Emergency Solutions Grant- Written Standards

Emergency Solutions Grant- Written Standards Volusia County, in consultation with the Continuum of Care and other service providers, has determined th...
Author: Aubrey Shaw
7 downloads 2 Views 66KB Size
Emergency Solutions Grant- Written Standards Volusia County, in consultation with the Continuum of Care and other service providers, has determined that the ESG funds for FY 2012/13 will be used to provide temporary financial assistance and services to households that are at imminent risk of becoming homeless so that they may be quickly stabilized in their housing. The written standards for provision of this homelessness prevention assistance are provided in detail below: 1. Standard procedures for evaluating individuals’ and families’ eligibility for Homelessness Prevention assistance The minimum requirements for program participant eligibility under the Emergency Solutions Grant Homelessness Prevention program are as follows. A.

B.

C.

Individuals and families must be Volusia County residents and be at risk of becoming homeless, and shall meet both of the 2 following requirements: 1)

The total household income must below 30% of the area median income (AMI) according to the AMI set by HUD each year.

2)

The household must be lacking sufficient resources or support networks immediately available to prevent them from moving into an emergency shelter or a primary nighttime residence that is not designed for or ordinarily used as a regular sleeping accommodation for human beings.

Household which meet the two above requirements must also have experienced at least one of the following Homelessness Risk factors: 1)

Moved 2 or more times due to economic reasons in 60 days prior to application for assistance

2)

Living in home of another due to economic hardship

3)

Will be losing housing within 21 days after date of application for assistance

4)

Live in a hotel/motel not paid for by a charitable organization or other federal, state or local government program

5)

Lives in a severely overcrowded unit as defined by the U.S. Census Bureau

6)

Is exiting a publicly funded institution or system of care

7)

Lives in housing associated with instability and increased risk of homelessness

While the Homelessness Prevention program is designed to serve households that are currently sheltered and in imminent risk of losing their nighttime residence, the following persons that meet the definition of

1

“homeless” under 24 CFR 576.2 Paragraphs 2, 3, and 4 are also eligible for participation in the ESG funded program, including:

D.

1)

A household that will imminently lost their nighttime residence, within 14 days of the application for assistance

2)

Unaccompanied youth under 25 years of age

3)

An individual or family who is fleeing domestic violence or other life threatening condition that relates to violence against the individual or family member

The agency that implements the ESG Homelessness Prevention program will be required to adhere to written procedures on evaluation of eligibility for the program, which at a minimum establishes: 1)

A referral system to include the following: a. Volusia County Human Services b. Continuum of Care Agencies c. Homeless Service Providers d. The Volusia County School Systems e. Institutions which may discharge homelessness

individuals

into

2)

An intake application which requires information to establish the household meets minimum eligibility requirements

3)

Initial consultation with a caseworker

4)

A written process of evaluation and recertification of program participants need for assistance on a quarterly basis

2. Procedures for coordination among emergency shelter providers, essential service providers, homeless prevention and rapid re-housing assistance providers, other homeless assistance providers, and mainstream service and housing providers The ESG Homelessness Prevention program will require enhanced coordination between homeless service providers. Volusia County does not currently use a centralized or coordinated assessment system, so until a centralized system is established developed, services for program participants will be coordinated within the Continuum of Care provider network and any other providers of essential services. This enhanced coordination will include a written referral and tracking system to be maintained by the subrecipient implementing the ESG- Homelessness Prevention program. The RSQ process used to identify the provider(s) for the program will include procedures for coordination which include at the minimum: A)

A referral and intake system

B)

Subrecipient(s) will actively participate in Continuum of Care as a voting member that attends a minimum of 3 meetings per year

2

C)

Subrecipient(s) will meet to provide status of program participation And funding availability

D)

Subrecipient(s) will be responsible to monitor subcontractors and verify service delivery

3. Procedures for determining and prioritizing which eligible families and individuals will receive homelessness prevention It is anticipated that the selected agency will receive more applications and inquiries from individuals and families at risk of homelessness than can be served with the ESG funds. Therefore, the County in consultation with the Homeless CoC, and other organizations, has developed procedures to determine and prioritize which of the eligible families and individuals will receive homelessness prevention. Initially, the contracted agency will pre-screen and interview all eligible program participants that have applied for the program to determine whether the individual/family at risk of homelessness has any prioritizing factors. The eligible program participants may fall within any of the populations at risk of homelessness as defined below: A.

B.

Populations at risk of homelessness to be considered 1) Families with children meeting one of the 7 Homelessness Risk factors referred to in Section 1.B. 2)

Veterans (Individuals/families) meeting one of Homelessness Risk factors referred to in Section 1.B.

the

7

3)

Victims of domestic violence (Individuals/families) meeting a Homelessness Risk Factor (Section 1.B.)

4)

Persons with disabilities, including HIV/AIDS

5)

(Individuals/families) meeting a Homelessness Risk Factor (Section 1.B.)

6)

Unaccompanied youth under age 25 meeting a Homelessness Risk Factor

7)

Individuals/families without children meeting a Homelessness Risk factor

The contracted agency will review the program participants to determine if the participant’s circumstances, as documented, present one or more of the priority factors. Weights were assigned to the priority factors based on a review of the local homeless data gathered for the HUD Annual Action Plan submission to assist in determining the priority population for those who meet the definition of at risk of homelessness as listed below: 1)

HMIS data

2)

Point in time survey data/Housing inventory

3

C.

D.

3)

Data from Volusia County Human Services

4)

Data from One Voice for Volusia - Community Snapshot

5).

Data from Volusia County School Board

6)

Other relevant data

In consultation with the Continuum of Care, the priority factors were ranked in order of highest priority as follows: 1)

Families with children that are facing homelessness for the 1st time

2)

Recent traumatic life event, such as death of a spouse or primary care provider, or recent health crisis that prevented the household from meeting its financial responsibilities

3)

Individuals/Families with at least one household member with a recent work history

4)

Individuals/Families with more than one Homelessness Risk Factor (Section 1.B.)

5)

Individuals/families with current housing costs that exceed 50% of their income – Very high housing burden

6)

Families with school-age children who have been homeless in past 12 months

7)

Individuals/Families with income at or less than 15% of AMI

8)

Physical disabilities and other chronic health issues, including HIV/AIDS of household member

9)

Young head of household (under 25 with children or pregnant)

10)

Current or past involvement with child welfare, including foster care

11)

Credit problems that preclude obtaining housing

Additionally, the priority factors were assigned weights to assist in determining which of the program participants would be served.

Priority Level 1 2

3

Priority factor Families with children facing first time homelessness Recent traumatic life event, such as death of a spouse or primary care provider, or recent health crisis that prevented the household from meeting its’ financial responsibilities Individuals/families with at least one household member with a recent work history

4

Score 50 40

20

Priority Level 4 5 6 7 8 9 10 11

E.

Priority factor Individuals/Families with more than one homelessness risk factor (Section 1.b) Individuals/families with current housing costs that exceed 50% of their income – very high housing burden. Families with school-age children who have been homeless in the past 12 months Individuals/families with income at or less than 15% of AMI Household member with physical disabilities and other chronic health issues including HIV/AIDS Young head of household (under 25 with children or pregnant) Current or past involvement with child welfare, including foster care Credit problems that preclude obtaining housing Total Possible Points

Score 15 5 5 5 5 5 5 5 160

Program participants with a score of 100 or more are prioritized for admission into the program

4. Standards for determining the share of rent and utilities that each program participant must pay, if any, while receiving homelessness prevention assistance A. Using a standard income calculation worksheet, the gross annual household income will define the required percentage the household will pay toward their rental assistance. The standard for determining the amount of rental assistance the program participant will pay is based on the participant’s household income at the time of the assessment. The participant’s portion will gradually increase as the participant continues in the program. Income will be reviewed quarterly to determine the participant’s responsibility. All households with income are required to pay a percentage of their gross annual household income toward their rent expenses. The program participant’s share of rent is described in the following chart: Duration of Program Participant Months 0-3 Months 4-6 Months 7-9 Months 10-12

Participants Housing Burden 5% contribution 15% contribution 20% contribution 30% contribution

1)

Participants with no income at the time of the assessment will be assisted at full value of the rental expenses until income is attained, not to exceed three months.

2)

The remainder of the rent required to keep the program participant in permanent housing will be paid by the subrecipient, up to FMR.

5

B. The share of utilities that each program participant must pay while receiving prevention funding is based upon a percentage of the total actual amount due for utilities and the duration of their participation in the program. The program participant’s share of utilities cost is described in the following chart. Duration of Program Participant Months 0-3 Months 4-6 Months 7-9 Months 10-12

Participant’s Percent of Actual Utilities Cost 0% contribution 25% contribution 50% contribution 75% contribution

5. Standards for determining how long a particular program participant will be provided with rental assistance and whether and how the amount of that assistance will be adjusted over time. A. The established standard for maximum duration of rental assistance under homelessness prevention is 12 months. Since funding is limited, ESG homelessness prevention is designed to provide eligible “at risk of homelessness” participants with the least amount of assistance over the least amount of time (not to exceed twelve months), while leaving the door open for increased assistance if needed, that will enable participants to be successful in obtaining and maintaining housing stability after the assistance has ended and to avoid relapses into homelessness. Each eligible applicant/participant will be navigated through the following case management system to evaluate the applicant’s eligibility, services needed to maintain housing stability, and the amount and duration of service and assistance: •

Assessment/Evaluation of Eligibility



Needs Assessment



Establishment of an Individual Service Plan



Follow-up/Case Management Progress Meetings

B. The standard for determining the amount of rental assistance the program participant will pay is based on the participant household income. During the participant’s assessment/evaluation stage, verification and documentation of the participant’s household income or lack of it is obtained. Using a standard income calculation worksheet, the gross annual income will define the required percentage the household will pay toward their rental and utility assistance. The standard for determining the amount of rental assistance the program participant will pay is based on the participant’s household income at the time of the assessment. All households with income are required to pay a percentage of their gross annual household income toward their rent expenses. The established standard for maximum duration of rental assistance of homeless prevention is 12 months.

6

Households with income will gradually increase the percentage that they pay for rent, every three months for up to twelve months. The amount of assistance may be adjusted if the household’s income changes. C. A program participant that has zero income at the time of entrance into the program will be assisted at full value of the rental expense until income is attained, not to exceed a period of 3 months. Once the participant household receives income, the participant’s contribution toward the rent will begin with the lowest amount for 0-3 months. The case manager may approve an exception to the participant’s length of time participating in the program for the following extenuating circumstances: • Medical issues such as a hospitalization or a medical condition that affects the participant’s ability to secure employment or maintain current employment. Verification is required. • Disability accessibility restrictions. Verification is required. • Satisfactory progress has been made by the participant but additional time (in a three month increment) is needed to complete the goals defined in the ISP. Evaluation will be made at the end of the three month period. If the participant’s exception is approved, the goals and timeframe in the ISP will be adjusted. However, if denied, assistance will be terminated. 6. Standards for determining the type, amount, and duration of housing stabilization and/or relocation services to provide a program participant, including the limits, if any, on the homeless prevention assistance that each program participant may receive, such as setting maximums on: After the participant has completed the initial assessment with the case manager to determine eligibility for ESG homeless prevention assistance, the participant is further evaluated through a standard needs assessment tool to determine the types of eligible stability services and the level of assistance needed to be provided to the participant. Since each participant who receives assistance is at a different level, based on income or the lack of it and other financial resources and household circumstances, an Individual Service Plan (ISP) will be established between the participant and the case manager that will outline goals for housing stability, the types of services needed for housing stability, expected outcomes with a timeframe for achieving housing stability and the duration of ESG services. A. Amount of assistance - No maximum amount of assistance will be set. The amount of assistance provided will be based upon the participant’s needs assessment and individual service plan Each participant will be assessed in a uniform way through the case management delivery system. The participant’s income determines the amount of assistance he/she will contribute over a twelve month period. Maximum financial assistance and case management services for each participant is 12 months. Each participant’s length of assistance will be identified in his/her ISP. There is no maximum cost per program participant. Monthly case management will assess the participants’ performance of the goals outlined in the ISP and the ongoing duration of the ESG services. The case

7

manger may leverage the services needed to maintain housing stability with those existing in the community’s resources. B.

Number of months participants may receive assistance - Maximum of 12

C.

Maximum number of times the participant may receive assistance Maximum of 1

The following chart illustrates the types of homelessness prevention services a program participant may receive as well as the amount of assistance and the duration: Type of Service

Amount of Assistance

Short term rental assistance Medium term rental assistance Rental application fee Security deposit

Based on 5% of the household income Based on a percent of the household income $50 per adult HH member Not to exceed $200 Not to exceed one month’s rent

Rent arrearages

Up to 3 months of arrearages, including late fees or $1500 Not to exceed one month’s rent (included in participants total rental assistance) Standard utility deposit required for all customers (TBD)

Last month’s rent Utility deposit Utility payments Utility arrearages Moving costs Housing search and placement RSQ will address case management services to be provided to participants Landlord –tenant mediation Tenant legal services Credit repair

Duration of Assistance Up to three months Up to twelve months One- time payment One- time payment One- time payment One- time payment

Maximum of $500

One- time payment Up to twelve months One- time payment One- time payment Up to Maximum

Maximum of $500

Up to Maximum

Maximum of $500

Up to Maximum

Maximum of $500

Up to Maximum

Up to 3 months of arrearages, including late fees or $1,500 Up to $1000

If the participant is not completing the goals outlined in the ISP, assistance may be denied and termination from the program may result.

8

Evaluating the Emergency Solutions Grant Standards To ensure that County’s high priority goal to prevent homelessness through the Emergency Solutions Grant funding is achieved, the County of Volusia will evaluate the outcomes and success of the proposed homelessness prevention program according to the established procedures and standards. A program assessment will be conducted in each of the following areas. I.

Procedures for evaluating eligibility for individuals and families for homeless prevention: • Household income was at or below 30% of area median income • Applicant met the definition of homelessness under 24 CFR576.2 • Household experienced 1 of the 7 homelessness risk factors • Household does not have sufficient resources or support networks • The intake application was completed and included information on eligibility requirements

II.

Procedures for determining and prioritizing which families received homelessness prevention: • Populations at risk of homelessness were considered • Participant was prioritized using the prescribed priority factors • Participants who received assistance obtained a score of 100 or higher

III.

Standards for determining the clients’ share of rent and utilities: • Income was calculated correctly using the standard income calculation worksheet • Participants’ contribution toward rent and utilities was correctly calculated • Participants’ duration of program participation was accurately based on the established criteria

IV.

Standards for determining how long a participant will be provided rental assistance was followed and whether and how the amount of that assistance will be adjusted over time: • The established criteria was followed for determining how long each participant would receive rental assistance • The standard for determining the amount of rental assistance the participant paid was based on household income and the established criteria • The standard for adjusting the rental assistance over time was followed

V.

Standards for determining the type, amount and duration of housing stabilization and/or relocation services: • The case manager based the type of housing stabilization services on the participant’s Needs Assessment. Referrals were made to the appropriate agencies to leverage ESG funds • The established criteria for determining the amount and duration of assistance provided was followed.

VI.

Files contain required documentation: • Copy of required identification • Verification of housing status • Intake form

9

• • • • • •

Standard income calculation form Completed Needs Assessment Completed Individual Service Plan with goals and timeline for completion Documentation of financial assistance Case Management and referrals Exit notes once housing stability was achieved

10

Suggest Documents