WVCEH/BoS CoC Project Sponsor Meeting – 2/23/12 1:30 pm

1. WVCEH/BoS CoC Project Sponsor Meeting – 2/23/12 1:30 pm VERSION I | Revised 02/23/12

2. Project Sponsor Meeting Agenda Data Quality Report Card – Matt CoC Scoring and Performance - Anna AHAR - Matt CoC Check-up - Amanda APRs – Amanda PIT/HIC Update – Lindsay Change in definition – Lindsay Notes and Updates Open discussion/Q&A. http://www.wvceh.org 1

3. Data Quality Report Card • A quarterly assessment of how well your program is utilizing HMIS. • Measures specific HMIS and program aspects • - Data Quality and Completeness • - Timeliness of Data • - Program Bed Utilization • - Program Performance Measures Project Sponsor Meeting http://www.wvceh.org 1

4. CoC Scoring and Performance Project Sponsor Meeting CoC performance is judged by the outcomes of clients in the projects of the CoC. HUD sets performance measures that show up in the Annual Progress Reports of each project. They are measures that are calculated in the HMIS. Each year approximately 35% of the NOFA score is based on these performance measures. http://www.wvceh.org 1

5. CoC Scoring and Performance Project Sponsor Meeting For Transitional Housing Programs, the main housing performance measure is the % of clients, upon exit from the program, move to permanent housing. For Permanent Housing Programs, the main housing performance is a measure of how long clients remain in permanent housing (currently over (currently longer than 6 months). For both housing programs, the % of clients exiting who are employed is measured. For both housing programs, the % of clients receiving mainstream benefits, also recorded in the APR, is part of CoC performance. 1 http://www.wvceh.org

6. CoC Scoring and Performance Project Sponsor Meeting The CoC is also scored on how it is progressing in meeting HUD national goals in ending chronic and family homelessness, and adding housing units to the inventory of units available to the homeless households in the CoC. Number of family households (with dependent children), as compared to the previous year – the objective is for this number to decrease. Number of chronically homeless household beds, as compared to the previous year – this should be an increased # of beds. http://www.wvceh.org 1

7. AHAR Project Sponsor Meeting Annual Homeless Assessment Report The AHAR uses aggregate HMIS data from communities across the country, as well as information from CoC applications, to produce a national report on homelessness to the U.S. Congress. The AHAR is designed to: • Develop an estimate of the number of homeless persons nationwide; • Estimate the number of persons receiving assistance in permanent supportive housing (PSH), transitional housing (TH) and emergency shelter (ES) • Homelessness Prevention and Rapid Rehousing Program (HPRP) is also collected • Veteran’s specific data • Create a descriptive profile of homeless persons and persons in programs • Understand service use patterns, and estimate the nation’s capacity to house homeless persons. 1 http://www.wvceh.org

8. WV BoS AHAR • 2010 AHAR • ZERO categories usable • 2011 AHAR • 10 out 14 categories usable • 2012 AHAR • 14 out 14 categories usable !!!!!!!!!!! Project Sponsor Meeting http://www.wvceh.org 1

9. How do YOU Impact the AHAR? Project Sponsor Meeting • Completeness and quality of your data entry (Intake, Demographic, Program Entry) effects every report that is pulled. • All reports are linked to each other (HIC, PIT, PULSE, AHAR, etc.). • Tips for helping us improve the AHAR— • Re-visit data entry to ensure completeness and quality. • Make changes as they occur. • Be mindful of the impact your data has on statewide reports and the interconnectedness that all have. • Never be afraid to ask questions! http://www.wvceh.org 1

10. Project Sponsor Meeting • CoC Check-Up • Designed by HUD to help CoCs determine their current capacity and performance and the degree to which CoCs are prepared for HEARTH implementation. • Self-Help Tool • Measures functionality across: • CoC Governance and Structure • CoC Plan and Planning Process • CoC Infrastructure and Administrative Capacity • CoC Housing and Services http://www.wvceh.org 1

11. Project Sponsor Meeting • CoC Check-Up • Stakeholders – Min. 6, Max 20 • Diverse Group • Invited 17 Stakeholders, 12 started the assessment, 11 completed the assessment. • Assessment was open from late November through mid January. • In the future, CoCs requesting HUD Technical Assistance will not receive it if they have not been through the CoC Check-up process. http://www.wvceh.org

12. Project Sponsor Meeting http://wvendhomelessness.org/ 2

13. Project Sponsor Meeting • CoC Check-Up • Next Steps • Review the CoC Summary and Detail Report – a 90 page document that summarized the Stakeholder Assessment responses and CoC Data – in progress • CoC Check-up Self-Assessment Final Rating Tool – opens March 5, 2012 • CoC Action Plan, to guide self-improvement efforts – March 5 – March 16, 2012 • *HUD will NOT see individual CoC results. http://www.wvceh.org 2

14. Project Sponsor Meeting • APR (Annual Performance Report) • Purpose is to track program progress and accomplishments • Required of all SHP grantees • Delay in submitting your APR can hold up disbursement of funds through LOCCS • Components: • General project information: clients served during the operating year, household types, demographics and special needs information, prior living situation, income, length of stay, services received, reason for leaving, destination – HMIS! • 2. Financial information – your files and records http://www.wvceh.org 2

15. Project Sponsor Meeting • APR (Annual Performance Report) • Operating Start Date: For new grants, the first day of the month in which the grantee or sponsor begins incurring eligible costs. The date is set by the grantee at the time of first draw down. For renewals, the operating start date is the day after the end of the previous grant term. • APR Due Date: Due within 90 days of the completion of the operating year for years in which the grantee received SHP funds. • Grant numbers change every year – make sure you are using your most recent grant agreement when putting your grant number into esnaps. • Send HMIS Staff most recent grant agreement – no later than March 15, 2012 http://www.wvceh.org 2

16. Project Sponsor Meeting • APR (Annual Performance Report) – Process • Pull your APR data from HMIS (directions are here: http://wvceh.org/uploads/training_documents/APR_Instructions_.pdf) • Enter your APR into Esnaps using the Excel file exported from HMIS • Export the APR from Esnaps as a PDF PRIOR to final submission and send it to one of the HMIS Staff members for review and edits if needed. • Submit your final APR through Esnaps after HMIS staff have reviewed and/or made edits. • Export your final, submitted APR to PDF and send it back to one of the HMIS staff so we can have it on file for the next cycle of the NOFA. http://www.wvceh.org 2

17. Project Sponsor Meeting 2012 HIC and PIT Summary • Why is your participation in the PIT important? • Vital to assessing the level of need for homeless services and “painting a picture” of homelessness in the Balance of State. • HUD mandates that sheltered count be conducted annually and unsheltered count be conducted bi-annually. http://www.wvceh.org

18. Project Sponsor Meeting Project PIT Surveys Received: Pine Haven/ Raleigh Co. Eastern WVCAA/ Hampshire Co. Mingo County Housing Authority CASE WV/ Mercer Co. Soup Opera,Union Mission Martinsburg VAMC/ VASH Wirt Co. DHHR and BoE Mid Ohio Valley Fellowship Pleasants County Street Count Peer Support, Inc. • SAFE/ McDowell Co. • NCWVCAA Scott Place, Next Step, etc. • Wyoming County Street Count • Caritas House, Health Right/ Mon Co. • Mon Co. BoE • Clarksburg Mission • Beckley VAMC/VASH • Mineral County FRN • South Western CAA • Grant County FBC • Greenbrier Housing Authority • Logan County FRN and Community Action • Clarksburg VAMC/VASH • Telamon Inc./ Hardy Co. • Westbrook/ Wood Co. • Wood County BoE, Salvation Army, CHS, etc. http://www.wvceh.org 1

19. Project Sponsor Meeting Project PIT Surveys NEEDED: • Opportunity House Outreach Count • Lewis County FRN http://www.wvceh.org

20. Project Sponsor Meeting Why the HIC? • Provides information about community capacity to house persons who are homeless; includes data about organizations, programs, and bed and unit inventory. • The Housing Inventory Count (HIC) is also an annual report to HUD. • Compiled and submitted by the Continuum of Care (CoC) based on project bed utilization. • What is your responsibility? • All HMIS information must be updated (up to the night of January 24, 2012) in order for us to pull an accurate report! • Non-HMIS Bed Tally Sheets must be completed for those not in HMIS • We will be contacting you individually if your information needs updated or corrected. http://www.wvceh.org 1

21. Project Sponsor Meeting HIC Forms • Non-HMIS Bed Tally Sheet • Unsheltered and Non-HMIS Sheltered Survey http://www.wvceh.org

22. Project Sponsor Meeting HEARTH Final Definition of Homelessness – Effect on SHP Eligibility HEARTH “Homeless” Definition Final Rule Limited Use of Funds http://www.wvceh.org 1

23. Project Sponsor Meeting HEARTH Background The rule integrates the regulation for the definition of “homeless” and is applicable to ESG, S+C, and SHP. There are four new categories under which individuals and families may qualify as homeless: Individuals and families who lack a fixed, regular, and adequate nighttime residence (including a subset who reside in an ES, place not meant for human habitation, exiting institution where residence was temporary); Individuals and families who will imminently lose their primary nighttime residence; Unaccompanied youth and families with children (defined as homeless under other statutes and who do not otherwise qualify as homeless under this definition); Individuals and families who are fleeing or attempting to flee DV, dating violence, sexual assault, stalking or other dangerous or threatening, violent conditions against the individual or family. http://www.wvceh.org 1

24. Project Sponsor Meeting Limitation on Use of Funds to Serve Persons Defined as Homeless under Other Federal Laws • Statutory Basis • Final Rule • Applicability of Limitation http://www.wvceh.org 1

25. Project Sponsor Meeting Statutory Basis • Limitation on use of CoC funds to serve persons defined as homeless under other federal laws. • A collaborative applicant may use not more than 10% of funds awarded under the CoC program for any of the types of eligible activities to serve: • Specified families with children and youth defined as homeless under other federal statutes, or homeless families with children and youth defined as homeless under Section 103(a)(6), but only if the applicant demonstrates that the use of such funds is of an equal or greater priority or is equally or more cost effective in meeting the overall goals and objectives of the plan submitted under Section 427(b)(1)(B), especially with respect to children and unaccompanied youth. • The 10% limitation shall not apply to CoCs in which the rate of homelessness, as • calculated in the most recent PIT Count, is less than one-tenth of 1% • of its total population. http://www.wvceh.org 1

26. Project Sponsor Meeting Final Rule on the Definition of Homeless • Per the final rule, persons considered homeless under this category are unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under the original definition, but who do meet all of the following criteria: • Are defined as homeless under Section 387 of the Runaway and Homeless Youth Act, Section 637 of the Head Start Act, Section 41403 of the Violence Against Women Act of1994, Section 330(h) of the Public Health Service Act, Section 3 of the Food and Nutrition Act of 2008, Section 17(b) of the Child Nutrition Act of 1966, or Section 725 of the McKinney-Vento Homeless Assistance Act; • Have not had a lease, ownership interest, or occupancy agreement in PH at any time during the 60 days immediately preceding the date of application for homeless assistance; • Have experienced persistent instability as measured by two or more moves during the 60-day period immediately preceding the date of applying for homeless assistance; and http://www.wvceh.org 1

27. Project Sponsor Meeting Final Rule on the Definition Cont. • 4. Can be expected to continue in such status for an extended period of time • because of chronic disabilities, chronic physical health or mental health • conditions, substance addiction, histories of domestic violence or childhood • abuse (including neglect), the presence of a child or youth with a disability, • or two or more barriers to employment, which include the lack of a high • school degree or General Education Development (GED), illiteracy, low • English proficiency, a history of incarceration or detention for criminal • activity, and a history of unstable employment. http://www.wvceh.org 1

28. Project Sponsor Meeting Applicability of Limitation on FY2011 SHP and S+C New and Renewal Projects • The final rule on the homeless definition became effective January 4, 2012, and, therefore, affect new and renewal SHP and S+C projects that were awarded in FY2011. It does not apply to existing projects that did not receive renewal funding in FY2011. • It only applies to new and renewal projects that proposed to serve families with children and/or unaccompanied youth in their FY2011 application for funding. The target population of a project cannot be changed in order to accommodate this newly eligible group. • The new definition will apply to projects when FY2011 executed agreement is effective. http://www.wvceh.org 1

29. Project Sponsor Meeting Requesting Permission to Use Funds for this Purpose, Demonstrating Priority, and Seeking HUD Approval • Those CoC’s seeking funds to serve persons eligible under Category 3 of the homeless definition must be able to demonstrate to HUD that the use of such funds is of an equal or greater priority or is equally or more cost effective in meeting the overall goals and objectives identified in the CoC’s FY2011 Exhibit 1 application in regards to children and unaccompanied youth. • A formal written request must be submitted to local HUD field office for approval. • No SHP or S+C project shall be permitted to use any of its FY2011 funds to serve Category 3 homeless persons until the CoC has received written permission from HUD. http://www.wvceh.org 1

30. Project Sponsor Meeting Recordkeeping • General Recordkeeping Requirements • Grantees must develop, maintain, and follow written intake procedures to ensure compliance with the homeless definition in § 582.5 and § 583.5, respectively. The procedures must require documentation at intake of the evidence relied upon to establish and verify homeless status. • Recordkeeping Requirements for Limitation of Use of Funds • Grantees that have received approval to use some or all of their FY2011 grant funds to serve persons defined as homeless under Category 3 of the homeless definition will be required to maintain financial records to show that the amount(s) used to serve persons defined as homeless under Category 3 does not exceed the amount HUD approved in the CoC’s request for the individual project. http://www.wvceh.org 1

31. Project Sponsor Meeting Notes & Reminders • New email extensions: @wvceh.org • New website: www.wvceh.org • HMIS Side • WVCEH Side • Facebook page: WV Coalition to End Homelessness/Balance of State Continuum of Care http://www.wvceh.org

32. Project Sponsor Meeting • Open Discussion/Questions? http://www.wvceh.org 30