PY 2013 Emergency Solutions Grants (ESG)

Subrecipient OrientationFebruary 21, 2013

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Manager Esmeralda Gonzalez x2106

Senior Project Monitor Natalie Garcia x2065

Project Monitors Demetra Davis x2142

Debbie Hayes x2217

Michelle Leija x2202

Ron Smith x2128

Rent Specialist Martha Stafford x2213

Project Assistant Shalla Bass x2127

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Review folder and contents Definitions and documentation Approval process Programmatic reporting Financial reporting

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Subrecipients must maintain source documentation to evidence household income as well as eligibility under the “Presumed Benefit” categories in accordance with 24 CFR 576.500.

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Agreements were drafted based on applicants’ Request for Proposals (RFP’s) submitted to CSD for PY2013 funding

PY2013 Time of Performance: March 1, 2013 to February 28, 2014

Refer to Exhibit A: Scope of Services and Exhibit B: Budget Unit Definition Cost per Unit of Service Total No. of Units Per Activity Maximum Total Cost Per Year PY2013 Number Served

At the discretion of HCCSD management, no more than two (2) budget revision requests shall be allowed each year, to be submitted no later than 90 days prior to the end of the program year cut-off to receive your budget revision request: November 30, 2013

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1. Evaluating Eligibility2. Coordinating Services3. Client Prioritization4. Participant Share

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Intake and Assessment Continuum wide assessment tool to be used (when

finalized) for both Homelessness Prevention (HP) assistance and Rapid Re-housing (RR) assistance

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Coordination among providers Coordinated assessment system, client entry at any point, transfer

of assessment data without engaging in another assessment Point of contact such as a supervisor/manager familiar with

resources and capacity to accept and serve clients Coordinated training, staff member attends every training and

shares lessons learned with staff, shares best practices, collective problem-solving

Mainstream and targeted homeless providers Memorandums of Understanding (MOUs) to set aside spots within

other programs, streamline entry and provide direct access to other programs, and eliminate need for reassessment into other programs

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“Eligibility Criteria and Prioritization Tool” to target HP clients with the most housing barriers - minimum score of 20 for HP (RR tool is pending)

Harris County’s priority populations:o HP – families with young children and limited

housing optionso RR – formerly incarcerated individuals and

families

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Minimum client contribution amounts No client contributions upon program

entry Client contributions after 3 months of

increased income (5% of rental/utility expenses on the 4th month)

Hardship waivers

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Duration and Amount of assistance: Subrecipients are expected to provide support to clients for the full time necessary to stabilize that client and provide for the likelihood of positive housing outcomes after assistance....It is the case manager’s responsibility to document client need and ensure that ESG is the most appropriate assistance for this client. No limits or maximum standards on amount of assistance to be

provided except for ESG 24 months maximum Re-evaluation of clients (must be at or below 30% AMI)

For HP – minimum every 3 months For RR – at least annually

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Duration and Amount of Housing Relocation and Stabilization Services Housing location assistance

Designated staff finds appropriate housing choices/develops relationships with affordable housing providers; clients do not navigate system on their own

Case loads For RR and HP, 20 – 25 clients, 15 if chronically homeless

Home visits (more than the minimum required case management services is encouraged)

For RR - at least bi-weekly for the first 3 months For HP – initial home visit when 1st approved for assistance;

subsequent house visits every 3 months Office visits at least once per month

Security deposits (up to 2 months of rent) and utility deposits Rental application fees -one application at a time, encourage

rental properties to waive fees

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1) Literally homeless individuals/families (Rapid Re-housing)

2) Individuals/families who will imminently (within 14 days) lose their primary nighttime residence with no subsequent residence, resources or support networks (Homelessness Prevention)

3) Unaccompanied youth or families with children/youth who meet the homeless definition under another federal statute and 3 additional criteria (Homelessness Prevention)

4) Individuals/families fleeing or attempting to flee domestic violence with no subsequent residence, resources or support networks (both Rapid Re-housing and Homelessness Prevention)

See HUD Handout “Homeless Definition”

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RRH

HP

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RRH

RRH

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RRH

RRH

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HP

HP

HP

1st: Third Party DocumentationSource Documents Paycheck stubs, wage statement,

Award letter from SSA or Attorney General’s Office, Bank statements

Written Documentation Referral letter on agency letterhead , Verification of Employment form (VOE), letter written by family member

Oral Documentation By subrecipient staff of conversation with a 3rd party providing verification, signed and dated by subrecipient staff as true and complete; staff must document due diligence efforts to obtain third party documents and obstacles encountered (phone logs, emails, copies of certified letters)

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2nd: Intake Staff Observation (but not for income)Intake staff notes on their observations and assessments, picture of client living in car, assessment form with notes about client living in an encampment, signed and dated by subrecipient staff as true and complete

3rd: Self-Certification Used as a last resort, client provides a written statement which they sign and date; subrecipient staff signs and dates also, certifying that the information is true and correct (based on client assessment); staff must document due diligence efforts to obtain third party documents and obstacles encountered (phone logs, emails, copies of certified letters)

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INCOME LEVEL

HOUSEHOLD SIZE

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Very Low Income(Limits based on 0-30% of median family

income)13,900 15,900 17,900 19,850 21,450 23,050 24,650 26,250

INCOME LEVELS & HOUSEHOLD SIZE

Source: U.S. Department of Housing and Urban DevelopmentEffective December 11, 2012

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Refer to 24 CFR Part 5 (Electronic Code of Federal Regulations website)

•Current gross income•Anticipated during coming 12 months •Submit “Third Party Source Documentation for Income” CSD form

Rent Reasonableness (RR) ◦ Martha Stafford, Rent Specialist

Housing Quality Standards (HQS)◦ Arturo Chacon, Housing Construction and

Inspection Services

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Tenant’s signature is required only for HP projects

Updated homelessness documentation will be requested when the RR/HQS form is not submitted within a reasonable time frame from applicant’s original approval date ◦ Applicant’s homelessness documentation was approved on March 1,

2013 and the RR/HQS form is not submitted until March 13, 2013

Please allow at least 2 business days between submission of the request form before requesting results◦ Delays in inspecting the unit occur when the unit is not ready for

inspection (electricity is not turned on, unit is missing refrigerator, stove, heating)

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‣ Once unit passes RR and HQS, CSD returns the approved IEF, RR and HQS documents

‣ Things to consider:‣ The unit that was inspected must be the same unit leased‣ Monthly rent amount on the lease must match the amount of

monthly rent determined to be reasonable‣ Calculating pro-rated rent amounts

‣ The amount eligible for reimbursement cannot be before the date the unit passed RR and HQS and cannot be before the client’s move-in date

‣ Security deposit amounts must be specified on lease

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Rental Assistance Agreement

HMIS - Enter universal client data elements for all persons assessed for ESG into HMIS or a comparable database and whether assisted or denied, and the services provided

Homeless Participation - Recipients of ESG funds must provide for the participation of not less than one homeless or formerly homeless individuals on the board of directors or other equivalent policy-making entity of the recipient, in accordance with 24 CFR 576.405(a).

Terminating Assistance

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On March 18, 2013 you submit the required documentation for Alan Jackson; CSD notifies you A.J. is approved same day

On March 19nd, you submit RR/HQS request form for unit #12 at $500 monthly rent

On March 21th, CSD notifies you that A.J. and unit #12 are approved for ESG at $500 monthly rent

On March 27th, A.J. signs his lease and moves into unit #12

How much is eligible in pro-rated rent?

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Starting date that is eligible for ESG is March 27th

To calculate pro-rated rent: take monthly rent and divide by # of days in that month and multiply by number of days client lived in unit$500 / 31 days in March = $16.13/dayMarch 27 - 31 = 5 days5 days x $16.13/day = $80.65 pro-rated March rent

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On March 25, 2013 you submit the required documentation for Miranda Lambert; CSD notifies you M.L. is approved same day

On March 26th, you submit RR/HQS request form for unit #55 at $440 monthly rent

On March 29th, CSD notifies you that M.L. and unit #55 are approved for ESG at $440 monthly rent

On April 3rd, M.L. signs her lease and moves into unit #55

How much is eligible in pro-rated rent?

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Starting date eligible for ESG is April 3rd To calculate pro-rated rent: take monthly rent and divide by

# of days in that month$440 / 30 days in April = $14.67/dayApril 3-30 = 28 days28 days x $14.67/day = $410.76 pro-rated April rent

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On March 18, 2013 you submit the required documentation and the RR/HQS request form for Betty White

On March 20th, CSD notifies you that B.W. and her unit are approved for ESG

The notice to vacate lists February and March rent plus late fees for both months are overdue.

The lease states that monthly rent is $700, with a $50 initial late fee if not paid by the 3rd, and $5 daily late fee up to maximum 15 days.

How much is eligible to assist client?

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February Rent $700 March Rent $700 Late fees for February $125 ($50 + $5 x 15 days)

Late fees for March $125 ($50 + $5 x 15 days because as of March 25th, the 15 maximum days have accrued)

$700 + $700 + $125 + $125 = $1650

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1. Coversheet/Checklist2. Project Status Report3. Client Data Report4. Individual Eligibility Forms5. Tally Sheet6. Employee Data Report7. HMIS reports8. Mid-year and Annual Report

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See handouts “Subrecipient Preparation for Monitoring” and “Subrecipient Monitoring Checklist”

Notice letter 15-30 days prior to the visit Entrance conference Participant eligibility, activities provided, and consistency

with terms of the Agreement Determinations of ineligibility Policies & procedures, Section 504 survey, documentation

of homeless participation Exit conference Results letter within 30 days after the visit

Findings Concerns

Response letter from Subrecipient in 30 days Response letter from CSD in 30 days

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After the break:Finance Staff Presentation

Please turn in the Orientation Acknowledge form before you leave.

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