Yolo County Homeless and Poverty Action Coalition (HPAC)

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1 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 Tentative Lcal Emergency Slutins Grant (ESG) Cmpetitin Timeline (Timeline assumes deadline f July 5, but may be mved up depending n NOFA) May 12, 2017 Ntice f Funding Availability released t public May 18, 2017 May 24, 2017 May 31, 2017 June 5, 2017 June 9, 2017 June 16, 2017 June 19-23, 2017 June 26, 2017 June 28, 2017 July 5, 2017 July 5, 2017 HPAC ESG Meeting t Discuss Grant Timeline and Selectin Prcess- 8:30-9:30 a.m. Mandatry Ntice f Intent t Apply due frm applicants Letter f Applicatin fr Nn-Cmpetitive Rapid Re-Husing (NC-RR) due frm applicants Annuncement released regarding number f applicatins received fr NC-RR Lcal Cmpetitin Timeline and Selectin Prcess adpted by HPAC (via vte) Applicatin fr Cmpetitive Reginal Funds (CR) Due frm Applicants Members f the Selectin Subcmmittee review and rank all applicatins (fr bth CR and NC-RR funding pls) independently Selectin Subcmmittee meets t develp funding recmmendatin Selectin Subcmmittee presents funding recmmendatins t HPAC at meeting f the full bdy; HPAC vtes t determine prjects that will be submitted t the State fr funding Applicants (wh were selected by HPAC) submit finalized applicatins t State Hmeless Crdinatr submits required supplemental dcuments t State 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

2 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 Prject Selectin Prcess COMPOSITION OF THE SELECTION SUBCOMMITTEE Cmpsed f representatives frm nn-cnflicted HPAC member agencies Minimum f 5 members, maximum f 10 members Members may represent public r private agencies Membership shuld represent all gegraphic areas Members shuld have demnstrated frequent invlvement in HPAC meetings and familiarity with ESG prcess and issues Only ne representative frm each member agency will be included n the cmmittee Hmeless Crdinatr is staff t cmmittee, but des nt participate in ranking r vting NOTICE OF INTENT TO APPLY All applicants must express their intent t apply t the Yl Cunty Hmeless Prgram Crdinatr at Tracey.Dickinsn@ylcunty.rg by Wednesday, May 24, 2017 at 5:00 p.m. Ntificatin f intent shuld include: Name f Agency Primary Cntact Activity t be Applied fr (RRH, ES, SO, HP, etc.) Intended Funding Optin- Nn-Cmpetitive RRH r Reginal Funding Cmpetitin Statement f intentin t prvide the necessary 1:1 matching funds fr the applicatin SUBMISSION OF APPLICATIONS Letter f Applicatin: Nn-Cmpetitive Rapid Re-Husing (NC-RR) Funds All applicants fr the NC-RR funds must submit a Letter f Applicatin t the Yl Cunty Hmeless Prgram Crdinatr at Tracey.Dickinsn@ylcunty.rg by Wednesday, May 31, 2017 at 5:00 p.m. Applicatins received late, but within 15 hurs f the due date/time (6/1/17 at 8:00 a.m.) will receive a 10-pint scre reductin. The Selectin Subcmmittee may waive this pint reductin, depending n the reasn fr late submittal. Applicatins received after 8:00 a.m. n 6/1/17 may receive an additinal pint reductin, t be determined by the Selectin Subcmmittee. The Selectin Subcmmittee may waive this pint reductin, depending n the reasn fr late submittal. Applicants must fllw the instructins prvided in Appendix A regarding hw t write a Letter f Applicatin. The Yl Cunty Hmeless Prgram Crdinatr will send an ntificatin t all NC-RR applicants by Mnday, June 5, 2017 by 5:00 p.m. regarding the number f NC-RR applicatins received, and the names f the agencies that have applied fr funding. Applicants may use this infrmatin t determine whether they will als submit an applicatin fr the reginal cmpetitin. Applicants wishing t be cnsidered fr bth types f funds (NC-RR and RC) must cmply with the submissin requirements f 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

3 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 bth lcal cmpetitins (meaning they must submit a Letter f Applicatin fr NC-RR by 5/31/17 and a 2017 ESG Applicatin by 6/16/17). Applicatin: Reginal Cmpetitin (RC) Funds All applicants fr the RC funds must submit a semi-cmpleted 2017 ESG Applicatin t the Yl Cunty Hmeless Prgram Crdinatr at Tracey.Dickinsn@ylcunty.rg by Friday, June 16, 2017 at 5:00 p.m. Applicatins received late, but within 15 hurs f the due date/time (6/17/17 at 8:00 a.m.) will receive a 10-pint scre reductin. The Selectin Subcmmittee may waive this pint reductin, depending n the reasn fr late submittal. Applicatins received after 8:00 a.m. n 6/17/17 may receive an additinal pint reductin, t be determined by the Selectin Subcmmittee. The Selectin Subcmmittee may waive this pint reductin, depending n the reasn fr late submittal. As the 2017 ESG Applicatin has yet t be released by the State f Califrnia Department f Husing and Cmmunity Develpment (HCD), please use the 2016 ESG Applicatin as a template ( Additinally, as the 2017 ESG NOFA has yet t be released, please use the 2016 ESG NOFA fr instructins ( FINAL.PDF). In particular, please fllw the instructins prvided in Appendix B regarding which sectins f the applicatin must be cmpleted fr the lcal cmpetitin. PREPARATION 1. 6/19: Hmeless Crdinatr will cnduct a minimum threshld review n each prject t ensure that all prjects meet minimum requirements as described belw. Applicant is eligible fr ESG funding Applicatin is within allwable funding amunt Prpsed activities are eligible Applicant is able t demnstrate dllar-fr-dllar match 2. 6/19: Hmeless Crdinatr and Selectin Subcmmittee will review the number f prjects submitted in each funding cmpetitin (NC-RR and RC) t determine if a lcal cmpetitin is necessary. NC-RR: If mre than ne applicatin fr this funding surce is submitted, the Selectin Subcmmittee will be required t review and rank all applicants. If nly ne applicatin is submitted, the Selectin Subcmmittee will nt be required t review and rank the applicant. Instead, the Selectin Subcmmittee will autmatically recmmend the applicant fr funding (pending cnfirmatin frm the Hmeless Crdinatr that the applicant meets the threshld requirements). RC: If mre than tw applicatins are submitted fr this funding surce, the Selectin Subcmmittee will be required t review and rank all applicants. If nly tw applicatins are submitted, the Selectin Subcmmittee will nt be required t review and rank the applicants. Instead, the Selectin Subcmmittee will autmatically recmmend the 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

4 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 applicants fr funding (pending cnfirmatin frm the Hmeless Crdinatr that the applicant meets the threshld requirements). 3. 6/19: Hmeless Crdinatr will prepare applicatins packets fr Selectin Subcmmittee t review, fr all prjects that require review and ranking. 4. 6/19: Selectin Subcmmittee will meet t learn abut the ranking prcess and receive applicatins t be ranked. If necessary, rientatin can be cmpleted ver the phne fr Subcmmittee members wh cannt be present at the meeting. SCORING 5. 6/20-6/23: Members f the Selectin Subcmmittee will independently review and scre all prjects using the rubric prvided in Appendix C. After scring is cmpleted the rankers will return scres t the Hmeless Crdinatr t be aggregated. Scres will be averaged t determine final scre fr each prject applicatin. SELECTION 6. 6/26: Selectin Subcmmittee will meet t determine recmmendatin fr HPAC regarding prjects that shuld be submitted t HCD fr funding. A call-in ptin will be available fr rankers wh cannt be present at the meeting. NC-RR: The tp tw scring prjects will be cnsidered fr funding. Selectin Subcmmittee may chse t recmmend all available NC-RR funds be issued t the tp scring applicant, r may recmmend splitting the available funds between the tp tw applicants. RC: Selectin Subcmmittee will recmmend the tp tw scring prjects fr funding. Minutes will be recrded at the meeting and made available t the full HPAC membership. 7. 6/28: All members f the full HPAC bdy will be presented with a full list f applicants at the HPAC meeting. The Selectin Subcmmittee will present their funding recmmendatins t the full bdy at the meeting. A vte f all nn-cnflicted vting members f HPAC will be held after the presentatin frm the Selectin Subcmmittee. NOTIFICATION 8. 6/29: Hmeless Crdinatr will send a letter t each applicant explaining whether their prject is being recmmended t HCD fr funding. If their prject is nt being recmmended fr funding, the letter will explain the reasn fr the rejectin. In additin, all applicants may request cpies f the scring materials assciated with their prject, r a debrief with the Hmeless Crdinatr. 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

5 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 Appendix A: Instructins fr Writing a NC-RR Letter f Applicatin Applicants fr the NC-RR lcal cmpetitin must submit a Letter f Applicatin that includes the fllwing infrmatin: Applicant Experience: Length f experience implementing the prpsed activity r activity similar t the prpsed activity. Prgram Design: Descriptin f prject including services that will be ffered, prject budget and prgram staffing. Describe hw prject will cmply with Cre Practices as described in 25 CCR Sectin Impact and Effectiveness: Applicant shuld submit a perfrmance reprt frm HMIS (r a cmparable database) fr the federal fiscal year 15/16 (Octber 1, 2015 t September 30, 2016). Fr thse prjects nt in existence during this time perid, the mst recent 12 mnth perid. Cst Efficiency: Describe verall prject budget as cmpared t exits t permanent husing frm HMIS data. Letter f Applicatin must be less than 5 pages (withut supplemental materials). The nly supplemental materials that will be cnsidered in scring prcess are perfrmance reprts frm HMIS r a cmparable database. 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

6 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 Appendix B: Instructins fr Cmpleting a RC Applicatin All applicants fr the RC funds must submit a semi-cmpleted 2017 ESG Applicatin t the Yl Cunty Hmeless Prgram Crdinatr at Tracey.Dickinsn@ylcunty.rg by Friday, June 16, 2017 at 5:00 p.m. Applicants must cmplete the sectins f the Applicatin listed belw. Applicant Infrmatin (Page 6) Activity Infrmatin and Summary (Pages 9-12) Applicant Experience (Pages 13-14) Prgram Design Cre Practices Tables (Pages 16-21) NOTE: Applicants must cmplete check bxes in Cre Practices Tables, and clumn regarding page #s in prgram rules, plicies and prcedures which supprt this). Applicants d nt need t cmplete clumn regarding page #s in CC Written Standards which supprt this. Prgram Staffing Patterns (Page 22) Impact and Effectiveness (Pages 25-26) NOTE: Fr Page 26, applicants ONLY need t cmplete Part A, Questins 1 and 2 indicating prject-level perfrmance data. Applicants d nt need t cmplete Part B indicating the system-level perfrmance data. Cst Efficiency (Pages 27-28) Applicants that HPAC recmmends fr funding t HCD will be required t cmplete the remaining prtins f their applicatin in partnership with the Hmeless Crdinatr. 137 N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)

7 Yl Cunty Hmeless and Pverty Actin Calitin (HPAC) FY 2017 Emergency Slutins Grant (ESG): Lcal Cmpetitin Timeline and Selectin Prcess Adpted June 9, 2017 Appendix C: Yl ESG 2017 Scring Rubric Prject Name: Scring Criteria Descriptin Max Actual Applicant Experience Prgram Design Need fr Funds Impact and Effectiveness Cst Efficiency Length f experience implementing the prpsed activity r activity similar t the prpsed activity. Quality f the prpsed prgram in delivering activities t participants. Items such as cmpliance with Cre Practices and Written Standards, services ffered, reasnableness f prgram staffing, budget relative t prgram design, cnnectin t mainstream resurces and cllabratin with cmmunity partners will be cnsidered. Whether the applicatin activity and subppulatin targeting meet a high need fr the cmmunity. Need shuld be supprted by data and analysis, including HMIS data and data frm mst recent pint-in-time cunt. Current prjects will be evaluated based n perfrmance utcmes frm prir year (as reprted in HMIS). New prjects will be evaluated n prpsed perfrmance utcmes, alng with a reasnable plan t supprt prpsed utcmes. Like t like activities will be cnsidered in the scring prcess (fr example, ES t ES and RR t RR). Prjects will be evaluated based n the average cst per exit t permanent husing (determined based n the ttal prject budget and the number f exits t permanent husing) Ttal Pints: N Cttnwd St, Ste 1500, Wdland, CA Staff Cntact: Tracey Dickinsn Tracey.Dickinsn@ylcunty.rg (530)