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Harris County Community and Economic Development Department


Grants Management staff monitors all projects. ... Conversion means a change in the use of a building to an emergency shelter for the homeless, ... – PowerPoint PPT presentation

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Title: Harris County Community and Economic Development Department

Harris County Community and Economic Development
  • Emergency Shelter Grant Workshop

  • Overview of HCCEDD
  • Overview of ESG
  • Program Objectives
  • Eligible and Ineligible Activities
  • Recordkeeping Monitoring
  • Questions Wrap-up

Service Area
Service Area
  • Unincorporated Harris County and its 15
    cooperative cities.
  • Bellaire Seabrook
  • Deer Park Shoreacres
  • Galena Park South Houston
  • Humble Tomball
  • Jacinto City Waller
  • Katy Webster
  • LaPorte West University Place
  • Morgans Point
  • Houston, Baytown and Pasadena receive their own
  • community development funds and are not included
  • in the Harris County service area.

How it Works
The Consolidated Plan
  • Five-year plan that addresses
  • Housing
  • Social services
  • Infrastructure and
  • Community revitalization needs.
  • Specifies types of projects to be funded
  • Application for federal funds under HUDs formula
    grant programs
  • CDBG
  • HOME / ADDI and
  • ESG.
  • Basis for assessing performance

The Consolidated Plan aids decision makers in
creating strategies to address the following.
  • Employment and employability
  • Affordable housing
  • Adequate streets
  • Water, sewage and drainage systems
  • Quality education and Workforce Development
  • Parks and green space
  • Community facilities
  • Quality health care
  • Crime awareness and public safety and
  • Safe, peaceful and productive neighborhoods for
    low- and moderate-income communities

Request for Proposals (RFP)
  • Solicitation and acceptance of proposals
  • According to federal and state procurement laws
    and standards
  • Applicants must
  • Be a non-profit organization or governmental
    agency or entity
  • Expend funds within a 12-month period
  • Have sufficient working capital
  • Meet one Consolidated Plan Objective
  • Meet one National Objective
  • Benefit eligible residents in CEDDs HUD Service

Annual Action Plan (AAP)
  • Detailed description of the allocations of Harris
    County HUD entitlement dollars (CDBG, HOME, and
  • Discusses how resources generated by tax dollars
    will be utilized for the upcoming program year.

Agencies Receive Allocations
  • Contracts are developed between Harris County and
  • Funds are dispersed on a reimbursement basis.
  • Grants Management staff monitors all projects.

Consolidated Annual Performance Evaluation
Report (CAPER)
  • Describes progress.
  • Reports on and reviews countys use of
    Entitlement funds.
  • Benchmark for projects to be funded.
  • Allows for self-assessment.

Emergency Shelter Grant
  • The Emergency Shelter Grant program is designed
    to be the first step in a continuum of assistance
    to prevent homelessness and to enable homeless
    individuals and families to move toward
    independent living.

  • The objectives of the ESG program are to
  • Increase the number and quality of emergency
    shelters and transitional housing facilities
  • Operate these facilities and provide essential
    social services and
  • Help prevent homelessness.

Match Requirement
  • 100 match.
  • The following may be used for match
  • Cash
  • The value or fair rental value of any donated
    material or buildings
  • The value of any lease on a building
  • Salary paid to staff to carry out the program
  • The value of the time and services contributed by
    volunteers at a rate of 5/hour.

Eligible Clients
  • A person must be homeless (or at great risk of
    becoming immediately homeless) to receive help
    from ESG projects.
  • HUDs definition of a homeless person is someone
  • Is living on the street or
  • Is in an emergency shelter or
  • Would be living on the street or in an emergency
    shelter without HUDs homelessness assistance.

Eligible Activities
  • ESG eligible activities
  • Renovation, rehabilitation and conversion of
    buildings for use as emergency shelters or
    transitional housing for the homeless
  • Essential services
  • Operating costs such as maintenance, insurance,
    rent, etc. and
  • Homeless prevention.

Emergency Shelter Renovation, Rehabilitation or
  • Renovation
  • Includes rehabilitation that costs less than 75
    of the value of the building before
  • Requires the rehabilitated building to be used as
    a shelter for three years.

Emergency Shelter Renovation, Rehabilitation or
  • Major Rehabilitation
  • Includes rehabilitation that costs over 75 of
    the value of the building before rehabilitation.
  • Requires the rehabilitated building to be used as
    a shelter for ten years.

Emergency Shelter Renovation, Rehabilitation or
  • Emergency Shelter Conversion
  • Conversion means a change in the use of a
    building to an emergency shelter for the
    homeless, where the cost of conversion and any
    rehabilitation costs exceed 75 of the value of
    the building after conversion.

Emergency Shelter Renovation, Rehabilitation or
  • Ineligible costs
  • Acquisition of real property
  • New construction
  • Property clearance or demolition
  • Rehabilitation administration
  • Staff training or fund raising activities
    associated with rehabilitation and
  • Building maintenance and repairs.

Essential Services
  • New Service or Quantifiable Increase
  • ESG Funds
  • Can be used for a new service
  • Can be used for a quantifiable increase in
  • Cannot be used to replace existing government or
    non-profit funding of the same service.

Essential Services
  • Eligible Activities
  • Assistance in obtaining permanent housing
  • Medical and psychological counseling and
  • Employment counseling
  • Nutritional counseling
  • Substance abuse treatment and counseling and
  • Assistance in obtaining other Federal, State and
    local assistance. (mental health benefits,
    employment counseling, medical assistance,
    Veterans benefits, and income support assistance
    such as supplemental Security Income benefits)

Essential Services
  • Ineligible Activities
  • Existing services and staff
  • Salary of case management supervisor when not
    working directly on participant issues
  • Advocacy, planning, and organizational capacity
  • Staff recruitment/training and
  • Transportation costs not directly associated with
    service delivery.

Operating Costs
  • Eligible Activities
  • Operation
  • Insurance
  • Utilities
  • Furnishings
  • Payment for shelter
  • maintenance
  • Rent
  • Repairs
  • Security
  • Fuel
  • Equipment
  • Food
  • Maintenance

Operating Costs
  • Limitations on Funding
  • Staff salaries (including fringe benefits) are
    limited to 10 of the grant.
  • Maintenance and security salary costs are not
    subject to the 10 cap.
  • Example An organization receiving 55,000 in
    ESG monies for operational costs could only use
    5,500 (10) for operational staff costs.

Operating Costs
Ineligible Activities
  • Recruitment or on-going training of staff
  • Depreciation
  • Public relations or fund raising
  • Staff training, entertainment, conferences, or
  • Bad debts/late fees
  • Mortgage payments
  • Costs associated with the organization rather
    than the supportive housing project
    (advertisements, pamphlets about organization,
    surveys, etc.).

Homeless Prevention
  • Includes financial assistance to families who
    have received eviction notices or notices of
    termination of utility services if
  • The family cannot make the payments due to a
    sudden reduction in income
  • Assistance is necessary to avoid the eviction or
    termination of services
  • The family will be able to resume payments within
    a reasonable period of time and,
  • Assistance will not supplant funding for
    preexisting homelessness prevention activities
    from other sources.

Homeless Prevention
  • Eligible Activities
  • Short-term subsidies (90 days) for rent and
    utilities for families that have received
    eviction or utility termination notices
  • Security deposits or first months rent for
    homeless families
  • Mediation programs for landlord-tenant disputes
  • Legal representation programs for indigent
    tenants in eviction proceedings
  • Payments to prevent foreclosure on a home and
  • Other activities designed to prevent homelessness.

Homeless Prevention
  • Ineligible Activities
  • Housing/services to homeless persons
  • Long-term assistance (beyond 90 days)
  • Direct payments to individuals

Program Requirements
  • Documentation of Homelessness
  • Termination of Participation and Grievance
  • Participation of Homeless Persons in
    Policy-Making and Operations
  • Ensuring Confidentiality

Program Requirements Documentation of Homelessness
  • Documentation must be
  • Obtained from the participant or a third party
  • Obtained at the time of referral, entry, intake
    or orientation to the ESG-funded project
  • Maintained in the client file to determine the
    eligibility of persons served
  • In the form of either the Individual Eligibility
    Form or other acceptable documents for different

Program Requirements Termination of
Participation and Grievance Procedure
  • Organizations must have a procedure that
  • Program requirements
  • Termination process and
  • Grievance procedure.

Program Requirements Participation of Homeless
Persons in Policy-Making and Operations
  • Policy-Making
  • Service providers of ESG funds are required by
    law to provide for the participation of at least
    one homeless or formerly homeless person in a
    policy-making function within the organization.
  • All applicable policy-making homeless person(s)
    must be noted by organizations board of

Program Requirements Participation of Homeless
Persons in Policy-Making and Operations
  • Operations
  • Homeless participants must be involved in the
    operation of the ESG funded program.
  • Involvement can include participants employment
    or volunteerism in project activities.

Program Requirements Ensuring Confidentiality
  • To ensure the safety of participants fleeing
    domestic violence situations, ESG-funded
    organizations are required to
  • Implement procedures to guarantee
  • Not publicly disclose the address/location of the
    family violence shelter (except with written
    authorization of person(s) responsible for the
    shelter facilitys operation) and
  • Keep written records or files of families under
    lock and key with limited access to those files.

Recordkeeping Monitoring
  • Overview
  • General recordkeeping requirements
  • Access to records
  • Retention of records
  • Monitoring
  • Reporting requirements

General Recordkeeping Requirements
  • Records should be
  • Accurate, complete, orderly and
  • Maintained in order to
  • Document all ESG funded activities and
  • Demonstrate compliance with all applicable
    program and other requirements.
  • According to U.S. Department of Housing and
    Urban Development Department (HUD) 24 CFR Part
    570 and Part 570.208.

General Recordkeeping Requirements
  • ESG funded organizations must establish and
  • Administrative records
  • Financial Records, and
  • Project/case files.

Access to Records
  • Records are used to create audits,
    examinations, excerpts and transcripts. The
    following have access to records of ESG funded
  • CEDD representatives
  • HUD representatives
  • Comptroller Generals Office of the United
  • Other authorized governmental agencies
  • Citizens (24 CFR 570.508).

  • The primary mission of monitoring is to ensure
    that organizations are
  • In compliance with all regulations governing
  • Administrative
  • Financial and
  • Programmatic operations and
  • Achieving their performance objectives within
    their schedule and budget, as outlined in the

  • Five steps in a monitoring visit
  • Notification letter
  • Entrance conference
  • Documentation, data acquisition and analysis
  • Exit conference
  • Monitoring letter

Reporting Requirements
  • Reporting requirements are specified by the
    Grantee (CEDD) in the Subrecipient Agreement.
  • Programmatic and Financial Reimbursement Request
    Reports are due monthly.
  • Quarterly and Annual reports may also apply.

Questions And Answers
  • Contact
  • Shanna Lebrum
  • Senior Program Analyst
  • (713) 578-2000, ext. (2051)
  • shanna_lebrum_at_hctx.net
  • Or visit our website at
  • www.cedd.hctx.net
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