HomeMy WebLinkAboutRESOLUTIONS-2009-032-R-09•
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4/27/2009
4/21 /2009
32-R-09
A RESOLUTION
Authorizing the Interim City Manager to Submit the
Substantial Amendment to the
City of Evanston Consolidated Plan 2008 Action Plan to Effect the
Homelessness Prevention and Rapid Re -Housing Program
WHEREAS, the Congress of the United States did pass the American
_Recovery and Reinvestment Act of 2009, which created the "Homelessness
Prevention and Rapid Re -Housing Program" (HPRP) under Title XII of that Act, and
designated one billion, five hundred million dollars ($1,500,000,000.00) for
communities to provide financial assistance and services to either prevent individuals
and families from becoming homeless, or help those who are experiencing
homelessness to be quickly re -housed; and
WHEREAS, the City of Evanston is a grantee by definition in said Act
and, as such, is eligible to make application to the United States Department of
Housing & Urban Development (HUD) for eight hundred and one thousand, four
hundred sixty dollars ($801,460.00) under said grant program by submitting the
Substantial Amendment to the City of Evanston Consolidated Plan 2008 Action Plan
(hereinafter, the "Substantial Amendment") by May 18, 2009; and
WHEREAS, the Health & Human Services Department of the City of
Evanston has collaborated with the Evanston Continuum of Care in developing its
proposed Substantial Amendment which describes its plan for use of HPRP funds as
0 required by the "Notice of Allocations, Application Procedures, and Requirements for
32-R-09
Homelessness Prevention and Rapid Re -Housing Program," Docket No. FR-5307-N-01
(hereinafter, the "Notice") by seeking input at the April 16, 2009, meeting of the
Evanston Alliance on Homelessness (EAH), which serves in collaboration with the
Evanston Continuum of Care, and through surveys and additional meetings with
members of the EAH; and
WHEREAS, the Health & Human Services Department of the City of
Evanston has followed its citizen participation plan in accordance with the Notice,
including publicizing a twelve (12) day period from April 23, 2009, to May 5, 2009, for
citizens to comment on the proposed Substantial Amendment; and further discussing
said amendment at public meetings of the Housing Commission, which advises the
City Council on housing related issues and activities, and at the April 21, 2009,
meeting of the Housing & Community Development Act Committee which oversees
the City's Community Development Block Grant program and the development of its
One Year Action Plan; and
WHEREAS, at said meetings, the Housing Commission and the Housing
& Community Development Act Committee each provided guidance and input for the
proposed Substantial Amendment regarding the City's plan for use of HPRP funds, and
did pass a motion in support of the proposed Substantial Amendment; and
WHEREAS, the City Council's Human Services Committee, which is
charged with oversight of the City's Emergency Shelter Grant program and support
services
for individuals
who are homeless
or at high risk of becoming homeless,
received
and reviewed
citizen input on the
proposed Substantial Amendment at its
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32-R-09
meeting on May 5, 2009, and recommends approval of said Substantial Amendment
by the Evanston City Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: That the Substantial Amendment to the City of Evanston
Consolidated Plan 2008 Action Plan effecting the Homelessness Prevention and
Rapid Re -Housing Program, attached hereto as Exhibit A and made a part hereof,
is approved.
SECTION 2: The Interim City Manager is hereby authorized to submit to
the United States Department of Housing & Urban Development the Substantial
Amendment to the City of Evanston Consolidated Plan 2008 Action Plan effecting the
Homelessness Prevention and Rapid Re -Housing Program, and to provide any
additional information as may be required by HUD.
SECTION 3: That this resolution 32-R-09 shall be in full force and effect
from and after the date of its passage and approval in the manner provided by law.
K,C,`•z.`�
Rodney Gre ne ity Clerk
Adopted:, 2009
4rra
t .ine H. Morton, Mayor
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32-R-09
Exhibit A
Substantial Amendment to the
Consolidated Plan 2008 Action Plan for the
Homelessness Prevention and Rapid Re -Housing Program
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OMB Approval Number: 2506-0180
(Expiration Date: 9/30/2009)
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the
6 Homelessness Prevention and Rapid Re -Housing Program (HPRP)
Grantees eligible to receive funds under the Homelessness Prevention and Rapid Re -Housing
Program (HPRP) are required to complete a substantial amendment to their Consolidated Plan
2008 Action Plan. This form sets forth the required format for this substantial amendment. A
completed form is due to HUD within 60 days of the publication of the HUD HPRP notice.
To aid grantees in meeting this submission deadline, the HPRP Notice reduces the requirement
for a 30-day public comment period to no less than 12 calendar days for this substantial
amendment. With this exception, HPRP grantees are required to follow their Consolidated Plan's
citizen participation process, including consultation with the Continuum of Care (CoQ in the
appropriate jurisdiction(s). Grantees are also required to coordinate HPRP activities with the
CoC's strategies for homeless prevention and ending homelessness. To maximize transparency,
HUD strongly recommends that each grantee post its substantial amendment materials on the
grantee's official website as the materials are developed.
A complete submission contains the following three documents:
1) A signed and dated SF-424,
2) A completed form HUD-40119 (this form), and
6 3) Signed and dated General Consolidated Plan and HPRP certifications.
For additional information regarding the HPRP program, visit the HUD Homelessness Resource
Exchange (www.hudhre.info). This site will be regularly updated to include HPRP resources
developed by HUD and its technical assistance providers.
The information collection requirements contained in this application have been submitted to the Office of
Management and Budget (OMB) for review under the Paperwork Reduction Act of 1995 (44 U.S.C. 3501-3520).
This agency may not collect this information, and you are not required to complete this form, unless it displays a
currently valid OMB control number.
Information is submitted in accordance with the regulatory authority contained in each program rule. The
information will be used to rate applications, determine eligibility, and establish grant amounts.
Public reporting burden for this collection of information is estimated to be 16 hours, including the time for
reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing
and reviewing the collection of information. This information is required to obtain benefits. To the extent that any
information collected is of a confidential nature, there will be compliance with Privacy Act requirements. However,
the substantial amendment to the Consolidated Plan 2008 Action Plan does not request the submission of such
information.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties.
(18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
HUD-40119
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
A. General Information
Grantee Name
Name of Entity or Department
Administering Funds
HPRP Contact Person
(person to answer questions about
this amendment and HPRP)
Title
Address Line 1
Address Line 2
City, State, Zip Code
Telephone
Fax
Email Address
Authorized Official
(if different from Contact Person)
Title
Address Line 1
Address Line 2
City, State, Zip Code
Telephone
Fax
Email Address
Web Address where this Form is
Posted
City of Evanston
Health & Human Services Department
Evonda Thomas, RN, MSN
Director, Evanston Department of Health and
Human Services l
2100 Ridge Avenue
1
Evanston, IL 60201
(847) 866-2957
(847) 448-8125
ethomas@cityofevanston.org — —I
Rolanda Russell
Interim City Manager
2100 Ridge Avenue
Evanston, IL 60201
(847) 866-2936
(847) 448-8122
rrussell@cityofevanton.org
www.cityofevanston.org
Amount Grantee is Eligible to Receive* $801,460
Amount Grantee is Requesting $801,460 J
*Amounts are available at httn://www.hud.eov/recoverv/homelessDreventrecov.xls
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2 HUD-40119
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
0 B. Citizen Participation and Public Comment
1. Briefly describe how the grantee followed its citizen participation plan regarding this
proposed substantial amendment (limit 250 words).
Response: The City of Evanston sought input for its Homelessness Prevention
and Rapid Re -Housing Program plan with a survey of needs distributed to the
members of the Evanston Alliance on Homelessness (EAH), which oversees
Evanston's Continuum of Care. A process to identify and provide assistance to
Evanston residents for homelessness prevention and rapid re -housing based on
the State's homelessness prevention funds and capacity of EAH member
agencies was discussed at the EAH meeting on 4/16/09 for additional input. City
staff participated in a meeting with other communities receiving HPRP funds
organized by the Suburban Cook County Alliance to End Homelessness to
discuss collaborations and cross jurisdictional program issues. Updates on
planning were provided at public meetings of the Housing Commission on
4/16/09 and the Housing & Community Development Act Committee on 4/21/09.
The City's Substantial Amendment to its Action Plan was posted on the website
at www.citvofevanston.orq on 4/23/09; printed copies were made available in the
City's Health & Human Services Department and Planning Division offices at
2100 Ridge Ave, and at the City's Main Library. Comments could be submitted
by email to jwebb@cityofevanston.org, fax to 847-448-8133 or in person to the
City's Health & Human Services office. Notice of the public comment period,
which opened on 4/23/09 and closed on 5/5/09, at 1:00 PM CDT was published
on the City's website, and mailed or emailed to the members of the Evanston
Alliance on Homelessness and over 50 interested parties on the CDBG
information email list.
2. Provide the appropriate response regarding this substantial amendment by checking one
of the following options:
❑ Grantee did not receive public comments.
❑ Grantee received and accepted all public comments.
❑ Grantee received public comments and did not accept one or more of the
comments.
3. Provide a summary of the public comments regarding this substantial amendment.
Include a summary of any comments or views not accepted and the reasons for non-
acceptance.
Response:
Will be included following closing of public comment period.
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Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
C. Distribution and Administration of Funds
Reminder: The HPRP grant will be made by means of a grant agreement executed by HUD and
the grantee. The three-year deadline to expend funds begins when HUD signs the grant
agreement. Grantees should ensure that sufficient planning is in place to begin to expend funds
shortly after grant agreement.
1. Check the process(es) that the grantee plans to use to select subgrantees. Note that a
subgrantee is defined as the organization to which the grantee provides HPRP funds.
❑ Competitive Process
❑ Formula Allocation
® Other (Specify: Primary subgrantee has been identified based on capacity and
expertise demonstrated by management of State Prevention Program. An RFQ
or RFP process may be used to select additional agencies for case
management, housing locator services, credit counseling and legal assistance to
effectively use existing capacity in our community and expertise working with
specific client groups. The City of Evanston will handle housing inspections and
also some intake and case management services.)
2. Briefly describe the process(es) indicated in question 1 above (limit 250 words).
Response: a
The City of Evanston seeks to use the member agencies of the Evanston
Alliance on Homelessness and its Continuum of Care for services funded by
HPRP. This will effectively leverage knowledge about how to serve persons at
risk of homelessness or who are homeless most effectively, and enables us to
integrate HPRP with other sources of funding, including State of Illinois
Homeless Prevention funds.
The City of Evanston has identified Connections for the Homeless as a primary
subrecipient for HPRP based on the effective system of managing State of Illinois
Homelessness Prevention funds. Connections has a broad range of experience
providing for the homeless and persons at risk of homelessness and offers
multiple services including outreach and case management, housing locator
services, transitional and permanent supportive housing. They also identify
financial benefits such as SSI for which clients may be eligible, and link clients
with providers of services such as employment counseling and support.
Connections is a member of the Evanston Alliance on Homelessness (EAH),
which manages our Continuum of Care, and its executive director serves on the
board of EAH. Connections also manages the Continuum's Homelessness
Management Information System (HMIS), which will be used for tracking and
reporting HPRP program accomplishments. A number of agencies located
throughout Evanston already identify and refer people eligible for prevention
funds to Connections and will be qualified through an RFP or RFQ to provide
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Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and' Rapid Re -Housing Program (HPRP)
services such as case management, legal services, housing location and credit
repair on a fee for services basis.
3. Briefly describe the process the grantee plans to use, once HUD signs the grant
agreement, to allocate funds available to subgrantees by September 30, 2009, as required
by the HPRP Notice (limit 250 words).
Response:
Subgrantee agreements will be completed on or before September 1, 2009.
Payments for case management, housing search and placement, legal services
and credit repair will be made quarterly. An initial payment will be made based on
the approved scope of work and budget; subsequent payments will be released
pending receipt of program and financial reports demonstrating program
accomplishments and expenditures against plan. A designated fund, or "bank
account," will be established by Connections and funded with an amount
estimated to meet the need for direct financial assistance for each three-month
period. Connections for the Homeless will make direct payments to landlords,
utility companies, etc., as with the State Prevention fund. Connections will
document how each household assisted meets the HPRP income guidelines per
the HPRP Notice, as well as any locally established criteria. Detailed information
on all beneficiaries will be reviewed each month for the first six months in order to
evaluate the qualifying criteria, estimates of need and service processes.
Subsequent reports will be quarterly.
The City of Evanston will assess expenditures by activity and target population
against the plan after accumulating a maximum of 12 months of data to
determine effectiveness and respond to changing economic conditions.
4. Describe the grantee's plan for ensuring the effective and timely use of HPRP grant funds
on eligible activities, as outlined in the HPRP Notice. Include a description of how the
grantee plans to oversee and monitor the administration and use of its own HPRP funds,
as well as those used by its subgrantees (limit 500 words).
Response:
The member agencies of the Evanston Alliance on Homelessness have a well -
developed and efficient system for referring clients to appropriate providers.
Households at risk of homelessness because of a financial crisis are referred to
Connections for the Homeless to determine their eligibility for State Prevention
funds. This same referral network will be leveraged to ensure effective and timely
use of HPRP funds for both prevention and re -housing services so that persons
eligible for State funding receive assistance from those funds and that
households ineligible for those funds but that meet HPRP eligibility are identified.
(At present, two HHs per week on average are ineligible for that program.).
Applicants will be further screened to determine that homelessness is imminent
and that the household has the ability to maintain its housing following HPRP
assistance. Input from members of the Evanston Alliance on Homelessness
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Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
about households at risk of homeless or already homeless is being evaluated to
identify additional eligibility criteria for HPRP assistance. The effectiveness of
these eligibility criteria will be evaluated on a monthly basis initially to confirm we
are reaching the targeted populations and achieving program goals.
Households that can regain housing stability with short-term (up to 3 months) of
HPRP assistance will be the focus of the prevention program. Additional
subsidies may be provided if determined through re -assessment that the
extension will accomplish the goal of establishing self sufficiency.
Re -housing the homeless may require a larger subsidy per household than
preventing homelessness. Evanston residents that have recently become
homeless will be prioritized for the re -housing program:
• Outreach through the schools to homeless families (School District 65
identified 111 homeless students at the beginning of the 2008-09 school year)
will reach both homeless families and those that are insecurely housed
(doubling up with relatives or friends)
• City staff will continue to monitor foreclosures to identify households that are
evicted and immediately address their housing needs.
City staff is developing benchmarks for on -going program assessment including:
• Length of time for intake and assessment through receipt of assistance
• Compliance with case management plans 0
• Success rates of households in both prevention and re -housing programs at
maintaining stable housing following subsidy period
Staff is also developing scope of services for case management, credit repair
services, and housing location to issue an RFP or RFQ in June. This will enable
the consistent provision of high quality services across different service agencies.
A list of eligible/approved service providers for different services will be identified
in August:
The number of households assessed and determined to be eligible for HPRP
assistance, as well as how funds are used (e.g., prevention or re -housing; rent,
utilities, etc.) will be reviewed on a monthly basis initially in order to revise
eligibility criteria if needed based on results and economic changes. Results will
continue to be reviewed quarterly throughout the program.
D. Collaboration
1. Briefly describe how the grantee plans to collaborate with the local agencies that can
serve similar target populations, which received funds under the American Recovery and
Reinvestment Act of 2009 from other Federal agencies, including the U.S. Departments
of Education, Health and Human Services, Homeland Security, and Labor (limit 250
words).
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Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
Response:
While assistance with housing and case management services are key to helping
households impacted by the current economic crisis, it is also important to
provide services such as child care, employment training and placement.
Collaboration with agencies that offer these and other services needed by
households helped by HPRP is essential. Clients will be referred to agencies and
faith -based organizations in the EAH that offer job training and employment
services. Additionally, a collaboration with the Illinois Department of Employment
Services and the WorkNet of Northern Cook County is being explored.
The City of Evanston is in the process of applying for Neighborhood Stabilization
Program funds to the State of Illinois, Cook County and/or HUD (NSP-2) to
increase availability of affordable rental units, especially larger units appropriate
for families with children.
Families in need of child care will be referred to School District 65 for Head Start
and other early childhood education programs, or to the Childcare Network of
Evanston, which works with over 50 Evanston child care providers that offer a
broad range of services from full -day center -based care to home -based care to
drop -in programs.
2. Briefly describe how the grantee plans to collaborate with appropriate Continuum(s) of
Care and mainstream resources regarding HPRP activities (limit 250 words).
Response:
The City of Evanston will implement its HPRP plan through subgrantee and fee -
for -services agreements with local agencies in the Evanston Continuum of Care
as described above. The City's Health & Human Services department will
continue to provide for the needs of homeless individuals and those at risk of
homelessness, especially in emergency situations where public safety issues are
involved (e.g. when a building is declared unfit for human habitation by Property
Standards). Health & Human Services staff works closely with Community
Development staff that monitor foreclosures to identify persons at high risk of
homelessness. Connections for the Homeless has also proposed having a
representative at Housing Court to reach this vulnerable population.
City staff and members of the EAH are in contact with Evanston School District
65 (grades K-8) and 202 (grades 9-12) to identify students who are homeless or
have unstable housing (doubling up). District 65 identified 111 homeless students
in the fall of 2008 and has seen an increase throughout the school year; this
does not include children who are housed by relatives or friends. An outreach
and referral system using school counselors and staff will be developed to reach
these families.
7 HUD-40119
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
3. Briefly describe how HPRP grant funds for financial assistance and housing
relocation/stabilization services will be used in a manner that is consistent with the
grantee's Consolidated Plan (limit 250 words).
Response:
The goal of the City of Evanston's HPRP plan is to stabilize the housing of low-
income Evanston families that are homeless or at high risk of homelessness
because of the economic crisis and for whom no other avenues of support for
this need exist. This is consistent with the City's Consolidated Plan because it
directly addresses one of the statutory goals of that plan, to provide decent
housing for LMI Evanston residents and to address the needs of the homeless in
our community. In developing its HPRP plan, Evanston has consulted with
agencies and organizations, including the members of the Evanston Alliance on
Homelessness, and invited citizen participation at all levels of the planning
process, following its citizen participation plan. In addition, by working closely
with members of the Evanston Alliance on Homelessness and other
organizations serving our community, we are able to identify and address the
needs of the targeted populations and effectively leverage community resources.
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
Financial Assistancel $ 266,000
Housing Relocation and $ 160,460
Stabilization Services
Subtotal $ 426,460
(add previous two rows)
Data Collection and Evaluation
Administration (up to 5% of allocation)
Total HPRP Amount Budgeted
Rapid Re- Total Amount
housing Budgeted
$ 200,000 $466,000
$ 100,000 $260,460
$ 300,000 $726,460
$ 35,000
$ 40,000
$801,460
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Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
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.
HHousing 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." -
9 HUD-40119
Substantial Amendment to the Consolidated Plan 2008 Action Plan for the Homelessness
Prevention and Rapid Re -Housing Program (HPRP)
F. Authorized Signature
By signing this application, I certify (1) to the statements contained in the list of certifications
and (2) that the statements herein are true, complete, and accurate to the best of my knowledge. I
also provide the required assurances and agree to comply with any resulting terms if I accept an
award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to
criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
Signature/Authorized Official
Title
Date
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