HomeMy WebLinkAbout2009/08/04 Item 6
CITY COUNCIL
AGENDA STATEMENT
l}\f? CITY OF
...~ - (HUlA VISTA
AUGUST 4, Item ~
ITEM TITLE:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AUTHOPlZING THE CITY MAi'lAGER TO
APPLY FOR STA TE OF CALIFORNIA HOMELESS
PREVENTION AND RAPID RE~HOUSING PROGRAM
(HPRP) FUNDS A1'JD EXECUTE ANY DOCUMENTS
NECESSARY TO OBTAIN W7!JRANT FUNDS
DEPUTY CITY MA1'JAGE~~EVELOPMENT SERVICES
DIRECTOR ~
CITY MANAGER/V
4/5THS VOTE: . YES D NO 0
SUBMITTED BY:
REVIEWED BY:
SUMMARY
The City of ChuIa Vista has the opportunity to apply for additional HPRP funds through
the State of California in a collaborative partnership ';,;ith South Bay Community Services
and the Legal Aid Society of San Diego. This action allows the City Manager to submit all
documents necessary to obtain the grant funds.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed project for compliance
""ith the National Environmental Policy Act (N"EPA) and has determined that the project
qualifies for a Certification of Exemption pursuant to Title 24, Part 58.34(a)(2)&(3) of the
Code of Federal Regulations and pursuant to the U.S. Department of Housing & Urban
Development Environmental Guidelines. Thus, no further environmental review is
necessary.
RECOMMENDATION
Adopt the resolution.
BOARDS/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
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8/4/09, Item C:
Page 2
The City of Chula Vista was recently approved for $819,738 of one-time HPRP funds.
The program provides stimulus funds authorized under the Recovery Act. Generally, the
intent of HPRP assistance is to rapidly transition program participants to stability, either
through their own means or through public assistance, as appropriate. The priority is to
serve households that are most in need of temporary assistance and are most likely to
achieve stable housing after HPRP program concludes. The funds may not be used to assist
households at risk of foreclosure. '.
Additional HPRP funds were allocated to the states to distribute to additional jurisdictions.
On July 8, 2009, the State of California, Department of Housing and Community
Development, Division of Financial Assistance, issued a Notice of Funding Availability
under the American Recovety and Reinvestment Act-Homelessness Prevention and Rapid
Re-Housing Program. Although Chula Vista received a direct allocation from HUD, the
State is allov.-ing for jurisdictions to apply for additional funding at a less competitive
score. City staff is looking to submit a collaborative application with South Bay
Community Services and the Legal Aid Society of San Diego.
Attached to this staff report are: a SummlliJ' of eligible uses is included (Attachment 1), a
graphic display of the proposed service model (Attachment 2), and the draft application
Attachment 3). A brief synopsis is provided below.
. Target HPRP funds for homeless families with children, youth on their own
(emancipated foster youth), and families fleeing domestic violence.
. A rough estimate of the number of households served is 50, but this depends on how
many months households will require rental assistance.
. Households could be referred by a variety of sources (school liaisons, 211, social
service providers, etc.), but would all come through one agency.
. South Bay Community Services (SBCS) is the social service agency to implement the
[mancial assistance and case management. The Legal Aid Society of San Diego will
provide some housing stabilization services.
. Case managers would provide intake, assessment, referrals, and other housing and
stabilization services.
. Rental assistance payments will be made by SBCS. The case manager will evaluate the
families need every 3 months, with a maximum assistance of 18 months.
Citizen ParticiDation Process
The City of Chula Vista held two workshops to educate residents of potential American
Recovery and Reinvestment Act funds coming to the City, and to receive feedback on the
various sources. Staff also participated in six regional meetings in an effort to create a
regional plan for HPRP funds. The regional group included other jurisdictions receiving
the funds, SA1'<'DAG, Regional Task Force on the Homeless, San Diego Workforce
Partnership, United Way, San Diego Grantmakers, the Regional Continuum of Care, and
San Diego County HHSA. Another meeting was held with the South Bay Homeless
Advocacy Coalition consisting of the homeless provider network in the South Bay region.
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8/4/09, Item fo
Page 3
I Date I Meeting
7/26 I Homeless Prevention Funds Planning Group
3/12 i Homeless Prevention Funds Planning Group
3/23 Stimulus Funding Workshop
3/23 Stimulus Funding Workshop
3/76 I Homeless Prevention Funds Planning Group
3/26 i SANDAG- Homeless Prevention Funds Regional Plan
4/2 Homeless Prevention Funds Planning Group
4/6, South Bay Homeless Advocacy Coalition
4/13 I Homeless Prevention Funds Planning Group
4116 I Housing Advisory Commission
The HPRP plan for the City's direct allocation was available for a two week comment
period, To maximize transparency, materials were also posted on the City's website,
DECISION MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is
not site specific and consequently the 500 foot rule found in California Code of
Regulations section I 8704,2(a)(l) is not applicable to this decision,
FISCAL IMPACT
This round of HPRP funds are coming from the U,S, Department of Housing and Urban
Development through the State of California Department of Housing and Community
Development Funds are available to help prevent very low income households from
becoming homeless, Direct fmanciaI assistance, housing stabilization services and related
administration are eligible HPRP uses, Funds totaling $900,000 are requested in the
collaborative application, If approved. staff will return to City Council for appropriations,
CURRENT YEAR FISCAL IMP ACT
Stafftirne spent on grant administration is reimbursable up to the administrative cap,
ONGOLNG FISCAL IMPACT
The majority of expenditures are direct sen'ice delivery costs by outside agencies, These
will be reimbursed from the grant Administrative duties that exceed the cap are absorbed
by existing revenue offset staff
ATTACHMENT
L Summary of Eligible Uses
2, Service Model
3, Draft HPRP Application
Prepared by: Amanda ,Mills, Housing Manager, Development Services Department
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ATTACHMENT 1
HPRP ELIGIBLE USES
Funds will provide financial assistance and services to prevent households from becoming
homeless and help those who are experiencing homelessness to be quickly re-housed and
stabilized. Funds allow for a variety of assistance, including: short (3 mos.) or medium
term (up to 18 mos.) rental assistance, security deposit, and housing relocation and
stabilization services. Funds must be spent within 3 years.
General Program Areas:
Prevention -working with near homeless to prevent homelessness
Diversion -immediate effons to salvage a situation that may lead to homelessness
Rapid Re-Housing -persons already homeless needing housing
The program consists of four eligible activities:
Financial Assistance-Financial assistance includes the following actlvll1es: rental
assistance, security deposits, utility deposits, utility payments, moving cost assistance,
and motel or hotel vouchers. Short (3 mos.) and medium (up to 18 mos.) term rental
assistance is tenant-based rental assistance that can be used to allow households to
remain in their existing units or to help them obtain and remain in rental units. Rental
assistance may be used to pay up to 6-months of rental arrears to avoid eviction/unlawful
detainer. Total rental assistance may not exceed a total of 18 months.
After three months, if program panicipant receiving short-term rental assistance need
additional fina!lcial assistance to remain housed, they must be evaluated for eligibility to
receive additional months of rental assistance. Must verify eligibility at least once every
three months for program panicipants receiving medium-term rental assistance.
Utility assistance may be used to pay up to 18 months of utility payments, including up
to 6 months of utility payments in arrears.
Housing Relocation and Stabilization Services/Case Management-Case Management
funds may be used for activities for the arrangement, coordination, monitoring, and
delivery of services related to meeting the housing needs of program panicipation and
helping them obtain housing stability. In addition to traditional case management
functions, eligible housing stabilization services include: housing search and placement,
legal services, and credit repair.
Data Collection and Evaluation-Data collection and evaluation includes costs associated
with operating HOD-approved homeless management information systems for purposes
of collecting unduplicated counts of homeless persons and analyzing patterns of use of
HPRP funds. The Recovery Act requires panicipation in data collection through HMIS
or a comparable client-level database.
Administrative Costs-Limited to 1 % of the total grant.
6-4
ATTACHMENT 2
HOMELESS PREVENTION SERVICE MODEL
6-5
STATE OF CALIFORNIA
DEPARTMENT OF HOUSING
AND COMMUNITY DEVELOPMENT (HCD)
Homelessness Prevention .and
Rapid Re-Housing Program (HPRP)
2009
FINAL FILING DATE:
On or before August 6, 2009
4:00 P.M.
6-6
Table of Contents
I. General Appli cation Information ............ ...................... .............. ............. ........ ... ............. .:............ ......... .................... ....... 1
II. Appl icant Prog ram Info rmation .... ....... ...................... ...... ......... .............................. .............. ............. ..,......... ..... .............2
III. Initial Outcomes Estim ates ............. ...................... ......... ...................................... ............... .... ........ ........ ........ ................4
IV. State Legislative and U.S. Congressional Information ................................................................................................5
V. Bud get.... ........ ....... ........................... .......... .................. ................. ............... ................... ....... ....... ............. ............... .........6
VI. Fund Draw Down Sched ule ...........................................................................................................................................12
VII. Threshold Questions .................................................................................. .................................................................. 12
A. Applicant Capability..............
B. Services Proposed ............
C. Outreach and Marketing...
D. Fiscal Management...... .................
......................... 12
..............................13
............15
......16
VIII. Req u ired Attachments................... ................. ........................................................ ............. .................. ......................19
Attachment A - Resol ution ... ................... ..... ............ ......... .............. .................... ................................................ ...............20
Attachment B - Homelessness Prevention and Rapid Re-Housing Program (HPRP) Applicant Certifications ........21
Attachment C - Local Jurisdictional Approval .................................................................................................................23
""o"mo" 0 . Coc.' Noo' A=o!rll'lr ..... .....J\......F....... mmmmmmm.................................."
Attachment E - NonprofIt IRS Tat:1 S ....M.. . ................. ........................................................25
Attachment F - Outreach Plan ............................................................................................................................................26
Attachment G - Marketing Plan ..........................................................................................................................................27
Attachment H - Individualized Housing and Service Plan...............................................................................................28
Attachment I - HPRP Administrative Procedures ............................................................................................................29
Attachment J - Audit Report Findings......................................................,........................................................................30
Attachment K - Current Balance Sheet (For non-profits only) .................................~.....................................................31
Attachment L - Service Provider Agreement(s) or MOU(s) between Lead Agency and Partner Agency(s) ..............32
Attachment M - Payee Data Record (204) ..................,......................................................................................................33
6-7
.~~..o. STATE OF CALIFORNIA
&.. i'" DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
\"'o~"o" HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM (HPRP) (NEW 07/09)
I. General Application Information
Generallnslructions
1 Read the Notice of Funding Availability and HPRP Notice carefully
2. Applicants must ,use a 1 Q-point or greater font size to complete the application forms
3. Round all amounts to the nearest dollar.
4. All sections, including the application Attachments must be tabbed. Number any attachments as an extension of the page
number-where the attachment ,is requested. For example, if an attachment"was requested ion Page 7, '8 -one-page ,attachment
would be numbered 7-1. Do-not,add attachments except those, which ,are'requested!or as necessary,to complete an answer.
5. Please submit one original application in a White 3-Ring Binder with :pockets and one copy of the originally signed application
either bound with rubber bands or copy can be ,submittedon.a Compact Disk (CD) -'Labeled "Copy." The copy ,of application must
include copies of the originally signed application pages..Allapplications must be'typed or legibly,printed.
6, All applications will be reviewed for completeness.
7. All applicants applying under "Attachment A" and "Attachment.S" fromthe,NOFA should complete Sections I through VIII.
Application Type
Single Agency:O Multi-Agency rgJ (Enter the Lead Agency's administrative infomnation)
Note: Name of applicant must be the same as stated on the Articles of Incorporation, :Resolution and the.payee Data.Record.
1. Name of Applicant:
City of Chula Vista
County:
County of San Diego
I Nilmeof Prcject;
Federal Tax ID Number (EIN)'
95-6000690
Address:
Data Universal Numbers System (DUNS) :
276 Fourth Avenue
City, State and Zip:
Chula Vista, CA 91910
078-726551
Profit Status:
o Non-Profit t8J Government
If applicant is a Non-Profit, submit your 501 (C)(3) letter as Attachment E.
276 Fourth Avenue
'0 Other
2. Authorized, Representative Infor ,
First. Middle and Last Names:
James D. Sandoval
Address:
Area Code and Phone No.:
Fax No.:
E-Mail Address:
(619) 691-5201 (619) 409-5884 jsandoval@ci.chula-vista.ca.us
3. Applicant Contact Information - D Check box. if same as Authorized 'Representative and go to next section.
First, Middle and Last Names:
Mandv Mills
TItle:
Housin!l Manaaer
Address:
City,stateandZlp:
276 Fourth Avenue
Chula Vista, CA 91910
Area COde and Phone No.:
Fax No.:
E-Mail Address:
(619) (619) 476-5310 amills@ci.chula-vista.ca.us
4. Fiscal Representative Information (Le., Accoun~ntlBookkeeper)
First, Middle and Last Names:
Maria Kachadoorian
TItle:
Director of Finance
o Mr.
[8] Mrs,
OMs,
o Other
AddrllSs:
City,stateandZip:
276 Fourth Avenue Chula Vista, CA 91910
(;;~).;~d;:;"~~~ F(~~~) 585-56851 ~~';~~~~oorian@Ci.ChUla-vista.ca.us
5. ,Data 'Collection Coordinator Information '(i.e., Person tracking outcomes.and Data collection, etc:)
First, Middle and Last Names:
TItle:
Project Coordinator
DMr.
[8] Mrs.
D Ms.
o Other
..A!!gelica Davis
Address:
Arlla Code and Phone No.:
Fax No.:
E-Mail Address:
City, State alndZip:
Chula Vista, CA 91910
276 Fourth Avenue
(619) 691-5036 (619) 476-5310 adavis@ci.chula-vista.ca.us
6. Central Contractor Registration (CCR) number:*
*In order to draw funds, all sub-grantees must be registered in the Central Contractor Registration (CCR). This is required by
Title XV, Subtitle A, Section 1512 of the American Recovery and Reinvestment Act and detailed in the HPRP Notice. If you
are not reoistered, 00 to http://www.ccr.oov to renew. update or create a new reoistration. .
6-8
1
II. Applicant Program Information
Instructions: Check only one box below.
Single Agency - Complete Box 1; Continue to next page:
Multi-Agency - Complete Box 1, for the Lead Agency and complete an additional :boxfor each Partner Agency.
1. Name of Applicant
CITY OF CHULA VISTA
Name of Project:
CHULA VISTA HPRP COLLABORATIVE
County:
SAN DIEGO
Applicant Status:
Address:
276 FOURTH AVENUE
City, State and Zip:
CHULA VISTA, CA 91910
2. Partner Agency Information
Name of Partner Agency
South Bay Community Services
Address:
1124 Bay Boulevard, Ste. 0
City, State and Zip:
Chula Vista, CA
3. Partner Agency Information
Name of Partner Agency
Legal Aid Society of San Diego, Inc.
Address: .
110 South Euclid Avenue
City, State and Zip:
San Diego, CA
4. Partner Agency Infonnation
Name of Partner Agency
n!.
Address:
o Non-Profit
[81 Local Government
County:
San Diego
Applicant Status:
91911
I2l Non-Profit
o Local Government
County:
San Diego
Applicant Status:
92114
lEI Non-Profit
o Local Government
City, State and Zip:
o Non~Profit
o Local Government
5. Partner Agency Information
Name of Partner Agency
Address:
j County:
I Applicant Status:
o Non.Profit
o Local Government
City, State and Zip:
6. Partner Agency Information
Name of Partner Agency
Address:
County:
City, State and Zip:
Applicant Status:
o Non-Profit
o Local Government
7. Partner Agency Information
Name of Partner Agency
Address:
County:
City, State and Zip:
Applicant Status:
o Non-Profit
o Local Government
6-9
?
Program Type: Check all that apply
[8:J Homelessness Prevention
~ Rapid Re-Housing
1. Does the Lead Agency/applicant and all the Partner Agencies currently participate in an existinq
HMIS? (HMIS participation means your agency regularly contributes client data, from at least one of
your homeless housing or service programs, into a Continuum of Care (COC) designated HMIS.)
Yes ~ No 0
If NO, identify which agency(s) do not currently belong to an HMIS.
If YES, what is the address where the data is entered?1124 SAY SL VD., CHULA VISTA, CA
91911
2.
3.
4.
5
6.
Target Income: Check all that apply for Area Median Income (AMI)
[8] 50% or less of AMI
[8] 0% - 30% of AMI
Target Population Check only those populations that the Outreach Plan will target and verify.
i I i
~:hys::~_~isab'e~~~_DI 6. Sing~~~~__ ..0 111 Mentally III .. ................ .......=rs. Ge::ar Homeless .................0
i I -- -~ 117 Chronically Homeless
2. Persons Living with HIV/AIDS.. D! 7. Single Women. .............. .....0 12. Veterans ......... ...........01 (Must Meet Federal Definition) '.' 0
. 3~?~~~m~~;~~iedtrs o:_~ ~(~a:ilies~__h_~_mnnnn o 113. Victims of o::e~Jc vio,e::_.~l~ o~e; ~:=~::~::=~:~nn:n ~:
4. FosterYouths (18-24 Yearsorl. =:I~ , 01.
.n < 18 & Emancipated) ...nnn.m.n 01 9. ..~~gra:t Farm wo~~rs.mn..n 14. Substance Ab~sers .nnnnn.n. .~a"'oRKS .nmm.n...nn. .nmO
5. Single Adults ........................... D\ 10. Seniors................................O 15. Dually-Diagnosed.... ..Oi20. 581 Recipients ................. ....0
6-10
3
III. Initial Outcomes Estimates
Complete the data for each category below. The data reported is "estimated".
HCD will use these "estimates" to report to HUD the Initial Outcomes submitted by funded applicants.
Note: There are two separate timeframes to consider before gathering the data. The timeframes are listed
below.
Reporting period 1: July 2, 2009 through September 30, 2009
Reporting period 2: October 1, 2009 through September 30, 2012 (3 year grant period)
1. Number of Unduplicated Individuals and Families to be served
7-2-09 throuah 9-30-09 10-1-09 throunh 9-30-12
Number of Undupllcated Individuals to be
Served
Number of Families to be Served
2. Number of New Jobs Created and Jobs Retained by Activity (Full Time Equivalent (FTE) =160 hours per month)
Total Estimated
Number of Jobs Created
Total Estimated Number of
Jobs Created
Total Estimated Number
of Jobs Retained
Total Estimated Number
of Jobs Retained
7-2-09 throu h 9-30-09
10-1-09 throu h 9-30-12
7-2-09 throu h 9-30-09
10-1-09 throu h 9-30-12
1. Homelessness Preventjon
2. Rapid Re-Hausing
Totals
EXAMPLE
y ea participating agency;
3. Identify all Service Area(s) w
. Partner Agency
Outreach Services Inc.
Service Area 5)
City of Citrus Heights, Elk Grove, ,Rancho
Cordova
City of Elk Grove
Lead Agency
Partner Agency
Crisi~ Action Agency l
City of.RanchoCordova
Participatina Aaencvlsl Service Area{s)
Lead Agency City Of Chula Vista Chula Vista
Partner Agency South Bay Community Services Chula Vista
Partner Agency Legal Aid of San Diego, Inc. Chula Vista
Partner Agency
Partner Agency
Partner Agency
Partner Agency
Partner Agency
Is any participating agency listed above part of another HPRP application submitted to HCD?
Yes [gJ No 0
If yes, give the name of the participating agency and list the service area(s) being served under that.
Application. South Bay Community Services is the lead agency serving National City
6-11
4
IV. State Legislative and U.S. Congressional Information
For State Legislators: http://www.leqinfo.ca.qoV Provide the District Information .for all agencies included in this application ,
on page 3. Use your project address zip code to verify each districtand enter the data below.
'For U.S. House of Representatives: Find Who Represents You In Conqress Open the link and use your project address
zip code to verify each district.
Single Agency 0
Lead Aaencv ' .[Xj' District # First Name 'Last Name
State Assemblv Member 79 Salas Marv
State Senate Member 40 Ducheny Denise
U S. House of Representatives 51 Filner Bob
1. Partner Aaency . District # First Name Last Name
State Assembly Member 79 Salas Marv
State Senate Member 40 Ducheny . Denise
U.S. House of Representatives 51 Filner Bob
2. Partner Aqency District # First Name Last Name
State Assembly Member 79 Salas Marv
State Senate Member 40 Ducheny Denise
U.S. House of Representatives 51 Filner Bob
3 Partner Aqency .~ ~Name 'Last Name
State Assemblv Member - ,. I
. '!l
State Senate Member ~i . 111
U.S House of Representatives
4. Partner Aaencv District # First Name Last Name
-
State Assembly Member
State Senate Member
U.S. House of Representatives
5. Partner Aaencv District # First Name Last Name
State Assembly Member
State Senate Member
U.S House of Representatives
6. Partner Aqency District # 'First Name Last Name
State Assemblv Member
State Senate Member
U.S. House of Representatives
7 Partner Aqency District # First Name Last Name
State Assemblv Member
State Senate Member I
U S. House of Representatives
6-12
5
v. Budget
Budget Sheet Instructions
. A separate budget for each selected program (i.e. Homeless Prevention/Rapid Re-Housing)
must be completed. The budget forms include Proposed Budget - Service Costs; Proposed
Budget - Personnel Costs; and Budget Activities Lead Sheet.
. Budget Activities include:
o Financial Assistance
o Stabilization
o Data Collection
o Grant Administration
. The HPRP Budget Activities Lead sheet is a cumulative display of the Proposed Budget -
Service Costs and the Proposed Budget - Personnel Costs.
. For a Multi-Agency application, the Lead Agency must submit a cumulative budget that
represents the participating partner's budget information.. The Lead Agency will be responsible
for maintaining the partner agencies budgets.
. Please refer to the Department's Notice of Funding Availability (NOFA) and the HUD notice for
eligible costs for this program.
Plea" ,.f" to the .<ample DR:A:'FbT
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6
HPRP BUDGET ACTIVITIES-LEAD SHEET
Homelessness Rapid Re-Housing Total Amount
Prevention Budgeted
Financial Assistance $378,000.00 $216,000.00 $594,000.00
Housing Relocation and $126,000.00 $72,000.00 $198,000.00
Stabilization Services
Subtotal $504,000.00* $288,000.00* $792,000.00
(Add previous two rows)
(Maximum of 56% of Total Amount (Maximum of32% afTotal
Requested) Amount Requested)
Data Collection and Evaluation
(Maximum of 11% of Total Grant Amount Requested)
Grant Administration
(Maximum of 1 % of Total Grant Amount Requested)
$99,000.00*
$9,000.00
The following budget percent
$900,000.00
terminin their budget requests:
Maior Budqet Activitv
Homelessness Prevention*
Rapid Re-housing*
Data Collection and Evaluation*
Grant Administration
Should Not Exceed
56% of your total request
32% of your total request
11 % of your total request
1 % of your total request
100%
'Any budget activities marked with an asterisk and exceeding the above guide must include an
attachment to the budget sheet(s) with a written justification for exceeding the guide. Justifications
submitted must reflect the need for increased dollar amounts based upon need and service delivery.
Attach any justification(s) behind the Budget in the application.
Budget activities exceeding the guide that are not accompanied with a justification shall be lowered to
the guide limit. After review of the pertinent justification(s), HCD may make adjustments to the
proposed budget(s).
Budget Limits Exceeded? Yes 0 No I2SJ
Justification Submitted? Yes 0 No 0
6-14
7
c.n
AODlicant/Oraanization:
HOMELESSNESS PREVENTION PROGRAM - SERVICE COSTS
HPRPPROPOSEDBUDGET
Amount
EIiWble Activities Reauested Descriotion of reouested Amount
. .
Financial Assistance . 'Short Term Rent (0-3 months)
Medium Term Rent (4-18 months)
Security Deposit
Utilitv Deposits and Payments
.",,,C,,,, lazr - I..- _ -
Motel/Hotel Vouc rs . . . . . ( llll bm
/Lu tal]
Housing Relocation and
Stabilization Services Credit Repair
i (Vendors, Not partner agencies) Outreach and Enoaoement
Leaal Services
Case. Mana!1ement
Housina Search & Placement
Subtotal
Data Collection
Subtotal
Grant Administration
Subtotal
0'>
I
~
8
Applicant/Organization:
HOMELESSNESS PREVENTION PROGRAM - PERSONNEL COSTS
HPRP PROPOSED BUDGET
Staff Title FTE'
Agency
Describe Major [Juties
FinanCial
Assistance
Stabilization
Data
Collection
Grant
Admin.
Total
m
I
~
m
Subtotal Staff Costs
'Full Time Equivalent (FTE) =160 hours per month
% Example: 80 Hours Worked + 160 hours=.5 FTE this should include only time spent working in this Program.
9
ADDlicantJOraanization:
RAPIO RE-HOUSING PROGRAM - SERVICEC;051'S
HPRP PROPOSED BUDGET
EiI~ible Activities
Amount
Req uested
Description Of requested Amount
Financial Assistance.
Short Term Rent (0-3 months)
Medium Term Rent (4-18 months)
Security Deposit
Utility DeEosits and Payments
Movinn Costs
-.I
Housing Relocation and .
Stabilization Services
"",II"",' V"l )Rj ~ r
Credit Repair
i!lllEill
DIilI
m
I
~
_(Vendors, Not oartner agencies)
Outreach and Ennanement
Lenal Services
Case Management
Housin!l Search & Placement.
Subtotal
Data Collection
Subtotal
',' -
Grant Administration
Subtotal
10
en
I
~
Applicant/Organization:
RAPID RE-HOU5ING PROGRAM -PERSONNEL costS
- HPRP PROPOSED BUDGET
Staff Title FTE' Agency Describe Major Duties FinanCial Stabilization Data Grant Total
Assistance Collection Admin.
..
:~\ :):
Subtotal Staff Costs
CD
'Full Time Equivalent (FTE) =160 hours per month
% Example: 80 Hours Worked + 160.hours=.5 FTE this should include only time spent working in this Program.
11
VI. Fund Draw Down Schedule
Using the Budget, complete this estimated Draw Down Schedule.
(Note: It is a grant requirement that at a minimum, 60% of your grant funds must be spent by
September 30, 2011. 100% of the grant funds must be spent no later than September 30,
2012.)
(10/1-12/31) (1/1-3/31) (4/1-6/30) (7/1-9/30) Total
Quarter 1 Quarter 2 Quarter 3 Quarter 4
l' Fiscal Year
Ending 9-30-10 $75,000.0 $75,000.0 $75,000.0 $75,000.0 $300,000.
2nd Fiscal Year
Ending 9-30-11 $75,000.0 $75,000.0 $75,000.0 $75,000.0 $300,000.
3rd Fiscal Year $75,000.0 $75,000.0 $75,000.0 $75,000.0 $300,000.
Ending 9-30-12
VII. Threshold Questions
A. Applicant Capability
1. How many years has your organization served the Homeless and/or At Risk
population? ,
~~~~:cg:~{;) Ie ^ f,;:+o;e'19
Total Years. '. ~
2. Does the Lead Agency currently provide Homelessness Prevention and/or Rapid
Re-Housing services?
Yes cg]
NoD
List the Partner Agencies currently providing Homelessness Prevention services.
South Bay Community Services .
3. Is your Local Jurisdictional Approval Form (Attachment C) attached from each
local governmental jurisdiction that is applicable to your service area(s)?
Yes cg]No D
4. Is your Local Need Assessment Form (Attachment D) attached from each
Continuum of Care serving the homeless in your service area(s)?
Yes cg] No D
5. Does your service area have a 10-Year Plan to End Homelessness?
12
6-19
Yes [g] No 0
If yes, explain your program's role in that Plan. (100 words maximum)
Kathryn Lembo, Executive Director for South Bay Community Services serves on the Plan to End
Chronic Homelessness Implementation
Committee.
If no, explain the planning efforts currently being undertaken or planned in the
future to establish a 1 O-Year Plan to Prevent Homelessness in your service area.
(250 words maximum)
6. What are your plans for sustaining your Homelessness Prevention and Rapid Re-
housing Program after the HPRP funding has been completed? (250 words
maximum)
Please expl
RAFT
B. Services Proposed
Instructions: Check all HPRP to be provided and identify which agency will be
providing these services.
Financial Assistance Program:
[g] Short-term rental assistance not to exceed 3 months rental costs,
Provided by:South Bay Community Services
[g] Up to 6 months rental arrears,
Provided by:South Bay Community Services
[g] Case Management in establishing financial assistance need,
Provided by:South Bay Community Services
[g] Medium-Term rental assistance not to exceed actual rental costs over a 4 to 18
month period.
Provided by:South Bay Community Services
[g] Security Deposits- cannot be for the same period of time and for same cost type
provided by other federal, state or local subsidy program.
Provided by:South Bay Community Services
13
6-20
~ Utility Deposits- cannot be for the same period of time and for same cost type
provided by other federal, state or local subsidy program.
Provided by:South Bay Community Services
~ Utility Payments up to 18 months of utility payments, including up to 6 months of
utility payments in arrears.
Provided by:South Bay Community Services
~ Moving costs assistance such as truck rental, hiring a moving company, short-term
storage fees up to 3 months or until participant is in housing, whichever is shorter.
Provided by:South Bay Community Services
~ Motel and Hotel Vouchers up to 30 days if there are no appropriate shelter beds are
available.
Provided by:South Bay Community Services
Housing Relocation and Stabilization Services Program:
~ Case Management services supporting efforts to stabilize a family or individual.
Theses services consist of arrangement, coordination, monitoring and delivery of
services related to meeting the housing need of program participants.
Provided by:South Bay Community Services
~ Counseling participants
Provided by:South Bay Community Services
~ Executing an "Individualized Housing and Service Plan", including a path to
permanent housing stability subsequent to HPRP financial assistance.
Provided by:S ity S iceE' I
~ Outreach and p g.' .
Provided by:So h Ba y e
~ Marketing and , t t ',' pan · heres of fluence, community leaders
with influence an access to home ess persons and persons at risk of
homelessness.
Provided by:South Bay Community Services
~ Housing Search and Placement.
Provided by:South Bay Community Services
~ Tenant counseling on lease understanding, securing utilities, making moving
arrangements, Representative payee services concerning rent and utilities.
Provided by:South Bay Community Services
~ Mediation and outreach to property owners related to locating or retaining housing.
Provided by:Legal Aid Society of San Diego, Inc.
~ Legal Services in providing legal advice and representation. Administrative or court
proceeding related to tenant/landlord matters or housing issues.
Provided by:Legal Aid Society of San Diego, Inc.
~ Credit Repairs- Critical skills training related to household budgeting, money
management, accessing personal credit reports, and resolving personal credit
Issues.
Provided by:South Bay Community Services and Legal Aid Society of San Diego,
Inc.
Data Collection and Evaluation:
14
6-21
~ Data Collection staffing costs associated with operating a Homeless Management
Information System (HMIS) for purposes of collecting and reporting data required by
the HPRP grant.
Provided by:City of Chula Vista and South Bay Community Services
~ Analyzing patterns of use of HPRP funds and reporting.
Provided by:City of Chula Vista
D Purchasing of HMIS software and/or User Licenses.
Provided by:
D Leasing or Purchasing needed computer equipment for providers and the central
server.
Provided by:
D Training personnel on the HMIS.
Provided by:
D Special Evaluation required by HUD as part of HUD-sponsored research and
evaluation of HPRP.
Provided by:
Administrative Costs
~ Minimal staff costs associated with preparing reports for submission to HCD.
Program audits are allowable and are the best use of this budget activity.
Subgrantees are limited to 1 % of the total award amount. Most costs associated with
staffing should be allowable under the other major budget categories: Financial
Assistance, Ho. el . aYf\d bili. 1 Collection and
Evaluation. Thi fo Le ncy
Provided by:Ci
c. Outreach and Marketing
1. Please quantify below the need for Homelessness Prevention and/or Rapid Re-
Housing Program funds over the term of your grant. (250 words maximum)
2. Describe below the major components of your outreach efforts to ensure qualified
participants are identified, screened and assisted with their housing needs. (250
words maximum) Additionally, attach your "Outreach Plan" as Attachment F.
(Applicant "Outreach Plan" should, at a minimum, discuss points of contacts,
networking, State and HUD risk factors taken into consideration, targeting
strategies, coordination of services, and challenges in meeting the needs of the
homeless and persons at risk of becoming homeless. Discuss involvement with
clients utilizing CalWORKS homeless assistance and outreach to clients utilizing
General Assistance. Specify procedures used to identify most recent homeless
15
6-22
count, and describe how waiting lists for subsidized housing and/or emergency
shelters will be utilized.)
3. Describe below the major components of your programs "Marketing Plan" you
anticipate employing to ensure qualified participants are aware of the HPRP
program. (250 words maximum) Additionally, attach your "Marketing Plan" as
Attachment G.
(Discuss marketing materials and/or strategies you will use to involve
participants, community organizations, leaders and other federal, state and local
programs serving the homeless population and those at risk of becoming
homeless.)
4. Individualized. Housing and Service Plan. Attach your "Plan" as Attachment H.
(The "Plan" is the primary base document developed by an HPRP applicant and
utilized by all HPRP participating agencies (Lead and Partner Agencies). The
"Plan" is used to follow each client and their HPRP eligible activities agreed upon
between the client and the Subgrantee.
At minimum, following inds of activities: Client
Initial Consu , co . Determination; Homeless
and/or At Ri ement N es; Specific Client
Assistance greemen and Bu get; Cllen Eligibility racking and Fiscal
Expenditure Report; Client Data Collection; Program Data Collection; HMIS
Reporting Client Data to Lead Agency/Single Agency; HMIS Reporting Program
Data to Lead Agency/Single Agency; and Reporting Program Data to HCD. For
audit purposes, this Plan shall be the primary document used to identify program
compliance with HPRP and HCD requirements.)
If any elements of "Plan" are captured in HMIS, please state so, and indicate
those elements captured outside HMIS.
D. Fiscal Management
1. List any EHAP grant(s) administered by participating agency(s) within the past
three fiscal years: 2005-06; 2006-07; 2007-08. List by Contract Number.
SBCS administers a 2005-2006 EHAP Grant (02-EHAPCD-091)
2. List any FESG grant(s) administered by participating agency(s) within the past
three fiscal years: 2006-07; 2007-08; 2008-09. List by Contract Number.
16
6-23
3. List any other state, federal or local governmental grants administered by the
participating agency(s) (if applicable) this past year.
List the name of the grant, the grant amount, the granting agency and the contract
number.
4. Describe below the administrative processes planned to administer short-term
and medium term rental assistance activities. List Public Housing Authorities or
comparable administrative entities you plan to utilize. (250 words maximum)
(Additionally, attach any "administrative procedures" you will utilize in
administering your rental assistance activities as Attachment I.)
5. Are there any unresolved audit findings pertaining to the participating agency(s)?
Yes 0 N E
If yes, expla di gs a the steps undertaken to
resolve the the Au Report Findings as
Attachment .
6. Identify below the Fiscal Officer that will be responsible for the financial reporting
on this grant.
Maria Kachadoorian, CPA, Finance Director for the City of Chula Vista
If this is a Multiple Agency Application list the Lead Agency fiscal officer, plus the
fiscal officers of each of your Partner Agencies below.
Lead Agency:
Maria Kachadoorian, CPA, Finance Director for the City of Chula Vista
Partnering Agency:
Elizabeth Iniguez, CPA, Chief Financial Officer for South Bay Community
SeNices
7. Attach the Current Balance Sheet of the Lead Agency or Single Agency as
Attachment K.
17
6-24
(Balance sheet must not be older than 60 days. .If Lead Agency or Single Agency
is a unit of local government, this does not apply.)
8. Attach as Attachment L the Lead Agency agreement held with each Partner
Agency to this application. (I.e. Memorandum of Understanding; Contract;
Service-Provider Agreement)
DAFT
18
6-25
PLEASE CHECK IF:
ATTACHED N/A
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
VIII. Required Attachments
Important - All applicants should only submit the attachments required.
ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
ATTACHMENT 0
ATTACHMENT E
ATTACHMENT F
ATTACHMENT G
ATTACHMENT H
ATTACHMENT I
ATTACHMENT J
ATTACHMEN
ATTACHMEN
ATTACHMENT M
Required Attachments
Authorizing Resolution
HPRP Applicant Certifications (To be signed by all participating agencies)
Local Jurisdictional Approval
Local Need Assessment (Non-Entitlement Only)
IRS Tax Exempt status form 501 (c) (3) (For non-profit agencies only)
Outreach Plan
Marketing Plan
Individualized Housing and Service Plan
HPRP Administrative Procedures
nly)
rvi Prov gree s) or MOU ) between Lead Agency and
Partner Agency(s). (Not applicable to a single agency applicant)
Payee Data Record (204). HCD requirement of.ell applicants.
19
6-26
Attachment A - Resolution
A. WHEREAS, the State of California, Department of Housing and Community Development, Division of
Financial Assistance, issued. a Notice of Funding Availability under the American Recovery and Reinvestment
Act- Homelessness Prevention and Rapid Re-Housing Program (HPRP); and
B.
(lnsen Name ofAppiicarioJl O~ani:ari()n)
is a nonprofit corporation or local government
that is eligible, and wishes to apply for and receive an HPRP grant; and
C. Ift/'",~
(insen /'vame of Appliclllion Organi:;utionJ
receives a grant from the HPRP, it certifies
that all uses of the funds will be in compliance with the HPRP Regulations and Contract;
Now, therefore, be it resolved that:
The Board of Directors (or City Councilor Board of Supervisors) of
(Insen Name of Applicuthm Orgrmi;;unon)
hereby authorizes
(iI/serf ri"e ofAuthori:.ed Person/Officer)
to execute all required
certifications, apply for, and accept the Homelessness Prevention and Rapid Re-Housing Grant in the amount
of not more
than $ .
(Insen Gram Ammmt)
, and to sign the Standard Agreement and any subsequent amendments thereto,
,
and perform any and all respon
ntractI
tMI
. It rgalll::.lltl/m)
PASSED AND ADOPTED at a regular mee
_ day of \:);,;,u:tl#' ,~by the fallowing vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
Signature and Title of Approving Officer
(Chairperson or Secretary - Must not be the same person who is authorized
to enter into the Standard Agreement)
Printed Name and Title of ApprOving Officer
Attest:
Signature and Title
Printed Name and Title
Date:
20
6-27
Attachment B - Homelessness Prevention and Rapid Re-Housing Program
(HPRP) Applicant Certifications
All participatinq aqencies must siqn this certification
The HPRP Subgrantee certifies that:
Federal and State Requirements -It will follow all Federal and State requirements outlined in the HUD Notice
(Docket No. FR-5307-N-01) and the California Housing and Community Development HPRP Notice Of
Funding Availability.
. Consistency with HUD Notice - The housing activities to be undertaken with HPRP funds are consistent with
the HUD Notice and the HCD NOFA.
Standard Agreement - If awarded an HPRP, subgrantee will comply with the Standard Agreement.
Confidentiality - It will develop and implement procedures to ensure:
(1) The confidentiality of records pertaining to any individual provided with assistance; and
(2) That the address or location of any assisted housing will not be made public, except to the extent that this
prohibition contradicts a preexisting privacy policy of the subgrantee.
Religious Compliance - It will provide all eligible activities under this Project in a manner that is free from religious
influences and in accordance with the following principles: .
(1) It will om di",imiM'''g,i" . "rm.", .. "',. of mllgioo eo' will om
limit employment or give pref on .. e ba of religion;
(2) It will not discriminate agains erso applYI or shel r any of th ligible activities under this part on
the basis of religion and will not limit such housing or other eligible activities or give preference to persons on
the basis of religion; and
(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 shelter and other eligible
activities under this Project.
HMIS -'It will comply with HUD's standards for participation in a local Homeless Management Information
System and the collection and reporting of client-level information.
Section 3 - It will comply with section 3 of the Housing and Urban Development Act of 1968, and
implementing regulations at 24 CFR Part 135.
Affirmatively Furthering Fair Housing - Under section 808(e) (5) of the Fair Housing Act, subgrantees will
have a duty to affirmatively further fair housing opportunities for classes protected under the Fair Housing Act.
Examples of affirmatively furthering fair housing include:
(1) marketing the program to all eligible persons, including persons with disabilities and persons with limited
English proficiency;
(2) making building and communications that facilitate applications and service delivery accessible to persons
with disabilities (see, for example, HUD's rule on effective communications at 24 CFR 8.6);
(3) providing fair housing counseling services or referrals to fair housing agencies;
21
6-28
(4) informing participants of how to file a housing discrimination complaint, including providing the toll-free
number for the Housing Discrimination Hotline: 1-800-669-9777; and (5) recruiting landlords and service
providers in areas that expand housing choice to program participants.
Attest - Authorized applicant(s) attests that all information contained in the HPRP application is accurate and
complete; all information contained in this application is acknowledged to be public information. I authorize the
Department of Housing and Community Development to contact any or all of the parties listed in this proposal.
Lead Agency Signature/Authorized Official
Title.
Date
Partner Agency(s) Signature/Authorized Official
Title
Date
Title
A T
Partner Agency(s) Signature/Aut
Date
Partner Agency(s) Signature/Authorized Official
Title
Date
Partner Agency(s) Signature/Authorized Official
Title
Date
Partner Agency(s) Signature/Authorized Official
Title
Date
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Attachment C - Local Jurisdictional Approval
One attachment required from each jurisdiction.
Submit additional Attachment C's as C1, C2, C3, etc
For applicants with a Project covering more than one eligible city and/or county, copy this form as necessary for each city and/or county. Each eligible
city and/or c,?unty must comp~ete thIs form as instructed.
Instructions: If the Project serves the population in an HPRP-eligible city, the Local Jurisdictional Approval
must be completed by the city. If the Project serves the population in the unincorporated area of an HPRP-
eligible county, this form must be completed by the county.
The Local Jurisdictional Approval is required for each citv or countv, as applicable.
I, James D. Sandoval. Citv Manaqer
authorized to act on behalf of (Name and Title of authori=ing person)
dulv
, .
the City Of Chula Vista
approve of the (Name of Applicable Jurisdiction)
, hereby
operation of the following Program Type(s) (see list below) proposed by the City of Chula
Vista
(Name ofHPRP Applicant Organcation)
which is/are to be located/operated in Chula Vista.
Califomia
(Name afState HPRP eligible Jurisdiction,
Check all program types
o Homelessness Prevention
o Rapid Re-Housing
A
CERTIFICATION:
James D. Sandoval
(Name)
City Manager
(Title)
06/02/09
(Date)
(!:Jignature)
7-
-0
6-30
Attachment 0 - Local Need Assessment
Submit additional Attachment D's as 01, 02, 03, etc.
To be completed by the respective Continuum of Care (Cofe) or in the absence of a CofC, a county-wide
coordinating body or agency of county government that specifically addressing homelessness in the county where
your facility/project is located. The certifying entity must' meet the conflict of interest requirements discussed
below.
The certifying entity can be any entity that has a county"wide coordinating role specific to the issue of
homelessness. To avoid a possible conflict of interest,HPRPapplicants that are agencies of county
government should have this attachment completed by an entity whose jurisdiction orJocus is countywide,
but iNhbisnot an agency. of countygoiternment,suchasaEHAP Designated Local Board(DhB),a
Continuum of Care Board,aFEMABoard, ora'homeless coalition. . ..
1. Project for which HPRP funds are being requested:
2. County where the Project is located San DieQo
3. Primary type of HPRP program being provided by the Project: (check all that apply)
o Homelessness Prevention
D Rapid Re-Housing
4. Relative level of need in the county for the type HPRP program noted above. (check one for each type of
program that applies)
Homelessness Prevention:
o High 0 Medium 0 Low
Rapid Re-Housing:
o High 0 Medium
5. Name of Certifying Entity
6. Name of individual making the determination of need:
Printed Name and TitfdPosltlon of Person Making the Delenninarion of Need
E-MailAJdress
I certify that I am not an employee, agent, consultant, officer or appointed or elected official of
any applicant, subgrantee, State recipient or grantee of State HPRP funds. I further certify
thereafter, I do and will not have any personal financial interest or benefit from any State that
while in my current position and for one-year HPRP-assisted activity, or have any interest in any
contract, subcontract, or agreement with respect thereto or the proceeds there under, either for
myself or for those with whom I have family or financial ties.
Sig"arure of Individu.a/ MakinF: the Determination of Need
Dm,
24
6-31
Attachment E - Nonprofit IRS Tax Exempt Status
'Attach behind this page the
Evidence of IRS Tax Exemption ("501 (c) (3) status")
"
R
~
25
6-32
T
Attachment F - Outreach Plan
Attach behind this page
o
AF
26
6-33
Attachment G - Marketing Plan
Attach behind this page
DRAFT
27
6-34
Attachment H - Individualized Housing and Service Plan
Attach behind this page
28
6-35
T
Attachment I - HPRP Administrative Procedures
Attach behind this page
RAFT
29
6-36
Attachment J - Audit Report Findings
Attach behind this page (if applicable)
DR
30
6-37
FT
Attachment K - Current Balance Sheet (For non-profits only)
Attach behind this page (if applicable)
DRAFT
31
6-38
Attachment L - Service Provider Agreement(s) or MOU(s) between Lead Agency
and Partner Agency(s)
Not applicable to a single agency applicant. Attach behind this page (if applicable)
"7
"-
6-39
FT
Attachment M - Payee Data Record (204)
Please go to: http://www.hcd.ca.qov/fa/ehap/Pavee Data Record.doc to complete and attach behind
this page.
· Applicant Administrative Information -Administrative address indicates where the Standard
Agreement and checks will be mailed to. The Payee Data Record (204) must show this address
. Name of applicant must be the same as stated on the Articles of Incorporation, Resolution and
the Payee Data Record.
..,
AFT
.A
33
6-40
CHULA VISTA
HOUSING PREVENTION AND
RAPID RE-HOUSING PROGRAM (HPRP)
COLLABORATIVE
MEMORANDUM OF AGREEMENT
BY AND BETWEEN THE
CITY OF CHULA VISTA
SOUTH BAY COMMUNITY SERVICES AND
LEGAL AID OF SAN DIEGO
Parties
This Memorandum of Agreement ("MOA") is made by and among the City of Chula
Vista, South Bay Community Services and Legal Aid of San Diego, Inc. The parties to this
MOA may be referred to herein collectively as the "parties" or individually as a "party."
Recitals
WHEREAS, on July 9, 2009 the State of California Department of Housing and
Community Development issued the Notice of Allocations, Application Procedures, and
Requirements for Homelessness Prevention and Rapid Re-Housing Program Grantees
under the American Recovery and Reinvestment Act of 2009; and,
WHEREAS, the State of California requires all eligible applicants to submit an
Application for Funding (hereinafter referred to as "Application") for their consideration;
and,
WHEREAS, the City of Chuia Vista provides housing and housing reiated services to
low income individuals and families in the City; and,
WHEREAS, the South Bay Community Services provides services including, but not
limited to, homeless services and rental assistance to low-income residents, and,
WHEREAS, Legal Aid of San Diego, Inc. provides legal services including, but not
limited to consumer, landlord/tenant disputes, eviction defense and income maintenance;
and,
WHEREAS, the City desires to partner with South Bay Community Services and the
Legal Aid Society, Inc (the "Parties") desire to develop and implement the City of Chula
Chula Vista HPRP
Attachment "K" to Application
6-41
Draft Memorandum of Agreement
Page 1
Vista Homelessness Prevention and Rapid Re-Housing Program which will provide rental
assistance and services to homeless families and individuals who are facing homelessness;
and,
WHEREAS, the parties will focus on several special needs populations including
former foster youth aging out of the foster care system, victims of domestic violence; and,
WHEREAS, the parties shall undertake the same obligations as the City with
respect to the Project described in the City's Application to the State of California
Department of Housing and Community Development for HPRP funding.
THEREFORE, in consideration of the foregoing recitals and the mutual covenants
and promises set forth below, and for other good and valuable consideration, receipt of
which is hereby acknowledged, the.parties hereto agree as follows:
1. Administration of MOA: Each party identifies the following individuals to serve as the
authorized administrative representatives for that party. Any party may change its
administrative representative by notifying the other party in writing of such change.
Any such change will become effective upon the receipt of such notice by the other
party to this MOA. Notice of the authorized representative should be sent to each party
as follows:
ice
embo, xecutive
Director
1124 Bay Boulevard, Suite D
Chula Vista, CA 91910
(619) 420-3620
klembo@csbcs.or
Legal Aid of San Diego
Gregory E. Knoll, Esq.
ecutive Director/Chief Counsel
110 South Euclid Avenue
San Diego, CA 91910
(619) 471-2620
gknoll@lssd.org
City of Chula Vista
Amanda Mills, Housing
Manager
276 Fourth Avenue
Chula Vista, CA 91910
(619) 409-5948
mmills@ci.chula-vista.ca.us
2. Parties' Responsibilities
2.1. City of Chula Vista shall:
2.1.1. Assume the role of the programmatic lead and fiscal agent for the project;
2.1.2. Work in conjunction with the South Bay Community Services and Legal Aid of
San Diego to develop the step by step protocol to be followed for the
implementation of the County's Homelessness Prevention and Rapid Re-
Housing Project;
2.1.3. Ensure the program is implemented in accordance with all applicable federal,
state and local guidelines;
2.1.4. Designate appropriate staff to partidpate in the collaborative decision making
process regarding program implementation;
2.1.5. Conduct housing quality standard inspections;
Chula Vista HPRP
Attachment "K" to Application
6-42
Draft Memorandum of Agreement
Page 2
2.1.6. Assist South Bay Community Services and the Legal Aid of San Diego in
providing linkages to community resources for participating families;
2.1.7. Provide all programmatic and fiscal reports to the State of California
Department of Housing and Community Development as required for
program monitoring and evaluation.
2.1.8. Reimburse the South Bay Community Services and Legal Aid of San Diego for
eligible costs under the HPRP program up to $900,000 (for up to three years)
for staff costs, limited to salary and benefits, related to program outreach as
further detailed in the Application.
2.2 South Bay Community Services shall:
2.2.1 Serve as the clearinghouse and central point of contact for the referral of
homeless or at-risk families to the program between the City of Chula and
the Legal Aid Society of San Diego of San Diego within the designated
program area;
2.2.2 Make the necessary Housing Assistance Payments on behalf of participating
families directly to property owners;
2.2.3 Administer a short to medium term tenant based rental assistance program
for a period not to exceed 18 months per family;
2.2.4 Conduct income eligibility and recertification determinations as required by
HUD;
2.2.5 Assist ~ otiations, housing search,
placeme wait lists for programs such
as Secti Ii Ho housing programs;
2.2.6 Colla bora e with the City 0 hula IS a to deve op the step by step protocol
to be followed for the Homelessness Prevention and Rapid Re-Housing
_ __ Project;
2.2.7 Ensure the program is implemented in accordance with all applicable federal,
state and local guidelines;
2.2.8 Enter program and client level information into the Homelessness
Management Information System;
2.2.9 Designate appropriate staff to participate in the collaborative decision making
process regarding program implementation;
2.2.10Provide assistance to Liaisons/Case Managers in the development of Housing
Retention Plans to prevent future housing instability;
2.2.11Serve as a clearing house for information sharing related to linkages to
existing community resources for homeless families;
2.2.12Provide all programmatic and fiscal reports to the City of Chula Vista to be
submitted to the State of California Department of Housing and Community
Development as required for program monitoring and evaluation.
2.2.13Collaborate with City in data collection; monitoring and program evaluation;
2.2.14Submit monthly invoices for reimbursement for eligible expenditures related
to program outreach.
Chula Vista HPRP
Attachment "K" to Application
6-43
Draft Memorandum of Agreement
Page 3
2.3 Legal Aid of San Diego shall:
2.3.1 Collaborate with the City of Chula Vista and South Bay Community Services
to develop the step by step protocol to be followed for the City's
Homelessness Prevention and Rapid Re-Housing Project;
2.3.2 Provide mediation and outreach services to property owners related to
locating or retaining housing
2.3.3 Provide legal including legal advice and representation. Administrative or
court proceedings related to tenant/landlord matters or housing issues.
2.3.4 Ensure the program is implemented in accordance with all applicable federal,
state and local guidelines;
2.3.5 Designate appropriate staff to participate in the collaborative decision making
process regarding program implementation;
2.3.6 Collaborate with City and South Bay Community Services in data collection;
monitoring and program evaluation;
2.3.7 Submit monthly invoices to South Bay Community Services for
reimbursement for eligible expenditures related to program outreach.
3. Budget & Reimbursement
The budget for this Agreement is up to $900,000 (conditioned upon State HCD
approval of funding application for HPRP) of which sixty percent must be expended
within the first tw of te th HUD . nt agreement with HCD;
and 100 percent 0 un' t be. pe d w ears of that date to be paid
from the City's St e of H s ion and Rapid Re-Housing
Program (HPRP) a. B Co nity Serv es shall be allocated up to
$600,000 that inclues the Ity of ula Vis a portion of tate HPRP funding and the
Legal Aid of San Diego will be allocated up to $300,000. Parties shall invoice the City
on a monthly basis for staff costs related to program outreach, assistance payments,
and case management services. City will reimburse South Bay Community Services
and the Legal Aid of San Diego within 30 days of complete invoicing (Le. time sheets,
landlord payment records, all necessary supporting documentation).
4. Conformance With Rules And Regulations: The parties to this Agreement shall be
in conformity with all applicable Federal, State, County, and local laws, rules, and re-
gulations, current and hereinafter enacted, including facility and professional licensing
and/or certification laws and keep in effect any and all licenses, permits, notices and
certificates as are required and shall further comply with all laws applicable to wages
and hours of employment, occupational safety, and to fire safety, health and sanitation.
In addition, the parties to this Agreement, as applicable, shall be in compliance with the
U.S. Department of Housing and Urban Development's Notice of Allocations, Application
Procedures, and Requirements for HPRP Grantees under the American Recovery and
Reinvestment Act of 2009 dated March 19, 2009, and any amendments hereinafter
issued.
For projects funded by the American Recovery and Reinvestment Act of 2009, Pub. L.
111-5, ("ARRA"), the parties to this Agreement shall comply with all provisions and
Chula Vista HPRP
Attachment "K" to Application
6-44
Draft Memorandum of Agreement
Page 4
requirements applicable to contracts funded in whole or in part by ARRA as currently
exist as of the effective date of this Agreement and as may be amended in the future,
including, without limitation, Pub. L. 111-5, Div. A, Title XVI, 9 1605 ('Buy American"),
Pub. L. 111-5, Div. A, Title XVI, 9 1611 ('Employ American Workers Act''), Pub. L. 111-
5, Div. A, Title XV, 9 1515 ('Access of Offices of Inspector General''), Pub. L. 111-5,
Div. A, Title IX, 9 902 \,Access of Government Accountability Office"), and Pub. L. 111-
5, Div. A, Title XV, 9 1553 \,Whistleblower Protections''), as applicable.
5. Permits and licenses: Parties to this Agreement certify that they possesses and shall
continue to maintain or shall cause to be obtained and maintained, at no cost to the
County all approvals, permissions, permits, licenses, and other forms of documentation
required for it and its employees to comply with all existing foreign or domestic
statutes, ordinances, and regulations, or other laws, that may be applicable to
performance of services hereunder. Parties to this Agreement reserve the right to
reasonably request and review all such applications, permits, and licenses prior to the
commencement of any services hereunder.
6. Governing Law: This MOA shall be governed, interpreted, construed and enforced in
accordance with the laws of the State of California.
7.
. solely for the benefit of
. oes not confer on any third
ormance of this MOA. Any
specifically prohibited.
8. Amendments to MOA: Any party may propose amendments to this MOA by providing
written notice of such amendments to the other party. This MOA may only be
amended by a written amendment signed by each party's administrative.
9. Severability: If any terms or provisions of this MOA or the application thereof to any
person or circumstance shall, to any extent, be held invalid or unenforceable, the
remainder of this MOA, or the application of such term and provision to persons or
circumstances other than those as to which it is held invalid or unenforceable, shall not
be affected thereby and every other term and provision of this MOA shall be valid and
enforced to the maximum extent permitted by law.
10. Full Agreement: This MOA represents the full and entire agreement between the
parties and supercedes any prior written or oral agreements that may have existed. .
11. Scope of MOA: This MOA only applies to the program described herein and does not
set. forth any additional current or future obligations or agreements between the
parties, except that the parties may by written amendment amend the scope of this
MOA.
Chula Vista HPRP
Attachment "K" to Application
6-45
Draft Memorandum of Agreement
Page S
12. Term: This MOA shall become effective on the date all of the parties have signed this
MOA and be in force until 100% of the Homelessness Prevention and Rapid Re-Housing
funds allocated to the City of Chula Vista have been expended.
13. Termination For Convenience. Parties may, by written notice stating the extent and
effective date terminate this MOA for convenience in whole or in part, at any time.
14. Counterparts: This MOA may be executed in any number of separate counterparts,
each of which shall be deemed an original but all of which when taken together shall
constitute one and the same instrument.
15. Indemnification: City shall not be liable for, and South Bay Community School
Services and Legal Aid of San Diego shall defend, indemnify, and hold the City, its
officers, agents, employees and volunteers harmless from and against any and all
claims, deductibles, self-insured retentions, demands, liability, judgments, awards,
fines, mechanics' liens or other liens, labor disputes, losses, damages, expenses,
charges or costs of any kind or character, including attorneys' fees and court costs by
this Contract arising either directly or indirectly from any act, error, omission or
negligence of South Bay Community Services and Legal Aid of San Diego or its officers,
employees, agents, Subcontractors, licensees or servants, including without limitation,
claims caused by t, ncu~ ct, err. ,0 ". .." ence, whether active or
passive, of City, a lor I a ts, ffic em . oyees or olunteers. However, South
Bay Community Sc 01 S i L."d Die shall have no obligation to
defend or indemnl. fr a a i i determin by a court of competent
jurisdiction that suc c aim was causea by tile sole negligence or willful misconduct of
City or its agents or employees.
16.Audit Costs: South Bay Community Services and Legal Aid of San Diego shall
reimburse City for all costs incurred to investigate and audit South Bay Community
Services' and Legal Aid of San Diego's performance of its duties under the Contract if
South Bay Community Services' and/or Legal Aid of San Diego's is subsequentiy found
to have violated the terms of the Contract. Reimbursement shall include all direct and
indirect expenditures incurred to conduct the investigation or audit. City may deduct all
such costs from any amount due South Bay Community Services' and/or Legal Aid of
San Diego's under this Contract.
17.Insurance Requirements: Contractor must procure insurance against claims for
injuries to persons or damages to property that may arise from or in connection with
the performance of the work under the contract and the results of that work by the
Contractor, his agents, representatives, employees or subcontractors and provide
documentation of same prior to commencement or work.. The insurance must be
maintained for the duration of the contract.
18. Retention: The parties shall retain all financial records, supporting documents,
statistical records, and all other records pertinent to the Agreement for a period of five
Chula Vista HPRP
Attachment "K" to Application
6-46
Draft Memorandum of Agreement
Page 5
(5) years. The retention period begins on the date of the submission of the Annual
Performance and Evaluation Report to State of California in which the activities assisted
under the Agreement are reported on for the final time. Notwithstanding the above, if
there is litigation, claims, audits, negotiations or other actions that involve any of the
records cited and that have started before the expiration of the five-year period, then
such records must be retained until completion of the actions and resolution of all
issues, or the expiration of the five-year period, whichever occurs later.
IN WITNESS WHEREOF, This MOA has been executed as of August 2,2009 herein
appearing.
City of Chula Vista
South Bay Community Svcs.
Legal Aid of San Diego
James D. Sandoval,
City Manager
Kathryn Lembo,
Executive Director
Gregory E. Knoll, Esq.
Executive Director/Chief Counsel
APPROVED AS TO FORM
Bart Miesfeld
City Attorney
T
ATTEST
City Clerk
Chula Vista HPRP
Attachment UK" to Application
6-47
Draft Memorandum of Agreement
Page 7
RESOLUTION NO. 2009-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AUTHORIZING THE CITY MANAGER TO
APPLY FOR STATE OF CALIFORNIA HOMELESS
PREVENTION AND RAPID RE-HOUSING PROGRAM
(HPRP) FUNDS AND EXECUTE ANY DOCUMENTS
NECESSARY TO OBTAIN THE GRAt'lT FUNDS
WHEREAS, on July 8, 2009, the State of California, Department of Housing and
Community Development, Division of Financial Assistance, issued a Notice of Funding
Availability under the American Recovery and Reinvestment Act-Homelessness Prevention and
Rapid Re-Housing Program (HPRP); and,
WHEREAS, the City of Chula Vista is a local government, that is eligible, and wishes
to apply for and receive an HPRP grant; and,
WHEREAS, the City of Chula Vista wishes to act collaboratively with South Bay
Community Services and the Legal Aid Society of San Diego to use these funds to assist very
low income households; and,
WHEREAS, if the City of Chula Vista receives a grant from the HPRP, it certifies that
all uses of the funds will be in compliance with the HPRP Regulations and contract.
WHEREAS, if approved, up to $900,000 if.! HPRP funds will be used to provide
additional funding for homeless prevention and rapid re-housing activities.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista hereby authorizes:
1. The submittal of an application to the California Department of Housing and Community
Development for Homelessness Prevention and Rapid Re-Housing Program funds.
2. That it authorizes the City Manager to execute all agreements and related documents
necessary to obtain such grant funds.
Gary Halbert
Deputy City Manager! Development
Services Director
Presented by:
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