3rd Amendment 09/15/2010DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: September 24, 2010
TO: Lisa Tennyson
Grants Management
ATTN: Kim Wilkes, Sr. Grants Coordinator
Social Services Division
FROM: Pamela G. Hanco�k*,.
At the September 15, 2010, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Amendment #0003 for the Homeless Prevention and Rapid
Re -Housing Grant Agreement (HPRP) #KFZ28 between the State of Florida Department of
Children and Families and Monroe County Board of County Commissioners (Community
Services/Social Services).
Enclosed are four duplicate originals of the above -mentioned, executed on behalf of
Monroe County, for your handling. Please be sure to return the fully executed "Clerk's Original"
and the "Finance Copy" as soon as possible. Should you have any questions please do not
hesitate to contact this office.
cc: County Attorney
Finance w/o document
File
Clerk's Original
Grantr.Agreement #KFZ28 Amendment #0003
,t
Date: 10/01 /2010
THIS AMENDMENT, entered into between the State of Florida, Department of Children
and Families, hereinafter referred to as the "Department", and Monroe County B.O.C.C.,
hereinafter referred to as the "Grantee", amends grant agreement # KFZ28.
The purpose of this amendment is to amend the grant by increasing the total grant funding to
include additional 2010-2011 grant funding awarded and a revised HPRP Estimated Budget
Summary with relevant language.
1. The grant amount statement on page 1 is hereby amended to read:
NOW, THEREFORE, The Department hereby awards to the Grantee, the FY 2009-
2010 amount of $257,007.00 and the FY 2010-2011 amount of $100,000.00 for a grand
total of $357,007.00, under the following terms and conditions:
2. Page 2, Paragraph 2, is hereby amended to read:
a. The HPRP program plan filed with the Department by the Grantee is incorporated as
Attachment A and on file in the grant file of record. The Department's Substantial
Amendment document, upon which that program plan is based, is also incorporated
herein by reference as if fully set out here and is on file in the grant file of record. The
Grantee hereby agrees to perform the tasks and to provide the services described in
the program plan contained in Attachment A.
b. Having demonstrated the requirements to successfully perform under the terms and
conditions of the original 2009 grant agreement, the Grantee is hereby awarded
$100,000.00 in additional 2010-2011 funding as approved by the Office on
Homelessness. Attachment A. Grantee's HPRP Program Plan is hereby amended
to incorporate Attachment Al into the Grantee's HPRP Program Plan. This new
attachment outlines the Grantees revised plans to provide additional homeless
services and also provides a 2010-2011 HPRP Estimated Budget Summary reflecting
this additional 2010-2011 funding allocation. This 2010-2011 allocation is in addition to
the original funding allocation awarded to the Grantee in 2009. The Grantee hereby
agrees to perform the stated tasks and to provide the services described in
Attachment A and Attachment Al.,
3. Page 2, Paragraph 3, is hereby deleted in its entirety.
4. Page 4, Paragraph 13, page is hereby amended to read:
a. Grantees receiving awards from the Department in 2009 shall expend fifty percent
(50%) of the 2009 grant funds by June 30, 2010 on eligible program costs. The
Department reserves the right to amend the grant agreement to recapture grant funds
in the event that the Grantee fails to achieve the spending target, and fails to provide
sufficient explanations and correction action plans to the Department. Should the
Department exercise its option to recapture grant funds, any eligible expense
Grant Agreement #KFZ28
Amendment #0003
Date: 10/01 /2010
obligated shall be retained by the Grantee for expenditure. Further, the Department
requires the Grantee to achieve an expenditure goal of completely expending the
2009 grant on eligible costs by June 30, 2011. The Department may extend this
spending deadline upon receipt of a written request from the Grantee, explaining the
need for additional time, and a detailed plan to complete the expenditure of the grant.
b. Grantees receiving awards from the Department for 2010-2011 shall obligate 100
percent (100%) of the awarded 2010-2011 grant funds by December 31, 2010 on
eligible program costs. Obligated means the Grantee has approved case
management plans for eligible households that commit the Grantee to pay eligible
housing related costs on behalf of the households, in addition to eligible staff and
administrative costs incurred for the grant period. All costs obligated by the Grantee
must be documented in a written report to the Department by January 10, 2011.
5. Page 7, Paragraph 28, is hereby amended to read:
28. In accordance with section 112.3187(2), Florida Statutes (F.S.), agencies or
independent contractors shall not retaliate against an employee for reporting violations of
law to an appropriate agency that creates substantial and specific danger to the public's
health, safety, or welfare. Furthermore, agencies or independent contractors shall not
retaliate against any person who discloses information to an appropriate agency alleging
improper use of governmental office, gross waste of funds, or any other abuse or gross
neglect of duty on the part of an agency, public officer, or employee. Employees and
person may file with the Office of Chief Inspector General, Agency Inspector General, the
Florida Commission on Human Relations or the Whistle -blower's Hotline number at 1-
800-543-5353. The Grantee shall comply with and incorporate into any subgrant
agreement all provisions related to the Whistleblower protection, as specified in Section
1553 of the American Recovery and Reinvestment Act of 2009. The Grantee shall post
notice of employee rights and remedies for whistleblower protections provided under
Section 1553 of the Recovery Act. The Grantee shall include the substance of section B.
subsection 4, clause (1) and section B, subsection 4, clause (2) in all subcontracts.
6. Page 8, Paragraph 35, f. is hereby amended to read:
f. The provider and its partners, subcontractors, and agents shall document the
customer's or companion's preferred method of communication and any requested
auxiliary aids/services provided in the customer's record. Documentation, with
supporting justification, must also be made if any request was not honored. The provider
shall submit compliance reports monthly, by the 5th business day following the reporting
month, to the Department's Grant or Contract Manager. The provider shall distribute
Customer Feedback forms to customers or companions, and provide assistance in
completing the forms as requested by the customer or companion.
7. Page 9, after IN WITNESS THEREOF, delete "31" and replace with "39".
2
Gran#,Agreement #KFZ28 Amendment #0003
Date: 10/01 /2010
8. Pages 15a -15h, Attachment Al, 2010 Request for Homeless Prevention Funds, dated
April 19, 2010, are hereby inserted and attached hereto.
9. Page 19, Attachment C, Request for Release of Funds Schedule, as previously revised
on page 2 of Amendment #0002, is hereby deleted in its entirety and Revised Page 19,
Revised Attachment C, Request for Release of Funds Schedule, dated 10/01/2010, is
hereby inserted in lieu thereof and attached hereto. This revised schedule reflects
the additional FY 2010-2011 allocation of funds combined with any remaining FY 2009-
2010 funds.
This amendment shall begin on October 1, 2010, or the date, on which the amendment has
been signed by both parties, whichever is later.
All provisions in the contract and any attachments thereto in conflict with this amendment shall
be and are hereby changed to conform to this amendment. All provisions not in conflict with this
amendment are still in effect and are to be performed at the level specified in the contract.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS THEREOF, the parties hereto have caused this 12 (twelve) page amendment to
be executed by their officials thereunto duly authorized.
PROVIDER: Mo
SIGN
BY:
►f� INTIM
County B.O.C.0
STATE OF FLORIDA:
Department of Children and Families
SIGNED f�✓
BY:
NAME
TITLE: Monroe County Mayor TITLE:
DATE: S E P 1 5 2010 DATE:
Provider FID #: 59-6000749
Reg
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Gilda P. Ferradaz
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Circuit Administtor_,
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Attachment A 1
2010 REQUEST FOR
HOMELESS PREVENTION FUNDS
Submitted by: Monroe County Social Services
BOARD OF COUNTY COMMISSIONERS
Commissioner George Neugent, District 2
Mayor Sylvia Murphy, District 5
Commissioner Kim Wigington, District 1
Mayor Pro Tom Heather Carruthers, District 3
Commissioner Mario DiGennaro, District 4
15a
Th& UMMO COU*, FL CoMMO CoSWW dldreetrd to ft SpedN Needs o(Um No"Iess
April 19, 2010
Tom Pierce
Office on Homelessness
Department of Children and Families
1317 Winewood Blvd
Building 3, Room 201
Tallahassee, Florida 32399.0700
Re: Request for HPRP Funds
Dear Torn:
Southernmost Homeless Assistance League Is recommending that Monroe County
Social Services be selected to distribute a portion of the balance of funds that is
available for the 2010 Allocalion of Homeless Prevention and Rapid Re -housing
Program. This recommendation Is based on a publicly noticed and open meeting of the
SHAL Executive Committee where the appropriate units of government were
represented. Based on the performance of serving people at risk of homelessness over
the past year with rental assistance, SHAL recommends that the Monroe County Social
Services be allocated additional funds to meet this large need.
Sincerely,
We /
wen�ci G�'oies
y ,PhD
Executive Director
RalEtte Avael, Chair Jamie Pipher, Vice Chair
Sheryl Graham, Secretary Doug Blomberg, Treasurer
M Box 2990, Key West, FL 330W2990
ISb
AGENCY 2010 REQUEST FOR FUNDS TO SHAL
Agency Name: Monroe County Social Services
IRS Employer identification Number: NJA_501(c)(3)?: YES NO
Mailing Address Physical Location where Services Provided
Street: 1100 Simonton Street, 2-257 1100 Simonton Street,1« Floor, Key West, FL
City:Key West 490 W Street Ocean, Marathon, FL
State: Florida 88820 Overseas Hwy, MM 88.8. Tavernier, Fl.
Zip Code:33040
Executive Director's Name: Roman Gastesk County Administrator
Phone Number. 305 292.4441Fax: 305.292.4544
Email [PRINT CLEARLY]: gostesl-roman@monroecounty--fl.gov --
Primary Project Contact: Sheryl Graham
Phone Number. 305492.4510 Fax: 30549$4359_
Email [PRINT CLEARLY]: graham-sherylQmonroecountywfl.gov
Agency Website: www.monroecounty-fl.gov _
Project Name: Homeless Prevention Funds Program
Population Served in proposed project: COMA ONE
Homeless
Those at risk of homelessness
Other. Currently. MOSS nmviri a carulrrne L-.
Program Areas) to be Implemented In proposed project: cIRCLS
Rental Assistance Utility Assistance Other
Case Management Employment Sldlls
List physical addresses In each of the 3 regions of the Keys where clients will
receive services:
1100 Simonton Street, 18t Floor, Key West, FL (Lower Keys)
490 63" Street Ocean, Marathon, FL (Middle Keys)
88820 Overseas Hwy, MM 88.8. Tavernier, FL (Upper Keys)
15c
Narrative
Monroe County Social Services, the sub -grantee, for the Homeless Prevention and
Rapid -Re -Housing Program grant was awarded a two year grant, effective September
30, 2009 through June 30, 2011. Monroe County was given an initial allocation of
$257,007.00. First Year's estimated budget spending was $154,204.00 (60% of grant
funds) and $102,803.00 (40% of grant funds) for the Second Year.
Monroe County Social Services staff is located in three different areas of the Keys. This
aliows for maximum participation by residents who are in need of assistance. Due to the
high demand, request for assistance and success of the Homeless Prevention
Program, Monroe County exceeded our First Year Budget Allocation. This resulted in
an amendment to the Initial contract to reallocate $52,906.00 from the Second Year
spending to be utilized in the First Year spending.
The Original budget for direct client financial assistance was estimated at 60% percent
of the budget.
The reallocation of funds from the Second Year to the First Year results in an increase
of 14% going to direct financial assistance. Monroe County Social Services has also
been able to utilize other funding sources to provide case management and
administration services which have resulted In a reduction of these original estimated
spending amounts and allowing funding to be moved into direct client financial
assistance.
As of 3'd Quarter reporting, Monroe County Social Services has assisted 69 households
with total expenditures of $141,698.01.Once the BOCC approves the budget revision
of moving the $52,906.00, 22 additional households have been approved with total
expenditures of $46.669.00 which would bring the GTD spending to $187,367.01. For
the first six months of this grant, Monroe County has expended 72% in direct client
financial assistance of the total allocation of $257.007.00.
In addition to the above expenditures, we are still receiving applications. We currently
have 34 applications on hold due to lack of funding. Based on the average number of
months of rental assistance requested (2 months), estimated expenditures for these 34
applicants are approximately $70,930.00.
After moving $52,906.00 to the First Year Budget, the Second Year Budget is only
$45,297.39 for direct assistance. Even with the addition of the 2010 HPRP Allocation
Pro Rate Need by Continuum of $25,303 for Monroe County, Social Services would
only by able to assist current clients and the above pending clients. We would not be
able to assist any new applicants. Our initial expectation was to assist approximately
125 households for the entire two years. Based on the above information, we have
assisted approximately 125 households in the first six months of the First Year alone.
15d
In summation, current GTD expenditures for Monroe County Social Services are
$141,698.01 with an additional encumbered amount of $45,669.00 which brings total
GTD expenditures in direct financial assistance at $187,367.01, This amount
represents a total of 91 households served with an average amount per household of
$2,059.00. For the first six months of this grant, an average of 15 households per
month.
(Please refer to attached spreadsheet and back up for additional clarification and
information).
Based on this information. Monroe County Social Services is requesting 2010 HPRP
Pro Rata Need amount of $100,000.00 as opposed to the formula allocation of
$25,303. The $100,000 allocation would allow us to prevent homelessness by
providing an additional 48 households with rental assistance.
Proposed drawdown schedule for 2010 HPRP rtgauest
Monroe County Social Services request the following drawdown schedule for the Pro
Rate Need by Continuum allocation of $100,000.00:
First Quarter/Second Year
Second Quarter/Second Year
July 15, 2010
October 15, 2010
$25,000.00
Third Quarter/Second Year
Fourth Quarter/Second Year
January 15, 2011
April 15, 2010
$25,000.00
$25,000.00
$26,000.00
As requested, attached please find the following documents:
a. Pro Rata NOW Budget Summary
b. "Requested BudgeC
c. 2009 Quarterly Performance Report for quarter ending 3/31/10.
15e
MONROE COUNTY SOCIAL SERVICES
HOMELESS PREVENTION AND RAPID RE -HOUSING GRANT
REQUEST FOR RELEASE OF FUNDS SCHEDULE
RELEASE
DATE
AMOUNT
First Quarter/First Year
October 15, 2009
$38,551.12
Second Quarter/First Year
October 15, 2009
$38,551.12
Third Quarter/First Year
January 15, 2010
$38,551.12
Fourth Quarter/First Year
May 15, 2010
$91,456.64
First Quarter/Second Year
July 15, 2010
$37,474.25
Second Quarter/Second Year
October 15, 2010
$37,474.25
Third Quarter/Second Year
January 15, 2011
$37,474.25
Fourth Quarter/Second Year
April 15, 2011
$37,474.25
Completed by Kim Wilkes
Sr. Grants Coordinator
7/27/ 10
revised
15f
Homeless Prevention Funds Budget Summary Page
"revised 7129/10 for additional $100,000 allocation
Agency: Monroe County Board of County Commissioners
Total grant allocation=$357,007.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year One bud et 711109-6✓30110 = 207,110.00
LINE ITEMS TOTAL MCSS LIHEAP
f Monroe County
EXPENSE 8 othergrants
lGeneral Revenue
A. Financial Assistance -direct client assistance 2,137,118.35 190,413.79 1,406,704.56
540,000.00
(includes rental assistance and utility payments)
B. Case Management 8 Employment Skills 8,582.20 8,582.00 0
0
part time Case Manager (new hire)
( salary only)
C. Data collection and evaluation (HMIS entry) 8,000.00 8,000.00 0
Sub contractor (SHAL)
0
D. Adminstrative Cost 114.21 114.21 0
0
;includes office supplies, operating supplies, advertising,
*ental and leases -Xerox copier, postage)
MTei e.
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year TWn hudefoM/1/4/LR/9ni44i- , An ens nn
LINE ITEMS
TOTAL
EXPENSE
MCSS
LIHEAP
3 other grants
Monroe County
General Revenue
540,000.00
A. Financial Assistance -direct client assistance
(includes rental assistance )
2,071,951.77
125,247.21
1,406,704.56
B. Case Management 8 Employment Skills
17,264.00
17,264.00
0
0
C. Data collection and evaluation (HMIS entry)
4,000.00
4,000.00
0
0
D. Adminstrative Cost
(includes office supplies, operating supplies, advertising,
rental and leases -Xerox copier, postage)
3,500.00
3,385.79
0
0
TOTALS:
2,096,715.77
hgggEl,=406,7=0456
�540,000,00
% spent of grant
Total direct assistance -
spending breakdown:
$315,661.00
88.4201a
case management-
$25,846.00
7.24%
data entry -
$12,000.00
3.36%
administration-
$3,500.00
0.98%
total
$357,007.00
100.00%
#KFZ28
8/11/20102:50 PM
15g
OMB Approval Number: 2506-0180
(Expiration Date: 9/30/2009)
E. Estimated Budget Summary
HUD requires the grantee to complete the following table so that participants in the citizen
participation process may see the grantee's preliminary estimated amounts for various
HPRP activities. Enter the estimated budget amounts for each activity in the appropriate
column and row. The grantee will be required to report actual amounts in subsequent
reporting.
Estimated Budget Summary
Homelessness
Prevention
Rapid Re-
housing
Total Amount
Budgeted
al Assistance'
F
$ 315,661.00
$ n/a
$ 315,661.00
Relocation and
ation Services2l
$ 25,846.00
$ n/a
$ 25,846.00
vious two rows)
$
$ n/a
$341,507.00
Data Collection and Evaluation $ 12,000.00
Administration (up to 2.5%) $ 3500.00
Total HPRP Amount Budgeted4 $ 357,007.00
Financial assistance includes the following activities as detailed in the HPRP Notice:
short-term rental assistance, medium -term rental assistance, security deposits, utility
deposits, utility payments, moving cost assistance, and motel or hotel vouchers.
2Housing relocation and stabilization services include the following activities as detailed in
the HPRP Notice: case management, outreach, housing search and placement, legal
services, mediation, and credit repair.
3Data collection and evaluation includes costs associated with operating HUD -approved
homeless management information systems for purposes of collecting unduplicated
counts of homeless persons and analyzing patterns of use of HPRP funds.
4This amount must match the amount entered in the cell on the table in Section A titled
"Amount Grantee is Requesting."
HUD-40119
15h
THE STATE OFFICE ON HOMELESSNESS
REVISED ATTACHMENT C
REQUEST FOR RELEASE OF FUNDS SCHEDULE
HOMELESSNESS PREVENTION AND RAPID RE -HOUSING PROGRAM (HPRP)
In accordance with the terms and conditions of the Homeless Prevention and Rapid -Re -Housing
program (HPRP) Agreement the Grantee has been awarded the amount of $257,007.00 (2009)
and $100.000.00 (2010) for a total of $357,007.00 and the Department shall release these funds
in accordance with the following schedule, subject to the availability of funds:
DRAW DATE AMOUNT
First Year
October 15, 2009 $77,102.24
January 15, 2010 $38,551.12
May 15, 2010 $91,456.64
Second Year
July 15, 2010
$37,474.25
October 15, 2010
$37,474.25
January 15, 2011
$37,474.25
April 15, 2011
$37,474.25
2009 TOTAL $207,110.00
2010 TOTAL $149,897.00
GRAND TOTAL $357.007.00
For each payment request the Grantee shall prepare and submit a request for release of funds by
activity on the Grantee's stationary.
Revised
10101; 2010 19 KFZ28