1A. Continuum of Care (CoC) Identification - Dutchess …€¦ · Continuum of Care (CoC)...

1A. Continuum of Care (CoC) Identification

Instructions:The fields on this screen are read only and reference the information entered during the CoCRegistration process. Updates cannot be made at this time.

CoC Name and Number (From CoCRegistration):

NY-601 - Poughkeepsie/Dutchess County CoC

CoC Lead Organization Name: Dutchess County Department of Planning andDevelopment

Poughkeepsie/Dutchess County CoC COC_REG_v10_000021

Exhibit 1 10/22/2008

1B. Continuum of Care (CoC) Primary Decision-Making Group

Instructions:The following questions pertain to the primary decision-making group. The primary responsibilityof this group is to manage the overall planning effort for the CoC, including, but not limited to, thefollowing types of activities: setting agendas for full Continuum of Care meetings, projectmonitoring, determining project priorities, and providing final approval for the CoC applicationsubmission. This body is also responsible for the implementation of the CoC's HMIS, eitherthrough direct oversight or through the designation of an HMIS implementing agency. This groupmay be the CoC Lead Agency or may authorize another entity to be the CoC Lead Agency underits direction.

Name of primary decision-making group: Steering Commitee

Indicate the frequency of group meetings: Monthly or more

Indicate the legal status of the group: Not a legally recognized organization

Specify "other" legal status:

The group set the goals for the CoC,, monitors goal achievement, oversees allcommittee work, inclusing the 10 Year Planning Committee, reviews the work ofthe MHVHMIS Coordinator, addresses current housing/homeless issues andimplements action plans.

Indicate the percentage of group membersthat represent the private sector:

(e.g., non-profit providers, homeless orformerly homeless persons, advocates and

consumer interests)

80%

* Indicate the selection process of group members:(select all that apply)

Elected:

Assigned:

Volunteer:

Appointed:

Other: X

Specify "other" process(es):

Selection of group member is established by the by-laws of the DutchessHousing Consortium.

Briefly describe the selection process including why this process wasestablished and how it works.


Exhibit 1 10/22/2008

The make-up of the Steering Committee was developed and approved in the by-laws by the full membership of the Consortium. It is composed of the two co-chairs (one government/one non-profit), the chair of each subcommitee and arepresentative of each agency receiving a grant under the SuperNOFA.

* Indicate the selection process of group leaders:(select all that apply):

Elected: X

Assigned:

Volunteer:

Appointed:

Other:

Specify "other" process(es):

Currently, the government co-chair of the larger Dutchess Housing Consortiumis the chair of the Steering Committee. The chair is elected by the SteeringCommittee.

If HUD could provide administrative funds to the CoC, would the primarydecision-making body, or its designee, have the capacity to beresponsible for activities such as applying for HUD funding and servingas the grantee, providing project oversight, and monitoring? Explain.

If administrative funds were provided, the Consortium would considerincorporating and would hire staff to provide oversight and monitoring of theCoC's grants, activities and goals. This staff could also take over submission ofthe grant and administration of HMIS.


Exhibit 1 10/22/2008

1C. Continuum of Care (CoC) Committees, Subcommittees and

Work Groups

List the name and role of each CoC planning committee. To addcommittees to this list, click on the icon and enter requested information.

Name Meeting Frequency

Steering Committee Monthly or more

Advocacy Sub-Comm... Monthly or more

Case Management ... Quarterly

Mid Hudson Valley... Semi-annually

Data Quality Impr... Quarterly

Point-In-Time Com... Bi-monthly

Executive Committee Semi-annually

10 Year Planning ... Quarterly


Exhibit 1 10/22/2008

Continuum of Care (CoC) Committees, Subcommittees and

Work Groups Detail


Work Groups Detail


Work Groups Detail

Provide information on each established committee that is part of the CoCorganizational structure and involved in the planning process.

Name of Committee/Sub-Committee/WorkGroup:

Steering Committee


Describe the role of this group:

Group sets the agenda for CoC, monitors goal/achievements, oversees allcommittee work, addresses current housing/homeless issues and implementsaction plans.



Advocacy Sub-Committee



Group educates the public and local officials about the homeless needs andpromotes the implementation of the 10 Year Plan. They write letters to the localnewspapers and provide testimony at public hearings. The group used variousvehciles such as forums, artistic projects and distribute information to raisecommunity awareness about homelessness during the year.



Exhibit 1 10/22/2008


Work Groups Detail


Work Groups Detail


Case Management Sub-Committee

Indicate the frequency of group meetings: Quarterly


The group's goals are to educate service providers about the eligibility ofmainstream and other resources. Their aim is to enhance the accessibility ofservices, particularly to those with a disabling condition to preventhomelessness, and promote the consumers use of mainstream resources.



Mid Hudson Valley Homeless ManagementInformation Steering Committee

Indicate the frequency of group meetings: Semi-annually


Group meets to review HMIS reports for future planning, review protocols,assists the CoC's to help identify Consortium training needs, reviews homelesstrends for future planning and provides data to inform the public about thenature of homelessness.



Data Quality Improvement Committee



The group meets to develop methods to improve HMIS data quality, reviewreports and monitor HMIS progress.


Exhibit 1 10/22/2008


Work Groups Detail


Work Groups Detail


Work Groups Detail



Point-In-Time Committee

Indicate the frequency of group meetings: Bi-monthly


The group meets to coordinate and develop the methodology for the annualPoint-in Time Count to obtain unduplicated street hommeless, emergencyhousing and transitional housing numbers.



Executive Committee

Indicate the frequency of group meetings: Semi-annually


The group is made up of the 2 co-chairs of the full DC Housing Consortium, andthe Co-Lead for the CoC. The HMIS Project manager is invited to attend, andactively particpates in the planning process for the development of CoC goals.



Exhibit 1 10/22/2008


10 Year Planning Committee to EndHomelessness



There are 2 Committees: both an Executive Committee and a AdvisoryCommittee that will identify specific action steps and develop a guide to endhomelessness. CARES, Inc. is the contracted agency to oversee the planningprocess. The 2 Committees have each met once. The membership iscomprised of formerly homeless consumers, non-profits, faith-basedorganizations, local government leaders, businesses representatives, advocacygroups, funders, including the United Way, housing developers & serviceproviders.


Exhibit 1 10/22/2008

1D. Continuum of Care (CoC) Member Organizations

Identify all organizations involved in the CoC planning process. To add anorganization to this list, click on the icon.

Organization Name Membership Type OrganizationType

Organization Role Subpopulations

Hudson River Housing, Inc. Private Sector Non-pro...

Committee/Sub-committee/Work Group,Attend Consolidated P...

Seriously Me...

New York State Office of MentalHealth ACT Team

Public Sector State g...


Seriously Me...

City of Poughkeepsie CommunityDevelopment

Public Sector Local g...

Committee/Sub-committee/Work Group,Attend 10-year planni...

HIV/AIDS

Dutchess County Department ofHealth



HIV/AIDS, Youth

Dutchess County Department ofMental Hygiene


Attend Consolidated Plan focusgroups/public forums durin...

Seriously Me...

Dutchess County Department ofSocial Services



Substance Ab...

Dutchess County PlanningDepartment


Committee/Sub-committee/Work Group,Authoring agency for ...

NONE

Veterans Administration HudsonValley


Committee/Sub-committee/Work Group Substance Ab...

Poughkeepsie Housing Authority Public Sector Public ...

Attend 10-year planning meetings duringpast 12 months, A...

Youth

Gateway Community Industries,Inc.

Private Sector Non-pro...

Primary Decision Making Group,Committee/Sub-committee/Wo...

Seriously Me...

Grace Smith House, Inc. Private Sector Non-pro...


Domestic Vio...

Joseph's House Private Sector Non-pro...

Committee/Sub-committee/Work Group Seriously Me...

Mental Health America DutchessCounty



Seriously Me...

Mid Hudson Addiction RecoveryCenters


Primary Decision Making Group,Authoring agency for Conso...

Seriously Me...

Mid Hudson Legal Services, Inc. Private Sector Non-pro...


Seriously Me...

Multi-County CommunityDevelopment Corporation



Seriously Me...

Rehabilitation Support Services,Inc.



Seriously Me...


Exhibit 1 10/22/2008

Rural Opportunities, Inc. Private Sector Non-pro...

Committee/Sub-committee/Work Group Youth,HIV/AIDS

Salvation Army Private Sector Faith-b...


Seriously Me...

Mid-Hudson National Alliance forMental Illness

Private Sector Funder...


Projects to Empower & Organizethe Psychiatrica...



Seriously Me...

Taconic Resources forIndependence, Inc.



Seriously Me...

St. Francis Hospital and HealthCare Center, Inc.

Private Sector Hospita...


Poughkeepsie City Schools Public Sector School...

Committee/Sub-committee/Work Group Youth

Spackenkill Union Free SchoolDistrict

Public Sector School...


Wappingers Central SchoolDistrict

Public Sector School...


Criminal Justice Council Private Sector Other


Dutchess County Department ofProbation

Public Sector Lawenf...

Attend 10-year planning meetings duringpast 12 months

Substance Ab...

Mid Hudson Valley HMIS Private Sector Other


Seriously Me...

Community Housing Innovations,Inc.



Family Partnership Center Private Sector Non-pro...


NONE

First Congregation Church Private Sector Faith-b...


Ryan White Title I Private Sector Funder...


Supportive Housing Network ofNew York, Inc.



United Way of Dutchess County Private Sector Funder...

Attend 10-year planning meetings duringpast 12 months, C...

Seriously Me...

Rafeal Residential Project Private Sector Faith-b...


Association for Hispanics toObtain Resources

Private Sector Other


Beulah Baptist Church Private Sector Faith-b...

Committee/Sub-committee/Work Group HIV/AIDS, Do...


Exhibit 1 10/22/2008

CARES, Inc Private Sector Non-pro...


NONE

Community Foundation ofDutchess County



NONE

City of Beacon Public Sector Local g...


NONE

City of Poughkeepsie Public Sector Local g...


NONE

C., Christopher Individual Homeles...

Committee/Sub-committee/Work Group NONE

Dutchess County Veteran'sService Agency



Veterans

Dutchess County RegionalChamber of Commerce

Private Sector Businesses


NONE

Dutchess County Legislature Public Sector Local g...


NONE

Dyson Foundation Private Sector Funder...


NONE

Dutchess County Executive'sOffice



NONE

Dutchess County Office ofComputer Information ...



Dutchess County CommunityAction Agency



Youth

Foundation for Community Health Private Sector Funder...


Good Counsel Private Sector Non-pro...

Committee/Sub-committee/Work Group Domestic Vio...

Houlihan Lawrence Private Sector Businesses


NONE

Hyde Park Central Schools Public Sector School...


Hopewell Reformed Church Private Sector Non-pro...


Maranatha Human Services, Inc. Private Sector Non-pro...


Mount Carmel Church Private Sector Faith-b...

Attend Consolidated Plan focusgroups/public forums durin...

Youth

Northeast Community Center Private Sector Non-pro...

Committee/Sub-committee/Work Group Youth,Domes...


Exhibit 1 10/22/2008

Eastern Dutchess County HealthPartner Network

Private Sector Other


New Hackensack ReformedChurch

Private Sector Faith-b...


New York State Department ofMotor Vehicles

Public Sector State g...


Project Moore Private Sector Non-pro...

Committee/Sub-committee/Work Group SubstanceAbuse

Phillips Corporation Private Sector Businesses


Pre-Fab City, Inc. Private Sector Businesses


Reformed Church ofPoughkeepsie



St. Denis Church Private Sector Faith-b...


Matthew S. Individual Homeles...


NONE

S., Ron Individual Homeles...


Tri-Corner Alliance Private Sector Other


NONE

Vassar Temple Private Sector Faith-b...


S., Matthew Individual Homeles...

Attend Consolidated Plan planningmeetings during past 12...

NONE

V., Barbara Individual Homeles...


NONE

M., Billie Individual Homeles...


E., John Individual Homeles...


Social Security Administration Public Sector Other


Hudson River Psychiatric Center Public Sector State g...


St. Martin De Porres Church Private Sector Faith-b...


Dutchess County Youth Council Private Sector Other


Temple Beth El Private Sector Faith-b...

Committee/Sub-committee/Work Group Youth,Serio...


Exhibit 1 10/22/2008

Vassar College Public Sector School...


Clinton Alliance Church Private Sector Faith-b...


Freedom Plains PresbyterianChurch


Committee/Sub-committee/Work Group Youth,Domes...

Millbrook Prepatory School Private Sector Other


Pleasant Plains PresbyterianChurch


Committee/Sub-committee/Work Group Youth,Serio...

St. Mary's Catholic Church Private Sector Faith-b...


Smith Metropolitan A.M.E.ZionChurch



Second Hand Rose Private Sector Other

Committee/Sub-committee/Work Group Domestic Vio...

Harvest Outreach Mission Private Sector Faith-b...


Dutchess Community College Public Sector School...


Madalengoita, Nestor Private Sector Other


Calico Pixie 4-H Club Private Sector Other



Exhibit 1 10/22/2008

1E. Continuum of Care (CoC) Project Review and Selection

Process

The CoC should solicit and select projects in a fair and impartial manner.For each of the following sections, select the appropriate items thatindicate all of the methods and processes the CoC used in the past year toassess all new and renewal projects performance, effectiveness, andquality.

Open Solicitation Methods:(select all that apply)

b. Letters/Emails to CoC Membership, c.Responsive to Public Inquiries, d. Outreach toFaith-Based Groups, e. Announcements at CoCMeetings, f. Announcements at Other Meetings

Rating and Performance AssessmentMeasure(s):

(select all that apply)

a. CoC Rating & Review Commitee Exists, b.Review CoC Monitoring Findings, c. Review HUDMonitoring Findings, d. Review IndependentAudit, e. Review HUD APR for PerformanceResults, f. Review Unexecuted Grants, g. SiteVisit(s), h. Survey Clients, i. Evaluate ProjectReadiness, j. Assess Spending (fast or slow), k.Assess Cost Effectiveness, l. Assess ProviderOrganization Experience, m. Assess ProviderOrganization Capacity, o. Review CoCMembership Involvement, p. Review Match, q.Review All Leveraging Letters (to ensure thatthey meet HUD requirements), r. Review HMISparticipation status

Voting/Decision Method(s): (select all that apply)

a. Unbiased Panel/Review Commitee, d. OneVote per Organization


Exhibit 1 10/22/2008

1F. Continuum of Care (CoC) Housing Inventory--Change in

Beds Available

For each housing type, indicate if there was an increase or reduction in thetotal number of beds in the 2008 electronic Housing Inventory Chart (e-HIC) as compared to the 2007 Housing Inventory Chart. If there was achange, please describe the reasons in the space provided for eachhousing type.

Emergency Shelter: Yes

Briefly describe the reasons for the change:

There was in increase of 2 units for teen parents. There was also a minoradjustment to the number of beds at Gannett House. This last adjustment ismore a matter of fine tuning the actually number of beds within Gannett Houserather than an increase in beds.

Safe Haven Bed: No


Transitional Housing: Yes


The increase was due to the completion and occupancy of the CHI's RoseStreet projects and correction in the family bed count in HRH's LaGrangeHouse.

Permanent Housing: Yes

Briefly describe the reasons for the change, including changes in bedsdesignated for chronically homeless persons:

The E-HIC shows 6 fewer units due mostly to the removal of 33 beds fromGateway because it has been determined that they are not primarily forhouseholds that meet the HUD homeless definition. There were two additions -8 beds in the HRH COACH Program and 4 beds at CHI Rose Strett.

CoC certifies that all beds for homelesspersons are listed in the e-HIC regardless of

HMIS participation and HUD funding:

Yes


Exhibit 1 10/22/2008

1G. Continuum of Care (CoC) Housing Inventory Chart

Attachment

Document Type Required? Document Description Date Attached

Housing Inventory Chart Yes Dutchess County EHIC 10/21/2008


Exhibit 1 10/22/2008

Attachment Details

Document Description: Dutchess County EHIC


Exhibit 1 10/22/2008

1H. Continuum of Care (CoC) Housing Inventory Chart (HIC) -

Data Sources and Methods

Instructions:For additional instructions, refer to the detailed instructions available on the left menu bar.

Complete the following information based on data collection methods andreporting for the electronic Housing Inventory Chart (e-HIC), includingUnmet need determination. The date on which the bed inventory wascompleted should be one day during the last ten days of January 2008.

Indicate the date on which the housing inventory count was completed:

(mm/dd/yyyy)

01/25/2008

Indicate the type of data or methods used tocomplete the housing inventory count:


HMIS plus housing inventory survey

Indicate the steps taken to ensure dataaccuracy for the Housing Inventory Chart:


Instructions, Updated prior housing inventoryinformation, Follow-up, Confirmation, HMIS

Must specify other:

Indicate the type of data or method(s) used todetermine unmet need: (select all that apply)

Stakeholder discussion, Local studies or non-HMIS data sources, Unsheltered count, Housinginventory, HMIS data

Specify "other" data types:

If more than one method was selected, describe how these methods wereused.

The existing housing inventory is distributed to the entire CoC for review andcomment. Comments are collated and adjustment are completed. HMIS datais also reviewed to locate new projects, make unit adjustments and determineoccupancy. For the unmet need main source of data is the unsheltered countand local waiting lists (transitional and permanent housing) and turnaways(foremergency housing). There are analyzed to create the preliminary unmet need.This preliminary unmet need is compared to HMIS data and the occupancyrates in the housing inventory as a quality control measure. Discrepancies areresolve the contacting agency directly for further clarification. The final housinginventory and unmet need is reviewed and approved by the Steering Committeeof the Housing Consortium.


Exhibit 1 10/22/2008

2A. Homeless Management Information System (HMIS)

Implementation

Intructions:For additional instructions, refer to the detailed instructions available on the left menu bar.

CoCs should complete the following information in conjunction with theHMIS Lead Agency. All information is to be as of the date this applicationis submitted.

Select the HMIS implementation type: Regional (multiple CoCs)

Select the CoC(s) covered by the HMIS: (select all that apply)

NY-601 - Poughkeepsie/Dutchess County CoC,NY-602 - Newburgh/Middletown/Orange CountyCoC, NY-608 - Kingston/Ulster County CoC

Does the CoC Lead Organization have awritten agreement with HMIS Lead

Organization?

Yes

If yes, the agreement (e.g., contract, Memorandum of Understanding, etc.) must be submittedwith the application.

Is the HMIS Lead Organization the same asCoC Lead Organization?

No

Has the CoC selected an HMIS softwareproduct?

Yes

If "No" select reason:

If "Yes" list the name of the product: AWARDS

What is the name of the HMIS softwarecompany?

Foothold Technology

Does the CoC plan to change HMIS softwarewithin the next 18 months?

No

Is this an actual or anticipated HMIS dataentry start date?

Actual Data Entry Start Date

Indicate the date on which HMIS data entrystarted (or will start): (format mm/dd/yyyy)

01/01/2006

Indicate the challenges and barriersimpacting the HMIS implementation:

(select all the apply):

Inadequate staffing, Inadequate resources, No orlow participation by non-HUD funded providers

If "None" was selected, briefly describe why CoC had no challenges orhow all barriers were overcome:

Briefly describe the CoC's plans to overcome challenges and barriers:


Exhibit 1 10/22/2008

Convening a Data Quality Committee and progress on a 10 Year Plan arepreliminary steps to overcome the challenges and barriers in this CoC.Lack of full funding for technological costs/agency staff time for training/dataentry impact all aspects of HMIS. The HMIS Project Manager will contact onealternative source of addtional funding.The Housing Consortium has begun their 10-Year Planning. The ExecutiveCommittee and Advisory Committees will meet at least 3 times. Areas to beaddressed include data collection, reporting, and greater stakehold buy-in.The CoC has also started a Data Quality Committee. This committee will meetat least 3 times during the year. To look for mechanisms such as writteninstruction, forms, reports. The agencies' staff time involved in this and all theother committee meetings in a relatively small CoC is quite significant, greatercommunity participation would alleviate burden on agency staff.To date, all HUD/McKinney-Vento programs (except for Domestic Violence andHOPWA programs) are participating in HMIS. The HOPWA providers in thearea have been told by their HUD field representative that participation in HMISis not required. Clarification on HOPWA mandates has been requested. TheProject Manager will speak to the HUD field representative for assistance.


Exhibit 1 10/22/2008

HMIS Attachment


HMIS Agreement Yes Dutchess County H... 09/03/2008


Exhibit 1 10/22/2008

Attachment Details

Document Description: Dutchess County Housing Consortium/Gateway

HMIS Letter of Agreeement


Exhibit 1 10/22/2008

2B. Homeless Management Information System (HMIS) Lead

Organization

Enter the name and contact information for the HMIS Lead Organization.

Organization Name Gateway Community Industries, Inc.

Street Address 1 P.O. Box 5002

Street Address 2 One Amy Kay Parkway

City Kingston

State New York

Zip CodeFormat: xxxxx or xxxxx-xxxx

12402

Organization Type Non-Profit

If "Other" please specify


Exhibit 1 10/22/2008

2C. Homeless Management Information System (HMIS)

Contact Person

Prefix: Ms

First Name Colleen

Middle Name/Initial

Last Name Goettel

Suffix

Telephone Number:(Format: 123-456-7890)

845-331-1261

Extension 211

Fax Number:(Format: 123-456-7890)

845-331-2112

E-mail Address: [email protected]

Confirm E-mail Address: [email protected]


Exhibit 1 10/22/2008

2D. Homeless Management Information System (HMIS) Bed

Coverage

Instructions:The 2005 Violence Against Women Act (VAWA) Reauthorization bill restricts domestic violenceprovider participation in HMIS unless and until HUD completes a public notice and commentprocess. Until the notice and comment process is completed, HUD does not require nor expectdomestic violence providers to participate in HMIS. HMIS bed coverage rates are calculatedexcluding domestic violence provider beds from the universe of potential beds.

For each housing type, indicate the percentage of the CoC's total beds(bed coverage) in the HMIS.

* Emergency Shelter (ES) Beds 86%+

* Safe Haven (SH) Beds No beds in CoC

* Transitional Housing (TH) Beds 65-75%

* Permanent Housing (PH) Beds 65-75%

How often does the CoC review or assess itsHMIS bed coverage?

Quarterly

If bed coverage is 0-64%, describe the CoC's plan to increase thispercentage during the next 12 months:


Exhibit 1 10/22/2008

2E. Homeless Management Information System (HMIS) Data

Quality

Instructions:Where the collection of Social Security Numbers is not authorized by law, failure to collect thisdata element will not competitively disadvantage an application. Additionally, in lieu of the actualSSN, the response categories of "Don't Know" and "Refused" are considered valid responsecategories, per the HMIS Data and Technical Standards.

For additional instructions, refer to the detailed instructions available on the left menu bar.

Indicate the percentage of unduplicated client records with null or missingvalues on a day during the last ten days of January 2008.

Universal Data Element Records withno values (%)

Records where value isrefused or unknown (%)

* Social Security Number 5% 4%

* Date of Birth 0% 0%

* Ethnicity 2% 0%

* Race 2% 0%

* Gender 0% 0%

* Veteran Status 0% 1%

* Disabling Condition 23% 5%

* Residence Prior to Program Entry 6% 2%

* Zip Code of Last Permanent Address 6% 5%

* Name 0% 0%

Did the CoC or subset of the CoC participatein AHAR 3?

No

Did the CoC or subset of the CoC participatein AHAR 4?

Yes

How frequently does the CoC review thequality of client level data?

Quarterly

How frequently does the CoC review thequality of program level data?

Quarterly

Describe the process, extent of assistance, and tools used to improvedata quality for participating agencies.

In 2008 the Dutchess County Housing Consortium formed a HMIS Data QualityCommittee. This committee is working with agency executives, programmanagers and case workers to examine data quality areas that need attention.The committee is working to develop tools (forms, instructions, etc.) to aid caseworkers and data entry staff. The data quality is poorest in SSO and non-HUDprograms.On going training is available as needed.


Exhibit 1 10/22/2008

Describe the existing policies and procedures used to ensure that validprogram entry and exit dates are recorded in the HMIS.

The Mid Hudson Valley HMIS collaborative has a newly adopted Policy andProcedures manual that states programs are responsible for entering datawithin 2 weeks of an event. On going quarterly review by the HousingConsortium brings challenges to the forefront. Mechanisms to improve datareview are being developed.


Exhibit 1 10/22/2008

2F. Homeless Management Information System (HMIS) Data

Usage


Indicate the frequency in which the CoC uses each of the following items:

Data integration/data warehousing togenerate unduplicated counts:

Never

Use of HMIS for point-in-time count ofsheltered persons:

Annually

Use of HMIS for point-in-time count ofunsheltered persons:

Never

Use of HMIS for performance assessment: Never

Use of HMIS for program management: Quarterly

Integration of HMIS data with mainstreamsystem:

Never


Exhibit 1 10/22/2008

2G. Homeless Management Information System (HMIS) Data

and Technical Standards


Indicate the frequency in which the CoC or HMIS Lead completes acompliance assessment for each of the following standards:

* Unique user name and password Annually

* Secure location for equipment Annually

* Locking screen savers Annually

* Virus protection with auto update Annually

* Individual or network firewalls Annually

* Restrictions on access to HMIS via public forums Never

* Compliance with HMIS Policy and Procedures manual Annually

* Validation of off-site storage of HMIS data Annually

How often does the CoC assess compliancewith HMIS Data and Technical Standards?

Quarterly

How often does the CoC aggregate data to acentral location (HMIS database or analytical

database)?

Monthly

Does the CoC have an HMIS Policy andProcedures manual?

Yes

If 'Yes' indicate date of last review or updateby CoC:

01/08/2008

If 'No' indicate when development of manual will be completed:


Exhibit 1 10/22/2008

2H. Homeless Management Information System (HMIS)

Training


Indicate the frequency in which the CoC or HMIS Lead offers each of thefollowing training activities:

Privacy/Ethics training Annually

Data Security training Annually

Data Quality training Annually

Using HMIS data locally Quarterly

Using HMIS data for assessingprogram performance

Annually

Basic computer skills training Never

HMIS software training Quarterly


Exhibit 1 10/22/2008

2I. Continuum of Care (CoC) Point-in-Time Homeless

Population

Instructions:This section must be completed using statistically reliable, unduplicated counts or estimates ofhomeless persons in sheltered and unsheltered locations on a single night. HUD requires CoCsto conduct a point-in-time count at least every two years during the last 10 days of January -January 22nd to 31st - and requests that CoCs conduct a count annually if resources allow.The last required count was in January 2007. Data entered in this chart must reflect a point-in-time count that took place during the last 10 days of January in 2007 or 2008, unless a waiverwas received by HUD.

There are six (6) categories of homeless populations on this form. They are:

Households with Dependent Children - Sheltered Emergency Households with Dependent Children - Sheltered Transitional Households with Dependent Children - Unsheltered

Households without Dependent Children - Sheltered Emergency Households without Dependent Children - Sheltered Transitional Households without Dependent Children - Unsheltered

For each category, the number of households must be less than or equal to the number ofpersons. For example, in Households with Dependent Children - Sheltered Emergency, thenumber entered for ?Number of Households? must be less than or equal to the number enteredfor ?Number of Persons (adults with children).?


Indicate the date of the last PIT count: 01/31/2007

For each homeless population category, the number of households mustbe less than or equal to the number of persons.

Households with Dependent Children

Sheltered Unsheltered Total

Emergency Transitional

Number of Households 34 49 10 93

Number of Persons (adultsand children)

105 125 29 259

Households without Dependent Children



Number of Households 114 119 55 288

Number of Persons (adultsand unaccompanied youth)

114 119 55 288

All Households/ All Persons



Total Households 148 168 65 381


Exhibit 1 10/22/2008

Total Persons 219 244 84 547


Exhibit 1 10/22/2008

2J. Continuum of Care (CoC) Point-in-Time Homeless

Subpopulations

Instructions:Enter the number of sheltered and unsheltered adults who belong in each subpopulationcategory. As in the Homeless Populations chart, this chart must be completed using data from apoint-in-time count conducted during the last ten days of January 2007 or January 2008. Onlyadults should be included in the counts for this chart, except for the Unaccompanied Youth(those under age 18) category. Subpopulation data is required for sheltered persons andoptional for unsheltered persons, with the exception of Chronically Homeless.

Complete the following information for the most recent point-in-time (PIT)count conducted using statistically reliable, unduplicated counts orestimates of homeless persons. Completion of the "Unsheltered" columnis optional for all subpopulations, except for Chronically Homeless.


* Chronically Homeless (Federaldefinition)

88 75 163

* Severely Mentally Ill 111 111

* Chronic Substance Abuse 133 133

* Veterans 13 13

* Persons with HIV/AIDS 1 1

* Victims of Domestic Violence 37 37

* Unaccompanied Youth (under18)

41 41


Exhibit 1 10/22/2008

2K. Continuum of Care (CoC) Sheltered Homeless Population

& Subpopulation: Point-In-Time (PIT) Count

Instructions:Separately calculate and enter the percentage of emergency shelter and transitional housingproviders that provided data for the Homeless Population and Subpopulation charts. Forexample, if 9 out of 12 transitional housing programs provided point-in-time data, enter 75%. Ifall providers for a program type contributed data, enter 100%.


Annually (every year); Biennially (every other year); Semi-annually (everysix months)

How often will the CoC conduct a PIT count? Biennially

Enter the date in which the CoC plans toconduct its next annual point-in-time count:

(mm/dd/yyyy)

01/29/2009

Indicate the percentage of providers supplying population andsubpopulation data collected via survey, interview, and/or HMIS.

Emergency Shelter providers 100%

Transitional housing providers: 100%


Exhibit 1 10/22/2008

2L. Continuum of Care (CoC) Sheltered Homeless Population

and Subpopulation: Methods

Instructions:Survey Providers: Providers counted the total number of clients residing in each program on the night designatedas the point-in-time count.

HMIS:The CoC used HMIS to complete the point-in-time sheltered count.

Extrapolation: The CoC used extrapolation techniques to estimate the number and characteristics of shelteredhomeless persons from data gathered at most emergency shelters and transitional housingprograms.


Indicate the method(s) used to count sheltered homeless persons duringthe last point-in-time count: (Select all that apply):

Survey Providers: X

HMIS: X

Extrapolation:(Extrapolation attachment is required)

Other:

If Other, specify:

Describe how the sheltered population data was collected and the countproduced. Additionally, comparing your most recent point-in-time countto the last biennial/annual count, describe any factors that may haveresulted in an increase, decline or no change in the sheltered count.

The homeless sheltered population survey and detailed instructions aredistributed to all housing providers prior to the survey date. The survey is alsoreviewed at the appropriate Housing Consortium meeting. Technical assistanceis provided by Planning Department staff. Surveys are returned to the PlanningDepartment who collates results. The Planning Department also follows up onoutstanding surveys and contacts agencies to clarify discrepancies. The finalsheltered population data is reviewed, compared to HMIS data and approved bythe Steering Committee of the Housing Consortium. There were no significantchanges between the 2006 and 2007 that are not explained by normalvariations when collecting information of this type.


Exhibit 1 10/22/2008

2M. Continuum of Care (CoC) Sheltered Homeless Population

and Subpopulation Data

Instructions:HMIS:Only HMIS used for subpopulation data on sheltered persons (no extrapolation for missing data).

HMIS plus extrapolation:Extrapolation to account for missing HMIS data and HUD's extrapolation tool completed.

Sample of PIT interviews plus extrapolation:Interviews conducted with a random or stratified sample of sheltered adults and unaccompaniedyouth and appropriate HUD extrapolation tool completed.

Interviews:Interviews conducted with every person staying in an emergency shelter or transitional housingprogram on the night of the point-in-time count.

Non-HMIS client level information: Providers used individual client records to provide subpopulation data for each sheltered adultand unaccompanied youth for the night of the point-in-time count.

Other:CoC used a combination of methods.


Indicate the method(s) used to gather and calculate subpopulation data onsheltered homeless persons(select all that apply):

HMIS X

HMIS plus extrapolation:

Sample of PIT interviews plus extrapolation:(PIT attachment is required)

Sample Strategy:

Provider Expertise:

Non-HMIS client level information: X

None:

Other:

If Other, specify:

Describe how the sheltered subpopulation data was collected and thecount produced. Additionally, comparing your most recent point-in-timecount to the last biennial/annual count, describe any factors that mayhave resulted in an increase, decline or no change in the shelteredsubpopulation counts, particularly the chronically homeless count.


Exhibit 1 10/22/2008

As part of the survey of sheltered homeless a subpopulation suvey with detailedinstructions is distributed to all housing providers prior to the survey date. Thesurvey is also reviewed at the appropriate Housing Consortium meeting.Technical assistance is provided by Planning Department staff. Surveys arereturned to the Planning Department who collates results. The PlanningDepartment also follows up on outstanding surveys and contacts agencies toclarify discrepancies. The final sheltered subpopulation data is reviewed,compared to HMIS data and approved by the Steering Committee of theHousing Consortium. There were no significant changes between the 2006 and2007 that are not explained by normal variations when collecting information ofthis type.


Exhibit 1 10/22/2008

2N. Continuum of Care (CoC) Sheltered Homeless Population

and Subpopulation: Data Quality


Indicate the steps used to ensure the data quality of the sheltered personscount:(select all that apply)

Instructions: X

Training: X

Remind/Follow-up X

HMIS: X

Non-HMIS de-duplication techniques: X

None:

Other:

If Other, specify:

Describe the non-HMIS de-duplication techniques (if Non-HMIS de-duplication was selected):

Surveys are only completed by the actual housing providers about the peoplesheltered in their units for given date AND TIME. Since it is difficult for anindividual household to reside in multiple locations at a given date and time wedo not expect there is much duplication with this method. Also, being a giventime of day makes is clear to agencies as to what households to count on thatspecific day.


Exhibit 1 10/22/2008

2O. Continuum of Care (CoC) Unsheltered Homeless

Population and Subpopulation: Methods

Instructions:Public places count:Count conducted based on observation of unsheltered persons without interviews

Public places count with interviews: Interviewed either all unsheltered persons encountered during public places count or a sample

Service-based count:Counted homeless persons using non-shelter services based on interviews.

HMIS: HMIS used to collect, analyze or report data on unsheltered persons.


Indicate the method(s) used to count unsheltered homeless persons:(select all that apply)

Public places count:

Public places count with interviews:

Service-based count: X

HMIS: X

Other:

If Other, specify:


Exhibit 1 10/22/2008

2P. Continuum of Care (CoC) Unsheltered Homeless

Population and Subpopulation - Level of Coverage

Instructions:Complete coverage:Every part of a specified geography (e.g. entire city, downtown area, etc.) is covered byenumerators.

Known locations:Counting in areas where unsheltered homeless people are known to congregate or live.

Combination:Conducting counts for every block in a portion of the jurisdiction (e.g. central city) ANDconducting counts in other portions of the jurisdiction where unsheltered persons are known tolive.


Indicate the level of coverage of the PIT countof unsheltered homeless people:

Known Locations

If Other, specify:


Exhibit 1 10/22/2008

2Q. Continuum of Care (CoC) Unsheltered Homeless

Population and Subpopulation - Data Quality


Indicate the steps used by the CoC to ensure the data quality of theunsheltered persons count.(select all that apply)

Training: X

HMIS: X

De-duplication techniques: X

Other:

If Other, specify:

Describe the techniques used to reduce duplication.

Upon commencing the survey, clients are asked if they have been surveyedalready in the past 24 hours. If they respond affirmatively they are not given thesurvey.

Describe the CoCs efforts, including outreach plan, to reduce the numberof unsheltered homeless households with dependent children.

The primary access to the housing and support service systems is through theDutchess County Department of Social Services. Dutchess County outreachesto the community through a coordinated plan including advertizing throughDutchess County through a variety of media as part of its "Dutchess CountyCares" initiative. The County also works closely with the United Way's 211 help-line and Hudson River Housing, Grace Smith House and other emergencyhousing providers to make appropriate referral to help unshelter families accessavailable services.

Both DSS and other involved agencies, such as HRH and Catholic Charities,have the ability to provide very short term rent subsidies to preventing familiesfrom becoming homeless in the first place particularly if it is due to a short termfinancial setback. Mid-Hudson Legal services also works with clients to helpavoid evictions. The United Way has recently also made "basic needs" apriority and has issued an RFP for funding that included rentsubsidies/casemanagement services; the transitional/permanent supportivehousing the COC agencies provide helps homeless families sustain housingand avoid further homelessness.

The rapid-rehousing project submitted as part of this application is another efforta reducing the number of unsheltered homeless households with dependentchildren.


Exhibit 1 10/22/2008

Describe the CoCs efforts to identify and engage persons routinelysleeping on the streets and other places not meant for human habitation.Additionally, comparing your most recent point-in-time count to the lastbiennial/annual count, describe any factors that may have resulted in anincrease, decline or no change in the unsheltered population (especiallythe chronically homeless and families with children).

The CoC works closely with MHA's Living Room and HRH's Riverhaven both ofwhich have street outreach programs. Through these programs they are able tohelp the CoC identify the locations frequented by homeless persons.Additionally the CoC has been able to secure funding from the United Way toprovide homeless persons with some basic need items to encourage them toparticipate in the survey. There were no significant changes between the 2006and 2007 that are not explained by normal variations when collectinginformation of this type.


Exhibit 1 10/22/2008

Attachment Details

Document Description:


Exhibit 1 10/22/2008

3A. Continuum of Care (CoC) 10-Year Plan, Objectives and

Action Steps

Click on the icon and add requested information for each of the nationalobjectives.

Objective

Create new PH beds for chronically homeless persons

Increase percentage of homeless persons staying in PH over 6 months to at least 71.5%

Increase percentage of homeless persons moving from TH to PH to at least 63.5%

Increase percentage of homeless persons employed at exit to at least 19%

Decrease the number of homeless households with children


Exhibit 1 10/22/2008

CoC 10-Year Plan, Objectives and Action Steps Detail


Instructions:Provide local action steps and measurable achievements for attaining each of the five nationalHUD objectives listed, as part of the goal to end chronic homelessness and help to movefamilies and individuals into permanent housing.


Select Objective: Create new PH beds for chronically homelesspersons

Objectives to End Chronic Homelessness and Move Families andIndividuals to Permanent Housing

2008 Local Action StepsList local action steps for attaining this objective within the next 12

months. Also, in the "Lead Person" column, identify the title of one personresponsible for accomplishing each action step and the organization

which they represent.Lead Person

Action Step 1 HRH will fully occupy the newly rehabbed Catharine Street building for5 CH adults by 1/31/09.Occupancy of this project will increase the PH

inventory.

Gail Webster, Executive Director, HudsonRiver Housing, Inc.

Action Step 2 Make 2 contacts to DOD/HUD re: the status of the fall 2007 homelessassistance submission (BRAC process) for the Carpenter Reserve

building in Poughkeepsie, NY. Award of the site, will create 20 units ofpermanent SRO housing(including CH set asides) & 8 2-bedroom

apartments for the homeless.

Gail Webster, Executive Director , HudsonRiver Housing, Inc.

Action Step 3 Participate in AHAR 4. This will assist the CoC to quantify & publiclyreport on the need for new PH beds. The data will assist in the

planning process.

Colleen Goettel, Project Manager,MHVHMIS Coordinator

Proposed Numeric Achievements%/Beds/Households

Baseline (Current Level) 15

Numeric Achievementin 12 months

28

Numeric Achievementin 5 years

36


46


Exhibit 1 10/22/2008




Select Objective: Increase percentage of homeless personsstaying in PH over 6 months to at least 71.5%





Action Step 1 Hire 1 additional case manager @ Hudson River Housing, Inc. toprovide increased services to PH residents. This will enhance service

provision for PH residents.


Action Step 2 100% of PH providers will make referral to Life Skills trainings for PHresidents. This will promote consumer skill development needed to

maintain housing.

Jacquelyn White, Housing Coordinator,Dutchess County Department of Mental

Hygiene

Action Step 3 Produce 1 HMIS Discharge Data Report for PH programs which willinclude the reasons for discharge. This will help to identify & address

barriers to retain PH.

Colleen Goettel, Project Manager,MidHudson Valley HMIS Coordinator






Instructions:


Exhibit 1 10/22/2008


Provide local action steps and measurable achievements for attaining each of the five nationalHUD objectives listed, as part of the goal to end chronic homelessness and help to movefamilies and individuals into permanent housing.


Select Objective: Increase percentage of homeless personsmoving from TH to PH to at least 63.5%





Action Step 1 1 Housing Provider will pursue funding opportunities to create 5 newPH Units. This will assist in the goal to increase the PH inventory.


Action Step 2 Provide 2 Medicaid Buy-In Training Programs to educate consumersabout their continued eligibililty for specific benefits when returning to

the workforce. The educational information will promoteindependence & ability to maintain their housing.

Steve Miccio, Executive Director, PEOPLe,Inc.

Action Step 3 Prepapre & submit 1 report to the Steering Committe about the # &characteristics of residents who entered & exited TH programs. This

data will identify impediments to reatining PH.










Exhibit 1 10/22/2008


Select Objective: Increase percentage of homeless personsemployed at exit to at least 19%





Action Step 1 100% of the agencies will refer consumers to Job Fairs in thecommunity. This will increase the likelihood of consumers obtaining

employment.

Jacquelyn White, Housing Coordinator,Dutchess County Department of Mental

Hygiene

Action Step 2 Provide 2 vocational rehabiltation in-service trainings to residents &agency staff. This will promote appropriate referrals for jobs.

Jerry Lesczynski, Managing Director,Rehabilitation Suppport Services, Inc.

Action Step 3 Prepare & submit 1 report to the Steering Committee on the HMISIntake/Discharge data for TH & PH programs to identify incomesources at exit. This will help identify impediments to securing

employment.









Select Objective: Decrease the number of homeless householdswith children



Exhibit 1 10/22/2008




Action Step 1 Hudson River Housing, Inc. will apply for the new project fund, RapidRe-housing Initiative, to house a minmum of 4 families to increase the

family housing inventory.


Action Step 2 Youth Workgroup will conduct 1 survey to distribute to the CoC toidentify barriers to homeless families.

Pat Kellet,Director of Youth Services,Hudson River Housing, Inc.

Action Step 3 Perpare & submit 1 report to the Steering Committee on HMISIntake/Discharge data for TH programs to identify the # of Family

types who were served & reason for leaving the project.








Exhibit 1 10/22/2008

3B. Continuum of Care (CoC) Discharge Planning Protocols:

Level of Development

Instructions:Pursuant to the McKinney-Vento Act, to the maximum extent practicable, persons dichargedfrom publicly funded institutions or systems of care should not be discharged into homelessness.For each system of care, the CoC should indicate the level of development for its dischargeplanning policy.


Foster Care Discharge Protocol: Formal Protocol Implemented

Health Care Discharge Protocol: Formal Protocol Implemented

Mental Health Discharge Protocol: Formal Protocol Implemented

Corrections Discharge Protocol: Formal Protocol Implemented


Exhibit 1 10/22/2008

3C. Continuum of Care (CoC) Discharge Planning Protocols:

Narratives

For each system of care describe the discharge planning protocol. Foraddtional instructions, refer to the detailed instructions available on theleft menu bar.

Foster Care DischargeFor Protocol Implemented, provide a summary of the formal and specificprotocol, plan, process or policy that has been agreed upon.

Must attach protocol copy. Go to 3D.Discharge Planning Attachmentspage

The Dutchess County Department of Social Services(DCDSS)is committed tomoving children from foster care to permanent homes as quickly as possible. Apermanency plan is developed for each child in care & is revised by the FamilyCourt at least every 6 months. For "aging out" youth who have not beenadopted and are not returning home, the Department of Social Servicesprovides assistance in preparing them for independent living and/or assistancein locating a living situation appropriate for their needs. After-care services areprovided. Youth may return to care while they are on a trial discharge. Directdischarge of a foster care youth to a residential program for the homeless is notconsidered an appropriate discharge plan.

Health Care DischargeFor Protocol Implemented, provide a summary of the formal and specificprotocol, plan, process or policy that has been agreed upon.



Exhibit 1 10/22/2008

The Vassar Hospital case managers, St. Francis and Northern DutchessHospitals' discharge planners assess the acute needs for a patient's recovery,and any ongoing unaddressed long term care issues. They refer patients tonecessary resources such as; home health care and home health equipmentproviders. Assessments are conducted by qualified health care nurses, medicalcare providers, and/or mental health care professionals to determine the impactof the acute care issue and/or chronic issues that impede upon the patient'sdischarge or ability to return home. Family input is elicited. Referrals are madeto nursing homes, assisted living facilities, family care homes, rehabilitationcenters, D.C. Office for the Aging, or to a patient's family, Medicaid, or DCDSSProtective Service (as approporiate).

The nurses in the emergency rooms make assessments and refer approriatepatients to clinics and/or commuinity resources to get a more comprehensiveassessment of the patient's needs.

Undomiciled stable patients are referred to DSS for emergency housing or to apatient's family member for immediate assistance. Alternate appropriatehousing vacancies are explored.

Castle Point VA Hospital follows the protocol in the Mental Health sectionbelow.

Mental Health DischargeFor Protocol Implemented, provide a summary of the formal and specificprotocol, plan, process or policy that has been agreed upon.


At the time of admission to an in-patient Mental Health Unit or hospital, thedischarge plan is developed to plan for an appropriate level of housing atdischarge. The patient is referred for appropriate treatment, including life skillgroups to prepare for community re-integration. The patients are referred andplaced into appropriate residential opportunities.

The St. Francis Hospital In-Patient Mental Health Units refer individuals toappropriate housing. The hospital holds a weekly discharge planning meetingwith the Dutchess County Department of Mental Hygiene and Hudson RiverPsychiatric Hospital to plan for the patients who are difficult to house . TheMental Health in America of D.C.'s Case Management Unit is often involvedwith the discharge. The Hospital Discharge Planner ensures the person is givena 72 hour Out-Patient Intake Appointment (through DCDMH Helpline worker)with an appropriate treatment provider. If the person does not keep theappointment, outreach is done by the out-patient treatment provider.

The Veteran's Administration Regional Hospital in Montrose, NY, provides in-patient treatment to D.C. Veterans. The treatment team and Veteran meet todevelop a viable discharge plan to include follow-up mental health, addiction,and medical treatment. Linkages are made to appropriate communityresources, including housing such as the Domicilary, and vocational rehabresources.


Exhibit 1 10/22/2008

Corrections DischargeFor Formal Protocol Implemented, provide a summary of the formal andspecific protocol, plan, process or policy that has been agreed upon.


A Parole Officer meets with a NYS inmate 2 months prior to discharge todetermine where the inmate plans to live. The prison contacts the local ParoleOffice to begin a Community Preparation Plan. The local Field Officedetermines if it is an appropriate site. The report is returned to the prison forreview. Inmates, including those who did not identify an acceptable addressprior to release, are referred to family, and friends. The DCDSS is contacted bythe local Field office prior to discharge. The discharged Parolee is then referredto DSS, the MHA Living Room Program, other community resources, &vocational programs. DSS houses undomiciled parolees. A special grant isavailable to pay for psychotropic medications. If the parolee is sanctioned,Parole can assist with some funding. Special cases are referred to the Office ofProgram Services for assistance.

When an inmate is ready to be released from the D.C. Jail, a Case Manager orTransition Planner meets with the inmate. The DSS application is submitted tothe local office. An assessment is conducted in order to make other referrals forother benefits,including DSS to get emergency housing, if necessary, out-patient treatment, case management ,vocational services, & need forpsychotropic meds. Inmates are assessed for eligibility for specialized housing.


Exhibit 1 10/22/2008

3D. Continuum of Care (CoC) Discharge Planning Protocol:

Attachments


Foster Care Discharge Protocol No Foster Care Protocol 10/21/2008

Mental Health DischargeProtocol

No Mental Health Dis... 10/21/2008

Corrections Discharge Protocol No Corrections Protocol 10/21/2008

Health Care Discharge Protocol No Health Care Proto... 10/21/2008


Exhibit 1 10/22/2008

Attachment Details

Attachment Details

Attachment Details

Attachment Details

Document Description: Foster Care Protocol

Please Note: Any CoC that seleced "Formal Protocol Finalized" or "FormalProtocol Implemented" must attach a copy of the protocol for theapplicable system of care in order to receive full credit.

Document Description: Mental Health Discharge Protocol


Document Description: Corrections Protocol


Document Description: Health Care Protocol and Discharge Summaries



Exhibit 1 10/22/2008

3E. Continuum of Care (CoC) Coordination

CoCs should coordinate, as appropriate, with any existing strategicplanning groups to assess the local homeless system and identifyshortcomings and unmet needs. Answer the following questions regardingcoordination in the CoC.

Does the CoC's Consolidated Plan include theCoC strategic plan goals to address

homelessness and chronic homelessness?

Yes

If yes, briefly list a few of the goals includedin the Consolidated Plan:

1. The creation of rental housing is the firstpriority within the plan. Within this categorypriority is given to projects that meet the housingneeds of the chronically homeless.2. Within the public service priority, priority isgiven to emergency, transitional and permanenthousing projects that help the homeless.3. The plan also has a goal of supporting thegoals of the CoC including the HUD specificgoals.

Within the CoC's geographic area, is one ormore jurisdictional 10-year plan(s) being

developed or implemented (separate from theCoC 10-year plan)?

Yes

Does the 10-year plan include the CoCstrategic plan goals to address homelessness

and chronic homelessness?

Yes

If yes, briefly list a few of the goals included in the 10-year plan(s):

The Dutchess County 10-year Plan to End Chronic Homelessness is currentlybeing developed. It is scheduled to be completed in the summer 2009. The 10-year Plan is being coordinated with the CoC and the Plan goals will include theCoC strategic plan goals to address homelessness and chronic homelessness.


Exhibit 1 10/22/2008

3F. Hold Harmless Need (HHN) Reallocation

Instructions:CoC's that are in Hold Harmless Need status may choose to eliminate or reduce one or more oftheir SHP grants eligible for renewal in the 2008 CoC competition. CoC's may reallocate thefunds made available through this process to create new permanent housing projects or HMIS.Reallocation projects may be SHP (1, 2, or 3 years), SPC (5 years) or Section 8 SRO (10 years).CoC's that are in Preliminary Pro Rate Need (PPRN) status are not eligible to reallocateprojects. Reallocated funds cannot be used for Samaritan Housing project(s).

Refer to the NOFA for addtional guidance on reallocating projects.

Is the CoC reallocating funds from one or more expiring renewal

grant(s) to one or more new project(s)?

No

CoC's that are in Preliminary Pro Rata Need (PPRN) status are not eligible to reallocateprojects.


Exhibit 1 10/22/2008

4A. Continuum of Care (CoC) 2007 Achievements

Instructions:For the five HUD national objectives in the 2007 CoC application, enter the 12-month numericachievements that you provided in Exhibit 1, Chart N of the 2007 CoC application in the firstcolumn, "Proposed 12-Month Achievement". Under "Actual 12-Month Achievement" enter thenumeric achievement that you CoC attained within the past 12 months that is directly related tothe relevent national objective.

Objective Proposed 12-MonthAchievement(number of beds or percentage)

Actual 12-Month Achievement(number of beds or percentage)

Create new PH beds for CH 19 Beds 14 Beds

Increase percentage of homelesspersons staying in PH over 6months to at least 71%

81 % 93 %

Increase percentage of homelesspersons moving from TH to PHto at least 61.5%

62 % 67 %

Increase percentage of homelesspersons employed at exit to at least18%

18 % 33 %

Ensure that the CoC hasa functional HMIS system

100 % 100 %


Exhibit 1 10/22/2008

4B. Continuum of Care (CoC) Chronic Homeless Progress

Complete the following fields using data from the last point-in-time (PIT)count and housing inventory count. For additional instructions, refer tothe detailed instructions available on the left menu bar.

Indicate the total number of chronically homeless persons and totalnumber of permanent housing beds designated for the chronically

homeless persons in your CoC for each yearYear Number of CH

PersonsNumber of PH beds

for the CH

2006 157 15

2007 163 15

2008 163 0

Indicate the number of new PH beds in placeand made available for occupancy for the

chronically homeless between February 1,2007 and January 31, 2008

0

Identify the amount of funds from each funding source for thedevelopment and operations costs of the new CH beds created between

February 1, 2007 and January 31, 2008.Cost Type HUD

McKinney-Vento

OtherFederal

State Local Private

Development $0 $0 $0 $0 $0

Operations $0 $0 $0 $0 $0

Total $0 $0 $0 $0 $0


Exhibit 1 10/22/2008

4C. Continuum of Care (CoC) Housing Performance

Using data from the most recently submitted APRs for each of the projectswithin the CoC, provide information about the CoCs progress in reducinghomelessness by helping clients move to and stabilize in permanenthousing.

Participants in Permanent Housing (PH)

a. Number of participants who exited permanent housing project(s) 15

b. Number of participants who did not leave the project(s) 36

c. Number of participants who exited after staying 6 months or longer 11

d. Number of participants who did not exit after staying 6 months or longer 21

e. Number of participants who did not leave and were enrolled for 5 months or less 15

TOTAL PH (%) 63

Participants in Transitional Housing (TH)

a. Number of participants who exited TH project(s), including unknown destination 82

b. Number of participants who moved to PH 51

TOTAL TH (%) 62


Exhibit 1 10/22/2008

4D. Continuum of Care (CoC) Enrollment in Mainstream

Programs and Employment Information

Using data from the most recently submitted APRs for each of the projectswithin the CoC, provide information about the CoCs progress in reducinghomelessness by helping clients access mainstream services and gainemployment.

Total Number of Exiting Adults: 639

Mainstream Program Number ofExiting Adults

Exit Percentage(Auto-calculated)

SSI 26 4 %

SSDI 56 9 %

Social Security 14 2 %

General Public Assistance 257 40 %

TANF 4 1 %

SCHIP 0 0 %

Veterans Benefits 3 0 %

Employment Income 81 13 %

Unemployment Benefits 0 0 %

Veterans Health Care 6 1 %

Medicaid 283 44 %

Food Stamps 276 43 %

Other (Please specify below) 21 3 %

Day labor

No Financial Resources 182 28 %

The percentage values are automatically calculated by the system whenyou click the "save" button.


Exhibit 1 10/22/2008

4E. Continuum of Care (CoC) Participation in Energy Star and

Section 3 Employment Policy

Instructions:HUD promotes energy-efficient housing. All McKinney-Vento funded projects are encouraged topurchase and use Energy Star labeled products. For information on Energy Star initiative go to:http://www.energystar.gov

A "Section 3 business concern" is one in which: 51% or more of the owners are section 3residents of the area of service; or at least 30% of its permanent full-time employees arecurrently section 3 residents of the area of service, or within three years of their date of hire withthe business concern were section 3 residents; or evidence of a commitment to subcontractgreater than 25% of the dollar award of all subcontracts to businesses that meet thequalifications in the above categories is provided. The "Section 3 clause" can be found at 24CFR Part 135.

Has the CoC notified its members of theEnergy Star Initiative?

Yes

Are any projects within the CoC requestingfunds for housing rehabilitation or new

construction?

No


Exhibit 1 10/22/2008

4F. Continuum of Care (CoC) Enrollment and Participation in

Mainstream Programs

Does the CoC systematically analyze the

APRs for its projects to assess and improveaccess to mainstream programs?

Yes

If 'Yes', describe the process and the frequency that it occurs.

Mainstream resource utilization are reviewed semi-annually. APR's arereviewed upon submission to the Dutchess County Department of Planningwhich transmits a summary each fall. APR data is also reviewed as part of theSuperNOFA process and the CoC Steering Committee develops action steps toimprove utilization based on this data.

Does the CoC have an active planningcommittee that meets at least 3 times per year

to improve CoC-wide participation inmainstream programs?

Yes

If "Yes", indicate all meeting dates in the past 12 months.

May 14, 2007; June 18, 2007; July 27, 2007; January 24, 2008; February 1,2008

Does the CoC coordinate with the StateInteragency Council on Homelessness to

reduce or remove barriers to accessingmainstream services?

No

Does the CoC and/or its providers havespecialized staff whose primary responsibility

is to identify, enroll, and follow-up withhomeless persons on participation in

mainstream programs?

Yes

If yes, identify these staff members Provider Staff

Does the CoC systematically provide trainingon how to identify eligibility and program

changes for mainstream programs toprovider staff.

Yes

If "Yes", specify the frequency of the training. Monthly or more

Does the CoC uses HMIS to screen for benefiteligibility?

No

If "Yes", indicate for which mainstream programs HMIS completesscreening.

Has the CoC participated in SOAR training? No

If "Yes", indicate training date(s).


Exhibit 1 10/22/2008

4G: Homeless Assistance Providers Enrollment and

Participation in Mainstream Programs

Indicate the percentage of homeless assistance providers that are

implementing the following activities:Activity Percentage

1. Case managers systematically assist clients in completing applications for mainstream benefits.1a. Describe how service is generally provided:

100%

At intake, the Case manager meets with the client to assess the client's unmet needs and eligibility formainstream resources. An individualized plan with specific action steps is developed to assist the client in

obtaining the identified needed resources. The plan is updated & new goals are added as appropriate.

2. Homeless assistance providers supply transportation assistance to clients to attend mainstreambenefit appointments, employment training, or jobs.

100%

3. Homeless assistance providers use a single application form for four or more mainstreamprograms:3.a Indicate for which mainstream programs the form applies:

100%

Public Assistance, Food Stamps, Medicaid, & HEAP

4. Homeless assistance providers have staff systematically follow-up to ensure mainstream benefits are received.

100%

4a. Describe the follow-up process:

All assigned housing provider case managers contact the appropriate agencies to ensure all requireddocumentation is submitted. Follow-up is provided to both the client & the agency until the benefit is

received. These C.M.'s keep copies of the benefit letters in the client record. If the client is denied, the C.M.assists the client in reapplying, requesting a fair hearing, &/or seeking alternate benefits. Some agencies

have program staff routinely review the client record to monitor the progress of obtaining benefits. The MHALiving Room program, a homeless assistance SSO project. They provide follow-up services if the client

returns to the program.


Exhibit 1 10/22/2008

Questionnaire for HUD's Initiative on Removal of Regulatory

Barriers (HUD 27300)

Complete Part A if the CoC Lead Agency is a local jurisdiction (a countyexercising land use and building regulatory authority and anotherapplicant type applying for projects located in such jurisdiction or county(collectively or jurisdiction).

Complete Part B if the CoC Lead Agency is a State agency, department, orother applicant for projects located in unincorporated areas or areasotherwise not covered in Part A.

Indicate the section applicable to the CoCLead Agency:

Part B


Exhibit 1 10/22/2008

Part B - Page 1

State Agencies and Departments or Other Applicants for Projects Locatedin Unincorporated Areas or Areas Otherwise Not Covered in Part A

1. Does your state, either in its planning and zoning enabling legislation or in any other legislation, requirelocalities regulating development have a comprehensive plan with a "housing element?" If you select No, skipto question 4.

Yes

2. Does your state require that a local jurisdiction?s comprehensive plan estimate current and anticipatedhousing needs, taking into account the anticipated growth of the region, for existing and future residents,including low, moderate, and middle income families, for at least the next five years?

No

3. Does your state's zoning enabling legislation require that a local jurisdiction's zoning ordinance have a)sufficient land use and density categories (multifamily housing, duplexes, small lot homes and other similarelements); and, b) sufficient land zoned or mapped in these categories, that can permit the building ofaffordable housing that addresses the needs identified in the comprehensive plan?

No

4. Does your state have an agency or office that includes a specific mission to determine whether localgovernments have policies or procedures that are raising costs or otherwise discouraging affordable housing?

Yes

5. Does your state have a legal or administrative requirement that local governments undertake periodic self-evaluation of regulations and processes to assess their impact upon housing affordability address thesebarriers to affordability?

No

6. Does your state have a technical assistance or education program for local jurisdictions that includesassisting them in identifying regulatory barriers and in recommending strategies to local governments for theirremoval?

Yes

7. Does your state have specific enabling legislation for local impact fees? If No, skip to question 9. No

8. If you responded Yes to question 7, does the state statute provide criteria that sets standards for theallowable type of capital investments that have a direct relationship between the fee and the development(nexus) and a method for fee calculation?

9. Does your state provide significant financial assistance to local governments for housing, communitydevelopment and/or transportation that includes funding prioritization or linking funding on the basis of localregulatory barrier removal activities?

No


Exhibit 1 10/22/2008

Part B - Page 2

10. Does your state have a mandatory state-wide building code that a) does not permit local technicalamendments and b) uses a recent version (i.e. published within the last five years or, if no recent version hasbeen published, the last version published) of one of the nationally recognized model building codes (i.e. theInternational Code Council (ICC), the Building Officials and Code Administrators International (BOCA), theSouthern Building Code Congress International (SBCI) the International Conference of Building Officials (ICBO),the National Fire Protection Association (NFPA)) without significant technical amendment or modification?Alternatively, if the state has made significant technical amendment to the model code, can the state supplysupporting data that the amendments do not negatively impact affordability?

Yes

11. Has your jurisdiction adopted specific building code language regarding housing rehabilitation thatencourages such rehabilitation through gradated regulatory requirements applicable as different levels of workare performed in existing buildings? Such code language increases regulatory requirements (the additionalimprovements required as a matter of regulatory policy) in proportion to the extent of rehabilitation that anowner/developer chooses to do on a voluntary basis. For further information see HUD publication: "SmartCodes in Your Community: A Guide to Building Rehabilitation Codes" athttp://www.huduser.org/publications/destech/smartcodes.html.

No

12. Within the past five years has your state made any changes to its own processes or requirements tostreamline or consolidate the state?s own approval processes involving permits for water or wastewater,environmental review, or other State-administered permits or programs involving housing development. If yes,briefly describe.

Yes

Adopted new building codes based on nationally recognized standards and streamlined HOME Program applications

13. Within the past five years, has your state (i.e., Governor, legislature, planning department) directly or inpartnership with major private or public stakeholders, convened or funded comprehensive studies,commissions, or panels to review state or local rules, regulations, development standards, and processes toassess their impact on the supply of affordable housing?

No

14. Within the past five years, has the state initiated major regulatory reforms either as a result of the abovestudy or as a result of information identified in the barrier component of the states Consolidated Plan submittedto HUD? If yes, briefly describe.

Yes

15. Has the state undertaken any other actions regarding local jurisdiction?s regulation of housing developmentincluding permitting, land use, building or subdivision regulations, or other related administrative procedures?If yes, briefly list these actions.

No


Exhibit 1 10/22/2008

Continuum of Care (CoC) Project Listing

Instructions:To upload all Exhibit 2 applications that have been submitted to this CoC, click on the "UpdateList" button. This process may take several hours depending on the size of the CoC, howeverthe CoC can either work on other parts of Exhibit 1 or it can log out of e-snaps and come backlater to view the updated list. To rank a project, click on the icon next to each project to viewproject details.

For additional instructions, refer to the 2008 Project Listing Instructions on the left-hand menubar.

ProjectName

DateSubmitted

GrantTerm

ApplicantName

BudgetAmount

Proj Type Prog Type CompType

Rank

DC HMIS 2008-10-2117:19:...

1 Year GatewayCommunity...

45,120 RenewalProject

SHP HMIS F8

MICASupportedAp...

2008-10-0712:15:...

1 Year GatewayCommunity...


SHP PH X

Brookhaven Transi...

2008-09-0911:42:...

1 Year GraceSmithHouse...


SHP TH F3

HillcrestHouse

2008-10-2114:19:...

1 Year HudsonRiverHousing


SHP TH F7

HRH RiverHaven I...

2008-10-0915:22:...

1 Year County ofDutchess


SHP SSO F1

MHALivingRoom

2008-10-1609:14:...



SHP SSO F2

RiverHavenTrans...

2008-10-2114:21:...

1 Year HudsonRiverHousing


SHP TH F5

NortheastShelter

2008-09-2912:22:...

1 Year GraceSmithHouse...


SHP SSO F6

RSS MICAShelter ...

2008-10-0911:46:...



S+C SRA U12

HRHHomeBase I

2008-10-0911:22:...



S+C SRA U10

HRHShelterPlus ...

2008-10-0911:41:...



S+C TRA U13

MARCShelterPlus...

2008-10-0911:43:...



S+C SRA U11

Rapid Re-Housing

2008-10-2212:22:...

3 Years HudsonRiverHousing

100,161 NewProject

SHP TH R9


Exhibit 1 10/22/2008

GatewayMICASupp...

2008-10-0911:09:...



SHP PH F4


Exhibit 1 10/22/2008

Budget Summary

FPRN $386,644

Rapid Re-Housing $100,161

Samaritan Housing $0

SPC Renewal $433,236

Rejected $39,862


Exhibit 1 10/22/2008

1A. Continuum of Care (CoC) Identification - Dutchess …€¦ · Continuum of Care (CoC)...

Documents

Transcript of 1A. Continuum of Care (CoC) Identification - Dutchess …€¦ · Continuum of Care (CoC)...