Homelessness 101:

1

• Homelessness 101
• Managing HUD
• Continuum of Care
• Homeless Assistance Grants

Sponsored by U.S. Department of Housing and
Urban Development, Office of Community Planning
and Development, San Francisco Regional
Office Trainer HomeBase / The Center for Common
Concerns, Inc.
2
Introduction Symbols

• This symbol means the term is specifically
  defined by HUD. Each one is defined in the
  glossary in your binder.
• This symbol means the information that
  follows is a useful tip.
• This symbol means the information that
  follows is a precaution.
• This symbols means we will use the Binder
  Materials during the training.

3
Session One

• Purpose and Players

4
A. Purpose Common Goal

• We are all working toward ending homelessness.

5
B. The Players Three Entities
HUD
Your Project

• Continuum
• of Care

6
Player One HUD

• HUD is the U.S. Department of Housing and Urban
  Development, a federal agency.
• Administration of the grant at the federal level
  Office of Community Planning and Development,
  Special Needs Assistance Programs (SNAPS)
• Administration of the grant at the local level
  HUD-CPD-San Francisco Regional Office
• Your training materials include information on
  communicating with HUD p.15

7
Player Two The Continuum of Care (CoC)

• Regional, year-round planning body
• One county
• Multiple counties
• Balance of the state
• Coordinates the communitys policies, strategies
  and activities toward ending homelessness
• Prioritizes project applications for funding
• Your training materials include information on
  communicating with your CoC (Appendix p. 3)

8
CoC Membership
Ideally includes representatives from

• persons who are/have been
• homeless
• state and local government
• agencies
• public housing agencies
• school systems
• law enforcement
• local workforce investment
• act boards

• faith-based organizations
• funders
• advocacy groups
• businesses
• hospitals and medical
• representatives
• housing developers
• non-profit organizations serving
• people who are homeless or poor

9
CoC has another meaning

• A Continuum of Care is a local or
  regional system of housing and services to meet
  the needs of people who are homeless or at
  imminent risk of homelessness in the community,
  from homeless prevention through to permanent
  housing.

Prevention of Housing Loss
Outreach/Intake Assessment
Permanent Housing
Emergency Shelter
Transitional Housing
Supportive Housing
Mental Health Case management Health Care Job
Training Substance Abuse Education Income
benefits Housing placement
10
Player ThreeYour Project

• Project refers to precisely what you were
  funded to do in your Grant Agreement with
  HUD.
• The Grant Agreement is between HUD and Grantee
  but others have responsibilities under it.

11
Grant Agreement (continued)

• Who has responsibilities to HUD under the
  agreement
• Grantees
• Project Sponsors
• Subrecipients of grant funds follow HUD
  requirements through a contract (MOU) with a
  grantee or project sponsor

12
Working Together to End Homelessness
This training is about the interactions and
obligations of these three entities.
13
The Whole Picture

• You may be responsible for only a small part of
  what you see today
• Purpose is to let you see thewhole picture to
  understand your role

14
Session Two

• Introduction to The Life Cycle of the Grant

15
The Life Cycle of the Grant
16
The Full Cycle, Laid End-to-End
Pre-Agreement Requirements (Technical
Submissions)
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Conditional Award Letter
Annual Progress Report
Local CoC Process
Grant Agreement
Your Application
Operating Start Date
Grant Closeout
Project Design
Grant Renewal
Grant Extension
Contracting
Managing
17
Session Three

• Applying

18
A. Applying for Funding
19
Why understanding this process matters to you

• Tells you about how your project must/should be
  managed
• Tells you why your CoC/HUD may require certain
  things of your agency
• Informs and strengthens your voice around the CoC
  planning table
• Your organization probably will be filing a
  renewal grant application

20
Applying for Funding1. Designing the Program

• Project Design should coincide with
• HUD Funding Program Requirements
• HUDs Goals
• CoCs Goals (based on need)

21
a. HUD CoC Funding Programs

• Supportive Housing Program
• Shelter Plus Care Program
• Section 8 Moderate Rehabilitation SRO Program

22
a. HUD Funding Programs

• The Supportive Housing Program
• - pp. 29-40
• Provides funds to acquire, build or rehabilitate
  a
• building, to lease or operate housing and/or to
• provide supportive services.

23
a. HUD Funding Programs

• Supportive Housing Program
• Eligible components are
• Permanent supportive housing for people who are
  disabled
• Transitional housing
• Safe Havens
• Supportive Services Only Projects
• HMIS (Homeless Management Info. System)

24
a. HUD Funding Programs

• Shelter Plus Care - pp.41-49
• Provides rental assistance which the recipients
• match with supportive services.

25
a. HUD Funding Programs

• Shelter Plus Care
• The rental assistance can be
• Tenant based assistance stays with the tenant
• Project based assistance stays with the project
• Sponsor based assistance stays with the sponsor
• SRO-based assistance stays with SRO-structure

26
a. HUD Funding Programs

• Section 8 Moderate Rehabilitation SRO
• - pp. 50-56
• HUD contracts with Public Housing Authorities
• regarding moderate rehabilitation of residential
• properties which will contain SRO units. Section
  8
• rental assistance payments are made to landlords
  on
• behalf of homeless people who rent the
  rehabilitated
• units.

27
Programs are Distinct

• Eligible beneficiaries who you can or must
  serve/house
• Eligible components/activities what the grant
  money can fund
• Match cash and/or in-kind contributions required
  and how match must be used
• Timelines when you must complete certain
  activities
• Be familiar with the regulations which
  apply to your grant!

28
Finding Yourself

• For most of you, your project already was
  designed and funded within one of the HUD grant
  programs and components
• During the rest of this training we will refer to
  rules which apply differently to different
  funding program components and activities
• Where does your Project fit?

29
Focus on Who to Serve

• Answer depends on
• HUD funding program
• Funding program component
• Whether your Project received Samaritan
  Initiative bonus funding
• Whether your Project received a special HUD grant
  to house a specified subpopulation, e.g. chronic
  alcoholics or Rapid Re-Housing for Families

30
Focus on Who to Serve pp. 25-28

• People who are homeless
• People who are homeless and disabled
• People who are chronically homeless
• Where a homeless person last lived is important
  to determine eligibility
• Be sure to distinguish between who you MAY and
  who you MUST serve.

31
Chronically Homeless

• A chronically homeless person is an
• unaccompanied homeless individual
• with a disabling condition
• who has been homeless for more than one
• year, or four or more times in the past three
• years and
• who lives in a place not meant for human
  habitation or an emergency shelter.
• Note about Safe Havens and Chronically Homeless

32
Focus on Resources Supporting Activities

• Your Project will be supported by various
  resources
• Grant Funds
• Match
• Program income
• Leverage
• Grant Funds
• Use only for eligible activities as stated in
  the approved budget

33
Focus on Resources Supporting Activities

• Match Funds
• What is Match Match is the amount of cash (SHP)
  or services (SC) provided by the recipient to
  match the grant funds provided by HUD.
• How much Match The amount of match differs
  depending on the program and activity. pp.
  31 and 42
• Uses of Match Use only for eligible activities
  as stated in the approved budget (SHP) or for
  supportive services (SC)

34
Focus on Resources Supporting Activities

• Calculating Match
• Sources of Match The source of match may be the
  grantee or sponsor, Federal government, state and
  local government, or private resources.
• Tracking and documenting Match Later
• Consequences of not having match grant funds
  recaptured (spent and unspent)

35
Resources Supporting Activities, contd.

• Program income is the gross income directly
  generated from the grant funds (and may be
  match).
• Rent Use only for eligible activities as
  stated in the approved budget or client accounts
• Supportive Services Program Fees
  supportive services activities not part of the
  SHP project

36
Resources Supporting Activities, contd.

• Leverage is all cash and in-kind resources
  which supplement the HUD grant (including match)
  to support your program and clients.
• Leverage (other than match) may support your
  Projects ineligible activities -- for example,
  staff training

37
b. HUDs Strategic Goal

• To end chronic homelessness and to move homeless
  families and individuals into permanent housing

38
HUDs Strategic Plan Objectives

• By 2011, the percentage of formerly homeless
  persons who remain housed in HUD permanent
  housing projects for more than 6 months will be
  75 percent (NOFA 2008 71.5)
• By 2011, 65 percent of households leaving
  transitional housing will move directly into
  permanent housing (NOFA 2008 63.5)
• By 2011, 25 percent of homeless persons will be
  employed upon exiting HUD homeless assistance
  projects (NOFA 2008 19)

39
How HUDs Goals Effect Your Project

• These goals may influence outcome objectives you
  set for your Project
• Your Continuum of Care may review and assess your
  Projects performance using HUDs goals
• Your performance in meeting HUDs goals are
  expected to be reported in your Annual
  Progress Report (APR) and renewal application

40
c. CoCs Goals

• The CoCs goals and priorities respond to need
• You should be involved with your CoC to
  understand and help formulate its goals and
  priorities
• If your project is not aligned with CoC goals and
  priorities, it may not be funded
• 10 Good Reasons to Participate in Your CoC p. 19

41
Linking to your CoC

• Continuum of Care Coordinator
• HUD Office of Community Planning and
  Development-San Francisco Regional Office

42
Applying for Funding2. Continuum of Care Process

• HUD issues NOFA
• CoC Prepares Consolidated Application
• CoC Sets Local Project Application Process and
  Timeline

43
a. HUD Issues a SuperNOFA (well,
usually)

• NOFA sets the competitive application rules
• Your CoC is eligible to apply for a certain
  amount of funding (called a Preliminary Pro
  Rata Need Amount) which can be increased in a few
  limited ways
• The local HUD-CPD office via the CoC verifies
  with you the renewal amount

44
b. The CoC Coordinates the Consolidated
Application

• Part 1 of the Consolidated Application one
  statement from the CoC including (the CoC
  prepares this document) --
• what it has done and plans to do toward ending
  homelessness
• a ranked list of the individual project
  applications
• Part 2 of the Consolidated Application all
  individual project applications (your agency
  prepares the project application)

45
c. Local Process and Timeline

• The local CoC will determine the process to
  review and rank your application
• A prototype process and timeline - pp. 61-62
• Scoring factors of note and their effect on
  your Projects application - pp. 64-65
• Neutral Review and Rank process - p. 66
• Actively participate in your CoC

46
Applying for Funding3. Your Application

• The application package
• HUDs review of your application

47
a. The Application Package

• Remember this will be part of your Grant
  Agreement with HUD!
• The application itself Appendices
• Numbers and populations be served/housed
• Budget
• For each eligible activity
• Match (cash (SHP) or in-kind (SC))
• Special note on relocation - p. 70
• Leverage

48
a. The Application Package continued

• Performance
• Outcomes achieved - renewal projects
• Logic Model
• Description of new projects
• Certifications

49
b. HUDs Review of your Application NOFA
CHANGES YEARLY!

• The Local Field Office will review your
  application to ensure that the applicant and
  sponsor meet eligibility and capacity standards
• Project is eligible for funding under the
  specific program
• Demonstrated ability to carry out the project
• No prior problem with McKinney-Vento Act
  program grant
• Delays
• Serious unresolved monitoring findings
• Outstanding audit finding of a material nature

50
Session Four

• Contracting

51
The Full Cycle, Laid End-to-End
Pre-Agreement Requirements (Technical
Submissions)
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Conditional Award Letter
Annual Progress Report
Local CoC Process
Grant Agreement
Your Application
Operating Start Date
Grant Closeout
Project Design
Grant Renewal
Grant Extension
Contracting
Managing
52
Contracting
53
Contracting1. Conditional Award Letter

• The letters content
• The letters significance the Clock Starts

54
a. Content

• Good news! You will receive your grant if
  you do certain things. - Appendices
• Do not spend your money yet!
• Pre-agreement costs incurred must be pre-approved
  in writing

55
b. Significance of the letter

• The Award Letter Starts the Clock
• pp. 75-80
• Timeline of responsibilities with program focus
• SHP
• SC
• Section 8 SRO Moderate Rehab

56
Contracting2. Pre-Agreement Requirements

• Technical submissions/conditions satisfied
• Focus on certain issues

57
a. Technical Submissions/Conditions

• Due date p. 81
• Before your submission is due to HUD you will be
  invited to a Start-Up conference for an
  orientation and assistance
• Content
• Generally, the information you provide should be
  consistent with your application.
• Review process

58
b. Focus on certain issues

• Environmental Review - pp. 83-85
• These requirements apply to programs which use
  HUD funds for acquisition, rehab, leasing (except
  scattered site-tenant-based rental assistance),
  construction, or repair.
• Recording Use and Repayment Covenants- pp. 86-87
• Documenting Site Control - pp. 88-89
• Accessibility - p. 90
• Lead-Based Paint Requirements - pp. 93-94
• These dont apply to all grants!

59
Contracting3. Grant Agreement

• What the agreement contains
• Other agreements you should make

60
What the agreement contains pp. 99-103 and
Appendices

• The obligations of the parties to the agreement
• The consequences for not doing what has been
  promised
• What you submitted to HUD during the application
  and technical submission/conditions process
• Attachments concerning other legal requirements
• Regulations will be attached these are the
  regulations which apply to your Project during
  the term of the grant
• The agreement is a contract and is legally
  enforceable!

61
b. Other Agreements you should Obtain

• Agreements with partners
• Management plan outlining responsibilities
• Tenant selection criteria
• Scope of services to be provided
• Agreements about record-keeping and reporting
• How program income is to be used by the sponsor
• Agreement to abide by applicable terms of your
  contract with HUD

62
Line of Credit

• After your contract is signed, you will establish
• a Line of Credit (SHP and SC) in HUDs
• Line of Credit Control System (LOCCS) to
• draw-down funds. While this happens next
• chronologically, we will talk about it later
• under Manage Finances.

63
Session Five

• Managing

64
The Full Cycle, Laid End-to-End
Pre-Agreement Requirements (Technical
Submissions)
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Conditional Award Letter
Annual Progress Report
Local CoC Process
Grant Agreement
Your Application
Operating Start Date
Grant Closeout
Project Design
Grant Renewal
Grant Extension
Contracting
Managing
65
Managing1. Program Management

• The Big Picture
• Timeliness standards
• Documenting client eligibility
• Supportive Services requirements
• Housing-related requirements
• Client rent and program fees
• Policies
• Grant Amendments

66
a. The Big Picture

• Know what needs to be done to be in compliance
• Write policies and procedures to be followed
• Do what needs to be done
• Keep records that document it has been done
• Monitor that it has been done

67
b. Timeliness Standards

• When housing/services activities must begin/be
  completed - pp. 107-108
• The operating start date (OSD) and its
  significance
• Consequences of being late
• Calendar/track progress and keep HUD
  appraised of difficulties

68
c. Documenting Client Eligibility

• Homeless status
• Chronic homeless status pp. 109-113
• Disability status
• Obtain documentation from qualified source
• Maintain the records in your files
• Monitor at least annually for compliance

69
d. Supportive Services Requirements

• Consistent with what is in the Grant Agreement
  (type, level, number of participants)
• Appropriate and adequate to meet the needs of the
  client
• On-going assessments with adjustments
• Residential supervision as necessary to provide
  services
• Outreach

70
e. Housing-Related Requirements

• Habitability - pp. 115-116
• When - before participant moves in, change in
  tenancy at least annually
• Standards
• Accessibility - p. 117
• Safety
• Appropriate to populations being served
• Rental amount - pp. 118-119
• Fair Market Rental (and when it may be higher)
• Reasonable

71
e. Housing-related requirements continued

• SC Selection of housing sites and sponsors
• SHP-Transitional housing duration - p. 121
• Up to 24 months
• Longer if require additional time
• But not more than half of clients stay longer
  than 24 months
• Safe Havens - p. 29

72
f. Client rent and program fees

• Requirement to charge rent
• SHP - no, but may pp. 122-123
• SC - yes
• Sec. 8 Mod Rehab SRO - yes
• Amount of rent
• How to calculate resident rent Appendices
• If the client pays for any utilities, that
  payment should be deducted from the amount they
  pay in rent!

73
f. Client rent and program fees continued

• Review of rental amount - pp. 122-123
• Changes in family or income or expenses
• At least annually
• Program fees - pp. 123-124
• Mandatory savings - p. 124
• Use of rent and other program income - pp. 126-127

74
g. Policies p. 128

• Client participation
• Policy-making
• Day-to-day operations

75
g. Policies, continued pp. 128-130

• Client program rules
• SC occupancy agreements
• Requirements for service participation
• Grievance policy
• Termination from program - due process
• Staff rules
• Emergency safety and evacuation
• Confidentiality and privacy
• Nondiscrimination

76
g. Policies, continued pp. 130-131

• Religious influences
• Conflict of interest
• Anti-lobbying
• Drug-free workplace
• Policy
• Awareness program
• Reporting of convictions
• Use of Energy Star products (encouraged)

77
g. Policies, continued p. 135

• For programs funded for rehabilitation or
  construction
• Section 3
• Prevailing wage (Davis-Bacon)
• But other federal funding supporting the project
  and/or State and local laws may require
  compliance with prevailing wage requirements

78
i. Grant Amendments pp. 135-140

• Significant changes require HUD approval plus
  grant amendment
• Criteria for approval
• Procedure to request
• Field office procedure to approve
• Be in touch with your CoC about amendments you
  wish to make
• You cannot amend your grant by making changes
  on a renewal application
• Be sure to request amendments before the NOFA
  process begins

79
i. Grant amendments, contd.

• Minor change does not require HUD approval or
  grant amendment
• But be sure to document and inform HUD about the
  changes
• Minor changes may be reflected in your renewal
  grant application

80
Managing2. Manage Finances
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Grant Extension
Grant Closeout
Grant Renewal
Operating Start Date
Annual Progress Report

• The Big Picture
• Internal Controls
• Budget Controls
• Cash Management
• Accounting Controls
• Procurement
• Property Asset Controls
• Audits
• LOCCS

81
a. The Big Picture

• Know what needs to be done to be in compliance
• Write policies and procedures to be followed
• Do what needs to be done
• Keep records that document it has been done
• Monitor that it has been done

82
b. Internal Controls pp. 143-148

• Aka the overall financial management system
• Adequate oversight and control of finances to
  ensure . . .

83
i. Budget Controls

• Actual expenditures are in-line with the approved
  grant budget
• Are you spending at a rate consistent with your
  budget?
• Are you spending on budgeted, eligible costs?

84
ii. Cash Management

• Most contract expenses are drawn down as
  reimbursements, not advances.
• Advanced Federal Treasury Funds are used fast
• Interest is returned to HUD
• Do not advance yourself, e.g. by arbitrarily
  drawing down 1/12th of a one-year grant

85
iii. Accounting Controls

• Where did the money come from
• How was the money spent
• We can prove we received it and from where
• We can prove we spent it and how
• We spent it on eligible activities (costs) -- see
  your Grant Agreement and attachment B to OMB
  Circulars A-87 and A-122

86
iii. Accounting Controls, contd.

• Pro-rating Costs
• Supportive service costs (based on percentage of
  time documented with time and activity records
  reflecting funding sources)
• Operating expenses (based on percentage of space
  or time used documented with logs, plans, etc.)

87
iii. Accounting Controls, contd.

• Track employee time by cost objective
• Employees that work in a single indirect cost
  activity, document with a time record
• Employees that work in a single federal award
  category, document with a time record and
  periodic certifications (e.g. twice a year)
• Employees that work on more than one activity
  (direct or indirect) document with Time and
  Activity sheet supported by activity records
  (e.g. clients case notes, sign-in sheets,
  calendars)
• Focus on how long to keep records
• 3 years at minimum

88
iv. Procurement

• Buy supplies, equipment, services as economically
  as possible
• Through an open and competitive process
• Using affirmative efforts to hire minority- and
  women-owned enterprises
• Manage those contracts well

89
v. Property Controls

• What did we buy with grant funds
• Are those purchases secure (and still around)
• Are those purchases being used for authorized
  purposes only

90
Back to b. Internal Controls

• Funds (grant, match, program income) are used as
  originally planned and for eligible activities.
• Actual expenditures are in-line with the approved
  grant budget
• We know where grant funds came from, and they
  were spent on eligible activities
• We didnt pay for the same activity twice
• We purchased economically and fairly
• We know what we bought, its secure and used
  appropriately
• What are you controlling for or against?
• Waste, theft, inefficiency
• Ensure accuracy and reliability of financial
  information
• Encourage compliance with policies

91
Back to b. Internal Controls, contd.

• If those are the purposes, then your overall
  Internal Control System would include . . .
• A written policy manual specifying approval
  authority for financial transactions (with
  guidelines for controlling expenditures)
• An accounting manual which includes written
  procedures for authorizing and recording
  transactions and for financial reconciliations
• Documentation of adequate supervision of duties
  for all financial transactions
• Hiring policies to ensure staff qualifications
  are equal to job responsibilities
• Access controls (e.g. to accounting records,
  blank checks, confidential records)

92
c. Audits pp. 148

• A qualified outsider serves as a check for
  financial management compliance
• Type of audit required
• Agency expends more than 500,000 in federal
  funds independent audit
• A single audit is an audit for the entire
  organization. It includes audits of both the
  entitys overall financial statements and its
  Federal awards (from all applicable Federal
  programs).
• A program audit is an audit of one Federal
  program (grantee expends Federal awards under
  only one Federal program)
• Submit the audit to HUD (and other federal
  awarding agencies)

93
c. Audits, continued

• When the audit is due
• Responding to findings, questioned costs,
  recommendations for improvements
• Sit down with the auditors before the audit,
  tell them what you want to know so that your
  Project can run better - Appendices
• Financial management tips - p. 149

94
d. Line of Credit Control System (LOCCS)

• To draw-down funds, the grantee agency has
  established a line of credit in HUDs Line
  of Credit Control System (LOCCS)
• Only for Grantees
• How LOCCS is operated - p. 150-151, Appendices
• Component changes take a long time, ask early

95
LOCCS Tips

• Have more than one user
• Dont share your password
• Keep your password active
• Name vouchers differently
• Do what is required to avoid being locked
  out of the system

96
Managing1 2 Record Keeping

• In sections 1 and 2, we emphasized keeping
  records to show what you did and the direct
  benefits of record-keeping
• Relevant for Grantee, Sponsor and Subrecipients
• EVERYONE has to participate from the top down

97
Recordkeeping, continued

• Indirect benefits of excelling at Record Keeping
• It allows you to keep track of what works and
  what does not
• Helps you measure your services provided
• Helps you know what takes up most of your time
  and checks your efficiency
• Helps you make programming decisions
• Strengthens your outcome reports
• Lets you know when you need grant amendments
• Makes it easier and quicker to apply and report
  to funders

98
Managing3. Reporting
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Grant Extension
Grant Closeout
Grant Renewal
Operating Start Date
Annual Progress Report

• Benefits of Reporting
• Homeless Management Information System
• Annual Progress Report

99
a. What can be the benefits of reporting?

• Recipients to improve service, track and assess
  outcomes and cost-efficiencies
• HUD to show Congress the benefit of funding
  programs, to direct TA to those who need it, to
  keep track of match funds
• CoC to strategically plan and interest
  additional investors in ending homelessness

100
b. Homeless Management Information System (HMIS)

• What an HMIS is p. 155
• Data which needs to be collected
• Standards for collecting, entering and sharing
  data
• New standards are pending!
• You are required to participate! Be sure to
  enter your data.

101
c. Annual Progress Report

• A report of annual cumulative and point in time
  information. New format is pending.
• Due within 90 days of end of program year
• Based on data collected through the program year
• Except for grantees receiving an extension
  separate APR submitted for period of extension
• Make sure you are gathering the right
  information during the year!
• Report data only on clients in Your Project!

102
Managing4. Tracking and Monitoring
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Grant Extension
Grant Closeout
Grant Renewal
Annual Progress Report
Operating Start Date

• A Tracking System for Lead Agencies
• Monitoring

103
a. Tracking System for Lead Agencies p. 163

• Master file
• Project grant file
• Project monitoring file

104
a. Tracking System - Focus on Match

• SHP pp. 165-166
• track source and use of match
• track use by activity
• track annually
• SC
• request information on supportive services
  provided from providers at regular intervals

105
b. Monitoring pp. 167-170

• What monitoring is
• Why we monitor
• Risk assessment
• Who monitors whom
• What is monitored
• What to do if theres a concern or finding after
  a monitoring visit

106
b. Monitoring, contd. pp. 177-178

• Focus on Deobligations and Recapture
• SHP
• Lack of site control
• Slow expenditure of grant funds
• Noncompliance with grant agreement
• Partial deobligation

107
b. Monitoring, contd.

• SC
• Timeliness
• Housing not provided as required
• Services not provided as required

108
Managing
-Program Management -Financial Management -Reporti
ng -Tracking Monitoring
Grant Extension
Grant Closeout
Grant Renewal
Annual Progress Report
Operating Start Date

• Grant Extension
• Grant Close-out
• Grant Renewal

109
a. Grant Extensions - SC p. 173

• Allows grantees with unspent funds at the end of
  initial grant period to continue operating for an
  additional five-year term or until grant funds
  are expended
• Approval is subject to satisfactory performance
• Document and talk to HUD about the reasons for
  the expenditure delay and to justify continuing
  need for the project
• Extending versus renewing is an important
  decision

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a. Grant Extensions - SHP

• Means that the grant term is lengthened to allow
  for the continuation of the project, not to
  spend-down funds
• Must have financial resources you may use during
  the extension period and provide the same level
  of housing/services
• Must apply with NOFA cycle, not during year
• Exception to the rule that use of State or local
  government funds prevent future federal funding

111
b. Grant Close-Out pp. 175-176

• Criteria for close-out
• Close-out actions
• Close-out agreements
• Deobligation of funds

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c. Grant Renewals

• See the section Apply
• For renewals, the budgeted amounts cannot exceed
  certain limits pp. 32 and 43
• What the NOFA might say about limitations on
  renewal amounts -- for example the number of SC
  units you may ask to be funded
• The amounts verified by you through the CoC to
  the local HUD-CPD office to
• The amount your CoC has included on the Priority
  Ranking list for your project
• Certain line-item changes are permitted (see the
  section on Grant Amendments)

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c. Grant Renewals, continued

• You may request a decrease in your grant amount
  with or without a proportional reduction in
  project scope and people served
• You may make reasonable changes to the mix of
  units your request for SC-TRA or SC-SRA funding

114
Getting Help
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Sources for Additional Information

• HUDs Website
• Information about the competitive Continuum of
  Care grants, as well as information about other
  HUD programs such as CDBG, HOPWA, ESG can be
  found on the HUD webpage at www.hud.gov
• Homeless Resource Exchange
• The Homelessness Resource Exchange is meant to be
  a one-stop shop for information and resources for
  providers who are assisting persons who are
  homeless or at risk of becoming homeless
  www.HUDHRE.info
• Regulations/Statutes
• Such as McKinney-Vento Homeless Assistance Act,
  Supportive Housing Program, Shelter Plus Care
  regulations
• Guides
• Such as Supportive Housing Program Desk Guide,
  Guide to Continuum of Care Planning and
  Implementation

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Sources for Additional Information

• HUD Information Bulletins
• OMB (Office of Management Budget) Circulars
• e.g. OMB Circular A-87 - Cost Principles for
  States and Local Units of Government, OMB
  Circular A-122 - Cost Principles for Nonprofit
  Organizations, OMB Circular A-133 - Audits of
  States, Local Governments, and Nonprofit
  Organizations.
• Forms
• e.g. Annual Progress Report (APR), SHP
  Self-Monitoring Tools
• FMRs (Fair Market Rents)
• www.huduser.org/datasets/fmr.html

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HUD Technical Assistance

• Technical Assistance improves the effectiveness
  of HUD grants.
• Help HUD grantees design and implement programs
  by providing specialized technical expertise and
  training.
• Technical Assistance providers are firms, for
  profit and nonprofit, and government agencies
  with demonstrated expertise relevant to HUD
  grantees.

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Other Federal Agencies Active in Responding to
Homelessness

• Department of Health Human Services
• Department of Education
• Department of Veterans Affairs
• Department of Labor
• Department of Justice
• Department of Agriculture
• U.S. InterAgency Council on Homelessness

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Peer-to-Peer Support

• Your Continuum of Care
• Other Grantees

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MOST IMPORTANT THINGS TO REMEMBER

• Understand what is required by your grant
  agreement
• Spend grant, match and program income resources
  on eligible activities only
• Keep good records - document, document, document
  -- and get audited
• Expend your grant on-time
• Monitor compliance
• When in doubt, ask HUD!
• Be active in your CoC and HMIS

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• HomeBase/The Center for Common Concerns
• 870 Market Street, Suite 1228
• San Francisco, California
• 415.788.7961
• www.homebaseccc.org