PALM BEACH COUNTY
EMERGENCY SHELTER GRANTS PROGRAM (ESGP) FY 2009-10
SUMMARY

Program Overview

Palm Beach County Housing and Community Development (HCD) receives Emergency Shelter Grants Program (ESGP) funds from the U.S. Department of Housing and Urban Development (HUD) annually.  The ESG Program is authorized by the McKinney-Vento Homeless Assistance Act of 1987 for the rehabilitation or conversion of buildings for use as emergency shelter for the homeless, for the payment of certain operating expenses and essential services in connection with emergency shelters for the homeless, and for homeless prevention activities.  The program is designed to be the first step in a continuum of assistance to enable homeless individuals and families to move toward independent living as well as to prevent homelessness. 

Click here for the ESGP Application

Essential Requirements

• Only applications submitted on the FY2009-10 ESGP Application Form/Format will be considered.

• Only applicant agencies which demonstrate a definable program of services to the homeless and/or persons threatened with homelessness will be considered for funding under the Palm Beach County ESG Program. The homeless program should be eligible under the HUD’s Shelter “Operation and maintenance”.
  • Only applicants which are active corporations with IRS designation as 501 (c)(3) non-profit corporations are eligible.  A copy of the IRS letter of designation as a 501 (c)(3) corporation must be included in the application package for the application to be considered.
  • Only applications which include acceptable proof of site control for the period October 1, 2009 through September 30, 2010 will be considered.  In cases where the project/activity to be undertaken is conducted from a rental property and the terms of the lease does not cover the period, a copy of the lease, accompanied by a letter of intention from the property owner stating their intention to renew the lease for the period may be considered.
  • Only applications which include acceptable proof of zoning compliance will be considered.    To be deemed acceptable, proof of zoning compliance must include a full disclosure of the intended use of the facility during the term of the Agreement with a detailed description of the nature of the activity to take place on the premises, the number of beds to be maintained (if applicable), and other data which are pertinent to the zoning authority’s considerations.
  • This is a competitive application process.  Applications may be awarded up to a total of 100 regular points and an additional 20 bonus points.  A total of 25 points may be earned in each of the following areas: 1) justification for funding assistance and activity need; 2) cost reasonableness and effectiveness; 3) past performance and administrative capacity; and 4) consistency with local needs        and collaborative efforts. Bonus points will be awarded to activities that have not applied for ESGP funds within the previous three years, agencies serving the chronic homeless and for activities that serve priority subpopulations as identified in the County’s Five Year Annual Consolidated Plan.
  • Successful applicants for ESGP funds must demonstrate an effective marketing of homeless assistance services to the homeless population and/or those threatened with homelessness.   Marketing efforts may include, but are not limited to: active membership in the Homeless Coalition of Palm Beach County; the Continuum of Care; the Client Management Information System (discussed below); listing of the agency and its activities in the Crisis Line information system for public referrals; networking groups, publication of flyers and other literature which clearly identifies the agency as a provider of homeless assistance services, letters of agreement for networking with other homeless assistance projects or other agencies which are likely to encounter and refer individuals and families for homeless assistance; etc.  Applicants should enclose documentation with their application to substantiate the breadth and depth of their marketing of homeless services.
  • Points will be deducted if the required documents outlined in Section VIII “CHECKLIST OF REQUIRED ATTACHMENTS” are not submitted with the application. 
  • Unsigned applications and applications which are submitted without the required two (2) photocopies cannot be accepted for consideration and will be returned to the sender, unprocessed.
  • All agencies awarded ESGP funds must participate in the Client Management Information System (CMIS) hosted by The Center for Information and Crisis Services.  The CMIS serves as the local point of capture and update for data regarding the homeless and those threatened with homelessness and their needs.  Agencies must execute the required partner and user agreements with The Center for Information and Crisis Services and must participate in the data sharing of CMIS on an ongoing basis throughout the term of their ESGP Agreement in order to maintain eligibility for reimbursement.  Provisions are in place within CMIS to protect client confidentiality, yet still report statistical data.  HUD requires Palm Beach County to compile this information as a condition for funding eligibility.

    Eligible Categories

    Palm Beach County makes ESGP funds available to area non-profit agencies which demonstrate a definable program of services to the homeless and/or persons threatened with homelessness  for activities within the major eligibility categories as allowed by HUD: 

    *    Operations and Maintenance of Shelter Facilities:  includes such expenses as general maintenance, operation, insurance, utilities, shelter furnishings, rent/lease, program supplies, repair, security, food, and equipment.  No maximum percentage of the annual ESGP grant is required in this category.

    *    Homeless Prevention Initiatives:  includes, but is not limited to, emergency rent, mortgage, and/or utilities subsidies (to prevent foreclosure, eviction or termination of service).  A maximum of 30% of the annual ESGP grant can be allocated toward activities in this category.

    NOTE:  Due to the small amount of funds received from HUD, it is County policy not to fund payment of agency staff salaries or the renovation, major rehabilitation or conversion activities of structures, although they are eligible under ESGP guidelines.  Additionally, the ESG advisory Board has declared to also not fund activities providing essential services to the homeless. Agencies with such needs are advised to apply for assistance under the Community Development Block Grant (CDBG) program.

    Local Match Requirement

    Each agency that receives ESGP funds must provide matching funds on a dollar- for- dollar basis from sources other than ESGP during the term of the ESGP agreement.  All matching funds must be documented, and only sources directly related to carrying out ESGP activities may be counted toward the required amount.

    Acceptable sources of matching funds are:

    1. Cash funds;
    2. The value of any salary paid to agency staff in support of the ESGP activities;
    3. The value of any donated material or building for the purposes of operating the ESGP activities;

    NOTE:  HUD regulations stipulate that the value of a building may be used as match for one year only.

    The value of a lease paid on a building for use in sheltering the homeless; and
    • Time and services contributed by volunteers to carry out ESGP activities, calculated at $5.00 per hour, regardless of the nature of the volunteer service provided.

    Collaborative Efforts

    HCD believes in the importance of collaborative efforts to meet the needs of homeless individuals and families and those threatened with homelessness and encourages all applicants to be members of The Homeless Coalition of Palm Beach County, Inc.; and to be involved in the Palm Beach County Continuum of Care Process.  HCD will give additional consideration to projects that benefit individuals and/or families in the Glades Region, if such service is properly documented in the application package. 

    Palm Beach County's Continuum of Care system provides multi-point access; linkages among service providers; and a coordinated, seamless approach to meet the needs of homeless individuals and families and those threatened with homelessness.  The Continuum of Care system consists of prevention services, outreach and assessment, emergency shelter, transitional housing, permanent supportive housing, permanent housing for the general population, and support services.

    Application Process

    Housing and Community Development (HCD) welcomes your organization=s application for funding for FY 2009-10. The completed applications, signed original with required attachments and two copies, must be received at HCD by 5:00 p.m., Eastern Standard Time, Wednesday January 14, 2009. No applications can be accepted after that deadline date and time. Unsigned applications and applications submitted without the required two (2) photocopies cannot be considered for funding and will be returned to the sender, unprocessed.  Applications may not be sent by facsimile (FAX).

    To obtain the electronic version of the application, please click here, go to the HCD website (www.pbcgov.com/hcd) or call (561)233-3616/(561) 233-3623. Please save the application to your computer network before you begin working in the document.

    Applications will be reviewed by HCD staff to ensure HUD eligibility criteria are met and then by the ESGP Advisory Board for scoring and ultimately making funding recommendations. The ESGP Advisory Board funding recommendations are forwarded to the Board of County Commissioners for consideration.  The Board of County Commissioners determines the actual distribution of ESGP funds.

    Technical Assistance and Public Comment

    HCD staff is available to provide technical assistance.  Please call (561) 233-3616 to schedule technical assistance. HCD recommends that requests be made as early in the application period as the need for assistance is identified.  This will facilitate mutually convenient appointment scheduling and will allow the applicant sufficient time to incorporate any necessary research or changes in their application.  In addition, HCD has scheduled the Regional Meetings listed below to discuss the ESG Program and other HCD programs; provide technical assistance; receive input from the community concerning housing and non-housing needs that should be considered for the preparation of the County's Action Plan; and to review the County's program performance.

    If you have any questions or need additional information, please contact Clement C. Clarke, Principal Planner, at (561) 233-3622.

     

160 Australian Avenue
Suite 500, W Palm Beach, FL 33406
Phone: (561) 233-3600
Fax: (561) 233-3651

Map and Directions

• US Dept. of Housing and Urban Development
• PBC Economic Development Office
• Census Data - American Factfinder
• Nonprofits First Agency - Certification