INDIANA HOMELESS PREVENTION AND RAPID RE-HOUSINGContinuum of Care

Awards and Requirements

Indiana Housing and Community Development Authority

IN - HPRP

IHCDA Community Services Staff Rodney Stockment, Manager

317.233.1814 rstockment@ihcda.in.gov

Lynn Morrow, Department Assistant 317.233.1810 lymorrow@ihcda.in.gov

Lori Dimick, Homeless Program Manager 317.232.7117 ldimick@ihcda.in.gov

IN - HPRP

IHCDA Community Services Staff Kelli Barker, Special Needs Representative

317.233.4611 kbarker@ihcda.in.gov

Kirk Wheeler, HMIS and HPRP Project Director 317.709.3441 kiwheeler@ihcda.in.gov

Kelly Pickell, HMIS Program Representative 317.709.6447 kpickell@ihcda.in.gov

Suzanne Grenough-Patrick, HMIS Program Representative 317.730.2883 sgrenough@ihcda.in.gov

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Resources IN - HPRP Power Point Posted

http://www.in.gov/ihcda/3120.htm HUD – HPRP Notice and Webcasts – wealth of good information!

www.hudhre.info Virtual helpdesk and searchable FAQs

National Alliance to End Homelessness www.endhomeless.org Best Practices, guides

Corporation for Supportive Housing www.csh.org Information on permanent supportive housing

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Updates as of July 31st

IHCDA has received its contract for the Balance of State allocation of the HPRP funds.

Most Entitlement Cities have received approval of their Substantial Amendments.

Allocations and announcements of selected Central Access Agencies will be made following IHCDA Board approval at its August 20th meeting.

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IHCDA will re-allocate the Balance of State HPRP funds to allow a minimum award of $600,000 for each C of C Region. Region 13 has been broken into two sub-regions for the purposes of this grant.

Final allocation amounts will include the Data Collection and Evaluation amount but the selected sub recipient agency will be billed 1% of their allocation as an HMIS fee by IHCDA.

Basic budgets will be determined by the percentage allocations in the RFQ but variances will be allowed as the program matures.

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IHCDA will issue contracts soon after Board approval, with an expected completion date of September 11, 2009. This will allow agencies to hire staff and make commitments before the October 1 program start.

In many cases, IHCDA can furnish a letter of intent to contract to selected sub recipients if requested. This may be useful in discussions with Entitlement cities.

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Feedback on RFQsIHCDA will insist that at least 65% of the

funds designated for Financial Assistance be used for rapid rehousing of persons experiencing homelessness.

This will require demonstration that the central access agency has established contacts with local shelters and emergency housing providers.

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General Information: Rental AssistanceIHCDA has chosen to standardize rental

support in accord with the HOPWA program. This means that households will pay 30% of their adjusted income toward the rent for the period covered by HPRP support.

Simplified rent calculation forms, as well as the HMIS, will assist in calculation of the applicable household contribution.

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Although rental assistance may extend up to 18 months, it must be renewed every 90 days with a re-determination of applicable household rent contribution.

Rent reasonableness will be available from an on-line resource – Go Section8. This will be provided to all HPRP sub recipients without charge but each must use it to determine the rent reasonable level for their region.

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General Information: Financial ReportingThe Office of Management and Budget (OMB)

has issued additional reporting requirements for the HPRP. These include compliance with all A-133 audit standards.

Concretely, IHCDA will require that HPRP funds be deposited in a separate bank account which IHCDA may access. Financial controls including segregation of duties, dual check signatures and use of a recognized computerized accounting system must be in place.

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General Information: Financial ReportingIHCDA is retaining an independent accounting

firm to monitor its sub recipients under the HPRP. They will be conducting on-site monitoring of program documentation and procedures.

IHCDA will allocate specific accounting staff for the HPRP, who will be in direct contact with each sub recipient about procedures and required documentation.

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Each sub recipient will be “pre funded” with approximately 90 days of expected expenditures. Then a monthly reconciliation of expenses will allow IHCDA to draw down HPRP funds sufficient to assure that a sub recipient has sufficient cash on hand to maintain the program.

IHCDA plans to fund 30 equal installments for most sub recipients (except for the initial pre funding.) This is subject to monthly monitoring and reallocation if a specific sub recipient appears not to be using its funds.

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A sub recipient may draw down its funds before 3o months but retains a responsibility to track all clients through the end of the three year program.

Sub recipients working with Entitlement Cities must make their own arrangements for how to draw down funds.

In the Annual Program Report (APR), we expect that HUD will ask that the information contained in the HMIS (client level) reconcile with the financial reports submitted on a monthly basis.

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General Information: FormsIHCDA has retained national consultants to

assist us in developing and training on the use of uniform forms.

We will release standard forms for lease amendments, short term rental support, income determination, etc. All are adaptations of HOPWA documents.

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Indiana Housing Opportunity PlannerThe IHOP is under development by the Corporation

for Supportive Housing (CSH.) It will be available prior to the program implementation on October 1st.

Currently, every program on the IHCDA Housing Inventory Chart is being asked to complete a Survey Monkey survey that will allow the IHOP to link to all Indiana homeless resources.

The intent remains to provide this tool without cost. It will allow prescreening of any person in housing distress.

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HMISHUD’s revised data standards are released.

They do require that all assistance furnished to a client in the HPRP be captured in the HMIS. IHCDA will offer training on the use of the appropriate modules in its HMIS.

IHCDA will assess an HMIS fee equivalent to 1% of each region’s HPRP allocation, except where an Entitlement City chooses not to be involved with the State’s selected sub recipient. The fee covers a reasonable number of user licenses.

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A standardized Intake Assessment will be provided in the HMIS. This includes a required Barriers to Housing Stability Assessment, as adapted from the Hennepin County Rapid Rehousing Project.

Each recipient of HPRP funds must have a completed HPRP Intake Assessment, a Housing Stability Plan and documentation of all services and financial assistance provided in the HMIS.

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Training Update:IHCDA will host a three day training during the

week of September 21 – 25 at a site near Indianapolis.

Training will be required for HPRP case managers, with “tracks” for financial reporting and HMIS use.

There will be no charge for training but each sub recipient agency should budget for travel and housing. IHCDA will furnish a breakdown of allocation to relevant HPRP categories, based on training content.

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REMINDER: Central Access Agency responsibilities:

Pre-screening and assessment of potential participants. Development of housing case management plans for

permanency. Generation of vouchers for eligible supports Location and inspection of rental assistance units. Negotiation of contracts or MOUs with landlords, utilities,

legal assistance and credit repair organizations. Issuance and tracking of checks for all eligible activities. Follow-up of all participants Accurate and timely entry of all required information into

HMIS.

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Continuum Implementation Committee RolesThe C of C Implementation Committees should

be actively involved with their central access agencies.

The Implementation Committee can assist with housing location, outreach to shelter and other emergency providers and planning for publicity.

Each Implementation Committee should negotiate a standard reporting format and schedule from the Central Access Agency to the C of C about the HPRP.

IHCDA ResponsibilitiesIHCDA Responsibilities CoC ResponsibilitiesCoC Responsibilities

Complete Contracting process Allocate resources & define

reporting relationships Provide Case management training Design and implement assessment

tools IT support

HMIS IHOP Social Serve

Develop mainstream resource support

Coordinate with entitlement cities

Work with Central Access Agencies to identify, coordinate and memorialize local assistance network

Plan for Communication and Outreach.

Develop reporting expectations with Central Access Agency.

Work with IHCDA to develop local referral system with other state agencies

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Going Forward Weekly Webinars will replace the

teleconferences at 2:00 PM each Friday. All central access agencies and a

representative of the C of C Implementation Committee should plan to attend each Webinar.

We will distribute the Powerpoint presentations on a regular basis and make forms available as they are finalized.

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Going Forward The program is to “go live” in 61 days! There

is much left to do. IHCDA will facilitate an ongoing dialogue

with Entitlement Cities to assist in their HPRP implementation.

Each Central Access agency should expect discussion with IHCDA around any issues and/or areas of ambiguity.

The HPRP Hippo