Substantial Amendment to the Consolidated Plan PY2008 Action Plan for the Homelessness Prevention and Rapid Re-Housing Program (HPRP)
Grantees eligible to receive funds under the Homelessness Prevention and Rapid Re-Housing Program (HPRP) are required to complete a substantial amendment to their Consolidated Plan 2008 Action Plan. This form sets forth the required format for this substantial amendment. A completed form is due to HUD within 60 days of the publication of the HUD HPRP notice.
To aid grantees in meeting this submission deadline, the HPRP Notice reduces the requirement for a 30-day public comment period to no less than 12 calendar days for this substantial amendment. With this exception, HPRP grantees are required to follow their Consolidated Plan’s citizen participation process, including consultation with the Continuum of Care (CoC) in the appropriate jurisdiction(s). Grantees are also required to coordinate HPRP activities with the CoC’s strategies for homeless prevention and ending homelessness. To maximize transparency, HUD strongly recommends that each grantee post its substantial amendment materials on the grantee’s official website as the materials are developed.
A complete submission contains the following three documents:
1) A signed and dated SF-424,
2) A completed form HUD-40119 (this form), and
3) Signed and dated General Consolidated Plan and HPRP certifications.
For additional information regarding the HPRP program, visit the HUD Homelessness Resource Exchange (www.hudhre.info). This site will be regularly updated to include HPRP resources developed by HUD and its technical assistance providers.
The information collection requirements contained in this application have been submitted to the Office of Management and Budget (OMB) for review under the Paperwork Reduction Act of 1995 (44 U.S.C. 3501-3520). This agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB control number.
Information is submitted in accordance with the regulatory authority contained in each program rule. The information will be used to rate applications, determine eligibility, and establish grant amounts.
Public reporting burden for this collection of information is estimated to be 16 hours, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This information is required to obtain benefits. To the extent that any information collected is of a confidential nature, there will be compliance with Privacy Act requirements. However, the substantial amendment to the Consolidated Plan 2008 Action Plan does not request the submission of such information.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
A. General Information
City of Montgomery, Alabama
Name of Entity or Department Administering Funds
Planning & Development – Community Development Division
HPRP Contact Person
(person to answer questions about this amendment and HPRP)
Address Line 1
27 Madison Avenue
Address Line 2
City, State, Zip Code
Montgomery, Alabama 36104
(if different from Contact Person)
Todd B. Strange
104 North Perry Street
Web Address where this Form is Posted
Amount Grantee is Eligible to Receive*
Amount Grantee is Requesting
*Amounts are available at http://www.hud.gov/recovery/homelesspreventrecov.xls
B. Citizen Participation and Public Comment
1. Briefly describe how the grantee followed its citizen participation plan regarding this proposed substantial amendment (limit 250 words).
Response: A community meeting was conducted by the Community Development Division whereby on April 28, 2009, all HUD Funding including the Homelessness Prevention and Rapid Re-Housing Program (HPRP) was discussed. The Community Division conducted the meeting in conjunction with the preparation of the City of Montgomery’s 2010-2014 Consolidated Plan. Respondents had until June 30, 2009 to respond with any additional comments as it related to the survey. The manner of advertising for this program consisted of posting fliers in the Community Development Office, City Hall and in the Community. There were six (6) communities represented at the meeting. Attendees completed a survey that not only consisted of collecting information on activities on homelessness, but also on homelessness prevention activities for the City of Montgomery, Alabama. The survey provided space personal comments as it related to Homeless Prevention and Rapid Re-Housing. The Community Development staff collected sixty surveys at the community meeting. They are available on file for review if necessary (See attached sign-in sheet and sample survey).
2. Provide the appropriate response regarding this substantial amendment by checking one of the following options:
Grantee did not receive public comments.
Grantee received and accepted all public comments.
Grantee received public comments and did not accept one or more of the comments.
3. Provide a summary of the public comments regarding this substantial amendment. Include a summary of any comments or views not accepted and the reasons for non-acceptance.
Response: The survey allotted space for each attendee to respond to the each category in writing as it related to Homelessness Prevention and Rapid Re-Housing Program (HPRP). There were no written comments as it related to this category. However, majority of the survey respondents indicated that there was either a high need or medium need for homelessness prevention in the City of Montgomery, Alabama.
C. Distribution and Administration of Funds
Reminder: The HPRP grant will be made by means of a grant agreement executed by HUD and the grantee. The three-year deadline to expend funds begins when HUD signs the grant agreement. Grantees should ensure that sufficient planning is in place to begin to expend funds shortly after grant agreement.
1. Check the process(es) that the grantee plans to use to select subgrantees. Note that a subgrantee is defined as the organization to which the grantee provides HPRP funds.
Other (Specify: Sole Source to the Mid-Alabama Coalition for the Homeless)
2. Briefly describe the process(es) indicated in question 1 above (limit 250 words).
Response: The City of Montgomery, Alabama will sole source funds for eligible activities to the Mid-Alabama Coalition for the Homeless (MACH). Prior to March 17, 2009, the City of Montgomery met with the MACH to discuss the possibility of them managing the HPRP. The City asked MACH members to meet with its board and discuss the possibility of managing these funds. The City also asked MACH to submit a proposal outlining how they would propose to spend the funds. Montgomery chose MACH because of the strong relationship it has with the organization and because of the organization’s reliability and professionalism. In 1996, the City of Montgomery appointed 20 community agency representatives to be the Montgomery Coalition for the Homeless that resulted in community agencies being eligible for homeless assistance funds from the HUD. As a result, MACH has been successfully able to bring in millions of dollars to local and area agencies through the Continuum of Care Competitive process. The City currently supports MACH activities annually through CDBG funding. MACH was and continues to be the lead agency in helping the City’s Area’s Blueprint” towards Ending Chronic Homelessness. Because of this leadership, the City of Montgomery continues to be a lead city in the U.S. as it relates to a continued reduction of the homelessness rate. On March 17, 2009, the MACH Board met and voted to accept the City of Montgomery’s invitation to manage the HPRP funding. A proposal has been submitted to and accepted by the City of Montgomery.
3. Briefly describe the process the grantee plans to use, once HUD signs the grant agreement, to allocate funds available to subgrantees by September 30, 2009, as required by the HPRP Notice (limit 250 words).
Response: Once HUD signs the grant agreement, the City of Montgomery will execute a sub-recipient agreement with the Montgomery Area Coalition for the Homeless to manage the Homelessness Prevention and Rapid Re-Housing Program fund. Prior to signing the agreement, the City’s Community Development Division (CD) will meet with MACH to discuss program requirements, proposed activities, budget line items and reporting requirements. The City will advise MACH will as to how they will receive reimbursement for eligible program activities. The CD division will also assign MACH a project manager who will be responsible for overseeing that program activities and spending are carried out and administered in accordance with HUD guidelines and regulations. MACH must have the sub-recipient agreement executed by its authorizing official. The sub-recipient agreement will be reviewed by the City of Montgomery’s Legal Department to ensure that it is compliance with HUD, state and local laws. Once the agreement has been approved by the Legal Department, it will be forwarded to the Mayor for his signature for execution. However, MACH may not start to perform program activities until the environmental review process has been completed for the project. Once the environmental review process has been completed, a letter will be sent to MACH authorizing them to begin program activities and spending.
4. Describe the grantee’s plan for ensuring the effective and timely use of HPRP grant funds on eligible activities, as outlined in the HPRP Notice. Include a description of how the grantee plans to oversee and monitor the administration and use of its own HPRP funds, as well as those used by its subgrantees (limit 500 words).
Response: As mentioned in the previous section, the City’s Community Development Division (CD) will meet with MACH to discuss program requirements, proposed activities, budget line items and reporting requirements. The sub-recipient agreement will also specify the length of time that the funds will have to be expended. In addition, as mentioned in the previous section, MACH will be assigned a project manager who will be responsible for overseeing that program activities and spending are carried out and administered in accordance with HUD guidelines and regulations. MACH, like all of our sub-recipients, will have to all spending and program activities using a monthly reporting format that has been designed by the Community Development Division. This monthly reporting format consists of the following sections: Budget, Organization Personnel, Program Inventory List, Prime and Subcontractors, Section 3 Reporting, Beneficiary Reporting, and Problems and Technical Assistance Section. This reporting format assists the project manager in performing a desk review of the overall project.
This Budget Section forces the sub-recipient to budget and monitor spending on each line of item. It also allows the project manager to compare invoices with the budget and to resolve any budget issues. The Personnel Section allows the program manager to monitor and address any personnel changes within the organization that may affect project performance. The Program Inventory sections is monitoring and validating equipment purchase with program funds. The Prime and Subcontractors Section and Section 3 Summary Reports helps the project manager monitor who the sub- recipient is hiring to perform any of the work on the project. The Beneficiary Section helps the project manger monitors who are the beneficiaries of the funds. The Problems and Technical Assistance section helps the project manager to assist the sub-recipient with any problems or difficulties that it may be experiencing with the project. Failure by the sub-recipient to submit monthly reports in a timely manner will result in non-payment of invoices.
All payment for funds expended for this program will be on a cost-reimbursement basis. The project manager will review all invoices for eligible costs for payment by the sub-recipient. If the program manager identifies any ineligible costs and/or incorrect totals, the sub-recipient will be notified immediately to correct the invoice. Once the invoice has been validated by the project manger for submission for payment, it is reviewed by the Grants Accountant to ensure that all costs are eligible and accurate. Once the Grants Accountant has validated the invoice, the Grants Administrator and Planning and Development Director for authorizing payments then sign it off. This process is repeating until all grant funding is exhausted.
1. Briefly describe how the grantee plans to collaborate with the local agencies that can serve similar target populations, which received funds under the American Recovery and Reinvestment Act of 2009 from other Federal agencies, including the U.S. Departments of Education, Health and Human Services, HohOMHomeland Security, and Labor (limit 250 words).
Response: As previously mentioned in the this application, the City of Montgomery intends to award the funds of the Homelessness Prevention and Rapid Re-Housing Program (HPRP) to the Mid-Alabama Coalition for the Homeless (MACH). MACH consists of 41 organizational agencies that serve populations experiencing or facing homelessness, drug and alcohol addiction, mental health, AIDS, lack of health insurance, inability to purchase prescription medicine, domestic violence, teen pregnancy, student truancy and dropout and child abuse. The City of Montgomery will encourage MACH , where applicable, to participate with any organization in the City of Montgomery that is receiving funds under the American Recovery and Reinvestment Act of 2009 including the U.S. Department of Education, Health and Human Services, Homeland Security, and the Department of Labor. By participating with other organizations with similar funding, the opportunity may be afforded to combine forces and resources to stretch dollars and to not over-duplicate services.
2. Briefly describe how the grantee plans to collaborate with appropriate Continuum(s) of Care and mainstream resources regarding HPRP activities (limit 250 words).
Response: As previously mentioned in this application, the City of Montgomery intends to award the funds of the Homelessness Prevention and Rapid Re-Housing Program (HPRP) to MACH. MACH consists of 41 organizational agencies that serve populations experiencing or facing homelessness, drug/alcohol addiction, mental health, AIDS, lack of health insurance, inability to purchase prescription medicine, domestic violence, teen pregnancy, student truancy and dropout and child abuse. Currently, MACH provides planning, service coordination and homeless enumeration services as the Community’s Continuum of Care system planning body for homeless issues and services. MACH serves as the Continuum of Care organization for the City of Montgomery, Montgomery, Lowndes, Elmore, and Bullock Counties, Alabama. Because of MACH activities, agencies in our community have been able to receive certain HUD funding in the MACH area. Because of services provided by MACH, over $14 million has been awarded to agencies from HUD for homeless assistance.
MACH is designated by HUD as the homeless Continuum of Care Organization for Montgomery. There are no other community agencies fulfilling the responsibilities of MACH as the homeless Continuum of Care organization in the area. Most of the organizations that provide that services to the homeless in Montgomery are organizational members of MACH. The City and MACH work very closely together as the City accomplishes planning for community needs, including planning for persons who are low-income and/or homeless. The City and MACH also work close together to plan and implement the Montgomery Area’s Blueprint Toward Ending Chronic Homelessness, which is managed by MACH.
3. Briefly describe how HPRP grant funds for financial assistance and housing relocation/stabilization services will be used in a manner that is consistent with the grantee’s Consolidated Plan (limit 250 words).
Response: The proposed use of HPRP grant funds by MACH for financial assistance will be limited to the following activities: short-term rental assistance, medium-term rental assistance, security deposits, utility deposits, utility payments, moving costs assistance, and motel and hotel vouchers. Payments will not be made directly to program participants, but only to third parties, such as landlords or utilities companies. In addition, MACH or a member agency or affiliate of the agency may not own an assisted property when member agency is paying for such services with HPRP funds.
The proposed use of HPRP grant funds by MACH for Housing Relocation and Stabilization Services will be limited to the following eligible activities: Case Management, Outreach and Engagement, Housing Search and Placement, Legal Services, and Credit Repair. MACH will use HPRP case management funds to arrange, coordinate, monitor, and deliver service related to meeting the housing needs of program participants and helping them obtained housing stability. For outreach and engagement, MACH will use HPRP funds for services designed to publicize the availability of programs to make persons who are homeless or almost homeless aware of these and other available services. MACH proposes to use HPRP funds for services and activities designed to assist individuals or families in locating, obtaining and retaining suitable housing. MACH proposes to use HPRP funds for legal service to cover needed services or activities that may require the supervision of lawyer. MACH proposes to use HPRP funds to assist program participants with skills related to credit and budgeting.
E. Estimated Budget Summary
HUD requires the grantee to complete the following table so that participants in the citizen participation process may see the grantee’s preliminary estimated amounts for various HPRP activities. Enter the estimated budget amounts for each activity in the appropriate column and row. The grantee will be required to report actual amounts in subsequent reporting.
HPRP Estimated Budget Summary
Total Amount Budgeted
Housing Relocation and Stabilization Services2
(add previous two rows)
Data Collection and Evaluation3
Administration (up to 5% of allocation)
Total HPRP Amount Budgeted4
1Financial assistance includes the following activities as detailed in the HPRP Notice: short-term rental assistance, medium-term rental assistance, security deposits, utility deposits, utility payments, moving cost assistance, and motel or hotel vouchers.
2Housing relocation and stabilization services include the following activities as detailed in the HPRP Notice: case management, outreach, housing search and placement, legal services, mediation, and credit repair.
3Data collection and evaluation includes costs associated with operating HUD-approved homeless management information systems for purposes of collecting unduplicated counts of homeless persons and analyzing patterns of use of HPRP funds.
4This amount must match the amount entered in the cell on the table in Section A titled “Amount Grantee is Requesting.”
F. Authorized Signature
By signing this application, I certify (1) to the statements contained in the list of certifications and (2) that the statements herein are true, complete, and accurate to the best of my knowledge. I also provide the required assurances and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
___________________________________________________ ___________________ Signature/Authorized Official Date
ACTION PLAN PROJECT TABLE
Project Title: Homeless Prevention and Rapid Re-Housing Program (HPRP)
Priority Need Category: Homeless Prevention Services Objective Number:
Description: HPRP will aid individuals from becoming homeless by providing financial assistance, case management, outreach and engagement, search and placement, and legal services
Project ID: 0019 Local ID: 011560 HUD Matrix Code: 03T
CDBG Citation: N/A CDBG National Objective: N/A
Type of Recipient: Continuum of Care (CoC)
Goal: Expand housing and services offered to homeless families and individuals in Montgomery
Objective: Support homeless prevention services
Project Activity: Support CoC in the operation and provision of homeless prevention services
Outcome: (Annual): Assist individuals with homeless prevention services to locate, obtain and retain suitable housing
Starting Date: October 1, 2009 Project’s Primary Purpose:
Help Persons with HIV/AIDS N/A
Help Persons with Disabilities N/A
Address Public Housing Needs N/A
Location: 2101 Eastern Blvd., Suite 322
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