City of Durham, Continuum of Care Grant Funding Application – 2014

CITY OF DURHAM

CONTINUUM OF CARE GRANTS PROGRAM

GUIDELINES & APPLICATION

2014

Mailing Address

City of Durham

Community Development Department

101 City Hall Plaza

Durham, NC 27701

Office Location

City of Durham

Community Development Department

807 E. Main Street, Bldg. 2, Suite 200

Durham, North Carolina 27701

Funded by: United States Department of Housing and Urban Development

City of Durham

Community Development Department

Continuum of Care(Coc) Program

2014 New Grant Pre-application Package

Introduction

The City of Durham’s Community Development Department is accepting pre-applications for the 2014 Continuum of Care (CoC) Homeless Grants Competition. The Durham CoC anticipates reallocating approximately $52,444.00 to new CoC-funded projects and is soliciting applications for these funds. The exact amount of funds available for new projects will not be known until the federal Department of Housing and Urban Development (HUD) releases the Notice of Funding Availability (NOFA) later in 2014. The City is soliciting and accepting applications prior to the release of the NOFA to allow interested applicants as much time as possible to prepare the grant application. Due to HUD’s funding constraints, new projects may not be funded by HUD, even though the projects are recommended for funding by the Durham CoC.

The City is using the term “pre-application” in this document to more clearly distinguish it from the application in HUD’s esnaps website at All applicants are required to complete the application in esnaps, whether they are recommended for funding by the Durham CoC or not. Failure to complete the esnaps application after submitting a pre-application may negatively impact future applications for CoC funding.

The Homeless Services Advisory Committee (HSAC), the Durham CoC’s decision-making body, in its meeting on August 27, 2014, confirmed that the first priority for a new project will be Rapid Rehousing for Families. The second priority for a new project will be Permanent Supportive Housing for Chronically Homeless Persons. Applications that do not propose to use reallocated funds to address one of these priorities will not be considered. All project applicants should limit project administrative costs to no more than 7 percent of the project budget, in order to maximize the Durham CoC’s competitive advantage.

A CoC Pre-application Workshop for prospective applicants will be held on Thursday, September 11, 2014 at 10 AM inthe Main Conference Room of the Community Development Department. To pre-register, please send an email message to .

Pre-applications must be received in the Community Development Department no later than Thursday, October 2, 2014at 4 PM.

The City reserves the right to change the pre-application based on the NOFA’s regulations. Prospective applicants attending this workshop and others that have communicated their intention to apply for this grant to the City will be informed via email of any changes to the pre-application that are required by the NOFA.

The following information contains selected portionsfrom the Department of Housing and Urban Development’s (HUD) Fiscal Year[FY]2014CoC Registration Notice. Applicants are encouraged to review this information. Theinformation is offered as background for those who may be unfamiliar with the CoC grant’s purposes and processes. Instructions for the pre-application itself begin on page six, and the pre-application begins on page nine.

A. Background

The CoC Program Interim Rule (24 CFR part 578) provides the requirements for implementationand administration of the CoC Program found in Subtitle C of Title IV of the Act. This regulationgoverns the FY 2013–FY 2014 CoC Program Competition including the FY 2014 Registrationprocess and the application process for FY 2014 CoC Program funds. The CoC Programimproves administrative efficiency, enhances coordination requirements to better address theneeds of homeless persons, and formalizes the CoC and the CoC’s planning process.It is imperative that . . . project applicants read the CoC Programinterim rule to gain an understanding of the requirements of this program before applying forfunding.

B. FY 2014 Funding Limitations

The appropriation for this program made available through the Consolidated Appropriations Act,2014 (Public Law 113-76, approved March 17, 2014) the “HUD Appropriations Act” isinsufficient to implement all authorized increases.While the Act and CoC Program interim ruleauthorize increases in project administrative costs, leasing, rental assistance, and operating fundsfor renewal projects, HUD will not fund all of these increases at the maximum authorized levels.

C. Summary

IV. HUD’S HOMELESS POLICY AND PROGRAM PRIORITIES

A. Policy Priorities. Applications submitted to HUD for the FY 2013 – FY 2014 CoC ProgramCompetition will be evaluated in part based on the extent to which they further theachievement of HUD’s goals as articulated in HUD’s Strategic Plan and the Opening Doors:Federal Strategic Plan to Prevent and End Homelessness (FSP). Specifically, the FY 2013 -FY 2014 CoC Program Competition prioritizes CoC and project applications that address thegoals listed below:

 Opening Doors: End chronic homelessness by 2015;

 Opening Doors: End veteran homelessness by 2015;

 Opening Doors: End family and youth homelessness by 2020.

Below are HUD’s policy priorities, related to these goals, as set forth in the NOFA forthe FY 2013 – FY 2014 CoC Program Competition, at pages 9 through 12.

  1. Strategic Resource Allocation.

Each CoC must comprehensively review all existingprojects within its geographic area, using CoC-approved scoring criteria and selectionpriorities, to determine the extent to which each project is still necessary and addressesthe listed policy priorities above. Funds for projects that are determined to beunderperforming, obsolete, or ineffective should be reallocated to new projects that arebased on proven or promising models.

2. Ending chronic homelessness.

a. Increasing Beds: In order to increase the number of beds specifically for the chronicallyhomeless and work towards the goal of ending chronic homelessness by 2015, CoCs will beable to apply for new projects created through reallocation for permanent supportive housing(PSH) that propose to exclusively serve the chronically homeless—which includesindividuals and households with children—as defined in 24 CFR 578.3, as part of itscomprehensive strategy to end chronic homelessness. Chronically homeless and permanentsupportive housing are defined in 24 CFR 578.3. Consistent with the interim rule, thechronically homeless includes individuals and families who have a qualifying disablingcondition and meet the criteria of chronic homelessness.

b. Targeting: The chronically homeless should be given priority for PSH beds as vacanciesbecome available through turnover. PSH renewal projects serving specific disabledsubpopulations (e.g., persons with mental illness or persons with substance abuse issues)must continue to serve those groups, as required in the current grant agreement. However, thechronically homeless within the specified subpopulation should be prioritized for entry.

c. Housing First is a model of housing assistance that is offered without preconditions (suchas sobriety or a minimum income threshold) or service participation requirements, and rapidplacement and stabilization in permanent housing are primary goals. Research shows that it iseffective for the chronically homeless with mental health and substance abuse disorders,resulting in fewer inpatient stays and less expensive interventions than other approaches. PSHprojects should use a Housing First approach in the design of the program.

3. Ending family homelessness.

a.Rapid Re-Housing is a model of housing assistance that is designed to assist thehomeless, with or without disabilities, move as quickly as possible into permanent housingand achieve stability in that housing. Rapid re-housing assistance is time-limited,individualized, and flexible, and is designed to complement and enhance homeless systemperformance and the performance of other homeless projects. While it can be used for anyhomeless person, preliminary evidence indicates that it can be particularly effective forhouseholds with children.

b.CoCs may apply for new projects created through reallocation for rapid re-housing toserve homeless households with children. Rapid re-housing projects must servehouseholds with children living on the streets or in emergency shelter.

4. Removing Barriers to CoC Resources.

CoCs should review system and project level eligibility criteria to identify and removebarriers to accessing services and housing that are experienced by homeless individuals andfamilies.

a. Centralized or Coordinated Assessment System: Centralized or coordinated assessment is akey step in assessing the needs of the homeless requesting assistance and matching the needs ofthose households to the most appropriate housing and service options. The CoC Programinterim rule requires the implementation of a centralized or coordinated assessment system.

b. Transitional Housing: HUD recognizes that transitional housing can be an effective tool inmany communities for addressing the needs of specific subpopulations–such as homelessyouth, domestic violence survivors, and the homeless with substance abuse issues. However,recent research shows that transitional housing is generally more expensive than otherhousing models serving similar populations, it is often more service-intensive than mosthomeless households need, and that the criteria for entry into many transitional housingprograms are so rigorous that transitional housing beds are under-utilized because homelesshouseholds cannot overcome the barriers to entry. HUD is strongly encouraging CoCs andrecipients to carefully review the transitional housing models within the geographic area forcost-effectiveness, performance, and for the number and type of criteria used to determineeligibility for the program and determine if rapid re-housing may be a better model for theCoC’s geographic area.

c. Prioritizing Households Most in Need: CoCs should prioritize those who are identified asmost in need (e.g., those who have been living on the street the longest, homeless householdswith children living in unsheltered situations, those that are considered most medicallyvulnerable) for placement into appropriate housing.

5. Maximizing the use of mainstream resources.

a. HUD strongly encourages CoCs and project applicants to ensure that they are maximizingthe use of all mainstream services available. While the CoC Program interim rule allows forthe payment of certain supportive service costs and Supportive Services Only projects, it ismore efficient for CoCs to use mainstream resources where possible and use HUD funds forhousing-related costs. CoCs should proactively seek and provide information to recipientswithin the geographic area about mainstream resources and funding opportunities.

b. CoCs should be actively preparing for implementation of the Affordable Care Act bydetermining how these funds may be used by recipients to serve the homeless. While thiswill vary by state, CoCs should also be encouraging project recipients to participate inenrollment and outreach activities to ensure eligible households take advantage of newhealthcare options.

6. Building partnerships.

a. CoCs should proactively seek to engage in partnerships with Public Housing Agencies(PHA) within their geographic area. HUD encourages CoCs to partner with PHAs, forexample, to create homeless preferences or adopt strategies to assist current programparticipants to access PHA housing resources as they become ready to do so. CoCs andPHAs are encouraged to read and use the following HUD Notice (PIH 2013-15)published June 10, 2013: Guidance on housing individuals and families experiencinghomelessness through the Public Housing and Housing Choice Voucher Programs.

b.CoCs should assess the extent to which philanthropy plays a role within the community.CoCs and project recipients should consider how to engage with philanthropic organizationsin a way to maximize resources and increase progress towards ending homelessness.

7. Other Priority Populations: While new funding opportunities through reallocation willonly be available for the chronically homeless and homeless households with children, HUDalso expects CoCs to consider the needs of other homeless populations that may be prevalentin the CoC’s geographic area, especially the needs of veterans and their families andunaccompanied youth (section VII.A.1.f of this NOFA). The CoC Program Competition willinclude points on the extent to which the FY 2013/FY 2014 CoC Application demonstratesthat these populations are served:

a. Veterans: CoC Program funded projects should, to the extent possible, prioritize veterans whoare ineligible for VA services and their families. CoCs should work closely with the localDepartment of Veterans Affairs (VA), and coordinate CoC resources with VA-fundedhousing and services (e.g., HUD-VASH, Supportive Services for Veteran Families (SSVF)).

b. Homeless Youth: CoCs should be able to identify and describe the needs of homeless youthwithin the geographic area and the current programs designed to serve this population,including performance.

GETTING INFORMATION AND ASSISTANCE

HUD HRE Website: All Federal Register publications, user guides, and other resources related the FY2014 Competition, and the CoC programs may be obtained from the HUD One CPD website, CoC applicants are advised to referencethis website and its resources to all persons that will be working on or completing the CoC application.

HUD Homeless Assistance Listserv: Notification regarding the availability of the FY2014 CoC NOFA and reminders about registration and applications deadlines will be released via the HUD Homeless Assistance email-based mailing list. To join the mailing list, refer to the following web-site:

A CoC Pre-application Workshop for prospective applicants will be held on Thursday, September 11, 2014 at 10 AM in the Main Conference Room of the Community Development Department, 807 E. Main Street, Durham, NC. To pre-register, please send an email message to .

Additional questions may be directed to:

Lloyd Schmeidler, Project Manager

City of Durham, Community Development Department

807 E. Main Street, Bldg. 2, Suite 200

Durham, North Carolina 27701

(919) 560-4570 x22267

(919) 560-4090 (FAX)

Pre-applications must be received inthe Community Development Department no later than Thursday, October 2, 2014 at 4 PM. If one is 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 only be considered, if the department does not receive other eligible applications.

Pre-applications must include a CD or flashdrivewith an electronic version of the pre-application in MS Word or pdf format and a copy of all attachments, and one original and two (2) copies of the pre-application itself (3 hard copies total). All three copies mustinclude copies of all attachments. Each copy of the pre-application must be submitted with tabs for each section as listed in Attachment C. (Pages 1-8 of this document need NOT be included.)

Mailing Address

City of Durham

Community Development Department

ATTN: Lloyd Schmeidler

101 City Hall Plaza

Durham, NC 27701

Office Location

City of Durham

Community Development Department

ATTN: Lloyd Schmeidler

807 E. Main Street, Bldg. 2, Suite 200

Durham, North Carolina 27701

Pre-application Review & Recommendation Process

Once the City receivespre-applications, the Community Development Department will confirm that the pre-application meets the minimum threshold requirements and the Durham CoC’s priorities for 2014 CoC funding using a pass/fail standard. A copy of the Project Threshold Criteria is available in Attachment D.Projects deemed not eligible will be rejected from the competition. Eligible pre-applications will be ranked by the Citizens Advisory Committee (CAC) as described below. The Community Development Department will finalize its funding recommendations as the CoC Lead Agency. The CAC’s rankings and the recommendations of the Community Development Department will be communicated to the Homeless Services Advisory Committee (HSAC). Based on available funding, funding recommendations to HUD will be made by the HSAC.

Recommendation Announcements and Appeals Processes

Project 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 HUD

Alleligible projects also must submit their application(s) to HUD via E-snaps ()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 application is taken directly from the E-snaps application form for the 2013CoC Grants Competition. Technical support for E-snaps will be provided upon requestto organizations that do not have an “Authorized Representative” set up in the E-snaps system.

Evaluation Criteria

All eligibleapplications for new projects will be scored and ranked based on six factors: 1)Organizational Capacity, 2) Correctness of the Application, 3)Budget & Leveraging, 4) HUD Priorities, 5) Scope of Services, and 6) Participation in the Durham CoC. A copy of the Scoring Criteria will be available for download from the Community Development Department’s website after September 15, 2014. Note that new projects, especially but not exclusively first time applicants, may be asked to provide additional information in order to satisfy requirements of the 2014Notice of Funding Availability (NOFA) and to fairly evaluate their application.

Important Information

  1. This is a competitive process for limited funding. Applicants are not guaranteed an award.
  2. Successful applications 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 that 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 and identifies at least one homeless or formerly homeless person.
  5. Handwritten applications will not be considered for funding.
  6. All applications must be bound in one3-inch 3-ring binder with dividers separating the copies.
  7. Each applicant must submit one original and two copies of the application, including copies of the attachments with each copy of the application. Original copies must contain original signatures in blue ink and not duplications. Each pre-application must be accompanied by one electronic copy on a CD or flashdrive.
  8. For additional information, please contact Lloyd Schmeidler, Program Manager, at 919-560-4570 x22267 or via email to .

CITY OF DURHAM