III. 4. Sub-Grant Agreement Between Hopkins HRA and Vail Place for a HUD ROSS
October 4, 2022 HRA Report 2022-09
Sub-Grant Agreement between Hopkins HRA and Vail Place for a HUD ROSS
Proposed Action:
Staff recommends that the Council approve the following motion: Move to approve the sub-
grant agreement between the Hopkins HRA and Vail Place for the Resident Opportunities and Self-
Sufficiencies (ROSS) grant from the United States Department of Housing and Urban Development
(HUD)
Overview:
HUD offers a nationwide competitive grant that helps Housing Authorities hire a program coordinator
who links residents with training opportunities, job placement organizations and local employers. The
program requires Housing Authorities to establish an interim goal that helps families and residents
become independent from welfare assistance and remain independent from welfare assistance.
Hopkins HRA was successful in the nationwide competitive grant and was awarded a grant from
HUD in the amount of $245,850.00 to administer the program over the course of three years. Vail
Place has collaborated with Hopkins HRA to administer the program and has provided a program
coordinator to administer the service in the years past.
Primary issues to consider:
Does the City wish to act as a pass-through agency to Vail Place for the HUD ROSS grant to assist
residents at Dow Towers with training opportunities and job placement?
Supporting Information:
• Agreement between Housing and Redevelopment Authority of Hopkins and Vail Place.
Muse Mohamed, Executive Director
1
AGREEMENT BETWEEN
HOUSING AND REDEVELOPMENT AUTHORITY OF HOPKINS, MN
AND
VAIL PLACE, HOPKINS, MINNESOTA
This agreement made and entered into this 30th day of August, 2022 between Vail Place, a mental health
community support program, and Housing and Redevelopment Authority of Hopkins, Mn, hereinafter
referred to as “Authority”, regarding the Resident Opportunities and Self-Sufficiency (ROSS) Program at
Dow Towers, Hopkins, Minnesota.
1. Project Summary
1.1 Vail Place will provide a Service Coordinator to provide supportive services to assist elderly and/or
disabled tenants at Dow Towers to continue to live independently.
• The target population shall be adult elderly and/or disabled tenants at Dow Towers.
• Vail Place staff will provide assessment of tenants needs, referral to community resources,
coordination of services, and health and wellness programs. See below for more details
regarding services.
• One Vail Place staff member will work as the Service Coordinator. The staff will work on-site at
Dow Towers through March 17th, 2025
• The Vail Place Housing Program Director will supervise the Service Coordinator and provide
quality assurance oversight of the ROSS-SC Program.
• The source of funding shall be the Resident Opportunities and Self-Sufficiency (ROSS) Program
grant. HUD has awarded $245,850 ($216,000 for project coordinator salary and benefits, $7,500
training and $22,350 administrative costs) to the HA for the ROSS program, for the period of
March 18th, 2022 through March 17, 2025. This program will fund up to $72,000 in combined
annual salary and fringe benefits.
2. Term of the Agreement
2.1 The term of this agreement is immediately upon the completion of the FY2018 grant through March
17, 2025.
3. Duties of Vail Place
3.1 Vail Place represents that it has, or will secure at its own expense, all personnel required in
performing services under this agreement. Any and all personnel of Vail Place or other persons, while
engaged in the performance of any work or services required by Vail Place under this agreement, shall
have no contractual relationship with the Authority and shall not be considered employees of the
Authority and any and all claims that may arise under the Worker’s Compensation Act of the State of
Minnesota on behalf of said personnel or other persons while so engaged, and any and all claims
whatsoever on behalf of any such person or personnel arising out of employment or alleged
employment including, without limitation, claims of discrimination against Vail Place, its officers, agents,
sub-contractors or employees shall in no way be the responsibility of the Authority; and Vail Place shall
defend, indemnify and hold the Authority, its officers, agents and employees harmless from any and all
such claims.
2
3.2 Such personnel or other persons shall not require nor be entitled to any compensation, rights or
benefits of any kind whatsoever from the Authority, including, without limitation, tenure rights, medical
and hospital care, sick and vacation leave, Worker’s Compensation, Unemployment Compensation,
disability, severance pay and PERA.
3.3 Vail Place will provide service coordination services on behalf of the Authority in accordance with
the following :
•One Vail Place staff member will work as the ROSS Service Coordinator.
•In the event that the ROSS Service Coordinator cannot be on-site, the Vail Place Housing
Services Director will be available to handle a crisis via telephone.
•Vail Place will notify the Authority’s Executive Director of any schedule changes, sick days,
and vacation days.
•The Service Coordinator will not be on-site on holidays that Vail Place observes. Vail Place
will provide the Authority with a schedule of holidays observed by Vail Place.
•Vail Place will provide supervision to the ROSS Service Coordinator.
•ROSS services are confidential. The ROSS Service Coordinator must abide by the MN Data
Practices Act and the Health Insurance Portability and Accountability Act (HIPAA). A signed
authorization to release information is needed to share tenant information with Authority
staff.
Service Coordinator services:
o The ROSS Service Coordinator is equivalent to one (1) FTE to serve residents at Dow
Towers.
o The ROSS Service Coordinator is responsible for assessment of tenant needs, referral
to community resources, coordination and monitoring of tenant services, working
with the Resident Council and Dow Management, increase resident participation for
ROSS events including but not limited to utilizing admin funds to increase resident
engagement purposes, coordination of health and wellness programs, tenant
education, development of program forms, advertisement of the ROSS program at
Dow Towers, program evaluation as per the Logic Model, required reporting through
Grant Solutions, conducting semi-annual meetings with partner agencies,
development of a Program Coordinating Committee (PCC) meeting in conjunction
with the Housing Authority and hold quarterly meetings with PCC committee.
o The Authority agrees to reimburse Vail Place monthly for these services at a rate of
$6,620.83 per month from the HUD ROSS funds. This rate is to include salary and
benefits of the assigned full time Service Coordinator staff at $6,000.00 per month
and $620.83 per month in administrative costs including administrative overhead,
and staff supervision and quality assurance administration. Invoices will be include
actual service hours. If the Service Coordinator reduces their hours, the monthly rate
will also be reduced. Training and travel costs from this grant may not exceed$7,500
for the entirety of the grant and requires preapproval.
3.4 Vail Place shall defend, indemnify and hold harmless the Authority and its officials, employees and
agents, from any and all claims, causes of action, lawsuits, damages, losses, or expenses, including
attorney fees, arising out of or resulting from Vail Place’s performance of or failure to perform its duties
under this agreement.
3
3.5 Vail Place shall carry liability insurance in the following amounts with the Authority named as
“additional insured” on the Certificate of Insurance:
•Bodily injury liability insurance in the amount of at least $1,000,000 per individual or per
occurrence.
•Property damage liability insurance in the amount of $100,000.
•Professional liability insurance in the amount of not less than $1,000,000.
3.6 Vail Place shall carry Worker’s Compensation insurance as required by Minnesota statute, Section
176.181, Subdivision 2 (1991), and further agrees to provide a certificate of said insurance to the
Authority. The Authority shall be provided evidence of insurance including Worker’s Compensation
coverage. Insurance will not be modified or canceled without at least twenty (20) days notification to
the Authority.
3.7 Vail Place shall comply with all applicable laws and regulations including the following:
•Section 504 of the Rehabilitation Act of 1973, 29 USC Sec. 701, et.seq., and the
regulations contained in 31 CFR Part 51. This Act states in part that, “…all recipients of
federal funds, whether in the form of a grant or a contract, review, and if necessary
modify their programs and activities so that discrimination based on handicap is
eliminated.”
•Affirmative Action. Vail Place shall comply with federal, state and local affirmative
action and equal employment opportunity principles.
•Vail Place shall not discriminate in violation of the terms of the Minnesota State Human
Rights Act (Minnesota Statute, Chapter 363).
•Vail Place shall also comply with the terms of the Authorization for the Release of
Information forms (provided by the Authority) executed with respect to particular
clients. All release forms must conform to all applicable data practices, acts, state and
federal rules, regulations, statutes, and ordinances relating to the release of data on
individuals.
•Americans with Disabilities Act of 1990, 42 USC, Section 12101 through 12213, as
applicable.
4.Duties of the Authority
4.1 The Authority shall be in accordance with the following:
•The Authority will refer tenants in need of services to the ROSS Service Coordinator. The
Authority will also inform all new tenants about the ROSS program.
•Dow Towers will allow use of office space and other community spaces for the provision
of ROSS services.
•The Authority will provide a key to Dow Towers and a list of tenants to Vail Place.
•The Authority will supply furniture, computer hardware and software, office equipment,
and telephone and program evaluation. All equipment and supplies will be approved
and purchased by the Housing Authority and will be reimbursed by ROSS administrative
funds of up to $3,000.
•The Authority Executive Director will be responsible for Contract Administration and
reimbursement to Vail Place for Service Coordinator services.
4
5. Termination
5.1 Either party may terminate participation in this agreement for any reason, with or without cause,
upon giving thirty (30) days advance written notice to the other party.
6. Assignability
6.1 Vail Place shall not assign or transfer any interest in this agreement except that claims for monies
due or to become due Vail Place from the Authority under this agreement may be assigned to a bank,
trust company, or other financial institution.
7. Nondiscrimination
7.1 In connection with the performance of work under this agreement, Vail Place agrees not to
discriminate against any employee or applicant for employment because of race, sex, color, religion, age
or national origin. Vail Place will take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without regard to their race, sex, color, familial status, sexual
orientation, religion, age or national origin.
Such action shall include, but not be limited to the following: employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Vail Place further agrees to insert the
foregoing provisions in all contracts made by them in connection with the services called for under this
agreement.
8. Officials Not to Benefit
8.1 No member of, or Delegate to Congress or Resident Commissioner (a participant of the Authority's
programs who serves as a commissioner) shall be entitled to any share of this agreement or to any
benefit that may arise there from, with the exception of participation in the program.
9. Interest By Members of Local Authority and Local Government Body
9.1 No member, officer, or employee of the Authority, no member of the governing body of the locality
in which the project is situated, no member of the governing body in which the Authority is activated,
and no other public official of such locality or localities who exercise any functions or responsibilities
with respect to the project shall, during his or her tenure, shall have any interest, direct or indirect, in
this agreement or the proceeds thereof, with the exception of participation in the program.
10. Covenant Against Contingent Fees
10.1 Vail Place warrants that it has not employed any person to solicit or to secure this agreement
5
upon any agreement for a commission, percentage, brokerage, or contingent fee. Breach of this
warrant shall give the Authority the right to terminate this agreement or, at its discretion, to deduct
from Vail Place’s fee the amount of such commission, brokerage, or contingent fee.
11.Miscellaneous
11.1 The parties agree that this agreement shall be governed by the laws of the State of Minnesota.
11.2 The Authority and Vail Place shall comply with any and all state, federal and local laws, rules and
regulations.
11.3 The Authority and Vail Place shall comply with all requirements per the Fiscal Year 2021 ROSS
Grant agreement (Exhibit A) and FY2021 NOFA.
11.4 The books, records, documents, and accounting procedures of Vail Place, relevant to this
agreement, are subject to examination by the Authority, the Department of Housing and Urban
Development and either the legislative or state auditor as appropriate, pursuant to Minnesota Statutes.
11.5 Any amendments, addenda, alterations, or modifications to the terms and conditions of this
agreement shall be in writing and signed by both parties. This agreement represents the entire agreement
between Vail Place and the Authority.
IN WITNESS WHEREOF, the parties hereto have set forth their hands on the day and year first written
above.
Hopkins Housing and Redevelopment Authority Vail Place
Of Hopkins, Mn
By:_____________________________ By:________________________________
Title:___________________________ Title:______________________________
Date:___________________________ Date:______________________________
By:_____________________________
Title:___________________________
Date:___________________________
Board Chair
Executive Director