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CITY OF DURHAMCONTINUUM OF CARE GRANTS PROGRAM

GUIDELINES & PRE-APPLICATION2015

Mailing AddressCity of Durham

Community Development Department101 City Hall PlazaDurham, NC 27701

Office LocationCity of Durham

Community Development Department807 E. Main Street, Bldg. 2, Suite 200

Durham, North Carolina 27701

Funded by: United States Department of Housing and Urban Development (HUD)

City of Durham, Continuum of Care Grant Funding Application – 2015

CITY OF DURHAMCOMMUNITY DEVELOPMENT DEPARTMENT

CONTINUUM of CARE (CoC) PROGRAM

2015 Grant Pre-Application Package

Introduction

The City of Durham’s Community Development Department is accepting pre-applications for the 2015 Continuum of Care (CoC) Homeless Grants Competition for new and renewing projects. The Durham CoC’s Annual Renewal Demand has been calculated to be $1,125,456. The exact amount of funds available to Durham in this competition will not be known until the Department of Housing and Urban Development (HUD) releases the Notice of Funding Availability (NOFA) later in 2015. The City is releasing this “2015 CoC Grant Pre-Application Package” at this time to allow CoC project applicants as much time as possible to complete this pre-application and to prepare to complete the application in E-snaps, HUD’s online grant application website.

The City is using the term “pre-application” for this document to distinguish it from the application in HUD’s E-snaps website.

All projects should limit project administrative costs to no more than seven (7) percent of the project budget, in order to maximize the Durham CoC’s competitive advantage.

The City reserves the right to change this pre-application based on the NOFA’s regulations. Applicants will be informed via email of any changes to the pre-application that are required by the NOFA.

Applicants are encouraged to review the CoC Program Interim Rule (24 CFR part 578) as it provides the requirements for implementation and administration of the CoC Program. Instructions for the pre-application itself begin on page five, and the pre-application begins on page eight. It is imperative that all project applicants are familiar with the requirements of the CoC Program Interim Rule before applying for renewal or new CoC funding.

A Pre-application Workshop has been scheduled for April 24, 2015, 10 AM to 12 PM, in the Main Conference Room of the Community Development Department, 807 E. Main Street, Bldg. 2, Suite 200, Durham.

HUD’S HOMELESS POLICY AND PROGRAM PRIORITIES

Applications submitted to HUD for the FY 2015 CoC Program Competition will be evaluated in part based on the extent to which they further the achievement of HUD’s goals as articulated in HUD’s Strategic Plan and the Opening Doors: Federal Strategic Plan to Prevent and End Homelessness (FSP).

Below are HUD’s policy priorities, related to these goals, as set forth in the 2015 CoC Registration Notice, released on April 28, 2015 for the 2015 CoC Program Competition, on pages 27 through 30.

1. Strategic Resource Allocation. Using performance and outcome data, CoCs should decide how to best use the resources available to end homelessness within the community, including CoC and ESG Program funds, state and local funds, public and assisted housing units, mainstream service

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http://www.gpo.gov/fdsys/granule/CFR-2013-title24-vol3/CFR-2013-title24-vol3-part578/content-detail.html


resources such as Medicaid, and philanthropic efforts. Decisions about resource allocation should include the following:a. Comprehensive Review of projects. CoCs should reallocate funds to new projects whenever reallocation would reduce homelessness. Communities should use CoC-approved scoring criteria and selection priorities to determine the extent to which each project is still necessary and addresses the policy priorities listed inthis Notice.b. Maximizing the use of mainstream resources. HUD strongly encourages CoCs and project applicants to ensure that they are maximizing the use of all mainstream services available. While 24 CFR part 578 allows for the payment of certain supportive service costs, it is more efficient for CoCs to use mainstream resources where possible. CoCs should proactively seek and provide information to all stakeholders within the geographic area about mainstream resources and funding opportunities, particularly new opportunities made available under the Affordable Care Act and related technical assistance initiatives. Additionally, where homeless assistance projects are providing specialized services, such as employment services, mental health services, or substance abuse recovery services, they should be coordinating with state or local agencies responsible for overseeing those services to ensure that they are using best practices and that there is appropriate oversight of their programs. c. Partnerships. CoCs should partner with other stakeholders within the community such as Public Housing Agencies (PHAs), philanthropic organizations, and other entities that have resources that could be used to serve persons experiencing homelessness.d. Transitional Housing. Recent research shows that transitional housing is generally more expensive than other housing models serving similar populations with similar outcomes. HUD also recognizes that transitional housing can be an effective tool for addressing certain needs–such as housing for homeless youthwho are unable to sign a lease, safety for persons fleeing domestic violence, and assistance with recovery from addiction. HUD strongly encourages CoCs and recipients to carefully review the transitional housing projects within the CoC’s geographic area for cost-effectiveness, performance, and for the number and typeof eligibility criteria to determine if rapid re-housing might be a better model for the CoC’s geographic area.

2. Ending chronic homelessness.a. Increasing Units: In order to increase the number of units for chronically homeless individuals and families and work towards the goal of ending chronic homelessness, HUD encourages CoCs to create new projects through reallocation that exclusively serve chronically homeless individuals, including unaccompanied youth, and families. Chronically homeless and permanent supportive housing are defined in 24 CFR 578.3. Projects cannot discriminate against chronically homeless families with children.b. Targeting: Chronically homeless individuals and families should be given priority for PSH beds not currently dedicated to this population as vacancies become available through turnover. PSH renewal projects serving specific disabled subpopulations (e.g., persons with mental illness or persons with substance abuse issues) must continue to serve those groups as required in their current grant agreement. However, chronically homeless individuals and families within the specified subpopulation should be prioritized for entry. CoCs are encouraged to implement a process for prioritizing persons experiencing chronic homelessness consistent with Notice CPD-14-012: Prioritizing PersonsExperiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless Status.

3. Ending family homelessness. Most families experiencing homelessness can be housed quickly and stably using rapid re-housing, although some will need the long-term support provided by a permanent housing subsidy or permanent supportive housing. CoCs should adjust the homeless services system for families to ensure that families can easily access rapid re-housing and other housing assistance tailored to their needs. CoCs should also be working with their affordable housing

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community to facilitate access to affordable housing units. CoCs should also ensure that their projects address the safety needs of people fleeing domestic violence.Rapid re-housing is designed to assist homeless individuals and families, with or without disabilities, to move as quickly as possible into permanent housing and achieve stability in that housing. Rapid re-housing assistance is time-limited, individualized, and flexible, and should complement and enhance homeless system performance. HUD encourages CoCs to use reallocation to create new rapid re-housing projects for families.

4. Ending Youth Homelessness. CoCs should understand the unique needs of homeless youth and should be reaching out to youth-serving organizations to help them fully participate in the CoC. CoCs and youth serving organizations should work together to develop resources and programs that better end youth homelessness and meet the needs of homeless youth, including Lesbian, Gay, Bisexual, Transgender, and Questioning (LGBTQ) youth. When evaluating the performance of youth programs, CoCs should take into account the specific challenges faced by homeless youth. When CoCs identify lower performing youth-serving projects, they should seek to reallocate funds from those projects to better projects serving youth.

5. Ending Veteran Homelessness. Ending veteran homelessness is within reach for many communities, and CoCs should take specific steps to reach this goal including:a. CoC Program-funded projects should, to the extent possible, prioritize veterans and their families who are ineligible for Department of Veterans Affairs (VA) services. When it is determined that a veteran, and their family, is ineligible for VA housing and services has the same level of need as a non-veteran as determined using a standardized assessment tool, the veteran should receive priority.b. CoCs should work closely with the local VA and other veteran-serving organizations and coordinate CoC resources with VA-funded housing and services including HUD-VASH and Supportive Services for Veteran Families (SSVF).

6. Using a Housing First Approach. Housing First is an approach to homeless assistance that prioritizes rapid placement and stabilization in permanent housing and does not have service participation requirements or preconditions such as sobriety or a minimum income threshold. Projects using a housing first approach often have supportive services; however, participation in these services is based on the needs and desires of the program participant. HUD encourages all types of projects to adopt a Housing First approach. Specific steps to support a community-wide housing first approach include the following.a. Removing Barriers: CoCs should review system- and project-level eligibility criteria to identify and remove barriers to accessing services and housing that are experienced by homeless individuals and families. Many projects currently have barriers to entry.b. Centralized or Coordinated Assessment System: Centralized or coordinated assessment is a key step in assessing the needs of homeless individuals and families requesting assistance and prioritizing those households for assistance. The establishment and operation of a centralized or coordinated assessment system is a requirement of 24 CFR part 578. c. Client-centered service delivery: Housing and service options should be tailored to meet the unique needs of each individual or family presenting for services. Participants should not be required to participate in services that they do not believe will help them to achieve their goalsd. Prioritizing Households Most in Need: CoCs should prioritize persons who are identified as most in need (e.g., those who have been living on the street the longest, homeless households with children living in unsheltered situations, those who are considered most medically vulnerable) for placement into appropriate housing.e. Inclusive Decisionmaking: CoCs should ensure that the needs of all individuals and families experiencing homelessness are represented within the CoC structure by including providers serving groups such as domestic violence survivors, the LGBTQ community, victims of human trafficking, unaccompanied youth, and other relevant populations. Including these groups in the decisionmaking structure of the CoC ensures that service delivery is both client-centered and culturally competent.

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GETTING INFORMATION AND ASSISTANCE

HUD HRE Website: All Federal Register publications, user guides, and other resources related the FY2015 Competition, and the CoC programs may be obtained from the HUD One CPD website, https://www.hudexchange.info/e-snaps/fy-2015-coc-program-nofa. CoC applicants are advised to reference this website and its resources to all persons that will be working on or completing the CoC pre-application and the application in E-snaps.

HUD Homeless Assistance Listserv: Notification regarding the availability of the FY2015 CoC NOFA and reminders about registration and application deadlines will be released via the HUD Homeless Assistance email-based mailing list. To join the mailing list, refer to the following web-site: https://www.onecpd.info/mailinglist/

Questions may be directed to:Lloyd Schmeidler, Project Manager City of Durham, Community Development Department 807 E. Main Street, Bldg. 2, Suite 200Durham, North Carolina 27701(919) 560-4570 x22267(919) 560-4090 (FAX)

[email protected]

A Pre-application Workshop has been scheduled for April 24, 2015, 10 AM to 12 PM, in the Main Conference Room of the Community Development Department, 807 E. Main Street, Bldg. 2, Suite 200, Durham, NC.

All pre-applications must be received in the Community Development Department no later than 4 PM on Friday, June 5, 2015. If planning to mail the pre-application, please plan to put the pre-application in the mail several days before the deadline. The Community Development Department will not be responsible for pre-applications delivered late. Late pre-applications will NOT be considered; funds associated with late renewal pre-applications may be reallocated.

Pre-applications must include one CD or flash drive with an electronic version of the pre-application in MS Word or pdf format and an electronic version of all attachments. Note that a complete pre-application contains the pre-application itself, required budget worksheets in MS Excel (distributed in a file separate from this MS Word document), and all applicable supporting documents as described in Attachments A and B.

Mailing AddressCity of Durham

Community Development DepartmentATTN: Lloyd Schmeidler

101 City Hall PlazaDurham, NC 27701

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mailto:[email protected]

https://www.onecpd.info/mailinglist/

https://www.hudexchange.info/e-snaps/fy-2015-coc-program-nofa-coc-program-competition/?utm_source=HUD+Exchange+Mailing+List&utm_campaign=d3971ecaaf-FY+2015+CoC+Program+Docs+Available+for+CoC+Review&utm_medium=email&utm_term=0_f32b935a5f-d3971ecaaf-18507821

https://www.hudexchange.info/e-snaps/fy-2015-coc-program-nofa-coc-program-competition/?utm_source=HUD+Exchange+Mailing+List&utm_campaign=d3971ecaaf-FY+2015+CoC+Program+Docs+Available+for+CoC+Review&utm_medium=email&utm_term=0_f32b935a5f-d3971ecaaf-18507821


Office LocationCity of Durham

Community Development DepartmentATTN: Lloyd Schmeidler

807 E. Main Street, Bldg. 2, Suite 200Durham, North Carolina 27701

Pre-application Review & Recommendation Process

All pre-applications will be reviewed by the Community Development Department to ensure that they meet the minimum threshold requirements established for the pre-application. Pre-applications meeting the minimum threshold requirements will be scored and ranked by the Citizens Advisory Committee according to the relevant Scoring Criteria. Ranking recommendations of the Citizens Advisory Committee will be forwarded to the Homeless Services Advisory Committee (HSAC). The HSAC will make funding recommendations to HUD.

Recommendation Announcements and Appeals Processes Project pre-applicants will be informed via email of the funding recommendations of the HSAC within 48 hours of the HSAC’s decisions. The communication to projects not recommended for funding by the HSAC will include the reasons for the rejection. Projects wishing to file an appeal of a rejection to the HSAC must file a written appeal with the Community Development Department within 72 hours of being notified of the project’s initial rejection. Funding recommendations made by the HSAC after consideration of any local appeals shall be final. Projects that believe they were not allowed to participate in a fair and open process and that were rejected by the CoC also may appeal the rejection directly to HUD by submitting a project application as a Solo Application in E-snaps prior to the HUD application deadline, per HUD’s instructions in e-snaps and/or the NOFA.

Submission to HUDAll eligible projects also must submit their application(s) to HUD via E-snaps (https://esnaps.hud.gov/grantium/frontOffice.jsf) by the deadline stated in the NOFA, whether or not they are recommended by the Durham CoC to HUD for funding. Most of the information requested in the pre-application is taken directly from the E-snaps application form for the 2014 CoC Grants Competition.

Evaluation CriteriaPre-applications for new projects will be scored and ranked locally based on: 1) Organizational Capacity, 2) Performance, 3) Project Budget, Leverage & Match, 4) CoC & HUD Priorities 5) Scope of Services, and 6) Relationship to the Community & Participants. Pre-applications for renewing transitional and permanent housing projects will be scored and ranked locally based on 1) Utilization of Mainstream Resources & Employment, 2) Housing Performance, 3) Financial Performance, 4) HMIS Participation, 5) CoC Participation, and 6) HUD & Local Priorities. A copy of the Scoring Criteria will be available for download from the Community Development Department’s website or the Durham Opening Doors website after April 24, 2015.

New project applications must provide evidence that the organization has implemented similar projects in the past and evidence that the similar projects have met or are meeting the performance standards identified as required in the Scoring Criteria.

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http://www.durhamopeningdoors.org/

http://www.durhamopeningdoors.org/

ttp://durhamnc.gov/ich/cb/cdd/Pages/Home.aspx%20

https://esnaps.hud.gov/grantium/frontOffice.jsf


The score of projects that were first funded in the 2014 CoC Homeless Grants Competition and the 2014 score of housing projects that have not yet completed an Annual Performance Report for the first year of operations will be used to rank these projects with other projects. Due to the transition of HMIS administration from the North Carolina Housing Coalition to the Michigan Coalition Against Homelessness, the score of Durham’s CoC HMIS grant from the 2014 CoC Homeless Grants Competition also will be used to rank this project with other projects. ALL projects must complete the applicable sections of the pre-application. New project pre-applications must complete the following sections:

Parts I, page 8, Part II, page 9, Part III, page 14, Part V, page 25, Part VI, page 28, and Part VII, page 29.

Renewal project pre-applications must complete the following sections:

Parts I, page 8, Part IV, page 21, Part V, page 25, Part VI, page 28, and Part VII, page 29.

All required supporting documents must be included with the pre-application. Incomplete applications, i.e. with missing supporting documents, will not be considered.

Important Information

1. This is a competitive process for limited funding. Applicants are not guaranteed an award.

2. Successful projects may be funded for less than the amount requested.

3. Agencies that are currently receiving other funds, e.g. CDBG, HOME, ESG, from the City who are applying for these funds, must be in compliance with all terms of their current agreement(s) and must not have any outstanding audit findings, monitoring findings or concerns as determined by the City or HUD.

4. Nonprofit organizations must have an active Board of Directors documented by submitting an attendance list of board members at meetings for the previous twelve (12) months and a board membership list that includes at least one identified homeless or formerly homeless person.

5. All pre-applications must be submitted in electronic format only, with all required documents in separate electronic files identified as indicated. Signature pages must be submitted with a hand-written signature, preferably in .pdf format. Pre-applications may be submitted on a Compact Disc or flash drive. Pre-applications that do not contain a copy of a hand-written signature on the appropriate signature page(s) will not be considered.

6. For additional information, please contact Lloyd Schmeidler, Program Manager, at 919-560-4570 x22267 or via email to [email protected].

CITY OF DURHAM

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mailto:[email protected]


CONTINUUM OF CARE 2015PROJECT PRE-APPLICATION

PART I - APPLICANT IDENTIFICATION (to be completed by ALL projects)

Project Name: Click here to enter text.Project Address: Click here to enter text.Legal Name of Project Sponsor: Click here to enter text.

Sponsor’s Mailing Address: Click here to enter text.

Sponsor Contact Person: Click here to enter text.

Sponsor Phone Number: Click here to enter text.Sponsor Email: Click here to enter text.

Sponsor Website: Click here to enter text.

Project Partners: (A partnering agency has a financial stake in the project or will be developing the project. These are the Agencies who must be "at your table" to make the project work for HUD.)

Fed I.D. #: Click here to enter text. DUNS # Click here to enter text.

Name of Executive Director: Click here to enter text.

Tel: Click here to enter text. Fax: Click here to enter text.

Email: Click here to enter text. Cell: Click here to enter text.

Signature of Executive Director: ____________________________________________

Date: Click here to enter text.

Name of Board Chairperson: Click here to enter text.

Tel: Click here to enter text. Fax: Click here to enter text.

Email: Click here to enter text. Cell: Click here to enter text.

Signature of Board Chairperson: ____________________________________________

Date: Click here to enter text.

PART II – ASSURANCE AND CERTIFICATIONS (required of NEW Project Applications only)

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(Renewing Projects: Please skip to PART IV)

A. Approval By the Governing Board

This Project Pre-application for Durham Continuum of Care funding has been reviewed and approved by the applicant governing board or by a duly appointed board committee.

Click here to enter text.Typed Name of Governing Board Chairperson

Signature*___________________________________________________

Click here to enter a date.Date Approved (Month/Day/Year)

*If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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B. Certification of Serving Homeless People and Non-discrimination

I, Click here to enter text., Chairperson of the Governing Board, of

Click here to enter text.(Name of Sponsoring Organization)

acknowledge that funds available under the 2014 Continuum of Care will be used to serve individuals and families who meet the definition of “homeless” used in the McKinney-Vento Homeless Assistance Programs.

I further certify that:

No person shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under the Continuum of Care Program. Any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 or with respect to an otherwise qualified handicapped individual as provided in Section 504 of the Rehabilitation Act of 1973, 24 CFR Part 100 of the Fair Housing Act, the Housing and Urban Development Act of 1978-Section 3, and Executive orders 11063, 11246, 11625, 12432, and 12138 shall also apply. Procedures will be instituted to ensure that this policy and available services and facilities are made known to all.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON

_______________________________________________________Click here to enter a date.SIGNATURE* DATE


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C. Certification of Religious Non-Discrimination

I, Click here to enter text., Chairperson of the Governing Board of

Click here to enter text.(Name of Applicant Organization)

which is is not a primarily religious organization, certify that:

1. All eligible activities under the Continuum of Care Program conducted by

Click here to enter text.(Name of Applicant Organization)

during the 2014 COC grant period will be provided in a manner that is free from religious influence and in accordance with the following principles and that the organization named above:

a. Will not discriminate against a person currently receiving its shelter and/or services or any person applying for housing or any of the eligible activities under the Continuum of Care Program on the basis of religion and will not limit such housing or other eligible activities or give preference to persons on the basis of religion; and

b. Will not engage in inherently religious activities, such as worship, religious instruction or proselytizing as part of the programs or services funded, in whole or part, with Continuum of Care Program funding. If an organization conducts such activities, the activities must be offered separately, in time or location, from the programs or services funded with COC funding.

c. Will not require clients to attend religious services and/or receive any religious instruction as a condition of their receiving shelter and/or services provided by the organization.

2. A client or resident who declines to attend religious services or receive religious instruction offered in the facility will suffer no reprisals including withdrawal of privileges, termination of residence in the facility or withdrawal of essential services heretofore provided.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON

_______________________________________________________ Click here to enter a date. SIGNATURE* DATE


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D. TERMINATION OF ASSISTANCE CERTIFICATION

Section 1402(d) of the Housing and Community Development Act (HCDA) of 1992 amends Section 415 of the Stewart B. McKinney Homeless Assistance Act and states:

"If an individual or family who receives assistance from a recipient violates program requirements, the recipient may terminate assistance in accordance with a formal process established by the recipient that recognizes the rights of individuals affected, which may include a hearing."

ATTACH A COPY OF APPLICANT ORGANIZATION’S TERMINATION OF ASSISTANCE POLICY UNDER TAB Q-POLICIES. This policy should be approved by the organization’s governing body and must clearly outline the procedure available to program clients/residents to file grievances regarding program services or appeal their suspension or termination from program services including facility residency. An acceptable termination of assistance policy must include

1) the name of the person/persons with whom the grievance or appeal should be filed, 2) the person/persons who will review the grievance or appeal, 3) the method of review to be used, i.e. formal hearing, staff/client interviews, etc., 4) the time requirements on the client for filing the grievance or appeal; and,5) the time requirements on the organization for review of the grievance or appeal and rendering of

a final decision.Clients should be allowed to file grievances and/or appeals orally if needed. Staff making decisions to suspend or terminate services to the client or who are the subjects of a client grievance may not have the authority to decide the validity of a client grievance or appeal or be involved in the final disposition of the grievance or appeal.

I, Click here to enter text., Chairperson of the

Governing Board of Click here to enter text.

certify that a termination of assistance policy has been established by the governing board in accordance with the requirements of Section 1402(d) of the Housing and Community Development Act (HDCA) of 1992 that amends Section 415 of the Stewart B. McKinney-Vento Homeless Assistance Act, as evidenced by the termination of assistance policy that is attached.

Click here to enter text.TYPED NAME OF GOVERNING BOARD CHAIRPERSON*

_______________________________________________ Click here to enter a date.SIGNATURE DATE

* If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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E. CERTIFICATION OF COMPLIANCE WITH REPORTING REQUIREMENTS

In order to satisfactorily complete periodic Performance Reports, all 2014 COC grant recipients must collect the following information on the persons served and services provided during the grant period and enter this information in Durham’s Homeless Management Information System (HMIS). Agencies serving survivors of domestic violence are exempt from participation in a community’s HMIS but must demonstrate that they have a database comparable to a HMIS and are able to provide statistical information from that database upon request that does not compromise client privacy.

Universal Data Elements Program Specific Data Elements

Name Housing StatusSocial Security Number Income & Sources of IncomeDate of Birth Non-Cash Benefits Race Health InsuranceEthnicity Physical DisabilityGender Developmental DisabilityVeteran Status Chronic Health ConditionDisabling Condition HIV/AIDS Residence Prior to Project Entry Mental Health ProblemProject Entry Date Substance Abuse Project Exit Date Domestic ViolenceDestination at Project Exit Residential Move-In Date (for Rapid Rehousing)Personal ID Housing Assessment Disposition (Rapid Rehsg)Household ID Housing Assessment at Exit (Rapid Rehsg) Relationship to the Head of Household Client Location Length of Time on Street or in Emerg. Shelter

I, Click here to enter text., Chairperson of the

governing board of Click here to enter text., certify that the information noted above will be collected for reporting in the Quarterly and Annual Performance Reports required by the Durham Continuum of Care when the project accepts tenants and as long as the project continues to receive Durham CoC funding.

_______________________________________________Signature of Governing Board Chairperson*

Click here to enter a date.Date

* If signed by anyone other than board chairperson, please attach a resolution of the applicant organization’s board authorizing the signatory.

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PART III – PROJECT DESCRIPTION (Required of New Project pre-applicants) (Note: Narrative sections will expand as text is entered. Space between questions is NOT indicative of a suggested response length.)

A. Program Component Type: (Check only one)

Please be aware of the following distinction between leasing and rent assistance: In a leasing project, the organization managing or administering the project leases the housing unit from the landlord and then sublets the housing units to project participants/tenants. In a rental assistance project, the project participant/tenant has a lease for the housing unit with the landlord and the project provides rent assistance payments to the landlord. Choose an item.

Transitional Housing Program1 Permanent Rapid Re-housing (leasing only) 2. Permanent Rapid Re-housing (rental assistance) 3. Permanent Supportive Housing (leasing only) 4. Permanent Supportive Housing (rental assistance)

B. What population will your program serve?

Families with Children Single Adults Both Families w. Children & Single Adults Households with Only Children Not Applicable (HMIS project only)

C. Will your program serve the following subpopulations?

Chronically Homeless Individuals Chronically Homeless Families Veterans’ Families No

D. Project Description:

1. Provide a description after D. 6 below that addresses the entire scope of the proposed project: A project description should be complete and concise. It must address the entire scope of the project, including a clear picture of the community/target population(s) to be served, the plan for addressing the identified needs/issues of the Durham CoC’s community/target population(s), projected outcome(s), and any coordination with other source(s)/partner(s). In cases where the proposed project is expanding an existing facility or non-HMIS service, document, when applicable, how the requested funds will supplement existing services and resources or increase participants served. The narrative is expected to describe the project at full operational capacity. The description should be consistent with and make reference to other parts of this application. New applicants are encouraged to review applicable CoC program regulations and desk guides available online at http://esnaps.hudhre.info.

Describe the estimated schedule for the proposed activities, the management plan, and the method for assuring effective and timely completion of all work. This narrative must demonstrate how full capacity will be achieved over the term requested in the application. As applicable, ensure that the narrative after no. 6 below addresses the following questions.

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http://esnaps.hudhre.info/


2. If applicable, describe the proposed development activities and the responsibilities that the applicant and potential sub-recipients (if any) will have in developing, operating, and maintaining the property. This is required only for projects that depend upon the full or partial construction or rehabilitation of property for the operation of the proposed activities.

3. Will the project provide Rapid Rehousing (RRH)? The CoC Interim Rule describes two eligible types of Permanent Housing: RRH and Permanent Supportive Housing (PSH). If providing RRH, please indicate the maximum length of rental assistance: up to 3 months; up to 12 months; up to 18 months; or up to 24 months. Describe the method for determining the amount and duration of rental assistance that RRH participants may receive.

4. Will participants be required to live in a particular structure, or locality, at some point during the period of participation? (PH projects may require clients to live in a particular structure for the first year and in a defined geographical area for the entire term of stay in the program, even tenant-based rental assistance.)

5. Are more than 16 persons going to be living in one structure? If the project plans to have more than 16 persons reside in one structure, please provide an explanation on how local market conditions necessitate this size and how neighborhood integration can be achieved for the residents. For more information on the 16-person limit, see Section 424(c) of the McKinney-Vento Act.

6. If yes to 5 above, please explain how and why the project will implement this requirement. Provide a narrative description of the reason(s) the applicant has chosen to enforce this requirement for participants.

7. Briefly describe the project’s eligibility criteria and eligibility policy and include a copy of the Eligibility Policy in Tab Q-POLICIES. Identify any prioritization criteria for the project’s target population, including use of the Vulnerability Index-Service Prioritization Decision Assistance Tool (VI-SPDAT). Permanent supportive housing projects: please describe how prioritization criteria are based on local data to target households at highest risk of homelessness. Rapid Rehousing projects: please describe how eligibility criteria include the absence of other housing options, financial resources, and supports to end literal homelessness and how the project assigns higher or lower priority to applicants when the volume of requests for assistance from eligible households exceed program resources.

8. Describe the project’s policies and procedures for creating Housing Plans with project participants, including guidelines for developing “reasonable” goals and action steps, how the Housing Plan is developed in partnership with the participant, accounts for participant preferences/choices, and include only goals agreed to by the participant. Include a copy of the project’s policies for creating Housing Plans in Tab Q-Policies.

9. Describe how the project will utilize Housing First, Housing Plus approaches that recognize that the need for housing is a basic need that should be met as quickly as possible, without unnecessary preconditions. Describe any preconditions that are considered necessary for successful housing placement.

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E. Relationship of Project to Gaps in the Continuum of Care: Describe how this project will fill in a gap in the community’s Continuum of Care system.

F. Mainstream Resources: Describe how your organization uses the following other mainstream resources: MEDICAID, State Children’s Health Insurance Program, Workforce Investment Act, Veterans Health Care, Social Security Insurance, TANF, Food Stamps, to assist the homeless persons in the Continuum of Care System. Please be specific to your current strategies, policies and protocols concerning the use of other mainstream resources.

G. Describe how participants will be assisted to obtain and remain in permanent housing.

H. Describe specifically how participants will be assisted both to increase their employment and/or income and to maximize their ability to live independently.

I. For projects serving families, are the proposed project policies and practices consistent with the laws related to providing education services to families, allow for the free exercise of rights provided by the education subtitle of the McKinney-Vento Act, and other laws relating to the provision of educational and related services to individuals and families experiencing homelessness?

J. For projects serving families, does the applicant/sponsor have a designated staff person responsible for ensuring that children are enrolled in school and connected to the appropriate services within the community, including early childhood education programs such as Head Start, Part C of the Individuals with Disabilities Education Act, and McKinney-Vento education services? What is the name and job title of that person?

K. Will the project use Energy Star appliances? Yes No

In the following sections, the specific narratives that should be provided will vary based on the program type.

Knowledge and Experience: In these sections, describe why the applicant, sub-recipients and partner organizations (e.g. developers, key contractors, subcontractors, and service providers) are the appropriate entities to receive funding. Provide concrete examples that illustrate their experience and expertise in the following: 1) working with and addressing the target population’s identified housing and supportive service needs; 2) developing and implementing relevant program systems, services, and/or residential property construction and rehabilitation; 3) identifying and securing

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matching funds from a variety of sources; and 4) managing basic organization operations including financial accounting systems.

L. Describe the experience of the project applicant, sponsor, and any partners, as it relates to working with homeless persons and the project’s target population.

M. Describe the experience of the applicant, sponsor, and partners, as it relates to leasing units, administering rental assistance, providing supportive services, and implementing a HMIS or comparable database, as applicable to the proposed project.

N. Describe the experience of the applicant, sponsor, and partners (if any) in effectively utilizing federal funds and performing the activities proposed in the application, given funding and time limitations.

O. Describe the experience of the applicant, sponsor, and partners (if any), in leveraging other Federal, State, local, and private sector funds.

P. Describe the basic organization and management structure of the applicant and sub-recipients (if any). Include evidence of internal and external coordination and an adequate financial accounting system.

Q. Name the administrators, executives, and program directors who will implement the proposed project, describe their administrative and leadership experience, and indicate how long they have been employed by the organization.

R. Are there any unresolved monitoring or audit findings on HUD McKinney-VentoAct grants, including ESG? Has your organization had any HUD findings, resolved or unresolved, in the last five years? Has your organization had any unspent funds or had to return any HUD funds in the past five years? (If “Yes” to any of these questions, please explain and provide copies of correspondence with HUD concerning these matters.)

S. Describe any rehabilitation proposed for the property and the responsibilities that the applicant and other project partners will have in operating and maintaining the property.

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T. Describe the accessibility of basic community amenities, e.g. medical facilities, grocery stores, recreation facilities, schools, etc.) to the project. (Basic community amenities should be accessible to participants via walking, public transportation, driving, or transportation provided by the project.)

U. Outreach and Engagement: Enter the percentage of homeless person(s) who will be served by the proposed project who will come from each of the following locations:

Persons who came from the street or other locations not meant for human habitation

Persons who came from Emergency Shelters Persons who came from Safe Havens Persons in TH who came directly from the street, emergency shelters, or Safe

Havens Total of above percentagesIf the total above is less than 100 percent, identify the other location(s), and how the persons will meet the HUD homeless definition.

Describe the Outreach and Engagement Plan to bring homeless persons into the proposed project, including how outreach and engagement efforts will be coordinated with local homeless assistance providers, existing outreach efforts to unsheltered persons and with mainstream service providers.

V. Consumer Satisfaction & Participation Narrative Provide, in narrative format, response to the following questions:

1) How does your organization propose to collect program participant feedback and satisfaction?

2) When did your organization last survey existing program participants and what were the results of your agency’s or program’s most recent consumer satisfaction survey?

Did consumers report satisfaction with program and services? Did they identify items that should be changed? If so, how is the agency addressing this?

3) Does the organization have a consumer(s) or former consumer(s) of its services involved in any of the following (check all that apply):

1. A position on the organization’s Board of Directors 2. A peer counselor (or similar role) 3. A consumer-led tenant advisory council (or similar role) 4. A similar role in which consumer or former consumers of services are involved in a

decision-making or advisory role within the organization

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If #4 is checked, please briefly describe the nature of how the organization engages consumers or former consumers in the decision-making process or other role within the organization:

W. Please describe how the agency currently participates in CoC committees, subcommittees, task forces, etc. and community-wide and collaborative efforts to address homelessness in Durham in order to fulfill the vision, goals, and objectives of Durham Opening Doors as listed in Attachment D.

X. PERFORMANCE MEASURES

Instructions: The Applicant must establish performance measurement goals for this project. All applicants are required to set a housing stability goal and to select at least one other performance measure on which the grantee will report performance in the Annual Performance Report (APR), if the project is funded. The “Universe” column specifies the total number of persons about whom the measure is expected to be reported. In the “Target (#)” column, applicants should specify the number of applicable clients (e.g., the number of persons for whom the goal is relevant) who are expected to achieve the measure within the operating year. In the “Target (%) column, applicants should specify the percentage of the total number of clients who are expected to achieve the measure within the operating year. For example, if 80 out of 100 clients are expected to remain in the permanent housing program or exit to other permanent housing, the target % should be “80%.”

1. Specify the universe and target numbers for the following performance measure(s).

Housing Measure Universe (#) Target (#) Target (%)a. Persons remaining in permanent housing as of the end of the operating year

b. Persons exiting to permanent housing (subsidized or unsubsidized) during the operating year.

2. Choose one income-related performance measure from the two below, and specify the universe and target numbers for the goal.

Income Measure Universe (#) Target (#) Target (%)a. 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. OR

b. Persons age 18 through 61 who maintained or increased their earned income as of the end of the operating year or program exit.

3. Specify at least one and up to three additional measures on which the project will report performance in the Annual Performance Report (APR). Specify the total number of persons about whom the measure is expected to be reported, the goal for how many of the total number

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will accomplish the performance measure, and the percentage of the total number who would accomplish the measure if the goal is met.

Description of the Measure Total Number

Target Number

Target Percentage (%)

c.1 (mandatory) c.2 (optional) c.3 (optional)

4. For each additional measure above, describe the data source, (e.g. data recorded in HMIS), the method of data collection, the specific data elements and formula proposed for calculating results, and the rational for why the proposed measure is an appropriate indicator of performance for this project.

5. Existing Project(s) Performance: In order to demonstrate that the organization has the capacity to implement a project that will meet or exceed the performance targets indicated in Section IV, A-C above, in the table below please report on two or more performance outcomes associated with existing projects that the organization is implementing. As above, specify the total number of program participants for whom the measure is reported, the goal for how many of the total number would accomplish the performance measure, and the percentage of the total number who would accomplish the measure if the goal is met. Please add the Time Period covered by this report and the percentage of the participants who Actually Achieved the Performance target.

Description of the Measure

Time Period for which

Performance is reported

Total Number

Target Number

Target Performance

Actual Performance

Y. Transitioning from an Existing Project or Projects

Due to limited CoC funding, funding this new project may require the CoC to transfer CoC funds to this project from one or more existing permanent supportive housing, rapid rehousing, or transitional housing projects. If this project is funded, describe below the organization’s or project’s plan to assist participants in existing projects which may lose funding to transition to other transitional housing or other permanent housing so that these project participants do not become homeless as a result of the reallocation of CoC funds to this new project.

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PART IV – Pre-Application for RENEWAL Projects only

(Note: Narrative sections will expand as text is entered. Space between questions is NOT indicative of a suggested response length.)

1. Provide a description of the project that addresses its entire scope, including the continuing needs of the community/target population.

Click here to enter text.

2. What kind of renewal funding is the project seeking?

___ Permanent Housing Renewal (Perm. Supportive Housing or Rapid Rehousing)___ Homeless Management Information System (HMIS) Renewal (go to Q. 15) ___ Transitional Housing Renewal

3. Was the original project awarded CoC funding for: Acquisition? No___ Yes ____ Original amount funded? __________New construction? No___ Yes ____ Original amount funded? __________Rehabilitation? No___ Yes ____ Original amount funded? __________

4. Are the project’s policies and practices consistent with the laws related to providing education services to individuals and families? Yes____ No_____ Not applicable (NA) ______

5. Does the project have a designated staff person to ensure that the children are enrolled in school and receive educational services, as appropriate?

Yes____ No_____ NA ________

If so, please provide the name and the job title of the designated staff person.

_____________________________________________________________________If “No” was selected for either question 3 or 4, describe the reasons for non-compliance with educational laws, and the corrective action to be taken prior to grant agreement execution.

6. For all supportive services available to participants, indicate in the table below who will provide them, how they will be accessed, and how often they will be provided.

Name/Description of Supportive Service

Provider? E.g. applicant, partner agency?

Access? E.g. Available onsite, via public transportation, within walking distance?

Frequency?

Assessment of Service NeedsAssistance w. Moving CostsCase ManagementChild CareEducation ServicesEmployment Assistance and/or Job TrainingFood

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Housing Search & Counseling ServicesLegal ServicesLife Skills TrainingMental Health ServicesOutpatient Health ServicesOutreach ServicesSubstance Abuse Treatment ServicesTransportationUtility Deposits

7. Does the project participate in a CoC Coordinated Assessment System? ___ Yes ____ No

8. Does the project have a specific population focus? ___ Yes ___ No.

a. If the project has a specific population focus, please identify the specific populations below. (Select all that apply)

___ Chronic homeless ____Domestic violence ____ Veterans___ Substance abuse ____Youth (under 25) ____Mental Illness___ Families ____HIV/AIDS___ Other (describe) ____________________________________________

9. Does the project follow a “Housing First” model? ___ Yes ___ NO ____NAIf so, please describe how the project works to house people as quickly as possible without preconditions. Please identify any preconditions the project deems necessary for admitting people to permanent housing:

10. Does the project provide PSH or RRH? ____PSH ____RRH ___NA Please indicate the maximum length of housing assistance:

11. Does the project request costs under the rental assistance budget line item? ___Yes ___ NoDescribe the method for determining the type, amount, and duration of rental assistance that participants can receive:

12. Housing Type and Scale: Please complete the table below indicating the housing type, the number of units, the number of total bedrooms, and the number of total beds in the project. Add a row to the table if more than one housing type is included in the project. Housing Type Units Bedrooms Beds

13. If there have been any changes in the executive and administrative leadership of the project since the last time the project received CoC funding, please name the current administrators, executives, and program directors that are implementing the project, describe their administrative and leadership experience, and indicate how long they have been employed by the organization:

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14. Homeless Management Information System (HMIS) Participation

a. Does the project provide client level data to HMIS at least annually? Yes ____ No ____

b. Please indicate the total number of clients served by the project from 1/1/2014-12/31/2014. _______

c. Of the clients served in calendar year 2014, indicate the number reported in the HMIS. ____

d. Indicate in the table below the percentage of HMIS client records with “null or missing values” and the percentage of HMIS clients who refused to provide the requested information or indicated that they did not know the answer. Please enter a value in each cell. If there are no values to report in a cell, please enter a “0.”

Universal Data Element Completeness

Null or Missing Values (%) Don’t Know or Refused (%)

NameSocial Security NumberDate of BirthRaceEthnicityGenderVeteran StatusDisabling ConditionResidence prior to Project EntryProject Entry DateProject Exit DateDestination (at project exit)Relationship to Head of HouseholdLength of Time on Street or in Emergency ShelterProgram Specific Data Elements

Null or Missing Values (%) Don’t Know or Refused (%)

Housing StatusIncome Received @ Entry (Y/N)Income Received @ Exit (Y/N)Income Source @ EntryIncome Amount @ EntryIncome Amount @ ExitNon-Cash Benefit Received @ Entry (Y/N)Non-Cash Benefit Received

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@ Exit (Y/N)Non-Cash Source @ EntryNon-Cash Source @ ExitHealth InsurancePhysical DisabilityDevelopmental DisabilityChronic Health ConditionHIV/AIDSMental Health ProblemSubstance AbuseDomestic Violence

15. Check the meeting dates of the Durham CHIN/HMIS Users Group that was attended by CHIN/HMIS users from your agency.

____May 15, 2014 ____ Sept. 25, 2014 ____November 20, 2014____ March 26, 2015 ____April 23, 2015

16. For HMIS project renewals only: please answer the following questions: a. Is the HMIS currently programmed to collect all Universal Date Elements as set for

them in the 2014 HMIS Data Standard Notice? ____ Yes ____ NoIf no, explain why and the planned steps for compliance.

b. Is the HMIS currently able to produce all HUD-required reports and provide data as needed for HUD reporting (i.e. APRs, data for CAPER/ESG, AHAR, PIT Reports, etc.)? ____Yes ____ No If no, explain why and the planned steps for compliance.

c. Is the HMIS currently able to track a client’s progress across projects in the CoC? _____ Yes ____No

d. Can the HMIS currently allow end users to search client records to determine if a client is actively receiving services in the CoC? ___ Yes ____ No

e. Can the HMIS currently unduplicate client records within the HMIS? ____Yes _____No

f. Does the HMIS Lead have a security officer? ____Yes ____NoIf yes, what is the name of the security officer? _________________________

g. Does your organization conduct a background check on all employees, including any contract employees, who access HMIS or view HMIS data?

____Yes ____No If no, explain who does not receive a background check, and planned steps for compliance.

h. Does the HMIS Lead conduct Security Training and follow up on security standards on a regular basis? ____Yes _____No

a. How often? __ only at initial training ___ every six months or more often___ annually ____ less than annually

i. How long does it take to remove access rights to former HMIS users?

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PART V. Project Participants (Required of ALL Pre-applications except HMIS)

A. In the tables below, please list the number of households and persons served at maximum program capacity. The numbers presented here are intended to reflect a single point in time at maximum occupancy and not the number served over the course of a year or grant term. (Not-applicable to HMIS project.)

Households Households w. at least 1 adult

& 1 child

Adult households

without children

Households with only children

Total

Total Number of HouseholdsCharacteristics Persons in

households w. at least 1 adults and 1 child

Adult persons in households without children

Persons in households with only children

Total

Disabled adults over age 24Non-disabled adults over age 24Disabled adults age 18-24Non-disabled adults age 18-24Accompanied Disabled Children under age 18Accompanied non-disabled children under age 18Unaccompanied disabled children under age 18Unaccompanied non-disabled children under age 18Total number of adults over age 24Total number of adults ages 18-24Total number of children under age 18Total number of Persons

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B. In the tables below, list the number of persons served at maximum program capacity. The numbers presented here are intended to reflect a single point in time at maximum program capacity and not the number of persons served over the course of a year or grant term. (Not-applicable to HMIS project.)

Persons in Households with at Least One Adult and One Child

Total Number of HouseholdsCharacteristic

sTotal Number of Persons (unduplicated)

Chronically HomelessNon-Veterans

Chronically Homeless Veterans

Non-Chronically Homeless Veterans

Chronic Substance Abuse

Persons with HIV/AIDS

Severely Mentally Ill

Survivors of Domestic Violence

Disabled Adults over age 24Non-disabled adults over age 24Disabled adults ages 18-24Non-disabled adults ages 18-24Disabled children under age 18Non-disabled Children under age 18Total Persons

C. Persons in Households without Children Total Number of HouseholdsCharacteristics Total Number

of Persons (unduplicated)

Chronically Homeless non-Veterans

Chronically Homeless Veterans

Non-chronically homeless Veterans




Survivors of Domestic Violence

Disabled Adults over age 24Non-Disabled Adults over age 24Disabled Adults ages 18-24Non-disabled Adults ages 18-24Total Persons

D. Persons in Households with Only Children

Total Number of HouseholdsCharacteristics Total Number

of Persons (unduplicated)

Chronically Homeless non-




Survivors of Domestic

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Veterans ViolenceAccompanied Disabled Children under age 18Accompanied Non-disabled Children under age 18Unaccompanied Disabled Children under age 18Unaccompanied Non-disabled children under age 18Total Persons

E. In the table below, please enter the percentage of homeless person(s) who will be served by the project who will have entered the project from the following locations. (NA to HMIS pre-applications)

Location Estimated Percentage from this LocationPersons coming from the street or other locations not meant for human habitationPersons coming from emergency shelters

Persons coming from transitional housing who had entered the transitional housing from the street or emergency shelterTOTAL

If the total in the table above is less than 100 percent, please identify the other location(s) from which people will enter the project and describe how the persons will meet the HUD homeless definition.

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PART VI: Funding Request (Required of All Project Pre-applications)

In preparing the budget and funding request, please note the following distinction between leasing and rent assistance: In a leasing project, the organization managing or administering the project leases housing units from a landlord and then sublets the housing units to project participants/tenants. In a rent assistance project, the project participant/tenant has a lease for the housing unit directly with the landlord and the project provides rent assistance payments to the landlord.

A. Is it feasible for the project to begin operating under a grant agreement by September 30, 2016? No______ Yes_____

B. Is this project a HUD-approved consolidation? No____ Yes____

C. Was the original project awarded funding (in part or whole) under a special housing initiative? NA (new project pre-app) ______ No_____ Yes _____

D. Has this project been reduced through the Hold Harmless Need reallocation process? NA (new project pre-app) _______ No_____ Yes ______

E. Select the activities for which funding is being requested: Leasing _____ Rental Assistance _____ Supportive Services _____ Operating _____ HMIS _____

F. Will the project be transitioning from a leasing project to a rental assistance project? No_____ Yes______ NA (new project pre-app)

G. Has the project ever not spent the entire budgeted award amount? a. No_____ Yes_____ NA (new project pre-app) ______

If so, please indicate that amount of unspent funds, the fiscal period in which the funds remained unspent, and explain the circumstances that led to funds not being spent. Whether or not the project has ever not spent the entire budgeted award amount, please include a copy of the list of LOCCS draws for the most recently completed project year.

H. What percentage of funds were expended for the most recently completed project year? (NA for new project pre-applications)

a. Amount of funds expended b. Total Award Amount a. % expended (a/b)

I. Does your organization have any current unresolved HUD “findings”? If so, please describe and provide a copy of all communications with HUD about these “findings.”

J. Has your organization had other HUD “findings” that have been resolved in the last five years? If so, please describe the “finding” and provide a copy of the communication from HUD that indicates that the “finding” has been resolved.

K. Project Leveraging Chart

Complete the Project Leveraging Chart below for your agency. Take special note of the Type of Contribution. Identify the type of contribution being leveraged, that is, committed to the proposed

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project. Types of contributions could include all federal, state, local and private cash, buildings, equipment, materials or services, volunteer hours ($10/hr.). Also, note that these are contributions for which you have a written commitment at the time of submitting this pre-application! Copies of written commitments should NOT be provided with the application.

HUD homeless program funding is limited and can provide only a portion of the resources needed to successfully address the needs of homeless families and individuals. HUD encourages applicants to use supplemental resources, including state and local appropriated funds, to address homeless needs and to develop leveraging resources amounting to at least 150% of the HUD program funding. Please be aware that undocumented leveraging claims may result in HUD re-scoring your application and possible withdrawal of your conditional award(s).

Type ofContribution

Source of Contribution

Identify Source as: Date of Written Commitment

Value of Written

Commitment(G) Government*

or (P) PrivateExample: Child Care

CDBG G 2/15/12 $10,000

*Government sources are appropriated dollars. TOTAL: $

PART VII: CoC Participation (Required of ALL Project Pre-applications)

L. Did your organization participate in the January 2015 point-in-time count by submitting the appropriate Housing Inventory Count by the Feb. 13, 2015 deadline?

____Yes ___No ___ NA (new project pre-app or HMIS pre-app)

M. Did a representative of your organization attend the meetings of the Durham Continuum of Care on the following dates?

June 19, 2014 ____ Yes ____ NoJanuary 22, 2015 ____ Yes ____ No

N. Check the meeting dates of the Executive/Program Directors meetings and the 2013 Collaborative Applications Preparatory Meetings that were attended by at least one representative of your agency/organization:

Executive/Program Director meetings: ____8/19/2014 ____9/16/2014 ____10/21/2014 ____11/18/2014____12/16/2014 ____1/20/2015 ____3/17/ 2015 ____4/21/2015

Collaborative Application Preparation meetings: ____12/13/2013 ____1/3/2014 `____1/10/2014 ____1/17/2014

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ATTACHMENT A—REQUIRED DOCUMENTATION (Renewal Projects Only)

The complete pre-application for RENEWAL PROJECTS consists of a Compact Disc or “flash drive” submitted in a sleeve or envelope with the name of the Organization and Project(s) with separate named files in this order:

Name Description

A-Applicant Information: PART I-Applicant Information and Signatures

B-Pre-application: PART IV

C-Project Participants: PART V

D-PARTS VI & VII: Funding Request and CoC Participation

E-Budget Worksheets: The completed budget worksheets in MS Excel format

F-HMIS APR: A copy of the Annual Performance Report (APR) for the project generated by Durham’s Homeless Management Information System

G-Board of Directors: A list of the current Board of Directors with names, addresses, and phone numbers with officers and homeless or formerly homeless people serving on the Board identified and an attendance list for the Board’s previous twelve months of meetings documenting Directors in attendance, excused, and absent.

H-eSNAPS APR: A copy of the most recent APR for the project submitted to HUD

I-LOCCS Drawdowns: A report from HUD’s “Line of Credit Control System” (LOCCS) that provides a list of the dates and amounts of all project “drawdowns” or payments received for the project from HUD for the period from June 30, 2013 to the date this application is submitted

J-Audit: The organization’s most recent audit, including any management letter, if applicable. If the most recent audit is for a period that ended more than eighteen (18) months ago, please include a letter explaining why the agency’s audit of a more recent fiscal period is not yet completed

K-SF-SAC: If applicable, the agency’s most recent form SF-SAC submission through the Federal Audit Clearinghouse

L-Form 990: The agency’s most recent IRS Form 990

M-Insurance: A copy of the agency’s current certificate of professional liability insurance

N-Data Completeness Report Card: The most recent “0252 - Data Completeness Report Card” for the project from the CHIN/HMIS

O-Education Services: If applicable, a copy of existing or proposed policies and practices regarding the provision of education services to individuals and families

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P-NC Sec. of State: A copy from the NC Secretary of State’s website indicating “current active” status for the agency

Attachment B- Required Documentation (NEW Project Pre-Applications)

The pre-application for NEW Projects consists of a Compact Disc or “flash drive” submitted in a sleeve or envelope labeled with the name of the organization and project with separate named files in this order:

Name Description

A-Applicant Information: PART I

B-Certifications: PART II

C-Project Description: PART III

D-Project Participants: PART V

E-PARTS VI & VII: PARTS VI & VII, Funding Request & CoC Participation

F-Budget Worksheets: The completed budget worksheets in MS Excel format

G-Board of Directors: A list of the Current Board of Directors with names, addresses, and phone numbers. Officers and homeless or formerly homeless people serving on the Board should be identified. An attendance list for the Board’s previous 12 months should be included documenting Directors in attendance, excused, and absent

H-Mission Statement: A copy of the Mission Statement of the Organization

I-Official Documents: One copy of each of the following: (If a nonprofit) a copy of the Internal Revenue Service letter confirming the

organization’s 501 (c) (3) status A copy of the “Entity Record Printout” from the “Systems for Awards

Management (SAM) of the federal government available at www.sam.gov. A copy of an “E-snaps profile printout” from

https://esnaps.hud.gov/grantium/publicationsWelcome.jsf indicating that the organization has established an organizational account and user profile in HUD’s E-Snaps online grant application system

A copy of a certificate from the NC Secretary of State’s office confirming that the applicant is registered to conduct business in North Carolina. (www.secretary.state.nc.us/corporations)

J-Audit: A copy of the most recent audit of the agency, including any management letter, if applicable, or a notarized copy of a sworn accounting of receipts and expenditures for the applicant’s previous fiscal year

K-SF-SAC: A copy of the most recent form SF-SAC submitted through the Federal Audit Clearinghouse at

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http://www.secretary.state.nc.us/corporations

https://esnaps.hud.gov/grantium/publicationsWelcome.jsf

http://www.sam.gov/


https://harvester.census.gov/facweb/Default.aspx/ddeindex.html, if the organization has expended more than $300,000 in federal funds/grants in a fiscal year

L-IRS 990: A copy of the organization’s most recent IRS Form 990 or Form 990-EZ, dated no more than 18 months prior to the date of the project application

M-Liability Ins.: A copy of a Certificate of Professional Liability Insurance for the period including the date of the application

N-Agency Budget: A copy of the agency’s budget for the current fiscal year

O-$ Mgmt: A copy of the agency’s written financial management procedures & policies, including staff responsibilities

P-Homelessness Ver.: A copy of the form that will be used to verify the homelessness and/or chronic homelessness of clients

Q-Policies: One copy of each of the following: The organization’s Termination of Assistance Policy The project’s existing or proposed Eligibility Policy The project’s existing or proposed Policies concerning the development of

Housing Plans The project’s existing or proposed Policies and practices regarding the

provision of education services to individuals and families

R-Satisfaction Survey: A copy of the agency’s “consumer/client satisfaction survey” including the dates surveys were administered within the last year, the aggregated results of the survey, and the process used by the organization to review the results with the agency’s clients/consumers

S-Construction: If proposing new construction, copies of documentation of site control and proper zoning of the proposed construction site, if available, and evidence of working relationships with an architect and construction firm, as needed

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https://harvester.census.gov/facweb/Default.aspx/ddeindex.html


Attachment CDurham City & County Continuum of Care (NC-502)

Project Threshold Criteria

Threshold Requirements: Projects must meet all of the following minimum qualifying requirements to be considered for funding.

Criterion Minimum Threshold Required Documentation Meets? √

Completed Application

Signed Pre-application with all Required Supporting Documentation

Signed PART I and documents specified in Attachment A (renewal projects) or Attachment B (new projects)

Eligible Applicant

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.

Nonprofits & Public Housing Agencies-Print out from NC Secretary of State website indicating “current active” status (Tab M or Tab I)

Submission Deadline

Project application is submitted to CoC coordinator by deadline.

Timestamp on project application

Form 990 Non-Profit organizations comply with federal requirements for filing form 990 or 990-ez postcard

Copy of most recent form 990 submitted no more than 18 months from date of project application (Tab L)

Financial Audit

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

Copy of most recent financial audit completed by a certified auditing entity no more than 18 months from date of project application (Tab J)

OMB A-133 Compliance

Organizations expending >$300,000 of federal funding during the year comply with required federal audit submission requirements through the Office of Management and Budget

Printout of most recent form SF-SAC submission through the Federal Audit Clearinghouse (Required only if Federal Expenditures exceed $300,000 in a year)https://harvester.census.gov/facweb/Default.aspx(Tab K or Tab I)

Liability Insurance

Organization possesses professional liability insurance

Copy of current certificate of professional liability insurance (Tab M)

SAM Registration & DUNS Number

Organization has active registration with the System for Awards Management with an active DUNS#

Entity Record Printout from System for Awards Management (SAM) www.sam.gov (Tab J)

E-SNAPS Organization has established an organizational account and user profile in E-SNAPS

E-SNAPS profile printout (Tab J) https://esnaps.hud.gov/grantium/frontOffice.jsf

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https://esnaps.hud.gov/grantium/frontOffice.jsf

http://www.sam.gov/

https://harvester.census.gov/facweb/Default.aspx


Attachment D

Durham Opening DoorsVision: Durham will be a community where all residents have a safe, stable, place to call home that is permanent and affordable.

Goals:

Finish the job of ending chronic homelessness by 2017 Prevent and end Veterans homelessness by 2015 Prevent and end homelessness for families, youth and children by 2020 Set a path to ending all types of homelessness

Objectives:

Increase Leadership, collaboration, and communication among all stakeholders1. Improve communication among public sector leadership in order to understand policies that

create barriers to access of programs and services for homeless people2. Develop collaborative strategies to reduce barriers to access of targeted and mainstream

programs

Increase Access to Stable and Affordable Housing1. Homeless people will have access to permanent, affordable housing.2. Those who become homeless are able to access needed services so they can be re-housed in

permanent housing as soon as possible.

Increase Economic Security1. Homeless people will have the income necessary to obtain and sustain permanent housing. 2. Improve access to mainstream programs for people experiencing homelessness

Improve Health and Stability1. Integrate primary and behavioral health care services with homeless assistance programs and

housing to reduce people’s vulnerability to and the impacts of homelessness.2. Advance health and housing stability for youth aging out of systems such as foster care and

juvenile justice.3. Advance health and housing stability for people experiencing homelessness who have frequent

contact with hospitals and criminal justice.

Retool the Homeless Crisis Response System 1. Transform homeless services to crisis response systems that prevent homelessness and rapidly

return people who experience homelessness to stable housing.

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ATTACHMENT E - HOMELESS ELIGIBILITY CERTIFICATION GUIDE

In accordance with the McKinney-Vento Act Programs, the following situations (listed below) constitute a homeless situation. They are not all inclusive but are the most typical types of homeless situations. If there are other situations that are not described here, contact the HUD Field Office for clarification. Each situation listed below must have some “documentation” to support that claim. Required types of documentation are described below. It is imperative that programs have the proper supporting documentation to demonstrate that a person or family is “homeless” according to one of the following four “categories” of homelessness.

Cat

egor

y 1

An individual or family is considered “literally homeless” when they lack a fixed, regular, and adequate nighttime residence, meaning:

i. They have a primary nighttime residence that is a public or private place not meant for human habitation; (1, 2, or 3)

ii. They are living in a publicly or privately operated shelter (including emergency shelters, transitional housing, and hotels and motels paid for by charitable organizations, including religious congregations, or by federal, state, and local government programs; (3 or 4) or

iii. They are exiting an institution where they have resided for 90 days or less and they lived in an emergency shelter or place not meant for human habitation immediately before entering that institution. (5)

Cat

egor

y 2 An individual or family is at “Imminent Risk of Homelessness” if they will imminently lose their

primary nighttime residence, provided that:i. The residence will be lost within fourteen (14) days of the date of application for homeless

assistance; (6)ii. No subsequent residence has been identified; andiii. The individual or family lacks the resources or support networks needed to obtain other

permanent housing.

Cat

egor

y 3

An unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under other categories of homelessness described here, but who:

i. Are defined as homeless under other federal statutesii. Have not had a lease, ownership interest, or occupancy agreement in permanent housing

during the sixty days prior to the homeless assistance application;iii. Have experienced persistent instability as measured by two moves or more during the

preceding sixty days; andiv. Can be expected to continue in such status for an extended period of time due to special

needs or barriers.

Cat

egor

y 4 An individual or family is homeless who:

i. Is fleeing, or is attempting to flee, domestic violence; (9)ii. Has no other residence; andiii. Lacks the resources or support networks needed to obtain other permanent housing.

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Recordkeeping Requirements

Please use the following information to ensure that the proper supporting documentation is maintained in the participant’s file:

Rec

ordk

eepi

ng R

equi

rem

ents Fo

r tho

se in

Cat

egor

y 1

For those living in places not meant for human habitation, written observation by the outreach worker; or written referral by another housing or service provider; or written certification/statement by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter.

For individuals exiting a shelter or institution—one of the forms of evidence above and:

o Discharge paperwork or written/oral referral, oro Written record of intake worker’s due diligence to obtain above evidence and

written certification by the individual/head of household seeking assistance that they exited institution.

For t

hose

in C

ateg

ory

2 A court order resulting from an eviction action notifying the individual or family that they must leave; or

For individuals and families leaving a hotel or motel—evidence that they lack the financial resources to stay; or

A documented and verified oral statement; and

Certification that not subsequent residence has been identified; and Self-certification or other written documentation that the individual/family lacks the

financial resources and support necessary to obtain permanent housing.

For t

hose

in C

ateg

ory

3 Certification by the nonprofit or state or local government that the individual or head of household seeking assistance met the criteria of homelessness under another federal statute; and

Certification that the household had no permanent housing in the last sixty days; and

Certification by the individual or head of household, and any available supporting documentation, that the household has moved two or more times in the past sixty days; and

Documentation of special needs or two or more barriers to maintaining housing.

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For t

hose

in C

ateg

ory

4 For domestic violence victim service providers:o An oral statement by the individual or head of household seeking assistance with

states that they are fleeing; they have not subsequent residence; and they lack the resources needed to obtain other permanent housing. The statement must be documented by a written self-certification or a written certification by the intake worker that they heard the oral statement.

For non-victim service providers:o An oral statement by the individual or head of household seeking assistance with

states that they are fleeing; they have not subsequent residence; and they lack the resources needed to obtain other permanent housing. The statement must be documented by a written self-certification or a written certification by the intake worker that they heard the oral statement. Where the safety of the individual or family is not jeopardized, the oral statement must be verified; and

o Certification by the individual or head of household that no subsequent residence has been identified; and

o Self-certification or other written documentation, that the individual or family lacks the financial resources and support networks needed to obtain other permanent housing.

Additional guidance concerning specific situations:

Institution discharge (over 90 days) requires a certification completed by the institution’s staff stating that the participant is being discharged within fourteen days before receiving housing or other assistance. Information on the income of the participant to verify that they lack the financial resources and support networks needed to obtain housing also should be obtained.

Prison/jail release certification requires a written statement by prison/jail staff stating that the person was released from prison with no residence identified and that the person lacks the resources and support networks needed to obtain housing.

Substandard housing that has been condemned requires an official condemnation notice that serves as certification that the housing is no longer meant for human habitation.

A final word: In all situations where a good faith effort to obtain the required documentation described above has been unsuccessful, the worker must describe in writing his/her efforts to obtain the required documentation, attesting to the validity of the homeless claim and the circumstances of the household. The verification form should be signed and dated. Information on the income of the participant to verify that they lack the financial resources and support networks needed to obtain housing should also be documented and maintained.

Each homeless person’s file should contain the required evidence of homelessness as described above.

ANSWERING “YES” TO A QUESTION ON AN APPLICATION ASKING IF A PERSON IS HOMELESS IS NOT SUFFICIENT EVIDENCE OF HOMELESSNESS.

SEE APPENDIX B FOR A SAMPLE VERIFICATION FORM TO MAINTAIN WITH THE REQUIRED DOCUMENTATION IN EACH CLIENT FILE.

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ATTACHMENT F – SAMPLE VERIFICATION OF HOMELESSNESS FORM

Verification of Homelessness for SHELTER or Permanent Supportive Housing

Applicant: Agency:

In all cases of homelessness, the Durham CoC Lead Agency follows HUD’s preferred order for documentation. The best documentation to use is written, 3rd party documentation, followed by oral 3rd party documentation, followed by Intake Staff Observations (only applicable where indicated), and Self-Certification (only applicable where indicated.)

____________1a. Literally Homeless: Applicant is staying in a place not meant for regular human habitation. Certification form signed by the outreach worker or service worker verifying that the person or family is homeless. This could include a letter or certification form signed by an outreach worker or service worker from another organization that can verify that the person or family was, in fact, homeless, or HMIS, i.e. CHIN, records from Street Outreach workers. Or oral verification of homelessness can be used for this, attach the oral verification form.

____________ 1b. Literally Homeless: Applicant is staying in a Shelter or Hotel paid for by a program or charity. Attach shelter operator certification that the participant has been residing at the emergency shelter (on agency letter head, signed and dated). HMIS records may also be used for this.

____________1c. Applicant is Literally Homeless, in any of the above places, but is spending a short time (up to 90 days) in a hospital or other institution. Certification from institution’s staff verifying that the participant has been residing in the institution for 90 days or less. There should also be written verification that the participant was residing in the street or in an emergency shelter prior to the short-term stay in the institution.

____________2a. Applicant is at Imminent Risk of Homelessness. Certification from the court system to show that the person is either about to be evicted/foreclosed within 14 days. Letter from landlord that the participant must leave a unit for other reasons (such as over-crowding, not being on the lease) in 14 days. There should also be a self-certification form that the consumer does not have another residence planned, and does not have the resources to find other permanent housing.

____________3a. Applicant is a Homeless Youth or Homeless Household with Children defined as homeless under other Federal Statues. Written certification from agency administering other federal program that defines the participant as homeless. Third party statement (written or oral) or self-certification (attach self-certification form) shows that the participant has had no lease, ownership interest, or occupancy agreement in the past 60 days. Third Party certification that there are children in the household, or an unaccompanied youth (up to 25 years of age). Self-Certification supported by third party certification that the participant has moved 2 or more times in the last 60 days. Third party certification that participant’s status is expected to continue going forward, including a written diagnosis for special needs (within 45 days of intake). If status is unexpected to change due to employment barriers, third party certification is necessary.

____________4a. Applicant is fleeing a domestic violence housing situation, no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing. Self-Certification that the consumer is fleeing domestic violence, or intake staff Certification (if a domestic violence provider) that the participant is fleeing domestic violence. Self-Certification of no subsequent residence, and the person lacking the resources to obtain housing.

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Verified by: Date

Documentation Attached (please list): _______

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