ROSS Service Coordinators NOFA

1. ROSS Service Coordinators NOFA For Fiscal Year 2008 CFDA # 14.870

2. REQUEST • PLEASE READ THE ENTIRE NOFA SEVERAL TIMES AND READ THE GENERAL SECTION. • WATCH THE LOGIC MODEL AND GRANTS.GOV WEBCASTS

3. What happened to ROSS? • ROSS-Family & Homeownership and ROSS-Elderly/Persons with Disabilities have been combined into ONE NOFA this year • This NOFA will cover the salaries of Service Coordinators, but not the provision of services • There is a separate NOFA for PH FSS

4. WHY?! • HUD Policy Priorities – HUD sees itself as a bricks-and-mortar institution, services, while important, should be sought elsewhere • ALL funding was granted last year, including all roll-over, which was good • However, therefore, MUCH smaller pot this year • After much consultation with the applicant community, it was determined that with Asset Management and Operating Subsidy pro-ration, the most important factor in sustaining resident services was the salary of a dedicated person • Research shows that service coordinators on-site reduce evictions, turn-over and property damage • Streamlined application process – should take much less time this year

5. Program Purpose • “This program works to promote the development of local strategies to coordinate the use of assistance under the Public Housing program with public and private resources, for supportive services and resident empowerment activities. These services should enable participating families to increase earned income, reduce or eliminate the need for welfare assistance, make progress toward achieving economic independence and housing self-sufficiency, or, in the case of elderly or disabled residents, help improve living conditions and enable residents to age-in-place.”

6. Funding Available • $28 million • No rollover from previous years

7. Deadline Date August 14, 2008 11:59:59pm Eastern No exceptions Received AND validated (which may take 24-48 hours)

8. Application Deadline Date/Waivers • See NOFA for requirements for waiver request. • May email request, but must be received at least 15 days before due date. • No deadline extension will be granted for paper application • DUNS number is still required

9. Eligible Participants • All program participants must be residents of conventional public housing or NAHASDA-assisted housing. • Section 8 residents are not eligible to be served by this grant.

10. Funding Structure FOR EACH COORDINATOR • Salary – up to $68,000 per year in salary and fringe • $10,000 each year for admin • $2000 each year for training/travel THREE YEAR GRANTS Total approx $240,000-$720,000

11. Eligible Applicants • PHAs/Tribes/TDHEs • Resident Associations • Non-Profits supported by RA or PHA/Tribe/TDHE

12. Number of Positions • Each SC must serve AT LEAST 50 units • PHAs may submit one application • PHAs may apply for up to 3 SCs depending on number of ACC Units • 50-1000 units – 1 SC • 1001-2500 units – 2 SCs • 2501 + units – 3 SCs • RAs may submit one application • RAs may apply for 1 SC per development/AMP • RAs may apply jointly if necessary to add up to at least 50 units

13. Number of Positions • Non-Profits may apply for • 1 per supporting RA (up to 3 at one PHA) OR, • if supported by a PHA, may apply for the number of SCs determined by the number of ACC units • Non-Profits may submit up to 3 separate applications for up to 3 PHAs for a total of up to 9 SC positions • A letter of support (and other information) is required from every RA or PHA that a non-profit intends to serve

14. Number of Positions • Applicants can designate if each SC position will serve Families, Elderly or both • This is designated on the HUD-52768 p.2

15. Joint Applications • Two or more applicants may combine to request one SC position, however, • a lead applicant must be named (the first one listed on the HUD-52768) • There are several other documents that are required of each applicant

16. Resident Associations • By statute, 25% of funds must go to qualified Resident Association applications • All RAs (including those applying as non-profits) should indicate their RA status on the HUD-52768 p.1

17. EDSC • PHAs that are currently eligible for the Elderly/Disabled Service Coordinator funding through the Operating Subsidy may elect to serve family or elderly residents through this ROSS-SC application. • If serving elderly residents is proposed and the ROSS-SC funding is granted, those PHAs would permanently give up their EDSC funding eligibility. • EDSC-eligible PHAs may apply to serve FAMILIES through the ROSS-SC grant with no impact on their EDSC funding

18. Coordination • HUD expects that all entities wishing to serve residents at a particular PHA will have coordinated their efforts. • If more than one application for a given development/AMP is received, the first to be chosen from the lottery will be awarded.

19. Eligible Activities • Service Coordinator salary/fringe – up to $68,000/yr • Coordinate local program committee with local service providers • Market program • General case management (intake, assessment, education and referral) • Coordinate and oversee delivery of services • Coordinate and sponsor educational events (e.g. life skills, etc.) • Assist in creating a resident group to promote efforts and network • Facilitate self-help groups • Monitor, track, evaluate and report outcomes

20. Eligible Activities • Administrative Expenses - $10,000/SC/year • Admin staff support • Local transportation by SCs • Stipends for reasonable out-of-pocket costs incurred by residents including transportation and child care related to program activities • Tracking and evaluation • Office supplies, equipment • Program outreach, printing, postage • Lease/rental of space

21. Eligible Activities • Training/Travel - $2,000/SC/year • All training must be approved by FO (not at application) • HUD plans to have a start-up conference for all new grantees in early 2009

22. Ineligible Activities • Everything else • PH FSS Coordinator • Services

23. So, how does it work? 1. Applicants must show they have a high quality program • On the HUD-52769 Needs/Providers Form • Identify at least 10 need categories • Show that there are partners for at least 50% of the needs • Applicant may be the “partner” if the funding comes from sources other than current or prior ROSS grants and will last for the 3-year grant term • Each provider is not required to commit match

24. So, how does it work? 2. Applicants must show that they have 25% match • Each partner that is providing match is indicated on the HUD-52769 • Match is certified to by the ED/Board President/Etc. on the HUD-52769 • Match can be cash or in-kind and can be for services provided to participants in this program or for other program eligible activities • Match letters are NOT REQUIRED to be sent in with the application • Match letters must be kept on file and available for review • Basically, the requirements for match letters are the same as last year

25. So, how does it work? 3. Applicants must show they have capacity • A Past Performance narrative of no more than 10 pages is required • See the NOFA for required information • Past Performance will be assessed by the Field Office or Area ONAP • Check NOW with your FO or Area ONAP to see if this is going to be a problem

26. So, how does it work? • If an applicant passes 1, 2, and 3, they will be entered into a lottery • The first lottery will be for qualifying RA applicants, which will be picked until 25% of funding is reached or all qualified RA applicants are funded • The general lottery will fund applications until the funds are exhausted. • It is likely that in FY09, those applicants that were NOT funded in FY08 will have priority over those that have current grants.

27. What else is required? • HUD-52768 – ROSS SC Application Form p.1 • Name of applicant • PHA/Tribe/TDHE to be served • Name and PHA/IHA/TDHE or Tribal Locality Code • Number of ACC Units/Formula Currently Assisted Stock • Are you eligible to receive EDSC Funding? • Are you an RA applicant?

28. What else is required? • HUD-52768 – ROSS SC Application Form p.2 • Name of Development/AMP to be served • Number of units to be served (minimum 50 for each SC) • This is also where you indicate if you will serve Family, Elderly or both • This chart serves as your budget – each position, each year • Total Grant Request at bottom – should be the same as on HUD-52769

30. HUD-52769

31. HUD-52769 • You can list more than one partner for a particular need. • However, still at least 10 needs must be identified • 50% of all needs should have at least one partner to meet that need.

32. What else is required? HUD-52769 – Needs and Service Partners - Certification • *I _______________________________, certify that the match recorded here is supported by letters on file from community or other partners which certify to this amount of match funding (cash or in-kind) and that this represents the total match for the term of the grant. • Total Grant Requested $___________ • Total Match Documented $____________ • Match is _________ % of Grant Requested (must be at least 25% to qualify) • ___________________________________ Authorized Signer • ___________________________________ Title

33. What else is required? • Narrative on Capacity/Past Performance • No more than 10 pages • 12pt, TNR, double spaced, 1 in margin • Past Performance of Applicant/Contract Administrator and Proposed Staff • Program Administration and Fiscal Management

34. What else is required? • HUD-52753 – Certification of Resident Council Board Election • For each RA applicant • For each RA supporting a PHA applicant

35. What else is required? LETTERS OF SUPPORT • Non-Profit applicants are required to submit a letter of support from each RA or PHA they propose to serve • Letters from RAs must be accompanied by a HUD-52753 (Certification of Resident Council Board of Elections) from each RA • Letters must include: • Number of eligible units in PHA/RA • List of developments/AMPs to be served • Describe to what extent the PHA/RA is familiar with the non-profit applicant • Indicate support of non-profit applicant • Contact information, name and title of person authorized to sign

36. What else is required? Contract Administrator Partnership Agreement (if applicable) • Required for All PHAS-Troubled PHAs and all RA applicants. • NOT required for non-profit applicants in 2008 • NOT required for non-troubled PHAs • Found in Instructions Download called “HUD-52755 Administrator Partnership Agreement”

37. Application Requirements - Forms • HUD-2991 – Certification of Consistency with Consolidated Plan (if applicable) • Found in Instructions Download • called “HUD-2991” • Everyone needs either this one or the HUD-52752 • One is required for each PHA to be served

38. Application Requirements - Forms • HUD-52752 – Certification of Consistency with Indian Housing Plan (if applicable) • Found in Instructions Download • called “HUD-52752” • Everyone needs either this one or the HUD-2991 • One is required for each Tribe/TDHE to be served.

39. What else is required? • Non-Profit Status • All non-profits must submit their IRS determination letter to prove their non-profit status

40. What is NOT required? • No separate budgets (other than HUD-52768) • No narratives other than the Capacity/Past Performance • Several program-specific and general forms from years past are no longer required • Match letters (not required to be submitted, still required to be kept on file)

41. Application Requirements - Forms • SF-424 – DO THIS FIRST – it will fill in sections of other forms automatically • Found in mandatory forms • Federal Identifier 5a = PHA code • All will be “new” applications • No federal award identifier is required • State review is not required by HUD

42. Application Requirements - Forms • SF-424 Supplement – Faith Based EEO Survey for non-profit applicants only

43. Application Requirements - Forms • SF-LLL – Disclosure of Lobbying Activities (if applicable) • Found in “Optional Documents” called “Disclosure of Lobbying Activities” • SF-LLL-A – Disclosure of Lobbying Activities Continuation Sheet (if applicable) • You can either download it from HUDCLIPS or make one up yourself. It’s basically a blank piece of paper.

44. Application Requirements - Forms • HUD-2880 – Applicant/Recipient Disclosure/Update Report • Found in “Optional Documents” • called “HUD Applicant-Recipient Disclosure Report” • Question 2 in Threshold Determinations applies only to THIS grant application. • Signature “signs” upon submission

45. Reminder • All applicants must submit a Code of Conduct that has been approved by their Field Office • UNLESS – your organization is listed on the Code of Conduct page http://www.hud.gov/offices/adm/grants/codeofconduct/cconduct.cfm and none of the following have changed: • Executive director • Address • Organization name

46. Application Requirements - Forms • HUD-96011 Facsimile Transmittal • Required of all applicants even if not transmitting any faxes (indicate “no faxes with this submission” and “0” for number of pages) • Found in Mandatory Documents called “HUD Facsimile Transmittal” • NEW PHONE NUMBERS • 800-894-4047 – toll free • 215-825-2796 - non-toll free

47. Side note on Faxes • Use HUD-96011 as the cover sheet if you submit any fax attachments or they will NOT be read. • Entire applications submitted by fax will NOT be accepted • Use a separate HUD-96011 cover sheet for each document and fax separately • If you downloaded the application more than once, make sure that you use the fax cover sheet that came with the version of the application that you ultimately submit • If you re-submit electronically, you must wait for validation, then re-fax all faxes

48. Application Requirements - Forms • HUD-2994-A “You are Our Client Applicant Survey” (optional) • Found in Instruction Download called “HUD-2994” • This is where you tell us about your application experience. PLEASE take the time to fill this out and include comments.

49. Application Requirements – Logic Model • Logic Model – HUD 96010 • Found in Instructions Download • Excel File (don’t make into a PDF) • Please watch the webcast from on the Logic Model – it’s a little different this year.

50. Application Requirements – Logic Model • Enable macros; read directions re: security settings • Drop down menus • Year 1, Year 2, Year 3 and TOTAL need to ALL BE FILLED OUT. TOTAL should reflect all three years. • May add up to 3 “others” right on form