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Guidelines, Requirements & Conditions

April 2001

The Community Shelter Board seeks to provide annual operating support to programs that provide housing services to homeless persons within the City of Columbus and Franklin County. The purpose is to assure that homeless persons have access to the resources and assistance necessary to secure housing.

Funding is provided on a July 1 program year with blended funding that varies by program. The funding may include:

• City of Columbus Community Development Block Grant (CDBG)
• City of Columbus General Funds
• Franklin County Community Development Block Grant (CDBG)
• Franklin County General Funds
• State of Ohio, Ohio Department of Development, Ohio Housing Trust Fund (OHTF)
• United Way of Central Ohio
• Other private donors

Applications will be accepted from non-profit organizations that currently receive funding from the Community Shelter Board. Currently funded programs include are: Catholic Social Services (FHC); Community Refugee & Immigration Services (HRS); Faith Mission (Resource Center, HRS); Friends of the Homeless (HRS, Transition); Jewish Family Services (FHC); Lutheran Social Services (FHC, Homeless Prevention, HRS); Salvation Army (FHC); and YWCA (HRS). Agencies requesting renewal funding need to complete the streamlined application.

Services must be consistent with those provided in the current year. Any agency requesting for an increase in excess of 3% must complete a full application. Programs must meet the Community Shelter Board’s HRC Administrative and Program Standards, in order to be eligible for funding (See Appendix 1). Additionally, programs must operate within CSB’s Ends Polices (See Appendix 2).

Applications will only be accepted from non-profit organizations that operate within Franklin County. See below for specific information regarding each program initiative eligibility guidelines.

1. Homeless Prevention Satellite Expansion

Purpose: The goal of Prevention is to provide services to individuals and families who are in imminent risk of homelessness and without resources. The program should successfully reduce the number of emergency shelter beds needed by preventing at-risk families and individuals with services that stabilize housing, prevent entry into the shelter system and provide services needed to maintain housing.

Target Population: The target population for Prevention is low income families and individuals with stable incomes who are at risk of becoming homeless due to an eviction notice, code enforcement notice to vacate, utility past due/shutoff notice and overcrowded living situations. Requests for assistance must be related to housing crises and households served must be at 50% or below of the Area Median Income as defined by HUD.

Eligible Costs: Eligible costs include direct staff related costs only (e.g. salary, benefits, payroll taxes, professional development).

Eligible Activities: Eligible activities include relocation assistance, case management, service linkage, budget counseling, mediation services and referral to LSS for material assistance.

Expectations: Applicants must be Lutheran Social Services Homeless Prevention satellite partners. Agencies that are not already HPP satellite partners must work with LSS to become a satellite partner. All applicants must provide a memorandum of understanding with LSS as part of the application process.

Average Grant Amount: $15,000 - $30,000

2. Shelter Diversion

Purpose: The goal of the Shelter Diversion program is to reduce the need for emergency shelter beds by providing front-line intervention to individuals and families seeking emergency assistance by providing a preliminary assessment and problem-solving to divert clients from accessing the emergency shelter system and solve their housing crisis.

Target Population: The target population for the Shelter Diversion program is individuals and families seeking emergency shelter. Requests for assistance must be related to housing crises.

Eligible Costs: Eligible costs include direct staff related costs only (e.g. salary, benefits, payroll taxes, professional development).

Eligible Activities: Eligible activities include assessments, referral and problem-solving and linkage to Lutheran Social Services for material assistance. Target population is individuals and families seeking access to emergency shelter.

Expectations: This model has been successfully developed and implemented by the YWCA Interfaith Hospitality Network. Therefore, recipients of funding in this program area must receive training for shelter management and front line staff from the YWCA. Training will be coordinated by CSB. Applicants interested in receiving funding for Shelter Diversion must be based in a shelter and agree to develop a memorandum of understanding with Lutheran Social Services once funding has been approved.

Average Grant Amount: $15,000 - $30,000

3. Permanent Supportive Housing for Chronically Homeless Women

Purpose: The goal of this initiative is to end homelessness by providing permanent supportive housing for chronically homeless women.

Target Population: The target population is single women with identified special needs who have been homeless on a long-term basis. The criteria for special needs are as follows: severe and prolonged mental disability; chronic substance abuse; persons with long-term health disorders; long-term unemployment. The criteria for chronically homeless are follows: meets the HUD McKinney definition of homeless; has spent a cumulative total of 120 days on the street and/or in shelter; has had four separate episodes of living on the street or in shelter. Episodes must last for a minimum of 7 days and be separated by a minimum of 30 days.

Eligible Costs: Eligible costs include costs associated with delivery of services as described by the HUD regulations for SHP program.

Eligible Activities: Eligible activities include the provision of supportive services to tenants. Services may include crisis intervention, mental health counseling, alcohol and drug counseling, employment assistance and other like services.

Expectations: Applications will be accepted from agencies that have applied through the Continuum of Care process for support of the same project. CSB funding will be used toward HUD’s local services match requirement. Projects must also apply to CMHA for a project-based rental subsidy. Funding awards by CSB will be contingent upon successful grant awards from the Continuum of Care and CMHA.

Average Grant Amount: Varies

4. Rebuilding Lives Resource Center

Purpose: The goal of the Resource Center program is to provide homeless men with access to information and resources that helps them obtain jobs, gain access to community resources and secure housing. This is part of the Rebuilding Lives initiative.

Target Population: The target population is single men living in homeless shelters.

Eligible Costs: Eligible costs include direct staff and other costs related to operation of a resource center.

Eligible Activities: Resource Center facilities should provide computer access, phone access, a place for potential employers and/or landlords to leave individual messages. Services should include assistance with resume preparation, Internet access, access to job and housing search resources, phone use, and access to newspaper classifieds. Bus or other transportation must be provided.

Expectations: Applicants need to demonstrate that program activities will reduce movement between shelters, increase positive housing outcomes and reduce recidivism. Programs should be designed in response to the demand of clients who stated they need more assistance finding jobs and housing. Programming should be located in a men’s shelter. Agencies must also agree to allow CSB to conduct focus groups with Resource Center participants for research purposes. Agencies must also agree to meet periodically with CSB and other Resource Center sponsors.

                    Average Grant Amount: $30,000

Purpose: The goal of the HRS program is to assist homeless men exit the shelter system and to keep them from re-entering the shelter system. This is part of the Rebuilding Lives initiative.

Target Population: The target population is single men living in homeless shelters.

Eligible Costs: Eligible costs include direct staff related costs only (e.g. salary, benefits, payroll taxes, professional development).

Eligible Activities: HRS eligible services include providing housing counseling, referrals for financial assistance, referrals for supportive services, linkages to neighborhood resources, post-placement and follow up services. Services also include assisting homeless individuals locate and maintain stable housing by providing services such as housing planning that includes referrals to landlords; advocating on the individual’s behalf to secure financial assistance; and linking the individual to supportive services in his new neighborhood.

Expectations: Applicants need to demonstrate that program activities will reduce movement between shelters, increase positive housing outcomes and reduce recidivism. Programs should be designed in response to the demand of clients who stated they need more assistance finding jobs and housing. Programming should be located in a men’s shelter. Agencies must also agree to allow CSB to conduct focus groups with HRS participants for research purposes. Agencies must also agree to meet periodically with CSB and other Resource Center sponsors. Applicants must agree to develop a memorandum of understanding with Friends of the Homeless once funding has been approved.

 

                    Average Grant Amount: $30,000

Performance Reports, Evaluation and Client Tracking

Project sponsors will be required to submit periodic program performance reports and fiscal reports.

• Client data tracking
• Monthly invoices
• Quarterly reports

4/12/01 Applications released

5/4/01 Applications due

05/4/01-5/17/01 CSB Staff review process

5/24/01 Recommendations, request for contract materials and draft HRC evaluation report released to agencies

6/8/01 Appeals due – CSB (includes comments on HRC evaluation)

6/8/01 Contract materials due

6/11/01 – 6/15/01 Staff review appeals

6/11/01 – 6/22/01 Staff meets with agencies on appeals, Board chair considers appeals, as needed.

6/18/01 Staff give final recommendations & HRC evaluation report to the board via the board mailing

6/25/01 CSB board reviews and approves

7/1/01 Issue 2001-02 HRC Contracts

Partner agencies having major disagreements with the funding recommendation(s) or the program outcomes plan resulting from the review process conducted by CSB may appeal the funding recommendation(s) or the program outcomes plan.

An appeal may be submitted only under the following conditions:

• If the agency has reason to believe that CSB misunderstood the information made available about the program and the funding request.

• If the agency has reason to believe that the program outcomes plan is not appropriate.

Steps in the appeal process are listed below:

1. Before deciding to appeal a recommendation, the agency must call the Community Shelter Board to discuss the appeal. This conversation serves two purposes: 1) maybe the issue can be resolved without an appeal; or 2) CSB staff can help clarify the agency’s concerns.
1. Once the agency determines that an appeal will be filed, an appeal meeting must be set with Matt White at CSB.
2. The agency will send written notice of its appeal to CSB. This material must be submitted to CSB by June 8, 2001.
3. CSB staff will meet with the agency, review the appeal, develop a staff response and notify CSB’s Board Chair of the appeal. If CSB staff and the agency are able to develop a mutually agreed upon resolution, the matter will be considered closed. CSB staff has flexibility in the manner in which it conducts this review (phone conferences, phone polls, meetings, or contacts with the agency for additional information). Copies of the materials submitted by the agency and the staff response will be forwarded to CSB’s Board Chair.
4. CSB’s Board Chair will review the agency’s appeal and the CSB staff response. The Board Chair may take any of the following actions: a) reaffirm the initial funding recommendation and/or the Program Outcomes Plan; or b) revise the funding amount and/or the Program Outcomes Plan.

The recommendation of the Board Chair will be forwarded (in lieu of staff recommendations) to the CSB Board of Trustees for final approval. The decision of the Board of Trustees is final.

The Community Shelter Board Shelter funding process operates under the conditions outlined below. An authorized official of the applicant organization must acknowledge understanding and acceptance of these conditions by signing the Submission Cover Sheet & Authorization as part of the application. Signing the cover sheet also acknowledges agreement with the initiative expectations outlined above.

1. Acceptance or Rejection by the Community Shelter Board. The Community Shelter Board reserves the right to accept or reject any or all submissions. Acceptance does not guarantee funding from the individual members of the Community Shelter Board.
2. Conformance with Statutes. The Community Shelter Board Shelter funding process and any resulting contract or award are subject to all applicable laws, rules and regulations promulgated by any governmental authority having jurisdiction over the subject matter thereof, as the same may be amended from time to time.
3. Amending or Canceling Requests. The Community Shelter Board reserves the right to amend or cancel the solicitation of projects at any time, if such amendment or cancellation is deemed to be in the best interest of the Community Shelter Board.
4. Rejection for Default or Misrepresentation. The Community Shelter Board reserves the right to reject the proposal of any organization that is in default of any prior contract with CSB, the State of Ohio, or localities.
5. Clerical Errors in Awards. The Community Shelter Board reserves the right to correct inaccurate awards resulting from its clerical errors.
6. Rejection of Qualified Proposals. Proposals are subject to rejection in whole or in part if they limit or modify any of the terms and conditions and/or specifications of the Community Shelter Board.
7. Presentation of Supportive Evidence. A submitting organization, if requested, must be prepared to present evidence of experience, ability, service facilities, and financial standing necessary to satisfactorily meet the requirements set forth or implied in the proposal.
8. Authorized Approval Required. The solicitation or acceptance of submissions does not represent any obligation or agreement whatsoever, on the part of the Community Shelter Board, which may only be incurred or entered into by written agreement approved as necessary by an authorized officer of the members of the Community Shelter Board.
9. Applicant Costs. The Community Shelter Board is not obligated to pay, nor shall in fact pay, any costs or losses incurred by any applicant at any time, including the cost of submitting an application.
10. Community Shelter Board Discretion. Any determination to be made in connection with the Community Shelter Board Shelter funding process shall be at the sole discretion and judgment of the Community Shelter Board.
11. Anti-Discrimination. Applicants must be willing to comply with all applicable anti-discrimination requirements. Applicants may not discriminate against any tenant or applicant for tenancy because of race, color, religion, sex, sexual orientation, national origin, disability or other handicap, age marital or familial status or status with regards to public assistance. In addition, applicants may not make as a requirement of participation in a proposed project the observance of or participation in religious activity of any kind.
12. Alteration of Guidelines. The Community Shelter Board reserves the right, at its sole option, to alter all program funding and HRS Administrative and Program standards.
13. Incomplete Applications. Each application must contain all of the information required by the application packet. However, the Community Shelter Board may, but is not required to, allow an applicant whose application is incomplete to submit further information in order to remedy such defect.
14. Funder Requirements. Applicants must be willing to comply with all applicable funding requirements passed on to the applicant via a contract with the Community Shelter Board.
15. Cooperation with the Board. If funding is awarded, the Provider shall use its best efforts to cooperate with the CSB and with CSB’s other providers to provide available shelter overflow services or assistance with other shelter or housing-related emergencies as the Board may request from time to time.
16. Recognition of Funding. Any information given to the public by the Provider (including but not limited to, its letterhead, newsletters, public relations materials, media releases, interviews, fundraising appeals, brochures and correspondence), as it relates to the program funded in whole or in part by the CSB, shall prominently identify the Funders and the CSB as the funding sources of the applicable programs.
17. Board and Staff Meetings & Board Participation.

• CSB may schedule staff training or other meetings or sessions from time to time and, upon notification of these meetings or sessions, the Provider shall ensure the attendance of its appropriate personnel performing Services.
• In addition, the Provider shall routinely notify the Board of all regular meetings of the Provider's board of trustees. The CSB or its Funders may send representatives to any such meeting upon prior written notice to the Provider including the reasons for such attendance, and the Board agrees that the attendance shall be limited to that portion of the meeting dedicated to the discussion relating to the issues for which the Board or the Funders notified the Provider of their attendance at such meeting.
• The Provider shall provide for the participation of at least one (1) homeless individual or former homeless individual on the board of trustees of the Provider.

Telephone inquires can be made to Lisa Ann Robertson, Community Shelter Board, at (614) 221-9195. The Community Shelter Board requests that, where possible, questions be submitted in writing.

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