1 EMERGENCY SOLUTIONS GRANT (ESG) SHELTER PROGRAM AWARD TRAINING ESG GRANT ADMINISTRATION 7/15/13, 3:00-4:00PM, EDT OR 7/17/13, 11:00AM-12:00PM, EDT , Access Code: # Indiana Housing and Community Development Authority Presenter: Angie Hass , Guest speaker: Michelle Milliken!
2 Agenda Summary of Allocations Review Award Agreement & Documents Program Requirements Performance Objectives HMIS & DV Database Requirement Governance Structures Homeless Definition review Activities Claims, Budget Modifications Reporting, Monitoring, Match Civil Rights, Lead Based Paint Upcoming Trainings
3 ESG Allocations through the years FY 2013 FY 2012 FY 2011* Shelter Activities Rapid Re-housing FY 2010 FY 2009 Amounts given in millions $- $0.50 $1.00 $1.50 $2.00 $2.50 $3.00 $3.50 $4.00
4 Allocations Shelter Program FY13 Indiana ESG Program received $2,780,819 (23% less than FY12 $3,609,214). Of this plus rollover funds, IHCDA is allocating $1,657,525 (FY12 $2,165,528) to ESG Shelter Program and Outreach Program. The rest goes to Rapid Re-housing Program and 6% to IHCDA grant administration. Requests = $3,073,515 (FY12 $2,552,377) 54% of Requests Funded (FY12 85%) Avg. Award = $27, (FY12= $36,092.14) Award amount resulted from request amount, average score, and amount of funds available ES Funded=44, TH =10, DS=4, DV=23 Counties = 30
5 Score Summary- Overall Notes Most frequently lost points: Completeness, not following instructions (3 pts. lost for incomplete application) No specified housing plan; not utilizing self sufficiency matrices Financial mgmt. system-division of fiscal tasks High Barrier Shelter-many mandatory commitments Vague descriptions, lacking sufficient specific detail Late reports (1 pt. for each day late) Unclaimed funds of $100 or more in 2012 grant cycle (3 pts. lost)
6 ESG Contracts & Award documents Review Contract/Agreement Award Term: 7/1/13-6/30/14 Compliant with HEARTH Exhibit A: Claims, HMIS/Databases, PIT, Match, Confidentiality, Fees, Occupancy Agreements, Access to those with Limited English Proficiency, RPC Coordination Exhibit B-Fill out what you want budgeted in ES, OP Budget Activity Plan- limited to Shelter Activity for now, those who originally applied for RRH will amend their contract Certification of local approval
7 ESG Program Requirements Funds can serve homeless only Document homelessness 100% match (must be documented) Termination/Grievance Procedure Participation of Homeless Persons in organization Keep accurate financial, service delivery records Working and access to Internet, Microsoft Office Non- domestic violence shelter must use HMIS, DV must use comparable database by 1/1/2014 Must attend Award Trainings/Webinars Must submit Semi-Annual Report and Annual & Close-out Report
8 Requirements (continued) Participation in state-wide Point-in-Time count (held in late Jan.) Ensuring Confidentiality Building and Habitability Standards Use HMIS system (domestic violence shelters use comparable database)- Must enter not just for ESG program, but all homeless programs in agency. Enter client data within 2 weeks of intake.
9 NEW since HEARTH- Program Requirements Cannot use the age of a child under 18 to deny any family s admission to an emergency shelter. DV shelters are required to use a client-level database, comparable to HMIS, by January 1, Agreements & future ESG allocations will be performance-based. New subrecipients cannot use occupancy agreements or leases with homeless participants.
10 Performance Objectives Performance Objective Emergency Shelter Program Transitional Housing Program Permanent Housing: Percentage of discharged clients who exited to a permanent housing destination Income: Percentage of discharged clients who increased or maintained their income upon exit. Sustaining no income should not be counted. (SSI/SSDI, employment, TANF, child support, cash veterans benefits, etc.) 50% 65% 25% 65% Length of Stay: The average length of stay while at emergency shelter or transitional housing program. 40 days or less 170 days or less
11 HMIS (Homeless Management Information System) Secure, confidential Web-based data collection system that tracks data on the nature and extent of homelessness in your individual program(s), your community, and also statewide and nationally. All ESG subrecipients (except Victim Service Providers) are required to enter client data into HMIS on regular and consistent basis=within 2 weeks of client intake Indiana CoC s HMIS Software Vendor: ClientTrack HMIS Staff: Jill Robertson, HMIS Manager Michelle Milliken, At Work Solutions, Inc. Questions? Features of Client Track: User-friendly, customizable, easy to generate reports Case Management Tool: Can track employee hours, client goals, outcomes, and manage case loads Arizona Self-Sufficiency Matrix- built in vulnerability matrix to quantify clients progress over time Easy to track and report on Match
12 Domestic Violence Database Requirements Must meet by January 1, 2014 Must be comparable to HMIS system (collect same universal data elements, produce aggregate, client-level, unduplicated reports) IHCDA has created separate ClientTrack program, available to DV shelters who cannot meet the requirement with their current database. Will be available in August.
13 Governance Structures Continua of Care (CoC)- HUD recognizes 3 CoC s in State of Indiana: Balance Of State 2) Indianapolis 3) St. Joseph County Balance of State CoC Governed by Indiana Planning Council on Homeless (meets quarterly at IHCDA) Regional Planning Councils (RPC) on the Homeless (former CoC, 15 total). RPC structures reflects local planning priorities and is a regionally-based homeless assistance programs planning group Goals: Coordinate efforts of identifying needs of local homeless populations (rental assistance, education and services, permanent supportive housing, affordable housing; gaps in services, and identify the resources needed to fill gaps and strategies to obtain them.) ESG Subrecipients are required to attend at least 75% of RPC meetings annually.
14 Homeless definition Category 1: Literally homeless Category 2: Imminent Risk of Homelessness Category 3: Homeless Under Other Federal Statute Category 4: Fleeing/Attempting to Flee DV I will post online easy to read sheet from HUD showing homeless definition and recordkeeping requirements. *NOTE: At Risk of Homeless definition does not fall under the definition of Homeless, and is not included in Indiana s ESG program
15 ESG Eligible Activities 1. Emergency Shelter (limited to 60% of total allocation) a) Essential Services b) Operations 2. Rapid Re-housing*: Housing Relocation & Stabilization Services a) Financial Assistance b) Services c) Rental assistance (first month & arrears only) *Will amend contracts for those who requested these funds. Only $30,000. available to split between shelters.
16 Shelter: Essential Services (ES) Essential services provided directly to individuals and families who are in an emergency shelter, including salaries to provide direct services noted below: Case management Child Care Education Services Employment Assistance and Job Training Outpatient Health Services Legal Services Life Skills Training Mental Health Services Substance Abuse Treatment Services Transportation Services for Special Populations-Otherwise eligible essential services tailored to address the special needs of homeless youth, victims of domestic violence and related crimes/threats, and people living with HIV/AIDS in emergency shelters.
17 Essential Services: Ineligible Activities Salaries of employees not working directly with clients Staff recruitment/training Transportation costs not directly associated with service delivery Transportation-gas cards
18 Shelter: Operations (OP) Eligible operating costs of the shelter building related to the provision of emergency housing Including: Maintenance (minor or routine repairs), rent, security, fuel (for shelter not vehicle), equipment, insurance, utilities, food, furnishings, and supplies necessary for the operation of the emergency shelter Payment of short-term motel/hotel stays where no appropriate emergency shelter is available No more than 10% of each subrecipient s total award can be utilized for operations staff salaries Excludes maintenance and security salary costs
19 OPERATIONS: Ineligible Activities Recruitment or ongoing staff training Depreciation Costs associated with the organization rather than the facility (ex: advertisements, pamphlets about organization, survey) Public Relations or fund raising Staff training, entertainment, conferences, retreats Bad debts/late fees No Mortgage payments Financial Audits Vehicle Maintenance or Fuel
20 What is Rapid Re-housing and why should we use it? o o o o o Housing relocation and stabilization services and short term, one-time financial assistance, as necessary, to help a homeless individual or family move as quickly as possible out of shelter system and into permanent housing and achieve stability in that housing. It works! Communities that have most successfully decreased homeless numbers have employed Rapid Re-housing programs as a central part of the solution. Directly reduces homelessness, frees up space in emergency shelter to be able to more effectively and rapidly triage people through emergency crisis center Helps your shelter program to reduce length of stays and be able to serve more people Funded RR programs are required to execute MOU s with all ESG funded shelters in service area.
21 Rapid Re-housing Activities Financial Assistance (Short-term only) Security, Utility Deposits Utility Payments & Arrears Last Month s Rent Rental Application Fees Moving costs (truck rental, moving company, short term storage) Services Housing Search & Placement Housing Stability Case Management Legal Services Credit Repair Rental Assistance (One time payment only) First Month s Rent (need to sign lease agreement w/ landlord) Rental Arrears (up to 6 months; sign form with landlord, tenant, proof of arrears)
22 Rapid Re-housing: Ineligible Activities Housing/services to persons who don t meet HUD s literally homeless definition Direct payments to individuals needing assistance Long term assistance Ongoing Rental Assistance (ineligible for the ESG Shelter Program Subrecipients only)
23 Claim Process New Claims Management Contact: Shonda Banner Claims are submitted electronically through IHCDA Online; supporting documentation and signature page will have to be scanned and submitted electronically or mailed in. 60 days to submit claim Payment by reimbursement only, within 5-7 business days from receipt No more than 12 monthly claims per year. Cannot combine months. Can skip a month (Sept.), but once skipped and next month is claimed (Oct.), cannot go back and claim for skipped month (Sept.) Must be PAID or INCURRED in month claimed. Will give a detailed webinar training about how to submit claim in August, when the funds become available.
24 Budget Modifications 1. Changing budget from what is listed in Exhibit B of Award Agreement Process: Submit request on letterhead with justification and with Authorized Signature, AND Submit revised Budget modification form (partner website) IHCDA will respond within 5 business days. If approved, will send Budget Amendment. Sign and send back via mail. IHCDA will adjust internal system and send back executed copy via Maximum of one per year! (excludes RRH amendment) 2. Move funds among line items within the activities No limit on number, no need to notify IHCDA
25 Award Monitoring IHCDA required to monitor 25% of shelters annually. Send monitoring checklist in advance. Will be contacted before monitoring visit: Give about 2 or more weeks notice. Emphasis on financial records, cost allocation, compliance with federal requirements such as homeless documentation, match documentation. Basic Health /Safety habitability inspection Financial Management for Nonprofits guide is a good resource to improve financial capacity. Found online on partner website under ESG important documents.
26 ESG Reports Report Due Date Semi-Annual Report February 2014 Annual Report & Close-out Report July 31, 2014 Late Reports- lose 1 point on application for every day late Submit reports by preferably More information will be provided closer to the dates. Will be given at least 2 weeks to complete report.
27 Match 100% match required NEW ESG Match Documentation Form to track match. All match listed on form must be well documented upon monitoring. Match must directly benefit ESG beneficiaries and must be expended (cash) or provided (in-kind) during the award term Cannot use funds used to match previous ESG Grant, must be within current grant year Cannot use federal funds to match (except CDBG) Eligible Match: Cash/Grant (United Way, donations, Foundations, etc.) In-Kind Value of any donated material or building Value of any lease on a building Any salary paid to staff to carry out the ESG program Value of time and services of volunteers to carry out the ESG program at rate of $5/hr. (professional services-medical/legal- at reasonable and customary rate)
28 Civil Rights / Accessibility Required to maintain compliance with civil rights and fair housing laws Required to make ESG funded facilities and services available to all on a nondiscriminatory basis and publicize this fact If not, must establish additional procedures that will ensure these persons are referred to appropriate facilities If cannot provide handicap accessible services, must provide a procedure to refer people to accessible facilities/services All ESG Subrecipients required to post Equal Housing Opportunity poster
29 Lead Based Paint (LBP) Requirements All requirements are in your manual however there is a section just for ESG Lead requirements. Most emergency shelters are exempt from the lead-based paint regulations, however encouraged to test for lead if frequented by children less than 6 and building is older than Applies to: Longer-term Transitional Housing in an apartment with one or more bedrooms AND has family residents who are in a program that requires continual residence of more than 100 days.
30 IHCDA sponsored Upcoming Trainings Opportunities ESG Shelter Program Award Webinars (Required) Grant Administration Webinar (7/15,7/17) Documenting RRH in HMIS (TBD) Claims Submission Webinar (August 2013) Statewide Housing & Community Development Conference (9/30/13-10/2/13)
31 THANK YOU FOR LISTENING! QUESTIONS? ANGIE HASS ESG COORDINATOR
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