Harris County Community Services Harris County Community Services DepartmentDepartment

PY 2015 Emergency Solutions Grants (ESG)

February 24, 2015

1

Manager Esmeralda Gonzalez x2106

Public Services Supervisor Natalie Garcia x2065

Project Monitors Michelle Leija x2202

Ebony Love x2086

Public Services, Public Services, Grants Management StaffGrants Management Staff

713-578-2000713-578-2000

2

CONTENTS OF FOLDERCONTENTS OF FOLDER

Subrecipient Orientation Acknowledgment

Copy of presentationCD containing programmatic

reporting templates and guidance material

Reports are located on HCCSD website at:http://www.csd.hctx.net/gm_esg_cdbg.aspx

3

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 OverviewESG Overview

4

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 DefinitionHomeless Definition

5

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 1Homeless Category 1

6

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 Homelessness Documentation Category 1Category 1

7

AGREEMENTSAGREEMENTS 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

AgreementsAgreements

Refer to Exhibit A: Scope of Services and 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

1. Coversheet / Checklist2. Project Status Report3. Client Data Report 4. Tally Sheet5. Employee Data Report6. Bed Days Log (if applicable)7. HMIS Reports (if applicable)8. Mid-Year Report or Annual Performance Report

PY2015 Programmatic ReportsPY2015 Programmatic Reports

10

Important notes on monthly Important notes on monthly reportsreports

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

Scenario #1Scenario #1What 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

Answer: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

Scenario # 2Scenario # 2

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

14

Answer:Answer:

The following reports need to be corrected:

1. Project Status Report2. Client Data Report3. Tally Sheet

15

HMISHMIS 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.

16

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 Homeless Participation

17

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

FindingsConcerns

Response letter from Subrecipient in 30 days Response letter from CSD in 30 days

Subrecipient MonitoringSubrecipient Monitoring

18

Important PointsImportant 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