Southern Nevada Homeless Continuum of Care: 2016 Local Application - - PowerPoint PPT Presentation

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Southern Nevada Homeless Continuum of Care: 2016 Local Application Technical Assistance Training

CoC Grants Coordinator: Danyell Cadell cadelldt@clarkcountynv.gov 702-455-8638

HelpHopeHome.org HelpHopeHome@ClarkCountyNV.gov

THE RAD TEAM

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Become Familiar With:

 www.helphopehome.org  Southern Nevada’s Regional Plan to End

Homelessness

 Business Case  Implementation Plan

 Southern Nevada Gaps Analysis  Opening Doors: The Federal Plan to Prevent and

End Homelessness

 HEARTH Act  Local Homeless Definitions  Acronym Glossary

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LEARNING OBJECTIVES

 Participants will review and understand:

 The purpose of CoC Programs  The goals and objectives of legislation focused on

preventing and ending homelessness

 The performance measures identified in the

HEARTH Act

 The Local Application Process in preparation for

the HUD e-Snaps Application

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PURPOSE OF CoC PROGRAMS

 Promote a community-wide commitment to

the goal of ending homelessness

 Provide funding for efforts for rapidly re-

housing homeless individuals and families

 Promote access to and effective use of

mainstream programs

 Optimize self-sufficiency among individuals

and families experiencing homelessness

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HEARTH Act

 The Homeless Emergency Assistance and

Rapid Transition to Housing Act of 2009

 Re-authorization of McKinney-Vento Funds  Codifies the CoC structure  Coordinated Intake and Assessment  CoC’s responsible for evaluation of projects  Collaborative Applicant  Unified Funding Agency (UFA)

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COORDINATED INTAKE AND ASSESSMENT

 Foster a community–wide commitment to

addressing homelessness through a coordinated community based process of identifying needs and building a system of housing and services that addresses those needs.

 Allows CoC to move beyond the evaluation

and prioritization of specific projects to a system-wide evaluation of the community’s response to homelessness.

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HEARTH PERFORMANCE MEASURES

 Reduce the number of people experiencing

homelessness

 Reduce first time homelessness  Reduce the length of time homeless  Reduce returns to homelessness  Improve program coverage  Improve employment and other income for

homeless households

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Southern Nevada Homelessness Continuum of Care (CoC) Board

 Primary Decision Making Entity for CoC  Final authority on prioritization of applications

included in the HUD Consolidated CoC Application

 Oversight for CoC planning

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Continuum of Care

Southern Nevada Homelessness Continuum of Care (SNH CoC) Board

Evaluation Planning HMIS

Monitoring

Community Engagement

Collaborative Applicant (Currently CCSS) Working Groups

SNH CoC Board Member Selection Process

Evaluation/Audit of CoC Operations

Ad Hoc Working Groups

(more may be added as needed)

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HUD Continuum of Care Homeless Funds

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HUD’s Mission

 HUD's mission is to create strong, sustainable,

inclusive communities and quality affordable homes for

• all. HUD is working to strengthen the housing market to

bolster the economy and protect consumers;

 Meet the need for quality affordable rental homes;  Utilize housing as a platform for improving quality of

life;

 Build inclusive and sustainable communities free from

discrimination, and transform the way HUD does business.

HUD’S HOMELESS POLICY

 Projects will be evaluated in part based on

the extent in which they further HUD’s goals as articulated in:

 HUD’s Strategic Plan  Opening Doors (Goals)

 End Veteran Homelessness in 2015  End Chronic Homelessness in 2017  Family/Youth Homelessness in 2020  Set a path to ending all types of homelessness in 2020

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FUNCTIONAL ZERO

Functional Zero is when a homeless system is robust with programs available to serve any homeless individual and/or family with a housing option if and when they so choose to seek those services.

 Homelessness is rare, brief and non-

recurring.

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HUD’s Policy Priorities

 Strategic Resource Allocations  Ending Chronic Homelessness  Ending Family Homelessness  Ending Youth Homelessness  Ending Veteran Homelessness  Using a Housing First Approach  Successful placement in and retention of

permanent housing.

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STRATEGIC RESOURCE ALLOCATION



Comprehensive Review of Projects



Maximizing the Use of Mainstream Resources



Partnerships



Transitional Housing—HUD Strongly encourages

CoC’s to carefully review TH projects for cost- effectiveness, performance, number and eligibility criteria to determine if rapid rehousing might be a better model for the CoC



Homeless Youth



Fleeing from Domestic Violence



Assistance with recovery from addiction

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ENDING HOMELESSNESS

 Systematic response in place that

ensures homelessness is prevented whenever possible, or if it can’t be prevented, it is a rare, brief, and non-recurring experience.

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ENDING CHRONIC HOMELESSNESS

 Increased Units

 HUD encourages CoC’s to create new projects

through reallocation that exclusively serve chronically homeless

 Targeting

 Chronically homeless should be give priority for all

PSH beds within the CoC as they become vacant

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ENDING FAMILY HOMELESSNESS

 Most families can be housed quickly and

stably using rapid rehousing

 Easy access to Rapid Rehousing  Improve access to affordable housing units  HUD encourages CoC’s to use reallocation to

create new rapid rehousing projects for families

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ENDING YOUTH HOMELESSNESS

 Understand the unique needs of homeless

youth

 CoC’s and youth serving organizations

should work closely to develop resources and programs to better serve homeless youth including LGBTQ youth

 Low performing youth projects should be

reallocated to fund higher performing youth projects

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ENDING VETERAN HOMELESSNESS

 Prioritize veterans who are not eligible for VA

services

 Coordination with VA for HUD-VASH and

SSVF

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HOUSING FIRST MODEL

 Prioritizes rapid placement and stabilization

in permanent housing

 Does not have service participation

requirements or preconditions

 Support services available  Participation in services is based on needs

and desires of program participant

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SYSTEM-WIDE HOUSING FIRST APPROACH

 Remove Barriers  Centralized or Coordinated Assessment

System

 Client-centered service delivery  Prioritizing households most in need  Inclusive decision making

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SUCCESSFUL PLACEMENT IN AND RETENTION OF PERMANENT HOUSING

 The goal for this measure is fundamental to

each homeless assistance project and system – moving people from homelessness to permanent housing.

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Homeless Management Information System (HMIS)

Functions

 Eligibility  Bed availability  Bed placement  Referrals  Service tracking  SOAR tracking

Housing Assessment Data must be real-time No cost to providers

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DEFINITIONS

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HOMELESS:

 A person or family unit

 sleeping in a place not meant for human

habitation (e.g. living on the streets); or

 in an emergency shelter; or  a person or family unit in transitional

housing for homeless persons who

• riginally came from the street or an

emergency shelter.

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CHRONICALLY HOMELESS:

 An unaccompanied homeless individual with a disability

OR

 A family unit with at least one adult with a disability

AND

 Who has either been continuously homeless for a year

• r more

OR

 Has had at least four (4) episodes of homelessness in

the past three(3) years

 where the combined occasions must total at least 12

months;

 Occasions separated by a break of at least 7 nights

 Program must verify the person’s status

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APPLICANT

 An entity that applies to HUD for funds. If selected

the applicant becomes the grantee and is responsible for the overall management of the grant, including drawing grant funds and distributing them to project sponsors. The applicant is also responsible for supervision of project sponsor compliance with grant requirements. The applicant may also be the project sponsor.

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PROJECT SPONSOR

 The organization that is responsible for carrying out

the proposed project activities. A project sponsor does not submit a SF-424, unless it is also the applicant.

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CASH MATCH (Cost Sharing):

 Matching funds are required from local, state,

federal or private resources.

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LEVERAGING:

 150% of the CoC requested amount  A written commitment documented on letterhead

stationary, signed and dated by an authorized representative.

ELIGIBLE COST DEFINED

Supportive Services Rental Assistance Leasing Operating Cost HMIS

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SUPPORTIVE SERVICES

 Services must be offered to residents of PSH and TH for

the full period of their residence

 RRH programs must require program participants to

meet with a case manager at least monthly.

 Services may be provided to formerly homeless

individuals for up to six months after their exit from homelessness,

 Required to perform an annual assessment of the

service needs of program participants and adjust services accordingly

 Eligible costs include the cost of providing services, the

salary and benefits of staff providing services, and materials and supplies used in providing services.

RENTAL ASSISTANCE

 May be used for short-term (fewer than 3 months),

medium-term (3 to 24 months), or long-term (more than 24 months)

 May be tenant-based, project-based, or sponsor-

based and may be for TH or PH.

 Will be awarded if the funds are going to be used

(or are being used) to lease a unit and the lease is between the program participant and the landowner.

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LEASING

 Recipients or subrecipients lease a structure or

portions thereof.

 Grant funds may be used to pay for 100 percent of

the costs of leasing to provide housing or supportive services.

 May not be used for units or structures owned by

the recipient (or related organization) unless HUD authorizes an exception.

 Funds will be awarded as leasing if the funds are

going to be used (or are being used) to lease a unit or structure and the lease is between the recipient or subrecipient and the landowner.

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OPERATING COSTS:

 May be used to pay the day-to-day operating

costs in a single structure or individual housing units, including:

 Maintenance (such as scheduled replacement of

major systems), repair, building security (when CoC Program funds pay for more than 50 percent of the facility by unit or area)

 Electricity, gas, water  Furniture, equipment, property insurance, and taxes

• These costs may not be combined with rental

assistance costs within the same unit or structure.

HMIS AS AN ELIGIBLE COST

 HMIS is an eligible use of CoC Program funds.  CoC funds can be used to support the expense of

• perating the HMIS, under the HMIS program

component, and the expense of contributing data, as an eligible cost under the other program components.

 Only the HMIS lead designated by the CoC may apply

under the HMIS program component, but agencies that use the HMIS can add an HMIS line item to their budget and use CoC funds for the costs of attending training on HMIS, data collection and data entry.

 No Cost to Providers

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Housing Types

• Safe Haven
• Transitional Housing
• Permanent Housing
• Rapid Rehousing
• Permanent Supportive Housing

SAFE HAVEN

 Offers low-demand, indefinite-length-of-stay,  supervised housing alternatives for persons

with substance use and/or mental health conditions who need a place to stay

 does not tie compliance with rules or service

expectations to the maintenance of housing

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TRANSITIONAL HOUSING

 Housing coupled with supportive services that are

provided for a maximum of 2 years.

 The supportive services may be provided by the

• rganization managing the housing, or coordinated

by them and provided by other public or private agencies.

RAPID REHOUSING

 Rapid Rehousing is designed to assist the

homeless, with or without disabilities, move as quickly as possible into permanent housing and achieve stability in that housing.

 Rapid Rehousing is time limited, individualized and

flexible.

 Should complement and enhance homeless system

performance

• HUD encourages CoC’s to use reallocation to create

new rapid rehousing for families

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PERMANENT SUPPORTIVE HOUSING

 Provides long-term, community based housing and

supportive services for homeless persons with disabilities.

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PERMANENT HOUSING BONUS

 PERMANENT HOUSING BONUS (PHB): HUD is

not obligated to provide funding for PHB. In the NOFA HUD identifies if funds are available and if there is a priority sub-population for these projects.

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More HUD Definitions

 Annual Renewal Amount (ARA) the total amount

each project is eligible to apply for during renewal. Usually equal to the most recent one year contract.

 Annual Renewal Demand (ARD) the sum of all

ARA’s for all eligible renewal projects in the CoC for the current application cycle

CoC Planning Process

 HUD will evaluate each CoC on the following

criteria

 CoC Housing Services and Structure  Homeless Needs and Data Collection  CoC Strategic Planning  CoC Performance  Housing Emphasis

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REALLOCATION

 Reallocation is a process whereby any CoC

may reallocate funds in whole or in part from eligible renewal projects to create one or more new projects.

 In the FY 2014 CoC funding process, the only types of

new projects that could be created through reallocation were new permanent supportive housing for 100 percent chronically homeless and/or rapid re- housing for households with children coming from the streets or emergency shelters.

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Educational Assurances

 HUD requires educational assurances

 Demonstrate collaboration with local education

agencies to assist in identification of homeless families & informing them of eligibility in these programs

 Demonstrate that CoC is considering educational

needs of children in all housing types and as much as possible limit the disruption of their education

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Educational Assurances con’t

 Project Applicants who serve families and/or

youth will need to demonstrate:

 Their programs are establishing policies and

practices that are consistent with and do not restrict the exercise of rights provided by the education subtitle of McKinney-Vento Act

 Their programs are designating a staff person to

ensure that children are enrolled in school and connected with appropriate services

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HUD Reminder

 As a reminder, HUD will assess, as part of

the project review process, applicant eligibility, capacity, and quality. This review also considers an applicant’s spending history on current homeless assistance grants, if applicable. HUD expects that grantees should be making draw-downs at least quarterly. HUD will be looking at this for both new project applications and as a condition of renewal award.

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Continuum of Care (CoC) Homeless Assistance Program

HUD CoC Eligible Projects

 Permanent Housing (Rapid Rehousing and

Permanent Supportive Housing)

 Transitional Housing  Supportive Services Only  Homeless Management Information System

(HMIS)

 Local priority on Permanent Housing

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CoC Funded Programs

 Eligible populations

 Homeless households without children  Homeless households with children  Homeless households with only children  Homeless with disabilities

 Grant terms: one year

First-Time Renewals

 May request up to 10% of total project costs

for project administrative costs; HOWEVER, any amount above 7% must be moved from

• ther budget line items.

 Discuss with CoC Grants Coordinator if you

plan to use this option.

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CoC Funded Program Renewals

 Amount requested cannot exceed original

project grant amount.

 Amount requested for operations may not

exceed 75% of the budget.

 Cost of living increases are not eligible.  May shift up to 10% of the grant among

eligible activities (must occur at contract).

 May reduce the number of units served—will

need to provide documentation at Technical Submission phase.

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Efficiency One Bedroom Two- Bedroom Three- Bedroom Four- Bedroom $632 $781 $968 $1,411 $1,690

Final FY 2016 FMRs By Unit Bedrooms (US Dept. of HUD 4/2016)

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https://www.huduser.gov/portal/datasets/fmr/fmr_il_history/data_summary.odn

CoC APPLICATION BUDGET LINE ITEMS (HUD Concerns)

 Replacement Reserve  Equipment  Leasing  Taxes & Insurance  Food  Pro rata share  Staff or personnel costs

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CoC APPLICATION BUDGET LINE ITEMS (HUD Concerns)

 Bonus projects should make sure that the

renewal budgets are consistent with any conditions found in the NOFA for the first year of funding.

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MATCH VERSUS LEVERAGE

MATCH

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Cash Match (24 CFR 578.73)

• The actual dollar resources contributed and

spent on eligible project costs

• Must be actual money received by the

applicant

• Must match at least 25% of grant minus

Administration

• No match requirement for leasing

CASH MATCH (Cost Sharing):

 Matching funds are required from local, state,

federal or private resources.

 Documentation of the match requirement must

be maintained in the grantee’s financial records

• n a grant specific basis.

 The recipient or subrecipient must match all

grant funds, except for leasing funds, with no less than 25 percent of cash funds or in-kind contributions from other sources.

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• May use funds from any source, including

any other federal sources (excluding Continuum of Care program funds);

• State, local, funds from the source are not

statutorily prohibited to be used as a match.

• 24 CFR 578.73

Sources of Cash Match

IN-KIND MATCH

• Use of the value of real property, equipment, goods, or

services contributed to the project.

• Services provided by individuals must be valued at rates

consistent with those ordinarily paid for similar work in the recipient or subrecipients organization.

• If awarded funds by HUD, Memorandum of Understanding

(MOU) must be executed for all in-kind match prior to the execution of the grant agreement/operating year.

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Documentation of In-Kind Match

Upon application, services to be provided by a third party must be documented by a memorandum of understanding (MOU) between the recipient or subrecipient and the third party that will provide the services. 24 CFR 578.73 (C) (3)

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Cash Match

• Cannot be used for more than one

contract and/or revenue source

• Must be funds spent on eligible

activities

• Must be traceable in recipient’s

financial system

• HUD may monitor

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 Match requirements:

 50% of the total acquisition,

rehabilitation and new construction budget for the project.

 25% of the total, rental assistance,

supportive services, operating and HMIS budget.

 Cash or in-kind

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Match for CoC Funded Programs

• All those additional resources, both

cash and in-kind, raised by the project (e.g. data analysis conducted by outside researcher)

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Leverage

Leveraging

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 150% of the CoC requested amount  a written commitment documented on letterhead

stationary, signed and dated by an authorized representative, and must contain the following elements:

 the type of contribution (e.g. cash, child care, case

management, etc.)

 the value of the contribution  the name of the project and its sponsor

• rganization to which the contribution will be given

 the date the contribution will be available

Project Leveraging

Other funds or services used for the specific program.

• Services
• Equipment
• Space
• Supplies

150% of the amount of the grant request

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Tips for a Successful Local Application

Karen Schneider Quality Assurance Management Analyst II karen.schneider@clarkcountynv.gov (702) 455-5692

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HelpHopeHome.org

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HelpHopeHome.org

Local Application Instructions

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Local Application - ZoomGrants

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DO’s

• Read the directions carefully
• Pay attention to agency vs. project
• Proofread your application
• Make your narrative clear and specific to

the question

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DO’s

• Your answers should be succinct and to the point

(character limits)

• Make sure the Agency contact and the Grant

contact are different

• Email questions to

HelpHopeHome@clarkcountynv.gov

(Email specific application questions to the address above. Be sure to enter “2016 CoC Local Application Question” in the subject line.)

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DON’T’s

• Copy and paste
• Assume the reviewer knows exactly what you do or

how you run your program

• Add extraneous information
• Wait until the last minute

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Project Contacts & Title

• Application Title/Project Name
• Amount of Request
• Agency and contact information
• Organization information
• Employee Identification Number (EIN)
• DUNs number
• CEO/Executive Director contact information

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Scoring-Project Summary

• Questions 1-9 (Administrative Score)
• Question 10 (2 points) Project Summary
• Question 11 (2 points)Scope of Project
• Question 12 (2 points)Organizational Experience
• Question 13 (5 points for renewals, 10 points for new projects)

HELP HOPE HOME Regional Plan to End Homelessness & 2015 Gaps Analysis

• Question 14 &15 (11 points) Role in Regional Efforts

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Scoring-Project Narrative and Project Information

• Question 1 & 2 Support Services (3 points) Obtain & retain

permanent housing | Increase employment/income & live independently

• Questions 3-10 Performance Measures and

Performance Outcomes and SOAR (5 points) Permanent

Housing Outcomes | Self-Sufficiency Outcomes | Mainstream Benefits

• Questions 11& 12 Project Participant (3 points) Outreach
• Question 13 Schedule, management plan & method

(2 points)

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Scoring-Project Narrative

• Question 15 Self-Sufficiency (3 points)
• Question 16 Services (3 points)
• Questions 17 & 18 Identifying eligibility/pay sources

(5 points)

• Question 19 Project partners New = 10 points,

Renewal = 5 points

• Questions 20 & 21 Staffing ratio & housing chart

(4 points)

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Scoring-Project Narrative

• Questions 22-26 Monitoring/audit findings –

(Administrative Score)

• Question 27 Federal funds (5 points)
• Question 28 Civic groups (5 points)
• Questions 29 & 30 Educational reassurances

(Administrative Score)

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Scoring-Budget

• Budget (19 points)
• Budget forms
• Narratives
• Medicaid billable services

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Scoring-Project Documents

• Budget Forms
• IRS-990
• A-133 audit and corrective action plan
• Cash Match letters
• Leveraging letters

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Scoring-Budget/Project Documents

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Templates Upload

Scoring and Ranking Process

• Local Application Scoring
• Just one aspect of the scoring and ranking

process

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Scoring and Ranking Process

• Guidance provided by HUD, US Interagency

Council on Homelessness, & National Alliance to End Homelessness

• Local application scores
• Program outcomes
• Project scorecard results
• Monitoring results
• Alignment with HUD’s policies & procedures
• Alignment with Opening Doors: The Federal Plan to

Prevent and End Homelessness

• Local Priorities

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HUD historically funds those CoC’s nationally that:

• Reduce homelessness
• Monitor project performance
• Reallocate funds
• Reduce barriers
• Target resources to people with the highest needs

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Why wasn’t my project funded????

• Funding Requests may be rejected for:
• Incomplete/inconsistent application
• Outstanding obligation to HUD
• Overdue responses to audit findings
• History of inadequate financial management accounting

practices

• Evidence of untimely reporting and/or expenditures
• History of insufficient recordkeeping
• History of serving ineligible participants/

insufficient documentation of eligibility

• Lack of supporting documentation (expenses)
• Lack of prioritization for CH/

lack of PSH beds dedicated to CH

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Questions

• Email questions to

helphopehome@clarkcountynv.gov in the subject line put– “2016 CoC Local Application question”

• FAQs – posted to helphopehome website
• www.helphopehome.org

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Review in Detail

• Project Application
• Submit materials via ZoomGrants
• DUE June 24th no later than 11:59:59pm
• Paper copies will not be accepted
• Additional documentation or information will not be

accepted after this deadline.

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Review in Detail

• Application Presentations – July 11-13, 2016
• Scoring and Ranking – contingent on release of

NoFA

• Appeals Due - contingent on release of NoFA
• Appeals Hearing (if Necessary) - contingent on

release of NoFA

• SNHCoC Board Receives Recommendations –

contingent on release of NoFA

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If I am awarded, expect….

• Ongoing Performance Monitoring
• Budget/Spending Reviews
• Program Performance Reviews
• Desk Audits
• Site Visits
• Surveys
• Client/Staff Interviews

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Monitoring – Agency/Project

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• Monitoring Working Group
• Ensures compliance with HUD regulations
• Facilitates preparedness for official HUD monitoring
• Agencies – Monitoring Tool
• Conduct self-assessments throughout the project year
• Understand expectations of all CoC funded projects

Meetings of Interest

• Homeless Service Provider Meeting
• 3rd Wednesday of each month
• 8:30-9:30 am
• Location changes quarterly
• Project Homeless Connect
• November 15th
• Planning to occur in conjunction with Service Provider Meetings
• Southern Nevada Homelessness CoC Board
• 2nd Thursday of each month @ 2pm
• United Way of Southern Nevada
• Mainstream Programs Basic Training
• 4th Wednesday of the month @ 1pm
• Clark County Government Center

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