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Home My WebLink AboutMINUTES - 11091993 - 1.68 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Richard J. Martinez, Executive Director DATE: November 9, 1993 SUBJECT: EMERGENCY SHELTER PROGRAM GRANT AWARD SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: ACCEPT State of California, Department of Housing and Community Development, Emergency Shelter Program Grant Award for the homeless in the amount of $10,478. II. FINANCIAL IMPACT: Funding has been approved by the State Department of Housing and Community Development in the amount of $10,478 for Emergency Shelter Program costs, which may include expenses for maintenance, utilities, or staff providing direct client services. III. REASONS FOR RECOMMENDATION/BACKGROUND: On July 13, 1993 the Board of CommissionersadoptedResolution No. 3682 approving an application to the State of California, Department of Housing and Community Development, for Emergency Shelter Program grant funds and authorizing the Executive Director of the Housing Authority of the County of Contra Costa to execute contracts and other documents necessary to implement its responsibilities as the lead agency under the State contract. In their letter dated October 27, 1993, the Housing Authority of the County of Contra Costa was notified by the Program Manager of the Emergency Shelter Program for the State, that it had been awarded an Emergency Shelter Program Grant, and received documentation for obtaining funds for the program and outlining compliance with the provisions of the grant agreement. IV. CONSEQUENCES OF NEGATIVE ACTION: None. CONTINUED ON ATTACHMENT: YES SIGNATURE IQ A + RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) : ACTION OF BOARD ON T)9 R 3 APPROVED AS RECOMMENDED ✓ OTHER VOTE OF COMMISSIONERS / I HEREBY CERTIFY THAT THIS IS A ✓ UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED jcj9a _ PHIL BATCHELO , CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY ,fid. t A�a�.dLX.p .� , DEPUTY STATE OF CALIFORNIA - BUSINESS TRANSPORTATION AND HOUSING AGENCY PETE WILSON Governor DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT DIVISION OF COMMUNITY AFFAIRS 1800 THIRD STREET P.O. BOX 952054 SACRAMENTO,CA 94252-2054 (916)445-0845 FAX(916)323-6625 OCT 2 7 1993 Mr. Richard Martinez Acting Executive Director Housing Authority of the County of Contra Costa P.O. Box 2759 Martinez, California 94553 Dear Mr. Martinez: RE: Grant Agreement No. 93-ESP-1107 Congratulations on receiving your ESP grant award. I am enclosing all of the documentation which you will need to obtain funds for your program and to comply with the provisions of the grant agreement. These include: 1. The State Agreement(five copies) The State Agreement consists of a cover sheet (Standard form STD-2); a set of standard conditions; and Attachment A, which sets out the specific requirements for your program. You should review the entire Agreement thoroughly and, if necessary, discuss the requirements with your legal and financial advisers and your Board. In Attachment A you should note particularly the amounts specified for each activity for which you have been awarded funds, the amount of shelter (measured in person-shelter-days or PSDs) which you have committed to provide and the timetable for drawdown of funds and provision of PSDs. Once you have reviewed and approved the Agreement, the person designated in the resolution submitted with your grant application should sign all five conies in the space marked "CONTRACTOR" on the lower right hand section of the cover sheet of the Agreement. If the resolution submitted with your application has to be changed to reflect changes in the authorized signatory, the grant amount or your grantee status (lead agency, participating agency or single agency), you should ensure that your Board adopts a new resolution consistent with the terms of the grant award. All five original signed copies, together with the new resolution, if needed, must then be returned to: Business Management Branch Department of Housing and Community Development P. O. Box 952050 Sacramento, CA 94252-2050 Mr. Richard Martinez Page 2 The State cannot reimburse you for any expenses you may incur before the effective date of the Agreement, which is the date it is signed by the State's representative. Accordingly,it is in your own interest to return the signed Agreements as soon as possible so that you may commence your program. If the signed Agreement is not returned to HCD within forty-five(45) days of the date of this letter, your grant award will be terminated and your funds reallocated to another grant applicant. In exceptional circumstances, a 30-day extension may be approved. If you think you will need an extension please contact your Contract Manager immediately. 2. Other Forms We have enclosed a standard forms list with the forms and instructions you will need to obtain funds under the Agreement, to comply with bidding procurement and security requirements and to request changes in your authorized activities or budget. Please make copies of the blank Quarterly Narrative Report (QNR) and Request for Disbursement (RFD) forms for your future use. 3. Program Commencement Clause 8 of the Agreement requires that you commence your program no later than two (2) months from the Agreement's effective date. Failure to do so without good cause is GROUNDS FOR TERMINATION of the Agreement. If you have not already done so, you should immediately start preparing to meet any of the applicable disbursement conditions set out in Clause 25 of the Agreement. You should be aware that conditions related,to the acquisition and/or rehabilitation of shelters or the procurement of equipment may take a significant amount of time to complete. You may return any required forms (including RFDs for advance payments and evidence of completion of predisbursement conditions) with the signed Agreements, but it is not required that you do so. We strongly recommend that you do not delay the return of the Agreements while you work on the completion of other paperwork. IF YOU HAVE ANY PROBLEMS OR QUESTIONS, you should contact your Contract Manager or me immediately. I can be reached at the above telephone number. Your Contract Manager, Rolina Brown, can be reached at(916) 327-3749. We look forward to working with you on your program and appreciate your cooperation and assistance. mcerel on�ah n Program Manager Emergency Shelter Program THE BOARD OF COMMISSIONERS, HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 3682 . RESOLUTION APPROVING THE APPLICATION FOR EMERGENCY SHELTER PROGRAM GRANT FUNDS WHEREAS, the State of California, Department of Housing and Community Development, Division of Community Affairs, issued a REQUEST FOR PROPOSALS under the EMERGENCY SHELTER PROGRAM; and WHEREAS, The Housing Authority of the County of Contra Costa is willing to accept grant for the costs of a new and/or expanded homeless shelter bed capacity, if any; and WHEREAS, if the Housing Authority of the County of Contra Costa receives a grant from the Emergency Shelter Program it certifies that all uses of the funds will be in compliance with Emergency Shelter Program Regulations and Contract, including compliance with the California Environmental Quality Act; NOW, THEREFORE, BE IT RESOLVED THAT: 1. The Board of Commissioners of the Housing Authority of the County of Contra Costa hereby authorizes the Executive Director of the Housing Authority to apply for and accept any grant in the amount of not more than the maximum amount permitted by law and estimated to be not less than $-0- to enter into a contract and any amendment thereto with the Department of Housing and Community Development, and to perform any and all responsibilities in relationship to such contract. 2. If the application authorized by this resolution is approved by the State of California, the Housing Authority of the County of Contra Costa is authorized and directed to execute contracts and other documents necessary to implement its responsibilities as the lead agency under the State contract. 3. This resolution shall take effect immediately. PASSED AND ADOPTED on July 13, 1993 y by: AYES: Commissioners Powers, Smith, Bishop, McPeak, Torlakson NOES: None ABSENT: None I hereby certify that this is a true and correct copy of ABSTAIN: None an action taken and entered on the minutes or the Boar,' of Supervisor n th data shown.. ATTESTED: 21I —.. PHIL BAT HELOR, Ierk of the Boaro cc: County Administrator of Su ra and county ministrator County Counsel f� Housing Authority 1 �G By DeutY .. .......___ t n , �. r;