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Planning%20for%20Implementation

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Title: Planning%20for%20Implementation


1
Planning for Implementation
  • September 28, 2011

2
How Webinar Technology Works
  • Only Cathy and the presenters can be heard all
    others are in listen-only mode.
  • Cathy will send each participant a two-digit code
    to enter into your conference call. This will
    give us a chance to activate your audio for
    questions.
  • The control panel on your screen gives you a
    place to click to raise your hand. That will
    signal Cathy that you have a question.
  • If we dont get to you during the session, we
    will follow up with you afterward.

3
Goals for Today
  • Discuss DHN role in statewide planning and the
    value of the data we collect
  • Review purpose and format of DHN County Housing
    Plan template
  • Review DHN recommendations regarding Strategic
    planning.
  • Look at two excellent examples of planning.
  • Introduce strategies for developing plans that
    are practical and easily implemented

4
Todays Presenters
  • Jacalyn Slemmer, Executive Director, DHN
  • Bob Morgan, Superintendent, Delaware County Board
    of DD
  • Mike Corbett, Executive Director, Delaware
    Creative Housing
  • Stephanie Lowe, Executive Director, Ottawa
    Residential Services, Inc.
  • Cathy Allen, Technical Assistance Consultant,
    Disability Housing Network

5
DHN and County Planning
  • Jacalyn Slemmer
  • Executive Director
  • Disability Housing Network

6
Completing a County Housing Plan
  • DHN analyzes the data submitted, looks for trends
    and patterns
  • DHN shares with policy makers thereby giving
    Housing Corps a statewide voice

7
Research and Analysis
  • Besides the policy implications of some of the
    data included in this report, there are
    additional next steps that DHN is recommending
    for the future implementation of this research
    and analysis process

8
Policy Recommendations
  • With the two years of housing data collected and
    analyzed, DHN is in the position to assist the
    Department of DD with policy recommendations and
    potential solutions to issues facing Housing
    Corporations today.

9
Possible Future Subsidy
  • For future consideration, do we want to consider
    the idea of creating a subsidy in combination
    with housing? With the scarcity of Section 8
    vouchers should Counties and the State consider
    providing a supplemental voucher for people who
    can rent on the private market? Housing provided
    by the Housing Corporations could then primarily
    serve people who cannot be served in housing
    found on the private market.

10
Stakeholder Information
  • DHN will share information collected in the
    County Housing Plan report with various
    stakeholders as a means to continue the
    advancement of special needs housing in Ohio.

11
DHN County Housing Plan
  • Bob Morgan, Superintendent, Delaware County Board
    of DD and Member, DHN Board of Directors

12
Purpose of the DHN County Plan
  • To provide a framework by which County Board
    staff and Housing Corporation staff can discuss
    current specialized housing operations, needs and
    options for future housing needs in the county

13
What the Department is Saying
  • DODD is currently reviewing the rules for
    dispersing capital funds beginning with the
    2013/2014 allocations.
  • County plans are not currently required, but we
    are leaning toward requiring a six-year housing
    plan.
  • We will involve partners (DHN) in the planning
    process, while ensuring no conflict of interest.

14
Elements of the Plan Template
  • Preparation for the Planning Process
  • Review existing data
  • Internal
  • Statewide information collected and distributed
    by DHN
  • Property Overview
  • Who owns the property?
  • (Webinar Polls)

15
Elements of the Plan Template
  • Rent and Revenue
  • What is included?
  • Repair Priorities
  • Development Priorities
  • County board resident needs
  • Development opportunities
  • Other Future Challenges

16
Implementation
  • Provides pre-authorization for the actions that
    you will take within the next year
  • Provides preauthorization of expenditures

17
Example of an Excellent Plan Delaware Creative
Housing
  • Mike Corbett,
  • Executive Director,
  • Delaware Creative Housing

18
Preparation for the Planning Process
  • Organization Review
  • Housing opportunities are managed by the Delaware
    Creative Housing (DCH), a not-for-profit agency
    that develops and manages housing for individuals
    with disabilities in Delaware and Union Counties.
  • The operations of DCH are independent of the
    Delaware and Union County Boards of Developmental
    Disabilities. The standard Master Contract for
    Housing Acquisition, Development and Management
    services defines the legal relationship between
    the DCH and Delaware County Developmental
    Disabilities (DCDD), who owns the properties and
    what obligations exists on the properties.
  • There is also a Memorandum of Understanding (MOU)
    that spells out specific administrative issues
    and rent schedules. 

19
Organization review, cont.
  • DCH manages rent subsidies for 110 individuals
    including community landlords. The total DCDD
    monthly rent subsidy is 28,500 for an average
    monthly subsidy of 260. If Ohio was able to
    secure a special subsidy from HUD for individuals
    with developmental disabilities that would save
    Delaware County 312,000 per year. HUD
    establishes the rent schedule and pays the rent
    subsidies for the three HUD properties.
  • DCH also provides an adaptive equipment lending
    library for all residents of Delaware and
    surrounding Counties, giving away approximately
    80-100 items per year.
  • In review of Delaware Countys current living
    arrangements we find that 1,416 or 86 of our
    enrollment still lives with family in the family
    home. Those living in a home they own or lease
    is 185 or 11.2 of our enrollment. While these
    percentages appear low, it is important to know
    that 81 of our enrollment is under the age of
    21. In planning for residential services we must
    keep in mind both those living with aging
    caregivers and the young adults who will be
    reaching adulthood within the next decade.

20
Property Overview
  • In Delaware County, DCH provides specialized
    housing capacity for 56 individuals in 25 capital
    housing units and capacity for 20 individuals in
    three HUD projects. In 2008, DCH added five
    properties with capacity for 12 tenants and in
    2009 they have added three properties with
    capacity for six tenants.  
  • Current occupancy is 50 for non HUD funded
    housing units (89 capacity) and 14 for HUD
    funded projects (70 capacity).

21
Rent and Revenue
  • Eligibility for Rent Subsidy
  • Housing supports are available to meet housing
    needs
  • through community and specialized options.
  • Community options include rent subsidies, home
  • ownership, Metropolitan Housing assistance,
    Habitat
  • for Humanity and private resources. To receive
    rent
  • subsidy or mortgage assistance through DCDD the
  • individual must be
  • At least 18 years of age and living in a
    home/apartment they own or lease in their name.
  • Eligible for DCDD services

22
Eligibility for Rent Subsidy, cont.
  • A resident of Delaware County for at least one
    year or a previous resident of the County in the
    last five years who had met the residence
    criteria at that time.
  • Engaged in paid employment of 15 hours or more
    per week or attend day habilitation unless
    approved for an exemption based on
    medical/psychological needs or 60 years of age
    and older.
  • The individual is expected to pay 30 of their
    total monthly income toward rent. DCDD may
    subsidize the balance of rent remaining up to
    600 monthly for the eligible persons share of
    rent. When the person is living with other
    adults, subsidy is applied to the eligible
    persons share of rent unless the eligible person
    is identified as the head of household in which
    case the entire household income will be used to
    determine and apply the subsidy for the entire
    rent amount.

23
Eligibility for Specialized Housing
  • Specialized and accessible housing is funded
  • by DCDD and operated by Delaware Creative
  • Housing. All of the following is criteria for
  • eligibility for specialized housing
  • Current Delaware County resident
  • At least 18 years old or under the custody of
    Delaware County Childrens Services

24
Specialized Housing Eligibility, Cont.
  • Meets one of the following conditions
  • Requires specially designed/modified housing for
    handicapped accessibility or health support
    systems or
  • Requires housing to accommodate behavioral needs,
    behavioral interventions (Prader-Willi Syndrome,
    DD offender, etc.) or
  • Service needs and cost of services requires
    congregated setting. or.
  • Individuals with a record of evictions who cannot
    find community rent opportunities

25
Wait List
  • As a result of the above policy, rent subsidies
  • and an aggressive effort to develop needed
  • housing, Delaware County does not have a
  • wait list for specialized housing. However,
  • since Delaware County is the fastest growing
  • county in Ohio, we must continue to develop
  • specialized housing to meet projected near
  • term needs.

26
Repair Priorities
  • ODDD, Capital Housing now allows more latitude in
  • how a housing corporation and county board can
  • choose to utilize its allocation. In this
    upcoming
  • biennium the corporation and county board have
  • agreed to apply for one additional home and the
  • balance to renovation. Items such as flooring,
  • driveways, HVAC, roofing, window replacements are
  • examples of the uses of this funding source. This
    may
  • change over the coarse of the next two years
    however
  • we are then able to change our plan as needed.

27
Repair Priorities, cont.
  • Existing Capital Assistance Properties and
    properties
  • that have been developed with local funds are in
    need
  • of repair and updates. In addition, some
    properties
  • have and operation costs related to utilities
    that is three
  • times the cost of other properties. DCH has
    begun a
  • project to assess those homes with higher than
  • average energy cost and make improvement to
    reduce
  • these costs. Attached are worksheets for
    renovations
  • and project costs for energy improvements. These
  • worksheets show we have budgeted 44,500 of the
  • current Capital Assistance funding that we plan
    to
  • allocate to these renovations and improvements.

28
Development Priorities
  • The greatest difficulty Delaware County faces in
    matching
  • roommates in residential settings is not matching
    interests
  • and service needs but rather matching residents
    choice of
  • providers. Many individuals have had long
    relationship
  • with providers and are not willing to switch
    providers in
  • order to make roommate matches. Given this
    problem
  • and vacancy rates in three and four person homes,
    our
  • housing development plan calls for development of
    two
  • person condo units or single unit apartments,
    especially
  • where these can be located in areas where
    overnight staff
  • can be available on-site and monitor through
    various
  • electronic systems

29
Other Future Challenges
  • Diversified funding
  • Adequate staffing
  • Clear communication between DCH and County Boards
  • Planning Process It may take a couple of years
    for this process to become efficient. Most
    critical, we need to have standardized, statewide
    data to compare our performance with those of
    other counties. It is also important for
    everyone to understand that housing options for
    those we serve need more options than just DODD
    Capital Housing. So far we have invested
    approximately 10 total hours in this planning
    process. In future years we expect that this
    process will involve four hours in collecting and
    updating data and six hours of meeting time for
    the four key individuals to meet and discuss the
    plan. This meeting will likely reduce the time
    required to review and prepare the contract
    between the DCDD and DCH for the coming year.

30
DHN Recommendations for Strategic Planning
  • Housing Corporation Self-Assessment Tool

31
Self-Assessment Tool
  • 4. HC Board determines the direction of the
    organization and takes primary responsibility for
    goal-setting.
  • 5. The HC Board creates, revises, and insures
    compliance with policies in the area of planning.
  • 23. Board meetings are focused on policy and
    planning issues as appropriate.

32
Self-Assessment Tool, Cont.
  • 43. The organizations planning process includes
    consideration of the changing environment and its
    implications for the organizations operations.
  • 44. The planning process includes consideration
    of the organizations strengths and weaknesses.

33
Self-Assessment Tool, Cont.
  • 45. Volunteers, staff, tenants/customers, and key
    constituents participate in the planning process.
  • 46. Goals for the current fiscal year and beyond
    are developed and approved by the board with the
    input of staff.

34
Self-assessment tool, cont.
  • 47. Goals are broken down into measurable
    objectives.
  • 48. Objectives include work plans, timelines, and
    human and financial resources and indicate who is
    responsible for achieving them.
  • 49. There is a realistic plan/strategy for
    matching human and financial resources with
    objectives.

35
Self-assessment tool, cont.
  • 50. Objectives are communicated to all
    appropriate staff and volunteers.
  • 51. Actual performance relative to objectives and
    work plans is reviewed and assessed by management
    and is formally reviewed by the board
    periodically.
  • 52. If goals and objectives are not being met,
    appropriate modifications are approved by the
    board and implemented by staff.

36
Example of an Excellent Strategic Plan Ottawa
Residential Services, Inc.
  • Stephanie Lowe, Executive Director, Ottawa
    Residential Services, Inc.

37
Board Involvement
  • Pre-planning Interviews
  • Strategic Planning Retreats
  • Board reviews progress against goals at board
    meetings

38
Stakeholder Assessment
  • Surveys and Interviews with
  • Tenants
  • Provider agencies
  • Key community partners, including OCBDD
  • Developed input concerning
  • ORSI strengths and weaknesses
  • Customer service satisfaction
  • Service gaps
  • Ideas for future direction

39
Mission Statement
  • 2010 ORSI exists to provide affordable and
    accessible housing for all persons in Ottawa
    County including those with disabilities or who
    are otherwise disadvantaged.
  • 2011 To provide housing or housing solutions for
    people with disabilities in Ottawa County.

40
Annual Goals
  • Program Goals
  • Goal 1 All ORSI properties are self-sustaining
    financially. We will ensure that each property is
    managed within revenues dedicated to that purpose
    (without impacting other properties.)
  • Goal 2 All Ottawa County residents who need
    specialized housing will have access to it. We
    will make sure that ORSI is able to provide
    housing or a housing solution that meets their
    needs.
  • Goal 3 ORSI will provide a higher level of
    services to our current and future customers. We
    will take care of our properties and respond to
    tenant and customer needs.

41
Annual Goals, cont.
  • Organizational Goals
  • Goal 4 ORSI will focus sustained effort on the
    health of the organization. We will pursue board
    and staff development, improve internal
    processes, and invest in administrative
    infrastructure.
  • Goal 5 ORSI will proactively achieve our
    mission by organizing our work and providing for
    our future in a strategic, planful way. We will
    research and develop thoughtful plans and
    implement them.

42
Strategies
  • Goal 1 All ORSI properties are self-sustaining
    financially...
  • Strategy 1 Address financial sustainability of
    Island View Manor directly by exploring
    opportunities to refinance, sell the property, or
    divorce its finances from the rest of the
    organizations.
  • Strategy 2 Assure that resources provided by the
    Ottawa County Board of Developmental Disabilities
    (OCBDD) are used exclusively for the
    community-funded properties and the
    administration of the organization.

43
Action Steps (Goal 1, Strategy 2)
Action Step Champion Assistant Timeline
Work with ORSIs attorney to add the restrictive language needed in OCBDD contract Stephanie Board May 2011
Review OCBDD Houses Determine Capital Plan Nicole and Eddy Chelle and Stephanie August 2011
Review OCBDD Housings budget determine needed reserves Chelle Nicole and Stephanie August 2011
Review OCBDD Houses rent structure redesign on actual needs of tenant (services based on ability) Chelle and Nicole Stephanie OCBDD Work Group October 2011
Design 2012 OCBDD Houses Budget Chelle and Stephanie Nicole October 201
44
Budget
  • Budget process simultaneous to strategic planning
    process.
  • Endeavor to ensure our budget aligns with our
    strategic goals.
  • Sometimes have to adjust goals if resources are
    insufficient.

45
Strategies for Implementation
  • Cathy Allen,
  • Technical Assistance Consultant,
  • Disability Housing Network

46
Strategies for Implementation
  • Relate plan to master contract
  • Put plan updates on board agenda
  • Develop performance measures
  • Relate staff evaluations to strategic goals
  • Involve stakeholders in planning
  • Internal
  • External

47
DHN Technical Assistance
  • Funded by Ohio Developmental Disabilities Council
  • Provides DHN consultant who can
  • Assist with self-assessment
  • Attend/facilitate board meetings
  • Attend/facilitate stakeholder meetings
  • Facilitate strategic planning retreats
  • Provide consultation on board development, policy
    development and housing operations

48
Upcoming Events
  • End of Fiscal Year Deadline for
    Self-Assessments September 30
  • Funding Symposium Columbus Oct. 13
  • DHN Conference December 1

49
Staff Contacts
  • Jacalyn Slemmer, Executive Director
  • 614-595-4110
  • jacalynslemmer_at_disabilityhousingnetwork.org
  • Cathy Allen,
  • Technical Assistance Consultant
  • 419-732-1770
  • cathyallen_at_disabilityhousingnetwork.org
  • www.disabilityhousingnetwork.org

50
Questions and Answers
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