Emergency Shelter Grant Program Policies and Procedures

Emergency Shelter Grant Program Policies and Procedures Yellowstone Country Assistance Network 661 Wyoming Avenue, Suite 1 Powell, Wyoming 82435 Phon...
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Emergency Shelter Grant Program Policies and Procedures Yellowstone Country Assistance Network

661 Wyoming Avenue, Suite 1 Powell, Wyoming 82435 Phone: (307) 754-2073 Fax: (307) 754-2249 Website: www.ycanwyoming.com E-mail: [email protected]

YELLOWSTONE COUNTRY ASSISTANCE NETWORK’S EMERGENCY SHELTER GRANT FUNDS PROGRAM POLICIES The Emergency Shelter Grants (ESG) program provides homeless persons with basic shelter and essential supportive services. The Yellowstone Country Assistance Network’s ESG funds also provide short-term homeless prevention assistance to persons at imminent risk of losing their own housing due to eviction, foreclosure, or utility shut-offs. As the administrator of the Park County ESG grant, the Yellowstone Country Assistance Network must match ESG grant funds dollar for dollar with locally generated amounts. These local amounts can come from the grantee or recipient agency or organization; other federal, state and local grants; and from "inkind" contributions. The Yellowstone Country Assistance Network’s Board of Directors donates building (office) space, supplies and equipment, administrative services, and volunteer time. We accept donations of household items which go to program beneficiaries. The Park County average ESG grant award from the State of Wyoming is $6,400.00 to run this program annually.

YELLOWSTONE COUNTRY ASSISTANCE NETWORK’S PROGRAM ELIGIBILITY FOR ESG HOMELESS PERSONS GRANTS The target population will be homeless persons as defined below. The term “homeless” or “homeless individual” refers to: 1. An individual who lacks a fixed, regular, and adequate nighttime residence or 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.

Policy Adopted by Board of Directors on: February 15, 2012

SERVICE 1: HOMELESS ASSISTANCE Financial assistance obtaining permanent housing; 

Financial Assistance for security deposits and/or first month’s rent to permit a homeless family to move into their own apartment or house.  Requirements:  A copy of a lease agreement or referral from landlord which states the amount of rent and security deposit due. Our office will help in the search for affordable housing.  This assistance must not supplant funding for pre-existing homeless prevention activities from any other sources.  All deposits must be returned to Yellowstone Country Assistance Network by the landlord, deposits shall not be returned to the beneficiary.



Financial Assistance for utility deposits to permit a homeless family to move into their own apartment or house.  Requirements:  A receipt or letter from the utility company stating the required deposit amount.  All deposits must be returned to Yellowstone Country Assistance Network by the utility company, deposits shall not be returned to the beneficiary.

Financial assistance obtaining temporary housing; 

Financial Assistance for temporary shelter for homeless individuals. Motel Voucher Assistance: This service is provided on a case-by-case basis depending upon the individual client situation. Services can include transportation assistance to a shelter.  If emergency is of medical nature, client must provide letter from a doctor, hospital, etc.  In most cases, arrangements for permanent housing must be made after 10 days of provided motel 

assistance. Other Services Available to Homeless Persons:  Provision of essential supportive services to homeless people. Categorically, these services relate to health, employment, substance abuse, and education, and may include (but are not limited to).      

Assistance in obtaining permanent housing; Medical and psychological counseling and supervision; Employment counseling; Nutritional counseling; Substance abuse treatment and counseling; Assistance in obtaining other public and private assistance, including mental health benefits, employment counseling, medical assistance, Veterans’ benefits, income support assistance such as Supplemental Social Security Income benefits, Temporary Assistance to Needy Families, general assistance, and food stamps;  Other services such as child care, transportation, job placement and job training; and  Staff salaries to provide the above services **Not all services listed above are directly provided by YCAN, our office utilizes community resource to avoid the duplication of services. ** Not more than 30% of Yellowstone Country Assistance Network’s ESG funds will be used for essential supportive services category.

Policy Adopted by Board of Directors on: February 15, 2012

SERVICE 2: HOMELESS PREVENTION ASSISTANCE  Financial Assistance with rent or mortgage payment for households who have received an eviction or foreclosure notice. o

Requirements:  Copy of eviction notice or foreclosure notice;  Income should not be less than monthly rent or mortgage payment;  The inability of the household to make the required payments must result from a sudden reduction in income.  There must be a reasonable prospect that the household will be able to resume payments within a reasonable period of time.

 Financial Assistance with utilities for households who have received a disconnect notice. o

Requirements:    

Copy of disconnect notice. Helps cover the costs of electric, natural gas, propane, wood, diesel heating oil, coal and pellets used for heating a home/apartment. The inability of the household to make the required payments must result from a sudden reduction in income. There must be a reasonable prospect that the household will be able to resume payments within a reasonable period of time.

The Emergency Shelter Grant runs from January to December of each calendar year. The primary purpose of these funds is to serve the homeless population; the Yellowstone Country Assistance Network will hold these funds for homeless individuals until November of each year. If the funds have not been spent on Homeless Services by this date, the funding will open to Homeless Prevention Services. Priority will be given to families with children, individuals with disabilities, and the elderly. All funds are distributed on a first come first serve basis. Applications will be taken until December 23 rd of each year or until the funds are exhausted, whichever comes first. Limited homeless prevention funds WILL NOT be spent to assist persons who are able to house themselves, even if their living situation involves overcrowding or substandard conditions. Likewise, assistance such as first month’s rent or security deposits will be provided to individuals or families only if their income or assets are such that they are unable to make these payments themselves. In all cases, local programs will first explore the use of other federal, state or local resources before committing their limited ESG homeless prevention funds. To ensure that the homeless prevention funds have the maximum impact, it is important that Yellowstone Country spend these funds wisely by targeting homeless prevention activities to those individuals and families who are at imminent risk of becoming homeless because they do not have adequate resources or the support network needed to avoid emergency shelters. IT MUST BE RECOGNIZED THAT NOT ALL PEOPLE FACING EVICTION OR WHO ARE BEHIND IN PAYING UTILITY BILLS ARE IN DANGER OF BECOMING HOMELESS

HOURS OF OPERATION: This grant does pay for administration costs; all staff time for the Emergency Financial Assistance Grant is volunteered. This program is run by referrals and by appointment only. Please call (307) 754-2073 or you can call our emergency number at (307) 254-2604. If a client’s application qualifies for funding, checks will be written and sent to the Landlord/Mortgage Company, Utility Company, etc... All checks distributed by Yellowstone Country Assistance Network require a signature from a Board Member; this time is also volunteered by our Board Members. Please allow 3-5 business days for checks to be signed and mailed. We will not reimburse applicants for bills that have already been paid. Clients who do not qualify for ESG funding will receive written notification of denial within 10 business days. All clients who are denied ESG funding will receive a written copy of Yellowstone Country Assistance Network’s appeal policy for the ESG grant.

Policy Adopted by Board of Directors on: February 15, 2012

YELLOWSTONE COUNTRY ASSISTANCE NETWORK’S

ESG APPEAL POLICY The Yellowstone Country Assistance Network strives to assist as many Emergency Shelter Grant applicants as possible; however there are situations in which we must deny an application for assistance Denials for services can result from clients not qualifying for services under the program eligibly guidelines. Applicants may also be denied for assistance if all of the Emergency Shelter Grant funds have been exhausted. If the applicant for program services, or a program client, believes the application denial to be unfair or unreasonable, and having a major adverse impact upon the applicant, the decision may be appealed by the applicant to the Board of Directors. Within ten (10) days of Yellowstone Country Assistance Network’s decision, if this is believed by the applicant to be unfair or unreasonable, the applicant believing himself or herself to be aggrieved must submit a letter to The Yellowstone Country Assistance Network’s Board Chairman, setting forth: 1.

the decision of action that is in issue;

2.

the date on which the applicant or client received notice of the decision of action by the Yellowstone Country Assistance Network;

3.

the rationale for considering the decision or action to be substantiative and unfair or unreasonable to the applicant; and

4.

the request for the Board Chairman to review the application.

Within ten (10) working days of the receipt of the request for an appeal, the Board Chairman shall determine whether the complaint sets forth the facts that constitute a substantiative action by the Board of Directors which has a major adverse impact on the applicant/client. If the determination is that the complaint does not meet the preceding criteria, then the Board Chairman shall notify the appellant applicant in writing within ten (10) working days of the appeal request. If the determination is that the complaint does meet the appeal criteria, then the Board Chairman will notify the Board of Directors, and schedule a review at the next scheduled board meeting, and so notify the appellant applicant. If, after this process is completed and the applicant still believes that they want to pursue the appeal, the applicant/client may utilize the State appeal process.

Policy Adopted by Board of Directors on: February 15, 2012

STATE OF WYOMING APPEAL PROCESS EXHIBIT B-1 Client or Applicant Appeal Process (Page 1 of 2) Any substantive decision of action by a State recipient or non-profit recipient (local government or private non-profit organization) which an applicant for program services, or a program client, believes to be unfair or unreasonable, and having a major adverse impact upon the applicant/client, may be appealed by the applicant/client to the State. It is expected that the applicant/client first utilize the local program=s appeal process. If, after that process is completed and the applicant/client still believes that they want to pursue the appeal, the applicant/client may utilize the following State appeal process. Such process is as follows: (1)

(2)

Within fifteen (15) days of the local programs decision, which is believed by the applicant/client to be unfair or unreasonable, the applicant/client believing himself or herself to be aggrieved must submit a letter to CSP, Department of Health, setting forth: (a)

the decision of action that is in issue;

(b)

the date on which the applicant or client received notice of the decision of action by the local program (recipient);

(c)

the rationale for considering the decision or action to be substantiative and unfair or unreasonable to the applicant/client; and

(d)

the request for such a State hearing, including the applicant/clients desired outcome of such a hearing.

Within ten (10) working days of the receipt of the request for a hearing, the CSP Manager shall determine whether the complaint sets forth the facts that constitute a substantiative action by the Division which has a major adverse impact on the applicant/client. (a)

If the determination is that the complaint does not meet the preceding criteria, then the CSP Manager shall notify the appellant (applicant/client) within ten (10) working days of the request for hearing.

(b)

If the determination is that the complaint does meet the appeal or hearing criteria, then the CSP Manager will identify the hearing officer, schedule the hearing date no later than thirty (30) days hence, and so notify the appellant (applicant/client).

Policy Adopted by Board of Directors on: February 15, 2012

Client or Applicant Appeal Process Page 2 of 2 (3)

Prior to the scheduled hearing, the CSP Manager will contact the appellant (applicant/client); (a)

to obtain additional information pertinent to the issue;

(b)

to clarify any misunderstanding;

(c)

to explore possible alternatives which would eliminate the necessity for a hearing; and

(d)

to obtain a written withdrawal of the request for a hearing if the issues have been resolved.

(4)

The hearing will be conducted by the CSP Manager. The appellant (applicant/client) will have the right to be represented by council at the hearing, but must notify the CSP Manager at least ten (10) working days prior to the hearing that council will be present.

(5)

The hearing officer will review all information and evidence presented at the hearing, as well as information gathered from the program (recipient), and will recommend a decision to the CSP Manager, who will issue a written decision of the appeal within thirty (30) days of the hearing.

(6)

The decision resulting from the State hearing will be a final appellant (applicant/client) action.

The hearing will be held in Cheyenne, or at a location more convenient to the appellant (applicant/client), when financial and time constraints all, at the discretion of the CSP Manager.

Policy Adopted by Board of Directors on: February 15, 2012

Client Referral Form: EMERGENCY SHELTER GRANT Please Fax or Mail to: (307) 754-2249 YCAN/ESG Referral 661 Wyoming Avenue, Suite 1 Powell, WY 82435 The Emergency Shelter Grant Program provides homeless persons with basic shelter and essential supportive services. The Yellowstone Country Assistance Network’s ESG Funds also provides short-term homeless prevention assistance to persons at imminent risk of losing their own housing due to eviction, foreclosure, or utility shutoffs. Homeless Services runs from Jan 1st –Dec 31st each year. Homeless Prevention runs from Jan 1 to Dec. 15th each year. This program is funded less than $7,000.00 each year, and is operated on a first come first serve basis. Homeless Services Needed           

Homeless Prevention Services Needed

Financial assistance obtaining permanent housing Health and Medical Assistance Employment Assistance; job placement and job training Nutrition Assistance Childcare Assistance Transportation Assistance Education Assistance Substance Abuse Assistance Assistance obtaining other public and private assistance Temporary Transitional Housing Meals/Commodities Assistance

 Rent/Mortgage Assistance  Utility Assistance  First Month’s Rent Assistance  Security Deposit Assistance  Landlord/Tenant Mediation

Client Name: _______________________________________________________________________________________ Address: ___________________________________________________________________________________________ Phone Number: _____________________________________________________________________________________ Social Security Number: _________________ Birthdate: __________________________________ Age: _____________ Referred By: ___________________________ Contact Number: ____________________ Date: __________________ First Month Rent or Security Deposit Please Complete: Landlord/Real Estate Company: _______________________________________________________________________ Address to send payment: ____________________________________________________________________________ Amount of First Month Rent: $__________ Amount of Deposit: $___________ Utilities included in the rent? Yes No Address of Rental Property: ___________________________________________________________________________ Utilities Assistance Please Complete Utility Company: ________________________________________________________________________________ Address to send payment: _________________________________________________________________________ Amount Owed: $__________ Amount of Deposit: $___________ Is client being disconnected? Yes No

Date disconnect is scheduled for ________________

**Please attach a copy of disconnect notice Yellowstone Country Assistance Network 661 Wyoming Avenue, Suite 1 Powell, Wyoming 82435 Phone: (307) 754-2073 Fax: (307) 754-2249 Cell Phone: (307) 254-2604 Website: www.ycanwyoming.com E-mail: [email protected] This grant does pay for administration costs; all staff time for the Emergency Financial Assistance Grant is volunteered. This program is run by referrals and by appointment only.

Policy Adopted by Board of Directors on: February 15, 2012