HOPWA Tools_6.9.10

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					                                                                 Brazos Valley Council of Governments
                                                                       HOPWA Program Review
Subcontractor:
Date(s) of Review:
Contract Number & Period:
Reviewers:
Program Staff Interviewed:

Indicate if program has met identified requirements using the following ratings:
M=Met PM=Partially Met NM=Not Met NR= Not Reviewed NA=Not Applicable
* A rating of Met = 2 points, Partially Met = 1 point, and Not Met = 0. Each item is given a weight of 3, 2, or 1 depending on the critical nature of the item.


                                ITEM                                 WEIGHT RATING                           SCORE                               COMMENTS
I. POLICIES AND PROCEDURES
A.  The agency’s confidentiality policy includes particular care to 
assure confidentiality by having Agency’s correspondence, 
                                                                       3                                         0
envelopes and checks to landlords, utilities, etc., not reveal the
client is receiving assistance due to HIV/AIDS.
B. The agency has a written policy and procedure to address
the documentation of local demand for housing needs beyond
their current capacity using waiting lists. The following items are
included in this policy:
    ● Instructions for such documentation through the use of
    two separate waiting lists: one for clients needing TBRA, and      2                                         0
    one for clients needing STRMU.
    ●  A plan outlining the agency’s response to such demands.
    ●  A policy to prioritize clients on the two HOPWA waiting
    lists.




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C. The agency has a written grace-period policy to address the
provision of assistance to survivors and remaining household
members of clients who die or enter incarceration, drug
treatment, and long term/hospice care, including the following
criteria:
                                                                       2   0
    ● The grace period cannot exceed 12 months for long term
    rental assistance or 147 days in a 52 week period for
    emergency assistance.
    ● If client is deceased, the survivor’s benefits may not 
    exceed the maximum balance of the certification period.
D. The agency has a written outreach plan for
sharing/promoting HOPWA program assistance and eligibility             2   0
information within the HSDA.
E. The agency has a policy for supervisor review of HOPWA
                                                                       2   0
applications prior to approval.
F. The agency has a policy and procedure for offering the
following options of taking applications:
    ● Regular office Interviews
    ● Special Office Interviews conducted outside of regular           2   0
    business hours for those unable to apply during these hours.
    ● Home Visit Interviews


G. The agency has written policies and procedures to address
the following regarding the Housing Choice Voucher Program:




                                                                       3   0




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   ●    Requiring all HOPWA clients to apply for Housing Choice
     Voucher (HCV) Program and renew this application every 90
     days or as required by the HCV program.
     ● Clearly stating that failure to accept HCV or other
                                                                          3   0
     affordable housing programs when offered will result in
     termination of HOPWA assistance.
     ●  Tracking HOPWA clients’ application and renewal process 
     for HCV Program.
     ● Tracking the actual number of clients transitioning to HCV
     or other types of housing in the contract year.
II. ADMINISTRATIVE DOCUMENTATION
A. The current RFP/RFA is on file.                                        1   0
B. The current application/proposal is on file.                           1   0
C. The correct budget, objectives, and work plan is on file.              1   0
D. The current HOPWA contract is on file.                                 2   0
E. The project reports are submitted accurately and on time.              1   0
F. The appropriate correspondence from BVCOG is on file.                  1   0
III. EVIDENCE
There is evidence/documentation that:
A. All project staff are familiar with the performance measures
                                                                          1   0
submitted.
B. The agency shares/promotes HOPWA program assistance and
eligibility information within the HSDA (i.e., outreach plan has          2   0
been implemented).
C. The agency files IRS Form 1099 for rental assistance payments
to individuals and partnerships for each IRS-defined “person”             2   0
who has paid at least $600 in rents.
D. The agency has issued a W-9 form to all property owners as
part of the process of preparing to issue rental assistance               2   0
payments.
E. The agency has established a liaison with the local Section 8
                                                                          1   0
authority (shown through documentation).


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F. The HOPWA waiting lists have been updated at least every six
months, indicating the dates persons were added or removed.                   3                0

G. Each Case Manager providing HOPWA services has obtained
                                                                              2                0
and is using the local Utility Allowance Schedule from the Public
HousingCase Manager providing HOPWA services has the latest
H. Each Authority.
Income Table for use in establishing low-income eligibility.                  2                0

I. Each Case Manager providing HOPWA services uses the latest
Fair Market Rental table to establish rental assistance                       2                0
allowances.
J. Case Managers work closely with the client and the local
housing authority to assure that the client’s needs/requests are              2                0
met.
K. Client grievances have been filed, including follow-up and
                                                                              2                0
outcomes (if applicable).
VI. QUALITY MANAGEMENT
A.  HOPWA is included in the agency’s Quality Management 
                                                                              2                0
Plan.
B. There is evidence that the agency has implemented their QM
                                                                              2                0
Plan.
C. There is evidence that the completed HOPWA application
was reviewed by a staff member in a supervisory position                      2                0
before approval of the application is granted.
D. There is evidence that client file reviews were conducted by
                                                                              2                0
a staff member in a supervisory position.

                                                                               TOTAL SCORE:     0
                                                                       TOTAL POSSIBLE SCORE:   104
                                                                             % COMPLIANCE:     0%




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                                        BRAZOS VALLEY COUNCIL OF GOVERNMENTS
                              HOPWA Tenant Based Rental Assistance (TBRA) Client File Review Tool
                                                                              CLIENT FILE REVIEWED




                                                                   WEIGHT
                        ITEM REVIEWED


    A. REQUIRED DOCUMENTS
    1. HOPWA Client File Checklist is completed                     1
    2. Annual Gross and Adjusted income calculated correctly
                                                                    3
    on the Gross & Adjusted Income Worksheet (Form A)

    3. Documents verifying income (including documentation
    of deductions and income from EID form), or Verification        3
    of No Income Form completed by client (Attachment 1)

    4. Income Exclusions form completed (Attachment 2)              2
    5. Earned Income Disregard (EID) (Form B) and tracking,
                                                                    2
    as needed (Attachment 3 - Instructions)
    6. Verification of No Income is complete, if applicable
                                                                    2
    (Form C)
    7. Signed Client Rights and Responsibilities Statement
                                                                    2
    (Form D)
    8. Signed Consent to Release and/or Obtain Confidential
                                                                    3
    Information (if applicable) (Form E)
    9. Client Demographic/Statistical Form is completed
                                                                    1
    (Form F)

    10. Correct backup documents (lease agreements,
                                                                    3
    mortgage statement, and/or utility bills) in client’s name

    11. Housing Quality Standards (HQS) Certification is
                                                                    3
    completed (Form G)
    12. Rent Reasonableness Checklist and Certification is
                                                                    3
    completed (Form H)


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    13. Shared Housing Rent Calculation Worksheet is
                                                                   3
    completed, if applicable (Form J)




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    14. Comprehensive Housing Plan (Form K) is completed
    and includes periodic contact with a case manager and          3
    addresses long-term financial and housing stability.
    15. TBRA Worksheet (Form I) calculated correctly and
                                                                   2
    signed by client and the case manager
    16. HOPWA Termination Form completed correctly each
                                                                   2
    time client leaves the program (Form N)
    17. Failure to Accept Section 8/Other Affordable Housing
                                                                   2
    Waiver is completed, if applicable (Form O)

    18. Client's application updated annually or every time
    client's financial or household composition changes.           2
    Eligibility/documentation process is completed again.

    B. CLIENT FILE
    1. Housing is included in client needs assessment.             3
    2. If bills have been paid directly to utility company,
    provider has notified family in writing of amount paid to      2
    utility company on their behalf.
    3. Documentation that case manager has made
    appropriate referrals and/or provided services to assist
                                                                   3
    eligible person and family to locate, acquire, finance, and
    maintain housing.
    4. Evidence that case manager follows up on items from
                                                                   3
    the comprehensive housing plan (Form K).

    5. Clear statement of reason for termination was
    provided to client, if client was terminated for violating     2
    program requirements or conditions of occupancy

                                                                          Total Score:   0
                                                                       Possible Score:   0
                                                                       % Compliance:




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               CLIENT FILE                                         COMMENTS AND REQUIRED ACTION
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                                     BRAZOS VALLEY COUNCIL OF GOVERNMENTS
                 HOPWA Short-Term Rent, Mortgage and Utilities Assistance (STRMU) Client File Review Tool
                                                                              CLIENT FILE REVIEWED




                                                                     WEIGHT
                         ITEM REVIEWED


  A. REQUIRED DOCUMENTS
  1. HOPWA Client File Checklist is completed                         1
  2. Annual Gross and Adjusted income calculated correctly on the
                                                                      3
  Gross & Adjusted Income Worksheet (Form A)
  3. Documents verifying income (including documentation of
  deductions and income from EID form), or Verification of No         3
  Income Form completed by client (Attachment 1)
  4. Evidence of the client’s inability to make a monthly payment 
  (Examples: medical bills, employment termination letter or a        3
  late payment notice)
  5. Income Exclusions form completed (Attachment 2)                  2
  6. Earned Income Disregard (EID) (Form B) and tracking, as
                                                                      2
  needed (Attachment 3 - Instructions)
  7. Verification of No Income is complete, if applicable (Form C)    2
  8. Signed Client Rights and Responsibilities Statement (Form D)     2
  9. Signed Consent to Release and/or Obtain Confidential
                                                                      3
  Information (if applicable) (Form E)
  10. Client Demographic/Statistical Form is completed (Form F)       1
  11. Correct backup documents (lease agreements, mortgage
                                                                      3
  statement, and/or utility bills) in client’s name
  12. Housing Quality Standards (HQS) Certification is completed
                                                                      3
  (Form G)
  13. Rent Reasonableness Checklist and Certification is completed
                                                                      3
  (Form H)
  14. Shared Housing Rent Calculation Worksheet is completed, if
                                                                      3
  applicable (Form J)


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  15. Comprehensive Housing Plan (Form K) completed that
  includes periodic contact with a case manager, documents the
                                                                    3
  emergency situation, and addresses long-term financial and
  housing stability after STRMU Assistance.
  16. Appropriate section on STRMU Worksheet calculated
                                                                    2
  correctly and signed by client and case manager (Form L)

  17. STRMU 21-Week Tracking worksheet (Form M) is completed
                                                                    3
  in Microsoft Excel, printed, and placed in the file.

  18. HOPWA Termination Form completed correctly each time
                                                                    2
  client leaves the program (Form N)
  19. Failure to Accept Section 8/Other Affordable Housing Waiver
                                                                    2
  is completed, if applicable (Form O)
  20. Client certified for STRMU Assistance for a maximum of one
                                                                    2
  month at a time
  21. At recertification, new application and
                                                                    3
  eligibility/documentation process is completed again
  B. EVIDENCE
  1. Housing is included in client needs assessment.                3
  2. Evidence that case manager has referred clients to other
                                                                    3
  sources of assistance before providing STRMU.
  3. Evidence that client is already in stable housing prior to
  receiving emergency assistance (STRMU funds are not used for      3
  first month’s rent or security deposit). 
  4. Evidence that case manager follows up on items from the
                                                                    3
  comprehensive housing plan (Form K).
  5. Evidence that case manager is assessing effectiveness of
  STRMU in resolving the client's short term housing needs or       2
  working with the client to establish a long term resolution.
  6. Clear statement of reason for termination was provided to
  client, if client was terminated for violating program            2
  requirements or conditions of occupancy

                                                                           Total Score:      0
                                                                        Possible Score:      0

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                                                                   % Compliance:




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             CLIENT FILE                                           COMMENTS AND REQUIRED ACTION
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posted:10/26/2011
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