Rebuilding Lives, Sharing Knowledge, Shaping Systems
Connecticut Balance of StateProvider MeetingMarch 26, 2013
Agenda
• Welcome, Introductions & Acknowledgments
• BOS Overview
• 2012 CoC Application Debrief
• HUD, HEARTH and BOS Priorities & Policies
• 2012 Renewal Evaluation Results
• 2013 Renewal Evaluation Criteria, Scoring & Process
• Annual Performance Review (APR) Highlights
• 2013 BOS NOFA Process
What is the BOS CoC?
Balance of State regions:
• New Haven suburbs
• Hartford suburbs
• The Valley
• Windham/Tolland Counties
• Litchfield County
• Manchester
• SE CT - New London/Norwich
• Middletown/Middlesex
• Bristol
• Danbury
• New Britain
WINDHAM/TOLLANDKATHY CREES
CT BOS Steering Committee
JOHN MERZ, CO-CHAIR STEVE DILELLA, CO-CHAIRACT CT DMHAS
NEW BRITIAN THE VALLEY
HARTFORD SUBURBS
NEW LONDON/NORWICH NEW HAVEN SUBURBS
MANCHESTERJILL BENSON
BRISTOL CONSUMERDAVID RINALDI
DANBURY
DSSCASSANDRA NORFLEET-JOHNSON
CHFATERRY NASH
CSH VASARAH GALLAGHER
DOE
BARBARA GELLERDMHAS
LOUIS TALLARITA
Localities with no representation
RON KROM
ELLEN SIMPSON
PRESTON MAYNARD
LITCHFIELDNANCY CANNAVO
PHIL LYSIAK
DAVE PASCUA
MIDDLESEX/MIDDLETOWN
CCEHFRAN MARTIN
MILENA SANGUT
BOS Steering Committee Members
SC Members: CT DMHAS, DSS, DOE; CHFA, VA, CCEH, CSH, Consumer
Local “Sub-CoC” Representatives – Bristol, Danbury, Litchfield Cty, Manchester, Middlesex Cty, SE CT, Windham/Tolland
Adding Criminal Justice, others per Action Plan
Requirements for Local “Sub-CoC” Steering Committee representation:
• Locality must have:• Functioning CoC or planning body•At least 4 mtgs per year (and provide
documentation of mtgs)
BOS Subcommittees
“Meet” as part of Steering Committee Meetings (monthly or bi-monthly)
• HMIS - comprised of SC members and/or reps from localities with SC representationReview HMIS implementation and compliance with HUD
Review HMIS Reports and Monitor Data QualityEnsure CoC is prepared for HEARTH by obtaining baseline performance data
Identify HMIS support and training needsReport and make recommendations to BOS Steering Committee
BOS Subcommittees (cont)
Mainstream Resources Monitor BOS program’s performance on Accessing Mainstream Resources and Benefits
Work on Discharge Planning with Foster Care, DOC, Hospitals
Help coordinate BOS CoC Resources with other Mainstream Funding/Services – NSP, VASH, DOE
Coordinate trainings on entitlements and employment
2012 Application Debrief
• BOS Renewal Awards: $11,614,987 – all 71 renewals funded
• Rental Assistance – 29 projects - $5,766,934
• Leasing – 30 projects - $4,332,786
• Operating/Services – 11 projects - $1,457,202
• HMIS – 1 project - $58,065
• Reallocation and New Project awards to be announced this Spring
2012 Debrief
• NOFA:
No more “Exhibit 1 and 2”
Additional Planning Questions and Outcome Measures
Ranking and Tiering
•2013 NOFA – due out May/June!!!!!!!!!
2012 CoC Scoring
Factor 2011 Points 2012 PointsPerformance 32 34Strategic Planning - See CoC Action Plan 22 55
CoC Housing & Services 14 14Leveraging In performance (3) 6Homeless Needs & Data Collection 26 HMIS – 13
PIT - 8Housing Emphasis 6 Not in scoringBonus – admin at or below 7% and 100% CH in bonus N/A 4
Total Possible 100 134
New Budget Categories – Supportive Services
Beginning with 2012
1. Assessment of Service Needs
2. Assistance with Moving Costs
3. Case Management
4. Child Care
5. Education Services
6. Employment Assistance
7. Food
8. Housing Counseling Services
9. Legal Services
10. Life Skills
11. Mental Health Services
12. Outpatient Health Services
13. Outreach Services
14. Substance Abuse Treatment Services
15. Transportation
16. Utility Deposits
• Beginning with 2012 Application
1. Maintenance/Repair Exterminating, garbage removal, janitorial contracts, annual
2. Property Taxes and Insurance
3. Replacement Reserve
4. Building Security
5. Electricity, Gas, and Water
6. Furniture
7. Equipment (lease, buy)
New Budget Categories - Operating Funds
2012 Debrief – 2012 Housing Inventory (HIC)
• Emergency Shelter: beds
• Individual beds: 497
• Families: 124 units/385 beds
Transitional Housing: 541 beds
• Individual beds: 255
• Families: 83 units/232 beds
Permanent Supportive Housing: units
Individuals: 1076
Families: 274 units/813 beds
2012 Debrief – 2012 PIT Homeless Count
• Single Adults - People
Sheltered: 555Transitional: 217Chronic:170Total: 772
• Families - Households
Sheltered: 106Transitional: 70Chronic: 13Total: 176
2012 Consolidated Application (formerly Exhibit I) Performance and 2013 Goals
• In 2012, CoC met objectives in identified in 2011
• CH Beds
CH Beds in 2012 - 623
2013 Goal is 652
• TH to PH
78% of people exiting TH went to PH in 2012
2013 Goal is 79%
2012 Consolidated Application (formerly Exhibit I) Performance and 2013 Goals – 2
• PSH Retention
90% of people stayed in PSH six months or longer
2013 Goal is 90%
• Decrease # of Homeless Families
There were 187 homeless families in 2012
2013 Goal is 186
• Employment
22% of people were employed at program exit in 2012
2013 Goal is 23%
•
2012 Consolidated Application (formerly Exhibit I) Performance and 2013 Goals - 3
NEW -- Obtained mainstream benefits at program exit – Standard is 20%
In 2012, 72% had mainstream benefit at exit
2013 Goal is 73%
NEW – Reallocation
2013 Goal is to reallocate 1 TH or SSO project
• Please contact CoC asap if you are interested in reallocation
Mainstream Resources at Exit – BOS Performance
HEARTH Highlights
HEARTH INDICATORS Decrease numbers of people who are
homeless
Reduce returns to homelessness
Decrease length of stay in the homeless system
Increase income, exits to PH
HEARTH Highlights - Rental Assistance & Leasing
No more SHP and S+C – programs are together under HEARTH as one
Rental Assistance Projects Old S+C and projects that converted
Tenant holds lease, rental assistance is administered through housing authority or DMHAS
Leasing Projects Agency holds lease, HUD is exploring different options and
will issue guidance on this
Services/Operating Projects Projects with services and/or operating monies
HEARTH Highlights - Performance
Greater emphasis on performance
Report in project application and APRs:
Obtain/maintain PH
Maintain/increase income
Focus on:
APRs submitted on time
Regular draw-down of funds
Spending all program funds
Match and Leveraging with letters/documentation
• CoC required to demonstrate that it is:
Collaborating with local education agencies to assist in identification of homeless families and
Informing homeless families and youth of their eligibility for McKinney-Vento education services
• CoC required to demonstrate that it is:
Considering education needs of children when families are placed in emergency or transitional shelter and
Placing families with children as close as possible to schools of origin
HUD Policies Reminders CoC Required Educational Assurances
Projects and programs serving families with children must demonstrate that their programs are:
• Establishing policies and practices that are consistent with the education subtitle of McKinney-Vento Act and other laws relating to education and related services to homeless people
• Designating a staff person to ensure that children are enrolled in school and connected to services in the community including programs such as:
Head Start Part C of the Individuals with Disabilities Education Act
McKinney-Vento education services
Programs’ Required Educational Assurances
• Liaisons in every school district with responsibilities to identify homeless children, assist with enrollment and participation, refer families to Head Start and other services
• School Stability –schools must keep in original schools, unless not in best interest or not desired by parent/youth
• Transportation –schools must provide for stability and access, even crossing district lines
• Immediate Enrollment –even without records
Rights under the Education Subtitle of McKinney Vento
• Dispute process –families and youth can dispute school decisions; must be enrolled during the dispute process
• Homeless children and youth are categorically eligible for free school meals; they do not have to fill out paperwork (list from liaison or shelter director suffices)
• Homeless children and youth are categorically eligible for extra support through Title I (Education for Disadvantaged Federal program), no matter what school they attend
Rights under the Education Subtitle (cont)
• Unaccompanied youth: a child or youth who meets the definition of homeless and is not in the physical custody of a parent or guardian. These youth are typically fleeing abuse or neglect at home, but are not involved in the child welfare system
Liaisons must consider their wishes in school placement, help with disputes
• Preschool children: 51% of all children in HUD-funded shelters are under the age of 6. Liaisons must ensure homeless children have access
to Head Start and LEA-administered preschool programs
Rights under the Education Subtitle - Special Populations
HUD Policies RemindersRequirements for Mainstream Resources Enrollment
Case managers systematically assist clients in completing applications for mainstream benefits
Homeless assistance providers supply transportation assistance to clients to attend mainstream
• benefit appointments, employment training, or jobs
Homeless assistance providers use a single application form for four or more mainstream programs
Homeless assistance providers have staff systematically follow-up to ensure mainstream benefits are received
Addressing Street, Veteran and Youth Homelessness
Describe the CoC's current efforts to combat homelessness among veterans and youth
Identify organizations that are currently serving these populations, how these efforts are consistent with CoC strategic plan goals, and how the CoC plans to address this issue in the future
Describe the CoCs efforts to identify and engage persons that routinely sleep on the streets or other places not meant for human habitation
Coordinated Access
Required by HUD
Opening Doors - Crisis Response Group working on plans
Next meeting 4/19 @ 1:00 pm
Build and expand existing systems – ex. 211
Implementation to begin this summer
BOS Admissions Policies - Marketing
• Marketing for Housing and Services:
• NOFA Language: “Describe the procedures used by the CoC and its programs to market housing and supportive services to eligible persons regardless of race, color, national origin, religion, sex, age, familial status, or disability who are least likely to request housing or services in the absence of special outreach”Providers should have non-discrimination policies in place and assertively outreach to people not involved in the homeless system. BOS Policy to be adopted May ‘13
BOS Admission Policies –Discharge Planning
• Accepting People from Other Public Systems of Care:
• The HEARTH Act stipulates that state and local governments have policies in place to ensure that public institutions do not routinely discharge individuals into homelessness.
• Before accepting participants into CoC programs from the Mental Health, Foster Care, Correctional or Public Health Systems, providers will work to ensure that all other discharge options have been exhausted.
• Accepting a person directly from publicly-funded institutions should only be considered if there are no other viable housing options and the person meets the eligibility criteria for the bed or unit.
BOS Admission Policies – Families with Children <18
• Keeping Families IntactPublicly funded Shelters and Transitional Housing in the BOS CoC cannot deny admission or separate families with children under 18 based on the age or gender of a child unless they have obtained a waiver from the BOS CoC Steering Committee.
• Enrollment in SchoolBOS Providers will make every effort to ensure that homeless children are enrolled in school within 48 hours of entry into the program.
HMIS Update and Discussion
New Vendor – Empowered Solutions Group
Universal Data ElementsGoal is to have 0% no value and low refused/unknown
Bed Coverage
Goal is to have 86% for ES, TH, PSH and RR
Training Available
www.cthmis.com/site/
Performance – HMIS – Universal Data Elements
Criteria for Evaluating CoC Renewal Projects
Occupancy at 90%85% of people in PSH stay 7 at least 6 months
80% leaving TH go to permanent housing30% of leavers have some form of health insurance
50% of leavers have food stamps25% of leavers have income from employment
2012 Renewal Evaluation Criteria
2012 Renewal Evaluation Criteria (con’t)
Criteria for Evaluating CoC Renewal Projects85% maintain or increase income at exit90% did not leave for an undesirable destination (unknown, unsheltered, jail, etc)
90% leave with financial resources (cash and non-cash)
90% of HUD Required Data Elements are in HMIS
35% Consumer survey response rateConsumer satisfaction survey score
2012 Renewal Evaluation Results
Criteria
All Projects
2012
All Projects
2011 TH
2012PSH 2012
TH 2011
PSH 2011
APR (50) 45 42 41 46 38 43Surveys (15) 13 13 13 14 13 13HMIS Standards (10) 10 10 10 10 9 10HMIS Data Quality (10) 10 9 10 10 9 9Budget Accuracy (15) n/a 14 n/a n/a 14 14Final Score (100) 92 88 87 93 84 89
Median 96 91 87 97 84 93High 100 100 97 100 97 100Low 61 54 79 61 76 59 # of Projects scored 76 76 9 65 9 65
2012 Renewal Scores and Corrective Action Policy
• Each year the Steering Committee establishes a minimum scoring threshold.
• Projects scoring below 75 must do a corrective action plan.
• Agencies in corrective action process are not eligible to apply for funding for new projects.
• Programs in corrective action status for 2 consecutive years may be at risk of losing their funding. (Has never happened)
Achieving HEARTH Performance Measures
• CT Performance Measures (see handout)
Based on HUD/HEARTH benchmarks
Incorporated in CT BOS CoC standards for renewal projects
Criteria for Evaluating CoC Renewal ProjectsOccupancy at 90%90% of people in PSH stay 7 at least 6 months
85% leaving TH go to permanent housing60% of leavers have some form of health insurance
60% of leavers have food stamps25% of leavers from PSH have income from work
40% of leavers from TH have income from work
85% maintain or increase income at exit
2013 BOS Renewal Evaluation Criteria
2013 BOS Renewal Evaluation Criteria (con’t)
Criteria for Evaluating CoC Renewal Projects10% or less leave for did not leave for shelter, street or unknown
80% leave with non-cash financial resources35% Consumer survey response rateConsumer satisfaction results Timely draw-down of fundsSpending all grant funds awarded for last full year of operation
HUD monitoring results and findings90% of HUD Required Data Elements are in HMISMeet HMIS compliance standards
HUD APR – Why is it important?
The APR impacts your program in important ways:
• Used by HUD to: Evaluate your progress Aggregate national data about homeless
people & programs Review HEARTH Indicators:
Decrease numbers of people who are homelessReduce returns to homelessnessDecrease length of stay in the homeless
systemIncrease income, exits to PH
HUD APR – Why is it important? - 2
The APR impacts your program in important ways: Used by CT BOS to: Score and rank programs for renewal Compile aggregate data for the HUD
application, which affects how much $ the CT BOS CoC receives
Necessary to keep CoC and project funds flowing
• Measured through the APR:
At least 80% of homeless persons stay in permanent housing for more than 6 months
At least 65% of homeless persons in Transitional Housing move into permanent housing
At least 20% of homeless persons are employed at exit
At least 20% of leavers have noncash benefits at exit
HUD Standards
• Objective related to housing stability:# of Persons age 18 and older who maintained or PSH or exited to PH as of the end of the operating year or program exit
• Objective related to improving income:# of Persons age 18 and older who maintained or increased their total income (from all sources) as of the end of the operating year or program exit
Other HUD Standards – Set by Programs
APR – Key Definitions - Leavers and Stayers
Leavers:
Persons who exited the program and are no longer enrolled in the program as of the last day of the reporting period.
Stayers:Persons who were in the program on the last day of the reporting period. This includes clients who exited the program and re-entered the program before the end of the reporting period.
APR – Key Definitions – Client Type
• Adult:
Any person 18 years of age or older.
A person’s age is based on the program entry date closest to the end of the operating year.
If a person entered the program prior to the start of the reporting period, the person’s age should be based on the first day of the reporting period.
APR – Key Definitions – Client Type
• Children:
Any persons under the age of 18.
A person’s age is based on the program entry date closest to the end of the operating year.
If a person entered the program prior to the start of the reporting period, the person’s age should be based on the first day of the reporting period.
APR – Key Definitions - Households
• Household without Children:–
A household that does not include any children, including unaccompanied adults, multiple adult households, and pregnant women age 18 or older not accompanied by other children.
For the purposes of APR reporting, households without children that contain multiple persons should be counted as one household without children.
APR – Key Definitions - Households
• Household with Children – Any household with at least one child. There are two types of households with children:
Households with at least one adult and one child include households composed of at least two persons, one of whom is an adult and one is a child.
Households with only children are composed only of persons age 17 or under, including unaccompanied children, adolescent parents and their children, adolescent siblings, pregnant women under 18 years old, or other household configurations composed only of children
APR – Key Definitions - Operating Year
For SHP programs, the operating year is the 12-month period beginning on the Operating Start Date.
For new grants without funds for acquisition, construction or rehabilitation, the operating start date is the first day of the month in which the grantee or sponsor begins incurring eligible costs. The date is set by the grantee at the time of first draw down from LOCCS.
The operating year start and end dates entered into the APR should correspond with the operating start and end dates entered into LOCCS
APR Highlights – Pre-APR Checklist - Leavers
• Prior to working on APR, gather following info from Pre-APR checklist:
• Leavers• Number of:
1. Adult Leavers without Children:2. Adult Leavers with Children: 3. Children Leavers:4. Total Adults Leavers: 5. Total Leavers:
APR Highlights – Pre-APR Checklist - Stayers
• Prior to working on APR, gather following info • from Pre-APR checklist: • Stayers• Number of:• 6. Adult Stayers without Children• 7. Adult Stayers with Children• 8. Children Stayers• 9. Adult Stayers (6+7)• 10. Total Stayers (8+9)
APR Highlights –Who are you reporting on?
• For questions related to all persons, the column “With Children and Adults” must include all persons in family households
• Q15 (Age) question related to all persons served but adults and children are on different tables
• Q16-Q20 questions related to all persons served
• Q21 (Vets) question refers to Adults only
•
APR Highlights –Who are you reporting on?
• Q22, 25-26 questions related to all persons served but leavers and stayers are on different tables.
• Q23 (Cash Income) question related to Adults only but leavers and stayers are on different tables.
• Q27 (Length of Stay) question related to all persons served
• Q29 (Destination) question related to all persons exiting based on length of stay
APR Submission Deadline
APRs are to be completed and submitted within 90 days of the end of your HUD program’s operating year by the following program types:
• Failure to submit APR within 110 days of end of operating year will stop drawdowns from LOCCS
• No time limit on submitting corrected APR
• Final APR An APR is a final APR if it is covering the last operating
year of your grant or your grant was for only a one-year term.
• Amended APR To submit a corrected or amended APR, you must first
submit a question requesting the ability to amend your APR via the Virtual Help Desk at www.hudhre.info/apr. If HUD approves this request, you will be able submit a corrected or amended APR.
Other Key Definitions
• Target Population from Application is Being Served• Number of People Served is consistent with the
application
• Participants are Eligible Homeless from streets shelters or transitional housing for homeless
people Disabled where applicable
• Ongoing Assessments of Service Needs are conducted at least annually
• Children are Enrolled in School – Staff who is Educational Liaison
• Rent is calculated correctly Income is re-examined annually
HUD Program Priorities – Important for Monitoring
Terminations follow a protocol that guarantees rights of participants to due process
Non-discrimination in all activities Procedures to provide information on
handicapped accessible services and serve people with Limited English Proficiency (LEP)
Homeless or formerly homeless people participate in the program’s policy-making processFor example, member of the Board of Directors
HUD Program Priorities – Important for Monitoring - 2
• APR’s and other required documentation submitted on time
• Funds expended in a timely manner and spent on eligible activities
• Cash match requirements are met
• Proper financial controls
• Evidence of staff time working on grant - timesheets
• Drug-free work place
HUD Program Priorities – Important for Monitoring - 3
Resources
APR Training materials: https://www.onecpd.info/resource/2002/coc-annual-performance-report-apr-virtual-training/
Main HUD Resources Webpage:
www.onecpd.info
General Info on Homelessness: National Alliance
www.naeh.org
Sign up for Listservs from HUD and NAEH!!
Expectations and Preparations for 2013
1. PIT Count and HIC in HDX Database - April
2. GIW (Grant Inventory Worksheet) Update – April/May?
3. Updated APR’s – Due April 15th
4. Consumer Satisfaction Surveys – Due April 26th
5. Consolidated Application (formerly Exhibit 1) Information – Due April 26th
6. New Project RFP – TBD (May?)
7. Training for Providers – May, June
Thanks!
•For Questions Contact:
• Suzanne Wagner• [email protected]
Liz Isaacs• [email protected]
• Myles Wensek• [email protected]
