indiana housing and community development authority kelli barker, special needs coordinator- esg...
TRANSCRIPT
Indiana Housing and Community Development AuthorityKelli Barker, Special Needs Coordinator- ESG
Contracts & Award DocumentsESG Program Objectives & RequirementsHUD Definition of HomelessnessContinuum of CareEligible ActivitiesHomeless DocumentationReports & HMISClaimsOther Federal Requirements
ESG Contracts & Award documentsReview changes to Contract/AgreementOther award documents:
Local government approval formPayroll Authorization formActivity Budget PlanConditional FundingScore summary letter
ESG PROGRAM OBJECTIVES
1) Increase number and quality of ES and TH for homeless individuals and families
2) Help operate facilities and provide essential social services
3) Help prevent homelessness
PROGRAM REQUIREMENTSDocumentation of homelessness100% match (must be documented)Keep accurate financial, service delivery recordsParticipation in state-wide Point-in-Time counts Documentation of Homeless Prevention ActivitiesParticipation of Homeless Persons in organizationEnsuring ConfidentialityBuilding and Habitability StandardsUse HMIS system (n/a –domestic violence shelters)
Continuum of Care
Local homeless assistance program planning networksCoordinate efforts of identifying needs of local homeless
populations, the resources available and resources needed to fill gaps
Important to attend meetings –advocate and collaborateMost COC’s meet monthly. Contact your local
Continuum of Care chair person in your region.
HUD’s Definition of HomelessHUD defines homelessness as someone who is living on the street or in an emergency shelter, or
who would be living on the street or in an emergency shelter without HUD's homelessness assistance. A person is considered homeless only when he/she resides in one of the places described below:
In an emergency shelter, In transitional or supportive housing for homeless persons who originally came from the
streets or emergency shelters; In any of the above places but is spending a short time (up to 30 consecutive days) in a
hospital or other institution; Is being evicted within a week from a private dwelling unit and no subsequent residence has
been identified and the person lacks the resources and support networks needed to obtain housing or their housing has been condemned by housing officials and is no longer considered meant for human habitation;
Is being discharged within a week from an institution in which the person has been a resident for more than 30 consecutive days and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing; or
Is fleeing a domestic violence housing situation and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing.
Homelessness DocumentationALL ESG Grantees are required to maintain adequate,
written documentation of homelessness status to determine eligibility.
Written- HUD sample form, or similar form OKAttach 3rd party doc- preferable. If not available,
narrativeDomestic violence shelters- homelessness must be
documented also!
ESG Eligible Activities
1. Essential Services2. Operational Costs3. Homeless Prevention
Essential Services (ES)Services for homeless clients including: employment,
health, drug abuse, education, obtaining housing, counseling, child care, transportation, job placement, job training.
Staff salaries to provide these direct care services.
No more than 30% of IHCDA’s total allocation can be used for ES!
ESSENTIAL SERVICES: Ineligible ActivitiesSalaries of employees not working directly with clientsAdvocacy, planning, organizational capacity buildingStaff recruitment/trainingTransportation costs not directly associated with service
delivery
Operational CostsShelter maintenance, repair, security, utilities, fuels,
furnishings, equipment for housing, shelter operation, rent, insurance, food, furnishings
Payment of short-term motel/hotel stays for those who are not able to stay at shelter
No more than 10% of each grantee’s award can be utilized for staff salaries (if $10,000 award, no more than $1,000 for OP staff salaries) Excludes maintenance and security salary costs
OPERATIONS: Ineligible ActivitiesRecruitment or ongoing training staffDepreciationCosts associated with the organization rather than the
facility (ex: advertisements, pamphlets about organization, survey)
Public RelationsStaff training, entertainment, conferencesBad debts/late feesMortgage payments
Homeless PreventionClients assisted must meet following:The inability of the family to make the required payments is
due to a sudden reduction in income; The assistance is necessary to avoid the eviction or
termination of services; There is a reasonable prospect that the family will be able to
resume payments within a reasonable period of time; and The assistance will not supplant funding for pre-existing
homelessness prevention activities from other sources.
No more than 30% of IHCDA’s total allocation can be used for HP!
Homeless Prevention ActivitiesShort term financial assistance with rent, utilities,
mortgage, security deposits or utility paymentsMediation programs for landlord-tenant disputesLegal services to prevent eviction
HOMELESS PREVENTION:Ineligible Activities
Housing/services to homeless persons (hotel/motel stays are claimed as Operations cost)
Direct payments to individuals needing assistanceLong term assistance beyond several monthsApplication for federal funds or unprogrammed funds
HOMELESS PREVENTION: DocumentationMust obtain documentation of :
1. Formal eviction, foreclosure or utility term. proceedings2. Inability to pay due to sudden loss of income3. Payment is necessary to prevent homelessness4. Resumption of payment being reasonably expected in the
near future
Only send proof of payment with claims. All the above documentation maintained in client files. Reviewed at monitoring.
ESG Homeless Prevention vs.
HPRP (Homelessness Prevention and Rapid-Rehousing Program)
See HUD’s Comparison chart on: http://hudhre.info/documents/HPRP_NoticeRedline_6_08_09.pdf
Pg. 53-55
ReportsReport Due Date
Semi-annual Report January 14, 2010
Annual Progress Report July 15, 2010
Close-out Report August 12, 2010
NEW: No more Quarterly Performance Reports- questions were moved to SR and APR.
Late Reports- lose pointsTurn in by e-mail preferablyAll Report forms to be posted on IHCDA Web site in July
HMIS (Hoosier Management Information System)Secure, confidential electronic data collection system
used to determine the nature and extent of homelessness. Report to HUD.
All ESG grantees (except Domestic violence shelters) are required to enter client data on regular and consistent basis
System moved from ICHHI to IHCDA this year. IHCDA pulls reports quarterly to ensure data is being
inputted into HMIS regularly.
Award MonitoringIHCDA required to monitor 25% of shelters annuallyMonitoring Tool & checklistEmphasis on financial records, cost allocation chart,
homeless documentationHealth /Safety brief physical inspectionWill be contacted when your facility is due for a visit.Use “Financial Management for Nonprofits” resource
guide
Match100% matchMust be documented and designated as ESG match (cost
allocation chart)Cannot use funds used to match previous ESG GrantEligible Match:
Cash/Grant Value of any donated material or buildingValue of any lease on a buildingAny salary paid to staff to carry out the ESG programValue of time and services of volunteers to carry out the ESG
program at rate of $5/hr. (professional services-medical/legal- at reasonable and customary rate)
Budget Modifications1. Move money between activities (from ES to OP, from
OP to HP, etc.) Must submit request on letterhead with Exec. Dir.
signature, explaining reason why necessary; AND Also, submit revised Budget plan (new form) Budget Amendment (new form)
2. Move money among line items within activities Must submit revised Budget plan with next claim
MAX. OF ONE MODIFICATION PER AWARD YEAR!
Claim ProcessPayment by reimbursement onlyNo more than 12 monthly claims per year. Cannot
combine months.Can skip a month (Sept.), but once skipped and next
month is claimed (Oct.), cannot go back and claim for skipped month (Sept.)
Must be PAID or INCURRED in month claimedWhat needs to be submitted with claim?
Claim Voucher & Financial Narrative ( one Excel doc)Documentation that expense was paid (either invoice with
check # and date paid written/stamped OR cancelled check)Check #’s and signature before sending!
CIVIL RIGHTS/ACCESSIBILITYRequired to maintain compliance with civil rights and fair
housing lawsRequired to make ESG funded facilities and services available
to all on a nondiscriminatory basis and publicize this factIf not, must establish additional procedures that will ensure
these persons are referred to appropriate facilitiesIf cannot provide handicap accessible services, must provide a
procedure to refer people to accessible facilities/servicesAll ESG Grantees required to post Equal Housing Opportunity
poster
LEAD BASED PAINT (LBP) REQUIREMENTSAll requirements are in your manual however there is a
section just for ESG Lead requirements.Most emergency shelters are exempt from the lead-
based paint regulations, however encouraged to test for lead if frequented by children less than 6 and building is older than 1978.
Applies to: Longer-term Transitional Housing in an apartment with one or more bedrooms AND has family residents who are in a program that requires continual residence of more than 100 days.
Lead Based Paint brochuresIHCDA requires long term transitional housing to
participate in educating the public on the hazards. EPA lead brochures must be distributed and in their files.
Websites for information & brochures: http://www.epa.gov/lead/pubs/nlicdocs.htm
Defining a successful ESG programOne that successfully moves people to permanent housing/
Housing First modelsOne that moves individuals toward employmentOne that engages persons with appropriate case management
and mainstream resourcesOne that actively collaborates with other community
organizations and planning organizationsNOT solely defined by the # servedFuture of ESG: similar to HPRP model- homeless prevention
and rapid re-housing, delivering home-based services, moving people out of homeless system
