Subsistence Utility Assistance Program: Clearlake

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The City of Clearlake’s Subsistence Utility Assistance Program provides financial assistance to eligible low-to moderate-income (LMI) households at risk of water utility shut-offs or experiencing financial hardship related to water utility costs. This program is funded through the City’s 2024 Community Development Block Grant (CDBG) award and complies with all applicable State regulations, including the California Department of Housing and Community Development (HCD) CDBG Program requirements.

Eligible households may receive up to $450 total maximum of three consecutive months, paid directly to water utility providers.

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Learn more about the Subsistence Utility Assistance Program:

 

Program Process Flow

Step 1: Initial Contact and Application

  • Residents contact the City of Clearlake directly (in person, OpenGov online portal) to request assistance.
  • City staff provides program guidelines, eligibility checklist, application forms and Opengov.
  • Applicants submit completed forms with required documentation:
    • Proof of residency within Clearlake
    • Utility bill
    • Proof of household income for all adult members
  • Applications may be submitted in-person, electronically in the OpenGov online portal.

Step 2: Application Review and Documentation

  • Customer Service Assistants review applications for completeness.
  • If information is missing, the applicant is contacted within five business days to request supplemental materials.
  • Complex documentation issues (e.g., difficulty verifying income) are referred to the CDBG Consultant.
  • Once complete, the application and supporting documents are forwarded to the Program Coordinator.

Step 3: Eligibility Determination

  • The CDBG Consultant reviews the application packet for compliance with:
    • State-established income limits for Lake County
    • Residency and occupancy requirements (must occupy residence as permanent home)
    • Risk of utility shut-off or documented hardship (Prioritized)
  • The Consultant issues a written recommendation to approve or deny the request.

Step 4: Approval and Grant Agreement

  • The Program Coordinator reviews the recommendation and forwards approved requests to the City Manager for final signature.
  • Upon approval:
    • A Grant Agreement is prepared and signed by the applicant.
    • Instructions for submitting invoices for utility payments are provided to the applicant.
  • All documentation is scanned into the City’s secure records system, and a client file is created.

Step 5: Payment Processing

  • Clients submit utility bills/invoices monthly for up to three months.
  • Customer Service Assistants review invoices for accuracy and completeness.
  • A Request for Payment Form is prepared, detailing:
    • Vendor (utility provider) name
    • Customer account number
    • Payment amount
  • The Program Coordinator reviews and approves the Request for Payment.
  • Approved payments are forwarded to the Finance Department for direct payment to the utility provider.
  • Payment details are entered into:
    • Client’s Recipient Funding Report
    • Program Expense Tracking Report

Step 6: Program Monitoring and Compliance

  • The City maintains:
    • Secure records of all applications, approvals, and payments
    • Financial records in accordance with State CDBG program requirements
    • Documentation to demonstrate equitable access to the program
  • Program staff conduct periodic file audits to ensure:
    • Eligibility criteria are met
    • Payments are properly documented
    • Outreach and access are equitable
  • The City will cooperate with any program monitoring reviews conducted by HCD.

Step 7: Program Conclusion

  • The Program Coordinator tracks when clients reach the three-month assistance maximum.
  • The City Manager is notified if program funds are nearing depletion.
  • The program will conclude upon:
    • Expiration of the 24-month program period, or
    • Exhaustion of available CDBG funds, whichever occurs first.

 

Non-Discrimination and Affirmative Marketing

The program complies with all applicable State and Federal non-discrimination laws and requirements. The City will:

  • Ensure program access to all eligible households regardless of race, color, religion, sex, national origin, familial status, or disability.
  • Distribute outreach materials in multiple languages as needed, per the City’s Limited English Proficiency (LEP) Plan.
  • Conduct outreach to underserved populations to promote equitable access.

Recordkeeping Requirements

All client files and program records will be maintained for a minimum of five years after grant closeout, in compliance with:

  • HCD CDBG Program requirements
  • State CDBG Grant Management Manual

Records include:

  • Applications and supporting documentation
  • Income verifications
  • Grant Agreements
  • Payment records and tracking reports
  • Outreach and marketing efforts

Program Adjustments:

The City reserves the right to update these procedures to ensure continued compliance with State CDBG program requirements and to respond to evolving community needs. Substantial changes will be submitted to HCD for approval if required.