Harris County Community Development Department PY19... · 3/1/2019 · Community Development Block...
Transcript of Harris County Community Development Department PY19... · 3/1/2019 · Community Development Block...
Harris County Community
Ser vices Department
PY 2019
Community Development Block Grant(CDBG)/
Emergency Solutions Grant (ESG)
Subrecipient Orientation
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Meet the Team in Public Services:
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Tel – (832) 927-4700
Fax – (832) 927-0561
Natalie Garcia x4774
Michelle Perales x4775
Ebony Love x4777
Catherine Oliva x4784
Annmarie Oliva x 4773
CONTENTS OF FOLDER
Subrecipient Orientation
Acknowledgment
Presentation Slides Handout
Programmatic Reporting Templates
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CDBG Overview
National Objective
Benefit Low/Moderate Income Persons
Eligible Public Service Activities
Provision of public services including but not limited togeneral welfare services such as the provision of foodand clothing, health services, educational services,youth enrichment and juvenile delinquency preventionprograms and employment and job developmentservices.
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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.
ESG funds may be used for five components: street outreach,
emergency shelter, homelessness prevention, rapid re-housing
assistance, & HMIS.
ESG Objective
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Homeless definition has 4 Categories: 1) Literally homeless individuals/families
2) Individuals/families who will imminently (within 14 days of the date of
application for homeless assistance) lose their primary nighttime
residence with no subsequent residence, resources or support networks
3) Unaccompanied youth (under 25 years of age), or families with
children/youth who meet the homeless definition under another federal
statute and 3 additional criteria
4) Individuals/families fleeing or attempting to flee domestic
violence with no subsequent residence, resources or support
networks to obtain permanent housing.
Homeless Definition
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A homeless person is: an individual or family who lacks a fixed, regular, and adequate nighttime
residence, meaning:
• Living in a supervised publicly or privately operated shelter designed to
provide temporary living accommodations (including hotels/motels paid by
charitable organizations or by federal, state, or local government programs
for low-income individuals, congregate shelters, and transitional housing); or
• Living in a public or private place not designed for, or ordinarily used as, a
regular sleeping accommodation for human beings, including a car, park,
abandoned building, bus or train station, airport, or camping ground; or
• Exiting an institution (e.g., jail, hospital) where he or she resided for 90 days
or less and who resided in an emergency shelter or place not meant for
human habitation immediately before entering that institution.
Homeless Category 1
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Homelessness documentation for individuals/families sleeping in a place
not designed for or ordinarily used as a regular sleeping
accommodation or living in a shelter designated to provide temporary
living arrangements:
◦ a written referral by another housing or service provider, or
◦ a written observation by an outreach worker of the conditions where the
individual or family was living, or
◦ a certification by the individual or head of household seeking assistance.
Homelessness documentation for individuals/families exiting an
institution (e.g., jail, hospital):
◦ one of the three documentation listed above, AND
◦ discharge paperwork or a written or oral referral from a social worker, case
manager, or other appropriate official of the institution, stating the beginning
and end dates of the time residing in the institution, all oral statements must be
recorded by the intake worker, or
o a written record of the intake worker’s due diligence in attempting to obtain
the discharge paperwork or a written or oral referral and a certification by
the individual seeking assistance that states he or she is exiting or has just
exited an institution where he or she resided for 90 days or less
Homelessness Documentation Category 1
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Individuals/families fleeing or attempting to flee domestic violence, dating
violence, sexual assault, stalking, or other dangerous or life threatening
conditions that relate to violence against the individual or a family member,
including a child, that has either taken place within the individual’s or
family’s primary nighttime residence or has made the individual or family
afraid to return to their primary nighttime residence; AND
individual/family has no other residence; AND
lacks the resources or support networks, e.g., family friends, faith-
based or other social networks, to obtain other permanent housing
Homeless Category 4
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Homelessness documentation for individuals/families fleeing or
attempting to flee domestic violence, dating violence, sexual assault,
stalking, or other dangerous or life-threatening conditions related to
violence:
o For victim service providers: An oral statement by the individual or head of
household seeking assistance which states: that they are fleeing; they have no
subsequent residence; and they lack resources. Statement must be documented
by a self-certification or a certification by the intake worker.
o For non-victim service providers: Oral statement by the individual or head of
household seeking assistance that they are fleeing. This statement is documented
by a self-certification or by the case worker. Where the safety of the individual is
not jeopardized, the oral statement must be verified; and certification by the
individual or head of household that no subsequent residence has been identified,
and self-certification or other written document that the individual or family
lacks the financial resources or support networks to obtain other permanent
housing.
Homelessness Documentation Category 4
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What information/documentation should be
maintained in a client file for a client reported
as being literally homeless/exiting jail
(Category 1)?
Scenario # 1
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The client file should contain discharge paperwork
that includes the entry date and discharge date to
ensure the client resided at the institution for 90 days
or less. The file should also maintain source
documentation to document the client’s homeless
status prior to entering jail, for example a written
referral by another housing or service provider or
written observation by the outreach worker, or
certification by the individual stating he was living on
the streets/emergency shelter.
Answer:
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What information/documentation should be
maintained in a file for a client reported as
fleeing domestic violence (Category 4)?
Scenario # 2
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The client file should contain documentation that
the client was fleeing a domestic violence situation,
and that the client has no other residence and lacks
the resources and support networks, such as family,
friends, faith-based or other social networks,
needed to obtain other permanent housing.
* Be sure your assessment forms capture all the
necessary elements to document eligibility under
Category 4.
Answer:
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AGREEMENTS
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
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 90days prior to the end of the program year. Cut-off to submit your budget revision request: November 30,
2019
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Agreements
Refer to Exhibit A: Scope of Services and
Exhibit B: Budget
Activity
Unit Definition
Cost per Unit of Service
Total No. of Units Per Activity
Maximum Total Cost Per Year
PY2019 Number Served
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1. Coversheet / Checklist
2. Project Status Report
3. Client Data Report
4. Tally Sheet
5. Individual Eligibility Forms
6. Employee Data Report
7. Bed Days Log
8. HMIS Reports
9. Mid-Year Report or Annual Performance Report
PY2019 Programmatic Reports
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Important notes on monthly
reports Check your Agreement for monthly reports due
date.
Make sure reports are legible.
Please review the reports prior to submittal to avoid conflicting information, i.e., the Client Data Report must reflect the information on the Individual Eligibility forms
Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports. 18
Scenario # 3
What forms need to be submitted if your
Project Status Report indicates your
agency served 20 new eligible persons?
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Answer:
Your agency must submit a PY2019
Individual Eligibility Form (IEF) for all 20
new persons served.
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Scenario # 4
What is needed on the Project Status
Report if you have attained 20% of your
contract goal and you should be at 50% of
your goal?
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Answer:
You must provide an explanation on the
Project Status Report for not being on
target for the reporting month. Should
your agency consistently fail to comply
with the requirement of timely level of
performance and expenditures, a desk
finding will be issued.
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Scenario # 5
Which monthly reports need to be
corrected if you report 20 new clients;
however, 3 were disallowed due to
insufficient homeless documentation?
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Answer:
The following reports need to be
corrected:
1. Project Status Report
2. Client Data Report
3. Tally Sheet
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HMIS CSD requires Subrecipients that provide services to homeless
persons with County funds to participate in the Homeless Management Information System (HMIS) administered by the Coalition for the Homeless of Houston/Harris County (CFTH). If the Subrecipient is a victim services provider, it may use a comparable database that
collects client-level data over time and generates unduplicated aggregate reports based on the data. Information entered into a comparable database 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 700
Houston, 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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Recipients of ESG funds must provide for the participation of not less than one homeless or formerly homeless individual on the board of directors or other equivalent policy-making entity of the recipient, in accordance with 24 CFR 576.405(a).
At the monitoring visit, we will request documentation evidencing your agency’s compliance with this requirement.
Homeless Participation (ESG
only)
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Fair Housing Act ComplianceThe Department of Housing and Urban Development
(“HUD”) is responsible for enforcing the federal Fair
Housing Act (the “Act”), which prohibits discrimination in
housing on the basis or race, color religion, sex, national
origin, familial status, and disability. One type of disability
discrimination prohibited by the Act is the refusal to make
reasonable accommodations in rules, policies, practices, or
services when 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_hou
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Equal Access To Housing CDBG/ESG
On February 3, 2012, HUD published a final rule in the Federal Register entitled
Equal Access to Housing in HUD Programs regardless of Sexual Orientation or
Gender Identity. The rule creates a new regulatory provision that generally
prohibits considering a person's marital status, sexual orientation, or gender
identity (a person's internal sense of being male or female) in making housing
assistance available. Lesbian, gay, bisexual, and transgender people are guaranteed
equal access to all housing for all types of housing (affordable, permanent,
transitional and emergency) funded through HUD.
In addition to the final rule on Equal Access to Housing, HUD published a final
rule in the Federal Register entitled "Equal Access in Accordance with an
Individual's Gender Identity in Community Planning and Development Programs".
This rule was published on September 21, 2016. This rule ensures that each
individual in accordance with their gender identity will have equal access to
housing and shelter programs administered by HUD. This rule creates a new
regulatory provision that requires those entities that are receiving any HUD
funding grant equal access to facilities, benefits, accommodations and services to
individuals in accordance with the individual's gender identity and in a manner that
affords equal access to the individual's family.
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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, Policies & Procedures, Section 504 survey are reviewed
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
Subrec ip ient Moni tor ing
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Monitoring Pitfalls Please plan for the Monitor to be there the entire
scheduled day or longer if the Monitor does not
complete the review in one day.
Please have the requested client files along with
the documents listed on the monitoring notice
letter/checklist ready for review.
Please make sure the appropriate personnel will
be available for the entry and exit conference.
Ensure that eligibility source documentation is in
the file (copy of homeless documentation).
Ensure the activity provided to the client/reported
to CSD is documented in the file.30
Important Points
Equal Access to Housing Policy will be obtained
Current Section 504 Survey be obtained
Copy of Program Policy & Procedures will be obtained
Copy of Employee Handbook will be obtained
Limited English Proficiency Policy will be obtained
Grantor Recognition• Spell out “Harris County Community Services Department”
• Keep all items that document grantor recognition in a Grant File for review during the monitoring visit (press releases, media announcements, fundraising brochures, newsletters, pamphlets, print-out from agency website)
Units of Service in the client files should match the
amounts reported under Units of Service in the Client
Data and Project Status Reports
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Questions & Answers:
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for attending, please don’t forget to turn in your Subrecipient Orientation Acknowledgment Forms.