to be taken by the City, such as
withholding of payments; (ii) actions to be taken by the Provider as a condition precedent to
clearing the deficiency; and (iii) a reasonable date for compliance, which shall be no more
than fifteen (15) days from notification date. In the event that Provider fails to correct such
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deficiency within the aforestated period, and following such notice from the City, this
Agreement shall be terminated by the City, without further notice to Provider.
In the event of curtailment of, or regulatory constraints placed on, the funds by HOD, this
Agreement will terminate, effective as of the time that it is determined such funds are no
longer available. Costs ofthe Provider resulting from obligations incurred during a
suspension or after termination, are not allowable unless the City expressly authorizes them
in the notice of suspension or termination, or subsequent thereto. Other costs during
suspension or after termination which are necessary and not reasonably avoidable are
allowable if, in the sole discretion of the City:
a. The costs resulting from obligations which were properly incurred before the effective
date of suspension or termination, are not in anticipation of it, and, in the case of
termination, are noncancelable; and
b. The costs would be allowable if the award were not suspended or expired normally at
the end ofthe funding period in which the termination takes effect.
In the event of termination of the Agreement, at its sole discretion, the City may require
Provider to transfer any ESG assets to the City pursuant to Section 16 herein.
Section 13. Equal Employment Opportunities: The Provider shall comply with equal employment
opportunities as stated in Executive Order 11246, entitled "Equal Employment
Opportunity" as amended Executive Order 11375, and as supplemented in Department of
Labor regulations.
Section 14. Homeless Assistance and Participation: Provider agrees that it will provide for the
participation of homeless individuals on its policymaking entity, in accordance with 42
V.S.C. 11375(d).
Section 15. Religious Organization or Owned Property: ESG funds may be used by religious
organizations or on property owned by religious organizations only with prior written
approval from the City and only in accordance with requirements set in 24 CFR 576.23.
Section 16. Reversion of Assets: In the event of a termination of this Agreement pursuant to Section 12
herein, or upon expiration of this Agreement, the Provider shall transfer to the City any
ESG funds on hand at the time of expiration and any account receivable attributable to the
use of ESG funds. In accordance with Section 415(i) of the 1987 McKinney Act, each ESG
recipient or sub-recipient herein certifies that it will maintain the facility as a homeless
shelter for a period of ten (10) years in the case of major rehabilitation or conversion, or for
three (3) years for other rehabilitation activities (other than major rehabilitation or
conversion.) Any building for which ESG funds are used for other eligible activities must
be maintained as a shelter for the homeless for the period during which such assistance is
provided.
Any real property under the Provider's control that was acquired or improved in whole or in
part with ESG funds (including ESG funds provided to the Provider in the form of a loan)
must either:
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a. Be used as a homeless facility for either ten (10) years or longer or three (3) years after
the expiration of the term of this Agreement or for such longer period of time as
determined to be appropriate by the City and as memorialized by the City and Provider
in an amendment to this Agreement or such other instrument as the City, at its
discretion, determines appropriate; or
b. If not used in accordance with the above subsection (a), the Provider shall pay to the
City an amount equal to the current market value of the property less any portion of the
value attributable to expenditures of non-ESG funds for the acquisition of, or
improvement to, the property. No payment is required after the period oftime specified
in subsection (a).
Section 17. Conformity to HUD regulations: The Provider agrees to abide by guidelines set forth by
the U.S. Department of Housing and Urban Development for the administration and
implementation of the Emergency Shelter Grants (ESG) Program, including all applicable
federal regulations as they may apply to program administration and to carry out each
activity in compliance with the laws and regulations as described in 24 CFR 576. The
Provider shall comply with the requirements and standards of: 24 CFR part 85 (codified
pursuant to OMB Circular No. A-I02), OMB Circular No. A-87, OMB Circular No. A-122,
OMB Circular A-II 0 (implemented as 24 CFR part 84), and/or the related ESG provision
as they relate to the acceptance and use of Emergency Shelter Grants amounts, as
applicable. The Provider agrees to comply with all the provisions of 24 CFR 576.57. In
this regard, the Provider agrees that duly authorized representatives of the U.S. Department
of Housing and Urban Development shall have access to any books, documents, papers and
records of the Provider that are directly pertinent to this Agreement for the purpose of
making audits, examinations, excerpts and transcriptions.
Section 18. Sponsorships: The Provider agrees that all notices, informational pamphlets, press releases,
advertisements, descriptions of the sponsorship of the Program, research reports, and
similar public notices prepared and released by the Provider for, on behalf of, and/or about
the Program shall include the statement:
"FUNDED BY THE CITY OF MIAMI BEACH EMERGENCY SHELTER GRANTS
PROGRAM"
In written materials, the words
"CITY OF MIAMI BEACH EMERGENCY SHELTER GRANTS FUNDS
ADMINISTERED BY THE NEIGHBORHOOD SERVICES DEPARTMENT"
shall appear in the same size letters as the name of the Provider.
Section 19. Examination of Records: The Provider shall maintain sufficient records in accordance
with 24 CFR part 5 to determine compliance with the requirements of this Agreement, the
Emergency Shelter Grants Program, and all applicable laws and regulations. This
documentation shall include, but not be limited to, the following:
a. Books, records and documents in accordance with generally accepted accounting
principles, procedures and practices, which sufficiently and properly reflect all revenues
and expenditures of funds provided directly or indirectly by this Agreement, including
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matching funds and Program income. These records shall be maintained to the extent
of such detail as will properly reflect all net costs, direct and indirect labor, materials,
equipment, supplies and services, and other costs and expenses of whatever nature for
which reimbursement is claimed under the provisions of this Agreement.
b. Time sheets for split-funded employees, which work on more than one activity, in order
to record the ESG activity delivery cost by Program and the non-ESG related charges.
c. How the objectives defined in 24 CFR 576.1 and the eligibility requirement(s) under
which funding has been received, have been met.
The Provider is responsible for maintaining and storing all records pertinent to this
Agreement in an orderly fashion in a readily accessible, permanent and secured location for
a period off our (4) years after expiration of this Agreement, with the following exception:
if any litigation, claim or audit is started before the expiration date of the four year period,
the records will be maintained until all litigation, claims or audit findings involving these
records are resolved. The City shall be informed in writing after closeout of this
Agreement, of the address where the records are to be kept.
Section 20. Audits and Inspections: At any time during normal business hours, and as often as City
and/or Federal Government representatives may deem necessary, the Provider shall make
available all records, documentation, and any other data relating to all matters covered by
the Agreement for review, inspection or audit.
Audits shall be conducted annually and shall be submitted to the City 180 days after the end
of the Provider's fiscal year. Sub-recipients shall comply with the requirements and
standards ofOMB A-B3, "Audits ofInstitutions of High Education and Other Non-Profit
Institutions" (as set forth in 24 CFR Part 45), or OMB Circular A-128, "Audits of State and
Local Governments" (as set forth in 24 CFR Part 44), as applicable. Ifthis Agreement is
closed-out prior to the receipt of an audit report, the City reserves the right to recover any
disallowed costs identified in an audit after such closeout.
Section 21. IndemnificationlInsurance Requirements: The Provider shall indemnify and hold
harmless the City from any and all claims, liability, losses and causes of action which may
arise out of an act, omission, negligence or misconduct on the part of the Provider or any of
its agents, servants, employees, contractors, patrons, guests, clients, licensees or invitees
pursuant to this Agreement and/or the Program. The Provider shall pay all claims and
losses of any nature whatsoever in connection therewith and shall defend all suits in the
name of the City, when applicable, and shall pay all costs and judgements which may issue
thereon. This Indemnification shall survive the termination and/or expiration of term of this
Agreement.
The Provider shall not commence any work and/or services pursuant to this Agreement until
all insurance required under this Section has been obtained and the City's Risk Manager has
approved such insurance. In the event evidence of such insurance is not forwarded to the
City's Risk Manager within thirty (30) days after the execution of this Agreement, this
Agreement shall become null and void and the City shall have no obligation under the terms
thereof unless a written extension of this thirty (30) day requirement is secured from the
City Administration.
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The Provider shall maintain and carry in full force during the term of this Agreement and
throughout the duration of the Program contemplated herein, whichever is longer, the
following insurance (s):
a. General Liability Policy with coverage for Bodily Injury and Property Damage, in the
amount of $1,000,000 single limit. The policy must include coverage for contractual
liability to cover the above indemnification.
b. Worker's Compensation and Employers Liability, as required pursuant to Florida
Statute.
c. Automobile and vehicle coverage shall be required when the use of automobiles and
other vehicles are involved in any way in the performance of the Agreement. Limits for
such coverage shall be in the amount of $500,000.
d. The City of Miami Beach shall be named as an additional insured under all such
insurance contracts and City of Miami Beach Resolution No. 2001-24517shall
referenced in the certificate.
e. Thirty- (30) day written notice of cancellation or substantial modification of the
insurance coverage must be given to the City's Risk Manager by the Provider and
his/her insurance company.
f. The insurance must be furnished by insurance companies authorized to do business in
the State of Florida, and approved by the City's Risk Manager. The companies must be
rated no less than "B+" as to management, and not less than "Class VI" as to strength by
the latest edition of Best's Insurance Guide, published by A.M. Best Company,
Oldwick, New Jersey, or its equivalent, subject to the approval of the City's Risk
Manager.
g. Original Certificates of Insurance for the above coverage must be submitted to the
City's Risk Manager for approval prior to any work commencing. These certificates
will be kept on file in the Office of the Risk Manager, Third Floor City Hall.
All insurance required by this section of the Agreement shall be and remain in full force and
effect for the entire term of this Agreement and/or throughout the duration of the project,
whichever is greater, and each certificate or policy shall carry the provision that the
insurance shall not terminate, lapse or otherwise expire, prior to thirty (30) days written
notice to that effect, given by the insurance carrier to the City, and that the insurance carrier
will not invoke the defense of performance of a governmental function by the Provider in
performing this contract.
Compliance with the foregoing requirements shall not relieve the Provider of the liabilities
and obligations under this Section or under any other portion of this Agreement, and the
City shall have the right to obtain from the Provider specimen copies of the insurance
policies in the event that submitted Certificates of Insurance are inadequate to ascertain
compliance with required coverage. All of Provider's certificates, above, shall contain
endorsements providing that written notice shall be given to the City at least thirty (30) days
prior to termination, cancellation or reduction in coverage of the policy.
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Section 22. Conflict ofInterest: The Provider covenants that no person under its employ who presently
exercises any functions or responsibilities in connection with ESG-funded activities has any
personal financial interests, direct or indirect, in this Agreement. The Provider covenants
that in the performance of this Agreement, no person having such conflicting interest shall
be employed. The Provider covenants that it will comply with all provisions of24 CFR
576.57(d) "Conflict ofInterest", and the Federal, State, County and City of Miami Beach
statutes, regulations, ordinances or resolutions governing conflicts of interest. The Provider
shall disclose, in writing, to the City any possible conflicting interest or apparent
impropriety that is covered by the above provisions. This disclosure shall occur
immediately upon knowledge of such possible conflict. The City will then render an
opinion, which shall be binding on both parties.
Section 23. Venue: This Agreement shall be enforceable in Miami-Dade County, Florida, and iflegal
action is necessary by either party with respect to the enforcement of any or all of the terms
or conditions herein, exclusive venue for the enforcement of the same shall lie in Miami-
Dade County, Florida.
Section 24. Notices: All notices required under this Agreement shall be sent to the parties at the
following address, with copies to the Office ofthe City Attorney:
City:
Joanna Revelo, Director
Community Development Division
Neighborhood Services Department
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Provider:
Daniel T. Brady, Ph.D., Executive Director
Douglas Gardens Community Mental Health
Center of Miami Beach, Inc.
710 Lincoln Road
Miami Beach, FL 33139
Section 25. Limitation of Liability: The City desires to enter into this Agreement only if in so doing
the City can place a limit on City's liability for any cause of action for money damages due
to an alleged breach by the City of this Agreement, so that its liability for any such breach
never exceeds the sum of $10,000. Provider hereby expresses its willingness to enter into
this Agreement with Provider's recovery from the City for any damage action for breach of
contract to be limited to a maximum amount of $10,000, less the amount of all funds
actually paid by the City to Provider pursuant to this Agreement.
Accordingly, Provider hereby agrees that the City shall not be liable to Provider for
damages in an amount in excess of $10,000, which amount shall be reduced by the amount
of the funding actually paid by the City to Provider pursuant to this Agreement, for any
action or claim for breach of contract arising out of the performance or nonperformance of
any obligations imposed upon the City by this Agreement. Nothing contained in this
subparagraph or elsewhere in this Agreement is in any way intended to be a waiver of the
limitation placed upon City's liability as set forth in Florida Statutes, Section 768.28.
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Section 26. Matching Requirements: The Provider warrants herein that it will comply with the
provisions of 24CFR 576.51 and 42 V.S.C. 11375(a)(3) and will provide the required dollar
for dollar match from sources other than ESG, in accordance with Attachment II. The
Provider will provide the City with evidence of such matching funds.
This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
In witness thereof, the parties hereto have executed or caused to be executed by their duly
authorized officials, this Agreement in three (3) copies, each of which shall be deemed an original on the
date first above written.
OF MIAMI BEACH
DOUGLAS GARDENS COMMUNITY MENTAL
HEALTH CENTER OF MIAMI BEACH, INC.
AuthOriZ~ry ~
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Typed Name and Title
City Clerk
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APPROVED AS TO
FORM & LANGUAGE
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EgG AGREEMENT
October 1, 2001 to September 30, 2002
ATTACHMENT I
STATEMENT OF WORK AND GOALS
DESCRIPTION OF PROGRAM
To provide mobile outreach and case management services to the homeless in Miami Beach, resulting in
at least 100 persons being placed in shelter care. Funding will be used to partially fund a mobile outreach
team, supportive services for the homeless, and emergency/transitional beds. Homeless individuals and
families currently living on the streets of Miami Beach will be the targeted population to be serviced. The
program will offer a comprehensive level of services to ensure long-term success for homeless persons
coming off the street.
The mobile outreach team is a part of a multi-agency-coorrl;n~ted network of teams working throughout
Miami-Dade County. The purpose of the team is to engage homeless individuals and families living on
the streets and assist them in accessing housing and services. Addressing the unique housing needs of
each homeless person is essential for ensuring these persons stay in housing and are successful in meeting
their goals. Douglas Gardens will purchase emergency sheher beds at the Salvation Army for persons
who are awaiting placement to transitional programs and for persons who are placed by the City of Miami
Beach Police after hours. The Center will also lease two hotel units on Miami Beach for persons who are
not appropriate for placement at the emergency sheher. A wide array of transitional and pennanent
housing programs provided by Douglas Gardens on Miami Beach will be available for persons coming
from the emergency placement or for persons who can skip the emergency shelter step.
PROGRAM GOALS AND MEASURABLE OUTCOMES
I. Contact at least 40 homeless individuals per week, or a minimum of 2,000 per year.
2. Complete an assessment of each homeless person's needs and placement goals by a case manager
on staff with the outreach team.
3. Refer homeless persons to the appropriate housing and services.
4. Place at least 8 homeless individuals or families in housing on or off Miami Beach, for a
minimum of 7 days, each month, totaling at least 100 per year.
5. Provide outreach and case management in conjunction with the Miami Beach Police
Department's Homeless Outreach Team.
SCHEDULE FOR IMPLEMENTATION
Goal 1012001 1112001 1212001 112002 212002 312002 412002 512002 612002 712002 812002 912002
1 X X X X X X X X X X X X
2 X X X X X X X X X X X X
3 X X X X X X X X X X X X
4 X X X X X X X X X X X X
5 X X X X X X X X X X X X
6 X X X X X X X X X X X X
F:\DDHP\$ALLILYSSETfEIACTPLAN\2001'()2\c_lDougloslDouglas GanIens AU I.doc
Page 1 ofl
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Activity Name:
Provider Name:
ESG AGREEMENT
October I, 2001 to September 30, 2002
ATTACHMENT II
BUDGET SUMMARY SHEET
Homeless Outreach
Doul!las Gardens Community Mental
Health Center
Funding Year: 200112002
Date Submitted:
Categor CDBG/ESG Other Funding
y Category Breakdown Funds Other Funds Sources Total Funds
Number
1 Salaries and Benefits $10,889 $62,056 U.S. HUD/Trust $65,036
2 Space Rental $11,973 $237 U.S. HUD/Trust $12,210
3 Equipment Lease or $768 $7,680 U.S. HUD/Trust $8,448
Purchase
4 Other Operating Expenses $8,220 $2,725 U.S. HUD/Trust $10,945
Total CDBG/ESG Funds
$31,850
Total Other Funds
Grand Total
$104,548
Page I of5
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ESG AGREEMENT
BUDGET ITEMIZATION SHEET
Activity Name:
Provider Name:
Homeless Outreach
Doul!las Gardens Community Mental
Health Center
Funding Year: 200112002
Date Submitted:
Category Amount
Category Category Breakdown CDBGIESG Other Funds Total Funds
Number Funds
1 Coordinator, Homeless Programs (.25 FTE) $9,074 $0 $9,074
1 Outreach Case Manager (1 FTE) $0 $27,801 $27,801
1 Peer Outreach Worker (1 FTE) $0 $19,934 $19,934
1 Fringe Benefits (at 32%) $1,815 $14,321 $16,135
Total Amount $10,889 $62,056 $72,944
Page 2 of5
ESG AGREEMENT
BUDGET ITEMIZATION SHEET
Activity Name:
Provider Name:
Homeless Outreach
Doul!las Gardens Communitv Mental
Health Center
Funding Year: 2001/2002
Date Submitted:
Category Amount
Category Category Breakdown CDBGIESG Other Funds Total
Number Funds Funds
2 Space Rental (I,OOO-sq. ft. x $12.21 per sq. ft.) $11,973 $237 $12,210
Total Amount $11,973 $237 $12,210
Page 3 of5
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ESG AGREEMENT
BUDGET ITEMIZATION SHEET
Activity Name:
Provider Name:
Homeless Outreach
Doul!las Gardens Community Mental
Health Center
Funding Year: 200112002
Date Submitted:
Category Amount
Category Category Breakdown CDBGIESG Other Funds Total Funds
Number Funds
3 Van Lease (at $460 a month x 5.6%) $0 $5,520 $5,520
3 Cellular Phone (lease and air time @ $64 a month) $768 $0 $768
for mobile outreach team referrals
3 Beeper (at $1.75 a month) $0 $0 $0
3 Parking Card for Outreach van, Case Manager and $0 $2,160 $2,160
Peer Outreach Worker (3 at $60 x 12 months)
,
Total Amount $768 $7,680 $8,448
Page 4 of5
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ESG AGREEMENT
BUDGET ITEMIZATION SHEET
Activity Name:
Provider Name:
Homeless Outreach
Doul!las Gardens Community Mental
Health Center
Funding Year: 200112002
Date Submitted:
Category Amount
Category Category Breakdown CDBGIESG Other Funds Total Funds
Number Funds
4 Food for four persons ($90 a month each) $4,320 $0 $4,320
4 Gas and oil for van (at $130 a month) $0 $1,560 $1,560
4 Bus tokens for clients ($97 a month x 12 months) $0 $1,165 $1,165
4 Auto Insurance (at $258 a month) $3,100 $0 $3,100
4 Indirect Administrative Costs (2.5% of total grant) $800 $0 $800
Total Amount $8,220 $2,725 $10,945
Page5of5
ESG AGREEMENT
October 1, 2001 to September 30, 2002
ATTACHMENT III
GUIDELINES FOR FINANCIAL MANAGEMENT OF ESG-FUNDED ACTIVITIES
To comply with federal regulations, each program must have a financial management system that
provides accurate, current and complete disclosure of the financial status of the activity. This means the
financial system must be capable of generating regular financial status reports which indicate the dollar
amount allocated for each activity (including any budget revisions), amount obligated (i.e., for which
contract exists), and the amount expended for each activity. The system must permit the comparison of
actual expenditures and revenues against budgeted amounts. The City must be able to isolate and to trace
every ESG dollar received and prove where it went and for what it was used.
Accounting records must be supported by source documentation. Invoices, bills of lading, purchase
vouchers, payrolls and the like must be secured and retained for four years in order to show for what
purpose funds were spent. Payments should not be made without invoices and vouchers physically in
hand. All vouchers/invoices should be on vendor's letterhead.
All employees paid in whole or in part from ESG funds should prepare a time sheet indicating the hours
worked on ESG projects for each pay period. Based on these time sheets and the hourly payroll costs for
each employee, a voucher statement indicating the distribution of payroll charges should be prepared and
placed in the appropriate files.
The City is responsible for reviewing and certifying the financial management of any operating agency,
which is not a City department or bureau, in order to determine whether or not it meets all of the above
requirements. If the agency's system does not meet these requirements and modifications are not
possible, the City must administer the ESG funds for the operating agency.
Financial records are to be retained for a period of four years, with access guaranteed to the City, to HUD
or Treasury officials or their representative.
One copy of the vendors' audited financial statement shall be submitted to the City immediately following
the end of the vendors' fiscal year(s) during which ESG funds are received.
Payments to sub-recipients will be on a reimbursement basis to be submitted to:
Joanna Revelo, Director
Community Development Division
City of Miami Beach
Neighborhood Services Department
1700 Convention Center Drive
Miami Beach, Florida 33139
Requests are to be submitted utilizing the enclosed financial status, client profile, and narrative report
forms, in a format consistent with the approved budget as shown in Attachment II, including an analysis
of expenses to budget. A cash advance may be available upon special request.
F:\DDHP\$ALLIL YSSETIElACTPLAN\200 I-02lBoilerplateslAttachment III ESG.doc
Page I ofl
>
~
ICMB Budget Account 137.5790
MontbNear
CITY OF MIAMI BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
FINANCIAL STATUS REPORT
Provider: Douelas Gardens Community Mental Healtb Ceoter Project Name: Homeless Outreacb
Date Submitted:
Title:
Signature:
Reporting Period:
Person Submitting Report:
CDBG Year 27 $31,850
FY 2001/2002
Budget Amount
Month Description Expenditures Year to Date Expenses
October 2001
November 2001
December 2001
January 2002
February 2002
March 2002
April 2002
May 2002
June 2002
July 2002
August 2002
September 2002
Available Funds
Amount Requested
This Payment
.
CITY OF MIAMI BEACH EMERGENCY SHELTER GRANTS PROGRAM
MONTHLY NARRATIVE AND CLIENT PROFILE REPORT
Provider: Doul!las Gardens Community Mental Health Center Project Name: Homeless Outreach
Reporting Period: Date Submitted:
Person Submitting Report: Signature:
Please complete the folIowing reports for activities undertaken during this month's reporting period. If reporting for more than
one activity, provide a separate progress and client profile report for each distinct activity.
I. Monthly Progress Report - Please document the progress achieved during this month towards the project goals and
measurable outcomes that were outlined in the Schedule for Implementation of the Statement of Work and Goals
(Attachment I of the Agreement.)
Month Goal
Met Not Met
October
November
December
January
February
March
Month Goal
Met Not Met
April
May
June
July
August
September
In the space below, describe any problem, which may have affected your performance during the reporting period. Attach
additional pages, if necessary and describe any special circumstance encountered, recognition or award received during the
reporting period.
II. Client Profile Report
Month Clients Income Range Ethnicity Female Special
HOH Needs3
New YTD' 50% 80% White Not Black Not Hispanic American Asian!Pacific
(VLI)' (LM) , Hispanic Hispanic Indian Islander/Other
Oct.
Nov.
Dec.
Jan.
Feb.
March
April
May
June
July
Aug.
Sept. /
Total
Notes: (1) YTD indicates Year to Date. This number equals prior monthly figures + current monthly figures. (2) VLI indicates very~low
income. LM indicates low/moderate.income. (3) Special Needs includes elderly/frail elderly persons, persons with AIDS, persons with
disabilities, homeless persons, and families participating in programs to achieve economic self-sufficiency.
\\CH2IVOLt\DDHP\$ALL\L YSSETIEIACTPLAN\2001-02\BoiterptateslProgress Report PS aod ED.doc
.
ESG AGREEMENT
October 1, 2001 to September 30, 2002
ATTACHMENT IV
APPLICABLE FEDERAL REGULATIONS
Compliance with the Section 109 of the Housing and Community Development Act of 1974
The work to be performed under this Agreement is subject to the requirements of Section 109 of
the Housing and Community Development Act of 1974, which states that:
"No person in the United States shall, on the ground of race, color, national origin, sex or
handicap, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity funded in whole or in part with funds
available under this title."
Compliance with Equal Opportunity Provisions of Executive Order No. 11246
In carrying out the Agreement, the Provider shall not discriminate against any employee or
applicant for employment because of race, color, religion, sex, handicap or national origin. The
Provider shall take affirmative action to insure that applicants for employment are employed, and
that employees are treated during employment, without regard to their race, color, religion, sex,
handicap or national origin. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or
termination; rates of payor other forms of compensation; and selection for training, including
apprenticeship. The Provider shall post in conspicuous places, available to employees and
applicants for employment, notices to be provided by the government setting forth the provisions
ofthis nondiscrimination clause. The Provider shall state that all qualified applicants will receive
consideration for employment without regard to race, color, religion, sex, handicap or national
origin.
For purposes of the Emergency Shelter Grants program, the term "dwelling units" in 24 CFR part
8 shall include sleeping accommodations. Use of emergency shelter grants amounts must also
comply with the requirement that the Provider make known that use of the facilities or services is
available to all on a nondiscriminatory basis. If the procedures that the Provider intends to use to
make known the availability of the facilities and services are unlikely to reach persons of any
particular race, color, religion, sex, age, national origin, familial status, or disability who may
qualify for such facilities and services, the Provider must establish additional procedures that will
ensure that such persons are made aware of the facilities and services. Providers must also adopt
procedures which will make available to interested persons, information concerning the location
of services and facilities that are accessible to persons with disabilities.
Applicability ofOMB Circulars
The policies, guidelines, and requirements of 24 CFR part 85 (codified pursuant to OMB Circular
No. A-I 02), and OMB Circular No. A-87, as they relate to the acceptance and use of emergency
shelter grant amounts by States and units oflocal government, and Nos. A-IIO and A-122 as they
relate to the acceptance and use of emergency shelter grant amounts by private nonprofit
organizations. OMB Circulars referenced in this section are available at the Entitlement Cities
Division, Room 7282, Department of Housing and Urban Development, 451 Seventh Street, SW,
Washington, DC 20410.
Page 1 00
.
Compliance with Lead-Based Paint Regulations
The requirements, as applicable, of the Lead-Based Paint Poisoning Prevention Act (42 USC
4821-4846) and implementing regulations at 24 CFR part 35. In addition, the Provider must also
meet the following requirements relating to inspection and abatement of defective lead. based
paint surfaces:
A. Treatment of defective paint surfaces must be perfonned before final inspection and approval
of the renovation, rehabilitation or conversion activity under this part; and
B. Appropriate action must be taken to protect shelter occupants from the hazards associated
with lead-based paint abatement procedures.
Conflict of Interest
In addition to the Conflict of Interest requirements in OMB Circulars A-I02 and A-IIO, no
person who is an employee, agent, consultant, officer or elected or appointed official of the City
of Miami Beach or the Provider and who exercises or has exercised any functions or
responsibilities with respect to the assisted activities, or who is in a position to participate in a
decision making process or gain inside infonnation 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 thereunder, either for him or
herself or for those with whom he or she has family or business ties, during his or her tenure, or
for one year thereafter.
Audit
The Provider is subjectto the audit requirements ofOMB Circular A-B3, as set forth in 24 CFR
part 45.
Lobbying and Disclosure Requirements
The disclosure requirements and prohibitions of 42 USC 3537a and 3345
Compliance with Section 3 of the Housing and Urban Development Act of 1968
A. The work to be perfonned under this Agreement is on a project assisted under a program
providing direct federal financial assistance from the Department of Housing and Urban
Development and is subject to the requirements of Section 3 of the Housing and Urban
Development Act of 1968, as amended, 12 U.S.c. 170 lu. Section 3 requires that, to the
greatest extent feasible, opportunities for training and employment be given to lower income
residents of the project area and contracts for work in connection with the project be awarded
to business concerns which are located in, or owned in substantial part, by persons in the area
of the project.
B. The parties to this Agreement will comply with the provisions of said Section 3 and the
regulations issued pursuant thereto by the Secretary of Housing and Urban Development set
forth in 24 CFR, and all applicable rules and orders ofthe Department issued thereunder prior
to the execution of this Agreement. The parties to this Agreement certify and agree that they
are under no contractual or other disability, which would prevent them from complying with
these requirements.
C. The Provider shall send to each labor organization or representative of workers with which he
has a collective bargaining agreement or other contract or understanding, if any, a notice
advising the said labor organization or workers representative of his commitments under this
Section 3 clause and shall post copies of the notice in conspicuous places available to
employees and applicants for employment or training.
Page 2 of3
D. The Provider will include this Section 3 clause in every sub-agreement for work in
connection with the project and will, at the direction of the applicant for, or recipient of
federal financial assistance, take appropriate action pursuant to the sub-agreement upon
finding that the subcontractor is in violation ofregulations issued by the Secretary of Housing
and Urban Development, 24 CFR. The Provider will not subcontract with any subcontractor
where it has notice or knowledge that the latter has been found in violation of regulations
under 24 CFR and will not enter into any sub-agreement unless the subcontractor has first
provided it with a preliminary statement of ability to comply with the requirements of these
regulations.
E. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR, and all
applicable rules and orders of the Department issued thereunder prior to the execution of the
contract, shall be a condition of the federal financial assistance provided to the project,
binding upon the applicant or recipient of such assistance, its successors and assigns. Failure
to fulfill these requirements shall subject the applicant or recipient for such assistance, its
successors and assigns to those sanctions specified by the grant or loan agreement or contract
through which federal assistance is provided, and to such sanctions as are specified by 24
CFR Part 135.
Compliance with Section 504 of the Rehabilitation Act of 1973, as amended
The work to be performed under this contract is subject to the requirements of Section 504 of the
Rehabilitation Act of 1973, as amended, which states that: "No otherwise qualified handicapped
individual in the United States... shall, solely by reason of his handicap, be excluded from the
participation in, be denied the benefits of, or be subjected to discrimination under any program or
activity receiving federal financial assistance or under any program or activity conducted by any
executive agency."
F:\DDHP\$ALLIL YSSETfEIACfPLAN\2001-02\BoilerplateslAttachment IV ESG.doc
Page 3 00
CERTIFICATION OF
RELIGIOUS ORGANiZATION REOUlREMENTS
In accordance with First Amendment of the U.S. Constitution - "church/state principles", CDBG
assistance may not, as a general rule, be provided to primarily religious entities for any secular or
religious activities.
Therefore, the following restrictions and limitations apply to any provider which represents that it
is, or may be deemed to be, a religious or denominational institution or an organization operated for
religious purposes which is supervised or controlled by or operates in connection with a religious or
denominational institution or organization.
A religious entity that applies for and is awarded CDBG funds for public service activities must
agree to the following:
I. It will not discriminate against any employee or applicant for employment on the basis of religion
and will not limit employment or give preference in employment to persons on the basis of religion;
2. It will not discriminate against any person applying for such public services on the basis of religion
and will not limit such services or give preference to persons on the basis of religion;
3. It will provide no religious instruction or counseling, conduct no religious worship or services,
engage in no religious proselytizing, and exert no other religious influence in the provision of such
public services;
4. The portion of a facility used to provide public services assisted in whole or in part under this
Agreement shall contain no sectarian or religious symbols or decorations; and
The funds received under this Agreement shall not be used to construct, rehabilitate, or restore any
facility which is owned by the Provider and in which the public services are to be provided. However,
minor repairs may be made if such repairs are directly related to the public services; are located in a
structure used exclusively for non-religious purposes; and constitute, in dollar terms, only a minor portion
of the CDBG expenditure for the public services.
I hereby acknowledge that I have read the specific requirements contained in this
Certification, and that eligibility of my organization's project depends upon compliance with the
requirements contained in this document.
DOUGLASGARDENSCO~YMENTAL
HEALTH CENTER OF MIAMI BEACH. INC.
Signaturfl-P- ~
/I I'U h6Q I
( (
Date
atory
~1-. Jk,t.
Print Title of Authorized Signatory
Page 1 ofl
CERTIFICATION REGARDING LOBBYING
Name of Recipient:
CITY OF MIAMI BEACH
Name of Sub-recipient:
DOUGLAS GARDENS COMMUNITY MENTAL HEALTH CENTER
OF MIAMI BEACH. INC.
Grant Program Name:
EMERGENCY SHELTER GRANTS
S-01-MC-120007
If h.1 h.OOt
I {
The undersigned certifies, to the best of his or her knowledge and belief, that:
Grant Number:
Date:
I. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or any employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant,
the making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or any employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall
complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance
with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all sub-awards at all tiers (including sub-contracts, sub-grants, and contracts under
grants, loans, and cooperative agreements) and that all individuals receiving sub-awards shall
certify and disclose accordingly.
DOUGLAS GARDENS COMMUNITY MENTAL
HEALTH CENTER OF MIAMI BEACH. INC.
If he k I
Date I I
tlx_
Print Name of Authorized Signato
~. ~11.
Print Title of Authorized Signatory
Page! of!
CERTIFICATION REGARDING DRUG-FREE WORKPLACE REOUlREMENTS
Name of Recipient:
CITY OF MIAMI BEACH
Grant Program Name:
DOUGLAS GARDENS COMMUNITY MENTAL HEALTH CENTER
OF MIAMI BEACH. INC.
EMERGENCY SHELTER GRANTS
Name of Sub-recipient:
Grant Number:
S-01-MC-120007
f! /2-1 J-Z-061
( I
The Provider shall insert in the space provided below the site(s) expected to be used for the performance
of work under the grant covered by the certification:
Date:
Place of Performance (include street address, city, county, state, zip code for each site):
70r
U rl/l-<i ~I ~-f'
331>9
U/IIUUIJ ~
DOUGLAS GARDENS COMMUNITY MENTAL
HEALTH CENTER OF MIAMI BEACH. INC.
M
1S3
II ("21/200/
r .
Signature
~(~~
Print Name of Authorized Signatory
Date
e -1-. JJc (l...
Print Title of Authorized Signatory
Page! of!
-
.
ACKNOWLEDGEMENT OF DISABILITY NONDISCRIMINATION AFFIDAVIT
CONTRACT REFERENCE ESG Fiscal Year 2001/2002
NAME OF FIRM, CORPORA nON, OR ORGANIZA nON DOUGLAS GARDENS COMMUNITY
MENTAL HEALTH CENTER OF MIAMI BEACH. INC
AUTHORIZED AGENT~OMPLETING AFFIDAVIT ~~lei:.. 'B~
POSITION ~ J)(1'l.. PHONE NUMBER em -S3,.,)Jcf I
I, ' t~ ~ ' being duly first sworn state:
That the above named form, corporation or organization is in compliance with and agrees to
continue to comply with, and assure that any subcontractor, or third party contractor under this
project complies with all applicable requirements of the laws listed below including, but not limited
to, those provisions pertaining to employment, provision of programs and services, transportation,
communications, access to facilities, renovations, and new construction.
The Americans with Disabilities Act of 1990 (ADA): Pub. 1. 101-336, 104 Stat 327, 42 U.S.C.
12101-12213 and 547 U.S.c. Sections 225 and 611 including Title I, Employment; Tittle II,
Public Services; Title III, Public Accommodations and Services Operated by Private Entities;
Title IV, Telecommunications; and Title V, Miscellaneous Provisions.
The Rehabilitation Act of 1973: 29 U.S.C. Section 794.
The Federal Transit Act, as amended: 49 U.S.C. Section 1612.
The Fair Housing Act as amended: 42 U.S.C. Section 3601-3631.
~t}Sj
I(ft, ho;/
f ( Joo)
d~$~y
Signature Date
SUBSCRIBED AND SWORN TO (or affirmed) before me on c? }4
Dan\?J ~'fO~
(Affiant)
W$r
(Type of identification)
~~~
(Si nature of Notary)
~ t\. FrarlClne Massaro
!~ . My Commisston 0000396.'
'\ ~fi 2E 200'
(Print or Staift'" ~of~~)
Notary PUblitfl'" ~ .J.State) Notary Seal
vomm.uton 0 3884
-.:....;:.1 E>cpir.. February 25 2005
The City of Miami Beach will not award a contract to any firm, corporation or organization that fails to
complete and submit this Affidavit with the firm, corporation or organization's bid or proposal or fails to
have this Affidavit on file with the City of Miami Beach.
presented
as identification.
!DD CX523 7 10 Lf
(Serial Number)
~~1;W05
Page 1 ofl
;
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CITY OF MIAMI BEACH
GLOSSARY
Affordable Housing: Affordable housing is generally defined as housing where the occupants pay no
more than 30 percent of gross income for gross housing costs, including utility costs.
AIDS and Related Diseases: The disease of acquired immunodeficiency syndrome or any conditions
arising from the etiologic agent for acquired immunodeficiency syndrome.
Alcohol/Other Drug Addiction: A serious and persistent alcohol or other drug addiction that significantly
limits a person's ability to live independently.
Committed: Generally means there has been a legally binding commitment of funds to a specific project
to undertake specific activities.
Community Develooment Target Area: Geographic area where at least 51 percent of the residents are
low and moderate-income persons.
Consistent with the Plan: A determination made by the jurisdiction that a program application meets the
following criterion:
. The Annual Plan for that fiscal year's funding indicates the jurisdiction planned to
apply for the program or was willing to support an application by another entity for
the program;
. The location of activities is consistent with the geographic areas specified in the
plan; and
. The activities benefit a category of residents for which the jurisdiction's five-year
strategy shows a priority.
Cost Burden> 30%: The extent to which gross housing costs, including utility costs, exceed 30 percent
of gross income, based on data published by the U.S. Census Bureau.
Cost Burden >50% (Severe Cost Burden): The extent to which gross housing costs, including utility
costs, exceed 50 percent of gross income, based on data published by the U.S. Census Bureau.
Disabled Household: A household composed of one or more persons at least one of whom is an adult (a
person of at least 18 years of age) who has a disability. A person shall be considered to have a disability
if the person is determined to have a physical, mental or emotional impairment that:
(1) is expected to be oflong-continued and indefinite duration;
(2) substantially impedes his or her ability to live independently; and
(3) is of such a nature that the ability could be improved by more suitable housing
conditions.
A person shall also be considered to have a disability ifhe or she has a developmental disability as
defined in the Developmental Disabilities Assistance and Bill of Rights Act (42 U.S.c. 6001-6006). The
term also includes the surviving member or members of any household described in the first sentence of
Page I of?
.
.
this paragraph who were living in an assisted unit with the disabled member of the household at the time
of his or her death.
Elderlv Household: For HUD rental programs, a one or two person household in which the head of the
household or spouse is at least 62 years of age.
Elderlv Person: A person who is at least 62 years of age.
Existing Homeowner: An owner-occupant of residential property who holds legal title to the property
and who uses the property as his/her principal residence.
Familv: See definition in 24 CFR 812.2 (The National Affordable Housing Act definition required to be
used in the CHAS rule differs from the Census definition). The Bureau of Census defines a family as a
householder (head of household) and one or more other persons living in the same household who are
related by birth, marriage or adoption. The term "household" is used in combination with the term
"related" in the CHAS instructions, such as for Table 2, when compatibility with the Census definition of
family (for reports and data available from the Census based upon that definition) is dictated. (See also
"Homeless Family.")
Familv Self-Sufficiency (FSS) Program: A program enacted by Section 554 of the National Affordable
Housing Act which directs Public Housing Agencies (PHAs) and Indian Housing Authorities (IHAs) to
use Section 8 assistance under the rental certificate and rental voucher programs, together with public
and private resources, to provide supportive services, that will enable participating families to achieve
economic independence and self-sufficiency.
Federal Preference for Admission: The preference given to otherwise eligible applicants under HUD's
rental assistance programs who, at the time they seek housing assistance are involuntarily displaced,
living in substandard housing, or paying more than 50 percent of family income for rent. (See 24 CFR
882.219.)
First Time Home Buver: An individual or family who has not owned a home during the three year period
preceding the HUD-assisted purchase of a home that must be used as the principal residence of the home
buyer, except that any individual who is a displaced homemaker (as defined in 24 CFR 92) or a single
parent (as defined in 24 CFR. 921) may not be excluded from consideration as a first time home buyer on
the basis that the individual, while a homemaker or married, owned a home with his or her spouse or
resided in a home owned by the spouse.
For Rent: Year round housing units which are vacant and offered/available for rent. (U.S. Census
definition).
For Sale: Year round housing units which are vacant and offered available for sale only. (U.S. Census
definition).
Frail Elderlv: An elderly person who is unable to perform at least 3 activities of daily living (i.e., eating,
dressing, bathing, grooming, and household management activities). (See 24 CFR 689.105.)
Group Ouarters: Facilities providing living quarters that are not classified as housing units. (U.S. Census
Page 2 of7
.
definition.) Examples include: prisons, nursing homes, dormitories, military barracks, and shelters.
HOME: The HOME Investment Partnerships Program, authorized by Title 11 of the National
Affordable Housing Act.
Homeless Familv: Family that includes at least one parent or guardian and one child under the age of 18,
a homeless pregnant woman, or a homeless person in the process of securing legal custody of a person
under the age of 18, living in situations described by terms "sheltered" or "unsheltered".
Homeless Individual: An unaccompanied youth (17 years or younger) or an adult (18 years or older)
without children, living in situations described by terms "sheltered" or "unsheltered".
Homeless Youth: Unaccompanied person 17 years of age or younger who is living in situations described
by terms "sheltered" or "unsheltered".
Household: One or more persons occupying a housing unit (U.S. Census definition). See also "Family".
Housing Problems: Households with housing problems include those that: (I) occupy units meeting the
definition of Physical Defects; (2) meet the definition of overcrowded; and (3) meet the definition of cost
burden greater than 30%. Table 1C requests nonduplicative accounts of households that meet one or
more of these criteria.
Housing Unit: An occupied or vacant house, apartment, or a single room (SRO housing) that is intended
as separate living quarters. (U.S. Census definition.)
Institutions/Institutional: Group quarters for persons under care or custody. (U.S. Census definition.)
Large Related: A household of 5 or more persons which includes at least one person related to the
householder by blood, marriage or adoption.
LIHTC: (Federal) Low Income Housing Tax Credit.
Low-Income: Households whose incomes do not exceed 50 percent of the median income for the area,
as determined by HUD, with adjustments for smaller and larger families, except that HUD may establish
income ceilings higher or lower than 50 percent of the median for the area on the basis of HUD's
findings that such variations are necessary because of prevailing levels of construction costs for fair
market rents, or unusually high or low family incomes. NOTE: HUD income limits are updated annually
and are available from local HUD offices. (This term corresponds to low and moderate-income
households in the CDBG Program.)
Moderate-Income: Households whose incomes are between 51 percent and 80 percent of the median
income for the area, as determined by HUD, with adjustments for smaller or larger families, except that
HUD may establish income ceilings higher or lower than 80 percent of the median for the area on the
basis of HUD's findings that such variations are necessary because of prevailing levels of construction
costs or fair market rents, or unusually high or low family incomes. (This definition is different than that
for the CDBG Program.)
Page 3 of7
.
.
.
Middle-Income: Households whose incomes are between 81 percent and 95 percent of the median
income for the area, as determined by HUD, with adjustments for smaller or larger families, except that
HUD may establish income ceilings higher or lower than 95 percent of the median for the area on the
basis of HUD's findings that such variations are necessary because of prevailing levels of construction
costs or fair market rents, or unusually high or low family incomes. (This definition is different than that
for the CDBG Program.)
Non-Elderlv Household: A household which does not meet the definition of "Elderly Household," as
defined above.
Non-Homeless Person with Soecial Needs: Includes elderly/frail elderly persons, persons with AIDS,
disabled families, and families participating in organized programs to achieve economic self-sufficiency.
Non-Institutional: Group quarters for persons not under care or custody. (U.S. Census definition.)
Occuoied Housing Unit: A housing unit that is the usual place of residence of the occupant(s).
Other Household: A household of one or more persons that does not meet the definition of a Small
Related household, Large Related household, or Elderly Household.
Other Income: Households whose incomes exceed 80 percent of the median income for the area, as
determined by the Secretary, with adjustments for smaller and larger families.
Other Low-income: Households whose incomes are between 51 percent and 80 percent of the median
income for the area, as determined by HUD, with adjustments for smaller and larger families, except that
HUD may establish income ceilings higher or lower than 80 percent of the median for the area on the
basis of HUD's findings that such variations are necessary because of prevailing levels of construction
costs or fair market rents, or unusually high or low family incomes. (This term corresponds to
moderate-income in the CDBG Program.)
Other Vacant: Vacant year round housing units that are not For Rent or For Sale. This category would
include Awaiting Occupancy or Held.
Overcrowded: A housing unit containing more than one person per room. (U.S. Census definition.)
Owner: A household that owns the housing unit it occupies. (U.S. Census definition.)
Phvsical Defects: A housing unit lacking complete kitchen or bathroom. (U.S. Census definition.)
Jurisdictions may expand upon the Census definition.
Primarv Housing Activitv: A means of providing or producing affordable housing -- such as rental
assistance, production, rehabilitation or acquisition -- that will be allocated significant resources and/or
pursued intensively for addressing a particular housing need. (See also, "Secondary Housing Activity".)
Proiect-Based (Rental) Assistance: Rental Assistance provided for a project, not for a specific tenant.
Tenants receiving project-based rental assistance give up the right to that assistance upon moving from
the project.
Page 4 of?
!
~
Public Housing ClAP: Public Housing Comprehensive Improvement Assistance Program.
Public Housing MROP: Public Housing Major Reconstruction of Obsolete Projects.
Rent Burden> 30% (Cost Burden): The extent to which gross rents, including utility costs, exceed 30
percent of gross income, based on data published by the U.S. Census Bureau.
Rent Burden> 50% (Severe Cost Burden): The extent to which gross rents, including utility costs,
exceed 50 percent of gross income, based on data published by the U.S. Census Bureau.
Rental Assistance: Rental assistance payments provided as either project-based rental assistance or
tenant-based rental assistance.
Renter: A household that rents the housing unit it occupies, including both units rented for cash and units
occupied without cash payment of rent. (U.S. Census definition.)
Renter Occupied Unit: Any occupied housing unit that is not owner occupied, including units rented for
cash and those occupied without payment of cash rent.
Secondary Housing Activitv: A means of providing or producing affordable housing such as rental
assistance, production, rehabilitation or acquisition -- that will receive fewer resources and less emphasis
than primary housing activities for addressing a particular housing need. (See also, "Primary Housing
Activity" .)
Section 215: Section 215 of Title II of the National Affordable Housing Act. Section 215 defines
"affordable" housing projects under the HOME program.
Service Needs: The particular services identified for special needs populations, which typically may
include transportation, personal care, housekeeping, counseling, meals, case management, personal
emergency response, and other services to prevent premature institutionalization and assist individuals to
continue living independently.
Severe Cost Burden: See Cost Burden> 50%.
Severe Mental Illness: A serious and persistent mental or emotional impairment that significantly limits a
person's ability to live independently.
Sheltered: Families and persons whose primary nighttime residence is a supervised publicly or privately
operated shelter, including emergency shelters, transitional housing for the homeless, domestic violence
shelters, residential shelters for runaway and homeless youth, and any hotel/motel/apartment voucher
arrangement paid because the person is homeless. This term does not include persons living doubled up
or in overcrowded or substandard conventional housing. Any facility offering permanent housing is not
a shelter, nor are its residents homeless.
Small Related: A household of 2 to 4 persons which includes at least one person related to the
householder by birth, marriage, or adoption.
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Substandard Condition: Housing not meeting the City of Miami Beach's Housing Code, containing
deficiencies such as holes in roof, faulty or non-existent plumbing, etc.
Substandard Condition and not Suitable for Rehab: By local definition, dwelling units that are in such
poor condition as to be neither structurally nor financially feasible for rehabilitation. (See also
"Substandard Condition.")
Substandard Condition-but Suitable for Rehab: By local definition, dwelling units that do not meet
standard conditions but are both financially and structurally feasible for rehabilitation. This does not
include units that require only cosmetic work, correction or minor livability problems or maintenance
work. (See also "Substandard Condition.")
Substantial Amendment: A major change in an approved housing strategy. It involves a change to the
five-year strategy, which may be occasioned by a decision to undertake activities or programs
inconsistent with that strategy.
Substantial Rehabilitation: Rehabilitation of residential property at an average cost for the project in
excess of $25,000 per dwelling unit.
Supportive Housing: Housing, including Housing Units and Group Quarters, that have a supportive
environment and includes a planned service component.
Supportive Service Need in FSS Plan: The plan that PHAs administering a Family Self-Sufficiency
program are required to develop to identify the services they will provide to participating families and
the source of funding for those services. The supportive services may include child care; transportation;
remedial education; education for completion of secondary or post secondary schooling; job training;
preparation and counseling; substance abuse treatment and counseling; training in homemaking and
parenting skills; money management and household management; counseling in home ownership; job
development and placement; follow-up assistance after job placement; and other appropriate services.
Supportive Services: Services provided to residents of supportive housing for the purpose of facilitating
the independence of residents. Some examples are case management, medical or psychological
counseling and supervision, child care, transportation, and job training.
Tenant-Based (Rental) Assistance: A form of rental assistance in which the assisted tenant may move
from a dwelling unit with a right to continued assistance. The assistance is provided for the tenant, not
for the project.
Total Vacant Housing Units: Unoccupied year round housing units. (U.S. Census definition.)
Unsheltered: Families and individuals whose primary nighttime residence is a public or private place not
designed for, or ordinarily used as, a regular sleeping accommodation for human beings (e.g., streets,
parks, alleys).
Vacant Awaiting Occupancv or Held: Vacant year-round housing units that have been rented or sold and
are currently awaiting occupancy, and vacant year round housing units that are held by owners or renters
for occasional use. (U.S. Census definition.)
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Vacant housing Unit: Unoccupied year-round housing unit that is available or intended for occupancy at
any time during the year.
Verv Low-Income: Households whose incomes do not exceed 50 percent of the median area income for
the area, as determined by HUD, with adjustments for smaller and larger families and for areas with
unusually high or low incomes or where needed because of prevailing levels of construction costs or fair
market rents. (This term corresponds to low income households in the CDBG Program.) (For the
purpose of further distinguishing within this category, two subgroups (0 to 30% and 31 to 50% of MFI)
have been established in the CHAS tables and narratives.)
Worst-Case Needs: Unassisted, very low-income renter households who pay more than half of their
income for rent, live in seriously substandard housing (which includes homeless people) or have been
involuntarily displaced.
Year Round Housing Units: Occupied and vacant housing units intended for year round use. (U.S.
Census definition.) Housing units for seasonal or migratory use are excluded.
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