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Department of Central Grants & Community Development Homeless Emergency Solutions Grant (HESG) APPLICATION FOR FUNDING Program Year 38 July 1, 2012 June 30, 2013 Release Date: January 10, 2012 Due Date: February 10, 2012 City Hall Annex, 999 Broad Street, Bridgeport, CT 06604

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Page 1: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

Department of Central Grants & Community Development

Homeless Emergency

Solutions Grant (HESG)

APPLICATION FOR FUNDING

Program Year 38

July 1, 2012 – June 30, 2013

Release Date: January 10, 2012

Due Date: February 10, 2012

City Hall Annex, 999 Broad Street, Bridgeport, CT 06604

Page 2: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

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Program Overview

The Emergency Solutions Grant (ESG) program is authorized by subtitle B of title IV of the

McKinney-Vento Homeless Assistance Act (42 U.S.C. 113711378). The program authorizes the

Department of Housing and Urban Development (HUD) to make grants to States, units of

government and territories for rehabilitation or conversion of buildings for use as emergency

shelter for the homeless, for the payment of certain expenses related to operating emergency

shelters, for essential services related to emergency shelters and street outreach for the

homeless and for homeless prevention and rapid re-housing assistance.

In May 2009, President Obama signed the Homeless Emergency Assistance and Rapid

Transition to Housing (HEARTH) Act of 2009. The HEARTH Act amends and reauthorizes the

McKinney-Vento Homeless Assistance Act with substantial changes, including: A consolidation

of HUD‟s competitive grant programs; A change in HUD‟s definition of homelessness and

chronic homelessness; An increase in prevention resources; and,An increase in the emphasis

on performance.

Additionally, on January 4, 2012, the following Program Rules was issued as it relates to the

Emergency Shelter Grant Program, establishing new requirements and renaming the program

to the Emergency Solutions Grant program (HESG): HOMELESS EMERGENCY ASSISTANCE

AND RAPID TRANSITION TO HOUSING: EMERGENCY SOLUTIONS GRANT PROGRAM

AND CONSOLIDATED PLAN CONFORMING AMMENDMENTS (24-CFR Parts 91 and 576)

Eligible Activities and Funds Available

HESG funds may be used for five program components: street outreach, emergency shelter,

homelessness prevention, rapid re-housing assistance, and HMIS; as well as administrative

activities. The total amount of the recipient‟s grant that may be used for street outreach and

emergency shelter activities cannot exceed sixty percent (60%) of the recipient‟s fiscal year

grant. Forty percent (40%) of the grant must be used for homelessness prevention, rapid re-

housing assistance and housing relocation and stabilization services. Additionally, seven and a

half percent (7.5%) may be used for administrative activities. The following is the proposed

breakdown of the Homeless Emergency Solutions Grants (HESG):

Total HESG funding estimated: $228,316

STREET OUTREACH AND EMERGENCY SHELTER (60% CAP)

CANNOT EXCEDE $119,866

RAPID REHOUSING COMPONENT (40% MINIMUM)

MINIMUM AMOUNT $91,327

ADMINISTRATIVE ACTIVITIES (7.5% CAP) CANNOT EXCEDE $17,123 HESG Reprogramming estimated: $8,419.44

Page 3: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

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Estib

HESG Statutory Definitions

HOMELESS - An individual or family that lacks a fixed, regular and adequate nighttime

residence or an individual or family that has as primary nighttime residence a privately or

publicly operated shelter.

EMERGENCY SHELTER - Any facility which has as its primary purpose to provide temporary or

transitional shelter for the homeless in general, or for specific populations of the homeless and

does not require occupants to sign leases of occupancy agreements.

Eligible Activities

Emergency Shelter (576.102) – Funds may be used for the cost of providing essential services

to homeless families and individuals in emergency shelters, renovating buildings to be used for

emergency shelter for homeless families and individuals and operating emergency shelters.

Eligible activities are: street outreach, case management, childcare, education services,

employment assistance, outpatient health services, legal services, life skills training mental

health services for special populations, renovations and shelter operations. Ineligible activities

are legal services for immigration and citizenship matters and issues relating to mortgages,

retainer fee arrangements and contingency fee arrangements.

Homeless Prevention (576.103)- Funds may be used to provide housing relocation and

stabilization services and short-term or medium-term rental assistance necessary to prevent an

individual or family from moving into emergency shelter or another place and meet the criteria

under the definition of “risk of homelessness”. Eligible activities are: relocation and stabilization

services, short-term/ and or medium-term rental assistance. Participants must have an annual

income below 30% of medium family income for the area.

Rapid Re-housing Assistance(576.104)- Funds may be used to provide housing relocation

and stabilization services and short-term and/or medium-term rental assistance as necessary to

help homeless individuals or families move quickly as possible into permanent housing and

achieve stability in that housing. Eligible activities are: relocation and stabilization services and

short and medium-term rental assistance.

Housing Relocation and Stabilization Services (576.105)- Funds may be used to pay

housing owners, utility companies and other third parties for rental fee application, security

deposits, last month „s rent , utility deposits, utility payments, including up to 6 months of utility

payments in the arrears per service. Assistance can only be provided if the participant or family

member has an account in his/her name with the company. Eligible activities are: payment to

housing owners, utility companies, and other third parties for rental application fees, security

deposits, last month‟s rent utility deposits, utility payments, moving costs, housing search and

placement, housing stability case management, mediation, legal services and credit repair.

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Short-term and Medium-term Rental Assistance (576.106)- Funds may be used to provide

participants with up to 24 months of rental assistance during any 3 year period. This assistance

may be short-term, medium-term rental assistance or any combination of this assistance.

Eligible activities are: short-term rental assistance and medium-term rental assistance.

Participants must have a lease for the rental unit, unless the assistance is for rental arrears.

Ineligible Activities

Legal services for immigration and citizenship matters and issues

Issues relating to mortgages

Retainer fee arrangements

Contingency fee arrangements.

HMIS Requirements

All HESG grant recipients will be required to participate in the Homeless Management

Information System (HMIS). Should your agency be selected to receive HESG grant funds

through this competitive application process, technical assistance will be provide by the City of

Bridgeport to ensure appropriate implementation of this new requirement.

Matching Requirements

Required amount of matching contributions: The recipient must make matching contributions to

supplement the recipient‟s ESG program in an amount that equals the amount of ESG funds

provided by HUD.

Faith-Based Activities

Participation in the ESG Program is open to all faith-based and community-based organizations regardless of the religious nature of the applicant organization or the religious nature of the program(s) it offers; however, funds awarded under this program may not be used for inherently religious activities such as religious instruction, prayer, worship, or any form of proselytization nor may funds be used to purchase any religious materials or provide any inherently religious services.

This means that organizations must have separate and distinct programs. Organizations must take steps to separate, in time or location, their inherently religious activities from the CDBG-funded services. Additionally, participation in religious activities by individuals receiving services must be voluntary.

Faith- based organizations may use space in their facilities to provide ESG funded services without removing religious art, icons, scriptures, or other symbols.

Page 5: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

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How to Apply

Technical Assistance Sessions

CG&CD will conduct several technical assistance workshops in conjunction with this application process. These workshops will entail a detailed review of the application submission process, program requirements, and application review and selection process. Applicants are strongly encouraged to send representatives such as the executive director, project manager, or individuals that will be integrally involved in the planning and management of the proposed project. All information sessions are free. Applicants are responsible for all travel-related costs associated with attending the workshops. The following sessions have been scheduled: Wednesday, January 25, 2012 10AM–12PM City Hall Annex, 1st Floor Conference Room A&B Wednesday, January 25, 2012 2PM – 4PM City Hall Annex, 1st Floor Conference Room A&B Pre-registration is encouraged. Please send an email to Jill Kuzmich at [email protected] or call at 203-576-8144 to indicate which session you will be attending.

Application Deadline

HESG grant applications are due by 3:00PM, Friday, February 10, 2012. Submit one (1) signed original and three (3) copies to the following address:

City of Bridgeport Central Grants & Community Development 999 Broad Street Bridgeport, CT 06604 Attention: Rose Christy

If you plan to hand deliver your grant application on Friday, February 10, 2012, you must deliver it to the above address by 3:00 p.m. (EST). Applications submitted after the deadline will not be considered for funding under this solicitation. Mailed items must be received by Friday, February 10, 2012. Fax or email applications will not be accepted.

Application Narrative

Please see attached application forms.

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Required Documentation and Application Attachments

Please include the following documentation with your application

1. Agency Description and Articles of Incorporation/Bylaws: Include the length of time the

agency has been in operation, the date of incorporation, the purpose of the agency, and

the type of corporation. Describe the type of services provided, the agency‟s

capabilities, the number and characteristics of clients served, and the license to operate

(if necessary).

2. Financial Statement and Audit: Describe the agency‟s fiscal management including

disbursement methods, financial reporting, record keeping, accounting,

principles/procedures and audit requirements. Please include a copy of the agency‟s

last financial audit.

3. Insurance/Bond/Worker‟s Compensation: State whether or not the agency has liability

insurance coverage, in what amount and with what insuring agency. State whether or

not the agency pays all payroll taxes and worker‟s compensation as required by Federal

and State law. State whether or not the agency has fidelity bond coverage for principal

staff who hand the agency‟s accounts, in what amount and with what insuring agency.

Please include a copy of the insurance certificate.

4. 501-C3 Non- Profit Certification: Non-profit organizations must submit tax-exemption

determination paper-work from the Federal Internal Revenue Service.

5. List of Board of Directors: A list of the current board of directors or other governing body

of the agency must be submitted. The list should include names, title and organization

that they represent if applicable.

6. Organizational Chart: An organizational chart must be provided which describes the

agency‟s administrative framework and staff positions. The chart should clearly show

where the proposed project staffing fits into the organizational structure.

Format of Applications

Please submit one (1) original and three (3) copies of your application.

Applicants must adhere to the following formatting requirements: 1. Complete Application Forms 2. Application narrative limited to five (5) typed pages or less 3. 12-point font Times New Roman 4. Single-sided 5. One (1) inch margins 6. Do not staple the application, use an appropriate binder clip 7. Include page numbers

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Application Review Process

The City of Bridgeport advertises the anticipated availability of funding by placing public notices

in the Connecticut Post, and by posting this information in the Office of the City Clerk and the

main branch of the Bridgeport Library.

Central Grants/Community Development staff review each application received to ensure that

instructions have been followed, that the project/program is eligible to receive HESG funds, and

that the project/program meet the needs of the City of Bridgeport as specified in its five-year

Consolidated Plan (2008-2013). Additionally, Under the new HESG legislation (91.100(d)) and

(91.105(a)(2)(ii)), the City of Bridgeport must consult with the local Continuum of Care in

determining how to allocate its HESG grant for eligible activities, developing performance

standards and evaluating the outcomes of projects and activities assisted by HESG funds; and

in developing funding, policies, and procedures for the operation and administration of the

HMIS. To accomplish this task, the City will coordinate with the local Continuum of Care to

establish a review panel to rate and rank all PY38 HESG applications, which will be submitted to

the Bridgeport Citizen Union and City Council for review and consideration.

The second phase is review of the applications by the City of Bridgeport‟s Citizen Union. The

Citizen Union, as established by Ordinance with appointment by City Council members (20

Council Members representing 10 districts) is charged with serving as a vehicle to allow

Bridgeport citizens the opportunity to participate in the planning and development process and

to assist the department in the development of the comprehensive consolidated plan and any

amendments thereto.

The Citizens Union holds a public hearing(s) which is also noticed in the Connecticut Post.

Once the public hearing is held, the Citizens Union then meets on two consecutive dates to

deliberate and present their proposed draft plan.

The Citizens Union‟s draft plan is then forwarded to the City Council in order for them to refer

the plan to the Economic/Community Development and Environment Committee (ECDE) for

their review. The ECDE Committee then holds Public Hearings which are also noticed in the

Connecticut Post. After the public hearings are held, they meet at least once more to finalize

their plan to the full City Council for review and approval.

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City of Bridgeport

Emergency Solutions Grant

FY2012 – 2013 Calendar

1/25/2012

Technical Assistance Workshops: Review program and application

requirement for PY38. Location: City Hall Annex, 1st Floor

Conference Room A & B 10AM and 2PM

2/10/2012 Applications Due by 3pm

2/28/2012 & 3/1/2012 Citizen‟s Union Public Hearings: City Hall, 45 Lyon Terrace at 6PM

2/15/2012 Resolution submitted to City Clerk – For Council Action

2/21/2012 City Council Meeting – Refer Resolution to ECDE Committee

Week of 3/26/2012 ECDE Public Hearings: City Hall, 45 Lyon Terrace at 6PM

4/16/2012 City Council Review and Approval

5/13/2012 City Submits PY38 Annual Action Plan to HUD for Approval

June/July 2012 HUD approval and release of CDBG funds

July 2012 Sub-recipients notified and contracted with CG&CD

Page 9: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

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ATTACHMENT A

APPLICATION CHECKLIST Please include with your application

Cover Page

Separation of Services Checklist

Application Narrative Response

Required Documentation

____ List of current board of directors members ____ Minutes from the last board meeting ____ Articles of Incorporation ____ Organization By-laws ____ Organizational Chart(s) ____ A copy of your organization‟s current budget and previous

year‟s budget ____ Copy of 501 c (3) certification letter from the IRS

1 original and 3 copies provided

Double check page limitation and formatting requirements

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ATTACHMENT B Application FORMS All applicants are required to submit the following form.

DO NOT MODIFY IN ANY WAY

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City of Bridgeport Department of Central Grants and Community Development

HESG Application For Funding

COVER PAGE

Agency Name:

Program/Project Name: Contact Person: Agency Address: Telephone Number: Fax Number: Email Address: DUNS Number:

HESG Funds Requested: $

Current PY37 ESG Award: $

Executive Summary of Project (150 words or less):

____________________________________________________________________________ BACKGROUND INFORMATION ABOUT ORGANIZATION How many years has your organization been in operation? Total number of employees: Full time Part time Volunteer What is your current annual budget? Does your organization participate in the ACT Program? YES NO

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Is the project/program supported by an NRZ or other target neighborhood organization? If yes, please attach letter(s) of support. YES NO

The information contained herein and attached as exhibits hereto is, to the best of our

knowledge and belief, true, correct and complete and that the City of Bridgeport can rely upon

these statements in determining whether to fund this project.

We certify that the Agency Board of Directors has approved this application.

If the application is found to be faulty in any manner, the application can be eliminated from

consideration at the sole discretion of the City of Bridgeport.

______________________________ ____________________________ _______

Executive Director/Department Head Signature Date

______________________________ ____________________________ _______

President/Board Chair Signature Date

Page 13: HOMELESS EMERGENCY SOLUTIONS GRANT APPLICATION

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APPLICATION NARRATIVE

Questions:

1. Program/Project Description: Please provide a description of the proposed program

or project for which you are requesting funds. Include a description of the target population.

2. Please describe the goals and objectives of your proposed project.

3. Please explain how you will accomplish the proposed project including specific

activities planned and a timetable for completion of work.

4. Please explain why this program or project is needed within the City of Bridgeport.

5. Please describe how the evaluation process that will be used to measure how well the project meets the stated goals and objectives.

6. Please describe how this program or project will increase or expand current

programs and services.

Organizational Capacity: 1. Provide an overview of your organization including the mission statement and length

of time in existence.

2. Describe your organization’s experience in successfully conducting this type of

activity.

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3. Identify the person(s) responsible for the program and financial management of the proposed project.

4. Many times, projects that receive an award of ESG funding are funded less than the

originally requested amount. This requires the submission of a revised budget and description of how the organization will carry out the proposed activity with reduced funding. Please indicate if your proposed activity could be undertaken with a lower budget amount and if so, please identify how that would affect the scope of services.

5. Has your organization received ESG funding in the past? If yes, please complete the

following table.

Program Year Name/Description of Program Number of

Clients Served Funding Awarded

Outcome Measures: (all applicants must answer)

1. What is the total estimated number of persons to be served by this activity? 2. What is the total estimated number of homeless/at risk of becoming homeless

persons to be served by this activity? 3. What is the anticipated percentage of homeless/at risk of becoming homeless

persons to be served by this activity? 4. What is the number of Bridgeport residents to be served by this activity? 5. What is the number of residents from other towns to be served by this activity?

Emergency Solutions Grant Projects Outcomes: 1. What is the current number of shelter beds/slots? 2. What is the number of shelter beds/slots expected to be created by the proposed

project?

3. What is the current occupancy rate?

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4. What is the expected occupancy rate?

5. How does the proposed program promote self-sufficiency?

6. Please specify the procedures used in the tracking or follow-up of clientele served.

7. Indicate how many households will be served with housing relocation and

stabilization services? ________ 8. Describe the essential services available to homeless families and individuals that are

in emergency shelter? ____ 9. Indicate the number of homeless families and individuals that will be relocated to

permanent housing. _____

10. Indicate the number of clients that have been placed in transitional or permanent housing

11. Describe the support services available to transitional clients into permanent housing:

12. If funds are to provide renovations to an existing shelter, please specify the percentage of the cost of structural improvements in relation to the value of the property. _________

13. Is your agency entering data in the Homeless Management Integrated System?

_______

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LINE ITEM BUDGET FORM DIRECTIONS: The following sheet should be used to present a proposed line item budget. In

Column A, list the position and the operating item for which funding is requested. In Column B

provide the estimated costs for the line item. In Column C indicate the total project costs for

salaries and operating costs. In Column D, indicate the amount of HESG funding requested per

line item. THE “TOTAL AMOUNT REQUESTED FOR HESG” SHOULD REPRESENT THE

CUMULATIVE TOTAL FOR PERSONNEL, OPERATING AND CONTRACTING SERVICES.

A Budget Item

B Calculation

C Total

D HESG

Request PERSONNEL COSTS

Salaried Positions – Job Titles Rate of pay (hourly/salary) and % of time spent on project

Fridge Benefits

TOTAL PERSONNEL COSTS

OPERATING COSTS

Street Outreach

Emergency Shelter

Homeless Prevention

Rapid Re-Housing

Housing Relocation/Stabilization Services

Short/Medium Rental Assistance

HMIS

TOTAL OPERATING COSTS

TOTAL HESG BUDGET REQUEST

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Faith Based and Community Based Organization

Certification of Separation of Services Participation in the ESG Program is open to all faith-based and community-based organizations regardless of the religious nature of the applicant organization or the religious nature of the program(s) it offers; however, funds awarded under this program may not be used for inherently religious activities such as religious instruction, prayer, worship, or any form of proselytization nor may funds be used to purchase any religious materials or provide any inherently religious services. This means that organizations must have separate and distinct programs. Organizations must take steps to separate, in time or location, their inherently religious activities from the CDBG-funded services. Additionally, participation in religious activities by individuals receiving services must be voluntary. According to Federal regulations: 45 CFR 87.1.(c). “If an organization conducts [inherently religious] activities, the activities must be offered separately, in time or location, from the program or services funded with direct financial assistance….” 69 Fed. Reg. 42586, 42593 (2004). 45 CFR 87.1. (c). “participation [in any privately funded inherently religious activities] must be voluntary for beneficiaries of the programs or services funded with [direct federal financial] assistance.” 69 Fed. Reg. 42586, 42593 (2004)

Please take a moment to answer the following questions.

Does my organization currently offer religious or spiritual programming?

YES NO Does my organization currently offer programming that is not religious in nature?

YES NO Are religious programs offered during a separate time or location than non-religious programs?

YES NO Does your organization require the beneficiaries of the program to attend any religious activity sponsored by the organization?

YES NO