PROGRAM YEAR 2025-2026 SUBRECIPIENT AGREEMENTPROGRAM YEAR 2025-2026
SUBRECIPIENT AGREEMENT BY AND BETWEEN THE CITY OF
CLEARWATER, FLORIDA AND THE CLEARWATER HOUSING
AUTHORITY
This Subrecipient Agreement for HOME Tenant -Based Rental Assistance (this "Agreement") is
entered into by and between THE CITY OF CLEARWATER, FLORIDA, a Florida municipal corporation,
with a principal address of 100 S. Myrtle Avenue, Clearwater, Florida 33756 (the "City") and THE
CLEARWATER HOUSING AUTHORITY, a public housing authority created pursuant to Part 1 of
Chapter 421, Florida Statutes, with a principal office at 1099 McMullen Booth Road, Clearwater, Florida
33759 ("Subrecipient" and collectively with the City the "Parties").
WHEREAS, the City has applied for and received HOME Investment Partnerships Program
funding (hereafter designated as HOME) from the Department of Housing and Urban Development
("HUD") under Title II of the Cranston -Gonzalez National Affordable Housing Act of 1990, as amended,
42 USC § 12741 et seq., (the "Act") and 24 CFR part 92; and
WHEREAS, the purpose of the HOME Program is to increase the supply of decent, safe, sanitary,
and affordable housing for very low-income and low-income households; and
WHEREAS, among the eligible uses of HOME is the provision of Tenant Based Rental Assistance
("TBRA"); and
WHEREAS, the City has determined it will use HOME funds for a TBRA program to assist
eligible low and very low-income families to pay eligible housing costs (the "Program"); and
WHEREAS, the City has identified Clearwater Housing Authority as an eligible "Subrecipient"
(as such term is defined in 24 CFR § 92.2) capable of administering the Program on behalf of the City of
Clearwater; and
WHEREAS, on August 7, 2025, the City authorized the use of HOME funds to fund TBRA for the
purpose of establishing and operating the Program; and
NOW, THEREFORE, in consideration of the foregoing and the mutual agreements and covenants
set forth herein, the City of Clearwater and Subrecipient do agree, for themselves and for their respective
successors and assigns, as follows:
SECTION 1: GENERAL PROGRAM DESCRIPTION; ROLES & RESPONSIBILITIES
A. Scope of Work:
As further described herein, Subrecipient will assist Housing Choice Voucher ("HCV") Participants, within
the City of Clearwater with TBRA by providing security deposit assistance that does not exceed the
maximum amount equivalent of two (2) months' rent for each unit.
The Program will provide, security deposit assistance, to eligible low- and very low-income individuals or
families ("TBRA Recipients"). Units occupied by TBRA Recipients must be located within the City of
Page 1 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Clearwater and comply with the Program's property standards as defined in TBRA Scope of Work Exhibit
"A" and Program Guidelines attached hereto as Exhibit "B" and as may be amended at the City's sole
discretion from time to time. Subrecipient will execute a HOME Rental Assistance Contract ("Rental
Assistance Contract") jointly with each TBRA Recipient and the owner of each TBRA Recipient's unit.
HOME funding shall be used for project expenses (i.e. direct costs of assisting TBRA Recipients) and
allowable administrative expenses which shall not exceed ten percent (10%) of total project expenses to
Subrecipient. HOME funding shall be used to provide security deposit assistance to TBRA Recipients
entering new units, in accordance with federal requirements, the provisions of this Agreement, and the
City's Program Guidelines.
B. City of Clearwater Roles & Responsibilities
The City is responsible to HUD for ensuring compliance with all applicable federal requirements, including
the HOME requirements outlined in 24 CFR Part 92, including but not liming to the following
responsibilities:
1. Program Design
Furnishing Subrecipient with the Program Guidelines and any other Program requirements, including
any future changes to HOME regulations or HOME Program guidance issued by HUD;
2. Environmental Review
Completing any necessary environmental reviews and/or determinations pursuant to 24 CFR 92.352
and 24 CFR 58; Tenant -based rental assistance is Categorically Excluded and not subject to 12 CFR §
58.5;
3. IDIS Setup, Drawdown, and Completion
Entering project setup, drawdown, and completion information along with associated reporting in
HUD's Integrated Disbursement and Information System ("IDIS"); and
4. Subrecipient Monitoring
Completing remote and on-site monitoring reviews of Subrecipient's implementation of the Program.
C. Subrecipient Roles & Responsibilities
Subrecipient is responsible for the routine operation and implementation of the Program, including
interaction with applicants to the Program, TBRA Recipients, and participating property owners. In all
cases, Subrecipient will implement the program in compliance with the City's Program Guidelines and all
applicable federal requirements. In no case will Subrecipient be considered the "responsible entity" for
environmental reviews required under 24 CFR 58. In its role, Subrecipient will be responsible for the
following:
1. Marketing
Market and advertise the Program pursuant to the City's affirmative marketing plan, in accordance with
the requirements in 24 CFR § 92.351, including the requirements to (i) identify those portions of the
population of the City that are least likely to apply, (ii) establish specific marketing actions (e.g.
advertising in specialty publications, native languages, etc.) intended to reach such populations, and
(iii) maintain records of the results of such activities;
Page 2 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
2. Application Intake
Develop needed application materials and establish and implement an application process in accordance
with the City's Program Guidelines;
3. Screening
Review individual applications, including income determinations, in accordance with the City's
Program Guidelines and the HOME requirements in 24 CFR part 92, to establish applicants' eligibility
for the Program and notify applicants of their status;
4. Program Orientation
Provide individual orientations to TBRA Recipients and participating property owners explaining the
Program requirements;
5. Inspections
In accordance with the City's Program Guidelines, Subrecipient will inspect units to ensure that such
units meet the Program's property standards, including but not limited to conducting visual assessments
of potential lead-based paint hazards in any properties constructed prior to 1978 in accordance with 24
CFR part 35;
6. Program Policies
Apply the City's Program Guidelines, including any updates thereto provided by the City pursuant to
the notice provisions in Section 5.B of this Agreement, ensuring that individual TBRA awards meet all
HOME and Program requirements; and
7. Management of TBRA Recipient and Property Owner
During the term of a Rental Assistance Contract with a TBRA Recipient and property owner, address
questions, concerns, or disputes between TBRA Recipients and property owners, provide clarifications
of Program Guidelines, federal, and HOME requirements, and otherwise work with TBRA Recipients
and property owners to ensure effective and compliant delivery of assistance.
SECTION 2: USE AND DISBURSEMENT OF HOME FUNDS
A. HOME Award
As part of this Agreement, the city is providing up to Ninetv-two thousand four hundred seventv-seven
dollars and 99/100 Cents ($92,477.99) (the "Grant) in FY 2025-2026 to utilize HOME funding for project
expenses (i.e. direct costs of assisting TBRA Recipients) and allowable administrative expenses which must
not exceed ten percent (10%) of total project expenses to Subrecipient. HOME funding shall be used to
provide security deposit assistance to TBRA Recipients entering new units, in accordance with federal
requirements, the provisions of this Agreement, and the City's Program Guidelines.
B. Commitment Period
The Commitment Period of this Agreement shall begin upon the date of execution of this Agreement. The
term which Subrecipient may accept applications and process project -specific commitments shall expire on
the earlier of two (2) years from the date of execution of this Agreement or when the HOME Funds are
fully expended (the "Term"). The recordkeeping and reporting requirements of Sections 3.N and 3.N.5
respectively, shall remain in effect upon expiration of this Agreement in accordance with the terms of those
sections.
Page 3 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
C. Anticipated Production
The City and Subrecipient anticipate approximately seventy-six (76) eligible households will receive
assistance under this Agreement.
D. Project Completion Deadlines
Subrecipient must provide the City with all necessary project information (i.e. specific TBRA Recipient
information) for entry into IDIS within (60) days of the last payment made under any given Rental
Assistance Contract.
E. Program Income
The City and Subrecipient acknowledge and agree that the design of the Program does not anticipate the
receipt of "Program Income," as defined in 24 CFR § 92.2, by Subrecipient. Notwithstanding, in the event
that any Program Income is received by Subrecipient, Program Income shall be retained for other eligible
TBRA activities.
F. Rental Assistance Contracts with TBRA Recipients and Property Owners
Using a template provided by the City, Subrecipient must execute a Rental Assistance Contract with all
TBRA Recipients and the owners or authorized lessors of their units prior to the provision of any TBRA
assistance under the Program.
G. Disbursement of Funds
Subrecipient must remit disbursement requests or, in the case where no reimbursement is due, a report
explaining inactivity, at least quarterly and may request payments no more than once per month from the
City. In all cases, Subrecipient is prohibited from requesting HOME funds from the City until such funds
are needed to pay HOME -eligible costs.
1. Reimbursement Basis
The City will provide HOME funds to Subrecipient for Program costs on a reimbursement basis only;
2. Project Delivery Costs
To request reimbursement of allowable expenses, Subrecipient shall submit copies of the executed
Rental Assistance Contracts, records demonstrating payment by Subrecipient (e.g. copies of checks),
and costs of inspecting the housing and determining the income eligibility of the family;
c Administrative Costs
Administrative costs of the Program are eligible only under general management oversight and
coordination pursuant to 24 CFR § 92.207(a). Requests for payment of eligible administrative costs
must be supported by time -sheet documentation for any costs associated Subrecipient staff, invoices
for any third -party costs, and/or other similar documentation. Any travel expenses charged (e.g.,
mileage per diems, etc.) must be consistent with the travel requirements listed in 2 CFR § 200.474; and
d Final Payment
Subrecipient shall submit a final payment request no later than (60) days following the end of the Term
of this Agreement, consistent with Section 2.D of this Agreement.
Page 4 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
SECTION 3: ADMINISTRATIVE AND PROGRAM REQUIREMENTS
A. Applicability of Uniform Administrative Requirements
In performing under this Agreement, the requirements of 2 CFR part 200 apply to Subrecipient, except for
the following provisions: §200.306, §200.307, §200.311 (except as provided in 24 CFR § 92.257),
§200.312, §200.329, §200.333, and §200.334. The provisions of 2 CFR § 200.305 apply as modified by 24
CFR § Part 92. If there is a conflict between definitions in 2 CFR 200 and 24 CFR part 92, the defmitions
in 24 CFR Part 92 govern. While not intended to be an exhaustive list, Subrecipient acknowledges that the
requirements of 2 CFR 200 include, inter alia, compliance with:
1. Procurement
Standards and procedures consistent with 2 CFR § 200.318 through § 200.326 relating to the
procurement of property or services with HOME funds;
2. Audit
The requirement under 2 CFR 200.501 that Subrecipient must obtain a single- or program -specific audit
if, during any given Subrecipient fiscal year, Subrecipient expends more than $1,000,000 in federal
funds;
3. Cost Principles
The cost principles included in 2 CFR 200 Subpart F, including that any costs charged to HOME be
supported by adequate documentation, allocable to the program, necessary, and reasonable.
B. Administrative Funding
Within the funding limit provided in Section 2.1, Subrecipient may use HOME funds for administrative
expenses associated with operating the Program. Eligible administrative costs include costs associated with
activities described in the general management oversight and coordination requirements at 24 CFR §
92.207(a) to the extent that such activities are allowable under this Agreement. These include, but may not
be limited to, costs associated with coordinating and overseeing the Program; advertising and promoting
the Program, including affirmatively marketing the Program pursuant to the requirements of 24 CFR §
92.351; maintaining appropriate Program records, including financial records, and submitting progress,
financial, and other reporting to the City; taking applications, conducting intake interviews, and otherwise
processing applications that do not proceed; and conducting required unit inspections.
1. Treatment of Income Determination and Inspection Costs
Pursuant to 24 CFR 92.209(a), Subrecipient may also use HOME project funding for its project -specific
soft costs associated with assisting tenants and completing property inspections of units. The City will
reimburse Subrecipient for inspections, however, the cost of inspections cannot exceed One Thousand
Dollars and 00/100 Cents ($1,000.00) per unit
C. Reversion of Assets
Upon receipt of the fmal payment by the City under this Agreement and after payment by Subrecipient of
any final eligible costs under this Agreement, Subrecipient must transfer to the City any remaining HOME
funds on hand and any accounts receivable attributable to the use of HOME funds to the City.
Page 5 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
D. Compliance with Other Federal Requirements
Subrecipient must comply with all applicable federal requirements, including those listed in 24 CFR Part
92, Subpart H and 24 CFR Part 5, Subpart A, and the nondiscrimination requirements of section 282 of the
Act, as amended. This includes, but is not limited to, compliance with:
1. Equal Opportunity and Fair Housing
In accordance with 24 CFR § 92.350 and § 92.351, no person shall on the ground of race, color, religion,
sex, disability, familial status, national origin, or age be excluded from participation in, be denied the
benefits of, or be subjected to discrimination under any Program activity funded in whole or in part
from HOME funds. In addition, Subrecipient shall develop and operate the Program in accordance
with the requirement contained in 24 CFR 5.105, including but not limited to the following
requirements:
a) The requirements of the Fair Housing Act (42 U.S.C. 3601-19) and implementing regulations at 24
CFR Part 100;
b) The prohibition against discrimination on the basis of age under the Age Discrimination Act of
1975 (42 U.S.C. 6101-07) and implementing Regulations at 24 CFR Part 146;
c) The requirements of Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and
implementing regulations at 24 CFR Part 8;
d) Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u) and implementing
regulations at 24 CFR part 135;
e) The requirements of 24 CFR 5.105(a)(2) requiring that HUD -assisted housing be made available
without regard to actual or perceived sexual orientation, gender identity, or marital status and
prohibiting subrecipients, owners, developers, or their agents from inquiring about the sexual
orientation or gender identity of an applicant for, or occupant of, HUD -assisted housing for the
purpose of determining eligibility for the housing or otherwise making such housing available.
E. Lobbying Disclosure Requirements
In accordance with the requirements of 24 CFR Part 87, Subrecipient certifies, to the best of its
knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering into
of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative agreement,
Page 6 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Subrecipient shall complete and submit Standard Form -LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions;
3. Subrecipient acknowledges that this certification is a material representation of fact upon
which reliance was placed when this transaction was made or entered into. Submission of
this certification is a prerequisite for making or entering into this transaction imposed by
section 1352, title 31, U.S. Code. Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00
for each such failure.
E Drug -Free Workplace
The drug-free workplace requirements of 2 CFR part 2429.
G. Debarred or Suspended Entities
By signing this Agreement, Subrecipient certifies that it is not presently listed by any federal agency as
debarred, suspended, or proposed for debarment from any federal contract activity. If during the term
of this Agreement this information changes, Subrecipient shall notify City without delay. Such notice
shall contain all relevant particulars of any debarment, suspension, or proposed debarment. Further, in
carrying out its responsibilities hereunder, Subrecipient will not employ, contract with, or otherwise
make use of subcontractors, service providers, consultants, or any other party that is debarred,
suspended, or proposed for debarment from any federal contract activity.
H. Environmental Review
Tenant -based rental assistance is Categorically Excluded not Subject to ("CENST") 24 CFR § 58.5
pursuant to 24 CFR § 58.35(b)(1) when the assistance is provided without any associated repairs,
rehabilitation, new construction, or other activities with physical impacts. As of the date of execution
of this Agreement the City completed the environmental review process for the Program and determined
that the activities included are CENST 24 CFR § 58.5. None of the requirements in 24 CFR 58.6 apply
to the Program, therefore no further action is necessary under the applicable requirements of 24 CFR
Part 58, and the activity may proceed.
L Lead Based Paint
Subrecipient will ensure that all assisted units in properties which were originally constructed prior to
1978 pass a visual assessment pursuant to the requirements of 24 CFR 35.
J. Conflict of Interest
Pursuant to 24 CFR 92.356, no employee, agent, consultant, officer, or elected official or appointed
official of the City or Subrecipient, individually known as a "Covered Person," that exercises or has
exercised any functions or responsibilities with respect to HOME -assisted activities, or who are in a
position to participate in a decision-making process or gain inside information with regard to HOME
assisted activities, is eligible to receive HOME assistance under the Program or to have a financial
interest or financial benefit in any contract, subcontract, or other agreement with respect to the HOME
funded activities contemplated in this Agreement, or the proceeds from such activities. This provision
shall apply to both Covered Persons and those with whom they have business or immediate family ties,
during their tenure with the City or Subrecipient or for one year thereafter. Immediate family ties
include (whether by blood, marriage or adoption) the spouse, parent (including a stepparent), child
(including a stepchild), brother, sister (including a stepbrother or stepsister), grandparent, grandchild,
and in-laws of a Covered Person. In the event a Covered Person, or a person with whom the Covered
Page 7of26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Person has business or family ties, is otherwise eligible and applies to the Program, Subrecipient will
immediately notify the PJ. PJ, in its sole discretion, may pursue an exception from HUD under the
provisions of 24 CFR 92.356(d) to allow participation notwithstanding the conflict of interest. Only
HUD may grant such an exception; neither the City nor Subrecipient may grant such an exception on
its own. Moreover, the City and Subrecipient shall comply with the conflict-of-interest requirements
in 2 CFR 200.317 and 2 CFR 200.318 in the procurement of property and services.
K Consultant Activities
Subrecipient will comply with the reasonable rate of compensation requirements in accordance with 24
CFR 92.358.
L. Faith -based organizations
Faith -based organizations are eligible to participate in the HOME program on the same basis as any
other organization but must comply with the requirements of 24 CFR 5.109.
M. VAWA Regulations
The City and Subrecipient both acknowledge and agree that each are subject to the requirements of 24 CFR
§ 92.359 and 24 CFR 5, Subpart L, which implements provisions of the Violence Against Women
Reauthorization Act of 2013 (VAWA). Subrecipient also agrees to follow and implement the applicable
VAWA requirements contained in the City's Program Guidelines, as required by 24 CFR § 92.359(g), for
all applicants to the Program, and all TBRA Recipients for the period that Tenant Based Rental Assistance
is provided. Moreover, Subrecipient agrees that all leases that are approved by Subrecipient shall contain
the City's required VAWA lease term/addendum, as described in 24 CFR § 92.359(e) and the City's Program
Guidelines.
N. Recordkeeping
Subrecipient shall maintain detailed records of all its activities under this Agreement, including records on
all persons served pursuant to this Agreement, and all required Program records applicable to TBRA
assistance that are described in 24 CFR 92.508. Representatives of the City, HUD (including HUD's Office
of Inspector General), the Comptroller General of the United States (aka the U.S. Government
Accountability Office or "GAO"), or their designees may examine any records or information accumulated
pursuant to this Agreement. All confidential information shall be treated as such by all aforementioned
City, HUD, or GAO representatives or designees. Subrecipient will maintain administrative and financial
records as required by 24 CFR 92.508, applicable to the activities to be carried out under this Agreement,
including but not necessarily limited to:
1. General Administrative and Financial Records
a) Information about contractors, vendors, and other service providers to include, but not necessarily
be limited to, verification of non -debarment and suspension, verification of qualifications and
experience, legally binding contracts and agreements, invoices and payment records, and related
correspondence (see 24 CFR Part 24 and 2 CFR part 2424);
b) Financial information including, but not necessarily limited to, audits and related correspondence,
accounting and fmancial records, indirect cost analyses, and internal controls and reconciliations;
c) Financial records identifying the source and use of funds for each person assisted under the Program
pursuant to this Agreement, as well as well as underlying documentation (e.g. timesheet records,
invoices/receipts, proof of payment, etc.) for all costs charged to HOME;
Page 8 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
d) Records demonstrating compliance with the Uniform Administrative Requirements of 2 CFR 200,
as applicable.
2. TBRA Recipient Records
TBRA Recipient records in accordance with 24 CFR 92.508(a)(3) that demonstrate that each HOME
assisted tenant met the requirements of the HOME program including but not limited to:
a) Full descriptions of each tenant or family assisted with Program funds, including the location
(address of each unit) and the form of TBRA assistance (e.g., rental assistance, utility assistance,
etc.);
b) The source and application of funds for each TBRA Recipient, including supporting documentation
in accordance with 2 CFR § 200.302; and records to document the eligibility and permissibility of
the TBRA Recipient's costs;
c) Records, consistent with the Program Guidelines, demonstrating that each TBRA-assisted unit
meets the Program's property standards;
d) Records demonstrating that each assisted tenant or family is income eligible in accordance with 24
CFR 92.203. Subrecipient will use the Housing Choice Voucher (HCV) Program Regulations (24
CFR Part 982) and its HCV Administrative Plan; and
e) Copies of all Rental Assistance Contracts between Subrecipient and TBRA Recipients and their
property owners.
3. Records of Other Federal Requirements
Other records that include documentation of compliance with other federal requirements in accordance
with 24 CFR 92.508 that includes the following requirements to the extent applicable to the Program:
a) Documentation of Subrecipient's efforts to affirmatively further fair housing, including both
marketing efforts and records on the extent to which each racial and ethnic group and single -headed
households (by gender of household head) applied for, participated in, or benefited from the
Program;
b) Records concerning lead-based paint in accordance with 24 CFR Part 35;
c) Records related to compliance with the VAWA provisions of 24 CFR 92.359, including but not
limited to evidence proper notices were provided to applicants and TBRA Recipients and
summaries of requests for VAWA protections and actions taken; and
d) Records supporting any requests for exceptions to the conflict-of-interest provisions in accordance
with 24 CFR § 92.356.
4. Record Retention
All Program records shall be maintained by Subrecipient for a minimum of five (5) years beyond the
final payment under this Agreement. Notwithstanding, if there are litigation, claims, audits,
Page 9 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
negotiations or other actions that involve any of the records cited and that have commenced before the
expiration of the retention periods outlined, such records must be retained until completion of the
actions and resolution of all issues, or the expiration of the retention period, whichever occurs later.
5. Reporting Requirements
Subrecipient agrees to submit any and all reports required by the City or HUD within (30) days of the
City or HUD's request. Subrecipient will provide updates on Program implementation to the City on a
monthly basis. Using forms provided by the City, such reports may be submitted either in hard -copy
or electronically and will include information on the marketing and startup of the Program, number of
applications received, challenges or concerns about implementation, and estimates of the timing of
upcoming commitments and expenditures of HOME funds.
The City reserves the right to unilaterally alter, supplement, or otherwise modify the frequency, content,
or form of delivery of required reports as needed to maintain adequate oversight of the Program, address
changes to HOME regulations, or to address findings related to noncompliance by Subrecipient.
O. Immigration Status Verification
Pursuant to 8 U.S.C. § 1611, Subrecipient shall ensure that each TBRA Recipient is either a U.S. citizen or
a qualified alien, as such term is defined under 8 U.S.C. § 1641(b), eligible to receive a Federal public
benefit under this Agreement, unless an exemption applies.
SECTION 4: DEFAULT, REMEDIES, AND TERMINATION
A. Default
The following are considered a default by Subrecipient under this Agreement:
1. Subrecipient fails, in any manner, to fully perform and carry out any of the terms, covenants, and
conditions of this Agreement;
2. Subrecipient refuses or fails to proceed with the work and tasks contemplated in this Agreement in
accordance with such diligence as will ensure their completion within the time fixed by the schedule
set forth in this Agreement;
3. Material noncompliance with any applicable HOME regulatory requirements in 24 CFR part 92 or
any other applicable federal requirements; or any applicable State or local law, regulation,
ordinance, or requirement related to the Program; and
4. Dissolution or other termination of existence; insolvency; forfeiture of right to do business in the
State of Florida or business failure; appointment of a receiver of any part of Subrecipient's property;
the calling of any meetings of, or the assignment for the benefit of, creditors of Subrecipient; or the
commencement of any proceedings under any bankruptcy or insolvency laws by or against
Subrecipient which are not dismissed within 60 days.
B. Remedies
In the event of default by Subrecipient hereunder, which is not cured within (10) days of the delivery of
written notice by the City as described in Section 5.B, the City may seek any combination of the following
remedies:
Page 10 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
1. Suspend payments under this Agreement pending the correction of a default or deficiency;
2. Disallow part or all of any of the Program or cost hereunder which is not in compliance with this
Agreement, the Program Guidelines, applicable federal requirements, or HOME regulations;
3. Suspend, in whole or part, this Agreement pending correction; or, following any cure period
provided by the City, terminate this Agreement for cause as provided in 2 CFR § 200.339;
4. Recommend to HUD that it initiate suspension or debarment proceedings as authorized under 2
CFR Part 180;
5. Take any other action available under 2 CFR 200.338;
6. Require the repayment of previously disbursed HOME funds for questioned costs;
7. Require Subrecipient to participate in training or technical assistance; or
8. Make use of any other remedies that may be legally available to the City.
C. Termination for Convenience
In addition to any termination for cause provided herein, this Agreement may be terminated for convenience
by the City upon (10) days written notice. In the event of termination under this section, Subrecipient shall
suspend the collection of applications and execution of additional Rental Assistance Contracts following
receipt of such notice. Subrecipient shall further provide final reporting and a final request for
reimbursement within (60) days of any termination under this section. Subrecipient will have no claim of
payment or claim of benefit for any cancelled activities undertaken under this Agreement and shall not be
entitled to, and hereby waives, all claims for lost profits and all other damages and expenses.
SECTION 5: ADDITIONAL PROVISIONS
A. Fees to TBRA Recipients Prohibited
Subrecipient is prohibited from charging application or other fees for the purpose of covering costs of
administering the Program.
B. Notice
Except in the case of a notice of default, which must be delivered via mail or delivery service, the City may
issue written notices as required or anticipated herein to Subrecipient via email, facsimile, mail, delivery
service, or in person as may be appropriate. Notices delivered via electronic means or in person will be
deemed delivered on the same day. Notices delivered via mail or delivery service shall be deemed delivered
three (3) days after being placed in the United States mail or delivery service, postage pre -paid, addressed
to Subrecipient as follows:
Clearwater Housing Authority
1099 McMullen Booth Road
Clearwater, Florida 33759
Attention: Charessa Doty
Page 11 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY— HOME TBRA (16654)
Notices due the City shall be in writing and may be delivered via email, U.S. mail, delivery service, or in
person as may be appropriate. Notwithstanding, a notice of default to the City must be delivered via
certified mail with return receipt requested and shall be deemed delivered upon signature of a City
representative. Notices to the City should be addressed as follows:
City of Clearwater — Economic Development & Housing Department
100 S. Myrtle Ave, 3rd Floor
Clearwater, Florida 33756
C. City Liability
The City shall have no liability except as specifically provided in this Agreement. The City, by execution
of this Agreement, assumes no liability for damages caused to persons or property by reason of Subrecipient
providing goods or services herein or for injury to any employee, agent or subcontractor of Subrecipient
performing under this Agreement.
D. Indemnification
To the extent allowed by law, Subrecipient shall indemnify and save and hold City, and its successors or
assigns, harmless from and against any negligent claims, liabilities, losses and causes of action which may
arise out of Subrecipient's activities under this Agreement, including all other grossly negligent acts or
omissions to act on the part of Subrecipient, including any person acting for or on its behalf, and, from and
against any orders, judgments, or decrees which may be entered and from and against all costs, attorneys
fees, expenses and liabilities incurred in the defense of any such claims, or in the investigation thereof,
provided, however, that Subrecipient's liability is subject to the monetary limitations and defenses imposed
by Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of sovereign immunity
by Subrecipient nor shall anything herein be construed as consent by Subrecipient to be sued by any third
party for any cause or matter arising out of or related to this Agreement except to the extent provided by
Section 768.28, Florida Statutes. Subrecipient's indemnity shall not expire with the expiration or
termination of this agreement but will continue indefinitely.
E. Insurance
Throughout the term of this Agreement, Subrecipient must maintain and provide to the City a Certificate of
Insurance for general liability ($1,000,000.00 per occurrence and $2,000,000.00 aggregate) automobile
liability insurance ($1,000,000.00 per accident and $1,000,000.00 per aggregate). The City must be listed
as a Certificate Holder and as an additional insured party on each of the required insurance policies and be
given at least 30 days' notice prior to expiration. Subrecipient must also maintain workers compensation
coverage in an amount specified by state law.
F. Independence of Subrecipient
Nothing in this Agreement shall be deemed or construed to represent that Subrecipient, or any of
Subrecipient's employees or agents, are the agents, representatives, or employees of the City. Subrecipient
acknowledges that it is an independent contractor in its performance under this Agreement. Anything in
this Agreement that provides the City with the right to direct Subrecipient in its performance of its
obligations under this Agreement is solely for purposes of compliance with local, state, and federal
regulations.
Page 12 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY— HOME TBRA (16654)
G. Assignment
This Agreement is binding on the City and Subrecipient, and their respective successors and assigns.
Subrecipient shall not assign or transfer its interest in this Agreement without the prior written approval of
City which shall be in the City's sole and exclusive discretion.
H. Amendments
This Agreement may be modified or amended only if the amendment is made in writing and is signed by
both parties. Notwithstanding, in the event that (i) HUD imposes new or modified requirements in the
HOME Program through regulation, administrative notice, publication, or other notice, or (ii) HUD
specifically identifies violations of HOME program requirements pertaining to this Agreement or the
Program undertaken hereunder, Subrecipient agrees to comply with any new or modified requirements to
ensure this Agreement and the activities hereunder remain in or are brought into compliance with such
requirements. The City shall provide prompt notice to Subrecipient of any such modifications.
Subrecipient further agrees to execute an amendment to modify the terms of this Agreement in such manner
as necessary to formally reflect and implement new HOME requirements or correct identified deficiencies.
I. Interpretation
This Agreement is the sole agreement between the two parties, and no prior or subsequent discussions,
negotiations, or agreements, whether verbally or in writing, shall be merged with this Agreement. Any
question or dispute regarding the interpretation of the terms of this Agreement shall be decided by the City.
The City's decision on any dispute under this Agreement, which shall be furnished in a manner of their
choosing, shall be final and binding. In the event of a conflict between this Agreement, the Program
Guidelines, and/or other regulatory requirements, the regulatory requirements control and the City reserves
the right to resolve the conflict solely between this Agreement and the Program Guidelines, this Agreement
shall control.
J. Applicable Law
This Agreement shall be construed and interpreted in accordance with the laws of the State of Florida. In
the event of legal action resulting from a dispute hereunder, the parties agree that the State and federal
courts of the State of Florida shall have jurisdiction and that the proper forum for such action shall be in
Pinellas County, Florida.
K. Headings & Pronouns
The headings in this Agreement are for convenience only and do not affect the meanings or interpretation
of the contents. Where appropriate, all personal pronouns used herein, whether used in the masculine,
feminine, or neutral gender, shall include all other genders, and singular nouns used herein shall include the
plural and vice versa.
L. Severability
If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining
provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement
is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then
such provision shall be deemed to be written, construed, and enforced as so limited.
Page 13 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
IN WITNESS WHEREOF, the parties hereto have executed these presents and have set their hands and
seals this day of % , 2026.
(CITY OF CLEARWATER SIGNATURE PAGE)
Approved as to Form:
Matthew J. Mytych, Esq.
Assistant City Attorney
Date:
?/(3/d(
City of Clearwater, Florida,
a Florida municipal corporation.
Jennifer Poirrier
City Manager
Date: 7//l/ 9) co
Attest:
juLta_thc_. Gat_
Rosemarie Call
City
Date: /,L/ X)9) Ca
(_�/ �-ll
Page 14 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
(SUBRECIPIENT SIGNATURE PAGE)
Clearwater Housing Authority, a public housing authority
created pursuto P of Cjlapter 421, Florida Statutes.
By:
Title:
Print Name:
Date:
'rp
fh a v s a ]&}�/
a7a(" 1
1
STATE OF FLORIDA )
COUNTY OF PINELLAS )
The foregoing instrument was acknowledged before me by mean of ephysical pr sence or 0
online notarization, this yd day of A_ �. , 2026, by igi,- & as
0E0 of 270/# tpacike r Gus%„4,., who is.Tpers • nally known
to me or 0 who has produced as identification.
(NOTARIAL SEAL)
Notary Public, State f Flo 1 r
Name of Notary: A ! 1 , VAlm�j00 /�
•. VI1N VULPEN
My Commission Expires: ,, Commission HH741363
My Commission No.:
�ol° Expires November 30,2029
Page 15 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
EXHIBIT INDEX
Exhibit "A" Scope of Services
Exhibit "B" Policies and Procedures — Program Description and Intended Use
Exhibit "C" Required Documentation for HOME-TBRA (Neighborly Uploads)
Page 16 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
EXHIBIT "A"
HOME INVESTMENT PARTNERSHIPS PROGRAM AGREEMENT
TENANT BASED RENTAL
ASSISTANCE
WITH CLEARWATER HOUSING AUTHORITY
SCOPE OF SERVICES
1. SERVICES TO BE RENDERED BY SUBRECIPIENT
Subrecipient will assist individuals or families with rental assistance in the form of rental
security deposit assistance to obtain permanent housing. The assistance will be used for
individuals or families in the very low to low-income area median income (AMI) range.
Subrecipient shall implement a HOME Program Tenant Based Rental Assistance (the
"TBRA Program") in accordance with the HOME Regulations found in 24 CFR Part 92.
The TBRA Program shall provide security deposit assistance for eligible households.
Clearwater Housing Authority must perform income certification at the initial
occupancy. Eligible households include those who have income at or below eighty
percent (80%) percent of the area median income (AMI) adjusted for family size, as
established by HUD. For each fiscal year, at least ninety percent (90%) of Eligible
households assisted through the TBRA Program must be at or below sixty percent
(60%) of the AMI, adjusted for family size. No recertification is required after the initial
certification
a) Eligibility is determined by comparing the household's anticipated gross annual
income for the next twelve (12) months to the income limits for the appropriate
household size. (The definition of annual income as defined in the Section 8 program.)
Verification of income should be completed in accordance with the rules of the
Section 8 Housing Choice Voucher Program.
b) Written certification of income eligibility must be obtained prior to occupancy.
2. Subrecipient shall implement the TBRA Program in accordance with the following:
a) Subrecipient shall market and advertise, take applications, create a waiting list, screen,
inspect, and manage recipients and property owners.
b) Subrecipient will use review source documents to determine income compliance in
accordance with 24 CFR § 92.203 and document the calculation of the household
income/asset for each client to verify that the household income is at or below eighty
percent (80%) of AMI. The Subrecipient is responsible for maintaining a copy of the
most recent income limits as published by HUD for the HOME program.
Page 17 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
c) Subrecipient shall ensure that the household income/asset are documented in the client
file prior to issuing TBRA security assistance to any household.
d) Subrecipient shall ensure that household income is reverified if assistance is not
provided within three (3) months of the initial verification.
e) Subrecipients must inspect Tenant -Based Rental Assistance (TBRA) units according
to Housing Quality Standards (HQS) as set forth in 24 CFR 982.401, or any
successor standards required by HUD. Subrecipient shall ensure that the term of the
TBRA owner contract does not exceed or is not less than twelve (12) months for a
household. Housing quality standards (HQS). HOME program housing must meet or
exceed the HQS performance and acceptability requirements found in 24 CFR §
982.401, both at commencement of assisted occupancy and throughout the assisted
tenancy. Performance and acceptability criteria include the following key aspects of
housing quality If effective on February 1, 2027, the Public Housing Authority
("PHA") shall apply the National Standards for the Physical Inspection of Real Estate
(NSPIRE), as required by HUD, in place of HQS.
f) Subrecipient shall ensure that participants use their TBRA assistance for units located
only within the city limits of Clearwater.
3. Subrecipient shall ensure that the following documentation is maintained in TBRA project
files:
a) Application, Eligibility Verification and Certification Records. An application should
be on file for all applicants and should include documentation of a determination of
the applicant's basic eligibility. Each file also should contain documentation of the
final disposition of the household's application.
b) A copy of the executed award should be retained in the file of all applicants who are
issued an award.
c) A copy of all requests for unit approval, including those that were rejected, should be
maintained.
d) Once the household locates a unit, the owner must agree to participate in the program.
The tenant file must include a copy of the executed contract between the owner and the
Subrecipient. The term of the deposit assistance contract between the Subrecipient and
the owner must begin on the first day of the term of the lease and must terminate upon
termination of the lease.
e) Deposit assistance contract: All adult household members listed on the lease shall sign
the deposit assistance contract.
Page 18 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
The HOME program allows owners to use their own leases. The Subrecipient should
review the lease to ensure that it does not contain any language prohibited by 24 CFR
Part 92.
f Tenant files must include an executed lease and lease addendum. The household must
not sign a lease with an owner before the unit passes the HQS inspection since TBRA
assistance cannot be paid until a unit has passed physical inspection and cannot be paid
retroactive to the effective date of the lease. (Reference Services to be rendered by
Subrecipient 3, E.
g)
Copies of all property inspection reports conducted should be maintained in the file.
h) Subrecipient must ensure that a tenant's minimum contribution to the rent is 30 percent
(30%) of their gross monthly income. Rent Calculation will be calculated based on
CHA's HCV Administrative Policy and HCV Federal Regulations (24 CFR Part 982).
Income Eligibility: Subrecipient must require the tenant to provide proof of income. In
the case of employment income, the tenant must provide no fewer than two (2) months
of pay stubs. Income verification documents must be current within sixty (60) days.
i) Documentation of Termination. When a tenant leaves the TBRA program, the file must
document the dates and reasons for leaving.
j) A Project File Checklist.
4. Subrecipient agrees not to use TBRA funds for any activities prohibited under 24 CFR
92.214.
a) TBRA may not be used to assist resident owner of a cooperative or a mutual housing
unit when that resident is recognized by state law as a homeowner.
b) TBRA assistance may not be provided to homeless persons for overnight or temporary
shelter.
c) Security deposit assistance will be provided only in accordance with HOME
regulations and may not result in a duplication of benefits.
d) TBRA may not be used to prevent displacement of tenants from projects assisted with
HOME Funds..
e) Rehabilitation Program funds.
Page 19 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
5. Housing Quality:
All units assisted under HOME must meet the applicable Housing Quality Standards
outlined below:
a) State and local requirements. The Subrecipient must provide safe and sanitary housing
that is in compliance with all applicable state and local housing codes, licensing
requirements, and any other requirements for the City of Clearwater.
b) Lead -Based Paint: For units built before 1978, a visual assessment for deteriorated
paint is required.
c) All units must adhere to carbon monoxide and smoke detector requirements as stated
in 24CFR-92.251.
6. Termination of Assistance to Participants
Assistance to participants who reside in housing programs under this assistance may be
terminated if the participant violates program requirements or conditions of occupancy.
Subrecipient must ensure that a participant's assistance is terminated only in the most severe
cases. In terminating assistance to any program participant, the Subrecipient must provide
a formal process that recognizes the rights of individuals receiving assistance to due process
of law. This process, at a minimum, must consist of:
a) Serving the participant with a written notice containing a clear statement of the
reasons for termination;
b) Permitting the participant to have a review of the decision, in which the participant
is given the opportunity to confront witnesses, present written objections and be
represented by counsel before a person other than the person (or a subordinate of that
person) who made or approved the termination decision; and
c) Providing prompt written notification of the final decision to the participant.
7. Grant Closeout Procedures
Subrecipient shall satisfy all obligations incurred during the First Year or any Subsequent
Year prior to the submission of a final financial status report for the applicable year,
including all program income, with regard to each particular year. The City will initiate
grant closeout procedures for particular funding cycle year when, with regard to that
particular year: (1) all HOME funds allocated to Subrecipient under the Agreement have
been expended OR all costs to be paid with HOME funds have been incurred (with the
exception of closeout costs (e.g. audit), contingent liability cost; (2) the Services have been
Page 20 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
satisfactorily completed; and (3) all responsibilities of the Subrecipient under the Agreement
with have been met. Notwithstanding the foregoing, the City reserves the right to initiate
closeout procedures prior to all of the foregoing being met, for example upon the earlier
termination of the Agreement.
The closeout report together with final versions of all financial, performance, and other
relevant information shall be submitted to the City no later than fifteen (15) days after
the City initiates grant closeout procedures, the expiration or earlier termination of the
Agreement or other notification by the City, whichever occurs first.
Once the City determines the conditions for closeout have been met, the City will either
enter into a closeout agreement with the Subrecipient or send written notification to the
Subrecipient regarding Subrecipient's closeout status along with any special conditions or
continuing responsibilities which Subrecipient must satisfy. Until a Subrecipient receives
such formal notification, it should not assume that any HOME activity has been closed out.
Notwithstanding the foregoing, even after closeout, the City shall retain the right to
disallow costs and recover funds based on a later audit.
End of Exhibit A
Page 21 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
EXHIBIT "B"
CITY OF CLEARWATER
HOME Tenant Based Rental Assistance
Policies and Procedures
Program Description and Intended Use
In accordance with its 2025/2026 — 2029/2030 Consolidated Plan, the City of Clearwater has determined
that its funding of Tenant Based Rental Assistance ("TBRA") in the form for security deposit assistance is
a priority use of its HOME Investment Partnerships Program entitlement funds. Therefore, it has chosen
to fund Clearwater Housing Authority ("Subrecipient" or "CHA") to administer its TBRA Program.
Subrecipient's TBRA activities will be included in the City's Annual Action Plan and shall be contracted
to carry out TBRA for a specified term, as indicated in contract.
The City's TBRA Program is designed to assist eligible applicants to choose and lease safe, decent, and
affordable housing in the privately -owned rental market throughout the City of Clearwater, by providing
Housing Choice Voucher ("HCV") Participants with security deposit assistance.
The purpose of this document is to provide general guidelines for the City of Clearwater TBRA Program.
Further information regarding HUD regulations related to HOME TBRA can be found at 24 CFR Part 92.
The TBRA Program will follow the HCV Program Federal Regulations (24 CFR Part 982) and CHA's
HCV Administrative Plan.
Outreach and Marketing Plan
Identify Potential Tenants
Subrecipient shall market and advertise the program pursuant to the City's affirmative marketing plan, in
accordance with the requirements at 24 CFR Part 92. The plan shall:
• Include methods for informing the public, owners and potential tenants about Federal Fair Housing laws.
• Identify those portions of the population of the City that are least likely to apply.
• Establish specific marketing actions (example: advertise in specialty publications and native languages).
• Establish and maintain a database containing such marketing information and activities.
Tenant Selection Policy
It is the priority of the City of Clearwater to provide housing through a TBRA program in a fair and
consistent manner. Because demand for security deposit assistance routinely exceeds existing supply of
assistance, Subrecipient must maintain a waiting list of eligible applicants.
• Subrecipient shall income qualify applicants as low- or very -low income in accordance with HUD
established income thresholds for within the city limits of Clearwater.
Page 22 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
• Subrecipient must ensure that no less than 90 percent (90%) of the households receiving security deposit
rental assistance are households whose annual incomes do not exceed 60 percent (60%) of the area median
income, as per 24 CFR § 92.216(a)(1).
• Subrecipient shall ensure that qualified applicants are eighteen (18) years of age or older.
• Subrecipient shall comply with Federal Fair Housing Laws and shall keep a copy of the signed rent
reasonableness checklist and certification in the client file.
Assistance Limits
Subrecipient may use TBRA funds to provide grants for security deposits associated with rental
assistance.
The following criteria must be followed:
• Only the prospective tenant may apply for security deposit assistance;
• Subrecipient must pay the security deposit directly to the landlord;
• The security deposit may not exceed two (2) months contract rent for the unit;
• The security deposit shall be used to provide compensation to the owner if the tenant, upon vacating the
unit, owes money for damages and unpaid rent in the unit. Utility expense is not an allowable security
deposit expense.
• The landlord must refund the security deposit and/or remaining security deposit, less damages and rent
directly back to Subrecipient upon the household vacating the unit. The landlord is required to submit a
copy of the Statement of Security Deposit Activity ("SODA") to Subrecipient;.
• If Subrecipient receives any security deposit funds returned from the owner upon the tenant vacating the
unit, Subrecipient must use the funds for future security deposits under the guidelines of the program. In the
event the funding agreement with Subrecipient has expired, any returned deposits must be transmitted to
the city;
• Households are required to reapply per move -in of a unit; and
• Households are not eligible to reapply for three (3) years if a landlord withholds more than fifty percent
(50%) of a security deposit for damages or rent.
Waiting List Policy
Subrecipient shall maintain a waiting list for the TBRA program. Subrecipient should develop a Waiting
List Policy in accordance with the Policies and Procedures of the City and its specific TBRA program.
Occupancy Standards Policy
Subrecipient shall establish Occupancy Standards policy for the TBRA program that is substantially
similar to the standards listed below.
Housing Choice
The applicant is free to choose an apartment or home that is safe, sanitary and secure, located in a
convenient area within the city limits of Clearwater that meets the HUD Fair Market Rental Guidelines
for size and cost.
Page 23 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Types of housing:
.
.
Single -Family
Garden
Duplex
Townhouse
Mobile Home
High -Rise
The tenant will be instructed to visit the apartment of their choice. Subrecipient reserves the right to
exclude properties from participation in its TBRA program. The tenant may not choose from a property
that is excluded from participation.
Once a unit is chosen, the tenant will complete an application form provided by the landlord.
If the tenant is approved for security deposit assistance, Subrecipient will conduct an initial Housing
Quality Standards ("HQS") inspection and attempt to sign a lease within one (1) week of approval. Prior
to lease signing Subrecipient must ensure that the chosen unit's rent is reasonable in relation to rents
charged for comparable unassisted units. Subrecipient must complete a rent reasonableness form and
include it in the tenant's file. (24 CFR § 92.209(f)).
Rent Reasonableness will follow CHA's Housing Choice Voucher ("HCV") Administrative Plan and the
HCV Program Federal Regulations (24 CFR Part 982).
If the tenant is denied, the process must begin again.
Lease Policy
The HOME program allows owners to use their own leases. Subrecipient should review the lease to
ensure that it does not contain any language prohibited by 24 CFR Part 92.
Tenant files must include an executed lease and any lease addendum, including Violence Against Women
Act of 2013 ("VAWA") requirements. Approved leases must address the following: term not less than one
(1) year, non-payment of rent, and late fees.
Subrecipient must ensure that each tenant file contains a current, executed lease between the tenant and
landlord. The household must not sign a lease with an owner before the unit passes the inspection since
TBRA security deposit assistance cannot be paid until a unit has passed HQS inspection. Security
Deposit assistance will be paid after the unit passes inspection and the lease is executed.
Rent Calculation Policy
Subrecipient will use the CHA's HCV Administrative Plan and HCV Federal Regulations to determine
income eligibility.
Page 24 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Subrecipient must ensure that a tenant's minimum contribution to the rent is 30 percent (30%) of their
gross monthly income. Rent Calculation will be calculated based on CHA's HCV Administrative Policy
and HCV Federal Regulations (24 CFR Part 982). Income Eligibility:
Subrecipient must require the tenant to provide proof of income. In the case of employment income, the
tenant must provide no fewer than two (2) months of pay stubs. Income verification documents must be
current within sixty (60) days.
Monitoring
The City of Clearwater is responsible for monitoring Subrecipient to ensure compliance with all City and
Federal rules and regulations which govern their administrative, financial and programmatic operation.
This includes, but is not limited to, ensuring services are provided according to the contract and
performance goals are met within the time of performance. Monitoring of TBRA Program is not a one-
time event, rather an ongoing process that will occur through on-site monitoring visits, quarterly report
review and ongoing contract oversight.
Recordkeeping
Subrecipient must establish and maintain the following records and make them available to the City upon
request:
• Documentation of household eligibility.
• Documentation of compliance with HQS, including lead-based paint requirements; that the unit must met
HQS standards at the time the family occupied the unit, and that the rent is reasonable.
Ongoing Monitoring
City staff will conduct ongoing monitoring during the term of the contract in order to review the
programmatic and financial areas of the contract's activities. Staff will review quarterly reports submitted
by Subrecipient for compliance of the contract, goal attainment and the implementation of the program.
Financial documentation is reviewed regularly by City staff when Subrecipient submit reimbursement
requests. City staff reviews invoices, receipts, etc. to ensure reimbursement of approved activity expenses.
City staff will provide technical assistance if at any time there appears to be issues with compliance,
program delivery, or reporting.
Additional Information and Comments
More information about the City's Annual Action Plan and TBRA program may be found online at
www.myclearwater.com. Comments about the administration of the City's TBRA program, Subrecipient,
or this document should be directed to:
City of Clearwater -Economic Development & Housing
ATTN: Dylan Mayeaux, Housing Manager
P.O. Box 4748
Page 25 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)
Clearwater, FL 33758
Exhibit C
Required Documentation for HOME-TBRA (Neighborly Uploads)
The following documentation must be uploaded into Neighborly for each assisted household and
maintained in the client file:
1. Signed Income Certification
2. Voucher Details:
a. New Voucher
b. Transfer (unit to unit)
3. Lease Documentation:
a. Fully executed (signed) Lease Agreement
4. Security Deposit Assistance
a. Signed Security Deposit Assistance Contract
5. Inspection Documentation
a. Inspection Report
b. Inspection Invoice
c. Proof of Payment
6. Financial Documentation
a. Proof of Payment for Security Deposits
7. Invoice to the City:
a) Signed and dated by an authorized official of the organization
b) Payees' name and address
c) Invoice number
d) Case ID number (as provided through Neighborly),
e) Cost itemization
f) Total cost of services clearly stated
The City reserves the right to request additional documentation at any time, as deemed necessary, to verify
eligibility, ensure compliance with program requirements, or support the review and approval of assistance
provided under the HOME-TBRA program.
Page 26 of 26
FY 2025-2026 CLEARWATER HOUSING AUTHORITY — HOME TBRA (16654)