ESG | ESG-CV SUBRE RECIPI CIPIENT TA WORK RKSHOP HOP City of - - PowerPoint PPT Presentation

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City of New Bedford Office of Housing & Community Development

ESG | ESG-CV

SUBRE RECIPI CIPIENT TA WORK RKSHOP HOP

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A copy of this presentation is now available on our website at https://www.newbedford-ma.gov/housing-community-development/. Please feel free to contact our office at OHCD@newbedford-ma.gov if you require translation assistance with the PowerPoint. Questions may be asked either through the chat box available through this Zoom meeting,

• r through email at OHCD@newbedford-ma.gov. All comments and questions are welcome.

Responses to frequently asked questions will be posted online in three languages.

Welcome!

Una copia de esta presentación ya está disponible en nuestro sitio web en https://www.newbedford-ma.gov/housing-community-development/. No dude en ponerse en contacto con nuestra oficina en OHCD@newbedford-ma.gov si necesita asistencia de traducción con

• PowerPoint. Las preguntas pueden hacerse a través del cuadro de chat disponible a través de esta reunión de Zoom,

por correo electrónico a OHCD@newbedford-ma.gov. Todos los comentarios y preguntas son bienvenidos. Las respuestas a las preguntas frecuentes se publicarán en línea en tres idiomas. Uma cópia desta apresentação está agora disponível em nosso site em https://www.newbedford-ma.gov/housing-community- development/. Não hesite em entrar em contato com nosso escritório em OHCD@newbedford-ma.gov se precisar de ajuda na tradução do

• PowerPoint. As perguntas podem ser feitas através da caixa de bate-papo disponível nesta reunião do Zoom, ou através do e-mail

OHCD@newbedford-ma.gov. Todos os comentários e perguntas são bem-vindos. As respostas às perguntas frequentes serão publicadas on-line em três idiomas.

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AGENDA

▪ ESG Refresher ▪ The SubRecipient Agreement ▪ Procurement ▪ Income Certification ▪ Reporting ▪ Monitoring ▪ ESG Forms ▪ Program Reminders ▪ Next Steps ▪ Contacts ▪ ESG-CV Grants ▪ Remember…

ESG | ESG-CV CV

SUBRE RECIPI CIPIENT TA WORKSHO SHOP P

City of New Bedford Office of Housing and Community Development

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ESG Refresher

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Five eligible ESG program components:

✓ Street Outreach; ✓ Emergency Shelter; ✓ Homeless Prevention; ✓ Rapid Re-Housing Assistance; and ✓ Homeless Management Information System (HMIS)

ESG Refresher

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Who is eligible for ESG?

✓ Very low income households (those at or below 30% of the area median income), ✓ People experiencing homelessness, or ✓ Those at-risk of homelessness.

ESG Refresher

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Talk to me about matching…

✓ Subrecipients must match ESG funds a minimum of 100% from non-ESG sources. ✓ Applicants may use any of the following as sources of match:

▪ Cash; ▪ The value or fair rental value of any donated material or building; ▪ The value of any lease on a building; ▪ Any salary paid to staff to carry out the program; and ▪ The value of the time and service contributed by volunteers to carry out the program. NOTE: Volunteers providing professional services [e.g. medical, legal services] are valued at the reasonable and customary rate in the community.

ESG Refresher

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The Subrecipient Agreement

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Why a Subrecipient Agreement ?

✓ The city is the recipient of federal ESG funding. ✓ As an agency awarded funding under this program, your agency must enter a contractual relationship with the city. ✓ The contract—or “subrecipient agreement—follows the fiscal year. ✓ Your FY2020 agreement covers July 1, 2020 - June 30, 2021.

Subrecipient Agreement

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Key Sections of the Agreement:

✓ Signature Page ✓ Scope of Services ✓ Performance and Outcome Measurements ✓ Reimbursement Process / Form ✓ Budget Summary ✓ Reimbursement Basics ✓ Budget Amendment Process / Form ✓ Procurement Policy

Subrecipient Agreement

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Executing the Agreement:

✓ The subrecipient agreement is not a legally executed contract until it is properly signed by each

• f the signatories for both the city and your agency.

✓ It is required that your agency sign the document first; once that is done the city will sign it. ✓ Only an authorized signatory for your agency can sign this agreement.

Subrecipient Agreement

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Scope of Services:

✓ Based on the final description of the awarded activity and intended to describe the ESG funded activity. ✓ Each scope of service has the following:

Total estimated # of person to be served Total estimated # of LMI persons to served Anticipated % of LMI persons to be served

✓ See Appendix A of your agreement.

Subrecipient Agreement

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Performance and Outcome Measurements:

✓ Information that helps assess the effectiveness of a program ✓ In the subrecipient agreement, the performance- based measurements section includes:

Goals Inputs Proposed activity Expected outputs and outcomes Measurement

✓ See Appendix A of agreement.

Subrecipient Agreement

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Performance and Outcome Measurements:

✓ Information about how performance is reviewed in detail under the Monitoring section of this presentation.

Subrecipient Agreement

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Performance and Outcome Measurements:

✓ Your program will be expected to perform to established standards. ✓ The New Bedford Continuum of Care (the Homeless Service Providers Network-HSPN) has adopted Performance Standards for CoC projects and for ESG projects. ✓ You can access the Performance Standards document online at www.nbhspn.com or through the Office of Housing & Community Development.

Subrecipient Agreement

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Performance and Outcome Measurements:

✓ There are two kinds of performance standards:

• System Performance Measures

These are intended to provide a snapshot into the homeless response system

• f our entire coordinated CoC
• Project Performance Measures

These take a closer look at each project within the CoC and highlight goals and performance expectations by project type.

Subrecipient Agreement

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Performance and Outcome Measurements:

✓ As an ESG Subrecipient you will be focused on project performance measures. ✓ Again, information about specific performance standards is reviewed under the Monitoring section of this presentation.

Subrecipient Agreement

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Reimbursements

✓ You can invoice by submitting a “Request for Reimbursement “either monthly or quarterly:

• Monthly requests should reflect the previous month. (ex.

Reimbursement for eligible program activities in July must be submitted by August 10th.)

• Quarterly requests should reflect the quarter previous to the

reimbursement submission. (ex: Second quarter reimbursement request

must be submitted by January 10th.)

✓ All Requests for Reimbursement must always include all invoices, receipts, cancelled checks and other documentation justifying the claimed reimbursement costs. ✓ See Appendix B of the Subrecipient Agreement.

Subrecipient Agreement

How do we get

• ur money?

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Reimbursements

✓ You need to pay attention to timing!

• Expenses for Fiscal Year 2020 must fall between July 1,

2020 through June 30, 2021.

• Costs incurred prior to July 1, 2020 are ineligible.
• Final invoices for Fiscal Year 2020 must be submitted no

later than July 9, 2021.

Subrecipient Agreement

What gets paid?

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Reimbursements

✓ Use the Reimbursement Form!

If you want to request reimbursement for your ESG eligible expenses, you must submit a completed reimbursement form and supporting documentation.

✓ Reimbursement Form must contain:

• Date of Request
• Authorized Signature
• Period Covered by this request
• Amount of Request Now
• Current Expenditures

✓ See Appendix C

Subrecipient Agreement

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Reimbursements

✓ Other important sections!

• Budget Adjustment (If required)
• Current Expenditures
• Cumulative Expenditures
• Balance after this reimbursement

✓ The reimbursement form is an excel document that has formulas in each cell. ✓ Once you plug-in an amount in a cell, the form will auto calculate the total.

Subrecipient Agreement

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Reimbursements will only happen IF your invoice…

…Is accompanied with supporting documentation. …Shows how items being reimbursed conform to your scope

• f services.

…Includes documentation. If something is not “self explanatory” make a note on the invoice to explain how items support the project. And don’t even THINK about… …State and federal taxes, as well as late fees related to the payment of taxes, because they are ineligible and won’t be reimbursed. …Submitting an invoice after the due dates listed

Subrecipient Agreement

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Reimbursements 101

✓ Check will be issued only if… ✓ Checks are generally available… All documentation is acceptable. 2 weeks from the date OHCD receives documentation.

Subrecipient Agreement

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Budget

✓ The Subrecipient Reimbursement Form provides an itemized breakdown of your approved ESG budget that includes the following:

• Category Breakdown
• ESG Budget
• Budget Adjustment
• Current Expenditure
• Cumulative Expenditures
• Balance after Reimbursement.

✓ See Appendix C of agreement.

Subrecipient Agreement

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Budget Amendment Process

✓ Reimbursement requests that are different than what exists in the subrecipient agreement (or approved amendment) will be flagged. ✓ If you want to amend your budget, the process includes:

• Submitting a signed cover letter from the agency to the

OHCD formally requesting amendment with explanation.

• Submitting a completed OHCD budget amendment form

along with the written request.

• Execution of a formal subrecipient agreement

amendment that includes an updated scope and budget.

Subrecipient Agreement

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Procurement

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Procurement Policy 101

✓ Contact us first!

• Contact the OHCD prior to the procurement of

goods, services, supplies or equipment to obtain the necessary forms and documents.

✓ Follow the law!

• Good and services must be procured according

to MA General Law 30B and this table.

• Procurement Regulations have been updated as
• f July 2020 and incorporated into your

Subrecipient Agreements

✓ Read your agreement!

• See Appendix D of the agreement.

Procurement

APPENDIX D: CITY of NEW BEDFORD PROCUREMENT POLICY

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Income Certification

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✓ HUD requirement

• Executing the form…

All participants in ESG (HP and RRH) funded programs are required to complete and sign an income certification form.

• Annual changes…

On an annual basis, OHCD staff provide subrecipients with an income certification form that has the specific income limits for that particular program year.

• Required of all participants

In order for a participant to be counted, they must complete the income certification form.

• Always use current form…

Don’t use old income certification forms; only use the most current certification form provided by the OHCD.

Income Certifications

You should now be using the FY2020 Forms

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Reporting

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Quarterly Reports

HUD requirement

• Reporting is the means by which the productivity and impact of

your program is assessed.

• Quarterly Monitoring Reports are the performance and
• utcome vehicle by which this impact is reviewed and

measured.

• The Quarterly Monitoring Report should highlight the number
• f clients served in relation to the goals, outcomes and outputs

you agreed to in your subrecipient agreement.

• Quarterly Monitoring Report serves as a tool to identify any

issues with program compliance.

“If it’s not written down, it didn’t happen…”

Reporting

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Quarterly Reports

✓ Subrecipients are required to enter client data into CaseWorthy, the HMIS for this Continuum of Care. This should be done in real-time or as close to that as possible. ✓ When reviewing your program’s data, the OHCD will contact you if data is incomplete or if data quality is problematic. ✓ Do not wait until you need to produce a quarterly report to run one!

Reporting

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Quarterly Reports

✓ Due on the 10th of the month following the service period being reported

SERVICE PERIOD REPORT DUE DATE 7/1/20 thru 9/30/20 10/10/20 10/1/20 thru 12/31/20 1/10/21 1/1/21 thru 4/10/21 4/10/21 4/1/21 thru 6/30/21 7/6/21 7/1/21 thru 9.30/21 10/10/21 ( ESG-CV Only) 10/1/21 thru 12/31/21 1/10/22 ( ESG-CV Only)

• Late reports
• Incomplete reports
• Inaccurate reports

Any of these can delay repayment, can require revisions and can even lead to suspension of the Subrecipient Agreement!

Reporting

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Quarterly Reports

✓ OHCD Staff have an OHCD Quarterly Report format that will be distributed prior to the 1st Quarterly Report. ✓ As part of its Quarterly submission process, each subrecipient must provide the OHCD with an APR report from HMIS (CaseWorthy) for that specific quarter. ✓ This quarterly APR report data will be the basis for your OHCD Quarterly Reports and your narrative responses. ✓ Additional information will be provided prior to submitting your quarterly report.

Reporting

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Monitoring

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When will you get monitored?

✓ On an annual basis all programs will be evaluated through the OHCD’s Risk Assessment process to determine which programs will undergo an onsite monitoring visit by OHCD staff. ✓ A desk review is first performed to determine if the subrecipient has multiple risk factors and should be monitored. ✓ The higher the risk, the more likely the program will be monitored. ✓ At the very least:

• Every three years a program will be monitored.
• New programs are automatically monitored
• If a program received a finding from the previous

year will be monitored.

Monitoring

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▪ Quarterly Monitoring

Subrecipients will receive a Quarterly Evaluation Report template based on your program type (component) and anticipated performance metrics. Data is captured in CaseWorthy (HMIS). The agency is responsible for producing a report for the reporting period and complete the Quarterly Evaluation Report using that data. Step by step instructions as to how the CaseWorthy report for this purpose is pulled is available from the OHCD.

Monitoring

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Three Focus Areas:

Monitoring

Project performance Financial performance Regulatory performance

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There are performance standards for every type of ESG component:

GOALS PERFORMANCE STANDARD HOMELESS PREVENTION

• 1. Housing Stability – Ability to maintain the

housing they had at project entry—with/without a subsidy—or move into other permanent housing (Q24 1-8 Categories) Goal: 75% The % of persons who have remained in permanent housing at program exit.

• 2. Non-Cash Benefits at Exit—The number of those

who have more non-cash benefits at exit than at

• entry. (Q20a)

Goal: 50% The % of persons who have increased their non-cash benefits at program exit.

Monitoring

Project Performance

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There are performance standards for every type of ESG component:

Monitoring

GOALS PERFORMANCE STANDARD STREET OUTREACH

• 1. Outreach – Number of unduplicated persons

contacted increases. (Q9a) The number of unduplicated persons contacted each year increases by 10%.

• 2. Housing Destination – Unduplicated

persons placed in permanent housing destinations as a result of street outreach

• services. (Q23c)

Goal: 10% The % of persons served who move from the streets to permanent housing destinations as a result of street outreach services.

Project Performance

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There are performance standards for every type of ESG component:

Monitoring

Project Performance

GOALS PERFORMANCE STANDARD EMERGENCY SHELTER

• 1. Housing Stability - Households exit shelter in a timely
• manner. (Q22a2)

Goal: 85% The % of households whose length of stay is no longer than 60 days.

• 2. Non-Cash Benefits at Exit—Persons who increase non-

cash benefits (mainstream resources) at exit as compared with entry. (Q20a) Goal: 50% The % of persons age 18 or older who increased their non- cash benefits (mainstream resources) at program exit.

• 3. Exit to Permanent Housing – (Q23c)

Goal: 20% The % of persons age 18 or older who exit to permanent housing as of the end of the operating year or program exit.

• 4. Utilization Rate - Program operates at full capacity,

with low vacancy rate, and quickly fills vacancies. (Q8b) Goal: 90% Average daily utilization rate during the operating year. (NOTE – For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)

• 5. HMIS-Program maintains adequate data quality –

(Q2,3,4 & 5) Data Quality Report

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There are performance standards for every type of ESG component:

Monitoring

GOALS PERFORMANCE STANDARD RAPID REHOUSING (ESG)

• 1. Housing Stability – Persons residing in rapid re-housing

will remain in this housing for a minimum of one year or exit to

• ther permanent housing. (Q1 & Q23a / b)

Goal: 85% The % of persons who remain in the RRH program as of the end of the operating year or exited to PH during the

• perating year.
• 2. Length of Time Between Entry and Move-In - Persons

length of time between program entry and placement shall be timely (Q22c) Goal: 80% The % of persons whose length of time between project entry and housing placement will be no longer than 14 days.

• 3. Non-Cash Benefits – Persons will increase non-cash

benefit (mainstream resources) income. (Q20a) Goal: 85% The % of persons age 18 or older who increased their non-cash benefit income (mainstream resources) as of the end of the

• perating year or program exit.
• 4. Utilization Rate - Program operates at full capacity, with

low vacancy rate, and quickly fills vacancies. (Q8b) Goal: 90% Average daily utilization rate during the operating year. (NOTE – For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)

• 5. HMIS – Program maintains adequate data quality in
• HMIS. (Q2,3,4 & 5)

See Data Quality Report.

Project Performance

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▪ Contract Scope of Services

Is it consistent with actual activities?

▪ Levels of Accomplishments

Planned versus actual

▪ Time of Performance

Issues with program start-up?

▪ Budget

Compare actual expenditures versus planned expenditures

Regulatory and Financial Performance:

Monitoring

Regulatory Performance Financial Performance

▪ Requests for Payment

Timeliness

▪ Recordkeeping

Comprehensiveness and accuracy of documentation (activities, costs and beneficiaries)

▪ Financial Management

Systems in place—accounting, expenses, income

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ESG Forms

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▪ ESG FORMS

▪ Forms for the ESG program are required. ▪ The majority of these forms constitute your client files:

▪ FORMS INCLUDE:

▪ FORM 06 STAFF AFFIDAVIT OF ELIGIBILITY ▪ FORM 07 VERIFICATION OF TRACKING INCOME ▪ FORM 08 VERIFICATION OF INCOME ▪ FORM 09 CALCULATION WORKSHEET ▪ FORM 10 RENT REASONABLENESS CHKLST ▪ FORM 11 HOUSING HABITATILIBYT STDS INSP. ▪ FORM 12 LEAD SCREENING WORKSHEET ▪ FORM 13 UTILITY ASSISTANCE ELIGIBILITY ▪ CLIENT FILE CHECKLIST ▪ FORM 00 HOMELESS HISTORY TIMELINE ▪ FORM 01 HOMELESS CERTIFICATION ▪ FORM 02 AT RISK OF HOMELESSNESS ▪ FORM 03 CHRONIC HOMELESS CERTIFICATION ▪ FORM 04 DISABILITY CERTIFICATION ▪ FORM 05 SELF CERTIFICATION

ESG Forms

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WHERE CAN YOU GET THE ESG FORMS?

www.nbhspn.com/resources

ESG Forms

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▪ Important – Programs are not required to use all forms provided. ▪ Some forms are not applicable to specific programs. (See Checklist) ▪ If you are unsure about a form, contact the OHCD. ▪ All programs will be monitored to ensure that they are correctly capturing all required information. ▪ If needed, OHCD staff may provide direct Technical Assistance to individual agencies or hold a Workshop related specifically to the forms. PLEASE GIVE US FEEDBACK ON THE FORMS AND/OR IF A WORKSHOP IS NEEDED!

ESG Forms

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Next Steps

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▪ Review your Program

It is strongly recommended that all subrecipients review their program— from their Subrecipient Agreement and program policies and procedures, to their client files and data collection. Make sure program staff are aware of this as well!

▪ ESG Forms

Ensure all program staff are using correct documents, correct income certifications, etc. Be sure to carefully review these materials and develop a familiarity with them. As noted, they are available online at www.nbhspn.com. Income Certification Forms have already been sent to all existing ESG

• subrecipients. If you have not received this or have any questions, please

speak with OHCD staff as soon as possible. NOTE: All ESG Subrecipients are required to use these forms or ensure that their existing forms are capturing all of the required data.

Next Steps

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▪ Working with the HMIS Vendor - CaseWorthy

▪ All agencies must execute an Agency Participation Agreement if they haven’t already done so. ▪ All system users are required to sign a System User Agreement and all new/future system users must work with their HMIS Administrative Lead at their respective agency to be trained. ▪ Please contact the OHCD if you have any questions or require

• paperwork. If not already on file with the OHCD, these forms are due to

the OHCD by September 1, 2020.

▪ HMIS SAGE

All ESG recipients are required to upload their annual CAPER Reports into HUD’S reporting system called SAGE.

▪ Amendment Process

The OHCD has a uniform amendment policy and forms for CDBG, ESG and CoC programs. Subrecipients must follow the amendment process in order to amend their budgets and/or scope of service.

Next Steps

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▪ Reimbursement

▪ Reimbursements may be submitted now.

▪ Quarterly Reports

Quarterly Reporting forms will be emailed this month.

▪ New Subrecipients

For Any new subrecipients, the OHCD will be conducting a site visit to provide technical assistance in order to ensure that no startup delays occur.

Next Steps

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Contacts

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Jo Joseph Maia aia

Grants Compliance Coordinator Program Questions Jose.maia@newbedford-ma.gov

Rob

• b Tet

Tetrault

Finance Manager Finance Questions RTetrault@newbedford-ma.gov

Nico icole Cu Curral

Office Manager General Questions Nicole.Curral@newbedford-ma.gov

Patrick J. Sulli ullivan, Dire irector

PatrickS@newbedford-ma.gov PHONE: 508 979-1500 FAX: 508 979-1575 WEBSITE: www.newbedford-ma.gov

Je Jennife fer Cla Clarke

Deputy Director Overall Program Issues/Questions Jennifer.Clarke@newbedford-ma.gov

ESG | ESG-CV CV

SUBRE RECIPI CIPIENT TA WORKSHO SHOP P

City of New Bedford Office of Housing and Community Development

Contacts

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ESG-CV Grants

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ESG-CV Funding

Coronavirus Aid, Relief, and Economic Security Act (CARES Act)

• The CARES Act made $4 billion available in supplemental ESG

funding for grant activities specifically for the purpose of preventing, preparing for and responding to the Coronavirus (ESG-CV grants),

• ESG is a formula grant that funds a broad range of activities for

those experiencing homelessness or who are at risk of homelessness.

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ESG-CV Funding

Coronavirus Aid, Relief, and Economic Security Act (CARES Act)

• The CARES Act provides flexibilities to make it easier to use ESG-

CV grants and FY2019 and FY2020 ESG grants for coronavirus response,

• It also authorizes HUD to grant waivers and alternative

requirements,

• …and it requires ESG-CV grantees to prevent the duplication of

benefits, which means grant funds may not be used to pay costs if another source of financial assistance is available to pay that cost.

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ESG-CV funding must be used to prevent, prepare for and respond to coronavirus. This requirement must be clearly documented in subrecipient files.

ESG-CV Funding

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ESG-CV Funding

Key Differences Between Traditional ESG Funding and COVID ESG-CV Funding…

ESG ESG has established requirements:

• Matching funds are required
• Procurement standards are in

effect

• Shelter funding is capped
• Habitability and environmental

review standards exist for all types

• f emergency shelters including

temporary

• Only 7.5% of the funding may be

used for administration ESG-CV The CARES Act eliminates ESG requirements for:

• Matching funds—no match is

required for ESG-CV

• Procurement standards are

eliminated

• No cap on shelter funding
• No habitability and environmental

review standards for temporary emergency shelters

• Allows up to 10% of the funding to be

used for administration

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ESG-CV Funding

Key Differences Between Traditional ESG Funding and COVID ESG-CV…

ESG

• Eligibility for the Homeless

Prevention program is predicated

• n a cap of 30% AMI.
• Program Year for all components

runs July 1.2020 to June 30.2021. ESG-CV

• Eligibility for the Homeless

Prevention program increases the income cap from 30 to 50% AMI.

• Program Year for all components

runs July 1.2020 to December 31.2021.

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ESG-CV Funding

1.

Please Note in the ESG-CV Subrecipient Agreement…

Part II: Appendicies Appendix CV: CARES Act ESG-CV Requirements

• Subrecipients must comply with the requirements of the CARES

Act that apply to ESG-CV grants and must use the funding to prevent, prepare for and respond to coronavirus.

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ESG-CV Funding

Please Note in the ESG-CV Subrecipient Agreement…

Part II: Appendicies Appendix CV: CARES Act ESG-CV Requirements

• Subrecipients must comply with the requirements of the ESG

program as authorized by the McKinney-Vento Homeless Assistance Act as amended (24CFR Part 576), implementing regulations and rules, waivers and alternative requirements of Federal Register Notices.

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ESG-CV Funding

Please Note in the ESG-CV Subrecipient Agreement…

Part II: Appendicies Appendix CV: CARES Act ESG-CV Requirements

• Subrecipients agree to establish and maintain adequate

procedures to prevent any duplication of benefits as required by law. A duplication of benefits occur when a beneficiary receives assistance from multiple sources (such as FEMA, private insurance companies, non-profits, etc. for a cumulative amount exceeding the total need for a specific purpose. The duplication amount is the excess assistance provided above the need. Subrecipients must ensure that all beneficiaries assisted with ESG- CV funding do not receive a duplication of benefits.

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Remember…

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Remember

▪ Review your program—Ensure your staff is “on board” ▪ ESG-CV file forms ▪ Reimbursements now being accepted ▪ The ESG-CV program year runs through December 31, 2021 ▪ Your first quarterly report (July –Sept) is due Oct 10th ▪ New subrecipients will get a TA site visit from OHCD staff ▪ This powerpoint will be available on the OHCD website at https://www.newbedford-ma.gov/housing-community-development ▪ OHCD staff can be reached at OHCD@newbedford-ma.gov or through individual email addresses.

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City of New Bedford Office of Housing & Community Development

ESG | ESG-CV

SUBRE RECIPI CIPIENT TA WORK RKSHOP HOP