HomeMy WebLinkAboutPR 22118: AMENDING THE PROGRAM GUIDELINES FOR THE CITY OF PORT ARTHUR'S UTILITY ASSISTANCE PROGRAM N.4\\11I1/i//
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Texas
INTEROFFICE MEMORANDUM
Date: September 14, 2021
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Pam Langford, Development Services Manager
RE: P. R. #22118
Introduction:
The intent of this Agenda Item is to seek the City Council's approval to amend the Program
Guidelines for the City of Port Arthur Utility Assistance Program. The amendment permits
Section 8 Voucher holders to participate in the Utility Assistance Program if written verification
from the Port Arthur Housing Authority states that the voucher holder has sole responsibility for
their utility payments and does not receive assistance from another source.
Background:
Resolution 21-015, City Council approved $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 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 who experienced a job loss or reduced 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.
Budget Impact:
Community Development Block Grant Coronavirus (CDBG-CV) is the funding source.
Recommendation:
It is recommended that City Council approve P. R. #22118.
P. R. #22118
08/26/2021 M. Essex
Page 1
RESOLUTION NO.
A RESOLUTION AMENDING THE PROGRAM GUIDELINES FOR THE CITY
OF PORT ARTHUR'S 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 21-037, City Council approved adoption and
establishment of Program Guidelines and the Duplication of Benefits Policy and Procedures for
the Utility Assistance Program; and,
WHEREAS, the Program Guidelines amendment will permit Section 8 Voucher
holder eligible to participate in the City of Port Arthur Utility Assistance Program only if the
voucher holder provides written documentation from the Port Arthur Housing Authority that the
voucher holder has sole responsibility for their utility payments (see Exhibits 1 and 2); and,
WHEREAS, the City Council is required to designate an official to sign all
documents in connection with this amendment;
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR,TEXAS:
THAT the Utility Assistance Program Guidelines are hereby amended and
adopted by the City Council of the City of Port Arthur.
THAT the City Manager is designated to sign all documents in connection with
the amendment; and,
THAT a copy of the caption of this Resolution be spread upon the minutes of the
City Council.
P. R. #22118
08/26/2021 M. Essex
Page 2
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
NOES:
Thurman "Bill" Bartie, Mayor
ATTEST:
SHERRI BELLARD
CITY SECRETARY
AP O D FO FO
L IZE
CITY ATTORN Y
APPROVED FOR ADMINISTRATION:
RONALD BURTON,CITY MANAGER
APPROVED FOR AVAILABI TY OF FUNDS:
KANDY DAI4IEL
ACTING FINANCE DIRECTOR
P. R.#22118
08/26/2021 M. Essex
Page 3
EXHIBIT 1
ORIGINAL GUIDELINES
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 Median 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-CV)
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
S:lgrants2\COVID Utility Policy and Procedures\COVID-19 Emergency Utility Assistance Program Guidelines.docx
P. R.#22118
08/26/2021 M. Essex
Page 4
EXHIBIT 2
REVISED GUIDELINES
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. Section 8 voucher holders must
provide written documentation from the Port Arthur Housing Authority that they are
solely responsible for their utility payments. 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 Median 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-CV)
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
S:Igrants2\COVID Utility Policy and Procedures\COVID-19 Emergency Utility Assistance Program Guidelines.docx