McKean County ESG Program
Emergency Solutions Grant
McKean County Commissioners, Grantee
Administered by
A Partnership in Housing, Inc.
Policies and Procedures
I.
PROGRAM OVERVIEW
The McKean County Emergency Solutions Grant (ESG) Program was created to aid households who
are homeless or at eminent risk of homeless. For those who are homeless, ESG will provide rapid rehousing assistance. Possible assistance to re-house households as quickly as possible including all
eligible components under Rapid Re-housing including: financial assistance, rental assistance (short
or medium-term) and services. The mission of the Rapid Re-housing component is to quickly rehouse the individual/family and to reconnect them to services and supports in the community. The
homeless prevention component may assist households who would lose the housing within 21 days
without the homeless prevention assistance. Assistance may include all eligible components under
homeless Prevention including: financial assistance, rental assistance (short or medium-term) and
services. The mission is to provide the housing assistance necessary to avert the housing crisis and
minimize the trauma that can occur if a family becomes homeless.
Priority will be given to homeless families, chronically homeless individuals/families, youth
(including those exiting the child welfare system), veterans and those fleeing or attempting to flee
domestic violence.
ELIGIBILITY
A. Rapid Re-Housing:
Individuals/Families who are currently homeless and need assistance to
obtain and maintain housing. Individuals /households must meet the HEARTH “Homeless”
Definition:
a. The individual/family lacks a fixed, regular and adequate nighttime residence. The
household has a primary residence that is a public or private place not designed for or
ordinarily used as a regular sleeping accommodation. This could include a car, park,
abandoned building, bus or train station, airport, or campground.
b. The individual/family is living in a supervised public or private shelter designated to
provide temporary living arrangements. This could include congregate shelter,
transitional housing or hotels/motels paid for by charitable organizations or federal,
state or local government programs for low income individuals.
c. An individual who is exiting an institution where he or she resided for 90 days or less
and who resided in an emergency shelter or places not meant for human habitation
immediately prior to entering the institution.
d. An individual/family who is fleeing or attempting to flee domestic violence in the
household’s primary nighttime residence or has made the individual/family afraid to
return to their primary nighttime residence; has no other residence; and lacks the
resources or support networks to obtain other permanent housing.
To be eligible individuals and households must meet the following requirements:
a. No appropriate subsequent housing options have been identified
b. The household lacks the financial resources and support networks needed to obtain
immediate housing
c. Must meet income eligibility-at or below 50% AMI
B. Prevention:
Individuals/Families who are at risk of losing their current housing and need
temporary assistance to prevent them from becoming homeless.
a. To be eligible, individuals and households must meet all of the following requirements
i. At the time of application, the household must be within 21 days of losing their
primary nighttime residence
ii. No appropriate subsequent housing options have been identified
iii. The household lacks the financial resources and support networks needed to
remain in its existing housing
iv. Must meet income eligibility-at or below 30% of Area Median Income (AMI)
C. Target Populations:
a. Homeless families
b. Chronically homeless individuals/families
c. Youth (including those exiting the child welfare system)
d. Veterans
e. Fleeing or attempting to flee domestic violence
II.
ELIGIBLE PROGRAM ACTIVITIES AND EXPENSES
MC ESG assistance is temporary. It is not intended to provide long-term support for program
participants; it cannot address all of the financial and supportive service needs of households that
affect housing stability. Participants will work with case management to identify necessary supports
and apply for any and all benefits programs for which they may be eligible. Persons who are in need
of long term supports to maintain housing will be referred to Permanent Supportive Housing
Programs available in the county or through regional Continuum of Care projects.
A. Financial Assistance
1. The amount of Security Deposit must be documented in the lease and equal no more
than 1 months’ rent.
2. Security Deposits will be paid directly to the landlord.
3. A statement from the utility provider is necessary for standard payment of utility
deposit.
4. Tenant paid utilities must be documented in the lease.
5. Ongoing utility payments can be made for up to 24 months (including up to 6 months of
arrearages). Utility payments will be made based on the Utility Allowance for unit type
and bedroom size as used by the McKean County Redevelopment & Housing Authority
Housing Choice Voucher Program.
6. Utility account must be in a household members’ name.
7. The participant must provide a copy of the current utility bill.
8. All utility deposits and payments will be paid directly to the utility company.
9. MC ESG can only assist with utility arrearages of six months or less.
B. Services Costs
1. Housing Search and Placement to include: assessment of housing barriers (Self
Sufficiency Matrix), housing needs and preferences; develop an Housing Stability Plan;
housing search and negotiation with the landlord/owner; assistance with submitting
rental applications and understanding leases; assessment of housing for Housing Quality
Standards, lead based paint and rent reasonableness; assistance with obtaining utilities
and tenant counseling.
2. Housing Stability Case Management to assess, arrange, coordinate and monitor the
delivery of individualized services to facilitate housing stability. Case management will
follow up and continue the development of the individualized Housing Stability Plan; the
Housing Stability Plan will include a realistic plan for self-sufficiency; facilitate
applications for mainstream benefits programs ( Medicaid, SNAP, TANF, SSI/SSDI as well
as any other mainstream program for which the household may be eligible), coordinate
services and referrals for supportive services in the community (mental health,
substance abuse treatment, medical, employment, parenting, education, etc.).
Assistance may not exceed 30 days during the period of time a person is looking for
permanent housing and cannot exceed 24 months while a person is living in permanent
housing.
3. Mediation between the participant and owner or person with whom the participant is
residing providing the mediation is necessary to prevent the participant from losing
permanent housing in which they reside.
4. Legal Services – Case management will refer participants to Northwest Legal Services for
legal issues that prohibit participants from obtaining or maintaining permanent housing.
5. Credit Repair services such as budgeting, money management, accessing a free credit
report and resolving credit problems. No funds are permitted to be used to make
payments or modifications of debt.
Requirements and Restrictions for Services include: participants must meet with a
case manager at least once per month for the duration of assistance. Participants will
be assisted as needed in obtaining appropriate supportive services such as medical,
mental health, substance abuse treatment and supportive living services. Participants
will also be assisted as needed in obtaining mainstream benefit programs.
C. Short and Medium Term Rental Assistance
a. Can be provided for individuals/families to remain in their current housing (prevention)
or to obtain and remain in a rental unit they select (rapid re-housing).
b. Rental assistance can be either short term (up to 3 months) or medium term (4 to 24
months).
c. Each participant’s housing must meet McKean County Fair Market Rent guidelines and
“Rent Reasonableness” standards in comparison with other similar rental units in the
same area.
d. A legally binding lease must be in place between the landlord and the program
participant. This lease will include the unit address, a list of all household members,
amount of rent and security deposit as well as the lease term.
e. Rental assistance can pay a maximum of six months rental arrears
f. Rental assistance can be provided for a maximum of 24 months (including arrearages).
g. Participants receiving Homeless Prevention services will be re-evaluated for program
eligibility and the types and amounts of assistance at least once every three months.
h. Participants receiving Rapid Re-housing assistance will be re-evaluated at least annually
for program eligibility and amounts and types of service.
i. Rental payments cannot be made on subsidized rental units. Up to 6 months of
arrearages are eligible for assistance.
j. The rental assistance agreement with the unit owner must contain the same payment
due date, grace period and late payment penalty requirements as the program
participant’s lease.
k. The program participant must make timely payments to the owner in accordance with
the rental assistance agreement.
l. Late payment penalties are solely the responsibility of the program participant. No ESG
funds will be paid for late payments to the unit owner.
D. HMIS
1. The Housing and Homeless Services Coordinator at APIH is a trained agency manager
and user on the PA HMIS.
2. All program participants will sign the PA HMIS Release of Information to determine the
level of sharing.
3. All required HMIS data elements will be inputted into the PA-HMIS system.
4. Staffing costs to contribute the data in the HMIS and to submit required reports through
HMIS.
E. RESIDENCY REQUIREMENTS
a. MC ESG does not place residency requirements on program participants. Applicants
must meet eligibility requirements as outlined by the program.
b. This program is targeted to McKean County residents but could serve
individuals/families relocating to this county. There are no income requirements or
family composition requirements. This program could serve households beyond the
county borders if the household has exhausted all resources in the home county and
provides written documentation. The case management activities would need to be
assumed and paid for by an agency in the receiving county.
F. Administrative Costs
1. General management and oversight of the MC ESG Program
2. Training on ESG requirements
3. Environmental Review compliance
4. These do not include the costs of issuing financial assistance, providing housing
relocation and stabilization services, or carrying out eligible data collection and
evaluation activities. These costs are included under other eligible activity categories.
G. INELIGIBLE AND PROHIBITED ACTIVITIES
1. Mortgage costs or any homeowner costs needed to assist with any fees, taxes, or other
costs of refinancing a mortgage to make it affordable, unless the client is being
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foreclosed upon and is in need of rapid re-housing assistance for a rental property and
the client has met all other eligibility criteria
Charging a client/program participant a fee for service
Rental assistance exceeding 24 months
Construction or rehabilitation expenses
Credit card bills or other consumer debt
Participant car repair or other transportation costs
Participant transportation or travel costs
Food
Medical/dental care and medications
Clothing and grooming
Home furnishings
Child care
Pet care
Entertainment activities
Work or education related materials
Direct cash assistance to program participants
Employment training
Certifications, licenses, and general training classes
H. INCOME ELIGIBILITY AND INCOME VERIFICATION
1. Individual/household must be at or below 30% AMI for prevention activities and at or
below 50% AMI for rapid re-housing assistance.
2. All household income must be third party verified. Participating household must provide
third party documentation of ALL income coming into the household –such as paystubs,
Social Security income verification, statements from agencies providing assistance and
signed letters stating amounts of income
3. Program participants will pay 30% of adjusted gross household income (per the Housing
Choice Voucher guidelines) for rent and utilities.
I.
DOCUMENTATION
1. Documentation needed for MC ESG Program activities – required to maintain adequate
and easily identifiable documentation to determine eligibility of program participants
served. A copy of the documentation for any Financial Assistance must also be
maintained in the client file. At minimum, documentation should include the following:
HOMELESS PREVENTION DOCUMENTATION
Situation
Rental by Applicant: Potential loss of housing due to
non-payment or other lease violation
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Rental by Applicant: Potential loss of housing due to
non-payment/shut-off of utilities
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Rental by Applicant: Potential loss of housing due to
foreclosure on rental property
Other Housing Occupied by Applicant without Paying
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Documentation Needed
Eviction letter from landlord/property manager
Copy of lease naming client as lease holder
Copy of utility shut-off notice from utility
company
Copy of lease naming client as lease holder AND
stating utilities are the responsibility of the
tenant
Copy of foreclosure notice for building
Copy of lease naming applicant as lease holder
Eviction letter from family member/friend
Rent: Living with friends/family. Potential loss of
housing due to eviction by friend/family member
Rental by Applicant without Paying Rent: Potential
loss of housing due to inhabitable conditions
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Copy of lease naming applicant as leaseholder
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Copy of notice from landlord/property manager,
public health, code enforcement, fire marshal,
child welfare or other government entity that
housing is condemned
Copy of lease naming applicant as leaseholder or
other written occupancy agreement identifying
applicant as legal tenant of unit.

Homeless Verification and Documentation for Rapid Re-housing
Situation
Documentation
HMIS record of shelter stay:
 Obtain HMIS record showing shelter stay
concurrent with MCHPRRP program entry data
 Include HMIS record in MCHPRRP participant file
Or
 Obtain third party documentation from the
Sleeping in an Emergency Shelter
Emergency Shelter provider written on agency
letterhead, dated and signed by the agency
representative documenting the shelter stay
including dates of stay.
 Include Homeless Certification in MCHPRRP
participant file
Staying in a place not meant for human habitation
(e.g. Parks, cars, abandoned buildings,
streets/sidewalks, tents, etc.)
Hospital or Other Institution
Must meet two conditions:
1. Stay in a hospital or other institution has been
for 90 days or less
2. Was sleeping in an emergency shelter or other
Written homeless certification:
 Obtain third party documentation from the
homeless street outreach worker or third party
referral source. The documentation must be on
agency letterhead, dated and signed by the
agency representative.
 The letter must include:
1.The date(s) the applicant resided in the
place not meant for human habitation;
2. Location
 Include Homeless Certification in MCHPRRP
participant file
Self- declaration of Homeless is the least preferred
method of documenting homelessness.
 Obtain dated and signed original self-declaration
from applicant
 Referral source must sign the self-declaration and
document the attempt to obtain written third
party verification
 Include self-declaration form in participant file
Letter from hospital or other institution:
 Letter from hospital or other institution
 Letter must:
o Be on hospital or other institution letterhead
o Include statement verifying
place not meant for human habitation
immediately prior to institutionalization
Transitional Housing
hospital/institution stay of MCHPRRP
applicant
o Include hospital/institution admission and
discharge dates verifying that stay has been
for 90 days or less
o Be signed and dated by hospital/institution
representative
 Include hospital/institution letter in participant
file
HMIS record of shelter stay:
 Obtain HMIS record showing shelter stay
concurrent with institution entry date
 HMIS record must indicate stay immediately prior
to (i.e. the day before or same day as)
hospital/institution admission date
 Include HMIS record in MCHPRRP participant file
Or
 Obtain third party documentation from the
Emergency Shelter provider written on agency
letterhead, dated and signed by the agency
representative documenting the shelter stay.
 Include statement verifying shelter stay
immediately prior to hospital/institution
admission date
 Include Homeless Certification in MCHPRRP
participant file
Staying in a place not meant for human habitation:
Obtain third party documentation from the homeless
street outreach worker or third party referral source. The
documentation must be on agency letterhead, dated and
signed by the agency representative.
The letter must include:
1.The date(s) the applicant resided in the
place not meant for human habitation;
2. Location
 Include Homeless Certification in MCHPRRP
participant file
Self- declaration of Homeless is the least preferred
method of documenting homelessness.
 Obtain dated and signed original self-declaration
from applicant
 Referral source must sign the self-declaration and
document the attempt to obtain written third
party verification
 Include self-declaration form in participant file
Written homeless certification:
 Obtain Homeless Certification from transitional
housing provider. The Homeless Certification
must , at minimum, contains the following:
o Name of transitional housing program
o Statement verifying current transitional
Domestic Violence
All Components
J.
housing occupancy of MCHPRRP
applicant
o Statement indicating the MCHPRRP
applicant is graduating from or timing out
of transitional housing program
o Statement verifying MCHPRRP applicant
was residing in emergency shelter or
place not meant for human habitation
immediately prior to transitional housing
admission
o Signed and dated by authorized
transitional housing provider
representative
 Include Homeless Certification in MCHPRRP
participant file
Domestic Violence provider letter:
 Obtain letter from Domestic Violence provider
 Letter must be on agency letterhead, dated and
signed by the agency representative.
 The statement must include: date the applicant
fled domestic violence
 Verifies that the applicant has no other residence
 The applicant lacks the resources or support
networks to obtain other permanent housing.
 Include the certification in the MCHPRRP
participant file
Self- declaration of Homeless is the least preferred
method of documenting homelessness.
 Obtain signed and dated original self-declaration
from applicant
 MCHPRRP case manager must document attempt
to obtain written third party verification and sign
self-declaration form
 Include self-declaration in participant file
TERMINATION OF PARTICIPATION, DENIAL AND GRIEVANCE PROCEDURES
1. Termination of Participation and Grievance Procedures
Causes for termination from the program may include, but are not limited to, failure to abide by
the program requirements, for non-payment of rent, lease violations, non-compliance with
project, criminal activity, destruction of property and reached maximum time allowed in the
program. The Program may resume assistance to a program participant whose assistance was
previously terminated. In terminating assistance to a program participant, MC ESG Program must
provide a process that recognizes the rights of individuals receiving assistance to due process of
law. This process must consist of:
a. Written notice to the program participant containing a clear statement of the reasons for
termination
b. A review of the decision, in which the program participant is given the opportunity to present
written or oral objections before a person other than the person who made or approved the
termination decision
c. Prompt written notice of the final decision to the program participant
2. Applicant Denial and Grievance Procedures
Denial of assistance may include but is not limited to:
a. The individual/household’s ineligibility of the program
b. Failure to provide verifiable evidence of eligibility
c. Failure to prove working toward self-sufficiency
d. Failure to meet with the case manager at least monthly. The case manager will provide
written documentation of the attempts to meet with the household.
All denials will be in written format and sent to the individual/family indicating the program
requirements and how the applicant does not fit these requirements.
K.
Appeal Process
1. If the individual/household does not agree with the denial or termination decision, the
individual/household has a right to appeal the decision for review.
2. Appealed decisions must be made within 10 days of the notification, by contacting the
following:
Dusti Dennis, Executive Director
McKean County Redevelopment & Housing Authority
11 Campus Drive
Bradford, PA 16701
3. The Executive Director will review the file and the decision, make a final decision, and
respond to the individual/household within 10 days of the appeal letter.
L.
NONDISCRIMINATION AND EQUAL OPPORTUNITY REQUIREMENTS
The MCRHA must comply with all applicable fair housing and civil rights requirements in 24 CFR
5.105(a). In addition, agencies must make known that MCHPRRP rental assistance and services are
available to all on a nondiscriminatory basis and ensure that all interested parties have equal access
to information about MCHPRRP and equal access to the financial assistance and services provided
under this program. Among other things, this means that MCRHA must take reasonable steps to
ensure meaningful access to programs to persons with Limited English Proficiency (LEP), pursuant to
Title VI of the Civil Rights Act of 1964. This may mean providing language assistance or ensuring that
program information is available in appropriate languages for the geographic area served by the
jurisdiction and that limited English proficient persons have meaningful access to MCHPRRP
assistance. In addition, all notices and communications shall be provided in a manner that is effective
for persons with hearing, visual, and other communication-related disabilities consistent with section
504 of the Rehabilitation Act of 1973 and implementing regulations at 24 CFR 8.6. If the procedures
that MCRHA intend to use to make known the availability of the rental assistance and services are
unlikely to reach persons of any particular race, color, religion, sex, age, national origin, familial
status, or disability who may qualify for such rental assistance and services, MCRHA must establish
additional procedures that will ensure that such persons are made aware of the rental assistance and
services.
M. FAIR HOUSING
Under section 808(e)(5) of the Fair Housing Act, HUD has a statutory duty to affirmatively further fair
housing. HUD requires the same of its funding recipients. MCRHA has a duty to affirmatively further
fair housing opportunities for classes protected under the Fair Housing Act. Protected classes include
race, color, national origin, religion, sex, disability, and familial status. Examples of affirmatively
furthering fair housing include: (1) marketing the program to all eligible persons, including persons
with disabilities and persons with limited English proficiency (2) making buildings and
communications that facilitate applications and service delivery accessible to persons with disabilities
(3) providing fair housing counseling services or referrals to fair housing agencies (4) informing
participants of how to file a housing discrimination complaint, including providing the toll-free number
for the Housing Discrimination Hotline: 800-669-9777 (5) recruiting landlords and service providers in
areas that expand housing choice to program participants.
N. LEAD BASED PAINT REQUIREMENTS
The Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as amended by the Residential
Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.) and implementing regulations
at 24 CFR part 35, subparts A, B, M, and R shall apply to housing occupied by households receiving
assistance provided to a family with children under the age of six residing or about to reside in housing
built before 1978.
O. CONFIDENTIALITY OF CLIENT RECORDS
MCRHA has policies and procedures ensuring client records are maintained in a confidential manner,
and that the address or location of an assisted housing will not be made public, except to the extent
that this prohibition contradicts a preexisting privacy policy of MCRHA.
P. RENT REASONABLENESS &FAIR MARKET RENT
Q. HOUSING QUALITY STANDARDS AND INSPECTIONS
Organizations providing rental assistance with ESG funds are required to conduct initial and necessary
follow-up inspections of housing units into which a program participant will be moving. Units are
inspected on an annual basis and upon a change of tenancy. MC ESG Program will conduct Housing
Quality Standards inspections rather than Habitability Standards Inspections. These inspections will
be completed by the Housing Authority staff that are trained in conducting Housing Quality Standards
inspections. The stricter inspection level was chosen since many households will transition to the
Housing Choice Voucher program.
**Complete records of inspections and follow-up actions are maintained in participant files
R. PROGRAM ADMINISTRATION
1. Grantee: McKean County Commissioners
2. Sub grantee: A Partnership in Housing, Inc.
3. System for Award Management Registration and DUNS number
The County and A Partnership in Housing, Inc. are registered with Dun and Bradstreet and renew
their registration with the System for Award Management annually.
4. Grantee Responsibilities
a. The Grantee will have a written contract with the Sub grantee.
b. The Grantee will monitor the Sub grantee annually at a minimum.
c. The Grantee will ensure that at least 50% of ESG funds will be drawn down within the first year
of the contract.
d. The Grantee will ensure that invoicing occurs at least quarterly.
5.
Sub grantee Responsibilities
a. APIH will ensure the Environmental Review is completed before any funds are
expended.
b. It is the responsibility of APIH to ensure that program participants meet MC ESG
Program eligibility requirements.
c. APIH is responsible to maintain generate invoices and submit the required
documentation for invoices to the Lead agency for approval. The Sub-grantee will be
responsible to submit the invoices to DCED for payment.
d. It is the responsibility of APIH to ensure that program participants meet MC ESG
Program eligibility requirements
e. APIH is responsible for submitting al required reports to DCED by the due dates
determined by the grantor.
S. Reuse Plan for Program Income generated from the return of Security and/or Utility Deposits.
a. If program income is generated during the ESG contract period, from a security and/or
utility deposit, the agency will reallocate the generated funds back into MC ESG Program
financial assistance section, so that additional financial assistance may be provided.
b. If the deposits are returned to APIH after the end of the ESG contract period, the
program income will be reallocated to provide security and/or utility financial
assistance.
T. FORMS
1. Each Participant File Contains
a. MC ESG Intake Form
b. Proof of Homelessness
c. Proof of Household Income
d. Asset Declaration form
e. Household verification forms – Birth Certificates, Social Security cards, photo ID
f. Self-Sufficiency Matrix
g. Housing Services agreement
h. MC ESG Release of Information
i. HMIS client Consent form
j. Application approval or denial form
k. Projected Amount of funds needed to aid client form
l. Letters explaining other agency funding/exhausted all other housing options
m. Declaration of 214 Status Form
n. Monthly Budget
o. Housing Inspection Form
p. Rent Reasonableness Form
q. Eviction Letter from Landlord/if applicable
r. Landlord Request for Financial Assistance/if applicable
s. Rental Agreement
t. Copy of Property Lease
u. Lead Based Paint Certification
v. Copy of Utility bill or shut off notice
w. Housing Stability Plan
x. Re-certification Forms
y. Housing Progress Case Notes
z. Program exit checklist