Rochester/Monroe County Homeless
Continuum of Care
Local NOFA Training
Amy M. D’Amico, Esq., Coordinator
Charles Bollinger III, Project Assistant
585-697-1172 ext:103 &107
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
Policy priorities and performance measures
Rubric for Scoring
HUD Policy Priorities --->
Measuring System Performance, Ending Youth, Vet, Fam, and All
Homelessness
Housing First
Ending Chronic
Homelessness
Strategically Allocate Resources, End Youth, Family, Veteran
and All Homelessness
{Local Priorities}
Measuring System Performance
Strategically Allocating Resources
key
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Possible points
0
5
5
5
5
5
9
8
8
15
5
1
10
9
5
5
Highest -need
Please describe
Zero barriers to
Clients
the program and
entry beyond
prioritized? (full
your rationale for federal mandatory
points must
why the program
safety
attach policy to
should be funded.
regulations?
App)
Do you have
policies in place What is the Does the project
Are people
Have 64% or more
that support average length
fully and
remaining in PSH
of your
client-centered
of stay in
accurately
or exiting to
participants
practices? (full
permanent
participate in
Permanent
obtained non-cash
points must
housing ?
HMIS?
Housing?
benefits ?
attach policy)
Not Covered in
Page 5 Question 4 Page 4 Question 2
the 2015
366 days or
(If yes, program is
(Serving CH
Monitoring report more for PH 5
not zero barrier)
clients)
(policy should be
points
attached)
Questions in the
Monitoring Report
Monitoring
report
information
Review of Transitional
Housing
(TH) See Page 7,
HMIS staff will
question 8 (If 85%
generate a
(TH Programs) Page or more, 8 points, 92% of TH clients exit to
report card to
6 Question 1
75% or more, 7
PH (5 points)
score program
points, 64% or
more, 6 points.
Drawdown efficiency: Does the agency
Does the project align
how efficiently is the
have a plan to
with Local Priorities as Match is 25%
project using its grant more fully utilize
Annual Budget divided
defined by the Homeless Leverage is
funds? How much is left
and expend
by number of PH beds?
Services Network
125%
over and returned to
timely HUD
membership?
HUD in years 2013, 2014 funds? (Plan
and 2015?
attached to App)
Local priorities as defined Yes (5 points)
by the HSN membership No (0 points)
If answered, 1 point
0
5
5
10 Points for 90% or
more expended funds
9 points for
expending 90% or
more funds (no
action plan
needed)
(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
20% of population served
are Chronically Homeless
Does the TH work with
(5 points), 40% of
Recovery/DV/Youth? (3
population served is CH
points)
(10 points) 60% or more of
population served is CH
(15 points)
549 days or
less for TH 5
points
(PSH programs
Page 7 question 7)
If 85% or more, 8
(PSH programs)
points, 75% or
Page 7 question 1
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)
7 points If
program
expended 89% of
8 Points for 80% or more funds or less/has
expended funds
action plan to
correct
problem/trending
up
SSO zero points
20% of population served
are Youth (7 points), 40%
are Youth (9 points), 60%
are Youth (11 points)
3 points If
program
expended 89% of
6 Points for 70% or more funds or less/has
expended funds
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
(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
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.
5
5
Do you have a Do you have a Plan Do you have a
policy and
that will ensure Policy that ensures
procedure that
that 90% of
64% or more of
PSH and RRH programs
will ensure full participants exit to participants obtain
receive 8 points
and accurate use
Permanent
mainstream
of HMIS?(attach Housing? (attach resources? (Attach
plan)
Plan)
policy)
5
9
8
8
Yes (5 points) No (0
points)
S
R
not scored
not
scored
100
possible
points
Has the
Does the Program
Did the Applicant
Applicant
participate in
resolve any apparently
agreed to
Coordinated
low scoring answer
Open
Access/Entry?
with an explanation of
Data
(attend meetings,
mitigating factors? (up
Sharing
use VI-SPDAT
to 5 points)
with
tool, etc.)
HMIS?
Discretionary 0-5
points added to final
score
(Not scored)
(Not
scored)
0 points If
program
expended 89% of
0 points for 59% of
funds or less/ has
funds expended or less
no action plan to
correct problem/
trending down
20% of population served
are Veterans (3 points)
40% served are Veterans
(5 points) 60% or more are
Veterans (7 points)
New
Based on the 3
year average of
returned funds
183 days to
366 days for
RRH 5 points
SSO zero
points
Do you have a
Highest -need
Please describe
policy of zero
Clients
the program and barriers to entry
prioritized? (full
your rationale for beyond federal
points must
why the program mandatory safety
attach policy to
should be funded.
regulations?
App)
(attach policy)
Average percent of
funds expended over
past 3 years equals
Did Program rep.
attend training?
pilot questions
Q
Has the
If you did have a
Does the Program
Does the program have
Did the Applicant
Applicant
Does the project align
drawdown
participate in
a procedure in place to
resolve any apparently
agreed to
with Local Priorities as
Match is at Annual Budget divided
problem what
Did the program
Coordinated
spend down funds
low scoring answer
Open
TOTAL
defined by the Homeless 25% Leverage by number of PH beds?
would your
representative attend
Access/Entry?
quarterly and use 100%
with an explanation of
Data
POINTS
Services Network
is 125%
(pilot question)
program's
training ?
(attend meetings,
of funds awarded?
mitigating factors? (up
Sharing POSSIBLE:
membership?
corrective action
use VI-SPDAT
(attach plan)
to 5 points)
with
100
plan be?
tool, etc.)
HMIS?
15
5
1
10
9
5
5
not scored
not
scored
Rubric Questions Renewals
Housing First
• 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)
Rubric Questions Renewals
Measuring System Performance, Ending Youth, Vet, Fam, and All
Homelessness
• 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 clientcentered practices? (full points must attach
policy) –Points 5
Not Covered in the 2015 Monitoring report (policy
should be attached)
Rubric Questions Renewals
Measuring System Performance, Ending Youth, Vet, Fam, and All
Homelessness
• 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
Rubric Questions Renewals
Ending Chronic Homelessness
• 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
Rubric Questions Renewals
Strategically Allocate Resources, End Youth, Family, Veteran and All
Homelessness
• 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
Rubric Questions Renewals
Strategically Allocate Resources, End Youth, Family, Veteran and All
Homelessness
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)
Rubric Questions Renewals
Local Priorities
• 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
Rubric Questions Renewals
Local Priorities
• 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
Rubric Questions Renewals
Local Priorities
• 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
Rubric Questions Renewals
Local Priorities
• 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
Rubric Questions Renewals
Local Priorities
• 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
Rubric Questions Renewals
Measuring System Performance
• Is Match 25% and Leverage is 125%?
5 Points
• Annual Budget divided by number of PH beds? If
answered
1 Point
Rubric Questions Renewals
Measuring System Performance
• 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
Rubric Questions Renewals
Measuring System Performance
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
Rubric Questions Renewals
Strategically Allocating Resources
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)
Rubric Questions Renewals
Pilot Questions
• 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
Rubric Questions Renewals
Policies Needed
• 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
New Projects
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
https://www.hudexchange.info/resources/documents/FY-2016-CoCProgram-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
https://www.hudexchange.info/resources/documents/FY-2016-CoCProgram-Registration-Notice.pdf at point 6 on page 35.
Eligible CoC New Program Project Applicant
Housing type
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
Housing First
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
Rubric Questions New Programs
Measuring System Performance, Ending Youth, Vet, Fam,
and All Homelessness
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
Rubric Questions New Programs
Ending Chronic Homelessness
Do you have a Plan that will ensure that 90% of
participants exit to Permanent Housing? (Attach Plan)
9 Points
Rubric Questions New Programs
Strategically Allocate Resources, End Youth, Family, Veteran and All
Homelessness
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
Rubric Questions New Programs
Local Priorities
Does the project align with Local Priorities as
defined by the Homeless Services Network
membership?
15 points
Rubric Questions New Programs
Local Priorities
Does the project align with Local Priorities as
defined by the Homeless Services Network
membership?
15 points
Match is 25% Leverage is 125%
5 Points
Annual Budget divided by number of PH beds?
(pilot question)
1 Point
Rubric Questions New Programs
Measuring System Performance
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
Rubric Questions New Programs
Strategically Allocating Resources
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)
Rubric Questions New Programs
Pilot Questions
• 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
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 1 2016 to Sept 1 2016.
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 https://www.hudexchange.info/news/newchanges-to-hud-coc-and-esg-program-implementation/ published April 2016.
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:
2013:
M
2014:
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?
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 2015. The Annual Renewal Demand (ARD) approved by
HUD is equal to $11,043,669, so the Bonus amount available in addition to reallocation 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: 716-551-5755 x 5833.
More Questions ???