HOPWA Training

1. HOPWA Training Monday, June 15, 2009IHCDA Kristen Arnold-Special Needs HOPWA Coordinator

2. Agenda • Brief Program Overview • Contracts • Intake Process • Budget Line Items/Documentation • Claims • Budget Amendments • Monitoring • Housing Keeping References • Q & A

3. HOPWA Overview • RFP • Threshold, Organizational Capacity, Financials, Services & Housing Placement, Performance • Goals • Housing Stability, Homeless Prevention, Access to Care and Support

4. Program Overview • 2009 Allocation • $865,943.00 State of Indiana • Allocation Formula • 25/25/50 RATIO (RFP Score/#’s received LT/ST/Epidemiology) • New Vision • Change/Progress/Leveraging • IHCDA • Community Services Strategy

5. Contracts Term Design and Implementation of Project Monitoring Reviews by the Authority Payment of Grant Funds Audits and Maintenance of Records Project Budget and Budget Modification Statutory Authority of the Sponsor Use of Funds by the Sponsor Compliance with Laws Drug Free Workplace Funding Cancellation Indemnification Independent Contractor Nondiscrimination. Notice to Parties Order of Precedence Termination of Agreement Renewal Amendment Severability Complete Agreement Governing Law/Venue Counterparts • Exhibit A • 12 Claims/ year • 35% Supportive Service Cap • 1 Budget Amendment Year • Exhibit B • Budget • Authorized Signature Form for Payment of Claim Vouchers • Payroll Authorization Form

6. Determining Eligibility Individuals must meet the following criteria to be eligible for assistance under the HOPWA program: • Low-income (below 80% of area median income, see www.huduser.org) • Documented HIV/AIDS status (confidentiality must be maintained) • Complete Intake Packet/HMIS

7. BUDGET LINE ITEMS Financial Assistance-Direct Costs Grantee Support-Indirect Costs • Long Term • STRMU • Supportive Services • Permanent Housing Placement • Program Delivery • Facility Based Operating Costs • Administration *Short Term Supportive Housing *Housing Information

8. Rental Assistance • Housing Assistance Administration • Income verification and subsidy calculation; • Determination of maximum subsidy; • Assessment of subsidy standards to verify that the assisted household is occupying the appropriately-sized unit; • Determination that the housing meets HOPWA habitability standards and lead based paint requirements.

9. Rental Assistance-Calculating Household Income • Income must be determined and verified annually. • Income determination covers all members of the household. • If there is a declared partner than there is a form you fill out recognizing this and then their income becomes part of the households income. • Shared Housing Arrangements: the amount paid by HOPWA should be pro-rated to cover the actual portion of the dwelling.

10. Rental Assistance-Max Subsidy Maximum Subsidy • The maximum subsidy is the difference between: • The rent standard (FMR) or the reasonable rent (whichever is lower) AND • The client's contribution • Rent reasonableness means the rent charges calculated under 24 CFR 574.310ged must be • reasonable in relation to rents currently being charged for comparable units in the private (unassisted) market. • Rent reasonableness must be documented for tenant- and project-based rental assistance and included in the assisted client's file. • The rent standard may not exceed the HUD published Fair Market Rents or the HUD-approved community wide exception rent. See 24 CFR 574.320(a)(2).

11. Rental Assistance-Lead Based Paint-Hab. Standards • Lead-Based Paint Requirements • HUD's lead-based paint rules apply to all housing assisted through rental assistance (tenant- or project based), facility-based, and through short-term rent, mortgage, and utility assistance. • Specifically, lead-based paint rules apply when: • Housing to be assisted was constructed before 1978; and • Residents will include a pregnant woman or a child 6 years of age or younger. • Note: Studio units are exempt. • All housing meeting the above criteria must receive a lead-based paint visual assessment before assistance may be provided. • Staff must complete an online training course before they are allowed to perform assessments. • This training can be found at: www.hud.gov/offices/lead/training/visualassessment/h00100.htm

12. Long term Rental assistance process Using standardized documents.

13. Short Term Rent, Mortgage, Utility Assistance • STRMU is time-limited housing assistance designed to prevent homelessness and increase housing stability. • Grantees may provide assistance for a period of up to 21 weeks in any 52-week period. The amount of assistance varies per client depending on funds available, tenant need, and program guidelines.

14. STRMU • Client must be currently housed — homeless individuals are not eligible for STRMU assistance. • Assistance is provided to help homeowners and renters remain in their current place of residence. • Client must be able to document that he/she has a legal right to occupy the premises or has responsibility for the utility payment. Examples of acceptable documentation are as follows: — Rental payments: Client must be named tenant under valid lease or referenced in lease as occupant of the premises. — Mortgage payments: Client must demonstrate that he/she is owner of mortgaged real property (mortgage, deed of trust, title insurance policy). — Utility payments: Client must have account in their name or proof of responsibility to make utility payments (copies of money orders, cancelled checks, receipts). • Client must demonstrate he/she does not have the resources to meet rent, mortgage or utility payments and, in the absence of STRMU assistance, would be at risk of homelessness. — Documentation of a default or late payment notice is not required; client can provide copies of bank statements and bills to demonstrate need.

15. STRMU-Late Fees/Back Rent • Late fees and other penalties may be paid if, in the event of nonpayment, the household is at risk of eviction or loss of housing. • Ok to pay back and ongoing rent / mortgage/utility payments that does not exceed 21 weeks assistance.

16. STRMU-Ineligible Expenses • Security deposits and first month's rent — STRMU assistance is designed to help homeowners and renters stay in their current place of residence; as a result, security deposits and first month’s rent are not eligible costs under STRMU. • However, these costs are eligible as permanent housing placement costs (under the supportive services activity). • Moving assistance • Household supplies and furnishings • Automobile expenses • Telephone expenses • Telephone expenses are not payable as a utility expense under STRMU. However, such expenses may be covered as a supportive service expense in limited circumstances

17. STRMU-Referring to Fact sheets • Assistance for Mobile Homes • Frequently Asked Questions

18. Supportive Services

19. Supportive Services • Sponsor should have adequate documentation of supportive service activities to back up reporting and demonstrate the eligibility of clients • Records (including participant files) demonstrate which services were provided to whom • Shows that eligible services were provided to eligible participants, per grant agreement • Backs up data reported to grantee and to HUD • Services provided are consistent with participant needs assessments and housing plans

20. Supportive Services Health Care Expense Limitations • Sponsor should comply with limitations on the use of HOPWA monies for health services, including the purchase of pharmaceuticals • Health care costs provided only to persons with HIV/AIDS. • Drug payments not made in substitution for ADAP payments. • Costs approved by HUD on case-by-case basis.

21. Supportive Services – Housing Placement Costs • Sponsor properly categorizes housing placement costs • Housing information and permanent housing placement activities are separated from other supportive services. • Permanent housing placement costs can include application fees for housing, last month’s rent, credit checks and security deposits (important to separate this from housing assistance). • Placement assistance should not exceed two-month’s worth of rent payments. • Housing information services can be provided to any HIV+ person, regardless of income.

22. Program Delivery • Staff Time, Supplies specifically related to providing LT and ST assistance

23. Housing Information • Housing information services include: • assistance with referrals to affordable housing resources • assistance in locating available, affordable, and appropriate housing units • working with property owners to secure units for participants • homelessness prevention • other housing-related activity

24. Facility Based Operations • Facility Based Operating Expenses • Own/Lease a building that houses eligible HOWPA Clients • Master Leasing • Leasing groups of apartments to rent out to clients • Cannot mix with LT or Short Term Subsidies

25. Short Term Supportive Housing • Facilities are intended to provide temporary shelter to eligible individuals to prevent homelessness and allow an opportunity to develop an individualized housing and service plan to guide the client’s linkage to permanent housing. • Facility/Operating Dollars • Can be used for Hotel vouchers in EXTREME cases. • Documentation that ALL shelters are full • Documentation of Homelessness form completed

26. Intake/Files Process What I Should See in files • Assess Client to identify barriers • Determine proper services • Complete Intake Packet/other forms to collect necessary info • Obtain proper documentation • Update file in accordance to hosing plan • At least Quarterly • Order • Completed/signed forms and documents • Clear documented Income Verification • Attach excel sheet printout and chart

27. Claims

28. Claims Process • Fill out PROVIDED claim voucher • Fill out corresponding excel sheet for line items claiming • Attach documentation in order under corresponding excel sheet • Fax/mail claim to me by the 20th

29. Claims *Do not need the narrative anymore *Do not include documentation for things you are not claiming *Signatures/will not accept electronic-only faxed Claim Checklist ___ Completed Excel Sheet for every claim line item ___Copy of Supportive documentation for all line items ___Excel sheet and documentation in corresponding order ___Items claimed can only be for one month (the month you are claiming) ___All receipts/bills should have an account number written somewhere showing what account the money was draw from

30. Claims-Supportive services • Not by Client • Just by services • Examples • In excel sheet identify totals • Food-$200 • transportation-$500 • Salary-$800 • Insurance-$800 • Not J. Smith $3.00

31. Budget Amendments Budget limitation formulas-only one amendment/per year • Administration/Total Budget Request=not exceed 7% • Housing Services Ratio= Supportive Services/(HP+HI+SS)=not be more than 35% • LT rental assistance program delivery/total amount of HOPWA rental assistance=not exceed 3% • Short Term Program Delivery/total amount of HOPWA short term assistance=not exceed 3%

32. Monitoring • Site Visits • Audits

33. HOPWA House Keeping • Last claim for 2007-08 turned into me by August 15th by 5pm. • July APR training July first • 2008-09 Reports Due July 16th by 5pm 2009 • New Semi Annual Report Due Jan. 2010

34. References IHCDA Website HOPWA Resource Guide HOPWA Coordinator Continuum of Care

35. Q & A ?