2011 FESG APPLICATION W O R K S H O P

State of California Department of Housing and Community Development

www.hcd.ca.gov/fa/fesg

FESG Program Staff

Dan Apodaca, Manager (916) 327-3633Homeless Operations Program dapodaca@hcd.ca.gov

Helene Hiromoto (916) 323-2176 FESG Representative IIhhiromoto@hcd.ca.gov

Connie Mallavia (916) 327-8115FESG Representative II cmallavia@hcd.ca.gov

James Pettit (916) 322-4082FESG Representative II jpettit@hcd.ca.gov

Amanda Lockwood (916) 322-2045FESG Representative I alockwood@hcd.ca.gov

Authority

Allocation $6,624,592 will be available to award this funding cycle.

The availability of these funds is subject to the execution of a formal Grant Agreement between HUD and the State.

Application Procedures

Read the 2011 NOFA before completing the Application.

Use original pagination and space provided in nothing smaller than 10-point type of font.

All sections I-IV, including Attachments A through N must be tabbed. Number any Attachments as an extension of the page number where the Attachment is requested. If your Application covers more than one Project, Sections II-IV are required for each.

Application Procedures (cont’d)

Submit one original application in an adequate sized 3-Ring Binder with pockets and one copy on a Compact Disk (CD) – labeled ‘Copy.’ The copy of the application must include copies of the originally signed application pages (scan the original application and save as a PDF file on the CD).

All applications must be typed or legibly printed.

Proofread the Application prior to submitting.

Deadline September 1, 2011 by 5:00 pm.

NOFA and Application available on:

www.hcd.ca.gov/fa/fesg

Application Procedures (cont’d)

APPLICATIONTIMETABLE

Technical Assistance Deadline September 1, 2011

FESG Applications Due to HCDSeptember 1,

2011 by 5:00 p.m.

Announcement of Awards Oct. 10, 2011(Approximate)

Contracts out to Awardees Oct. 31, 2011(Approximate)

Allocation of HUD Funds(Page 5 –NOFA)

4% HCD Administration 5% “New Programs” 19% “Rural County Region” 24% “Southern California Region”

33% “Northern California Region” Remaining 15% “General Allocation” awarded

competitively statewide to agencies not funded out of Regional or New Programs set-aside

Funding Limits

Note: Only 1-Year Grants Offered

Minimum Amount $30,000 for one-year grant

Maximum Amount $132,000 for one-year grant

Special Funding Limits (Page 7 –NOFA)

“Operations” – OPS (No Limit) “Essential Services” – ES (40% of the State Allocation, if approved by HUD)

“Homeless Prevention” – HP (30% of total State Allocation)

“Supervisory Shelter Supervisor” – SSA (Limited to 10% of total Grant Amount) “Grant Administration” – GA (Limited to 1% of total Grant Amount)

Obligation & Expenditure Deadlines

Contracts expire: 12-months after execution date by HCD

Funds obligated: 180 days after date of award notification.

• “Obligated" means that the grantee or State recipient has placed orders, awarded contracts, received services, or entered similar transactions that require payment from the grant amount.

Advances

After the Standard Agreement is executed, an advance may be requested, except for Renovation, Conversion and Major rehabilitation activities. Only (1) cash advance is allowed and must be requested within 60-days of the start of the grant term.

FESG regulations allow for an advance up to 30-days cash needs or $5,000 whichever is greater.

Eligible Organizations

Eligible Organizations are:

1. Units of General Local Government (Cities & Counties and Joint Power Authorities) which do not receive formula FESG funds directly from HUD.

2. Non-profit organizations located in FESG Eligible Cities or Counties with IRS 501(c)(3) tax-exempt determination. (NOFA Attachment A lists those eligible cities and counties).

3. Prior awardees who have an FESG grant that will terminate before October 1, 2011 are eligible.

Eligible Organizations (cont’d)

Experience Requirement: Provided FESG eligible activities continuously

for prior 12 months. Operation of winter or summer shelter for prior

year. New Programs:

Project has operated less than 2 years,

and

Organization has not received FESG funds in previous 2 funding rounds.

Selected Populations:See “Attachment C” in the FESG NOFA (Serving Selected Populations with FESG).

Contact FESG staff with questions:For Technical Assistance (TA) please e-mail questions to an HCD Representative. Be clear and specific in your questions. The deadline for TA is September 1, 2011.

Eligible Organizations (cont’d)

Eligible Applications

Complete applications include:

All applicable attachments and any additional requested information.

Certification of Application Information – (Page 3 of Application)

Authorizing Resolution - Attachment A (Name and Title of Authorized Person)

Certification of Local Approval - (Non-Profits Only)-Attachment C

Certification of Local Need - (All Non-Profits & Local Government ) - Attachment D

Eligible Applications (cont’d)

Complete applications include:

Evidence of Site Control (Emergency Shelter & Transitional Housing) - Attachment I

Matching Funds documentation is required from FESG Applicants for the 2011 funding round – Attachment M

Payee Data Record for all Projects including Non-profits and Governmental Units – Attachment N

Eligible Applications (cont’d)(Pages 5 & 6 of Application)

(Non-Confidential and Confidential Project Sites)

Site Control Required for all applicants except “Homeless

Prevention” only programs. Site Control must be effective for full term of Grant.

Examples:

DeedEnforceable OptionContractLease Purchase Agreement

Site Control (cont’d): Rotating Shelters and Voucher Programs Written permission to use sites including:

Term of agreement Days available Authorized signatures from both parties

Document must be submitted to HCD seven days prior to submission of the application for pre-approval.

Submit HCD approval document with application

Eligible Applications (cont’d)

Certification of Local Approval – (Attachment C)

Required for all FESG activities undertaken by non-profits. If the project site is located in an FESG-eligible city, the

Certification of Local Approval must be from the city in which the Project resides.

If the project site is located in the unincorporated area of an FESG-eligible county, the Certification must be from the county in which the Project resides.

Organizations may apply for multiple shelters and programs located in more than one eligible city or county. However, in this case, the Certification of Local Approval is required from each city or county where there is an office or site facility.

Eligible Applications (cont’d)

Eligible Facilities

Types of Eligible Facilities:

Emergency Shelters (Including Vouchers)Transitional Housing

Emergency Shelters:

Occupancy limited to 6 months or less.

Providers Cannot: Condition assistance on the payment of public or

private vouchers or cash.

Deny shelter or services to any client due to inability to pay.

Transitional Housing:

Providers must:

Limit occupancy to a maximum of 2 years.

Offer each client at least 3 self-sufficiency services.

Require clients to participate in at least 1 self-sufficiency service as a condition of receiving housing.

Provide referrals to permanent housing.

Eligible Facilities (cont’d)

Providers may charge rent: Set aside a minimum of 10% of rent charged for

each client Account for reserve of rents separately for each

client Limit rent and service fees to an ability-to-pay

formula reasonably consistent with HUD’s requirements for subsidized housing for low-income persons (generally, 30% of household income)

Eligible Facilities (cont’d)

Client Participation Rules include: Statement of maximum consecutive number of

days client is eligible to participate Policy for disability-related issues (including

reasonable accommodation & filing disability-related

Limited English Proficiency Plan Guidelines (LEP) Policy for termination or denial

- Progressive discipline warning system- Written notices- Formal appeal process

Requirements for all FESG-Funded Facilities/Programs

For Transitional Housing only, include statement regarding client’s requirement to participate in one self-sufficiency class

Domestic Violence Centers Confidentiality of information policy Option to request a Site Address Waiver

Requirements for All FESG-Funded Facilities/Programs

(cont’d)

Requirements for All FESG-Funded Facilities/Programs

(cont’d)

Required Participation of Homeless Clients:

Clients involved in constructing, renovating, maintaining, and operating the facilities

At least one homeless or formerly homeless person on board of director’s or equivalent policy-making entity

Domestic Violence Shelters

To exercise the option to request a Site Address Waiver the applicant must complete the following on the Application:

Check the box on Page 6 of the Application requesting a site address waiver.

Complete the “Confidential Site Location Designation Agreement” - Attachment K and “Confidentiality Procedure of Applicant” - Attachment L.

Major Budget CategoriesFESG Eligible Expenses

See Examples: Pages 23-25 of Application

Operations (OPS)

Essential Services (ES)

Homeless Prevention (HP)

Supervisory Shelter Administration (SSA)

Grant Administration (GA)

Renovation/Major Rehabilitation/Conversion: (If requesting, contact

FESG for technical assistance.)

Refer to website for Eligible Expense Guide: www.hcd.ca.gov/fa/fesg

Key StaffPage 17

Key Staff consists of the organization’s Staff and Volunteers that provide “Direct Client Services” for the project for which FESG funds are being requested.

Do not include staff that may have contact with clients but don’t provide “Direct Client Services”, such as: cooks, food handlers, security guards, etc.

Operations - Staff(Expenses related to the Facility)

Maintenance & Repair Staff Staff performing basic crowd control and

safety

Intake/Greeters

Facility Monitors

The costs of staff performing intake for HMIS purposes can be an Operations Expense

Operations – Non-Staff

(Expenses related to the Facility)

Security Services and Equipment

Utilities

Fuel, Oil and Wood for Heating or Cooking Shelter Rent (Not mortgage payments) Shelter Facility Insurance Shelter Furnishings Shelter Vouchers (with Evidence of Site Control) Food for Meals provided on Site

Operations – Non-Staff (cont’d)

(Expenses related to the Facility)

Vouchers Vouchers must only be used within an:

FESG-Eligible City or FESG-Eligible County

Occupancy limited to six months or less.

Payment must be at a rate that is reasonable based on local market conditions.

Eligible temporary housing includes apartments, motel rooms, hotel rooms, rental rooms in single-room

occupancy housing, single-family homes, and manufactured housing. May pay rental fees for spaces at a special occupancy

park.

Essential Services – Staff (Expenses Related to Direct Client Services)

Staff Providing Supportive Services Case Management with obtaining permanent

housing Providing medical and psychological counseling

and supervision Employment counseling, job training, job

placement

Child Care Nutritional Counseling Substance abuse treatment and counseling

Essential Services – Staff (cont’d) (Expenses Related to Direct Client Services)

Assistance in obtaining public benefits Assistance with transportation – drivers Supervisory staff of case managers

Essential Services – Non-Staff (Expenses Related to Direct Client Services)

Food for Food Baskets/Community Food closets(Give Away)

Transportation Costs: Vehicle insurance (agency vehicles only) Gasoline and maintenance (agency vehicles

only) Bus tokens and passes.

Limitations to Essential Services

Intended to pay for direct client services

Federal Non-Supplant: Not to replace existing “local government”

funding during preceding 12-month period. (Page 18-Current Fiscal Year Proposed Budget)

New Service Increased level of service

Homeless Prevention(Non-Homeless Population)

Payments in Arrears

(1 Month’s rent plus reasonable late charges)

Initial Rent (First and Last Month’s rent)

Utility Assistance (Up to 3 months past due plus reasonable late charges)

Persons Discharged from Institutions

Legal Services to Represent Clients in Eviction

Proceedings

Payments to Prevent Foreclosure on a Home

General Rules Non-Supplant:

Not to replace any source of funding from preceding 12-month period.

Must live in or be moving into homes that are located in FESG eligible localities.

All FESG funds must be distributed directly to the landlord or utility company.

Case management services in a Homeless Prevention program are eligible as Essential Services costs only.

Must be either a new service, or an increased level of service.

Limitations to Homeless Prevention

Payments in Arrears Cannot exceed one month’s rent plus a

reasonable late charge

Client must meet the following requirements: Inability of the family to make the required rent payments is due to a sudden reduction in income. Assistance is necessary to avoid eviction. No other resources are available to pay the rent in

arrears.

Limitations to Homeless Prevention (cont’d)

Initial Rent

Cannot exceed first/last month’s rent, or both if required as a condition of occupancy

May only be used if: no other resources or assistance is available for

payment of initial rent. client has not received more than one payment

of initial rent in the immediate past two years from any other source.

there is a reasonable prospect that the client will be able to make rent payments on their own within a reasonable period of time.

Limitations to Homeless Prevention (cont’d)

Utility AssistanceCannot exceed 3 months past due utility payments plus a reasonable late charge May be used only if: the client is unable to pay the utility costs in arrears due to a sudden reduction in income, and has received a notice of termination of these utility services; no other resources or assistance is available to pay the utility

costs in arrears; the client has not received more than one payment of utility assistance in the immediate past two years form any other source; there is a reasonable prospect that the client will be able to make

utility payments on their own within a reasonable period of time.

Limitations to Homeless Prevention (cont’d)

Persons Discharged from Institutions

Individuals discharged from publicly funded institutions or systems of care, such as health care facilities, foster care facilities, other youth facilities, or corrections programs and institutions.

Provide up to 3 months of initial rent and/or utility assistance to individuals whose income does not exceed 50% of the Area Median Income.

Legal Services and Foreclosure

Legal Services to Represent Clients in Eviction Proceedings

Payments to Prevent Foreclosure on a Home

Limitations to Homeless Prevention (cont’d)

Supervisory Shelter Administration

Funds to pay for the cost of supervision of shelter “Operations” staff (Limited to 10%) of the total grant amount.

Grant Administration

Staff costs to prepare FESG reports and communicate with FESG staff (Staff Salary & Benefits).

Staff costs associated with processing accounting records and billings.

Pay for FESG share of a required audit.

Administrative costs associated with implementing and operating a Homeless Management Information Systems (HMIS), such as report preparation.

General Ineligible Activities

Purchase of radios, TVs, and other appliances or equipment for recreational purposes.

Facilities which charge occupancy fees to clients of emergency shelters.

Off-site costs, special requirements, assessments, or anything more than directly necessary for the development of an emergency shelter or transitional housing.

On-site improvements or other expenses beyond those directly necessary for the development or operation of the emergency Shelter or Transitional housing facility including retaining walls, fencing, storage sheds, shade structures, playground equipment, parking lots, and landscaping.

Temporary housing for minor children separated from their families due to a court or administrative order.

Acquisition, predevelopment activities, new construction activities, or property clearance or demolition.

Services to persons who are not homeless (except in Homeless Prevention).

Telephone hotline costs. Staff recruitment or training.

Costs associated with advocacy, fundraising, or planning (including HMIS planning & development costs).

Grant Writing.

Lobbying.

General Ineligible Activities (cont’d)

Application Rating Criteria

CATEGORY MAXIMUM POINTS PER CATEGORY

1. Applicant Capability 300

2. Need for Funds 100

3. Impact & Effectiveness 250

4. Cost Efficiency 100

5. State Objectives 35

TOTAL MAXIMUM RATING SCORE 785

Applicant Capability (300 POINTS POSSIBLE)Pages 26 & 27 of Application

Experience Years providing housing & services to the homeless.

(Maximum 30 Points) Experience operating proposed program or similar

program.

(Maximum 30 Points)

Evaluation

Experience administering FESG and other Federal Housing grants.

(Maximum 30 Points)

Process utilized to self-evaluate and review program and client outcomes.

(Maximum 30 Points)

Staffing Experience of “key staff” (Maximum 60 Points)

Ratio of “key staff” to clients (Maximum 60 Points)

Reports Timely resolution of findings or corrections

(Maximum 20 Points) Timely submittal of required reports

(Maximum 20 Points) Timely obligation & expenditure of funds

(Maximum 20 Points)

Applicant Capability (cont’d) (300 POINTS POSSIBLE)

Need for Funds (100 POINTS POSSIBLE)

Page 27 of Application

The highest percentage of FESG funds compared to other sources of funding in the proposed program budget. Other sources of funding will be considered to establish the points received. (Maximum 50 Points)

Relative need for “Housing Type" as certified by a local county-wide entity dealing with Homelessness. (Maximum 50 Points)

Impact & Effectiveness (250 POINTS POSSIBLE)

(Rated with Same-Housing Types)Pages 28 & 29 of Application

Impact & Effectiveness (cont’d)

The number of services offered to all homeless persons and the accessibility of those services.

(Maximum 60 Points) In the last 12 months, the percentage of all clients who

have exited the program and moved upward along the continuum of care into emergency, transitional, or permanent housing. (Maximum 60 Points)

In the last 12 months, the percentage of adult clients who, as a result of their participation in the applicant’s program, have obtained or retained employment.

(Maximum 30 Points)

Impact & Effectiveness (cont’d) In the last 12 months, the percentage of adult clients who, as

a result of their participation in the applicant’s program, have obtained other income such as Supplemental Security Income (SSI), Temporary Assistance for Needy Families (TANF), or county general assistance. (Maximum 30 Points)

In the last 12 months, the percentage of adult clients with a mental illness or chemical addiction who, as a result of their participation in the applicant’s program, have stabilized a mental illness or chemical addiction for a minimum of 90-days for transitional housing programs, and 30-days for all other programs. Agencies with formal collaborative relationships with agencies that provide mental illness and or chemical addiction services can report on the stabilization rates of their clients through these agencies. (Maximum 30 Points)

Impact & Effectiveness (cont’d)

The applicant’s participation in a local planning process for the community-wide continuum of care or other homeless housing and supportive services plan as evidenced by documentation.

(Maximum 40 Points)

Cost Efficiency(100 Points Possible)

Page 30 of Application

Relative efficiency of proposed use of FESG funds (cost per bed/household per month). (Page 5 & 6 of Application) (Maximum 60 Points)

Level of coordination with other organizations. (Page 31-1 of Application - attachment)

(Maximum 40 Points)

State Objectives(35 Points Possible)Page 31 of Application

Chronically Homeless Definition:

As amended by S.896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009, `chronically homeless' means, with respect to an individual or family, that the individual or family—(i) is homeless and lives or resides in a place not meant for human habitation, a safe haven, or in an emergency shelter; (ii) has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least one (1) year or on at least 4 separate occasions in the last three (3) years; and (iii) has an adult head of household (or a minor head of household if no adult is present in the household) with a diagnosable substance use disorder, serious mental illness, developmental disability (as defined in Section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (42 U.S.C. 15002)), post traumatic stress disorder, cognitive impairments resulting from a brain injury, or chronic physical illness or disability, including the co-occurrence of 2 or more of those conditions.

State Objectives (cont’d)

Project targets Chronically Homeless persons. (Page 31-2 of the Application - attachment) (Maximum 35 Points)

Project does not target a population but accepts all persons in a winter/summer Shelter

Projects that serve any of the following under-served counties shall receive State Objective points: Siskiyou, Modoc, Lassen, Plumas, Sierra, Mariposa. (Page 31-2 of the Application - attachment) (Maximum 35 Points)

Projects that serve Homeless Veterans as part of a “targeted population.” (Page 31 of the application)

(Maximum 35 points)

2011 FESG ApplicationItems to Check Prior to Submitting

SUMMARY

1. Submit the Application on time. Applications received after the deadline will be declared ineligible and returned.

2. Verify the Project Site is located in an FESG eligible area. Refer to the 2011 NOFA, Attachment A.

3. Amount requested cannot be less than $30,000 and not more than $132,000.

4. Are all required applicable attachments included? (See page 32)

5. Tab your Application properly.

6. Have someone other than the grant writer proofread.

2011 FESG Application Items to Check Prior to Submitting

7. The Resolution must be fully executed and all vote possibilities noted, such as: Ayes, Noes, Abstentions and Absent. Leaving blanks is not a complete application. Name and title of the Authorized Person is required.

8. Certification of Application Information form, Page 3, must be signed.

9. All sites must have “Site Control” documentation. Only “Homeless Prevention” applications do not require site control.

10. Rotating Shelters will be required to submit their “Site control”.

2011 FESG Application Items to Check Prior to Submitting

11. Technical Assistance is available: through Sept. 1. Please email questions to an HCD Representative. Please be clear and specific with your request for assistance. Earlier the better.

12. Verify there are no Federal Supplant issues for “Essential Services” and/or “Homeless Prevention.”

13. Verify Outcomes and documentation (color coding).

14. Verify all “Key Staff” are identified and a Duty Statement for each is provided.

2011 FESG Application Items to Check Prior to Submitting

15. Verify: “Detailed Breakdown of Individual Staff Costs” (Also known as ‘Budget Summary Pages), identifies titles of positions; the duties to be performed; costs are correctly spread across Major Budget Activities; and a Duty Statement for each position is attached and supports the Major Budget Activity.

16. Applications with multiple sites must be accounted for in the total Budget of all sites. The total on the Budget Sheet must match the amount being requested on the Application Summary Form, (Page 4 of application).

17. Attachments K and L must be attached for Confidential sites. A waiver is not automatic.

18. Project Site must be in operation by the commencement date of the Standard Agreement or it will not be eligible for FESG funding.

19. Deliver and track your Application. Do not send to a P.O. Box.

2011 FESG Application Items to Check Prior to Submitting

Questions