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Homelessness Prevention & Rapid Re-Housing (HPRP) Grantee Training

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Title: Homelessness Prevention & Rapid Re-Housing (HPRP) Grantee Training


1
Homelessness Prevention Rapid Re-Housing (HPRP)
Grantee Training
  • Presented By
  • Office of Economic Opportunity
  • MN Department of Human Services
  • Wednesday, December 2, 2009
  • Territory Golf Club
  • St. Cloud, MN

2
Agenda for the Day
  • 1000 Welcome, Introductions Overview
  • 1015 Monitoring and Compliance
  • 1130 Best Practices for Serving Youth
  • 1200 Lunch Buffet
  • 1245 Small Groups Challenges Strategies
  • 115 Reporting Back from Small Groups
  • 145 HUD ARRA Quarterly Performance Report
  • 230 Remaining Questions Future Guidance
  • 300 Adjourn

3
Monitoring Compliance
  • HPRP File Review Worksheet Instructions
  • Used by OEO for monitoring Grantees can use too
  • What you need to get an A in HPRP monitoring
  • Includes references (and hyperlinks) to important
    HUD guidance/updates
  • Will be posted (with other materials) week of Dec
    7 at http//www.minncap.org/OEO.html

4
Prevention Documentation
  • See HUD Document Housing Status Eligibility
    Determination and Documentation Requirements
  • Some judgment still required
  • Eviction notices, landlord/host letters, shut-off
    notices, etc. strongly preferred
  • Not clear how to document a sudden loss of income
    (with no arrears/notice) to demonstrate would be
    homeless but for this assistance
  • Checking with HUD for further guidance

5
Rapid Re-HousingDocumentation
  • Still must be HUD Homeless
  • Shelter program must be listed in CoC Housing
    Inventory Chart (unless new)
  • Transitional Housing program must be listed in
    CoC Housing Inventory Chart (unless new).
  • Persons leaving Transitional Housing must have
    been HUD Homeless (w/ proof) upon THP entry.
  • Hospital/Institutional Stay must have been HUD
    Homeless upon entry to institution

6
Other Eligibility Requirements
  • No appropriate subsequent housing options
  • Lack financial resources and support networks
    needed to obtain or maintain own housing
  • HUD has not set an Asset Policy requiring a
    spend down level before HPRP eligible.
  • DHS delegating decision to grantees any
    asset-limit policy must be uniform across each
    CoC.

7
  • QUESTIONS?

8
Income Eligibility Verification
  • See HUD Document Income Eligibility
    Determination and Documentation Requirements
  • OEO HPRP Income Worksheet Updated
  • Level of Documentation is based on
  • Grantee Capacity (how quickly can you obtain it?)
  • Type of assistance (shouldnt significantly delay
    housing)
  • Written Third-Party
  • Oral Third-Party
  • Applicant Self-Declaration

9
HPRP Documentation (cont.)
  • Data Privacy ROI
  • Initial Assessment Case Mgmt. Meeting
  • 3 Month Recertification of Eligibility
  • Case Notes
  • Type(s) and Dates of Financial Assistance
    provided
  • Client Proof of Responsibility

10
HPRP Documentation (cont.)
  • No other assistance provided by other federal,
    state or local housing subsidy prog.
  • Reasonable effort to verify (FHPAP, Section 8?)
  • Difficult to document no assistance
  • Will be seeking further guidance from HUD
  • Habitability Checklist (HUD Version avail)
  • Assisted Property Not Owned by Grantee
  • Staff Affidavit

11
  • QUESTIONS?

12
Rent Reasonableness
  • Question/Clarification Pending at HUD
  • For now, let HPRP Notice guide you (e.g. this is
    not FMR)
  • RR Checklist is guide for level of detail
    expected by HUD
  • Make your best effort at comparability
  • Consider landlord verification (other units).

13
Lead Paint Updates
  • Not going to post Lead-Paint TA Webinar
  • Use HPRP Lead Guidance (from HUD) to ensure
    compliance
  • OEO wonders How many HPRP units must be
    assessed? How many dont pass?
  • Waiting for Winter Weather Waiver details from
    HUD (proceed w/ common sense)
  • 24CFR Part B Performance of an evaluation or
    lead-based paint hazard reduction on an
    exterior painted surface may be delayed for a
    reasonable time . . . when weather conditions are
    unsuitable for conventional construction
    activities.
  • Mpls HUD Office (michele.k.smith_at_hud.gov) wants
    to know impact of regulations on HPRP program and
    the homeless

14
  • QUESTIONS?

15
Fiscal Documentation
  • HPRP reimbursements must be supported by source
    documentation (for specific amts).
  • Standard OMB Circulars apply, including time
    tracking or reporting.
  • Cost allocate staff at your own risk. Understand
    OMB requirements and HUD.
  • HUD developing policy on shared or joint costs
    (space, etc.) - OEO question submitted

16
Internal Compliance Monitoring
  • OEO recommends
  • File checklists based on OEO Review tool
  • Regular file reviews by other staff
  • Additional staff review client eligibility
    initial
  • Reporting Calendar (and cross-training) with
    scheduled data checking

17
Internal Compliance Monitoring
  • OEO Recommends (cont.)
  • Program and fiscal staff work together to set-up,
    regularly review accounts, time charging
  • Staff who code bills must have detailed
    understanding of HPRP regulations
  • All program and fiscal staff have copies of work
    plan, budget, definitions and regulations

18
Serving Youth within your HPRP Program
  • Beth Holger-Ambrose
  • DHS Office of Economic Opportunity

19
Why should our HPRP program serve youth?
  • Both federal and state language state that HPRP
    funds should be used to provide homeless
    prevention and rapid re-housing services to
    families, adults and unaccompanied youth.
  • There are youth who are at-risk of becoming
    homeless and youth who are homeless in every
    community.
  • The earlier the intervention with youth the
    better the prevention of becoming a homeless
    adult.

20
What is a youth?
  • In Minnesota we use the definition of youth
    from the Runaway and Homeless Youth Act, MN.
    Statutes, 256K.45.
  • An unaccompanied youth is anyone age 21 or
    younger that is not with their parents or legal
    guardian.
  • An unaccompanied youth can also include a
    mother and/or father with children (the mother or
    father being 21 or younger).

21
What is different about a youth who is homeless
v. an adult?
  • Their age brain development.
  • Often times dont identify themselves as
    homeless.
  • Largest reason for youth being homeless is severe
    family conflict-this can be an issue across all
    races and income levels.
  • Youth are coming out as gay, lesbian, bisexual
    and transgender at earlier ages which in some
    cases causes them to get dis-owned and/or kicked
    out of their home.
  • Experience with child abuse and/or sexual
    exploitation are sometimes more recent and/or
    higher rates.

22
Outreach to Youth
  • Designate which staff will be working with youth.
  • Get Feedback from Youth-Program Materials, Where
    How to do Outreach, People/Agencies in the
    Community that Youth connect with
  • Youth Friendly Program Materials (Brochures,
    Cards, Fliers, Posters)

23
Connect Collaborate
  • Homeless School Liaisons
  • Teachers, School Counselors, Coaches
  • Juvenile Corrections Officers/P.O.s
  • County Child Welfare Service Social Workers
  • Places of Worship
  • Food Shelves, Free Meal Sites
  • Business Owners of Places where Youth Congregate
  • Youth in your Community

24
Youth Outreach
  • Do not expect youth to come into your office for
    services-your agency should be going out to them
    to let them know about your services.
  • Be non-judgmental, confidential and realize that
    it may take some time for youth in the community
    to build up trust and realize your agency serves
    youth.

25
Youth Outreach-Rural Location Ideas
  • Schools
  • Sporting Events
  • Youth Groups
  • Places in Community where Youth Congregate
  • Community Cultural Festivals/Events
  • Coffee Shops, Gas Stations, Bowling Ally, Movie
    Theaters, Malls
  • Do outreach with all youth-youth are a great peer
    to peer resource for outreach!

26
HPRP Youth Program Best Practices-Prevention
  • Family Reunification
  • Referral to County Child Protection (if under 18
    and has disclosed physical or sexual abuse and/or
    neglect)
  • 6 months of rental utility arrears to help a
    youth maintain their current housing OR help them
    move into new housing (if the arrears are
    preventing them from doing so).
  • Up to 18 months of rental assistance case
    management (including arrears).
  • Other financial assistance that is provided by
    your HPRP program-hotel vouchers, moving costs
    for truck storage, etc.

27
HPRP Youth Re-Housing Best Practices
  • If a youth cannot be reunified with family and is
    not screened into CPS and are currently homeless
    by HUDs definition.
  • Up to 6 months of utility rental arrears, 18
    months of rental assistance
  • Other financial assistance-motel vouchers, moving
    costs (truck storage space)

28
Family Reunification
  • This means a counselor, youth advocate or
    therapist works as a intermediary for the youth
    and their identified family.
  • The counselor may meet with the youth family
    separately at first and then meet with both
    together to come up with a compromise to allow
    the youth to come back home.
  • Family reunification is NOT an option if the
    youth is being physically or sexually abused
    and/or neglected.

29
Family Reunification
  • Family reunification can be with a youths
    biological parents, foster parents, grandparents,
    legal guardian, aunt or uncle or other
    relatives-it does not necessarily mean their
    biological parents.
  • Family reunification tends to work best with
    younger youth, youth who are homeless for the
    first time and/or runaway youth.
  • Asking a youth about their family and friends
    should always be a part of the intake or first
    conversation with the youth to see if family
    reunification could be an option.
  • It is okay to do family reunification at any time
    during the youths program involvement-family
    dynamics and relationships may change or present
    new opportunities over time.

30
Child Protection
  • If you encounter a youth who tells you they are
    being physically or sexually abused and/or
    neglected it is your responsibility to call the
    countys child protection intake number and give
    them a report.
  • The countys child protection social worker will
    then screen the call and determine if the report
    should be investigated or not-and based on that
    will determine if the child should be placed in
    an out-of-home placement.
  • Often times we hear that older youth (12 ) are
    not screened into CPS due to their age and the
    notion that they are old enough to avoid or run
    away from abuse-regardless of a youths age you
    still need to call in a report.

31
Rapid Re-Housing
  • If family reunification is not an option and the
    county has not responded to a CPS report in a
    timely manner, then the youth should be served
    with rental assistance and case management
    services.
  • If they are HUD homeless-through rapid re-housing
    or if couch hopping/doubled up through
    prevention.
  • Since many youth tend to couch hop or stay
    doubled up-you may serve more youth through
    prevention than rapid re-housing.

32
Youth Housing Overview
  • Youth in Minnesota can sign leases if they are
    under 18 (if they default on rent payments they
    are not held to the payments in court).
  • Many landlords are more willing to work with
    youth if they know the youth is working with a
    program.
  • It is a better to serve older youth that do not
    have severe mental illness with rapid re-housing
    (i.e 17-21) unless there is a very mature 16 year
    old

33
Youth Housing Overview
  • When working with youth in general and in
    housing-the case management should be more
    intensive and more often than with adults-youth
    should meet with their case manager face to face
    at least once a week.
  • Case managers should also be checking in with the
    land-lords periodically to see how things are
    going.
  • Case managers should give their contact
    information to land-lords to handle any issues
    with noise, guests, etc.

34
Youth Housing Overview
  • Rental assistance should be set up in a way that
    youth can afford it-on an individual basis based
    on youths budget, 30 of income, etc.
  • Youth tend to do better when they are able to
    stay in a program longer-i.e. 6-18 months v. 1-3
    months.
  • Youth also tend to do better in a housing program
    if they have opportunities to learn how to be a
    good renter independent living skills.

35
How do I learn more?
  • Beth Holger-Ambrose, beth.holger-ambrose_at_state.mn.
    us or 651-431-3823.
  • Call or visit a program that specifically serves
    youth (see hand-out).
  • National Network for Youth, www.nn4youth.org
  • Runaway and Homeless Youth Technical Assistance
    Center, www.rhyttac.ou.edu
  • National Alliance to End Homelessness,
    www.endhomelessness.org

36
  • QUESTIONS?

37
LUNCH Small Groups
  • Lunch Buffet Provided
  • Please use time to meet other grantees
  • Small Groups (assigned) for Brainstorming will
    begin here at 1245 be prompt
  • Instructions in your packet
  • Your participation makes the difference

38
Reporting Back
39
HUD Quarterly Performance Report
  • Due Tuesday, January 5, 2010 (one working day
    after end of quarter)
  • Plan staffing, vacations accordingly
  • December data checking ESSENTIAL
  • Wilder HPRP Reporting Webinar held Nov. 20th
    recording, PP available (www.hmismn.org)
  • Due to timelines, DHS relying heavily on grantees
    for initial data quality review
  • IPR Data (October) generally very poor quality

40
HPRP-ARRA Quarterly Report
  • At this point, reporting consists of
  • Email from Isaac requesting
  • Number of Jobs Created/Retained
  • Description of Jobs Created/Retained
  • December Financial Status Report (FSR)

41
ARRA Reporting Section 1512
  • OMB has issued the following guidance
  • OMB Implementation Guidance
  • List of programs subject to recipient reporting
    (including the Homelessness Prevention and Rapid
    Re-Housing (HPRP)) (supp1), and
  • Final version of the Recipient Reporting Data
    Model
  • All on www.federalreporting.gov

42
Important Caveats
  • ARRA Reporting requirements are finalized for the
    3rd Quarter ending September 30.
  • We have not heard of any changes for the 2nd
    reporting period, 4th Quarter ending December 31,
    2009. Will be due on January 5, 2010.
  • What is shared today is based on what we
    currently know.

43
Reporting
  • For purposes of Recovery Act Section 1512
    reporting
  • The Department of Human Services Office of
    Economic Opportunity (OEO) is considered the
    prime recipient or grantee
  • ARRA HPRP grantees are considered sub-recipient
    or sub-grantee
  • Beginning October 1, 2009, both prime recipients
    and sub-recipients have mandatory reporting for
    the period through September 30, 2009.
  • OEO will enter BOTH prime recipient (state) and
    sub-recipient (grantee) HPRP data itself.
    However, to do this, we will need to collect data
    from you.

44
Timelines
  • Sub-recipient data is due to OEO by the 5th of
    the month, following the end of the quarter
  • Quarter 3, ending 9/30/2009 due 10/05/2009
  • Quarter 4, ending 12/31/2009 due 01/05/2010
  • All FSR/CRs are due to OEO by the 5th of the
    month for the previous months activities
  • OEO needs ARRA data the 5th so we can submit to
    MMB (formerly Dept. of Finance) by the 7th, and
    enter on web site by the 10th.

45
Timelines
46
Where will data be reported?
  • The web site that will be used for federal
    reporting is www.federalreporting.gov.
  • After data is entered, it will be used to share
    Recovery Act updates with the public web site
    (www.recovery.gov).

47
What Data will be collected?
  • Expenditures (not simply obligations, but actual
    expenditures), gathered from FSR/CRs due to OEO
    by the 5th of the month, and
  • Job impact of Recovery Act HPRP expenditures
    calculated in FTE hours based on information
    gathered from sub-recipients.

48
Job Creation Retention (contd)
  • Recipients should not attempt to report on the
    employment of indirect or induced jobs. The
    Presidents Council of Economic Advisers will be
    estimating these.
  • Indirect jobs job-years created at suppliers
    who make the materials used in the project.
  • Induced jobs job-years created elsewhere in
    the economy as increases in income from direct
    government spending lead to additional increases
    in spending by workers and firms.

49
Job Creation Retention
  • Section 1512 job impact questions pertain to both
    jobs created and jobs retained with ARRA HPRP
  • HUD Recovery Act Jobs Reporting (handout)
  • FTE Calculation worksheet to be used to document
    and substantiate reporting.

50
(No Transcript)
51
Calculating jobs
  • Job creation retention must be reported in FTE
  • Count only the of the position funded with ARRA
    HPRP
  • Cumulative each quarter could go up, could go
    down (i.e. if a job was short-term)
  • Next reporting period 4th quarter is through
    December 31, 2009

52
Description of Jobs
  • For both jobs created or retained, provide a
    brief description of the types of jobs created or
    retained.
  • This description may rely on job titles, broad
    labor categories, or the recipients existing
    practice for describing jobs as long as the terms
    used are widely understood and describe the
    general nature of the work.

53
Due Dates
54
ARRA Reporting Resources
  • OMB hosted webinars for prime recipients,
    sub-recipients and Federal agency personnel on
    various aspects of the reporting requirements and
    the technology solution on July 20th, 21st, 22nd
    and 23rd. For a copy of training
    presentations/materials, go to http//www.whitehou
    se.gov/Recovery/WebinarTrainingMaterials/.
  • Other guidance that is available includes the
    following
  • June 22 OMB guidance at http//www.whitehouse.gov
    /omb/assets/memoranda_fy2009/m09-21.pdf, which
    includes updated guidance, Supplement 1, which is
    a list of programs subject to recipient reporting
    and Supplement 2, the recipient reporting data
    model
  • April 3 OMB guidance at http//www.whitehouse.gov/
    omb/assets/memoranda_fy2009/m09-15.pdf
  • Feb. 18 OMB guidance at http//www.whitehouse.gov/
    omb/assets/memoranda_fy2009/m09-10.pdf and
  • March 31 FAR Case at http//edocket.access.gpo.gov
    /2009/E9-7025.htm.

55
  • Remaining Questions?
  • Future Guidance?
  • Please Evaluate Today!
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