Homelessness Prevention & Rapid Re-Housing (HPRP) Grantee Training

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Homelessness Prevention Rapid Re-Housing (HPRP)
Grantee Training

• Presented By
• Office of Economic Opportunity
• MN Department of Human Services
• Wednesday, December 2, 2009
• Territory Golf Club
• St. Cloud, MN

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Agenda for the Day

• 1000 Welcome, Introductions Overview
• 1015 Monitoring and Compliance
• 1130 Best Practices for Serving Youth
• 1200 Lunch Buffet
• 1245 Small Groups Challenges Strategies
• 115 Reporting Back from Small Groups
• 145 HUD ARRA Quarterly Performance Report
• 230 Remaining Questions Future Guidance
• 300 Adjourn

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Monitoring Compliance

• HPRP File Review Worksheet Instructions
• Used by OEO for monitoring Grantees can use too
• What you need to get an A in HPRP monitoring
• Includes references (and hyperlinks) to important
  HUD guidance/updates
• Will be posted (with other materials) week of Dec
  7 at http//www.minncap.org/OEO.html

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Prevention Documentation

• See HUD Document Housing Status Eligibility
  Determination and Documentation Requirements
• Some judgment still required
• Eviction notices, landlord/host letters, shut-off
  notices, etc. strongly preferred
• Not clear how to document a sudden loss of income
  (with no arrears/notice) to demonstrate would be
  homeless but for this assistance
• Checking with HUD for further guidance

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Rapid Re-HousingDocumentation

• Still must be HUD Homeless
• Shelter program must be listed in CoC Housing
  Inventory Chart (unless new)
• Transitional Housing program must be listed in
  CoC Housing Inventory Chart (unless new).
• Persons leaving Transitional Housing must have
  been HUD Homeless (w/ proof) upon THP entry.
• Hospital/Institutional Stay must have been HUD
  Homeless upon entry to institution

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Other Eligibility Requirements

• No appropriate subsequent housing options
• Lack financial resources and support networks
  needed to obtain or maintain own housing
• HUD has not set an Asset Policy requiring a
  spend down level before HPRP eligible.
• DHS delegating decision to grantees any
  asset-limit policy must be uniform across each
  CoC.

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• QUESTIONS?

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Income Eligibility Verification

• See HUD Document Income Eligibility
  Determination and Documentation Requirements
• OEO HPRP Income Worksheet Updated
• Level of Documentation is based on
• Grantee Capacity (how quickly can you obtain it?)
• Type of assistance (shouldnt significantly delay
  housing)
• Written Third-Party
• Oral Third-Party
• Applicant Self-Declaration

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HPRP Documentation (cont.)

• Data Privacy ROI
• Initial Assessment Case Mgmt. Meeting
• 3 Month Recertification of Eligibility
• Case Notes
• Type(s) and Dates of Financial Assistance
  provided
• Client Proof of Responsibility

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HPRP Documentation (cont.)

• No other assistance provided by other federal,
  state or local housing subsidy prog.
• Reasonable effort to verify (FHPAP, Section 8?)
• Difficult to document no assistance
• Will be seeking further guidance from HUD
• Habitability Checklist (HUD Version avail)
• Assisted Property Not Owned by Grantee
• Staff Affidavit

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• QUESTIONS?

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Rent Reasonableness

• Question/Clarification Pending at HUD
• For now, let HPRP Notice guide you (e.g. this is
  not FMR)
• RR Checklist is guide for level of detail
  expected by HUD
• Make your best effort at comparability
• Consider landlord verification (other units).

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Lead Paint Updates

• Not going to post Lead-Paint TA Webinar
• Use HPRP Lead Guidance (from HUD) to ensure
  compliance
• OEO wonders How many HPRP units must be
  assessed? How many dont pass?
• Waiting for Winter Weather Waiver details from
  HUD (proceed w/ common sense)
• 24CFR Part B Performance of an evaluation or
  lead-based paint hazard reduction on an
  exterior painted surface may be delayed for a
  reasonable time . . . when weather conditions are
  unsuitable for conventional construction
  activities.
• Mpls HUD Office (michele.k.smith_at_hud.gov) wants
  to know impact of regulations on HPRP program and
  the homeless

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• QUESTIONS?

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Fiscal Documentation

• HPRP reimbursements must be supported by source
  documentation (for specific amts).
• Standard OMB Circulars apply, including time
  tracking or reporting.
• Cost allocate staff at your own risk. Understand
  OMB requirements and HUD.
• HUD developing policy on shared or joint costs
  (space, etc.) - OEO question submitted

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Internal Compliance Monitoring

• OEO recommends
• File checklists based on OEO Review tool
• Regular file reviews by other staff
• Additional staff review client eligibility
  initial
• Reporting Calendar (and cross-training) with
  scheduled data checking

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Internal Compliance Monitoring

• OEO Recommends (cont.)
• Program and fiscal staff work together to set-up,
  regularly review accounts, time charging
• Staff who code bills must have detailed
  understanding of HPRP regulations
• All program and fiscal staff have copies of work
  plan, budget, definitions and regulations

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Serving Youth within your HPRP Program

• Beth Holger-Ambrose
• DHS Office of Economic Opportunity

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Why should our HPRP program serve youth?

• Both federal and state language state that HPRP
  funds should be used to provide homeless
  prevention and rapid re-housing services to
  families, adults and unaccompanied youth.
• There are youth who are at-risk of becoming
  homeless and youth who are homeless in every
  community.
• The earlier the intervention with youth the
  better the prevention of becoming a homeless
  adult.

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What is a youth?

• In Minnesota we use the definition of youth
  from the Runaway and Homeless Youth Act, MN.
  Statutes, 256K.45.
• An unaccompanied youth is anyone age 21 or
  younger that is not with their parents or legal
  guardian.
• An unaccompanied youth can also include a
  mother and/or father with children (the mother or
  father being 21 or younger).

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What is different about a youth who is homeless
v. an adult?

• Their age brain development.
• Often times dont identify themselves as
  homeless.
• Largest reason for youth being homeless is severe
  family conflict-this can be an issue across all
  races and income levels.
• Youth are coming out as gay, lesbian, bisexual
  and transgender at earlier ages which in some
  cases causes them to get dis-owned and/or kicked
  out of their home.
• Experience with child abuse and/or sexual
  exploitation are sometimes more recent and/or
  higher rates.

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Outreach to Youth

• Designate which staff will be working with youth.
• Get Feedback from Youth-Program Materials, Where
  How to do Outreach, People/Agencies in the
  Community that Youth connect with
• Youth Friendly Program Materials (Brochures,
  Cards, Fliers, Posters)

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Connect Collaborate

• Homeless School Liaisons
• Teachers, School Counselors, Coaches
• Juvenile Corrections Officers/P.O.s
• County Child Welfare Service Social Workers
• Places of Worship
• Food Shelves, Free Meal Sites
• Business Owners of Places where Youth Congregate
• Youth in your Community

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Youth Outreach

• Do not expect youth to come into your office for
  services-your agency should be going out to them
  to let them know about your services.
• Be non-judgmental, confidential and realize that
  it may take some time for youth in the community
  to build up trust and realize your agency serves
  youth.

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Youth Outreach-Rural Location Ideas

• Schools
• Sporting Events
• Youth Groups
• Places in Community where Youth Congregate
• Community Cultural Festivals/Events
• Coffee Shops, Gas Stations, Bowling Ally, Movie
  Theaters, Malls
• Do outreach with all youth-youth are a great peer
  to peer resource for outreach!

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HPRP Youth Program Best Practices-Prevention

• Family Reunification
• Referral to County Child Protection (if under 18
  and has disclosed physical or sexual abuse and/or
  neglect)
• 6 months of rental utility arrears to help a
  youth maintain their current housing OR help them
  move into new housing (if the arrears are
  preventing them from doing so).
• Up to 18 months of rental assistance case
  management (including arrears).
• Other financial assistance that is provided by
  your HPRP program-hotel vouchers, moving costs
  for truck storage, etc.

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HPRP Youth Re-Housing Best Practices

• If a youth cannot be reunified with family and is
  not screened into CPS and are currently homeless
  by HUDs definition.
• Up to 6 months of utility rental arrears, 18
  months of rental assistance
• Other financial assistance-motel vouchers, moving
  costs (truck storage space)

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Family Reunification

• This means a counselor, youth advocate or
  therapist works as a intermediary for the youth
  and their identified family.
• The counselor may meet with the youth family
  separately at first and then meet with both
  together to come up with a compromise to allow
  the youth to come back home.
• Family reunification is NOT an option if the
  youth is being physically or sexually abused
  and/or neglected.

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Family Reunification

• Family reunification can be with a youths
  biological parents, foster parents, grandparents,
  legal guardian, aunt or uncle or other
  relatives-it does not necessarily mean their
  biological parents.
• Family reunification tends to work best with
  younger youth, youth who are homeless for the
  first time and/or runaway youth.
• Asking a youth about their family and friends
  should always be a part of the intake or first
  conversation with the youth to see if family
  reunification could be an option.
• It is okay to do family reunification at any time
  during the youths program involvement-family
  dynamics and relationships may change or present
  new opportunities over time.

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Child Protection

• If you encounter a youth who tells you they are
  being physically or sexually abused and/or
  neglected it is your responsibility to call the
  countys child protection intake number and give
  them a report.
• The countys child protection social worker will
  then screen the call and determine if the report
  should be investigated or not-and based on that
  will determine if the child should be placed in
  an out-of-home placement.
• Often times we hear that older youth (12 ) are
  not screened into CPS due to their age and the
  notion that they are old enough to avoid or run
  away from abuse-regardless of a youths age you
  still need to call in a report.

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Rapid Re-Housing

• If family reunification is not an option and the
  county has not responded to a CPS report in a
  timely manner, then the youth should be served
  with rental assistance and case management
  services.
• If they are HUD homeless-through rapid re-housing
  or if couch hopping/doubled up through
  prevention.
• Since many youth tend to couch hop or stay
  doubled up-you may serve more youth through
  prevention than rapid re-housing.

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Youth Housing Overview

• Youth in Minnesota can sign leases if they are
  under 18 (if they default on rent payments they
  are not held to the payments in court).
• Many landlords are more willing to work with
  youth if they know the youth is working with a
  program.
• It is a better to serve older youth that do not
  have severe mental illness with rapid re-housing
  (i.e 17-21) unless there is a very mature 16 year
  old

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Youth Housing Overview

• When working with youth in general and in
  housing-the case management should be more
  intensive and more often than with adults-youth
  should meet with their case manager face to face
  at least once a week.
• Case managers should also be checking in with the
  land-lords periodically to see how things are
  going.
• Case managers should give their contact
  information to land-lords to handle any issues
  with noise, guests, etc.

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Youth Housing Overview

• Rental assistance should be set up in a way that
  youth can afford it-on an individual basis based
  on youths budget, 30 of income, etc.
• Youth tend to do better when they are able to
  stay in a program longer-i.e. 6-18 months v. 1-3
  months.
• Youth also tend to do better in a housing program
  if they have opportunities to learn how to be a
  good renter independent living skills.

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How do I learn more?

• Beth Holger-Ambrose, beth.holger-ambrose_at_state.mn.
  us or 651-431-3823.
• Call or visit a program that specifically serves
  youth (see hand-out).
• National Network for Youth, www.nn4youth.org
• Runaway and Homeless Youth Technical Assistance
  Center, www.rhyttac.ou.edu
• National Alliance to End Homelessness,
  www.endhomelessness.org

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• QUESTIONS?

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LUNCH Small Groups

• Lunch Buffet Provided
• Please use time to meet other grantees
• Small Groups (assigned) for Brainstorming will
  begin here at 1245 be prompt
• Instructions in your packet
• Your participation makes the difference

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Reporting Back
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HUD Quarterly Performance Report

• Due Tuesday, January 5, 2010 (one working day
  after end of quarter)
• Plan staffing, vacations accordingly
• December data checking ESSENTIAL
• Wilder HPRP Reporting Webinar held Nov. 20th
  recording, PP available (www.hmismn.org)
• Due to timelines, DHS relying heavily on grantees
  for initial data quality review
• IPR Data (October) generally very poor quality

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HPRP-ARRA Quarterly Report

• At this point, reporting consists of
• Email from Isaac requesting
• Number of Jobs Created/Retained
• Description of Jobs Created/Retained
• December Financial Status Report (FSR)

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ARRA Reporting Section 1512

• OMB has issued the following guidance
• OMB Implementation Guidance
• List of programs subject to recipient reporting
  (including the Homelessness Prevention and Rapid
  Re-Housing (HPRP)) (supp1), and
• Final version of the Recipient Reporting Data
  Model
• All on www.federalreporting.gov

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Important Caveats

• ARRA Reporting requirements are finalized for the
  3rd Quarter ending September 30.
• We have not heard of any changes for the 2nd
  reporting period, 4th Quarter ending December 31,
  2009. Will be due on January 5, 2010.
• What is shared today is based on what we
  currently know.

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Reporting

• For purposes of Recovery Act Section 1512
  reporting
• The Department of Human Services Office of
  Economic Opportunity (OEO) is considered the
  prime recipient or grantee
• ARRA HPRP grantees are considered sub-recipient
  or sub-grantee
• Beginning October 1, 2009, both prime recipients
  and sub-recipients have mandatory reporting for
  the period through September 30, 2009.
• OEO will enter BOTH prime recipient (state) and
  sub-recipient (grantee) HPRP data itself.
  However, to do this, we will need to collect data
  from you.

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Timelines

• Sub-recipient data is due to OEO by the 5th of
  the month, following the end of the quarter
• Quarter 3, ending 9/30/2009 due 10/05/2009
• Quarter 4, ending 12/31/2009 due 01/05/2010
• All FSR/CRs are due to OEO by the 5th of the
  month for the previous months activities
• OEO needs ARRA data the 5th so we can submit to
  MMB (formerly Dept. of Finance) by the 7th, and
  enter on web site by the 10th.

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Timelines
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Where will data be reported?

• The web site that will be used for federal
  reporting is www.federalreporting.gov.
• After data is entered, it will be used to share
  Recovery Act updates with the public web site
  (www.recovery.gov).

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What Data will be collected?

• Expenditures (not simply obligations, but actual
  expenditures), gathered from FSR/CRs due to OEO
  by the 5th of the month, and
• Job impact of Recovery Act HPRP expenditures
  calculated in FTE hours based on information
  gathered from sub-recipients.

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Job Creation Retention (contd)

• Recipients should not attempt to report on the
  employment of indirect or induced jobs. The
  Presidents Council of Economic Advisers will be
  estimating these.
• Indirect jobs job-years created at suppliers
  who make the materials used in the project.
• Induced jobs job-years created elsewhere in
  the economy as increases in income from direct
  government spending lead to additional increases
  in spending by workers and firms.

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Job Creation Retention

• Section 1512 job impact questions pertain to both
  jobs created and jobs retained with ARRA HPRP
• HUD Recovery Act Jobs Reporting (handout)
• FTE Calculation worksheet to be used to document
  and substantiate reporting.

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(No Transcript)
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Calculating jobs

• Job creation retention must be reported in FTE
• Count only the of the position funded with ARRA
  HPRP
• Cumulative each quarter could go up, could go
  down (i.e. if a job was short-term)
• Next reporting period 4th quarter is through
  December 31, 2009

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Description of Jobs

• For both jobs created or retained, provide a
  brief description of the types of jobs created or
  retained.
• This description may rely on job titles, broad
  labor categories, or the recipients existing
  practice for describing jobs as long as the terms
  used are widely understood and describe the
  general nature of the work.

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Due Dates
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ARRA Reporting Resources

• OMB hosted webinars for prime recipients,
  sub-recipients and Federal agency personnel on
  various aspects of the reporting requirements and
  the technology solution on July 20th, 21st, 22nd
  and 23rd. For a copy of training
  presentations/materials, go to http//www.whitehou
  se.gov/Recovery/WebinarTrainingMaterials/.
• Other guidance that is available includes the
  following
• June 22 OMB guidance at http//www.whitehouse.gov
  /omb/assets/memoranda_fy2009/m09-21.pdf, which
  includes updated guidance, Supplement 1, which is
  a list of programs subject to recipient reporting
  and Supplement 2, the recipient reporting data
  model
• April 3 OMB guidance at http//www.whitehouse.gov/
  omb/assets/memoranda_fy2009/m09-15.pdf
• Feb. 18 OMB guidance at http//www.whitehouse.gov/
  omb/assets/memoranda_fy2009/m09-10.pdf and
• March 31 FAR Case at http//edocket.access.gpo.gov
  /2009/E9-7025.htm.

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