Harris County Community Services Department

1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. Harris County Community Services Department PY2010 Community Development Block Grant (CDBG) & Emergency Shelter Grant (ESG) Subrecipient Orientation

2. Public Services Staff

3. Contents of CD

4. I Need to get to my doctor’s office. CDBG Overview I love my mentor. National Objective: Benefit Low/Moderate Income Persons Eligible Public Service Activities Provision of public services including but not limited to general welfare services such as the provision of food and clothing, health services, educational services, youth enrichment and juvenile delinquency prevention programs and employment and job development services. My teeth have never been this clean! I love these field trips!!

5. Harris County Service Area This does not apply to Homeless Projects Restriction on location of activities (24 CFR 570.309): • Subrecipients funded by CSD will provide activities to persons who reside in the Harris County service area. • Prior to providing assistance, service area eligibility must be determined by conducting an address search utilizing the Harris County Appraisal District (HCAD) web page. www.hcad.org • The CSD service area includes the unincorporated areas of Harris County outside of the cities of Houston, Baytown and Pasadena. Included in this service area are the 15 cooperative cities of Bellaire, Deer Park, Galena Park, Humble, Jacinto City, Katy, La Porte, Morgan’s Point, Seabrook, Shoreacres, South Houston, Tomball, Waller, Webster, and West University Place.

6. 51% of persons served must be very low/low/mod incomeAnnual Income Does Not Have to be reported for persons that are Presumed Benefit INCOME LEVELS & HOUSEHOLD SIZE Source: U.S. Department of Housing and Urban Development Effective March 19, 2009

7. Presumed Benefit Activities that exclusively serve a group of persons in any one of the following categories is presumed to benefit persons, 51% of whom are low and moderate income: abused children battered spouses elderly persons severely disabled adults homeless personsilliterate adults persons living with AIDS migrant farm workers

8. Notes on Household Income • Include the income of all household members. • Use the gross amount, before any payroll deductions, when calculating income. • Income source documentation must be current. • Annual Income includes: • Wages, salaries, overtime pay, commissions, fees, tips and bonuses • Unemployment payments • Disability compensation • Worker’s compensation • Severance pay • Alimony and child support payments • Regular contributions or gifts from persons not residing in the household • Net income from the operation of a business or profession • Temporary Assistance for Needy Families (TANF) • Social Security and Social Security Income

9. Notes on Household Income • Annual Income does not include: • Income from employment of children, including foster children, under the age of 18 years • Payments received for the care of foster children or foster adults • Lump-sum additions to family assets • Income of a live-in aide • Temporary, non-recurring or sporadic income (including gifs) • Food Stamps or Women, Infants, and Children (WIC) benefits

10. ESG Overview Shelter for Homeless Women ESG Objectives: • To increase the number and quality of emergency shelters and transitional housing facilities for homeless individuals and families, • To operate these facilities and provide essential social services, and • To help prevent homelessness. ESG program activities: • To provide homeless persons with basic shelter and essential supportive services • To assist with operational costs of a shelter facility • To provide short-term homeless prevention assistance to persons at risk of losing their own housing due to eviction, foreclosure, or utility shutoffs.

11. Documenting Homelessness • A homeless person is someone who is living on the street or in an emergency shelter, or who would be living on the street or in an emergency shelter without HUD's homeless assistance. • Documentation can be obtained from a referral agency/third party at the time of program intake, or by the client, along with certification by Subrecipient staff that the self-declaration is true to the best of their knowledge (with supportive documentation when applicable). Maintain a copy of this documentation in the client file. For more information, please review the ESG Desk Guide, Section 4.4 http://www.hud.gov/offices/cpd/homeless/library/esg/esgdeskguide/section4.cfm#4-4

12. Agreements • Agreements and Agreement Renewals were drafted based on applicants’ Request for Proposals (RFP’s) submitted to CSD. • PY2010 Time of Performance: March 1, 2010 to February 28, 2011. • Two (2) budget revisions are allowed per year, no later than 90 days prior to the end of the program year (cut-off to receive your budget revision request: November 30, 2010.)

13. New Projects • Refer to Exhibit A: Scope of Service and Exhibit B: Budget in your Agreements • Activity • Unit Definition • Cost per Unit of Service • Total No. of Units Per Activity • Maximum Total Cost Per Year • PY2010 Number Served

14. New this Program YearRenewal Agreements Only • The terms and conditions to perform the services for the approved project in your PY2009 Agreement apply to PY2010.

15. PY2010 Programmatic Reports • Coversheet / Checklist • Project Status Report • Client Data Report • Tally Sheet • Individual Eligibility Forms • Employee Data Report • Bed Days Spreadsheet • Client Track Print-out • Mid-Year Report or Annual Performance Report

16. Important notes on monthly reports • Monthly reports are due within 10 working days of the end of the monthly reporting periods. • For projects that expend funds early, submission of monthly reports with no new persons/services is still required. • Example: Project meets contract goals of persons served, units of service provided, and funds are exhausted by the end of January 31, 2011; submission of reports for period ending February 28, 2011 is still required.

17. Important notes on monthly reports • Ensure corrections are carried forward to the next monthly reports to avoid resubmitting reports. • Example: The report for the period ending March 31, 2010 indicates 20 persons were served, each person receiving 2 units of service. However, your Project Monitor finds that 1 person is ineligible. The number carried forward in the April reports should start with 19 persons and 38 units. This effects the demographics and totals in the Tally Sheet as well.

18. What if… For the period ending April 30, 2010, the Client Data Report shows that service was provided to 31 new persons and 24 duplicate persons from March. How many Individual Eligibility Forms should be submitted with the April reports? What should be reported in the Tally Sheet as the total number of people served year-to-date?

19. Answer • There must be 31 Individual Eligibility Forms (new persons only). • The total number of persons served for March and April is 55 (31(new) + 24 (duplicate)).

20. What if… Your project’s goal is to serve 200 persons by the end of the year. You served 0 persons in the first 3 months and 20 unduplicated persons per month in months 4, 5 and 6. What information will you provide in the Mid-Year Report on how the project is meeting its goals?

21. Answer • Your agency has only served 60 unduplicated persons from March - August and your agency should have served a minimum of 100 persons; therefore, your Mid-Year Report must provide an explanation stating why your agency is not on target with the project goal and a brief plan of action.

22. Furthermore… • Reimbursements are based on units delivered: 0 units delivered means $0 reimbursements.

23. What if… • Your project’s goal is to serve 200 persons by the end of the year. In the first 6 months you served 20 persons per month. After a Mid Year desk review, what feedback will your project monitor provide?

24. Answer • “You’re right on track…keep up the good work!”

25. Client Track Reporting • CSD requires Subrecipients which provide services to persons at risk of becoming homeless and homeless persons with County funds to participate in the Homeless Management Information System (HMIS) administered by the Coalition for the Homeless of Houston/Harris County (CFTH). • The Client Track print-outs should be submitted to CSD after you: • Inform the CFTH of your grant name, type of funding, the operating year, and list of services funded through the grant • Sign up and receive training • Input information on clients and services provided into Client Track • Please contact CFTH staff at 713-739-7514 or click on their website at www.homelesshouston.org for further assistance.

26. New this Program Year • All Renewal Subrecipients that provide services to homeless persons or persons at risk of becoming homeless must submit the Client Track print-out with the April programmatic reports, due May 15, 2010.

27. Subrecipient Monitoring CSD staff conduct monthly desk reviews of Subrecipient program reports and reimbursement requests submitted. Projects are monitored on-site at least annually to ensure compliance with Federal regulations and CSD requirements.

28. Subrecipient Monitoring • CSD sends a notice of the monitoring visit 15-30 days prior to the visit. • Participant eligibility, activities provided, and consistency with terms of the Agreement are reviewed, as detailed in the monitoring checklist attached to the notice. • CSD sends a monitoring results letter within 30 days after the monitoring visit citing findings and/or concerns (if any). • Subrecipient response letter is due no later than 30 days after the date of the results letter if responding to findings and/or concerns.

29. Important Points • Section 504 survey will be monitored • Grantor Recognition • Spell out “Harris County Community Services Department” • Keep all items that document grantor recognition in a Grant File for review during the monitoring visit (press releases, media announcements, fundraising brochures, newsletters, pamphlets, print-out from agency website) • Policy and Procedures Handbook for CSD-funded project will be obtained for CSD’s files • Units of Service in the client files should match the count of Units of Service reported in Client Data and Project Status Reports

30. What if… The March 2010 Client Data Report shows 7 units of case management for Mama Bear. In her file, there are case management notes documenting services on March 2, 3, 4, 9, 10, & 17. What will the Project Monitor ask you?

31. Answer • The file only shows 6 units of case management were provided, please explain why 7 units of case management were reported.

32. What if… Your project’s goal for the year is to serve 144 people with 288 units of service. CSD monitors your project after 4 months of reporting, and the project has served 40 persons with 80 units of service. Will CSD cite a programmatic concern in the monitoring results letter?

33. Answer • Yes, through June your agency should have provided 96 units of service to a minimum of 48 unduplicated persons; therefore, your agency is not on target with the project goals.

34. What if… Your agency recognizes Harris County as a Grantor in its annual newsletter for project funding. What will your Project Monitor say about that?

35. Answer • The complete name is Harris County Community Services Department

36. What if… • At the exit conference during the monitoring visit the following conditions were revealed: • There were no findings • There were no concerns • The program met both programmatic and financial compliance requirements What will the Project Monitor most likely ask you?

37. Answer • Where’s the bubbly? We need to make a toast because…. You did a good job!

38. Homeless Assistance and Participation (ESG-funded projects only) • Per 24 CFR 576.56 (b) (1) and (2), recipients of ESG funds must provide for the participation of homeless or formerly homeless individuals on its policy-making entity and involve homeless individuals and families in providing work or services pertaining to ESG assisted activities. • At the monitoring visit, we will request documentation evidencing your agency’s compliance with this requirement (refer to sample letters.)

39. Reference Tools • CDBG Playing by the Rules http://www.hud.gov/offices/cpd/communitydevelopment/library/subrecipient/playing/chapter1.doc • Forms are located on the CD provided and at our Grants Management webpage, which will be: http://www.csd.hctx.net/ • Please visit the U.S. Department of Housing and Urban Development (HUD) website for references and links to all applicable rules, laws, and regulations. http://www.hud.gov/offices/cpd/homeless/programs/index.cfm http://www.hud.gov/offices/cpd/communitydevelopment/programs/index.cfm http://www.access.gpo.gov/nara/cfr/waisidx_04/24cfr570_04.html http://www.gpoaccess.gov/cfr/retrieve.html

40. For Your Information Harris County Community Services Department Office of Housing and Community Development 8410 Lantern Point Houston, Texas 77054 Main number: 713-578-2000 Fax number: 713-578-2269 http://www.csd.hctx.net/ CSD staff email address: firstname.lastname@csd.hctx.net

41. Questions & Answers: Programmatic Forms Can I report duplicate clients on the Tally Sheet? When are the programmatic forms due? How do I document Homelessness?