Supportive Housing Supportive Housing Program Program Overview - - PDF document

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March 2009 Supportive Housing Program

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Supportive Housing Supportive Housing Program Program Overview Overview O e e O e e

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Today’s Theme Today’s Theme-

• Learning about

Learning about SHP through the Monitoring Guide SHP through the Monitoring Guide to Shine Up Your Star to Shine Up Your Star p

Why Monitoring as theme? Why Monitoring as theme?

– Use it as a training approach Use it as a training approach – Use it for your own self monitoring Use it for your own self monitoring – – Discuss it and take some of the mystery and Discuss it and take some of the mystery and y y y y some of the anxiety out of monitoring some of the anxiety out of monitoring

HUD has put more emphasis on monitoring HUD has put more emphasis on monitoring

– HUD has formalized the process internally HUD has formalized the process internally – Developed a series of public check lists Developed a series of public check lists

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Cycle of SHP Grant Cycle of SHP Grant

Local ranking, ESNAPS submission Local ranking, ESNAPS submission Fund announcement by HUD Fund announcement by HUD Technical Submission sent to HUD for new and Technical Submission sent to HUD for new and some renewal projects for approval some renewal projects for approval some renewal projects for approval some renewal projects for approval Grant agreement executed Grant agreement executed Start of construction and/ or operations Start of construction and/ or operations – – Renewal projects start where last grant ends Renewal projects start where last grant ends Annual Performance Report due 15 months after Annual Performance Report due 15 months after start date start date see latest version August of 2003

see latest version August of 2003

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start date start date see latest version August of 2003

see latest version August of 2003

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• 133Audit if more than $500 K of Federal funds

133Audit if more than $500 K of Federal funds HUD determines risk annually and may monitor HUD determines risk annually and may monitor Grantee may renew project Grantee may renew project Close out project 90 days after end of grant term Close out project 90 days after end of grant term

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SHP Desk Guide SHP Desk Guide

www.hudhre.info/documents/ www.hudhre.info/documents/ SHPDeskguide.pdf SHPDeskguide.pdf

Handbook for SHP program Handbook for SHP program Handbook for SHP program Handbook for SHP program

Pay special attention to the following sections Pay special attention to the following sections

Section “A” program goals * Section “A” program goals * Section “B” eligible program participants and Section “B” eligible program participants and documentation documentation (demonstrates how to document (demonstrates how to document various situations of being homeless) various situations of being homeless)

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various situations of being homeless) various situations of being homeless) Section “D” eligible and ineligible costs or activities * Section “D” eligible and ineligible costs or activities * section “I” grantee responsibility section “I” grantee responsibility Section “K” rent and fees Section “K” rent and fees * * On line

On line

Reference Material for Monitoring Reference Material for Monitoring

HUD handbook No. 6509.2 Rev 5 Change 2 HUD handbook No. 6509.2 Rev 5 Change 2 Ch t 13 t i hibit t b d b Ch t 13 t i hibit t b d b Chapter 13 contains exhibits to be used by Chapter 13 contains exhibits to be used by HUD personnel in reviewing an SHP fund HUD personnel in reviewing an SHP fund recipient agency recipient agency Found on HUD website & today’s training Found on HUD website & today’s training materials materials

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12 checklists 12 checklists Use as an internal review sheet for your own Use as an internal review sheet for your own agency agency

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Grant Terms Grant Terms

New New SHP projects may be either 2 or 3 SHP projects may be either 2 or 3 p j y p j y years including Samaritan Initiative years including Samaritan Initiative /Bonus project /Bonus project Renewal Renewal projects may be 1, 2 or 3 years projects may be 1, 2 or 3 years Know what your grant agreement and Know what your grant agreement and

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approved application states! approved application states!

SHP Supportive Services Include SHP Supportive Services Include

Case Management Case Management Food Food Education Education Medical basic needs Medical basic needs Employment training Employment training Life skills Life skills Transportation Transportation Counseling (personal, Counseling (personal, employment, chemical employment, chemical b t ) b t ) Damage Deposits/ First Damage Deposits/ First month Rent month Rent Childcare Childcare Other supportive services Other supportive services that will assist a client that will assist a client

• btain or keep
• btain or keep

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abuse, etc) abuse, etc) Parenting skills Parenting skills

• btain or keep
• btain or keep

permanent housing permanent housing

Support Service grant is for direct services to participants Budget and expenses regards only cash for expenses

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Support Services Provided Support Services Provided

Assessments done initially Assessments done initially and on a regular basis at and on a regular basis at least semi annually least semi annually Assessment address Assessment address basic needs of client basic needs of client

H i H i

least semi annually least semi annually Services should be Services should be appropriate for the appropriate for the household household Services may be provided Services may be provided di tl b th titi di tl b th titi

– Housing Housing – Family & Children needs Family & Children needs – Medical care Medical care – Finance & Benefits Finance & Benefits – Counseling Counseling Goals Goals

directly or by other entities directly or by other entities Services should be Services should be coordinated coordinated Services should be from Services should be from mainstream resources mainstream resources

– Goals Goals – Transportation Transportation – Job skills & Employment Job skills & Employment – Other services as Other services as needed needed

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Eligible Operating Costs Eligible Operating Costs

Administration of Staff or Project Administration of Staff or Project

– (not related to grant administration) (not related to grant administration)

Relocation Furnishings and Equipment Relocation Furnishings and Equipment Relocation, Furnishings and Equipment Relocation, Furnishings and Equipment Taxes, Insurance, Utilities,Supplies Taxes, Insurance, Utilities,Supplies

Building staff, Maintenance, and Repairs Building staff, Maintenance, and Repairs Food Food Other direct operating costs Other direct operating costs

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Caution: Caution:

SHP grants cannot have operating funds for SSO SHP grants cannot have operating funds for SSO projects and housing with Section 8 Project Based projects and housing with Section 8 Project Based funding for the portion used for housing units funding for the portion used for housing units

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Leasing Leasing

SHP grantee may have the lease in its name or SHP grantee may have the lease in its name or

– may hold the lease jointly with the participant or may hold the lease jointly with the participant or – may allow the participant to have the lease in his or may allow the participant to have the lease in his or her name her name

SHP grantee may have the lease in its name or SHP grantee may have the lease in its name or

– may hold the lease jointly with the participant or may hold the lease jointly with the participant or – may allow the participant to have the lease in his or may allow the participant to have the lease in his or her name her name her name, her name,

May allow tenant to assume lease May allow tenant to assume lease Number of units “x” fair market rents or Number of units “x” fair market rents or reasonable rent if lesser amount reasonable rent if lesser amount SHP grantee may not have an ownership SHP grantee may not have an ownership interest in the propert that is leased interest in the propert that is leased

her name, her name,

May allow tenant to assume lease May allow tenant to assume lease Number of units “x” fair market rents or Number of units “x” fair market rents or reasonable rent if lesser amount reasonable rent if lesser amount SHP grantee may not have an ownership SHP grantee may not have an ownership interest in the propert that is leased interest in the propert that is leased

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interest in the property that is leased interest in the property that is leased Cannot rent from relatives of client Cannot rent from relatives of client

Lease

interest in the property that is leased interest in the property that is leased Cannot rent from relatives of client Cannot rent from relatives of client

Eligible grant administration fund uses Eligible grant administration fund uses

Attending trainings related directly to the SHP Attending trainings related directly to the SHP grant program and financial training on working grant program and financial training on working with Federal funds with Federal funds with Federal funds with Federal funds A-

• 133 Audits only

133 Audits only

– Pro rated if multiple sources of Federal funds Pro rated if multiple sources of Federal funds

Gathering data and Preparing the Annual Gathering data and Preparing the Annual Progress Report Progress Report Making draws of HUD grant funds Making draws of HUD grant funds

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Making draws of HUD grant funds Making draws of HUD grant funds

– Includes gathering supportive documentation Includes gathering supportive documentation

All the above expenses must be documented All the above expenses must be documented administration is not an automatic 5% administration is not an automatic 5%

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Explanation of Items Explanation of Items in Your Budget in Your Budget

Consult “Section D” of “SHP Desk Consult “Section D” of “SHP Desk guide” and policy of August 24, 2000 guide” and policy of August 24, 2000 Explain and itemize all items to be billed Explain and itemize all items to be billed to a category such as case manager to a category such as case manager salary, fringe benefits and other direct salary, fringe benefits and other direct costs costs

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costs costs

– Such as supplies, telephones, equipment etc. Such as supplies, telephones, equipment etc.

• therwise we may only assume salary
• therwise we may only assume salary

Match Special Issues Match Special Issues

Cash Match documentation required for

first year if technical submission needed first year if technical submission needed

Certify to obtaining match for years 2 & 3 Match not needed to apply for SHP

funds, but must have it at grant agreement time

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time

Match documented at the end of each

• perating year in Annual Progress Report

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Deed Restrictions on Capital Projects Deed Restrictions on Capital Projects

20 year requirement to operate building for the 20 year requirement to operate building for the population described in the funded application population described in the funded application Recorded with county and is a lien on the property Recorded with county and is a lien on the property Recorded before the release of capital grant funds Recorded before the release of capital grant funds HUD has a first position against the property before HUD has a first position against the property before

• ther grants and soft loans are repaid or satisfied
• ther grants and soft loans are repaid or satisfied

Grantee with HUD permission may transfer Grantee with HUD permission may transfer property to a qualified entity property to a qualified entity

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If default, foreclosure or change of use by grantee, If default, foreclosure or change of use by grantee, grantee must repay HUD the total grant plus grantee must repay HUD the total grant plus appreciated value in first ten years of operations appreciated value in first ten years of operations

– 10% reduction in funds owed per year starting with the 10% reduction in funds owed per year starting with the 11 11th

th year

year

Renewals Renewals

SHP budget items that may be renewed: SHP budget items that may be renewed:

Supportive Services Supportive Services Operating Operating Operating Operating HMIS HMIS Leasing Leasing

– (a 4% increase given by HUD 2008 for leasing only) (a 4% increase given by HUD 2008 for leasing only)

Administration Administration

In FY 2008 HUD allowed for the average In FY 2008 HUD allowed for the average

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In FY 2008 HUD allowed for the average In FY 2008 HUD allowed for the average annual amount of the previous approved annual amount of the previous approved SHP budget with no increase for inflation for SHP budget with no increase for inflation for services, operating or HMIS. services, operating or HMIS.

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Expected Renewal Process for 2009 Expected Renewal Process for 2009

Grantee asks for a renewal in the calendar year

Grantee asks for a renewal in the calendar year prior to depletion of funds. prior to depletion of funds. (i.e. if funds will run out by December 31, (i.e. if funds will run out by December 31, 2010 renew with the 2009 SuperNOFA) 2010 renew with the 2009 SuperNOFA) 2010 renew with the 2009 SuperNOFA) 2010 renew with the 2009 SuperNOFA)

COCs may renew none, all, or part of the funds

COCs may renew none, all, or part of the funds

Grantee will be judged on performance by COC

Grantee will be judged on performance by COC and HUD and HUD

Renewal may be 1, 2, or 3 years depending

Renewal may be 1, 2, or 3 years depending

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upon COC upon COC

Renewal assumes the current number of

Renewal assumes the current number of households receiving assistance as under households receiving assistance as under previous contracts previous contracts

Renewal Supportive Housing Program Renewal Supportive Housing Program Funding Budget 1, 2 or 3 years Funding Budget 1, 2 or 3 years

Budget Item Budget Item SHP SHP Request Request Cash Cash Match Match Total Total Budget Budget Request Request Match Match Budget Budget Supportive Housing Supportive Housing Services Services $80 K $80 K $20 K $20 K $100K $100K Operating Operating 75K 75K 25K 25K 100K 100K HMIS HMIS 8K 8K 2K 2K 10K 10K

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Leasing Leasing 150K 150K N/A N/A 150K 150K Subtotal Subtotal $313K $313K 47K 47K $360K $360K

Administration Administration-

• 5% Max.

5% Max.

15 K 15 K N/A N/A Total Total $328 K $328 K

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Term Extensions to Avoid Renewals Term Extensions to Avoid Renewals

If funding permits

If funding permits--

• - grantee may extend term

grantee may extend term limit of present contract to avoid the renewal limit of present contract to avoid the renewal process for a year or more process for a year or more Grantees

Grantees may may

process for a year or more. process for a year or more. Grantees

Grantees may may extend contracts extend contracts to January 31, 2011 or to January 31, 2011 or beyond and delay renewal if level of beyond and delay renewal if level of services can be maintained to avoid the services can be maintained to avoid the 2009 Funding cycle. 2009 Funding cycle.

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Grantee may find substitute funds to all or

Grantee may find substitute funds to all or part of the financing for the current project part of the financing for the current project

Grantee must maintain current level of

Grantee must maintain current level of services and households served services and households served

Roles of Grantee and Sponsor Roles of Grantee and Sponsor

Applicant or grantee Applicant or grantee contracts with HUD, contracts with HUD, Sponsor(s) provides Sponsor(s) provides support services to support services to

• versees operations,
• versees operations,

reports to HUD and reports to HUD and monitors activities of monitors activities of Sponsors. Sponsors. tenants, may own or tenants, may own or manage housing units, manage housing units, find participants and find participants and arrange for services arrange for services and housing units to and housing units to rent rent

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rent rent

Some duties need to be negotiated between grantee and sponsor

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SHP Grant Agreement SHP Grant Agreement— —Highlights! Highlights!

References to the SuperNOFA, the McKinney Vento References to the SuperNOFA, the McKinney Vento Act, your approved grant application and technical Act, your approved grant application and technical submissions, submissions, States required remedies for violations States required remedies for violations States required remedies for violations, States required remedies for violations, SHP Regulations attached, SHP Regulations attached, Special conditions: Special conditions:

– Clarifying eligible participants and length of stay, Reporting Clarifying eligible participants and length of stay, Reporting requirements, Use of grant funds by budget item, Rent limits requirements, Use of grant funds by budget item, Rent limits for leasing projects, Term of assistance for participants, for leasing projects, Term of assistance for participants, HMIS Special conditions certified by grantee HIPAA HMIS Special conditions certified by grantee HIPAA

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HMIS, Special conditions certified by grantee, HIPAA HMIS, Special conditions certified by grantee, HIPAA concerns, Social services needs assessment of participants concerns, Social services needs assessment of participants required, Tracking of program goals, Leverage required, Tracking of program goals, Leverage documentation, Match requirements, Documentation of documentation, Match requirements, Documentation of costs incurred, Requirements for capital projects, costs incurred, Requirements for capital projects, Documentation of expansion programs, etc. Documentation of expansion programs, etc.

Approved grant Application & Technical Approved grant Application & Technical Submissions Submissions is part of your grant agreement! is part of your grant agreement!

Describes: Describes:

the approved project your agency proposed to HUD the approved project your agency proposed to HUD the services provided by your agency the services provided by your agency the population to be served and number of the population to be served and number of households served at a point in time you stated households served at a point in time you stated the budgets and what funds will be used for during the the budgets and what funds will be used for during the

• peration of the grant
• peration of the grant

li t t i th d l t li t t i th d l t

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lists sponsor or partners in the development lists sponsor or partners in the development states match use and sources states match use and sources includes the goals your agency will achieve includes the goals your agency will achieve And much more And much more

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Know Know your SHP Application and your your SHP Application and your Approved Technical Submission & Budgets Approved Technical Submission & Budgets

Project Narrative

Project Narrative Descriptions Descriptions Approved budgets in technical submission p p

Units and Services provided Units and Services provided

Narrative on Applicant’s

Narrative on Applicant’s experience including experience including sponsors sponsors

Program Components

Program Components Chronic Homeless Additional Information SHP Certifications SF 424 Application for Federal Assistance

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Targeted populations

Targeted populations including disabilities including disabilities

Milestones

Milestones

Chart with number of clients

Chart with number of clients served and rental Budget served and rental Budget Logic Model Applicant Disclosure Code of Conduct

Participation of Homeless & Formerly Participation of Homeless & Formerly Homeless in Governing Projects Homeless in Governing Projects

SHP Regulations 24 CFR 583 300 (f) SHP Regulations 24 CFR 583 300 (f) SHP Regulations 24 CFR 583.300 (f) SHP Regulations 24 CFR 583.300 (f) May include a formerly homeless May include a formerly homeless person on the board of directors , person on the board of directors , volunteers who were or are homeless, volunteers who were or are homeless, administrators, residence councils, administrators, residence councils,

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Grantees needs to show a good faith Grantees needs to show a good faith effort to meet this requirement effort to meet this requirement Monitoring Exhibit 13 Monitoring Exhibit 13-

• 4 question 4

4 question 4

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SHP SHP is is not not a Friends and Family Program! a Friends and Family Program! Conflict of Interest 24 CFR 583. 330 Conflict of Interest 24 CFR 583. 330 Applicability of Other Federal Applicability of Other Federal Requirements (e) “ Requirements (e) “conflict of interest” conflict of interest” Requirements (e) Requirements (e) conflict of interest conflict of interest

Also cross referenced to 24 CFR 85 and 24 CFR 84 which Also cross referenced to 24 CFR 85 and 24 CFR 84 which governs use of federal funds by nonprofits or units of governs use of federal funds by nonprofits or units of government government Prohibits employees, board members, or their families from Prohibits employees, board members, or their families from benefiting from the program benefiting from the program

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Applies to contracting for services Applies to contracting for services Applies to participants receiving services Applies to participants receiving services Applies to sponsor or agencies providing services under the Applies to sponsor or agencies providing services under the grant grant Waivers maybe obtained from the HUD field office in accord Waivers maybe obtained from the HUD field office in accord with the above regulation with the above regulation

Your agency’s Code Of Conduct Your agency’s Code Of Conduct elements to include per the SuperNOFA elements to include per the SuperNOFA

1.

• 1. Must prohibit the solicitation and acceptance of gifts

Must prohibit the solicitation and acceptance of gifts

• r gratuities by officers, employees, and agents for
• r gratuities by officers, employees, and agents for

their personal benefit in excess of minimal value; their personal benefit in excess of minimal value;

2.

• 2. Outline administrative and disciplinary actions

Outline administrative and disciplinary actions available to remedy violations of such standards, available to remedy violations of such standards,

3.

• 3. Describe the method to be used to ensure that all

Describe the method to be used to ensure that all

• fficers, employees and agents of the organization
• fficers, employees and agents of the organization

are aware of the Code of Conduct, and are aware of the Code of Conduct, and

4.

• 4. Must be written on company letterhead that provides

Must be written on company letterhead that provides a mailing address authorized official name and a mailing address authorized official name and

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a mailing address, authorized official name, and a mailing address, authorized official name, and telephone number. telephone number.

W e suggest including a cross reference to conflict of W e suggest including a cross reference to conflict of interest under SHP regulations interest under SHP regulations 2 4 CFR 5 8 3 .3 3 0 ( e) 2 4 CFR 5 8 3 .3 3 0 ( e)

Can you explain your agency’s actions Can you explain your agency’s actions to a reporter on the 6 PM New s? to a reporter on the 6 PM New s?

14 Minnesota Technical Assistance

Contractor (Call HUD first )

Minnesota Housing Partnership (MHP) 1(800) 728- 8916 extension 113 Occasionally sub-contracts with

• ther organizations are used

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Our New Website for the Homeless Our New Website for the Homeless Programs of HUD !!!! Programs of HUD !!!!

www www HUDHRE info

HUDHRE info

www. www.HUDHRE.info

HUDHRE.info

General Information General Information

–Notices of fund announcements Notices of fund announcements –Studies and resources on the homeless Studies and resources on the homeless

SHP specific information SHP specific information

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SHP specific information SHP specific information Other HUD programs serving the Other HUD programs serving the homeless homeless

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Minnesota Contacts Email Addresses

Program Representatives

Debra.Healy@HUD.gov Joe.Geary@HUD.gov Mary.K.Burbank@HUD.gov Sara.J.Bergen@HUD.gov Th K @HUD

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Thomas.Koon@HUD.gov

Please note there is a dot or period between names or initials

Minnesota Contacts (612) 370-3000 Program Representatives Debra Healy

• ext. 2215

Sara Bergen

• ext. 2103

Joe Geary

• ext. 2157

Mary Burbank

• ext. 2102

Program Manager

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Program Manager Tom Koon

• ext. 2108

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The End The End

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