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 1
THE RAD TEAM 2
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 3
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 4
PURPOSE OF CoC PROGRAMS Promote a community-wide commitment to the goal of ending homelessness Provide funding for efforts for rapidly rehousing homeless individuals and families Promote access to and effective use of mainstream programs Optimize self-sufficiency among individuals and families experiencing homelessness 5
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) 6
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. 7
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 8
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 9
Continuum of Care Southern Nevada Homelessness Continuum of Care (SNH CoC) Board Collaborative Applicant (Currently CCSS) Ad Hoc Working Groups (more may be added as needed) SNH CoC Board Member Selection Process Evaluation/Audit of CoC Operations Working Groups Evaluation Planning HMIS Monitoring Community Engagement 10
HUD Continuum of Care Homeless Funds
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. 12
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 13
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 nonrecurring. 14
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. 15
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 costeffectiveness, 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 16
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. 17
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 18
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 19
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 20
ENDING VETERAN HOMELESSNESS Prioritize veterans who are not eligible for VA services Coordination with VA for HUD-VASH and SSVF 21
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 22
SYSTEM-WIDE HOUSING FIRST APPROACH Remove Barriers Centralized or Coordinated Assessment System Client-centered service delivery Prioritizing households most in need Inclusive decision making 23
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. 24
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 25
DEFINITIONS 26
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 originally came from the street or an emergency shelter. 27
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 or 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 28
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. 29
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. 30
CASH MATCH (Cost Sharing): Matching funds are required from local, state, federal or private resources. 31
LEVERAGING: 150% of the CoC requested amount A written commitment documented on letterhead stationary, signed and dated by an authorized representative. 32
ELIGIBLE COST DEFINED Supportive Services Rental Assistance Leasing Operating Cost HMIS 33
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. 34
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 sponsorbased 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. 35
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. 36
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. 37
HMIS AS AN ELIGIBLE COST HMIS is an eligible use of CoC Program funds. CoC funds can be used to support the expense of operating 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 38
Housing Types Safe Haven Transitional Housing Permanent Housing Rapid Rehousing Permanent Supportive Housing 39
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 40
TRANSITIONAL HOUSING Housing coupled with supportive services that are provided for a maximum of 2 years. The supportive services may be provided by the organization managing the housing, or coordinated by them and provided by other public or private agencies. 41
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 42
PERMANENT SUPPORTIVE HOUSING Provides long-term, community based housing and supportive services for homeless persons with disabilities. 43
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. 44
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 45
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 46
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 rehousing for households with children coming from the streets or emergency shelters. 47
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 48
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 49
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. 50
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 52
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 53
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 other budget line items. Discuss with CoC Grants Coordinator if you plan to use this option. 54
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. 55
Final FY 2016 FMRs By Unit Bedrooms (US Dept. of HUD 4/2016) Efficiency One Bedroom Two- Bedroom Three- Bedroom Four- Bedroom $632 $781 $968 $1,411 $1,690 https://www.huduser.gov/portal/datasets/fmr/fmr_il_history/data_summary.odn 56
CoC APPLICATION BUDGET LINE ITEMS (HUD Concerns) Replacement Reserve Equipment Leasing Taxes & Insurance Food Pro rata share Staff or personnel costs 57
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. 58
MATCH VERSUS LEVERAGE
60 MATCH 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 on 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. 61
Sources of Cash Match 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 62
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. 63
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) 64
65 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
Match for CoC Funded Programs 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 66
67 Leverage All those additional resources, both cash and in-kind, raised by the project (e.g. data analysis conducted by outside researcher)
Leveraging 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 organization to which the contribution will be given the date the contribution will be available 68
Project Leveraging Other funds or services used for the specific program. Services Equipment Space Supplies 150% of the amount of the grant request 69
Tips for a Successful Local Application Karen Schneider Quality Assurance Management Analyst II karen.schneider@clarkcountynv.gov (702) 455-5692 70
HelpHopeHome.org 71
HelpHopeHome.org 72
Local Application Instructions 73
Local Application - ZoomGrants 74
DO s Read the directions carefully Pay attention to agency vs. project Proofread your application Make your narrative clear and specific to the question 75
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.) 76
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 77
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 78
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 79
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) 80
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) 81
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) 82
Scoring-Budget Budget (19 points) o Budget forms o Narratives o Medicaid billable services 83
Scoring-Project Documents Budget Forms IRS-990 A-133 audit and corrective action plan Cash Match letters Leveraging letters 84
Scoring-Budget/Project Documents Templates Upload 85
Scoring and Ranking Process Local Application Scoring o Just one aspect of the scoring and ranking process 86
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 87
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 88
Why wasn t my project funded???? Funding Requests may be rejected for: o Incomplete/inconsistent application o Outstanding obligation to HUD o Overdue responses to audit findings o History of inadequate financial management accounting practices o Evidence of untimely reporting and/or expenditures o History of insufficient recordkeeping o History of serving ineligible participants/ insufficient documentation of eligibility o Lack of supporting documentation (expenses) o Lack of prioritization for CH/ lack of PSH beds dedicated to CH 89
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 90
Review in Detail Project Application o o Submit materials via ZoomGrants DUE June 24 th no later than 11:59:59pm Paper copies will not be accepted Additional documentation or information will not be accepted after this deadline. 91
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 92
If I am awarded, expect. Ongoing Performance Monitoring o Budget/Spending Reviews o Program Performance Reviews o Desk Audits o Site Visits o Surveys o Client/Staff Interviews 93
Monitoring Agency/Project Monitoring Working Group o Ensures compliance with HUD regulations o Facilitates preparedness for official HUD monitoring Agencies Monitoring Tool o Conduct self-assessments throughout the project year o Understand expectations of all CoC funded projects 94
Meetings of Interest Homeless Service Provider Meeting o o 3 rd Wednesday of each month 8:30-9:30 am Location changes quarterly Project Homeless Connect o o November 15th Planning to occur in conjunction with Service Provider Meetings Southern Nevada Homelessness CoC Board o o 2 nd Thursday of each month @ 2pm United Way of Southern Nevada Mainstream Programs Basic Training o o 4th Wednesday of the month @ 1pm Clark County Government Center 95
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