Homeless Services and Supportive Housing CSA Attachment H

  1. Introduction
  2. Applicable Rules
  3. Program Services
  4. Program Plan and Deliverables
  5. Payment
  6. Eligibility Criteria
  7. Reporting Requirements
  8. Special Conditions

I. Introduction

This document serves as an attachment to the Illinois Department of Human Services (the Department) Community Services Agreement and sets forth supplemental contractual obligations between the provider and the Department. The attachment provides contractual requirements beyond and in addition to those in the agreement and is intended to deal with the programmatic areas of the Bureau of Homeless Services and Supportive Housing.

II. Applicable Rules

305 ILCS 5/4-12 as amended

305 ILCS 5/12-4.5

III. PROGRAM SERVICES

The Bureau of Homeless Services and Supportive Housing works through several programs to improve the lives of families and individuals by providing emergency shelter and supportive services, in partnership with local organizations, that stabilize households and promote self-reliance. The following is a listing of service programs funded by the Bureau of Homeless Services and Supportive Housing. The provider will provide the service program(s) specified in the attachment and in accordance with the applicable Program Funding Application and program manual.

A. Supportive Housing

Supportive Housing providers will deliver supportive services to low-income persons, residing in permanent housing units, who are formerly homeless or at risk of becoming homeless; or to homeless persons residing in transitional facilities who are prepared to move into permanent housing as specified in the provider's program plan. Supportive Housing providers must provide case management, advocacy, and counseling.

B. Emergency and Transitional Housing

Emergency and Transitional Housing (E&TH) providers will provide, at a minimum, shelter, food and supportive services, as well as case management, advocacy, and counseling. Shelter services must include one or more of the following:

  1. Overnight Shelter - Provides emergency sleeping accommodations for a period not to exceed twelve (12) hours. Access to food service for at least one (1) meal per day is required. In addition, case management, advocacy, and counseling services are required.
  2. Voucher Shelter - Provides for emergency shelter on a per diem basis at a nearby hotel, motel or similar facility when other overnight shelter is not available. Access to food services for at least one (1) meal is required. In addition, case management, advocacy, and counseling services are required.
  3. Transitional Shelter - Provides a temporary residence for a period not to exceed twenty-four (24) months. Access to food and supportive services are required. Transitional shelters are permitted to charge fees for shelter services. Fees cannot exceed 30% of the adjusted household income in any one month and cannot be used as a source of match to E&TH Funds.

C. Homeless Prevention

Homeless Prevention providers will provide one or more of the following services:

  1. rental/mortgage assistance not to exceed two months of specified rent/mortgage;
  2. rental/mortgage arrearage not to exceed three months of specified rent/mortgage;
  3. utility assistance with no specific time limitations;
  4. utility arrearage with no specific time limitations;
  5. rent/security deposit not to exceed two months of specified deposit; or
  6. case management not to exceed 10% of the total grant;
  7. supportive services directly related to the prevention of homelessness or repeated episodes of homelessness.

All Homeless Prevention program providers will adhere to the requirements outlined in the Homeless Prevention Act. (http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1436&ChapAct=310%26nbsp%3BILCS%26nbsp%3B70%2F&ChapterID=29&ChapterName=HOUSING&ActName=Homelessness+Prevention+Act%2E)

D. Homeless Tax Write-In

Homeless Tax Write-In providers funded by the Department will provide, at a minimum, shelter, food and supportive services. In addition, the provider may provide prevention services to homeless persons or persons at-risk of becoming homeless. Homeless Tax Write-In providers may make equipment or facility-related purchases or capital improvements to their shelters using Homeless Tax Write-In funds.

E. Special Programs

The Bureau of Homeless Services and Supportive Housing manages several special projects related to health, homelessness, and food distribution and nutrition in Illinois. Special projects include a monthly provider newsletter managed by a not-for-profit organization contracted by the Department. A health related special project is managed by a local not-for-profit provider and is directed toward indigent individuals in need of life-sustaining pharmaceuticals. Special projects related to food and commodities distribution issues include a Supplemental Nutrition Assistance Program (SNAP) Outreach project managed by a not-for-profit provider, SNAP Education Program and TANF Food Purchase Program which provides State funds to purchase additional food for Illinois food banks. During the fiscal year, both ongoing and new special projects may be required to address the varying needs of the participants served by the Bureau of Homeless Services and Supportive Housing as well as any related needs of the Department. Services will be negotiated individually and may be restricted to target populations, specified communities or geographical areas. The Department shall establish terms and conditions regarding payment and program requirements.

F. Emergency Food Program

All contractors (i.e., foodbanks) under the Emergency Food Program (EFP) provide storage, handling and distribution of both USDA commodities and privately donated/purchased food in a specifically designated county based geographic service area, through a network of EFP contracted distribution sites. The distribution sites are food pantries, soup kitchens and shelters, which provide direct service to the eligible public.


G. TANF Food Purchase Program

In addition to the USDA commodities and privately donated/purchased food distributed to all eligible EFP households, some EFP households are eligible for additional food purchased through the TANF Food Purchase Program. Based upon an annual, IDHS-approved budget for the TANF Food Purchase Program, contracted foodbanks are awarded a TANF grant to purchase nutritional food items in bulk for distribution to food pantries, soup kitchens, and homeless shelters who, in turn, distribute to TANF-eligible households in need. Households with at least one member 18 years or younger are TANF-eligible and may also receive the commodities specifically designated for the TANF Food Purchase Program (TANF-eligible households meet income eligibility under regular EFP). TANF-eligible households that receive both UDSA commodities and TANF products must sign both an EFP signature sheet and a TANF Food Grant signature sheet to self-declare their eligibility.

If you have any questions or require further information, please contact DHS' Division of Human Capital Development at (312) 793-0683 or (217) 785-3300.

IV. PROGRAM PLAN AND DELIVERABLES

All providers are required to have on file with the Bureau of Homeless Services and Supportive Housing an approved Grant Funding Application and program budget. These Grant Funding Applications should outline program services, deliverables, service population, facility descriptions, staffing plans, case management, supportive services, food bank participation, Continuum of Care participation, matching funds, as well as providing a budget and address participant case record requirements. The Grant Funding Application will serve as the formal statement of requirements between the provider and the Department. Any modifications or amendments to the Grant Funding Application must be submitted by the provider in writing and are subject to approval by the Department's Bureau of Homeless Services and Supportive Housing. Homeless Prevention providers are, however, allowed to move funds within the rent, security deposit and utility cost categories or from the supportive services category into the rent, security deposit and utility categories without prior approval.

A. Supportive Housing Program Deliverables

All deliverables will be verified by on-site monitoring visits, through review of data in the web-based reporting system, or by other means as the Department deems necessary.

  • All participants are provided with case management services, counseling services, and advocacy services within five days of admittance to the program. All participants may have documented access when applicable, to other supportive services. The outcome will be verified through on-site field monitoring.
  • All participants will have a service plan developed for implementation within the first week of admittance to the program.  The individual service plan must detail monthly outcomes as well as ongoing goals to be accomplished by the participant(s) with the assistance of the provider. The outcome will be verified through on-site field monitoring.
  • All participants will have access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours. The outcome will be verified through on-site field monitoring.
  • All participants will have a completed intake and assessment done upon entry into the program.  Providers must submit all intake and assessment forms to IDHS annually for approval. The outcome will be verified through on-site field monitoring.
  • All progress and supportive services for participants will be tracked and progress reported within each participant's case file that includes at a minimum, a record of the participant's supportive services, case management, progress, and benefit assistance. The outcome will be verified through on-site field monitoring and the web-based reporting system.
  • All providers will have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program(s) they administer for IDHS.  This plan may include outreach to the other community service agencies, the local FCRC, and other outreach entities.  IDHS must be advised of any publication and distribution of fliers, printed materials, and brochures that are part of the IDHS funded program(s).  The outcome will be verified through on-site field monitoring.
  • All providers will have a written agreement or Memorandum of Understanding (MOU) for referrals to other social service agencies.  The MOU must include:
    1. a description of the types of service(s) to be provided;
    2. a description detailing how referrals will be handled by each entity; and
    3. a description of any follow-up actions.
  • All providers will have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly know as Food Stamps), All Kids, medical and disability assistance, as well as other resources that address the needs of the program participants.  The outcome will be verified through on-site field monitoring.
  • All providers will have the ability to download the IDHS SNAP application and distribute it to eligible households. The outcome will be verified through on-site field monitoring and the web-based reporting system.
  • All providers will accurately report outcomes and submit reports to IDHS within the designated time frames utilizing the web-based reporting system.  The outcome will be verified through on-site field monitoring.

The following projected data is included in the provider's Funding Application:

  • the projected, unduplicated number of participants to be served during the fiscal year; and
  • the projected, unduplicated number of households expected to be served during the fiscal year.

B. Emergency and Transitional Housing Program Deliverables

All deliverables will be verified by on-site monitoring visits, through review of data in the required web-based reporting system, or by other means as the Department deems necessary.

  • All participants will be provided with case management services, counseling services, and advocacy services within 5 days of admittance to the program for transitional programs and within 15 days for overnight programs. The outcome will be verified through the IDHS web-based reporting system.
  • All participants will have access to case management services outside of normal business hours of operation including, but not limited to evening case management service hours. The outcome will be verified through on-site field monitoring.
  • All participants will have completed intake and assessment done upon entry into the program. Providers must submit all intake and assessment forms to IDHS annually for approval.  The outcome will be verified by on-site field monitoring.
  • All providers will have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program(s) they administer for IDHS.  This plan must include outreach to other community service agencies and the local FCRC.  IDHS must be advised of any publication and/or distribution of fliers, printed materials, and brochures that are part of the IDHS funded program.
  • All providers will have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.  The outcome will be verified by on-site field monitoring and the Department's web-based reporting system.
  • All progress and supportive services for transitional shelter participants will be tracked and reported within each participant's case file through the development of an Individual Service Plan that includes at a minimum a record of the participant's supportive services, case management, outcomes, goals, progress notes, and benefit assistance. The outcome will be verified through on-site field monitoring.
  • All providers will have the ability to download the IDHS SNAP application and distribute it to all eligible households. The outcome will be verified through on-site field monitoring.
  • All providers will have a written agreement or memorandum of understanding for referrals with other social services providers. The agreement or memorandum of understanding must include at a minimum: the type of service to be provided, the referral process of each agency, and follow-up actions. The outcome will be verified through on-site field monitoring.
  • All providers will accurately report outcomes and submit quarterly reports to IDHS utilizing the Emergency and Transitional Housing web-based reporting system.  The outcome will be verified through on-site field monitoring.

All providers will provide the following information in the annual Grant Funding Application:

  • an unduplicated number of projected participants to be served during the fiscal year;
  • an unduplicated number of projected households to be served during the fiscal year;
  • the projected nights of shelter to be provided during the fiscal year; and
  • the projected number of meals to be provided, served, purchased, or vouchered, during the fiscal year.

Projected versus actual outcomes will be tracked and verified through the web-based reporting system and through on-site monitoring reviews.

C. Homeless Prevention Program Deliverables

All deliverables will be verified by on-site monitoring visits, through review of data in the required web-based reporting system, or by other means as the Department deems necessary.

  • All providers will have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly know as Food Stamps), All Kids, medical assistance, disability assistance, as well as other resources that address the needs of the population targeted for service. The outcome will be verified through on-site field monitoring.
  • All providers will attend local Continuum of Care homeless network meetings and report on progress and distribution of IDHS funds from the Illinois Department of Human Services (IDHS). The outcome will be verified through on-site field monitoring.
  • All providers will have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program(s) they administer for the IDHS.This plan must include outreach to other community service agencies, court and sheriff's personnel involved with eviction matters, and other outreach entities.  IDHS must be advised of any publication and/or distribution of fliers, printed materials, and brochures that are part of the IDHS funded program. The outcome will be verified by on-site field monitoring.
  • All providers will document participant need and eligibility, and maintain documentation in the participant's files for a minimum of five years.  All providers must use the Homeless Prevention Documentation Checklist tool to assure completeness of the participant's file. The outcome will be verified by on-site field monitoring.
  • All providers will expend program funds under any of the allowable cost categories: prevention rental/mortgage assistance, security deposit assistance, utility assistance, approved case management, and approved legal services according to program rules and consistent with the purposes of the Homeless Prevention Act. The outcome will be verified by on-site field monitoring and the Department's web-based reporting system.
  • All providers will adhere to the IDHS program requirements including non-discrimination and community-wide access to Homeless Prevention Program Services. The outcome will be verified by on-site field monitoring.
  • All providers will conduct a follow-up on all households served through the program during the previous fiscal year. The outcome will be verified through the Department's web-based reporting system.
  • All providers must have the ability to download the IDHS SNAP application and distribute it to eligible households. All providers must also screen every Homeless Prevention Program household to determine their need and eligibility for LIHEAP assistance and, based upon that determination, assist with a LIHEAP application (or referral). The outcomes will be verified through the Department's web-based reporting system.
  • All participants will have a complete intake and assessment done upon entry into the program.  Providers must submit all intake and assessment forms to IDHS annually for approval. The outcomes will be verified by on-site field monitoring.
  • All providers will have a written agreement or Memorandum of Understanding for referrals to other social service providers.  The agreement or Memorandum at a minimum must include: type(s) of service(s) to be provided, how referrals will be handled by each entity, and follow-up actions.  The outcome will be verified through on-site field monitoring.
  • All providers will report deliverables and outcomes using the Homeless Prevention Program web-based reporting system.
  • The following projected data are also included in the provider's Grant Funding Application:
    1. the projected total number of households served; and
    2. the projected number of households receiving rental/mortgage assistance; and
    3. the projected number of households receiving utility assistance; and
    4. the projected number of households receiving security deposit assistance.

D. Emergency Food Program Deliverables

All providers are required to meet all standard terms, conditions and certifications as delineated in the Department Emergency Food Program Request for Proposals published in September 2007. In addition all providers must execute the following deliverables:

  • Distribute donated food to pantries, soup kitchens, and homeless shelters;
  • Assure that each distribution site has a policy of non-discrimination and that donated food is made available to all eligible households to the extent that such food is available;
  • Assure that each storage site used by the Foodbank and the distribution sites complies with storage requirements in terms of temperature, security and rodent control;
  • Provide training to the pantry and soup kitchen staff on EFP program procedures;
  • Conduct annual monitoring of distribution site activities;
  • Maintain accurate receipt, distribution, inventory and fiscal records for both regular EFP and the TANF Food Purchase Program;
  • Assure that pantries and soup kitchens maintain regularly scheduled weekly hours and adhere to other program requirements;
  • Conduct outreach activities in the service area to make the community aware of donated food resources;
  • Investigate and handle complaints of irregularities and providing reports to the Department.
  • Distribute SNAP applications to food pantries, soup kitchens, and homeless shelters for distribution to potentially eligible participants. Distribute additional information to food pantries, soup kitchens, and homeless shelters to provide program or other information to distribution site staff and/or persons accessing sites for food, including but not limited to the EFP Site Manual, brochures on various programs, etc. Compile the number of SNAP applications distributed and report monthly.
  • Compile information from participant signature sheets which includes the number of households that receive SNAP and the number that do not receive SNAP.

V. PAYMENT

A. Grants

A program that receives all or part of the funding in advance of the actual delivery of service. This includes prorated prospective payments and payments made by the Department on an estimated basis or any other basis when the Department does not know the actual amount earned by the provider. This does not include advance payments made under the authority of the Illinois Finance Act (30 ILCS 105/9.05), nor does it include payments made by the Department when there is documentation prior to expiration of the lapse period to which the expenditures are charged that the goods or services were received. All funds paid as a grant are subject to the Illinois Grant Funds Recovery Act (30 ILCS 705). All funds disbursed by the Department on a grant basis are subject to reconciliation and the recovery of lapsed funds. Grant funds recovery activity is based on the Illinois Grant Funds Recovery Act (30 ILCS 705). The reconciliation will be based on one of the following methods at the election of the Department:

  • Eligible Expenditures vs. Program Revenue - This method compares the eligible expenditures to the total Department grant revenues by program. An independent audit and associated supplemental revenue and expense schedule may be required from the provider. Eligible expenditures will be determined based on 89 Ill. Adm., Part 10.
  • Eligible Services Delivered vs. Services Projected - This method compares the actual eligible services delivered to the services projected in the contract or agreement. If the services were based on a rate or unit of cost methodology, the number of eligible service units delivered times the rate or unit is compared to the total of all grant payments for that service.

B. Method of Payment

Payments for Emergency and Transitional Housing and Supportive Housing will be made as prescribed by IDHS:

  • Payments to Homeless Prevention providers are made as prescribed by IDHS.
  • Payments for the Emergency Food Program are issued at the discretion of IDHS. Providers are required to submit monthly financial reports outlining all expenditures based upon approved line item budgets.

Payments for the Tax Write-In Program and the TANF Food Purchase Program are made at a prescribed amount upon execution of the contract.

The Department reserves the right to advance additional funds to the provider beyond the prescribed method when it is in the best interest of the provider to do so. Payments for special projects will be negotiated by the Department.

C. Provider Service and Funding Application

The provider agrees to execute service and budget forms provided by the Department and submit completed forms to the Department within specified time frames.

D. Amendment, Submittals and Approvals

If necessary, a provider may file a modification to the funding application. Modifications or amendments to the funding and services plan must be submitted by the provider, in writing, and are subject to approval by the IDHS Bureau of Homeless Services and Supportive Housing. All sub-contracts or pass-through funding agreements must be approved by the Department.

E. Contract Budget Line Item Transfers

With the exception of the Homeless Prevention Program and the Emergency Food Program, providers are allowed to transfer up to a total of $500 among any Direct Service cost without having to obtain written permission from the Department. The provider should keep a record of the transfer in the event that a monitoring review is conducted. Any SNAP-Ed program provider is required to follow USDA requirements regarding budget line item transfers.

Emergency Food Program providers are allowed to transfer funds among pre-approved administrative line-items. The web-based reporting system allows for, reconciles, and documents all transfers. Capital expenditures requests greater than $5,000.00 do require approval by the IDHS Bureau of Homeless Services and Supportive Housing.

Homeless Prevention providers are allowed to move funds within the rent/mortgage, security deposit and utility cost categories or from the supportive services and case management categories into the rent/mortgage, security deposit and utility categories without prior approval.  Providers must obtain approval to move any additional funds into the supportive services and case management categories.

VI. ELIGIBILITY CRITERIA

A. Emergency and Transitional Housing, Homeless Tax Write-In and Supportive Housing Programs

Persons who are homeless or at-risk of becoming homeless are eligible for the program. A homeless person is defined as an individual or family lacking economic self-sufficiency and without a fixed regular and adequate nighttime residence or whose nighttime residence is a public or privately operated temporary shelter. In addition, persons who reside in permanent or transitional supportive housing units and who are formerly homeless or were at-risk of becoming homeless are eligible.

B. Homeless Prevention Program

Persons are eligible to receive Homeless Prevention Program funds if the household has been determined to be in imminent danger of eviction, foreclosure, or homelessness, or is currently homeless AND the household documents a temporary economic crisis beyond the household's control that is evidenced by at least one of the following conditions:

  1. Loss of employment;
  2. Medical disability or emergency;
  3. Loss or delay of some form of public benefits;
  4. Natural disaster;
  5. Substantial change in household composition;
  6. Victimization by criminal activity;
  7. Illegal action by a landlord;
  8. Displacement by government or private action;
  9. Some other condition which constitutes a hardship comparable to the conditions enumerated above;
  10. Other Federal, State or local housing subsidies are unavailable.

Eligible persons must also be able to demonstrate an ability to meet their prospective rental/utility/mortgage obligations after assistance has been granted, based on current or anticipated income.

Time Limitation for Accessing Program Funding:

All eligible Homeless Prevention households may access assistance every two years. In the event a household requires additional Homeless Prevention Program assistance within a 2-year period, exceptions will be considered. All exceptions must be submitted to and approved by the IDHS Homeless Prevention Program staff.

C. SNAP Education Program

Persons are eligible to receive SNAP Education program services who are SNAP households or low-income households. Eligibility is subject to the approved USDA waivers as outlined in referenced exhibits.

Federal Funding under SNAP-Ed

All Federal funds awarded to a provider must be maintained and accounted for separately from State General Revenue funding.

Any SNAP-Ed program provider is required to abide by all the terms and conditions of the Federal United States Department of Agriculture's SNAP Education program funding requirements as outlined in the current Federal Fiscal Year SNAP Education Plan Guidance, the USDA current Federal Fiscal Year approved SNAP Education Plan and the referenced exhibits.

D. Emergency Food Program

To receive USDA commodities households must meet the following criteria:

(1) a household's income must be equal to or less than 130% of the federal poverty level published annually by the Federal Department of Health and Human Services and (2) the household must reside in the State of Illinois. The signatory of the household receiving USDA commodities must attest through self-declaration that the monthly income of the household is equal to or less than 130% of the federal poverty level for the household. Participants of USDA commodities must sign the self-declaration sheet certifying income eligibility. The Department requires that distribution sites accept self-declaration of eligibility. Participants at sites serving prepared meals are presumed eligible for USDA commodities. Documentation of eligibility is not allowed at soup kitchens.

VII. REPORTING REQUIREMENTS

The provider must submit complete and accurate service and fiscal reports. Unless otherwise notified in writing by the Department, Emergency and Transitional Housing, Homeless Prevention and Supportive Housing providers are required to submit quarterly participant services and fiscal reports to the Department 20 days after the end of each state fiscal quarter through the web-based reporting system.

Emergency Food program providers are required to submit monthly fiscal, service, and inventory reports to the Department 20 days after the end of each month through the web-based reporting system.

Providers shall also report any other data requested by the Department in order to carry out its duties. SNAP Education program and SNAP Outreach providers are required to submit fiscal reports quarterly and program reports semi-annually.

VIII. SPECIAL CONDITIONS

A. Mandatory Meetings and Training

The Bureau of Homeless Services and Supportive Housing may designate any meeting or training it deems necessary as mandatory for provider attendance. The provider shall attend all mandatory training. Providers will be given adequate notice of such training.

B. Data

The provider must submit to the Department any and all data required for the proper operation of its funded programs. The provider must submit data in a timely manner in a format prescribed by the Department. Service and fiscal reporting shall be completed accurately and timely by the provider.

C. Compliance with Life/Safety Standards and Requirements

The provider shall comply with applicable state and local ordinances including, but not limited to, fire, building, zoning, sanitation, health and safety requirements for each program facility and annually submit written documentation of compliance to the Department.

D. Funding Reserve

Reductions in Amounts Payable: The amount(s) payable, or estimated amount(s) payable, to vendor/provider under the agreement and this attachment may be subject to a reduction as necessary or advisable, based upon actual or projected budgetary considerations, at the sole discretion of the Illinois Department of Human Services.

E. Reference to Four (4) Month Contract Deliverables

Contracts are effective through October 31, 2011. It is the intention of DHS to amend the contracts with additional contract language prior to October 31, 2011.

Deliverables set forth in the attachments are hereby prorated to one-third (1/3) of the stated outcomes to be achieved until such time this contract is amended to state otherwise.

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