2013 HUD CoC Homeless Assistance Program Applicant Workshop

1. 2013 HUD CoC Homeless Assistance ProgramApplicant Workshop

2. 2013 CoC Homeless Assistance Program FundingTimelineMay 14th: Applicant Workshop June 21th: Local Applications due by 4:30 PMLate July: Rating/Ranking of ApplicationsMid-August: Preliminary Ranking Info to ApplicantsNote:Local applications submitted late will not be rated or ranked.

3. Erie County Continuum of Care2013 Community Priorities • 2013 Funding Priorities are included in the instruction packet • New/renewal project applications must meet at least one of the funding priorities

4. CHANGES FROM 2012 • This is the first funding round since release of the HEARTH Act Interim Rule • Changes in terms/definitions • Recipient/Sub-Recipient • SHP, S+C, • Changes in Rules • Leasing vs. Rental Assistance • Changes in Eligible Costs

5. Changes from 2012 • Major changes in the 2012 NOFA. Anticipate that they will remain similar for 2013 • Reduction to Annual Renewal Demand (ARD) • CoCs had to place projects into two tiers • HUD project selection criteria

6. Fiscal Year 2013 Budget • Highlights from Anna Oliva letter (HUD Headquarters) • 2013 Funding level is insufficient to cover annual increase in CoC Program renewal demand and to maintain ESG funding at the FY 2012 level • 2013 ESG = $215 million (2012 = $286 million) • Expect the FY2013 CoC NOFA to require cuts exceeding the 3.5% in 2012

7. Fiscal Year 2013 Budget • Likely to be a relatively short time between award announcements of 2012 new projects and opening of CoC registration for FY2013 • HUD recognizes that some adjustments to the Interim Rules (regs) are needed • Will be re-opening the comment period for both CoC and ESG interim rules once CoCs have had opportunity to administer grants under the interim rules

8. Fiscal Year 2013 Budget • By being strategic and focusing resources only on the most effective strategies, further progress is achievable, despite budget constraints for the foreseeable future • CoCs and grant recipients are going to need to make proactive, thoughtful decisions to invest homeless funding more efficiently and effectively

9. ARD Reductions Anticipated 2013 Annual Renewal Demand (ARD) $ 9,054,527 3% Administration Increase $ 271,636 Total ARD $ 9,326,163 4% Reduction $ 373,046 5% Reduction $ 466,308 6% Reduction $ 559,569 7% Reduction $ 652,831 8% Reduction $ 746,093

10. OVERVIEW • One consolidated application: • Consolidated Application – community wide snapshot of homelessness, action plan – written by the CoC Lead Agency • Project Applications – Individual Project submissions for new and renewal projects. Submitted electronically into E-snaps • The CoC connects all of the project applications electronically to Exhibit 1 and complete package then submitted to HUD electronically

11. OVERVIEW Two step process Local application process – CoC reviews each local application and projects are rated and ranked Decisions made are contingent on NOFA Projects approved at local level then must complete the process by electronically submitting their Exhibit II on E-snaps.

12. OVERVIEW • Performance Measurements • 77% or more of HUD PSH participants will remain in PSH for at least six months • 65% or more of HUD Transitional Housing participants will move to permanent housing • 20% or more of homeless persons will have employment income at exit from HUD funded homeless assistance projects • TH, SSO and Safe Haven - <20% of participants will exit with no financial resources • PSH - <10% of participants will exit with no financial resources

13. OVERVIEW • 2012 PPRN was $10,623,983. Has not been announced for 2013 at this time. • Unclear whether there will be a Bonus opportunity or not. 2012 bonus opportunity was $1,062,398 • Bonus Projects had to be PSH and could use up to 20% of the bonus funds for case management for the bonus project.

14. HOMELESS DEFINITIONS • Homeless definition has four categories and can be found in the Instruction Packet as well as definitions for chronically homeless and disabling condition • New definition was effective for all new projects as of 1/4/2012 • Effective for renewal projects on the start date of first renewal contract after 1/4/2012

15. MATCH REQUIREMENTS • Match requirement for CoC Homeless Assistance programs is now 25% for all activities except leasing costs with full implementation of the HEARTH Act. • Match may be cash or in-kind • In-kind services must be eligible costs under the HEARTH Act Interim Rule • 25% minimum match is now calculated on the HUD request + administration • Must attach match documentation (1 year)

16. LEVERAGED FUNDS • Required for all projects • Leverage is cash or in-kind resources directly involved in your proposed project over and above the required matching funds • Maximum points are awarded when leveraging equals or exceeds $1.50/$1 requested • Matching funds should be included in your leveraging chart

17. Renewal Information: • Projects whose current contract expiration date falls in the 2014 calendar year should apply for renewal in 2013. • Format of a few questions has changed. Make sure you read them and address all of the components • New Questions • Performance Outcomes • Project Specific Outcomes • For new projects who do not receive HUD Funding – describe organizations grant management process

18. RENEWAL INFORMATION • Renewals • First Time Renewal request can not exceed the total of the most recent one year renewal or the average annual amount of a multi-year grant being renewed. • There are no cost of living increases allowed • Renewals are now limited to one year renewal term • Administration – maximum 7% • If when NOFA released admin is increased additional 3% - will adjust before Esnaps entry

19. RENEWAL INFORMATION • Rental Assistance Project Renewals • Projects that are in one year renewal status are frozen at the number of units funded in their first one year renewal. • For projects seeking their first renewal in 2013 either: • The # of units must equal the # of units in the original contract OR • The # of units can equal the # of units under lease, but must document this by submitting copies of leases when Grant Inventory Worksheet is submitted

20. RENEWAL INFORMATION • Renewal projects must be able to clearly demonstrate that the services provided continue to be a need of the homeless in this community, and an essential component of the Continuum of Care. Should be documented in Question 2 of the local application.

21. NEW PROJECT INFORMATION • Both HUD and the CoC want to fund projects that are able to be implemented quickly once awarded funds. • Applications that are approved for 2013 funding cycle must have an executed contract no later than September 30, 2015. • Must have site control within 1 year of grant award letter

22. NEW PROJECT INFORMATION • Clearly state how proposed project will meet a community priority and document need for the project • New Questions: • Organization grant management process if not currently receiving HUD funding

23. Requirements for 2013 A complete application package will include: • Completed application including signed Assurances and CoC Application Fee Sign-Offs • Budget Workbook • Attach most recent copy of audited financial statement • Attach copy of most recent HUD monitoring report if not submitted in previous year • Match and leveraging documentation

24. LOCAL APPLICATION PROCESS • Electronic submission is required • Budget workbook is part of the application materials • Worksheets auto-calculate • Current FMRs have been pre-populated • Don’t change the formulas

25. LOCAL APPLICATION PROCESS • Electronic submission: • Remember to download application to your hard drive, complete and email as word and excel attachments or pdf files • Scan and attach documentation of match and leveraging • Original signature on Assurances page is not required. Check box!

26. LOCAL APPLICATION PROCESS Quantitative review of applications by HAWNY staff will be completed • HMIS participation • Performance measures • Match and leveraging calculations • Utilization percentage • Financial management • Review APR Applications and budgets then distributed to project selection committee members

27. LOCAL APPLICATION PROCESS • Project Selection Committee Review • All new projects will be scheduled for a 30 minute time slot on the date that the Project Selection committee meets. • Renewal projects should have someone available by phone for any questions on the date that the Project Selection committee meets.

28. LOCAL APPLICATION PROCESS • Scores will be totaled and averaged. Projects will be ranked from highest to lowest based on score, HUD funding priorities, uniqueness and need for the project in the community, and program type. • Based on the 2013 NOFA requirements, further adjustments to projects and rankings may need to be made.

29. Application Instructions • There are two application forms. • New projects • Renewal projects • Complete the budget worksheets appropriate to your project • Sign off on Assurances and CoC Successful Application Fee • Scan and attach all required attachments

30. Application Instructions • Some questions have changed slightly from last year. Make sure you read all parts. • Participant data - have included what question in the APR you need to use • Project specific outcomes • Not part of scoring this year – but may be in future years

31. Budget Worksheets • Budget worksheets were developed from the 2012 Project Applications • Worksheet tabs are labeled • Grey shaded cells auto-calculate • Light blue shaded cells are where you enter numbers • Formulas are locked • The example can be found on the website

32. Budget Worksheets • All projects must complete the budget summary. • Enter your administration HUD request • Number of households served annually • 2013 FMRs have already been entered • For leasing, and rental assistance budgets make sure you enter the number of months of your request; even if 12 months

33. Budget Worksheets • Leasing • Must enter an amount into the HUD paid rent column – even it is fair market rent amount • Supportive Services and Operating Detail • Show the detail of the eligible costs in the applicable line items • Should include both the cost and the amount • Make sure all staff positions paid with HUD funds are included here and on the staffing spreadsheet

34. Budget Worksheets • Staffing Spreadsheet • Include all personnel paid for with HUD funds both operating and supportive services, complete a separate line for each job title • Include average caseload size • Project Costs • Should reflect the total costs to operate the program, not just the required match. Only have to document match requirement – 25%

35. Assurances and CoC Successful Application Fee • Please read carefully before signing • It is very important that you notify HAWNY of any changes in your project as described in the last bullet • Check made in the signature line will serve as electronic signature

36. SCORING • Scoring criteria matrixes are included in the instructions and the 2013 CoC Guidelines • Most heavily weighted criteria are HMIS participation and performance • Maximum score • Renewal Projects =150 points plus bonus opportunities • New Projects = 100points plus bonus opportunities

37. SCORING Performance criteria: • Performance outcomes include both those measured in the Consolidated Application and the APR • Average utilization • Percentage of participants coming from the homeless system • HUD cost per successful exit

38. SCORING Bonus Opportunities • New or renewal PSH projects • 20 points = PSH 100% for the chronically homeless • 15 points = PSH > 70% for the chronically homeless • 10 points = PH (Rapid Re-Housing) • Renewal project bonus opportunities • 5 points = Renewal TH, PSH or SSO projects where all performance benchmarks were met or exceeded

39. PROJECT APPLICATION SUBMISSION • Mandatory electronic submission through eSNAPS • Make sure you know who the authorized Esnaps user is • You will be able to work on the forms save and continue working at another time • Documents requiring signature and supporting documentation will have to be scanned and up-loaded. HAWNY can scan documents for you if you are not able to.

40. Esnaps ELECTRONIC SUBMISSION • Excellent E-Snaps training materials are available at www.hudhre.info or www.onecpd.info • Once 2013 NOFA is released you will be notified when you should complete your electronic submission • Deadline for submission into Esnaps will be about two weeks before the HUD submission deadline to allow for review and linking project applications to the Consolidated Application

41. DUNS NUMBER • All applicants must have a DUNS number • Call 1-866-705-5711 or • http://fedgov.dnb.com/webform • Takes 10 – 15 minutes and there is no charge

42. SAM (System for Award Management) • Replaces CCR registration • CCR records were transferred over to SAM so will not to register with SAM if you were registered with CCR • https://www.sam.gov/portal/public/SAM/ • May need to update – should have received an email from SAM.gov to your agency if update was due

43. ADDITIONAL INFORMATION • As new information becomes available it will be posted at www.onecpd.info • If you have not done so, join their list serve. You will then get direct emails when HUD information becomes available • HAWNY will also be sharing information as it is updated

44. 2012 Contracts • HUD Field Offices now preparing for executing 2012 Renewal Contracts • New process this year in Esnaps • You will soon receive an email from HUD informing you of any Issues and Conditions including an Esnaps training guide • Must complete ASAP – execution of contract can not move forward

45. 2012 Contracts • Most of them will probably be updating the standard HUD forms • Even if there are no issues or conditions for your grant you must still go through process • Once you are done and have submitted – send an email to HUD rep letting them know you have submitted.