slide #1 © 2007 nan mckay & associates family self sufficiency: reducing fss program costs...

Slide #1©2007 Nan McKay & Associates

Family Self Sufficiency: Family Self Sufficiency: Reducing FSS Program Reducing FSS Program CostsCostsPatti Zatarian Patti Zatarian MenardMenard

© 2007 Nan McKay & Associates


Lunch and Learn Objectives

Matching FSS goals with PH and HCV goals

Ensuring PHA agency wide support for FSS program infrastructure

Utilizing existing community services

Crafting a Program Coordinating Committee


Before We Start…Let’s Review the Basics


HUD References

24CFR Part 984, SubParts (A)(B)(C)(D) PIH Notice 93-24, Q & A’s PIH Notice 95-5 Modification of Contract FSS Contract of Participation Admission and Occupancy Rule


HUD Regulations (M & M’s)

The PHA may = Choice

Choice = Policy Policy =

ACOP Administrative Plan


PHA Policy

Agency Plan

AnnualPlan

Admin & OCC Plan

Action Plan

Admin Plan


Family Self Sufficiency

Matching Housing Assistance Families

with

Existing Community Services

to

Achieve Economic Self Sufficiency


What is FSS?

Promotes economic self-sufficiency Uses HUD housing to leverage local

resources Housing is stabilizing force PHAs develop local strategies

FSS offers financial incentives Become Welfare-Free


FAMILY EXPRESSES INTEREST

Orientation Case Manager Assigned Needs Assessment Contract Terms Developed Contract Executed Between

PHA and Family


LEGISLATIVE HISTORY

HOPE Program Initiative NAHA of 1990 Builds on PSS and Bootstrap Mandatory in 1993 Amended by QHWRA of 1998


FSS ImplementationDevelop PCC

Identify & coordinate needs to resources

Develop Action PlanRevise Action Plan

Develop program designService systems

Select & service participants


FSS Program Design

Outreach

OrientingNeeds Assessment/Set Goals

Selecting

Contracting

Servicing


Case Managing & Support Services

Escrowing and Porting

Monitoring & Evaluating

Reporting

Program Evaluation Quantitative Qualitative

FSS Program Design...

Action Plan


Action Plan Requirements

Must have a HUD-approved Action Plan to operate an FSS program

Developed with PC, but PHA final decision-maker

Includes all discretionary FSS policies Must include revisions in Annual Plan


Minimum Required Contents

Demographics Selection Procedures Incentives Termination Procedures Timetable Assurances


PROGRAM COORDINATING COMMITTEE


PROGRAM COORDINATING COMMITTEE

Must establish a PCC: Can establish own or use existing entity (ex: WIA)

Assists With Program PHA Accountable Must include:

Participating Family PHA Representative


Other Possible Members

Who else…………?

Childcare

Employment

Educational

Legal

Fund-raising

Religious

Political

Financial

Entrepreneurship

Law enforcement

Marketing/Media

Social work

Case management

Homeownership


Contract of Participation


Contract of Participation

S8 Program Participants Only No Mod Rehab Project Based Okay

PH Residents Only No Tax Credit No Mixed Finance


Selection of FSS Families

FSS FAMILY HEAD

HOH for Income and Rent

ELDERLY & DISABLED Must NOT exclude if interested Must make reasonable

accommodations if requested


LOCAL SELECTION PREFERENCE

PHAs can adopt local preferences For families on waiting list for a WTW or FSS type

program

Family Not Obligated to participate in FSS Would simply move family to top of waiting list

(for housing) faster PHAs can use such a preference to negotiate

with WTW service providers


Denial of Participation May deny FSS participation

to: People who are not

motivated Previous participant who was

terminated Families where services are

unavailable Participants and residents

who owe debt to any PHA


FSS CONTRACT OF PARTICIPATION


FSS CONTRACT

Must execute COP (HUD Form 52650 required)

ITSP completed for head and each participating adult


FSS Contract

Must be signed by family head Initial term 5 Years Can be extended for “good cause”

Up To 2 Years Beyond Family Control


EXTENSIONS FOR GOOD CAUSE”

May extend to help family meet the 12 consecutive month welfare-free requirement

Contract/Escrow Continues during extension


FSS CONTRACT

May Complete Less Than 5 Years Contract May Be Modified:

1. ITSP2. Contract Term3. New FSS Head

4. Remove “termination” statement FSS Contract 12 of 2004


INDIVIDUAL TRAINING AND SERVICE PLAN

Mandatory for Head Optional for other family members

Attach to Contract Final Goal: Suitable Employment Interim Goal: Welfare-free 12 consecutive months

prior to expiration Includes Interim Goals and Incentives Any changes included as a written revision


SEEK AND MAINTAIN EMPLOYMENT

Requirement for FSS head only PHA must define “seek” PHA should develop standards for “seek”


You go!!!

COMPLETION OF THE FSS CONTRACT

All obligations complete on or before expiration of FSS contract…or


Cut the escrow check!

COMPLETION OF THE FSS CONTRACT

30% AMI equals/exceeds FMR, AND

Head certifies family welfare free


Termination of the COP

FSS Contract of Participation may be terminated: Mutual consent Failure to meet obligations Withdrawal Act inconsistent with FSS Operation of law


ESCROW ACCOUNTS


How the Escrow Account Works

Generally, escrow credit is amount rent increases as result of increase in earned income

Not always dollar for dollar Other factors affect the family rent


Disbursing FSS Account Final Disbursement….

Family fulfills all obligations under contract or

30% MAI =/> FMR Family must be free of welfare assistance

Interim Disbursements At sole discretion of PHA


Forfeiting The Account

Contract terminated Completed but family receiving welfare If head dies and remaining members

choose not to participate If family does not pay its rent, funds may

be forfeited per FSS contract

FSS Reporting

FSS PROGRAM REPORTING

HUDs Narrative Report HUDs FSS 50058 Addendum

SEMAPPHAS

PHA Program Evaluation


Reducing FSS Program Costs

Matching FSS goals with PH and HCV goals

Ensuring PHA agency wide support for FSS program infrastructure

Utilizing existing community services




FSS program has been in place for 17 years

Three studies have shown FSS families Increase earnings more than non families More likely to get services More likely to get better jobs



Strengths and challenges in those 17 years HUD support for FSS FSS staff continues to be dedicated and

enthusiastic PHAs increase the involvement of

management staff in FSS FSS families are honored and respected



Strengths and Challenges in those 17 years PHA goals are separate from FSS goals FSS operates outside PHA management

mainstream FSS designed as a stand alone program within

PHA FSS families are seen as unmotivated



Strengths and Challenges in those 17 years S8/HCV

It’s not all about HAP and Admin Fee…It’s only about HAP and Admin Fee

Public housingIt’s not all about rent…It’s only about rent



Let’s look at each challenge and strategies to turn them into opportunities

Starting with… Matching FSS and PH/HCV

Goals


Matching FSS goals with PH and HCV goals Increasing rent revenues Decreasing HAP Increasing non-HUD

funding for programs


Matching FSS and PH/HCV Goals

High performing PHAs have a strategic plan including Overall goal of PHA Goals for each program Activities used to reach goals



High performing PHAs have a strategic plan including Procedures and data

collection that measure goal attainment

A value of respect and dignity for participants and residents



Set goals, activities, and measurements for FSS as well

Make certain these are consistent with PHA goals

Create procedures that allow tracking



OpportunityMove FSS from

Social service program to Increasing revenue program

Make it a business strategy to “Know” the conditions that effect client’s

lives


Increasing Rent Revenues in PH

Transition to PBM requires tracking rent revenues in each Asset Management Project

Find current average rentFind average rent needed to cover AMP

costsTrack increase as new FSS or self

sufficiency policies and strategies are set



Consider policies that may increase average rent Priorities on wait list Providing ISA after FSS or EID end (PH only) Promoting EID and home-based businesses Allow/encourage ports as the self sufficiency

strategy that they are….



Consider policies that may increase average rent Flexible FSS policies

Extension of contractInterim disbursementsChanges in ITSP


Decreasing Housing Assistance Payments

Same steps as PH except identify HAP average and

Needed or desired HAP Set policies that are likely to reduce HAP

dependency


Increasing Non-HUD Funding

Determine current level of FSS funding Set desired or needed level of FSS funding Develop strategies to achieve that funding

Will discuss these under PCC Track actual increase in non HUD funding

Adjust FSS and SS policies and strategies accordingly



Let’s look at another challenge and turn it into an opportunity… Ensuring PHA agency

wide support for FSS program


Ensuring PHA agency support for FSS FSS computer software Working with human

resources Developing partnerships

with finance


FSS Computer Software and PH/HCV Interface

FSS Coordinator work closely with I T Make certain software is used to full capacity

120 day rule is tracked and flaggedCompletion due to 30% MAI is tracked and

flaggedEscrow calculated 50058 FSS Addenda

17i data is tracked and downloaded


FSS Computer Software and PH/HCV Interface

FSS Coordinator work closely with I T Education/training/wage data collected at

lease upAll are tracked as housing continues

Wage is tracked at COP signing andRegular intervals

Determine if FSS is having the desired effectRaising earned income AND rent paying


Working with Human Resources

Work closely with HR - ensure Coordinator position designed to meet agency goals for FSS

Many PHAs promoted, transferred, or hired direct service person as Coordinator

Only works if design and collaborations are done by other staff


Staff Positions in FSS

FSS Case Managers and FSS Coordinators have different duties

Let’s look at what Case Managers

and Coordinators do!


Case Management Activities To develop and manage effective ITSPs,

case managers: Conduct intake interviews Assess skills, abilities, needs & resources Set realistic goals, develop tasks Identify resources Monitor and document progress Complete and transition relationships


Case Manager’s Knowledge

Communication Assessment Tools Labor Market Learning Issues Crisis Mgmt Cultural Proficiency

Laws and Regs Ref/Advocacy Programs/ Resrcs Motivation Theory Documentation Evaluation


Case Manager’s Abilities

Build Trust Gather Information Describe Values Assess Strengths Prioritize Needs Develop Goals

Write Plans ID Resources Match resources Make Referrals Achieve Goals Evaluate ITSP


FSS Coordinator Activities

Develop a program needs assessment

Identify realistic outcome/performance

Match FSS program needs/goals to existing services in community


FSS Coordinator Activities

Develop new community services

Develop and maintain program outcome

Develop FSS case management record systems


FSS Coordinator’s Knowledge

Case management systems

Social service program design

Evaluation methods

Local, state, national SS programs

Group dynamics theory

Collab/Negotiation theory


FSS Coordinator’s Abilities

Supervise case managers & staff

Develop goals, objectives; tasks, tools

Develop/maintain measure of progress

Access services and teach others

Facilitate group’s clarity of purpose

Facilitate collab service design

Negotiate for common services



Job descriptions and wages should be Accurate Bench marked with

similar services



Performance standards should be Developed – also bench marked Trained Tracked



Evaluations Conduct using both

Job description andPerformance standards


Developing Partnerships with Finance

Cut costs of escrow Use software to calculate escrow

Print hard copy escrow calc to both filesDevelop quality control procedure to spot

check each escrow related issue Develop policy to report balances and post

interest in a cost effective manner Track actual length of time needed to

complete escrow functions in this manner


Developing Partnerships with Finance

Cut costs of porting Educate FSS participants on the realities of

porting Create partnerships with nearby PHAs to port

FSS families Think outside the box about long distance

ports



Let’s look at another challenge and turn it into an opportunity… Utilizing existing community

services


Utilizing Existing Community Services

To provide Case managementVocational assessmentWide range of services



To provide Case management

What ever is the roadblock to higher paying job

Partner with that agency to provide CM



To provide Vocational assessment

& planningSingle greatest

missing piece in FSSPeople have a right

to work at job they love



To provide Vocational assessment & planning

FSS working with the hardest to servePartner with agencies who specialize



To provide wide range of servicesFSS missing a range of services

Partnerships not emphasizedPriorities not sought

Work with United WayIdentify partners



Let’s look at another challenge and turn it into an opportunity… Crafting the Program

Coordinating Committee



Key design of FSSTrue leadership Designing

collaborations Making PHA a central

player in the community-wide self-sufficiency arena



True leadership and commitmentConsider goal of PCC

Truly collaborativeInformativeDirective



True leadership and commitmentMembership should be carefully considered

PHA member from PHA managementMake a statement to community What is expected of other agency



True leadership and commitmentChair person from community NOT FSS

CoordinatorFSS Coordinator is staff support to PCCExpect to spend 60% of time



True leadership and commitmentConsider level of membership

CEO or COODirectors or managersLine staff



True leadership and commitmentConsider frequency of meetings

CEOs and COOs – annuallyDirectors – QuarterlyLine Staff - Monthly


Designing Collaborations

To ensure goals are met (improve outcomes) Identify shared goals Identify shared clients Give priorities to other’s clients Get priorities for your clients


Designing Collaborations

To seek joint-funding Track successes together Watch national and local funding trends for

collaborations doing self sufficiency Fit these to your collaborative design


Make PHA - Central Player in Community-Wide Self-Sufficiency PHA management have leadership positions

Community College Board University Advisory Boards Workforce Investment Board United Way DHHS Community Council

Take the message…


Make PHA - Central Player in Community-Wide Self-Sufficiency Take the message…

This PHA is increasing self sufficiency byIncreasing access to servicesIncreasing time in education and trainingIncreasing wagesDecreasing dependency on subsidies by

This much…………..


Make PHA - Central Player in Community-Wide Self-Sufficiency Take the message…

It’s not all about the rent and HAP It’s only about the rent and HAP


Make PHA - Central Player in Community-Wide Self-Sufficiency

Take the message… It’s all about the cost and

the return on investment It’s all about the human

cost and the return in quality of life!

slide #1 © 2007 nan mckay & associates family self sufficiency: reducing fss program costs...

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