Harris County Community Services Department

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Harris County Community Services Department

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• PY 2015 Emergency Solutions Grants (ESG)
• February 24, 2015

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Public Services, Grants Management
Staff713-578-2000

• Manager Esmeralda Gonzalez x2106
• Public Services Supervisor Natalie Garcia x2065
• Project Monitors Michelle Leija x2202
• Ebony Love x2086

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CONTENTS OF FOLDER

• Subrecipient Orientation Acknowledgment
• Copy of presentation
• CD containing programmatic reporting templates
  and guidance material
• Reports are located on HCCSD website at
• http//www.csd.hctx.net/gm_esg_cdbg.aspx

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ESG Overview

• 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.

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Homeless Definition

• 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.

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Homeless Category 1

• 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.

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Homelessness Documentation Category 1

• Homelessness documentation for individuals/familie
  s 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/familie
  s 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
• a written record of the intake workers 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

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AGREEMENTS

• Agreements were drafted based on applicants
  Request for Proposals (RFPs) 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

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Agreements

• 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

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PY2015 Programmatic Reports

• Coversheet / Checklist
• Project Status Report
• Client Data Report
• Tally Sheet
• Employee Data Report
• Bed Days Log (if applicable)
• HMIS Reports (if applicable)
• Mid-Year Report or Annual Performance Report

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Important notes on monthly reports

• 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.

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Scenario 1

• What 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?

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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.

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Scenario 2

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

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Answer

• The following reports need to be corrected
• Project Status Report
• Client Data Report
• Tally Sheet

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HMIS

• 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.

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Homeless Participation

• 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 agencys compliance
  with this requirement.

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Subrecipient Monitoring

• 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
• Findings
• Concerns
• Response letter from Subrecipient in 30 days
• Response letter from CSD in 30 days

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Important 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 agencys 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