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Agenda 05/11/2010 Item #16D 4 Agenda Item No. 16D4 May 11, 2010 Page 1 of 11 EXECUTIVE SUMMARY Recommendation to provide after the fact approval for the submittal of the 2010 State of Florida Department of Children and Families (DCF) Homelessness Prevention and Rapid Re-Housing Program (HPRP) application to assist the homeless and at risk population in Collier County. The total OCF HPRP application request is $105,072. This is a pass-through grant and the fiscal impact to Collier County is $5,579. This grant application has no effect on ad valorem or general fund dollars. OBJECTIVE: To receive after the fact approval for the submittal of the 2010 State of Florida Department of Children and Families (OCF) Homelessness Prevention and Rapid Re-Housing Program (HPRP) to assist the homeless and at risk population in Collier County. CONSIDERATIONS: On May 27,2003, the Board of County Commissioners (BCC) gave approval for the County to become the Lead Agency for the Continuum of Care Program in Collier County to apply, on behalf of the County's social service agencies to the State of Florida's Department of Children and Families for homelessness assistance grants. Collier County's Administrative Procedure CMA #5530 authorizes the County Manager to approve the submittal of grant applications with subsequent Board of County Commissioners' action at the next available Board meeting to ratify the approval as "after-the-fact." The application deadline to DCF was April 20, 2010. OCF provided a very short preparation timeframe and required sub-recipient information to be included in the HPRP application. These requirements prevented this item from being placed on the agenda in sufficient time for BCC approval prior to submission. If awarded, this DCF grant wiIJ provide direct assistance for citizens who are homeless, or at risk of becoming homeless, to pay rent, rental deposits, utility deposits, and utility payments. Funding wiIJ also be used to pay for case and data management for clients assisted by the program. The DCF HPRP program is funded by American Recovery and Reinvestment Act of 2009 (ARRA) funds which have been designated for distribution at the state level. DCF has not yet posted exact reporting requirements however; grantees are required to ensure public funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other purposes of the Recovery Act. The grant program guidelines and subsequent grant agreement will identify additional compliance requirements related to the ARRA program. Collier County Housing & Human Services Department (HHS) will partner with Youth Haven, Inc., to provide OCF HPRP services and direct assistance to clients. HHS conducted a Request for Qualifications for agencies that currently provide Housing & Urban Development (HUD) HPRP services. Youth Haven, Inc, was deemed the most qualified because it provides both shOlt and medium term direct assistance to clients as well as case management and follow-up services. FISCAL IMPACT: The total DCF HPRP application request is $105,072. If DCF funds the application, Collier County HHS will pass through $99,493 for homelessness prevention and re-housing activities and will retain $2,953 for support of the Homeless Management Infonnation System (HMIS) and $2,626 for grant administration. No match funds are required for this grant. This grant application has no effect on ad valorem or general fund dollars. GROWTH MANAGEMENT IMPACT: This project is consistent with the Growth Management Plan. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office. The Board will have the opportunity to accept or reject the funds if the grant is approved. Accordingly, this Office has no issue with respect to the legal sufficiency of this request, which is appropriate for Board action.-CMG RECOMMENDATION: That the Board of County Commissioners provide after the fact approval for tlle submittal of the 2010 State of Florida Department of Children and Families (DCF) Homelessness Prevention and Rapid Re-Housing Program (HPRP) application to assist the homeless and at risk population in Collier County. Agenda Item No. 16D4 May 11, 2010 Page 2 of 11 PREPARED BY: Margo Castorena, Grant Operations Manager Housing and Human Services Department 2. Item Number: Item Summary: Meeting Date: Agenda Item No. 1604 May 11, 2010 Page 3 of 11 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS 1604 Recommendation to provide after the fact approval for the submittal of the 2010 Slale of Florida Department of Children and Families (DCF) Homelessness Prevention and Rapid Re- Housing Program (HPRP) application to assist the homeless and at risk popuiation in Collier County. 5/11/20109:00:00 AM Director Date Prepared By Margo Castorena Public Services Domestic Animal Services 4181201011:15:31 AM Administrator. Public Services Date Approved By Marla Ramsey Public Services Division Public Services Division 4/30120109:02 AM Date Approved By Marcy Krumbine Public Services Division Director ~ Housing & Human Services Human Services 4/30/20109:56 AM Executive Secretary Date Approved By Kathy Carpenter Public Services Public Services Admin. 4/301201010:06 AM Date Approved By Marlene J. Foard Administrative Services Division Grant Development & Mgmt Coordinator Administrative Services Division 5/3120104:07 PM Date Approved By Colleen Greene County Attorney Assistant County Attorney County Attorney 514/2010 B:20 AM Date Approved By OMS Coordinator County Manager's Office Office of Management & Budget 5/412010 9:17 AM Date Approved By Sherry Pryor Office of Management & Budget Management! Budget Analyst, Senior Office of Management & Budget 514/2010 12046 PM Approved By Date Jeff Klatzkow County Attorney Agenda Item No. 16D4 May 11, 2010 Page 4 of 11 5/4/2010 4:49 PM Approved By County Manager Date Leo E. Ochs, Jr. County Managers Office County Managers Office 5/4/201010:51 PM Agenda Item No. 16D4 May 11, 2010 Page 5 of 11 Special Considerations Related to the American Recovery and Reinvestment Act (ARRA) of 2009 DCF Homeless Prevention and Rapid Re-Housing Program CFDA 14.257 Since the source of funds for this program is the American Recovery and Reinvestment Act (ARRA), additional considerations are necessary to ensure the use of funds properly implements the purpose of the Act. Generally, grantees are required to ensure that public funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other purposes of the Recovery Act. The following table identifies the general requirements, including reporting requirements and an indication of how each requirement will be met. General ARRA Considerations Consideration Compliance Requirement Collier County Preparations and Ability to Maintain Comoliance Timely Use of Funds The State of Florida has stipulated that Collier County Housing and Human Services all DCF HPRP funds must be obligated Department (HHS) will assign a grant by 12/31/2010 and expended by coordinator to each funded activity. It will be 6/30/2011 unless otherwise notified by the coordinator's responsibility to monitor fund DCF. usage and advise management in a timely manner if funds need to be reallocated. Reporting (above DCF has not stipulated exactly what HHS is already repOlting HPRP outcomes to and beyond regular format will be used for reporting HUD and will work with the DCF and the grant reporting) performance outcomes. However, DCF Grants Office to ensure compliance. has indicated petformance reports will be based on BUD ESNAPS quarterly Both HBS staff and the HMIS Administrator reports which HHS already provides have attended HMIS training in preparation for for federal HPRP funds. This HPRP funding. information includes the following: HHS will coordinate with the Grants Office to 1. the total amount of Recovery Act ensure appropriate central reporting processes funds received; are followed, which will at a minimum entail 2. the subgrantees and total amounts reporting of progress and any concerns, delays awarded to each; or other compliance issues to maintain a high 3. the amounts of HPRP funds level of transparency and accountability. allocated for (Direct Financial Assistance, Case Management, Data Collection and Evaluation, and Administrative Costs); 4. the amount expended for each of the above categories; 5. the estimated number of unduplicated individuals and families served. Transparency and HHS will work with DCF and the The Grant Section Operations Coordinator will Prevention of Fraud subrecipient (Youth Haven) to ensure be responsible for collection of data and program guidelines encourage submission of HPRP reports. The Grant transparency and prevent fraud. Once Operations Manager will oversee and be announced, HHS will comply with all responsible for all section reports. DCF requirements designed to promote transparency and prevent fraud. Agenda Item No. 1604 May 11, 2010 Page 6 of 11 Furthermore, programs funded with ARRA funding may develop grant specific compliance requirements that are above and beyond those of normal grant program requirements (for programs already in existence) or above and beyond normal operations of the grantee (including new grant programs as well). Grant specific compliance requirements are listed below: Consideration Data collection and reporting Coordination with Recovery Act Resources Timely execution of subgrant agreements ARRA HPRP Grant Pr02ram Specific Considerations Collier County Preparations and Ability to Maintain Comoliance Collier County is currently providing HMIS reports to HUD for federal HPRP funds. Once DCF HPRP requirements are announced HHS will ensure guidelines for DCF funding are followed. Collier County as Lead Agency for the local Continuum of Care will continue to partner with local non-profits, other federally funded agencies and service organizations to ensure the most efficient use of DCF HPRP funding. Compliance Requirement Must be conducted through the use of Homeless Management Information Systems (HMIS) or a comparable client-level database Maximize all resources that may be available with Recovery Act funds other than HPRP; eligible activities under other Recovery Act programs are aligned with HPRP funds to create a comprehensive package of housing and service options available to eligible program participants Grantees must obligate DCF HPRP funds not later than December 31, 2010. Funds must be expended no later than June 30, 2011, unless notified otherwise by DCF. Collier County Housing and Human Services has already issued an RFQ and selected a subrecipient for the DCF HPRP program. HHS does not anticipate any problems in obligating and expending DCF funds in a timely manner. eoe,. County ~ - Administrative Services Division Grants Coordination Agenda Item No. 16D4 May11,2010 Page 7 of 11 TO: Leo Oehs, County Manager CC: Marcy Krumbine, HHS Director FROM: Marlene Foord, Grants Coordinator \'\i=-- DATE: April 20, 2010 SUBJECT: County Manager Review and Approval of the State of Florida Department of Children and Families (DCF) Homelessness Prevention and Rapid Re-Housing Program (HPRP) grant application The Collier County Housing and Human Services (HHS) Department in collaboration with Youth Haven Inc. have developed a State of Florida, Department of Children and Families (DCF) Homelessness Prevention and Rapid Re-Housing Program (HPRP) grant application for submission to DCF no later than April 20, 2010. The purpose of this grant program is to fund activities that will help stem homelessness for citizens who are imminently in danger of being homeless, and to assist in re-housing those who have recently become homeless, The OCF HPRP program is a new grant program and was issued with an extremely tight submission deadline. Moreover, the application required the designation of sub-recipients who would provide services, HHS conducted a Request for Qualifications (RFQ) to determine what agency (ies) would be the best fit to provide OCF HPRP services. HHS received applications from Catholic Charities of Collier County and Youth Haven, Inc, It was determined that Youth Haven, Inc's ability to provide services (short term assistance, mediwn term assistance, and case management assistance) as well as their financial capacity to provide services on a reimbursement basis made them the best fit to partner with for this grant application. The DCF HPRP program award amount for Collier County is $105, 072; however HHS as the Lead Agency for Collier County's Continuum of Care (CoC) must submit a complete application to receive funding. Attached please find a copy of the application package for the OCF HPRP grant program. This application may be submitted by email; however a hard copy will be forwarded to DCF once your authorization to HHS to formally submit the application on your behalf is received. Once you have reviewed and approved submission of this application package, please call me at 252-4768 or Margo Castorena at 252-2912 for pickup. Thank you and please let me know if you have any questions regarding this application. 3301 East Tamiami Trail" Naples, Florida 34112. marlenefoorduv.collien!Ov.net .. (239) 252-4768" (239) 252-8720 (fax) Agenda Item No. 16D4 May 11, 2010 Page 8 of 11 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES (DCF) HOMELESSNESS PREVENTION AND RE-HOUSlNG PROGRAM (HPRP) Z010 APPLICATION A. APPLICANT: Collier County. FL Continuum of Care B. AMOUNT REQUESTED: $105.072 C. HPRP BUDGET FOR Z010 AWARD: Please see attached budget D. DRAWN DOWN SCHEDULED FOR HPRP FUNDS: Quarterly (JuI1, 2010, Oct 1. 2011. Jan 1, 2011, Aor 1. 2011) NEED FOR ADDITIONAl HPRP FUNDING: Collier County was one of the hardest hit counties in the nation durin~ the recent economic downturn. Accordin~ to Realtv Track. durin~ 2009 Collier County ranked 30th in the nation for its foreclosure rate: this fil!Ure eQuated to aooroximately one for everv sixteen households. In Jan 2010. Collier has fared only marRinally better, comin~ in with the nation's 50th hil!hest foreclosure rate. Collier's County hil!h foreclosure rate couoled with an unemoloyment rate over 12.4% have severelv strained the county's abilitv to deal with its ever increasin~ homeless. or near homeless oooulation. Al!encies who deal with the homeless oooulation are seein~ an entirely new subset of oersons who are reauestinl! assistance. This new subset is comorised of orevious middle class families with children who are ill oreoared to deal with the oerils of homelessness. While HHS is usinl! current HUD fundinl! to oreyent homelessness or re-house those who have recently become homeless. HHS is realizin~ that the initial oremise of the federally funded HPRP orol!ram under-estimated the number of aoolicants. the lenltth of time assistance would be reQuired. and the total amount of assistance reQuired oer family to reRain financial stabilitv. Collier Countv exoects to exhaust its allocation of federal HPRP funds orior to the orol!ram's end date. IMPLEMENTATION PLAN: Collier Countv's Deoartment of Housinl! and Human Services (HHS) as the Lead Agencv for the Collier Countv Continuum of Care will administer any DCF HPRP I!rant funds received. Currently HHS is administerinR $888.850 in U.S. Deoartment of Housinl! and Urban Develooment tHUD) HPRP funding. To exoend these funds in the most efficient manner oossible. HHS has develooed a consortium of seven al!encies that orovide the following services: client intake/eligibility, case manal!ement. lel!al services. credit counsel;nl!, medium term financial assistance. and re-housinl! and Homeless Manal!ement Information System reoortinl!/marketinl!. All the al!encies are linked via the Homelessness Management Information System {HMISl and meet on a regular basis to ensure uniformity and comoliance to federal mandates. HHS oroooses that DCF HPRP funds be distributed using the current model. Bv usin~ our current model HHS hooes to reduce administrative orocessinl! time and soeed assistance to the homeless oooulation. HHS believes the direst needs of the community reQuire medium term direct assistance for rent. utilities and case manal!ement and will focus on these soecific areas for use of DCF HPRP fundinl!. Agenda Item No. 16D4 May 11, 2010 Page 9 of 11 A. GRANTEE: Collier County Government/Department of HousinR and Human Services B. SUB-GRANTEES: Youth Haven, Inc. C. GRANTEE DUNS NUMBER: 076997790 GRANTEE CCR NUMBER: 3JC7 SUB-GRANTEE (Youth Haven, Inc.) DUNS NUMBER: 077283349 SUB-GRANTEE (Youth Haven, Inc.)CCR NUMBER: S2K72 D. GRANTEE & SUB-GRANTEE EXPERIENCE IN MANAGING 2009 HPRP PROGRAM: Collier County Deoartment of HousinR and Human Services {HHSl as the Lead ARencv for our Continuum of Care is currentlv administerinR $888.850 in HUD HPRP funding, HHS has develoDed a consortium model to efficientlv fund homelessness Drevention and Re-HousinR needs. Our model works on a referral svstem to avoid dUDlication of efforts, and ensure non-Drofit orRanization Drovide services in areas in which thev have a Droven track record of efficiency and auality. HHS has decided to Dartner with Youth Haven Inc. because of their Dast success in administerinR Rrants and DrovidinR services to very low. low. and moderate income citizens. Currentlv Youth Haven. Inc is a member of the consortium that Drovides HUD HPRP services. It is the onlv orRanization that currentlv Drovides short term. medium term. and case manaRement services. Youth Haven has also demonstrated the ol1!anizational caDacity and the financial ability to continue to serve the community while waitinR for grant funds reimbursement. E. Maximum HPRP financial assistance level per eligible household: Homelessness Prevention: $4.000 {includes back rent. utility Davments. case manaRement. credit counselin~ and HMIS SUDDort}. RaDid Re-Housin~: $4,000 (includes 1st/last month rent, utility deoosits and case mana~ement. credit counselinR and HMIS SUDDortl. F. COC AGENCY ADMINISTERING THE HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS): Collier County DeDartment of HousinR and Human Services will administer the Continuum's HMIS. G. EVIDENCE OF PARTlOPATION AND CONCURRENCE OF THE COUNTY GOVERNMENT(S), AND FORMULA HPRP CITIES WITH THE PLAN: Collier County's DeDartment of HousinR and Human Services is the lead a~encv for the Continuum of Care (CoCI as well as for HUD Entitlement. Our Entitlement area consists of Collier County {unincorDorated areas of the countyl as well as two Entitlement cities: City of HaDles and City of Marco Island. Collier County has a Memorandum of Understanding {MOUl with each of the Entitlement Cities. CODies of the MOUs are available UDon reauest. Hl. ENUMERATE THE CRITERIA TO BE USED TO SELECT APPLICANTS FOR ASSISTANCE IN THE REQUIRED CASE MANAGEMENT PROCESS: ADDlicants seeking assistance will be assessed usinR the same criteria for eligibility as the HUD HPRP DrORram. Income verification, DroRram eliRibility. and risk of homelessness will be verified bv trained Youth Haven Dersonnel. H2. ENUMERATE THE CRITERIA TO BE USED FOR PREVENTION APPLICANTS: Reauirement to receive homelessness Drevention funds are the same as outlined in HUD's Eligibilitv Determination and Documentation Guidance. dated March 17. 2010. These minimums include: Agenda Item No. 16D4 May 11, 2010 Page 10 of 11 Households must receive at least an initial consultation and eligibility assessment: household's total income must be at or below 50% of AMI: the household must be at risk of losing its housing AND must meet the following circumstances: have no appropriate subseauent housinl! options. the household must lack the financial resources to obtain immediate housinl! or remain in its existinl! housinl!: and the household must lack the supoort networks needed to obtain immediate housinl! or remain in its existinl! housing. H3. IDENTIFY CRITERIA FOR HOMELESS APPUCANTS TO BE RE-HOUSED: Reauirement to receive re-housinl! funds are the same as outlined in HUD's Eligibility Determination and Documentation Guidance. dated March 17. 2010, These minimums include: Households must receive at least an initial consultation and eligibility assessment: household's total income must be at or below 50% of AMI: the household must be homeless AND must meet the following circumstances: have no appropriate subseauent housinl! options. the household must lack the financial resources to obtain immediate housing or remain in its existing housinl!: and the household must lack the support networks needed to obtain immediate housinl! or remain in its existing housing. I. PROJECTED DATE BY WHICH HPRP GRANTEES FUNDED IN 2009 WILL EXPEND 100% OF THEIR 2009 AWARD: HHS is witnessinl! a dramatic increase in rate of applications for HPRP 2009 funds. As the homeless/or near homeless become more aware of the program HHS expects the rate to continue to climb. Collier County's unemplovment rate continues to hover at 12.3%. and foreclosure are still escalating. Collier County expects to expend l00'!6 of its 2009 funding before the end of 2010 and well before the program's end date. 3A. 2009 HPRP Quarterly Report, March 31, 2009. Please see attached ESnaps report. 3B. NARRATIVE TO EXPLAIN PERFORMANCE PROBLEMS AND CORREcnVE AcnONS TAKEN: Collier County Department of Housing and Human Services has experienced a slower than anticipated start in the use of HUD funds due to the approval times reauired bv our county government. No approval for receipt of funds. sub-I!rant awards. or amendments is delel!ated in Collier County. All actions must be siened bv the Chairman. Board of County Commissioners. While this procedure is lengthy at start. once in place. our consortium model has worked well in utilizinl! funds. HHS does not anticipate any long lastinl! problems in administeri",! DCF HPRP fundine. It should be noted. that HHS has demonstrated its ability to efficientlY use funds by achievinl! HUD's timeliness test ratio for funds use in mid-February: the ratio test is conducted on annuallv on May 1" . Agenda Item No. 1604 May11,2010 Page 11 of 11 Estimated Budget Summary COWER COUNTY PRO RATA NEED BUDGET Financial Assistance $61,000 24,095 $85,093 Housing Relocation & Stabilization Services $9,000 $5,400 $14,400 Subtotal $70,000 $29,495 $99,493 Homelessness Prevention Rapid Re- Housing Data Collection and Evaluation: $2,953 Administration (up to 5% of allocation) $2,626 TOTAL DCF HPRP AMOUNT BUDGETED: $105,072 Financial assistance include 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 and 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. Data 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.