DCA – Georgia’s Housing Source Georgia Balance of State CoC (GA-501) New Permanent Housing Bonus...

DCA – Georgia’s Housing Source

Georgia Balance of State CoC (GA-501)New Permanent Housing Bonus (PHB)

Project Applications

Webinar: December 4, 2012 / 2:00 P.M.

To access Webinar, please register at:

https://www4.gotomeeting.com/register/219110407

(upon registration, you will receive call-in & log-in information)


Overview of Continuum of Care (CoC) Program & Project Applications


DISCLAIMER

• This is a GENERAL overview of the CoC Program and Application (for eligible NEW projects to be scored and ranked under Georgia’s BoS CoC competition).

• Applicants are responsible for reading the NOFA, regulations, and other related information on HUD’s Homeless Resource Exchange (HUDhre.info) to see program and eligibility requirements.

http://www.hudhre.info/index.cfm?do=viewEsnapsIssuances


Eligible Components for New Bonus Projects

Permanent Supportive Housing (permanent housing for people that are homeless and have a disability)

CoCs may submit project applications for Permanent Housing Bonus projects, which are new permanent supportive housing projects that serve chronically homeless individuals and families, with priority on serving those with the longest histories of homelessness, in an amount up to 10 percent of the CoC’s PPRN. (Up to $1,245,326 for all new PHB projects combined.)

For new projects to be awarded: 1) CoC must score high enough AND 2) funding must be available.


New PHB Funds in BoS Can Be Used For:

• Leasing (see § 578.49 for full guidance)– No Match Requirement

– Can lease structures or individual units to provide housing

– Based on Fair Market Rent for location

– No utilities unless they are included in the actual rent amount

• Supportive Services (see § 578.53 for full guidance)– Case Management (ONLY eligible service cost for PHB)

– 20% maximum amount (of program costs)

– 25% Match



• Operating Costs (see § 578.55 for full guidance)– Electricity, gas and water,

– Furniture,

– Equipment

• HMIS (see § 578.57 for full guidance)– Data entry

– Monitoring and reviewing data

– Other



• Administrative Costs (§ 578.59)– Up to 7% of Grant Amount (limited this year)– Costs associated with general management, oversight, and

coordination; training on Continuum of Care requirements; and environmental review.

– Administrative costs cannot be used for staff and overhead costs directly related to carrying out activities eligible under § 578.43 through § 578.57.

• Homeless Management Information System (§ 578.57 )– Fees, Data EntryPlease see full CoC Interim Regulations at:http://www.hudhre.info/documents/CoCProgramInterimRule_FormattedVersion.pdf


Matching/Leveraging Requirements

(CoC Interim Regulations: § 578.73)You MUST submit FORMAL documentation with Application

Packets (within each of the 7 copies)

• The recipient or subrecipient must match all grant funds, except for leasing funds, with no less than 25 percent of funds or in-kind contributions from other sources for eligible costs.

• Match must be for eligible activities within the same category– HMIS dollars are not eligible match for Supportive Service

Costs • Examples of Eligible Sources of Cash Match include:

– Applicant/Project Sponsor’s own cash– Federal government grants/contracts (excluding CoC funds)– State and local government grants/contracts– Private grants or contributions


Matching/Leveraging Requirements continued

Non-cash can include:

• Client fees

• In-kind donations

• Volunteer time

• Donated services

• Donated Property

CoCs that have 100 percent participation in leveraging from all project applications (including only those communities that have commitment letter(s) on file that are dated within 60 days of the CoC application deadline) and that have at a minimum 150 percent leveraging will receive the maximum points.


Match/Leveraging Documentation

Commitment Letters

100% of applicants MUST submit match/leveraging documentation for review – 150% is the goal

Please remember, grants are disbursed on a reimbursement basis ONLY. Depending on financial history, audit records, and the IRS 990, agencies with only in-kind match, may not be determined as having capacity to

administer the program.


Eligible Populations


Chronically HomelessProject MUST serve 100% Chronically Homeless

An “individual” or “family” that :

• With the exception of persons in institutions, currently living in place not meant for human habitation, a safe haven, or emergency shelter; and

• Continuously unsheltered or in a shelter for at least 1 year, or this is the 4th separate occurrence of this living situation in the past 3 years; and

• Head of household can be diagnosed with a specific disability (see page 53 of CoC Interim Regulations).

Persons who were chronically homeless at entry remain chronically homeless at exit, if an institutional stay is less than 90 days.

The definition of Chronically Homeless Person was expanded to include families with at least one adult member who has a disabling condition. The family must meet all the other standards for chronic homelessness (above).


Can be diagnosed with one or more of the following conditions: substance use disorder, serious mental illness, developmental disability (as defined in section 102 of the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)), post-traumatic stress disorder, cognitive impairments resulting from brain injury, or chronic physical illness or disability (page 53, CoC Interim Rule).

In general, the disability is expected to be of long-continued and indefinite duration; substantially impedes his or her ability to live independently; and is of such a nature that ability to live independently could be improved by more suitable housing conditions.

Definition of Disability (as it relates to Chronically homeless)


Homeless Verification

A person is chronically homeless IF:

you can prove with adequate documentation.

All projects MUST meet HUD definition of chronically homelessness and MUST complete/provide homeless verification on ALL persons served.

Example of Documentation format on DCA S+C web page at:

http://www.dca.ga.gov/housing/specialneeds/programs/ShelterPlusCare_GranteesOnly.asp


Examples of Persons NOT Eligible

• Persons in transitional housing• Persons housed or with resources for housing• In housing paying excessive rent, in substandard or

overcrowded housing• Living long-term with immediate family, relatives or

friends • Living in a congregate living facility (other than a

shelter)• Living in a hospital or institution (for > 90 days)

where the institution has a policy that requires housing placement at discharge

• Youth or adults in state’s custody


Grant Requirements


Grant Requirements

• Match

• Leveraging

• Homeless Verification

• Disability Verification (if applicable)

• HMIS Participation

• Collaboration with McKinney Education Liaison (if appli.)

• Site Control

• Environmental Review

• Technical Submission

• Annual Performance Report

• Support Service Provision

• Certifications listed in NOFA

• Program Eligibility

• Etc…

Read HUD’s CoC Interim Regulations and 2012 CoC NOFA to ensure you will be able to comply with ALL requirements which include but are not limited to:


Certification of Consistency with Consolidated Plan

• Albany

• Brunswick

• Dalton

• Gainesville

• Hinesville

• Macon

• Rome

• Valdosta

• Warner Robins

• Cherokee County

• Clayton County

• Gwinnett County

• Henry County

*All other cities and counties fall under the State’s Consolidated Planning jurisdiction.

Local Consolidated Planning Jurisdiction will need to review project application to determine if proposed project is consistent with their Consolidated Plan . Con Plan jurisdictions within State’s CoC are:


Certification of Consistency with Consolidated Plan

• CoC submits one document in CoC Application (all grantees within each jurisdiction combined on one form for each jurisdiction

• DCA needs to know the county(ies) of all proposed projects

• Tina will email local Consolidated Plan reps and cc New PHB applicants

• Local jurisdictions need to review/approve projects (see next page)


HMIS Participation

• Mandated by HUD through Continuum of Care Process

• All agencies participating in the Balance of State CoC must actively participate in Homeless Management Information Systems (HMIS) through use of Pathways COMPASS

• Data reported to HUD on an annual basis through Annual Homeless Assessment Report (AHAR)

• AHAR used by Congress to determine future funding levels

• Data used by Continuum and Statewide for planning


Georgia CoC HMIS Policy

• Enter all consenting clients into HMIS– Authorization for HMIS should be attempted for 100%

• ENROLL and DISCHARGE clients in a timely manner• Comply with current privacy and security standards• DCA staff monitor compliance with policy through:

• Site Visits• System Utilization Reports

• Family Violence Agencies are to use and submit HUD APRs from the ALICE MIS

GA CoC HMIS Policy and CoC Data Standards can be found on DCA Website: http://www.dca.ga.gov/index.asp


Housing Support Standards

• ALL SHP grantees in Balance of State must adhere to Housing Support Standards

• Standards available on DCA website as well as Implementation Guide

• Support Standards seek to ensure all individuals/families served through DCA funded programs receive access to quality services that will improve their housing stability and move them along the continuum of care and out of homelessness

• Emphasize assessment of housing barriers, development of housing goals, connection to services and tracking progress

• The activities and outcomes related to the standards are tracked in Pathways Compass

• Procedures for Family Violence Agencies Under Development


Annual Performance Report

• Must report to HUD annually on the performance of the project

• Particularly interested in:– Increasing Housing Stability– Increased Employment

• Report is based on data from HMIS and is reported through E-SNAPS


HEARTH Act Changes

• May 20, 2009 – Reauthorization of HUD's McKinney-Vento Homeless Assistance programs.

• August 31, 2012 – Continuum of Care Interim Rule in effect • Program Requirements changed . . .

– Definitions and eligibility changed– Requirements to collaborate with McKinney Education Liaison at

the program level– Agencies that serve families cannot discriminate against families

based on age or gender of their children or composition of their family

• HUD is evaluating Continuums of Care on their ability to:– Reduce the number of people entering homelessness, reduce the

length of time people stay homeless, reduce the number of people that return to homelessness


2012 NOFA Performance Measures & HMIS

• Increased emphasis on performance• CoC applications scored on performance:

– Length of time participants stay in projects– Reduction in recidivism– Participants movement to and stability in permanent housing– Participant employment and income growth– Reduction in homelessness, family homelessness, chronic

homelessness, etc.

• Increased emphasis on HMIS– Annual data should come directly out of HMIS**CoCs review Project and HMIS performance in HMIS


2012 NOFAEducational Assurances

(see pp. 23-24 of Project Application Instructions)

• Project Applicants must demonstrate that project has established policies and practices consistent with the laws related to the provision of educational and related services to individuals & families experiencing homelessness; and


2012 NOFA Educational Assurances

continued

• Projects serving families must demonstrate in application that a staff person has been designated to ensure that children are enrolled in school and receiving educational services, as appropriate (can include early childhood programs such as Head Start, Part C of the Individuals with Disabilities Education Act, and McKinney-Vento education services); and

• Must address non-compliance (if applicable).


Application Scoring


Balance of State CoC Scoring(As listed in 2012 GA BoS CoC Application Guidelines & Scoring Criteria)

1. Provide Project Description (MUST submit) - no points2. Submit most recent APR – N/A for New PHB3. Overall Organizational Capacity – Submit experience narrative, list of

permanent staff and their duties. Nonprofit applicants must submit a list of board members, the most recent financial audit, and the most recent IRS Form 990. – 10 points maximum available

4. Cost Effectiveness – Insert table or tables showing project details (participants & units) to be compared with CoC funds requested. - 10 points max (Unreasonable cost effectiveness could result in threshold rejection.)



continued

5. Documented Cash Match and Leveraging – Insert detailed budget showing sources & uses of funds for project (and attach commitments for match & leverage). With the exception of Leasing, all projects must show 25% match. All projects must show at least some leverage, and CoC goal is 150% of amount requested. - 10 points max available for each (20).

6. For PHB – description of participants to be served, specific needs of participants to be served, the type, scale, and location of housing. Points to be awarded to assess extent to which housing to be provided meets the needs of the participants (as families as applicable) – 5 points max available

7. For SSO – N/A for PHB8. Mainstream Benefits – Describe how participants will be individually assisted

to obtain mainstream benefits by program staff. – 5 points max available9. Permanent Housing – Describe how participants are assisted to obtain and

remain in permanent housing in a manner that fits their needs. – 5 points max available



continued

10. Income and Support – Describe how participants are assisted to both increase their incomes and live independently using mainstream housing and service programs in a manner that fits their needs. – 5 points max available

11. Targeting Chronically Homeless Populations – 5 points max available12. Targeting Service Resistant participants and Veterans – 5 points available for

each (10 points max available)13. Performance Assessment for new bonus projects (of current projects) – 10

points max available (PHB projects without a current project will receive full points)

14. Monitoring History – N/A for PHB15. Housing Stability Performance of TH projects – N/A for PHB16. Income Performance of SSO – N/A for PHB


2012 Balance of State CoC Priorities

• Emphasis on Permanent Supportive Housing Options that Include Comprehensive Outreach to Sheltered and Street Populations

• Chronic Homeless Benefit• Veterans• Funding for HOUSING and operation of HOUSING• Demonstrated use of Mainstream Resources (Medicaid, TANF, SSI,

PeachCare, Workforce IA, Food Stamps, Veterans … CDBG, HOME, Section 8, GA MH/MR/SA, CSBG … Anything other than McKinney!)

• Implementation of HMIS• Matching & Leveraging• Performance Measures (past performance measured by APR)

– Housing Stability– Helping clients access Mainstream Resources

• Local Collaboration


Threshold Factors

Include, but are not limited to:• Agency does not meet HUD’s criteria for eligibility• Agency lacks adequate capacity to carry out grant • Project proposes ineligible costs or activities*• Project proposes to serve ineligible populations• Project does not demonstrate required cash match or insufficient

commitments for leveraging• Severe Compliance or Performance Issues on current projects • Project does not demonstrate adequate impact or cost effectiveness• Other, as may be identifies by reviewing staff/team

Also• Failure to Obtain Certificate of Consistency (Local Approval)


2012 New Project Ranking Process (Tier 2)

Please review HUD’s NOFA for funding criteria (pp. 7-8, 38-39, 44)

Tier 1 (ARD) - projects expected to receive notice of Conditional Funding within 45 days of HUD application deadline of 1/18/12.

Funding of Tier 2 (difference between ARD & CoC’s FPRN and any approved amounts for CoC Planning and the PH Bonus) – HUD will announce any Conditional Awards for Tier 2 projects after scoring is complete, depending on availability of funding). A CoC must score high enough to be awarded new projects.


2012 CoC Application Process


Overall CoC Application Process

• Application packages Due to DCA for scoring by December 7th

• Review Committee meets and scores project applications

• DCA provides review results (and ranking) by December 28th • Applications not rejected or ranked below the funding line can correct

mistakes (based on Review Team feedback), But NO substantial changes can be made after scoring! (see 4th page of DCA’s November 20, 2012 memo)

• Final Applications Re-SUBMITTED in E-Snaps by January 4th

• DCA submits Application to HUD by January 15th

• HUD releases award announcement for Tier 1 projects

• HUD releases CoC results for Tier 2 projects


2012 Balance of State CoC Process: E-SNAPS

• MUST complete and submit CoC Project Application electronically through E-SNAPS

• https://esnaps.hudhre.info/

• Read ALL directions:

http://www.hudhre.info/documents/ProjectApplicationInstructions.pdf

• Questions should go to HUD through Virtual Help Desk - www.hudhre.info


Each 2012 Project Application should include (see NOFA pp. 24-25)

• Project application charts, narratives, and attachments;

• SF-424 Application for Federal Assistance;

• SF-424 Supplement , Survey on Ensuring Equal Opportunities for Applicants (non-profits only & survey is voluntary);

• Documentation of Applicant AND Subrecipient Eligibility;

• Applicant Certifications (also see NOFA pp. 22-23)

• HUD-2880, Applicant/Recipient Disclosure/Update Report must be attached for each project;

• SF-LLL – Disclosure of Lobbying Activities (if applicable);

• Applicant Code of Conduct (SEE NOFA);

• HUD-50070 – Certification of a Drug-free Workplace.

*See notice for full list of requirements, certifications, & responsibilities.


New PHB Application Packets (should include):

• Applications Due to DCA for Scoring on December 7th (at DCA by 5:00 pm) to include

– Complete response to scoring criteria

– E-SNAPS Application – Completed, Submitted in E-Snaps, and PRINTED

Mail Seven complete copies of application printed from E-SNAPS AND seven copies of complete response to scoring criteria

*MUST be received by December 7th!!


Application Packet

Mail to DCA at:

Georgia Department of Community Affairs

State Housing Trust Fund

60 Executive Park South, NE

Atlanta, GA 30329

Atten: GA Balance of State Continuum of Care Application


QUESTIONS

General CoC / Application submission questions …

Tina Moore at (404) 327-6870

E-Snaps Assistance:

https://esnaps.hudhre.info/projectapps.cfm

E-SNAPS & CoC Program questions can be directed to HUD staff through the HUD HRE Virtual Helpdesk

http://www.hudhre.info/index.cfm?do=viewHelpdesk


RESOURCES

2012 Continuum of Care NOFA & CoC Competition page:

http://www.hudhre.info/index.cfm?do=viewEsnapsIssuances

CoC Interim Regulations

http://www.hudhre.info/documents/CoCProgramInterimRule_FormattedVersion.pdf

HUD HRE

www.hudhre.info

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