PY 2019 Emergency Solutions GrantS (ESG)

Subrecipient Orientation

March 20, 2019

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Review folder and contents

Agreement

Eligibility

Definitions and documentation

Programmatic reporting

Program Requirements

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Presented by Public Services Staff:

Natalie Garcia x4774

Michelle Perales x4775

Ebony Love x4777

Catherine Oliva x4784

Annemarie Oliva x4773

Agreements were drafted based on applicants’ Request for

Proposals (RFP’s) submitted to CSD for PY2019 funding

PY2019 Time of Performance: March 1, 2019 to February 29, 2020

Refer to Exhibit A: Scope of Services and Exhibit B: Budget

Unit Definition

Cost per Unit of Service

Total No. of Units Per Activity

PY2019 Number Served

At the discretion of HCCSD management, no more than two (2)

budget revision requests shall be allowed each year, to be

submitted no later than 90 days prior to the end of the program year

cut-off to receive your budget revision request: November 30, 2019

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The ESG program provides funding to:

Engage homeless individuals and families living on the street;

Improve the number and quality of emergency shelters for homeless individuals and families;

Help operate these shelters;

Provide essential services to shelter residents;

Rapidly re-house homeless individuals and families; and

Prevent families and individuals from becoming homeless.

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RRH

All clients must come through coordinated access.

Case Managers will verify that the head of household is literally homeless and eligible for services.

Homelessness documentation will be sent to CSD for approval with monthly programmatic reports.

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RRH

RRH

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RRH

RRH

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

letter from SSA or Attorney General’s Office, HMIS services record print-out .

Written Documentation: Referral letter on agency letterhead from the housing or service provider.

Oral Documentation: By subrecipient staff of conversation witha 3rd party providing verification, signed and dated bysubrecipient staff as true and complete; staff mustdocument due diligence efforts to obtain third partydocuments and obstacles encountered (phone logs, emails,copies of certified letters)

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2nd: Intake Staff Observation (not appropriate for

documenting income)

Intake staff notes that that client is living in car, in anencampment, or a park, which may include pictures,observation must be signed and dated by subrecipient staffas true and complete.

3rd: Self-Certification Used as a last resort, client

provides a written statement which they sign and date;subrecipient staff signs and dates also, certifying that theinformation is true and correct (based on clientassessment).

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1. Coversheet/Checklist

2. Project Status Report

3. Client Data Report

4. Tally Sheet

5. Employee Data Report

6. HMIS reports

7. Mid-year and Annual Report

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INCOME LEVEL

HOUSEHOLD SIZE

1 2 3 4 5 6 7 8

Extremely Low Income

(Limits based on 0-30% of area median

income)

15,750 18,000 20,250 22,450 24,250 26,050 27,850 29,650

INCOME LEVELS & HOUSEHOLD SIZE

Source: U. S. Department of Housing and Urban Development, effective June 1, 2018. (Conforms to HOME Rents)

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24 CFR Part 35 applies to all HUD-assisted housingand requires that all tenants of propertiesconstructed prior to 1978 be properly notified thatsuch properties may include lead-based paint.

A copy of the following must be provided to thetenant and kept in the file for monitoring purposes:

Lead Based Paint Disclosure Form

Pamphlet

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For units built before 1978 the pamphlet titled “Protect Your Family From Lead In Your Home” must be provided.

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For units built before 1978 the disclosure form below must be completed and maintained in the client file.

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The form/pamphlet are available in Spanish.

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Clients can not exceed 24 months of assistance in a 36 month period.

Case management includes home and office visits determined by client need and supported by the housing plan (not less than once per month per 576.401e).

All case managers are required to re-certify rapid re-housing clients annually.

to continue to receive assistance, clients must

be at or below 30% AMI and lack sufficient resources and support networks necessary to retain housing with out ESG assistance

Case managers are expected to follow up with clients that havesuccessfully exited rapid re-housing case management at aminimum of 30 days after exiting program. Clients who remainin housing for 90 days after exiting rapid re-housing, identifiedthough HMIS, are categorized as stably housed.

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Fair Housing Act:The Department of Housing and Urban Development (“HUD”) isresponsible for enforcing the federal Fair Housing Act (the “Act”),which prohibits discrimination in housing on the basis or race, colorreligion, sex, national origin, familial status, and disability. One typeof disability discrimination prohibited by the Act is the refusal to makereasonable accommodations in rules, policies, practices, or serviceswhen such accommodations may be necessary to afford a person with

a disability the equal opportunity to use and enjoy the dwelling.

Agencies receiving ESG Funds must have a policy in place for program recipients to request reasonable

accommodations. For more information refer to:

https://www.hud.gov/program_offices/fair_housing_equal_opp/fair_housing_act_overview

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Equal Access to Housing:On February 3, 2012, HUD published a final rule in the FederalRegister entitled Equal Access to Housing in HUD Programsregardless of Sexual Orientation or Gender Identity. This rulecreates a new regulatory provision that generally prohibitsconsidering a persons marital status, sexual orientation, orgender identity in making housing assistance available.Lesbian, gay, bisexual, and transgender people are guaranteedequal access to all housing for all types of housing (affordable,permanent, transitional and emergency) funded through HUD.

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Equal Access to Housing:In addition to the final rule on Equal Access to Housing, HUDpublished a final rule in the Federal Register entitled “EqualAccess in Accordance with an Individual’s Gender Identity inCommunity Planning and Development Programs”. This rule waspublished on September 21, 2016. This rule ensures that eachindividual in accordance with their gender identity will have equalaccess to housing and shelter programs administered by HUD.This rule creates a new regulatory provision that requires thoseentities that are receiving any HUD funding grant equal access tofacilities, benefits, accommodations and services to individuals inaccordance with the individual’s gender identity and in a mannerthat affords equal access to the individual’s family.

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CSD requires Subrecipients that provide services to homeless personswith County funds to participate in the Homeless ManagementInformation System (HMIS) administered by the Coalition for theHomeless of Houston/Harris County (CFTH).

If the Subrecipient is a victim services provider, it may use a comparabledatabase that collects client-level data over time and generates unduplicatedaggregate reports based on the data. Information entered into a comparabledatabase must not be entered directly into or provided to an HMIS.

To participate in HMIS: Please contact CFTH staff at 713-739-7514

2000 Crawford, Suite 700Houston, Texas 77002

CFTH website: www.homelesshouston.org

The following HMIS reports must be submitted monthly: Clients Served with Details Clients in Programs Client Summary Report

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

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

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

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

Findings

Concerns

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

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90 day Assessments, Annual Assessments, Income Source Documentation

30/90 day – Positive Exit follow up documentation

Monthly office or home visits, Supportive Services, housing plans, budget sheets, Lead Based Paint Disclosure Form

Homelessness Documentation

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After the break:Finance Staff Presentation

Please turn in the Orientation Acknowledgment form before you

leave.

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