1117 gallagher drive, sherman, texas thursday, …...2019/09/19 · 1117 gallagher drive, sherman,...

1117 Gallagher Drive, Sherman, Texas

Thursday, September 19, 2019 – 5:30 p.m.

A. Call to Order & Declaration of a Quorum

B. Invocation and Pledges

C. Welcome Guests

D. Executive Director’s Report

1. Feeding Fannin Project Presentation

2. Strategic Plan Update

3. Hogg Foundation Texas Communities US Census 2020 Count Initiative

4. Annual Event & October Governing Board Meeting – Scheduled October 16, 2019

5. CY 2020 Employee Group Medical Benefits

6. Tenant vacancy – Diane Keahey

E. Approval of Minutes: Approve Meeting Minutes for August 15, 2019 – page 3

F. Action

1. TCOG Audit Report for Fiscal Year Ending April 30, 2019 (AF): Ratify Audit & Finance Committee approval

of TCOG’s Audit Report for Fiscal Year Ended 04/30/2019 including: ratify the Audit Report as

presented; ratify payment to the audit firm in accordance with the terms of the engagement letter; and

authorize distribution of the Audit Report to appropriate grantor agencies.

Mindi Jones, Finance Director – page 4

2. Texoma Regional Advisory Council on Aging (TRAC) Officers and Members (AS): Approve new officers for

the Texoma Regional Advisory Council of the Area Agency on Aging.

Judy Conner, AAA Director – page 5

3. 2-1-1 Annual TIRN Contract (CS): Approve the renewal of 2-1-1 Annual TIRN Contract.

Mary Browning-Rodriguez, 2-1-1 Program Manager – page 7

4. Aging & Disability Resource Center (ADRC) of Texoma FY 2020 Contract (CS): Authorize approval of ADRC

Texoma FY 2020 Contract.

Marsha Wilson, ADRC Program Manager – page 13

5. Aging & Disability Resource Center Housing Rehabilitation Assistance (HRA) Grant (CS): Authorize the

submission and, if awarded, acceptance of the ADRC HRA Grant.

Delano Smith, Client Services Director – page 20

6. TCOG Section 8 Housing 5-Year and Annual PHA Plans (CS): Authorize submission of the TCOG Section 8

Housing 5-Year and Annual PHA Plans.

Rayleen Bingham, Section 8 Housing Program Manager – page 26

7. 2020 Community Services Block Grant Budget (CSBG) and Community Action Plan (CAP) Initiative

Updates (ES): Ratify submission of new CAP initiatives and the CSBG Budget to the Texas Department of

Housing and Community Affairs (TDHCA).

Judy Fullylove, Energy Services Director – page 35

8. Lease agreement for CEAP Collin County Office (ES): Ratify lease agreement between Texoma Council of

Governments and MD Office Lease.

Judy Fullylove, Energy Services Director – page 41

9. FY 2020-21 Contract for 9-1-1 Service (RS): Ratify the FY 2020-21 Contract for 9-1-1 Service between

the Commission on State Emergency Communications (CSEC) and TCOG.

CJ Durbin-Higgins, Public Safety Program Manager – page 43

10. Employee Medical Benefits Broker/Consultation Selection (AF): Discuss and possibly take action on the

engagement of an employee medical benefits broker/consultant.

Eric Bridges, Executive Director

AS: Aging Services Department AF: Administration & Finance Department CS: Client Services Department ES: Energy Services RS: Regional Services

Pursuant to the Texas Open Meeting Act, Government Code Chapter 551 one or more of the above items may be considered in executive session closed to the public, including but not limited to consultation with

attorney pursuant to Texas Government Code Section 551.071 and Section 551.074 arising out of the attorney's ethical duty to advise TCOG concerning legal issues arising from an agenda item. Any decision held on

such matter will be taken or conducted in open session following the conclusion of the executive session.

Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Administration & Finance at 903-813-3514 two (2) work days prior to the meeting so

that appropriate arrangements can be made. The above Agenda was posted online at http://www.tcog.com and physically posted at the Texoma Council of Governments offices in a place readily accessible to the

public. The Agenda was also emailed to the County Clerk offices in Cooke and Fannin Counties, TX on Friday, September 13, 2019.

11. FYE 2020 Cost Pool Budgets Update (AF): Accept recommendation, if any, regarding TCOG’s FYE 2020

Cost Pool Budgets.

Mindi Jones, Finance Director – page 54

12. FYE 2020 Cost Pool Allocations (AF): Accept recommendation, if any, regarding TCOG’s FYE 2020 Cost

Pool Budget Rate changes.

Mindi Jones, Finance Director

G. President’s Report

H. Adjourn

APPROVAL

_________________________

Eric M. Bridges, Executive Director

Thursday, August 15, 2019 – 5:30 p.m.

Members Present: Jeff Whitmire, Teresa Adams, Debbie Plyler, Bryan Wilson, Bob Rhoden, Scott Neu, Stan

Thedford, Ken Keeler, Tony Rodriguez, Cecil Jones, Jason Brinkley

A. Jason Brinkley called the meeting to order and declared a quorum at 5:30 p.m.

B. Cecil Jones provided the invocation followed by Jeff Whitmire who led the pledges.

C. Welcome Guests & Staff: Stephanie Davidson, CJ Durbin-Higgins, Evan Brown, Judy Fullylove, Molly Guard,

Sean Norton, Delano Smith, Kay Black, Catherine Krantz, Rodrigo Muyshondt, Bill Lindsay, Mindi Jones, Eric

Bridges

D. Scott Neu was inducted as a new Governing Board member representing Town of Windom for 2019-2021.

E. Executive Director’s Report

1. Eric Bridges provided a strategic plan update.

2. CJ Durbin-Higgins provided a presentation on the Public Safety Programs. At 6:11 pm the board visited

the backup PSAP for a quick view of the inner-workings of the 9-1-1 program and the inner-workings of

the backup PSAP. The board returned to the Eisenhower Room at 6:23 pm.

3. Eric Bridges carried a discussion about the finance committee request for broadened fiscal monitoring.

4. Eric also notified the board of the deadline for his upcoming evaluation, provided an update on the new

phone system, notified the board of the NADO Impact Award selections, and updated the board on issues

with the HVAC system.

F. Teresa Adams made a motion to approve Meeting Minutes for July 18, 2019. Tony Rodriguez seconded this

motion. Motion carried unanimously.

G. Action

1. A motion was made by Jeff Whitmire to authorize Executive Director to issue the proposed RFP for

Employee Medical Benefits Broker/Consultant and receive corresponding proposals. The motion was

seconded by Ken Keeler. Motion carried unanimously.

2. A motion was made by Bob Rhoden to approve the 2019 DOE contract for the Weatherization Assistance

Program (WAP) provided through the Texas Department of Housing and Community Affairs (TDHCA). The

motion was seconded by Bryan Wilson. Motion carried unanimously.

3. A motion was made by Tony Rodriguez to approve the allocation of Texas Commission on Environmental

Quality (TCEQ) project implementation funds. The motion was seconded by Debbie Plyler. Motion carried

unanimously.

4. A motion was made by Jeff Whitmire to approve the Interlocal Agreement for FY 2020 with the Office of

the Governor, Public Safety Office. The motion was seconded by Bob Rhoden. Motion carried

unanimously.

5. A motion was made by Jeff Whitmire approve the purchase, installation, and support for the upgrade of

the TCOG 9-1-1 Equipment. The motion was seconded by Bryan Wilson. Motion carried unanimously.

6. A motion was made by Jeff Whitmire to close the cash account at Chase Bank and transfer the funds to

the TexPool Investment Account while preserving enough funds for HVAC repairs. This motion was

seconded by Bob Rhoden. Motion carried unanimously.

7. There was no recommendation and therefore no action made with regard to TCOG’s FYE 2020 Cost Pool

Budgets.

8. There was no recommendation and therefore no action made regarding TCOG’s FYE 2020 Cost Pool

Budget Rate changes.

H. President’s Report

1. Jason Brinkley assigned board members to Better Leader Award selection committees as follows: Fannin

County – Randy Moore, Cecil Jones, & Tony Rodriguez; Grayson County – Bob Rhoden, Bryan Wilson &

Debbie Plyler; Cooke County – Ken Keeler, Scott Neu, & Josh Brinkley; and himself, Jeff Whitmire, and

Teresa Adams for the Texoma Regional selection. The selected individuals will be recognized at TCOG’s

Annual Event in October.

I. Jason Brinkley adjourned the meeting at 7:47 p.m.

TO: TCOG Governing Board

FROM: Mindi Jones, Finance Director MJ

DATE: September 19, 2019

RE: TCOG Audit Report for Fiscal Year Ending April 30, 2019

RECOMMENDATION Ratify Audit & Finance Committee approval of TCOG’s Audit Report for Fiscal Year Ended 04/30/2019:

1. Ratify the Audit Report as presented;

2. Ratify payment to the audit firm in accordance with the terms of the engagement letter; and

3. Authorize distribution of the Audit Report to appropriate grantor agencies.

BACKGROUND TCOG is required to engage an independent certified public accounting firm to perform an annual

financial and compliance audit of its operations for the preceding fiscal year and presenting the

resulting audit report to the Governing Board for review and approval.

DISCUSSION The Audited Financial Statement for the period of May 1, 2017, through April 30, 2018, as prepared by

the independent accounting firm of McClanahan and Holmes, LLP of Denison, Texas, is presented for

review and ratification. A complete copy of the audit report will be provided to each member of the

Governing Board at the board meeting.

BUDGET FYE 2019 audit expenses are budgeted in the indirect budget with a not-to-exceed contracted amount

of $23,380.


THRU: Eric Bridges, Executive Director

FROM: Judy Conner, MS, CPG, AAA Director


RE: Texoma Regional Advisory Council on Aging (TRAC) Officers and Members

RECOMMENDATION Approve new officers for the Texoma Regional Advisory Council of the Area Agency on Aging.

BACKGROUND The Area Agency on Aging (AAA) is an agency mandated under the Older Americans Act of 1965,

Section 305 under the Health & Human Services Commission to provide services in the Texoma region

to qualified older Texans and their family caregivers, and requires maintaining an active advisory board

with functions described in approved Bylaws.

DISCUSSION The Texoma Regional Advisory Council (TRAC) provides information to the Area Agency on Aging on

issues of importance to the needs of older Texans in the Texoma region. On August 14, 2019, new

officers were chosen to serve on TRAC according to established Bylaws, to take office in October 2019

upon approval by TCOG’s Governing Board. The members of TRAC shall be active in their community

and bring the concerns of the older population to the AAA in an effort to ensure that programs and

procedures are developed that specifically target older peoples’ needs, giving them the opportunity to

live dignified, independent and productive lives.

BUDGET No budget impact.

1117 Gallagher Drive, Suite 350

Sherman, Texas 75090

www.tcog.com

(903) 813-3575 Phone

(903) 813-3515 Fax

Texoma Council of Governments | Susan B. Thomas, PhD, Executive Director | Honorable Keith Clegg, President, Governing Board

Proposed Texoma Regional Advisory Council (TRAC) Membership & Officers

August 14, 2019

Chair

Sharon Brazeal Grayson

Texas Silver-Haired Legislature member

Co-Chair Grayson

Georgia Richardson

Howe City Council member

Members

Joe C. Dale Fannin


Nadine Creswell Cooke

Cooke County United Way

Sandra Dean Grayson

MasterKey Ministries

Patsy Howard Grayson

Sherman Senior Center

Robin McCoy Grayson

Office of Senator Fallon

Greg Pittman Grayson

Meals on Wheels of Texoma

Virginia Rhodes Grayson

Foster Grandparents

Agnes Ricker Fannin

Fannin County Hospital volunteer

Reverend James Thorne Grayson

Grayson County Resident

Josh Walker Grayson

TAPS/Transdev

Kate Whitfield Grayson


DocuSign Envelope ID: E0026C68-5AF2-4A88-B778-086AFE6FEAE3


THRU: Delano Smith, Client Services Director

FROM: Mary Browning-Rodriguez, 2-1-1 Program Manager, MBR


RE: 2-1-1 Annual TIRN Contract

RECOMMENDATION Approve the renewal of 2-1-1 Annual TIRN Contract.

BACKGROUND TCOG’s 2-1-1 program is funded through HHSC and is one of 25 call centers throughout the state

designed to assist callers by providing referrals to various local and statewide programs. By simply

dialing the three-digit code, 2-1-1, callers are given information and referrals to a variety of community

resources, government assistance, and human services. Statewide, nearly 2 million people called

2-1-1 during FY 2018 – 2019.

DISCUSSION

TCOG’s 2-1-1 staff fields over 25,000 calls annually. A robust database designed and maintained for

the 2-1-1 program is utilized to provide callers with referrals to more than 316 agencies with 473

programs in the region. The top referral requests relate to housing assistance, utility assistance, food

insecurities, medical assistance, legal aid, transportation, and other social services.

The program receives an amendment for calls related child care services. Locally, 2-1-1 staff fielded

274 calls for referrals to reliable childcare providers as well as assistance with childcare expenses.

Contract period is September 1, 2019 through August 31, 2020 with annual contract extensions to

August 31, 2024.

BUDGET The contract amount is $390,695 annually and supports: salaries and fringe benefits for four full-time

employees, one part-time employee, supplies, materials, travel, after-hours contractor and indirect

costs.

The child care amendment contract amount is $6,023.72 and supports additional travel and supplies.

The sum of the general contract and the childcare amendment contract is $396,718.72, for a total not

to exceed $1,983,659.18.


THRU: Delano Smith, Client Services Director DS

FROM: Marsha Wilson, ADRC Program Manager MW

DATE: August 28, 2019

RE: Aging & Disability Resource Center (ADRC) of Texoma FY 2020 Contract

RECOMMENDATION

Authorize approval of ADRC Texoma FY 2020 Contract.

BACKGROUND

ADRCs support the Texas “No Wrong Door” system, an original federal initiative, which is designed to

streamline public access to long-term care and make it easier for individuals to navigate the complex

system of services offered by government agencies, non-profit organizations, and other service

providers. Understanding the available options and making decisions about healthcare, housing,

transportation, and other long-term services and supports (LTSS) can be overwhelming; however,

ADRCs provide objective information and assistance to help clients access the care they need to live in

their communities.

DISCUSSION

The ADRC Texoma program maintains a robust database that allows the ADRC team to provide

consumers with referrals to many agencies within the tri-county area. The ADRC consumer base is

mainly comprised of older adults, people with disabilities and their caregivers, and veterans. The

counties served by ADRC Texoma are Cooke, Fannin, and Grayson.

The contract period is September 1, 2019 through August 31, 2021. Portions of the available funding

are grant-restricted and must be used for the provision of specific ADRC activities.

BUDGET

The total contract in the amount of $260,434 will cover expenses occurring within the contract

duration and will be distributed in equal parts of $130,217 for each year awarded. Award amounts are

subject to change at the discretion of HHSC.



FROM: Delano Smith, Client Services Director DS


RE: Aging & Disability Resource Center Housing Rehabilitation Assistance (HRA) Grant

RECOMMENDATION

Authorize the submission and, if awarded, acceptance of the ADRC HRA Grant.

BACKGROUND

ADRCs support the Texas “No Wrong Door” system, an original federal initiative, which is designed to

streamline public access to long-term care and make it easier for individuals to navigate the complex

system of services offered by government agencies, non-profit organizations, and other service

providers. Understanding the available options and making decisions about healthcare, housing,

transportation, and other long-term services and supports (LTSS) can be overwhelming; however,

ADRCs provide objective information and assistance to help clients access the care they need to live in

their communities.

The ADRC Texoma program maintains a robust database that allows the ADRC team to provide

consumers with referrals to many agencies within the tri-county area. The ADRC consumer base is

mainly comprised of older adults, people with disabilities and their caregivers, and veterans. The

counties served by ADRC Texoma are Cooke, Fannin, and Grayson.

DISCUSSION

Affordable housing has been an issue for the Texoma tri-county area, and the ADRC’s Partnership with

the Texas Department of Housing and Community Affairs (TDHCA) would offer some relief in this area.

Through TDHCA, the ADRC Program would pursue HOME funds for single-family housing under the

Homeowner Rehabilitation Assistance (“HRA”) general set-aside Reservation System. These funds will

be made available to HOME Reservation System Participants via a Reservation System Participation

(“RSP”) Agreement. To become an RSP recipient, the ADRC Program must first complete and submit a

board-approved application.

BUDGET

The expected award amount is $1,425,000, which would be allocated at $475,000 per county: Cooke,

Fannin, and Grayson. This funding would assist with new construction, reconstruction, and the

replacement of housing units for residents who meet the qualification criteria.

HOME Investment Partnerships Program (“HOME”) CFDA# 14.239

2018 HOME Investment Partnerships Program Single Family Homeowner Rehabilitation

Assistance General Set-Aside Reservation System Notice of Funding Availability 1) Summary.

a) The Texas Department of Housing and Community Affairs (the “Department”) announces a NOFA of approximately $11,694,221 in HOME funds for single family housing programs under the Homeowner Rehabilitation Assistance (“HRA”) general set-aside under a Reservation System. These funds will be made available to HOME Reservation System Participants with a current Reservation System Participation (“RSP”) Agreement.

b) The availability and use of these funds are subject to the HOME rules including, but not limited to the following Texas Administrative Code (“TAC”) rules in effect at the time of application review or contract execution (as applicable), Title 10, Part 1, Chapter 1, Administration; Chapter 2, Enforcement; Chapter 20, the Single Family Programs Umbrella Rule; Chapter 21, the Minimum Energy Efficiency Requirements for Single Family Construction Activities; Chapter 23, the Single Family HOME Program, effective August 3, 2017, (“State HOME Rules”); and Tex. Gov’t Code §2306. Other federal and state regulations include but are not limited to, 24 CFR Part 58 for environmental requirements, 2 CFR Part 200 for Uniform Administrative Requirements, 24 CFR §135.38 for Section 3 requirements, 24 CFR Part 5, Subpart A for fair housing, (“Federal HOME Rules”), and for units of government, the Uniform Grant Management Standards (“UGMS”) as outlined in Chapter 783 in the Texas Local Government Code. Applicants must familiarize themselves with all of the applicable state and federal rules that govern the HOME Program.

c) Capitalized terms in this NOFA have the meanings defined herein, or as defined in State

HOME Rules or the Federal HOME Rules.

d) If changes to the RSP are required during the RSP term due to required changes in Federal or State law, the Department may initiate an amendment process to ensure compliance.

2) Source of Funds. Funds totaling $11,694,221 are made available for single family activities

through the Department’s 2018 annual HOME allocation from the U.S. Department of Housing and Urban Development (“HUD”). The Department, in its sole discretion, may also release unallocated HOME funds, deobligated funds, Program Income, and funds reallocated from undersubscribed set-asides, as allowable and available, under this NOFA. The Department, in its sole discretion, also reserves the right to cancel or modify the amount available in this NOFA.

3) Eligible Activity Types. The following activity types are eligible uses of Set-Aside HOME funds under this NOFA:

a) Homeowner Rehabilitation Assistance. HRA provides funds for the rehabilitation,

reconstruction, or new construction of a single family residence owned and occupied by eligible low-income Households. Specific program guidelines can be found at 10 TAC Chapter 23, Single Family HOME Program, Subchapter C, Homeowner Rehabilitation Assistance Program, §§23.30 - 23.32.

b) Prohibited activities include those at 24 CFR §92.214, and in the State HOME Rules.

4) Limitation on Funds. a) Funds will not be eligible for use in a Participating Jurisdiction (“PJ”).

b) Funding under this NOFA may be made available through the Reservation System to

HOME Administrators with active RSP Agreements. Applications to request an RSP Agreement are accepted on an on-going basis. Applicants requesting an RSP Agreement must submit a completed application, required documentation, and associated application materials as detailed in the Application Submission Procedures Manual (“ASPM”).

c) Each applicant that is granted HOME funds may also be eligible to receive funding for

Administrative costs. Funds for Administrative costs cannot exceed 4% of the total project funds committed under the Reservation System.

d) Updated balances for the Reservation System may be accessed online at

http://www.tdhca.state.tx.us/home-division/home-reservation-summary.htm. Reservations of funds may be submitted at any time during the term of an RSP Agreement, as long as funds are available in the Reservation System. Participation in the Reservation System is not a guarantee of funding availability.

e) Except as limited in this NOFA or by statute, the Department may reprogram funds at anytime to the Reservation System, or to administer directly.

5) Regional Allocation Formula. In accordance with Tex. Gov’t Code §2306.111(d), these funds are subject to the Regional Allocation Formula (“RAF”). Refer to Table 1: Regional Allocation for Homeowner Rehabilitation Assistance, which will also be published on the Department’s website at http://www.tdhca.state.tx.us/home-division/applications.htm.

Table 1: Regional Allocation for Homeowner Rehabilitation Assistance Region Urban Subregion Rural Subregion Total Available in Region

1 $ 120,402 $ 534,141 $ 654,543 2 $ 107,803 $ 433,506 $ 541,309 3 $ 1,737,593 $ 296,967 $ 2,034,560 4 $ 344,869 $ 777,925 $ 1,122,794 5 $ 191,829 $ 504,992 $ 696,821 6 $ 377,921 $ 246,472 $ 624,393 7 $ 827,952 $ 246,622 $ 1,074,574 8 $ 377,689 $ 384,372 $ 762,061 9 $ 309,153 $ 276,207 $ 585,361

http://www.tdhca.state.tx.us/home-division/home-reservation-summary.htm

http://www.tdhca.state.tx.us/home-division/applications.htm

Table 1: Regional Allocation for Homeowner Rehabilitation Assistance Region Urban Subregion Rural Subregion Total Available in Region

10 $ 270,248 $ 396,754 $ 667,002 11 $ 303,817 $ 505,404 $ 809,221 12 $ 232,132 $ 452,427 $ 684,559 13 $ 256,313 $ 1,180,710 $ 1,437,022

Total $ 5,457,722 $ 6,236,499 $ 11,694,221

6) Allocation of Funds.

a) Approximately $11,694,221 in funds are reserved for general set-aside HRA Activities through the HOME Reservation System in accordance with section 4 of this NOFA and subject to the RAF, and will be available under each Uniform State Service Region by sub-region (Rural and Urban) beginning on Tuesday, January 22, 2019, at 10:00 a.m. Austin local time until Tuesday, February 26, 2019, at 10:00 a.m. Austin local time.

b) On Wednesday, February 27, 2019, at 10:00 a.m. Austin local time, any funds which have not been requested under section 6(a) of this NOFA will collapse within each region and will be made available by Uniform State Service Region until Tuesday, March 26, 2019, at 10:00 a.m. Austin local time.

c) On Wednesday, March 27, 2019, at 10:00 a.m. Austin local time, any funds which have

not been requested under sections 6(a) or 6(b) of this NOFA will collapse, and be made available for HRA Activities in any Uniform State Service Region.

d) On Tuesday, July, 30, 2019, at 10:00 a.m. Austin local time, any funds which have not been requested under 6(c) of this NOFA will be made available in the Reservation System for any General Set-Aside Activity in any Uniform State Service Region.

e) An alternative timeline and method of releasing funds may be implemented, at the

Department’s sole discretion. Subsequent changes to the timeline or method of release will be published on the Department's website. However, failure to do so will not invalidate reservations that are otherwise made in accordance with this NOFA.

f) Updated balances for the Reservation System may be accessed online at www.tdhca.state.tx.us/home-division/home-reservation-summary.htm. Reservations of funds may be submitted at any time during the term of a RSP Agreement, as long as funds are available in the Reservation System. Participation in the Reservation System is not a guarantee of funding availability.

7) Application Selection Process

a) Funding under this NOFA will be made available through the Reservation System to HOME Administrators with active RSP Agreements. Applications to request an RSP Agreement are accepted on an ongoing basis. Applicants requesting an RSP Agreement must submit a completed application, required documentation, and associated application materials as detailed in the ASPM.

b) All Application materials including manuals, program guidelines, and applicable HOME rules, are available on the Department’s website at http://www.tdhca.state.tx.us/home-



division/applications.htm. Applications for an RSP Agreement will be required to adhere to the HOME Rule and threshold requirements in effect at the time of the Application submission. Applications must be on forms provided by the Department, cannot be altered or modified, and must be in final form before submitting them to the Department.

c) Reservations of funds may be submitted at any time during the term of an RSP Agreement, as long as funds are available in the Reservation System. Updated balances for the Reservation System may be accessed online at www.tdhca.state.tx.us/home-division/home-reservation-summary.htm.

d) Administrative deficiencies noted during the review of an Application shall be subject to the

administrative deficiency process outlined in 10 TAC §23.24.

e) All Applicants will be subject to a Previous Participation Review by the Department as outlined in 10 TAC Chapter 1, Subchapter C.

f) Audit Requirements. All Applicants are subject to the requirements of 10 TAC §1.403

concerning Single Audits.

g) Pursuant to Tex. Gov’t Code §2306.1112, the Executive Award and Review Advisory Committee will make recommendations to the Board regarding funding and allocation decisions.

8) Eligible and Ineligible Applicants.

a) Eligible Applicants include Units of General Local Government, Nonprofit Organizations, Public Housing Authorities, Local Mental Health Authorities, and Councils of Government.

b) Applicants are required to familiarize themselves with the Department’s certification and

debarment policies prior to application submission. 9) Application Submission.

a) The Department will accept applications for the Reservation System on an ongoing basis. Applications for the Reservation System are to be submitted as an upload to the Department’s FTP server in the format requirements detailed in the RSP ASPM.

b) Applicants must submit a completed Application, required documentation, and associated

application materials, as described in this NOFA and as detailed in the RSP ASPM. All scanned copies must be scanned in accordance with the guidance provided in the RSP ASPM.

c) All Application materials including manuals, this NOFA, program guidelines, and applicable

HOME rules are available on the Department’s website at http://www.tdhca.state.tx.us/home-division/applications.htm. Applications will be required to adhere to the HOME Rule and threshold requirements in effect at the time of the Application submission. Applications must be on Application forms published online at the above reference site provided by the Department which cannot be altered or modified, and must be in final form before they are submitted to the Department.

d) Applicants are required to remit a non-refundable Application fee payable to the Texas

Department of Housing and Community Affairs in the amount of $30 per Application.




Payment must be in the form of a check, cashier’s check or money order. Do not send cash. Pursuant to Tex. Gov’t Code §2306.147(b), the Department will waive Application fees for private nonprofit organizations that offer expanded services such as child care, nutrition programs, job training assistance, health services, or human services. These organizations must request a waiver of the grant application fee in a board resolution authorizing the submittal of the application to the Department, and must include with the application proof of their exempt status and a description of their supportive services in lieu of the Application fee. The Application fee is not an allowable or reimbursable cost under the HOME Program.

e) This NOFA does not include text of the various applicable regulatory provisions that may be

important to the HOME Program. For proper completion of the application, the Department strongly encourages potential Applicants to review the State and Federal regulations, and contact the HOME and Homelessness Programs Division for guidance and assistance.

10) Dispute Resolution/Appeal.

a) In accordance with Tex. Gov’t Code §2306.082 and 10 TAC §1.17, it is the Department’s policy to encourage the use of appropriate alternative dispute resolution (“ADR”) procedures under the Governmental Dispute Resolution Act, Tex. Gov’t Code Chapter 2009, to assist in resolving disputes under the Department's jurisdiction. As described in Chapter 154, Civil Practices and Remedies Code, ADR procedures include mediation. Except as prohibited by the Department's ex parte communications policy, the Department encourages informal communications between Department staff and Applicants, and other interested persons, to exchange information and informally resolve disputes. The Department also has administrative appeals processes to fairly and expeditiously resolve disputes. If at any time an Applicant or other person would like to engage the Department in an ADR procedure, the person may send a proposal to the Department's Dispute Resolution Coordinator. For additional information on the Department's ADR Policy, see the Department's Rule on ADR at 10 TAC §1.17.

b) An Applicant may appeal decisions made by staff in accordance with 10 TAC §1.7. For questions regarding this NOFA, please contact Jaclyn Leasure, HOME Production Coordinator for the HOME and Homelessness Programs Division, at (512) 475-2975 or via email at [email protected].

mailto:[email protected]


THRU: Delano Smith, Client Services Director

FROM: Rayleen Bingham, Section 8 Housing Program Manager


RE: TCOG Section 8 Housing 5-Year and Annual PHA Plans

RECOMMENDATION Authorize submission of the TCOG Section 8 Housing 5-Year and Annual PHA Plans.

BACKGROUND The Section 8 HCV Program is designed to assist low income households pay rent based on their

income and family composition. The participant should never pay more than 40% of their adjusted

income for rent and utilities. Eligible families must meet Federal Income Guidelines. The annual

income limit for a family of four is currently $33,750 in Grayson County and $29,800 in Fannin County.

The Section 8 HCV Program currently administers sub-programs and special purpose programs

designed to meet special needs within the community including: The Family Self-Sufficiency (FSS)

Program designed to assist households become self-sufficient, the Homeownership (HO) Program

which allows participants to use their voucher assistance toward mortgage, the Mainstream Program

designed to assist persons with disabilities, the Family Unification Program which coordinates with the

Child Protective Services, the Money Follows the Person Demonstration transitions eligible clients out

of nursing facilities and the HUD-VASH Program that partners with the VA to house homeless veterans.

The Section 8 HCV Program provides services to 500+ households within Grayson and Fannin

counties.

DISCUSSION HUD requires the TCOG Section 8 HCV Program to submit 5-Year and Annual Plans. The plans include

HUD required policies, programs, operations, and strategies for meeting local housing needs and

goals. This plan represents the period January 1, 2020 through December 31, 2020.

The Section 8 Family Self-Sufficiency Advisory Boards of Grayson and Fannin Counties have approved

the 2020 Section 8 5-Year and Annual PHA Plans for submission to the TCOG Governing Board with no

comments or recommendations.

BUDGET No direct budget impact.

5-Year PHA Plan (for All PHAs)

U.S. Department of Housing and Urban Development

Office of Public and Indian Housing OMB No. 2577-0226 Expires: 02/29/2016

Purpose. The 5-Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families

Applicability. Form HUD-50075-5Y is to be completed once every 5 PHA fiscal years by all PHAs.

Page 1 of 8 form HUD-50075-5Y (12/2014)

A.

PHA Information.

A.1

PHA Name: _TEXOMA COUNCIL OF GOVERNMENTS_________________________________________ PHA Code: __TX542_________ PHA Plan for Fiscal Year Beginning: (MM/YYYY): _01/2020______ PHA Plan Submission Type: 5-Year Plan Submission Revised 5-Year Plan Submission

Availability of Information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public. A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may reasonably obtain additional information on the PHA policies contained in the standard Annual Plan, but excluded from their streamlined submissions. At a minimum, PHAs must post PHA Plans, including updates, at each Asset Management Project (AMP) and main office or central office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official websites. PHAs are also encouraged to provide each resident council a copy of their PHA Plans.

Notice of Public Meeting for Grayson County: The public comment period for the Annual Plan of the TCOG Section 8 Housing Choice Voucher Program serving Grayson County is: June 16, 2019 - July 31, 2019 until 5:00 pm. All comments must be submitted in writing to the address listed below via US Mail or in person and must be received before the close of the comment period. All comments will be reviewed at a public meeting on August 8, 2019, at 9:00 AM at the TCOG office building located at 1117 Gallagher Drive, Suite 210, Sherman, TX 75090. Plan documents are currently available for review at this location Notice of Public Meeting for Fannin County The public comment period for the Annual Plan of the TCOG Section 8 Housing Choice Voucher Program serving Fannin County is: June 18, 2019 – August 2, 2019 until 5:00 pm. All comments must be submitted in writing to the address listed below via US Mail or in person and must be received before the close of the comment period. All comments will be reviewed at a public meeting on August 8, 2019, at 10:30 AM at the TEAM Center/Section 8 office located at 806 W. 16th Street, Bonham, TX 75418. Plan documents are currently available for review at this location.

PHA Consortia: (Check box if submitting a Joint PHA Plan and complete table below)

Participating PHAs PHA

Code

Program(s) in the

Consortia

Program(s) not in the

Consortia

No. of Units in Each Program

PH HCV

Lead PHA:

of 8 form HUD-50075-5Y (12/2014)

B.

5-Year Plan. Required for all PHAs completing this form.

B.1

Mission. State the PHA’s mission for serving the needs of low- income, very low- income, and extremely low- income families in the PHA’s jurisdiction for the next five years. The mission of Texoma Council of Governments is the same as that of the Department of Housing and Urban Development: To promote adequate and affordable housing, economic opportunity and a suitable living environment free from discrimination.

B.2

Goals and Objectives. Identify the PHA’s quantifiable goals and objectives that will enable the PHA to serve the needs of low- income, very low- income, and extremely low- income families for the next five years. The Texoma Council of Governments (TCOG) Section 8 HCV Program has increased over the last five years to include 74 HUD-VASH vouchers and this has led to increased community support and networking. TCOG administers additional special purpose programs including; 50 Mainstream vouchers, 7 Family Unification vouchers and 5 Money Follows the Person Demonstration vouchers. The Section 8 Program also includes the administration of a Family Self-Sufficiency (FSS) and Homeownership Programs. Success has been accomplished in the FSS Program with 110 graduates and the Homeownership Program has seen 12 participants who have purchased their first home. TCOG will continue to seek funding to expand the supply of assisted housing in our jurisdiction. In order to improve the quality of assisted housing, TCOG continues to upgrade internal operations pertaining to voucher management. TCOG Section 8 has a Standard rating in SEMAP and housing staff are addressing PIC and software issues to bring the rating back to High Performer. Customer satisfaction is our goal as TCOG strives to connect people with solutions. Housing staff will continue to provide outreach to applicants and participants to ensure a superior level of client satisfaction. Voucher holders and participants are informed of the portability option during the briefing session and re-examination to increase assisted housing choices. Upon request for portability, TCOG will counsel with clients regarding voucher mobility. TCOG will continue to increase outreach efforts to potential landlords as follows; group presentations, annual survey of interest, individual meetings as needed, radio and newspaper advertising. TCOG will continue to evaluate the needs within the community regarding rent burdens and housing affordability and will assess on an annual basis the need for adjustment to the payment standards. To promote an improved living environment, TCOG will continue to coordinate with area agencies to provide supportive services for elderly, persons with disabilities and homeless households. Collaborations with the VA, HHS, Workforce Development Board, TCOG Community Services Block Grant (CSBG), area colleges and the existing FSS Program will increase coordination of area supportive services. TCOG is committed to undertaking affirmative measures to ensure access to assisted housing and provide a suitable living environment for families living in assisted housing, regardless of race, color, religion national origin, sex, familial status and disability. TCOG further commits to undertake affirmative measures to ensure accessible housing to persons with disabilities regardless of unit size requirements.

B.3

Progress Report. Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5-Year Plan. TCOG, has made significant progress in meeting the mission and goals outlined in the 5-Year Plan. Additional funding received in past years has allowed TCOG to serve those with special needs in a more timely fashion. The recent addition of the VASH Program has assisted with local veteran needs and strengthened TCOG’s relationship with the VA. Through the Family Unification, Mainstream, Money Follows the Person Demonstration and FSS Programs funded in past years, TCOG has strengthened relationships with area agencies such as; Child Protective Services, Texoma Community Center, Health and Human Services (HHS), and Workforce Texoma. Coordination among these agencies has increased economic opportunities for all participants. TCOG has worked diligently with landlords in this area to improve the quality and choices of assisted housing. Through extensive counseling with current landlords, TCOG has maintained rental prices for our participants within limits set by HUD regardless of the tight market that exits in this area. Through outreach to landlords and tenants, TCOG has encouraged participation by owners of suitable units located outside of areas of low income or minority concentration. TCOG strives to promote self-sufficiency and asset development of families and individuals participating in the Section 8 Rental Assistance Program. Through the Family Self-Sufficiency Program, TCOG has been able to track a significant increase in employed participants over the last year. This progress is due to the coordination with Workforce agencies in the area to provide supportive services to improve participant’s employability. TCOG also administers the Mainstream Program and strives to promote self-sufficiency among participants with disabilities. Coordination with the Texoma Area on Aging, Texoma Community Center and Callie Clinic (Aids Resource Center of Texoma) has been very instrumental in providing the supportive services needed to serve this population. Overall, TCOG has made significant progress over the years in the mission and goals listed in the 5-Year Plan. Primarily, TCOG has made significant progress during the 5-year Plan period in our goal to ensure equal opportunities and affirmatively further fair housing.

B.4

Violence Against Women Act (VAWA) Goals. Provide a statement of the PHA’s goals, activities objectives, policies, or programs that will enable the PHA to serve the needs of child and adult victims of domestic violence, dating violence, sexual assault, or stalking. TCOG has adopted policies and Governing Board resolution to provide enhanced protections and options for victims of domestic violence, dating violence, sexual assault, or stalking. TCOG recognizes the importance of providing housing protection and rights to victims under VAWA. Section 8 tenants and landlords have been notified of their rights under VAWA and TCOG has developed an emergency transfer plan.

B.5

Significant Amendment or Modification. Provide a statement on the criteria used for determining a significant amendment or modification to the 5-Year Plan. The basic criteria TCOG will use to determine what constitutes a “substantial deviation” from the 5-Year Plan and a “significant amendment or modification” to either the 5-Year Plan or Annual Plan includes any changes to TCOG’s overall mission, any changes to the goals or objectives that affect services to residents, or significant changes to TCOG’s financial situation.

of 8 form HUD-50075-5Y (12/2014)

B.6

Resident Advisory Board (RAB) Comments. (a) Did the RAB(s) provide comments to the 5-Year PHA Plan? Y N

(b) If yes, comments must be submitted by the PHA as an attachment to the 5-Year PHA Plan. PHAs must also include a narrative describing their analysis of the RAB recommendations and the decisions made on these recommendations.

B.7 Certification by State or Local Officials.

Form HUD 50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan.

Instructions for Preparation of Form HUD-50075-5Y

5-Year PHA Plan for All PHAs

A. PHA Information 24 CFR §903.23(4)(e) A.1 Include the full PHA Name, PHA Code, , PHA Fiscal Year Beginning (MM/YYYY), PHA Plan Submission Type, and the Availability of

Information, specific location(s) of all information relevant to the hearing and proposed PHA Plan.

PHA Consortia: Check box if submitting a Joint PHA Plan and complete the table.

B. 5-Year Plan.

B.1 Mission. State the PHA’s mission for serving the needs of low- income, very low- income, and extremely low- income families in the PHA’s jurisdiction for the next five years. (24 CFR §903.6(a)(1))

B.2 Goals and Objectives. Identify the PHA’s quantifiable goals and objectives that will enable the PHA to serve the needs of low- income, very low- income, and extremely low- income families for the next five years. (24 CFR §903.6(b)(1)) For Qualified PHAs only, if at any time a PHA proposes to take units offline for modernization, then that action requires a significant amendment to the PHA’s 5-Year Plan.

B.3 Progress Report. Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5-Year Plan.

(24 CFR §903.6(b)(2)) B.4 Violence Against Women Act (VAWA) Goals. Provide a statement of the PHA’s goals, activities objectives, policies, or programs that will

enable the PHA to serve the needs of child and adult victims of domestic violence, dating violence, sexual assault, or stalking. (24 CFR §903.6(a)(3))

B.5 Significant Amendment or Modification. Provide a statement on the criteria used for determining a significant amendment or modification to the 5-Year Plan.

B.6 Resident Advisory Board (RAB) comments.

(a) Did the public or RAB provide comments? (b) If yes, submit comments as an attachment to the Plan and describe the analysis of the comments and the PHA’s decision made on these

recommendations. (24 CFR §903.17(a), 24 CFR §903.19)

This information collection is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added a new section 5A to the U.S. Housing Act of 1937, as amended, which introduced the 5-Year PHA Plan. The 5-Year PHA Plan provides the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families and the progress made in meeting the goals and objectives described in the previous 5-Year Plan. Public reporting burden for this information collection is estimated to average .76 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. Privacy Act Notice. The United States Department of Housing and Urban Development is authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality.

http://www.hud.gov/offices/adm/hudclips/forms/files/50077sl.doc

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of 8 form HUD-50075-5Y (12/2014)

Streamlined Annual

PHA Plan

(HCV Only PHAs)

U.S. Department of Housing and Urban Development

Office of Public and Indian Housing OMB No. 2577-0226

Expires 02/29/2016

Purpose. The 5-Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families Applicability. Form HUD-50075-HCV is to be completed annually by HCV-Only PHAs. PHAs that meet the definition of a Standard PHA, Troubled PHA, High Performer PHA, Small PHA, or Qualified PHA do not need to submit this form. Where applicable, separate Annual PHA Plan forms are available for each of these types of PHAs. Definitions.

(1) High-Performer PHA – A PHA that owns or manages more than 550 combined public housing units and housing choice vouchers, and was designated as a high performer on both of the most recent Public Housing Assessment System (PHAS) and Section Eight Management Assessment Program (SEMAP) assessments if administering both programs, or PHAS if only administering public housing.

(2) Small PHA - A PHA that is not designated as PHAS or SEMAP troubled, or at risk of being designated as troubled, that owns or manages less than 250 public housing units and any number of vouchers where the total combined units exceeds 550.

(3) Housing Choice Voucher (HCV) Only PHA - A PHA that administers more than 550 HCVs, was not designated as troubled in its most recent SEMAP assessment, and does not own or manage public housing.

(4) Standard PHA - A PHA that owns or manages 250 or more public housing units and any number of vouchers where the total combined units exceeds 550, and that was designated as a standard performer in the most recent PHAS and SEMAP assessments.

(5) Troubled PHA - A PHA that achieves an overall PHAS or SEMAP score of less than 60 percent. (6) Qualified PHA - A PHA with 550 or fewer public housing dwelling units and/or housing choice vouchers combined, and is not PHAS or SEMAP troubled.

A.

PHA Information.

A.1

PHA Name: _TEXOMA COUNCIL OF GOVERNMENTS_________________________________________ PHA Code: _TX542__________ PHA Plan for Fiscal Year Beginning: (MM/YYYY): _01/2020______ PHA Inventory (Based on Annual Contributions Contract (ACC) units at time of FY beginning, above) Number of Housing Choice Vouchers (HCVs) ___691___________ PHA Plan Submission Type: Annual Submission Revised Annual Submission Availability of Information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public. A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may reasonably obtain additional information of the PHA policies contained in the standard Annual Plan, but excluded from their streamlined submissions. At a minimum, PHAs must post PHA Plans, including updates, at the main office or central office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official website. Notice of Public Meeting for Grayson County: The public comment period for the Annual Plan of the TCOG Section 8 Housing Choice Voucher Program serving Grayson County is: June 16, 2019 - July 31, 2019 until 5:00 pm. All comments must be submitted in writing to the address listed below via US Mail or in person and must be received before the close of the comment period. All comments will be reviewed at a public meeting on August 8, 2019, at 9:00 AM at the TCOG office building located at 1117 Gallagher Drive, Suite 210, Sherman, TX 75090. Plan documents are currently available for review at this location Notice of Public Meeting for Fannin County The public comment period for the Annual Plan of the TCOG Section 8 Housing Choice Voucher Program serving Fannin County is: June 18, 2019 – August 2, 2019 until 5:00 pm. All comments must be submitted in writing to the address listed below via US Mail or in person and must be received before the close of the comment period. All comments will be reviewed at a public meeting on August 8, 2019, at 10:30 AM at the TEAM Center/Section 8 office located at 806 W. 16th Street, Bonham, TX 75418. Plan documents are currently available for review at this location.

PHA Consortia: (Check box if submitting a joint Plan and complete table below)

of 8 form HUD-50075-5Y (12/2014)

Participating PHAs PHA Code Program(s) in the Consortia Program(s) not in the

Consortia No. of Units in Each Program

Lead HA:

B.

Annual Plan.

B.1

Revision of PHA Plan Elements.

(a) Have the following PHA Plan elements been revised by the PHA since its last Annual Plan submission? Y N

Housing Needs and Strategy for Addressing Housing Needs. Deconcentration and Other Policies that Govern Eligibility, Selection, and Admissions. Financial Resources. Rent Determination. Operation and Management. Informal Review and Hearing Procedures. Homeownership Programs. Self Sufficiency Programs and Treatment of Income Changes Resulting from Welfare Program Requirements. Substantial Deviation. Significant Amendment/Modification.

(b) If the PHA answered yes for any element, describe the revisions for each element(s):

B.2 New Activities

(a) Does the PHA intend to undertake any new activities related to the following in the PHA’s current Fiscal Year?

Y N Project Based Vouchers.

(b) If this activity is planned for the current Fiscal Year, describe the activities. Provide the projected number of project-based units and general locations, and describe how project-basing would be consistent with the PHA Plan.

B.3

Most Recent Fiscal Year Audit.

(a) Were there any findings in the most recent FY Audit? Y N N/A

(b) If yes, please describe:

of 8 form HUD-50075-5Y (12/2014)

B.4

Civil Rights Certification

Form HUD-50077, PHA Certifications of Compliance with the PHA Plans and Related Regulations, must be submitted by the PHA as an electronic attachment to the PHA Plan.

B.5

Certification by State or Local Officials.

Form HUD 50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan.

B.6

Progress Report. Provide a description of the PHA’s progress in meeting its Mission and Goals described in its 5-Year PHA Plan. TCOG, has made significant progress in meeting the mission and goals outlined in the 5-Year Plan. Additional funding received in past years has allowed TCOG to serve those with special needs in a more timely fashion. The recent addition of the VASH Program has assisted with local veteran needs and strengthened TCOG’s relationship with the VA. Through the Family Unification, Mainstream, Money Follows the Person Demonstration and FSS Programs funded in past years, TCOG has strengthened relationships with area agencies such as; Child Protective Services, Texoma Community Center, Health and Human Services (HHS), and Workforce Texoma. Coordination among these agencies has increased economic opportunities for all participants. TCOG has worked diligently with landlords in this area to improve the quality and choices of assisted housing. Through extensive counseling with current landlords, TCOG has maintained rental prices for our participants within limits set by HUD regardless of the tight market that exits in this area. Through outreach to landlords and tenants, TCOG has encouraged participation by owners of suitable units located outside of areas of low income or minority concentration. TCOG strives to promote self-sufficiency and asset development of families and individuals participating in the Section 8 Rental Assistance Program. Through the Family Self-Sufficiency Program, TCOG has been able to track a significant increase in employed participants over the last year. This progress is due to the coordination with Workforce agencies in the area to provide supportive services to improve participant’s employability. TCOG also administers the Mainstream Program and strives to promote self-sufficiency among participants with disabilities. Coordination with the Texoma Area on Aging, Texoma Community Center and Callie Clinic (Aids Resource Center of Texoma) has been very instrumental in providing the supportive services needed to serve this population. Overall, TCOG has made significant progress over the years in the mission and goals listed in the 5-Year Plan. Primarily, TCOG has made significant progress during the 5-year Plan period in our goal to ensure equal opportunities and affirmatively further fair housing.

B.7

Resident Advisory Board (RAB) Comments. (a) Did the RAB(s) provide comments to the PHA Plan? Y N

(a) If yes, comments must be submitted by the PHA as an attachment to the PHA Plan. PHAs must also include a narrative describing their analysis of the RAB recommendations and the decisions made on these recommendations.

http://www.hud.gov/offices/adm/hudclips/forms/files/50077.pdf

http://www.hud.gov/offices/adm/hudclips/forms/files/50077sl.doc

of 8 form HUD-50075-5Y (12/2014)

Instructions for Preparation of Form HUD-50075-HCV

Annual PHA Plan for HCV Only PHAs

__________________________________________________________________ A. PHA Information. All PHAs must complete this section. (24 CFR §903.23(4)(e))

A.1 Include the full PHA Name, PHA Code, PHA Type, PHA Fiscal Year Beginning (MM/YYYY), Number of Housing Choice Vouchers (HCVs), PHA

Plan Submission Type, and the Availability of Information, specific location(s) of all information relevant to the public hearing and proposed PHA Plan.

PHA Consortia: Check box if submitting a Joint PHA Plan and complete the table. (24 CFR §943.128(a))

B. Annual Plan. All PHAs must complete this section. (24 CFR §903.11(c)(3))

B.1 Revision of PHA Plan Elements. PHAs must:

Identify specifically which plan elements listed below that have been revised by the PHA. To specify which elements have been revised, mark the “yes” box. If an element has not been revised, mark “no."

Housing Needs and Strategy for Addressing Housing Needs. Provide a statement addressing the housing needs of low-income, very low-income

families who reside in the PHA’s jurisdiction and other families who are on the Section 8 tenant-based waiting list. The statement must identify the housing needs of (i) families with incomes below 30 percent of area median income (extremely low-income), (ii) elderly families and families with disabilities, and (iii) households of various races and ethnic groups residing in the jurisdiction or on the waiting list based on information provided by the applicable Consolidated Plan, information provided by HUD, and other generally available data. The identification of housing needs must address issues of affordability, supply, quality, accessibility, size of units, and location. (24 CFR §903.7(a)(1) and 24 CFR §903.7(a)(2)(i)). Provide a description of the PHA’s strategy for addressing the housing needs of families in the jurisdiction and on the waiting list in the upcoming year. 24 CFR §903.7(a)(2)(ii)

Deconcentration and Other Policies that Govern Eligibility, Selection, and Admissions. A statement of the PHA’s policies that govern resident or tenant eligibility, selection and admission including admission preferences for HCV. (24 CFR §903.7(b))

Financial Resources. A statement of financial resources, including a listing by general categories, of the PHA’s anticipated resources, such as PHA HCV funding and other anticipated Federal resources available to the PHA, as well as tenant rents and other income available to support tenant-based assistance. The statement also should include the non-Federal sources of funds supporting each Federal program, and state the planned use for the resources. (24 CFR §903.7(c))

Rent Determination. A statement of the policies of the PHA governing rental contributions of families receiving tenant-based assistance, discretionary minimum tenant rents , and payment standard policies. (24 CFR §903.7(d))

Operation and Management. A statement that includes a description of PHA management organization, and a listing of the programs administered by the PHA. (24 CFR §903.7(e)(3)(4)).

Informal Review and Hearing Procedures. A description of the informal hearing and review procedures that the PHA makes available to its

applicants. (24 CFR §903.7(f))

Homeownership Programs. A statement describing any homeownership programs (including project number and unit count) administered by the agency under section 8y of the 1937 Act, or for which the PHA has applied or will apply for approval. (24 CFR §903.7(k))

Self Sufficiency Programs and Treatment of Income Changes Resulting from Welfare Program Requirements. A description of any PHA programs relating to services and amenities coordinated, promoted, or provided by the PHA for assisted families, including those resulting from the PHA’s partnership with other entities, for the enhancement of the economic and social self-sufficiency of assisted families, including programs provided or offered as a result of the PHA’s partnerships with other entities, and activities under section 3 of the Housing and Community Development Act of 1968 and under requirements for the Family Self-Sufficiency Program and others. Include the program’s size (including required and actual size of the FSS program) and means of allocating assistance to households. (24 CFR §903.7(l)(i)) Describe how the PHA will comply with the requirements of section 12(c) and (d) of the 1937 Act that relate to treatment of income changes resulting from welfare program requirements. (24 CFR §903.7(l)(iii)).

Substantial Deviation. PHA must provide its criteria for determining a “substantial deviation” to its 5-Year Plan. (24 CFR §903.7(r)(2)(i))

Significant Amendment/Modification. PHA must provide its criteria for determining a “Significant Amendment or Modification” to its 5-Year and Annual Plan. Should the PHA fail to define ‘significant amendment/modification’, HUD will consider the following to be ‘significant amendments or modifications’: a) changes to rent or admissions policies or organization of the waiting list; or b) any change with regard to homeownership programs. See guidance on HUD’s website at: Notice PIH 1999-51. (24 CFR §903.7(r)(2)(ii))

If any boxes are marked “yes”, describe the revision(s) to those element(s) in the space provided.

B.2 New Activity. If the PHA intends to undertake new activity using Housing Choice Vouchers (HCVs) for new Project-Based Vouchers (PBVs) in the current Fiscal Year, mark “yes” for this element, and describe the activities to be undertaken in the space provided. If the PHA does not plan to undertake this activity, mark “no.” (24 CFR §983.57(b)(1) and Section 8(13)(C) of the United States Housing Act of 1937.


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of 8 form HUD-50075-5Y (12/2014)

Project-Based Vouchers (PBV). Describe any plans to use HCVs for new project-based vouchers. If using PBVs, provide the projected number of

project-based units and general locations, and describe how project-basing would be consistent with the PHA Plan. B.3 Most Recent Fiscal Year Audit. If the results of the most recent fiscal year audit for the PHA included any findings, mark “yes” and describe those

findings in the space provided. (24 CFR §903.11(c)(3), 24 CFR §903.7(p))

B.4 Civil Rights Certification. Form HUD-50077, PHA Certifications of Compliance with the PHA Plans and Related Regulation, must be submitted by the PHA as an electronic attachment to the PHA Plan. This includes all certifications relating to Civil Rights and related regulations. A PHA will be considered in compliance with the AFFH Certification if: it can document that it examines its programs and proposed programs to identify any impediments to fair housing choice within those programs; addresses those impediments in a reasonable fashion in view of the resources available; works with the local jurisdiction to implement any of the jurisdiction’s initiatives to affirmatively further fair housing; and assures that the annual plan is consistent with any applicable Consolidated Plan for its jurisdiction. (24 CFR §903.7(o))

B.5 Certification by State or Local Officials. Form HUD-50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated

Plan, including the manner in which the applicable plan contents are consistent with the Consolidated Plans, must be submitted by the PHA as an electronic attachment to the PHA Plan. (24 CFR §903.15)

B.6 Progress Report. For all Annual Plans following submission of the first Annual Plan, a PHA must include a brief statement of the PHA’s progress in meeting the mission and goals described in the 5-Year PHA Plan. (24 CFR §903.11(c)(3), 24 CFR §903.7(r)(1))

B.7 Resident Advisory Board (RAB) comments. If the RAB provided comments to the annual plan, mark “yes,” submit the comments as an attachment to the Plan and describe the analysis of the comments and the PHA’s decision made on these recommendations. (24 CFR §903.13(c), 24 CFR §903.19) This information collection is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added a new section 5A to the U.S. Housing Act of 1937, as amended, which introduced the Annual PHA Plan. The Annual PHA Plan provides a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, and informs HUD, families served by the PHA, and members of the public for serving the needs of low- income, very low- income, and extremely low- income families. Public reporting burden for this information collection is estimated to average 4.5 hour per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. Privacy Act Notice. The United States Department of Housing and Urban Development is authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality




http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=929855241bbc0873ac4be47579a4d2bf&rgn=div5&view=text&node=24:4.0.3.1.3&idno=24#24:4.0.3.1.3.2.5.10


http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=663ef5e048922c731853f513acbdfa81&rgn=div5&view=text&node=24:4.0.3.1.3&idno=24#24:4.0.3.1.3.2.5.5


http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=f41eb312b1425d2a95a2478fde61e11f&rgn=div5&view=text&node=24:4.0.3.1.3&idno=24#24:4.0.3.1.3.2.5.12


THRU: Eric M. Bridges, Executive Director

FROM: Judy Fullylove, Energy Services Program Manager JF


RE: 2020 Community Services Block Grant Budget and Community Action Plan (CAP)

Initiative updates

RECOMMENDATION

Ratify submission of new CAP initiatives and the Community Services Block Grant Budget to the Texas

Department of Housing and Community Affairs (TDHCA).

BACKGROUND

TDHCA requires the submission of a Community Action Plan (CAP) once every three years. A plan was

submitted in 2019 and addressed the top 5 needs identified in the Community Needs Assessment.

TCOG identified the top five regional needs as: mental health, affordable housing, transportation, food

insecurity, and childhood poverty.

The 2020 Texoma CAP has two new initiatives that include plans to address hunger and food insecurity

in Fannin County and a region-wide mental health campaign.

DISCUSSION

TCOG will utilize CSBG funds to support Getting Ahead programs in two counties, employment and

education support to qualified households transitioning out of poverty, emergency rent and food

assistance, as well as salaries and fringe benefits to staff. Contract period is January 1, 2020 through

December 31, 2020. Counties served: Cooke, Fannin and Grayson.

BUDGET

Total budget amount is $243,107.

Subrecipient:

Service Area:

Diff.: 0.00$

Date

Date

B.4 Equipment

B.2 Fringe Benefits

Texoma Council of Governments

Cooke, Fannin, Grayson Counties

BUDGET CATEGORIES AMOUNT

B.1 Personnel89,235.36$

31,605.89$

2,065.50$

IMPORTANT! This "Summary Page" will self-populate as you complete each of the worksheets (B.1 - B.9):

B.3 Travel

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS

COMMUNITY SERVICES BLOCK GRANT PROPOSED BUDGET

PY 2020

Please enter the requested information into the yellow highlighted cells

on each page and sign the Summary Page below

243,107.00$ CSBG Allocation:

243,107.00$

*TOTAL BUDGET" must equal the "CSBG Allocation" above.

Subrecipient Approval

B.6 Contractual

B.5 Supplies3,054.16$

-$

3,354.25$

72,391.63$

41,400.21$

B.7 Other/B.8 Client Services

B.9 Indirect Costs

Signature of Approver

(If subrecipient has an approved Indirect Cost Rate Agreement from cognizant agency, enter detail on B.9).

TOTAL BUDGET*

Signature of Preparer

Summary Page 1

Co

mm

un

ity Initiative

Status (C

IS) Form

#1

1In

itiative N

ame

Regio

nal C

oo

rdin

ated

Transp

ortatio

n P

lan

2In

itiative Year

20

19

Ye

s

3P

rob

lem Id

entificatio

n

Texom

a Co

un

cil of G

overn

men

ts Co

mm

un

ity Need

s Assessm

ent fo

r 20

19

-20

21

iden

tified tran

spo

rtation

amo

ng th

e TOP

five need

s in C

oo

ke, Fann

in, an

d G

rayson

Co

un

ties (TX). Th

e Texom

a Regio

n m

ost p

rom

inen

t pro

blem

is the lack o

f pu

blic

transp

ortatio

n. Th

e mo

st com

mo

n u

nm

et need

s are the ab

ility to get to

and

from

daily life activites su

ch as jo

bs, m

edical ap

po

intm

ents, gro

cery store, p

harm

acy and

social activities.

If Ye

s, wh

ich n

ee

d?

4G

oal/A

gend

a

Texom

a Co

un

cil of G

overn

men

ts (TCO

G) w

ill partn

er with

Texom

a Area P

aratransit

System (TA

PS) to

imp

rove co

nn

ectivity betw

een p

op

ulatio

n cen

ters and

rural areas

by p

rovid

ing call d

ata and

analysis o

f clients th

at con

tact TCO

G so

cial service

pro

grams w

ith u

nm

et transp

ortatio

n n

eeds. TA

PS w

ill review an

d an

alyse data to

establish

fixed tran

spo

rtation

rou

tes and

imp

rove co

nn

ectivity. The go

al is to

increase co

nn

ectivity by 5

0%

; add

ing 1

new

rou

te and

increase an

existing ro

ute b

y

1.

4

5Issu

e/CSB

G C

om

mu

nity D

om

ains

CN

PI3

Infrastru

cture &

Asset B

uild

ing

6U

ltimate Exp

ected O

utco

me

CN

PI 3

a.4 Tran

spo

rtation

, CN

PI 3

b.4

Transp

ortatio

n, C

NP

I 3i P

ercent in

crease of

transp

ortatio

n services in

the id

entified

com

mu

nity.

7Id

entified

Co

mm

un

ityR

egion

8Exp

ected D

uratio

nYe

ar 2 o

f 3 years

9P

artnersh

ip Typ

eC

AA

is the co

re organ

izer of m

ulti-p

artner In

itiative

10

Partn

ersTe

xom

a Area P

aratransit Syste

m (TA

PS)

11

Strategy(ies)

STR 7

c

12

Pro

gress on

Ou

tcom

es/Ind

icators

13

Imp

act of O

utco

mes

14

Ou

tcom

es/Ind

icators to

Re

po

rt

15

Final Statu

s P

ercen

t Ach

ieved

16

Lesson

s Learned

Reporting and

Achievement

of ResultsIn

itiative a to

p 5

ne

ed

in yo

ur C

AP

?

Planning

Co

mm

un

ity Initiative

Status (C

IS) Form

C

IS 2

Texom

a Co

un

cil of G

overn

men

ts Su

brecip

ient:

CIS 1

1 o

f 4

Co

mm

un

ity Initiative

Status (C

IS) Form

#2

1In

itiative N

ame

City o

f Ro

ad R

un

ner in

Co

oke

Co

un

ty

2In

itiative Year

20

19

3P

rob

lem Id

entificatio

n

Du

ring a city co

un

cil meetin

g in 2

01

7, a Texo

ma C

ou

ncil o

f Go

vernm

ent staff

mem

ber learn

ed th

e city of R

oad

Ru

nn

er, TX w

as the n

ewest in

corp

orated

tow

n in

the State o

f Texas. The city w

as form

ed after th

e ho

meo

wn

ers associatio

n th

at

existed fo

r man

y years disso

lved. R

oad

Ru

nn

er becam

e it's ow

n en

tity with

a City

Co

un

cil and

Mayo

r in 2

01

7. Th

ere is almo

st no

infrastru

cture o

r paved

road

s in th

e

com

mu

nity, an

d very few

perm

anen

t bu

ildin

g structu

res.

If Ye

s, wh

ich n

ee

d?

4G

oal/A

gend

a

TCO

G w

ill pro

vide tech

nical assistan

ce and

plan

nin

g services to city lead

ership

on

ho

w to

bu

ild (stru

cture) a city. TC

OG

will recru

it a team o

f experts w

ith exp

erience in

storm

water d

rainage, ro

ad im

pro

vemen

t, and

cod

e enfo

rcemen

t. The M

ayor is

wo

rking w

ith C

oo

ke Co

officials fo

r con

structio

n o

f road

s thro

ugh

an in

terlocal

agreemen

t. The C

ity Co

un

cil is establish

ing o

rdin

ances. Th

e goal is a w

ell-develo

ped

city plan

for R

oad

Ru

nn

er, TX.

5Issu

e/CSB

G C

om

mu

nity D

om

ains

CN

PI3

Infrastru

cture &

Asset B

uild

ing

6U

ltimate

Expected

Ou

tcom

e

CN

PI 6

G2

c Percen

t increase o

f peo

ple p

articipatin

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ub

lic hearin

gs, po

licy

foru

ms, co

mm

un

ity plan

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g, or o

ther ad

visory b

oard

s related to

the C

SBG

Eligible

Entity's d

elivery of service an

d/o

r imp

lemen

tation

of strategies to

add

ress con

ditio

ns

of p

overty in

the id

entified

com

mu

nity.

7Id

entified

Co

mm

un

ityC

ity

8Exp

ected D

uratio

nYe

ar 2 o

f 3 years

9P

artnersh

ip Typ

eC

AA

is the co

re organ

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ulti-p

artner In

itiative

10

Partn

ersM

ayor, C

ity Co

un

cil

11

Strategy(ies)

STR 3

l

12

Pro

gress on

Ou

tcom

es/Ind

icators

13

Imp

act of O

utco

mes

14

Ou

tcom

es/Ind

icators to

Re

po

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15

Final Statu

s P

ercen

t Ach

ieved

16

Lesson

s Learned

Initiative

a top

5 n

ee

d

in yo

ur C

AP

?

Planning

Reporting and

Achievement

of Results

Texom

a Co

un

cil of G

overn

men

ts Su

brecip

ient:

CIS 2

Co

mm

un

ity Initiative

Status (C

IS) Form

CIS 2

2 o

f 4

Co

mm

un

ity Initiative

Status (C

IS) Form

#3

1In

itiative N

ame

Fann

in C

ou

nty Fo

od

Pro

ject

2In

itiative Year

20

20

Ye

s

3P

rob

lem Id

entificatio

n

Texom

a Co

un

cil of G

overn

men

ts' 20

19

– 20

21

Co

mm

un

ity Need

s Assessm

ent

iden

tified fo

od

insecu

rity as on

e of th

e top

5 n

eeds in

Fann

in C

ou

nty. Th

e cou

nty h

as

on

e of th

e high

est un

emp

loym

ent rates an

d h

ou

seho

lds o

n th

e SNA

P p

rogram

of th

e

tri-cou

nty regio

n. M

any resid

ents o

f the co

un

ty lack access to fresh

pro

du

ce.

If Ye

s, wh

ich n

ee

d?

4G

oal/A

gend

a

Texom

a Co

un

cil of G

overn

men

ts will fo

ster new

partn

ership

s to assist w

ith p

lann

ing

com

mu

nity gard

ens th

rou

gho

ut th

e cou

nty an

d creatin

g health

y foo

d in

itiatives.

First Un

ited M

etho

dist C

hu

rch o

f Bo

nh

am w

ill do

nate a p

lot o

f land

for a co

mm

un

ity

garden

. No

rth Texas Fo

od

Ban

k will p

articipate in

com

mu

nity m

eetings, p

rovid

e

inp

ut ab

ou

t com

mu

nity gard

ens, an

d p

rovid

e fresh p

rod

uce to

residen

ts in th

e

interim

. Texas Agrilife Exten

sion

will p

rovid

e edu

cation

and

nu

trition

cou

rses and

learnin

g op

po

rtun

ities to resid

ents. Th

e initiative w

ill pro

du

ce on

e com

mu

nity

garden

in th

e pro

ject year.

2

5Issu

e/CSB

G C

om

mu

nity D

om

ains

CN

PI5

Health

& So

cial/Beh

avioral

6U

ltimate Exp

ected O

utco

me

CN

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d N

um

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f accessible an

d affo

rdab

le health

y foo

d reso

urces created

in th

e

iden

tified co

mm

un

ity.

7Id

entified

Co

mm

un

ityC

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8Exp

ected D

uratio

nYe

ar 1 o

f 3 years

9P

artnersh

ip Typ

eC

AA

is the co

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itiative

10

Partn

ersTe

xom

a Co

un

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me

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nited

Meth

od

ist Ch

urch

, No

rth

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od

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k, Texas AgriLife Exten

sion

.

11

Strategy(ies)STR

5b

, STR 5

e, STR 5

f

12

Pro

gress on

Ou

tcom

es/Ind

icators

13

Imp

act of O

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mes

14

Ou

tcom

es/Ind

icators to

Re

po

rt

15

Final Statu

s P

ercen

t Ach

ieved

16

Lesson

s Learned

CIS 3

Co

mm

un

ity Initiative

Status (C

IS) Form

Planning

Initiative

a top

5 n

ee

d

in yo

ur C

AP

?

Reporting and

Achievement

of Results

Texom

a Co

un

cil of G

overn

men

ts Su

brecip

ient:

CIS 3

3 o

f 4

Co

mm

un

ity Initiative

Status (C

IS) Form

#4

1In

itiative N

ame

Co

mm

un

ity Men

tal Health

Initiative

2In

itiative Year

20

20

Ye

s

3P

rob

lem Id

entificatio

n

The Texo

ma co

mm

un

ity, especially in

Grayso

n an

d Fan

nin

cou

nties, is alread

y aware

of th

e men

tal health

need

s the area faces. Th

e Texom

a Health

Fou

nd

ation

has b

egun

a drive to

un

derstan

d an

d ad

dress th

e men

tal health

issues, w

ith w

idesp

read su

pp

ort

from

edu

cation

, govern

men

t, social h

elp agen

cies and

the m

edical co

mm

un

ity.

Several agencies, su

ch as Texo

ma C

ou

ncil o

f Go

vernm

ents, sch

oo

l districts, an

d

ind

ustry h

ave ado

pted

the “O

kay to Say” p

rogram

, makin

g it acceptab

le for p

eop

le

to talk m

ore o

pen

ly abo

ut m

ental h

ealth issu

es. Ho

wever, th

ere are no

t eno

ugh

men

tal health

care facilities in th

e region

to m

eet the n

eeds. P

age 55

of th

e 20

19

-

20

21

Texom

a Co

mm

un

ity Need

s Assessm

ent.

If Ye

s, wh

ich n

ee

d?

4G

oal/A

gend

a

TCO

G w

ill pro

vide o

rganizatio

nal su

pp

ort an

d strategic co

nsu

lting in

the

develo

pm

ent recru

itmen

t materials th

at target men

tal health

care pro

viders.

Texom

a Health

Fou

nd

ation

will cu

ltivate the d

evelop

men

t and

grow

th o

f the

health

care ind

ustry in

the regio

n th

rou

gh active recru

itmen

t and

incen

tivization

of

men

tal health

care pro

viders. Th

e Ch

ild an

d Fam

ily Gu

idan

ce Cen

ter will p

rovid

e

Traum

a Info

rmed

Care classes to

local w

orkfo

rce in an

effort to

increase aw

areness

and

sensitivity to

men

tal health

crisis amo

ng staff an

d in

divid

uals th

at are imp

acted

by it. Th

e initiative w

ill increase p

rovid

ers from

3 to

6 in

the p

rogram

year.

1

5Issu

e/CSB

G C

om

mu

nity D

om

ains

CN

PI5

Health

& So

cial/Beh

avioral

6U

ltimate

Expected

Ou

tcom

eC

NP

I 5b

Nu

mb

er of accessib

le and

afford

able b

ehavio

ral and

men

tal health

assets or

resou

rces created in

the id

entified

com

mu

nity.

7Id

entified

Co

mm

un

ityR

egion

8Exp

ected D

uratio

n1

year of 3

years

9P

artnersh

ip Typ

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is on

e of m

ultip

le active in

vesto

rs and

partn

ers

10

Partn

ersTe

xom

a Health

Fou

nd

ation

, Ch

ild an

d Fam

ily Gu

idan

ce Cen

ter

11

Strategy(ies)

STR 5

b

12

Pro

gress on

Ou

tcom

es/Ind

icators

13

Imp

act of O

utco

mes

14

Ou

tcom

es/Ind

icators to

Re

po

rt

15

Final Statu

s P

ercen

t Ach

ieved

16

Lesson

s Learned

CIS 4

Co

mm

un

ity Initiative

Status (C

IS) Form

Planning

Initiative

a top

5 n

ee

d

in yo

ur C

AP

?

Reporting and

Achievement

of Results

Sub

recipien

t:Texo

ma C

ou

ncil o

f Go

vernm

ents

CIS 4

4 o

f 4


THRU: Eric M. Bridges, Executive Director

FROM: Judy Fullylove, Energy Services Department Director JF


RE: Lease agreement for CEAP Collin County Office

RECOMMENDATION

Ratify lease agreement between Texoma Council of Governments and MD Office Lease.

BACKGROUND

The Comprehensive Energy Assistance Program (CEAP) program assists low-income households with

utility payments for electric, gas, and propane bills. Priority is given to the elderly, disabled and

households with children five years old and younger. The CEAP program serves seven (7) counties:

Collin, Cooke, Denton, Fannin, Grayson, Hunt and Rockwall.

DISCUSSION

A Request for Proposal (RFP) to solicit office space in Collin County was posted on July 25, 2019. The

RFP was advertised through the Star Media Group McKinney Courier Newspaper, posted on TCOG’s

website and social media pages. The office will house a full-time utility assistance staff member to

meet with CEAP customers, process utility assistance applications as well as provide TCOG visibility

and presence in Collin County.

Texoma Council of Governments received one singular proposal from Milton Barboza that met the

criteria posted in the RFP. Upon acceptance of the proposal by TCOG a lease agreement was

generated by MD Office lease.

BUDGET

Lease amount $600/month, 12-month lease. $600 deposit required.

Milton Barboza08/09/2019 12:42PM CDT

David Whiteman08/09/2019 12:49PM CDT



FROM: CJ Durbin-Higgins, Public Safety Program Manager


RE: FY 2020-2021 Contract for 9-1-1 Service

RECOMMENDATION Ratify the FY 2020-2021 Contract for 9-1-1 Service between the Commission on State Emergency

Communications (CSEC) and TCOG.

BACKGROUND The Texoma Council of Governments 9-1-1 Program provides management and planning support on

behalf of six 9-1-1 Public Safety Answering Points (PSAPs) in the region. The program works to ensure

compliance with rules and regulations set forth by the Texas Commission on State Emergency

Communications, the Federal Department of Justice and others. Projects include strategic planning

and budgeting, compliance, contracts, call taker training, capital equipment, database maintenance,

new technology implementation, GIS services, and coordination between local and state agencies.

DISCUSSION On August 26, 2019, TCOG received the contract for 9-1-1 Service for fiscal year 2020-2021. The

contract term is September 1, 2019 through August 31, 2021. (See attached contract)

The Commission on State Emergency Communications will vote on the Method of Finance at the

September 17, 2019 meeting. The information will be provided at the TCOG Board Meeting.

BUDGET

Method of Finance will be presented at the board meeting.


FROM: Mindi Jones, Finance Director MJ


RE: FYE 2020 Cost Pool Budgets Update

RECOMMENDATION Accept recommendation, if any, regarding TCOG’s FYE 2020 Cost Pool Budgets.

BACKGROUND Each month the Governing Board is presented with a status update of the prior month and current

(unreconciled) fiscal year budgets for the indirect cost allocation pool and the central service IT pool

and afforded the opportunity to make desired changes to the general and administrative indirect cost

allocation rate or the central service IT rate as conditions warrant.

DISCUSSION The following documents are attached: prior month updated Statement of Proposed Indirect Cost for

FYE 4/30/2020 Status Report depicting fiscal year budget with fiscal year to date expense and

budget balance, Statement of Central Service IT Costs for FYE 4/30/2020 Status Report depicting

fiscal year budget with fiscal year to date expense and budget balance.

BUDGET No rate changes are recommended at this time.

JULY 2019

July-19 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

INDIRECT SALARY

Indirect Salary

Salaries 315,797.00$ 24,095.33$ 57,808.12$ 257,988.88$ 81.69%

FICA/Medicare 24,158.44$ 1,713.77$ 3,939.04$ 20,219.40$ 83.69%

Unemployment Insurance 40.23$ -$ -$ 40.23$ 100.00%

Workers Compensation 1,421.08$ 112.89$ 255.21$ 1,165.87$ 82.04%

Insurance Health 33,561.65$ 2,183.49$ 5,452.22$ 28,109.43$ 83.75%

Insurance Health Savings Account 6,045.37$ 419.08$ 1,046.44$ 4,998.93$ 82.69%

Insurance Life 424.36$ 28.10$ 70.18$ 354.18$ 83.46%

Employee Assistance Program 101.32$ -$ -$ 101.32$ 100.00%

Fraud Hotline 41.39$ -$ -$ 41.39$ 100.00%

Retirement 20,602.65$ 1,469.73$ 3,670.66$ 16,931.99$ 82.18%

Employee Benefits 24.51$ -$ 1,087.07$ (1,062.56)$ (4335.21)%

Total INDIRECT SALARY 402,218.00$ 30,022.39$ 73,328.94$ 328,889.06$ 81.77%

CONTRACTED SERVICES

Janitorial 13,800.00$ 1,133.72$ 3,401.16$ 10,398.84$ 75.35%

Lawn Service 3,400.00$ 248.86$ 746.58$ 2,653.42$ 78.04%

Pest Control 1,100.00$ 45.10$ 135.30$ 964.70$ 87.70%

Total CONTRACTED SERVICES 18,300.00$ 1,427.68$ 4,283.04$ 14,016.96$ 76.60%

PROFESSIONAL SERVICES

Audit 23,380.00$ -$ -$ 23,380.00$ 100.00%

Consultant 18,050.00$ -$ 2,422.50$ 15,627.50$ 86.58%

Legal 6,246.00$ 156.25$ 306.25$ 5,939.75$ 95.10%

Total PROFESSIONAL SERVICES 47,676.00$ 156.25$ 2,728.75$ 44,947.25$ 94.28%

UTILITIES

Electric 62,000.00$ 6,524.79$ 16,285.57$ 45,714.43$ 73.73%

Natural Gas 23,000.00$ 1,347.53$ 3,389.35$ 19,610.65$ 85.26%

Sanitation 1,600.00$ 127.47$ 382.41$ 1,217.59$ 76.10%

Water 3,000.00$ 269.39$ 748.87$ 2,251.13$ 75.04%

Total UTILITIES 89,600.00$ 8,269.18$ 20,806.20$ 68,793.80$ 76.78%

OTHER

Training & Travel 9,850.00$ -$ 32.13$ 9,817.87$ 99.67%

Advertising 100.00$ -$ 100.00$ -$ 0.00%

Copier Expense 1,300.00$ 153.75$ 300.10$ 999.90$ 76.92%

Depreciation 77,652.00$ 6,471.00$ 19,413.00$ 58,239.00$ 75.00%

Dues/Subscriptions 11,500.00$ -$ -$ 11,500.00$ 100.00%

Insurance 8,800.00$ -$ -$ 8,800.00$ 100.00%

Postage 800.00$ -$ -$ 800.00$ 100.00%

Printed Material 2,300.00$ -$ 216.75$ 2,083.25$ 90.58%

Travel -$ -$ 188.17$ (188.17)$ 0.00%

Building Maintenance 42,230.00$ 5,767.85$ 27,999.32$ 14,230.68$ 33.70%

Training & Travel 8,400.00$ 646.16$ 1,938.48$ 6,461.52$ 76.92%

Mortgage Interest Expense 26,800.00$ 4,057.56$ 8,205.45$ 18,594.55$ 69.38%

Supplies 10,000.00$ 724.36$ 4,133.99$ 5,866.01$ 58.66%

Total OTHER 199,732.00$ 17,820.68$ 62,527.39$ 137,204.61$ 68.69%

Total INDIRECT 757,526.00$ 57,696.18$ 163,674.32$ 593,851.68$ 78.39%

YTD Budget 189,381.50$

100 - General - 75.0%

10 - Finance and Administration

10000 - Indirect Pool

07/01/2019 - 07/31/2019

JULY 2019

July-19 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

REIMBURSEMENT

Allocation Indirect Expense 853,026.00$ 57,239.83$ 154,046.63$ 698,979.37$ 81.94%

Total REIMBURSEMENT 853,026.00$ 57,239.83$ 154,046.63$ 698,979.37$ 81.94%


CENTRAL IT

IT-Voice & Data Service 15,037.00$ 1,656.99$ 5,279.40$ 9,757.60$ 64.89%

IT-Hardware 4,615.00$ -$ 3,074.95$ 1,540.05$ 33.37%

Internet -$ 1,080.44$ 3,545.14$ (3,545.14)$ 0.00%

Network Professional Services 55,473.00$ 5,044.99$ 14,207.99$ 41,265.01$ 74.39%

Software-Licensing-Maint 14,600.00$ -$ 4,449.00$ 10,151.00$ 69.53%

Total EXPENSES 89,725.00$ 7,782.42$ 30,556.48$ 59,168.52$ 65.94%


REIMBURSEMENT

Allocation CIT Expense 89,725.00$ 8,908.06$ 23,758.78$ 65,966.22$ 73.52%

Total REIMBURSEMENT 89,725.00$ 8,908.06$ 23,758.78$ 65,966.22$ 73.52%


JULY 2019

2/1/2019

FY 2020

Approved Budget

YTD Allocations

Thru July 2019

YTD Expenditures

Thru July 2019 Budget Balance

% of

Budget Remaining Under/(Over)

Indirect* $ 853,026 $ 154,047 $ 163,674 $ 689,352 80.81% $ 9,628

CIT 89,725 23,759 30,556 59,169 65.94% 6,798

Total $ 942,751 $ 177,805 $ 194,231 $ 748,520 79.40% $ 16,425

FYE 2020 YTD Indirect, Benefits, and CIT Budgets

*Includes Year-to-Date Depreciation Expense Estimate

$9,628

$6,798

$-

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

$160,000

$180,000

Indirect* CIT

Expenses vs. Allocations

YTD Allocations

Thru July 2019

YTD Expenditures

Thru July 2019

JULY 2019

Prior Year

(07/31/2018)

Prior Month

(07/31/2019)

Year-to-Date

Change ($) Change (%)

Current Month Not

Reconciled

(08/31/2019)

ASSETS

Current Assets

Cash in Bank General 582,326.00 565,199.00 (17,127.00) -2.94% 399,674.00

Cash in Bank TCEQ 31,942.00 100.00 (31,842.00) -99.69% 100.00

Cash in Bank Local 71,081.00 110,758.00 39,677.00 55.82% 110,763.00

Cash in Bank 911 357,129.00 445,042.00 87,913.00 24.62% 397,913.00

Cash in Bank FSS 87,190.00 96,904.00 9,714.00 11.14% 93,051.00

Cash in Bank Section 8 158,140.00 178,383.00 20,243.00 12.80% 192,791.00

Cash in Bank Chase LOC 355,985.00 355,985.00 0.00 0.00% 355,985.00

Texpool Investment Acct 996.00 1,017.00 21.00 2.11% 1,021.00

Accounts Receivable 1,253,854.00 1,021,664.00 (232,190.00) -18.52% 210,336.00

Travel Advance 195.00 296.00 101.00 51.79% 851.00

Prepaid Items 9,880.00 16,497.00 6,617.00 66.97% 15,792.00

Due From 643,418.00 1,045,980.00 402,562.00 62.57% 1,300,028.00

Other Assets 105,354.00 88,748.71 (16,605.29) -15.76% 88,749.00

Total Current Assets 3,657,490.00 3,926,573.71 269,083.71 7.36% 3,167,054.00

Fixed Assets

Building & Improvements 2,764,453.00 2,764,453.00 0.00 0.00% 2,764,453.00

Furniture, Vehicles &

Other Equipment

2,937,875.00 2,892,773.00 (45,102.00) -1.54% 2,892,773.00

Accumulated Depreciation (2,951,297.00) (3,209,772.00) (258,475.00) 8.76% (3,209,772.00)

Total Fixed Assets 2,751,031.00 2,447,454.00 (303,577.00) -11.04% 2,447,454.00

Total ASSETS 6,408,521.00 6,374,027.71 (34,493.29) -0.54% 5,614,508.00

LIABILITIES

Accounts Payable 793,212.00 662,697.00 (130,515.00) -16.45% 698,208.00

Payroll Liability (37,736.00) (32,299.00) 5,437.00 -14.41% (12,401.00)

FSS Escrow Liability 87,190.00 87,518.00 328.00 0.38% 83,666.00

Due To Due From Other

Funds

643,418.00 1,045,980.00 402,562.00 62.57% 1,300,028.00

Deferred Local Revenue -

AAA

0.00 13,945.00 13,945.00 0.00% 15,414.00

Accrued Compensated

Absences

118,771.00 118,146.23 (624.77) -0.53% 118,146.00

Long Term Debt Building

Payable

676,623.00 600,950.76 (75,672.24) -11.18% 600,951.00

Total LIABILITIES 2,281,478.00 2,496,937.99 215,459.99 9.44% 2,804,012.00

Fund Balance 4,127,043.00 3,877,089.72 (249,953.28) -6.06% 2,810,496.00

Total Liabilities & Fund Balance 6,408,521.00 6,374,027.71 (34,493.29) -0.54% 5,614,508.00


Financial Information

Balance Sheets for the Fiscal Years Ended:

Notes

Had to spend to zero, this is local money

holding the account open

Yearend Depreciation was entered at

4/30/19

Cost Pool Closeout

Transferred assets to cities

DID NOT EXIST IN 2018

JULY 2019

4/1/2019

Prior Year Thru June

(July 2018)

Current Year Thru July

2019 Change ($) Change (%)

Current Year Not

Reconciled (August

31, 2019)

OPERATION REVENUE

Grant Revenue 3,804,773.94 4,069,042.38 264,268.44 6.95% 4,350,340.21

Program Revenue 579,085.75 573,947.62 (5,138.13) -0.89% 622,733.20

Investment Income 51.18 28.48 (22.70) -44.35% 66.89

Other Income 136,749.85 4,390.55 (132,359.30) -96.79% 4,390.55

Total OPERATING REVENUE 4,520,660.72 4,647,409.03 126,748.31 2.80% 4,977,530.85

Total Revenue 4,520,660.72 4,647,409.03 126,748.31 2.80% 4,977,530.85

EXPENDITURES

Personnel Expenses 612,870.52 606,271.76 (6,598.76) -1.08% 949,484.97

Program Expenses 502,530.25 328,729.01 (173,801.24) -34.59% 452,649.11

Direct Services 2,046,993.95 2,207,670.54 160,676.59 7.85% 3,041,875.13

Professional Fees 18,688.02 13,296.69 (5,391.33) -28.85% 34,214.47

Interest Expense 8,466.31 10,006.63 1,540.32 18.19% 10,006.63

Occupancy 90,132.47 89,473.84 (658.63) -0.73% 138,952.70

Conferences, Conventions, &

Meetings

45,513.56 45,288.29 (225.27) -0.49% 52,109.46

Printing & Publications 1,000.43 10,253.26 9,252.83 924.89% 25,391.37

Dues & Subscriptions 6,636.00 75.00 (6,561.00) -98.87% 508.17

Operations 21,867.13 51,536.23 29,669.10 135.68% 54,735.49

Equipment 236.50 134,626.13 134,389.63 56824.37% 134,626.13

Depreciation 19,413.00 19,413.00 0.00 0.00% 25,884.00

Total EXPENDITURES 3,374,348.14 3,516,640.38 142,292.24 4.22% 4,894,553.63

Net Revenue Over

Expenditures

1,146,312.58 1,130,768.65 (15,543.93) -1.36% 82,977.22

Notes

Closeout of grants


Financial Information

For the Fiscal and Month-to-Date Periods

AAA CASH MATCH $28,333

PSAP EQUIPMENT

Maintenance

CEAP and LIHEAP

1117 gallagher drive, sherman, texas thursday, …...2019/09/19 · 1117 gallagher drive, sherman,...

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