THE CHF PARTNERSHIP 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
THE CHF PARTNERSHIP (continued) COLLABORATING PARTNERS RI Department of Behavioral Healthcare, Developmental Disabilities and Hospitals Rhode Island Housing/RI Continuum of Care
Goal/Purpose of the CHF Partnership – Reduce administrative burden on grantees, to allow more resources and time to be allocated to client services. – Develop consistent policies and procedures across municipal boundaries to allow for more effective and efficient programs and services. – Increase efficiency and reduce the duplication of administrative efforts across municipal and state units of government.
Objectives of The CHF Partnership Support Opening Doors RI – Increase economic security for those who are homeless or at risk of becoming homeless. – Improve Health and Housing Stability
Objectives of the CHF Partnership – Help support the cost of operating emergency shelters, transitional housing facilities, and Housing First Programs. – Provide emergency assistance to individuals and families who are currently homeless.
Objectives of the CHF Partnership (Continued) Encourage and strengthen positive program outcomes, including Increased exits to permanent housing. Increased client participation in mainstream resources (EITC, SNAP, RITE CARE, etc.). Decreased length of shelter stays. Elimination or reduction of repeated episodes of homelessness. Increase income (employment/and or benefits to clients. Decreased shelter program entries because of prevention or diversion efforts (Coordinated Access).
Support Goals of Social Services Block Grant Program Achieve or maintain economic self-support to prevent, reduce or eliminate dependency. Achieve or maintain self-sufficiency, including reduction or prevention of dependency. Prevent or remedy neglect, abuse or exploitation of children and adults unable to protect their own interests, or preserving, rehabilitating, or reuniting families.
SUPPORT GOALS of SOCIAL SERVICES BLOCK GRANT PROGRAM (Continued) Prevent or reduce inappropriate institutional care by providing for community-based care, home-based care, or other forms of less intensive care. Secure referral or admission for institutional care when other forms of care are not appropriate or providing services to individuals in institutions.
Eligible Applicants Not for Profit Organizations Units of General Local Government
AVAILABLE FUNDS CHF Funding Sources: Pawtucket, Emergency Solutions Grant $100,549 est. Providence, Emergency Solutions Grant $268,945 est. Woonsocket, Emergency Solutions Grant $61,447 est. Rhode Island, Emergency Solutions Grant $401,219 est. Rhode Island, Title XX Homeless Funds $1,272,598 est. Rhode Island, Housing Resources Commission $1,151,000est. Rhode Island, CDBG Program$500,000 est. Total Approx. Amount Available: $3,755,759
CHF ELIGIBLE POPULATIONS – There are two eligible populations identified for Consolidated Homeless Fund Street Outreach and Essential Services Programs:* 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
Definition of Homelessness 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, or camping ground; II.An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals); or III.An individual who is exiting an institution 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; 14
Definition of Homelessness 2. An individual or family who will imminently lose their primary nighttime residence, provided that: i.The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance; ii.No subsequent residence has been identified; and iii.The individual or family lacks the resources or support networks, e.g., family, friends, faith-based or other social networks, needed to obtain other permanent housing;
Definition of Homelessness 3. Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who: I.Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a),section 637 of the Head Start Act (42U.S.C. 9832), section of the Violence Against Women Act of 1994(42 U.S.C e–2), section 330(h) of the Public Health Service Act (42 U.S.C254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012),section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)) or section725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C a); II.Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance;
Definition of Homelessness 4. Any individual or family who: i.Is fleeing, or is 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; ii.Has no other residence; and iii.Lacks the resources or support networks, e.g., family, friends, faith based or other social networks, to obtain other permanent housing. 17
Definition of Homeless (cont’d) 4. Any individual or family who: I.Is fleeing, or is 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; II.Has no other residence; and III.Lacks the resources or support networks, e.g., family, friends, faith based or other social networks, to obtain other permanent housing.
CHF ELIGIBLE ACTIVITES – Street Outreach for Essential Services – Emergency Shelters Essential Services Operations Shelter Renovations
STREET OUTREACH FOR ESSENTIAL SERVICES
Street Outreach Component ESG 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 § The eligible costs and requirements for essential services consist of: Engagement Case Management Emergency health services Emergency mental health services Transportation Services for special populations
EMERGENCY SHELTERS Operating Costs Component 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 facility (including rent, utilities/fuel insurance) Facility maintenance cost and minor improvements Furnishing and other supplies necessary for operating facility Equipment (must be reasonable) Food Supplies necessary for the operation of the shelter Reasonable costs associated with HMIS participation
Emergency Shelter Essential Services Component Transportation Services for special populations Renovation Legal services Life skills training Mental health services Substance abuse treatment services – Case management – Child care – Education services – Employment assistance/job training – Outpatient health 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).
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).
CHF IMPORTANT DATES IMPORTANT DATES Thursday, March 26, 2015REQUIRED RFP Information Session Monday, March 31, 2015Deadline to Submit Questions to: (Questions will be posted periodically online at: ss/funds-grants.php) Monday, April 20, 2015Applications Due by 4:00 PM Late April/Early MayAwards Announced
SUBMITTING AN APPLICATION Submit – – Both Bound & Electronic (diskette or flash drive) Application – to Pheamo Agencies may apply for multiple programs: – Submit only one Agency Capacity and Financial Assessment Including Agency Cover Sheet per agency – Program Narrative/Design for each Program for which you are applying for funding including Program/Client data sheets, Budget sheets and outcome chart.
AGENCY CAPACITY AND FINANCIAL ASSESSMENT Agency Cover Sheet and Checklist Brief Description of Agency Today Experience with Eligible Populations Capital Improvement & Maintenance Plan Describe Structure of Agency Involvement of Homeless in Agency Process for Managing Fiscal and Programmatic Requirements of Grants HMIS Management Capacity Fiscal Obligations
Agency Capacity and Financial Assessment Be sure to complete agency cover sheet and checklist. Make sure all items requested are attached. Answer each question so that the review committee can get a complete understanding of how your agency is managed and how it is contributing to ending homelessness in RI. Capital improvement and maintenance plan shows that you have a plan in place to address emergency and on-going maintenance needs. HMIS capacity questions directly contribute to an agency’s ability to document, measure and analyze results- i.e. performance review.
PROGRAM NARRATIVE/DESIGN Program Summary Program Narrative Design Specific to Program for which you are Seeking Funding Measuring Program Success/Efficiency Program Outcomes Plan Program Budget
Program Summary Should be no longer than 2-3 paragraphs long Provides a quick synopsis of your program – What is the purpose of your program’ – Who are you serving – What is special and/or unique about your program
Program Narrative/Design 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.
Measuring Program Success Past Year’s Performance Attach a copy of your HUD CoC APR for the time period of 1/1/14-12/31/14. Describe how your program met or did not meet CFHP Performance Standards. If you did not meet the standards, explain why not and what corrective measures you have taken.
Measuring Program Success Projected Outcomes Use Attachment 2: Program Outcomes Plan to document your projected outcomes, relating to the following CHFP performance indicators: # 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
Program Budget General Information Use single budget form for agencies submitting proposals for only one program. Use multiple budget form for agencies submitting proposals for more than one program. Formulas have been built into the budget forms. 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).
Program Budget Ineligible Costs Depreciation, bad debts and late fees Public relations or fundraising Recruitment, staff training, entertainment, conferences and retreats not specifically related to the goals of the CHFP funded project Payment of client credit card or other consumer debt Cash assistance paid directly to participants
Program Budget Expense Categories 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) 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.
Program Budget Staff Salary Detail 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?)
Program Budget Cost Allocation
Program Budgets Matching Funds Recognition of matching contributions. To count toward the required match for the Contractor's fiscal year grant, cash contributions must be expended within the grant period, and noncash contributions must be made within the grant period. Contributions that have been or will be counted as satisfying a matching requirement of another Federal grant or award may not count as satisfying the matching requirement of this section.
Program Budget In-Kind Contributions Calculating the amount of non-cash contributions. To determine the value of any donated material or building, or of any lease, the contractor must use a method reasonably calculated to establish the fair market value. Services provided by individuals must be valued at rates consistent with those ordinarily paid for similar work in the contractor’s organization. If the contractor does not have employees performing similar work, the rates must be consistent with those ordinarily paid by other employers for similar work in the same labor market. Some noncash contributions are real property, equipment, goods, or services that, if the contractor had to pay for them with grant funds, the payments would have been indirect costs. Matching credit for these contributions must be given only if the Contractor has established, along with its regular indirect cost rate, a special rate for allocating to individual projects or programs the value of those contributions.
DOCUMENTATION & ADMINISTRATION
Documentation & Administration Payments to Contractors Disbursement of funds will follow a cost reimbursement procedure and will be for actual funds expended. Contractors shall only be reimbursed for costs that have been incurred within the current grant year and corroborated with paid invoices or other evidence of Contractor expenditure submitted with the Request for Reimbursement (RFR).Request for Reimbursement Contractors are reminded that any costs incurred or paid prior to the beginning of the start-up date or after the ending date cannot be reimbursed by the grant. The Grant Period will begin (approximately) July 1, 2014 and ends June 30, 2015.
Documentation & Administration Requests for Reimbursements (RFR) should be submitted on a monthly basis and must include the following: — Correctly completed RFR forms — Copies of invoices and evidence of payment for the eligible costs for which reimbursement is being sought — Evidence of payment can include check copies and bank statements. Additionally, when bank statements are submitted as evidence of payment, there should be sufficient notation of which items are relevant to the request. — When client services costs are requested financial assistance logs must be attached to the RFR i.e. financial assistance for rent — The final Request for Reimbursement must be submitted to the OHCD within 15 days after the expiration of the grant period (by July 15, 2015). Any costs incurred or paid after the ending date cannot be reimbursed by the grant.
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 with CHF shelter and/or services. – Submit required quarterly performance reports as required by CHFP.
Documentation & Administration ALL CHF Providers must: – 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.)
CHF Providers will be held to performance standards outlined in their contracts. “Bonus Awards” may be available annually to agencies based on program performance. These performance objectives will be discussed and outlined in greater detail during the award and contracting phase following the review of submitted applications. If an agency repeatedly fails to meet their performance objectives current and/or future funding may be jeopardized.
PERFORMANCE MEASUREMENT Performance Outcomes may include:* – High number of clients exited to permanent housing; – Low number of clients exiting to emergency shelter; – High number of clients exiting shelters with an increase in income; – High number of chronically homeless clients exiting to permanent housing; or – 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.
CHF REVIEW PROCESS – Experience and Financial Capacity – Need Area/Population Served – Program Narrative/Design Beds, Clients, Services – Program Current and Projected Performance HMIS, Consumer input, Measures Prior year and current year outcomes – Budget/Budget Narrative Clear and reasonable budget Clear description of other sources of funds Indirect costs are explained