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Item C02BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 4-21-2010 Division: County Administration Bulk Item: Yes X No _ Department: Social Services Staff Contact Person: Sheryl Graham X4510 AGENDA ITEM WORDING: Approval of Amendment #0004 to the Homeless Prevention and Rapid Re -Housing Grant Agreement (HPRP) grant agreement #KFZ28 (10/l/09 to 6/30/11) between the State of Florida Department of Children and Families and the Monroe County Board of County Commissioners (Community Services/Social Services). ITEM BACKGROUND: The approval and purpose of the Amendment #0004 to the HPRP grant agreement 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. PREVIOUS RELEVANT BOCC ACTION: Prior approval of amendment #0003 granted to the (HPRP) Homeless Prevention and Rapid Re -Housing Grant Agreement #KFZ28 on 9/15/10. CONTRACT/AGREEMENT CHANGES: Original allocation will be increased by $13,791.00 from $357,007.00 to $370,798.00. STAFF RECOMMENDATIONS: Approval TOTAL COST: $370,798.00 COST TO COUNTY: $0 REVENUE PRODUCING: Yes No X BUDGETED: Yes X No SOURCE OF FUNDS: AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included Not Required To Follow X DISPOSITION: AGENDA ITEM # Revised 8/06 CONTRACT SUMMARY Contract with: State u[Florida Department of Contract #DFZ28 Children and Families anxeodnzent#OUU4 Effective Date: 5-1-2011 Expiration Date: 6-30-11 [ootoaotPornone/[)eaoripduo: Approval ofAmendment #O0O4toth Homeless Prevention Rapid MouoingGnantAgrmemeni(HPRP)gnantegreonnent#KFZ28(10/1~ `~to6/3O/11)betvveenthe State of F/d uepamontofChUdronand FannUienand the K4onroeCounty Boa`fCountyConnmisoionone(Cmr a � uer«/oeo/Sooio!8ervioeu). Board of (Community Contract : Sheryl Graham For 8()CCmeeting oo 4'21-11 4510 Social ] +^^./ (Depmrtmeot/Stop#) CONTRACT COSTS Total Dollar Value ofContract: approx. $370`798.00 Current Year Portion: Budgeted? Yes }{ No Account Codes: 0l��&09 - �------- _ County Match: 0 -----'------'-------------- Additional Match: -----'-------------�------- Total Match $O �D-------------------�-----' I)ITlONALCOSTS Estimated Ongoing Costs: (Not included in dollar value above) For: (e.g. Maintenance, utilities. ianitorial- t, Division Director Bjsb Management O.M.D /County Attorney I Comments: Reviewer Fihit;d'( 0 C rJren & Families State of Florida Rick Scott Governor Department of Children and Families David E. Wilkins Secretary MEMORANDUM OF NEGOTIATION: KFZ28 - Amendment #0004 Homeless Prevention and Rapid Re -Housing Program Grant Monroe County Introduction A. Participants: Sheryl Graham, Monroe County Social Services Kim Wilkes, Monroe County Social Services Theresa Phelan, DCF Contract Manager B. Meeting Date: March 31, 2100 @ 11:00 AM C. Meeting Location: DCF Office, 1111 12th Street, Key West and via telephone Procurement History This grant agreement is the result of the State of Florida applying for a Homeless Prevention and Rapid Re -Housing Program Grant from the U.S. Department of Housing and Urban Development (HUD). The DCF Office on Homelessness plan identified areas of the State that did not receive awards directly from HUD to receive a set amount of funding based on a formula of need which includes the number or person unemployed, number of food stamp recipient households, the number of eviction dispositions and administrative costs. Local homeless coalitions were then asked to recommend a local entity to administer the funds and Monroe County was recommended by the Southernmost Homeless Assistance League, the coalition in Monroe County. III. Narrative Summary of the Negotiations Funds are being used to assist families and individuals who are at risk of becoming homeless. The amendment revises the grant budget, adding an additional FY 2010-2011 allocation of $13,791.00 to the grant, bringing the total to $370,798.00. The entire added amount will be used for direct financial assistance. Also, the provider is requesting a transfer of $3,000 from Administration to Housing Relocation / Stabilization Services (Case Management). The amendment also adds language regarding the use of E-Verify for all new employees. IV. Conclusion This is a two-year grant, effective September 30, 2009 through June 30, 2011, to provide homeless prevention services in Monroe County. This amendment, to be effective May 1, 2011, adds $13,791 in funding which increases the total to $370,798. V. Signatures: Provider Signature Title: &Ch'g__ Date:_,�13 ! 2OI Department Signature Title: Contract Manager C Monroe County Contract # KFZ28 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 Social Services staff is located in three different areas of the Keys. This allows for maximum participation by residents who are in need of assistance. Monroe County was given an initial allocation of $257,007.00. Due to the high demand, request for assistance and success of the Homeless Prevention Program, we were awarded in July 2010 an additional allocation of $100,000.00. With this allocation, we were required to expend these funds by December 31, 2010. During this period, we meet the program requirements by expending 100% of the funds. At the close of the of the 6th quarter reporting period, Monroe County had expended GTD amount of $324,824.00 which was 91 % of the total award allocation of $357,007.00. As of 7th Quarter reporting, Monroe County Social Services has assisted 140 households and 315 persons with total expenditures of $314,962.42 for direct client assistance. We have maintained an eligibility specialist position which provides direct case management, outreach and data entry services utilizing the HMIS program as well as Monroe County Social Services internal data entry program. After review of prior applicants and during the course of exiting clients, we determined that approximately 10 clients could still use additional rental assistance. And We are also still receiving applications. We currently have 25 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 25 applicants are approximately $18,000.00. In summation and based on this information, Monroe County Social Services is requesting and additional FY 2011 allocation of $13,791.00. Due to the continued high demand for rental assistance, we are requesting to budget the additional allocation of $13,791.00 into direct services. We have adjusted total administrative cost to $500.00 and moved those funds into case management. Attached please find: 1) revised Attachment C, request for release of funds 2) Revised budget Summary Page 3) Estimated budget summary 4) Backup documentation of expenditures THE STATE OFFICE ON HOMELESSNESS 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 $113,791.00 (2010) for a total of $370,798.00 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 May 15, 2011 $51,265.25 2009 TOTAL $207,110.00 2010 TOTAL $163,688.00 GRAND TOTAL $370,798.00 For each payment request the Grantee shall prepare and submit a request for release of funds by activity on the Grantee's stationary. 4510I12011 Revised i9 KFZ28 Homeless Prevention Funds Budget Summary Page revised 3/29/11 for additional $13,791.00 allocation Agency: Monroe County Board of County Commissioners Total grant allocation =$370,798.00 DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL Year One budget(711109-6130110)= 207,110.00 LINE ITEMS TOTAL MCSS LIHEAP EXPENSE & other grants A. Financial Assistance -direct client assistance 2,137,118.35 190,413.79 1,406,704.56 Financial assis tance an utility (includes rental assistance and utility payments) B. Case Management & Employment Skills 8,582.20 8,582.00 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) D. Adminstrative Cost 114.21 114.21 0 (includes office supplies, operating supplies, advertising, rental and leases -Xerox copier, postage) TOTALS: ----12,153,814.761 207,110.00 1,406,704.56 DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL Year Two budget(711110-613011,1)= 163,688.00 LINE ITEMS 'TOTAL MCSS LIHEAP EXPENSE & other grants A. Financial Assistance -direct client assistance 2,085,742.77 139,038.21 1,406,704.56 (includes rental ; t ance ) Iasses B. Case Management & Employment Skills 17,264-00 20,264.00 0 C. Data collection and evaluation (HMIS entry) 4,000.00 4,000.00 0 D. Adminstrative Cost 3,500.00 385.79 0 (includes office supplies, operating supplies, advertising, rental and leases -Xerox copier, postage) TOTALS: 10,506.771 � �163,688.001 1,406,��0�4.56 Total direct assistance - $329,452 . 00 % spent of grant 88.85% spending breakdown: case management- $28,846.00 7.78% data entry - $12,000.00 3.24% administration- $500.00 0.13% Total $370,798.00 100.00% Revised 15 Monroe County General Revenue 540,000.00 0 0 0 540,000.001 Monroe County meral Revenue 540,000.00 0 0 0 540,000.00 #KFZ28 3/29/20115:27 PM OMB Approval Number: 2506-0180 (Expiration Date: 9130/2009) E. Estimated Bud et 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. HPRP Estimated Budget Summary Homelessness Rapid Re- Total Amount Prevention housing Budgeted Financial Assistance' $ 329,452.00 $ nla $ 329,452.00 Housing Relocation and $ 28 846.00 $ nla $ 28,846.00 Stabilization Services Subtotal 1 (add previous two rows) $ $ n/a $358,298.00 Data Collection and Evaluation Administration (up to 2.5%) Total HPRP Amount Budgeted $ 12,000.00 $ 500.00 $ 370,798.00 '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. Housing 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. This amount must match the amount entered in the cell on the table in Section A titled "Amount Grantee is Requesting." HUD-40119 Quarter Report Florida Department of Children and Families, Office on Homelessness HOMELESS PREVENTION AND RAPID RE -HOUSING PROGRAM (HPRP) QUARTER GRANT REPORT Grantee Name: (as on Grant Agreement) Monroe County Board of County Commissioners BASIC PROJECT INFORMATION �tw 111111 3131111 415J11 Reporting Period Grantee Location Address: 1100 Simonton Street - Historic Gate Bldg, Ste 190 County, City, State, Zip Monroe, Key West, FL 33040 Principal Performance Location Address: 1100 Simonton Street - Historic Gate Bldg, Ste 190 County, City, State, Zip Monroe, Key West, FL 33040 Area of Benefit Served (counties served) Contact information Name & Title of Person Completing Report Phone Number of Person Completing Report Fax Number Email Address Authorizing information Name of Authorized SubGrantee Title /Position Monroe t w $357,007;'010 Total Contract Amount: $357,007 $357,00T0 Kim Wilkes -Wean Sr. Grants Coordinator 'Mid. None W report Quarter Report Florida Department of Children and Families, Office on Homelessness HOMELESS PREVENTION AND RAPID RE -HOUSING PROGRAM (HPRP) QUARTER GRANT REPORT Grantee Name: (as on Grant Agreement) Monroe County Board of County Commissinnant ii!1Qt�K ELIGIBLE SERVICE ACTIVITIES Homeless Prevention Rapid Rehousin Total Persons Households Persons Households Persons Q GTD Q GTD Households Q GTD Q GTD Q GTD GTD Rental Assistance i1 31`5 6 140 0 £{ 0 0 11 315 6 140 Security and UtifitLj Deposits 0 0 0 0 fl 0 0 0 0 0 0 Utility Payments 0' 0 0 0 0 fl 0 0 0 0 0 Moving Costs 0' 0' 0 0 0 0 0 0 0 0 0 0 Motel / Hotel vouchers 0 0 0 0 0 0 0 0 0 0 0 0 Total Financial Assistance 11 315 6 140 0 0 0 0 11 315 6 140 NO labiitz�e crt Case management 0 0` 0 0 0 0 0 0 0 ` 0 0 0 Outreach and en a ement 0 0 0 0 0 0 0 Ifl 0 fl 0 0 Housingsearch 0 0 0 0 0 0 0 0 0 6 0 0 Legal services fl 0 0 0' 0 0 0 0 0 0 0 0 Credit repair 0 0 0 0' 0 t) 0 0 0 0 0 0 Total Housing Relocation & Stabilization Services 0 0 0' 0i 0 0 0 0 0 0 0 0 Quarter Report Florida Department of Children and Families, Office on Homelessness HOMELESS PREVENTION AND RAPID RE -HOUSING PROGRAM (HPRP) QUARTER GRANT REPORT Grantee Name: Homeless Prevention ELIGIBLE ACTIVITIES: Quarter GTD Financial Assistance $7178.001 t 31A Housing Relocation & Stabilization �.O�� Data Collection & Evaluation Administration ELIGIBLE SERVICE ACTIVITIES: Rental Assistance Security Deposits Utility Deposits Utility Payments Moving Costs Motel / Hotel vouchers TOTAL Case management Outreach and engagement Housing search Legal services Credit repair Total Quarter Report Florida Department of Children and Families, Office on Homelessness HOMELESS PREVENTION AND RAPID RE -HOUSING PROGRAM (HPRP) QUARTER GRANT REPORT Grantee Name: (as on Grant Agreement) Monroe county Board of county Commissioners Jobs created means those new positions created and filled, or previously existing unfilled positions that are filled, as a result of Recovery Act funding. Jobs retained means those previously existing filled positions that are retained as result of Recovery Act Funding. LWE 7I Fps Provide a brief description of the types of jobs created or retained and Impact on — — "Yl va�f �iI11411GUi. }j`,fjjF+.'g, V-11Y auunlunai comments or ex lanations for data rovided lease enter in this box. 4 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 4-21-2011 Division: County Administration Bulk Item: Yes X No — Department: Social Services Staff Contact Person: Sheryl Graham X4510 AGENDA ITEM WORDING: Approval of Amendment #0004 to the Homeless Prevention and Rapid Re -Housing Grant Agreement (HPRP) grant agreement 4KFZ28 (10/l/09 to 6/30/11) between the State of Florida Department of Children and Families and the Monroe County Board of County Commissioners (Community Services/Social Services). ITEM BACKGROUND: The approval and purpose of the Amendment 40004 to the HPRP grant agreement 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. PREVIOUS RELEVANT BOCC ACTION: Prior approval granted on 9/15/10 of amendment #0003 increased the original allocation by $100,000.00 from $257,007.00 to $357,000.00 to the (HPRP) Homeless Prevention and Rapid Re -Housing Grant Agreement #KFZ28. CONTRACT/AGREEMENT CHANGES: Allocation will be increased by $13,791.00 from $357,007.00 to $370,798.00. STAFF RECOMMENDATIONS: Approval TOTAL COST: $370,798.00 COST TO COUNTY: $0 REVENUE PRODUCING: Yes —No X APPROVED BY: County Atty DOCUMENTATION: Included DISPOSITION: Revised 8/06 BUDGETED: Yes X No _ SOURCE OF FUNDS: AMOUNT PER MONTH Year urchasing Risk Management Not Required To Follow —X - AGENDA ITEM #L Icx L MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: State of Florida Department of Contract # KFZ28 Children and Families amendment #0004 Effective Date: 5-1-2011 Expiration Date: 6-30-11 Contract Purpose/Description: Approval of Amendment #0004 to the Homeless Prevention and Rapid Re - Housing Grant Agreement (HPRP) grant agreement #KFZ28 (10/1/09 to 6/30/11) between the State of Florida Department of Children and Families and the Monroe County Board of County Commissioners (Community Services/Social Services). Contract Manager: Sheryl Graham 4510 Social Services/Stop 1 (Name) (Ext.) (Department/Stop #) For BOCC meeting on 4-21-11 Agenda Deadline: 4-5-11 CONTRACT COSTS Total Dollar Value of Contract: approx. $370,798.00 Current Year Portion: $ Budgeted? Yes X No Account Codes: _6155609 - - County Match: 0 - - - - Additional Match: - - - - Total Match $0 ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (e.g. Maintenance, utilities, janitorial, salaries, etc) CONTRACT REVIEW Changes Date Out Division Director D In Nee eview Ye Ye No Risk Manage t Yes No 1 = { O.M B./Purc asing I h t-I I ► i Yes (:No �. County Attorney Yes \ No Comments: , OMB Form Revised 2/27/01 MCP #2 Grant Agreement #KFZ28 Amendment #0004 Date: 05/01/2011 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 $113,791.00 for a grand total of $370,798.00, 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 $113,791.00 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 8, Paragraph 35, is hereby added to read: 35. Employment Eligibility Verification a. Definitions. As used in this clause— (1) "Employee assigned to the grant" means all persons employed during the grant term by the Grantee to perform work pursuant to this grant within the United States and its territories, and all persons (including subcontractors) assigned by the Grantee to perform work pursuant to the grant with the Department. Grant Agreement #KFZ28 Amendment #0004 Date: 05/01/2011 (2) Subcontract" means any grant entered into by a subcontractor to furnish supplies or services for performance of a prime grant or subcontract. It includes but is not limited to purchase orders, and changes or modifications to purchase orders. (3) "Subcontractor" means any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime grant recipient or another subcontractor. b. Enrollment and verification requirements. (1) The Grantee shall — (a) Enroll as a provider in the E-Verify program within 30 calendar days of contract award; (b) Within 90 calendar days of enrollment in the E-Verify program, begin to use E-Verify to initiate verification of employment eligibility. All new employees assigned by the Grantee/subcontractor to perform work pursuant to the grant with the Department shall be verified as employment eligible within 3 business days after the date of hire; and (2) The Grantee shall comply, for the period of performance of this grant, with the requirement of the E-Verify program enrollment. (a) The Department of Homeland Security (DHS) or the Social Security Administration (SSA) may terminate the Grantee's enrollment and deny access to the E-Verify system in accordance with the terms of the enrollment. In such case, the Grantee will be referred to a DHS or SSA suspension or debarment official. (b) During the period between termination of the enrollment and a decision by the suspension or debarment official whether to suspend or debar, the Grantee is excused from its obligations under paragraph (b) of this clause. If the suspension or debarment official determines not to suspend or debar the Grantee, then the Grantee must reenroll in E-Verify. (3) Information on registration for and use of the E-Verify program can be obtained via the Internet at the Department of Homeland Security Web site: http://www.dhs.gov/E-Verify . (4) The Grantee is not required by this clause to perform additional employment verification using E-Verify for any employee whose employment eligibility was previously verified by the Grantee through the E-Verify program. (5) Employees assigned to and performing work pursuant to this contract prior to February 04, 2011 do not require employment eligibility verification through E- verify. (6) Evidence of the use of the E-Verify system will be maintained in the employee's personnel file. Grant Agreement #KFZ28 Amendment #0004 Date: 05/01/2011 (7) The Grantee shall include the requirements of this clause, including this paragraph (7) (appropriately modified for identification of the parties), in each subcontract. 5. Pages 15a —15h, Attachment Al, 2010 Request for Homeless Prevention Funds, dated April 19, 2010, are hereby deleted in its entirety and Revised pages 15a-15h, Revised Attachment Al, dated March 29, 2011, are hereby inserted and attached hereto. 6. 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 05/01/2011, is hereby inserted in lieu thereof and attached hereto. This revised schedule reflects the additional FY 2010-2011 allocation of funds combined with FY 2009-2010 funds. This amendment shall begin on May 1, 2011, 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: Monroe County B.O.C.0 STATE OF FLORIDA: Department of Children and Families SIGNED SIGNED BY: BY: NAME: Heather Carruthers NAME: Jacclui Colver TITLE: Monroe County Mayor TITLE: Regional Director DATE: DATE: Provider FID #: 59-6000749 PP VED PP TO FORM �- A GAL SUFF CIE CY A MONRC(E COUNTY A,• O N P0ROV�ED AS TQ O v egal C un a Date PEDR AS COUNTY ATTORNEY Date _ 1y/I / Revised attachment A l 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 WVngton, District 1 Mayor Pro Tom Heather Carruthers, District 3 Commissioner Mario DiGennaro, District 4 March 29, 2011 Revised 15a The Monrw County, FL Ccmmun4y CoaJtian dadrea!ed to the Special Needs & the Homafeas Tom Pierce Office on Homelessness Department of Children and Families 1317 Winewood Blvd Budding 3, Room 201 Tallahassee, Florida 32399-0700 Re: Request for HPRP Funds Dear Tom: 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 Allocation of Homeless Prevention and Rapid Re -housing Program. This recommendation Is based on a publldy 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, Wendly. es, PhD Executive Director RalEtte Avael, Chair Jamie Pipher, Vice chair Sheryl Graham, Secretary Doug Blomberg, Treasurer Po Box Zsao. Key'West, FL 23045.2990 _ Revised l5b AGENCY 2010 REQUEST FOR FUNDS TO SHAL. Agency Name: Monroe County Social Services IRS Employer Identification Number: NIA 501(c)(3)?: YES NO Mailing Address Physical Location where Services Provided Street; 1100 Simonton Street, 2-257 1100 Simonton Street, let Floor, Key West, FL City:Key West 490 63rd Street Ocean, Marathon, FL State: Florida 88820 Overseas Hwy, MM 88.8, Tavernier, FL Zip Code:33040 Executive Director's Name: Roman Gastesi, County Administrator Phone Number: 305-292-41"1 Fax: 305.2924544 Email [PRINT CLEARLY]: gastesl-roman@monroscounty-fl.gov Primary Project Contact: Sheryl Graham Phone Number. 305-2924510 Fax: 305.295.4359 Email [PRINT CLEARLY]: graham-sherylQmonroecounty-fl.gov Agency Website: www.monroacounty-fl.gov Project Name: Homeless Prevention Funds Program Population Served in proposed project: CIRCLE ONE Homeless Those at risk of homelessness Other. Cu_rrentiv. MCSS provides services to BOTH homeless and those at risk of homelessness This would not chance with the addition of these grant funds_ Program Area(s) to be Implemented in proposed project: CIRCLE Rental Assistance Utility Assistance Other Case Management Employment Skllis List physical addresses In each of the 3 regions of the Keys where clients will receive services: 1100 Simonton Street, 1 s Floor, Key West, FL (Lower Keys) 490 83rJ Street Ocean, Marathon, FIL (Middle Keys) 88820 Overseas Hwy, MM 88.8, Tavernier. FL (Upper Keys) Revised l5c 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 allows 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 Odginal 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 3nd 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 $45,669.00 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 $46,297.39 for direct assistance. Even with the addition of the 2010 HPRP Allocation Pro Rata 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. Revised 15d At the close of the of the 61h quarter reporting period, Monroe County had expended GTD amount of $324,824.00 which was 91 % of the total award allocation of $357,007.00. As of 7th Quarter reporting, Monroe County Social Services has assisted 140 households and 315 persons with total expenditures of $314,962.42 for direct client assistance. We have maintained an eligibility specialist position which provides direct case management, outreach and data entry services utilizing the HMIS program as well as Monroe County Social Services internal data entry program. After review of prior applicants and during the course of exiting clients, we determined that approximately 10 clients could still use additional rental assistance. And We are also still receiving applications. We currently have 25 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 25 applicants are approximately $18,000.00. In summation and based on this information, Monroe County Social Services is requesting and additional FY 2011 allocation of $13,791.00. Due to the continued high demand for rental assistance, we are requesting to budget the additional allocation of $13,791.00 into direct services. We have adjusted total administrative cost to $500.00 and moved those funds into case management. Attached please find: 1) revised Release Schedule 2) Revised Budget Summary Page 3) Estimated Budget Summary Revised 15e REVISED RELEASE SCHEDULE 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 October15, 2010 $37,474.25 Third Quarter/Second Year January 15, 2011 $37,474.25 Fourth Quarter/Second Year May 15, 2011 $51,265.25 Completed by Kim Wean Sr. Grants Coordinator 3/29/ 11 Revised Revised lff Homeless Prevention Funds Budget Summary Page ..revised 3/29/11 for additional $13,791.00 allocation Agency: Monroe County Board of County Commissioners Total grant allocation=$370,798.00 DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL Year One budget(711109-6✓30110)= 207.110.00 LINE ITEMS TOTAL MCSS LIHEAP Monroe County EXPENSE & othergrants General 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 & 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 0 Sub contractor (SHAL) D. Administrative Cost 114.21 114.21 0 0 (includes office supplies, operating supplies, advertising, rental and leases•Xamx copier, postage) TOTALS: 2,153,814.761 207,110.00 1,406,704.56 540,000.00 DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL Year Two bud et 11110-6✓30111 = 163,688.00 LINE ITEMS TOTAL EXPENSE MCSS LIHEAP & other grants Monroe County General Revenue A. Financial Assistance -direct client assistance 2,085,742.77 139,038.21 1,406,704.56 540,000.00 (includes rental assistance) B. Case Management & Employment Skills 17,264.00 20,264.00 0 0 C. Data collection and evaluation (HMIS entry) 4,000.00 4,000.00 0 0 D. Adminstrative Cost 3,500.00 385.79 0 0 (includes office supplies, operating supplies, advertising, rental and leases -Xerox copier, postage) TOTALS: F27110,506.77 163,688.00 1,406,704.56 540,000.00 % spent of grant Total direct assistance - $329,452.00 88.85% spending breakdown: case management- $28,846.00 7.78% data entry - $12,000.00 3.24% administration- $500.00 0.13% total $370,798.00 100.00% #KFZ28 3/29/20115:27 PM Revised I5g OMB Approval Number: 2306-0180 (Expiration Date: 91'30/2009) 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. HPRP Estimated Budget Summary Homelessness Prevention Rapid Re- housing Total Amount Budgeted Financial Assistance' $ 329,452.00 $ n/a $ 329,452.00 Housing Relocation and Stabilization Services $ 28,846.00 $ n/a $ 28,846.00 Subtotal (add previous two rows) $ $ n/a $358,298.00 Data Collection and Evaluation $ 12,000.00 Administration (up to 2.5%) $ 500.00 Total HPRP Amount Budgeted $ 370,798.00 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. 'This amount must match the amount entered in the cell on the table in Section A titled "Amount Grantee is Requesting." Revised HUD-401 19 15h THE STATE OFF[CE 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 allocation) and $113,791.00 (2010 allocation) for a total of $370,798.00. At the end of FY 2009- 2010, there was a balance of $49,987.00 of the 2009 allocation which was transferred to FY 2010-2011 resulting in $163,688.00 being available for FY 2010-2011. 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 May 15, 2011 $51,265.25 2009 Allocation TOTAL $207,110.00 2010 Allocation TOTAL $163,688.00 Allocation GRAND TOTAL $370,798.00 For each payment request the Grantee shall prepare and submit a request for release of funds by activity on the Grantee's stationary. Revised 051/01- 2011 [9 KF728 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY vteeting Date: 9/ 15/ l0 — 9/ 16/ 10 Bulk Item: Yes r No Division: CAD Department: Social Services Staff Contact Person/Phone #: Kim W. Wean X4588 AGENDA ITEM WORDING: Approval 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). ITEM BACKGROUND: The approval and purpose of the Amendment #0003 to the HPRP grant agreement 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. The grant amount statement on page L will be amended to read the FY 2009-2010 amount of $257,007.00 and FY 2010-201 l amount of $100,000.00 for a grant total of $357,007.00. PREVIOUS RELEVANT BOCC ACTION: Prior approval of Amendment #0002 to the Homeless Prevention and Rapid Re -housing grant agreement (HPRP) #KFZ28 granted on 4/21/10 by the BOCC. CON 1 KACT/AGREEiVIENT CHANGES: Original allocation will be increased by $100,000.00 from $257,007.00 to $357,007.00 STAFF RECOMMENDATIONS: Approval TOTAL COST: $357,007.00 BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: N/A SOURCE OF FUNDS: Department of Children and Families REVENUE PRODUCING: Yes No X 410,10UNT PER MONTH Year APPROVED BY: County Atty _%,, �' ( 01 irchasing Risk Management DOCUMENTATION: Included X ` Not Required, DISPOSITION: AGENDA ITEM # Rey i.ed ?,'( N ,%IONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: State of Florida Department Contract of Children and Families. #KFZ28, Effective Date: Expiration Date: Amendment #0003 10/1/ 2010 6/30/2011 Contract Purpose/Description: Approval and purpose of Amendment #0003 to the EIPRP grant agreement is to amend grant By increasing the total ;rant funding to include additional 2010-2011 grant funding awarded and a revised HPRP Estimated Budget Summary with relevant language. Contract Manager: Sheryl Graham (Name) for BOCC meeting on September 4th, 2010 4510 Social Services / Stop #t (Ext.) (Department/Stop #) Agenda Deadline: August 31, 2010 CONTRACT COSTS Total Dollar Value of Contract: $ 357,007.00. Current Year Portion: $ Budgeted? Yes® No ❑ Account Codes:-125-6155609 Grant: $ 357,007.00 County Match: $ 0. ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: ( Not included in dollar value above) (e *. maintenance, utilities, janitorial, salari D e 41 Division Director &' Risk Managct'oent � - ? I Jw 0.1ti1.B./Purchasin, County ;attorney � ` i \ I Comments: (AM tvvm IL•ki..• 1 1/17/fll A.It 1) Yl CONTRACT REVIEW Changes Needed Yeti❑ No YCs❑ Nod Yes❑ No[o' Ycs❑ No0 etc.) Date Out f r Grant Pgreement #KFZ28 Amendment #0003 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 a4 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 °N obligated shall be retained by the Grantee for expenditure. Further, the Department t 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". Oran`. 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 10101/2010, 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: Monroe County B.O.C.0 SIG BY: NAN TITLE: Monroe County Mayor DATE: SEP 1 5 2010 Provider FID #: 59-6000749 AQN60E COUNTY �TTO' Wz APPROVED AS 1'0,► .P1RM' EDiW-.t: ME i ,-�SSISTAN F ;OUNTY ATTORNEY mate 1 ' r-gT' +�JNY t_ KC�-A�>i ct ifm (�,'� STATE OF FLORIDA: Department of Children and Families SIGNED /, BY: �%�/ 16 �t of L NAME: Gilda P. Ferradaz TITLE: Circuit Administrator DATE: C) y RO S TO FORM SAND E L UFFICIENCY Region I I a Counsel Date attachment A 1 2010 REQUEST FOR HOMELESS PREVENTION FUNDS Submitted by; Monroe County Social Services BOARD OF COUNTY CoiAMI SIONEga Commissioner George Neugent, District 2 Mayor Sylvia Murphy, District 5 Commissioner Kim Wigington, District 1 Mayor Pro Teen Heather Carruthers, District 3 Commissioner Mario DiGennaro, District 4 I -a rhs "Monroe Cou*, FL COMI"R I Cost M dsorested to W Sp*d&I N"ds C/ M4 Ha»Nsas April 19, 2010 Tom Pierce Office on Homelessness Department of Children and Families 1317 Winewood Blvd Budding 3, Room 201 Tallahassee, Florida 32399-0700 Re: Request for HPRP Funds Dear Tom: 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 Allocation of Homeless Prevention and Rapid Rehousing 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 chat the Monroe County Social Services be allocated additional funds to meet this large need. Sincerely, Wendy Coles PhD 4d Executive Director RalEtte Avael, 15h Ether, Vice C AGENCY 2010 REQUEST FOR FUNDS TO SHAL Agency Name: Monroe County Social Services IRS Employer Identification Number: NUA()( 501 c 3 ?: YES NO Mailing Address -- ) 9 Physical Location where Services Provided Street: 1100 Simonton Street, 2-257 1100 Simonton Street, 1e Floor, Key West, FL City:Key West 490 63rd Street Ocean, Marathon, FL State: Florida 88820 Overseas Zip Code:33040 Hwy, MM 88.8, Tavernier, FL Executive Director's Name: Roman Gastesl, County Administrator Phone Number. 305-292.4441, - Fax: 305.292.4544_ Email [PRINT CLEARLY]: gastesl-roman(Mmonroecounty-fl.gov Primary Project Contact: Sheryl Graham Phone Number. 305-292451 ; Fax: 303.295 4338_ Email ['PRINT CLEARLY]: graham-eherylOmonroscounty-ft.gov Agency Websits: www.monroacounty-fl.gov Project Name: Homeless Prevention Funds Program Population Served in proposed project: CIRCLE ONE Homeless Those at risk of homelessness Other: Currentiv. MCSg nmvieioa Qama- ._ Program Areas) to be Implemented In proposed project: CIRCLE Rental Assistance Utility Asalatance Other Case Management Employment Skills List physical addresses In each of the 3 regions of the Keys where clients will receive services: 1100 Simonton Street, 1 u Floor, Key West, FL Lower Keys) 490 63r' Street Ocean, Marathon, FL (Middle Keys) 88820 Overseas Hwy, MM 88.8. Tavernier, FL (Upper Keys) 1 5c 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 allocatl8 e $257,007.00. Fof irst 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 allows 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 Originall 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 with total expenditures of $141.698.01. O ce the OCC approvs hases the budgeisted 69 t household nits of moving the $52,906.00, 22 additional households have been approved with total expenditures of $45.669.00 which would bring the OTD 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 $52,908.00 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 Rata Need by Continuum of $25,303 for Monroe County, Social Services would only by ab!e to assist current clients and the above pending clients. We wouapprolximately be d not able to assist any new applicants. Our initial expectation was to assist 125 households for the entire two years. Based on the above information, ro have assisted approximately 125 households in the first six mortths of the First Year alone. t,d 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. Progxmd �..u�jC_=,-n .t=lr�%la%tilhf Monroe County Social Services request the following drawdown schedule for the Pro Rata Need by Continuum allocation of $100,000.00: First Quarter/Second Year Second Quarter/Second Year Third Quarter/Second Year Fourth Quarter/Second Year July 15, 2010 $25,000.00 October 15, 2010 $25,000.00 January 15, 2011 Apnl 15, 2010 $25,000.00 $25,000.00 As requested, attached please find the.following documents: a. Pro Rats Need Budget Summary b. "Requested BudgeC c. 2009 Quarterly Performance Report for quarter ending 3/31/10. I;e .N10\ROE COUNTY SOCIAL SERVICES HOMELESS PREVENTION .01) RAPID RE -HOUSING GRANT REQUEST FOR RELEASE OF FUNDS SCHEDULE REL EASE DA TE .4.1I0L,VT 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 $37,474.2 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 s' Completed by Kim Wilkes Sr. Grants Coordinator 7/27/ 10 revised 15f Homeless Prevention Funds Budget iummary page "•revised 71291'10 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 6130H0 = 207,110.00 LINE ITEMS TOTAL MCSS LIHEAP Monroe County EXPENSE & othergrants General Revenue A. Financial Assistance -direct client assistance 2,137,118.35 \! 190,41�9 ,1,406,704.56 540,000.00 (includes rental assistance and utility payments) - _ B. Case Management & Employment Skills part time Case Manager (new hire) ( salary only) C. Data collection and evaluation (HMIS entry) Sub contractor (SHAL) D. Adminstrative Cost (includes office supplies, operating supplies, advertising, rental and leases -Xerox cooler. nnsta ni 8,582.20 8,582.00 0 81000.00 81000.00 0 0 114.21 114.21 0 0 DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE )(FNSF DFTAIf Year Two bud et 7f1/10-6✓30f11 u 149,897.00 LINE ITEMS TOTAL MCSS LIHEAP EXPENSE MO^� C°unty & other rants General Revenue A. Financial Assistance -direct client assistance 2,071,951.77 .Q25,247.21 406,704.56 540,000.00 (includes rental assistance) ) ti B. Case Management & Employment Skills 17,264.00 17,264.00 0 0 C. Data collection and evaluation HMIS entry) I ( rY) 4,000.00 4,000.00 0 I 0 D. Adminstrative Cost 3,500.00 3,385.7g (includes office supplies, operating supplies, advertising, rental and leases -Xerox copier, postage) TOTALS: 2, 096, 715. T7 149, 897.00 1, 406, 704.56 Total direct assistance - % spent of grant sperding breakdown: $315,661.00 88.42% 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% W1 7KFZ28 I`g I 0N113 .Approval dumber: 2500_j;So (Expiration Date: 9 �O OO9) 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. HPRP Estimated Budget Summary Financial Assistance' Housing Relocation and Stabilization Services2 Subtotal (add previous two rows) Data Collection and Evaluation3 Administration (up to 2.5%) Total HPRP Amount Budgeted Homelessness Rapid Re- Total Amount Prevention housing Budgeted $ 315,661.00 $ n/a $ 315,661.00 $ 25,846.00 $ n/a $ 25,846.00 $ $ n/a $341,507.00 $ 12,000.00 $ 3500,00 S 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 collmting unduplicated counts of homeless persons and analyzing patterns of use of HPRP funds. This amount must match the amount entered in the cell on the table in Section A titled "amount Grantee is Requesting." t5h i i 1:-.}ti i ? 7 CITE S FA I L OFFICE UV HUNIELL SSN'>:;j . REVISED ATTACHMENT C J 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. Rey i,ed 19 ;�i L'ti