Shelter Plus Care Shelter Plus Care 2009 Start Up 2009 Start Up Conference Conference

S+C Grantee, S+C Grantee, S+C Sponsor and S+C Sponsor and

HUD in HUD in PartnershipPartnership

The Benefits of Shelter Plus CareThe Benefits of Shelter Plus Care Stick with what your agency does Best:

– Service providers provide services– Housing providers provide the housing.

Quick turn around time: – S+C avoids the time lag of housing development.

Flexible models to choose from Capitalize on services, mainstream resources and efforts

already underway. S+C Sponsor or Project based creates a stream of

revenue to stimulate capital funding S+C Tenant, Sponsor or Project based allows for an

immediate supply of housing for new participants.

Benefits of S+C for COCBenefits of S+C for COC

The S+C funds for new and renewal requests are consider per the FY2008 SuperNOFA a housing activity and can help your COC with obtaining more points in the competition

S+C can be tailored to the full Bonus or Pro rata need amount available

Used bonus or pro rata need funds for a new S+C project for disabled homeless single persons and homeless families with a disabled adult and children

In FY2009, there is no Samaritan Initiative - just permanent housing bonus to serve singles and/or families

S+C for New Projects in 2009S+C for New Projects in 2009

Shelter Plus Care as a COC Back Shelter Plus Care as a COC Back up Project for Strategyup Project for Strategy

Sometimes COC high ranked projects have failed to submit at the last moment, been disqualified by HUD, withdrawn or funding reduced

S+C fund request is easy to tailor to available funds

S+C projects may be a back up plan by adding project requests just below the funding line estimated by the COC.

Fair Market Rent (FMRS)* x number of units by bedroom size x 60 months= grant funds– 12 month for renewal projects– 120 months if project based with

rehabilitation– HUD funds up to 100% of initial FMR rent

for five years or one year for renewals(higher if exception rents documented by

Housing Authority with application)

Grant Funding Basis

Uses of Shelter Plus Care FundsUses of Shelter Plus Care Funds Payment to the property owner (the difference

between tenant required rent payment and the reasonable rent)– Occasionally, tenant is also paid when the utility

allowance exceeds the tenant required rent amount– Utilities include heat, electricity, water, sewer and

garbage collection only Other uses of Grant funds after payment of rent

– Damage deposits– Vacancy payments of up to 90 days– Limited Damage payments– Up to 8% of funds drawn maybe for Administrative fee

see manual and regulations for limitations on use of funds and documentation procedure

Program GoalsProgram Goals

1) Increase housing stability by obtaining permanent housing;

2) Increase skills and/or income;

3) Obtain greater self-sufficiency.

To assist homeless disabled individuals and their families Refer for Section 1 of the Resource Manual:

Project Performance GoalsProject Performance GoalsAnnual Progress Report 2008

– Participants who stayed six or more months in permanent housing

–National average is 73.5% – Participants who had employment income when

they exit

–National average 19% exit with employment income

– Overall increase percentage of participants whose income by exit from your program has increased through government benefits and employment

Exiting Homeless Participants with Exiting Homeless Participants with Mainstream Resources in 2006 All GrantsMainstream Resources in 2006 All Grants

SSI

11.4%

Percent listed in Annual Progress Reports National Averages for 2006

Medicaid

13.3%

Social Security

1.7%

SSDI

4.4%

No Resources

30.5%

Not good!!!

Food Stamps

20.2%

SCHIP/

Children’s

1.1%

TANF or

MFIP

7.7%

Veterans Healthcare

1.1%

Veterans

Benefits

1.4%

GA or General Assistance

6.2%

Employment Benefits

20.9%

Unemployment

Benefits

1.1%

Other

Specify

4.2%

Shelter + Care Resource Manual-SShelter + Care Resource Manual-Sectionsections1 Overview Goals, roles, MOU and components

2 Activities Eligible participants and use of funds

3 Leasing HQS, rent calculation, Occupancy agreement

4 Match calculating support services

5 Financial Management LOCCS

6 Record-keeping and Reporting requirements/ Annual Progress Report APR

7 Grant Renewal and extension

8 S+C Grant requirements administration and other applicable, Uniform Relocation Act, Environmental Regulations, OMB, lead paint , etc.

(Printed copy in packets deleted out dated references)

Who Is Served Under S+C?Who Is Served Under S+C?Refer to Section 2.2 of manualRefer to Section 2.2 of manual

Severely Disabled Adults who

are homeless and their household members who lack the resources to obtain housing

– Low income households (80% of area median income

adjusted for household size and usually not an issue)

– See model disability certification form in your packet

– (does not address chronic homeless in the manual)

Disability or Diagnosis IncludesDisability or Diagnosis Includes

Chemically Disabled– CD may be the only diagnosis for S+C

Severely or Chronically Mentally Ill Developmentally Disabled HIV Positive Physical Disability Traumatic Brain Injury Dual or Multiple Diagnosed

13

Since 2005Since 2005

With FY2005 grants (New & Renewal grants), new participants must come from places not fit for human habitation (streets, squats, camps, cars, etc.) or emergency shelters – (must trace new participants back to shelters or

the streets for units not set aside for the chronic homeless)

S+C still used for new permanent projects out of pro rata share for families and singles who are not considered chronic homeless.

Eligible Participant for any S+C Housing Eligible Participant for any S+C Housing and all post 2005 Renewals & and all post 2005 Renewals &

Permanent HousingPermanent Housing

1) Comes from the street places unfit for human habitation, cars, campgrounds, shacks, etc.

2) Comes from shelters Youth, general population, victims of domestic abuse, family

shelters, singles generally 30 days or less for maximum stays

3) Coming from Transitional housing for the homeless and ……. Documented from the streets or a shelter originally

4) Coming from a jail or treatment facilities with a stay of less than 30 days and ………………. Documented originally from the streets or a shelter

originally

One adult participant in each household must be disabled

Eligible Participants for Units for the Eligible Participants for Units for the Chronic HomelessChronic Homeless

(see your grant agreement or approved application)(see your grant agreement or approved application)

1) Coming from the streets– places unfit for human habitation, cars, campgrounds, shacks,

condemned buildings, etc.

2) Coming from shelters– Youth, general population, victims of domestic abuse, singles – generally short term stays

3) Coming from a stay in jail or treatment facilities for less than

30 days and Documented as originallyoriginally coming coming from the streets or a shelterfrom the streets or a shelterParticipant must have a disabling condition and for

12 months or 4 episodes in the last 3 years of being homeless and be unaccompanied at the time of service

Two Guides for Documenting Two Guides for Documenting EligibilityEligibility

Defining Chronic Homeless-a Technical Guide. For HUD Programs (In your packet and on the web)

Note you may enroll an individual in S+C and place him in treatment up to 90 days with a unit at the end of his stay.

Model Guide for Permanent Housing Projects (in your packet)

17

Who You Who You CannotCannot serve serve

– Persons evicted from their homes– Persons who lost their housing while in treatment

or institutionalized– Persons in longer term treatment centers more

than 30 days unless enrolled in S+C first– Persons from programs that require discharge

planning – Persons who came from transitional housing, but

did not come from the streets or a shelter before entering transitional housing.

Who Is Who Is Not Homeless Not Homeless under any yearunder any year

Paying more than 30% of income Living in overcrowded conditions In substandard housing Living with roommates or relatives S+C to keep people in their existing

home In a program or institution in which a

discharge plan that must address housing

See more restrictive rules for post 2005

Who Is Who Is Not Homeless Not Homeless under any year continuedunder any year continued

Leaving directly from prison– some exceptions if short term stay, discharge plan not

required and was homeless prior to incarceration

Wards of the state or those in foster care Individuals in the State Mental Health

System institutions that include discharge plans

Any licensed housing institution under Minnesota 16(a) Section 245 that requires an appropriate discharge plan

Outreach– Methods and sources for finding new clients

or participants S+C Regulations 24 CFR 582.325

Outreach Activities– Regulation requires grant recipients and their

partners to focus outreach on those who are living on the streets or other places not meant for human habitation or those in emergency shelters

– These are the homeless persons that outreach efforts need to bring in as new participants to S+C

Shelter Plus Care- Shelter Plus Care- Section 1.2 of Resource ManualSection 1.2 of Resource Manual

Rental Assistance

1. Tenant based

2. Sponsor based

3. Project based 5 year contract 10 year contract if

Rehabilitation

4. SRO/project based

Tenant and Sponsor BasedTenant and Sponsor BasedUnits may move around with either

the tenant or the sponsorSponsor owns or leases units in

Sponsor basedTenant leases units in tenant basedContract authority is for 5 years for

new and one year for renewal Grantee/Sponsor may limit service

areaTwo most popular programs

Project Based and SROProject Based and SROwith or without rehabilitationwith or without rehabilitation

Assistance tied to a building owned by a for-profit or nonprofit entity

3 grants in Minnesota

Rental assistance for 10 years – $3000 or more for rehabilitation done per unit – Allows 12 mo. rehabilitation period

Good alternative to the Section 8 Single Room Occupancy or Project Based programs– Allows for full rent by size of unit– Application process is streamlined – Needs only 5 year funds

Keep on Target!Keep on Target!Know the number of units

contracted Know the size of units by number

of SRO, efficiency, 1br., 2 br., 3 br., 4 br., etc.

Know the population servedKnow whereabouts of participantsKnow and keep current

assessment of client’s and their household’s needs

Know services provided to clients Know grant term and end dates

Staying on TargetStaying on Target Know reporting dates Know S+C Resource Material Know current occupancy Know activities and

responsibilities of grantee, sponsor, and HUD

Know what the grant application, MOU and grant agreement says

Know when to renew grant

How to Keep Track of the Funds!How to Keep Track of the Funds! Develop spread sheets with funds budgeted by

month or quarter Budget for administration (admin. is only if

excess funds available) and rental assistance by month

Calculate demand for funds for five years (Renewals one year)– be conservative at first!

Keep funds for future rent increases You may add units or increase size of units

provided there are fund for the number of units in your application for the balance of the grant term

Spend Funds in a Timely Manner!Spend Funds in a Timely Manner! Keep project full for the contract term 5 year grant funds draw at the rate of 1% to 2%

per month or 4% to 6 % per quarter* 1 year grant, draw about 8-9% of funds

per month **Please note any draw made must be backed by actual

expenses incurred

Monthly draws saves your agency interest costs lost in fronting rent to property owners & helps with forecasts

FY 2008 grant agreements require quarterly draws Lack of progress may result in lost of funds at the

close of the grant and monitoring issues

DATA Privacy, HIPAA DATA Privacy, HIPAA and HUD’s Access to Filesand HUD’s Access to Files

•Grantee, Sponsor and Participants must allow HUD access to all case files related to housing, assessment of services needed and matching support services. See HIPAA legislation that allows government access as part of an audit or investigation.

•Refer to grant agreement with HUD •Suggest sponsors and participants be aware of this requirement through the participation agreements , leases and Memorandum of UnderstandingFunds have been suspended when access has been denied to HUD Officials!!!!

Issues for Project with Layered fundingIssues for Project with Layered funding Other funders may have conflicting requirements? Chronic Homeless narrower than Long-term

homeless term– HUD requires a disabling condition– HUD limits to unaccompanied adults– HUD requires last residence to be the streets or a shelter

HUD definition of eligibility for Permanent Housing may appear to conflict with other agencies– Other S+C projects are expected to be kept full even if new

candidates are not long-term homeless household Grantee must work it out to HUD’s satisfaction and

may need aggressive outreach plan to find candidates that meet requirements of all funders

Document, Document & DocumentDocument, Document & DocumentHomeless status and housing inspectionOn going assessment of clientsSupport services providedClient income with third party

verification and rent calculationRent to owner (Reasonable Costs) Damages and Deposits Administration CostsDisabilities with qualified diagnosis

– SSDI or licensed individualDue process and follow upBasis for fund draws from LOCCS

Document

Memorandum of UnderstandingMemorandum of Understanding

Who recruits & approves participants? Who finds housing units? Who documents match? Who does HQS inspections? Who does the Annual Progress Report and HMIS? Who reviews disabilities or gets a diagnosis? Who works & talks with property owner and when? How to change the MOU? Who determines rent is reasonable? How is due process carried out? What’s the appeals process? Who & how often are participant assessments made? Who provides what support services? Who gets how much and what administration costs? What are the lines of communication?

MOU

Compliance, Compliance & ComplianceCompliance, Compliance & Compliance

McKinney Vento Act NOFA funding requirements for year

funded– Note any special requirements for bonus

funding if applicable 24 CFR 582 Shelter Plus Care RegulationsApproved grant agreementHUD approved grant application and latest

HUD approved changes

Remedy for DefaultRemedy for Default

Work with HUD to Correct problem! Change policy or actions of grantee or sponsor! Other outcomes occasionally

– Reimburse grant if costs were ineligible– Change sponsor or grantee– Other outcomes for illegal or extreme situations

S+C is Not Section 8 !!!!!!!!!!S+C is Not Section 8 !!!!!!!!!!S+C is funded under separate legislation from Sect. 8– No criminal background restrictions required– Check with your attorney about aliens who are illegally in

the country or undocumented – No credit check or rental history required beyond homeless

status/disability status– Chemical addiction can be the only disability– No set HAP payment for all clients-each case varies– No minimum rent paid by participants

Know the difference between S+C, Section 8 and other rental assistance programs!!!!!!!!!

S+C is Not Section 8 !!!!!!!!!!!S+C is Not Section 8 !!!!!!!!!!!– Tenant cannot pay more than 30% of adjusted income– Different process for documenting program administration

Costs must be earned

– Reasonable rent only standard for renting a unit- be aware of your budget

– No portability beyond service area as defined by the sponsor and grantee

In order for case managers to make home visits, etc.

– Different requirements for household survivors – No penalty in rent for those sanctioned under MFIP (TANF)– You may only terminate clients from the program for

significant problems.

Some Issues on Precedents Some Issues on Precedents – Section 8 and other administrative policies by the housing

authority may be good to address in some situation – However, do not always defer to Section 8 policies when in

doubt. Think of the S+C clients and their unique or special needs!

– Look to your partners to resolve problems such as annual certification appointments, need to move, special circumstances not addressed in the regulations or resource manual.

– Remember you are serving a population that needs reasonable accommodation and a frail population with special needs!

When you have a question or a doubt-- call or email your HUD representative to work out a policy appropriate for the S+C participants

CertificationsCertificationsEqual Opportunity & Civil Rights

– In hiring and client participation'sDrug Free WorkplaceUniform Act and RelocationLead based paint measuresEnvironmental Review and

Compliance and assumes the role of inspecting for compliance

Anti-lobbying-no Federal funds used

Certifications ContinuedCertifications ContinuedMaintenance of effort

– -not replacing local and state government funds

Provide services specified in applicationNon-profit board members are not paid No participant or its board members or

contractors are debarredApplicant/grantee is qualified to

participate as a unit of local government

Cycle of GrantCycle of Grant Local ranking and fund announcement by HUD Compliance with special conditions if any Grant begins when agreement is executed Start of operations

– Renewal projects start where last grant ends

First Annual Progress Report (APR) to HUD 15 months after start date (27th, 39th etc)

– see latest APR version – HMIS answers questions 2-15

HUD determines risk annually and may visit and monitor grantee

Grantee renews project in fourth operating year

Minnesota GranteesMinnesota Grantees Bemidji HRA Carver County HRA Clay County HRA Crookston HRA Dakota County CDA Duluth HRA Hennepin County HRA Itasca County HRA Mankato HRA Metro Council HRA Minneapolis PHA Olmsted County HRA Rice County HRA St. Cloud HRA St. Louis Park HRA

St. Paul PHA HRA of St. Paul Virginia HRA Washington County HRA Willmar HRA Blue Earth County* Grant County* (serving 4 counties) Hennepin County* Olmsted County* Ramsey County * Scott County * Minnesota Housing(State agency) (all grants transferred) * Grantee is the county government -usually Human

services

Minnesota GranteesMinnesota Granteeswith some dedicated units for the with some dedicated units for the

Chronic Homeless Chronic Homeless Bemidji HRA Clay County HRA Crookston HRA Duluth HRA Itasca County HRA Olmsted County

HRA St. Cloud HRA Hennepin County

HRA

St. Louis Park HRA St. Paul PHA & HRA Virginia HRA Blue Earth County* Grant County* Hennepin County* Ramsey County* *Grantee is

the county government -usually Human services

Minnesota Experience-- SponsorsMinnesota Experience-- SponsorsHennepin, Anoka, Grant, Scott,

Carver and Ramsey Counties’-

Human Services Departments,

Range Mental Health, Human Development Center, Northfield Community Action Center, Zumbro

Valley Mental Health, Perspectives,

Lutheran Social Services, Human Services Inc.,

Landland Mental Health, Hearth Connection, Central Minnesota Health Center, Catholic Charities,

Community Involvement Programs, Southwestern Adult Mental Health Consortium, and Others

S+C Renewal Process as of 2009 S+C Renewal Process as of 2009 Apply for a renewal in the year prior to depletion of funds All FY2002 and FY2003 Many FY2004 new projects through ESNAPS Include Renewal request in the ranking by COC Renewal funding not part of COC’s pro rata or need share Renewal is for one year only First renewal based on number of households under lease

at renewal time not the number in the contract – ( more or fewer from original number of approved units)

Second and further renewals – may adjust bedroom size but not increase units

New Participants coming into a renewal grant must conform to the current definition of homeless.

S+C Renewal Process as of S+C Renewal Process as of 2008 and Term Extensions2008 and Term Extensions

Any unused funds must be returned to HUD May extend initial 5 year term of FY 2004

grant to avoid the renewal process – Remaining funds for must go to at least January

31, 2011, but not beyond September 30, 2011. – No funds added to grant

FinalFinal Funding End Dates Funding End Datesfor 5 Year Grantsfor 5 Year Grants

FY 2003 funded new projects cannot go beyond Sept. 30, 2010 latest renewal year 2009

FY 2004 - Sept. 30, 2011 latest renewal year 2010FY 2005 –Sept. 30, 2012 latest renewal year 2011 FY 2006 – Sept.30, 2013 latest renewal year 2012FY 2007– Sept. 30, 2014 latest renewal year

2013FY 2008– Sept. 30, 2015 latest renewal year 2014Hearth Act likely to come into effect in 2011.

46

Some More IssuesSome More IssuesUse your public money wisely, in a way that

makes sense, complies with the requirement of the program, your approved application, grant agreement and the intent of Congress

When in doubt could you explain your actions to HUD or the 6:00 pm news????!!!

Practices To Avoid Practices To Avoid Do not make clients homeless in order to

serve them – Instead serve people already homeless in shelters

or on the streets as required by the regulations !!!! Do not serve agency staff’s friends and

relatives (if needed, discuss with HUD first and seek waiver)

Do not serve people in housing they already occupy

Avoid recruiting clients from facilities in which a discharge plan needs to be in place

Do not use units owned by participant's relatives

Be Above Board!Be Above Board!Problems with case managers

misrepresenting clients with pre-arranged placement of clients in homeless programs for one night!

Can you really house a homeless person from identifying a potential client, approving and moving in in one day?

Reach out to those who truly are without current housing resources!

““Enhancing Shelter Plus Care Enhancing Shelter Plus Care Operations”Operations”

1 Introduction2 Getting Your Project Off the Ground2 Property Acquisition and Financing3 Participant Outreach and Retention

Strategies Calculating support services

4 Tracking Supportive Services Delivery & Outcomes

5 Grant Administration6 Moving Beyond S+C7 Conclusion

““Enhancing Shelter Plus Care Operations”Enhancing Shelter Plus Care Operations”

Appendixes

A Contact Information and added sources of information

B Model documents including Memorandum of Understanding

C Client service plan and updates

D Service Match and documentation of match

F Service grid

WEB SITE ADDRESSESWEB SITE ADDRESSES

www.HUDHRE.INFO

•www.hudre.info/index.cfm?www.hudre.info/index.cfm?=viewShelterPlusCare=viewShelterPlusCare

Click on the following at this site:Click on the following at this site:A brief program description, A brief program description, S+C Regulations, S+C Regulations, Understanding S+C, Understanding S+C, Enhanced S+C Operations Enhanced S+C Operations S+C Resource Manual S+C Resource Manual

(the basic reference tool)(the basic reference tool)

Shelter Plus Care WebsiteShelter Plus Care Website

Shelter Plus Care Regulation Shelter Plus Care Regulation 24 CFR 582 Key

partsA number of cross

references to the Section 8 Rental Assistance program

CODE OF FEDERAL CODE OF FEDERAL REGUALTIONSREGUALTIONS

www.access.gpo.gov/nara/cfr/cfr-table-search.html

www.hudclips.org/suscriber/html/forms.html OFFICIAL HUD FORMSOFFICIAL HUD FORMS

Minnesota Technical Assistance Contractor (Call HUD first )

Minnesota Housing Partnership (MHP)

Rosemary Fagrelius 1(800) 728- 8916 ext. 103

Minnesota HUD Contacts

(612) 370-3000 Program Representatives Sara Bergen ext.2103 or Sara.J.Bergen@HUD.govJoe Geary ext. 2157 or Joe.Geary@HUD.govBen Osborn ext. 2253 or Benjamin.M.Osborn@HUD.gov

Program Manager Tom Koon ext. 2108 or Thomas.Koon@HUD.gov

57

10 Annual Progress Reports are in on time9 Grantee and sponsor have a board member who is

homeless or formerly homeless8 Units pass Housing Quality Standards with annual

inspection on file7 Timely assessments of client needs and

documentation of adequate support services 6 Tenant Rents calculated correctly including

deductions for disabilities, day care, out of pocket medical expenses, etc.

5 Accounting systems per OMB standards are in place4 Source documentation for costs billed to grant

(invoices, leases,& timesheets for staff time in place)3 Homeless & disability documentation for eligibility2 Project is full, & funds spent on time

Number 1Number 1Communicate with HUD & your partners!!

Ask HUD questions!

Let HUD’s CPD be the first to know !