Bridges and Bridges fr Lng-Term Hmeless Husehlds Rental Assistance Prgram Guide Octber 1, 2015
The Minnesta Husing Finance Agency des nt discriminate n the basis f race, clr, creed, natinal rigin, sex, religin, marital status, status with regard t public assistance, disability, familial status, r sexual r affectinal rientatin in the prvisin f services. An equal pprtunity emplyer. This infrmatin will be made available in alternative frmat upn request.
Table f Cntents Intrductin and Gals... 4 Chapter 1 Definitin f Terms... 5 Chapter 2 Prgram Overview... 11 Chapter 3 General Administrative Requirements...13 3.01 PERIOD OF OPERATIONS...13 3.02 AREA OF OPERATIONS...13 3.03 COOPERATIVE AGREEMENT...13 3.04 FAIR HOUSING/AFFIRMATIVE ACTION...15 3.05 DATA PRIVACY...15 3.06 PROGRAM OBLIGATIONS - CHECK LIST OF RESPONSIBILITY...15 3.07 APPLICANT/PARTICIPANT RECORDS...17 3.08 MONITORING AND EVALUATION...19 3.09 FINANCIAL MANAGEMENT/RECORDS...20 3.10 REQUESTING BRIDGES FUNDS...20 3.11 ADMINISTRATIVE FEE...20 3.12 FUTURE FUNDING...21 Chapter 4 Husehld Eligibility, Intake, and Certificatin... 22 4.01 ELIGIBILITY CRITERIA...22 4.02 OUTREACH...22 4.03 INTAKE/SCREENING...22 4.04 HOUSING CHOICE VOUCHER WAITING LIST REQUIREMENT...23 4.05 FINAL ELIGIBILITY REVIEW...23 4.06 INFORMAL HEARINGS/APPEALS...23 4.07 CALCULATING GROSS INCOME...24 4.08 VERIFICATION OF INCOME AND ASSETS...25 4.09 WAITING LIST...26 4.10 CERTIFICATE OF PARTICIPATION - STATEMENT OF PARTICIPANT OBLIGATION...27 4.11 UNIT SIZE (OCCUPANCY STANDARDS)...27 4.12 RENT LIMITS...27 4.13 CALCULATING PARTICIPANT RENT...28 4.14 BRIEFING SESSION...28 Chapter 5 Leasing Prcess... 30 5.01 FREEDOM OF CHOICE IN SELECTING UNITS...30 5.02 ELIGIBLE UNITS...30 5.03 UTILITY ALLOWANCES...31 5.04 INSPECTIONS - HQS...31 5.05 PORTABILITY...31 5.06 LEASING PROCEDURES...31 5.07 LEASE AMENDMENT/ETENSION...31 5.08 SECURITY DEPOSITS...32 5.09 PAYMENT TERMS...32 5.10 ELIGIBLE PAYMENTS...33 Chapter 6 Occupancy Guidelines... 34 6.01 INTERIM CHANGES...34 6.02 ANNUAL RECERTIFICATION...34 6.03 LEASE TERMINATION...35 6.04 TERMINATION OF ELIGIBILITY...36 Appendix A Mental Illness...38
Intrductin and Gals Minnesta Husing, in partnership with DHS, currently administers the Bridges prgram, which prvides rental assistance fr peple with serius mental illness and peple with serius mental illness wh are als experiencing lng-term hmelessness. Bridges prvides rental assistance t husehlds under unifrm administrative prcedures. The unifrm administrative prcedures are cntained in this Bridges and Bridges fr Lng-Term Hmeless Husehlds Rental Assistance Prgram Guide. Minnesta Husing was established in 1973 t ensure the availability f decent, safe and affrdable husing fr lw- and mderate-incme husehlds. T achieve these gals, the Agency is active in lending and financing, allcating husing grants and subsidies, advcating fr affrdable husing, establishing state husing plicies, and prviding technical assistance t husing spnsrs. The Minnesta Department f Human Services (DHS) received legislative funding in 1991 t begin a husing initiative fr persns with serius and persistent mental illness. DHS began a mdified Sectin 8-like prgram. The 1993 Minnesta Legislature authrized and apprpriated funds t Minnesta Husing under prvisins f Minnesta Statutes Sectin 462A.2097 t perate a rental assistance prgram fr persns with mental illness. In 2005, the Minnesta Husing authrized and apprpriated funds frm the Ending Lng Term Hmelessness Initiative Fund (ELHIF) t be administered thrugh the Bridges prgram, with prvisin that husehlds assisted with ELHIF meet the Bridges prgram requirements and the definitin f lng-term hmelessness. In 2009, DHS and Minnesta Husing agreed t change the Bridges prgram definitin f eligible persns t thse with serius mental illness. The 2015 Minnesta Legislature authrized and apprpriated additinal funds t Minnesta Husing t priritize prpsals that target, in part, eligible persns wh desire t mve t mre integrated, cmmunity-based settings. Gals f the prgram are: T prvide a husing subsidy fr peple with serius mental illness and fr peple with a serius mental illness wh are als experiencing lng-term hmelessness and are eligible t receive a Husing Chice Vucher subsidy r wh can becme eligible t receive a Husing Chice Vucher based n successful participatin in the Bridges Prgram. This subsidy will be prvided while the persn is n a waiting list fr a federal r ther permanent husing subsidy prgram r the persn frmally agrees t apply fr a waiting list when ne is pened. T maintain and fster the integratin f peple with serius mental illness and peple with serius mental illness wh are als experiencing lng-term hmelessness int their cmmunities thrugh a partnership f husing subsidy and supprtive services. 4
Chapter 1 Definitin f Terms Administrative Fee: An amunt f funds a Husing Agency may request t pay fr expenses in perating Bridges, based n the ttal number f husehlds participating each mnth. Adult Mental Health Divisin (AMHD): A divisin f the Department f Human Services. Adult Mental Health Initiative (AMHI): Law f Minnesta fr 1995, Chapter 207, Article 8 (with 1997 amendments) DHS Cmmissiner apprved prjects t test alternatives t r enhance crdinatin f the delivery f mental health services required under the Minnesta cmprehensive adult mental health act. Applicant: A persn with serius mental illness wh has applied t the Lcal Mental Health Authrity and whse eligibility is being determined. Assisted Unit: A unit fund eligible fr inclusin in Bridges, ccupied by a participant wh has executed an apprved lease with the landlrd, is receiving a Bridges subsidy, and whse landlrd has executed a Bridges Cntract with the Husing Agency. Bridges Agreement: A dcument Minnesta Husing executes with a Husing Agency utlining respective respnsibilities in administering Bridges. Bridges Cntract: An agreement executed by a Husing Agency and a landlrd setting ut terms that must be met fr the landlrd t receive subsidy payments n behalf f a participant residing in an eligible unit. Bridges Prgram: A state rental assistance prgram fr persns with serius mental illness waiting fr a permanent husing subsidy. Briefing Sessin: A meeting at which the eligible participant receives an explanatin f the prgram and instructins fr leasing an eligible unit. Case Management: Activities that are designed t help adults with serius mental illness gain access t services fr cnsumers mental health needs. Case management services include develping an individual cmmunity supprt plan, referring and assisting the persn in btaining needed mental health and ther services, ensuring crdinatin f services, and mnitring the delivery f services. Certificate f Participatin: A frm listing unit size and rent limits that authrizes an eligible participant t find a market rate unit. Cmmunity Mental Health Centers (CMHC): An entity defined in Minnesta statutes that prvides a wide range f services fr individuals having mental r emtinal disrders, mental retardatin, alchlism, drug abuse, r any ther psychiatric cnditin. Services typically include 5
educatin and preventin; cnsultatin t schls, curts and health and welfare agencies; utpatient diagnstic and treatment services; and rehabilitatin services. In many cunties, cmmunity supprt services are cntracted by the cunties t a Cmmunity Mental Health Center. Cmmunity Supprt Services Prgram (CSP): A prgram, under the clinical supervisin f a mental health prfessinal, designed t prvide supprtive services fr adults with serius mental illness t imprve their ability t live in the cmmunity. CSP services include: Outreach Educatin abut mental illness, treatment, and recvery Develpment f cmpetitive emplyment and wrk related pprtunities Opprtunities fr scial, peer, and recvery supprt Assistance in applying fr basic needs and health insurance benefits Husing supprt services Cnsumer: A persn with serius mental illness (SMI). Cperative Agreement: An utline f the respective rles and respnsibilities f a Husing Agency and a LMHA. DHS: Minnesta Department f Human Services. Eligible Participant: A husehld with an adult member wh has a serius mental illness and a grss husehld incme under 50% f the area median. Eligible Payment: A mnthly rent; a security depsit. Eligible Unit: A market rate prperty that meets prgram criteria and Husing Quality Standards. Fair Market Rent (FMR): HUD established rent limits fr gegraphical areas. Gvernment Data Practices Act Disclsure Statement: Minnesta Statutes 13.04, Subdivisin 2, requiring rganizatins t infrm individuals abut recrding data. Grss Husehld Incme: All incme prjected fr the next 12 mnths by husehld members age 18 and ver. Hmeless Persn: As defined in the Stuart B. McKinney Hmeless Assistance Act f 1987, a hmeless persn is an individual wh lacks a fixed and adequate nighttime residence. As interpreted by the Minnesta Interagency Task Frce n Hmelessness and the Mental Health Divisin f the Department f Human Services, this may include, but is nt restricted t: 1. An individual r family that lacks a fixed, regular, and adequate nighttime residence; r 6
2. An individual r family whse primary nighttime residence is: a. b. c. A supervised, publicly r privately perated shelter designed t prvide temprary living accmmdatins (including welfare htels, cngregate shelters, and transitinal husing fr the mentally ill), An institutin that prvides a temprary residence fr individuals intended t be institutinalized, r A public r private place nt designed fr, r rdinarily used as, a regular sleeping accmmdatin fr human beings. The term des nt include any individual imprisned r therwise detained under an act f Cngress r a state law. Husehlds Experiencing Lng Term Hmelessness: Individuals, unaccmpanied yuth, r families with children wh lack a permanent place cntinuusly fr a year r mre r at least fur times in the past three years. Any perid f institutinalizatin r incarceratin shall be excluded frm the determinatin f the duratin f hmelessness. NOTE: Minnesta's definitin des nt require that the persn have a disabling cnditin. Time spent in transitinal husing is als excluded frm the determinatin f the duratin f hmelessness. See Minnesta Husing s website fr further clarificatin n the LTH definitin. Hmeless Management Infrmatin System (HMIS): A cmputerized database that allws rganizatins that prvide services t peple experiencing hmelessness t cllect client infrmatin electrnically t easily prduce required reprts. The missin f Minnesta s HMIS is t prvide standardized and timely infrmatin t imprve access t husing and services and strengthen effrts t end hmelessness. The statewide gal is t eventually prvide as cmprehensive a picture f hmelessness as pssible by incrprating infrmatin frm all emergency shelters, transitinal husing, and permanent supprtive husing prviders, as well as ther pints f cntact fr peple experiencing hmelessness, such as utreach prgrams, drp-in centers, and fd shelves. The Agency requires all fund recipients fr prgrams targeting husehlds experiencing lng-term hmelessness t utilize the HMIS system. Husing Agency (HA): A lcal unit f gvernment r a nn-prfit rganizatin under cntract t prvide husing subsidy services. Husing Assistance Payment (HAP): A subsidy prtin f the rent. Husing Quality Standards (HQS): Husing inspectin standard used in HUD Husing Chice Vucher assistance fr inspectin f market rate husing t determine that a unit is decent, safe, and sanitary. Husing Supprt Services: A CSP service that: Assists adults in btaining, mving t, and retaining husing 7
Prvides resurces fr lcal public husing authrities, subsidized husing prgrams, realtrs, private apartment rental services, r similar husing services Assists in applying fr husing prgram subsidies Assists in appealing denial, suspensin, reductin, r terminatin f a husing subsidy Mediates and teaches cping and mediatin skills t reslve disputes with a landlrd r rmmate Prvides nging supprt Prvides peridic hme visits t ensure health and safety HUD: The United States Department f Husing and Urban Develpment. Imminent risk f hmelessness: Persns wh are: Being evicted frm a private dwelling unit, r Being discharged frm a hspital, crrectinal facility, r ther institutin, r Living in husing that has been cndemned by husing fficials that is n lnger cnsidered meant fr human habitatin and wh have n subsequent husing ptins identified, AND are lacking the resurces r supprt netwrks needed t retain current husing r btain temprary r permanent husing. Infrmal Hearing: A meeting requested by a cnsumer t cntest a determinatin f ineligibility made by the Husing Agency r LMHA Landlrd: An individual(s), a partnership, r crpratin hlding title t a prperty. Lease: A cntract between the participant and landlrd under which the participant may ccupy a unit. Lease Addendum: An addendum t the lease executed between the participant and the landlrd with a frm specific t the Bridges prgram and apprved by the HA. Lcal Mental Health Authrity (LMHA): A cunty perating under the Cmprehensive Mental Health Act. Mental Health Husing Missin: Minnesta Statutes, Chapter 245.461, Subdivisin 4. "The cmmissiner shall ensure that the husing services prvided as part f a cmprehensive mental health service system: (1) allw all persns with mental illness t live in stable, affrdable husing, in settings that maximize cmmunity integratin and pprtunities fr acceptance; (2) allw persns with mental illness t actively participate in the selectin f their husing frm thse living envirnments available t the general public; and (3) prvide necessary supprt regardless f where persns with mental illness chse t live." Mental Health Prfessinal: A persn prviding clinical services in the treatment f mental illness wh is qualified in at least ne f the fllwing ways: 8
In psychiatric nursing: A registered nurse wh is licensed under sectins 148.171 t 148.285 and wh is certified as a clinical specialist in adult psychiatric and mental health nursing by the American nurses assciatin r wh has a master's degree in nursing r ne f the behaviral sciences r related fields frm an accredited cllege r university r its equivalent, with at least 4,000 hurs f pst-master's supervised experience in the delivery f clinical services in the treatment f mental illness In clinical scial wrk: A persn licensed as an independent clinical scial wrker under sectin 148B.21, subdivisin 6, r a persn with a master's degree in scial wrk frm an accredited cllege r university, with at least 4,000 hurs f pst-master's supervised experience in the delivery f clinical services in the treatment f mental illness In psychlgy: A psychlgist licensed under sectins 148.88 t 148.98 wh has stated t the bard f psychlgy cmpetencies in the diagnsis and treatment f mental illness In psychiatry: A physician licensed under chapter 147 and certified by the American bard f psychiatry and neurlgy r eligible fr bard certificatin in psychiatry In marriage and family therapy: The mental health prfessinal must be a marriage and family therapist licensed under sectins 148B.29 t 148B.39 with at least tw years f pst-master's supervised experience in the delivery f clinical services in the treatment f mental illness; r in allied fields: A persn with a master's degree frm an accredited cllege r university in ne f the behaviral sciences r related fields, with at least 4,000 hurs f pst-master's supervised experience in the delivery f clinical services in the treatment f mental illness. Minnesta Cmprehensive Adult Mental Health Act: A statute that is the essence f the mental health system in Minnesta. The statute is Minnesta Sectins 245.461 245.4863. Minnesta Husing Missin: Husing is the fundatin fr success, s we cllabrate with individuals, cmmunities and partners t create, preserve and finance affrdable husing. Occupancy Standards: Guidelines set by HUD used t determine the maximum number f bedrms and Fair Market Rents. Operating Area: A gegraphic area in which the Husing Agency perates the Bridges prgram. Participant: A persn with serius mental illness wh has been awarded a Bridges subsidy. Participant Rent: A prtin f the rent payable by the participant t the landlrd. Permanent Supprtive Husing: Permanent rental husing affrdable t the ppulatin served where supprt services are available t residents. Permanent supprtive husing is available t individuals and families with multiple barriers t btaining and maintaining husing, including 9
thse wh are frmally hmeless r at risk f hmelessness and thse with mental illness, substance abuse disrders, and/r HIV/AIDS. Persn with Serius Mental Illness (SMI): An individual with a disability described in the Minnesta Cmprehensive Mental Health Act (Attachment II). Preferences: A pririty by which applicants are selected. Prcedural Guide: A dcument develped t implement the Bridges prgram under statutry requirements. Reasnable Accmmdatins: Variance f the rules granted because smene has a disability Recertificatin: An annual review f the participant's incme t determine eligibility. Release f Infrmatin: A signed and dated authrizatin by the participant allwing the HA and LMHA t share infrmatin abut the participant. Reginal Treatment Center (RTC): A facility where the state prvides active inpatient treatment fr persns with serius mental illness, develpmental disabilities, chemical dependency and/r elderly wh have cmplex medical cnditins and challenging behavirs. Rent During Crisis: A payment f the full rent when the participant is unable t meet financial bligatins due t a medical r psychiatric crisis. Rent Limits: The Husing Chice Vucher amunt allwed fr a unit determined by Fair Market Rent/Payment Standards and any HUD apprved exceptins. Segregated settings: As defined by the Minnesta Olmstead Plan, ften have qualities f an institutinal nature. Segregated settings include, but are nt limited t: (1) cngregate settings ppulated exclusively r primarily with individuals with disabilities; (2) cngregate settings characterized by regimentatin in daily activities, lack f privacy r autnmy, plicies limiting visitrs, r limits n individuals ability t engage freely in cmmunity activities and t manage their wn activities f daily living; r (3) settings that prvide fr daytime activities primarily with ther individuals with disabilities. Examples f institutins r segregated settings include a Reginal Treatment Center, Cmmunity Behaviral Health Hspital, nursing hmes, adult fster care, r ther hspital r residential treatment. Subsidy: A prtin f the rent paid by the HA that equals the difference between participant rent and the ttal rent, nt t exceed the lcal payment standard (als referred t as HAP). 10
Chapter 2 Prgram Overview The gal f Bridges is t prvide cmmunity-based husing s that peple can live in integrated settings while receiving mental health services. The prgram is designed t assist peple wh have n place t live until they can receive a Husing Chice Vucher (HCV) r ther permanent husing. Bridges prvides a temprary husing subsidy fr participants in which at least ne adult member has a serius mental illness and whse husehld grss incme is under 50% f the area median. Bridges funds may be used t pay rent directly t a landlrd, security depsits, and the full rent, fr up t 90 days, during a medical r psychiatric crisis. The husing subsidy is prvided while the participant is n a waiting list fr federal r ther permanent husing subsidy prgrams. In rder t successfully bridge the gap between hmelessness and a permanent husing subsidy, it is imprtant that the individual be able t mve nt a HCV when his/her name cmes t the tp f the waiting list. The Ending Lng Term Hmelessness Initiative Fund (ELHIF) is administered thrugh the Bridges rental assistance prgram and prvides a temprary husing subsidy fr husehlds wh meet the Bridges eligibility criteria as well as the definitin f lng-term hmeless. The administratin f ELHIF funds are subject t the same rules and prcedures as the Bridges prgram. Administratrs f ELHIF funds will be respnsible fr a few additinal requirements such as determining lng-term hmelessness eligibility, and utilizing the state s Hmeless Management Infrmatin System (HMIS). Since the prgram serves as a transitin t a permanent subsidy, many prvisins f the Bridges prgram are similar t thse in the HUD HCV prgram. These include verificatin f incme, leasing prcedures, federal husing quality standards, and payment standard limits n rents. The Bridges husing subsidy is determined by a calculatin using grss incme and des nt include deductins as in the HCV prgram. The maximum subsidy is the difference between the participant s rent and the ttal rent, up t the payment standard. Once initial eligibility has been determined, a Bridges/ELHIF participant remains eligible t receive a husing subsidy prvided that: 30% f participant incme des nt exceed the full rent fr the assisted unit The participant is nt paying mre than 40% f their grss annual incme in rent (if the participant rents a unit that is within the area s payment standard rates, based n the apprpriate bedrm size, the tenant s mnthly payment is 30% f their mnthly incme. The participant can rent a unit that exceeds the area s payment standard prviding that the tenant s prtin des nt exceed 40% f their mnthly incme) The participant applies fr and accepts a Husing Chice Vucher when ne is ffered The participant des nt cmmit fraud 11
The participant des nt engage in criminal activities that wuld make him r her permanently ineligible fr HCV The Minnesta Legislature cntinues the Bridges funding apprpriatin Minnesta Husing, in cnjunctin with the Department f Human Services (DHS), will mnitr and evaluate the perfrmance f the Husing Agency (HA) and Lcal Mental Health Authrity (LMHA) invlved in administering Bridges. 12
Chapter 3 General Administrative Requirements 3.01 Perid f Operatins The Bridges prgram will prvide rental subsidies in accrdance with Minnesta legislatin that authrizes and apprpriates funds under prvisin f Minnesta Statute Sectin 462A.2097. The agency may establish a rental husing assistance prgram fr persns f lw incme r fr persns with a mental illness r families that include an adult family member with a mental illness. Rental assistance may be in the frm f direct rental subsidies fr husing fr persns r families with incmes f up t 50%f the area median incme as determined by the United States Department f Husing and Urban Develpment, adjusted fr families f five r mre. Husing fr the mentally ill must be perated in crdinatin with scial service prviders wh prvide services requested by tenants. Direct rental subsidies must be administered by the agency fr the benefit f eligible tenants. Financial assistance prvided under this sectin must be in the frm f vendr payments whenever pssible. HIST: 1995 c 224 s 108 Thse administering ELHIF funds thrugh the Bridges prgram will prvide rental subsidies in accrdance with the statue abve t husehlds wh meet the definitin f lng-term hmelessness. 3.02 Area f Operatins Each HA will perate in the gegraphic area indicated in its Bridges Agreement. Any change in this designatin must be apprved by Minnesta Husing. Each LMHA will perate under the authrity f the lcal cunty and within an AMHI. It will perfrm the duties indicated in the Cperative Agreement. Any changes in the Cperative Agreement must be apprved by the cunty. The cunty needs t ntify the Department f Human Services-Mental Health Divisin f these changes. 3.03 Cperative Agreement The Bridges prgram is intended t perate as a partnership between the HA, prviding husing subsidies, and a LMHA prviding husing supprt services t participants. Each HA administering Bridges must enter int a Cperative Agreement with a LMHA t crdinate the implementatin f the prgram. The gal f the Agreement must be t assist individuals with serius mental illnesses (SMI) in btaining and retaining stable, affrdable husing within their cmmunity. Other aspects f the agreement shuld cntain: Designatin f the Parties (LMHA and HA) Entering int the Agreement Unique features f the parties Terms f the Agreement Duratin f the agreement 13
Purpse T fster cperatin between parties; T assist persns with SMI and/r SMI and LTH t access apprpriate husing, treatment, supprtive services and incme supprts; and T assist persns with SMI and/r SMI and LTH t live in the cmmunity. Guiding Principles Persns with SMI and/r SMI and LTH are full members f the cmmunity with all rights, privileges, pprtunities, and respnsibilities accrded all peple All persns with SMI and/r SMI and LTH will nt be required t accept services Supprt services are: Based n need, preferences and desires Offered in the least restrictive manner t the individual Flexible in lcatin, intensity, and schedule Respnsibilities Lists the rles and respnsibilities f the agency and the initiative Lists the clients t be served Lists the services available t clients Lists the site f services, the times available, and the manner in which these services can be btained Participant Rights and Respnsibilities Describes the rights and respnsibilities f participants Implementatin and Evaluatin Mdificatin, amending r terminatin f the agreement Reslutin f prblems Interagency meetings, including frequency, attendees and dates, if knwn Invlvement f participants Designatin f liaisns t versee, facilitate, mnitr, and evaluate agreement The HAs and LMHAs will gather input frm current and past participants (cnsumers) in rder t review the prgram and identify areas f strength and imprvement. Each HA shall prvide Minnesta Husing with a cpy f the Cperative Agreement as well as any subsequent amendments r terminatins. Minnesta Husing and DHS will review the Cperative Agreement and make suggestins fr mdificatin. Executed cpies f the 14
Cperative Agreement will be maintained by all parties t the cntract. (A sample Cperative Agreement is prvided n the Minnesta Husing website.) 3.04 Fair Husing/Affirmative Actin It is the plicy f Minnesta Husing, and will be the plicy f the HA in administering Bridges, t wrk affirmatively t ensure that all persns, regardless f race, clr, creed, natinal rigin, sex, religin, marital status, age, family status, handicapped status, sexual r affectinal rientatin, r reliance n public assistance will be given fair and equal pprtunity when applying fr and participating in Bridges. The HA als warrants that when participating in Bridges, it will cmply with affirmative actin plicies applicable t ding business with the state f Minnesta. 3.05 Data Privacy In wrking with applicants and participants, the HA and LMHA must cmply with applicable data privacy laws and regulatins. This includes the Minnesta Gvernment Data Practices Act, which regulates infrmatin that can be btained, stred, and/r released in cnnectin with public prgrams. The Minnesta Husing Gvernment Data Practices Act Disclsure Statement frm is available nline. This frm must be cmpleted at initial ccupancy and retained in the participant s file. Additinally, the HA and LMHA need t use their wn release-f-infrmatin frms t share infrmatin n participants and cmplete incme verificatin inquiries. Finally, administratrs f ELHIF funds need t btain the prper releases t enter tenant data int the HMIS system. This frm is available n the HMIS website at: http://www.hmismn.rg/frms/clientcnsent.php All releases f infrmatin that are signed by the tenant shuld be kept in bth HA and LMHA files. 3.06 Prgram Obligatins - Check List f Respnsibility The fllwing is a list f activities that are carried ut in implementing the Bridges prgram. Fr each activity, either the HA r the LMHA, r bth, may be respnsible. Respnsibilities may vary fr different implementatins f the Bridges prgram and will be described in the Cperative Agreement. Use this list as a tl fr prgram develpment and review and as a resurce fr the creatin f Cperative Agreement. Activity 1. Publish infrmatin n the availability and nature f the prgram. 2. Explain the prgram t landlrds, Reginal Treatment Centers (RTC), cmmunity-based residential treatment facilities, cunties, shelters, scial service staff, applicants, and participants. 3. Encurage landlrds and managers t make units available fr HA AMHI/ LMHA 15
the prgram. 4. Develp data privacy authrizatin between the HA and LHMA. 5. Prvide husing ptins utside areas f ecnmic and racial cncentratin. 6. Outreach t ptential applicants meeting Bridges preferences: a. Peple residing in an institutin r ther segregated setting b. Peple wh are experiencing lng-term hmelessness c. Peple wh are experiencing hmelessness r wh are at imminent risk 7. Verify diagnsis f persns with serius mental illness. 8. Fr Administratrs f ELHIF, verify that participant meets the state s definitin f Lng-Term Hmelessness. 9. Verify incme and assets. 10. Maintain an applicant waiting list. 11. Cnduct prgram briefings explaining participant's rights and respnsibilities, including payment respnsibilities. 12. Verify applicant s Husing Chice Vucher eligibility and waiting list status. 13. Calculate subsidy and participant rent. 14. Assist participant with husing appeals fr denial f eligibility. 15. Assist participant with scial service appeal fr denial f eligibility. 16. Assist participant in lcating apprpriate husing. 17. Negtiate lease and cnditins with landlrd. 18. Determine eligibility f selected units based n rent, unit size, and lease prvisins. 19. Cnduct Husing Quality Standards inspectin f selected units. 20. Enter int, administer, and enfrce Bridges Cntracts with landlrds. 21. Make payments t landlrds r utility cmpanies. 22. Cnduct annual and interim recertificatin f participant eligibility. 23. Terminate Bridges subsidy fr participants wh vilate prgram regulatins, becme ineligible fr Husing Chice Vucher, r refuse Husing Chice Vucher subsidy when ffered. 24. Maintain financial management recrds. 25. Maintain cnsumer demgraphic infrmatin. 25. Reprt required infrmatin t Minnesta Husing. 27. ELHIF Administratrs utilize HMIS t reprt data n behalf f the assisted lng-term hmeless husehlds. 28. Prvide 24-hur emergency respnse t landlrds, participants and HA. 16
29. Assist participants, wh chse t be served, with the fllwing: a. Case management services b. Diagnsis and treatment f serius mental illnesses c. Rehabilitatin, vcatinal training, and emplyment assistance d. Incme supprt and benefits e. General health care and dental services f. Alchl and/r ther drug abuse treatment g. Cnsumer and family invlvement h. Legal prtectin (including prtectin prvided under civil rights laws, such as the Fair Husing Act, Sectin 504 f the Rehabilitatin Act f 1973, and the Americans with Disabilities Act f 1990) i. Screening criteria f the HA 30. Ntify HA f absences by participants during medical r psychiatric crisis. 31. Recalculate subsidy payment and utilities fr participants during medical r psychiatric crisis. 32. Develp and maintain a list f husing ptins. 33. Partner t increase the supply and ptins f husing available t persns with serius mental illnesses (e.g., lcale, style, rent levels, flexible services, integratin). 3.07 Applicant/Participant Recrds Each HA will establish files fr applicants and participants. These files are required t cntain cpies f all participant and prperty related frms listed belw. Mst f the fllwing frms are available n the Minnesta Husing website. Required tenant file dcumentatin: 1. 2. 3. Applicatin fr Bridges Prgram (Frm 2) Preliminary screening frms develped lcally fr intake Minnesta Gvernment Data Practices Act and Disclsure Statement and Acknwledgement (signed by all adults 18 r lder n lease) Required in specific frmat Required, varius frmats accepted Required Annually 17
4. Verificatin f Serius Mental Illness (Frm 4) - Specific recrds and dcuments detailing the nature f applicant s illness shuld be retained by the AMHI/LMHA 5. Certificate f Participatin Statement f Obligatin (Frm 6) 6. Cnsumer Agreement fr Requirements fr Cntinued Eligibility (Frm 7) 7. Incme and Asset Verificatin 8. Cmputatin f Grss Incme, Participant and Subsidy Rent (Frm 8) 9. Lead-Based Paint Certificatin (if applicable) 10. Husing Quality Standards inspectins 11. Apprved Leases (Frm 11) 12. Apprved Lease Addendum (Frm 12) 13. Apprved Lease Amendment/Extensin (Frm 13), when applicable 14. Bridges Cntract (Frm 14) 15. Certificatin f payment during crisis (Frm 24), if applicable 16. Verificatin f Lng-Term Hmelessness and HMIS Data release frm (ELHIF nly) Tenant Files must als include the fllwing crrespndence and ntes when applicable: 1. Eligibility/ineligibility ntices sent t applicants/participants by HA r LMHA 2. Letters and ntificatins f utcme frm infrmal hearings 3. Dcuments and crrespndence cncerning the participant s applicatin and participatin in Bridges 4. Initialed and dated ntatins regarding cnversatins abut the participant 5. Terminatin Ntice The main prgram file fr each applicant and participant is t be kept by the HA. The HA may share with the LMHA any dcumentatin that may be needed by the mental health agency in 18
carrying ut its respnsibilities t prvide husing supprt services, prvided a release f infrmatin has been cmpleted. The LMHA needs t retain a cpy f the release f infrmatin in their permanent recrds. The sharing f infrmatin and dcuments shuld be utlined in the Cperative Agreement. 3.08 Mnitring and Evaluatin Minnesta Husing and DHS will cnduct nging evaluatins f the financial and participant reprts submitted by Husing Agencies. Management reviews f the HA and LMHA partnership administering Bridges will als be cnducted n a regular basis. The review will cntain the fllwing cmpnents: LMHA adherence t the prcedural guide: Cperative Agreement Supprt Services Participant files Interview f case managers, cmmunity supprt staff, and participants HA's adherence t the prcedural guide Financial recrds detailing: Expenditures fr subsidy payments t landlrds Security depsits Payments during medical and psychiatric crises Cperative Agreement: Prgram Eligibility Maintenance and retentin f participant recrds Waiting list including selectin criteria and preferences Unit size Exceptins Participant files: Verificatin f incme and eligibility Calculatin f participant rent FMR limits/payment standards Frms Lease and Admissin, Interim and Recertificatin HQS (units may be inspected) 19
3.09 Financial Management/Recrds The HA must establish ne r mre separate bank accunts (checking r savings) fr Bridges payments. The HA may cmbine these funds with ther funds in a cnslidated accunt, prvided that the HA s banking system can adequately segregate the varius restricted funds within ne accunt. Any interest earned n these funds may be retained lcally and may be used in paying administrative expenses. In the event Minnesta Husing requests the infrmatin, the HA must maintain and make available recrds f payments t landlrds and utility cmpanies. The HA must prvide evidence f insurance fr emplyee dishnesty r crime cverage in the amunt f at least ne-eighth f the ttal amunt f the grant. Acceptable frms include a cpy f an effective plicy r certificatin frm the insurance carrier that indicates the plicy's effective dates and terms f cverage and that meets the abve requirements. HA emplyees authrized t make payments t landlrds must receive frmal authrizatin by the HA s bard and prvide a cpy f that authrizatin t Minnesta Husing. 3.10 Requesting Bridges Funds Husing Agencies will prepare and submit t Minnesta Husing mnthly payment requests that detail actual expenditures fr the previus mnth. The infrmatin cllected n the draw request frm includes: Actual expenses incurred in the payment f rent and administrative fees fr the previus mnth A mnthly participant lg fr the previus mnth, which is attached t the mnthly payment request and cnsists f infrmatin such as participant name, unit address, mve-in date, mve-ut date, grss rent, participant rent, subsidy amunt, security depsit amunt Minnesta Husing will utilize the mnthly participant lg and payment request data t determine the reimbursement amunt t be sent t the HA. HA s shuld submit the request fr funds n later than the 15th f the mnth, unless ther arrangements have been agreed upn. At the end f the grant term, the HA will refund any excess subsidy funds r administrative fees. 3.11 Administrative Fee At the time f selectin r grant renewal, Minnesta Husing shall apprve a mnthly administrative fee fr the HA. The administrative fee will be paid fr each mnth in which an eligible husehld resides in an eligible rental husing unit. Minnesta Husing will apprve administrative fees that range frm $40 per husehld per mnth t $60 per husehld per mnth, based n the target number f husehlds, the amunt f the grant, the gegraphy f the service area, the target ppulatin, and ther relevant criteria. 20
3.12 Future Funding Funding fr the Bridges prgram will be allcated thrugh a Request fr Prpsal (RFP) r renewal prcess. Minnesta Husing and DHS may fllw ne, bth, r a cmbinatin f each f the fllwing funding prcesses fr a biennium: Applicatins fr cntinued funding may be requested frm all current interested Bridges prgrams. Current HA s prviding Bridges may be cnsidered based n the results f management reviews, need, and utilizatin. New Bridges applicatins may be slicited with preference given t HAs prpsing t perate in areas under-served in rental subsidies fr persns with serius mental illness. 21
Chapter 4 Husehld Eligibility, Intake, and Certificatin 4.01 Eligibility Criteria The basis fr Bridges eligibility is as fllws: The head f husehld r ther husehld member must be 18 years f age r ver, and have a diagnsed serius mental illness (verified using Verificatin f Serius Mental Illness (Frm 4)) as defined in the Cmprehensive Mental Health Act Are incme eligible t receive a Husing Chice Vucher subsidy r wh can becme eligible t receive a Husing Chice Vucher based n successful participatin in the Bridges Prgram (this subsidy will nly be prvided if the persn is n a waiting list r frmally agrees t be n a waiting list when ne is pened) The grss incme f the husehld, at the time f initial eligibility, is at r belw 50% f the area median incme fr the husehld size Fr prgrams administering ELHIF funds, the head f husehld must als meet the definitin f lng-term hmelessness 4.02 Outreach Infrmatin abut Bridges shuld be widely distributed by the AMHI, LMHA and HA t all persns with a serius mental illness. Specifically, infrmatin will be prvided t Reginal Treatment Centers, cmmunity-based residential treatment facilities, hmeless shelters, transitinal husing prgrams, bard and ldges, cunty case managers, cmmunity mental health centers, drp in centers, and cmmunity supprt prgrams. Persns wh reside utside the cunty, but fr whm the cunty assumes financial respnsibility, shuld als be infrmed f the pprtunity t apply fr Bridges. The AMHI/LMHA is primarily respnsible fr utreach. The Cperative Agreement shuld describe the plan t cnduct utreach. 4.03 Intake/Screening The applicant will cmplete the Applicatin fr Bridges Prgram frm and a Gvernment Data Practices Act and Disclsure Statement. The LMHA must verify that the head f husehld r anther adult husehld member has a serius mental illness as defined by the Cmprehensive Mental Health Act. The AMHI/LMHA must have a mental health prfessinal sign Verificatin f Serius Mental Illness (Frm 4) and submit it t the HA in a timely fashin. Fr husehlds being referred fr ELHIF funds, the AMHI r LMHA must als verify their eligibility based n the lngterm hmelessness definitin, using the LTH verificatin frm. At intake fr all Bridges husehlds, infrmatin regarding the husehld s previus living situatin prir t prgram intake and extent f hmelessness shall be cllected and submitted. As part f intake activity, the LMHA must: 22
Infrm applicants that receiving the Bridges subsidy may reduce ther frms f aid that they may be received such as fd stamps and Minnesta Supplemental Assistance (MSA) Infrm applicants that they are eligible fr mental health case management services and cmmunity supprt prgram services and make referrals fr these services if applicant agrees t a referral Advise applicants that participatin in services is nt required in rder t participate in Bridges Infrm applicants that, as a cnditin f receiving Bridges subsidy, they must be eligible t receive a subsidy and apply fr and accept a federal r ther permanent husing subsidy when ne is ffered The AMHI/LMHA and HA may wish t develp a frm t be given t each applicant that incrprates the abve infrmatin. 4.04 Husing Chice Vucher Waiting List Requirement Bridges participants are required t apply fr and accept a federal r ther permanent husing subsidy, primarily the Sectin 8 Husing Chice Vucher (HCV) prgram. The HA will require Bridges applicants t cmplete a HCV applicatin if they are currently nt n the lcal waiting list. If waiting lists fr the area are clsed, the applicant must agree t apply t the Husing Chice Vucher prgram as sn as the waiting list pens. A participant may apply t HCV prgrams utside f the area, but is nt required t. While the participant is receiving a Bridges subsidy, the HA and LMHA will mnitr the applicant's status n the HCV waiting lists r make certain that the participant des sign up fr a HCV when a waiting list pens. Participant files shall cntain a cpy f the HCV applicatin verifying the status n the waiting list/s r dcumentatin that the waiting list is clsed and the participant will sign up as sn as a waiting list pens. If a participant des nt accept a Husing Chice Vucher, becmes ineligible fr a subsidy, r refuses t apply fr a Husing Chice Vucher, the participant may be terminated frm the Bridges prgram. 4.05 Final Eligibility Review The HA will calculate the Husing Assistance Payment (HAP) based n grss incme. Incme limits fr Bridges are based n 50% f the area median incme as defined by HUD. 4.06 Infrmal Hearings/Appeals Applicants and participants may request an infrmal hearing t cntest a determinatin made by the LMHA r HA cncerning eligibility t participate r fr cntinued participatin in Bridges. The LMHA will be respnsible fr disability related eligibility appeals. The HA will be respnsible 23
fr husing issues. The HA will use prcedures established fr use in their HCV administrative plan. At an infrmal hearing, the applicant r participant must be given an pprtunity t view all dcuments and infrmatin used t make the decisin and must have an pprtunity t present his/her wn evidence in supprt f eligibility r cntinued eligibility. The applicant r participant must be encuraged t have the LMHA assist them in their appeal. The hearing shuld be cnducted by an individual wh did nt take part in the riginal decisin that is being cntested. Applicants and participants must be ntified, in writing, f the utcme f the hearing and be infrmed f the reasns fr the determinatin. 4.07 Calculating Grss Incme Grss incme includes all incme fr all husehld members age 18 and ver expected t be received in the next 12 mnths, excluding the incme f a nn-related persn wh is living in the husehld slely t care fr a disabled, handicapped, r elderly husehld member. When cmputing grss annual incme, include the actual incme earned frm assets, such as interest r dividends. Grss incme includes but is nt limited t: Amunt, befre any payrll deductins, f wages and salaries, vertime pay, cmmissins, fees, tips, and bnuses Net incme frm perating a business r prfessin r frm rental f real r persnal prperty Interest and dividends Amunt f peridic payments received frm Scial Security, annuities, insurance plicies; retirement funds, pensins, disability r death benefits, and similar types f peridic payments Unemplyment, disability, r wrkers cmpensatin r severance pay, and similar types f payments in lieu f incme Public assistance payments Peridic allwances such as alimny, child supprt, gifts/cntributins received frm persns nt residing with the participant Regular and/r special pay and allwances fr a member f the armed frces wh is the husehld head r spuse Grss incme des nt include: Casual, spradic, r irregular gifts 24
Amunts specifically fr reimbursement f medical csts, including Medicaid spenddwn Inheritances, insurance payments, capital gains, settlements fr persnal r prperty lsses, and similar lump sum amunts Educatinal grants r schlarships paid expressly fr tuitin, fees, bks, r equipment (amunts nt fr these purpses are cunted as incme) Cmbat pay fr a participant head wh is in the armed services Relcatin payments made under the federal Unifrm Relcatin Act Fster care payments Value f alltments such as fd stamps and fuel assistance Payments made fr persns participating in federal r state vlunteer prgrams 4.08 Verificatin f Incme and Assets The Bridges prgram fllws HUD's Husing Chice Vucher Administrative Practices Handbk #7420.7 i, which explains verificatin by a third party. HA s may use the prcedure it has adpted in its HCV administrative plan. Verified infrmatin must be n mre than 90 days ld prir t the award f the Bridges vucher. Incme and assets t be verified are: Recrds f Earned Incme: Incme tax return state and/r federal (mst recent) Paycheck stubs W-2 frms Recrds f Other Incme: Pensins and annuities latest check stub frm issuing institutin Scial Security current award letter Unemplyment cmpensatin determinatin letter r latest check stub Supplemental Security Incme award letter/mst recent check stub MFIP award letter/mst recent check stub Wrkers Cmpensatin determinatin letter, recent check stub Alimny cpy f curt rder Child supprt cpy f curt rder Educatinal schlarships/stipends (federal Title IV grants are excluded) award letter Other public assistance award letter 25
Incme frm assets credit unin/bank/s & L statements, etc. Assets t be evaluated include but are nt limited t: Bank statements in checking, savings accunts, r CDs; Stcks and bnds Mrtgage nte r prperty tax statement Life insurance plicy redemptin value Net equity in real prperty Persnal prperty held as an investment Verified infrmatin must be n mre than 120 days ld prir t the award f the Bridges/ELHIF certificate. 4.09 Waiting List If the number f applicants fr Bridges subsidies exceeds the number f certificates available, a waiting list must be established. The Cperative Agreement must specify: Party respnsible fr the waiting list Prcedure fr maintaining the list Prcedure fr making selectins frm the waiting list (using pririties identified in the agreement) The Bridges prgram is designed t assist persns with high needs thrugh prvisin f a husing subsidy that is linked with cmmunity mental health services. T achieve this gal, administratrs must give pririty t the fllwing target ppulatins, with highest pririty given t persns residing in an institutin r ther segregated setting wh will be hmeless upn discharge. These pririties must be identified in the HA s waiting list selectin plan. 1. Persns residing in an institutin r ther segregated setting wh will be hmeless upn discharge 2. 3. Persns experiencing hmelessness fr ne year r mre, r multiple times in the last 3 years Peple experiencing r at imminent risk f hmelessness The HA must submit their waiting list selectin plan t Minnesta Husing fr review and apprval. The plan shuld be develped jintly by the HA, the LMHA, and Tribal gvernance, where applicable. Other bjective criteria may be included, such as husehld incme r date and time f applicatin, r a preference fr transitin-aged yuth r families with children. 26
4.10 Certificate f Participatin - Statement f Participant Obligatin Each Bridges participant will be issued a Certificate f Participatin (Frm 6). This dcument certifies that the participant is eligible fr subsidy and utlines the cnditins and prcedures fr btaining the subsidy as well as the participant s bligatins. A signed Certificate f Participatin is required in the tenant file after it is issued at a briefing sessin where the prgram requirements are verbally explained t the participant. The Certificate f Participatin allws the participant 90 days t lcate an eligible unit and submit necessary dcuments t the HA. If a unit is nt lcated within that timeframe, the HA has the discretin f extending the Certificate. The HA must use Frm 6. 4.11 Unit Size (Occupancy Standards) The HA may use the Unit Size (Occupancy Standards) established fr the Husing Chice Vucher. If different, the ccupancy plicy prpsed fr use in Bridges must be submitted t Minnesta Husing fr review. The bedrm size allcated t a participant must cunt full-time husehld members, children expected t reside in the assisted unit, and any live-in attendant necessary t care fr a disabled, handicapped r elderly husehld member. The HA must cunt the child r children: Of a pregnant wman Being adpted Whse custdy is being btained In jint custdy, as lng as the child/children will live in the assisted unit at least 50% f the time Wh are in the unit under fster care Temprarily absent due t placement in a fster hme The HA and LMHA may establish criteria fr granting exceptins t the ccupancy standards. Such exceptin criteria may include, but are nt limited t the fllwing: Unique disability-related circumstances f the participant Availability f the specified size in the HA's perating area Husing market cnditins prevalent in the HA s market area An exceptin plicy must be in writing and submitted t Minnesta Husing fr review and apprval and be made part f the Cperative Agreement. 4.12 Rent Limits 27
The maximum subsidy available t the participant is the difference between 30% f their grss incme and the area Fair Market Rent/Lcal Payment Standard r cntract rent, whichever is less. The participant can rent a unit that exceeds the area payment standard, hwever, they are respnsible fr paying the difference. The maximum participant payment allwed is 40% f their grss mnthly incme. The Bridges prgram des nt include utility allwances. Fair Market Rents r apprved Payment Standards/Exceptin Rents are peridically published by HUD and can be btained by calling the Reginal HUD ffice in Minneaplis. 4.13 Calculating Participant Rent The participant's rent prtin is calculated in a similar manner as the HCV subsidy with the exceptin that the Bridges calculatin uses grss incme, nt adjusted incme. The minimum participant payment is 30% f their mnthly incme and the maximum payment is 40% f their mnthly incme. Participants can pay up t 40% f their mnthly incme if they chse a unit that exceeds the area FMR/Payment Standard. (Please nte that the Bridges subsidy cannt pay anything mre than the difference between 30% f the participant s grss mnthly incme and the area FMR/Payment Standard r the cntract rent, whichever is less). If "Zer Incme" is claimed by a participant at entry t the prgram, anther verificatin must ccur within 90 days and every 90 days thereafter. This verificatin requires the participant t prvide a signed Zer Incme statement t the HA until a surce f incme is established. The LMHA will ffer the participant assistance in btaining and maximizing incme if the participant wishes. It is imprtant fr the HA and the LMHA/AMHI t cllabrate in rder t serve the target number f husehlds by cnnecting husehlds t eligible benefits and emplyment services. Shared units can nly be prvided if allwed under the HA's HCV administrative plan. The husing subsidy fr shared husehlds will be calculated accrding t the HCV administrative plan, except fr the use f grss incmes fr the Bridge's applicant. 4.14 Briefing Sessin The HA must schedule a briefing sessin fr each participant receiving a Bridges Certificate fr the first time. It is recmmended that a LMHA representative attend briefing sessins. The HA may decide whether t hld individual r grup sessins. If grup sessins are held, the participant's incme and rent discussins must be cnducted privately. A briefing sessin must be available by phne by request if a participant is unable t attend in persn. A briefing must cver the fllwing tpics: Overview f the Bridges prgram Explanatin f the participant's bligatins listed n the Certificate Review f the calculatin (Wrksheet, Frm 8) f the participant's rent 28