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Shelter Plus Care 2009 Start Up Conference


Shelter Plus Care 2009 Start Up ... Occupancy agreement 4 Match calculating support services 5 Financial Management LOCCS 6 Record ... Who Is Not Homeless under any year ... – PowerPoint PPT presentation

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Title: Shelter Plus Care 2009 Start Up Conference

Shelter Plus Care 2009 Start Up Conference
SC Grantee, SC Sponsor and HUD in Partnership
The Benefits of Shelter Plus Care
  • Stick with what your agency does Best
  • Service providers provide services
  • Housing providers provide the housing.
  • Quick turn around time
  • SC avoids the time lag of housing development.
  • Flexible models to choose from
  • Capitalize on services, mainstream resources and
    efforts already underway.
  • SC Sponsor or Project based creates a stream of
    revenue to stimulate capital funding
  • SC Tenant, Sponsor or Project based allows for
    an immediate supply of housing for new

Benefits of SC for COC
  • The SC funds for new and renewal requests are
    consider per the FY2008 SuperNOFA a housing
    activity and can help your COC with obtaining
    more points in the competition
  • SC can be tailored to the full Bonus or Pro rata
    need amount available

SC for New Projects in 2009
  • Used bonus or pro rata need funds for a new SC
    project for disabled homeless single persons and
    homeless families with a disabled adult and
  • In FY2009, there is no Samaritan Initiative -
    just permanent housing bonus to serve singles
    and/or families

Shelter Plus Care as a COC Back up Project for
  • Sometimes COC high ranked projects have failed to
    submit at the last moment, been disqualified by
    HUD, withdrawn or funding reduced
  • SC fund request is easy to tailor to available
  • SC projects may be a back up plan by adding
    project requests just below the funding line
    estimated by the COC.

Grant Funding Basis
  • Fair Market Rent (FMRS) x number of units by
    bedroom size x 60 months grant funds
  • 12 month for renewal projects
  • 120 months if project based with rehabilitation
  • HUD funds up to 100 of initial FMR rent for five
    years or one year for renewals
  • (higher if exception rents documented by Housing
    Authority with application)

Uses of Shelter Plus Care Funds
  • Payment to the property owner (the difference
    between tenant required rent payment and the
    reasonable rent)
  • Occasionally, tenant is also paid when the
    utility allowance exceeds the tenant required
    rent amount
  • Utilities include heat, electricity, water, sewer
    and garbage collection only
  • Other uses of Grant funds after payment of rent
  • Damage deposits
  • Vacancy payments of up to 90 days
  • Limited Damage payments
  • Up to 8 of funds drawn maybe for Administrative
  • see manual and regulations for limitations on use
    of funds and documentation procedure

Program Goals
To assist homeless disabled individuals and their
families Refer for Section 1 of the Resource
  • Increase housing stability by obtaining permanent
  • Increase skills and/or income
  • Obtain greater self-sufficiency.

Project Performance Goals
  • Annual Progress Report 2008
  • Participants who stayed six or more months in
    permanent housing
  • National average is 73.5
  • Participants who had employment income when they
  • National average 19 exit with employment income
  • Overall increase percentage of participants whose
    income by exit from your program has increased
    through government benefits and employment

Exiting Homeless Participants with Mainstream
Resources in 2006 All Grants
Shelter Care Resource Manual-Sections
  • 1 Overview Goals, roles, MOU and components
  • 2 Activities Eligible participants and use of
  • 3 Leasing HQS, rent calculation, Occupancy
  • 4 Match calculating support services
  • 5 Financial Management LOCCS
  • 6 Record-keeping and Reporting requirements/
    Annual Progress Report APR
  • 7 Grant Renewal and extension
  • 8 SC Grant requirements administration and
    other applicable, Uniform Relocation Act,
    Environmental Regulations, OMB, lead paint , etc.

(Printed copy in packets deleted out dated
Who Is Served Under SC?Refer to Section 2.2 of
  • Severely Disabled Adults who are homeless and
    their household members who lack the resources to
    obtain housing
  • Low income households
  • (80 of area median income adjusted for household
    size and usually not an issue)
  • See model disability certification form in your
  • (does not address chronic homeless in the manual)

Disability or Diagnosis Includes
  • Chemically Disabled
  • CD may be the only diagnosis for SC
  • Severely or Chronically Mentally Ill
  • Developmentally Disabled
  • HIV Positive
  • Physical Disability
  • Traumatic Brain Injury
  • Dual or Multiple Diagnosed

Since 2005
  • With FY2005 grants (New Renewal grants), new
    participants must come from places not fit for
    human habitation (streets, squats, camps, cars,
    etc.) or emergency shelters
  • (must trace new participants back to shelters or
    the streets for units not set aside for the
    chronic homeless)
  • SC still used for new permanent projects out of
    pro rata share for families and singles who are
    not considered chronic homeless.

Eligible Participant for any SC Housing and all
post 2005 Renewals Permanent Housing
One adult participant in each household must be
  • Comes from the street
  • places unfit for human habitation, cars,
    campgrounds, shacks, etc.
  • Comes from shelters
  • Youth, general population, victims of domestic
    abuse, family shelters, singles
  • generally 30 days or less for maximum stays
  • Coming from Transitional housing for the homeless
    and .
  • Documented from the streets or a shelter
  • Coming from a jail or treatment facilities with a
    stay of less than 30 days and .
  • Documented originally from the streets or a
    shelter originally

Eligible Participants for Units for the Chronic
Homeless(see your grant agreement or approved
  • Coming from the streets
  • places unfit for human habitation, cars,
    campgrounds, shacks, condemned buildings, etc.
  • Coming from shelters
  • Youth, general population, victims of domestic
    abuse, singles
  • generally short term stays
  • Coming from a stay in jail or treatment
    facilities for less than 30 days and Documented
    as originally coming from the streets or a
  • Participant must have a disabling condition and
    for 12 months or 4 episodes in the last 3 years
    of being homeless and be unaccompanied at the
    time of service

Two Guides for Documenting Eligibility
  • Defining Chronic Homeless-a Technical Guide. For
    HUD Programs (In your packet and on the web)
  • Note you may enroll an individual in SC and
    place him in treatment up to 90 days with a unit
    at the end of his stay.
  • Model Guide for Permanent Housing Projects (in
    your packet)

Who You Cannot serve
  • Persons evicted from their homes
  • Persons who lost their housing while in treatment
    or institutionalized
  • Persons in longer term treatment centers more
    than 30 days unless enrolled in SC first
  • Persons from programs that require discharge
  • Persons who came from transitional housing, but
    did not come from the streets or a shelter before
    entering transitional housing.

Who Is Not Homeless under any year
  • Paying more than 30 of income
  • Living in overcrowded conditions
  • In substandard housing
  • Living with roommates or relatives
  • SC to keep people in their existing home
  • In a program or institution in which a discharge
    plan that must address housing
  • See more restrictive rules for post 2005

Who Is Not Homeless under any year continued
  • Leaving directly from prison
  • some exceptions if short term stay, discharge
    plan not required and was homeless prior to
  • Wards of the state or those in foster care
  • Individuals in the State Mental Health System
    institutions that include discharge plans
  • Any licensed housing institution under Minnesota
    16(a) Section 245 that requires an appropriate
    discharge plan

  • Outreach
  • Methods and sources for finding new clients or
  • SC Regulations 24 CFR 582.325 Outreach
  • Regulation requires grant recipients and their
    partners to focus outreach on those who are
    living on the streets or other places not meant
    for human habitation or those in emergency
  • These are the homeless persons that outreach
    efforts need to bring in as new participants to

Shelter Plus Care- Section 1.2 of Resource Manual
  • Rental Assistance
  • Tenant based
  • Sponsor based
  • Project based
  • 5 year contract
  • 10 year contract if Rehabilitation
  • SRO/project based

Tenant and Sponsor Based
  • Units may move around with either the tenant or
    the sponsor
  • Sponsor owns or leases units in Sponsor based
  • Tenant leases units in tenant based
  • Contract authority is for 5 years for new and one
    year for renewal
  • Grantee/Sponsor may limit service area
  • Two most popular programs

Project Based and SROwith or without
  • Assistance tied to a building owned by a
    for-profit or nonprofit entity
  • 3 grants in Minnesota
  • Rental assistance for 10 years
  • 3000 or more for rehabilitation done per unit
  • Allows 12 mo. rehabilitation period
  • Good alternative to the Section 8 Single Room
    Occupancy or Project Based programs
  • Allows for full rent by size of unit
  • Application process is streamlined
  • Needs only 5 year funds

Keep on Target!
  • Know the number of units contracted
  • Know the size of units by number of SRO,
    efficiency, 1br., 2 br., 3 br., 4 br., etc.
  • Know the population served
  • Know whereabouts of participants
  • Know and keep current assessment of clients and
    their households needs
  • Know services provided to clients
  • Know grant term and end dates

Staying on Target
  • Know reporting dates
  • Know SC Resource Material
  • Know current occupancy
  • Know activities and responsibilities of grantee,
    sponsor, and HUD
  • Know what the grant application, MOU and grant
    agreement says
  • Know when to renew grant

How to Keep Track of the Funds!
  • Develop spread sheets with funds budgeted by
    month or quarter
  • Budget for administration (admin. is only if
    excess funds available) and rental assistance by
  • Calculate demand for funds for five years
    (Renewals one year)
  • be conservative at first!
  • Keep funds for future rent increases
  • You may add units or increase size of units
    provided there are fund for the number of units
    in your application for the balance of the grant

Spend Funds in a Timely Manner!
  • Keep project full for the contract term
  • 5 year grant funds draw at the rate of 1 to 2
    per month or 4 to 6 per quarter
  • 1 year grant, draw about 8-9 of funds per
  • Please note any draw made must be backed by
    actual expenses incurred
  • Monthly draws saves your agency interest costs
    lost in fronting rent to property owners helps
    with forecasts
  • FY 2008 grant agreements require quarterly draws
  • Lack of progress may result in lost of funds at
    the close of the grant and monitoring issues

DATA Privacy, HIPAA and HUDs Access to Files
  • Grantee, Sponsor and Participants must allow HUD
    access to all case files related to housing,
    assessment of services needed and matching
    support services. See HIPAA legislation that
    allows government access as part of an audit or
  • Refer to grant agreement with HUD
  • Suggest sponsors and participants be aware of
    this requirement through the participation
    agreements , leases and Memorandum of
  • Funds have been suspended when access has been
    denied to HUD Officials!!!!

Issues for Project with Layered funding
  • Other funders may have conflicting requirements?
  • Chronic Homeless narrower than Long-term homeless
  • HUD requires a disabling condition
  • HUD limits to unaccompanied adults
  • HUD requires last residence to be the streets or
    a shelter
  • HUD definition of eligibility for Permanent
    Housing may appear to conflict with other
  • Other SC projects are expected to be kept full
    even if new candidates are not long-term homeless
  • Grantee must work it out to HUDs satisfaction
    and may need aggressive outreach plan to find
    candidates that meet requirements of all funders

Document, Document Document
  • Homeless status and housing inspection
  • On going assessment of clients
  • Support services provided
  • Client income with third party verification
    and rent calculation
  • Rent to owner (Reasonable Costs)
  • Damages and Deposits
  • Administration Costs
  • Disabilities with qualified diagnosis
  • SSDI or licensed individual
  • Due process and follow up
  • Basis for fund draws from LOCCS

Memorandum of Understanding
Who recruits approves participants? Who finds
housing units? Who documents match? Who does
HQS inspections? Who does the Annual Progress
Report and HMIS? Who reviews disabilities or gets
a diagnosis? Who works talks with property
owner and when? How to change the MOU? Who
determines rent is reasonable? How is due
process carried out? Whats the appeals process?
Who how often are participant assessments
made? Who provides what support services? Who
gets how much and what administration costs? What
are the lines of communication?
Compliance, Compliance Compliance
  • McKinney Vento Act
  • NOFA funding requirements for year funded
  • Note any special requirements for bonus funding
    if applicable
  • 24 CFR 582 Shelter Plus Care Regulations
  • Approved grant agreement
  • HUD approved grant application and latest HUD
    approved changes

Remedy for Default
  • Work with HUD to Correct problem!
  • Change policy or actions of grantee or sponsor!
  • Other outcomes occasionally
  • Reimburse grant if costs were ineligible
  • Change sponsor or grantee
  • Other outcomes for illegal or extreme situations

SC is Not Section 8 !!!!!!!!!!
  • SC is funded under separate legislation from
    Sect. 8
  • No criminal background restrictions required
  • Check with your attorney about aliens who are
    illegally in the country or undocumented
  • No credit check or rental history required beyond
    homeless status/disability status
  • Chemical addiction can be the only disability
  • No set HAP payment for all clients-each case
  • No minimum rent paid by participants
  • Know the difference between SC, Section 8 and
    other rental assistance programs!!!!!!!!!

SC is Not Section 8 !!!!!!!!!!!
  • Tenant cannot pay more than 30 of adjusted
  • Different process for documenting program
  • Costs must be earned
  • Reasonable rent only standard for renting a unit-
    be aware of your budget
  • No portability beyond service area as defined by
    the sponsor and grantee
  • In order for case managers to make home visits,
  • Different requirements for household survivors
  • No penalty in rent for those sanctioned under
  • You may only terminate clients from the program
    for significant problems.

Some Issues on Precedents
  • Section 8 and other administrative policies by
    the housing authority may be good to address in
    some situation
  • However, do not always defer to Section 8
    policies when in doubt. Think of the SC clients
    and their unique or special needs!
  • Look to your partners to resolve problems such as
    annual certification appointments, need to move,
    special circumstances not addressed in the
    regulations or resource manual.
  • Remember you are serving a population that needs
    reasonable accommodation and a frail population
    with special needs!
  • When you have a question or a doubt-- call or
    email your HUD representative to work out a
    policy appropriate for the SC participants

  • Equal Opportunity Civil Rights
  • In hiring and client participation's
  • Drug Free Workplace
  • Uniform Act and Relocation
  • Lead based paint measures
  • Environmental Review and Compliance and assumes
    the role of inspecting for compliance
  • Anti-lobbying-no Federal funds used

Certifications Continued
  • Maintenance of effort
  • -not replacing local and state government funds
  • Provide services specified in application
  • Non-profit board members are not paid
  • No participant or its board members or
    contractors are debarred
  • Applicant/grantee is qualified to participate as
    a unit of local government

Cycle of Grant
  • Local ranking and fund announcement by HUD
  • Compliance with special conditions if any
  • Grant begins when agreement is executed
  • Start of operations
  • Renewal projects start where last grant ends
  • First Annual Progress Report (APR) to HUD 15
    months after start date (27th, 39th etc)
  • see latest APR version
  • HMIS answers questions 2-15
  • HUD determines risk annually and may visit and
    monitor grantee
  • Grantee renews project in fourth operating year

Minnesota Grantees
  • Bemidji HRA
  • Carver County HRA
  • Clay County HRA
  • Crookston HRA
  • Dakota County CDA
  • Duluth HRA
  • Hennepin County HRA
  • Itasca County HRA
  • Mankato HRA
  • Metro Council HRA
  • Minneapolis PHA
  • Olmsted County HRA
  • Rice County HRA
  • St. Cloud HRA
  • St. Louis Park HRA
  • St. Paul PHA
  • HRA of St. Paul
  • Virginia HRA
  • Washington County HRA
  • Willmar HRA
  • Blue Earth County
  • Grant County (serving 4 counties)
  • Hennepin County
  • Olmsted County
  • Ramsey County
  • Scott County
  • Minnesota Housing(State agency) (all grants
  • Grantee is the county government -usually Human

Minnesota Granteeswith some dedicated units for
the Chronic Homeless
  • Bemidji HRA
  • Clay County HRA
  • Crookston HRA
  • Duluth HRA
  • Itasca County HRA
  • Olmsted County HRA
  • St. Cloud HRA
  • Hennepin County HRA
  • St. Louis Park HRA
  • St. Paul PHA HRA
  • Virginia HRA
  • Blue Earth County
  • Grant County
  • Hennepin County
  • Ramsey County Grantee is the county government
    -usually Human services

Minnesota Experience-- Sponsors
  • Hennepin, Anoka, Grant, Scott,
  • Carver and Ramsey Counties-
  • Human Services Departments,
  • Range Mental Health, Human Development Center,
    Northfield Community Action Center, Zumbro Valley
    Mental Health, Perspectives,
  • Lutheran Social Services, Human Services Inc.,
  • Landland Mental Health, Hearth Connection,
    Central Minnesota Health Center, Catholic
    Charities, Community Involvement Programs,
    Southwestern Adult Mental Health Consortium, and

SC Renewal Process as of 2009
  • Apply for a renewal in the year prior to
    depletion of funds
  • All FY2002 and FY2003
  • Many FY2004 new projects through ESNAPS
  • Include Renewal request in the ranking by COC
  • Renewal funding not part of COCs pro rata or
    need share
  • Renewal is for one year only
  • First renewal based on number of households under
    lease at renewal time not the number in the
  • ( more or fewer from original number of approved
  • Second and further renewals
  • may adjust bedroom size but not increase units
  • New Participants coming into a renewal grant must
    conform to the current definition of homeless.

SC Renewal Process as of 2008 and Term Extensions
  • Any unused funds must be returned to HUD
  • May extend initial 5 year term of FY 2004 grant
    to avoid the renewal process
  • Remaining funds for must go to at least January
    31, 2011, but not beyond September 30, 2011.
  • No funds added to grant

Final Funding End Datesfor 5 Year Grants
  • FY 2003 funded new projects cannot go beyond
    Sept. 30, 2010 latest renewal year 2009
  • FY 2004 - Sept. 30, 2011 latest renewal year 2010
  • FY 2005 Sept. 30, 2012 latest renewal year 2011
  • FY 2006 Sept.30, 2013 latest renewal year 2012
  • FY 2007 Sept. 30, 2014 latest renewal year 2013
  • FY 2008 Sept. 30, 2015 latest renewal year 2014
  • Hearth Act likely to come into effect in 2011.

Some More Issues
  • Use your public money wisely, in a way that makes
    sense, complies with the requirement of the
    program, your approved application, grant
    agreement and the intent of Congress
  • When in doubt could you explain your actions to
    HUD or the 600 pm news????!!!

Practices To Avoid
  • Do not make clients homeless in order to serve
  • Instead serve people already homeless in shelters
    or on the streets as required by the regulations
  • Do not serve agency staffs friends and relatives
    (if needed, discuss with HUD first and seek
  • Do not serve people in housing they already
  • Avoid recruiting clients from facilities in which
    a discharge plan needs to be in place
  • Do not use units owned by participant's relatives

Be Above Board!
  • Problems with case managers misrepresenting
    clients with pre-arranged placement of clients in
    homeless programs for one night!
  • Can you really house a homeless person from
    identifying a potential client, approving and
    moving in in one day?
  • Reach out to those who truly are without current
    housing resources!

Enhancing Shelter Plus Care Operations
  • Introduction
  • Getting Your Project Off the Ground
  • Property Acquisition and Financing
  • Participant Outreach and Retention Strategies
    Calculating support services
  • Tracking Supportive Services Delivery Outcomes
  • Grant Administration
  • Moving Beyond SC
  • Conclusion

Enhancing Shelter Plus Care Operations
  • Appendixes
  • A Contact Information and added sources of
  • B Model documents including Memorandum of
  • C Client service plan and updates
  • D Service Match and documentation of match
  • F Service grid


Shelter Plus Care Website
  • Click on the following at this site
  • A brief program description,
  • SC Regulations,
  • Understanding SC,
  • Enhanced SC Operations
  • SC Resource Manual
  • (the basic reference tool)

Shelter Plus Care Regulation
  • 24 CFR 582 Key parts
  • A number of cross references to the Section 8
    Rental Assistance program


  • Minnesota Technical Assistance Contractor (Call
    HUD first )
  • Minnesota Housing Partnership (MHP)
  • Rosemary Fagrelius
  • 1(800) 728- 8916 ext. 103

  • Minnesota HUD Contacts
  • (612) 370-3000
  • Program Representatives
  • Sara Bergen ext.2103 or
  • Joe Geary ext. 2157 or
  • Ben Osborn ext. 2253 or
  • Program Manager
  • Tom Koon ext. 2108 or

10 Annual Progress Reports are in on time 9
Grantee and sponsor have a board member who is
homeless or formerly homeless 8 Units pass
Housing Quality Standards with annual inspection
on file 7 Timely assessments of client needs
and documentation of adequate support services
6 Tenant Rents calculated correctly including
deductions for disabilities, day care, out of
pocket medical expenses, etc. 5 Accounting
systems per OMB standards are in place 4
Source documentation for costs billed to grant
(invoices, leases, timesheets for staff time in
place) 3 Homeless disability documentation
for eligibility 2 Project is full, funds
spent on time
Number 1
  • Communicate with HUD your partners!! Ask HUD
  • Let HUDs CPD be the first to know !