HomeMy WebLinkAboutPR 21773: ESTABLISHMENT OF PROGRAM GUIDELINES, UTILITY ASSISTANCE PROGRAM Energy/
City of City
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Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: January 19, 2021
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Pamela Langford, Director of Development Services
RE: P. R. # 21773
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization to adopt and establish
program guidelines for the Utility Assistance Program and to adopt the Duplication of Benefits
Policy necessary for the implementation of the Community Development Block Grant
Coronavirus Round 3 (CDBG-CV3) Program.
Background:
Catholic Charities will administer the Utility Assistance Program for the City of Port Arthur.
The Program will provide financial assistance in the form of utility subsidy payments for
qualified families whose income is at or below 80% of the local Area Median Income level based
on family size. The Program seeks to fill the gaps for those impacted and experienced job loss or
a reduction in income due to COVID-19.
Budget Impact:
Community Development Block Grant is the funding source.
Recommendation:
It is recommended that City Council approve the P. R. number 21773.
P. R. 21773
01/21/21 MEE
RESOLUTION NUMBER
A RESOLUTION AUTHORIZING THE ADOPTION AND ESTABLISHMENT
OF PROGRAM GUIDELINES AND THE DUPLICATION OF BENEFITS
POLICY AND PROCEDURES FOR THE UTILITY ASSISTANCE PROGRAM.
WHEREAS,the Department of Housing and Urban Development has allocated
$369,690 of Community Development Block Grant Coronavirus funding to the City of Port
Arthur for activities that prevent,prepare for, and respond to the Coronavirus; and,
WHEREAS, Per Resolution number 21-015, City Council approved the
allocation of$44,250 to Catholic Charities of Southeast Texas to administer the City's
Coronavirus Utility Assistance Program. The Utility Assistance Program provides financial
assistance in the form of utility subsidy payments for qualified families whose income is at or
below 80%of the local Area Median Income level based on family size. The Program seeks to
fill the gaps for those impacted and experienced a job loss or a reduction in income due to the
COVID-19. Eligible families can receive one month of short term utility assistance for natural
gas, electric, and water/sewer not to exceed $500 per family; and,
WHEREAS, to comply with the Duplication of Benefits requirements for the
Community Development Block Grant Coronavirus (CDBG-CV)program, the City has
developed the Duplication of Benefits Policy and Procedure guidelines; and,
WHEREAS, duplication of benefits (DOB) occurs when a person, household,
business, government, or other entity receives financial assistance from multiple sources for the
same purpose, and the total assistance received for that purpose is more than the total need for
assistance; and,
WHEREAS, the City Council is required to designate an official to sign all
documents in connection with the grant agreements; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
THAT said Program guidelines and Duplication of Benefits policy are necessary
for the effective implementation of the CDBG-CV Program.
THAT the City Manager is hereby authorized to implement the guidelines and
policy which are attached hereto and made a part hereof as Exhibits "1-2".
THAT a copy of the caption of this Resolution be spread upon the minutes of the
City Council.
READ, ADOPTED AND APPROVED this day of A.
D., 2021 at a Regular meeting of the City Council of the City of Port Arthur Texas by the
following vote:
AYES: MAYOR;
COUNCILMEMBERS:
NOES:
THURMAN "Bill" BARTIE,MAYOR
ATTEST:
SHERRI BELLARD
CITY SECRETARY
APPROVED AS TO FORM:
AL TIZEN
CITY ATTORNEY
APPROVED FOR ADMINISTRATION:
RON BURTON
CITY MANAGER
APPROVED AS TO AVAILABILITY OF FUNDS:
KANDY DA TI L
INTERIM DIRECTOR OF FINANCE
EXHIBITS 1
City of Port Arthur Duplication of Benefits Policy and Procedures
Introduction
The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford
Act), as amended by section 1210 of the Disaster Recovery Reform Act (DRRA)
of 2018, Section 312 prohibits entities, including households, from receiving
disaster recovery funding for a loss that has previously received financial
assistance from any source.
Applicability
The Duplication of Benefits (DOB) policy is applicable to the City of Port Arthur
for the implementation of programs and projects funded under the Community
Development Block Grant— Coronavirus (CDBG-CV) grants.
Background
A duplication of benefits (DOB) occurs when a person, household, business,
government, or other entity receives financial assistance from multiple sources for
the same purpose, and the total assistance received for that purpose is more than
the total need for assistance. Within the CDBG-CV program, all grantees are
bound by Section 312 of the Stafford Act, as amended by the DRRA, and the OMB
Cost Principles within 2 CFR 200 that requires all costs to be "necessary and
reasonable for the performance of the Federal award."
To comply with DOB requirements, grantees are required by the CARES Act to
establish and follow procedures to ensure that DOB does not occur. Establishing a
process to effectively identify and prevent duplication of benefits is critical for
CDBG-CV grantees to effectively manage the multiple active funding streams
related to coronavirus response and efficiently target CDBG-CV resources to meet
unmet needs with the community.
Applicability
Duplication of benefits requirements apply to all CDBG-CV allocations as well as
to FY2019 and FY2020 formula CDBG allocations used to prevent, prepare for,
and respond to coronavirus.
1
Procedures
A. Identify Applicant's Total Need
B. Identify Total Assistance Received or Anticipated
C. Exclude Non-Duplicative Assistance
D. Identify DOB Amount and Calculate the Total CDBG-CV Award
E. Execute Agreement for Assistance with applicant
F. Reassess Unmet Need When Necessary
Recordkeeping
The City of Port Arthur will maintain records for each applicant.
Oversight and Monitoring
The City of Port Arthur will monitor and document compliance with the
Duplication of Benefits policy.
Repayment Policy
Any person or entity receiving CDBG-CV assistance (including subrecipients and
direct beneficiaries) must agree to repay assistance that is determined to be
duplicative.
2
Exhibit 2
CITY OF PORT ARTHUR
COVID- 19 Emergency Utility Payments
Policies & Procedures
Community Development Block Grant-Coronavirus (CV)
COVID-19 Emergency Utility Assistance Payment
Policies and Procedures
Program Description and Intended Use
The Coronavirus(COVID-19)Utility Assistance Program is a program that provides financial assistance
in the form of utility subsidy payments. This program seeks to fill the gaps for those impacted and
experienced job loss or loss of income due to COVID-19.
Qualified family income must be at or below 80%of the local Area Median Income level and has
experienced a job loss or reduction in hours due to COVID.
Who is eligible?
• Must be a Port Arthur resident,
• Must be a U. S. Citizen or Legal Permanent Resident,
• Must have experienced a documented decrease in household income due to the COVID-19
pandemic. Note: Income documentation must be provided for pre-COVID loss up to the date of
the application. The applicant must meet the income guidelines listed below both at the time of
the income loss and as of the date of the application. For example, if a family of four's income
was $60,000 pre-COVID loss, it would have to be at or below$54,000 following the loss and as
of the date the application is submitted.
• Have not received duplicated benefits from another grant source,
• Assistance is not available to residents of Public Housing or Section 8 voucher holders.
Assistance received from another government agency,non-profit or private provider shall not be
for utility assistance or duplicate the benefit received from Catholic Charities for the same month
of service.
• Have a documented income that does not exceed 80%of Area Medium Income as outlined
below:
2020 HUD Income Limits
My family size is:
One person and total family income does not exceed $37,800
Two persons and total family income does not exceed$43,200
Three persons and total family income does not exceed$48,600
Four persons and total family income does not exceed$54,000
Five persons and total family income does not exceed$58,350
Six persons and total family income does not exceed$62,650
Seven persons and total family income does not exceed$67,000
Eight persons and total family income does not exceed $71,300
Nine or more family members add$2,200 per child
What assistance is provided:
• A one time payment(maximum $500)for delinquent utility accounts for charges incurred after
the COVID related income loss or reduction(defined as loss occurring after March 1,2020).
Payment is made directly to the utility provider. Only unpaid expenses qualify.
• Will include payments for owed charges of Water/Sewer, Gas,and Electric utility bills.
• Late fees and penalties will be included in subsidy payments.
Application process:
• Interested person can apply for the emergency Utility Assistance Program by making an
appointment with Catholic Charities at(409)924-4426. Catholic Charities will make direct
payments to the utility provider for eligible applicants if funding is available.
• Once qualified, Catholic Charities will provide the amount eligible for assistance(some accounts
may not be paid in full)
• Payment will be made from the COVID-19 Grant funds for Utility Assistance.
What documentation do I need to provide in my application? Additional documents may be
required on a case-by-case basis to verify income. At a minimum applicant shall provide the
following:
1. Photo identification for all household members 18 years or older(Driver's license,passport,
Government Issued Photo Identification Card etc.)
2. Social Security cards of all household members
3. Documented COVID related income loss or reduction in income(Post March 1,2020).
Documentation to include,but not limited to:
• Furlough or termination letter or other documentation from an employer explaining a job
loss or reduction due to COVID. If that is not available,then applicant can submit a
Letter of Explanation in lieu of.
• Paycheck stubs and bank statements(all accounts: savings, checking,etc.)for each
member of the household 18 years or older showing pre and post COVID income loss or
reduction and income up to the date of the application. For example, if you lost your job
on March 20,2020,then the City would need to see February's pay stubs/bank statements
and all bank statements and check stubs up to the most recent available at the time of
application.
• Verification of any other sources of earned and unearned income for all family members
18 years or older(Social Security, SSI,unemployment,Medicaid, child support,alimony,
retirement)
• Most current investment account or retirement plan statement(annuity,401K, IRA, CD,
etc.)Liquid accounts will be counted as income.
• Any other assets and their value: rental properties,car collections, coin collection,etc.
• If self-employed,copies of company profit and loss statement,bank statements, assets
4. Most recent Water, Gas,and Electric bill.
This program is available to the City of Port Arthur residential utility customers who are
delinquent on their bill and meet the United States Department of Housing and Urban
Development(HUD) Community Development Block Grant—COVID(CDBG-Cif
requirements for as long as funding is available.
Required Documents
1. Identification for all Adults in the household
Acceptable Identification for Adults in the Household:
• Government Issued ID Card; OR
• Social Security Card
2. Proof of Hardship
Acceptable Proof of Hardship Documents:
• Unemployment Letter; OR
• Furloughed Letter; OR
• Check stubs noting a decrease of hours or pay; OR
• Personal statement of hardship
3. Proof of Income
Acceptable Proof of Income Documents:
• Check stubs; OR
• SNAP Benefit letter; OR
• Pay history from employer
4. Proof of Household Size
Acceptable Proof of Household Size Documents:
• Tax Return with all household members listed; OR
• SSI Award Letter; OR
• SNAP Benefits Statement; OR
• Medicaid Statement; OR
• Birth certificates for all members of the home: OR
• Social Security cards for all members of the home
5. Proof of Residence
• Current Driver's license or Government Issued photo Identification Card
• Current lease or mortgage statement
All requested documentation must be provided at the time of application. An
incomplete application or missing documents will be returned to the applicant.
Grievance Policy
Applicants can submit a written letter to the City of Port Arthur concerning the grievance. The
letter must include the applicant's name, address, applicants' dates, and reason for grievance.
The City of Port Arthur will provide a written response to the complaint within 30 days.
Mail letter to: City of Port Arthur
Grants Management
P. O. Box 1089
Port Arthur, Texas 77641-1089
CITY OF PORT ARTHUR
TEXAS
APPLICATION FOR
UTILITY ASSISTANCE
Have you received assistance or received a commitment for assistance from any other source for the requested assistance?
Yes No
Are you living in public housing or utilizing a housing choice/project-based voucher?
Yes No
If yes,be aware that you are not eligible to receive duplicate funding under this program.
REQUESTED ASSISTANCE (check all that apply):
Electric: Account Number:
Water/Sewer: Account Number:
Natural Gas: Account Number:
(1)APPLICANT NAME:
(2) CO-APPLICANT NAME:
DATE OF BIRTH (1): DATE OF BIRTH (2):
ADDRESS:
PHONE NUMBER(1): EMAIL:
PHONE NUMBER(2): EMAIL:
LIST ALL ADDITIONAL HOUSEHOLD MEMBERS BELOW:
Hispanic SOURCE
NAME DOB RELATIONSHIP RACE Latino INCOME OF
Y or N Y or N INCOME
Race chose the most appropriate
(American Indian or Alaskan Native;Asian;Native Hawaiian or Other Pacific Islander;Black or African American;White)
EMPLOYMENT:
APPLICANT'S EMPLOYER(CURRENT)
NAME: PHONE NUMBER:
STREET ADDRESS:
YEARS EMPLOYED: POSITION:
SUPERVISOR'S NAME:
Please indicate which of the following statements best apply to the Applicant:
I have experienced a reduction in salary as a result of the COVID19 virus
Explain:
I have had a reduction in work hours as a result of the COVID19 virus
Explain:
I have been furloughed as a result of the COVID19 virus
Explain:
I have been laid off as a result of the COVID19 virus
Explain:
I have been terminated from my job as a result of the COVID19 virus
Explain:
Other:
EMPLOYMENT:
CO-APPLICANT'S EMPLOYER(CURRENT)
NAME: PHONE NUMBER:
STREET ADDRESS:
YEARS EMPLOYED: POSITION:
SUPERVISOR'S NAME:
Please indicate which of the following statements best apply to the Co-Applicant:
I have experienced a reduction in salary as a result of the COVID19 virus
Explain:
I have had a reduction in work hours as a result of the COVID19 virus
Explain:
I have been furloughed as a result of the COVID19 virus
Explain:
I have been laid off as a result of the COVID19 virus
Explain:
I have been terminated from my job as a result of the COVID19 virus
Explain:
Other:
HOUSEHOLD INCOME:
Please indicate an amount and if you are paid weekly bi-weekly (BW),bi-monthly (BM), monthly (M), or
annually (A).
SOURCE $ AMOUNT APPLICANT CO- OTHER
APPLICANT MEMBERS AGE
18+
Gross Salary(before
deductions)
Overtime, Tips,
Bonuses, etc.
Disability
Pensions, Veterans
Benefits, etc
Unemployment/Workers
Compensation
Alimony, Child Support
Welfare Payments
(TANF, Aid to Families
with Dependent
Children, etc)
Other
TOTALS
Are you or the co-applicant on a waiting list for assistance from another agency'? Yes _No
If you have answered yes, please list the agency and describe the requested assistance:
Warning: Failure to provide all required documentation will delay assistance and may result in the
denial of assistance
The information provided in this application is accurate and complete to the best of my/our knowledge and
belief I/We consent to disclose such information for income verification related to my/our application for
financial assistance. I/We understand that any willful misstatement of material facts will be grounds for
disqualification. I/We understand that the information provided is needed to determine eligibility and in no way
assures qualification for assistance. I/We also agree to provide any other documentation necessary to verify
my/our eligibility.
I/We are aware that all non-exempt information is subject to Texas's Public Records Law.
Signature of Applicant/Date Signature of Co-Applicant/Date
CERTIFICATION PAGE
It is our policy to verify all information contained in this application. In acknowledgment of this policy,please sign your
name(s)where indicated.
I/We certify the following:
All the information contained and submitted in support of this application is true and complete to the best of my/our
knowledge and belief.
I/We are aware that any misrepresentation will result in the forfeiture of my/our right to participate in the City of Port
Arthur's Utility Assistance Program and may result in legal action against me/us and will require repayment of funds for
duplication of benefits.
Consent to Release Information: I/We authorize representatives from any of the City of Port Arthur's Utility
Assistance Program that I/We have applied to,my/our employer(s),my/our financial institution(s),to verify the
information contained in this application. This information includes but is not limited to employment status, income,and
other financial information. I also authorize representatives from any of the City of Port Arthur's Utility Assistance
Program to inspect and reproduce any financial records or information in their possession. I/We understand that
information in this application may be shared with any of our funding sources to meet funding compliance.
I/We release all representatives from any of the City of Port Arthur's Utility Assistance Program from any liability arising
from the release of such information. This authorization is limited solely to the information requested to process my
application for the Utility Assistance Program.
I understand that completing this application does not guarantee eligibility for the program or that assistance will be
provided.
Signature of Applicant/Date Signature of Co-Applicant/Date
Community Planning and Development
Community Development Block Grant (CDBG-CV)
SELF CERTIFICATION OF ANNUAL INCOME BY BENEFICIARY
INSTRUCTIONS: This is a written statement from the beneficiary documenting the definition used to determine"Annual
(Gross) Income,"the number of beneficiary members in the family or household(as applicable based on the activity),and
the relevant characteristics of each member for income determination. To complete this statement,select the definition of
income used,fill in the blank fields below,and check only the boxes that apply to each member. Adult beneficiary members
must then sign this statement to certify that the information is complete and accurate and that source documentation will
be provided upon request.
Definition of Income
o HUD 24 CFR Part 5 o IRS Form 1040 o American Community Survey
Beneficiary Information
Last Name: Beneficiary ID(if applicable):
Member Information
First Names: Member IDs(if applicable): HH CH DIS 62+ S>_18 <18 <15
2
3
4
5
6
HH =Head of Household;CH=Co-Head of Household; DIS=Person with disabilities; 62+= Person 62 years of age or
older;S>_18=age 18 or over; <18=Child under the age of 18 years; <15= Minor under the age of 15 years
Contact Information
Address Line 1: City:
Address Line 2: State: Zip Code:
Income Information
Annual gross income(total of all members)_$
Certification
I/we certify that this information is complete and accurate. I/we agree to provide,upon
request, documentation on all income sources to the HUD Grantee/Program Administrator.
Community Planning and Development
Community Development Block Grant (CDBG-CV)
SELF CERTIFICATION OF ANNUAL INCOME BY BENEFICIARY
Printed on: Effective Date:
Beneficiary ID:
HEAD OF HOUSEHOLD
Signature Printed Name Date
OTHER BENEFICIARY ADULTS*
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
Signature Printed Name Date
*Attach another copy of this page if additional signature lines are required.
WARNING:The information provided on this form is subject to verification by HUD at any time,and Title 18,Section
1001 of the U.S. Code states that a person is guilty of a felony and assistance can be terminated for knowingly and
willingly making a false or fraudulent statement to a department of the United States Government.
Am I Eligible to Apply for COVID19 Assistance?
1. Do I reside within the city limits of Port Arthur?
2. Am I unable to pay my utilities as a result of COVID 19 (financial hardship)?
3. Is my household at or below eighty-percent (80%) of the 2020 Area Median Family Income limits for the
Jefferson County Area?
4. Can I certify that my household does not receive any other utility subsidy?
If all questions are answered YES, then contact Catholic Charities at (409) 924-4426.
Documents needed with the application
All of the following documents must be returned with this application:
• Copy of valid identification card, driver's license, or Governmental Issued Photo Identification Card for
every household member 18 years of age and older with a current City of Port Arthur address
• Copy of Social Security Cards for all household members
• Paystubs that shows employment status or a statement from the employer and a copy of current
paystubs.
• Income documentation for all household members. For example, unemployment, social security,
disability, pension, alimony, child support, etc.
• Self-Declaration Form if applicable
• Signed Release of Information Form
• Original utility bill
