CoC Local NOFA Rochester/Monroe County Homeless Continuum of Care Local NOFA Training Amy M. D’Amico, Esq., Coordinator Charles Bollinger III, Project Assistant

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HUD Policy Priorities Create a systemic response to homelessness Strategically allocate resources End chronic homelessness End family homelessness End youth homelessness End veteran homelessness Using a housing first approach

System Performance Measures 1. Length of Time Homeless 2. Returns to Homeless 3. Number of Homeless persons 4. Employment and income growth 5. Person homeless for the first time 6. Homeless prevention and housing placements 7. Successful placement for street outreach (not required this year) 8. Successful placement for RRH

Rubric for Scoring HUD Policy Priorities --->Housing First Measuring System Performance, Ending Youth, Vet, Fam, and All Homelessness Ending Chronic Homelessness Strategically Allocate Resources, End Youth, Family, Veteran and All Homelessness {Local Priorities}Measuring System PerformanceStrategically Allocating Resourcespilot questions keyABCDEFGHIJKLMNOP QR S Possible points not scored 100 possible points Please describe the program and your rationale for why the program should be funded. Zero barriers to entry beyond federal mandatory safety regulations? Highest -need Clients prioritized? (full points must attach policy to App) Do you have policies in place that support client-centered practices? (full points must attach policy) What is the average length of stay in permanent housing ? Does the project fully and accurately participate in HMIS? Are people remaining in PSH or exiting to Permanent Housing? Have 64% or more of your participants obtained non-cash benefits ? Review of Transitional Housing Does the project align with Local Priorities as defined by the Homeless Services Network membership? Match is 25% Leverage is 125% Annual Budget divided by number of PH beds? Drawdown efficiency: how efficiently is the project using its grant funds? How much is left over and returned to HUD in years 2013, 2014 and 2015? Does the agency have a plan to more fully utilize and expend timely HUD funds? (Plan attached to App) Did Program rep. attend training? Did the Applicant resolve any apparently low scoring answer with an explanation of mitigating factors? (up to 5 points) Does the Program participate in Coordinated Access/Entry? (attend meetings, use VI-SPDAT tool, etc.) Has the Applicant agreed to Open Data Sharing with HMIS? Questions in the Monitoring Report Page 5 Question 4 (If yes, program is not zero barrier) Page 4 Question 2 (Serving CH clients) Not Covered in the 2015 Monitoring report (policy should be attached) 366 days or more for PH 5 points HMIS staff will generate a report card to score program (TH Programs) Page 6 Question 1 (TH) See Page 7, question 8 (If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points. 92% of TH clients exit to PH (5 points) Local priorities as defined by the HSN membership Yes (5 points) No (0 points) If answered, 1 point Average percent of funds expended over past 3 years equals Based on the 3 year average of returned funds Yes (5 points) No (0 points) Discretionary 0-5 points added to final score (Not scored) 183 days to 366 days for RRH 5 points (RRH programs Page 7 question 1 (RRH programs Page 7 question 5) If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points Does the TH work with Recovery/DV/Youth? (3 points) 20% of population served are Chronically Homeless (5 points), 40% of population served is CH (10 points) 60% or more of population served is CH (15 points) 10 Points for 90% or more expended funds 9 points for expending 90% or more funds (no action plan needed) 549 days or less for TH 5 points (PSH programs) Page 7 question 1 (PSH programs Page 7 question 7) If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points PSH/RRH automatic 8 points 20% of population served are Families (9 points), 40% of population served are Families (11 points), 60% or more of population served are Families (13 points) 8 Points for 80% or more expended funds 7 points If program expended 89% of funds or less/has action plan to correct problem/trending up SSO zero points (SSO programs) Page 8 question 1 (SSO programs Page 8 question 6) If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points SSO zero points 20% of population served are Youth (7 points), 40% are Youth (9 points), 60% are Youth (11 points) 6 Points for 70% or more expended funds 3 points If program expended 89% of funds or less/has limited action plan to correct problem/trending down 20% of population served are Re-Entry (5 points), 40% are Re-entry (7 points), 60% are Re-Entry (9 points) 2 Points for 60% or more expended funds 20% of population served are Veterans (3 points) 40% served are Veterans (5 points) 60% or more are Veterans (7 points) 0 points for 59% of funds expended or less 0 points If program expended 89% of funds or less/ has no action plan to correct problem/ trending down New Please describe the program and your rationale for why the program should be funded. Do you have a policy of zero barriers to entry beyond federal mandatory safety regulations? (attach policy) Highest -need Clients prioritized? (full points must attach policy to App) Do you have policies in place that support client-centered practices? (full points must attach policy) Describe your organization's target average length of stay in PSH or RRH. Do you have a policy and procedure that will ensure full and accurate use of HMIS?(attach plan) Do you have a Plan that will ensure that 90% of participants exit to Permanent Housing? (attach Plan) Do you have a Policy that ensures 64% or more of participants obtain mainstream resources? (Attach policy) PSH and RRH programs receive 8 points Does the project align with Local Priorities as defined by the Homeless Services Network membership? Match is at 25% Leverage is 125% Annual Budget divided by number of PH beds? (pilot question) Does the program have a procedure in place to spend down funds quarterly and use 100% of funds awarded? (attach plan) If you did have a drawdown problem what would your program's corrective action plan be? Did the program representative attend training ? Did the Applicant resolve any apparently low scoring answer with an explanation of mitigating factors? (up to 5 points) Does the Program participate in Coordinated Access/Entry? (attend meetings, use VI-SPDAT tool, etc.) Has the Applicant agreed to Open Data Sharing with HMIS? TOTAL POINTS POSSIBLE: not scored Policy priorities and performance measures Monitoring report information

Rubric Questions Renewals Please describe the program and your rationale for why the program should be funded. (This question is to orient the reviewers to the program. It is not scored Zero barriers to entry beyond federal mandatory safety regulations? (5 Points) How should the applicant answer the question? Look on monitoring report Page 5 Question 4 (If yes, program is not zero barrier) Housing First

Rubric Questions Renewals Highest-need clients prioritized? (full points must attach policy to App) – Points 5 How should the applicant answer the question? Look on monitoring report, Page 4 Question 2 (Serving CH clients) Do you have policies in place that support client- centered practices? (full points must attach policy) –Points 5 Not Covered in the 2015 Monitoring report (policy should be attached) Measuring System Performance, Ending Youth, Vet, Fam, and All Homelessness

Rubric Questions Renewals What is the average length of stay in permanent housing ? 366 days or more for PH 5 points 183 days to 366 days for RRH 5 points 549 days or less for TH 5 points SSO zero points Measuring System Performance, Ending Youth, Vet, Fam, and All Homelessness

Rubric Questions Renewals Are people remaining in PSH or exiting to Permanent Housing? (9 Points ) How should the applicant answer the question? Look on the monitoring report TH Programs Page 6 Question 1 RRH programs Page 7 question 1 PSH programs Page 7 question 1 SSO programs Page 8 question 1 Ending Chronic Homelessness

Rubric Questions Renewals Have 64% or more of your participants obtained non-cash benefits ? (8 points) How should the applicant answer the question? Look on Monitoring Report: TH programs See Page 7, question 8 If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points. RRH programs Page 7 question 5 If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points PSH programs Page 7 question 7 If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points SSO programs Page 8 question 6 If 85% or more, 8 points, 75% or more, 7 points, 64% or more, 6 points Strategically Allocate Resources, End Youth, Family, Veteran and All Homelessness

Rubric Questions Renewals Review of Transitional Housing Do 92% of TH clients exit to PH (5 points) How should the applicant answer the question? Look on APR question 29, A1 and A2 Does the TH work with Recovery/DV/Youth? ( 3 points) All PSH/RRH (automatic 8 points) SSO (automatic 0 points) Strategically Allocate Resources, End Youth, Family, Veteran and All Homelessness

Rubric Questions Renewals Does the project align with Local Priorities as defined by the Homeless Services Network membership? ( Local priorities as defined by the HSN membership ) Priority 1. Chronically Homeless 20% of population served are CH 5 points 40% of population served is CH 10 points 60% or more of population served is CH 15 points Local Priorities

Rubric Questions Renewals Does the project align with Local Priorities as defined by the Homeless Services Network membership? ( Local priorities as defined by the HSN membership ) Priority 2. Families 20% of population served are Families 9 points 40% of population served are Families 11 points 60% or more of population served are Families 13 points Local Priorities

Rubric Questions Renewals Does the project align with Local Priorities as defined by the Homeless Services Network membership? ( Local priorities as defined by the HSN membership ) Priority 3. Youth 20% of population served are Youth 7 points 40% are Youth 9 points 60% are Youth 11 points Local Priorities

Rubric Questions Renewals Does the project align with Local Priorities as defined by the Homeless Services Network membership? ( Local priorities as defined by the HSN membership ) Priority 4. Re-entry 20% of population served are Re-Entry 5 points 40% are Re-entry 7 points 60% are Re-Entry 9 points Local Priorities

Rubric Questions Renewals Does the project align with Local Priorities as defined by the Homeless Services Network membership? ( Local priorities as defined by the HSN membership ) Priority 5. Veterans 20% of population served are Veterans 3 points 40% served are Veterans 5 points 60% or more are Veterans 7 points Local Priorities

Rubric Questions Renewals Is Match 25% and Leverage is 125%? 5 Points Annual Budget divided by number of PH beds? If answered 1 Point Measuring System Performance

Rubric Questions Renewals Drawdown efficiency: how efficiently is the project using its grant funds? How much is left over and returned to HUD in years 2013, 2014 and 2015? (Average percent of funds expended over past 3 years equals) 90% or more expended funds? 10 Points 80% or more expended funds? 8 Points 70% or more expended funds? 6 Points 60% or more expended funds? 2 Points 59% of funds expended or less? 0 Points Measuring System Performance

Rubric Questions Renewals Does the agency have a plan to more fully utilize and expend timely HUD funds? (Plan attached to App) Based on the 3-year average of returned funds: 9 points for expending 90% or more funds (no action plan needed) 7 points If program expended 89% of funds or less/has action plan to correct problem/trending up 3 points If program expended 89% of funds or less/has limited action plan to correct problem/trending down 0 points If program expended 89% of funds or less/ has no action plan to correct problem/ trending down Measuring System Performance

Rubric Questions Renewals Did Program rep. attend training? Are you here? Yes – 5 Points No – 0 Points Did the Applicant resolve any apparently low scoring answer with an explanation of mitigating factors? (up to 5 points) Strategically Allocating Resources

Rubric Questions Renewals Does the Program participate in Coordinated Access/Entry? (attend meetings, use VI-SPDAT tool, etc.) Has the Applicant agreed to Open Data Sharing with HMIS? Not scored this year Pilot Questions

Rubric Questions Renewals Policies as outlined in Application Renewals Policies B,C,M,P Chronic Homeless Prioritization Policy Client-Centered Policy (Housing First) Efficient Budget Plan Efficiency Corrective Plan Policies Needed

Eligible CoC Program Project Applicants Non-profits, states, local government, and instrumentalities of local government MUST be designated by the CoC to apply for funds Exclusion: individuals and for-profits are not permitted to apply for grants or be sub-recipients of grants New Program funds are derived from Re-allocation and 5% bonus funding New Projects

Eligible CoC Program Project Applicants Allowable new projects in Rochester/Monroe County Homeless Continuum of Care (NY-500): “New permanent supportive housing projects that serve chronically homeless individuals and families, including unaccompanied youth; new rapid rehousing projects for homeless individuals and families, including unaccompanied youth, coming directly from the streets or emergency shelter, or fleeing domestic violence situations and other persons meeting the criteria of paragraph (4) of the definition of homelessness.... CoCs may choose to eliminate or reduce one or more eligible renewal projects to create one or more reallocated projects. The amount eliminated or reduced for the purposes of reallocation will be retained by the CoC, provided that the new proposed project(s) meets eligibility and quality thresholds established by HUD in the FY 2016 CoC Program Competition NOFA.” See Program-Registration-Notice.pdf. Program-Registration-Notice.pdf New Projects

Eligible CoC Program Project Applicants HUD will continue the Permanent Housing Bonus. All CoCs may create new projects through the permanent housing bonus up to 5 percent of the CoC’s FPRN for the following types of new projects for those CoCs that meet the criteria provided in V.4. of this Notice and additional criteria provided in the FY 2016 CoC Program Competition NOFA: a. New permanent supportive housing projects that will serve 100 percent chronically homeless families and individuals including youth experiencing chronic homelessness; and b. New rapid rehousing projects that will serve homeless individuals and families, including youth, coming directly from the streets or emergency shelters, or fleeing domestic violence situations and other persons meeting the criteria of paragraph (4) of the definition of homeless. See Program-Registration-Notice.pdf at point 6 on page Program-Registration-Notice.pdf New Projects

1. Permanent Housing : Community-based housing, the purpose of which is to provide housing without a designated length of stay. It includes: a. Permanent Supportive Housing (PSH) I. Programs formerly known as Shelter plus Care and some SHP Permanent Housing Programs II. Provides long-term housing assistance to homeless individuals and families in which one adult or child has a disability III. PSH Programs PRIORITIZE Chronically homeless individuals and families. ALL individuals served in the new PSH programs MUST be chronically homeless. Eligible CoC New Program Project Applicant Housing type

Rapid Re-Housing (RRH) I. Programs formerly known as scattered-site Transitional Housing and some “short-term” SHP Permanent Housing Programs II. Designed to help homeless individuals and families move as quickly as possible into permanent housing and achieve stability in that housing. III. Provides short and/or medium-term assistance (up to 24 months) IV. The program participants KEEP the housing/unit when assistance ends.

Eligible CoC New Program Project Applicant Housing type Not Eligible for new program funds from Reallocation Transitional Housing Supportive Services Only

Rubric Questions New Programs Please describe the program and your rationale for why the program should be funded. (This question is to orient the reviewers to the program. It is not scored)

Rubric Questions New Programs Do you have a policy of zero barriers to entry beyond federal mandatory safety regulations and homeless/disability verification? (attach policy) 5 Points Are highest -need clients prioritized? (full points must attach policy) 5 points Housing First

Rubric Questions New Programs Do you have policies in place that support client-centered practices? (full points must attach policy) 5 points Describe your organization's target average length of stay in PSH or RRH. 5 Points Do you have a policy and procedure that will ensure full and accurate use of HMIS?(attach plan) 5 points Measuring System Performance, Ending Youth, Vet, Fam, and All Homelessness

Rubric Questions New Programs Do you have a Plan that will ensure that 90% of participants exit to Permanent Housing? (Attach Plan) 9 Points Ending Chronic Homelessness

Rubric Questions New Programs Do you have a Policy that ensures 64% or more of participants obtain mainstream resources? (Attach policy) 8 points Because program is PSH and RRH, automatic maximum score of 8 points Strategically Allocate Resources, End Youth, Family, Veteran and All Homelessness

Rubric Questions New Programs Does the project align with Local Priorities as defined by the Homeless Services Network membership? 15 points Local Priorities

Rubric Questions New Programs Does the project align with Local Priorities as defined by the Homeless Services Network membership? 15 points Local Priorities Match is 25% Leverage is 125% Annual Budget divided by number of PH beds? (pilot question) 5 Points 1 Point

Rubric Questions New Programs Does the program have a procedure in place to spend down funds quarterly and use 100% of funds awarded? (attach plan) 10 points If you did have a drawdown problem what would your program's corrective action plan be? 9 points Measuring System Performance

Rubric Questions New Programs Did Program rep. attend training? Are you here? Yes – 5 Points No – 0 Points Did the Applicant resolve any apparently low scoring answer with an explanation of mitigating factors? (up to 5 points) Strategically Allocating Resources

Rubric Questions New Programs Does the Program participate in Coordinated Access/Entry? (attend meetings, use VI-SPDAT tool, etc.) Has the Applicant agreed to Open Data Sharing with HMIS? Not scored this year Pilot Questions

Policies Required for New Programs Policies B,C,D,F,G,H,M,N B: Housing First Policy C: Chronic Homeless Prioritization Policy D: Client-Centered Policy F: HMIS policy G: Exits to/ Remaining in PH policy H: Mainstream Resources Policy M: Efficient Budget Plan N: Efficiency Corrective Plan

Policies Required for Renewals Renewal Programs Policies B,C,M,N C: Housing First Policy D: Chronic Homeless Prioritization Policy M: Efficient Budget Plan N: Efficiency Corrective Plan

Renewals and New Programs Final Checklist 1.Local Application (All) 2.Match and Leverage Documentation (All) 3.Budget Workbook (All) 4.Policies as outlined in Application (All) Policies B,C,D,F,G,H,M,N (New) Policies B,C,M,P (Renewals) 5.Most recent ARP - Date range equal to most recent grant contract year. The APR should match Monitoring report (Renewals) 6.Monitoring Report (Renewals)

Timeline of Important dates Local applications due July 20 Sent to non-conflicted reviewers on July 22 Letters and rankings to local applicants August 18 Upload into E-snaps by August 26 *Please note all documentation (which includes match letters) must be dated from May to Sept

FAQ Question: B. (Zero Barriers) Our tenants have to have a mental health diagnosis, so do we check “no” for that? If the program is PSH, homelessness status and disability verification are prerequisites to housing and do NOT count as barriers. “Zero barriers” refers to barriers above and beyond the de minimis requirements by HUD to house homeless persons. The answer for Renewals should be reflected in your Monitoring Report on page 5, question 4. Question: E. How do we determine the average length of stay is in permanent housing? You would calculate length of stay based the average of person/family stayers in the program. Leavers do not count for average length of stay. Question I: Do Permanent Supportive Housing programs answer Section I on page 2 of the renewal application or just indicate n/a for each question in this block? Section I is a review of transitional housing programs, but it is scored out of a total of 8 points, and all PSH programs are automatically given the maximum 8 points in this section. Question I continued: Is it problematic that PSH renewal projects cannot score points in that section? I’m not seeing any section where PSH projects get points, even though permanent supportive housing is a high priority for HUD. That is incorrect. PSH renewal projects get the full 8 points in this section, precisely because they are prioritized by HUD.

FAQ Question: J. Local Priorities: This is based on the actual census for the last operating year? Yes. Local Priorities (and all questions) are based on the grant year for each renewal program. If you run an APR, most of the data you need will be found there for Local Priorities. Question L: For question L, do you just want the annual grant award budget divided by the number of beds? Yes, divide the Annual CoC grant funding by the number of beds in the program. Question: N. Efficiency Corrective Plan: We draw 100% each year, but I think I heard that we should provide a plan to get the points? You are allowed to draft an efficiency plan for what you would do in the hypothetical situation of unused funds, even if you have no current unused funds, so that you can receive maximum points. Question: Can program income be used as Match? YES. Program income can be counted as match for FY 2015 and FY 2016 CoC Program awards. Costs paid for by program income can be considered match for grants awarded in the FY 2015 and FY 2016 CoC Program Competition so long as the funds are expended on eligible CoC Program costs that supplement the recipient’s project. See changes-to-hud-coc-and-esg-program-implementation/ published April changes-to-hud-coc-and-esg-program-implementation/

FAQ Question: Although a Policy O, Budget Plan is referenced, I don’t see any information about this – is this our budget or is this a policy for how we use funds efficiently? I’m not sure I understand. This was incorrectly labeled in the instructions. It is Plan M, Budget Plan, answering the following: M Drawdown efficiency: how efficiently is the project using its grant funds? How much is left over and returned to HUD in 2013, 2014 and 2015? 2013: 2014: 2015: Average:

FAQ Question: Are renewals and new applications scored together? YES. So for example, a new program could be ranked tier 1, Number 1 in the competition. Question: How much will be available in re-allocation and bonus? Unknown. Re-allocation will be based on the amount created by decreasing grants per the following: 70% of unused funds across all Renewals. The exact amount is not available until after all Renewals have reported their unspent funds in 2013, 2014, and The Annual Renewal Demand (ARD) approved by HUD is equal to $11,043,669, so the Bonus amount available in addition to re- allocation is equal to $552,183. Question: I don’t see any questions about employment – I assume this is intentional and you don’t need information about this? That is correct. Employment data is collected as a system via system performance measures but not in the applications this year. Question: In the Application Instructions, on page 4, Renewals are instructed to include a Housing First Policy. In the Application itself, it is not listed, but there is a request for a “Client-Centered Policy” at D. Is this the same Policy? Yes. Please name it “Housing First/Client-Centered Policy.”

FAQ Question: For our APR, HUD has locked the ESNAPS system, and some applicants have not yet been granted permission to upload. How will this affect our renewal application since some APR data is required? Many agencies are having trouble because their APRs are not uploaded yet and their contracts have not yet been executed. You should still complete a renewal grant, and when an APR is asked for, just use the one you have prepared, outside of ESNAPS, using your grant contract year for the time period required. Question: Since we have not been able to submit our APRs in e-snaps for contract years that have ended in 2016, how would you like us to submit the “APRs”? Simply as an HMIS APR report? That is correct, you should submit an HMIS APR with your grant year as the date range. This situation is potentially true for many applicants this year (no ability to submit APR in ESNAPS yet). Question: Who is the correct contact at the HUD Buffalo Field Office and how do I reach her? The best way to reach out to the HUD Buffalo Field Office rep, Rosemarie Canestro, to check the status of your contract or APR availability, upon information and belief, is by telephone: x 5833.

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