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Home My WebLink About _ 9.2(c)--Authorize the City of Redding to act as the NorCal Continuum of Care's Administrative Entity CITY OF REDDING REPORT TO THE CITY COUNCIL Recommendation Authorize and approve the following: (1) Authorize the City of Redding to serve as the interim Administrative Entity for the NorCal Continuum of Care for a two-year term; (2) Authorize the City Manager to negotiate and sign a Memorandum of Understanding with the NorCal Continuum of Care’s Executive Board outlining the respective roles and responsibilities of the City of Redding as the NorCal Continuum of Care’s Administrative Entity; (3) Authorize the City Manager to submit applications or documents necessary to apply to the State of California for the Homeless Housing Assistance and Prevention grant, or other grants that become available on behalf of the NorCal Continuum of Care, and appropriate funds received; (4) Find that acting in an administrative capacity is not considered a project under the California Environmental Quality Act; and (5) Find that acting in an administrative capacity is an exempt activity under the National Environmental Policy Act. Fiscal Impact Staff estimates that serving as the Administrative Entity for the NorCal Continuum of Care (NorCal CoC) will require the hiring of one full time, Associate Project Coordinator. The estimated total cost for this position, including a 10 percent indirect cost rate for administrative and operational costs will be $274,692 per year. At the September 11, 2023, the NorCal Executive Board (Executive Board) approved staff’s budget requested that included the cost to be fully funded by grants and contributions received through the NorCal CoC. It is anticipated that the position will be funded by Homeless and Housing Assistance Program funds, individual County contributions and miscellaneous administrative fees received through other grant funds. There will be no impact to the General Fund or existing Housing Division resources. MEETING DATE: September 19, 2023 ITEM NO. 9.2(c) FROM: ***APPROVED BY*** sbade@cityofredding.org btippin@cityofredding.org SUBJECT: 9.2(c)--Consider authorizing the City of Redding to serve as the NorCal Continuum of Care's Administrative Entity. Steve Bade, Assistant City Manager Report to Redding City Council September 14, 2023 Re: 9.2(c)--Authorize the City of Redding to act as the NorCal Continuum of Care's Administrative Entity Page 2 Alternative Action The City Council (Council) could choose not to serve as the Administrative Entity. However, as no other organization has elected to fill this role, this option may result in jeopardizing funding for homeless services within the NorCal CoC region. Background/Analysis On August 15, 2023, Council authorized the City of Redding (City) to serve as the Collaborative Applicant for the Fiscal Year 2023 Continuum of Care Application on behalf of the NorCal CoC and ratified the award of Homeless Housing, Assistance and Prevention Round 3 funding to the City in the amount of $58,792.30 for administrative costs associated with the City functioning as the Collaborative Applicant. At this meeting, the City Manager advised the Council that as of August 21, 2023, Shasta County terminated its role as the Norcal CoC’s Administrative Entity and that staff would likely be returning to Council with a request for the City to serve as the NorCal CoC’s Administrative Entity. On August 28, 2023, the Executive Board met to discuss the need for an interim Administrative Entity to support the functions of the NorCal CoC. As part of its Governance Charter, the NorCal CoC detailed the administrative duties needed to be provided by the interim Administrative Entity. The Board Chair presented additional information and requested that the Executive Board consider the City also serve as the Administrative Entity. At the close of the discussion, the Executive Board requested that the City determine the cost, based on the duties stipulated within its Governance Charter. Staff compiled the requested information and presented its findings at the Executive Board meeting on September 11, 2023. In addition to the agreed-upon services, staff also requested to be compensated for other duties not listed in the Executive Board’s Governance Charter. A spreadsheet detailing the overall duties of the Administrative Entity with associated hours is attached to this staff report. Beyond these duties, the City also requested that all grants associated with the NorCal CoC be administered by the City and that a Point-in-Time count not be conducted in January 2024 as it is a non-mandatory year and not required by the U.S. Department of Housing and Urban Department. The Executive Board voted and approved the City to act as the Interim Administrative Entity. Should City Council approve the City to act as the Administrative Entity for the NorCal CoC, the City will enter into a Memorandum of Understanding (MOU) with the Executive Board. The MOU and any subsequent contracts involving the City as the Administrative Entity will be reviewed by the City Attorney’s office to ensure that proper risk mitigation and indemnification is provided within each subsequent contract. Environmental Review Providing administrative duties is not considered a project under the California Environmental Quality Act (CEQA). Any future project that is developed will be reviewed for CEQA compliance once the details are known. Under the National Environmental Policy Act (NEPA), administrative and management activities are considered exempt activities and no further action is required under 24 CFR Report to Redding City Council September 14, 2023 Re: 9.2(c)--Authorize the City of Redding to act as the NorCal Continuum of Care's Administrative Entity Page 3 58.34(a)(3). Any future projects will be reviewed for NEPA requirements if awarded funding. Council Priority/City Manager Goals • Government of the 21st Century - “Be relevant and proactive to the opportunities and challenges of today’s residents and workforce. Anticipate the future to make better decisions today.” • Economic Development- “Facilitate and become a catalyst for economic development in Redding to create jobs, retain current businesses and attract new ones, and encourage investment in the community.” Attachments ^Draft Duties and Forecasted Hours - NorCal CoC Admin Entity Updated CoC Administration Roles & Responsibilities Worksheet No. of Hours Each occurrence No. occurences per year Total number of hours per year Fully loaded cost per hour - Project Coordinator NorCal CoC Governance Charter Lead Agency's Roles and Responsibilties pg. 8-9 $120 1 Facilitate meetings with published agendas (10 hours per mtg prep, attendance, minutes & posting); including all member meetings twice a year (578.7(a))10 14 140 2 Provide access to participate remotely in Lead Agency hosted meetings (1 hr per meeting)1 14 14 3 "Enhance the knowledge of the service providers" to address housing needs; (this means training on gap analysis, how to develop housing, how to access housing that is already in place, collaboration)5 12 60 4 Conduct annual gap analysis (Last completed May 2023)40 1 40 5 Facilitate the administration of an annual Point-In-Time Count (PIT) and Housing Inventory Count (HIC) of homeless persons with the Advisory Boards***This does not mean we are in charge of the PIT committee***2 6 12 6 Set baseline for system performance based on funding (Already set for HHAP 3)5 6 30 7 Build community awareness inclusive of the needs of all homeless populations marketing?8 4 32 8 Inform the Executive Board of county program needs based on Gap Analysis?1 1 1 9 Ensure consistent participation of recipients and sub recipients in the HMIS; meetings with HMIS contractor (see # 33 below)0 0 0 UWNC 10 Complete CoC wide funding applications (initial preparation 4-6 hours)0 0 0 Collab. App. 11 Develop and provide Continuum wide trainings including HUD mandated training topic and county requested trainings; quarterly trainings?10 4 40 12 Monitor performance of funding projects in accordance with the funding contract; depends on the number of projects and funding sources 8 6 48 13 Design, operate, and follow a collaborative process for development of applications for funding 5 6 30 14 Prepare resolutions and reports to the City of Redding as needed per needs of Exeuctive Board and City requirements 5 10 50 15 Oversee the Rating and Ranking processes (8-10 hours LA staff time when needed) (HUD grant)0 0 0 Collab. App. 16 Process Consultant applications, invoices and request for support materials, services and supplies 5 3 15 17 Update, maintain and monitor the NorCal CoC website 2 12 24 18 Report the results of the evaluation outcomes of projects funded under the Emergency Solutions Grants program (State Program) and the Continuum of Care program to HUD (this is not grant set up or monitoring, this is located under a different item number)15 1 15 19 Ensure the HMIS is administered in compliance with requirements prescribed by HUD (3rd Party review $3- $6,000) ***how often? This is monitoring UW.8 4 32 20 Provide information required to complete the Consolidated Plan(s) within the Continuum's geographic area 80 1 80 22 In consultation with recipients of ESG program funds within the geographic area, establish and consistently follow written standards for providing Continuum of Care assistance. At a minimum, these written standards must include: a. Policies and procedures for evaluating individuals' and families' eligibility for assistance under this part b. Policies and procedures for determining and prioritizing which individuals and families will receive transitional housing assistance (these policies must include the emergency transfer priority required under Sect. 578.99(j)(8)) policies and procedures for determining and prioritizing which eligible individuals and families will receive rapid rehousing assistance (these policies must include the emergency transfer priority required under Sect. 578.99(j)(8)) d. Standards for determining what percentage or amount of rent each program participant must pay while receiving rapid rehousing assistance e. Policies and procedures for determining and prioritizing which eligible individuals and families will receive permanent supportive housing assistance (these policies must include the emergency transfer priority required under Sect. 578.99(j)(8)) f. Where the Continuum is designated a high-performing community, policies and procedures set forth in 24 CFR 576.400(e)(3)(vi), (e)(3)(vii), (e)(3)(viii), and (e)(3)(iX)10 12 120 23 Assist the Advisory Board with county wide policies and procedures 20 1 20 24 Act as the Secretary for the Executive Board Meetings (included in hours reported in #1 above)0 0 25 Lead Agency to determine equitable distribution of funds using framework identified under "Funding" when funds are required to have an equitable distribution.10 1 10 26 Act as the Fiscal Agent for the Continuum; this includes applying for grants, staff reports for city council, receiving grants, subrecipient agreements, tracking funding, reporting funding, monitoring subrecipients.100 12 1200 27 Coordinate, with Advisory Boards, the implementation of a housing and service system within its geographic area that meets the needs of the homeless individuals (including unaccompanied youth) and families. At a minimum, such system encompasses the following: a. Outreach, engagement, and assessment; b. Shelter, housing, and supportive services; and c. Prevention strategies.20 2 40 Environmental reviews for all contracts either NEPA or CEQA 18 1 18 Assist with public invitation for new members to join the Norcal CoC; ensure Board adheres to the governmence charter; act as a resource; assist with the appointment of subcommittees; assist with the update of the governence charter; (578.7(a)maintain a website 5 2 10 Establish and monitor performance targets, collaborate with HMIS and Coordinated Entry Lead, Coordinate and implement a housing and service system; provide information to Consolidated Plan administrators; 5 12 60 SUBTOTAL 398 148 2081 249,720.00$ Other Costs and hours; finance, city attorney and clerks office as indirect cost 0.1 24,972.00$ TOTAL 274,692.00$