ENDING FAMILY HOMELESSNESS IN THE SAN FRANCISCO UNIFIED SCHOOL DISTRICT Business Plan
Overview The Heading Home Campaign will rapidly re-house at least 800 homeless families with children in the San Francisco Unified School District (SFUSD). These families will find permanent housing by 2019, and will receive a rent subsidy and social services for an average of 18 months. The housing placements will be managed by Hamilton Families (HF) in partnership with the SFUSD and the City and County of San Francisco (the City). Other nonprofit organizations will provide services as needed. San Francisco historically provides 250-300 families a year with rapid re-housing. The Heading Home Campaign will require a transformative effort to house an additional 800 families during a two year period. CHART 1: HEADING HOME CAMPAIGN MANAGEMENT PRINCIPLES 1 The Heading Home Campaign is part of a city-wide effort to end family homelessness and is designed to produce rapid results rather than a slow drip solution. 2 The Heading Home Campaign is a partnership between the City, SFUSD, and Hamilton Families. 3 HF will scale up its operations to meet the needs of 800 unserved homeless families and once successful, will scale down to the appropriate size. 4 The Campaign will only scale rapid re-housing, the component of this work that has been most effective in ending family homelessness. 5 The Heading Home Campaign is part of a data-driven strategy to address family homelessness in San Francisco and stakeholders will continue utilizing data throughout this initiative. 6 HF will use a command center model of scaling that focuses on rapid movement and efficient execution to achieve a clear objective. 2
Command Center Model HF will create a physical command center for the Heading Home Campaign by leasing ~10k square feet of office space in San Francisco for 39 months. Besides meeting office space needs, creating a command center for this Campaign will help infuse a sense of urgency. The command center will be a place of intense focus and directed energy where program participants, staff and other stakeholders have all the resources they need to help 800 families find housing. HF and other nonprofits will continue providing rapid re-housing at their existing locations during the Campaign and after it ends. This will ensure that HF can scale up for this Campaign without disrupting current and future operations. The process of quickly housing 800 families will build on HF s highly effective rapid re-housing program model that was intentionally designed for efficiency and scale. Most rapid re-housing programs are organized around the case manager. One case manager normally handles all aspects of the work including intake, finding apartments, negotiating with landlords and providing social services. HF has a different approach which allows for specialization and provides staff an opportunity to leverage their specific skills. CHART 2: HAMILTON FAMILIES RAPID RE-HOUSING MODEL INTAKE The intake team works with SFUSD staff to identify and connect with homeless families. Intake staff then conduct an assessment to enroll families in the rapid re-housing program. REAL ESTATE The team of real estate professionals identifies available housing and works with landlords to accept housing applications from rapid re-housing participants. They also serve as liaisons with landlords throughout the program. SEARCH The housing search team works with families once they are enrolled, helping them meet their basic needs so they can begin a housing search. Team members then help families apply for and move into housing. The process takes up to 3 months. STABILIZATION The housing stabilization team works with the families while they are receiving rent subsidies (average of 18 months). These trained social workers provide in-home services focused on helping families maintain their housing and achieve self-sufficiency. Attachment 1 is an organizational chart showing how the Campaign will be staffed. One of the big challenges of this initiative will be recruiting and training staff. HF intends to transfer some of its more experienced employees to the Campaign. Also, two human resources staff will be assigned to the Campaign to assist with recruiting, onboarding and ongoing support. All of this will be managed by a Campaign Director hired to lead this initiative. 3
Partnerships The Campaign will leverage the existing partnership between the SFUSD and HF. These two organizations have been working together since 2014. We have an MOU and data sharing agreement that allows HF to quickly identify and serve homeless families by collaborating with school staff. HF operates a hotline for SFUSD staff and produced a series of training videos to facilitate this collaboration. HF will also work closely with Compass Family Services, Catholic Charities and Raphael House on this project. Each of these organizations operate temporary shelters and small rapid rehousing programs. HF already works closely with all three of these organizations but will develop and execute MOUs specific to the Campaign. When a family is already working with one of these organizations, HF will contract with them to provide rapid re-housing. Less than 10% of the families will likely be served in this manner and HF will adjust its budget and staffing accordingly. 4
Operations In November 2015, Mayor Lee announced that the City would commit approximately $4.5mm in new funding to provide rapid re-housing for 120 SFUSD families. In addition, HF secured $500k from Google.org that will fund 13 additional rapid re-housing slots. The goal is to place 100 SFUSD families by December 2016 (with the additional 17 slots funded through the Campaign). The main push of the Heading Home Campaign will occur from January 2017 December 2018, during which time 700 additional SFUSD families will be placed into housing. Once the command center is up and running, HF will receive regular reports from the SFUSD on homeless families. Intake staff will outreach to those families in partnership with the schools. The Campaign will first target families that are unsheltered (~20 families). HF will then target SFUSD families with pre-k and elementary school students (~530 families). Throughout the process HF will also serve families referred through its existing hotline. Chart 3 provides an overview of how many families will be served through every step of the process. CHART 3: ENROLLMENT Year 2016 2016 2016 2016 2017 2017 2017 2017 2018 2018 2018 2018 2019 2019 2019 2019 2020 Quarter 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 Total Intake & Assessment 1 69 69 69 69 106 106 240 240 139 1107 Families in Search 2 59 59 59 59 90 90 204 204 118 942 Secured 3 50 50 50 50 77 77 173 173 100 800 Exit Program 50 50 50 50 77 77 173 173 100 800 Subsidies & Services Case Load 4 50 100 150 200 277 354 477 600 650 600 523 446 273 100 0 1 Successful outreach to 85% of the target population (1,303 families) 2 Enrollment rate of 85% 3 15% will not find housing and will be referred to other programs 4 The number of families receiving services and subsidies during a given quarter - assumes 18 months in the program The data in Chart 3 will drive the staffing pattern and cash flow needs for the Campaign. It is based on historic staffing ratios and expected outcomes from many years of experience providing rapid re-housing. It is important to note that of the estimated 1,145 currently homeless families, HF expects to reach 85% (973) through outreach. HF expects that 70% of the families contacted will successfully find housing (800). Some of the families that cannot be served will likely need permanent supportive housing and others will self-resolve or enroll in other programs (see case statement). The systems needed to effectively serve these 800 families already exist. HF manages the rapid re-housing process through a customized case management tool built on the Salesforce platform. It is used to gather data from intake through exit and helps track families for two years after they complete the program. In addition, HF has built a housing database using Salesforce Communities that is used by its real estate team to manage landlord relationships and available housing. All of these data systems, processes and staffing structures will be able to absorb this temporary expansion. 5
Budget & Timeline The total cost of this initiative is $30mm which is based on an approximate cost of $37,500 per family during an 18 month period. Chart 4 provides a summary of the sources and uses of funds for this project. Attachment 2 provides a budget detail and justification. CHART 4: BUDGET SUMMARY Fiscal Year 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 Total % Revenue Government Funding-Committed Private Funding- Committed $773,005.00 $1,674,328.00 $1,472,262.00 $580,405.00 $0.00 $4,500,000.00 15% $7,588.13 $492,411.88 $0.00 $0.00 $0.00 $500,000.00 2% To be Raised $0.00 $2,394,965.49 $10,264,303.08 $9,973,992.13 $2,366,776.16 $25,000,036.87 83% Total $780,593.13 $4,561,705.36 $11,736,565.08 $10,554,397.13 $2,366,776.16 $30,000,036.87 100% Expenses Client Financial Assistance $312,500.00 $2,237,750.00 $6,823,750.00 $6,657,000.00 $969,000.00 $17,000,000.00 57% Personnel $361,800.00 $1,401,772.50 $3,374,594.37 $2,596,490.99 $771,151.28 $8,505,809.13 28% Operating Costs $45,237.50 $619,058.25 $897,418.75 $792,550.00 $444,306.25 $2,798,570.75 9% Administrative Costs $61,055.63 $303,124.61 $640,801.97 $508,356.15 $182,318.63 $1,695,656.98 6% Total $780,593.13 $4,561,705.36 $11,736,565.08 $10,554,397.13 $2,366,776.16 $30,000,036.87 100% 6
Budget & Timeline Chart 5 is a brief summary of how the Campaign will be implemented. It provides a timeline of these activities, including fundraising targets for the Campaign. More details can be provided upon request. CHART 5: TIMELINE Year 2016 2016 2016 2016 2017 2017 2017 2017 2018 2018 2018 2018 2019 2019 2019 2019 2020 2020 Quarter 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 Received initial $5m House 100 families 50 50 Stabilization services for housed families Secure $5mm in pledges Hire campaign director Receive $5mm in funding First check-in report Open office Hire program directors Secure $15mm in pledges Hire administrative staff Hire and train program staff Receive $5mm in funding House 700 families 50 50 77 77 173 173 100 Stabilization services for housed families Second check-in report Receive $10mm in funding Secure $5mm in pledges Families complete program Hire or transfer program staff Third check-in report Achieve goal of housing 800 families Receive $5mm in funding Continue providing stabilization services Last families exit or transfer programs Office closed Final report Campaign ends 7
Attachments ATTACHMENT 1: HEADING HOME CAMPAIGN ORGANIZATIONAL CHART Executive Director 1 Director of Solutions 1 Solutions Director 1 Real Estate Director 1 Campaign Director Data & Evaluation Manager 1 Resources Manager Search Manager Stability Manager Program Assistant Resources Program Assistant Search Intake Program Assistant Stability Resources Search Intake Resources 1 Position not funded by Heading Home Campaign 8
Attachments ATTACHMENT 2: BUDGET BUDGET DETAIL BUDGET DETAIL 2015-16 2016-17 2017-18 2018-19 2019-20 Total FTE (based on case load) Personnel Pay-2016 2015-16 2016-17 2017-18 2018-19 2019-20 Campaign Director $0.00 $41,600.00 $84,050.00 $86,151.25 $88,305.03 $300,106.28 $80,000 0.00 0.52 1.00 1.00 1.00 Program Manager $35,000.00 $105,000.00 $220,631.25 $150,764.69 $77,266.90 $588,662.84 $70,000 0.50 1.50 3.00 2.00 1.00 Administrative Assistants Program $0.00 $60,000.00 $126,075.00 $86,151.25 $44,152.52 $316,378.77 $40,000 0.00 1.50 3.00 2.00 1.00 $60,000.00 $180,000.00 $378,225.00 $323,067.19 $66,228.77 $1,007,520.96 $60,000 1.00 3.00 6.00 5.00 1.00 Resources $47,000.00 $105,750.00 $234,552.03 $101,227.72 $51,879.21 $540,408.96 $47,000 1.00 2.25 4.75 2.00 1.00 Intake $63,000.00 $147,000.00 $231,662.81 $0.00 $0.00 $441,662.81 $42,000 1.50 3.50 5.25 0.00 0.00 Search $63,000.00 $147,000.00 $364,041.56 $56,536.76 $0.00 $630,578.32 $42,000 1.50 3.50 8.25 1.25 0.00 Stabilization $0.00 $252,000.00 $860,461.88 $1,119,427.80 $243,390.74 $2,475,280.42 $42,000 0.00 6.00 19.50 24.75 5.25 Total Personnel $268,000.00 $1,038,350.00 $2,499,699.53 $1,923,326.66 $571,223.17 $6,300,599.36 Total 5.50 21.77 50.75 38.00 10.25 Payroll Taxes and Benefits Total Personnel & Benefits $93,800.00 $363,422.50 $874,894.84 $673,164.33 $199,928.11 $2,205,209.78 35% Rate applied to compensation $361,800.00 $1,401,772.50 $3,374,594.37 $2,596,490.99 $771,151.28 $8,505,809.13 Client Financial Assistance $/Family Notes Barriers $12,500.00 $56,750.00 $130,750.00 $0.00 $200,000.00 $250 Credit issues, utility bills, etc. - one time Furniture Grants $50,000.00 $227,000.00 $523,000.00 $0.00 $800,000.00 $1,000 Furniture for new housing - one time Move-in Assistance $100,000.00 $454,000.00 $1,046,000.00 $0.00 $1,600,000.00 $2,000 Security deposit - one time Rental Assistance $150,000.00 $1,500,000.00 $5,124,000.00 $6,657,000.00 $969,000.00 $14,400,000.00 $1,000 Monthly rental assistance - 18 months Total Client Financial Assistance $312,500.00 $2,237,750.00 $6,823,750.00 $6,657,000.00 $969,000.00 $17,000,000.00 Operating Expenses $/FTE Notes Advertising/Hiring $550.00 $2,177.00 $5,075.00 $3,800.00 $1,025.00 $12,627.00 $100 Based on FTE Client Activities $2,750.00 $10,885.00 $25,375.00 $19,000.00 $5,125.00 $63,135.00 $500 Based on FTE Insurance $3,850.00 $15,239.00 $35,525.00 $26,600.00 $7,175.00 $88,389.00 $700 Based on FTE Office Rent $0.00 $240,000.00 $480,000.00 $480,000.00 $360,000.00 $1,560,000.00 n/a Based on ~10k square feet at $48/sf Office Supplies $3,575.00 $14,150.50 $32,987.50 $24,700.00 $6,662.50 $82,075.50 $650 Based on FTE Payroll Services $2,750.00 $10,885.00 $25,375.00 $19,000.00 $5,125.00 $63,135.00 $500 Based on FTE Staff Development $4,125.00 $16,327.50 $38,062.50 $28,500.00 $7,687.50 $94,702.50 $750 Based on FTE Start-Up $0.00 $200,000.00 $0.00 $0.00 $0.00 $200,000.00 N/A Office set-up expenses (~$4k*50 work stations) Technology $11,000.00 $43,540.00 $101,500.00 $76,000.00 $20,500.00 $252,540.00 $2,000 Based on FTE - equipment, services & support Telephone $4,262.50 $16,871.75 $39,331.25 $29,450.00 $7,943.75 $97,859.25 $775 Based on FTE Transportation $11,000.00 $43,540.00 $101,500.00 $76,000.00 $20,500.00 $252,540.00 $2,000 Based on FTE - transporting clients, etc. Utilities $1,375.00 $5,442.50 $12,687.50 $9,500.00 $2,562.50 $31,567.50 $250 Based on FTE Total Operating Expenses $45,237.50 $619,058.25 $897,418.75 $792,550.00 $444,306.25 $2,798,570.75 Indirect Costs $61,055.63 $303,124.61 $640,801.97 $508,356.15 $182,318.63 $1,695,656.98 15% Rate not applied to client financial assistance. Total Expenses $780,593.13 $4,561,705.36 $11,736,565.08 $10,554,397.13 $2,366,776.16 $30,000,036.87 Cost/Family $37,500.05 9