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HOMELESSNESSSOLUTIONS POLICIES ANDPROCEDURES MANUALCommunity Development Block Grant (CDBG)and Emergency Solutions Grants (ESG)ProgramsCity of DetroitOffice of Housing RevitalizationColeman A. Young Municipal Center2 Woodward Ave, Suite 908Detroit, MI 482261
Published September 2018Updated July 2022City of Detroit Contact InformationStaff working at the City of Detroit’s Housing and Revitalization Department maintaintraditional business hours and can be contacted at:Phone: 313.224.6380Website: http://www.detroitmi.gov/HRD2
ContentsSection 1: General Information and Background . 13Purpose of This Document . 13How to Use This Document . 13Guiding Principles .14ESG Overview .15Frequently Used Terms .15Section 2: Funding Process and Requirements . 16Overview . 16Grant Awards and Spending Requirements . 16City of Detroit Subrecipients . 18Eligible Subrecipients . 18Subrecipient Requirements. 18Subrecipient Leadership & Management . 18HUD Requirements . 19Additional HUD Requirements . 19Match Requirements .20Federal Requirements .20Subrecipient Match Requirements .21Documenting Match Requirements .21Client Grievance Process . 22Overview . 22Grievance Investigation Procedure . 22City Responses to Grievances . 24Grievance Appeals . 24Section 3: Coordinated Entry System . 26CAM Access . 26During CAM Operating Hours: . 26After CAM Operating Hours/Weekends/Holidays . 263
Street Outreach . 27CAM Liaisons . 27Shelter CAM Policies. 27Requesting a VI-SPDAT or Full SPDAT Re-assessment . 28Re-Assessment Process: . 28CAM Coordination Related to Housing Choice Vouchers (HCV) . 29Section 4: Principles of Best Practice . 31Overview . 31Equal Access to Housing Regardless of Sexual Orientation or Gender Identity . 31Violence Against Women Act (VAWA) . 33Americans with Disabilities Act (ADA) Compliance . 34Reasonable Accommodations/Modifications . 34Low-Barrier . 35Federal Fair Housing Act.36Termination of Assistance .36Client Confidentiality and Privacy Policies. 37Homeless Management Information Systems (HMIS) Requirements .39Section 5: Overview of ESG Program Components .40Overview .40Requirements for All Program Components .40Subrecipient Agreement Requirements .40Subrecipient Staff Training .41Implementing Assistance Under the Uniform Relocation Assistance and RealProperty Acquisition Policies Act of 1970 (URA) .41Minimum Period of Use . 43Eligible Program Participants . 44Program Component . 44Record Keeping . 44Section 6: Street Outreach and Navigation . 45Overview . 454
Funding Priorities . 45Street Outreach Program Types . 45Street Outreach Component Expectations . 46Housing Navigation Component Expectations. 46Eligibility and Target Population. 47Eligible Activities. 48Engagement . 48Case Management . 48Emergency Health Services . 49Emergency Mental Health . 49Transportation . 50Services for Special Populations . 50HMIS . 50Outreach Performance Measures .51Severe Weather Policy .51Client Files and Record Keeping . 52General Program Documentation . 52Section 7: Emergency Shelter . 53Overview . 53Funding Priorities . 53Target Population . 54Shelter Expectations . 54Participation with Coordinated Entry . 55Types of Emergency Shelters . 55Single-Sex Shelters . 55Family Shelter . 56Special Population Shelter . 56Warming Center . 57Eligible Activities. 575
Essential Services . 57Renovations . 62Shelter Operations .63Assistance required under the Uniform Relocation Assistance and Real PropertyAcquisition Policies Act of 1970 (URA).63HMIS . 64Shelter Performance Measures . 64Shelter Habitability and Lead Requirements . 65Habitability . 65Lead Based Paint Requirements .66Emergency Shelter Operation Policies. 67Low-Barrier Shelter Expectations .69Involuntary Family Separation .69Religion . 70Service Animals . 70Shelter Resident Death . 71Shelter Resident Personal Belongings . 72Shelter Resident Money and Valuables . 72Shelter Resident Prescription Medications . 72Substance Use . 72Weapons . 74Violent Behavior. 74Intake Procedures for Emergency Shelters . 75Hours of Operation . 75Intake Procedures . 76Provision of Services . 77Case Management Services. 77Special Population Considerations . 78Exit and Termination Policies . 80Warnings . 816
Suspension . 81Bans . 81Involuntary Discharge . 83Participant Discharge/Termination of Assistance . 84Emergency Shelter Client Files . 85Required File Documentation . 85Other Emergency Shelter Documentation .86Section 8: Rapid Re-Housing and Homelessness Prevention Introduction .89Overview .89Section 9: Rapid Re-Housing . 90Overview . 90Funding Priorities . 90Target Population . 91Types of RRH Programs . 912023 RRH Programs . 91Referrals and Eligibility . 92Referrals . 92Rapid Re-Housing Prioritization and Referral Process. 92Referral to Rapid Re-housing Providers .93Security Deposit Only Referrals . 94Documentation of Eligibility . 94Rapid Re-Housing Program Referral Refusals . 95Documenting Referrals in HMIS .96Client Files and Recordkeeping . 97General Program Documentation . 97Use of Standardized Rapid Re-Housing Forms . 97Client File Maintenance . 97Eligible Activities. 100Rental Assistance . 1007
Housing Relocation and Stabilization Services . 100HMIS . 104RRH Performance Measures . 105RRH Supportive Services . 105Calculating Rental and Program Assistance Payments . 106Subsidy Layering . 106Leases and Rental Assistance Agreements . 106Rent Reasonableness . 108Fair Market Rent (FMR) . 108Inspection and Lead-Based Paint Requirements . 108Termination of Assistance . 109Section 10: Homelessness Prevention . 111Overview . 111Funding Priorities . 111Target Population . 112Referrals . 112Referral Outcome . 113Homeless Prevention Performance Measures . 113Eligible Activities. 113Rental Assistance . 113Housing Relocation and Stabilization Services . 114HMIS . 118Homeless Prevention Client Files . 118General Program Documentation . 118All Client Files . 119Homelessness Prevention Specific Forms . 119Documenting Income . 119Calculating Rental and Program Assistance Payments . 120Subsidy Layering . 1208
Leases and Rental Assistance Agreements . 120Rent Reasonableness . 122Fair Market Rent (FMR) . 122Inspection and Lead-Based Paint Requirements . 122Section 11: Homeless Management Information System (HMIS) . 124Overview . 124Eligible HMIS Activities . 124Section 12: Eligible Participation and Recordkeeping . 126Introduction to Determining Eligibility for ESG Programs . 126Homeless Categories . 126Introduction to Recordkeeping . 127Written Standards Requirements for Subrecipients . 127Detailed Documentation Options and Types . 128Section 13: Grant Administration . 132Agency Recordkeeping and Reporting Requirements . 132Program Specific Requirements . 134Street Outreach . 134Emergency Shelter . 135Rapid Re-housing . 137Homelessness Prevention . 139Period of Record Retention . 143Access to Records. 143Conflict of Interest . 143Exceptions . 144Non-Discrimination, Equal Opportunity, and Affirmative Outreach . 144Uniform Administrative Requirements . 145Environmental Review Responsibilities. 145Davis-Bacon Act. 146Procurement of Recovered Materials . 1469
Section 504 of the Rehabilitation Act of 1973 . 146Faith-Based Activities . 146Lobbying Requirements . 148Financial Management and Procurement Requirements . 148Section 14: Program Monitoring . 149Overview . 149Monitoring Process . 149On-Site Monitoring . 149Remote Monitoring . 150The Monitoring Visit . 150Entrance Conference. 150During the Visit . 151Exit Conference . 151After the Monitoring Visit. 151Appendix I . 153Frequently Used Terms and Definitions . 153Americans with Disabilities Act (ADA) Compliance . 153Continuum of Care . 153Definitions of Homelessness . 153Definition of Chronically Homeless .
There are supplemental policy and procedure manuals that should be used referenced as needed. Rapid Re-housing Policies and Procedures Housing Choice Voucher Policies and Procedures Policies and Procedures Manual for Emergency Solutions Grants Coronavirus (ESG-CV) Homeless Programs How to Use This Document
