WV BoS CoC Project Sponsor Meeting 1 6 2011

8/8/2019 WV BoS CoC Project Sponsor Meeting 1 6 2011

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Project Sponsor Meeting

January 6, 2011

Weston, WV

WV Balance of State CoC



Purpose of this Meeting:

Clarify roles/responsibilities of WVCEH and project

sponsors;Review scoring on past HUD applications;

Review essential elements of 2010 Exhibit 1;

Review importance of project performance;

Issues with Data Collection: APR, AHAR, PIT and other;Capacity building effort for new/existing projectsponsors;

Long-term strategic planning for BoS CoC.



What does a CoC do in order to meet

HUD·s expectations for performance of its duties?

Carries out a strategic planning process:

Conducts annual homeless counts (PIT);

Conducts annual survey of all shelter and supportive

services in the area (PIT and other methods);

Conducts annual performance and outcomesmonitoring of all Mc-Kinney-Vento projects;

Makes annual determination of gaps and priorities for

HUD application for funds;

Submits annual application for HUD funds.



Additional f unctions, of increasing importance with passage of HEARTH:

Oversees operations of CoC·s projects, both

programmatic and fiscal:

Coordinates with HUD on project operations;

Ensures communication with and between HUD and

project sponsors for all important requirements andchanges in requirements;

Provides reports toHUD and verifies aggregate project

operation, both fiscal and programmatic.



Transitioning to Post-HEARTH:

HUD expects the CoC Lead Agencies to take over many

functions now done by the HUD FieldOffice Reps;When HEARTH is implemented by regulations, it isexpected that the CoC will have primary responsibilityfor ensuring project performance (performance

outcomes that fit HUD·s goals) and grants management;Accordingly, WVCEH wants to put processes into placein the next 3-6 months to be úp and runningµ underthis new model when the regulations are promulgated.



Ńewµ Roles for the CoC Lead Agency(WVCEH for the Balance of State CoC):

Oversees project operations to ensure projects are meeting

HUD, CoC and project goals, meeting timelines, and

following HUD requirements for management of grants;

Works with project sponsors to solve problems and ćure

deficienciesµ if these exist, including fiscal issues;

Ensures project sponsors are trained to deliver funded

services and to manage their grants appropriately;

Provides technical assistance to sponsors in project

operations, both programmatic and fiscal, as needed.



Some Management Guidelines for WVCEHto undertake effectively these roles:

Frequent and deliberate communication back and forth

with project sponsors:

1. Q uarterly (or more frequent) reports of LOCCS activity

and program activity (format to be determined through

discussion with sponsors);

2. Project sponsors send courtesy copies to WVCEH for all

correspondence with HUD, and vice versa;

3. Project monitoring by WVCEH (on-site at least annually

and HMIS óutcomesµ and óutputsµ monitoring).



More g uidelines:

Regular news briefs to project sponsors, including

those operating ́ contractedµ shelters, ESG,HPRPand other homeless projects in the BoS:

1. Newsletters bi-weekly communicating importantitems;

2. Sharing of best practices among projects;3. Circulating information to engage project staff in

planning events, such as the WVCEH annual conference and other training events.



More g uidelines:

Coordinate delivery of training and technical assistance (TA) to

project sponsors and other homeless services providers:

1. Assess need for training through annual monitoring and other

means;

2. Communicate training needs for HUD-funded TA to HUD HQ

and arrange for delivery of training or TA;3. Provide linkage to other 3 WV CoCs to take advantage of joint

training opportunities with non-HUD funded trainers;

4. Assess effectiveness of training and TA provided.



Setting up protocols for project oversight byWVCEH -- for g roup discussion today:

Frequency of project reporting on LOCCS activity (monthly or

less frequently);

Frequency of APR key indicator ´reviewsµ byHMIS staff, at

regular intervals, which means that at these intervals all data

entry must be up to date on client entry, exits, etc;

Elements of APR indicators which are more important to BoSCoC scoring in HUD funding competitions ² worth $1.3 mil.;

Elements of project operation to be monitored annually or

more frequently (refer to BoS monitoring guide);



Thank you for your attendance!

WV BoS CoC Project Sponsor Meeting 1 6 2011

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