CoC Monitoring Team

1. Rochester/Monroe County Homeless Continuum of Care Local Monitoring Training FY2018 Charles Bollinger III, CoC CoordinatorEmail: cbollinger@rochesterhomelesscoc.orgPhone : 585-319-5091 ext 101

2. CoC Monitoring Team • Leanne Charlesworth – Nazareth College • Amy Crosier –Community Member • Ivana Casilio – Town of Greece # • Kim Hunt- Uzelac – RAIHN • David Fluellen –Hillside Children Center# • Steve Hammer – Breakthrough Leadership Group • Dustie Huff – Regional Center for Independent Living • Craig Johnson – Hulter Doyle # • Jennifer Martinez - DHS • Becky Miglioratti – DHS #* • Gary Mink – HR Benefit Advisors # • Valerie Snipe- United Way • Greg Soehner – East House # • Amanda Rood – Veterans Administration • Michael Rood – Nazareth College • Amber Wilk – Brockport College *Committee Chair # CoC Board Member

3. What will we talk about today • Documentation • Preparing for Monitoring • Changes to the site visit check list • Schedule and responsibilities • (This going off of APR’s due dates)

6. Defining a Disability • Physical, mental, or emotional impairment which is expected to be of long-continued and indefinite duration, substantially impedes the person’s ability to live independently, and is of such nature that such ability could be improved by more suitable housing conditions. Developmental Disability and HIV/AIDS have their own additional defining points https://www.hudexchange.info/resource/1953/determining-homeless-and-at-rish-status-income-and-disability-webinar/

7. Documenting a Disability • Client file must contain: • Written verification by a professional who is licensed to diagnose and treat disability. Must include certification that the disabling condition is expected to be long continuing/of indefinite duration, and substantially impedes the individuals' ability to live independently; or • Written verification from Social Security Administration or receipt of a disability check (SSDI/S, VA; or • Initial observation by intake staff with confirmation by professional no later than 45 days after client is accepted

10. Documentation Upon intake- ( Housing 1st) Homeless Verification ( RRH only) Disability Verification After the client has been housed Case notes Photo ID SSI number Lease Information Family dynamic information

11. Case Manager requirements • PSH – Per HUD regulations the CM must provide case management, there is no requirement on the regularity of the service. Community standard is contact with the client should be at least once a month or more if needed based on clients’ necessities for supportive services. • RRH – Per HUD regulations the CM must meet with the client at a minimum of once a month as long as they are enrolled in the RRH project.

12. PREPARING FOR MONITORING. • Before monitoring takes place the recipients and subrecipients should be familiar with CoC program requirements. Particularly if there have been any problem areas identified in previous monitoring reports. • The following will be reviewed by the Monitoring team before the site visit: • APR in SAGE project ending in FY18 • The following materials for reviewers will be required a week before the site visit: • Current to date active rent roll or program roster • List of clients who entered from Coordinated Entry • List of clients who exited the program within the program year end in 2018 • The following only need to be sent or given to the team once (can be given before or during the site visit): • A copy of your most recent financial audit. • A copy of program’s policies that covers requested policies and procedures referenced in the monitoring check list.

13. PREPARING FOR MONITORING. • The following will be reviewed at the time of the site visit: • File review at least 3 total or 10% of the case load files. ( start of program to date of monitoring) • Inspection of at least 3 rented units in the program. • If items in last 2 sides are not successfully given to the monitoring team at the time of the first site visit it will result in a “project not prepared scoring on the sheet”. This includes client’s files requested. • All of the projects info in HMIS will be taken as is at the time of the site visit. We will run the project the HMIS client info one week before the monitoring team comes out to the site.

14. FILE SELECTION AND SAMPLING The CoC will email the project 24 hours before the site visit with a list of files we would like to review. Please make sure those files are ready to review at the time of the site visit. (File selection will be made using a random selection) Reviewers will consider the following factors when determining the specific files that will comprise the review sample: Where feasible, initial method. At least 3 files and up to 10% of the projects case load from the program. This could be from the start of the program to current day. B. The reviewers will consider adding more files to this selection in order to: (Include a file or files from each staff person working in the respective program area being monitored) Expand the sample, if necessary, to include additional files with the same characteristics, if indicated by the severity or nature of any problems(s) noted during the initial selection’s review (for example, same problem category, same staff person, same activities or other characteristics). This expanded sampling aids in determining whether problems are isolated events or represent a systemic problem. C. The reviewers may also add files to the selection from any project that the CoC reviewers has reason to believe may have compliance problems or that is substantially different in terms of size, complexity, or other factors from other projects the recipient has funded.

15. Monitoring Form online www. Rochomelesscoc.org

24. 10.. The recipient has written policies to comply with non - discrimination, Equal Opportunity & Fair Housing regulations in the provision of - 1 Point services? ( )

27. Eric’s Notes • *When calculating the percentage of slots uses, we divide the number of households served by the total number of HUD slots. This provides a measure of the total number of households served by a program across the program year. When calculating the Utilization rate, we first calculate the mean of the four PIT household numbers in the APR. We then divide this number by the total HUD slots to get a percentage. This provides a measure of how many HUD slots are being utilized on the average night for that program. These numbers may appear significantly different for some programs, particularly if they have higher rates of turnover. Programs with high turnover would have a high percentage of slots used but may have low utilization rates if they are not at capacity on the dates the PIT measures. • ** Files will be pulled for either 3 clients or 10% of a program’s clients, whichever number is greater. These files will be randomly selected prior to the monitoring visit. Programs will be informed of which files to have prepared 24 hours prior to the visit. Where applicable, files will be compared to HMIS data. If files and HMIS data do not match, programs will not receive points for that item. Points will be awarded such that the percent of items which match HMIS or pass inspection is the percentage of the ten points the program receives.

28. What will the happen next? • Site visits will be scheduled between January and March 2019 • You will be emailed to schedule the visit after the trainings are over. • 3 projects are happening in a single week • You will be given 3 times the week of the visit. • The other 3 projects might get the same available time slots • Please pick the time that works best for you and your staff (first come, first served) • Any where from 2 to 4 monitors will show up to the visit (this is including Charles) • The site visit should take between 2 to 3 hours depending on amount of clients and apartments the team would like to visit. • Recipients are responsible for contacting sub-recipients about the upcoming site visit. • A week before will we request the following (please have it back to me within 24 hours of request) • Current to date active rent roll or program roster • List of clients who entered from Coordinated Entry • List of clients who exited the program with in the program year end in 2018 • 24 hour before will we send out a list of files the team would like to review • FY18-19 site visits Fall review.

29. Questions