Consolidated Homeless Fund Application Workshop Consolidated Homeless Fund

Consolidated Homeless Fund Application Workshop Consolidated Homeless Fund Partnership March 1, 2018

CONSOLIDATED HOMELESS FUND REQUEST FOR PROPOSALS INFORMATION SESSION Agenda I. Welcome and Introductions II. Purpose and Overview III. Available Funding IV. Eligible Activities o Street Outreach o Emergency Shelter o Rapid Rehousing, Rental Assistance & Related Activities V. Submitting an Application VI. Documentation and Administration

PURPOSE AND OVERVIEW FUNDING PARTNERS • RI Office of Housing and Community Development/Human Resources Commission • ESG Entitlement Cities of Pawtucket, Providence and Woonsocket • RI Department of Human Services

PURPOSE AND OVERVIEW COLLABORATING PARTNERS • RI Department of Behavioral Healthcare, Developmental Disabilities and Hospitals • Rhode Island Housing/RI Continuum of Care

PURPOSE AND OVERVIEW • Eligible Applicants – Not for Profit Organizations – Units of General Local Government

PURPOSE AND OVERVIEW • CHF Funding Sources: – Pawtucket, Emergency Solutions Grant $150, 244 est. – Providence, Emergency Solutions Grant $407, 366 est. – Woonsocket, Emergency Solutions Grant $96, 558 est. – Rhode Island, Emergency Solutions Grant $621, 344 est. – Rhode Island, Title XX Homeless Funds $1, 272, 598 est. – Rhode Island, Housing Resources Commission $3, 000 est. Total Approx. Amount Available: $5, 548, 100 est.

STREET OUTREACH FOR ESSENTIAL SERVICES

STREET OUTREACH PURPOSE Funds may be used for costs of providing essential services necessary to reach out to unsheltered homeless people; connect them with Emergency Shelter, housing, or critical services; and provide urgent, non facility-based care to unsheltered homeless people who are unwilling or unable to access Emergency Shelter, housing, or an appropriate health facility. For the purposes of this section, the term ‘‘unsheltered homeless people’’ means individuals and families who qualify as homeless under paragraph (1)(i) of the ‘‘homeless” definition under § 576. 2.

STREET OUTREACH ELIGIBLE POPULATIONS • Individuals and families who qualify as homeless under paragraph (1) (i) of the “homeless definition”. (1) An individual or family who lacks a fixed, regular and adequate nighttime residence, meaning: (i) An individual or family with a primary nighttime residence that is 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, camping ground.

STREET OUTREACH ELIGIBLE ACTIVITIES The eligible costs and activities for street outreach consist of: • Engagement • Case management • Emergency health services • Emergency mental health services • Transportation* • Services for special populations

EMERGENCY SHELTERS

EMERGENCY SHELTERS ELIGIBLE POPULATIONS • Individuals and families defined as homeless under the following categories are eligible for assistance under Emergency Shelter Operating Costs are Homeless as defined by HUD (Categories 1 – 4) 1. Literally Homeless 2. Imminently homeless (within 14 days) 3. Unaccompanied youth/families who meet other Federal homeless definition (must also meet additional criteria for HUD, similar to 2) 4. Fleeing/attempting to flee Domestic Violence

EMERGENCY SHELTERS COMPONENTS • Shelter Operating Costs • Essential Services • Shelter Renovations

EMERGENCY SHELTERS -OPERATING COSTS ELIGIBLE COSTS CHFP funds may be used to support the costs for operating and maintaining an emergency shelter. Eligible costs include: • Staffing (administrative, program, security and maintenance) • Cost of operating the facility (including rent, utilities/fuel, insurance and maintenance) • Furnishing and other supplies necessary for operating facility • Equipment (must be reasonable) • Food (must be reasonable) • Supplies necessary for the operation of the shelter • Reasonable costs associated with HMIS participation

EMERGENCY SHELTER-ESSENTIAL SERVICES ELIGIBLE ACTIVITIES – – – Case management Child care Education services Employment assistance Job training Outpatient health services • Transportation* • Services for special populations • Renovation • Legal services • Life skills training • Mental health services • Substance abuse treatment services

EMERGENCY SHELTER RENOVATIONS COMPONENT • Eligible Costs include labor, materials, tools and other costs for renovation (including major rehabilitation of an emergency shelter or conversion of a building into an emergency shelter).

EMERGENCY SHELTER-RENOVATIONS • Minimum Period of Use – • Major Requirements – – The emergency shelter must be owned by a government entity or private nonprofit. – Any renovations shall be sufficient to ensure that the building involved is safe and sanitary (review the Shelter Inspection Form in the Appendix).

HOMELESSNESS RAPID RE-HOUSING & RENTAL ASSISTANCE PROGRAM

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM PURPOSE • Funds may be used to provide: 1) housing relocation and stabilization services; 2) short and/or medium term rental assistance as necessary to help a homeless individual or family move as quickly as possible into permanent housing and achieve stability in that housing ; and 3) housing stability case management (24 CFR 576. 104).

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM PURPOSE • Rapid Rehousing encourages placement of individuals and families into housing “rapidly” within 28 days of entering shelter. A portion of available funds will be set aside for rapid rehousing. • State Rental Assistance does not have a specific time period for transitioning from shelter to housing.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • For State Rental Assistance -Special Emphasis on Chronically Homeless clients’ who meet HUD’s new definition for Chronically Homeless – “is defined as an individual or family that is homeless and resides in a place not meant for human habitation, a safe haven, or in an emergency shelter, and has been residing in such a place for at least one year or on at least four separate occasions in the last 3 years. The definition also requires that the individual or family has a head of household with a diagnosable substance use disorder, serious mental illness, developmental disability, post traumatic stress disorder, cognitive impairments resulting from a brain injury or chronic physical illness or disability.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Financial Assistance Costs – Short or Medium Term Financial Assistance (Up to 24 months) including: • Rental Assistance • Security Deposits • Moving Assistance

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Housing Search & Placement Assessment of housing barriers, needs and preferences Development of an action plan for locating housing Housing search Outreach to and negotiation with owners Assistance with submitting rental applications and understanding leases – Assessment of housing for compliance with ESG requirements – Assistance with obtaining utilities and making moving arrangements; and – Tenant counseling – – –

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Housing Stability Case Management – CHF funds may be used to pay cost of assessing, arranging, coordinating, and monitoring the delivery of individualized services to assist a program participant in overcoming immediate barriers to obtaining housing.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Component services and activities of Housing Stability Case Management consist of: – – – – Using the coordinated assessment system Conducting the initial evaluation Counseling Developing, securing and coordinating services and obtaining federal, state and local benefits Monitoring and evaluating program participants progress Providing information and referrals to other providers Developing an individualized or family housing and service plan Conducting re-evaluations

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Participant Eligibility Requirements – This assistance may be provided to program participants who meet the criteria under paragraph (1) of the “homeless definition” or who meet the criteria under paragraph (4) of the homeless definition. Citations: 24 CFR 576. 2 Definitions 24 CFR 576. 500 (b) Recordkeeping

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Other Participant Eligibility Requirements – – Household income cannot exceed 30% of AMI Extremely Low Income (30% of Area Median Income) Regional Area 1 person 2 person Newport. Middleton. Portsmouth $18, 950 $21, 650 $24, 350 $27, 050 $29, 250 $32, 580 $36, 730 $40, 890 Providence-Fall River $15, 300 $17, 500 $20, 160 $24, 300 $28, 440 $32, 580 $36, 730 $40, 890 Westerly. Hopkinton. New Shoreham $16, 600 $18, 950 $21, 300 $24, 300 $28, 440 $32, 580 $36, 730 $40, 890 3 person 4 person 5 person 6 person 7 person 8 person

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Other Participant Eligibility Requirements – – Client must be homeless but for this assistance (No other housing or financial resources available to them). – Client must be likely to sustain housing once assistance ends. – Client must be willing to participate in case management and financial counseling. – Client cannot be receiving another form of rental subsidy

HOMELESSNESS RAPID RE-HOUSING & RENTAL ASSISTANCE PROGRAM

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Lease Requirements (required for both tenant based and project based rental assistance) – Lease between program participant and owner/property manager required for tenant based units. – Written leases must be legally binding.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Rental Assistance Agreement is permissible with project based rental assistance). – RRH/Rental Assistance Program (Subrecipient) may enter into rental agreement with Property Owner. – The rental assistance agreement sets forth the terms under which rental assistance will be provided.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Rental Assistance Agreement -The owner must give the RRH/Rental Assistance Program a copy of any notice to the program participant to vacate the housing unit, or any complaint used under state or local law to commence an eviction against the program participant. -The Rental Assistance agreement must contain the same due date, grace period, and late payment penalty requirements as the program participant’s lease.

HOMELESSNESS RAPID RE-HOUSING & RENTAL ASSISTANCE PROGRAM • RRH & Rental Assistance Unit Requirements – – Compliance with FMR limits and Rent Reasonableness Compliance with Minimum Habitability Standards Rental Assistance Agreement and Lease Standards All units must meet state and federal lead requirements*

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Units can not exceed Fair Market Rent Requirements as determined by 2017 Rhode Island FMR Metropolitan Area Summary Limits Area Name Efficiency One Bedroom Two Bedroom Three Bedroom Four Bedroom Newport. Middletown. Portsmouth, RI $780 $968 $1, 229 $1, 789 $2, 165 Providence-Fall River, RI-MA $732 $827 $994 $1, 244 $1, 485 Westerly. Hopkinton-New Shoreham, RI $825 $845 $1, 123 $1, 511 $1, 931

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Rent Reasonableness – Must document that rents being paid are reasonable in relation to rents being charged for comparable unassisted units in the same market.

HOMELESSNESS RAPID REHOUSING & RENTAL ASSISTANCE PROGRAM • Habitability Standards – A habitability assessment is required anytime Rapid Rehousing and Rental Assistance Funds are used to help a participant move into housing. – Units must meet habitability standards contained in 24 CFR, Part 576. 403. – Unit must also meet federal and state requirements for lead.

HOUSING NAVIGATORS • Establish relationships with property managers/landlords to identify units suitable for rent. • Housing Navigators verify units meet habitability/safety and cost reasonable requirements of the funding source(s). – Navigators will serve the system as a whole and must collaborate with all vendors/providers.

Landlord Risk Mitigation Funds • A fund to assist in securing units for program participants with multiple barriers to housing. • The fund will provide added support to landlords by offering them the option to be reimbursed for excessive damage to a unit beyond the amounts covered by a security deposit.

CHF IMPORTANT DATES Friday, March 10, 2017 REQUIRED RFP Information Session Monday, April 3, 2017 Deadline to Submit Questions to: http: //www. surveymonkey. com/r/Z 2 WCNJZ (Questions will be posted periodically online at: http: //www. ohcd. ri. gov Monday, April 24, 2017 Applications Due by 3: 00 PM June 2 -June 16, 2016 Awards Announced

APPLICATION

SUBMITTING AN APPLICATION • Submit – – Both Bound & Electronic (diskette or flash drive) Application – to Pheamo • Agencies may apply for multiple programs: – Submit one Cover Letter – Submit only one Agency Capacity Assessment and Certifications per agency – Submit one Program Application and one Budget for each Program for which you are applying for funding

SUBMITTING AN APPLICATION • Answer each and every question. • Be brief and succinct, yet thorough. • Emphasize effective and efficient use of CHFP resources by describing collaborations and partnerships. • Clearly demonstrate a need for your program, and that your program does not exceed or overfill existing services. • Highlight how your program promotes housing stability, movement toward permanent housing and increased self sufficiency.

CHF APPLICATION COVER LETTER • Presented on agency letterhead with name, address and phone number of agency. • A listing of all program applications with dollar amount requested for each submission. • Name of person authorized to sign contracts on behalf of agency/organization. • Statement that board authorizes submission of program applications. • Signed by Board Chair

CHF APPLICATION AGENCY HMIS CAPACITY AND CERTIFICATIONS • Other agency contacts (Fiscal, HMIS). • Agency ID Numbers (Federal Fein #, Agency Duns #) • Description of agency’s background and experience working with the homeless. • Certifications regarding financial management, HUD Co. C Capacity Assessment, Compliance with HMIS, Case Management, Referral and Coordinated Assessment, etc. • HMIS capacity questions directly contribute to an agency’s ability to document, measure and analyze results- i. e. performance review.

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES • Program applications/narratives specific for each activity for which funding is being requested. – Street Outreach – Emergency Shelter • Operations and Essential Services • Essential Services Only – Rapid Rehousing/Rental Assistance, Housing Navigators/Landlord Risk Mitigation

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES Program Application/Narratives • HUD/CHF description of activity • Identification of eligible populations • Project information and background (project identifying info. and projected outcomes) • Compliance with ESG Requirements • Program/Project Design Questions • Measuring program success/efficiency

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES • Compliance with ESG Requirements – Coordinated Intake/Placement 24 CFR 576. 400 – Prohibition Against Family Separation 24 CFR 576. 102 (b) – Non-Discrimination/Equal Opportunity 24 CFR 576. 407 – Affirmative Outreach 24 CFR 576. 407 – Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity

COMPLIANCE WITH ESG REGULATIONS COORDINATED INTAKE/PLACEMENT • CHF Providers must participate in Co. C’s Coordinated Intake/Placement Process: – Utilize standardized assessment adopted by Co. C. – Follow uniform referral policies and procedures for ensuring that individuals and families are referred to the right services (diversion, emergency shelter, RRH, PSH etc. ) – Follow policies and procedures adopted by Co. C for determining and prioritizing which individuals/families will receive rapid rehousing, and/or permanent supportive housing assistance. – Follow uniform guidelines regarding eligibility for services, priority populations to be served, expected outcomes and targets for length of stay.

COMPLIANCE WITH ESG REGULATIONS PROHIBITION AGAINST FAMILY SEPARATION • The age of a child under 18 must not be the basis for denying any family’s admission to an emergency shelter that uses CHF funds or services and provides shelter to families under age 18.

COMPLIANCE WITH ESG REGULATIONS Non Discrimination/Equal Opportunity • CHF providers must comply with all applicable fair housing and civil rights requirements in 24 CFR 5. 105 (a) including, but not limited to: The Fair Housing Act; Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973; Title II and Title III of the American with Disabilities Act of 1990 Executive Order 13166 -Improving Access to Persons with Limited English Proficiency – Equal Access to Housing Rule in HUD Programs Regardless of Sexual Orientation or Gender Identity – The Age Discrimination Act of 1975 – – –

COMPLIANCE WITH ESG REGULATIONS AFFIRMATIVE OUTREACH 24 CFR 576. 407 • Provider must make known that use of the facilities, assistance, and services are available to all on a non-discriminatory basis. Affirmative outreach activities may include:

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES • Program/Project Design Questions – – – Homeless need Target population Partnerships/Collaborations Services Provided How specific ESG program requirements will be met Measuring Program Success/Efficiency

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES • Measuring Program Success/Efficiency – Attach a copy of your HUD Co. C APR for the time period of 7/1/16 -3/31/17. – Describe how your program is on target to meet or not meet your CFHP Program Outcomes. – If you are not on target to meet the standards, explain why not and what corrective measures you have taken.

CHF APPLICATION PROGRAM APPLICATIONS/NARRATIVES • Measuring Program Success/Efficiency – Use Program Outcomes Plan submitted with last years grant to document your program outcomes and your HMIS report. CHFP performance indicators/program outcomes to report, include, but are not limited to: • • • # of exits to positive destinations # of exits to negative destinations Average length of stay in shelter Changes in client’s income, employment stays Access to resources to address housing needs Access to resources to address other critical needs

CHF APPLICATION PROGRAM BUDGET/FUNDING REQUEST • Describe specific request for funding • Why do you need funding from CHF for this specific activity? • Note any issues with capacity • Is the project financially viable, if it is not fully funded? • Diversity of funding

CHF APPLICATION PROGRAM BUDGET/FUNDING REQUEST • Budget Form – Specific for each activity (outreach, shelter, RRH) – Formulas have been built into the budget forms. – Last Column CHF Funds Needed (Total program cost-Funds paid by other sources) – Drop down menus have been added to document how expenses relate to eligible activities. – Clearly document the true cost of your program (including those portions of the program not covered by CHFP).

CHF APPLICATION PROGRAM BUDGET/FUNDING REQUEST • Costs must be classified in the following EXPENSE CATEGORIES: 1. Direct program expenses –costs (including staff costs that are directly related to carrying out eligible activities) that are specifically identifiable to the program. 2. Direct client expenses – costs that are paid to others in support of clients (i. e. bus passes, rent for OFS shelters, rent and security deposits for rapid rehousing and state rental assistance) 3. Administrative expenses( should not exceed 10% of the program budget) – costs of overall program management, coordination, data entry, fiscal management, monitoring, HMIS costs (including computers and software costs) and program evaluation.

CHF APPLICATION PROGRAM BUDGET/FUNDING REQUEST • SALARY DETAIL PAGE – All staff working on the project must be listed on program salary detail page. – Must clearly justify all staff expenses (must tie staff to a CHFP eligible cost). – The cost allocation basis for charging CHFP grant must be described (what does this staff person do? How do they contribute to the program’s success? Do they work part-time or full time on this program? )

CHF APPLICATION REVIEW AND SCORING – Experience and Financial Capacity – Need • Area/Population Served – Program Narrative/Design • Beds, Clients, Services, Conformance with ESG Requirements – Program Current and Projected Performance • HMIS Report, prior year and current year outcomes – Budget/Budget Narrative • Clear and reasonable budget • Clear description of other sources of funds • Indirect costs are explained

DOCUMENTATION & ADMINISTRATION

DOCUMENTATION & ADMINISTRATION • ALL CHF Providers must: – Enter beneficiary data into HMIS (or Domestic Violence Provider Database) accurately and on a timely basis. – Follow the documentation standards developed by HUD and the HMIS for all clients served. – Submit required quarterly performance reports as required by CHFP. – Compliance with all ESG Program Requirements. – Submit requests for reimbursements for expenses incurred during the project period of July 1, 2017 -June 30, 2018. – Program income (gross income received by the subrecipient directly generated from the use of CHF funds) must be used to offset request for reimbursement.

DOCUMENTATION & ADMINISTRATION • ALL CHF Providers must: – Not incur any expenses prior to the start–up date of the project period. – Agree to participate in periodic onsite monitoring – Send staff to periodic workshops – Adhere to federal and state regulations (including requirements applicable to their ultimate funding source. )

INFORMATION & RESOURCES Resources – • ESG Regulations – https: //www. onecpd. info • Resource Exchange – http: //www. hudhre. info/index. cfm • OHCD Website – http: //www. ohcd. ri. gov

Questions? Comments?

CHF Supplemental Awards • Funds Spent by June 30, 2017. Notify CHF, if you are unable to spend all the funds by the date specified. • Request for Reimbursements submitted by July 10, 2017. • Do not expect your FY 2018 allocation to reflect the increased amount provided through this amendment. It is unlikely that supplemental funds will be awarded again. • If the purpose of your amendment was to expand services or activities, please make sure you do so

STREET OUTREACH CHF EXPECTATIONS • Applicants should note that some eligible activities (emergency health services, emergency mental health services and services for special populations) are generally reimbursable through other sources of funding, and therefore less likely to be supported by the CHF. • CHFP anticipates that the bulk of street outreach funding will be spent on engagement, case management and transportation.

STREET OUTREACH CHF EXPECTATIONS • Actively engage homeless individuals in the streets, not in-reach (within shelters or other programs). • Address immediate crisis needs of individuals and families, while also offering a number of interventions along the continuum designed to lead to more long term stable housing: including diversion, referral to Emergency Shelter or Rapid Rehousing etc.

STREET OUTREACH CHF EXPECTATIONS • Develop case plans with individual and families that are focused on helping them to move into stable housing, preferably long term sustainable housing. • Have relationships with housing providers so that referrals can be made efficiently.

STREET OUTREACH POSSIBLE PERFORMANCE MEASURES # referred to shelter # referred to permanent housing # referred to emergency health services # referred to mental health services # provided with transportation assistance # assisted with benefits assistance, such as SSI/SSDI application – # assisted with food stamp application – – –

EMERGENCY SHELTERS –OPERATING COSTS CHF EXPECTATIONS – Are in compliance with the Shelter and Housing Standards in 24 CFR 576. 03. – Provide housing focused services to ensure that individuals and families remain in shelter the shortest length of time possible. – Develop individualized case plans with individuals and families that are focused on helping them move into stable housing, preferably long term stable housing. – Have established relationships with housing providers (including rapid rehousing providers) to increase exits to permanent housing.

EMERGENCY SHELTERS- OPERATING COSTS SUCCESSFUL OUTCOMES – High number of clients exiting to permanent housing; – Low number of clients exiting to emergency shelter; – High number of clients exiting shelters with an increase in income; – High numbers of clients with a reduced length of shelter stay, prior to permanent housing. – Low number of clients with repeated episodes of homelessness. *The Homeless Management Information System (HMIS) will be used to track these outcomes, so the capacity to collect and enter data into HMIS is very important for any prospective applicant.

EMERGENCY SHELTER-ESSENTIAL SERVICES CHF EXPECTATIONS • Essential service providers that are not shelters will have established relationships with shelters and accept referrals from shelters (especially from shelters that do not have case management staff). • Essential service providers will have linkages with a wide range of community resources to increase shelter clients access to services, that the CHF does not have the resources to support.

EMERGENCY SHELTER: ESSENTIAL SERVICES SUCCESSFUL OUTCOMES High # Referred to Permanent Housing High # Referred to Emergency Health Services High # Referred to Mental Health Services High # Provided with Transportation Assistance • High # Assisted with SSI/SSDI Application Assistance • High # Assisted with Food Stamp Application • High # Assisted with other benefits • •

EMERGENCY SHELTER-RENOVATIONS • Applicants are not encouraged to submit proposals for this category of funding. • CHFP funds are limited. Applicants are encouraged to seek other sources of funding for shelter renovations.

EMERGENCY SHELTER-ESSENTIAL SERVICES PURPOSE • Funds may be used to provide essential services to individuals and families who are in an emergency shelter.