RES 2001-2912 - Amendment to agt with Family Service to transfer funds laA^t
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® ' > T Omaha,Nebraska 68183-0110
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Telefax(402)444-6140
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City of Omaha Robert C.Peters
Mike Fahey,Mayor November 13, 2001 Director
Honorable President
and Members of the City Council,
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The attached proposed Resolution amends a subrecipient Agreement approved on January 26,
1999 by Resolution No. 181, between the City of Omaha and Family Service, a Nebraska Non-
Profit Corporation, 2101 South 42nd Street, Omaha, Nebraska 68105, Fiscal Year 1997
Continuum of Care Supportive Housing Funding in the amount of $910,810.00 (Fund 190,
Agency 200, Organization 8011) and later amended July 11, 2000 by Resolution No. 1863.
Family Service uses these funds for a project called "Pottawattamie County Homeless Link," a
multifaceted project providing outreach, referral, case management, and counseling services for
homeless families and individuals residing within Pottawattamie County as well as for providing
leasing for staff offices and operations for a seven unit transitional housing facility
("Transitions") in Council Bluffs. This amendment revises the project's budgets in accord with
current project requirements and ensures a more complete expenditure of allocated funds --
Attachment A.
The Contractor has on file a current Annual Contract Compliance Report Form (CC-1). As is
City policy, the Human Relations Department reviewed the Contractor to ensure compliance
with the Contract Compliance Ordinance.
We urge your favorable consideration of this Resolution.
Sincerely, Referred to City Counc. for Consideration:
4g`—ca/.-
Robert C. Peters Date Mayor's Office/Title Date
Planning Director
Approved as to Funding: Approved:
, 't , OF.4 ,,,,w fc`oif b( /O-37-*
Stanley P. Ti m Date Reg nald L. Yo g Date
Finance Director ►,* � Human Relations Director
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AMENDMENT
THIS AMENDMENT is to the Agreement approved by the City Council on January 26,
1999 by Resolution No. 181, and later amended July 11, 2000 by Resolution No. 1863, and is
made and entered into by and between the City of Omaha, a Municipal Corporation in Douglas
County, Nebraska (sometimes hereinafter referred to as "City") and Family Service, a Nebraska
Non-Profit Corporation, 2101 South 42nd Street, Omaha, Nebraska 68105, (sometimes
hereinafter referred to as "Contractor"). It is the intention of the parties that this Amendment
relate back to the original Agreement as amended.
RECITALS:
WHEREAS, the City of Omaha is a municipal corporation located in Douglas County,
Nebraska, and is organized and exists under the laws of the State of Nebraska, and is authorized
and empowered to exercise all powers conferred by the State constitution, laws, Home Rule
Charter of the City of Omaha, 1956, as amended, and local ordinances including, but not limited
to, the power to contract; and,
WHEREAS, on January 26, 1999 by Resolution No. 181, the City Council approved a
subrecipient Agreement between the City of Omaha and Family Service, a Nebraska Non-Profit
Corporation, 2101 South 42nd Street, Omaha, Nebraska 68105, for Fiscal Year 1997 Continuum
of Care Supportive Housing Funding in the amount of $910,810.00 (Fund 190, Agency 200,
Organization 8011) and later approved an amendment to that agreement on July 11, 2000 by
Resolution No. 1863; and,
WHEREAS, Family Service desires to make a change in the project because a review of
the program indicates that there is a need to alter specific "supportive service" and "operations"
activity allocations so as to accurately reflect current project requirements; and,
WHEREAS, HUD has reviewed the initial application and the proposed change and has
determined that, with the change, the application ranking would have been high enough to have
been competitively selected in the year the application was initially selected; and,
WHEREAS, the need for assistance for homeless persons continues within the
jurisdiction within which the project is located and the need for the project continues; and,
WHEREAS, HUD has reviewed the project and the performance of the Recipient and has
determined that the project is worthy of continuation; and,
WHEREAS, HUD and Family Service have agreed to amend the Grant Agreement by
transferring funds within the "supportive services" and "operations" budgets so as to accurately
reflect current project requirements and thus, facilitate the expenditure of allocated funds -- see
Attachment A.
NOW, THEREFORE, in consideration of these mutual covenants, Family Service and the
City of Omaha do hereby agree as follows:
The Grant Agreement is hereby changed by amending project budgets as shown in
Attachment A, attached hereto and incorporated herein by this reference as though fully set forth,
and that the effective date of this change is April 1, 2001 (Fund 190, FY 1997, Agency 200,
Organization 8011).
THAT, the remainder of the Agreement approved by the City Council on January 26,
1999 by Resolution No. 181, and later amended July 11, 2000 by Resolution No. 1863, shall be
and hereby is in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to the Agreement
as of the dates indicated below.
ATTEST: '; ,t. t , CITY OF OMAHA:
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CIT G RK OFT CI OF OMAHA £ TYOFO%' "
\ •
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FAMILY SERVICE, a Nebraska Non-Profit
Corporation
By:
Pe ulipan Executive Director
PAR9,/al
Date
OVEDASTOF
/"47
A SISTAN CITY ATTORNEY DATE
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- 2 -
Technical
Submission Summary ATTACHMENT "A"
A. Selectee and Fill in the information requested below. When the selectee is the same organization as
Project Sponsor the project sponsor, complete only the selectee information.
Information
Project Number NE 2 6 B 9 7 0 1 0 3
Selectee Name City of Omaha
Contact Person Mike Saklar
Telephone Number (402) 444-5170
FAX Number (402) 444-6140
Selectee Address Suite 1111, 1819 Farnam Street
(street, city state, zip) Omaha, NE 68183 •
Project Sponsor Name Family Service
Contact Person John Herzog
Telephone Number (402) 552-7422
FAX Number (402) 553-3133
Project Sponsor Address 2101 South 42nd Street
(street, city, state, zip) Omaha, NE 68105-2909
B. Project Budget Enter the amount of SHP funds requested by line-item in the first column. For leasing,
supportive services, and operations, the amount entered should be for three years which is
the SHP grant term. In the second column, enter the total cost for each line-item, which is the
SHP request plus all other funds needed to pay for each line-item, again, for the three-year
term. The amounts you enter are for all structures in your project.
SHP Request Total Budget
1. Acquisition $ - $ 75,000
2. Rehabilitation
3. New Construction $ 200,000 $ 480,000
4. Subtotal (lines 1 thru 3) * $ 200,000 $ 555,000
5. Real Property Leasing (three years) $ 33,484 $ 33,484
6. Supportive Services (three years) $ 566,126 $ 566,126
7. Operations (three years) $ 67,829 $ 157,278
8. SHP Request (subtotal lines 4 thru 7) $ 867,439
9. Administration (up to 5% of line 8) $ 43,371
10. Total SHP Request (total lines 8 and 9) $ 910,810
*The SHP request for these activities cannot be more than 50%of the total acquisition,rehabilitation,and new construction budget.
10/11/01 Page no: 1 Form HUD-40076-2 (10/96)
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 3:
(con't.)
Real Property Leasing
1. Name of metropolitan or non-metropolitan FMR area: •
Omaha, NE — IA MSA
Address (if scattered-site, indicate so): Micah House
231 South 7th Street
Council Bluffs, IA 51503
Size of No.of FMR No.of Year Year Year
units units/ X Mos. 1 2 3 Total
(d)structures (a) (b) (c)
1. SRO 12 =
2. 0bdrm 12 =
3. 1 bdrm
4. 2 bdrm
5. 3bdrm 12 =
6. 4bdrm 12 =
7. 5 bdrm 12 =
8. 6 bdrm 12 =
9. Other 1 292 12 = 3,938 3,500 3,500 10,938
10. Totals $3,938 $3,500 $3,500 $10,938
2. Name of metropolitan or non-metropolitan FMR area: Omaha, NE — IA MSA
Address (if scattered-site, indicate so): #25 Main Place
Suite 500
Council Bluffs, IA 51503
Size of No. of FMR No.of Year Year Year
units units/ X X 1 2 3 Total
structures Mos. (a) (b) (c) (d)
1. SRO 12 =
2. 0bdrm 12 =
3. 1 bdrm 12 =
4. 2bdrm 12 =
5. 3bdrm 12 =
6. 4 bdrm 12 =
7. 5 bdrm 12 =
8. 6bdrm 12 =
9. Other 1 350 12 = 4,375 4,200 4,200 12,775
10. Totals $4,375 $4,200 $4,200 $12,775
10/11/01 Page no: 2 Form HUD-40076-2 (10/96)
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 3:
(con't.)
Real Property Leasing
3. Name of metropolitan or non-metropolitan FMR area:
Omaha, NE — IA MSA
Address (if scattered-site, indicate so): MOHM's Place
1000 Creek Top Road
Council Bluffs, IA 51503
Size of No.of No.of Year Year Year
units units/ 1 2 Total
structures Mos. (a) (b) (d)
1. SRO 12 =
2. 0 bdrm 12 =
3. 1 bdrm 12 =
4. 2 bdrm 12 =
5. 3 bdrm 12 =
6. 4 bdrm 12 =
7. 5 bdrm 12 =
8. 6 bdrm 12 =
9. Other 1 292 12 = 2,771 3,500 3,500 9,771
10. Totals $2,771 $3,500 $3,500 $9,771
4. Name of metropolitan or non-metropolitan FMR area:
Address (if scattered-site, indicate so):
Size of No. of FMR No.of Year Year Year
units/ X Total
units structures X Mos. (a) (b) (c) (d)
1. SRO 12 =
2. O bdrm 12 =
3. 1 bdrm 12 =
4. 2bdrm 12 =
5. 3bdrm 12 =
6. 4bdrm 12 =
7. 5 bdrm 12 =
8. 6 bdrm 12 =
9. Other 12 =
10. Totals •
10/11/01 Page no: 3 Form HUD-40076-2 (10/96)
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 3:
(con't.) Real Property Leasing
B. Leased If you will lease a structure or portion of a structure that will be converted into space for housing
Structure(s) and/or services, fill out the table that follows using a monthly leasing cost that is comparable to
Not Configured and no more than the rents being charged for similar space in the area. If your project has
more than three structures, reproduce this table and fill it out starting with structure 4.
for Housing
and/or Multiply the monthly leasing costs by 12 months and enter the result in the Year 1 column. If
Services you will have a multi-year lease without annual cost adjustments (e.g., the rent will be the same
each year), enter the Year 1 figure also in the Years 2 and 3 columns and total. If your lease is
yearly, or multi-year with an annual adjustment, enter the Years 2 and 3 costs based upon a
reasonable cost adjustment factor and then total. The factor should be reasonable and no
more than the factor used for comparable units in the area.
Monthly No. Year Year Year Total
_Leasing X of 1 2 3
Cost Mos. (a) (b) (c) (d)
Structure 1 $ 12 = $ $ $ $
Address:
Monthly No. Year Year Year Total
Leasing X of 1 2 3
Cost Mos. (a) (b) (c) (d)
Structure 1 $ 12 = $ $ $ $
Address:
Monthly No. Year Year Year Total
Leasing X of 1 2 3
Cost Mos. (a) (b) (c) (d)
Structure 1 $ 12 = $ $ $ $
Address:
Year Year Year Total
1 2 3
(a) (b) (c) (d)
Totals $ $ $ $
10/11/01 Page no:4 Form HUD-40076-2 (10/96)
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 3:
(con't.) Real Property Leasing
C. SHP Request Transfer (and add) the Year 1, 2, 3, and total figures from Tables A and/or B to the chart below.
Year Year Year Total
1 2 3
(a) (b) (c) (d)
1. Total Budget $• 11,084 $ 11,200 $ 11,200 $ 33,484
2. SHP Request $ 11,084 $ 11,200 $ 11,200 $ 33,484
D. Site Control 1. A project sponsor does not need to document control of any unit or structure if the
project will take on of the approaches that follow. If this is true, check the appropriate
box and proceed with Exhibit 4.
During the grant term, the lease will be given to the project participants (e.g.,
the homeless persons will eventually control the units);
And/or
The SHP request is just for leasing (e.g., the request is not also for other SHP-
related activities for which site control is needed).
2. In all other instances, however, a project sponsor must have site control if
homeless persons will not eventually control the units (e.g., the lease will not be
given to them) and SHP supportive services will be provided at the site, If this is
true, does the project sponsor have site control at this time?
Yes (complete question 3)
No (The project sponsor has one year from the date of HUD's letter to the
selectee to gain site control.)
3. Check the box below that describes the project sponsor's form of site control it has
now and attach a copy of the document. These are the acceptable forms of site
control:
Executed lease agreement
Or
Executed option to lease.
10/11/01 Page no: 5 Form HUD-40076-2 (10/96)
Technical Project Number NE 2 6 B 9 7 0 1 0 3
Submission Exhibit 4: -
(con't.)
Supportive Services
In the first column, fill in the type and quantity of service to be delivered using SHP funds. In the
Year 1 column, enter the amount of SHP funds to be used to pay for the service. In Years 2 and 3
enter the SHP funds to be used, including a reasonable annual cost adjustment factor to account
for increases in salaries and other costs associated with delivering the service. An adjustment
factor of 3% annually is considered reasonable. In the last column, total the amount of SHP funds
needed to help pay for the three-year grant term.
For existing projects which are expanding through an increase in supportive services, enter the
SHP funds requested just for the additional services associated with the expansion.]
If you need additional space for more services, please reproduce this chart and label it Exhibit 4.
A. SHP Request Service and Quantity Year Year Year Total
1 2 3
Service Type: Outreach Staff
Quantity: 2.5 FTE $ 51,765 $ 65,128 $ 93,201 $ 210,094
Service Type: Case Manager/Follow-up
Quantity: 1.0 FTE $ 25,464 $ 28,064 $ 29,493 $ 83,021
Service Type: Mental Health Counselor
Quantity: .5 FTE $17,846 $ 18,380 $ 20,054 $ 56,280
Service Type: Substance Abuse Counselor
Quantity: .5 FTE $ 17,846 $ 18,380 $ 17,449 $ 53,675
Service Type: Employment Assistance
Quantity: (Job Skills, Classes, Certification,
Licenses,Training) $ 0 $ 194 $ 2,206 $ 2,400
Service Type: Client Transportation
Quantity: (Van purchase and operating $ 23,069 $ 964 $ 7,444 $31,477
costs and taxi/bus rides)
Service Type: Client Healthcare
Quantity: $100 per visit $ 0 $ 374 $ 2,126 $ 2,500
Service Type: Education/Basic Skills
Quantity: $0 $ 626 $ 1,374 $ 2,000
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Service Type: Child Care Services
Quantity: $8 per hour $ 0 $ 263 $ 2,737 $3,000
Service Type: Legal Services for Clients
Quantity: 1.064 hrs @ $42.90/hr $ 15,570 $ 13,496 $ 16,577 $ 45,643
10/11/01 Page no: 6 Form HUD-40076-2 (10/96)
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 4:
(con't.) Supportive Services
In the first column, fill in the type and quantity of service to be delivered using SHP funds. In the
Year 1 column, enter the amount of SHP funds to be used to pay for the service. In Years 2 and 3
enter the SHP funds to be used, including a reasonable annual cost adjustment factor to account
for increases in salaries and other costs associated with delivering the service. An adjustment
factor of 3% annually is considered reasonable. In the last column, total the amount of SHP funds
needed to help pay for the three-year grant term.
For existing projects which are expanding through an increase in supportive services, enter the
SHP funds requested just for the additional services associated with the expansion.]
If you need additional space for more services, please reproduce this chart and label it Exhibit 4.
A. SHP Request Service and Quantity Year Year Year Total
1 2 3
Service Type: Client Emergency Assistance
Quantity: (Personal hygiene, clothing,
laundry, etc.) $ 683 $ 735 $ 18,582 $ 20,000
Service Type: Other Costs/Supportive
Quantity: Services (Postage, printing,
office supplies, equipment $ 11,253 $ 14,058 $ 30,725 $ 56,036
maintenance, mileage, audit
fees, insurance)
Service Type:
Quantity:
Service Type:
Quantity:
Service Type:
Quantity:
Service Type:
Quantity:
Service Type:
Quantity:
Service Type:
Quantity:
Service Type:
Quantity:
Total Budget for Supportive
Services $ 163,496 $ 160,662 $ 241,968 $ 566,126
10/11/01 Page no: 7 Form HUD-40076-2 (10/96)
Family Service Project Budget Narrative
Supportive Housing Program
Grant# NE26B970103
October 2001
The following revised projections take into account that many line items were under expended in the first
two years of operating this program. This was in part due to shelter construction delays.
B. Project Budget
Lines 6 and 7 were changed to reflect new totals for Supportive Services and Operations.
Exhibit 4: Supportive Services
Line Item Original Revised Explanation
Support staff $424,932 $403,070 Revision is based on actual and projected increases in salary
(4.5 FTE) and benefits of current staff. One position was unfilled for a
significant period of time. There was also changeover for two
other positions, leaving them unfilled for a brief period of time.
Client Healthcare $8,000 $2,500 More realistic projection of client needs based on 2 1/2 years of
operation. Healthcare services are currently available through
the local Continuum of Care for clients.
Child Care $24,000 $3,000 No child care services utilized in first year and very little during
Services second year. More realistic projection of client needs based on
first half of current year.
Client Emergency $8,000 $20,000 While little Client Emergency Assistance was utilized in the first
Assistance two years, providing assistance to clients enabling them to move
into permanent housing has become a priority in the third year.
This assistance is in the form of rents, deposits, bed linens,
client identification documents and the like.
Other $38,790 $56,036 Day to day non-personnel expenses were underestimated in the
Costs/Supportive original Technical Submission. Revised costs are based on first
Services half of Year 3 operation.
Page 1 October 11,2001
Technical Project Number N E 2 6 B 9 7 0 1 0 3
Submission Exhibit 5:
(con't.) Operating Budget
A. SHP Request Complete the chart below or reproduce it using available computer spreadsheet software.
Only operating expenses for which a cash payment will be required may be entered. Do not
include the value of non-cash contributions, such as donated supplies, If an existing project is
being expanded, enter expenses for operating the additional portion only.
In the first column under operating expense, enter the requested information including type of
expense and monthly cost.
In the Year 1 column, enter the total amount of funds to be used to pay for the expense the first
year. In Years 2 and 3 enter the total funds to be used for the second and third years, including a
reasonable annual cost adjustment factor. An adjustment factor of 3% annually is considered
reasonable. In the last column, total the amount of funds needed to help pay for the identified
operating expense for the three year grant term.
For Line 14, total the amount of funds needed for each of the three years and on Line 15, enter
the SHP request for each year.
Operating Expense Year 1 Year 2 Year 3 Total
(a) (b) (c) (d)
1. Maintenance/Repair
(type, monthly cost) $ 0 $ 882 $ 7,618 $ 8,500
2. Staff(position, % time)fringe $ 0 $ 5,308 $ 7,922 $ 13,230
benefits, salary)
3. Utilities $ 0 $ 6,837 $ 12,963 $ 19,800
(type, monthly cost)
4. Equipment $ 7,272 $ 0 $ 2,368 $ 9,640
(type, lease/buy, cost)
5. Supplies $ 4319 $ 0 $ 3,319 $ 7,638
(type, quantity, monthly cost)
6. Insurance $ 0 $ 782 $ 1,818 $ 2,600
(type, monthly cost)
7. Furnishings $ 3,952 $ 1,966 $ 503 $ 6,421
(type, quantity, monthly cost)
8. Relocation $ 0 $ 0 $ 0 $ 0
(no. of persons, monthly costs)
9. Food (perishable/non-
perishable, amount, monthly $ 0 $ 0 $ 0 $ 0
cost)
10. Other Operating Costs (types,
amounts/quantities, monthly $ 0 $ 0 $ 0 $ 0
costs)
11. Indirect Costs (Rate) (type, $ 27,244 $ 25,693 $ 36,511 $ 89,449
quantities, amounts)
14. Total Operating Budget •
$ 42,787 $ 41,468 $ 73,022 $ 157,277
15. SHP Request** $ 15,543 $ 15,775 $ 36,511 $ 67,829
**The SHP request for Years 1 and 2 cannot be more than 75%of the total operating budget for those years and for Year
3,no more than 50%of the total operating budget for that year.
10/11/01
Page no: 8 Form HUD-40076-2 (10/96)
Family Service Project Budget Narrative
Supportive Housing Program
Grant # NE26B970103
October 2001
Exhibit 5: Operating Budget
Line Item Original Revised Explanation
Maintenance/Repair $4,600 $8,500 Maintenance and repairs for the facility were underestimated in
the original Technical Submission. Identified needs due to high
traffic within the facilities include repair of stoves and garbage
disposals, repainting interior walls, and lawn treatment.
Revised costs are based on the first half of Year 3 operation.
Custodian - $25,911 $13,230 The $25,911 figure was based on the assumption of need for a
half-time custodian. Through coordination with other Family
Service facilities nearby, the custodian's time with this program
is only .33 FTE. Revised costs are based on the first half.of
Year 3.
Utilities $24,500 $19,800 No funds were spent on utilities in Year 1. Revised costs are
based on the first half of Year 3 operation.
Equipment $7,272 $9,640 The original allocation has already been spent. A Computer is
needed for staff use at the Transitions' facility. The technology
will enable the staff to maintain proper records for grant
required client data reporting and case management ($2,300).
Supplies $8,400 $7,638 Expenses for supplies were overestimated in the original
Technical Submission. Revised costs are based on first half of
Year 3 operation.
Insurance $1,400 $2,600 Insurance costs were underestimated in the last amendment to
the Tebhnical Submission. Revised costs are based on first
half of Year 3 operation.
Furnishings $8,271 $6,421 This line item was cut to have sufficient funds in the Equipment
line for a computer.
Food $500 $0 This expense line has not been utilized.
Indirect Costs $100,249 $89,449 Actual costs during the second year were lower than expected,
thus lowering the indirect costs as well.
Page 2 October 11,2001
`-2A CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha,Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, on January 26, 1999 by Resolution No. 181, the City Council
approved a subrecipient Agreement between the City of Omaha and Family Service, a Nebraska
Non-Profit Corporation, 2101 South 42nd Street, Omaha, Nebraska 68105, for Fiscal Year 1997
Continuum of Care Supportive Housing Funding in the amount of $910,810.00 (Fund 190,
Agency 200, Organization 8011) and later amended on July 11, 2000 by Resolution No. 1863;
and,
WHEREAS, the Family Service desires to make a change in the project because a
review of the program indicates that there is a need to alter specific "supportive service" and
"operations" activity allocations so as to accurately reflect current project requirements; and,
WHEREAS, HUD has reviewed the initial application and the proposed change
and has determined that, with the change, the application ranking would have been high enough
to have been competitively selected in the year the application was initially selected; and,
WHEREAS, the need for assistance for homeless persons continues within the
jurisdiction within which the project is located and the need for the project continues; and,
WHEREAS, HUD has reviewed the project and the performance of the Recipient
and has determined that the project is worthy of continuation; and,
WHEREAS, HUD and the Recipient have agreed to amend the Grant Agreement
by transferring funds within the "supportive services" and "operations" budgets so as to
accurately reflect current project requirements and thus, facilitate the expenditure of allocated
funds -- see Attachment A.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF OMAHA:
THAT, the attached Amendment to the Agreement approved on January 26, 1999
by Resolution No. 181, as recommended by the Mayor, between the City of Omaha and Family
Service, a Nebraska Non-Profit Corporation, 2101 South 42nd Street, Omaha, Nebraska 68105,
and amended July 11, 2000 by Resolution No. 1863, changing the project budgets (as shown in
Exhibit A) by transferring funds within the "supportive service" and "operations" budgets to
activities that reflect current project requirements, is hereby approved. Funds in the amount of
$910,810.00 shall be paid from the Continuum of Care Supportive Housing Grant NE26B970103
(FY 1997,Fund 190, Agency 200, Organization 8011).
P:\PLN1\12612z.doc APPROVED AS TO FORM:
By LaCiC t /i)k
came ber
Adopted
N _3
7_€ CITY ATTORNEY DATE
Clerk
Approved "1:4h4
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