Emergency Solutions Grants (ESG) Monitoring

1. Emergency Solutions Grants (ESG) Monitoring • Feb. 5, 2019 LaDrina M. Jones

2. ESG Monitoring • Two types of ESG monitoring • In-Depth Monitoring (On-Site). A detailed compliance review for a selected subrecipient that evaluates the subrecipient at their location. An in-depth review requires multiple areas in the attached monitoring tool be reviewed, such as: a program review, a financial review, a management review, and/or a technical area review. • Limited Monitoring (On-Site). A program compliance review reduced in scope and size for the selected subrecipient that evaluates the subrecipient at their location. Such review may include review of a single activity or project based on identified risk areas. • Ten percent of participants served files will be reviewed • This data is pulled from ClientTrack. For DV agencies an email requesting a report for grant year to be monitored will be requested. • Visits can be from three (3) days to five (5) days. • For In-Depth Monitoring (On-Site) • Visits can be from 1 day to 2 days • For Limited Monitoring (On-Site)

3. ESG Monitoring • An email is sent to agency with available dates for monitoring. • A pre-monitoring letter is emailed along with the monitoring tool confirming the date(s) the agency selected. • Every agency is required to provide the monitoring location(s).

4. ESG Monitoring(For In-Depth Monitoring) • Participant files are reviewed first. • 3 day visit- Days 1 and 2 • 4 day visit- Days 1, 2 and 3 • 5 day visit- Days 1, 2, 3, and 4  

5. ESG Monitoring(For Limited Monitoring) • The following areas can be but not limited to being monitored: • Financial • Expenses • Policies and Procedures • Payroll taxes • Bank statement and reconciliation • Timesheets/job descriptions, etc. • Program • Policies and Procedures • Intake packet • Limited English Proficiency • VAWA • Fully Executed Georgia Department of Community Affairs ESG contract, etc. • Participant Files • Executed Leases • DCA Required forms • Rent Reasonableness, etc.

6. Required Forms and Documents • Individual Service Plan (ISP) • “The Individual Service Plan (ISP) is the written details of the supports, activities, and resources required for the individual to achieve personal goals. The Individual Service Plan is developed to articulate decisions and agreements made during a person-centered process of planning and information gathering. The general welfare and personal preferences of the individual are the key consideration in the development of all plans.” • Case Notes • Case Management • At least once a month • Follow-up after discharge • Check your agency’s HMIS Exhibit of the ESG contract For All Programs

7. HUD’s Preferred Priority HUD prefers this order for homeless verification: 1. Third Party verification 2. Intake Staff Observations • Written, including documents already available • Oral 3. Self-Certification (with staff certifying due diligence)

8. DCA Third Party Written Homeless Verification • This form is required for third party written verification when sufficient written verification is not otherwise available.

9. DCA Staff Certification of Homelessness and Domestic Violence • This form is required for homeless certification by oral third party statements or staff observation.

10. DCA Self Certification of Homelessness and Domestic Violence • This form is required for client self declaration of homelessness or domestic violence.

11. Emergency Shelter & Hotel/Motel • HMIS Project Intake Form (Adult) • Emergency Shelter & Street Outreach (Including PATH) • HMIS Project Intake Form (Children) • ESG and CoC (Children (under 18, not HoH) • Homeless Verification • GA HMIS Collaborative Client Consent to Share Information Emergency Shelter and Hotel/Motel

12. DCA Housing Status Verification Form

13. DCA Housing Status Verification Form

14. DCA Housing Status Verification Form

15. Rapid Re-housing • HMIS Project Intake Form (Adult) • ESG and CoC(Head of Households and Adults) • HMIS Project Intake Form (Children) • ESG and CoC (Children (under 18, not HoH) • Homeless Verification • GA HMIS Collaborative Client Consent to Share Information • Verification of Income or Self-Declaration of Income • Rent Reasonableness Checklist and Certification Rapid Re-Housing

16. Rapid Re-housing Cont’d ESG Housing Habitability Standards Inspection Checklist ESG Lead-Based Paint Document Checklist Lead Screening Worksheet VAWA Addendum to Lease ESG Rental Assistance Agreement HUD FMR website: http://www.huduser.gov/portal/datasets/fmr.html DCA Utility Allowances: https://www.dca.ga.gov/sites/default/files/2018uaschedhud_0.pdf Rapid Re-Housing

17. DCA Housing Status Verification Form

18. Prevention • HMIS Project Intake Form (Adult) • ESG and CoC(Head of Households and Adults) • HMIS Project Intake Form (Children) • ESG and CoC (Children (under 18, not HoH) • Homeless Verification • GA HMIS Collaborative Client Consent to Share Information • Verification of Income or Self-Declaration of Income • Rent Reasonableness Checklist and Certification • Household Recertification form • Every 90 days Prevention

19. Prevention Cont’d ESG Housing Habitability Standards Inspection Checklist ESG Lead-Based Paint Document Checklist Lead Screening Worksheet VAWA Addendum to Lease ESG Rental Assistance Agreement HUD FMR website: http://www.huduser.gov/portal/datasets/fmr.html DCA Utility Allowances: https://www.dca.ga.gov/sites/default/files/2018uaschedhud_0.pdf Prevention

20. DCA Homeless Verification Form

21. Outreach • HMIS Project Intake Form (Adult) • Emergency Shelter & Street Outreach (Including PATH) • HMIS Project Intake Form (Children) • ESG and CoC (Children (under 18, not HoH) • Homeless Verification • GA HMIS Collaborative Client Consent to Share Information Outreach

22. DCA Housing Status Verification Form 09/18/2018

23. Findings • Finding: Failed to complete a 90 day re-certification. • Finding: Failed to complete required DCA forms. • Finding: Paid a late fee. • Finding: Did not ensure confidentiality of participant records. • Finding: Did not have leases for all Rapid Re-Housing participants. • Finding: Failed to Consistently Verify Homeless Eligibility for Each Participant. • Finding: Failed to capture signed HMIS authorization form.

24. Concerns • Concern: Lack of an individual service plan and on-going assessment. • Concern: Inaccurate information on reimbursement requests… • Concern: Not being able to provide requested documents. • Concern: The lack of written policies and procedures. • Concern: No follow up 90 days and 180 days after discharge. • Concern: No termination and grievance policies.

25. QA