Emergency Shelter Grant (ESG) How to Apply – Conference Call February 18, 2010

2 Overview ESG formula allocation from HUD to State of Virginia (DHCD) For use in non-entitlement areas Open, competitive process (change over prior years) Completely separate from State Shelter Grant and other DHCD programs (change over prior years) For July 1, 2010 – June 30, 2011 program year

3 Funding Levels Approximately $1,600,000 Program-based funding - not agency-based (big change over prior years) Unknown – Number applications – Number of awards (i.e., programs funded) – Number of sub-grantees – Amount of available funding Don’t anticipate making any awards greater than $50,000

4 Non-Entitlement Areas Only For use in non-entitlement areas Program must be physically located in a non- entitlement area Entitlement areas* (non-eligible) include: – Norfolk – Richmond – Roanoke – Virginia Beach – Fairfax county – Prince William county *Areas are based on a HUD formula and are subject to change.

5 Applicant Eligibility Either unit of local government or non-profit No outstanding findings or other issues Experienced homeless service provider Must be able to meet record keeping and reporting requirements Must be able to meet HMIS requirement – DV shelters are exempt Must be certified as local CoC participant Must have proposal certified as meeting local needs

6 Applicant Eligibility – DV Shelter Domestic violence shelters are exempt from HMIS requirements but MUST meet all other aggregate data and reporting requirements. Domestic violence shelters would need to apply as emergency shelter programs and MUST be targeting and serving clients fleeing a domestic violence housing situation where no other subsequent, appropriate residence has been identified and the person lacks the resources and support networks needed to obtain housing.

7 Applicant Eligibility – Primarily Religious Organizations MUST establish a completely separate, secular, private, non-profit organizations to serve as sub-grantee Pending 501(c)(3) application is okay for application Must adhere to limitations on discrimination against religious affiliation Can not require participation in religious service or activity Can not provide religious instruction or counseling

8 Eligible Program/Activities This is a homeless shelter operation grant opportunity Must be either emergency shelter or transitional housing Must be a individual program – Specific target population – Program design – Specific program goals and outcomes – Program budget

9 Eligible Program/Activities - Costs Maintenance Rent - must be actual rent expense incurred by sub-grantee (prohibition on properties own by sub-grantee and/or subsidiary) Security Operational supplies Insurance Utilities Furnishings Shelter staff (10 percent limit excluding maintenance and security staff costs) Note contract services may count, if applicable, toward the 10 percent limit of staff.

10 Ineligible Costs Recruitment or on-going training of staff Depreciation Costs associated with the organization rather than the specific program Costs associated with advertisements, pamphlets, surveys, etc… Public relations or fundraising Bad debt/late fees Mortgage payments Indirect costs

11 Ineligible Costs DHCD reviews and reserves the right to reduce request for reimbursement by the amount of the ineligible cost Any ineligible cost charged to the ESG program MUST be paid back by the sub-grantee Any unresolved issues or findings will make the sub- grantee ineligible for subsequent reimbursements Any unresolved issues or findings will make the sub- grantee ineligible for subsequent DHCD Housing Division funding

12 Other ESG Program Requirements Can NOT charge client rent Transitional housing programs may charge a program fee, but: – Transitional housing only – Never more than 30 percent of household income – Must be appropriate for target population – Must be tracked and used as revenue for the program – Program fees must be included as revenue source in program budget – Must be approved by DHCD

13 Other ESG Program Requirements Homeless Certification Form Termination of Participation and Grievance Policy and Procedure Participation of Homeless Person in Policy-Making and Operations ESG Basic Habitability Check List

14 Other ESG Program Requirements Ensuring confidentiality Financial management Record keeping Lead-based paint Non-discrimination and equal opportunity Conflict of interest

15 Application Process Any eligible applicant may apply (doesn’t need to be current sub-grantee) Due at DHCD by 5 P.M. on Friday March 26, 2010 Competitive Proposal reviewed and scored by a panel Reviewed and scored “as is” Proposal must meet minimum thresholds – Eligible Applicant – Eligible Program/Activities – Received before deadline Review criteria – Need (maximum 50 points) – Approach (maximum 25 points) – Capacity (maximum 25 points) Must score at least 60 points to be eligible for funding

16 Application Applicant Prior Year ( ) Information (a) Prior year total agency budget* $ (b) Prior total dollar amount of program budget$ (c) Prior year number of households served by program *Total agency/organizational budget (not program budget). For units of local government only specify appropriate division or department budget. For national non-profits please specify only the local chapter.

17 Application Program location (county/city): Please tell us what areas this proposed ESG program will target for homeless services: Primary Service Areas (city/county) *Add additional rows as needed.

18 Application Budget and Financial Information Agency budget (current year) Program budget (current and proposed) – Expenses/revenues – Proposed budget should include request No required budget format, but examples Most recent audit (if DHCD doesn’t already have it) ESG Request Section (application) – One year request – “Identify and Explain”

19 Application: Need 50 percent of score Need Narrative section Scope of Need: – Does (and how) does this program fill a service gap? – Is there a need for the ESG funds? – Is there a demand for this particular program? – How critical is the need? – Does the program have any special feature to meet these needs? – How credible and relevant is the evidence of need? – Is there a specific target population?

20 Application: Target Population What population is this program designed to serve? – A specific household type (e.g., women with children) – A specific sub-population (e.g., chronic homeless)

21 Application: Approach 25 percent of score Need, program description, and collaboration narrative section Scope of Approach: – How experienced is the applicant with providing similar services and assistance? – How experienced is the applicant with working with the target population? – How well is the proposal coordinated with other activities and funding sources in the area? – Does the program appear to be based on proven methods and/or is the program able to demonstrate good outcomes? – Do the program costs appear reasonable? – Do the program outcomes and objectives appear reasonable?

22 Application: Capacity 25 percent of score Organizational capacity narrative, budgets, other documentation Scope of Capacity : – How experienced is the applicant with providing similar services/assistance? – Does there appear to be a plan for appropriate program oversight? – Does the applicant demonstrate effective grant management experience? – Does the applicant demonstrate adequate capacity for data collection and reporting? – How many, and what type of findings, concerns, or other compliance issues has the agency had during the program year?

23 Wrap Up Due date – At DHCD by 5:00 PM Friday, March 26, 2010 Kathy Robertson, Associate Director Homeless and Special Needs Housing Department of Housing and Community Development Main Street Centre 600 East Main Street, Suite 300 Richmond, Virginia (804)