Connecticut Balance of State
Provider Meeting
March 26, 2013
Rebuilding Lives, Sharing Knowledge, Shaping Systems
Agenda
• Welcome, Introductions & Acknowledgments
• BOS Overview
• 2012 CoC Application Debrief
• HUD, HEARTH and BOS Priorities & Policies
• 2012 Renewal Evaluation Results
• 2013 Renewal Evaluation Criteria, Scoring & Process
• Annual Performance Review (APR) Highlights
• 2013 BOS NOFA Process
What is the BOS CoC?
Balance of State
regions:
•New Haven suburbs
•Hartford suburbs
•The Valley
•Windham/Tolland
Counties
•Litchfield County
•Manchester
•SE CT - New
London/Norwich
•Middletown/Middlesex
•Bristol
•Danbury
•New Britain
CT BOS Steering Committee
JOHN MERZ, CO-CHAIR
ACT
NEW BRITIAN
ELLEN SIMPSON
MIDDLESEX/MIDDLETOWN
RON KROM
NEW LONDON/NORWICH
DAVE PASCUA
MANCHESTER
JILL BENSON
BRISTOL
PHIL LYSIAK
DANBURY
MILENA SANGUT
LITCHFIELD
NANCY CANNAVO
WINDHAM/TOLLAND
KATHY CREES
CSH
SARAH GALLAGHER
STEVE DILELLA, CO-CHAIR
CT DMHAS
THE VALLEY
HARTFORD SUBURBS
NEW HAVEN SUBURBS
CCEH
FRAN MARTIN
CONSUMER
DAVID RINALDI
DMHAS
BARBARA GELLER
DSS
CASSANDRA NORFLEET-JOHNSON
CHFA
TERRY NASH
VA
PRESTON MAYNARD
DOE
LOUIS TALLARITA
Localities with no
representation
BOS Steering Committee Members
SC Members:
 CT DMHAS, DSS, DOE; CHFA, VA, CCEH, CSH, Consumer
 Local “Sub-CoC” Representatives – Bristol, Danbury,
Litchfield Cty, Manchester, Middlesex Cty, SE CT,
Windham/Tolland
 Adding Criminal Justice, others per Action Plan
Requirements for Local “Sub-CoC” Steering
Committee representation:
• Locality must have:
• Functioning CoC or planning body
•At least 4 mtgs per year (and provide documentation
of mtgs)
BOS Subcommittees
“Meet” as part of Steering Committee Meetings (monthly
or bi-monthly)
• HMIS - comprised of SC members and/or reps from
localities with SC representation
 Review HMIS implementation and compliance with HUD
 Review HMIS Reports and Monitor Data Quality
 Ensure CoC is prepared for HEARTH by obtaining
baseline performance data
 Identify HMIS support and training needs
 Report and make recommendations to BOS Steering
Committee
BOS Subcommittees (cont)
Mainstream Resources
 Monitor BOS program’s performance on Accessing
Mainstream Resources and Benefits
 Work on Discharge Planning with Foster Care, DOC,
Hospitals
 Help coordinate BOS CoC Resources with other
Mainstream Funding/Services – NSP, VASH, DOE
 Coordinate trainings on entitlements and employment
2012 Application Debrief
•BOS Renewal Awards: $11,614,987 – all 71
renewals funded
• Rental Assistance – 29 projects - $5,766,934
• Leasing – 30 projects - $4,332,786
• Operating/Services – 11 projects - $1,457,202
• HMIS – 1 project - $58,065
•Reallocation and New Project awards to be
announced this Spring
2012 Debrief
•NOFA:
No more “Exhibit 1 and 2”
Additional Planning Questions and Outcome
Measures
Ranking and Tiering
•2013 NOFA – due out May/June!!!!!!!!!
2012 CoC Scoring
Factor
Performance
Strategic Planning - See CoC
Action Plan
CoC Housing & Services
Leveraging
Homeless Needs & Data
Collection
Housing Emphasis
Bonus – admin at or below
7% and 100% CH in bonus
Total Possible
2011 Points
2012 Points
32
34
22
55
14
14
In performance (3)
6
6
HMIS – 13
PIT - 8
Not in scoring
N/A
4
100
134
26
New Budget Categories – Supportive Services
Beginning with 2012
1. Assessment of Service
Needs
2. Assistance with Moving
Costs
3. Case Management
4. Child Care
5. Education Services
6. Employment Assistance
7. Food
8. Housing Counseling Services
9. Legal Services
10. Life Skills
11. Mental Health Services
12. Outpatient Health Services
13. Outreach Services
14. Substance Abuse
Treatment Services
15. Transportation
16. Utility Deposits
New Budget Categories - Operating Funds
• Beginning with 2012 Application
1. Maintenance/Repair Exterminating, garbage removal, janitorial
contracts, annual
2. Property Taxes and Insurance
3. Replacement Reserve
4. Building Security
5. Electricity, Gas, and Water
6. Furniture
7. Equipment (lease, buy)
2012 Debrief – 2012 Housing Inventory (HIC)
• Emergency Shelter: beds
• Individual beds: 497
• Families: 124 units/385 beds
Transitional Housing: 541 beds
• Individual beds: 255
• Families: 83 units/232 beds
Permanent Supportive Housing: units
 Individuals: 1076
 Families: 274 units/813 beds
2012 Debrief – 2012 PIT Homeless Count
• Single Adults - People
 Sheltered: 555
 Transitional: 217
 Chronic:170
 Total: 772
• Families - Households
 Sheltered: 106
 Transitional: 70
 Chronic: 13
 Total: 176
2012 Consolidated Application (formerly Exhibit I)
Performance and 2013 Goals
•In 2012, CoC met objectives in identified in 2011
•CH Beds
 CH Beds in 2012 - 623
2013 Goal is 652
•TH to PH
78% of people exiting TH went to PH in 2012
2013 Goal is 79%
2012 Consolidated Application (formerly Exhibit I)
Performance and 2013 Goals – 2
• PSH Retention
 90% of people stayed in PSH six months or longer
 2013 Goal is 90%
• Decrease # of Homeless Families
 There were 187 homeless families in 2012
 2013 Goal is 186
• Employment
 22% of people were employed at program exit in 2012
 2013 Goal is 23%
•
2012 Consolidated Application (formerly Exhibit I)
Performance and 2013 Goals - 3
NEW -- Obtained mainstream benefits at program exit –
Standard is 20%
 In 2012, 72% had mainstream benefit at exit
 2013 Goal is 73%
NEW – Reallocation
 2013 Goal is to reallocate 1 TH or SSO project
• Please contact CoC asap if you are interested in
reallocation
Mainstream Resources at Exit – BOS Performance
Income Sources
at Exit
SSI
SSDI
Social Security
General PA
TANF
Children's Health Ins
Veterans Benefits
Employment Income
Unemployment
Veterans Health Care
Medicaid
Food Stamps
Other (please
specify)
No Financial
Resources
2010
N
51
33
8
22
27
17
3
80
15
4
59
149
n=294
%
17
11
3
7
9
6
1
27
5
1
20
51
2011
N
48
40
15
31
36
15
2
80
19
2
58
166
N=309
%
16
13
5
10
12
5
1
26
6
1
19
54
2012
N
50
37
8
23
46
11
13
70
25
13
148
217
N=317
%
16
12
3
7
15
3
4
22
8
4
47
68
23
8
26
8
21
7
44
15
42
14
57
18
HEARTH Highlights
HEARTH INDICATORS
 Decrease numbers of people who are homeless
 Reduce returns to homelessness
 Decrease length of stay in the homeless
system
 Increase income, exits to PH
HEARTH Highlights - Rental Assistance & Leasing
 No more SHP and S+C – programs are together under
HEARTH as one
 Rental Assistance Projects
 Old S+C and projects that converted
 Tenant holds lease, rental assistance is administered through
housing authority or DMHAS
 Leasing Projects
 Agency holds lease, HUD is exploring different options and will
issue guidance on this
 Services/Operating Projects
 Projects with services and/or operating monies
HEARTH Highlights - Performance
 Greater emphasis on performance
 Report in project application and APRs:
Obtain/maintain PH
Maintain/increase income
 Focus on:
 APRs submitted on time
 Regular draw-down of funds
 Spending all program funds
 Match and Leveraging with letters/documentation
HUD Policies Reminders CoC Required Educational
Assurances
• CoC required to demonstrate that it is:
 Collaborating with local education agencies to assist in
identification of homeless families and
 Informing homeless families and youth of their
eligibility for McKinney-Vento education services
• CoC required to demonstrate that it is:
 Considering education needs of children when families
are placed in emergency or transitional shelter and
 Placing families with children as close as possible to
schools of origin
Programs’ Required Educational Assurances
Projects and programs serving families with children must
demonstrate that their programs are:
• Establishing policies and practices that are consistent
with the education subtitle of McKinney-Vento Act and
other laws relating to education and related services to
homeless people
• Designating a staff person to ensure that children are
enrolled in school and connected to services in the
community including programs such as:
 Head Start
 Part C of the Individuals with Disabilities Education Act
 McKinney-Vento education services
Rights under the Education Subtitle of McKinney Vento
• Liaisons in every school district with responsibilities
to identify homeless children, assist with enrollment
and participation, refer families to Head Start and
other services
• School Stability –schools must keep in original
schools, unless not in best interest or not desired by
parent/youth
• Transportation –schools must provide for stability and
access, even crossing district lines
• Immediate Enrollment –even without records
Rights under the Education Subtitle (cont)
• Dispute process –families and youth can dispute school
decisions; must be enrolled during the dispute process
• Homeless children and youth are categorically eligible for
free school meals; they do not have to fill out paperwork
(list from liaison or shelter director suffices)
• Homeless children and youth are categorically eligible for
extra support through Title I (Education for
Disadvantaged Federal program), no matter what school
they attend
Rights under the Education Subtitle - Special Populations
• Unaccompanied youth: a child or youth who meets
the definition of homeless and is not in the physical
custody of a parent or guardian. These youth are
typically fleeing abuse or neglect at home, but are
not involved in the child welfare system
 Liaisons must consider their wishes in school placement, help
with disputes
• Preschool children: 51% of all children in HUDfunded shelters are under the age of 6.
 Liaisons must ensure homeless children have access to
Head Start and LEA-administered preschool programs
HUD Policies Reminders
Requirements for Mainstream Resources Enrollment
 Case managers systematically assist clients in completing
applications for mainstream benefits
 Homeless assistance providers supply transportation
assistance to clients to attend mainstream
• benefit appointments, employment training, or jobs
 Homeless assistance providers use a single application
form for four or more mainstream programs
 Homeless assistance providers have staff systematically
follow-up to ensure mainstream benefits are received
Addressing Street, Veteran and Youth Homelessness
 Describe the CoC's current efforts to combat
homelessness among veterans and youth
 Identify organizations that are currently serving
these populations, how these efforts are
consistent with CoC strategic plan goals, and how
the CoC plans to address this issue in the future
 Describe the CoCs efforts to identify and engage
persons that routinely sleep on the streets or
other places not meant for human habitation
Coordinated Access
Required by HUD
Opening Doors - Crisis Response Group
working on plans
Next meeting 4/19 @ 1:00 pm
Build and expand existing systems – ex.
211
Implementation to begin this summer
BOS Admissions Policies - Marketing
•Marketing for Housing and Services:
• NOFA Language: “Describe the procedures used by the
CoC and its programs to market housing and supportive
services to eligible persons regardless of race, color,
national origin, religion, sex, age, familial status, or
disability who are least likely to request housing or
services in the absence of special outreach”
 Providers should have non-discrimination policies in
place and assertively outreach to people not involved in
the homeless system. BOS Policy to be adopted May ‘13
BOS Admission Policies –Discharge Planning
• Accepting People from Other Public Systems of Care:
• The HEARTH Act stipulates that state and local governments
have policies in place to ensure that public institutions do not
routinely discharge individuals into homelessness.
• Before accepting participants into CoC programs from the
Mental Health, Foster Care, Correctional or Public Health
Systems, providers will work to ensure that all other
discharge options have been exhausted.
• Accepting a person directly from publicly-funded institutions
should only be considered if there are no other viable housing
options and the person meets the eligibility criteria for the
bed or unit.
BOS Admission Policies – Families with Children <18
•Keeping Families Intact
 Publicly funded Shelters and Transitional Housing in
the BOS CoC cannot deny admission or separate
families with children under 18 based on the age or
gender of a child unless they have obtained a waiver
from the BOS CoC Steering Committee.
•Enrollment in School
 BOS Providers will make every effort to ensure that
homeless children are enrolled in school within 48
hours of entry into the program.
HMIS Update and Discussion
 New Vendor – Empowered Solutions Group
 Universal Data Elements
 Goal is to have 0% no value and low refused/unknown
 Bed Coverage
Goal is to have 86% for ES, TH, PSH and RR
 Training Available
www.cthmis.com/site/
Performance – HMIS – Universal Data Elements
Universal Data
Element
Social Security #
Date of Birth
Ethnicity
Race
Gender
Vet status
Disabling Condition
Residence prior to
program entry
Zip
Name
Housing status
Destination
Head of household
no values
(%)
2
3
3
3
2
6
7
5
refused or
unknown (%)
7
1
1
3
0
2
1
1
5
0
9
0
0
2
0
1
26
0
2012 Renewal Evaluation Criteria
Criteria for Evaluating CoC Renewal Projects
Occupancy at 90%
85% of people in PSH stay 7 at least 6 months
80% leaving TH go to permanent housing
30% of leavers have some form of health
insurance
50% of leavers have food stamps
25% of leavers have income from employment
2012 Renewal Evaluation Criteria (con’t)
Criteria for Evaluating CoC Renewal Projects
85% maintain or increase income at exit
90% did not leave for an undesirable
destination (unknown, unsheltered, jail, etc)
90% leave with financial resources (cash and
non-cash)
90% of HUD Required Data Elements are in
HMIS
35% Consumer survey response rate
Consumer satisfaction survey score
2012 Renewal Evaluation Results
All Projects All Projects TH
PSH
TH
PSH
Criteria
2012
2011
2012 2012 2011 2011
45
42
41
46
38
43
APR (50)
13
13
13
14
13
13
Surveys (15)
10
10
10
10
9
10
HMIS Standards (10)
HMIS Data Quality
10
9
10
10
9
9
(10)
Budget Accuracy
n/a
14
n/a n/a
14
14
(15)
92
88
87
93
84
89
Final Score (100)
Median
High
Low
96
100
61
91
100
54
87
97
79
97
100
61
84
97
76
93
100
59
# of Projects scored
76
76
9
65
9
65
2012 Renewal Scores and Corrective Action Policy
• Each year the Steering Committee establishes a
minimum scoring threshold.
• Projects scoring below 75 must do a corrective action
plan.
• Agencies in corrective action process are not eligible
to apply for funding for new projects.
• Programs in corrective action status for 2
consecutive years may be at risk of losing their
funding. (Has never happened)
Achieving HEARTH Performance Measures
•CT Performance Measures (see handout)
Based on HUD/HEARTH benchmarks
Incorporated in CT BOS CoC standards for
renewal projects
2013 BOS Renewal Evaluation Criteria
Criteria for Evaluating CoC Renewal Projects
Occupancy at 90%
90% of people in PSH stay 7 at least 6 months
85% leaving TH go to permanent housing
60% of leavers have some form of health
insurance
60% of leavers have food stamps
25% of leavers from PSH have income from work
40% of leavers from TH have income from work
85% maintain or increase income at exit
2013 BOS Renewal Evaluation Criteria (con’t)
Criteria for Evaluating CoC Renewal Projects
 10% or less leave for did not leave for shelter, street or
unknown
 80% leave with non-cash financial resources
 35% Consumer survey response rate
 Consumer satisfaction results
 Timely draw-down of funds
 Spending all grant funds awarded for last full year of
operation
 HUD monitoring results and findings
 90% of HUD Required Data Elements are in HMIS
 Meet HMIS compliance standards
HUD APR – Why is it important?
The APR impacts your program in important
ways:
• Used by HUD to:
 Evaluate your progress
 Aggregate national data about homeless
people & programs
 Review HEARTH Indicators:
Decrease numbers of people who are homeless
Reduce returns to homelessness
Decrease length of stay in the homeless system
Increase income, exits to PH
HUD APR – Why is it important? - 2
The APR impacts your program in important
ways:
 Used by CT BOS to:
 Score and rank programs for renewal
 Compile aggregate data for the HUD
application, which affects how much $ the
CT BOS CoC receives
 Necessary to keep CoC and project
funds flowing
HUD Standards
• Measured through the APR:
 At least 80% of homeless persons stay in permanent
housing for more than 6 months
 At least 65% of homeless persons in Transitional
Housing move into permanent housing
 At least 20% of homeless persons are employed at
exit
 At least 20% of leavers have noncash benefits at exit
Other HUD Standards – Set by Programs
•Objective related to housing stability:
 # of Persons age 18 and older who maintained or PSH
or exited to PH as of the end of the operating year or
program exit
•Objective related to improving income:
 # of Persons age 18 and older who maintained or
increased their total income (from all sources) as of
the end of the operating year or program exit
APR – Key Definitions - Leavers and Stayers
Leavers:
 Persons who exited the program and are no longer
enrolled in the program as of the last day of the
reporting period.
Stayers:
 Persons who were in the program on the last day of
the reporting period. This includes clients who exited
the program and re-entered the program before the
end of the reporting period.
APR – Key Definitions – Client Type
•Adult:
Any person 18 years of age or older.
A person’s age is based on the program entry
date closest to the end of the operating year.
If a person entered the program prior to the
start of the reporting period, the person’s age
should be based on the first day of the
reporting period.
APR – Key Definitions – Client Type
•Children:
 Any persons under the age of 18.
 A person’s age is based on the program entry
date closest to the end of the operating year.
 If a person entered the program prior to the
start of the reporting period, the person’s age
should be based on the first day of the reporting
period.
APR – Key Definitions - Households
•Household without Children:–
A household that does not include any children,
including unaccompanied adults, multiple adult
households, and pregnant women age 18 or
older not accompanied by other children.
For the purposes of APR reporting, households
without children that contain multiple persons
should be counted as one household without
children.
APR – Key Definitions - Households
• Household with Children – Any household with at least
one child. There are two types of households with
children:
 Households with at least one adult and one child
include households composed of at least two
persons, one of whom is an adult and one is a child.
 Households with only children are composed only of
persons age 17 or under, including unaccompanied
children, adolescent parents and their children,
adolescent siblings, pregnant women under 18 years
old, or other household configurations composed
only of children
APR – Key Definitions - Operating Year
 For SHP programs, the operating year is the 12-month period
beginning on the Operating Start Date.
 For new grants without funds for acquisition, construction or
rehabilitation, the operating start date is the first day of the
month in which the grantee or sponsor begins incurring
eligible costs. The date is set by the grantee at the time of
first draw down from LOCCS.
 The operating year start and end dates entered into the APR
should correspond with the operating start and end dates
entered into LOCCS
APR Highlights – Pre-APR Checklist - Leavers
•Prior to working on APR, gather following info from
Pre-APR checklist:
•Leavers
• Number of:
1. Adult Leavers without Children:
2. Adult Leavers with Children:
3. Children Leavers:
4. Total Adults Leavers:
5. Total Leavers:
APR Highlights – Pre-APR Checklist - Stayers
•Prior to working on APR, gather following info
•from Pre-APR checklist:
•Stayers
• Number of:
• 6. Adult Stayers without Children
• 7. Adult Stayers with Children
• 8. Children Stayers
• 9. Adult Stayers (6+7)
• 10. Total Stayers (8+9)
APR Highlights –Who are you reporting on?
• For questions related to all persons, the column “With
Children and Adults” must include all persons in family
households
• Q15 (Age) question related to all persons served but
adults and children are on different tables
• Q16-Q20 questions related to all persons served
• Q21 (Vets) question refers to Adults only
•
APR Highlights –Who are you reporting on?
• Q22, 25-26 questions related to all persons served but
leavers and stayers are on different tables.
• Q23 (Cash Income) question related to Adults only but
leavers and stayers are on different tables.
• Q27 (Length of Stay) question related to all persons
served
• Q29 (Destination) question related to all persons exiting
based on length of stay
APR Submission Deadline
 APRs are to be completed and submitted within
90 days of the end of your HUD program’s
operating year by the following program types:
• Failure to submit APR within 110 days of end of
operating year will stop drawdowns from LOCCS
• No time limit on submitting corrected APR
Other Key Definitions
• Final APR
 An APR is a final APR if it is covering the last operating year
of your grant or your grant was for only a one-year term.
• Amended APR
 To submit a corrected or amended APR, you must first
submit a question requesting the ability to amend your APR
via the Virtual Help Desk at www.hudhre.info/apr. If HUD
approves this request, you will be able submit a corrected or
amended APR.
HUD Program Priorities – Important for Monitoring
• Target Population from Application is Being Served
• Number of People Served is consistent with the application
• Participants are Eligible
 Homeless from streets shelters or transitional housing for homeless people
 Disabled where applicable
• Ongoing Assessments of Service Needs are conducted at least
annually
• Children are Enrolled in School – Staff who is Educational
Liaison
• Rent is calculated correctly
 Income is re-examined annually
HUD Program Priorities – Important for Monitoring - 2

Terminations follow a protocol that guarantees
rights of participants to due process

Non-discrimination in all activities

Procedures to provide information on handicapped
accessible services and serve people with Limited
English Proficiency (LEP)

Homeless or formerly homeless people participate
in the program’s policy-making process
 For example, member of the Board of Directors
HUD Program Priorities – Important for Monitoring - 3
• APR’s and other required documentation submitted
on time
• Funds expended in a timely manner and spent on
eligible activities
• Cash match requirements are met
• Proper financial controls
• Evidence of staff time working on grant - timesheets
• Drug-free work place
Resources
 APR Training materials:
https://www.onecpd.info/resource/2002/cocannual-performance-report-apr-virtual-training/
 Main HUD Resources Webpage:
www.onecpd.info
 General Info on Homelessness: National Alliance
www.naeh.org
Sign up for Listservs from HUD and NAEH!!
Expectations and Preparations for 2013
1. PIT Count and HIC in HDX Database - April
2. GIW (Grant Inventory Worksheet) Update –
April/May?
3. Updated APR’s – Due April 15th
4. Consumer Satisfaction Surveys – Due April 26th
5. Consolidated Application (formerly Exhibit 1)
Information – Due April 26th
6. New Project RFP – TBD (May?)
7. Training for Providers – May, June
Thanks!
•For Questions Contact:
•Suzanne Wagner
•swagner@housinginnovations.us
Liz Isaacs
•episaf@comcast.net
•Myles Wensek
•myles.wensek@cucs.org