Presentation on theme: "Harris County Community and Economic Development Department Emergency Shelter Grant Workshop."— Presentation transcript:
Harris County Community and Economic Development Department Emergency Shelter Grant Workshop
Agenda Overview of HCCEDD Overview of ESG Program Objectives Eligible and Ineligible Activities Recordkeeping & Monitoring Questions & Wrap-up
Unincorporated Harris County and its 15 cooperative cities. Unincorporated Harris County and its 15 cooperative cities. BellaireSeabrook Deer Park Shoreacres Galena Park South Houston Humble Tomball Jacinto City Waller Katy Webster LaPorte West University Place Morgan’s Point Houston, Baytown and Pasadena receive their own community development funds and are not included in the Harris County service area.
How it Works
The Consolidated Plan The Consolidated Plan Five-year plan that addresses: Housing; Social services; Infrastructure; and Community revitalization needs. Specifies types of projects to be funded Application for federal funds under HUD’s formula grant programs: CDBG; HOME / ADDI; and ESG. Basis for assessing performance
The Consolidated Plan aids decision makers in creating strategies to address the following. Employment and employability Affordable housing Adequate streets Water, sewage and drainage systems Quality education and Workforce Development Parks and green space Community facilities Quality health care Crime awareness and public safety and Safe, peaceful and productive neighborhoods for low- and moderate-income communities
Request for Proposals (RFP) Solicitation and acceptance of proposals According to federal and state procurement laws and standards Applicants must: Be a non-profit organization or governmental agency or entity; Expend funds within a 12-month period; Have sufficient working capital; Meet one Consolidated Plan Objective; Meet one National Objective; Benefit eligible residents in CEDD’s HUD Service Area.
Annual Action Plan (AAP) Detailed description of the allocations of Harris County HUD entitlement dollars (CDBG, HOME, and ESG). Discusses how resources generated by tax dollars will be utilized for the upcoming program year.
Agencies Receive Allocations Contracts are developed between Harris County and agencies. Funds are dispersed on a reimbursement basis. Grants Management staff monitors all projects.
Consolidated Annual Performance & Evaluation Report (CAPER) Describes progress. Reports on and reviews county’s use of Entitlement funds. Benchmark for projects to be funded. Allows for self- assessment.
Emergency Shelter Grant
Overview The Emergency Shelter Grant program is designed to be the first step in a continuum of assistance to prevent homelessness and to enable homeless individuals and families to move toward independent living.
Objectives The objectives of the ESG program are to: Increase the number and quality of emergency shelters and transitional housing facilities; Operate these facilities and provide essential social services; and Help prevent homelessness.
Match Requirement 100% match. The following may be used for match: Cash; The value or fair rental value of any donated material or buildings; The value of any lease on a building; Salary paid to staff to carry out the program; and The value of the time and services contributed by volunteers at a rate of $5/hour.
Eligible Clients A person must be homeless (or at great risk of becoming immediately homeless) to receive help from ESG projects. HUD’s definition of a homeless person is someone who: Is living on the street; or Is in an emergency shelter; or Would be living on the street or in an emergency shelter without HUD’s homelessness assistance.
Eligible Activities ESG eligible activities: Renovation, rehabilitation and conversion of buildings for use as emergency shelters or transitional housing for the homeless; Essential services; Operating costs such as maintenance, insurance, rent, etc.; and Homeless prevention.
Emergency Shelter Renovation, Rehabilitation or Conversion Renovation Includes rehabilitation that costs less than 75% of the value of the building before rehabilitation. Requires the rehabilitated building to be used as a shelter for three years.
Emergency Shelter Renovation, Rehabilitation or Conversion Major Rehabilitation Includes rehabilitation that costs over 75% of the value of the building before rehabilitation. Requires the rehabilitated building to be used as a shelter for ten years.
Emergency Shelter Renovation, Rehabilitation or Conversion Emergency Shelter Conversion: Conversion means a change in the use of a building to an emergency shelter for the homeless, where the cost of conversion and any rehabilitation costs exceed 75% of the value of the building after conversion.
Emergency Shelter Renovation, Rehabilitation or Conversion Ineligible costs: Acquisition of real property; New construction; Property clearance or demolition; Rehabilitation administration; Staff training or fund raising activities associated with rehabilitation; and Building maintenance and repairs.
Essential Services New Service or Quantifiable Increase New Service or Quantifiable Increase ESG Funds: ESG Funds: Can be used for a new service; Can be used for a quantifiable increase in service; Cannot be used to replace existing government or non-profit funding of the same service.
Essential Services Eligible Activities: Assistance in obtaining permanent housing; Medical and psychological counseling and supervision; Employment counseling; Nutritional counseling; Substance abuse treatment and counseling; and Assistance in obtaining other Federal, State and local assistance. ( mental health benefits, employment counseling, medical assistance, Veteran’s benefits, and income support assistance such as supplemental Security Income benefits)
Essential Services Ineligible Activities: Existing services and staff; Salary of case management supervisor when not working directly on participant issues; Advocacy, planning, and organizational capacity building; Staff recruitment/training; and Transportation costs not directly associated with service delivery.
Operating Costs Limitations on Funding Staff salaries (including fringe benefits) are limited to 10% of the grant. Maintenance and security salary costs are not subject to the 10% cap. Example: An organization receiving $55,000 in ESG monies for operational costs could only use $5,500 (10%) for operational staff costs.
Operating Costs Ineligible Activities Recruitment or on- going training of staff Depreciation Public relations or fund raising Staff training, entertainment, conferences, or retreats Bad debts/late fees Mortgage payments Costs associated with the organization rather than the supportive housing project (advertisements, pamphlets about organization, surveys, etc.).
Homeless Prevention Includes financial assistance to families who have received eviction notices or notices of termination of utility services if: The family cannot make the payments due to a sudden reduction in income; Assistance is necessary to avoid the eviction or termination of services; The family will be able to resume payments within a reasonable period of time; and, Assistance will not supplant funding for preexisting homelessness prevention activities from other sources.
Homeless Prevention Eligible Activities : Short-term subsidies (90 days) for rent and utilities for families that have received eviction or utility termination notices; Security deposits or first month’s rent for homeless families; Mediation programs for landlord-tenant disputes; Legal representation programs for indigent tenants in eviction proceedings; Payments to prevent foreclosure on a home; and Other activities designed to prevent homelessness.
Homeless Prevention Ineligible Activities Housing/services to homeless persons Long-term assistance (beyond 90 days) Direct payments to individuals
Program Requirements Documentation of Homelessness Termination of Participation and Grievance Procedure Participation of Homeless Persons in Policy-Making and Operations Ensuring Confidentiality
Program Requirements Documentation of Homelessness Documentation must be: Obtained from the participant or a third party; Obtained at the time of referral, entry, intake or orientation to the ESG-funded project; Maintained in the client file to determine the eligibility of persons served; In the form of either the Individual Eligibility Form or other acceptable documents for different situations.
Program Requirements Termination of Participation and Grievance Procedure Organizations must have a procedure that describes: Program requirements; Termination process; and Grievance procedure.
Program Requirements Participation of Homeless Persons in Policy-Making and Operations Policy-Making Service providers of ESG funds are required by law to provide for the participation of at least one homeless or formerly homeless person in a policy-making function within the organization. All applicable policy-making homeless person(s) must be noted by organization’s board of directors.
Program Requirements Participation of Homeless Persons in Policy-Making and Operations Operations Homeless participants must be involved in the operation of the ESG funded program. Involvement can include participants’ employment or volunteerism in project activities.
Program Requirements Ensuring Confidentiality To ensure the safety of participants fleeing domestic violence situations, ESG-funded organizations are required to: To ensure the safety of participants fleeing domestic violence situations, ESG-funded organizations are required to: Implement procedures to guarantee confidentiality; Not publicly disclose the address/location of the family violence shelter ( except with written authorization of person(s) responsible for the shelter facility’s operation); and Keep written records or files of families under lock and key with limited access to those files.
Recordkeeping & Monitoring Overview General recordkeeping requirements Access to records Retention of records Monitoring Reporting requirements
General Recordkeeping Requirements Records should be: Accurate, complete, orderly; and Maintained in order to: Document all ESG funded activities; and Demonstrate compliance with all applicable program and other requirements.* * According to U.S. Department of Housing and Urban Development Department (HUD) 24 CFR Part 570 and Part
General Recordkeeping Requirements ESG funded organizations must establish and maintain: ESG funded organizations must establish and maintain: Administrative records Financial Records, and Project/case files.
Access to Records Records are used to create audits, examinations, excerpts and transcripts. The following have access to records of ESG funded organizations: Records are used to create audits, examinations, excerpts and transcripts. The following have access to records of ESG funded organizations: CEDD representatives; HUD representatives; Comptroller General’s Office of the United States; Other authorized governmental agencies; Citizens (24 CFR ).
Monitoring The primary mission of monitoring is to ensure that organizations are: In compliance with all regulations governing their: Administrative; Financial; and Programmatic operations; and Achieving their performance objectives within their schedule and budget, as outlined in the Agreement.
Monitoring Five steps in a monitoring visit Notification letter Entrance conference Documentation, data acquisition and analysis Exit conference Monitoring letter
Reporting Requirements Reporting requirements are specified by the Grantee (CEDD) in the Subrecipient Agreement. Programmatic and Financial Reimbursement Request Reports are due monthly. Quarterly and Annual reports may also apply.
Questions And Answers
Questions? Contact: Shanna Lebrum Senior Program Analyst (713) , ext. (2051) Or visit our website at: