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CITY OF DURHAMCONTINUUM OF CARE GRANTS PROGRAM

GUIDELINES & APPLICATION2014

Mailing AddressCity of Durham

Community Development Department101 City Hall PlazaDurham, NC 27701

Office LocationCity of Durham

Community Development Department 807 E. Main Street, Bldg. 2, Suite 200

Durham, North Carolina 27701

Funded by: United States Department of Housing and Urban Development

City of Durham, Continuum of Care Grant Funding Application – 2014

CITY OF DURHAMCOMMUNITY DEVELOPMENT DEPARTMENT

CONTINUUM of CARE (CoC) PROGRAM

2014 New Grant Pre-application Package

Introduction

The City of Durham’s Community Development Department is accepting pre-applications for the 2014 Continuum of Care (CoC) Homeless Grants Competition. The Durham CoC anticipates reallocating approximately $52,444.00 to new CoC-funded projects and is soliciting applications for these funds. The exact amount of funds available for new projects will not be known until the federal Department of Housing and Urban Development (HUD) releases the Notice of Funding Availability (NOFA) later in 2014. The City is soliciting and accepting applications prior to the release of the NOFA to allow interested applicants as much time as possible to prepare the grant application. Due to HUD’s funding constraints, new projects may not be funded by HUD, even though the projects are recommended for funding by the Durham CoC.

The City is using the term “pre-application” in this document to more clearly distinguish it from the application in HUD’s esnaps website at https://esnaps.hud.gov/. All applicants are required to complete the application in esnaps, whether they are recommended for funding by the Durham CoC or not. Failure to complete the esnaps application after submitting a pre-application may negatively impact future applications for CoC funding.

The Homeless Services Advisory Committee (HSAC), the Durham CoC’s decision-making body, in its meeting on August 27, 2014, confirmed that the first priority for a new project will be Rapid Rehousing for Families. The second priority for a new project will be Permanent Supportive Housing for Chronically Homeless Persons. Applications that do not propose to use reallocated funds to address one of these priorities will not be considered. All project applicants should limit project administrative costs to no more than 7 percent of the project budget, in order to maximize the Durham CoC’s competitive advantage.

A CoC Pre-application Workshop for prospective applicants will be held on Thursday, September 11, 2014 at 10 AM in the Main Conference Room of the Community Development Department. To pre-register, please send an email message to [email protected].

Pre-applications must be received in the Community Development Department no later than Thursday, October 2, 2014 at 4 PM.

The City reserves the right to change the pre-application based on the NOFA’s regulations. Prospective applicants attending this workshop and others that have communicated their intention to apply for this grant to the City will be informed via email of any changes to the pre-application that are required by the NOFA.

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mailto:[email protected]

https://esnaps.hud.gov/grantium/publicationsWelcome.jsf%20%20


The following information contains selected portions from the Department of Housing and Urban Development’s (HUD) Fiscal Year [FY] 2014 CoC Registration Notice. Applicants are encouraged to review this information. The information is offered as background for those who may be unfamiliar with the CoC grant’s purposes and processes. Instructions for the pre-application itself begin on page six, and the pre-application begins on page nine.

A. BackgroundThe CoC Program Interim Rule (24 CFR part 578) provides the requirements for implementation and administration of the CoC Program found in Subtitle C of Title IV of the Act. This regulation governs the FY 2013–FY 2014 CoC Program Competition including the FY 2014 Registration process and the application process for FY 2014 CoC Program funds. The CoC Program improves administrative efficiency, enhances coordination requirements to better address the needs of homeless persons, and formalizes the CoC and the CoC’s planning process. It is imperative that . . . project applicants read the CoC Program interim rule to gain an understanding of the requirements of this program before applying for funding.

B. FY 2014 Funding LimitationsThe appropriation for this program made available through the Consolidated Appropriations Act, 2014 (Public Law 113-76, approved March 17, 2014) the “HUD Appropriations Act” is insufficient to implement all authorized increases. While the Act and CoC Program interim rule authorize increases in project administrative costs, leasing, rental assistance, and operating funds for renewal projects, HUD will not fund all of these increases at the maximum authorized levels.

C. Summary

IV. HUD’S HOMELESS POLICY AND PROGRAM PRIORITIESA. Policy Priorities. Applications submitted to HUD for the FY 2013 – FY 2014 CoC Program Competition will be evaluated in part based on the extent to which they further the achievement of HUD’s goals as articulated in HUD’s Strategic Plan and the Opening Doors: Federal Strategic Plan to Prevent and End Homelessness (FSP). Specifically, the FY 2013 -FY 2014 CoC Program Competition prioritizes CoC and project applications that address the goals listed below: Opening Doors: End chronic homelessness by 2015; Opening Doors: End veteran homelessness by 2015; Opening Doors: End family and youth homelessness by 2020.Below are HUD’s policy priorities, related to these goals, as set forth in the NOFA for the FY 2013 – FY 2014 CoC Program Competition, at pages 9 through 12.

1. Strategic Resource Allocation. Each CoC must comprehensively review all existing projects within its geographic area, using CoC-approved scoring criteria and selection priorities, to determine the extent to which each project is still necessary and addresses the listed policy priorities above. Funds for projects that are determined to be underperforming, obsolete, or ineffective should be reallocated to new projects that are based on proven or promising models.

2. Ending chronic homelessness.a. Increasing Beds: In order to increase the number of beds specifically for the chronically homeless and work towards the goal of ending chronic homelessness by 2015, CoCs will be able to apply for new projects created through reallocation for permanent supportive housing (PSH) that propose to exclusively serve the chronically homeless—which includes individuals and households with children—as defined in 24 CFR 578.3, as part of its comprehensive strategy to end chronic homelessness. Chronically homeless and permanent supportive housing are defined in 24 CFR 578.3. Consistent with

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the interim rule, the chronically homeless includes individuals and families who have a qualifying disabling condition and meet the criteria of chronic homelessness.b. Targeting: The chronically homeless should be given priority for PSH beds as vacancies become available through turnover. PSH renewal projects serving specific disabled subpopulations (e.g., persons with mental illness or persons with substance abuse issues) must continue to serve those groups, as required in the current grant agreement. However, the chronically homeless within the specified subpopulation should be prioritized for entry. c. Housing First is a model of housing assistance that is offered without preconditions (such as sobriety or a minimum income threshold) or service participation requirements, and rapid placement and stabilization in permanent housing are primary goals. Research shows that it is effective for the chronically homeless with mental health and substance abuse disorders, resulting in fewer inpatient stays and less expensive interventions than other approaches. PSH projects should use a Housing First approach in the design of the program.

3. Ending family homelessness.a. Rapid Re-Housing is a model of housing assistance that is designed to assist the homeless, with or without disabilities, move as quickly as possible into permanent housing and achieve stability in that housing. Rapid re-housing assistance is time-limited, individualized, and flexible, and is designed to complement and enhance homeless system performance and the performance of other homeless projects. While it can be used for any homeless person, preliminary evidence indicates that it can be particularly effective for households with children.b. CoCs may apply for new projects created through reallocation for rapid re-housing to serve homeless households with children. Rapid re-housing projects must serve households with children living on the streets or in emergency shelter.

4. Removing Barriers to CoC Resources.CoCs should review system and project level eligibility criteria to identify and remove barriers to accessing services and housing that are experienced by homeless individuals and families.a. Centralized or Coordinated Assessment System: Centralized or coordinated assessment is a key step in assessing the needs of the homeless requesting assistance and matching the needs of those households to the most appropriate housing and service options. The CoC Program interim rule requires the implementation of a centralized or coordinated assessment system.b. Transitional Housing: HUD recognizes that transitional housing can be an effective tool in many communities for addressing the needs of specific subpopulations–such as homeless youth, domestic violence survivors, and the homeless with substance abuse issues. However, recent research shows that transitional housing is generally more expensive than other housing models serving similar populations, it is often more service-intensive than most homeless households need, and that the criteria for entry into many transitional housing programs are so rigorous that transitional housing beds are under-utilized because homeless households cannot overcome the barriers to entry. HUD is strongly encouraging CoCs and recipients to carefully review the transitional housing models within the geographic area for cost-effectiveness, performance, and for the number and type of criteria used to determine eligibility for the program and determine if rapid re-housing may be a better model for the CoC’s geographic area.c. Prioritizing Households Most in Need: CoCs should prioritize those who are identified as most in need (e.g., those who have been living on the street the longest, homeless households with children living in unsheltered situations, those that are considered most medically vulnerable) for placement into appropriate housing.

5. Maximizing the use of mainstream resources.a. HUD strongly encourages CoCs and project applicants to ensure that they are maximizing the use of all mainstream services available. While the CoC Program interim rule allows for the payment of certain

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supportive service costs and Supportive Services Only projects, it is more efficient for CoCs to use mainstream resources where possible and use HUD funds for housing-related costs. CoCs should proactively seek and provide information to recipients within the geographic area about mainstream resources and funding opportunities.b. CoCs should be actively preparing for implementation of the Affordable Care Act by determining how these funds may be used by recipients to serve the homeless. While this will vary by state, CoCs should also be encouraging project recipients to participate in enrollment and outreach activities to ensure eligible households take advantage of new healthcare options.

6. Building partnerships.a. CoCs should proactively seek to engage in partnerships with Public Housing Agencies (PHA) within their geographic area. HUD encourages CoCs to partner with PHAs, for example, to create homeless preferences or adopt strategies to assist current program participants to access PHA housing resources as they become ready to do so. CoCs and PHAs are encouraged to read and use the following HUD Notice (PIH 2013-15) published June 10, 2013: Guidance on housing individuals and families experiencing homelessness through the Public Housing and Housing Choice Voucher Programs.b. CoCs should assess the extent to which philanthropy plays a role within the community. CoCs and project recipients should consider how to engage with philanthropic organizations in a way to maximize resources and increase progress towards ending homelessness.

7. Other Priority Populations: While new funding opportunities through reallocation will only be available for the chronically homeless and homeless households with children, HUD also expects CoCs to consider the needs of other homeless populations that may be prevalent in the CoC’s geographic area, especially the needs of veterans and their families and unaccompanied youth (section VII.A.1.f of this NOFA). The CoC Program Competition will include points on the extent to which the FY 2013/FY 2014 CoC Application demonstrates that these populations are served:a. Veterans: CoC Program funded projects should, to the extent possible, prioritize veterans who are ineligible for VA services and their families. CoCs should work closely with the local Department of Veterans Affairs (VA), and coordinate CoC resources with VA-funded housing and services (e.g., HUD-VASH, Supportive Services for Veteran Families (SSVF)).b. Homeless Youth: CoCs should be able to identify and describe the needs of homeless youth within the geographic area and the current programs designed to serve this population, including performance.

GETTING INFORMATION AND ASSISTANCE

HUD HRE Website: All Federal Register publications, user guides, and other resources related the FY2014 Competition, and the CoC programs may be obtained from the HUD One CPD website, http://www.onecpd.info. CoC applicants are advised to reference this website and its resources to all persons that will be working on or completing the CoC application.

HUD Homeless Assistance Listserv: Notification regarding the availability of the FY2014 CoC NOFA and reminders about registration and applications deadlines will be released via the HUD Homeless Assistance email-based mailing list. To join the mailing list, refer to the following web-site: https://www.onecpd.info/mailinglist/

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A CoC Pre-application Workshop for prospective applicants will be held on Thursday, September 11, 2014 at 10 AM in the Main Conference Room of the Community Development Department, 807 E. Main Street, Durham, NC. To pre-register, please send an email message to [email protected].

Additional questions may be directed to:

Lloyd Schmeidler, Project Manager City of Durham, Community Development Department 807 E. Main Street, Bldg. 2, Suite 200Durham, North Carolina 27701(919) 560-4570 x22267(919) 560-4090 (FAX)[email protected]

Pre-applications must be received in the Community Development Department no later than Thursday, October 2, 2014 at 4 PM. If one is planning to mail the pre-application, please plan to put the pre-application in the mail several days before the deadline. The Community Development Department will not be responsible for pre-applications delivered late. Late pre-applications will only be considered, if the department does not receive other eligible applications.

Pre-applications must include a CD or flashdrive with an electronic version of the pre-application in MS Word or pdf format and a copy of all attachments, and one original and two (2) copies of the pre-application itself (3 hard copies total). All three copies must include copies of all attachments. Each copy of the pre-application must be submitted with tabs for each section as listed in Attachment C. (Pages 1-8 of this document need NOT be included.)

Mailing AddressCity of Durham

Community Development DepartmentATTN: Lloyd Schmeidler

101 City Hall PlazaDurham, NC 27701

Office LocationCity of Durham

Community Development Department ATTN: Lloyd Schmeidler

807 E. Main Street, Bldg. 2, Suite 200Durham, North Carolina 27701

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Pre-application Review & Recommendation ProcessOnce the City receives pre-applications, the Community Development Department will confirm that the pre-application meets the minimum threshold requirements and the Durham CoC’s priorities for 2014 CoC funding using a pass/fail standard. A copy of the Project Threshold Criteria is available in Attachment D. Projects deemed not eligible will be rejected from the competition. Eligible pre-applications will be ranked by the Citizens Advisory Committee (CAC) as described below. The Community Development Department will finalize its funding recommendations as the CoC Lead Agency. The CAC’s rankings and the recommendations of the Community Development Department will be communicated to the Homeless Services Advisory Committee (HSAC). Based on available funding, funding recommendations to HUD will be made by the HSAC.

Recommendation Announcements and Appeals Processes Project applicants will be informed via email of the funding recommendations of the HSAC within 48 hours of the HSAC’s decisions. The communication to projects not recommended for funding by the HSAC will include the reasons for the rejection. Projects wishing to file an appeal of a rejection to the HSAC must file a written appeal with the Community Development Department within 72 hours of being notified of the project’s initial rejection. Funding recommendations made by the HSAC after consideration of any local appeals shall be final. Projects that believe they were not allowed to participate in a fair and open process and that were rejected by the CoC also may appeal the rejection directly to HUD by submitting a project application as a Solo Application in E-snaps prior to the HUD application deadline, per HUD’s instructions in e-snaps and/or the NOFA.

Submission to HUDAll eligible projects also must submit their application(s) to HUD via E-snaps (https://esnaps.hud.gov/grantium/frontOffice.jsf) by the deadline stated in the NOFA, whether or not they are recommended by the Durham CoC to HUD for funding. Most of the information requested in the application is taken directly from the E-snaps application form for the 2013 CoC Grants Competition. Technical support for E-snaps will be provided upon request to organizations that do not have an “Authorized Representative” set up in the E-snaps system.

Evaluation CriteriaAll eligible applications for new projects will be scored and ranked based on six factors: 1) Organizational Capacity, 2) Correctness of the Application, 3) Budget & Leveraging, 4) HUD Priorities, 5) Scope of Services, and 6) Participation in the Durham CoC. A copy of the Scoring Criteria will be available for download from the Community Development Department’s website http://durhamnc.gov/ich/cb/cdd/Pages/Home.aspx after September 15, 2014. Note that new projects, especially but not exclusively first time applicants, may be asked to provide additional information in order to satisfy requirements of the 2014 Notice of Funding Availability (NOFA) and to fairly evaluate their application.

Important Information

1. This is a competitive process for limited funding. Applicants are not guaranteed an award.

2. Successful applications may be funded for less than the amount requested.

3. Agencies that are currently receiving other funds, e.g. CDBG, HOME, ESG, from the City that are applying for these funds, must be in compliance with all terms of their current agreement(s) and must not have any outstanding audit findings, monitoring findings or concerns as determined by the City or HUD.

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https://esnaps.hud.gov/grantium/frontOffice.jsf


4. Nonprofit organizations must have an active Board of Directors documented by submitting an attendance list of board members at meetings for the previous twelve (12) months and a board membership list that includes and identifies at least one homeless or formerly homeless person.

5. Handwritten applications will not be considered for funding.

6. All applications must be bound in one 3-inch 3-ring binder with dividers separating the copies.

7. Each applicant must submit one original and two copies of the application, including copies of the attachments with each copy of the application. Original copies must contain original signatures in blue ink and not duplications. Each pre-application must be accompanied by one electronic copy on a CD or flashdrive.

8. For additional information, please contact Lloyd Schmeidler, Program Manager, at 919-560-4570 x22267 or via email to [email protected].

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CITY OF DURHAMCONTINUUM OF CARE 2014

NEW PROJECT APPLICATION

SECTION I - APPLICANT IDENTIFICATION

Project Name: Click here to enter text.

Project Address: Click here to enter text.

Legal Name of Project Sponsor: Click here to enter text.

Sponsor’s Mailing Address: Click here to enter text.

Sponsor Contact Person: Click here to enter text.

Sponsor Phone Number: Click here to enter text.Sponsor Email: Click here to enter text.

Sponsor Website: Click here to enter text.

Project Partners: (A partnering agency has a financial stake in the project or will be developing the project. These are the Agencies who must be "at your table" to make the project work for HUD.)

Click here to enter text.

Fed I.D. #: Click here to enter text. DUNS # Click here to enter text.

Name of Executive Director: Click here to enter text.

Tel: Click here to enter text. Fax: Click here to enter text.

Email: Click here to enter text. Cell: Click here to enter text.

Name of Board Chairperson: Click here to enter text.

Tel: Click here to enter text. Fax: Click here to enter text.

Email: Click here to enter text. Cell: Click here to enter text.

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SECTION II – ASSURANCE AND CERTIFICATIONS

A. Approval By the Governing Board

This Project Pre-application for Durham Continuum of Care funding has been reviewed and approved by the applicant governing board or by a duly appointed board committee.

Click here to enter text.Typed Name of Governing Board Chairperson

Signature*___________________________________________________

Click here to enter a date.Date Approved (Month/Day/Year)

*If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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B. Certification of Serving Homeless People and Non-discrimination

I, Click here to enter text., Chairperson of the Governing Board, of

Click here to enter text.(Name of Sponsoring Organization)

acknowledge that funds available under the 2014 Continuum of Care will be used to serve individuals and families who meet the definition of “homeless” used in the McKinney-Vento Homeless Assistance Programs.

I further certify that:

No person shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under the Continuum of Care Program. Any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 or with respect to an otherwise qualified handicapped individual as provided in Section 504 of the Rehabilitation Act of 1973, 24 CFR Part 100 of the Fair Housing Act, the Housing and Urban Development Act of 1978-Section 3, and Executive orders 11063, 11246, 11625, 12432, and 12138 shall also apply. Procedures will be instituted to ensure that this policy and available services and facilities are made known to all.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON

_______________________________________________________Click here to enter a date.SIGNATURE* DATE


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C. Certification of Religious Non-Discrimination

I, Click here to enter text., Chairperson of the Governing Board of

Click here to enter text.(Name of Applicant Organization)

which is is not a primarily religious organization, certify that:

1. All eligible activities under the Continuum of Care Program conducted by

Click here to enter text.(Name of Applicant Organization)

during the 2014 COC grant period will be provided in a manner that is free from religious influence and in accordance with the following principles and that the organization named above:

a. Will not discriminate against a person currently receiving its shelter and/or services or any person applying for housing or any of the eligible activities under the Continuum of Care Program on the basis of religion and will not limit such housing or other eligible activities or give preference to persons on the basis of religion; and

b. Will not engage in inherently religious activities, such as worship, religious instruction or proselytizing as part of the programs or services funded, in whole or part, with Continuum of Care Program funding. If an organization conducts such activities, the activities must be offered separately, in time or location, from the programs or services funded with COC funding.

c. Will not require clients to attend religious services and/or receive any religious instruction as a condition of their receiving shelter and/or services provided by the organization.

2. A client or resident who declines to attend religious services or receive religious instruction offered in the facility will suffer no reprisals including withdrawal of privileges, termination of residence in the facility or withdrawal of essential services heretofore provided.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON

_______________________________________________________ Click here to enter a date. SIGNATURE* DATE


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D. TERMINATION OF ASSISTANCE CERTIFICATION

Section 1402(d) of the Housing and Community Development Act (HCDA) of 1992 amends Section 415 of the Stewart B. McKinney Homeless Assistance Act and states:

"If an individual or family who receives assistance from a recipient violates program requirements, the recipient may terminate assistance in accordance with a formal process established by the recipient that recognizes the rights of individuals affected, which may include a hearing."

ATTACH A COPY OF APPLICANT ORGANIZATION’S TERMINATION OF ASSISTANCE POLICY BEHIND THIS PAGE. This policy should be approved by the organization’s governing body and must clearly outline the procedure available to program clients/residents to file grievances regarding program services or appeal their suspension or termination from program services including facility residency. An acceptable termination of assistance policy must include

1) the name of the person/persons with whom the grievance or appeal should be filed, 2) the person/persons who will review the grievance or appeal, 3) the method of review to be used, i.e. formal hearing, staff/client interviews, etc., 4) the time requirements on the client for filing the grievance or appeal; and,5) the time requirements on the organization for review of the grievance or appeal and rendering of

a final decision.Clients should be allowed to file grievances and/or appeals orally if needed. Staff making decisions to suspend or terminate services to the client or who are the subjects of a client grievance may not have the authority to decide the validity of a client grievance or appeal or be involved in the final disposition of the grievance or appeal.

I, Click here to enter text., Chairperson of the

Governing Board of Click here to enter text.

certify that a termination of assistance policy has been established by the governing board in accordance with the requirements of Section 1402(d) of the Housing and Community Development Act (HDCA) of 1992 that amends Section 415 of the Stewart B. McKinney-Vento Homeless Assistance Act, as evidenced by the termination of assistance policy that is attached.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON*

_______________________________________________ Click here to enter a date.SIGNATURE DATE

* If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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E. CERTIFICATION OF COMPLIANCE WITH REPORTING REQUIREMENTS

In order to satisfactorily complete periodic Performance Reports, all 2014 COC grant recipients must collect the following information on the persons served and services provided during the grant period and enter this information in Durham’s Homeless Management Information System (HMIS). Agencies serving survivors of domestic violence are exempt from participation in a community’s HMIS but must demonstrate that they have a database comparable to a HMIS and are able to provide statistical information from that database upon request that does not compromise client privacy.

Universal Data Elements Program Specific Data Elements

Name Housing StatusSocial Security Number Income & Sources of IncomeDate of Birth Non-Cash Benefits Race Health InsuranceEthnicity Physical DisabilityGender Developmental DisabilityVeteran Status Chronic Health ConditionDisabling Condition HIV/AIDS Residence Prior to Project Entry Mental Health ProblemProject Entry Date Substance Abuse Project Exit Date Domestic ViolenceDestination at Project Exit Residential Move-In Date (for Rapid Rehousing)Personal ID Housing Assessment Disposition (Rapid Rehsg)Household ID Housing Assessment at Exit (Rapid Rehsg) Relationship to the Head of Household Client Location Length of Time on Street or in Emerg. Shelter

I, Click here to enter text., Chairperson of the

governing board of Click here to enter text., certify that the information noted above will be collected for reporting in the Quarterly and Annual Performance Reports required by the Durham Continuum of Care when the project accepts tenants and as long as the project continues to receive Durham CoC funding.

_______________________________________________Signature of Governing Board Chairperson*

Click here to enter a date.Date

* If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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Section III – PROJECT DESCRIPTION (Note: Narrative sections will expand as text is entered. Space between questions is NOT indicative of a suggested response length.)

A. Program Component Type: (Check only one)

Please be aware of the following distinction between leasing and rent assistance: In a leasing project, the organization managing or administering the project leases the housing unit from the landlord and then sublets the housing units to project participants/tenants. In a rental assistance project, the project participant/tenant has a lease for the housing unit with the landlord and the project provides rent assistance payments to the landlord. Choose an item.

Transitional Housing Program1 Permanent Rapid Re-housing (leasing only)2. Permanent Rapid Re-housing (rental assistance) 3. Permanent Supportive Housing (leasing only)4. Permanent Supportive Housing (rental assistance)

B. What population will your program serve?

Families with Children Single Adults Both Families w. Children & Single Adults Households with Only Children

C. Does your program plan to serve the following subpopulations?

Chronically Homeless Individuals Chronically Homeless Families Veterans’ Families No

D. Project Description: ALL PROJECTS

1. Provide a description after 6.b. below that addresses the entire scope of the proposed project: A project description should be complete and concise. It must address the entire scope of the project, including a clear picture of the community/target population(s) to be served, the plan for addressing the identified needs/issues of the Durham CoC’s community/target population(s), projected outcome(s), and any coordination with other source(s)/partner(s). In cases where the proposed project is expanding an existing facility or non-HMIS service, document, when applicable, how the requested funds will supplement existing services and resources or increase participants served. The narrative is expected to describe the project at full operational capacity. The description should be consistent with and make reference to other parts of this application. New applicants are encouraged to review applicable CoC program regulations and desk guides available online at http://esnaps.hudhre.info.

Describe the estimated schedule for the proposed activities, the management plan, and the method for assuring effective and timely completion of all work. This narrative must demonstrate how full capacity will be achieved over the term requested in the application. As applicable, ensure that the narrative addresses the following questions.

2. If applicable, describe the proposed development activities and the responsibilities that the applicant and potential sub-recipients (if any) will have in developing, operating, and maintaining

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the property. This is required only for projects that depend upon the full or partial construction or rehabilitation of property for the operation of the proposed activities.

3. Will the project provide Rapid Rehousing (RRH)? The CoC Interim Rule describes two eligible types of Permanent Housing: RRH and Permanent Supportive Housing (PSH). If providing RRH, please indicate the maximum length of rental assistance: up to 3 months; up to 12 months; up to 18 months; or up to 24 months. Describe the method for determining the amount and duration of rental assistance that RRH participants may receive.

4. a. Will participants be required to live in a particular structure, or locality, at some point during the period of participation? (PH projects may require clients to live in a particular structure for the first year and in a defined geographical area for the entire term of stay in the program, even tenant-based rental assistance.)

5. a. Are more than 16 persons going to be living in one structure? If the project plans to have more than 16 persons reside in one structure, then provide an explanation on how local market conditions necessitate this size and how neighborhood integration can be achieved for the residents. For more information on the 16-person limit, see Section 424(c) of the McKinney-Vento Act.

6. b. If yes to 6.a., explain how and why the project will implement this requirement. Provide a narrative description of the reason(s) the applicant has chosen to enforce this requirement for participants.

E. Relationship of Project to Gaps in the Continuum of Care: Describe how this project will fill in a gap in the community’s Continuum of Care system.

F. Mainstream Resources: Describe how your organization uses the following other mainstream resources: MEDICAID, State Children’s Health Insurance Program, Workforce Investment Act, Veterans Health Care, Social Security Insurance, TANF, Food Stamps, to assist the homeless persons in the Continuum of Care System. Please be specific to your current strategies, policies and protocols concerning the use of other mainstream resources.

G. Describe how participants will be assisted to obtain and remain in permanent housing.

H. Describe specifically how participants will be assisted both to increase their employment and/or income and to maximize their ability to live independently.

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I. For projects serving families, are the proposed project policies and practices consistent with the laws related to providing education services to families, allow for the free exercise of rights provided by the education subtitle of the McKinney-Vento Act, and other laws relating to the provision of educational and related services to individuals and families experiencing homelessness?

J. For projects serving families, does the applicant/sponsor have a designated staff person responsible for ensuring that children are enrolled in school and connected to the appropriate services within the community, including early childhood education programs such as Head Start, Part C of the Individuals with Disabilities Education Act, and McKinney-Vento education services? What is the name and job title of that person?

K. Will the project use Energy Star appliances? Yes No

In the following sections, the specific narratives that should be provided will vary based on the program type.

Knowledge and Experience: In these sections, describe why the applicant, sub-recipients and partner organizations (e.g. developers, key contractors, subcontractors, and service providers) are the appropriate entities to receive funding. Provide concrete examples that illustrate their experience and expertise in the following: 1) working with and addressing the target population’s identified housing and supportive service needs; 2) developing and implementing relevant program systems, services, and/or residential property construction and rehabilitation; 3) identifying and securing matching funds from a variety of sources; and 4) managing basic organization operations including financial accounting systems.

L. Describe the experience of the project applicant, sponsor, and any partners, as it relates to working with homeless persons and the project’s target population.

M. Describe the experience of the applicant, sponsor, and partners, as it relates to leasing units, administering rental assistance, providing supportive services, and implementing a HMIS or comparable database, as applicable to the proposed project.

N. Describe the experience of the applicant, sponsor, and partners (if any) in effectively utilizing federal funds and performing the activities proposed in the application, given funding and time limitations.

O. Describe the experience of the applicant, sponsor, and partners (if any), in leveraging other Federal, State, local, and private sector funds.

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P. Describe the basic organization and management structure of the applicant and sub-recipients (if any). Include evidence of internal and external coordination and an adequate financial accounting system.

Q. Name the administrators, executives, and program directors who will implement the proposed project, describe their administrative and leadership experience, and indicate how long they have been employed by the organization.

R. Are there any unresolved monitoring or audit findings on HUD McKinney-VentoAct grants, including ESG? Has your organization had any HUD findings, resolved or unresolved, in the last five years? Has your organization had any unspent funds or had to return any HUD funds in the past five years? (If “Yes” to any of these questions, please explain and provide copies of correspondence with HUD concerning these matters.)

S. Describe any rehabilitation proposed for the property and the responsibilities that the applicant and other project partners will have in operating and maintaining the property.

T. Describe the accessibility of basic community amenities, e.g. medical facilities, grocery stores, recreation facilities, schools, etc.) to the project. (Basic community amenities should be accessible to participants via walking, public transportation, driving, or transportation provided by the project.)

U. Outreach: Enter the percentage of homeless person(s) who will be served by the proposed project who will come from each of the following locations:

Persons who came from the street or other locations not meant for human habitation

Persons who came from Emergency Shelters Persons who came from Safe Havens Persons in TH who came directly from the street, emergency shelters, or Safe

Havens Total of above percentagesIf the total above is less than 100 percent, identify the other location(s), and how the persons will meet the HUD homeless definition.

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Describe the Outreach Plan to bring these homeless persons into the proposed project.

V. Consumer Satisfaction & Participation Narrative Provide, in narrative format, response to the following questions:

1) How does your organization propose to collect program participant feedback and satisfaction?

2) What were the results of your agency’s or program’s most recent consumer satisfaction survey? Did consumers report satisfaction with program and services? Did they identify items that should be changed? If so, how is the agency addressing this?

3) Does the organization have a consumer(s) or former consumer(s) of its services involved in any of the following (check all that apply):

1.A position on the organization’s Board of Directors 2. A peer counselor (or similar role) 3. A consumer-led tenant advisory council (or similar role) 4. A similar role in which consumer or former consumers of services are involved in a

decision-making or advisory role within the organization

If #4 is checked, please briefly describe the nature of how the organization engages consumers or former consumers in the decision-making process or other role within the organization:

W. Please describe how the agency currently participates in CoC committees, subcommittees, task forces, etc. and community-wide and collaborative efforts to address homelessness in Durham in order to fulfill the vision, goals, and objectives of Durham Opening Doors as listed in Attachment D.

Section IV: PERFORMANCE MEASURES

Instructions: The Applicant must establish performance measurement goals for this project. All applicants are required to set a housing stability goal and to select at least one other performance measure on which the grantee will report performance in the Annual Performance Report (APR), if the project is funded. The “Universe” column specifies the total number of persons about whom the measure is expected to be reported. In the “Target (#)” column, applicants should specify the number of applicable clients (e.g., the number of persons for whom the goal is relevant) who are expected to achieve the measure within the operating year. In the “Target (%) column, applicants should specify the percentage of the total number of clients who are expected to achieve the measure within the

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operating year. For example, if 80 out of 100 clients are expected to remain in the permanent housing program or exit to other permanent housing, the target % should be “80%.”

A. Specify the universe and target numbers for the following performance measure(s).

Housing Measure Universe (#) Target (#) Target (%)a. Persons remaining in permanent housing as of the end of the operating year

b. Persons exiting to permanent housing (subsidized or unsubsidized) during the operating year.

B. Choose one income-related performance measure from the two below, and specify the universe and target numbers for the goal.

Income Measure Universe (#) Target (#) Target (%)a. Persons age 18 and older who maintained or increased their total income (from all sources) as of the end of the operating year or program exit. OR

b. Persons age 18 through 61 who maintained or increased their earned income as of the end of the operating year or program exit.

C. Specify at least one and up to three additional measures on which the project will report performance in the Annual Performance Report (APR). Specify the total number of persons about whom the measure is expected to be reported, the goal for how many of the total number will accomplish the performance measure, and the percentage of the total number who would accomplish the measure if the goal is met.

Description of the Measure Total Number

Target Number

Target Percentage (%)

c.1 (mandatory) c.2 (optional) c.3 (optional)

D. For each additional measure above, describe the data source, (e.g. data recorded in HMIS), the method of data collection, the specific data elements and formula proposed for calculating results, and the rational for why the proposed measure is an appropriate indicator of performance for this project.

E. Specify the frequency of supportive services to be provided to project participants.

Supportive Services Frequency of provision of servicesOutreach Case management Life Skills

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Job Training Alcohol & Drug Abuse Services Mental health & counseling HIV/AIDS services Health/home health services Education & Instruction Employment Services Child Care Transportation Other (specify) Other (specify) Other (specify)

SECTION V – PROJECT PARTICIPANTS

A. In the tables below, identify the demographics of each household proposed to be served when the project is at full or maximum capacity. The numbers entered here must reflect only those households and persons served using the funds requested in this pre-application The numbers presented here are intended to reflect a single point in time at maximum occupancy and not the number served over the course of a year or grant term.

Households Households w. at least 1 adult

& 1 child

Adult households

without children

Households with only children

Total

Total Number of Households

Characteristics Persons in households w. at least 1 adults and 1 child

Adult persons in households without children

Persons in households with only children

Total

Disabled adults over age 24

Non-disabled adults over age 24

Disabled adults age 18-24

Non-disabled adults age 18-24

Accompanied Disabled Children under age 18

Accompanied non-disabled children under age 18

Unaccompanied disabled children under age 18

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Unaccompanied non-disabled children under age 18

Total number of adults over age 24

Total number of adults ages 18-24

Total number of children under age 18

Total number of Persons

B. In the tables below, list the number of persons expected to be served at maximum program capacity. The numbers presented here are intended to reflect a single point in time at maximum program capacity and not the number of persons served over the course of a year or grant term. Tables may be left blank if the program does not propose to serve people in that category

Persons in Households with at Least One Adult and One Child


Characteristics

Total Number of Persons (unduplicated)

Chronically HomelessNon-Veterans

Chronically Homeless Veterans

Non-Chronically Homeless Veterans

Chronic Substance Abuse

Persons with HIV/AIDS

Severely Mentally Ill

Survivors of Domestic Violence

Disabled Adults over age 24

Non-disabled adults over age 24

Disabled adults ages 18-24

Non-disabled adults ages 18-24

Disabled children under age 18

Non-disabled children under age 18

Total Persons

Persons in Households without Children (i.e. Adults Only) Total Number of Households

Characteristics Total Number of Persons (unduplicated)

Chronically Homeless non-Veterans

Chronically Homeless

Non-chronically homeless





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Veterans VeteransDisabled Adults over age 24

Non-Disabled Adults over age 24

Disabled Adults ages 18-24

Non-disabled Adults ages 18-24

Total Persons

Persons in Households with Only Children (i.e. Unaccompanied youth or parents under age 18 with accompanied by children)


Characteristics Total Number of Persons (unduplicated)

Chronically Homeless non-Veterans

Chronically Homeless Veterans

Non-chronically homeless Veterans





Accompanied Disabled Children under age 18

Accompanied Non-disabled Children under age 18

Unaccompanied Disabled Children under age 18

Unaccompanied Non-disabled children under age 18

Total Persons

SECTION VI- BUDGET

TOTAL AMOUNT of FUNDING REQUESTED: $ (This is an exact amount! Have you included the Administrative Cost of up to 7%?)

NUMBER of YEARS (one, two or three):

B. Project Leveraging: Complete the Project Leveraging Chart below for your agency. Take special note of the Type of Contribution. Identify the type of contribution being leveraged, that is, committed to the proposed project. Types of contributions could include all federal, state, local and private cash, buildings, equipment, materials or services, volunteer hours ($10/hr.), and remember to multiply times the number of years proposed for the project. ***Also, note that these are contributions for which you have a written commitment at the time of application! Copies of written commitments should NOT be provided with the application.

Project Leveraging ChartHUD homeless program funding is limited and can provide only a portion of the resources needed to successfully address the needs of homeless families and individuals. HUD encourages applicants to

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use supplemental resources, including state and local appropriated funds, to address homeless needs and to develop leveraging resources amounting to at least 150% of the HUD program funding. Please be aware that undocumented leveraging claims may result in HUD re-scoring your application and possible withdrawal of your conditional award(s).

Type ofContribution

Source of Contribution

Identify Source as: Date of Written Commitment

Value of Written

Commitment(G) Government*

or (P) PrivateExample: Child Care

CDBG G 2/15/12 $10,000

*Government sources are appropriated dollars. TOTAL: $

SECTION VII – INVENTORY OF ADDITIONAL FUNDING

Your Agency Fiscal Year begins on and ends on_ .

Will the applicant organization receive funding from other State or Federal funding sources during the period of January 1, 2015 to December 31, 2015?

Yes No

Identify the type and quantify (cash and in-kind) the value of the mainstream recourse categories below, as applicable to their use by your organization (not limited to projects being proposed) in the Continuum of Care system. Please be specific as to how resources are used (e.g. acquisition, job training, leasing of rental units) and the name of the project(s) involved. To be counted, the mainstream resource has to have been utilized to serve only the literally homeless (not for prevention of homelessness) during the past two years through any of the components in the Continuum of Care (outreach, emergency shelter, transitional housing, permanent supportive housing, and supportive services.)

Type of Resources Name of Project/Activity How Used Value

CDBG $

HOME $

Housing Choice $

Public Housing $

Welfare-to-Work $

Social Services Block Grant $

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Substance Abuse Block Grant $

Mental Health Block Grant $

Other Federal Grant (specify) $

State Government $

Local Government $

Please indicate below the additional sources from which the applicant organization is expected to receive funding during the period of January 1, 2015 through December 31, 2015 and the estimated cash funding to be received.

_____ Private Foundations $

_____ Churches $

_____ Donations (Individual and/or Business) $

_____ Organization Owned/Operated Enterprises $

_____ Fundraising Events $

_____ Local Government (City/County Funding) $

_____ Client Rent/Boarding Fees $

_____ Client Program Service Fees $

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ATTACHMENT A - HOMELESS ELIGIBILITY CERTIFICATION GUIDE

In accordance with the McKinney-Vento Act Programs, the following situations (listed below) constitute a homeless situation. They are not all inclusive but are the most typical types of homeless situations. If there are other situations that are not described here, contact the HUD Field Office for clarification. Each situation listed below must have some “documentation” to support that claim. Required types of documentation are described below. It is imperative that programs have the proper supporting documentation to demonstrate that a person or family is “homeless” according to one of the following four “categories” of homelessness.

Cat

egor

y 1

An individual or family is considered “literally homeless” when they lack a fixed, regular, and adequate nighttime residence, meaning:

i. They have a primary nighttime residence that is a public or private place not meant for human habitation; (1, 2, or 3)

ii. They are living in a publicly or privately operated shelter (including emergency shelters, transitional housing, and hotels and motels paid for by charitable organizations, including religious congregations, or by federal, state, and local government programs; (3 or 4) or

iii. They are exiting an institution where they have resided for 90 days or less and they lived in an emergency shelter or place not meant for human habitation immediately before entering that institution. (5)

Cat

egor

y 2 An individual or family is at “Imminent Risk of Homelessness” if they will imminently lose their

primary nighttime residence, provided that:i. The residence will be lost within fourteen (14) days of the date of application for homeless

assistance; (6)ii. No subsequent residence has been identified; andiii. The individual or family lacks the resources or support networks needed to obtain other

permanent housing.

Cat

egor

y 3

An unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under other categories of homelessness described here, but who:

i. Are defined as homeless under other federal statutesii. Have not had a lease, ownership interest, or occupancy agreement in permanent housing

during the sixty days prior to the homeless assistance application;iii. Have experienced persistent instability as measured by two moves or more during the

preceding sixty days; andiv. Can be expected to continue in such status for an extended period of time due to special

needs or barriers.

Cat

egor

y 4 An individual or family is homeless who:

i. Is fleeing, or is attempting to flee, domestic violence; (9)ii. Has no other residence; andiii. Lacks the resources or support networks needed to obtain other permanent housing.

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Recordkeeping Requirements

Please use the following information to ensure that the proper supporting documentation is maintained in the participant’s file:

Rec

ordk

eepi

ng R

equi

rem

ents Fo

r tho

se in

Cat

egor

y 1 For those living in places not meant for human habitation, written observation by the

outreach worker; or written referral by another housing or service provider; or written certification/statement by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter.

For individuals exiting a shelter or institution—one of the forms of evidence above and:

o Discharge paperwork or written/oral referral, oro Written record of intake worker’s due diligence to obtain above evidence and

written certification by the individual/head of household seeking assistance that they exited institution.

For t

hose

in C

ateg

ory

2 A court order resulting from an eviction action notifying the individual or family that they must leave; or

For individuals and families leaving a hotel or motel—evidence that they lack the financial resources to stay; or

A documented and verified oral statement; and

Certification that not subsequent residence has been identified; and Self-certification or other written documentation that the individual/family lacks the

financial resources and support necessary to obtain permanent housing.

For t

hose

in C

ateg

ory

3 Certification by the nonprofit or state or local government that the individual or head of household seeking assistance met the criteria of homelessness under another federal statute; and

Certification that the household had no permanent housing in the last sixty days; and

Certification by the individual or head of household, and any available supporting documentation, that the household has moved two or more times in the past sixty days; and

Documentation of special needs or two or more barriers to maintaining housing.

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For t

hose

in C

ateg

ory

4 For domestic violence victim service providers:o An oral statement by the individual or head of household seeking assistance with

states that they are fleeing; they have not subsequent residence; and they lack the resources needed to obtain other permanent housing. The statement must be documented by a written self-certification or a written certification by the intake worker that they heard the oral statement.

For non-victim service providers:o An oral statement by the individual or head of household seeking assistance with

states that they are fleeing; they have not subsequent residence; and they lack the resources needed to obtain other permanent housing. The statement must be documented by a written self-certification or a written certification by the intake worker that they heard the oral statement. Where the safety of the individual or family is not jeopardized, the oral statement must be verified; and

o Certification by the individual or head of household that no subsequent residence has been identified; and

o Self-certification or other written documentation, that the individual or family lacks the financial resources and support networks needed to obtain other permanent housing.

Additional guidance concerning specific situations:

Institution discharge (over 90 days) requires a certification completed by the institution’s staff stating that the participant is being discharged within fourteen days before receiving housing or other assistance. Information on the income of the participant to verify that they lack the financial resources and support networks needed to obtain housing also should be obtained.

Prison/jail release certification requires a written statement by prison/jail staff stating that the person was released from prison with no residence identified and that the person lacks the resources and support networks needed to obtain housing.

Substandard housing that has been condemned requires an official condemnation notice that serves as certification that the housing is no longer meant for human habitation.

A final word: In all situations where a good faith effort to obtain the required documentation described above has been unsuccessful, the worker must describe in writing his/her efforts to obtain the required documentation, attesting to the validity of the homeless claim and the circumstances of the household. The verification form should be signed and dated. Information on the income of the participant to verify that they lack the financial resources and support networks needed to obtain housing should also be documented and maintained.

Each homeless person’s file should contain the required evidence of homelessness as described above.

ANSWERING “YES” TO A QUESTION ON AN APPLICATION ASKING IF A PERSON IS HOMELESS IS NOT SUFFICIENT EVIDENCE OF HOMELESSNESS.

SEE APPENDIX B FOR A SAMPLE VERIFICATION FORM TO MAINTAIN WITH THE REQUIRED DOCUMENTATION IN EACH CLIENT FILE.

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ATTACHMENT B – SAMPLE VERIFICATION OF HOMELESSNESS FORMVerification of Homelessness for SHELTER or Permanent Supportive Housing

Applicant: Agency:

In all cases of homelessness, the Durham CoC Lead Agency follows HUD’s preferred order for documentation. The best documentation to use is written, 3rd party documentation, followed by oral 3rd party, followed by Intake Staff Observations (only applicable where indicated), and Self-Certification (only applicable where indicated.) Documentation and certification forms should be attached to the verification of homelessness form.

____________1a. Literally Homeless: Applicant is staying in a place not meant for regular human habitation. Certification form signed by the outreach worker or service worker verifying that the person or family is homeless. This could include a letter or certification form signed by an outreach worker or service worker from another organization that can verify that the person or family was, in fact, homeless, or HMIS, i.e. CHIN, records from Street Outreach workers. Or oral verification of homelessness can be used for this, attach the oral verification form.

____________ 1b. Literally Homeless: Applicant is staying in a Shelter or Hotel paid for by a program or charity. Attach shelter operator certification that the participant has been residing at the emergency shelter (on agency letter head, signed and dated). HMIS records may also be used for this.

____________1c. Applicant is Literally Homeless, in any of the above places, but is spending a short time (up to 90 days) in a hospital or other institution. Certification from institution’s staff verifying that the participant has been residing in the institution for 90 days or less. There should also be written verification that the participant was residing in the street or in an emergency shelter prior to the short-term stay in the institution.

____________2a. Applicant is at Imminent Risk of Homelessness. Certification from the court system to show that the person is either about to be evicted/foreclosed within 14 days. Letter from landlord that the participant must leave a unit for other reasons (such as over-crowding, not being on the lease) in 14 days. There should also be a self-certification form that the consumer does not have another residence planned, and does not have the resources to find other permanent housing.

____________3a. Applicant is a Homeless Youth or Homeless Household with Children defined as homeless under other Federal Statues. Written certification from agency administering other federal program that defines the participant as homeless. Third party statement (written or oral) or self-certification (attach self-certification form) shows that the participant has had no lease, ownership interest, or occupancy agreement in the past 60 days. Third Party certification that there are children in the household, or an unaccompanied youth (up to 25 years of age). Self-Certification supported by third party certification that the participant has moved 2 or more times in the last 60 days. Third party certification that participant’s status is expected to continue going forward, including a written diagnosis for special needs (within 45 days of intake). If status is unexpected to change due to employment barriers, third party certification is necessary.

____________4a. Applicant is fleeing a domestic violence housing situation, no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing. Self-Certification that the consumer is fleeing domestic violence, or intake staff Certification (if a domestic violence provider) that the participant is fleeing domestic violence. Self-Certification of no subsequent residence, and the person lacking the resources to obtain housing.

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Verified by: Date

Documentation Attached (please list): Verification of Homelessness for Rapid Re-Housing

Applicant: Agency:

In all cases of homelessness, the Durham CoC Lead Agency follows HUD’s preferred order for documentation. The best documentation to use is written, 3rd party documentation, followed by oral 3rd party, followed by Intake Staff Observations (only applicable where indicated), and Self-Certification (only applicable where indicated.). Documentation and certification should be attached to this verification of homelessness form.

____________1a. Literally Homeless: Applicant is staying in a place not meant for regular human habitation. Certification form signed by the outreach worker or service worker verifying that the person or family is homeless. This could include a letter or certification form signed by an outreach worker or service worker from another organization that can verify that the person or family was, in fact, homeless, or HMIS records from Street Outreach workers. Or oral verification of homelessness can be used for this, attach the oral verification form.

____________ 1b. Literally Homeless: Applicant is staying in a Shelter or Hotel paid for by a program or charity. Attach shelter operator certification that the participant has been residing at the emergency shelter (on agency letter head, signed and dated). HMIS records may also be used for this.

____________1c Applicant is Literally Homeless, in any of the above places, but is spending a short time (up to 90 days) in a hospital or other institution. Certification from institution’s staff verifying that the participant has been residing in the institution for 90 days or less. There should also be written verification that the participant was residing in the street or in an emergency shelter prior to the short-term stay in the institution.

____________4a. Applicant is fleeing a domestic violence housing situation, no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing. Self-Certification that the consumer is fleeing domestic violence, or intake staff Certification (if a domestic violence provider) that the participant is fleeing domestic violence. Self-Certification of no subsequent residence, and the person lacking the resources to obtain housing.

Verified by: Date

Documentation Attached (please list):

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Attachment C-Application Checklist

Each copy of the application must be submitted in the application binder with the sections of the application divided by labeled tabs in the following order:

Tab A Section I-Applicant Information

Tab B Section II-Certifications A-E

Tab C Section III-Project Description, A-W

Tab D Section IV-Performance Measures

Tab E Section V-Project Participants

Tab F Section VI-Budget, including the separate budget worksheet.

Tab G Section VII-Inventory of Additional Funding

Tab H A list of the Current Board of Directors with names, addresses, and phone numbers. Officers and homeless or formerly homeless people serving on the Board should be identified. An attendance list for the Board’s previous 12 months should be included documenting Directors in attendance, excused, and absent.

Tab I A copy of the Mission Statement of the Organization

Tab J One copy of each of the following: (If a nonprofit) a copy of the Internal Revenue Service letter confirming the

organization’s 501 (c) (3) status A copy of the “Entity Record Printout” from the “Systems for Awards

Management (SAM) of the federal government available at www.sam.gov. A copy of an “E-snaps profile printout” from

https://esnaps.hud.gov/grantium/publicationsWelcome.jsf indicating that the organization has established an organizational account and user profile in HUD’s E-Snaps online grant application system.

Tab K A copy of a certificate from the NC Secretary of State’s office confirming that the applicant is registered to conduct business in North Carolina. (www.secretary.state.nc.us/corporations)

Tab L A copy of the most recent audit of the agency, including any management letter, if applicable, or a notarized copy of a sworn accounting of receipts and expenditures for the applicant’s previous fiscal year

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http://www.secretary.state.nc.us/corporations

https://esnaps.hud.gov/grantium/publicationsWelcome.jsf

http://www.sam.gov/


Tab M A copy of the most recent form SF-SAC submitted through the Federal Audit Clearinghouse at https://harvester.census.gov/facweb/Default.aspx/ddeindex.html, if the organization has expended more than $300,000 in federal funds/grants in a fiscal year.

Tab N A copy of the organization’s most recent IRS Form 990 or Form 990-EZ, dated no more than 18 months prior to the date of the project application.

Tab O A copy of a Certificate of Professional Liability Insurance for the period including the date of the application

Tab P A copy of the agency’s budget for the current fiscal year

Tab Q A copy of the agency’s written financial management procedures & policies, including staff responsibilities

Tab R A copy of the form that will be used to verify the homelessness of clients

Tab S A copy of existing or proposed policies and practices regarding the provision of education services to individuals and families

Tab T A copy of the agency’s “consumer/client satisfaction survey” including the dates surveys were administered within the last year, the aggregated results of the survey, and the process used by the organization to review the results with the agency’s clients/consumers.

Tab U A copy of the most recent HUD Grant Closeout Report for any project of the applicant that is currently receiving Continuum of Care grant funds.

Tab V If proposing new construction, copies of documentation of site control and proper zoning of the proposed construction site, if available, and evidence of working relationships with an architect and construction firm, as needed.

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https://harvester.census.gov/facweb/Default.aspx/ddeindex.html


Attachment DDurham City & County Continuum of Care (NC-502)

Project Threshold Criteria

Threshold Requirements: Projects must meet all of the following minimum qualifying requirements to be considered for funding.

Criterion Minimum Threshold Required Documentation Meets? √

Eligible Applicant

Nonprofit organizations, states, local governments, and instrumentalities of state and local governments, and public housing agencies, as such term is defined in 24 CFR 5.100, without limitation or exclusion.

Nonprofits & Public Housing Agencies-Print out from NC Secretary of State website indicating “current active” status (Tab K)

Submission Deadline

Project application is submitted to CoC coordinator by deadline.

Timestamp on project application

Form 990 Non-Profit organizations comply with federal requirements for filing form 990 or 990-ez postcard

Copy of most recent form 990 submitted no more than 18 months from date of project application (Tab N)

Financial Audit

Most recent annual audited financial and year-to-date financial and management letter is provided and no significant findings are identified.

Copy of most recent financial audit completed by a certified auditing entity no more than 18 months from date of project application (Tab L)

OMB A-133 Compliance

Organizations expending >$300,000 of federal funding during the year comply with required federal audit submission requirements through the Office of Management and Budget

Printout of most recent form SF-SAC submission through the Federal Audit Clearinghouse (Required only if Federal Expenditures exceed $300,000 in a year)https://harvester.census.gov/facweb/Default.aspx(Tab M)

Liability Insurance

Organization possesses professional liability insurance

Copy of current certificate of professional liability insurance (Tab O)

Certificate of Closeout for previous CoC grants, if any

Renewing projects grant amount authorized equals grant amount dispersed and no funds de-obligated or recaptured or satisfactory explanation of circumstances causing recapture of funds.

Copy of most recent Grant Closeout Report for any agency project(s) currently receiving a Continuum of Care grant (Tab U)

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https://harvester.census.gov/facweb/Default.aspx


SAM Registration & DUNS Number

Organization has active registration with the System for Awards Management with an active DUNS#

Entity Record Printout from System for Awards Management (SAM) www.sam.gov (Tab J)

E-SNAPS Organization has established an organizational account and user profile in E-SNAPS

E-SNAPS profile printout (Tab J) https://esnaps.hud.gov/grantium/frontOffice.jsf

Attachment E

Durham Opening DoorsVision: Durham will be a community where all residents have a safe, stable, place to call home that is permanent and affordable.

Goals:

Finish the job of ending chronic homelessness by 2015 Prevent and end Veterans homelessness by 2015 Prevent and end homelessness for families, youth and children by 2020 Set a path to ending all types of homelessness

Objectives:

Increase Leadership, collaboration, and communication among all stakeholders1. Improve communication among public sector leadership in order to understand policies that

create barriers to access of programs and services for homeless people2. Develop collaborative strategies to reduce barriers to access of targeted and mainstream

programs

Increase Access to Stable and Affordable Housing1. Homeless people will have access to permanent, affordable housing.2. Those who become homeless are able to access needed services so they can be re-housed in

permanent housing as soon as possible.

Increase Economic Security1. Homeless people will have the income necessary to obtain and sustain permanent housing. 2. Improve access to mainstream programs for people experiencing homelessness

Improve Health and Stability1. Integrate primary and behavioral health care services with homeless assistance programs and

housing to reduce people’s vulnerability to and the impacts of homelessness.2. Advance health and housing stability for youth aging out of systems such as foster care and

juvenile justice.3. Advance health and housing stability for people experiencing homelessness who have frequent

contact with hospitals and criminal justice.

Retool the Homeless Crisis Response System

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https://esnaps.hud.gov/grantium/frontOffice.jsf

http://www.sam.gov/


1. Transform homeless services to crisis response systems that prevent homelessness and rapidly return people who experience homelessness to stable housing.

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