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7.1 American Reinvestment & Rapid Recovery Grant CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 08/17/2009 4:00 P.M. AGEI\IDA SECTIOI\I NO: 7 ORIGINATING DEPARTMENT: APPROVED FOR COMMUNITY DEVELOPMENT AGENDA: SERVICES DEPARTMENT BY: Judy Irvin BY: ITEM NO. Page 1 1 ITEM: Authorize submittal of a 2009 American Reinvestment and Rapid Recovery Act (ARRA) application for homeless prevention and rapid re-housing activities within the corporate limits of the City of Salina. BACKGROUND: The United States Department of Housing and Urban Development (HUD) has allocated $8,360,295 to the State of Kansas for Homeless Prevention and Rapid Re-Housing Program (HPRP). This amount is for "balance of State", non-entitlement cities. HUD expects these resources to be targeted and prioritized to serve households that are most in need of this temporary assistance and are most likely to achieve stable housing, whether subsidized or unsubsidized, outside HPRP after the program concludes. The program is designed to assist "homeless" or "homeless individual or homeless person," defined to include: 1) an individual who lacks a fixed, regular, and adequate nighttime residence; and 2) an individual who has a primary nighttime residence that is a) a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill) b) an institution that provides temporary residence for individuals intended to be institutionalized; or c) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings." The defining question to ask: "Would this individual or family be homeless but for this assistance?" ELIGIBLE APPLICANTS: Only local units of government (cities, counties) and statewide service providers may apply to the Kansas Housing Resources Corporation (KHRC). Local units of government make an "on behalf of' proposal for local organizations such as Ashby House, Central Kansas Mental Health Center, Emergency Aid/Food Bank, DV ACK, Salina Housing Authority and The Salvation Army; and agree to be the fiduciary agent to receive funds from KHRC, reimburse agencies for eligible activities, report frequently on program activity and account for all grant funds. ELIGIBLE PROGRAM ACTIVITIES: Homeless Prevention Short and medium-term (2-18 months) payment assistance for rent, utilities, mediation, housing counseling, credit repair and moving costs. Rapid Re-Housing Short and medium-term (2-18 months) payments for housing search, rent, utilities, security deposit, moving costs, credit repair and housing counseling. Money goes to benefit homeless persons. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DA TE TIME 08/17/2009 4:00 P.M. AGENDA SECTION NO: ITEM NO. Page 2 ORIGINATING DEPARTMENT: APPROVED FOR COMMUNITY DEVELOPMENT AGENDA: SERVICES DEPARTMENT BY: Judy Irvin BY: Date collection and evaluation Reasonable costs for staff collecting and reporting data through a Homeless Management Information System (HMIS). Administrative Costs Up to 5% of the grant total can be used for administrative costs. KHR will shared the allowed administrative costs equally with sub-grantees, meaning 2.5% will go to the applicant. INELIGIBLE ACTIVITIES Financial Assistance Rent or utility payments exceeding 18 months, direct payments to individuals, mortgage payment assistance, assistance to occupy transitional housing (such as Ashby's Bridge House) or property owned or operated by sub-grantees or affiliates (such as units owned or assisted by Salina Housing Authority). Relocation and Stabilization Services General case management not directed related to HPRP activities, homeownership-related activities including legal assistance, new HMIS data systems, or creation of a system comparable to HMIS. Administrative Costs Costs to provide services that the individual agencies will be delivering as a part of this grant and any administrative costs exceeding 2.5% of the total grant award OTHER NOTEWORTHY GENERAL FUNDING CONDITIONS AND PROHIBITIONS · No payments directly to participants, sub-grantee (city) or affiliates, Le.: KHRC or by the HUD Special Needs Assistance Programs (SNAPS); · Sub-grantees must use the HMIS system or a comparable system acceptable to KHRC, · All local programs must comply with ARRA regulations, · Grant awards are for 30 months. · Beginning 6 months into the contract, progress will be measured against benchmarks in the grant contract. Agencies not meeting their stated goals could have a portion or all of their funding withdrawn for redistribution. POTENTIAL BENEFIT TO COMMUNITY This program goes far beyond the Emergency Shelter Grant Program (ESG) which has assisted homeless prevention service providers in Salina for over 15 years. The yearly ESG award is typically well under $50,000 and must be divided among five agencies. ESG is limited to providing short-term assistance to the homeless, precariously-housed or those facing sudden financial hardship. Staff of local social service agencies are reporting increased needs from individuals whose mental health issues make them at risk of homelessness and families who have lost homes due to foreclosure, or whose means has been impacted by job layoff or reduction in hours. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 08/17/2009 4:00 P.M. AGENDA SECTION NO: ITEM NO. Page 3 ORIGINATING DEPARTMENT: APPROVED FOR COMMUNITY DEVELOPMENT AGENDA: SERVICES DEPARTMENT BY: Judy Irvin BY: Successful assistance to families and individuals is designed to provide: · housing for homeless, precariously/inappropriately housed · housing for those for whom public shelters are not an option · case management to break the cycle of assistance/crisis/assistance/crisis · improved life skills throUgh better financial management · overall household stability If Salina's request is funded, there may be reductions in: · demand for homeless and transitional shelter beds, food bank assistance · fair housing disputes over rent collection · domestic violence sparked by financial hardship · crime motivated by or linked to financial hardship · population/worker loss to the community from those leaving town for a new start APPLICATON SUMMARY The proposed application requests $860,000 of HPRP funds for project activities, data collection and administration to provide services to an estimated 650 households, based on current agency demands for assistance. It is estimated the average amount of assistance per household will be approximately $1,300 over the 30-month life of the program. Clients may receive assistance for up to 18 months, but must re-qualify every 3 months if needing help beyond the initial 3 month period. Some may only need one-time rental/utility deposits paid. Others may need monthly rental assistance for the maximum period while completing training, recovering from medical issues or otherwise achieving financial stability. Direct services and cash assistance are to be provided throUgh Ashby House, Central Kansas Mental Health Center (CKMHC), Domestic Violence Association of Central Kansas (DV ACK), Emergency Aid/Food Bank and the Salvation Army. Each serves a slightly different population with services tailored to fit client needs. Central data collection and some grant administrative duties will be provided by staff at Ashby House and reimbursed with HPRP funds. The Salina Housing Authority will inspect rental housing units to determine whether they meet program standards as well as provide fair rental market rate information to comply with HPRP program requirements. Rental unit inspections are reimbursable grant activity. The City of Salina staff will perform grant administrative duties, including monthly agency reimbursement, financial reconciliation and grant activity reporting. Grant administration costs are partially reimbursed by a 2.5% administrative fee paid to the City. LOCAL MATCH There is no local match provision for this program. However, there are significant costs required for agency to render services, provide case management and report activity. There is $18,000 requested for Ashby House to do centralized data management and reporting for all the agencies. While this will minimize time needed at the city level to process payment requests and submit reports, the city is ultimately responsible to KHRC for overall grant administration. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 08/17/2009 4:00 P.M. AGENDA SECTION NO: ORIGINATING DEPARTMENT: APPROVED FOR COMMUNITY DEVELOPMENT AGENDA: SERVICES DEPARTMENT BY: Judy Irvin ITEM NO. Page 4 BY: PROPOSED APPLICATION BUDGET Homeless Prevention, Financial Assistance $311,000 Homeless Prevention, Relocation/Stabilization 20,000 Rapid Re-housing, Financial Assistance 393,000 Rapid Re-housing, Relocation/Stabilization 118,000 Subtotal $842,000 Data Collection and Reporting 18,000 TOTAL $860,000 Administration Fee to City of Salina $ 21,500 TOTAL Proposed 30-month Project Budget $881,500 KANSAS HPRP APPLICANT QUALIFICATIONS Basic eligibility Individuals or households, homeless or those at risk of becoming homeless "but for" this assistance. Individuals or households must be at or below 50% of County Median Income (CMI). Program suitability Client or household has completed at least one case management consultation and the service provider must demonstrate the financial subsidy will enable the participant or household to maintain tenancy. Assistance limits Participant is ineligible for other rental assistance fund or funds must be otherwise unavailable. Assistance may not exceed 18 months in duration and eligibility must be assessed and verified every 3 months. Rental units must meet rent reasonableness standards and verified to be in a condition that meets basic habitability standards. REPORTING REQUIREMENTS Quarterly performance reports are due 5 days after the end of each fiscal quarter in which HPRP funds are expended. Annual performance reports are due 45 days after the end of the federal fiscal year for each fiscal year in which HPRP funds are expended. A financial report will be due with each request for reimbursement, which is expected to be monthly. GRANT ADMINISTRATION Administrative requirements for Federal-source grants are quite significant. Stimulus funds have added urgency of tight deadlines. Each service providing agency is required to maintain current performance and activity data in HMIS or a comparable system. Ashby House will act as a central data collection and reporting point for grant purposes. City staff will have oversight responsibility to monitor data collection, secure required signatures for reports and financial management, including audit, facilitating KHRC field monitoring and satisfactory grant close-out. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 08/17/2009 4:00 P.M. AGENDA SECTION NO: ITEM NO. Page 5 ORIGINATING DEPARTMENT: APPROVED FOR COMMUNITY DEVELOPMENT AGENDA: SERVICES DEPARTMENT BY: Judy Irvin BY: FISCAL NOTE: Virtually no financial risk and only minimal cash management issues have been identified for the city. Funds are paid to service-providers on a reimbursement-only basis, after agencies submit reimbursement requests to the city with required documentation. The city verifies documentation, then submits a reimbursement request to KHRC and issues a check to the requesting agency after funds from KHRC are deposited in the city's account. The grant administration fee of 2.5% will defray the cost of adding hours to an existing part-time staff position to process reimbursement requests, issue checks to each agency and submit timely performance reports. It will also partially defray the added cost of a required "single audit", triggered by receipt of more than $500,000 in Federal funding in a single fiscal year, which will likely occur as a result of several recent grant awards to Salina from stimulus and recovery programs. If the City is able to use grant award funds to the satisfaction of KHRC, an additional amount may be offered to Salina later as unused funds are returned to KHRC from other recipients. CONFORMANCE WITH THE STRATEGIC PLAN: Goal: The city will work to make Salina a city that has connectivity physically and socially. Action Item: Promote public and private partnerships for community projects and service endeavors. RECOMMENDED ACTION: Staff recommends the following actions for the City Commissioners' consideration: 1. Approve submittal of the proposed grant application for 2009-2012 Kansas HPRP funding and authorize the Mayor to sign the application to acknowledge the city will comply with the HPRP grant agreement and federal and state regulations if assistance is approved. 2. Take no action, thereby declining to approve submittal of a grant application for 2009-2012 Kansas HPRP funding. ATTACHMENT: Kansas HPRP Application and budget; ) { ~l ;~: Kansas HPRP '>~ () lJ {,) -- APPLICATION FOR KANSAS HOMELESSNESS PREVENTION AND RAPID RE-HODSING PROGRAM (HPRP) Instructions: Please complete all sections of the KHPRP application. SECTION I: APPLICANT INFORMATION (City, County or Statewide applicant) A. Applicant Information Sub Grantee Authorized Representative City of Salina, Kansas M. Luci Larson Title Mayor Address 300 W. Ash St, #1058 City Federal J.D. Number Salina Kansas State Zip Contact to whom questions about this application should be directed: 48-6017228 Judith Irvin, Coordinator, Neighborhood Services Div. Telephone (785) 309-5760 Fax c?85 ) 309-5761 E-mail Address judy.irvin@salina.org Certification: To the best of my knowledge and belief, the data in this application are true and correct. This document has been duly authorized by the governing body of the applicant. The applicant will comply with HPRP grant agreement and federal and state regulations if assistance is approved. 08-17 -09 Signature Mayor, City of Salina, Kansas Date Title ~ KANSAS HOUSING ~_ R II! sou R C II! S COR P 0 R .. , ION Rev. 7/24/09 'Jf\ Ii L.}' _ L.d U Ij Kansas HPRP 'j;" ~ ) _ \..1..i_.....4 HPRP Program Budget (Completed by Sub Grantee Applicant) HPRP Estimated Budget Request Summary Homelessness Rapid Re-housing Total Amount Prevention Budgeted Financial Assistance $311,000.00 $393,000.00 $704,000.00 Housing Relocation and Stabilization $20,000.00 $118,000.00 $138,000.00 Services Subtotal $842,000.00 (add previous two rows) Data Collection and Reporting $18,000.00 Totals $331,000.00 $511,000.00 $860,000.00 Administration List Projected Expenditure Cost Types * 1 Program Audits $12,000.00 2 Staff Salaries: Grant Admin. Duties $9,500.00 3 4 5 6 7 8 9 10 Total Administration $21,500.00 ..'.------.:;-r------..-..-...------".-.--... -I .~ KANSAS HOUSING ~ RISOURCIS CORPORATION Rev. 7/24/09 ~,': 1.1 () ~)- Kansas HPRP '11" i q / ~ ' ..' i-~ lJ" k...JI SECTION II: PROGRAM INFORMATION Pro2ram Descriptions: The United States Department of Housing and Urban Development (HUD) has allocated $8,360,295 to the State of Kansas for HPRP. HUD expects these resources to be targeted and prioritized to serve households that are most in need of this temporary assistance and are most likely to achieve stable housing, whether subsidized or unsubsidized, outside HPRP after the program concludes. The grant guidance states that it is important to note that HPRP is not a mortgage assistance program. It is designed to assist "homeless" or "homeless individual or homeless person," defined to include "(1) an individual who lacks a fixed, regular, and adequate nighttime residence; and (2) an individual who has a primary nighttime residence that is (A) a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); (B) an institution that provides a temporary residence for individuals intended to be institutionalized; or (C) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. " The defining question to ask: "Would this individual or family be homeless but for this assistance?" For complete HUD HPRP program information and regulations visit www.hudhre.inro and select "Homelessness Prevention and Rapid Re-Housing Program" (HPRP). Interested applicants should become familiar with HPRP and federal regulations. Pr02ram Activities: Homeless Prevention Eligible Activities include both short and medium term payment assistance for rent, utilities, mediation, housing counseling, credit repair and moving costs. Rapid Re-Housing Eligible activities include both short and medium-term payments for housing search, rent, utilities, security deposit, moving costs, credit repair and housing counseling. This money goes to homeless persons. Data collection and evaluation Eligible costs include reasonable costs for staff collecting and reporting data through a Homeless Management Information System. This includes participation fees for providers using HMIS. Administrative costs Up to 5% of the grant total can be used for administrative costs. KHRC will share the allowed administrative costs equally with sub grantees. '~ ,j .~:!i1b KANSAS HOUSING ~ RI!50URCI!S CORPORATION Rev. 7/24/09 zoot)- LOlL Kansas HPRP Fundine: Allocation: Kansas Housing Resources Corporation proposes to allocate the $8,360,295 in HPRP funds as follows. Sub Grants to Homeless Service Providers Homelessness Rapid Re-housing Total Amount Prevention Financial Assistance) $2,000,000 $2,000,000 $4,000,000 Housing Relocation and $1,221,140 $1,221,140 $2,442,280 Stabilization Services Data Collection and $750,000 Evaluation $750,000 Administration 2.5%" $209,007 $209,007 Subtotal $7,401,287 State Administrative Costs HMIS Data Collection Grants4 $750,001 Administration" $209,007 Subtotal $959,008 Total HPRP Amount Bude:eted $8,360,295 IPinancial assistance includes the following activities as detailed in the HPRP Notice: short-term rental assistance, medium-term rental assistance, security deposits, utility deposits, utility payments, and moving cost assistance. 2 Housing Relocation and Stabilization Services include the following activities as detailed in the HPRP Notice: case management as it relates to outreach, housing search and placement, legal services, mediation, and credit repair. 3Up to 5% of the total award can go toward administration. Kansas Housing Resources Corp. will split the eligible administration with 2.5% of eligible funding going to Kansas Housing Resources Corp. and 2.5% going to sub-grantees and homeless service providers. 40ata collection includes costs associated with the use ofHMIS, MAACLink. This stipend will be used by sub grantees to pay for staff costs associated with data collection and evaluation for all HPRP related funding. ~ ... ~ KANSAS HOUSING ~ RISDURces COIllPORATION Rev. 7/24/09 ~:~ t) (J ~.i ,-~ Kansas HPRP ')d ' ') L... t} j ~ Detailed Elie:ible Activities I. Financial Assistance a) Short-term rent assistance (three months or less) b) Medium-term rent assistance (four to 18 months) c) Security deposits d) Utility payment assistance (18 months maximum) e) Utility arrears f) Rent payment assistance arrears (homeless prevention only) g) Moving costs (truck rental, storage rental) h) Motel vouchers 2. Housing Relocation and Stabilization Services i) Housing relocation and stabilization services j) Housing counseling and resource coordination k) Housing follow-up I) Housing search and placement, including housing inspection costs m) Legal services in the form of mediation and landlord/tenant activities 3. Data Collection n) Purchase ofHMIS user licenses (as it relates to HPRP only) 0) Computer hardware and connectivity (as it relates to HPRP only) p) Data collection/entry into HMIS q) HMIS training (as it relates to HPRP only) 4. Administrative Costs (2.5% maximum of total award) r) Accounting for use of grant funds s) HPRP report preparation t) Program audits u) Staff salaries associated with administrative costs listed above Detailed Inelie:ible Activities 1. Financial Assistance a) Rent payment or utility payment assistance exceeding 18 months in duration b) Direct payments to individuals requesting assistance c) Mortgage payment assistance d) Rent payment, utility payment, security deposit assistance for transitional housing e) Rent payment, utility payment, security deposit assistance for properties owned or operated by sub-grantees or their affiliates 2. Housing Relocation and Stabilization Services a) General case management not directly affiliated with HPRP activities b) Legal assistance related to homeownership c) Any other homeownership-related activities :'\ .~ KANSAS HOUSING ~ RI!SOURCI!S CORPORATION Rev, 7/24/09 '} 1)'IC)_ _ \. \.1_ Kansas HPRP 2012 3. Data Collection a) Planning or development of a new HMIS b) Replacement of funding for an existing HMIS c) Creation of a system comparable to HMIS 4. Administrative Costs a) Costs of issuing financial assistance b) Providing housing relocation and stabilization services c) Conducting data collection and evaluation activities d) Housing inspection costs e) Other operating costs t) Administrative costs exceeding 2.5% of total grant award Note: Any other activities not specified under eligible activities should be considered ineligible. General Fundinf! Conditions and Prohibitions: 1. Sub-grantees must not make rental, rent deposit or utility assistance payments directly to participants, themselves, HPRP sub-grantees, or affiliates. Affiliated agencies are defined as organizations that are either funded by Kansas Housing Resources Corp. (KHRC) or by the HUD Special Needs Assistance Programs (SNAPS). 2. Financial assistance for any homeownership related costs are ineligible, including mortgage payment assistance and legal counseling. 3. General case management not directly related to rental assistance is ineligible. 4. Up to 2.5% of any request or award may be used for administration. 5. Sub-grantees must use the Homeless Management Information System (HMIS) or have a system comparable to HMIS that is verified as such by KHRC staff in order to receive funding. 6. 50l(c) 3 non-profit organizations and local units of government are eligible for funding as sub- grantees. 7. State units of government are ineligible for funding as sub-grantees. 8. Tribal units of government are ineligible for funding as sub-grantees. 9. All programs must adhere to "Department of Housing and Urban Development, Notice of Allocations, Application Procedures, and Requirements for Homelessness Prevention and Rapid Re- Housing Program Grantees under the American Recovery and Reinvestment Act of2009." All programs must also adhere to relevant HMIS data standards, released June 16th, 2009. Information available at www.hudhrc.info 10. Grant awards are for thirty (30) months. Beginning six months into the contract, progress will be measured against the benchmarks proposed in the grant contract. Agencies not meeting their stated goals could have a portion or all of their funding withdrawn for expedited redistribution. l, .~~ KANSAS HOUSING ~ AI!SOUtlCIS CORPOIltATlOtol Rev. 7/24/09 09- Kansas HPRP 'l4')'l ? ....... l _...____ Proe:ram Participant Elie:ibilitv: 1. Single individuals or households are eligible. 2. Participants must be homeless or at risk of becoming homeless but for this assistance. 3. Individual or households must be at or below 50% of County Median Income (CM!). http://www,hucluseLOrg/Datasets/IL/IL09/ks,pclf 4. Client or household must have at least an initial consultation with a case manager or housing counselor to assess their needs and program eligibility. 5. Sub Grantee must demonstrate that the financial subsidy will enable participant or household to maintain tenancy. 6. Participant is ineligible for other rental assistance funds or funds must be otherwise unavailable. 7. Assistance may not exceed 18 months in duration and eligibility must be assessed and verified every three months. For clients and households receiving money for rent and utility arrears, the number of months that the client or household was in arrears counts toward the 18 month limit. 8. Units need to meet rent reasonableness standards and rapid re-housing units must also meet basic habitability standards. 9. Basic habitability standards must be verified by an inspection for any person receiving rental payment assistance during rapid re-housing or when the household is assisted with more than three months of HPRP rental payment assistance for prevention. Reportine HPRP sub grantees providing financial assistance and services directly will use the HMIS in the applicable cac to collect data and report on outputs and outcomes. The use of HMIS is mandatory for all sub- grantees. Each Sub-grantee is responsible for ensuring appropriate collection of data and its timely imputation into the HMIS. All HPRP participant information including terms ofhomelessness prevention or re-housing plans must be entered into HMIS before any financial assistance is provided. All requests for HPRP payments must be verified by Sub-grantees. Sub-grantees must submit Quarterly Performance reports. Quarterly Performance Reports are due to KHRC five (5) days after the end of each quarter, and Annual Performance Reports are due forty five 45 days after the end of each federal fiscal year. Report Type Reporting Period Initial Performance Report - Serves as the First Quarterly Performance report. Due October 5, 2009. Quarterly Performance Reports - Due 5 days after the end of each fiscal quarter in which HPRP funds are expended. July 1 - September 30 Annual Performance Report - Due 45 days after the end of the federal fiscal year for each fiscal year in which HPRP funds are expended. Date ofHUD obligation of funds to grantee through September 30, 2009 October 1 - December 31 January 1 - March 31 April 1 - June 30 October 1 - September 30 -, ! ~ KANSAS HOUSING RESOuRCES CORPORATION Rev. 7/24/09 , !.u09- I Kansas HPRP 'I [' .1.. 'J LU .... ,...."-"_.,...._""""''"''''-~-~.....---"-~......''''-"' Sub-erantee Grant Competition All money allocated to a city or county or counties can be requested by one applicant or split among several applicants. Each applicant requesting funding must complete the application. There will be a preference for funding lead agencies representing continuum of care (Coe) entities. For these types of applications there needs to be a lead applicant that will handle the administration on behalf of the applicant's sub-recipients. For applicants who are applying as a statewide provider, there is an expectation of the ability to provide services statewide. These agencies will need to demonstrate the ability and capacity for reporting and providing all HPRP related activities to eligible participants throughout the state. Application Deadline One original and two copies are to be submitted by the appropriate deadlines provided. Applications that are e-mailed,faxed or handwritten will not be considered. All applications must be typed. Applications for City and County applicants are due 5:00pm, August 21 st, 2009. Applications for Statewide provider applicants are due by 5:00pm, August 28th, 2009. All awards and funding amounts in response to applicant requests will be decided by Kansas Housing Resources Corporation; not all applicants will be funded. All applications received will be reviewed based on several criteria, including prior experience, capacity, and evidence of strong CoC coordination, fonnal/infonnal working partnerships, and ability to utilize HPRP with other non-housing resources to achieve long tenn stability for targeted households. Submit Applications to: James Chiselom, Program Manager ESG Kansas Housing Resources Corporation 611 S. Kansas Avenue, Suite 300 Topeka Kansas, 66603-3803 Contact Information All questions or requests for assistance should be directed to: James Chiselom, Program Manager ESG Kansas Housing Resources Corporation (785) 296-7236, Fax: (785) 296-8985 E-mail ichiselom(U!kshollsingcorp.org Proeram Timeline 1. All city and county applications due August 21,2009, statewide applicants by August 28, 2009 2. Sub grantee agreements signed by September 25, 2009 3. Program start date October 1, 2009 4. Program evaluation for expenditure redistribution March 2, 2011 5. Program evaluation for expenditure redistribution March 2, 2012 x .~ KANSAS HOUSING ~ RESOURces CORPORA'ION Rev. 7/24/09 Financial Assistance Ashby House ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits 3,000 3,000 Security Deposits 20,000 20,000 Rent 110,000 110,000 Motel Vouchers 6,000 6,000 Inspection Fees Rent Payment Costs 1,000 1,000 Utility Fees 1,000 1,000 Utility in Arrears 8,000 8,000 Rent in Arrears Moving Expenses 2,000 2,000 Storage Fees 3,000 3,000 Data Collection 9,000 9,000 18,000 HMIS (Maaclink) Total 9,000 163,000 172,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management 52,000 52,000 Financial Counseling 11,000 11 ,000 Credit Repair 8,000 8,000 Housing Search/Locator 12,000 12,000 Legal Services 3,000 3,000 Total 86,000 86,000 9,000 Ashby House 249,000 TOTAL 258,000 Budgetp.1 Financial Assistance Central Kansas Mental Health Center ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits 2,000 2,000 Security Deposits 10,000 10,000 Rent 50,000 50,000 Motel Vouchers 3,000 3,000 Inspection Fees Rent Payment Costs 1,000 1,000 Utility Fees 1,000 1,000 Utility in Arrears 8,000 8,000 Rent in Arrears Moving Expenses 1,000 1,000 Storage Fees 1,000 1,000 Data Collection HMIS (Maaclink) Total 77,000 77,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management Financial Counseling 5,000 5,000 Credit Repair 3,000 3,000 Housing Search/Locator 6,000 6,000 Legal Services 2,000 2,000 Total 16,000 16,000 o CKMHC 93,000 TOTAL 93,000 Budgetp.2 Financial Assistance DVACK ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits 3,000 3,000 Security Deposits 20,000 20,000 Rent 110,000 110,000 Motel Vouchers 6,000 6,000 Inspection Fees Rent Payment Costs 1,000 1,000 Utility Fees 1,000 1,000 Utility in Arrears 8,000 8,000 Rent in Arrears Moving Expenses 2,000 2,000 Storage Fees 3,000 3,000 Data Collection HMIS (Maaclink) Total 154,000 154,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management Financial Counseling 8,000 8,000 Credit Repair 6,000 6,000 Housing Search/Locator 8,000 8,000 Legal Services 3,000 3,000 Total 25,000 25,000 o 179,000 TOTAL 179,000 DVACK Budget p. 3 Financial Assistance Salina Emergency Aid/Food Bank ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits 3,000 3,000 Security Deposits Rent 100,000 100,000 Motel Vouchers Inspection Fees Rent Payment Costs 1,000 1,000 Utility Fees 1,000 1,000 Utility in Arrears 15,000 15,000 Rent in Arrears 30,000 30,000 Moving Expenses Storage Fees Data Collection HMIS (Maaclink) Total 150,000 150,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management Financial Counseling 8,000 8,000 Credit Repair Housing Search/Locator Legal Services 2,000 2,000 Total 10,000 10,000 160,000 o 160,000 Salina Emergency Aid IF ood Bank TOTAL Budget p. 4 Financial Assistance Salina Housing Authority ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits Security Deposits Rent Motel Vouchers Inspection Fees 2,000 8,000 10,000 Rent Payment Costs Utility Fees Utility in Arrears Rent in Arrears Moving Expenses Storage Fees Data Collection HMIS (Maaclink) Total 2,000 8,000 10,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management Financial Counseling Credit Repair Housing Search/Locator Legal Services Total 2,000 Salina Housing Authority 8,000 TOTAL 10,000 Budget p. 5 Financial Assistance Salvation Army ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Utility Deposits 3,000 3,000 Security Deposits Rent 90,000 100,000 Motel Vouchers 10,000 Inspection Fees Rent Payment Costs 1,000 1,000 Utility Fees 1,000 1,000 Utility in Arrears 15,000 15,000 Rent in Arrears 30,000 30,000 Moving Expenses Storage Fees Data Collection HMIS (Maaclink) Total 150,000 150,000 Housing Relocation & Stabilization ITEMIZED Homeless Rapid Re- Total Cost Prevention Cost housing Cost COST Case Management Financial Counseling 8,000 8,000 Credit Repair Housing Search/Locator Legal Services 2,000 2,000 Total 10,000 10,000 160,000 o 160,000 Salvation Army TOTAL Budget p. 6 Kansas HPRP SECTION III: HPRP Application 2. Experience and Capacity a) Experience operating homeless prevention/ and/or rapid re-housing programs b) Populations served ASHBY HOUSE Founded in 1992, Ashby House Ltd. has been able to aid hundreds of chronically homeless persons and persons with substance abuse issues begin recovery, locate housing, find gainful employment, and become educated in basic life skills that improved their self-sufficiency. As the only homeless shelter serving the needs of families and single women in Salina, Kansas, Ashby House serves an average of 490 men, women, and children annually. Realizing the lack of permanent housing resources available to homeless clients with disabilities and chronic problems with alcohol and/or drugs, Ashby House's Shelter Plus Care program was created in 1996. The program, which has resulted in rapid re-entry housing and self-sufficiency for many who would not normally qualify for housing assistance, exists as an ongoing collaboration between the Salina Housing Authority, Ashby House, CKMHC, and a number of other Salina nonprofits, government agencies, and churches. As part of its role, Ashby House both identifies clients who staff feel would benefits from Shelter Plus Care and assists clients with the application and relocation process. This involves intensive one-on-one case management with clients to determine eligibility and define client goals, as well as daily life skills trainings related to budgeting, keeping appointments, home maintenance, and similar skills needed to achieve self-sufficiency. Innovative in its approach, any dollar allocated for subsidized rent under the Shelter Plus Care program is also matched with a dollar of service (i.e., health care, mental health treatment, substance abuse services, childcare, counseling, education and/or job training, outpatient medical care, etc). CENTRAL KANSAS MENTAL HEALTH CENTER (CKMHC) Beginning in 1992, CKMHC became the first center in the state of Kansas to manage what was then known as Alternate Care Funds. These funds, which encompassed general fund dollars from the state of Kansas' Social and Rehabilitation Services (SRS) budget, were allocated for the housing and supervision of individuals with severe and persistent mental illness (SPMI). At that time, CKMHC's role was to screen individuals for group housing and manage the expenditure of the funds provided by SRS. As the program evolved, ClUVIHC became a pioneer in the usage of these funds through pilot projects directed toward short-term (1 to 18 months) rent assistance. The objective of which was to move these individuals from a group home environment to independent living. Secondary objectives included assisting individuals in sub-standard housing prepare themselves for a standard of housing that would meet Housing Quality Standards (HQS) and result in eligibility for most housing voucher programs, including Section VIII. As a result, CKMHC was not only the first center in the state to collaborate with SRS in the creation of a housing assistance program targeted at low-income individuals with SPMI, but its innovative model, now known as Supported Housing Funds for rent assistance, is currently used by community mental health centers across Kansas. In the past fiscal year alone, CKMHC utilized these funds to assist 45 ',. { 4 I ~ , ,'j Kansas HPRP I, individual cases with an average of $391.48, which was put towards deposits, first month rents, or rent payments that preserved clients' independent living status and/or prevented homelessness. In addition to its Supported Housing Funds for rent assistance program, CKMHC has also been a Projects to Assist in Transition from Homelessness (PATH) provider since 2005. The PATH program, which involves aggressive outreach to shelters and other places homeless individuals habituate, is designed to identify persons who are homeless with SPMI and assist them with applications for mainstream cash, medical, disability, and housing benefits, as well as mental health service intakes. Case management is ongoing until participants have successfully stabilized their housing situation, and the program is funded through a mix of federal and state dollars and matching funds provided by CKMHC. In the past four years since PATH was initiated, CKMHC has served an excess of 200 persons in the Salina community and compiled a wealth of data related to participant demographics, progress, and financial monthly reports related to the grant. DOMESTIC VIOLENCE ASSOCIATION OF CENTRAL KANSAS rDVACK) Incorporated in 1980, the Domestic Violence Association of Central Kansas (DV ACK) provides specialized services to victims of domestic violence and sexual assault in a ten county radius. We cover a ten-county area in North Central Kansas providing our specialized services to a population of 123,000. One of the ways that DV ACK serves this population is through our emergency shelter. The clients who are in shelter go through a program that is called our "2 I-day program" and they complete this during their stay. This program includes components of education on domestic violence and sexual assault. It also includes information on other local agencies in the area that may be able to assist them in their current situation. Our main goal here at DV ACK is to assist women and children in developing a safe and healthier home/lifestyle while they are receiving our services. SALINA EMERGENCY AID/FOOD BANK (EA/FB) The Salina Emergency Aid/Food Bank has amassed 25 years of experience in homeless prevention. Services provided by the organization include landlord-tenant mediation and assistance with rent and utilities, and is funded through private donations, grants, the Federal Emergency Management Agency (FEMA), and ESG. Any assistance provided by the agency is given directly to landlords and utility companies with the guaranteed assurance that the individual or family in need will be allowed to stay in their place of residence for an additional 30 days, during which time, clients are able to regain their footing. SALVATION ARMY(SA) The Salvation Army has served Saline County Kansas, since 1897. This is 112 years of helping the homeless and destitute in Central Kansas. Our services include: crisis counseling, food orders, soup kitchen meals, clothing vouchers, rental assistance, utility assistance, prescriptions, and Christmas assistance. We offer vital programs in our community for families on the verge of homelessness--needing food, clothing, and shelter to survive. I, ; , :. .I ' ; ~ j i ;'; j',: '.' Kansas HPRP d) Coordination of services with other mainstream resources This collaborative effort actually involves many of the over 50 mainstream resources available in Salina. One of the Salina community strengths is a long and strong history of collaboration among service providers to link clients with appropriate assistance. All of the agencies listed in this application provide homeless services and work well together towards the common goal of reducing homelessness in the Salina area. Other resources include local churches, SRS and diverse specialty programs for early childhood, disability and aging issues. e) Affiliation and coordination with your CoC Salina has fifteen housing vouchers within the Shelter Plus Care Program. Our local providers are active with the CoC and participate through referral and advocacy, eligibility and qualification, case management, quarterly CoC meetings and statewide CoC activities. 1) The use of the Homeless Management Information System (HMIS) Ashbv House. the Emergencv Aid / Food Bank. and the Salvation Armv: use HMIS for record keeping and statistical documentation. Central Kansas Mental Health Center and the Domestic Violence Association of Central Kansas do not use HMIS due to confidentiality issues (see following paragraphs). For the purpose ofthe KHPRP, the EAlFB will be the primary data entry agency with Ashby House as a backup. CKMHC and DV ACK will provide their statistical information to the City of Salina by methods which protect their clients' confidentiality yet document their grant activity. Central Kansas Mental Health Center: does not currently track data through the use of HMIS. The only program with which CKMHC participates that has an HMIS requirement is Shelter + Care. The Salina Housing Authority, as the grantee agency bears the burden of HMIS reporting for that program. CKMHC has worked with several client based housing initiatives over the years that do require reporting and record keeping. As a State of Kansas PATH provider, CKMHC is required to track client demographic, service and outcome data. This is done with the use of charts which were developed by CKMHC that allow us to count and keep track of that data. We do not, however, track such things is income at program entry and exit, or other community services the consumer may be receiving. As a participating PATH program provider, it is possible that CKMHC will begin to enter data for that program through HMIS within the next two years. State of Kansas Supported Housing Funds are utilized to assist consumers by making payments on behalf of eligible consumers directly to providers, mostly landlords. A system has been developed that tracks this usage from application approval, to transfer of funds from the Kansas Statewide Homeless Coalition to the CKMHC bank, to voucher for provider payment, to check number that accompanies the provider payment. This has proven to be very effective in justifying and supporting the usage of the funds. Domestic Violence Association of Central Kansas: has a database referred to as "Alice" where we can accurately log all statistics related to our clients. All crisis and client-related telephone calls are logged on the computer phone log system. Numbers of and genders of those attending support group meetings are also kept in our Alice database. These " i : ") ~"' ~ ' Kansas HPRP ~~ d ti tj - instruments give the agency a record of services provided and an opportunity to address areas of need and quality of services. 3. Program Structure a) Ensure habitability standards for persons receiving rapid re-housing rental assistance or more than three months of eviction prevention assistance. The Salina Housing Authority will perform HQS/Section 8 inspections on a fee for service basis of all units where clients are placed through the Rapid Re-housing program. b) Ensure that the rental assistance meets HUD's rent reasonableness standards. The Salina Housing Authority will provide HUD rent reasonableness information to all servIce providers. c) Provide outreach and information on HPRP resources available in the community Each of the participating agencies will provide outreach to their unique population through case management and general information in the form of brochures, web sites, and staff explanation. Information will also be available on community information kiosks and the United Way 2-1-1 program. CKMHC has a PATH case manager who does homeless outreach in the community, which will help get the message to people living on the street. d) Assess need of program participants for assistance Currently, each of the participating agencies conducts a needs assessment for each person requesting help for homeless prevention and housing. As each of these assessments is conducted there is an action plan set in place to assure a successful outcome. All of the agencies look at services that will help end the homeless episode or prevent an initial episode from occurring. For the grant, the needs assessment will be refined to specifically address the parameters of the financial assistance. 4. Prevention programs in Salina requesting HPRP funding Ashby House (Ashby), a homeless shelter; Salina Emergency Aid/Food Bank (EA/FB), a community pantry and emergency assistance agency; The Salvation Army (SA), a community social service agency. a) Plans/operation of a centralized intake process The intake process will be overseen by the Salina Emergency Aid/Food Bank. Collaborating agencies will submit monthly reports detailing (1) number of persons served and their corresponding demographic information (race, ethnicity, gender, age, disability status, substance abuse history, etc.), (2) resources provided to persons served and associated costs, and (3) reported outcomes. All data submitted will be compiled using MAAClink (approved, HUD's HDIS consumer guide). .'l.l i '\ -) \, I _ Kansas HPRP 2lJOt)- b) Services and activities planned for the program by service/activity provider FINANCIAL ASSISTANCE Homeless Prevention Utility deposits EA/FB, SA Security deposits Rent EA/FB, SA Motel Vouchers Inspection fees Rent Payment Costs (admin) EA/FB, SA Utility fees (deposits) EA/FB, SA Utility in arrears EA/FB, SA Rent in arrears EA/FB, SA Moving expenses Storage fees Data Collection Ashby HOUSING RELOCATION & STABILIZATION Case management Financial Counseling EA/FB, SA Credit Repair Housing Search/locator Legal Services EA/FB, SA c) How Prevention funding will be coordinated with other potential prevention funding in addition to other mainstream and community resources. The agencies use HMIS to track assistance provided by other funding sources. All payments will be made directly to third parties (i.e., landlords, utility companies, etc.) to ensure that allotted funds are directed towards their intended purpose. d) Targeted populations for assistance and reasons for targeting. Preference will be given to eligible candidates with mental health issues, substance abuse problems, or physical disabilities and other chronic health issues (including HIV / AIDS) who do not qualify under another housing subsidy program. Preference will also be given to individuals who qualify as young heads of households (under age 25 with children or pregnant) who are also ineligible under another housing subsidy program. 5. Rapid Re-housing Programs a) Program participants: who and how selected for participation Rapid re-housing assistance will be made available to individuals and families who are homeless as defined by section 103 ofthe McKinney-Vento Homeless Assistance Act (42 V.S.C. 11302) and who meet one of the following criteria: Sleeping in an emergency shelter; Sleeping in a place not meant for human habitation, such as cars, parks, abandoned buildings, streets/sidewalks; 2 ()()lJ- Kansas HPRP 2. }! 2 Staying in a hospital or other institution for up to 180 days but was sleeping in an emergency shelter or other place not meant for human habitation (cars, parks, streets, etc.) immediately prior to entry into the hospital or institution; Graduating from, or timing out of a transitional housing program; and Victims of domestic violence. b) Rapid re-housing program structure, including activities and services planned for participants These services and activities will be provided in addition to other resources provided by the Ashby House Central Kansas Mental Health Center and DV ACK related to substance abuse counseling and group sessions, life skills and job trainings, and domestic violence and sexual assault counseling. FINANCIAL ASSISTANCE Utilit deposits Securit de osits Rent Motel Vouchers Inspection fees Rent Pa ment Costs Utilit fees (deposits Utilit in arrears Rent in arrears Movin ex enses Stora e fees Data Collection Ashb ,CKMHC, DVACK Ashb ,CKMHC, DVACK Ashb HOUSING RELOCATION & STABILIZATION Case mana ement Ashb , CKMHC, DVACK financial Counselin Ashby, CKMHC, DV ACK Credit Repair Ashb , CKMHC, DVACK Housin Search/locator Ashb , CKMHC, DV ACK Legal Services Ashb ,CKMHC, DVACK 7. Financial Information and Budget 1. Do the accounting records for the organization (agency) identify the source and use of all funds including information on? Ashby House: Grant income and expenses are tracked through their Quick Books Accounting System by their bookkeeper and treasurer. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes CKMHC: A staff CP A manages and monitors grant income and expenses. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes DVACK: Grant income and expenses are tracked through their Quick Books accounting system. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes EAlFE: Grant income and expenses are tracked through their Quick Books accounting system. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes '.l ' ;, _ uU\)_. Kansas HPRP li!! ") __ ,-' J __ Salvation Army: Centralized accounting through the SA divisional office manages and monitors grant income and expenses. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes City of Salina: Centralized accounting/finance system administered through the Finance Department, subject to prudent segregation of duties. a. Yes b. Yes c. Yes d. Yes e. Yes f. Yes 2. Are the accounting records of the agency supported by adequate source documentation to provide a complete audit trail documenting a requested and approved purchase? Yes, as follows: Ashby House: Ashby House is independently audited annually and also has an annual peer review through the Salina Area United Way and AAPS (State of Kansas). CKMHC: CKMHC has a staff CPA, is independently audited annually, and audited by the State of Kansas. DV ACK: DV ACK is independently audited annually and also has an annual peer review through the Salina Area United Way and the State Attorney General's Office. EA/FB: The ENFB has an external audit conducted annually Salvation Army: The SA has an internal and external audit conducted annually and a peer review through the Salina Area United Way. The City of Salina: Finance system creates complete transaction trail, annual external audit conducted. 3. Does the agency have a system in place for maintaining its financial records for four years or until any litigation, claim, audit, or other action involving the records has been resolved, whichever comes later? Ashby House: Financial Records are maintained for ten years. CKMHC: Financial Records are maintained for at least four years. D VA CK: Financial Records are maintained for seven years (State of Kansas requires five years). EA/FB: Financial Records are maintained indefinitely (35 years so far). Salvation Army: Financial Records are maintained for more than four years on site and then sent to the divisional office in Kansas City. City of Salina: there is a records retention policy providing for retention of paper records, including grant documentation. Financial system records and program digital files are preserved long-term, essentially in perpetuity. 4. Does the agency have a current financial policy and procedure manual that covers basic accounting procedures such as those for recording financial transactions, or maintaining accounting records, and for the approving grant-funded expenditures? Ashby House: Policies and procedures are set by the board of directors and documented in the agency manual. CKMHC: Staff CP A follows national guidelines for accounting standards. DVACK: Manual approved by Board of Directors and monitored by the Attorney General's office. EA/FB: Policies and procedures are set by the board of directors and documented in the agency manual. t I j l-~. I j ::' 'c,'; \"