Agenda 01/11/2011 Item #16D12
Agenda Item No, 16D12
January 11, 2011
Page 1 of 55
EXECUTIVE SUMMARY
Recommendation to approve an amendment to the Homelessness Prevention and Rapid
Re-Housing Program (HPRP) Administrative Plan, which provides guidance on the
programmatic design, eligibility guidelines and assistance limitations for agencies
participating in the HPRP program. The proposed amendment would increase the amount
of medium term HPRP financial assistance a client could receive from a maximum of
$3,000 to $5,000 per client over an eighteen month period.
OBJECTIVE: To approve an amendment to the Homelessness Prevention and Rapid Re-
Housing Program (HPRP) Administrative Plan that provides guidance on the programmatic
design, eligibility guidelines and assistance limitations for agencies participating in the HPRP
program. The proposed amendment would increase the amount of medium term HPRP financial
assistance a client could receive from a maximum of $3,000 to $5,000 per client.
CONSIDERATIONS: On April 22, 2008 the Board adopted Resolution No. 2008-121
approving the submittal of the annual Action Plan to HUD for $3,089,381.00 in federal
entitlement funds for FY 2008-2009. On February 17, 2009 Congress passed the American
Recovery and Reinvestment Act of 2009 (ARRA) and designated $1.5 billion for communities to
provide financial assistance and services to either prevent individuals and families from
becoming homeless or help those who are experiencing homelessness to be quickly re-housed
and stabilized.
In March 2009, Coilier County was notified it would be allotted $888,850 in HPRP funding once
it made a substantial amendment to its FY2008-2009 Action Plan, submitted it to HUD, and
received HUD approval. Housing, Human and Veteran Services Department (HHVS) prepared
the required documentation and the Board approved the HPRP amendment submission and the
associated budget amendment on May 12, 2009. HUD granted Collier County its allocation of
HPRP funding and the BCC accepted the funding on July 28, 2009, (Item16D 18). The
subsequent sub-recipient agreements were approved by the BCC on September 15, 2009,
(Item16D20). As part of the BCC approval process, the Hunger and Homeless Coalition (HHC),
one of the HPRP subrecipients was to create an administrative plan to provide programmatic
guidelines for HPRP participating agencies. HHC developed the HPRP administrative plan and
on February 9,2010, the BCC approved the plan (Item 16D2).
In November 2010, the HPRP participating agencies requested an increase in the amount of
medium tenn financial assistance that could be provided to clients under the HPRP guidelines.
Service providers believe that continued assistance is needed to fully ensure assisted families do
not fall into homelessness. HHVS supports this proposal and will continue to ensure compliance
with all program and federal funding requirements.
FISCAL IMPACT: Acceptance of this amendment to the HPRP administrative plan will have
no effect on general funds.
GROWTH MANAGEMENT IMPACT: Implementation of this amendment to the HPRP
administrative plan will help facilitate efforts to meet the goals, objectives and policies set fOlih
in the Housing Element of the Growth Management Plan.
Agenda Item No. 16D12
January 11, 2011
Page 2 of 55
LEGAL CONSIDERATIONS: This agreement has been reviewed and approved by the County
Attorney's Office and is legally sufficient for Board action. This item require a simple majority
vote.- JBW
RECOMMENDA TION: That the Board of County Commissioners approve and authorize an
amendment to the HPRP Administrative Plan which will allow an increase to the amount of
medium term HPRP financial assistance a client could receive from a maximum of $3,000 to
$5,000 per client.
Prepared by: Margo Castorena, Grant Operations Manager
Housing and Human Services Department
Agenda Item No. 16D12
January 11, 2011
Page 3 of 55
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
Meeting Date:
16012
Recommendation to approve an amendment to the Homelessness Prevention and Rapid Re-
Housing Program (HPRP) Administrative Plan, which provides guidance on the
programmatic design, eligibility guidelines and assistance limitations for agencies
participating in the HPRP program. The proposed amendment would increase the amount of
medium term HPRP financial assistance a client could receive from a maximum of $3,000 to
$5,000 per client over an eighteen month period.
1/11/2011 9:00:00 AM
Prepared By
Margo Castorena
Director
Date
Public Services
Domestic Animal Services
12/21/20104:09:35 PM
Approved By
Marla Ramsey
Administrator - Public Services
Date
Public Services Division
Public Services Division
12/22/201011:01 AM
Approved By
Hailey Alonso
Administrative Assistant
Date
Public Services Division
Domestic Animal Services
12/22/20102:51 PM
Approved By
Marcy Krumbine
Director - Housing & Human Services
Date
Public Services Division
Human Services
12122/20102:57 PM
Approved By
Marlene J. Foord
Grant Development & Mgmt Coordinator
Date
Administrative Services
Division
Administrative Services Division
12130/20109:00 AM
Approved By
Leo E. Ochs, Jr.
County Manager
Date
County Managers Office
County Managers Office
1/412011 3:54 PM
Agenda Item No. 16D12
January 11, 2011
Page 4 of 55
HPRP ADMNINISTRATIVE PLAN AMENDMENT #1
November 8, 2010
Revision to Part 3. B Financial Assistance - Policies #1: Increase the cap of the
amount of financial assistance for Medium Term Rental Assistance per household
from $3,000.00 to $5,,000.00.
I Financial Assistance
A. Objective
To provide financial assistance and services to prevent individuals and families from
becoming homeless.
B. Policies for eligible cost types
Eligible cost types are: rental assistance, security deposits, utility payments/deposits,
moving and storage costs, or hotel/motel vouchers
1. Rental Assistance, either the client portion or the subsidy.
Short-term rental assistance: up to $1,200. Per client (including payments for
arrears). If program participants receiving short-term rental assistance need
additional financial assistance to remain housed, they must be evaluated for
eligibility to receive medium-term rental assistance.
Medium-term rental assistance: may not exceed $3,000. Per client (including
payments for arrears). Amend: Medium-term assistance may not
exceed $5,000.00 per client.
Rapid Re-housin~ assistance: may not exceed $5,000. Per client (including
payments for arrears).
Agenda Item No. 16012
January 11, 2011
Page 5 of 55
I
\
\
.
HOMELESS PREVENTION AND
RAPIDRE-HOUSING PROGRAM
(HPRP)
ADMINISTRATIVE PLAN
2009
It '-1)11,1;\ 1111 \\\II~I\ \'- ;~i, ,)\II~\
\"1' 1~11'-\!~I\',I'-1 \, I
Financial support made available through
Collier Co. Housing & Human Services
-4
o
_f
This Administrative Plan, prepared by the Hunger & Homeless Coalition of Collier County, is a
guide for the Homeless Prevention and Rapid Re-Houslng Program (HPRP)
This program Is coordinated by the Hunger & Homeless Coalition
1044 6th Avenue North, Naples, FL 34102
239-263-9363
www.colllerhomelesscoslltJon.org
.
.
.
Agenda Item No. 16D12
January 11, 2011
Page 6 of 55
INTRODUCTION
A. Process Map
HPRP PROGRAM REQUIREMENTS AND
REGULATIONS
A. General
B, Policies
C. Regulations
D. Payment Procedures
FINANCIAL ASSISTANCE
A. Objective(s)
B. Policies
C. Requirements
HOUSING RELOCATION AND
STABILIZATION SERVICES
A. Objective( s)
B. Policies
C. Requirements
DATA COLLECTION AND EVALUATION
A. Objective( s)
B. Policies
C. Requirements
MARKETING
REPORTING
EXHIBITS
Agenda Item No. 16D12
January 11, 2011
Page 7 of 55
r II. Introduction
Congress has designated $1.5 billion for communities to provide financial assistance and
services to either prevent individuals and families from becoming homeless or help those
who are experiencing homelessness to be quickly re-housed and stabilized. The American
Recovery and Reinvestment Act of 2009, Public Law 111-5 (Recovery Act) established the
Homeless Prevention and Rapid Re-housing Program (HPRP).
The Department of Housing and Urban Development (HUD) required Collier County to
submit a Substantial Amendment to the 2008 Consolidated Action Plan. The required
Amendment was approved by the Collier County Board of County Commissioners.
Collier County has been allocated $888,850.00 for the Homelessness Prevention and Rapid
Re-Housing Program (HPRP). The purpose of HPRP is to provide homelessness prevention
assistance to households who would otherwise become homeless-many due to the
economic crisis-and to provide assistance to rapidly re-house persons who are homeless
as defined by section 103 of the McKinney-Vento Homeless Assistance Act (42 U.S.c.
11302). HPRP is focused on housing for homeless and at-risk households. It will provide
temporary financial assistance and housing relocation and stabilization services to
individuals and families who are homeless or would be homeless but for this assistance.
r'
The Hunger and Homeless Coalition (HHC) together with participating agencies, has
deveioped a comprehensive prevention and rapid re-housing program for Collier County
and HHC will provide overall coordination ofthe Homeless Prevention and Rapid Re-
Housing Program (HPRP).
This Administrative Plan is a guide for operating the Homeless Prevention and Rapid Re-
housing Program. The major focus ofthis guide is on the Program requirements and
regulations and the following (3) eligible activities: Financial Assistance, Housing Relocation
and Stabilization Services and Data Collection and Evaluation.
~
Agenda Item No. 16D12
January 11, 2011
Page 8 of 55
.
Process Map
.
.
-"
,
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Aoenda Item No. 16D12
~ January 11, 2011
Page 9 of 55
I'"
Homeless Prevention and Rapid Re-Housing Program for Collier County
Salvation Army and Catholic Charities
. Routine Intake and Consultation
. Screening for HPRP
~
Assessment Form
completed by
Intake Specialist
and
evaluated
Client Information entered
...................................
into HMIS Client Track
Client determined to be
ELIGIBLE
for HPRP
Agency provides routine
NON-HPRP services
Client determined to be
INELIGIBLE
for HPRP (Level 4)
End process
"\
Level of Assistance
Determined Client given
~
Level I-Short Term Rental ..
"Document Checklist"
Assistance
Level 2-Med Term
Level 3-Rapid Re-housing
~
,..
I
Documentation
Received
..
(If documentation incomplete,
second appointment may be
given. )
See next page
.
.
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Agenda Item No. 16D12
January 11, 2011
Page 10 of 55
Homeless Prevention and Rapid Re-Housing Program for Collier County
I
I See Page 3 I
Documentation
Reviewed
and
attached to
Assessment Form
'"
Level of
Assistance
confIrmed
\.
~
See Page
4&5
2
-"
"
See Page 6
-....
See next page
Agenda Item No. 16D12
January 11, 2011
Page 11 of 55
f"'"
Homeless Prevention and Rapid Re-Housing Program for Collier County
Landlord Form Utilities Assistance Referral to HDC for
faxed to Landlord or or other eligible Financial Education
given to client to deliver assistance requests Course-- Mandatory
. Copy of current past Referral to Legal aid
due notice or other resources--
Landlord Form . Invoice from if necessary
received and verified by company (storage,
Intake Specialist moving, etc)
Note: If built before 1978 andfam-
'" ily has a child under 6, RR lead
based paint requirements.
(
Request for Financial
Assistance Form (RF AF) Rental Assistance check
completed sent to Landlord
Forwarded to agency's Copy of check maintained in End of process for
accounting department for the client file the Intake Agency
check processing
Copy ofRFAF should be Update Client Track
maintained in the clientfile
Update Track updated
CCHHC generates
HMIS report approx 3
weeks after case opened
(weekl y report)
At 30 days, Youth
Haven contacts client to
----. determine if any next
steps needed.
Youth Haven closes the
file in HMIS after
----. 3 months
,..
Sent to Youth Haven
for 30 day Follow-up
Document Client Track
3
End of Process
See next page
Agenda Item No. 16D12
January 11, 2011
Page 12 of 55
Homeless Prevention and Rapid Re- Housing Program for Collier County
Referrals from Salvation
Army, and
Catholic Charities
,
.
~
Youth Haven Case Manager
· Routine Intake and Consultation
. Screening for HPRP
e
Agency provides routine
NON-HPRP services
-,
Assessment Form
· Completed and Evaluated by Case
Manager
. Documentation Checklist completed
. Documentation received and verified
Client Information entered
into HMIS Client Track
Client determined to be
ELIGIBLE
for HPRP
Client determined to be
INELIGIBLE
for HPRP (Level 4)
----. C End process)
Level of Assistance
Determined
If Levell-refer to Salvation Army or Catholic
Charities
.
~
If Level 2-proceed to next page
e
If Level 3- See page 6
""'"
4
See next page
Agenda Item No. 16D12
January 11, 2011
Page 13 of 55
r-
Homeless Prevention and Rapid Re-Housing Program for Collier County
I Rental Assistance I
Landlord Form
faxed to Landlord or
given to client to deliver
f"
Landlord Form*
received and verified by Intake
Specialist
Request for Financial
Assistance Form
Completed and forwarded
to agency's accounting
department for check
Processing. Copy should be
maintained in the clientfile.
Client Track updated
At 30 days, Youth
Haven contacts client to
determine if any next
steps are needed.
,...
Documents Client Track
Case Manager
Develops a Case Plan
Determines the amount
of financial assistance
and
services needed
Utilities Assistance
Utilities Assistance
or other eligible
assistance requests
. Copy of current past
due notice
. Invoice from
company (storage,
moving, etc)
Rental Assistance check
sent to Landlord or
other eligible entity
Copy of check maintained
in the client file
Client Track updated
Referrals
. Referral to HOC
for Financial
Education Course if
necessary
. Referral to Legal
aid or other
Resources if
necessary
Case Management
Home Visits and linkage
to services
~
Youth Haven evaluates
every 3 months to
determine if any
additional services are
needed.
Youth Haven closes
case file in HMIS
Client Track
End Process
\.
5
./
* Ifbuilding was built before 1978 andfamily has a child under 6, a building inspection is required
Agenda Item No. 16D12
January 11, 2011
Page 14 of 55
Homeless Prevention and Rapid Re- Housing Program for Collier County
.
~
CoUier Housing Authority
Rapid Re-housing Case Manager
· Assessment Form completed and evaluated
Client determined to be
. INELIGIBLE ,
~ for HPRP (Level 4)
B End process
Assessment Form
Level of Assistance
Determined
If Levell-refer to Salvation Army
or Catholic Charities
Client Information entered
If Level 2-refer to Youth Haven into HMIS Client Track
. If Level 3-
. Documentation Checklist ----..
completed
· Documentation received and
verified. See next page.
. -,
6 See next page
Agenda Item No. 16D12
January 11, 2011
Page 15 of 55
Homeless Prevention and Rapid Re- Housing Program for Collier County
".....
/
........
Case Manager Develops
Individualized Case PIan for
Housing Relocation and Stabilization
-to assure barriers to securing and maintaining new housing
are addressed and overcome.
\.
.)
.
Housing Search Assistance
Household Budgeting
"..
. Fair Housing brochures
.. List of available housing
· Basic Budget Completed
· Review employment/income
· Referral HDC if necessary
-Credit Report obtained
* Legal Counseling
Refer to Legal Aid if necessary
· Court Documentation
. Check for eviction filings
and map oflocations
. Things to look for in an
Apartment
. Information on lead-based
paint
,
,
Record all contacts made
on behalf of client
~
,..
7
See next page
.
e
l
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Agenda Item No. 16D12
January 11, 2011
Page 16 of 55
Homeless Prevention and Rapid Re-Housing Program for Collier County
Financial Assistance
Rent
Rental Application
received by Case Manager
Utilities Assistance
& other
Housing Startup Costs
Utilities Assistance
or other eligible
assistance requests
. Copy of current past
due notice
. Invoice from
company (storage,
moving, etc)
Rapid Re-housing Case
Manager makes home
visits and links client to
other resources as
needed. All services
documented and entered
in Client Track
,
Rent Reasonableness
Worksheet Completed
Habitability Inspections
Completed. Form is required
for.'
. New Leases
· Any change in tenancy
. Every 12 months if the
household continues to
receive assistance
Rental Lease
Agreement
received by
Case Manager
Lead-based Paint Inspection
performed at time of
Habitability Inspection
,
Request for Financial
Assistance Form
Completed and forwarded
to agency's accounting
department for check
Processing. Copy should be
maintained in the client file.
Rental Assistance Check
sent to Landlord or other
---+ eligible entity
Copy of check maintained
in the client file
Client Track updated
Client Track updated
Case Manager re-
evaluates every 3
months
For at least 6 months to
determine if any
additional services are
needed.
Rapid Re-housing CM
closes case file in
· HMIS Client Track
End Process
-...
8
Agenda Item No. 16D12
January 11, 2011
Page 17 of 55
~ II. HPRP Program Requirements and Regulations
A. General
The two populations eligible for HPRP are as follows:
1. persons who are still housed but at risk of becoming homeless
2. persons who are already homeless
.
Persons in both target populations are eligible to receive financial assistance.
B. Policies
1. Any individual or family provided with financial assistance through HPRP
must have at least an initial consultation with a case manager or intake specialist
to determine the appropriate type of assistance to meet their needs.
All agencies will use the uniform HPRP screening and assessment tool.
2. The household must be at or below SO percent of Area Median Income
(AMI).
~ Collier County Eligibility Screening Chart:
FY 2009
.
Income 1 2 3 4 S 6 7 8
Limit Person Person Person Person Person Person Person Person
Category
Very
Low-so % 24,800 28,300 31,8so 35,400 38,2S0 41,OSO 43,900 46,7S0
Income
Limits
Extremely
Low
(30%) 14,900 17,000 19,150 21,250 22,950 24,6so 26,3S0 28,050
Income
Limits
.
,..
.
.
e
Agenda Item No. 16012
January 11, 2011
Page 18 of 55
3. The household must be either homeless or at risk of losing its housing and
meet both the following circumstances: (1) no appropriate subsequent housing
options have been identified; AND (2) the household lacks the financial
resources and support networks needed to obtain immediate housing or remain
in its existing housing.
~
4. HUD strongly encourages communities to consider more factors when
designing programs to determine a household's level of need for receiving
assistance through HPRP. The defining question to ask is: "Would this individual
or family be homeless but for this assistance?" The housing barrier screening is
part ofthe uniform HPRP Assessment which lists potential "risk factors" to
determine levels of assistance.
C. Regulations
1. Physical Case File
Maintain one physical case file for all program participants
~
2. Eligibility Documentation
Verify and document individual's risk of homelessness and certify the eligibility
of prQgram participants at least once every 3 months for all persons receiving
medium-term rental assistance. The following pages include:
1. HUD Documentation for Homeless Persons
2. HUD Documentation for Persons At-Risk of Homelessness
.-....
.
Agenda Item No. 16D12
January 11, 2011
Page 19 of 55
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January 11, 2011
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Agenda Item No. 16D12
January 11, 2011
Page 23 of 55
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Agenda Item No. 16D12
January 11, 2011
Page 24 of 55
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January 11, 2011
Page 25 of 55
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U.S. Deparbnent of Housing & Urban Development (HUD)
Homelessness Prevention & Rapid Re-Housing Program (HPRP)
Aoenda Item No. 16D12
~ January 11, 2011
Page 26 of 55
-,
;~:I~lt.'"f0{i,~~L
Oth... Su_equant Yes,lf no
Housing OptlOM appropriate
subsequent housing
options have been
identllled
e
...}U~D...
Assessment of financial
resources and support
networks by HPRP case
manager or other authorized
HPRP staff.
-
· Aaseu with applicant aD other appropriate (I.e.. safe, affordable,
available) subsequent hollllng options.
· Verify that no other appropriate subsequent housing options are
available.
· Aaaessment Must
a Be documented by HPRP case manager or other authorized
staff.
a Indude _ument summary or other statement Indicating
that applicant has no other approprlalll housing optiona.
a Be signed and dated by HPRP case manager or other
authorized HPRP staff.
· Include alSlllSmentand verification of no other subsequent housing
options in participant case file.
-.....
· Assess with applicant a" financial /'lllIO\II'CeS AND support networks
(i.e., friends, family or other personal sources of financial or material
support)
· Verify that applic:ant lacks financlall'8SOllrces and support networks.
to oblaln other approprlallt subsequent hciilitftij or remain in thill'"
hOUSing.
· ASsessment Must
a Be documented by HPRP case manager or other authorized
staff.
a Indude review of current account balances in checking and
saYings accounts held by applicant household.
a Include aSSlllSment summary or other statement indicating
that applicant lacks fln8ncial resources and support
networks to obtain other approprlallt subsequent housing or
remain in their housing.
a Be signed and dated by HPRP case manager or other
authorized HPRP slaff
· Indude asseasment and verifICation of Insufficient financial resources
and su It networks In articl ant casa file.
Page 11 of 11
............
Agenda Item No. 16D12
January 11, 2011
Page 27 of 55
I"'" D. Compliance with Fair Housing and Civil Rights Laws
o 24- CFR 5.105(a)
o Title VI of the Civil Rights Act of 1964
o Section 504 of the Rehabilitation Act of 1973
o Section 109 of the Housing and pg31
E. Confidentiality
The confidentiality of record pertaining to any individual provided with
assistance and the address or location of any assisted housing will not be made
public, except to the extent that this prohibition contradicts a preexisting privacy
policy of the grantee.
F. Habitability Standards
f"
Rapid Re-housing requires inspections of housing units into which a program
participant will be moving.
Grantee must follow the habitability standard listed in Appendix C of HUD
[Docket No. FR-5307-N-01]. Habitability inspections will be performed by the
Collier County Housing Authority.
G. Lead-Based Paint Requirements
Lead-Based Paint Poisoning Prevention Act (42 U.S.c. 4801 et seq.) as amended
by the Residential Lead-Based Paint Hazard Reduction Act of 1992(42 U.s.c. 4851
et seq.) and implementing regulations at 24 CFP part 35, subparts A,B,M and R6,
shall apply to housing occupied by families receiving assistance through HPRP.
H. Administrative Requirements
1. All States, Territories, Urban Counties, and Metropolitan cities receiving
funds under HPRP shall be subject to the requirements of 24 CFR part 85.
2. Non-profit sub grantees shall be subject to the requirements of 24 CFR Part
84.
,...
Agenda Item No. 16D12
January 11, 2011
Page 28 of 55
.
I. Payment Procedures
-"
1. Participating sub grantees shall present Collier County Housing and Human
Services with Request for Payment packages for payment against established
expegses.
2. Eligible activities are outlined in the US Department of Housing and Urban
Development [Docket No. FR-5307-N-01], and must be listed in the scope and
budget of the sub recipient agreements with Collier County.
a. Eligible activities: Rent assistance utility assistance, rent and utility
deposit, security deposits, hotel/motel vouchers, moving/storage, case
management salary, benefits, mileage, housing inspector salary,
3. Any performance milestones are in effect for program monitoring
requirements only, and as such, are used by HHS, HUD and other grantor
agencies as general target goals rather than strict performance requirements.
.
e
"
-
"'
Agenda Item No. 16D12
January 11, 2011
Page 29 of 55
!"'" 111I. Financial Assistance
A. Objective
To provide financial assistance and services to prevent individuals and families from
becoming homeless.
B. Policies for eligible cost types
Eligible cost types are: rental assistance, security deposits, utility payments/deposits,
moving and storage costs, or hotel/motel vouchers
1. Rental Assistance, either the client portion or the subsidy.
,...
Short-term rental assistance: up to $1,200. Per client (including payments for
arrears). If program participants receiving short-term rental assistance need
additional financial assistance to remain housed, they must be evaluated for
eligib1lity to receive medium-term rental assistance.
Medium-term rental assistance: may not exceed $3,000. Per client (including
payments for arrears).
Rapid Re-housing assistance: may not exceed $5,000. Per client (including
payments for arrears).
All rental assistance
a) Grantees may require program participants to share in the costs of rent
assistance as a condition of receiving HPRP assistance.
b) Grantees may set a maximum amount of assistance that a single
individual or family ray receive of HPRP funds, or may set a maximum
number oftimes the participant may receive services.
c) Must be paid to third party (landlord)
d) Property may not be owned by grantee, sub-grantee, subsidiary, or
affiliated organization of the sub-grantee
.
e) May not be used if receiving assistance through another housing program
f) Rental assistance amounts are determined by the grantee or sub-grantee.
Rental assistance may include: shallow subsidies (portion of rent payment),
100 percent rent payment, graduated/declining subsidies, or rental arrears (if
it allows the participant to avoid homelessness). Rental arrears payments
must be subtracted from the total of program participation.
"..
Agenda Item No. 16D12
January 11, 2011
Page 30 of 55
.
g) Rental assistance paid cannot exceed the actual rental cost, which must
be in compliance with HUD's standard of "rent reasonableness".
"Rent reasonableness" means that the total rent charged for a unit
must be reasonable in relation to the rents being charged during the
same time period for comparable units in the private unassisted
market and must not be in excess of rents being charged by the owner
during the same time period for comparable non-luxury unassisted
units. To make this determination, the grantee or subgrantee should
consider (a) the location, quality, size, type, and age of the unit; and
(b) any amenities, housing services, maintenance and utilities to be
provided by the owner. Comparable rents can be checked by using a
market study, by reviewing comparable units advertised for rent, or
with a note from the property owner verifying the comparability of
charged rents to other units owned (for example, the landlord would
document the rents paid in other units). For more information, see
HUD's worksheet on rent reasonableness at:
www.hud.gov/offices/cpd/ affordablehousing/library /forms/rentreaso
nablechecklist.doc.
2. Security deposits
.
May be used in conjunction with other housing assistance programs, but must
cover a different cost type.
Example of this would be providing a security deposit for a participant
in the HUD-VA Supportive Housing (HUD-VASH) program, which
provides rental assistance and services. A program description of
HUD-VASH can be found at:
http://www.hud,gov/offices/pih/programs/hcv /vash/index. cfm.
3. Utility deposits, utility payments
a) Short term assistance $1200. Per client, Medium term $3000. Per client
and Rapid Re-housing, $5000. Per client may be used for utility payments,
including up to 6 months of utility payments in arrears.
b) Program participant or a member of his/her household has must have an
account in his/her name with a utility company or proof of responsibility to
make utility payments, such as cancelled checks or receipts in his/her name
from a utility company.
e
-,
~
,
Agenda Item No. 16D12
January 11, 2011
Page 31 of 55
r
4. Moving cost assistance
a) May be used for reasonable moving costs, such as truck rental, hiring a
moving company,
b) May be used for short-term storage fees for a maximum of 3 months or
until the program participant is in housing, whichever is shorter.
5. Hotel/motel vouchers
May be used for reasonable and appropriate motel and hotel vouchers for up to
30 days if no appropriate shelter beds are available and subsequent rental
housing has been identified but is not immediately available for move-in by the
program participants.
C. Income Inclusions and documentation
1. List below presents the HPRP income inclusions. The following types of income must be
counted when calculating gross income:
"....
1. Earned Income: The full amount of gross income earned before taxes and deductions.
2. Business Income: The net income earned from the operation of a business, Le., total
revenue minus business operating expenses. This also includes any withdrawals of cash
from the business or profession for your personal use.
3. Interest & Dividend Income, Monthly interest and dividend income credited to an
applicant's bank account and available for use.
4. Pension/Retirement Income. The monthly payment amount received from Social
Security, annuities, retirement funds, pensions, disability and other similar types of
periodic payments.
S. Unemployment & Disability Income. Any monthly payments in lieu of earnings, such
as: unemployment, disability compensation, 551, SSDI, and worker's compensation.
6. TANF/Public Assistance. Monthly income from government agencies excluding
amounts designated for shelter, and utilities, WIC, food stamps, and childcare.
7. Alimony, Child Support and Foster Care Income. Alimony, child support and foster
care payments received from organizations or from persons not residing in the dwelling.
8. Armed Forces Income All basic pay, special day and allowances of a member of the
Armed Forces excluding special pay for exposure to hostile fire.
2. The following charts outline documentation requirements.
f"
.
.
e
Agenda Item No. 16D12
January 11, 2011
Page 32 of 55
~
u.s. Deparbnent of Housing & Urban Development (HUD)
Homelessnass Prevention & Rapid Re-Houalng Program (HPRP)
The chart below outlines standards and describes documentation requirements for the various types of income. In some instances, only
applicant self-declaration may be possible. This method should be used only as a last resort when all other verification methods are not
possible or reasonable. When using applicant self declaration, grantees or sponsors must document why a higher vertfication standard
was not used.
,);;.,i!~~~~(::~';;:~:.'~a1":
Copy of most _t payslub(s)
Wrllten wriIIc8tIon of Income. See
HPRP Verilication of Income templete
(located at www.HUDHRE.infolHPRPII
W!!~!!'~ ~"d Sl!'~ry.
etc.
Ves
· Obtain copy(les) of most recent pay stub(s) from applk:anl
. Indude coPY(les) In participant fie.
· MBI, fax or lII1llIU written ver1IIcatlon f!llncome request dlredly to the
e~r(s).
· ObtBln signed and dated vertficBtion of Income from ~s).
· Include vtIIik:allon of income in p8llicipant file.
,
Contact the emp!Ci-er(s} by phone O~ in person to obtain ora!
verification of Income.
· DoaJment oral verification of income.
· Include HPRP Verllk:allon of Income In participant file.
OR:... ." .,.....<.......'..
.... if Vmtt&ndocUinen/alioil6tOr8ltlliri1 'IJerl~c:a"'notb&obt8inerJ ....
· Obtain signed and dated origlnBl seIf-decla1"llliootd Income from .-'
applicBnt.
· HPRP worker must document allemptto obtain third party
verification (written or oral) and sign seIf-declBf'llIlon of income.
· Indude self-declaration of Income in partlcipent file.
Self-declaratlon of income. See HPRP
Self-Oedaralion of Income template
(located at wwwHUDHRE.infoIHPRPII
Business income'
Copy of most recent federal or stale tax
return showlng net business income
Ves
. Obtain copy of most recent federal or state tax retum from the
appicant.
· Indude copy in participant file.
1 It can be 8 challenge for Grantees and ~ to obtain 3~ party yorificalion 01 self-employment income. When 3'" party Yerlfication is not ayallable, tile Grantee should always
request e notarized tenent _ration the! includes a perjury statement
6
-....
I""
'"
,..
u.s. Department of Housing & Urban Development (HUD)
Hornelessness Prevention & Rapid Re-Houslng Program (HPRP)
Agenda Item No. 16D12
January 11, 2011
Page 33 of 55
Self-decl8nIlion of Income. See HPRP
Self-Decl8r8llon of Income templete
(located lit wwwHUDHRE infolHPRPIl
Copy of most recent interest or dMdend
Income stal8ment
Interest and dividend
Copy of most recent federal or state tax
return showing intei'lls~ dMdend or
other net income
Yes
t;-:::Q."nC
Self-dedal'llllon of income. See HPRP
Self-Declaration of Income template
(located at www HUDHRE.infoIHPRPIl
Pension/reUrement
income
Copy of most I'8C8l'lt payment
stetament or benefit nallc:e from Social
SeaJrity Administration (SSA), pension
provider, or other source
Yes
Written venfication of Income. See
HPRP Varification of Income template
(located at www HUDHRE.infoIHPRP/I
. ObtaIn signed and dal8d originelself-dec:laration of Income from
applicant.
· HPRP worker muat doc:ument attempt to obtain thln:l party
verlficatIon (written or oral) and algn aeIf-declaration of Income.
· Include se(-declaration of income in parlIc:Ipant file.
· Obtain copy(ies) of most rec:ant Inl8rest or dMdend income
statement from appllc:ant.
Include copy(18S) In participant file.
.,"'.,:.,,,",'0
· Obtain copy of most rec:ent federat or state tax retum from the
applcanL
· Include copy In partlc:ipanl me.
'Nrltteti~ii"JJ3l;;'di"rili~~tiJ;;,~ .
a Obtain signed end deted original self-declaration of income from
applicant.
HPRP wolller must doc:ument attempt to obtain third party
verIIi<:ation (wrttan or oral) and sign seIf-dedaretion of income.
· Include self.(jeclaration of Income In partidp_llle.
· Obtain copy(ias) of most rec:ent benefit notice, pansion statement or
other payment statement from eppllcanL
Includa copy(ies) in partlc:ipantlla.
OR:..
Man, fax or emall verification of Income request directly to the Social
Sec:urity Administration, pension provider or other source.
Obtain signad and dated wrlflC8tion of Income from Income sauroe.
Indude HPRP Verification of Income in par1icipantlie.
7
.
e
e
u.s. Department of Housing & Urban Development (HUD)
Hornelessn..s Prevention & Rapid Re-Houslng Program (HPRP)
Agenda Item No. 16D12
January 11, 2011
Page 34 of 55
~
Self-dedal'lllion of Income. See HPRP
SeIf-Oeclar8tlon of Income template
(located at _ HUDHRE.infolHPRPIl
Unemployment and
ciisabiiilY income
Copy of moat ~t unemployment,
WOIleefs compensation. SSl, SSOI, or
severance payment statement or
benellI notice
Yes
e Obtain signed end deled origin" self-decleration of Income from
epplicant
· HPRP worker must document ettempt to obtain third perty
wriIlcalIon (wr1Iten or oral) end sign self-dedanlllon of income.
e Include self-declaratlon of income In partlclpant Ille.
· Obtain copy(les) of most I8CllIIt peyment statement(s) end/or benefit
notice(s) from appficanl
· Include copy(les) in participant file.
~
Written verification of Income. See
HPRP Verification of Income template
(located at www.HUDHRE.infolHPRPIl
· MeII. lex or amaH verlIIcetion of Income requeat directly to lhe
unemployment administrator, worker's compensation administrator,
or former employer.
Obtain signed and deled wrlfication of income frl!m Income source. .'
· Include verification of income In participant f1hi':'" ---
Oral verification of income. See HPRP
Verification of Income templete (located
at www.HUDHRE.infolHPRPIl
.c.....OR..::...:..... ':,."
.cJoctj;"en/a1iOn c:iailnot tie tiibtiJl
. Contact the source(s) by phone or in person to obtain oral
verification of income.
· Document oral verification of income.
· Include HPRP Verification of Income In participant rde.
...<..... .' ........,. ....OR:
if'written documentillion .or ofaftllird
'- .....,. '". -'", ;.
'c." >",,"','-__. ',','_ _.:'.....
v8rf1iC8~im Cannot be obtai
8
~
~
"....
,..
u.s. Department of Houalng & Urban Development (HUD)
Homelessn... Prevention & Rapid Re-Houslng Program (HPRP)
SeIf-dllClllrllllon of Income. See HPRP
Self-DedaralIan of Income template
(located at www.HUDHRE.infolHPRPIl
Copy of moat l1IC8Ot welfare payment
sI8lemant 01' benefl notice
Written vedIicatIon of Income. See
HPRP Veriftcallon of Income tefl1llal8
(located at www HUDHRE.lnfolHPRPIl
Agenda Item No. 16D12
January 11, 2011
Page 35 of 55
Obtain signed and dated original self-ded8Jlltion of income from
appllcant.
a HPRP woI1cer must document attempt 10 obtain thnl party
verificatlon (wrltllIn or orel) and sign self-dec:taratlon of Income.
a Include ser-dedaratlon of Income In plII1Idpant file.
a
Obtain copy(les) of most recent beneliI notlce(s) or payment
stallImenl(s) from IIppllc:ant.
Include copy(Iea) In participant file.
a
:~Xi~,,:?,oR':,'.Y':'~'_' . . "..,.",.',. ,
a Mal. fax or ems. veIlIication of income request clredly 10 tha welfare
adninlstnllor.
a Obtain signed and dated veriflcalion of Income from Income source.
a Include veriftcallon of income in particlpant file.
TANF/publlc
aaslstance
Yes
a
OR,'.-,.", """", '.
iiOCfJiii*htat!r:i/l.C8i1liofbiobiriin6d'
Contaclthe source(s) by phone or In palllon to obtain oral
vertlIcaIIon of Income.
Document oral verflcallon of income.
Include HPRP Verification of Income In participant llle.
.' ,:,.; "';_.:" __ ,:, ..,i~., ' ',' ",' . ".-",-,~,_! "'::-",'iOIl.~;'~:::~-' '-:'o_-J<',:"'i:<j:'f'_ ' " _ _':'
wrlttendociUme/IIB/iOn Clfoniititiiti "'!verllk:!J.lIOiI,C8iinOttJeClbtairied '
· Oblllln signed and dated orlginal self-declaration of income from
applicant.
a HPRP WOftcer must document attempt to oblain third party
verification (written or oral) and sign self-declaration of income.
a Include self-dedaraUon of income in participant file.
Oral verification of income. See HPRP
Veriftcation of Income templals (located
at www.HUDHRE-infoIHPRPIl
SeIf-declaration of Income. See HPRP
Self-DectaraUon of Income template
(located at www HUDHRE infolHPRPIl
Alimony, child
support, fOSl8r care
payments
Copy of most recent alimony, foster
care, child support or other
contributions or gift payment
statements, notice. or order
Yes
a
a
a
Obtain copyfles) of most mcent payment statement(s), noUca(s) or
order (e.g. COlIn ordared child support) from applicant.
Include copy(les) in participant file.
OR
9
.
.
e
U.S. Department of Housing & Urban Development (HUD)
Homelessness Prevention & Rapid Re-Houslng Program (HPRP)
~;~i~~~;j:";:;'iD,,,;~~~r!~"
Agenda Item No. 16D 12
January 11, 2011
Page 36 of 55
~
WrItten verilication of income. See
HPRP VeIIIlcalion of Income template
(located at _.HUDHRE.infolHPRPIl
Oral verlflc8\lon 01 Income, See HPRP
Varification oIlnc:oma tamplalll (Iocatad
at www.HUDHRE Infon-lPRPIl
Self-declaration of Income. See HPRP
Seif-Deciaraiion oj income tempiate
(located at www HUDHRE infolHPRPIl
· Mal. fax or ameli verlficatlon of ilcome l8qUest directly to the child
support enforcement lIgeney, court liaison, or other source.
· Obtain signed and datad verlflcation of income from Income source.
· Include HPRP Verillclltion of Income il partlclpant file.
· Contact lIIe source(s) by phone or In person 10 obtain oral
veriflcatlon or Income.
Document oral verification of Income.
· Include HPRP VerifIc8t1on of Income In partlclpant file.
~
. Obtain signed and daled orlgilal self.declaration of Income from
applicant.
HPRP wor!ter must oocument !!ttempt to obtain third party
verification (written or oral) and sign self.declaration of income.
· Include self-declaratlon of Income in pertldpant file.
Anned Forceslncoma Yes
Copy of pay slubs, payment statement,
or other govemment issuad statement
indicating Income amount
Written veI1fication of income. See
HPRP Verification of Income template
(located at www.HUDHREinfoIHPRPIl
.
',', ","',,,,......., ',',
MaR. fax or emaH verlflcation of income requast dlrectIy to lIIe
appropriate anned lI8Nices represenlBlIve.
Obtain signed and datad veriflclllion of income from income source.
. Include HPRP Verification of Income In participant file.
Oral verification of income. See HPRP
Vertfication of Income templete (located
at www.HUDHRE.infoIHPRPIl
", ,,'()R,', ,.,' ::'>" , ',:," '," '", '.
" dOcum8tlteticiilCannlit1JeObtBined
· Contaclllle source(s) by phone or in person to obtain oral
verification of Income.
Ooalment oral verification of income.
Include HPRP Vertllcation of Income in participant fDe.
10
,
r'
,...
,.
U.S. Department of Housing & Urban Development (HUD)
Homelessn... Prevention & Rapid Re-Houslng Program (HPRP)
Agenda Item No. 16D12
January 11, 2011
Page 37 of 55
Self-declantlion at income. See HPRP
Self-Oedaration at Income template
(located at www.HUDHRE.infolHPRPIl
No Income Reported N1A
Self-decl8nltion at Income. See HPRP
Self-DeclBl1IlIon at Income template
(located at _ HUDHRE infolHPRPIl
· Oblllln signed end dated original self-declaration or Income from
appllcanl
. HPRP WOII<er must document attempt to obtain third party
verIftcatIon (wrlItan or oral) and sign seIf-dec:laratlon of income.
· Include aelf-declarallon of income In partldpant 1l1e.
· Obtakl signed and dated original self-declaration of Income from
applicanl
· HPRP WOII<er must doaJment attampt to obtain third party
V8llIlcaIIon (wrlItan or oral) and sign self-declaration of income.
. Include seI-declaration of Income in partlc:lpant 1l1e.
-~",,",.
11
.
e
.
Agenda Item No. 16D12
January 11, 2011
Page 38 of 55
IV. Housing Relocation and Stabilization Services
~
To help those who are experiencing homelessness to be quickly re-housed and stabilized.
A. Objective
1. Provide services that assist program participants with housing stability and
placement. Each program participant may receive housing relocation and
stabilization services for up to 18 months. These services are limited to the
following eligible activities:
a) Case management
b) Outreach and engagement
c) Housing search and placement
d) legal services
e) Credit repair
C. Policies
1. Rapid Re-Housing Assistance
a) Rapid re-housing assistance is available for persons who are homeless
according to HUD/s definition -listed on Exhibit A, level three. Rapid Re-
housing models include short- or medium-term rental assistance and
services.
~
b) Eligible households have barriers to housing, but are likely to sustain
· housing after the subsidy ends.
c) Organizations providing assistance should utilize housing barrier
screening.
d) Refer to Exhibit A
e) Program participants who require longer-term housing assistance and
services should be directed to programs that can provide the requisite
services and financial assistance.
f) legal Services related to mortgages are not eligible.
D. Requirements: Listed on the following pages.
-.....
Agenda Item No. 16D12
January 11, 2011
Page 39 of 55
I"""
U.S. Department of Housing & Urban Development (HUD)
Homelesaneas Prevention & Rapid Re.Housing Program (HPRP)
1. Rapid Re-Housing Eligibility Documentation for Homeless Persons
Note: This only includes
Emergency Sheller
programs identified in
the Conllnuum of
Care's (CoC) most
recent Housing
Inventory Chart
submitted to H U 0 or
otherwise recognized
by the coc as part of
the CoC inventory (e.g.
newly established
Emergency Shelters).
Emergency sheller provider
letter.
· Oblain letter from emergency shelter provider.
· Letter Must:
o Be on shelter provider letterhead
o Identify shelter program
o Include statement verifying current sheller occupancy of
HPRP participant. including most recent entry and exit (if
applicable) dates.
o Be signed and dated by shelter provider
· Include emergency shelter provider letter Jii11lfr1icipant file.
,....,
Place Not Meant for Yes
Human Habitation
(e.g.. cars, parks,
abandoned buildings.
streetlllsldewalks)
Written homeless cartificallon.
See HPRP Homeless
Certification template (located
at www.HUDHRE.info/HPRPI).
. Obtain signed and dated original Homeless Certification from
homeless street outreach provider.
· Indude Homeless Certification in HPRP participant file.
'. .........:: <>QIl,'\L,.-,,;";'
'If HPRPHdirieJes$CerlJ1i($tioncani!Ot.beobt8in
· Oblain letter from homeless street outreach provider. The letter may
be from the HPRP-funded rapid re-housing provider if the provider
also provides outreach to persons on the street as part of
engagement and admission activities.
· Leiter Must
o Be on outreach provider letterhead
o Identify outreach program
o Include statement ve' in current homeless status of
Page 4 of 11
'"
.
e
e
U.S. Department of Housing & Urban Development (HUD)
Homelessness Prevention & Rapid Re-Housing Program (HPRP)
Hospital or Othar
Institution
Agenda Item No. 16D12
January 11, 2011
Page 40 of 55
--.....
Self-declaration of
hornelllSsnesa. See HPRP
Self-Declaration of Housing
Status tamptate (Iocatlld at
www.HUDHRE.infoIHPRPf).
Yes, if also meet Letter from hospital or other
the following two institution
conditions:
1. stay in a
hospital or other
institution has
~n fer '! 80 days
or less
AND
2. was sleeping in
an emergency
shelter or other
place not meant
for human
habitation (cars,
parks, streets,
etc.) immediately
prior to enlly into
the hospital or
institution
HPRP participant
o Bll signed and datlld by outreach provider
a Indude outreach provider letter in participant fila.
a Obtain signed and dated origin8l self-declaration from applicant
a HPRP worlcar must document attempt to obtain written third party
varificatlon and sign self-declaration form.
a Indude seIf-declaration In par1k:ipant file.
a Obtain letter from hospital or other Institution.
a Latter Mil$/:
o Be on hospital or other Institution letterhead
o I nduda statement verifying CUlT8nt hoapitallinstitution Slay of
HPRP participant
o Indude hospitaVinstitution admission and discharge datas
Y$rtfying that slay has been for 180 days or less
o Be signed and dated by hoapitallinstltution representative
a Induda hospitaVinstltution letter in participant file.
.--..
. ~~D. .. ',. , ,- - "
(to varify hOmeless status ptlQF to ~I or ottreriiittitlltion ad1hlS$iQn)
HMIS record of shalter slay (if a Obtain HMIS record showing llhelter slay ~lT8nt with HPRP
previously sleeping in program entry date. - -~
emergency shalter). a HMIS record must indicate shelter stay immediately prior to (i.e, the
day before or same day as) hospitaVinstitution admission date.
a Include HMIS record in HPRP participant fila.
Written homeless certification.
See HPRP Homeless
Certification template (located
at www.HUDHRE.info/HPRPI)
(if previously sleeping in
emergency shelter or place not
meant for human habitation).
, .';':OR/,';, ",.
' ifj.iMISfeCotlfcannOt:66obt!Ji'
. Obtain signed and dated original Homeless CertifICation from shelter
provider or homeless street outreach providar.
. Certification must verify homelessness (residing in shelter or place
not maant for human habitation) immediately prior to (i.a. the day
before or sama day as) hospitaVinstitution admission date.
a Indude Homelass Certification in HPRP participant file.
OR
Page5of11
............
Agenda Item No. 16D12
January 11, 2011
Page 41 of 55
I""'.
U.S. Deparbnent of Housing & Urban Development (HUD)
Homelessness Prevention & Rapid Re-Housing Program (HPRP)
_..,,;~~~ifflf~!!f!j;ffl@~4i!dM~M~~!~~~'1f',#hT'\';.'7;
Emergency shelter provider or . Obtain emergency shell8r provider letter.
hO~1esa strllet ou~ch . Letter Must
plOVlder IetIer (If prevrously
sleeping in emerpency shelter · Be on shelter provider letterhead
or place not meant for human · Identify shelter program
habitalion). . Include statement verifying shelter stay immediately prior to
(i.e. the day before Of same day as) hospitalllnstitution
admission date.
· Be signed and dalBd by shelter provider
· Include documentation in HPRP participant file.
"'"
~ ',:'.. ? ~", j" 'OR:~'-4~:~1.~rv.',:,
. .cO;; -, . ,.' '(itHM/S i8eotrl, HPRP HoIItiIeS$ certHii:stifm.' OI"p$Vidile
Self-<ledaration of . Obtain signed and dalBd original seIf-declaration from applicanl
homelesaness. See HPRP . SeIf-<lecl lion t ......... h I ( sier . sh lte
Self-Oedaratio of H -ng ara mus .v..., orne essness re 109 In e r or
Status tempi ~ (I ~: t place not meant for human habitation) immedlalBly prior to (i.e. the
_ d. ...., ,~, .!_. ~,_~~^ day before or same day as) hospitaUlnstitutlon admission date.
www.nuunru:.IruO/n,...n.t"'/ J
(ONL Y if pnlviously sleeping in · HPRP worker must document attempt to obtain written third party
place nof meant for human verltication and sign HPRP Se/f-Oeclaralion form.
habitlllion). · Include seIf-declaralion in participant me.
· Note: This only
includes Transitional
Housing programs
serving homeless
persons (per HUO's
definition) and listed
in the Continuum of
Care's (CoC) most
recent Housing
I nventory Chart
submitted to HUO or
otherwise recognized
by the CoC as part of
the CoC inventory
(e.g. newly
established
Yes, if graduating
or timing out from
Transitional
Housing program
Written homeless certification.
See HPRP Homeless
Certification template (located
at www.HUOHRE.info/HPRPIl.
.
Obtain signed and dated original Homeless CertifICation from
transitional housing provider.
~.
Include Homeless Certification in HPRP partiCIpant file.
Transitional
Housing
.
.
Obtain letter from transitional housing provider.
Letter Must
o Be on transitional housing provider letterhead.
o Identify transitional housing program.
o Include statement verifying current transitional housing
occupancy and of HPRP participanl
o Include statement verifying that HPRP applicant is
graduating from or timing out of transitional housing
program.
o Include statement verifying HPRP applicant was residing in
emergency shelter or place not meant for human habitation
Page 6 of 11
.
,.,..
.
u.s. Department of Housing & Urban Development (HUD)
Homelessness Prevention & Rapid Re-Housing Program (HPRP)
Agenda Item No. 16D12
January 11, 2011
Page 42 of 55
--.....
.
-
Domestic Violence
Yes. if HPRP
assistance is
needed to lellV8
domestic violence
situation
Self-dec::laration of
homelessness. See HPRP
SeIf-Dec::laration of Housing
Status template ~ocated at
www HUDHRE.infoIHPRPIl.
.
.
Obtain signed and dall!ld original seIf-dec::laration from applicant
HPRPworKar must document attempt to obtain written third party
verification and sign setf-dec::laration fonn.
Include self-dec::laration in participant fila.
.
.
--....,
,-~.~.
Psge70fll
--....
Agenda Item No. 16D12
January 11, 2011
Page 43 of 55
r" I V. Data Collection and Evaluation
A. Objective
To collect and analyze HPRP data.
B. Policy
HPRP client level data will be entered in Collier Continuum of Care's Homeless
Management Information system.
C. Requirements
1. Data Collection
The Recovery Act requires that data collection and reporting for HPRP be
conducted through the use of Homeless Management Information Systems
(HMIS) or a comparable client-level database.
2. Evaluation
Grantees and sub grantees must comply if asked to participate in HUD-
sponsored research and evaluation of HPRP.
f"
,..
.
.
-
Agenda Item No. 16D12
January 11, 2011
Page 44 of 55
~
I VI. Marketing
The Hunger and Homeless Coalition will actively market the Homeless Prevention and Rapid Re-
Housing Program (HPRP).' Tne purpose ofthe marketing is to raise community awareness ofthe
program's availability, direct potential candidates for the program to intake agencies for
screening and assessment and inform local service providers. The Hunger and Homeless
Coalition conducted two HPRP community workshops to introduce the program:
1. Naples 8/31/2009
2. Immokalee 9/09/209
The attached program Flyer will be distributed to nonprofit human services providers,
churches, and community groups, announcing HPRP. Program Flyers will be sent as an e-mail
attachment to all Hunger and Homeless Coalition and Continuum of Care members.
The Hunger and Homeless Coalition will work closely with the Collier County Public School
Liaison for Homeless Education. There will be ongoing meetings with school representatives
about HPRP.
Notice about HPRP is also posted on the website of the Hunger and Homeless Coalition of
Collier County.
\
~
r
IF YOU ARE HOMELESS OR ABOUT TO
BECOME HOMELESS, HELP IS AVAILABLE
THROUGH THE HOMELESS PREVENTION
AND RAPID RE-HOUSING PROGRAM (HPRP)
,....
~ WHAT IS HPRP?
Funding is provided from the American Recovery and Reinvestment Act of 2009 to
provide assistance to households who would otherwise become homeless and to
rapidly re-house persons who already homeless. Mortgage payment assistance is
~ not included.
~ DO I QUALITY?
If you are at or below 50% of the Area Medium Income and if you are homeless
or at-risk of losing your housing you may qualify. Intake agencies will determine
eligibiiity.
~ WHERE DO I GO FOR MORE INFORMATION?
Intake Agencies:
Salvation Army - 775-9447 (Naples), 657-2199 (Immokalee)
Catholic Charities - 793-0059 (Naples), 657-6242 (Immokalee)
] (I'l)l I) I;., II II \\\II~ll \, 1~ll l)\ II~\
\Nll !ZIIN\I\I\\I'1 \l I
Financial support made available through
Collier Co. Housing & Human Services
o
f" THIS PROGRAM IS COORDINATED BY THE HUNGER & HOMELESS COALITION OF COlliER CO.
WWW.COllIERHOMELESSCOAlITION.ORG
-
.
-
Agenda Item No. 16D12
January 11, 2011
Page 46 of 55
VII. Reporting: Performed by Collier County Housing and Human Services
\
A. 1015:
Grantees will use the Integrated Disbursement and Information System (IDIS) to draw
down HPRP funding and report on grant expenditures.
B. HMIS
Collier County Continuum of Care's HMIS will collect data and report on outputs and
outcomes as required by HUD. The required data elements that will be collected in
HMIS for HPRP will be included in the revised HMIS Data and Technical Standards.
C. Performance Reports
The Recovery Act requires grantees to submit quarterly reports. It also requires
grantees to have systems and internal controls in place that allow them to separately
track and re~ort on Recovery Act Funds. Each grantee must submit the following
performance reports to HUD:
1. Initial Performance Report
,
Must cover the period between the grant agreement execution date and
September 30, 2009 and which will serve as the first Quarterly Performance
Report. Grantees will provide information require by Congress and HUD in a
format to be prescribed by OMB and HUD, including but not limited to the
following items: the total amount of Recovery Act funds received from HUD; the
sub grantees and total amounts awarded to each; the amounts of HPRP funds
allocated for the four eligible HPRP activity categories (Financial Assistance,
Services, Data Collection and Evaluation, and Administrative Costs); the amount
expended for each of the above categories; the estimated number of
unduplicated individuals and families serve; and the estimated numbers of new
jobs <;reated and jobs retained. The initial Performance Report will be due on
October 10, 2009.
2. Quarterly Performance Report
Grantees will report on many of the same items as in the Initial Performance
Report, including HPRP funds expended by activity type, the number of
unduplicated individuals and families served, the number of new jobs created,
the number of jobs retained, challenges to effective program operation, and
other data items. Quarterly Performance Reports are due within 10 days of the
-.....
Agenda Item No. 16D12
January 11, 2011
Page 47 of 55
"'"
end of each quarter for the period of program operation, and will include current
quarter and cumulative date.
3. An Annual Performance Report
Grantee will submit to HUD in a format prescribed by HUD within 60 days of the
.
end of each federal fiscal year. The first Annual Performance Report is due
November 30, 2010 for period ending September 30, 2010.
'"
(III'-
e
Agenda Item No. 16D12
January 11, 2011
ASSESSMENT FOR HOMELESS PREVENTION AND RAPID RE-HOUSING PROGRA~~PRf') 55
Instructions: Complete the assessment tool using information you have obtained from your initial consultation with the householdflndividual.
-",
Head of Household:
Last Name
Current Address:
First Name
City
liD:
Number in Household:
Ages_ ,-' _, _, _ ,---'_ Average Monthly Household Income:
By partaking in the HPRP program client understands that there is required follow up by a case worker. Complete best contact method below:
Telephone: Home:
Cell:
other (for messages or office):
EIIgI
blllty Screenlna Chart:
FY 2009 Income 1 2 3 4 5 6 7 8
Limit Category Person Person Person Person Person Person Person Person
Very Low-50% 24,800 28,300 31,850 35,400 38,250 41,050 43,900 46,750
Income Limits
Extremely Low
(30%) Income 14,900 17,000 19,150 21,250 22,950 24,650 26,350 28,050
Limits
Please mark an X on all that a/J/Jlv. NOTE Documentation Proof is reauired for assistance, See Document Checklist
o Yes or 0 No Household is AT or BELOW 50% of the Area Median Income (AMI). Refer to chart above.
o Yes or 0 No Household is homeless or at.risk of losing their housing ANO meets both of the following circumstances.
"
o Has not identified an appropriate housing option
o Lacks financial resources or support networks to identify immediate housing or to remain in existing housing.
o Yes or 0 No Household is currently homeless and meets HUO's definition on following page in Level 3:
Short Term Rental
Assistance
REFERRALS for HPRP.QlientS'y'
Catholic Charities
4209 Tamiami Trail, East 239-793-0059
Naples, FL 34112 239-774-0523 Fax
Short Term Rental
Assistance
Salvation Army
3180 Estey Avenue
Naples, FL 34101
239-775-9447
239-775-9732 Fax
Medium/Long Term
Rental Assistance
Youth Haven
5867 Whitaker Road
Naples, FL 34112-2963
239-262-0388
239-262-1760 Fax
Housing Search &
Placement!
Rapid Re-Housin
Collier County Housing Authority
5251 Golden Gate Parkway, Suite D
Naples, FL34116
Legal Aid of Collier County
4125 E. Tamiami Trail, Na les, FL 34112
Housing Development Corporation
4779 Enterprise Avenue
Naples, FL 34104
Turn Page for Housing Barrier Screening to determine referral level
Rapid Re-Housing Case Manager: 239-986-1125
Housing Authority: 239-732-0732
239-775-4555
239-775-3887 Fax
(239) 434-2397
(239) 430-2387 Fax
'""'
Legal Aid
CreditlBudget Counseling
Agency intake specialist has the right to deny HPRP services.
Agenda Item No. 16D12
January 11, 2011
Page 49 of 55
DIRECTIONS: Place X in the boxes that apply to determine client barriers to housing and referral level:
~
LEVEL 1 - ELIGIBILITY
Check boxes that apply
Refer to Short Term Rental Assistance
Catholic Charities or Salvation Army
Family income below 50% AMI
No rental history
In need of budget counseling
Current or past involvement with child
welfare, induding foster care
New to the area
High overcrowding for housing unit
Large family
Does not have the following barriers:
criminal record/active CD/alcohol issues
One easily explained eviction
Victim of domestic violence but abuser
not in the area
Sudden and significant loss of income
Sudden utility increase
Level Selected:
o LEVEL ONE
~lient Signature
LEVEL 2 - ELIGIBILITY
Check boxes that apply
Clients Need Med to Long Term Rent
Assist and Case Management : refer. Youth
Haven
Extremely low income (less than 30
ereent of Area Median Income
Eviction within 2 weeks from a private
dwellin
Discharge within 2 weeks from an
institution (prison, mental health,
hos ital
Poor rental history/up to two easily
explained evictions
Credit problems that preclude obtaining
housing
Open child protection case
Physical disabilities and other chronic
health issues, indudin HIV/AIDS
Recent traumatic lite event, such as
death of souse, or recent health crisis
Residency in housing that has been
condemned and no Ion er habitable
Minor mental health and substance
abuse issues or criminal history or past
institutional care
Eviction notice because of behavioral
roblems of someone livin with dient
Homeless in last 12 months
Pending foreclosure of rental housing
Significant amount of medical debt
Severe housing cost burden (greater
than 50% of income for housing)
Case Management needed
Three or more boxes checked in Level 1.
o LEVEL TWO
LEVEL 3 - EUGIBILlTY
Check boxes that apply
Client is currently Homeless and eligible
for
RAPID RE.HOUSING
Sleeping in Emergency Shelter
Sleeping in a place not meant for human
habitation
Staying in a hospital or institution for up to
180 days, but literally homeless
immediatel rior to ent
Graduating or timing-out of transitional
housing
Victim of domestic violence
Eviciion notice because of client's
behavioral roblems
Actively abusing drugs
Adult with diagnosis of significant behavior
problems
Unqualified/Ineligible non citizen of the
U.S.
Not a resident of Collier County
Current victim of domestic violence with
the abuser still in the famil unit.
Current abuse in the family unit ·
.current abuse or domestic violence, refer directly
to Shelter for Abused Women and Children:239-775-
1101
o LEVEL THREE D LEVEL FOUR
Certification by case manager
For referral resources for non- HPRP clients, please check the Collier County Hunger and Homeless Coalition website: www.col/ierhomelesscoalition.org
Maintain One Physical Case File for each client
--
.
HPRP Reauired Case File Documents Check List
All recipients:
D Initial consultation and screening intake form
D Assessment form to determine eligibility signed by Case Worker
D Staff Affidavit
D Homeless Certification Form, if homeless according to HUD definition. When referred from
Shelters or Transitional Housing, include referral on letterhead in file.
D Agency financial tracking of each client: copy of checks with back up documents in file.
D Continued evaluation must be maintained and clients re-evaluated every 3months
D Data entered into HMIS
.
Financial assistance documentation:
D Proof of 50% AMI from client - see table on reverse side of page for types of income that must
be counted when calculating gross income. Use self-declaration of income form as last resort.
D Verification of Income form
o Personal identification
o Request for Financial Assistance check list
D Past due rent and/or utility notices
D Existing lease agreement
o Eviction notice or proof of foreclosure of home
~
rl I __..JI__...I r-___
U L.C2IIUIUI U rU1I1I
o Homeless Prevention Eligibility Documentation: See attached tables. Use Self-Declaration of
Housing Status as last resort.
o Rapid Re-housing Eligibility Documentation: See attached tables. Use Self-Declaration of
Housing Status as last resort.
For new leases, change of tenancy and arrears payment:
o New rental lease or utility agreement in client's name
o Rent reasonableness worksheet. Rent and utilities cannot be combined in the "reasonableness"
worksheet
o Habitability Inspection if the client is moving to a new home and every 12 months if household
continues to receive assistance.
o Lead-based Paint Inspection ifthe home is pre-1978 and there is a child less than 6.
Client requirements: All recipients of short term financial assistance are required to attend HDC
budgeting class. Client will receive a follow up call from YH Case Worker.
.
Other reauirements: Re-evaluate and document eligibility for financial assistance very three months. HPRP funds must be issued to a third
party (e.g., landlord or utility company), NOT directly to program participants. Rent assistance only NO mortgage payments. An assisted
property may not be owned by the grantee, sub grantee or the parent, subsidiary or affiliated organization of the sub grantee. Lead-Based Paint
Reauirements: all housing in which families assisted with HPRP funds will reside, whether they are assisted with prevention or rapid re-
housing. Unit constructed before 1978 in which a child under the age of 6 will be residing,
"
Administered by the Hunger and Homeless Coalition of Collier County
www.collierhomelesscoalition.org
Agenda Item No. 16D12
. JanJll"l"'~4011
Homelessness Prevention and Rapid Re-Housing Program (HPRP) _ !,aml1lrf~5
STAFF AFFIDAVIT ~~ i~llllIlld
~ ,~,
Instructions: This Staff Affidavit serves as documentation that the HPRP household named below meets all
eligibility criteria for HPRP assistance, certifies that true and complete information was used to determine
eligibility, and certifies that no conflict of interest exists related to the provision of HPRP assistance. Each staff
person determining HPRP eligibility for a household must complete this Staff Affidavit for every household,
once the household is determined eligible for HPRP assistance. The completed Staff Affidavit remains valid
until or unless a different staff person re-determines HPRP eligibility. HPRP Staff Affidavits must be signed and
dated by HPRP staff and supervisors for each household approved for HPRP assistance on or after November
1, 2009 and kept in the participant case file.
I Head of Household Name:
Names of Household Members:
....
r
Each person signing below certifies that the person/household named above meets all requirements to
receive assistance under the Homelessness Prevention and Rapid Re-Housing Program (HPRP) and that all of
the information provided above is true and complete, to the best of my knowledge. I further certify that the
provision of HPRP assistance to the person{s)/household named above has not resulted, nor will result, in a
personal or financial interest or benefit, either for myself or for anyone with whom I have family or business
ties. Fraud is investigated by the Department of Housing and Urban Development, Office of Inspector
General, and may be punished under Federal laws to include, but not limited to, 18 U.S.c. 1001 and 18 U.S.c.
641. I am aware that if either of these certifications is found to be false, I will be subject to criminal, civil and
administrative penalties and sanctions.
HPRP Staff Signature:
Date:
HPRP Supervisor Signature:
Date:
'"
HPRP Applicant Name:
Agenda Item No. 16D12
January 11, 2011
Page 52 of 55
. loiit\
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,
Homeless Prevention and Rapid Re-Housing Program (HPRP)
.VERIFICATION OF INCOME
Instructions for Employer/Payment Source Representative: This is to certify the income received by the above named
individual for purposes of participating in the HPRP program. This information will be used only to determine the
eligibility status and level of benefit of the household. Complete only the selected section below that includes an
authorization to release information.
Please return this form to:
Name & Title:
Address:
Email:
Phone:
Fax:
D Employment Income
HPRP Applicant Release: I hereby authorize the release of the following employment information.
HPRP Applicant Signature: Date:
Employer representative to complete this section:
The person named above is employed by
eiS paid $ on a
since
basis and is currently working an average of
. He/she
hours per
~
Additional compensation please specify (if any):
Probability of continued employment:
Authorized Employer Representative Signature:
Name, Title:
Address and Phone:
Date:
D Payments and/or Benefit Income (complete one form for each distinct source of income for person named above)
CIRCLE ONE:
Social 5ecurity/551
Public Assistance
Alimony Payments
Armed Forces Income
Other (pis. specify):
Pension/Retirement
Unemployment Compensation
Foster Care Payments
TANF
Workers Compensation
Child Support Payments
HPRP Applicant Release: I hereby authorize the release of the following payment and/or benefit information.
HPRP Applicant Signature: Date:
Payment source representative to complete this section:
..Payments or benefits in the amount of $
~xpected duration of the payments or benefits is
are paid on a
basis. The
"
Authorized Payment Source Representative Signature:
Name, Title:
Address and Phone:
Date:
rlPRP Applicant Name:
Agenda Item No. 16D12
January 11, 2011
. :':1~t~55
,.,~ : .111111111 jt~~
~..~V \~~!~~tY
Homeless Prevention and Rapid Re-Housing Program (HPRP)
~HOMELESS CERTIFICATION
o Household without dependent children (complete one form for each adult in the household)
o Household with dependent children (complete one form for household)
Number of persons in the household:
This is to certify that the above named individual or household is currently homeless based on the check mark, other
indicated information, and signature indicating their current living situation.
Check only one box and complete only that section
Living Situation: place not meant for human habitation (e.g., cars, parks, abandoned buildings, streets/sidewalks)
o The person(s) named above is/are currently living in (or, if currently in hospital or other institution, was living in immediately
prior to hospital/institution admission) a public or private place not designed for, or ordinarily used as a regular sleeping
accommodation for human beings, including a car, park, abandoned building, bus station, airport, or camp ground.
Description of current living situation:
Homeless Street Outreach Program Name:
This certifying agency must be recognized by the local Continuum of Care (CoC) as an agency that has a program designed to serve
persons living on the street or other places not meant for human habitation. Examples may be street outreach workers, day shelters,
soup kitchens, Health Care for the Homeless sites, etc.
~ \uthorized Agency Representative Signature:
Date:
living Situation: Emergency Shelter
o The person(s) named above is/are currently living in (or, if currently in hospital or other institution, was living in immediately
prior to hospital/institution admission) a supervised publicly or privately operated shelter as follows:
Emergency Shelter Program Name:
This emergency shelter must appear on the CoC's Housing Inventory Chart submitted as part of the most recent CaC Homeless
Assistance application to HUD or otherwise be recognized by the CoC as part of the CoC inventory (e.g. newly established Emergency
Shelter).
Authorized Agency Representative Signature:
Date:
Living Situation: Transitional Housing
o The person(s) named above is/are currently living in a transitional housing program for persons who are homeless. The
persons(s) named above is/are graduating from or timing out of the transitional housing program:
Transitional Housing Program Name:
This transitional housing program must appear on the CoC's Housing Inventory Chart submitted as part of the most recent CoC
Homeless Assistance application to HUD or otherwise be recognized by the CoC as part of the CoC inventory (e.g. newly established
"..Transitional Housing program).
nmediately prior to entering transitional housing the person(s) named above was/were residing in:
o emergency shelter OR 0 a place unfit for human habitation
Authorized Agency Representative Signature:
Date:
Homeless Prevention and Rapid Re-Housing Program (HPRP)
esELF-DECLARATION OF HOUSING STATUS
Agenda Item No. 16D12
January 11, 2011
. P:~iI~~~Of 55
~ .... II "'Co
~ !.IIIII.~~
~~ \~ 1IIIIIItl
~I'"...~t\'
~
HPRP Applicant Name:
D Household without dependent children (complete one form for each adult in the household)
D Household with dependent children (complete one form for household)
Number of persons in the household:
This is to certify that the above named individual or household is currently homeless or at-risk of homelessness, based
on the following and other indicated information and the signed declaration by the applicant.
Check only one:
D I [and my children} am/are currently homeless and living on the street (Le. a car, park, abandoned
building, bus station, airport, or camp ground).
D I [and my children] am/are the victim(s) of domestic violence and am/are fleeing from abuse.
D I [and my children] am/are being evicted from the housing we are presently staying in and must leave this
Wousing within the next _ days. .____
I certify that the information above and any other information I have provided in applying for HPRP
assistance is true, accurate and complete.
HPRP Applicant Signature:
Date:
HPRP Staff Certification
I understand that third-party verification is the preferred method of certifying homelessness or risk for
homelessness for an individual who is applying for HPRP assistance. I understand self declaration is only
permitted when I have attempted to but cannot obtain third party verification.
Documentation of attempt made for third-party verification:
HPRP Staff Signature:
Date:
.
"
HPRP Applicant Name:
Agenda Item No. 16D12
January 11, 2011
Paqe 55 of 55
. l.lliilh\
~~ \~~~~~V
Homeless Prevention and Rapid Re-Housing Program (HPRP)
~SELF-DECLARATION OF INCOME
This is to certify the income status for the above named individual. Income includes but is not limited to:
. The full amount of gross income earned before taxes and deductions.
. The net income earned from the operation of a business, Le., total revenue minus business operating expenses.
This also includes any withdrawals of cash from the business or profession for your personal use.
· Monthly interest and dividend income credited to an applicant's bank account and available for use.
· The monthly payment amount received from Social Security, annuities, retirement funds, pensions, disability and
other similar types of periodic payments.
· Any monthly payments in lieu of earnings, such as unemployment, disability compensation, SSI, SSDI, and worker's
compensation.
· Monthly income from government agencies excluding amounts designated for shelter, and utilities, WIC, food
stamps, and childcare.
· Alimony, child support and foster care payments received from organizations or from persons not residing in the
dwelling.
· All basic pay, special day and allowances of a member of the Armed Forces excluding special pay for exposure to
hostile fire.
Check only one box and complete only that section
~ I certify, under penalty of perjury, that I currently receive the following income:
Source:
Source:
Source:
Amount:
Amount:
Amount:
Frequency:
Frequency:
Frequency:
HPRP Applicant Signature:
Date:
o I certify, under penalty of perjury, that I do not have any income from any source at this time.
HPRP Applicant Signature:
Date:
HPRP Staff Verification
I understand that third-party verification is the preferred method of certifying income for HPRP assistance.
understand self declaration is only permitted when I have attempted to but cannot obtain third party
verification.
Documentation of attempt made for third-party verification:
,..
HPRP Staff Signature:
Date: