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Emergency Homeless Assistance 2012 Start Up Training

Emergency Homeless Assistance 2012 Start Up Training. Monday, June 18, 2012 Catherine Hummel. Contracts will start July 1. MFA will email contracts by mid-July. You will need to complete forms & mail back. MFA will execute contracts once the State agreement is final.

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Emergency Homeless Assistance 2012 Start Up Training

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  1. Emergency Homeless Assistance2012 Start Up Training Monday, June 18, 2012 Catherine Hummel

  2. Contracts will start July 1 • MFA will email contracts by mid-July. • You will need to complete forms & mail back. • MFA will execute contracts once the State agreement is final.

  3. MFA will reimburse eligible expenses • To bill salaries, staff must track hours by funding source • Contact MFA for training and forms • Request reimbursement online by 20th of the month • Two training dates: August 14, 1:30 p.m. August 15, 1:30 p.m.

  4. Funds must be tracked • Set up your financial system to include grant-specific tracking • Review federal requirements: • OMB A-110, A-122, A-133 • Prepare for an audit

  5. Plan your 100% match • Dollar for dollar match funds are required • Use: • Other federal, state or local funds (CYFD) • Donations (cash, supplies, building rent) • Volunteer hours ($5.50 per hour) • Any funds counted as match must be used for expenses that would be eligible under this program

  6. Maintain good participant files Use Participant File Checklist

  7. Measure program success Homeless Management Information System (HMIS) required for homeless shelters Comparable database required for domestic violence shelters • For now, collect data on paper; forms are available from NMCEH

  8. Reports will be from HMIS/Database • Export monthly report from HMIS/comparable database. • Use “Upload Documents” in online invoicing system to turn in to MFA. The “Monthly Report” screens are going away.

  9. Some policies are required

  10. MFA will approve agency policies This is from the new HUD ESG regulations. • Use Policy Review Checklist • Find policies and procedures • If you don’t have one, write one • MFA will post samples on the website • Copy & send to MFA with your contract

  11. MFA will approve agency policies Client eligibility for services • Document that clients are homeless at intake Admission • State who the shelter serves; include that all children under age 18 are admitted Diversion • State if your shelter will use shelter diversion

  12. MFA will approve agency policies Motel voucher • State if your shelter will provide motel vouchers • If so, how will you determine: • If no appropriate shelter bed is available (in the community)? • Length of the motel voucher

  13. MFA will approve agency policies Referral and coordination of services • Include programs listed on Policy Review Checklist • State how you coordinate with each program and ensure clients have services • If a program is not available in your community, note that.

  14. MFA will approve agency policies Discharge/Termination • State circumstances that would result in requiring someone to leave shelter Length of stay • State shelter’s maximum length of stay • MFA maximum is 4 months

  15. MFA will approve agency policies Safeguards for Safety and Shelter Needs • Include safeguards to meet the safety and shelter needs of special populations • Victims of domestic violence, dating violence, sexual assault, and stalking • Individuals and families who have the highest barriers to housing and are likely to be homeless the longest

  16. MFA will approve agency policies The below policies are for Essential Services… Assessment • How needs for services are assessed • All clients must be assessed within 7 days Prioritize • State how needs will be prioritized: multiple needs for one person and the needs of multiple people Reassessment • All clients must be reassessed every 30 days

  17. Details on Essential Services The following slides on specific eligible essential services costs are for your reference from the HUD webinar, “Emergency Solutions Grants (ESG) Program Components and Activities”. View the full webinar at http://www.hudhre.info/index.cfm?do=viewResource&ResourceID=4540

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