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City of New Bedford

Office of Housing & Community Development

ESG | ESG-CVSUBRECIPIENT TA WORKSHOP

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A copy of this presentation is now available on our website athttps://www.newbedford-ma.gov/housing-community-development/.

Please feel free to contact our office at [email protected] if you require translation assistance with the PowerPoint. Questions may be asked either through the chat box available through this Zoom meeting,

or through email at [email protected]. All comments and questions are welcome. Responses to frequently asked questions will be posted online in three languages.

Welcome!

Una copia de esta presentación ya está disponible en nuestro sitio web en https://www.newbedford-ma.gov/housing-community-development/.

No dude en ponerse en contacto con nuestra oficina en [email protected] si necesita asistencia de traducción con PowerPoint. Las preguntas pueden hacerse a través del cuadro de chat disponible a través de esta reunión de Zoom,

por correo electrónico a [email protected]. Todos los comentarios y preguntas son bienvenidos. Las respuestas a las preguntas frecuentes se publicarán en línea en tres idiomas.

Uma cópia desta apresentação está agora disponível em nosso site em https://www.newbedford-ma.gov/housing-community-development/.

Não hesite em entrar em contato com nosso escritório em [email protected] se precisar de ajuda na tradução do PowerPoint. As perguntas podem ser feitas através da caixa de bate-papo disponível nesta reunião do Zoom, ou através do e-mail

[email protected]. Todos os comentários e perguntas são bem-vindos. As respostas às perguntas frequentes serão publicadas on-line em três idiomas.

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AGENDA

▪ ESG Refresher

▪ The SubRecipient Agreement

▪ Procurement

▪ Income Certification

▪ Reporting

▪ Monitoring

▪ ESG Forms

▪ Program Reminders

▪ Next Steps

▪ Contacts

▪ ESG-CV Grants

▪ Remember…

ESG | ESG-CV

SUBRECIPIENT

TA WORKSHOP

City of New Bedford

Office of Housing and

Community Development

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ESG Refresher

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Five eligible ESG program components:

✓ Street Outreach;

✓ Emergency Shelter;

✓ Homeless Prevention;

✓ Rapid Re-Housing Assistance; and

✓ Homeless Management Information System

(HMIS)

ESG Refresher

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Who is eligible for ESG?

✓ Very low income households

(those at or below 30% of the area median income),

✓ People experiencing homelessness, or

✓ Those at-risk of homelessness.

ESG Refresher

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Talk to me about matching…

✓ Subrecipients must match ESG funds a minimum of

100% from non-ESG sources.

✓ Applicants may use any of the following as sources of

match:

▪ Cash;

▪ The value or fair rental value of any donated material or

building;

▪ The value of any lease on a building;

▪ Any salary paid to staff to carry out the program; and

▪ The value of the time and service contributed by volunteers to

carry out the program. NOTE: Volunteers providing

professional services [e.g. medical, legal services] are valued

at the reasonable and customary rate in the community.

ESG Refresher

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The Subrecipient

Agreement

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Why a Subrecipient Agreement ?

✓ The city is the recipient of federal ESG funding.

✓ As an agency awarded funding under this

program, your agency must enter a contractual

relationship with the city.

✓ The contract—or “subrecipient

agreement—follows the fiscal year.

✓ Your FY2020 agreement covers

July 1, 2020 - June 30, 2021.

Subrecipient Agreement

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Key Sections of the Agreement:

✓ Signature Page

✓ Scope of Services

✓ Performance and Outcome Measurements

✓ Reimbursement Process / Form

✓ Budget Summary

✓ Reimbursement Basics

✓ Budget Amendment Process / Form

✓ Procurement Policy


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Executing the Agreement:

✓ The subrecipient agreement is not a legally

executed contract until it is properly signed by each

of the signatories for both the city and your agency.

✓ It is required that your agency sign the document

first; once that is done the city will sign it.

✓ Only an authorized signatory for your agency can

sign this agreement.


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Scope of Services:

✓ Based on the final description of the awarded activity

and intended to describe the ESG funded activity.

✓ Each scope of service has the following:

Total estimated # of person to be served

Total estimated # of LMI persons to served

Anticipated % of LMI persons to be served

✓ See Appendix A of your agreement.


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Performance and Outcome Measurements:

✓ Information that helps assess the effectiveness of a

program

✓ In the subrecipient agreement, the performance-

based measurements section includes:

Goals

Inputs

Proposed activity

Expected outputs and outcomes

Measurement

✓ See Appendix A of agreement.


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✓ Information about how performance is reviewed in detail

under the Monitoring section of this presentation.


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✓ Your program will be expected to perform to

established standards.

✓ The New Bedford Continuum of Care (the Homeless

Service Providers Network-HSPN) has adopted

Performance Standards for CoC projects and for

ESG projects.

✓ You can access the Performance Standards

document online at www.nbhspn.com or through the

Office of Housing & Community Development.


http://www.nbhspn.com

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✓ There are two kinds of performance standards:

• System Performance MeasuresThese are intended to provide a snapshot into the homeless response system

of our entire coordinated CoC

• Project Performance MeasuresThese take a closer look at each project within the CoC and highlight goals

and performance expectations by project type.


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✓ As an ESG Subrecipient you will be focused on project

performance measures.

✓ Again, information about specific performance

standards is reviewed under the Monitoring section of

this presentation.


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Reimbursements

✓ You can invoice by submitting a “Request for

Reimbursement “either monthly or quarterly:

• Monthly requests should reflect the previous month. (ex.

Reimbursement for eligible program activities in July must be submitted by August

10th.)

• Quarterly requests should reflect the quarter previous to the

reimbursement submission. (ex: Second quarter reimbursement request

must be submitted by January 10th.)

✓ All Requests for Reimbursement must always include all

invoices, receipts, cancelled checks and other

documentation justifying the claimed reimbursement costs.

✓ See Appendix B of the Subrecipient Agreement.


How do we get

our money?

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Reimbursements

✓ You need to pay attention to timing!

• Expenses for Fiscal Year 2020 must fall between July 1,

2020 through June 30, 2021.

• Costs incurred prior to July 1, 2020 are ineligible.

• Final invoices for Fiscal Year 2020 must be submitted no

later than July 9, 2021.


What gets

paid?

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Reimbursements

✓ Use the Reimbursement Form!If you want to request reimbursement for your

ESG eligible expenses, you must submit a

completed reimbursement form and supporting

documentation.

✓ Reimbursement Form must contain:• Date of Request

• Authorized Signature

• Period Covered by this request

• Amount of Request Now

• Current Expenditures

✓ See Appendix C


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Reimbursements

✓ Other important sections!

• Budget Adjustment (If required)

• Current Expenditures

• Cumulative Expenditures

• Balance after this reimbursement

✓ The reimbursement form is an excel document that

has formulas in each cell.

✓ Once you plug-in an amount in a cell, the form will

auto calculate the total.


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Reimbursements will only happen IF your invoice…

…Is accompanied with supporting documentation.

…Shows how items being reimbursed conform to your scope

of services.

…Includes documentation. If something is not “self

explanatory” make a note on the invoice to explain how

items support the project.

And don’t even THINK about…

…State and federal taxes, as well as late fees related to the

payment of taxes, because they are ineligible and won’t

be reimbursed.

…Submitting an invoice after the due dates listed


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Reimbursements 101

✓ Check will be issued only

if…

✓ Checks are generally

available…

All documentation is

acceptable.

2 weeks from the date OHCD

receives documentation.


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Budget

✓ The Subrecipient Reimbursement Form

provides an itemized breakdown of your

approved ESG budget that includes the

following:

• Category Breakdown

• ESG Budget

• Budget Adjustment

• Current Expenditure

• Cumulative Expenditures

• Balance after Reimbursement.

✓ See Appendix C of agreement.


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Budget Amendment Process

✓ Reimbursement requests that are different than

what exists in the subrecipient agreement (or

approved amendment) will be flagged.

✓ If you want to amend your budget, the process

includes:

• Submitting a signed cover letter from the agency to the

OHCD formally requesting amendment with

explanation.

• Submitting a completed OHCD budget amendment form

along with the written request.

• Execution of a formal subrecipient agreement

amendment that includes an updated scope and

budget.


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Procurement

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Procurement Policy 101

✓ Contact us first! • Contact the OHCD prior to the procurement of

goods, services, supplies or equipment to obtain

the necessary forms and documents.

✓ Follow the law!• Good and services must be procured according

to MA General Law 30B and this table.

• Procurement Regulations have been updated as

of July 2020 and incorporated into your

Subrecipient Agreements

✓ Read your agreement!• See Appendix D of the agreement.

Procurement

APPENDIX D: CITY of NEW BEDFORD PROCUREMENT POLICY

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Income Certification

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✓ HUD requirement • Executing the form…

All participants in ESG (HP and RRH) funded

programs are required to complete and sign an

income certification form.

• Annual changes…

On an annual basis, OHCD staff provide

subrecipients with an income certification form

that has the specific income limits for that

particular program year.

• Required of all participants

In order for a participant to be counted, they must

complete the income certification form.

• Always use current form…

Don’t use old income certification forms; only use

the most current certification form provided by

the OHCD.

Income Certifications

You should

now be using

the FY2020

Forms

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Reporting

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Quarterly Reports

HUD requirement • Reporting is the means by which the productivity and impact of

your program is assessed.

• Quarterly Monitoring Reports are the performance and

outcome vehicle by which this impact is reviewed and

measured.

• The Quarterly Monitoring Report should highlight the number

of clients served in relation to the goals, outcomes and outputs

you agreed to in your subrecipient agreement.

• Quarterly Monitoring Report serves as a tool to identify any

issues with program compliance.

“If it’s not written down, it didn’t happen…”

Reporting

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Quarterly Reports

✓ Subrecipients are required to enter

client data into CaseWorthy, the HMIS

for this Continuum of Care. This should

be done in real-time or as close to that

as possible.

✓ When reviewing your program’s data,

the OHCD will contact you if data is

incomplete or if data quality is

problematic.

✓ Do not wait until you need to produce

a quarterly report to run one!

Reporting

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Quarterly Reports

✓ Due on the 10th of the month following the service period

being reportedSERVICE PERIOD REPORT DUE DATE

7/1/20 thru 9/30/20 10/10/20

10/1/20 thru 12/31/20 1/10/21

1/1/21 thru 4/10/21 4/10/21

4/1/21 thru 6/30/21 7/6/21

7/1/21 thru 9.30/21 10/10/21 ( ESG-CV Only)

10/1/21 thru 12/31/21 1/10/22 ( ESG-CV Only)

• Late reports

• Incomplete reports

• Inaccurate reports

Any of these can delay

repayment, can require

revisions and can even

lead to suspension of the

Subrecipient Agreement!

Reporting

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Quarterly Reports

✓ OHCD Staff have an OHCD Quarterly Report format that will

be distributed prior to the 1st Quarterly Report.

✓ As part of its Quarterly submission process, each

subrecipient must provide the OHCD with an APR report from

HMIS (CaseWorthy) for that specific quarter.

✓ This quarterly APR report data will be the basis for your

OHCD Quarterly Reports and your narrative responses.

✓ Additional information will be provided prior to submitting your

quarterly report.

Reporting

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Monitoring

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When will you get monitored?✓ On an annual basis all programs will be evaluated through

the OHCD’s Risk Assessment process to determine which

programs will undergo an onsite monitoring visit by OHCD

staff.

✓ A desk review is first performed to determine if the

subrecipient has multiple risk factors and should be

monitored.

✓ The higher the risk, the more likely the program will be

monitored.

✓ At the very least:• Every three years a program will be monitored.

• New programs are automatically monitored

• If a program received a finding from the previous

year will be monitored.

Monitoring

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▪ Quarterly MonitoringSubrecipients will receive a Quarterly

Evaluation Report template based on your

program type (component) and anticipated

performance metrics.

Data is captured in CaseWorthy (HMIS). The

agency is responsible for producing a report for

the reporting period and complete the Quarterly

Evaluation Report using that data.

Step by step instructions as to how the

CaseWorthy report for this purpose is pulled is

available from the OHCD.

Monitoring

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Three Focus Areas:

Monitoring

Project

performance

Financial

performance

Regulatory

performance

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There are performance standards for every type of ESG

component:

GOALS PERFORMANCE STANDARD

HOMELESS PREVENTION

1. Housing Stability – Ability to maintain the housing they had at project entry—with/without a subsidy—or move into other permanent housing (Q24 1-8 Categories)

Goal: 75%

The % of persons who have remained in permanent housing at program exit.

2. Non-Cash Benefits at Exit—The number of those who have more non-cash benefits at exit than at entry. (Q20a)

Goal: 50%

The % of persons who have increased their non-cash benefits at program exit.

Monitoring

Project

Performance

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component:

Monitoring


STREET OUTREACH

1. Outreach – Number of unduplicated persons contacted increases. (Q9a)

The number of unduplicated persons contacted each year increases by 10%.

2. Housing Destination – Unduplicated persons placed in permanent housing destinations as a result of street outreach services. (Q23c)

Goal: 10%

The % of persons served who move from the streets to permanent housing destinations as a result of street outreach services.

Project

Performance

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component:

Monitoring

Project

Performance


EMERGENCY SHELTER

1. Housing Stability - Households exit shelter in a timely manner. (Q22a2)

Goal: 85%

The % of households whose length of stay is no longer than 60 days.

2. Non-Cash Benefits at Exit—Persons who increase non-cash benefits (mainstream resources) at exit as compared with entry. (Q20a)

Goal: 50%

The % of persons age 18 or older who increased their non-cash benefits (mainstream resources) at program exit.

3. Exit to Permanent Housing – (Q23c)Goal: 20%

The % of persons age 18 or older who exit to permanent housing as of the end of the operating year or program exit.

4. Utilization Rate - Program operates at full capacity, with low vacancy rate, and quickly fills vacancies. (Q8b)

Goal: 90%

Average daily utilization rate during the operating year. (NOTE –For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)

5. HMIS-Program maintains adequate data quality –(Q2,3,4 & 5) Data Quality Report

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component:

Monitoring


RAPID REHOUSING (ESG)

1. Housing Stability – Persons residing in rapid re-housing will remain in this housing for a minimum of one year or exit toother permanent housing. (Q1 & Q23a / b)

Goal: 85%

The % of persons who remain in the RRH program as of the end of the operating year or exited to PH during the operating year.

2. Length of Time Between Entry and Move-In - Persons length of time between program entry and placement shall be timely (Q22c)

Goal: 80%

The % of persons whose length of time between project entry and

housing placement will be no longer than 14 days.

3. Non-Cash Benefits – Persons will increase non-cash benefit (mainstream resources) income. (Q20a)

Goal: 85%

The % of persons age 18 or older who increased their non-cash benefit income (mainstream resources) as of the end of the operating year or program exit.

4. Utilization Rate - Program operates at full capacity, withlow

vacancy rate, and quickly fills vacancies. (Q8b)Goal: 90%

Average daily utilization rate during the operating year. (NOTE –For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)

5. HMIS – Program maintains adequate data quality in HMIS. (Q2,3,4 & 5)

See Data Quality Report.

Project

Performance

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▪ Contract Scope of Services

Is it consistent with actual

activities?

▪ Levels of Accomplishments

Planned versus actual

▪ Time of Performance

Issues with program start-up?

▪ Budget

Compare actual expenditures

versus planned expenditures

Regulatory and Financial Performance:

Monitoring

Regulatory

Performance

Financial

Performance

▪ Requests for Payment

Timeliness

▪ Recordkeeping

Comprehensiveness and accuracy of

documentation (activities, costs and

beneficiaries)

▪ Financial Management

Systems in place—accounting,

expenses, income

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ESG Forms

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▪ ESG FORMS▪ Forms for the ESG program are required.

▪ The majority of these forms constitute your client files:

▪ FORMS INCLUDE:

▪ FORM 06 STAFF AFFIDAVIT OF ELIGIBILITY

▪ FORM 07 VERIFICATION OF TRACKING

INCOME

▪ FORM 08 VERIFICATION OF INCOME

▪ FORM 09 CALCULATION WORKSHEET

▪ FORM 10 RENT REASONABLENESS CHKLST

▪ FORM 11 HOUSING HABITATILIBYT STDS

INSP.

▪ FORM 12 LEAD SCREENING WORKSHEET

▪ FORM 13 UTILITY ASSISTANCE ELIGIBILITY

▪ CLIENT FILE CHECKLIST

▪ FORM 00 HOMELESS HISTORY

TIMELINE

▪ FORM 01 HOMELESS

CERTIFICATION

▪ FORM 02 AT RISK OF

HOMELESSNESS

▪ FORM 03 CHRONIC HOMELESS

CERTIFICATION

▪ FORM 04 DISABILITY

CERTIFICATION

▪ FORM 05 SELF CERTIFICATION

ESG Forms

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WHERE CAN YOU GET THE ESG FORMS?

www.nbhspn.com/resources

ESG Forms

http://www.nbhspn.com/resources

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▪ Important – Programs are not required to use all forms

provided.

▪ Some forms are not applicable to specific programs. (See

Checklist)

▪ If you are unsure about a form, contact the OHCD.

▪ All programs will be monitored to ensure that they are

correctly capturing all required information.

▪ If needed, OHCD staff may provide direct Technical

Assistance to individual agencies or hold a Workshop related

specifically to the forms.

PLEASE GIVE US FEEDBACK ON THE FORMS

AND/OR IF A WORKSHOP IS NEEDED!

ESG Forms

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Next Steps

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▪ Review your ProgramIt is strongly recommended that all subrecipients review their program—

from their Subrecipient Agreement and program policies and procedures, to

their client files and data collection. Make sure program staff are aware of

this as well!

▪ ESG FormsEnsure all program staff are using correct documents, correct income

certifications, etc. Be sure to carefully review these materials and develop

a familiarity with them. As noted, they are available online at

www.nbhspn.com.

Income Certification Forms have already been sent to all existing ESG

subrecipients. If you have not received this or have any questions, please

speak with OHCD staff as soon as possible.

NOTE: All ESG Subrecipients are required to use these forms or ensure

that their existing forms are capturing all of the required data.

Next Steps

http://www.nbhspn.com

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▪ Working with the HMIS Vendor - CaseWorthy▪ All agencies must execute an Agency Participation Agreement if they

haven’t already done so.

▪ All system users are required to sign a System User Agreement and all

new/future system users must work with their HMIS Administrative Lead

at their respective agency to be trained.

▪ Please contact the OHCD if you have any questions or require

paperwork. If not already on file with the OHCD, these forms are due to

the OHCD by September 1, 2020.

▪ HMIS SAGEAll ESG recipients are required to upload their annual CAPER Reports into

HUD’S reporting system called SAGE.

▪ Amendment Process The OHCD has a uniform amendment policy and forms for CDBG, ESG and

CoC programs. Subrecipients must follow the amendment process in order

to amend their budgets and/or scope of service.

Next Steps

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▪ Reimbursement▪ Reimbursements may be submitted now.

▪ Quarterly ReportsQuarterly Reporting forms will be emailed this month.

▪ New SubrecipientsFor Any new subrecipients, the OHCD will be conducting a site visit to

provide technical assistance in order to ensure that no startup delays occur.

Next Steps

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Contacts

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Joseph MaiaGrants Compliance Coordinator

Program Questions

[email protected]

Rob TetraultFinance Manager

Finance Questions

[email protected]

Nicole Curral Office Manager

General Questions

[email protected]

Patrick J. Sullivan, Director

[email protected]

PHONE: 508 979-1500

FAX: 508 979-1575

WEBSITE: www.newbedford-ma.gov

Jennifer ClarkeDeputy Director

Overall Program Issues/Questions

[email protected]

ESG | ESG-CV

SUBRECIPIENT

TA WORKSHOP

City of New Bedford

Office of Housing and

Community Development

Contacts

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ESG-CV Grants

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ESG-CV Funding

Coronavirus Aid, Relief, and Economic Security Act

(CARES Act)

• The CARES Act made $4 billion available in supplemental ESG

funding for grant activities specifically for the purpose of

preventing, preparing for and responding to the Coronavirus

(ESG-CV grants),

• ESG is a formula grant that funds a broad range of activities for

those experiencing homelessness or who are at risk of

homelessness.

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ESG-CV Funding

Coronavirus Aid, Relief, and Economic Security Act

(CARES Act)

• The CARES Act provides flexibilities to make it easier to use ESG-

CV grants and FY2019 and FY2020 ESG grants for coronavirus

response,

• It also authorizes HUD to grant waivers and alternative

requirements,

• …and it requires ESG-CV grantees to prevent the duplication of

benefits, which means grant funds may not be used to pay costs if

another source of financial assistance is available to pay that cost.

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ESG-CV funding must be used to prevent,

prepare for and respond to coronavirus.

This requirement must be clearly

documented in subrecipient files.

ESG-CV Funding

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ESG-CV Funding

Key Differences Between Traditional ESG Funding and

COVID ESG-CV Funding…

ESG

ESG has established

requirements:

• Matching funds are required

• Procurement standards are in

effect

• Shelter funding is capped

• Habitability and environmental

review standards exist for all types

of emergency shelters including

temporary

• Only 7.5% of the funding may be

used for administration

ESG-CV

The CARES Act eliminates ESG

requirements for:

• Matching funds—no match is

required for ESG-CV

• Procurement standards are

eliminated

• No cap on shelter funding

• No habitability and environmental

review standards for temporary

emergency shelters

• Allows up to 10% of the funding to be

used for administration

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ESG-CV Funding

Key Differences Between Traditional ESG Funding and

COVID ESG-CV…

ESG

• Eligibility for the Homeless

Prevention program is predicated

on a cap of 30% AMI.

• Program Year for all components

runs July 1.2020 to June 30.2021.

ESG-CV

• Eligibility for the Homeless

Prevention program increases the

income cap from 30 to 50% AMI.

• Program Year for all components

runs July 1.2020 to December

31.2021.

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ESG-CV Funding

1.

Please Note in the ESG-CV Subrecipient Agreement…

Part II: Appendicies

Appendix CV: CARES Act ESG-CV Requirements

• Subrecipients must comply with the requirements of the CARES

Act that apply to ESG-CV grants and must use the funding to

prevent, prepare for and respond to coronavirus.

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ESG-CV Funding




• Subrecipients must comply with the requirements of the ESG

program as authorized by the McKinney-Vento Homeless

Assistance Act as amended (24CFR Part 576), implementing

regulations and rules, waivers and alternative requirements of

Federal Register Notices.

2

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ESG-CV Funding




• Subrecipients agree to establish and maintain adequate

procedures to prevent any duplication of benefits as required by

law.

A duplication of benefits occur when a beneficiary receives

assistance from multiple sources (such as FEMA, private insurance

companies, non-profits, etc. for a cumulative amount exceeding the

total need for a specific purpose. The duplication amount is the

excess assistance provided above the need.

Subrecipients must ensure that all beneficiaries assisted with ESG-

CV funding do not receive a duplication of benefits.

3

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Remember…

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Remember

▪ Review your program—Ensure your staff is “on board”

▪ ESG-CV file forms

▪ Reimbursements now being accepted

▪ The ESG-CV program year runs through December 31, 2021

▪ Your first quarterly report (July –Sept) is due Oct 10th

▪ New subrecipients will get a TA site visit from OHCD staff

▪ This powerpoint will be available on the OHCD website at

https://www.newbedford-ma.gov/housing-community-development

▪ OHCD staff can be reached at [email protected] or

through individual email addresses.

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City of New Bedford

Office of Housing & Community Development

ESG | ESG-CVSUBRECIPIENT TA WORKSHOP

esg | esg-cv...não hesite em entrar em contato com nosso escritório em [email protected] se...

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