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March 2009 Supportive Housing Program

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Supportive Housing Supportive Housing ProgramProgramOverviewOverview

Today’s Theme-Learning about Today’s Theme-Learning about SHP through the Monitoring Guide SHP through the Monitoring Guide

to Shine Up Your Starto Shine Up Your StarWhy Monitoring as theme?Why Monitoring as theme?– Use it as a training approachUse it as a training approach– Use it for your own self monitoringUse it for your own self monitoring– Discuss it and take some of the mystery and some of Discuss it and take some of the mystery and some of

the anxiety out of monitoringthe anxiety out of monitoring

HUD has put more emphasis on monitoringHUD has put more emphasis on monitoring– HUD has formalized the process internallyHUD has formalized the process internally– Developed a series of public check listsDeveloped a series of public check lists– ss33

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Cycle of SHP GrantCycle of SHP GrantLocal ranking, ESNAPS submissionLocal ranking, ESNAPS submissionFund announcement by HUDFund announcement by HUDTechnical Submission sent to HUD for new and some Technical Submission sent to HUD for new and some renewal projects for approvalrenewal projects for approvalGrant agreement executedGrant agreement executedStart of construction and/ or operationsStart of construction and/ or operations– Renewal projects start where last grant ends Renewal projects start where last grant ends

Annual Performance Report due 15 months after start Annual Performance Report due 15 months after start date date see latest version August of 2003see latest version August of 2003A-133Audit if more than $500 K of Federal fundsA-133Audit if more than $500 K of Federal fundsHUD determines risk annually and may monitorHUD determines risk annually and may monitorGrantee may renew project Grantee may renew project Close out project 90 days after end of grant termClose out project 90 days after end of grant term

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SHP Desk GuideSHP Desk Guidewww.hudhre.info/documents/

SHPDeskguide.pdfSHPDeskguide.pdfHandbook for SHP programHandbook for SHP program

Pay special attention to the following sectionsPay special attention to the following sectionsSection “A” program goals *Section “A” program goals *Section “B” eligible program participants and documentation Section “B” eligible program participants and documentation (demonstrates how to document various situations of being homeless) (demonstrates how to document various situations of being homeless) Section “D” eligible and ineligible costs or activities *Section “D” eligible and ineligible costs or activities *section “I” grantee responsibility section “I” grantee responsibility Section “K” rent and feesSection “K” rent and fees

* * On lineOn line

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Reference Material for Monitoring Reference Material for Monitoring

HUD handbook No. 6509.2 Rev 5 Change 2HUD handbook No. 6509.2 Rev 5 Change 2Chapter 13 contains exhibits to be used by Chapter 13 contains exhibits to be used by HUD personnel in reviewing an SHP fund HUD personnel in reviewing an SHP fund recipient agencyrecipient agencyFound on HUD website & today’s training Found on HUD website & today’s training materialsmaterials12 checklists 12 checklists Use as an internal review sheet for your own Use as an internal review sheet for your own agency agency

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Grant TermsGrant Terms

NewNew SHP projects may be either 2 or 3 SHP projects may be either 2 or 3 years including Samaritan Initiative years including Samaritan Initiative /Bonus project/Bonus project

RenewalRenewal projects may be 1, 2 or 3 years projects may be 1, 2 or 3 years

Know what your grant agreement and Know what your grant agreement and approved application states!approved application states!

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SHP Supportive Services IncludeSHP Supportive Services IncludeCase ManagementCase ManagementFoodFoodEmployment trainingEmployment trainingLife skillsLife skillsTransportationTransportationCounseling (personal, Counseling (personal, employment, chemical employment, chemical abuse, etc)abuse, etc)Parenting skillsParenting skills

EducationEducationMedical basic needsMedical basic needsDamage Deposits/ First Damage Deposits/ First month Rentmonth RentChildcareChildcareOther supportive services Other supportive services that will assist a client that will assist a client obtain or keep obtain or keep permanent housingpermanent housing

Support Service grant is for direct services to participants

Budget and expenses regards only cash for expenses

Support Services ProvidedSupport Services ProvidedAssessments done initially Assessments done initially and on a regular basis at and on a regular basis at least semi annuallyleast semi annually

Services should be Services should be appropriate for the householdappropriate for the household

Services may be provided Services may be provided directly or by other entitiesdirectly or by other entities

Services should be Services should be coordinatedcoordinated

Services should be from Services should be from mainstream resourcesmainstream resources

Assessment address Assessment address basic needs of clientbasic needs of client– HousingHousing

– Family & Children needs Family & Children needs

– Medical careMedical care

– Finance & BenefitsFinance & Benefits

– CounselingCounseling

– GoalsGoals

– TransportationTransportation

– Job skills & EmploymentJob skills & Employment

– Other services as neededOther services as needed

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Eligible Operating CostsEligible Operating CostsAdministration of Staff or ProjectAdministration of Staff or Project– (not related to grant administration)(not related to grant administration)

Relocation, Furnishings and EquipmentRelocation, Furnishings and EquipmentTaxes, Insurance, Utilities,SuppliesTaxes, Insurance, Utilities,SuppliesBuilding staff, Maintenance, and RepairsBuilding staff, Maintenance, and RepairsFoodFoodOther direct operating costsOther direct operating costs

Caution: Caution: SHP grants cannot have operating funds for SSO SHP grants cannot have operating funds for SSO

projects and housing with Section 8 Project Based projects and housing with Section 8 Project Based funding for the portion used for housing unitsfunding for the portion used for housing units

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LeasingLeasingSHP grantee may have the lease in its name or SHP grantee may have the lease in its name or – may hold the lease jointly with the participant or may hold the lease jointly with the participant or – may allow the participant to have the lease in his or may allow the participant to have the lease in his or

her name,her name,

May allow tenant to assume leaseMay allow tenant to assume leaseNumber of units “x” fair market rents or Number of units “x” fair market rents or reasonable rent if lesser amountreasonable rent if lesser amountSHP grantee may not have an ownership SHP grantee may not have an ownership interest in the property that is leasedinterest in the property that is leasedCannot rent from relatives of client Cannot rent from relatives of client

Lease

SHP grantee may have the lease in its name or SHP grantee may have the lease in its name or – may hold the lease jointly with the participant or may hold the lease jointly with the participant or – may allow the participant to have the lease in his or may allow the participant to have the lease in his or

her name,her name,

May allow tenant to assume leaseMay allow tenant to assume leaseNumber of units “x” fair market rents or Number of units “x” fair market rents or reasonable rent if lesser amountreasonable rent if lesser amountSHP grantee may not have an ownership SHP grantee may not have an ownership interest in the property that is leasedinterest in the property that is leasedCannot rent from relatives of client Cannot rent from relatives of client

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Eligible grant administration fund uses Eligible grant administration fund uses Attending trainings related directly to the SHP Attending trainings related directly to the SHP grant program and financial training on working grant program and financial training on working with Federal fundswith Federal fundsA-133 Audits only A-133 Audits only – Pro rated if multiple sources of Federal fundsPro rated if multiple sources of Federal funds

Gathering data and Preparing the Annual Gathering data and Preparing the Annual Progress ReportProgress ReportMaking draws of HUD grant fundsMaking draws of HUD grant funds– Includes gathering supportive documentation Includes gathering supportive documentation

All the above expenses must be documented All the above expenses must be documented administration is not an automatic 5%administration is not an automatic 5%

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Explanation of Items Explanation of Items in Your Budgetin Your Budget

Consult “Section D” of “SHP Desk Consult “Section D” of “SHP Desk guide” and policy of August 24, 2000 guide” and policy of August 24, 2000 Explain and itemize all items to be billed Explain and itemize all items to be billed to a category such as case manager to a category such as case manager salary, fringe benefits and other direct salary, fringe benefits and other direct costscosts– Such as supplies, telephones, equipment etc. Such as supplies, telephones, equipment etc.

otherwise we may only assume salaryotherwise we may only assume salary

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Match Special IssuesMatch Special Issues

Cash Match documentation required for first year if technical submission neededCertify to obtaining match for years 2 & 3 Match not needed to apply for SHP funds, but must have it at grant agreement timeMatch documented at the end of each operating year in Annual Progress Report

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Deed Restrictions on Capital ProjectsDeed Restrictions on Capital Projects20 year requirement to operate building for 20 year requirement to operate building for the population described in the funded the population described in the funded applicationapplicationRecorded with county and is a lien on the propertyRecorded with county and is a lien on the propertyRecorded before the release of capital grant fundsRecorded before the release of capital grant fundsHUD has a first position against the property before HUD has a first position against the property before other grants and soft loans are repaid or satisfiedother grants and soft loans are repaid or satisfiedGrantee with HUD permission may transfer property Grantee with HUD permission may transfer property to a qualified entityto a qualified entityIf default, foreclosure or change of use by grantee, If default, foreclosure or change of use by grantee, grantee must repay HUD the total grant plus grantee must repay HUD the total grant plus appreciated value in first ten years of operationsappreciated value in first ten years of operations– 10% reduction in funds owed per year starting with the 10% reduction in funds owed per year starting with the

1111thth year year

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Renewals Renewals

SHP budget items that may be renewed: SHP budget items that may be renewed: Supportive ServicesSupportive ServicesOperatingOperatingHMISHMISLeasing Leasing

– (a 4% increase given by HUD 2008 for leasing only) (a 4% increase given by HUD 2008 for leasing only)

AdministrationAdministration

In FY 2008 HUD allowed for the average In FY 2008 HUD allowed for the average annual amount of the previous approved annual amount of the previous approved

SHP budget with no increase for inflation for SHP budget with no increase for inflation for services, operating or HMIS. services, operating or HMIS.

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Expected Renewal Process for 2009 Expected Renewal Process for 2009 Grantee asks for a renewal in the calendar year Grantee asks for a renewal in the calendar year

prior to depletion of funds. prior to depletion of funds. (i.e. if funds will run out by December 31, (i.e. if funds will run out by December 31,

2010 renew with the 2009 SuperNOFA)2010 renew with the 2009 SuperNOFA) COCs may renew none, all, or part of the funds COCs may renew none, all, or part of the funds Grantee will be judged on performance by COC Grantee will be judged on performance by COC

and HUDand HUD Renewal may be 1, 2, or 3 years depending Renewal may be 1, 2, or 3 years depending

upon COCupon COC Renewal assumes the current number of Renewal assumes the current number of

households receiving assistance as under households receiving assistance as under previous contracts previous contracts

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Renewal Supportive Housing ProgramRenewal Supportive Housing Program Funding Budget 1, 2 or 3 years Funding Budget 1, 2 or 3 yearsBudget ItemBudget Item SHP SHP

RequestRequestCash Cash MatchMatch

Total Total BudgetBudget

Supportive Housing Supportive Housing ServicesServices

$80 K$80 K $20 K$20 K $100K$100K

OperatingOperating 75K75K 25K25K 100K 100K

HMISHMIS 8K8K 2K 2K 10K10K

LeasingLeasing 150K150K N/AN/A 150K150K

SubtotalSubtotal $313K$313K 47K47K $360K$360K

Administration- 5% Max.Administration- 5% Max. 15 K15 K N/AN/A

TotalTotal $328 K$328 K

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Term Extensions to Avoid Renewals Term Extensions to Avoid Renewals

If funding permits-- grantee may extend term If funding permits-- grantee may extend term limit of present contract to avoid the renewal limit of present contract to avoid the renewal process for a year or more. process for a year or more. Grantees Grantees may may extend contractsextend contracts to January 31, 2011 or to January 31, 2011 or beyond and delay renewal if level of beyond and delay renewal if level of services can be maintained to avoid the services can be maintained to avoid the 2009 Funding cycle.2009 Funding cycle.

Grantee may find substitute funds to all or Grantee may find substitute funds to all or part of the financing for the current projectpart of the financing for the current project

Grantee must maintain current level of Grantee must maintain current level of services and households servedservices and households served

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Roles of Grantee and SponsorRoles of Grantee and SponsorApplicant or grantee Applicant or grantee contracts with HUD, contracts with HUD, oversees operations, oversees operations, reports to HUD and reports to HUD and monitors activities of monitors activities of Sponsors.Sponsors.

Sponsor(s) provides Sponsor(s) provides support services to support services to tenants, may own or tenants, may own or manage housing units, manage housing units, find participants and find participants and arrange for services arrange for services and housing units to and housing units to rentrent

Some duties need to be negotiated between grantee and sponsor

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SHP Grant Agreement—Highlights!SHP Grant Agreement—Highlights!References to the SuperNOFA, the McKinney Vento References to the SuperNOFA, the McKinney Vento Act, your approved grant application and technical Act, your approved grant application and technical submissions,submissions,States required remedies for violations, States required remedies for violations, SHP Regulations attached,SHP Regulations attached,Special conditions:Special conditions:– Clarifying eligible participants and length of stay, Reporting Clarifying eligible participants and length of stay, Reporting

requirements, Use of grant funds by budget item, Rent limits requirements, Use of grant funds by budget item, Rent limits for leasing projects, Term of assistance for participants, for leasing projects, Term of assistance for participants, HMIS, Special conditions certified by grantee, HIPAA HMIS, Special conditions certified by grantee, HIPAA concerns, Social services needs assessment of participants concerns, Social services needs assessment of participants required, Tracking of program goals, Leverage required, Tracking of program goals, Leverage documentation, Match requirements, Documentation of costs documentation, Match requirements, Documentation of costs incurred, Requirements for capital projects, Documentation of incurred, Requirements for capital projects, Documentation of expansion programs, etc. expansion programs, etc.

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Approved grant Application & Technical Approved grant Application & Technical Submissions Submissions is part of your grant agreement!is part of your grant agreement!

Describes: Describes: the approved project your agency proposed to HUDthe approved project your agency proposed to HUDthe services provided by your agencythe services provided by your agencythe population to be served and number of households the population to be served and number of households served at a point in time you statedserved at a point in time you statedthe budgets and what funds will be used for during the the budgets and what funds will be used for during the operation of the grantoperation of the grantlists sponsor or partners in the developmentlists sponsor or partners in the developmentstates match use and sourcesstates match use and sourcesincludes the goals your agency will achieveincludes the goals your agency will achieveAnd much moreAnd much more

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KnowKnow your SHP your SHP Application and your Application and your Approved Technical Submission & BudgetsApproved Technical Submission & Budgets Project Narrative Project Narrative

DescriptionsDescriptions Units and Services providedUnits and Services provided

Narrative on Applicant’s Narrative on Applicant’s experience including experience including sponsorssponsors

Program Components Program Components Targeted populations Targeted populations

including disabilitiesincluding disabilities MilestonesMilestones Chart with number of clients Chart with number of clients

served and rental Budgetserved and rental Budget

Approved budgets in technical submission

Chronic Homeless Additional Information

SHP Certifications SF 424 Application

for Federal Assistance

Logic Model Applicant

Disclosure Code of Conduct

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Participation of Homeless & Formerly Participation of Homeless & Formerly Homeless in Governing ProjectsHomeless in Governing Projects

SHP Regulations 24 CFR 583.300 (f)SHP Regulations 24 CFR 583.300 (f)

May include a formerly homeless May include a formerly homeless person on the board of directors , person on the board of directors , volunteers who were or are homeless, volunteers who were or are homeless, administrators, residence councils, administrators, residence councils,

Grantees needs to show a good faith Grantees needs to show a good faith effort to meet this requirementeffort to meet this requirement

Monitoring Exhibit 13-4 question 4 Monitoring Exhibit 13-4 question 4

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SHP SHP is is notnot a Friends and Family Program! a Friends and Family Program! Conflict of Interest 24 CFR 583. 330 Conflict of Interest 24 CFR 583. 330 Applicability of Other Federal Applicability of Other Federal Requirements (e) “Requirements (e) “conflict of interest”conflict of interest”Also cross referenced to 24 CFR 85 and 24 CFR 84 which Also cross referenced to 24 CFR 85 and 24 CFR 84 which governs use of federal funds by nonprofits or units of governs use of federal funds by nonprofits or units of government government

Prohibits employees, board members, or their families from Prohibits employees, board members, or their families from benefiting from the program benefiting from the program

Applies to contracting for servicesApplies to contracting for services

Applies to participants receiving servicesApplies to participants receiving services

Applies to sponsor or agencies providing services under the Applies to sponsor or agencies providing services under the grantgrant

Waivers maybe obtained from the HUD field office in accord Waivers maybe obtained from the HUD field office in accord with the above regulation with the above regulation

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Your agency’s Code Of Conduct Your agency’s Code Of Conduct elements to include per the SuperNOFAelements to include per the SuperNOFA

1.1. Must prohibit the solicitation and acceptance of gifts or Must prohibit the solicitation and acceptance of gifts or gratuities by officers, employees, and agents for their personal gratuities by officers, employees, and agents for their personal benefit in excess of minimal value; benefit in excess of minimal value;

2.2. Outline administrative and disciplinary actions available to Outline administrative and disciplinary actions available to remedy violations of such standards, remedy violations of such standards,

3.3. Describe the method to be used to ensure that all officers, Describe the method to be used to ensure that all officers, employees and agents of the organization are aware of the employees and agents of the organization are aware of the Code of Conduct, and Code of Conduct, and

4.4. Must be written on company letterhead that provides a mailing Must be written on company letterhead that provides a mailing address, authorized official name, and telephone number. address, authorized official name, and telephone number.

We suggest including a cross reference to conflict of interest under We suggest including a cross reference to conflict of interest under SHP regulationsSHP regulations 24 CFR 583.330 (e) 24 CFR 583.330 (e)

Can you explain your agency’s actions Can you explain your agency’s actions to a reporter on the 6 PM News?to a reporter on the 6 PM News?

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Minnesota Technical Assistance Contractor (Call HUD first )Minnesota Housing Partnership (MHP)1(800) 728- 8916 extension 113

Occasionally sub-contracts with other organizations are used

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Our New Website for the Homeless Our New Website for the Homeless Programs of HUD !!!!Programs of HUD !!!!

www.www.HUDHRE.infoHUDHRE.info General InformationGeneral Information– Notices of fund announcementsNotices of fund announcements– Studies and resources on the homelessStudies and resources on the homeless

SHP specific informationSHP specific informationOther HUD programs serving the Other HUD programs serving the homelesshomeless

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Minnesota Contacts Email AddressesProgram Representatives

Debra.Healy@HUD.gov

Joe.Geary@HUD.gov

Mary.K.Burbank@HUD.gov

Sara.J.Bergen@HUD.gov

Thomas.Koon@HUD.govPlease note there is a dot or period

between names or initials

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Minnesota Contacts (612) 370-3000

Program Representatives

Debra Healy ext. 2215

Sara Bergen ext. 2103

Joe Geary ext. 2157

Mary Burbank ext. 2102

Program Manager

Tom Koon ext. 2108

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The EndThe End