HomeMy WebLinkAbout1988-03-28 88-174 ORDER08-114
'Item/Subject: Supplemental Saaeganry Shelter Grant for Spruce Run
Responsible Department Health aztl 9elfare
Commentary:
She Maine State Housing Authority is Offering supplemental phots — up to
$34p" — to Spruce Run. Rather then amending the Original grant — pea¢ed
by the Council 2/8/88— they are requiring a new application which meet be
received by April 1. This tarter is being placed on the 3/28/1MI agenda because
Spruce Run has indicated a desire to appy for ndditimral funds for rerovations
of an upstairs brthsuom. -
Manager's Comments: W� n/ azl<sasis;"-nVPn"yM 1
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Item No.
Pap —of_
88-174
Introduced by Councilor Shubert, March 28. 1988
CITY OF BANGOR
(TITLE.) Mrbtra....Authorizing the.. city.Manegor to Execute a Grant Agreement
with to nein SEate Honeing Authority -Spruce Run Shelter
By die Cily Council of Oka C1h' ofBaspm:
ORDERED,
TifAT the City Manager, on behalf of the City of Bangor, is hereby
authorized and directed to execute a Grant Agreaorent with the Maine State
MOusing Authority, a copy of which is on file in the Office of the City
Clerk, ani to take all other necessary action, including execution of
documents and contracts, for the purposes of providing emergency shelter
at Spruce Run.
88-174
ORDER
In City Council March 28,88 .Title,
Passed
Authorizing the City Manager to
Cv Y Cle k
t
Execute a Grant i
A reement with the
....... .....
'Maine State Housing Authority
Spry Ce Run Shellter
L' V/ I troduC nd fi ..bx
.
Councilmen \
'88 MAR 24 A10 A8
,ic, z rte..
CIT; OE BANnf
CITY CLERK
-ee.e
ueeT-lmr
RUN - MINE STATE ROUSING AUTHORITY
ROUND TWO
Emergency Shelter Grants Program
Application
NOTE:
Please answer all questions in the apace provided, if
possible. HERA
the Tight to request additional information at a later
date.
reserves
1.
Local Governments City of Bargar
2.
Chief Executive Howard Stamen. Title n,y
N
3.
Contact Person W# T Clmlila Telephone-04,.C2e'
4.
Nailing Address 103rT«us Ave
or 0s Sty
(Zi P
5.
This application is for funding of activities
�-
by this local
government
g on behalf of non-preflt recipient
6.
Nen-profit Corporation Struce Run Association
I.
Chief Executive Ann SchgeberaerTitle
e.iw conmIttee President_
8.
Contact Person proteins J. G. Stark Telephone
945-5102
9.
Melling Address
(Street or PO Boz (City)
(zip)
10.
Grant Amount Requested $ 9,000
11.
Items to be funded by grant amt ts:
Indicate if
Urgent (8)
Cost
T
Second Floor h
Second Floor Hall Renovations
1,M
TOTAI,
9,000
12.
Check bare if this proposal involves assistance to a proposed nes
_
shelter that is net yet operating.
Round Two ESG Application Page 2
A. GENERAL S@f.TER INyORNATION
1. NM OF gEEi.TER'
2. ADDRESS OF SHELTER: 223Statet
(Street B Municipality
3. DATE SHELTER WAS ESTANLISHgie surest 1903
4. NAME OF SHELTER OPERATOR OSSANISATEONf Spruce Run Association
5. NAIH' OF SHELTER BUILDING OWNER: Spruce Run Association
6. ANDEESS OF SHELTER BUILDING OMNER: P.0 Box 653 Bangor, HE 04401 _
y. Check As appropriate:
_ Shelter operator is or nay be deemed to be a religious
organization.
Shelter building miner is or any be deemed to be a religious
Organisation.
8. If shelter operator does not own buildiplease describe occupancy
dorms of
Agreement (that is, or other c
N/A
9. Type of sbelter (theck more than one if applicable)
adolescent/youtb general purpose
A domestic violence substance abuse
mentally 111 transient adults
_ family other:
10. please state shelter admittance eligibility criteria:
Spruce Rua is a shelter for battered women end their children (except boys war
the age of 12) who are able to care for themselves and their children without
supervision. They must be able to live in a communal setting, sharing facilities
and present no danger t0 other residents. All must be willing to protect the
confidentiality of the location. No active drug or alcohol abusers are allowed.
11. Number of people sin can be sheltered comfortably on a given
Round pass, EW Application page 3
A. NEED FOR FUNDS (please attach other sheets, using the following
numbering and headings for this section only)
1. Nature of the Need - Describe 1n detail the nature of the need for
ESG funds and how this need became evident. Indicate which nestle
are urgent and which are not. Address the specific needs Of the
shelter's clientele. WTE: For proposed now shelters, provide
date and cite sources co demonstrate need for sea shelter, as well
as detailing what the BSG funds will be used for.
2. Immediacy - For urgent needs, explain why the need most be
addressed immediately (What will happen if it is not?) For
nom -urgent needs, indicate WAH. For proposed new shelters, what
do the proposed clientele currently do for shelter and why is this
not sufficient?
3. Reason for Urgency - For urgent needs, please explain how the
urgency arose. Include all supportive information to Show that
emergency costs were unforeseen And unavoidable. For
mon-urgent needs, indicate "NA." For proposed shelters, indicate
"NA."
4. Availability of Other Funds - Are there any other possible sources
of foods to address this need? Describe any steps that have
been taken to pursue other funds, and explain their status. For
proposed shelter¢, please itemize all funding sources contributing
to the establishment of the shelter.
5. Appropriateness of Strategy - F.aplain how the proposed use
of grant
funds addresses the meed(s) identified in #1 above. Forproposed
shelters, explain how the planned shelter Addresses the special
needs of your client population.
6. Crit -effectiveness of Strategy - Is the proposed method of
Addressing the above need the most cost-effective users? Please
explain. For proposed shelters. identify alternative locations for
or approaches to solving your lack of shelter facilities and
explain why this was decided upon.
I. Ability to proceed - Submit a timeline for project start-up through
completion, assuming a Narch 1. 1988 start-up. For proposed
shelters, include all steps that must be taken to start operating.
B. NEED FOR FUNDS
1. Nature of the Need.
The second floor bathroom renovation is urgently needed for
several reasons:
- The current floor is not level and has no
drainage system; therefore, all water which leaks,
drips, or condenses onto the floor runs off into
the hallway, soaks into a support been, and
occasionally leaks through the kitchen ceiling.
- The current tub is the original fixture from
when that bathroom was built for single family
use. it is oval, impossible to properly adapt for
mater tight shower stall{ therefore, a curtain
s used, resulting in a great deal of water
getting onto the floor.
- Because of the unlevel floor, the toilet seal is
not sufficiently tight.
- The door to the bath is too narrow to get the
washer and dryer out for service or replacement.
The door moulding and sink were temporarily
removed in order to get these in five years ago.
The original sink is still used in this bath,
with no cupboard or counter space available for
personal needs of theresidents.
- At least five layers of paint are on the
moulding around the window and door, which chips
away easily. Some of this old paint may be
lead-based, presenting some danger to the small
children we shelter.
The water damage from the bath into the hall will need to be
repaired as well. 1£ these funds make it possible for us to
proceed with renovations to the second floor bathroom, then it
seems both sensible and cost-effective to complete our
novation needs by repairing the damage to the hall and
adjacent bedrooms.
Because the cost of this complete project exceeds the $9000
limit, we have submitted this request in two parts. The total
cost of the bathroom alone is specified apart from the rest of
the work. We have attached the preliminary estimates from our
contractor for both the bathroom alone and the complete project.
We have included a request for funds to complete the
bath/laundry work and to purchase a portion of the materials
necessary for the hall renovations.
2. The bathroom renovations should be carried out immediately,
because the water damage from this room will continue to
progress in the Support structure of the building until
adequately repaired. Renovations are currently underway in
the kitchen located on the first floor, directly below this
bath, which include a new ceiling, extensive structural
enforcement, and upgrading of all plumbing, electrical,
and beating systems which are connected to the bath above.
3. The Spruce Run shelter houses one hundred families annually.
when the shelter was
opened five years ago, we used
available funds to
do the minimum mount of renovation
necessary to get the shelter in condition to begin offering
this critically needed service in the community. The second
floor of the building was the first -section prepared for
sheltering families in 1983. Although the quick -fix w
could afford at that time made it possible to open, five
years of intensive use have made it clear that additional
work is necessary. Our experience sheltering such a large
umber of families with children of all ages has shown that
we must use high quality, heavy duty fixtures, furniture,
and other materials in order to maintain the facility in a
cost-effective way. Community support of a capital fund
drive along with several small grants made it possible for
s to do the quality renovation necessary in most of the
shelter area. One half of the second floor, including the
bath and laundry room, two bedrooms, and the hallway,
represents all that remains to be renovated in the shelter.
(Renovations to the kitchen and entrance foyer are currently
underway.)
4. We are aware of no other funds to undertake this complete
project. We have received notice that $5000 in federal
funds will be added to our allocation from the State of
Maine for this fiscal year. After a full budget review, we
think that $3400 of these federal funds will be available to
complete this total project.
5. Leveling the floor will significantly reduce the water
damage resulting from leakage from the washer, sink, toilet,
and tub. It will also make it possible to properly seal the
toilet to the floor. Minimizing the possibility of water
leaking into the support structure and kitchen will both
enhance the longevity of the building and protect the
renovations currently underway in the kitchen.
Replacing the current bathtub with a tub that can be fitted
with a heavy duty glass shower stall will nearly eliminate
water runoff from bathing.
Replacing the old sink with a customized vanity, cabinet,
and sink unit will provide clean and ansily maintained
facilities for shelter Iesidents which ecurrently not
available for people in the three bedrooms on this floor.
The new moulding and baseboard will be properly fitted and
painted for low maintenance and asof cleaning. Removing
the paint encrusted mouldings will ensure the safety of
children from old paint.
Undertaking this project at this time, concurrently with
renovations to the kitchen directly below the bathroom and
hall area, will make it possible to consolidate the
electrical, plumbing, and heating systems for easy
maintenance and repair.
6. If this work is done concurrently with the renovations on
the first floor, a great deal of money will be saved, since
the structures are already open for electical, plumbing and
other repairs. Doing this project at a later time would
require undoing some
of the current work, thereby
duplicating efforts and increasing the amount of time that
r facility will be unable to function at full capacity for
those who require shelter.
Failure to address the leakage issues in the bathroom could
result in damage to our newly renovated kitchen ceiling.
7. Our contractor has assured us that pork could proceed as
soon as we have notification of funding. I have attached
his preliminary estimates for the panel's information.
Round We ESCP Application Page 4
C. PLANNED ERPENDIT S
Please provide the requested information for any ESC am unt$ YOU
are applying for. The amomts are separated by program -defined
categories below. Applications can include requests for any or all
types Of assistance, but no award will exceed $25,000.
1. Amounts for Hehabiliutian Com raft_ or Hewdeling
a. ninai reM1a [ehabili
tat,
m modeling Mlcb rill cost )SZ
r less of the before -rehab value of the building): (Please
list each Stem to beundertaken):
Item Location Cost
Rathroom m,A ft..,.. 7 264
Hallway renovations Second fjQQr 71A
Attach aimed contractor's estlmntes for all itms. TOTAL: 9,000
b. Major rehab (i.e. exceeding 75% of before -rehab building
value) or conversion: Please list all rehab categories by
trade (plumbing, carpentry, fire protection systema, etc.):
Trade itsm Description Cost
Attach a drawing at least roughly to scale, TOPAL:
ifiution¢ avd si ed epvrraetor�a estimates
Hound S gscP Vpliutm Page s
2. 9mewts for Operating gmpemas N/A
Place each operating coat requested in owe of the following
categories. and attach a bill, estimate, or other fire evidence of
a. Maintenance:
b. %anal or other
Operational coat:
e. utilities:
d. Furnishings:
e. Insurance!
Stem cost
Total Cost:
Nbat source
of funds will be mad for the coats listed above if
they recur in future years?
Hnand Y ESOP Application Page 6
3. Anew £ H tial Sapnortive
services:
i
0
a. bgs,t sereice(s) sill
be funded?
b. Please gmntify the amowt of the services(s) to be purchased
with tberc funds.
C. gas this service been available to the shelter's clients paex,
the past? a yes, how vas it id for in the
anof shy sill it no longer be paid in that manner?
d. ArrA D000MENTATION POH T00% ESTIMATE OF WSTS.
Sound you SOO Mpllcatlon Page )
D. DOC@ffiMPASION WH T"
Please list all assunto wbich sill be available to you in the
Doing year aed sill be expended after January 1, 1988 through ry
1, 1989 that oay count as a matcM1 for the requested 85G funds.
Suggested sources. d Value
1. Donated materials or buildings (identify):
2. Volunteer Time (@ 55.00/hour)
3. Helve market rent of building apace _
(difference between your rent
and estimnced marker 'rate for area).
4. Staff salaries (after February 22, 1998)
5, Purchased services (identify):
6. Purchased materials (identify):
), Operating funds from other sources
a. Charitable contributions to shelter
9. Govez®eutal allocations 9,000
10. Other grants, loans (anticipated)
11. other:
12. Other
13. Other
14. Other
Total 9 non
Found Two ESM Application Page B
B, LS:AL A0290gI1T AND BLIGIBILIW DOCOIRNIAIION (pleasedel
aas yen
nehave
�bel
A 1. Authorization to undertake the activities to be funded by BSG Award
funds - Please attach
a) Articles Of Iacoryoratiou,
b) By -Laws, of Scats (if a S b
c) Certificate of Cood Standing from Secretary
have been submitted to HSNA in past 12 months, C. only)
d) a vote by organization to apply for funds for the specified
uses.
2. Letter it= Internal Supreme Service
ice 'uacat' g tan -exempt status
under section 501(c) o Internal
C 3. Compliance with local land use and coning lace - per any proposed
sea shelters, attach a letter from the appropriate local government
offEclal to document the legality of the shelter.
D 4. Code Compliance - Attach a letter from the local government
indicating that shelter is inlCeOP"Arnm the locaalll afetygoverand
sanitation local codes, or a
ment
outlining a plan to correct deficiencies. If the latter, be
certain the rehab itemization in section C of the application
Secludes all necessary work. -
D 5. Fire Code - Attach evidence of A satisfactory inspection for
compliance with the 101 Life Safety Code within the past year (moat
be by State Fire Harshal's office or local fire cede enforcement
Official), or a latter from the dnapecting authority outlining .
satisfactory method of correcting doEiciaucies. If the latter, be
certain required work is addressed in Section C of the application.
_ 6. Pimadal - please attach!
E a. Three-year Budget of Income and Fapenaes including last fiscal
— year, the current fiscal year and the next fiscal year,
a�
indicating all so or
of z and identifying east
in-kind nature of revenues.
revenue
proposed shelters, first year
budget only, but attachea®itmeut lettere from all funding
sources.
F b. A letter from the chief financial officer of the organization
or its accountant indieacing that the orgaaizatiou has a
functioning accounting system that ds operated in accordance
with generally accepted accounting principals.
G Z Site Control - Please attach a to" of year deed, or lease. If you
re moving Onn
starting a eon shelter, attach a proposed lease, a
valid Option to Purchase, Or 8 perebase contract. -
Round 1Vo ESGP APplictinv Ipage S
P. OWNER CERTIFICATION OF CONIIe USE
I. For Operating Funds or Rehab Projects assenting to lees Than 75S of
Pre-gonab Building Value
The undersigned hereby certifies that (a)he is the legal Ower of
the property at 223�S[to tt In the munieipsaallty Of
B n Micv property is Or shall be used for
eigeney sheiks[ purpaeea. The undersigned further certifies that said
property viii continue to be available for nae as n emergency shelter
for
not lees than three years free March 1. 1988. an
��/i. /tom 3-aG-,a�d
ti gignature of Chief ETecu iv ££icer Date
ins T Gam= of Corporate Ouver, or Individual Owner
Princes uicneas Name
n
IF, u Name of Corporation of Individual
II. Only For Rehab Projects Amowting to More net 75% of Pre -Rehab Building
Value
The undersigned hereby certifies that (e)he In the legallNmuioiPader f
Of
the property at r61ch property is or ahall be used for
emergency shelter purposes. The undersigned further certifies that said
property rill continue to be available for use as emergeaq
er
for not less than tan years from March 1, 1
wi Signature of Chief E mtive Officer Date
of Corporate Ower, w Individual ouesT
Printed fttess Mame
Typed None o Corporation or Individual
Sound Two PSG? Application Page 10
G. NON FIT ORGANIZATION
[YRSIPIGATIONB ttl M MAINE STATE R00SM AMEORITY
Mame of Shelter Organization
Name of Shelter spruce n
Toe above-named shelter hereby aubmets an application for Rhin TWO
gmargenzy Shelter Grants yrogrm funding. Accordingly, the undersigned
certifies that the shelter operator:
1) is a private, ono -profit organfeation incorporated in the State of Malce
and in good standing such the Secretary of State.
2) is a 501(c) corporation that is tar exempt under subtitle A of the
Internal Revenue Ghdq
3) has an accounting "at= and a voluntary board;
4) does not practice discrimiitiovOrigin
tespecttorce,creed,rligio.
ass, age, handicap, or national r Bin provisionaassistance;
5) provides homeless individuals with assistance in obtaining appropriate
supportive services, including permanent housing, medical and mental
health treatment. counseling, supervision, and ocher services essential
for achieving independent living, and also any federal, state, local and
private assistance available for such individuals.
6) possesses legal authority, by virtue of its corporate documents, to,
provide hameleas sheltering and support services;
]) represents that it in or may be deemed to be
�_ is Out
religious or denhminatianal institution or organization or nn
orgaNzacion operated for religious purposes which is supervised or
controlled by or in connection with a religious or denominational
institution or organization.
g) apreligiousa�ganizatlanv purNantgto the above idefinitinn°rand
is m[
Round TWO ESC? Application Page 11
9) is prepared to anter Into a grant agreement with the government of the
locality in which the shelter is operated, such grant agreement to
entail covenants regarding
-deadlines for the expenditure of funds,
-consequences for failure to expend funds for approved uses,
-restricted rehab activity on historic properties. In flood hazard
in endangered species habitats, and In coastal zone management
-continued use of building as a shelter for 3 years by an applicant
requesting rehab or operating funds. or 10 years by any applicant
requesting funds for major rehabilitation;
-operation of the shelter is accord"" with all applicable
n -discrimination and equal opportunity lore. per 24 CFR, Section
5)5.59(a)
of grant funds in accordance with OMB circulars A-110 and A-122
other provisions pertaining to Uniform Federal Accessibility Standards
at 24 CFR Part 40. the Lead -Based Paint Poisoning Prevention Act,
conflicts of Interest per On Circulars A-102 and A-110 and 24 CFR qS
5I5.59(e), use of debarred contractors, flood insurance. and audit
requirements of OMB Circular A-110.
-any other provisions deemed by the local government to be necessary to
appropriate administration of grant awards.
10) Will utilize ESC funds only for activities defined as eligible in the
Round Two PSG Program Guide, and described and documented In the shelter
operator's ESG application.
11) Understands that any shelter to be assisted must meet local building and
sanitation standards and State Fire Code, either prior to or as a dliect
result of ESGP funding. _
12) Acknowledges a responsibility to make know that its homeless shelter
services are available to all people an a nondiscriminatory basis, and
agrees to document the method of making this know, if requested.
Spruce Run Aasnciatinn
Date Non -Profit Recipient
v EsenufiveiUl'.at.I'IeO'd wGf
Ann Schonberver
Nems
Hound Tw ESUP Application Page 12
H. LOCAL, GOVERNMENT CERTIFICATIONS TO THE MAINE STATE ROUSING AUTHORITY
RE: Round Two Emergency ShelterGrant Application(s) for the following
shelter operator(s): (List sub -grantees)
The undersigned Chief Executive of City of R Or
(muaitlt wity
el Round to the
Em Heine State HouserGran Authority WHA) that with tted by Co
all Round Two Emergency Shelter Grant Program t will
submitted by this
areal of grant agreements Co HERR, MIs blas gweroment will e e the following by
areas of grant rae,It with ell sub-grea gra; o agreemif theent
local SHAgovernment
In itself
th the grantee, Sc will enter Into a grant agreement with HHHA Co
ensure Me following:
1) No more than 152 of the total of all grant requests submitted by this
local government will be expended on the provision of essential services as
defined in the Round Two Emergency Shelter Grants Program Guide, Section
III.E.
2) For Any Round Too ESO application requesting rehab or operating funds,
the building will embalm in use as a shelter for not lees than three years
after the Grant award and for hot lees than ten years if the application
involves rehabilitation amounting c0 more than 752 of the pre -rehab value of
the building.
3) Local government will enter Into a subgrant contract with any approved
nonprofit recipient within 30 days of HSHA grant award to Local Government.
4) Use of grant funds will comply oiM moa-diserinchatlon and equal
epporeaddry lava inclading: (a) Nondiacr£minatfou and Equal Opportunity.
(1) The requirements of Title VIII of the Civil Rights Act of 1968, 42 U.S.C.
3601-19 end implementing regulations; Executive Order 11063 was Implementing
regulations at 24 CPR Parc 107 and Title W of the Civil Rights Act of 1964
(42 U.S.C.20U2d-1) am implementing regulations issued at 24 CPR Part 1; (2)
Me prohibitions against discrimination on the bash of age =der the Age
Discrimluatlon Act of 1975 (42 U.S.C. 610147) and the prohibitions against
discrimination against havd£capped individuals under section 504 of the
Rehabilitation Ant of 1973 (29 U.S.C. 794): (3) She requirements of Executive
Order 11246 and the regulations famed under the Order at 41 CPR Chapter 60,
add (4) no requirements of section 3 of the Housing and Urban Development
Act Of 1968, 12 U.S.C. 1701u; and (5) no requirements of Executive Orders
11625, 12432, and 12138. Consistent with HUD's responsibilities under these.
Orders, the grantee mut make efforts to encourage the Fee of minority and
e business enterprises in connectionwith activities funded under this
part.
Bound Two SSCP Application Page 13
5) Use of grant foods will comply with the policies, guidelines, and
requirements of On Circulars A-87 and A-102, Am they relate to the
acceptance and a of emergency shelter grant amounts by unite of general
local government use
A-110 and A-122 as they relate to acceptance and use of
emergency shelter grunt amounts by private non-profit organisations.
6) Use of grant funds for malar rehabilitation (i.e., improvements
exceeding 75Z of building's pre -rehab value) will comply with Uniform Federal
Accessibility Standards at 24 Use Part 40, Appendix A.
y) Use of grant funds for any rehab will comply with the requirements of
the Lead -Saeed Paint Poisoning Prevention Act (42 O.S.C. 4821-4846) and
implementing regulations at 24 CPB Part 35.
8) With respect to use
of grant funds, no person who is a employee, agent,
consultant, officer, o elected or appointed official of the local goverment
or on-Pvofit recipient that receives emergency shelter grant amounts and who
exercises or has exercised any functions or responsibilities with respect to
assisted activities or who Is in a position to participate in a decision-
making process or gait inside information with regard to such activities, may
obtain a personal or financial interest or benefit from the activity, or have
n interest in any contract, subcontract or agreement with respect thereto,
r the proceeds thereunder, either of him or herself or those with whom he or
she has family or business ties, daring him or her tenure or for one year
thereafter.
9) No M -debarred, -suspended, or -ineligible contractors, pursuant to 24
CPB Part 24, will be used in ESGP projects.
10) No rehabilitation will be performed on any building located in an
a
that has been identified by the Federal Emergency Management Agency (773M) as
having special flood hazards unless flood insurance is in place.
11) The unit of local government submitting these certifications has a
financial management system that provides for audits in accordance with 24
CPS Part 44.
1mea �—
�Dat73' Color Executive
Fd�aarri Rameif.
priv[ed nwe