2018 APPLICATION PACKET FOR EMERGENCY SOLUTIONS GRANT For Homelessness

Transcription

1 MONTGOMERY COUNTY COMMUNITY DEVELOPMENT PROGRAM (MCCD) 2018 APPLICATION PACKET FOR EMERGENCY SOLUTIONS GRANT For Homelessness Only one (1) proposal will be accepted for consideration from any organization. Applicants must use the forms provided by Community Development in this packet. All applicants must submit the following: l) an original of the Emergency Solutions Grant Application cover sheet (legible), 2) an original of the Budget Proposal Summary and Expenditures Detail, 3) an original of the Conflict of Interest Disclosure Form and 4) an original Certification For Grants and Contracts, (Lobbying Certification), 5) an original Data Report For All Employees, 6) an original Resolution (see attached form) designating the Grant Official and acknowledging the submission of the grant proposal, and 7) one (1) copy of the required support documents. All documents must be typewritten or extremely legible and suitable for copying. Completed proposals must be received by The Office of Montgomery County Community Development at 501 N. Thompson St., Suite 200 Conroe, Texas by 4:00 pm, Monday, March 26, If you have any questions regarding Community Development Emergency Solutions Grant (ESG) funds, please call the Office of Montgomery County Community Development at (936)

2 Montgomery County Community Development Department EMERGENCY SOLUTIONS GRANT APPLICATION COVER SHEET Background Information Date: Submitted by (Official or Legal Agency Name): Printed Name of Authorized Official: Signature of Authorized Official: Title: Contact Person: Title: Address: Telephone: (Area Code) E Mail: Amount of ESG Funds Requested: Fax: (Area Code) DUNS NO. Total Project Costs: Number of Low Income Persons ESG Funds will serve: Project Title: Brief Description of Project: 2

3 Checklist of Required Documents (Please check-off all items submitted. Each item must be submitted and incomplete proposals will not be reviewed.) 1. Original completed and signed application cover sheet. 2. Project or proposal description/narrative (see page 4 for requirements). 3. Completed and signed ESG budget forms. 4. Completed and signed conflict of interest disclosure form. 5. Articles of Incorporation and Bylaws. 6. State and Federal (IRS) tax exemption determination letters. 7. List of Board of Directors (names, addresses, employment). 8. Resolution of Board of Director's authorization to request funds and designation of authorized official. (see attached Resolution form) 9. Organization Chart. 10. Job description and resume of program administrator (Exe. Director). 11. Job description and resume of fiscal officer. 12. Financial statement and most recent audit. 13. Letters of Commitment for all additional/other funds. (Letters should be current; i.e., dated within thirty (30) days of an application's submission for funds.) 14. Job descriptions for all positions requesting ESG funding. 15. Letters of support describing need for specific service. 16. Original completed and signed Certification for Grants and Contracts (Lobbying Certification) 17. Original completed and signed Data Report for All Employees 18. A copy of the previous year's (2017) Fidelity Bond. 19. Copy of current year operations budget showing revenues and expenses. Homelessness Prevention and Rehousing Assistance: The Emergency Solutions Grant Formerly known as the Emergency Shelter Grant, the name Emergency Solutions Grant has been coined by HUD to emphasize a shift in the priorities of this funding source, from assisting shelters with operations and case management, to rapidly transitioning homeless persons from shelter into more stable living environments. Eligible activities include the traditional shelter and outreach activities of the older ESG program, but also include more prevention and re-housing activities short- or medium- term rental assistance, housing relocation or stabilization services such as housing search, mediation, or outreach to property owners, legal services, credit repair, security or utility deposits, utility payments, final month s rental assistance, and moving costs or other relocation or stabilization activities. At least 40 percent of ESG funds are dedicated to prevention and re-housing activities. Only 60% of funds awarded to a sub-recipient may be used for shelter operation costs such as utilities, food and supplies. All ESG subrecipients are required to participate in the Montgomery County Homeless Management Information System (HMIS). All ESG subrecipients must contribute a 1:1 Match. For every dollar funded by ESG, the agency must put in another dollar from other funding sources to the same project. 3

4 I. Project Description (Narrative) A. Project Summary (minimum one (I) page) Required Information for Narrative Please state the following with regard to your project: 1) The number of low-income persons who will be served by the requested ESG funds; 2) The number of low-income persons your total project serves; 3) The low-income area that will benefit, if applicable. 4) Outcome Measures demonstrating the definition of success of your program, how many clients are expected to succeed, percentage who will succeed, and the source of information which will confirm the outcome. Outcome measures must be specific, measurable, and obtainable during the two-year period of the grant, and will be reported annually. The narrative should further include the need and seriousness of the problem to be addressed, the length of time the problem has existed, and any previous efforts to address the problem. State why your organization cannot pay for the project itself and why your project should be funded with ESG funds. Describe the goals and objectives of the project, the method of approach, the services or activities to be provided and the costs. B. Eligibility and Documentation of Compliance (minimum one-half (1/2) page) Please state your projection of the per-person or per-unit costs of services to be provided with ESG funds. Describe in detail how and why the project is eligible for ESG funding. HUD requires that records and documentation be maintained and reported regarding persons provided assistance throughout the contract period including data showing the size and annual income of the family of each person receiving the benefit. ESG Grant Awardees are required to participate in the Montgomery County Homeless Management Information System (HMIS). Please state how your organization will comply with these requirements in a timely manner if it is funded. Please identify the staff assigned to these responsibilities. (See ESG Proposal Guidelines for more information on eligibility.) A summary of eligible costs is included in this packet. C. Agency Information (minimum one (I) page) Background - Include the length of time the agency has been in operation, the date of incorporation, the purpose of the agency, and the type of corporation. If the organization is a membership organization, please state the number of members and include a membership list. Describe the type of services provided, locations, the agency's capabilities, the number and characteristics of clients served, and license to operate if required. Personnel - Briefly describe the agency's existing staff positions and qualifications, and state whether or not the agency has a personnel policy manual with an affirmative action plan and grievance procedure. (Note: Job descriptions for each position requesting ESG funding must be on a separate page and include the essential job duties and responsibilities; the minimum job requirements such as knowledge or minimum education, minimum work experience, skills and abilities, special requirement, equipment used, contacts, supervision required, physical demands, work environment, hours, benefits and salary.) Financial - Provide a list of all funding sources for your agency, and the amount received from each source. Describe accounting systems, payment procedures, and audit requirements. Identify commitments for ongoing funding in list format, and provide letters of commitment for these funds. 4

5 (Note: Letters of commitment for all matching/other funds should be current; i.e., dated within thirty (30) days of an applications submission for funding.) Audit - In accordance with the Office of Management and Budget Circulars A-133 and A-110, the Federal Government requires that non-federal entities receiving $500,000 or more in federal financial assistance in a fiscal year must secure a single audit. If the organization expends $300,000 or more under only one Federal program, a program-specific audit may be acceptable. Organizations receiving less than $500,000 must secure an audit, but neither a single audit nor program-specific audit is required. Montgomery County Community Development however, does require Grant Recipients to provide a current audit. Insurance/Bond/Worker's Compensation - State whether or not the agency has liability insurance coverage, in what amount, and with what insuring agency. State whether or not the agency pays all payroll taxes and worker's compensation as required by Federal and State law. State whether or not the agency has fidelity bond coverage for principal staff who handle the agency's accounts, in what amount, and with what insuring agency. Provide a copy of the agency's prior year's Fidelity Bond. Additional Information - Include any other pertinent information. D. Project Details (minimum two (2) pages) Describe in detail the proposed project, the need for the project, the experience of the applicant, past similar projects, details of project implementation, qualifications of staff, and applicant's finances. 1. Capital Improvements (buildings or physical improvements): This grant allows for remodeling/renovation of existing buildings for use as shelters. Describe the physical plans for the project and include a map showing where the improvements are to be located. Provide details regarding the size of project; ownership of property, including all easements and property acquisition and right-of-way requirements; and how the project costs were estimated and by whom. Please include copies of appraisals, building plans, cost estimates, blueprints and site plans. Cost estimates must include a list of the local government regulations and permits which the project must comply with since these affect project costs. For structures, include site plan, proof of property ownership, taxes/appraisal, insurance and local government requirements, such as building permits, zoning classifications, etc. For all other improvements, describe project boundaries, linear or square feet (if applicable), materials to be used, etc. Provide details of how the project will be constructed. (Example: ESG funds will only be used to purchase materials. Labor will be provided by city work crew.) Provide map of service area. Provide right-of-way (ROW) information. (Note: All building improvements must comply with the Americans with Disabilities Act (ADA) and local fire code. Describe the standards and procedures to insure compliance with the requirements of ADA and the fire code by your proposed project.) 2. Client Service Programs (program operations, purchase of equipment, administrative costs, etc.): Provide the objectives of the program, the number of low -income persons to be served with ESG funds (See chart on page 20 of this packet). Discuss your organization's staffing pattern. Describe standards and procedures your organization will use to carry out the activities funded with ESG funds and to insure compliance with the requirements of this federal program. Complete job descriptions are required for all positions to be funded through ESG funds. (Job descriptions for each position requesting ESG funding must be on a separate page 5

6 and include the essential job duties and responsibilities; the minimum job requirements such as knowledge or minimum education, minimum work experience, skills and abilities, special requirements, equipment used, contacts, supervision required, physical demands, work environment, hours. benefits and salary.) E. Project Schedule (minimum one-half (1/2) page) Discuss the timetable for completing this project and the use of these funds. If this project is a phase of a larger capital improvement project, provide a description of all phases, the costs for each phase and the total project, the year the phases will be constructed, and how the construction will be funded. (Note: Project should be ready to implement within six (6) months of award of funds.) F. Acquisition (minimum one-half (1/2) page, if applicable) Provide details of any land acquisition necessary for this project, including size of property, zoning designation, flood plain designation, location of property, availability of water and sewer service, costs of providing water and sewer services if not available, the value of property, a list of all taxing jurisdictions, applicable taxes and jurisdictions, current tax rates, any liens and encumbrances. Documentation of current ownership should be provided and an appraisal if available. The results of any existing studies and reports regarding the property should also be included. II. Budget (minimum one (1) page) Complete and sign the attached ESG Budget Proposal forms. In addition, the budget narrative should explain the total project budget in detail. Please explain the budget items in the order that the items are listed in the ESG Budget Proposal forms: For each item, describe the amount of ESG funds requested, other supporting funds for this project, and the total project costs for each item. Please distinguish between funds used to leverage ESG funds and other funds. Private financing arrangements should be discussed in detail in this section. State the amount and source of additional funds to be used on this project. Letters of commitment should be current; i.e., dated within thirty (30) days of application for ESG funds. Please do not change the budget items on the budget forms. The budget items are those categories allowed by HUD. Please check your calculations and cost estimates on the budget proposal forms for correctness. Row and columns should total correctly and match the cost estimates included in the narrative. III. Standard Required Documents Articles of Incorporation/Bylaws - Articles of Incorporation are the documents filed with the State of Texas which formally establishes a private corporation, business or agency. State and Federal (IRS) Tax Exemption Determination Letters - Nonprofit organizations must submit tax exemption determination letters from the Federal Internal Revenue Service and the State of Texas. List of the Board of Directors - A list of the current Board of Directors or other governing body of the agency must be submitted. The list must include the name, telephone number, address, occupation and employer of each member; and must identify the principal officers of the governing body. 6

7 Resolution by the Board of Directors for Authorization to Request Funds - A written document certifying that the Board of Directors has authorized the submission of the proposed project. (see attached Resolution Form) Resolution by Board of Directors for Designation of Authorized Official - A written document certifying that the authorized person has the permission of the Board of Directors to act for the organization. (see attached Resolution Form) Organization Chart - An organizational chart must be provided which describes the agency's administrative framework and staff positions, that indicates where the proposed project will fit into the organizational structure, and also identifies any staff positions of shared responsibility. Job Description and Resume of the Chief Program Administrator - Job descriptions must be on a separate page and include the essential job duties and responsibilities; the minimum job requirements such as knowledge or minimum education, minimum work experience, skills and abilities, special requirements, supervision required, physical demands, work environment, hours, benefits and salary. Job Description and Resume of the Chief Fiscal Officer - Job descriptions must be on a separate page and include the essential job duties and responsibilities; the minimum job requirements such as knowledge or minimum education, minimum work experience, skills, and abilities, special requirements, equipment used, contacts, supervision required, physical demands, work environment, hours, benefits and salary. Recent Financial Statement and Audit Completed and Signed Conflict of Interest Disclosure Form Completed and Signed Certification For Grants and Contracts (Lobbying Certification) Completed and Signed Data Report For All Employees Letters of Commitment - Letters of commitment for all additional funds should be current; i.e., dated within thirty (30) days of the application for ESG funds, the letter must be signed by the person with the authorization to enter into financial or legal agreements for the organization or agency. Job Descriptions - Written descriptions for all positions requesting ESG funding. Job descriptions for each position requesting ESG funding must be on a separate page and include the essential job duties and responsibilities; the minimum job requirements such as knowledge or minimum education, minimum work experience, skills and abilities, special requirements, equipment used, contacts, supervision required, physical demands, work, environment, hours, benefits and salary. Letters of Support - Please include only letters of support from persons who will directly benefit from the project or letters from persons with expertise regarding technical aspects of the project. Fidelity Bond Please submit proof of insurance. Completed and Signed Budget Forms Use sheets that are provided in this application. 7

8 RESOLUTION Agency/Corporate Name On the day of, 2018, at a meeting of the Board of Directors of the (agency/corporate name), held in, Montgomery County, Texas, with a quorum of the Directors present, the following business was conducted: BE IT RESOLVED that the Board of Directors of the above corporation do hereby authorize its executive director,, and his/her successors in office to apply for and request funding from, and negotiate on terms and conditions that he/she may deem advisable, a contract with The Office of Montgomery County Community Development for Emergency Solutions Grant (ESG) funds in the amount of $ (amount asked for in application) for a project that consists of: The Board of Directors will secure a fidelity bond covering the full designate, (print name) as the Grant Official, whereas Grant Official is defined as an individual who is hereby authorized to act on behalf of the Corporation in financial matters including, but not limited to, the commitment of corporate funds. Further, s (agency/corporate name) Board of Directors agrees that in the event of loss or misuse of awarded ESG funds, (agency/ corporate name) assures that the funds will be returned to Montgomery County in full. Attest Signed by the following officers of. Agency/Corporation Name President Date Secretary Date Corporate Seal 8

9 Community Development Block Grant Program 24 CFR Conflict of Interest (a) Applicability. (1) In the procurement of supplies, equipment, construction, and services by recipients by subrecipients, the conflict of interest provisions in 24 CFR and 24 CFR 84.42, respectively, apply. (2) In all cases not governed by 24 CFR and 24 CFR 84.42, the provisions of this section applies. These cases include the acquisition and disposition of real property and the provisions of assistance by the recipient or by its subrecipient to individuals, businesses, and other private entities under eligible activities, which authorize such assistance (e.g., rehabilitation, preservation, and other improvements of private properties or facilities pursuant to or grants, loans and other assistance to businesses, individuals, and other private entities pursuant to , , or (i). (b) Conflicts prohibited. The general rule is that no persons described in paragraph (c) of this section who exercise or have exercised any functions or responsibilities with respect to ESG activities assisted under this part, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a ESG-assisted activity, or have a financial interest in any contract, subcontract or agreement with respect to a ESG- assisted activity, or with respect to the proceeds of a ESG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. (c) Persons covered. The conflict of interest provisions of paragraph (b) of this section apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of the recipient, or any designated public agencies, or of subrecipients which are receiving funds under this part. (d) Exceptions. Upon the written request of the recipient, HUD may grant an exception to the provisions of paragraph (b) of this section on a case-by-case basis when it has satisfactorily met the threshold requirements of (d)( I) of this section, taking into account the cumulative effects of paragraph (d)(2) of this section. (1) Threshold requirements. HUD will consider an exception only after the recipient has provided the following documentation: (i) A disclosure of the nature of the conflict, accompanied by an assurance that there has been public disclosure of the conflict and a description of how the public disclosure was made; and (ii) An opinion of the participating jurisdiction's attorney that the interest for which the exception is sought would not violate state or local law. (2) Factors to be considered for exceptions. In determining whether to grant a requested exception after the recipient has satisfactorily met the requirements of paragraph (d)( I) of this section, HUD shall conclude that such an exception will serve to further the purposes of the ACT and the effective and efficient administration of the recipient's program or project, taking into account the cumulative effect of the following factors, as applicable: 9

10 (i) Whether the exception would provide a significant cost benefit or an essential degree of expertise to the program or project that would otherwise not be available; (ii) Whether an opportunity was provided for open competitive bidding or negotiation; (iii) Whether the person affected is a member of a group or class of low- or moderate-income persons intended to be the beneficiaries of the assisted activity, and the exception will permit such person to receive generally the same interests or benefits as are being made available or provided to the group or class; (iv) Whether the affected person has withdrawn from his or her functions or responsibilities, or the decision-making process with respect to the specific assisted activity in question; (v) Whether the interest or benefit was present before the affected person was in a position as described in paragraph (b) of this section. (vi) Whether undue hardship will result either to the recipient or the person affected when weighed against the public interest served by avoiding the prohibited conflict; and (vii) Any other relevant considerations. (viii) Conflict of Interest Disclosure Form 10

11 CONFLICT OF INTEREST DISCLOSURE FORM The ESG regulations at 24 CFR provide that no person who is an employee, agent, consultant, officer, or elected official or appointed official of the recipient or subrecipient that are receiving ESG funds and: 1. who exercises or has exercised any functions or responsibilities with respect to activities assisted with ESG funds; or 2. who is in a position to participate in a decision-making process; or gain inside information with regard to these activities, may obtain a financial interest or benefit from a ESG-assisted activity, or have any interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during their tenure or for one (I) year thereafter. A disclosure of the nature of the conflict must be made at the time a proposal for ESG Program funds is submitted to the Montgomery County Community Development Department. I certify that no conflict of interest exists between Montgomery County and Name of Organization I certify that a conflict of interest exists between Montgomery County Community Development, and The nature of the conflict of interest is described below. (Please identify the individual, employment, and the conflict of interest [their affiliation with your organization]). Signature of Authorized Agency Official Date Typed Name and Title 11

12 ESG Certifications ESG Certifications The Emergency Solutions Grants Program Recipient certifies that: Major rehabilitation/conversion If an emergency shelter s rehabilitation costs exceed 75 percent of the value of the building before rehabilitation, the jurisdiction will maintain the building as a shelter for homeless individuals and families for a minimum of 10 years after the date the building is first occupied by a homeless individual or family after the completed rehabilitation. If the cost to convert a building into an emergency shelter exceeds 75 percent of the value of the building after conversion, the jurisdiction will maintain the building as a shelter for homeless individuals and families for a minimum of 10 years after the date the building is first occupied by a homeless individual or family after the completed conversion. In all other cases where ESG funds are used for renovation, the jurisdiction will maintain the building as a shelter for homeless individuals and families for a minimum of 3 years after the date the building is first occupied by a homeless individual or family after the completed renovation. Essential Services and Operating Costs In the case of assistance involving shelter operations or essential services related to street outreach or emergency shelter, the jurisdiction will provide services or shelter to homeless individuals and families for the period during which the ESG assistance is provided, without regard to a particular site or structure, so long the jurisdiction serves the same type of persons (e.g., families with children, unaccompanied youth, disabled individuals, or victims of domestic violence) or persons in the same geographic area. Renovation Any renovation carried out with ESG assistance shall be sufficient to ensure that the building involved is safe and sanitary. Supportive Services The jurisdiction will assist homeless individuals in obtaining permanent housing, appropriate supportive services ( including medical and mental health treatment, victim services, counseling, supervision, and other services essential for achieving independent living), and other Federal State, local, and private assistance available for such individuals. Matching Funds The jurisdiction will obtain matching amounts required under 24 CFR Confidentiality The jurisdiction has established and is implementing procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment services under any project assisted under the ESG program, including protection against the release of the address or location of any family violence shelter project, except with the written authorization of the person responsible for the operation of that shelter. Homeless Persons Involvement To the maximum extent practicable, the jurisdiction will involve, through employment, volunteer services, or otherwise, homeless individuals and families in constructing, renovating, maintaining, and operating facilities assisted under the ESG program, in providing services assisted under the ESG program, and in providing services for occupants of facilities assisted under the program. Consolidated Plan All activities the jurisdiction undertakes with assistance under ESG are consistent with the jurisdiction s consolidated plan. 12

13 Discharge Policy The jurisdiction will establish and implement, to the maximum extent practicable and where appropriate policies and protocols for the discharge of persons from publicly funded institutions or systems of care (such as health care facilities, mental health facilities, foster care or other youth facilities, or correction programs and institutions) in order to prevent this discharge from immediately resulting in homelessness for these persons. Executed this day of, By: Signature Typed or Printed Name Title, if any 13

14 COMMUNITY DEVELOPMENT DEPARTMENT 2018 ESG PROPOSAL GUIDELINES OVERVIEW FY 2018 Funds Expected Montgomery County has not yet been informed of the amount of Emergency Solutions Grant (ESG) funds to be received directly from the U.S. Department of Housing and Urban Development (HUD) for program year 2018, October 1, 2018 to September 30, Expected funds are in the $180,000 range, but may be less or more depending on Congress. Primary Objective The Emergency Shelter Grant (ESG) is renamed the "Emergency Solutions Grant," (ESG) signifying its shift to funding homelessness prevention and re-housing, as well as emergency shelter. National Objectives Each project or program assisted through the ESG Program must meet the following national objective: Prevention and re-housing activities can serve people who are homeless or at risk of homelessness, including people who have less than 30 percent of area median income and move frequently for economic reasons, live doubled up, are facing eviction, live in a hotel or motel, live in severely overcrowded housing, or are exiting an institution. Anybody considered homeless by other federal statutes can also be served with prevention or re-housing assistance. Basic Eligible Activities The following categories are available: Street Outreach; Emergency Shelter; Homeless Prevention; Rapid Re-Housing; CoC Coordination; HMIS/Data collection and evaluation; Administrative costs. Description of Emergency Shelter 1) Essential Services Case management related to emergency shelter, referrals to employment, healthcare, substance abuse and related services within the community. (Note that referrals can be provided, however, direct case management for employment, health, substance abuse and other related services cannot be provided with these funds). 2) Shelter Operations including maintenance, rent, repair, security, fuel, equipment, insurance, utilities, relocation, and furnishings. 14

15 Description of Street Outreach Essential Services: Related to reaching out to unsheltered homeless individuals and families, connecting them with emergency shelter, housing, or critical services, and providing them with urgent, non-facility-based care. Eligible costs include engagement, case management, and transportation. Description of Prevention Housing relocation and stabilization services and short-and/or medium-term rental assistance as necessary to prevent the individual or family from becoming homeless if: 1) Annual income of the individual or family is below 30 percent of the area median income; 2) Assistance is necessary to help program participants regain stability in their current permanent housing or move into other permanent housing and achieve stability in that housing. Eligible costs include security deposits, rent arrearages, first month s rent, utility deposits/arrearages, housing stability case management, landlord-tenant mediation, tenant legal services, and credit repair. Description of Rapid Rehousing Annual income of the individual or family is below 30 percent of the area median income. Housing relocation and stabilization services and short-and/or medium-term rental assistance as necessary to help individuals or families living in shelters or in places not meant for human habitation move as quickly as possible into permanent housing and achieve stability in that housing. Eligible costs also include security deposits, first month s rent, utility deposits/arrearages, housing stability case management, landlord-tenant mediation, tenant legal services, and credit repair. Description of HMIS Costs HMIS participation is a requirement of the grant. Data Entry costs are capped at 3 percent (3%) of total grant. Grant funds may be used for the costs of participating in HMIS. Description of Admin Costs Administrative Up to 3.5 percent of the county s total allocation may be used by the sub-recipients for general management, oversight, coordination, and reporting on the program. The Admin amount will be detailed in the award contract. 15

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17 BUDGET PROPOSAL SUMMARY Project Title: Organization: Address: (Area Code) Telephone #: Contract Period: Description Budget Caps ESG Match* Total 1. Street Outreach 2. Emergency Shelter 3. Homeless Prevention 4. Rapid Re-Housing 60% 40% 5. HMIS 3% 6. Admin To be assigned by MCCD Total Budget: * A 1:1 Match is required in ESG. For every dollar awarded, the sub-recipient must also commit one dollar. Identify sources of Match Funds* Amount Signature of Authorized Preparer Typed Name and Title Signature of Authorized Agency Official Typed Name and Title *NOTE: Letters of commitment must be submitted from sources for all additional funds listed in budget. 17

18 BUDGET PROPOSAL SALARY EXPENDITURES DETAIL Project Title: Organization: Contract Period: to 1. Personnel (Job descriptions for all ESG funded positions must be included in proposal.) # of Employees Position Description Monthly Salary # of Mos. Total Wages (all sources) ESG Additional Total Salaries Subtotal Fringe Benefits: FICA Worker s Compensation Insurance Retirement Other (please list) Fringe Benefits Subtotal: Personnel Total: 18

19 ESTIMATED NUMBER SERVED List the Estimated Annual Numbers to be served with ESG funds from all funded agencies. Number of Youths Number of Single Individuals Number of Families with Children Number of Families without Children Street Outreach Emergency Shelter Prevention Re-Housing First Amendment Church/State Principles OTHER PROGRAM INFORMATION Generally, ESG funds may not be used for the acquisition of property or the construction or rehabilitation of structures to be used for religious purposes or which will otherwise promote religious interests. However, ESG funds may be used to rehabilitate buildings owned by primarily religious entities if the primarily religious entity agrees to provide all eligible activities under this program in a manner that is free from religious influences and the funds must be used for a wholly secular purpose under certain conditions. Please contact The Office of Montgomery County Community Development at (936) for additional information. Conflict of Interest The general rule is that no persons who exercise or have exercised any functions or responsibilities with respect to ESG activities or assisted or who are in a position to participate in a decision-making process or gain inside information with regard to these activities, may obtain a financial interest or benefit from a ESG-assisted activity, or have a financial interest in any contract, subcontract or agreement with respect to a ESG-assisted activity, or with respect to the proceeds of the ESG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one (1) year thereafter. The conflict of interest provisions apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of the recipient, or any designated public agencies, or of subrecipients which are receiving funds. Section 84.43, which covers the subject of competition for non-profit organizations, provides, in part: "All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. Non-Profit/Not-For Profit In the realm of social service providers, Montgomery County Community Development only funds nonprofit or not- for-profit organizations who are registered as such with the State of Texas. 19

20 Timely Expenditures/Reports If the agency has previously received ESG funds, Montgomery County Community Development will determine if the agency has been timely with expenditures. Montgomery County Community Development only funds agencies who have demonstrated the capacity to be timely. Public Presentation/Hearing In order to be considered for ESG funding the proposal must be presented at a public forum. Proposals deemed eligible for funding will be notified of the time and date of the public presentation/hearing. 20

21 WRITTEN STANDARDS FOR PROVISION OF ESG ASSISTANCE 1. Standard policies and procedures for evaluating individuals and families eligibility for Assistance under ESG. Per 24 CFR ESG sub-recipients must conduct an initial evaluation to determine each individual or family's eligibility for ESG assistance and the amount and types of assistance the individual or family needs to regain stability in permanent housing. These evaluations must be conducted in accordance with the centralized or coordinated assessment requirements set forth under (d) which is pending development by the Continuum of Care (CoC). ESG sub-recipients must re-evaluate the program participant's eligibility and the types and amounts of assistance the participant needs; at least once every 3 months for participants who are receiving homelessness prevention assistance, and not less than once annually for participants who are receiving rapid re-housing assistance. At the sub-recipient s discretion, re-evaluations may be conducted more frequently than required by 24 CFR and may also be incorporated into the case management process which must occur at least monthly for homeless prevention and rapid re-housing participants See 24 CFR (e) (i). Regardless of which timeframe is used, re- evaluations, must at minimum, establish that: The program participant does not have an annual income that exceeds 30 percent of median family income for the area, as determined by HUD; and the program participant lacks sufficient resources and support networks necessary to retain housing without ESG assistance. To determine if an individual or family is income eligible, the sub-recipient must examine an individual or family s annual income to ensure that it does not exceed the most current area income limits posted on the HUD CPD website. When the program participant's income or other circumstances change (e.g., changes in household composition) that affects the program participant's need for assistance under ESG, the sub-recipient must re-evaluate the program participant's eligibility and the amount and types of assistance the program participant needs. Sub-recipients must assist each program participant, as needed, to obtain appropriate supportive services, including assistance in obtaining permanent housing, medical health treatment, mental health treatment, counseling, supervision, and other services essential for achieving independent living; housing stability case management; and other Federal, State, local, or private assistance available to assist the program participant in obtaining housing stability including: Medicaid Supplemental Nutrition Assistance Program Women, Infants and Children (WIC) Federal-State Unemployment Insurance Program Social Security Disability Insurance (SSDI) 21

22 Supplemental Security Income (SSI) Child and Adult Care Food Program, and Other mainstream resources such as housing, health, social services, employment, education services and youth programs that an individual or family may be eligible to receive 2. Standards for targeting and providing essential services related to street outreach. ESG funds may be used for costs of providing essential services necessary to reach out to unsheltered homeless people; connect them with emergency shelter, housing, or critical services; and provide urgent, non-facility-based care to unsheltered homeless people who are unwilling or unable to access emergency shelter, housing, or an appropriate health facility. For the purposes of this section, the term unsheltered homeless people means individuals and families who qualify as homeless under paragraph (1) (i) of the homeless definition under 24 CFR Part As outlined in 24 CFR Part , essential services consist of: a. Engagement; b. Case management; c. Emergency health services only when other appropriate health services are inaccessible or unavailable within the area; d. Emergency mental health services only when other appropriate mental health services are inaccessible or unavailable within the area; e. Transportation; and f. Services for special populations. ESG Sub-recipients must determine an individual s or family s vulnerability and unwillingness or inability to access emergency shelter, housing, or an appropriate health facility, prior to providing essential services under this component to ensure that ESG funds are used to assist those with the greatest need for street outreach assistance. 3. Policies and procedures for admission, diversion, referral, and discharge by emergency a. Emergency Shelter Definition The term Emergency Shelter was revised by 24 CFR Part to mean any facility, the primary purpose of which is to provide a temporary shelter for the homeless in general or for specific populations of the homeless and which does not require occupants to sign leases or occupancy agreements. This definition excludes transitional housing. However, projects that were funded as an emergency shelter (shelter operations) under the FY 2010 Emergency Shelter Grants program may continue to be funded under the emergency shelter component under the Emergency Solutions Grants program, regardless of whether the project meets the revised definition. b. Admission, Diversion, Referral and Discharge Consistent with Section (a) of this document, ESG sub-recipients must conduct an initial evaluation of all individuals or families to determine if they should be admitted to an emergency shelter, diverted to a provider of other ESG funded components (e.g. rapid re- 22

23 housing or homeless prevention assistance) and/or referred for other mainstream resources. ESG sub-recipients must determine that individuals and families meet criteria (1), (2), (3), or (4) of the Homeless Definition and rate the individual or family s vulnerability to ensure that only those individuals or families that have the greatest need for emergency shelter assistance receive ESG funded assistance. ESG sub-recipients must also reassess emergency shelter participants, on an ongoing basis, to determine the earliest possible time that they can be discharged to permanent housing. c. Safety and Shelter Needs of Special Populations ESG funds may be used to provide services for homeless youth, victim services, and services for people living with HIV/AIDS, so long as the costs of providing these services are eligible under the regulations for the emergency shelter component found at 24 CFR Part Consistent with ESG recordkeeping and reporting requirements found at 24 CFR Part , ESG sub-recipients must develop and apply written policies to ensure the safety of program participants through the following actions: All records containing personally identifying information (as defined in HUD s standards for participation, data collection, and reporting in a local HMIS) of any individual or family who applies for and/or receives ESG assistance will be kept secure and confidential. The address or location of any domestic violence, dating violence, sexual assault, or stalking shelter project assisted under the ESG will not be made public, except with written authorization of the person responsible for the operation of the shelter, and The address or location of any housing of a program participant, including youth, individuals living with HIV/AIDS, victims of domestic violence, dating violence, sexual assault, and stalking; and individuals and families who have the highest barriers to housing will not be made public, except as provided under a preexisting privacy policy of the sub-recipient and consistent with state and local laws regarding privacy and obligations of confidentiality In addition, ESG sub-recipients must adhere to the following ESG shelter and housing standards found at 24 CFR Part to ensure that shelter and housing facilities are safe, sanitary, and adequately maintained: Lead-Based Paint Requirements. The Lead-Based Paint Poisoning Prevention Act applies to all shelters assisted under ESG program and all housing occupied by program participants. All ESG sub-recipients are required to conduct a Lead-Based Paint inspection on all units receiving assistance under the rapid re-housing AND homelessness prevention components if the unit was built before 1978 and a child under age of six or a pregnant woman resides in the unit. Structure and Materials. The shelter building should be structurally sound to protect residents from the elements and not pose any threat to health and safety of the residents. 23

24 Access. The shelter must be accessible, and there should be a second means of exiting the facility in the case of emergency or fire. Space and Security. Each resident should have adequate space and security for themselves and their belongings. Each resident must have an acceptable place to sleep. Interior Air Quality. Each room or space within the shelter/facility must have a natural or mechanical means of ventilation. The interior air should be free of pollutants at a level that might threaten or harm the health of residents. Water Supply. The shelter's water supply should be free of contamination. Sanitary Facilities. Each resident should have access to sanitary facilities that are in proper operating condition. These facilities should be able to be used in privacy, and be adequate for personal cleanliness and the disposal of human waste. Thermal Environment. The shelter/facility must have any necessary heating/cooling facilities in proper operating condition. Illumination and Electricity. The shelter/facility should have adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There should be sufficient electrical sources to permit the safe use of electrical appliances in the shelter. Food Preparation. Food preparation areas, if any, should contain suitable space and equipment to store, prepare and serve food in a safe and sanitary manner. Sanitary Conditions. The shelter should be maintained in a sanitary condition. Fire Safety-Sleeping Areas. There should be at least one working smoke detector in each occupied unit of the shelter facility. In addition, smoke detectors should be located near sleeping areas where possible. The fire alarm system should be designed for a hearingimpaired resident. Fire Safety-Common Areas. All public areas of the shelter must have at least one working smoke detector. 4. Policies and procedures for assessing, prioritizing, and reassessing individuals and families needs for essential services related to emergency shelter. ESG funds may be used to provide essential services (up to 60% of the total grant) to individuals and families who are in an emergency shelter. Essential services for participants of emergency shelter assistance can include case management, child care, education services, employment assistance and job training, outpatient health services, legal services, life skills training, mental health services, substance abuse treatment services, transportation, and services for special populations. ESG sub-recipients are responsible to assess an individual or family s initial need for emergency shelter and must re-assess their need on an ongoing basis to ensure that only those individual or families with the greatest need receive ESG funded emergency shelter assistance. 24

25 Upon completion and implementation of the CoC s centralized or coordinated assessment system, ESG recipients shall be required to use that system to help determine an individual or family s need for emergency shelter or other ESG funded assistance. 5. Policies and procedures for coordination among emergency shelter providers, essential service providers, homelessness prevention and rapid re-housing assistance providers, other homeless assistance providers, and mainstream service and housing providers. Coordination to assist the homeless and prevent homelessness will come from the leadership of the Continuum of Care. Active engagement and membership in the local homeless coalition is strongly encouraged. The CoC will further engage and coordinate resources amongst other entities to improve current programs and funding. 6. Policies and procedures for determining and prioritizing which eligible families and individuals will receive homelessness prevention assistance and which eligible families and individuals will receive rapid re-housing assistance. The key to the success of any program is a screening and assessment process, which thoroughly explores a family s or individual s situation and pinpoints their unique housing and service needs. Based upon the assessment, families and individuals should be referred to the kinds of housing and services most appropriate to their situations and need. Once in place, a centralized or coordinated assessment system will help to better match individuals and families with the most appropriate assistance. Under homelessness prevention assistance, funds are available to persons below 30% of Area Median Income (AMI), and are homeless or at risk of becoming homeless. ESG funds can be used to prevent an individual or family from becoming homeless and/or regain stability in current housing or other permanent housing. Rapid re-housing funding will be available to those who are literally homeless to ultimately move into permanent housing and achieve housing stability. 7. Standards for determining the share of rent and utilities costs that each program participant must pay, if any, while receiving homelessness prevention or rapid re-housing assistance. Standards for both homelessness prevention and rapid re-housing for determining the share of rent and utilities costs that each program participant must pay, if any, will be based on the following: Rental assistance cannot be provided for a unit unless the rent for that unit is at or below the Fair Market Rent limit, established by HUD. A complete listing of Fair Market Rents can be found at: The rent charged for a unit must be reasonable in relation to rents currently being charged for comparable units in the private unassisted market and must not be in excess of rents currently being charged by the owner for comparable unassisted units. See 24 CFR The rental unit must meet minimum habitability standards found at 24 CFR