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

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 HUDs competitive grant programs; A change in HUDs 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 recipients grant that may be used for street outreach and emergency shelter activities cannot exceed sixty percent (60%) of the recipients fiscal year grant. Forty percent (40%) of the grant must be used for homelessness prevention, rapid rehousing 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 2

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 months rent utility deposits, utility payments, moving costs, housing search and placement, housing stability case management, mediation, legal services and credit repair.

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 recipients 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. 4

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 10AM12PM 2PM 4PM City Hall Annex, 1st Floor Conference Room A&B City Hall Annex, 1st Floor Conference Room A&B

Wednesday, January 25, 2012

Pre-registration is encouraged. Please send an email to Jill Kuzmich at Jill.Kuzmich@bridgeportct.gov 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. 5

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 agencys capabilities, the number and characteristics of clients served, and the license to operate (if necessary). 2. Financial Statement and Audit: Describe the agencys fiscal management including disbursement methods, financial reporting, record keeping, accounting, principles/procedures and audit requirements. Please include a copy of the agencys last financial audit. 3. Insurance/Bond/Workers 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 workers compensation as required by Federal and State law. State whether or not the agency has fidelity bond coverage for principal staff who hand the agencys 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 agencys 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. 2. 3. 4. 5. 6. 7. Complete Application Forms Application narrative limited to five (5) typed pages or less 12-point font Times New Roman Single-sided One (1) inch margins Do not staple the application, use an appropriate binder clip Include page numbers

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 Bridgeports 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 Unions 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.

City of Bridgeport Emergency Solutions Grant FY2012 2013 Calendar

Technical Assistance Workshops: Review program and application requirement for PY38. Location: City Hall Annex, 1st Floor Conference Room A & B 10AM and 2PM Applications Due by 3pm Citizens Union Public Hearings: City Hall, 45 Lyon Terrace at 6PM Resolution submitted to City Clerk For Council Action City Council Meeting Refer Resolution to ECDE Committee ECDE Public Hearings: City Hall, 45 Lyon Terrace at 6PM City Council Review and Approval City Submits PY38 Annual Action Plan to HUD for Approval HUD approval and release of CDBG funds

1/25/2012 2/10/2012 2/28/2012 & 3/1/2012 2/15/2012 2/21/2012 Week of 3/26/2012 4/16/2012 5/13/2012 June/July 2012 July 2012

Sub-recipients notified and contracted with CG&CD

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 organizations current budget and previous years budget Copy of 501 c (3) certification letter from the IRS

____

1 original and 3 copies provided

Double check page limitation and formatting requirements

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 What is your current annual budget? Does your organization participate in the ACT Program? YES NO 11 Part time Volunteer

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

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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 organizations 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? 14

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
PERSONNEL COSTS Salaried Positions Job Titles

B Calculation

C Total

D HESG Request

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 CDBGfunded 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

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