1. Harris County Community Services Department PY 2015 Emergency Solutions Grants (ESG) February 24, 2015 1 To insert your company logo on this slide From the Insert Menu Select “Picture” Locate your logo file Click OK To resize the logo Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” Use these to resize the object. If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize.

2. ManagerEsmeralda Gonzalez x2106 Public Services Supervisor Natalie Garciax2065 Project Monitors Michelle Leijax2202 Ebony Lovex2086 Public Services, Grants Management Staff 713-578-2000 2

3. CONTENTS OF FOLDER Subrecipient Orientation Acknowledgment Copy of presentation CD containing programmatic reporting templates and guidance material Reports are located on HCCSD website at: http://www.csd.hctx.net/gm_esg_cdbg.aspx 3

4.  To broaden existing emergency shelter  Emphasize Rapid Re-housing  Help people quickly regain stability in permanent housing after experiencing a housing crisis and/or homelessness  Support more coordinated and effective data collection, performance measurement, and program evaluation. ESG Overview 4

5. Homeless definition has 4 Categories: 1) Literally homeless individuals/families 2) Individuals/families who will imminently (within 14 days) lose their primary nighttime residence with no subsequent residence, resources or support networks 3) Unaccompanied youth 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 5

6. 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 6

7.  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 7

8. AGREEMENTS  Agreements were drafted based on applicants’ Request for Proposals (RFP’s) submitted to CSD for PY2015 funding  PY2015 Time of Performance: March 1, 2015 to February 29, 2016  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 90 days prior to the end of the program year.  Cut-off to submit a budget revision request: November 30, 2015 8

9. Agreements  Refer to Exhibit A: Scope of Services and Exhibit B: BudgetExhibit A: Scope of Services Exhibit B: Budget  Activity  Unit Definition  Cost per Unit of Service  Total No. of Units Per Activity  Maximum Total Cost Per Year  PY2015 Number Served 9

10. 1.Coversheet / ChecklistCoversheet / Checklist 2.Project Status ReportProject Status Report 3.Client Data ReportClient Data Report 4.Tally SheetTally Sheet 5.Employee Data ReportEmployee Data Report 6. Bed Days Log (if applicable) Bed Days Log 7. HMIS Reports (if applicable) HMIS Reports 8.Mid-Year Report or Annual Performance ReportMid-Year Report or Annual Performance Report PY2015 Programmatic Reports 10

11. Important notes on monthly reports Check your Agreement for monthly reports due date. For projects that expend funds early, submission of monthly reports with no new persons, services and no reimbursement requested, is not required. Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports. 11

12. Scenario #1 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? 12

13. 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. 13

14. Scenario # 2 Which monthly reports need to be corrected if you report 20 new clients; however, 3 were disallowed? 14

15. Answer: The following reports need to be corrected: 1.Project Status Report 2.Client Data Report 3.Tally Sheet 15

16. 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:  Inform the CFTH of your grant name, type of funding, the operating year, and list of services funded through the grant  Sign up and receive training  Input information on clients and services provided into ClientTrack The following HMIS reports must be submitted monthly:  Clients Served with Details  Clients in Programs  Client Summary Report Please contact CFTH staff at 713-739-7514 or click on their website at www.homelesshouston.org for further assistance.at www.homelesshouston.org 16

17. 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 17

18.  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 Subrecipient Monitoring 18

19. Important Points Section 504 survey will be reviewed for applicable updates 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 your agency’s 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 19