Emergency Food & Shelter Program Phase 35 Application Instructions & Guidelines

Transcription

1 Emergency Food & Shelter Program Phase 35 Application Instructions & Guidelines Deadline for EFSP Applications JUNE 7, 2018, 4:00 P.M. The spending period for EFSP Phase 35 is from February 1, 2018 through January 31, Please read these instructions before starting the application. The Emergency Food and Shelter Program (EFSP) was established in 1983 by Congress with the intent of supplementing local efforts to provide emergency shelter and food to people in need. The Local Boards for the Emergency Food and Shelter Program invites interested, qualified non-profit community organizations and local units of government to request grants to provide emergency food, shelter, one-time rental/mortgage and utility assistance to people in need. These funds are made available through the Department of Homeland Security/ Federal Emergency Management Agency under the Emergency Food and Shelter National Board Program. Funds awarded to local jurisdictions are calculated by the National Board based on a formula that takes economic health, income levels, joblessness levels and other factors into account. APPLICANT ELIGIBILITY Eligible applicants must: Not charge fees for EFSP-funded services. BE SUPPLEMENTING EXISTING PROGRAMS Be a non-profit or governmental agency. Have an accounting system or fiscal agent approved by the Local Board. Must have a checking account (for electronic funds transfer). Have a Federal Tax Identification Number (Federal EIN). Conduct an independent annual audit if receiving 100,000 or more in EFSP funds; conduct an annual review if receiving 50,000 to 99,999 in EFSP funds. Comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR 200 of the Office of Management and Budget, if expending 750,000 or more in Federal Funds. Practice nondiscrimination. Already be providing services in the area in which the agency is seeking funding. If a private nonprofit, have a voluntary board. Comply with all EFSP program reporting and audit requirements. Agencies that meet eligibility requirements may apply for funding, including those that received funding in previous phases. Eligibility to apply does not guarantee funding. NOTE: Emergency Food & Shelter Program funds cannot be used as matching funds.

2 ELIGIBLE ACTIVITIES FOR FUNDING The intent of EFSP is to supplement and expand current available resources and not to substitute or reimburse ongoing programs and services or to start new programs. The following are activities eligible for funding under the guidelines of Local Boards. Note: Other activities may be eligible under National Board guidelines but are not funded under the Local Board's guidelines. A. Served Meals - Any food used in served meals (cold or hot); cost of transporting food to site or client; per meal allowance of 2. B. Other Food - (nonperishable/perishable) For food banks/pantries and other food providers. Eligible expenses include food purchased for distribution and transportation expenses related to the delivery and distribution of purchased and donated food. C. Mass Shelter (on site shelter with 5 or more beds in one location). Direct expenses associated with housing a client (supplies, linens, etc.); transportation costs; daily allowance of D. Other Shelter - Off-site emergency lodging (room and tax only) in a hotel/motel or other off-site shelter. Limited to 30 days assistance. An agency may not operate as a vendor for itself or another LRO. E. Rent/Mortgage- Past due rent or mortgage payment (P&I only); current rent or mortgage due within 5 calendar days; first month s rent; lot fee for mobile homes. Limited to one month s costs for an individual/family. F. Utilities - Past due bills, or current bills due within 5 calendar days; for gas, electricity, oil, water, reconnect fees. May pay budget or actual amount. Limited to one month s amount that is past due at the time of payment or current one month amount. One time delivery of firewood, coal, or propane. Funds may only be used for residents and transients within the jurisdiction in which funds were allocated. All payments for eligible activities under EFSP must be made directly to vendors by agency check, agency credit/debit card, or electronic payment to vendors. No checks may be made payable to clients, volunteers or staff. Cash payments are ineligible - including but not limited to petty cash. FUNDING REQUEST GUIDELINES Agencies must demonstrate in their program narrative how they will effectively utilize the EFSP funds requested during the spending period. EFSP funds must supplement an existing program. The funds cannot be used to start new programs or prevent a program closure. EFSP funds cannot be utilized to replace federal, state or city grant contracts. The minimum grant is

3 APPLICATION PROCESS 1. A separate application must be completed and submitted for each jurisdiction from which you are requesting funds. The jurisdictions are: (1) Washoe County, (2) State Set-Aside (includes Carson City, Churchill, Douglas, Elko, Esmeralda, Eureka, Humboldt, Lander, Lincoln, Mineral, Pershing, Storey and White Pine counties), (3) Lyon County. Please ensure you identify what County, Congressional District, and Jurisdiction you are applying in at the top of the application. 2. Submit ONLY the required attachments with the application (required attachments listed on page 2 of the. 3. The original application must be signed in BLUE INK by the Executive Director and Board Chair of the Agency. 4. Complete original, signed application and category documents must be received by United Way by Thursday, June 7, 2018 at 4:00 P.M. They must be ed to Erin.Gillies@uwnns.org AND ALSO delivered by mail or hand delivered to 639 Isbell Road, Suite 460, Reno, NV All of the following MUST be included: a. Copy of your 501(c) (3) tax-exempt status letter for your organization. If your organization does not have one, you must utilize the FEIN of a fiscal agent. A fiscal agent is another nonprofit organization that may receive Emergency Food and Shelter Program funds and maintains fiscal responsibility on behalf of another organization. b. Copy of the most recent Board approved Operating Budget and Program Area Budget. A copy of the agency s audit should be made available upon request. c. Summary budget form (template available with this. d. Completed documents for the category/ies you are requesting funds in (i.e. other food, served meals, etc.). 5. To ensure that funds are leveraged effectively in areas of greatest need, the Local Board encourages collaborations among agencies and organizations. Please attach letters of collaborations/mous to your application, if applicable. 6. Applications and category documents can be downloaded from 7. INCOMPLETE AND/OR LATE APPLICATIONS WILL BE DEEMED INELIGIBLE. COMPLETION OF AN APPLICATION IS NOT A GUARANTEE OF FUNDING. For technical assistance, please contact Erin Gillies or Kim (775) IMPORTANT NOTE: Lack of compliance with these instructions may result in elimination of the proposal from funding consideration. If the application is mailed, it must be received in United Way s office by the deadline date and time. Incomplete, late or faxed proposals will not be accepted. Note: Agencies selected for funding will receive the award in two installments. Agencies will be required to submit a second check request form and a year-end close-out report, as well as periodic interim reports. Agencies will be required to certify that monies will be expended only on eligible costs and will be asked to provide backup documentation to support expenditures (e.g. canceled checks, invoices, logs of clients - 3 -

4 served, etc.). Failure to submit reports and documentation in a timely manner will affect an agency's ability to receive future funding. APPEALS An agency not selected for funding may appeal the decision, provided that the appeal is based upon violation of program regulations or errors on the part of the Local Board. Only when there is a question of serious misapplication of guidelines, fraud, or other abuse on the part of the Local Board will action be considered. No appeals will be heard on the basis of funding level or late submission. The appeal process is as follows: The agency must submit a written appeal to the Local Board within ten calendar days of notification about the outcome of its application. The written appeal should provide a detailed account of the agency's reason for the appeal. The written appeal must be signed by the Executive Director of the agency and mailed or delivered to: United Way of Northern Nevada and the Sierra, ATTN: EFSP Local Board, 639 Isbell Road, Suite 460, Reno, NV An Appeals Committee consisting of no less than three members of the Local Board will review the appeal within five business days of receipt. The committee will determine if there are compelling reasons to support the appeal. Based on these findings, the committee will mail written notification of its decision within two days of review

5 EMERGENCY FOOD AND SHELTER NATIONAL BOARD PROGRAM PHASE 35 LOCAL RECIPIENT ORGANIZATION (LRO) APPLICATION NAME OF COUNTY: Congressional District (Physical Location): JURISDICTION: Washoe State Set-Aside Lyon The intent of this program is to supplement and expand ongoing efforts to provide shelter, food and supportive services and not to substitute or reimburse ongoing programs and services or to start new programs. To be considered for EFSP funds, the following must be completed: Name of Organization: Physical & Mailing Address: Place of Performance: Phone: Fax: Agency Director Name: Agency Director Address: Contact Person: Contact Address: Federal Employer Identification Number (FEIN): DUNS: If applying in the State Set- Aside jurisdiction, please indicate counties served. Agency Website: Carson City Churchill Douglas Elko Esmeralda Eureka Humboldt Lander Lincoln Mineral Pershing Storey White Pine The Organization: Is either a nonprofit or an agency of government Has an accounting system and uses Generally Accepted Accounting Principles Conducts an independent annual audit (if no, request a full budget form) Date of most recent audit: Prepared by: Practices non-discrimination (LRO s with a religious affiliation will not refuse service to an applicant based on religion, nor engage in religious proselytizing or religious counseling with Federal funds) Is Agency debarred or suspended from receiving funds or doing business with the Federal Government? YES NO Has a voluntary Board of Directors. If no, please explain. If funded by EFSP in the past or present, abides by the reporting requirements set by EFSP, in this and any other jurisdiction. In the past, program has returned funds or not received full award amount. If yes, please provide a brief explanation in a separate document. N/A Executive Director s signature: Date: Board Chair s signature: Date: Should an agency be found out of compliance for any previous phase, the compliance issue must be resolved within 45 days of notification. Should the non-compliance NOT be rectified within this time frame, any pending Phase 35 award will be brought back to the Local Board immediately for reallocation. For Technical Assistance contact Kim Spiersch or Erin Gillies at or via at: kim.spiersch@uwnns.org or erin.gillies@uwnns.org

6 FUNDING REQUEST Write in the amount requested for EFSP dollars that coincides with the category/ies for which you are applying. The Estimated number should be the number you anticipate serving with the requested EFSP funding ONLY. This should be an unduplicated number, with the exception of the food categories. Submit with application the required completed documents for the category/ies you are requesting funding in. Category Category Description Amount Requested A Served Meals - Any food used in served meals (cold or hot); cost of transporting food to site or client; per meal allowance of 2. B C D E Other Food (nonperishable/perishable) For food banks/pantries and other food providers. Eligible expenses include food purchased for distribution and transportation expenses related to the delivery and distribution of purchased and donated food. Mass Shelter (on site shelter with 5 or more beds in one location). Direct expenses associated with housing a client (supplies, linens, etc); transportation costs; daily allowance of Other Shelter - Off-site emergency lodging (room and tax only) in a hotel/motel or other off-site shelter. Limited to 30 days assistance. You may not operate as a vendor for yourself or another LRO. Rent/Mortgage Past due rent or mortgage payment (P&I only); current rent or mortgage due within 5 calendar days; first month s rent, lot fee for mobile homes. Limited to one month s costs for an individual/family. F Utilities - Past due bills, or current bills due within 5 calendar days; for gas, electricity, oil, water, reconnect fees. May pay budget or actual amount. Limited to one month s amount that is part of the arrearage at the time of payment or current one month amount. One time delivery of firewood, coal, or propane. TOTAL FUNDING REQUEST (A+B+C+D+E+F) Estimated Number (meals) For Technical Assistance contact Kim Spiersch or Erin Gillies at or via at: kim.spiersch@uwnns.org or erin.gillies@uwnns.org (meals) (bed nights) (nights) (bills paid) (bills paid) Submit the following required attachments with your application: (1) Copy of your 501(c) (3) tax-exempt status letter for your organization. If your organization does not have one, you must utilize the FEIN of a fiscal agent. A fiscal agent is another non-profit organization that may receive Emergency Food and Shelter Program funds and maintains fiscal responsibility on behalf of another organization. (2) Copy of the most recent Board approved Operating Budget and Program Area Budget. A copy of the agency s audit should be made available upon request. (3) Completed documents for the category/ies you are requesting funds in, i.e. other food, served meals, etc. Completion of application is NOT a guarantee of funding. DEADLINE FOR APPLICATION 4:00 P.M. on Thursday, June 7, 2018 (1) a copy of the completed application and category section document(s) to: Erin Gillies erin.gillies@uwnns.org (2) AND mail or hand-deliver the signed original (with required attachments) to: United Way of Northern Nevada and the Sierra ATTENTION: EFSP 639 Isbell Road, Suite 460, Reno, NV Incomplete, late or faxed applications will not be accepted.

7 NAME OF ORGANIZATION: SHELTER FACILITY CATEGORY C) SHELTER FACILITY (on-site shelter) This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): Current number of beds: Number individuals served annually with current program budget: Current number of filled bed nights/month: Provide a brief description of the program and how you will effectively utilize the funding: What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Where does funding for this program come from? What specific geographic area is served (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: The following section pertains to how many additional bed nights you project will be provided, if awarded EFSP funding. Mass Shelter Direct expenses associated with housing a client (i.e. supplies, linens, etc); transportation costs; per diem allowance of 7.50 (final approval of dollar amount given by Board) Additional # bed nights (this should match estimated # on Page 2of # Cost/Bed Night (cost per night) (7.50) Total Requested amount requested on Page 2 of (Additional nights X Cost/Bed Night = Total Requested) If awarded, will EFSP funds be used as matching funds? Yes No If yes, provide a brief explanation:

8 NAME OF ORGANIZATION: OTHER SHELTER CATEGORY D) OTHER SHELTER (motel/hotel nights) This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): Current number of bed nights provided per month: Number of individuals served annually with current program budget: What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Where does funding for this program come from? What specific geographic area is served (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: Are there eligible clients that are unable to be served? If so, what happens to them? The following section pertains to how many additional bed nights you project to be able to provide, if awarded EFSP funding. Other Mass Shelter (off-site lodging) Direct expenses associated with housing a client off-site (motel/hotel). Room and tax only. Additional # bed nights (this should match estimated # on Page 2 of # Cost/Bed Night (estimated amount per hotel/motel night) Total Requested (this should match amount requested on Page 2 of (Additional nights X Cost/Bed Night = Total Requested) If awarded, will EFSP funds be used as matching funds? Yes No If yes, provide a brief explanation:

9 NAME OF ORGANIZATION: SERVED MEALS CATEGORY A) SERVED MEALS (served meals i.e. Soup Kitchens, Community Kitchens, Congregate Meal Sites, etc.) This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): Current number of individuals program feeds on-site annually: Provide a brief description of the program and how you will effectively utilize the funding: What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Where does funding for this program come from? What specific geographic area is served (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: The following section pertains to how many additional meals you project will be provided, if awarded EFSP funding. Served Meals Cost/Meal Any food purchased to prepare served (2 Meal Max) meals (cold or hot) Additional meals estimated # on Page 2 of # Total Requested amount requested on Page 2 of (Additional meals X Cost/Meal = Total Requested) Provide a brief explanation of other means that are used to stretch food dollars (i.e. food banks, special resources, etc). If awarded, will EFSP funds be used as matching funds? Yes No If yes, provide a brief explanation:

10 NAME OF ORGANIZATION: OTHER FOOD CATEGORY A) OTHER FOOD (food distribution facility, i.e. food pantries) This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): How many meals are given to each client? Number of individuals served annually with current program budget: Current number of meals provided per year: How often can a client come in for food? What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Describe the type(s) of food distribution the program offers. (Pre-packaged or client choice). Where does funding for this program come from? What specific geographic area is served (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: Are there eligible clients that are unable to be served? If so, what happens to them? The following section pertains to how many additional meals you project will be provided, if awarded EFSP funding. Other Food Food vouchers, food boxes, grocery orders, restaurant vouchers, etc. food purchased for food banks and/or food pantries, gift certificates (limited) Additional meals estimated # on Page 2 of Cost/Meal (per 1 meal) ( spent/# meals = cost per meal) Total Requested amount requested on Page 2 of (Additional meals X Cost/Meal = Total Requested) Provide a brief explanation of other means that are used to stretch food dollars (i.e. food banks, special resources, etc). If you are receiving additional food from the Food Bank, what percentage is your program subsidized by the Food Bank, for example 25%, 50%, 90%, etc.

11 NAME OF ORGANIZATION: RENT/MORTGAGE ASSISTANCE CATEGORY E) RENT/MORTAGE ASSISTANCE This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): Number households served annually w/ current program budget: Provide a brief description of the program and how you will effectively utilize the funding: What is the average amount paid by program per household for rent/mortgage payments? What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Where does funding for this program come from? What specific geographic area is served (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: The following section pertains to how many additional rent/mortgage bills you project will be paid, if awarded EFSP funding. Rent/Mortgage Assistance Past due rent or mortgage payment (Payment & Interest only) limited to one month s cost; current rent or mortgage due within 5 days; first month s rent; lot fee for mobile home. Additional # rent/mortgage bills to be paid estimated # on Page 2 of # Cost/Unit (average rent/mortgage) Total Requested amount requested on Page 2 of (Additional bills X Cost of rent/mortgage = Total Requested) If awarded, will EFSP funds be used as matching funds? Yes No If yes, provide a brief explanation:

12 NAME OF ORGANIZATION: UTILITY ASSISTANCE CATEGORY F) UTILITY ASSISTANCE This section pertains ONLY to the current program budget; do NOT include services provided with EFSP funding. Current annual program budget (excluding EFSP funding, if received): Average household amount paid by program for utility payments: Number households served annually w/ current program budget Current number of bills program pays annually: Provide a brief description of the program and how you will effectively utilize the funding: What are the days of operation (days of year open and days/times during week)? Who is the target population (include age, ethnicity, income)? Where does funding for this program come from? What specific geographic area does it serve (city, county, subdivision)? List other provider(s) offering similar services in or near this same geographic area: The following section pertains to how many additional utility bills you project will be paid, if awarded EFSP funding. Utilities Past due bills, or current bills due within 5 days, for gas, electricity, oil, water; reconnect fees. Limited to one month amount that is part of the arrearage or current one month amount. One-time delivery of firewood, coal, or propane. Additional # utility bills paid (this# should match estimated # on Page 2 of # Cost/Unit (average utility payment) Total Requested (this should match amount requested on Page 2 of (Additional bills X Cost of utility payment = Total Requested) If awarded, will EFSP funds be used as matching funds? Yes No If yes, provide a brief explanation: