Suburban Metro Area Continuum of Care (SMAC)

HUD Continuum of Care Homeless Assistance Grants 2016 NOFA Competition

2016 Local Materials Packet for Agencies Applying for New and Renewal Projects

July 27, 2016

Table of Contents Page I.

McKinney Vento CoC 2015 Local Community Project Review Process…………………………………………….

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II.

Appeals Policy and Process……………………………………………………………………………………………………………..

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III.

2016 Project Scoring Tool……………………………………………………………………………………………………………….

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IV.

SMAC CoC NOFA Application Timeline……………………………………………………………………………………………

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V.

Project Applicant Submission Checklist…………………………………………………………………………………………..

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VI.

Education and Early Childhood Policy Verification Form…………………………………………………………………

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*Items IV. And V. MUST be submitted with your project application on August 12, 2016

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McKinney Vento CoC 2015 Local Community Project Review Process 

SMAC designs a project review process and the SMAC Governing Board approves it prior to the NOFA release.

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The SMAC Governing Board selects a Ranking Committee who will score and rank all of the submitted projected applications. All Ranking Committee members must adhere to Article VII. of Suburban Metro Area CoC Bylaws and must not be associated with active applications in the 2015 CoC funding round.

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After the NOFA is released, the scoring document is updated to address any new priority elements of the NOFA. All changes are approved by the SMAC Governing Board at the next meeting. The Governing Board has may give approval authority to the SMAC Ranking Committee for changes to the scoring tool if timelines don’t allow waiting until the next Governing Board meeting.

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A notice will be sent via email to all project applicants when the NOFA is released with initial timelines, due dates and the updated scoring tool.

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All projects will submit applications to the SMAC Coordinator, including a HUD project application and all required attachments (as detailed on page 11). All documents should be submitted electronically to Abby Guilford at [email protected]. Projects may be allowed to submit after the due date without penalty only with the written permission of the SMAC Coordinator.

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SMAC Coordinator and State CoC Team conduct technical review of Project Applications and conduct initial scoring. In addition to project applications, the following items are used to inform scoring: o Project APR data from HMIS o Organizational Audit o Recent HUD audits and findings o LOCCS Drawdown and unspent funds o Project Educational and Early Childhood documents (families/youth)

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Projects are invited to amend applications based upon initial scoring. After the applications have been scored, the SMAC Ranking Committee connects via phone or in person with each of the project applicants to review their score. Amended applications are reviewed and scoring is adjusted. Where scoring is not adjusted, Ranking Committee members will add narrative to the Applicant scoring sheet to explain underperformance and low scoring, as needed. Applicants will be reminded of the appeals process and the deadline for submitting an appeal.

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The SMAC Ranking Committee meets together to rank projects into Tier 1 and Tier 2 based on score, historical performance, and other information gathered from meetings with the project applicant. It should be noted that the Ranking Committee uses “scoring” and “ranking” as two distinct steps. Scoring informs but does not dictate the final ranking decisions. Where ranking and scoring do not correlate, the Ranking Committee will provide comments to indicate why the project was ranked in their position.

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The SMAC Ranking Committee may identify projects that should be reallocated, in whole or in part, in favor of a new project. Before making a reallocation decision, the Committee will review the project’s past performance and grant spending history for the prior three years. 3

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

Projects facing reallocation will have additional appeal rights. (See separate Appeals Policy for more detail.) In addition, full comments from the SMAC Ranking Committee will be made available upon written request after the competition closes on September 14, 2016. Projects can also report any discrepancies in their score sheet, although this is not considered an official appeal.

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The SMAC Ranking Committee will publish their final ranking on the Metro-wide Engagement for Shelter and Housing (MESH) website no later than 15 days prior to CoC Application submission to HUD.

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Projects will submit their copies of letters or documentation for all match/leverage resources listed in their final Project Application submission to HUD. The SMAC Coordinator will be responsible for approving all Project Applications. Projects will be expected to provide quick response to fix missing information or errors in their Project Application at the SMAC Coordinator’s request prior to final submission.



Applications will be submitted with the SMAC Collaborative Application.

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Appeals Policy and Process Applicants may appeal if: the project is not funded or receives less funding than the amount in the application; the project is ranked in Tier 2 of the CoC application (in which the applicants funding may be at risk); or if the project falls into the bottom portion of Tier 1, as described below. All notices of appeal must be based on the information submitted by the application due date. No new or additional information will be considered, unless the project is facing reallocation. Omissions to the application cannot be appealed. The decision of the SMAC Appeals Committee will be final. The SMAC Appeals Committee will be made up of the SMAC Governing Board chair, three members of the CoC, and one representative from the SMAC Ranking Committee. The SMAC Appeals Committee will not have a conflict of interest with any of the agencies applying for McKinney Vento funding. The role of the SMAC Appeals Committee is to read and review only those areas of the application being appealed. PROCESS  

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A preliminary ranked CoC Program funding list is posted. Each agency will have received a copy of their score sheet prior to the ranking being published. If a project applicant needs another copy, a request must be made to the SMAC Coordinator at [email protected] within one (1) business day. Score sheets will be emailed to project applicants. Eligible Appeals: Any project that is 1) not funded or receives less funding than the amount in the application; 2) a renewal project that is ranked in Tier 2 of the CoC application (in which the applicants funding may be at risk); 3) falls into the bottom portion of Tier 1 that equals the Tier 2 amount may appeal the application’s score based on their score sheets. The preliminary CoC Program project funding list will indicate which applications fall into these categories at the time it is posted. Any and all appeals must be received in writing within the two (2) business day appeal period; therefore, all written appeals for applications that are eligible to appeal at the time the preliminary ranking list is posted must be received by August 24, 2016 by 4:00 PM via email. All notices of appeal must be submitted electronically to Abby Guilford at [email protected]. The notice of appeal must include a written statement specifying in detail each and every one of the grounds asserted for the appeal. The appeal must be signed by an individual authorized to represent the sponsor agency (i.e., the Executive Director) and must include (highlight and/or cite) the specific sections of the application on which the appeal is based. The appealing agency must specify facts and evidence sufficient for the Appeal Committee to determine the validity of the appeal. That is, the notice of appeal must have attached the specific areas of the application being appealed and must also clearly explain why the information provided is adequate enough to gain additional points. If a program is facing reallocation, in part or in whole, the appealing agency may submit a more robust appeal. These appeals can include any information the agency feels is relevant, whether or not it was included in the project’s original application. The program will also be given the opportunity to make a brief in-person presentation to the Appeal Committee. The Appeal Committee will review and evaluate all notices of appeal and decide whether or not the appeal has any validity based on the appeal policy. All valid appeals will be read, reviewed and evaluated by the Appeal Committee. The Appeal Committee will hear any in-person presentations by projects facing reallocation. The appealing agency can send up to two (2) staff members to the presentation. The presentation is limited to 5 minutes. Following the presentation, the Appeal Committee will have the opportunity to ask questions of the appealing agency. The results of the in-person presentation will not have an effect on the project’s rank; it can only be 5

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  

used to reverse a decision to reallocate funds. The decision of the Appeal Committee will be released after deliberation. Appeal Committee deliberates. Agencies will receive, in writing, the decision of the Appeal Committee within 2 business days. Appeal Committee ranking list is submitted for consideration to the SMAC Ranking Committee.

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Project Scoring Tool Suburban Metro Area CoC Project Evaluation Qualifying Requirements: Projects must meet the Qualifying Criteria to be considered for funding. Criterion

Ineligible

Eligible applicant

Eligible population Submission deadline

1

HMIS and Coordinated Entry* * CE is a comprehensive initial assessment of individual/ family housing and service needs, and coordinates intake into appropriate housing and services

Financial audit Financial match Administrative Costs K-12 Education and Early Childhood Development





Eligible

Entity is not a nonprofit organization, state, local government, or instrumentality a of state and local government, or public housing agencies, as such term is defined in 24 CFR 5.100, without limitation or exclusion. (Forprofit entities are not eligible to apply for grants or to be sub-recipients of grant funds.) Does not meet HUD requirements Project application is submitted to CoC coordinator after deadline.  Project does not have the capacity nor an acceptable plan to participate fully in HMIS and the CoC’s Coordinated Entry (CE)  Renewal project has not demonstrated minimally acceptable participation in HMIS (future: CE system)

Nonprofit organizations, states, local governments, and instrumentalities of state and local governments, and public housing agencies, as such term is defined in 24 CFR 5.100, without limitation or exclusion.

Most recent audit and management letter is not provided or contains significant adverse or disclosures /findings that reviewers determine should preclude applicant from inclusion in application. No plan or inadequate plan in place to meet match of 25% for categories required by HUD Administrative costs equal 7% or more of total project budget. Serving families and have not adopted SMAC policy on Education and Early Childhood Development

Most recent annual audited financial and yearto-date financial and management letter is provided and no significant findings are identified.

Meets HUD requirements Project application is submitted to CoC coordinator by deadline.  Project has the capacity and an acceptable plan to participate fully in HMIS and the CoC’s Coordinated Entry (CE)  Renewal project has demonstrated minimally acceptable participation in HMIS (future: CE system)

Plan in place to meet HUD-required match of 25% or more for categories required by HUD Administrative costs equal less than 7% of total project budget. Serving families and have adopting SMAC policy on Education and Early Childhood Development and have staff in place to ensure children are screened, have early intervention and/or enrolled in and attending school and/or Early Childhood Education Programs

Additional Requirements for New (non-renewal) Projects Criterion

Organizational capacity

Ability to administer HUD

Ineligible  Organization does not have a mission/purpose statement and bylaws that govern operations  Organization does not have an active governing board (e. g. Board of Directors) that includes at least one member who is homeless or formerly homeless (or plan to recruit someone)  Organization does not have clear policies and procedures to address potential conflicts of interest for board members  Organization does not have adequate level & expertise in staffing No/Limited or poor prior experience with



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Eligible  Organization has a mission/purpose statement and bylaws that govern operations  Organization has an active governing board (e. g. Board of Directors) that includes at least one member who is homeless or formerly homeless (or plan to recruit someone)  Organization has clear policies and procedures to address potential conflicts of interest for board members  Organization has adequate level & expertise in staffing Adequate prior experience with state/federal

1

Exceptions to this requirement will only be made to projects that have faced dire circumstance and have sought and gained permission from their local CoC coordinator to submit late.

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state/federal contracts.

contract

contracts.

Project Evaluation and Scoring Those projects that meet the qualifying criteria are further evaluated to identify those that most closely align with the needs, goals, and funding priorities of the Suburban Metro Area Continuum of Care. Measures Service Model Low Barrier Program eligibility (-1, 0, 2)

Housing First (-1/0/2) Leverage

Low

Mid

High

Indicates that clients are not screened out from accessing program in 0 or 1 of the options listed in Section 3B.4.b of the Project Application. No, as indicated by 3B.4.d of project application, and has 6 or fewer boxes checked in sections 3B.4.b & c Project leverages 0-139%

Indicates that clients are not screened out from accessing program in 2 or 3 of the options listed in Section 3B.4.b of the Project Application. No, as indicated by 3B.4.d of project application, but has at least 7 boxes checked in sections 3B.4.b & c Project leverages 140-150%

Indicates that clients are not screened out from accessing program in all 4 options listed in Section 3B.4.b of the Project Application. Yes, as indicated by 3B.4.d of project application

Project does not or cannot reallocate funds voluntarily

Project with acceptable performance reallocates up to 1-3% to fund a new project voluntarily and without reducing housing units

Project with acceptable performance reallocates more than 3% to fund a new project voluntarily and without reducing housing units

Occasional (40-74%) attendance in CE planning meetings, adoption of CE policies, referrals accepted only through CE, reports all openings to waitlist manager, CoC-approved published written standards

Regular (75% or greater) attendance in CE planning meetings, adoption of CE policies, referrals accepted only through CE, reports all openings to waitlist manager, CoC-approved published written standards

Housed at rate of current average (survey needed)

Housed in 30 days or less from time of referral

11-25% denials outside of Program’s CoC-approved published written standards

Less than 10% denials outside of Program’s CoC-approved published written standards

75-89% of project beds

90% or more of project beds

HUD awards the COC extra points if the sum of all project leverage is >= 150% (-1/0/1)

Project leverages more than 150%

Reallocation Voluntary Reallocation 1, 2)

(0,

Coordinated Entry Participation Attendance in CE planning Active Participation in meetings below 40% OR Coordinated Entry (0, 0, 0) absence of any of the following: adoption of CE policies, referrals accepted only through CE, reports all openings to waitlist manager, CoC-approved published written standards Timeliness of Referral to Housed at higher than rate of Housing (0, 0, 0) current average (survey needed) CE Referral denials (0, 0, 0) More than 26% denials outside of Program’s CoC-approved published written standards Project Performance—Operations (renewal projects only) Bed utilization 74% or less project beds No HUD stds; based on historical #s (0/1/2)

Funding management: unspent funds (-1/0/1)

Spent 89% or less of grant award

Spent 90-97% of grant award

Spent 98% or more of grant award

Funding management: drawdowns (-1/0/1) HMIS data quality (-1/0/1)

Drawdowns occur less than quarterly 91% or less completed values for the Universal Data Elements

Drawdowns occur at least quarterly 92-97% completed values for the Universal Data Elements

Drawdowns occur monthly

Based on MN HMIS minimal targets and goals

98% or more completed values for the Universal Data Elements

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Measures Low Project Performance—Program, Permanent Only None of CoC-funded units are prioritized to serve chronically Chronic (-1/1/3) homeless households. Housing stability: 6 months (0/1/2) Exits to permanent destinations (-1/1/2)

79% or less 79% or less

2

Mid

High

1-74% of COC-funded units or services are prioritized to serve chronically homeless households. 80-86% (2013 HUD target=80%) 80-82

75% or more of COC-funded units or services are prioritized to serve chronically homeless households. 87% or more (2013 HC target=87% ) 83% or more

Low/minimum=2012 actuals

Maintain or Increase Income 0-9% 10-19% from Employment (0/1/2) Maintain or Increase in 0-59% 60-65% Income (-1/1/2) Return to Homelessness (0, 0, More than 41% of clients 21-40% of clients served 0) served return to homelessness return to homelessness Project Performance—Program, Rapid Re-Housing/Transitional Housing 3 Exits to permanent housing 0-79% 80-83% on or before 24 months (HUD target=65%) (HC target=75%) (-1/1/2) Maintain or Increase Income 0-39% 40-50% from Employment (-1/1/2) Maintain or Increase in 0-59% 60-65% Income (-1/1/2) Return to Homelessness (0, 0, More than 41% of clients 21-40% of clients served 0) served return to homelessness return to homelessness

2 3

20% or more 66% or more Less than 20% of clients served return to homelessness 84% or more

51% or more 66% or more Less than 20% of clients served return to homelessness

Percentages changed by ranking committee to match HUD’s new standards. Percentages changed by ranking committee to match HUD’s new standards.

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2015 SMAC CoC NOFA Timeline __________________________________________________________________________________________________ July 18, 2016

Pre-applications Due

July 21, 2016

SMAC Ranking Committee Meeting: Pre-applications scored, ranked and selected

July 22 – July 26, 2016

Pre-Applicants notified

August 12, 2016

Project Applications Due

August 13 – 15, 2016

Technical review and scoring conducted on Project Applications

August 15, 2016

SMAC Ranking Committee Project Assignments

August 16 – 18, 2016

Meetings conducted with Project Applicants by SMAC Ranking Committee

August 19, 2016

SMAC Ranking Committee Meeting: Initial project ranking, initial ranking posted on www.mesh-mn.org

August 24, 2016

Written Appeals due

August 25, 2016

SMAC Ranking Committee Meeting (if needed): Appeal Review

August 26, 2016

SMAC Governing Board Meeting: Approve Final Ranking

August 30, 2016

Final Project Ranking posted on www.mesh-mn.org

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Attachment Submission Checklist __________________________________________________________________________________________________

SUBRECIPIENT NAME: PROJECT NAME: ON OR BEFORE 4:00 PM ON AUGUST 12, 2016: Email Items below to Abby Guilford at [email protected] (PDF format preferred) NOTE: Include THIS SHEET with your attachments Each project must submit the following: Attached

Document

Where to Find Information

Attachment Submission Checklist

THIS FORM!

Project Application (formerly known as Exhibit 2)

Download PDF from

Organizational Audit or Financial Statement

http://www.hud.gov/esnaps Do not submit in eSNAPS until a PDF version of your project has been reviewed and approved by the SMAC Coordinator A print out of your LOCCS screen that shows all of your drawdowns for the grant year Your agency files and/or records

Recent HUD Audits and Findings

Your agency files and/or records (if applicable)

Project Educational and Early Childhood Documents (for programs serving families and youth)

Page (12) of this document

LOCCS Draw-Downs and Unspent/Returned Funds

Contact person’s name: Phone: Email: FAX:

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Education and Early Childhood Policy __________________________________________________________________________________________________ All homeless assistance projects within the SMAC region that serve households with children (shelter, transitional housing, rapid re-housing, and permanent supportive housing) will be expected to comply with the following policies: 1) Identify staff who have primary responsibility for school attendance. 2) Ensure that all homeless families are informed of the McKinney Vento Act to ensure that their children are able to maintain enrollment in school. 3) Advocate for families with their school district to ensure that transportation is arranged (as needed). 4) Track school attendance for all children served within your program and help families to resolve any barriers that are contributing to the absences (as needed). 5) Assist families in developing education related goals for all family members when completing Housing Goal Plans. 6) Ensure that all family members are connected to relevant educational resources in the community. 7) Encourage and assist families with children ages 3-5 to apply for the Head Start Program and provide referrals to agencies that offer Head Start.

My agency serves families and/or youth and receives CoC program funding. I certify that we follow the above SMAC policy regarding Education and Early Childhood.

______________________________________________

______________________

Agency Signature

Date

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