HUD Homeless Programs-Q&A Reflections on the Annual Process

1. HUD Homeless Programs-Q&AReflections on the Annual Process Director Sernorma Mitchell and Michael Martin Milwaukee HUD CPD Office 1

2. Background

4. BACKGROUND: Deinstitutionalization of Persons with Mental Illness in 1980’s • Created an awareness of “homelessness” and an created a political atmosphere to do something • Created funding streams in Federal, State and Local Governments to deal with homelessness 13

5. Professionalization of Service Delivery Shows Complexity of the Problem

6. Federal Strategic Plan Four goals as established in Opening Doors: Federal Strategic Plan to Prevent and End Homelessness: • Finish the job of ending chronic homelessness by 2015. • Prevent and end homelessness among Veterans by 2015. • Prevent and end homelessness among families, youth, and children by 2020. • Set a path to ending all types of homelessness. 4

7. Bottom line? Increasing pressure on local homeless service systems combined with constricting resources requires us to retool programs to achieve greater efficiency and effectiveness. 18

8. Research and Experience Reveal the Need to Target Populations

9. HEARTH History • Signed into law on May 20, 2009 • Reauthorizes HUD’s McKinney-Vento Programs • Six sets of Regulations were developed: • Definition of Homeless • Continuum of Care Program • Emergency Solutions Grants Program • Conforming Amendments to the Consolidated Plan • Homeless Management Information Systems • Rural Housing Stability Assistance Program 7

10. CoC Program - Purposes • Consolidate the SHP, S+C, and Section 8 SRO program activities into one grant program. 34

11. Continuum of CareAnnual Processunder the HEARTH Act

12. CoC Program – Annual Process Grants Inventory Worksheet (GIW) Local Contracting Process CoC Registration $$$ CoC Competition CoC Application (Exhibit 1) and Project Applications (Exhibit 2) CoC Awards Tier 1 (Renewals) & Tier 2 (New Projects, Planning, non Tier 1 Renewals) 34

13. CoC Program – Local Process GIW • Grants Inventory Worksheet (GIW) • Informs HUD of Renewal Obligations for Budgeting. • Allows HUD and the CoC to Determine Who is Eligible for Renewal BEFORE the process begins. • Has sign off by the CoC and the Field Office to Ensure both Parties have Input and Review with Hard and Fast Deadlines. 34

14. CoC Program – CoC Registration • CoC Registration Process • Must be Completed for Local Money to Be Awarded Funding. • Done Online Line. • Responsibility of Local CoC and Done directly with Headquarters. 34

15. CoC Program – Competition • CoC Competition Process • Must be Completed in E Snaps • CoC Application is a complex Local Process that HUDHQ uses to Evaluate the Effectiveness of the Entire CoC- Homeless Providers Must work with the CoC Leadership and Other Organizations. • Project Application is completed by COC grantees and is the information that the Local Office uses to evaluate renewals to generate Grant Agreements (i.e. Funding). 34

16. CoC Program – Contracting • CoC Contracting Process • Milwaukee CPD must wait for the CoC Awards to be announced, applications to be entered into E-snaps and receive operating instructions BEFORE contacts can be awarded. • Tier 1 (Renewals): Renewals are done in chronological order and steps must be done in order; STEP 8: HUD: Issues and Conditions STEP 9: Grantee: Address Issues and Conditions STEP 10: HUD: Contract Generation 34

17. CoC Program – Contracting • CoC Contracting Process • Tier 2: Tier 2 grants are planning, new and renewal grants. New grants need a Technical Submission in addition to the steps that are required for renewals in E Snaps. STEP 8: HUD: Issues and Conditions STEP 9: Grantee: Address Issues and Conditions and Technical Submission (if new grant) STEP 10: HUD: Contract Generation 34

18. CoC Program – Annual Process Grants Inventory Worksheet (GIW) Local Contracting Process CoC Registration $$$ CoC Competition CoC Application (Exhibit 1) and Project Applications (Exhibit 2) CoC Awards Tier 1 (Renewals) & Tier 2 (New Projects, Planning, non Tier 1 Renewals) 34

19. Important Reminders for Timely Renewals

20. Milwaukee CPD Renewal Process • Applicant Profile: Provides HUD with the basic information that all Federal grantees need to have and specific forms applicable to HUD programs (SF-LLL Disclosure of Lobbying Activities, HUD Form 2880 Applicant Disclosure Form, and HUD Form 50070 Drug-Free Workplace). 34

21. Milwaukee CPD Renewal Process • Project Application: The project application has eight (8) sections with questions regarding contact information, program details, sub-populations, housing types, HMIS, Outreach and the budget. This is the most important part of the Milwaukee CPD Review and is the best source of information to understand what the project is designed to do. 34

22. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Applicant Information: Legal Applicant – Same Person that signs Contracts Check for Accurate EIN and DUNS Numbers Update SAM (System for Award Management) Unique Project Name (include Agency Name ?) Many “Transitional Housing Programs” 34

23. Grant Number Unique Identifier Milwaukee HUD Office Fiscal Year One Year Behind WI0001L5I001306 Number of Times Renewed Unique Identifier Unique to Grant Same Every Year CoC Identifier 00- BoState 01-Milwaukee 02-Racine 03-Dane Co 34

24. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Program Details Minimal Organizational History Housing Information and Service Information Accurate and Reflects the “Nature/Scope of the Original Application” Outreach descriptions are eligible under NOFA and previous funding status 34

25. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Budget Any changes from Previous Grant are within the Informal Grant Agreement Amendment guidelines. All expenses are eligible in HEARTH Act HEARTH Act Budget Descriptions Match Detail Budget in Project Application. Embrace HUD HEARTH Act language. 34

26. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Match All Third Party Match must have a executed Memorandum of Understanding (MOU) BEFORE the contract is executed. Client Rent Cannot be used as Match (New for FY2013) 34

27. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Leasing All Leases for Clients must be in the Grantees name and that 100% of the Lease Payment must be paid by the grantee. All Lease must have an Environmental Review. 34

28. Milwaukee CPD Renewal ProcessTips for a Fast/Accurate Approval • Rental Assistance Rental Assistance is only eligible for Local Governments and Housing Authorities (maybe changing). Primarily Old Shelter Plus Care Grants. 34

29. Resources • Up to date information regarding the McKinney-Vento Act programs, including a copy of the McKinney-Act amended by the HEARTH Act, the ESG interim rule, the CoC interim rule, the CoC Program NOFA , and TA materials can be found at http://www.hudhre.info • Notification of the availability of future information will be released via HUD’s Homeless Assistance listserv. To join HUD’s listserv, go to and click on https://www.hud.gov/subscribe/mailinglist.cfm“Homeless Assistance Program” 80

30. Questions Submit Questions to HUD’s Homeless Resource Exchange Virtual Help Desk at: http://www.hudhre.info/index.cfm?do=viewHelpdesk 81