Financial Sustainability: Innovative Community HMIS Funding Models Laurie Linden, New Mexico Craig Helmstetter, Minnesota Pat Lane, New Jersey September 18 -19, 2006 – Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development
Overview • Learning Objectives • Funding Models – New Mexico – Minnesota – New Jersey September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 2
Learning Objectives • Present successful examples to developing financial resources beyond HUD dollars. • Increase understanding of successful examples of existing Funding Models. • Discuss effective strategies for approaching potential financial resources. September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 3
HMIS Financial Sustainability in New Mexico Laurie Linden New Mexico Coalition to End Homelessness September 18 -19, 2006 – Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development
Homelessness in New Mexico • Statistics based on January 2005 Point in Time count: – Estimated total number of homeless in New Mexico - 17, 000 – In Albuquerque alone – 3, 649 September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 5
State Structure • New Mexico has 2 Continuums of Care – The Balance of State – The City of Albuquerque • Formula funding (State & Local) managed by the Mortgage Finance Authority • Total Agencies participating in HMIS – 56 September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 6
Initial Obstacles • No funding from HUD for project implementation and oversight • Limited staff time to implement HMIS • Reporting criteria • Analyzing Data • Agency Buy-In September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 7
HMIS Project Commitment • One year ago, New Mexico was at ground zero • HUD brought all parties to the table • Results: Multi-year commitment agreement between – – Continuum of Care The City of Albuquerque HUD Technical Assistance Community Development Fund The New Mexico Mortgage Finance Authority • Commitment covers: – Staff Salaries & Benefits – Travel – Telephone September 18 -19, 2006 - Denver, Colorado - Payroll taxes - Office Rental & Supplies - Software Licenses Sponsored by the U. S. Department of Housing and Urban Development 8
Looking to the Future • NM HMIS was submitted as a new project on the BOS Continuum of Care grant application this year • Agency Admin fee – NM currently does not charge • Training fee – all training is currently free • Local business contributions (United Way, Intel, Sandia Labs…. ) • Partnering with State & Local Government Agencies September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 9
Challenges for HMIS • Emphasis is concentrated on finding funds for homeless programs rather than HMIS • New Mexico HMIS Team is much smaller than other states – Not enough personnel to lobby for additional funding sources • Collaboration with other local resources – No outreach to local businesses for financial support – Need to educate local community resources about HMIS and how HMIS impacts the agencies they serve September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 10
Challenges for HMIS (continued) • Not enough money to go around – Emphasis is on permanent housing rather than emergency shelters or agencies providing essential services – New housing projects versus renewal projects – Cutting funding for social services that directly relate to homelessness September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 11
HMIS Financial Sustainability in Minnesota Craig Helmstetter Wilder Research September 18 -19, 2006 – Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development
Minnesota’s HMIS Data Source: Homeless in Minnesota 2003 (Wilder Research, Greg Owen et. al. , point-in-time survey). September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 13
Getting started • Minnesota Housing Finance Agency awarded start-up funding of $190, 000 • Additional $75, 000 from two local housing-related philanthropies (Family Housing Fund and Greater Minnesota Housing Fund) September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 14
Current finances: Project Structure State Homeless Prevention State Emergency Shelter Grant (ESG pass-thru) HMIS State Initiative to End Long-Term Homelessness “Main Trunk” State Transitional Housing State Emergency Shelter Salvation Army Northern Division MIS Ramsey County Annual Shelter Report • HUD requirements State “Youth Transitions” homeless prevention • Unduplicated count • Communitywide reporting September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 15
Current Finances: Funding Sources “Branches” • Separate contract ranging $5, 000 - $40, 000 • Totaling about $100, 00 in 2006 “Main trunk” • HUD Supportive Housing Program (SHP), HMIS dedicated grants • State of MN • Agency Fees • (No success with local foundations since start-up) September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 16
Current Finances: Funding Sources (Main trunk) HUD Supportive Housing Program (SHP) • 2004: Awarded $350, 994 – 7 one-year grants totaling $264, 994 (managed as 1) – 1 two-year grant for $86, 000 • 2005: Awarded $226, 228 – Lost 1 renewal due to ranking • 2006: Applied for $319, 871 – 12 of 13 regions accepted (and favorably ranked) HMISdedicated applications, including 4 new September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 17
Current Finances: Funding Sources (main trunk, continued) State of MN: Interagency Task Force on Homelessness Agency fees • 2004: $400 per end-user • 2005: $300 per end-user • 2006: $250 per end-user – One-time fees: • training session: $50 • Initial set-up: $175 – Data entry and clean-up by contract (approx $35/hr) * We are currently developing an alternative fee structure for agencies that will participate by uploading data September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 18
Current finances: Annual Expenses (Main Trunk) Trainer Outside organization: Minnesota Housing Partnership. Costs include $3, 000 in travel and $3, 000 in facility rental. $31, 000 Vendor & vendor-related $80, 000 Servers * $10, 000 Salaries & benefits (3. 75 FTEs) * $250, 000 Office (rent, phone, electric) * $19, 000 Miscellaneous (mileage, copies, postage, etc. ) * $17, 000 Overhead: 17% on starred items (*) $51, 000 TOTAL $458, 000 Note: Includes both HUD-eligible and ineligible items. September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 19
Current finances: Annual Expenses (Main Trunk, continued) Salary break out (approximate, including trainer salary): § 55% Database administration & data analysis (report development and upload project) § 20% Project management & direction (including fundraising, presentations, meetings) § 10% Training § 10% Project coordination (billing & scheduling) § 5% Help desk September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 20
Challenges: Non-HUD funds State of MN • Not built into any state agency’s budget • Not eligible for any state grant program • At end of fiscal year State Interagency Task Force appeals to agency commissioners to award HMIS unused discretionary funds Participating agencies • Already struggling and receiving budget cuts Philanthropic community • HMIS is seen as government responsibility September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 21
HUD SHP-related challenges • Pro-rata often is locked up by renewals – no room for new applications • HMIS competes with service providers • Generally allowed to apply for “left over” and then allowed to renew • Renewals can be threatened by need to increase housing emphasis (even though HMIS is considered neutral) • Restrictions on use of SHP funds, such as lack of ability to use for agency overhead September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 22
Other attempts • MN Coalition: Backed HMIS funding at MN legislature (bills in 05 & 06 sessions) • Hoping to get line-item in Governor’s 07 budget • Made first application for CDBG funds • Increasing use of “lower cost” staff • Foundations recently showing some interest in covering agency fees September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 23
HMIS Financial Sustainability in New Jersey Pat Lane NJ HMIS Collaborative September 18 -19, 2006 – Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development
September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 25
NJ HMIS Collaborative Project Scope • • 21 Continua of Care communities in New Jersey Co. Cs differ in administrative structure and capacity Over 250 Homeless provider agencies statewide Both HUD funded and State funded homeless agencies participating in Co. Cs • Provider agencies asked to meet multiple federal, state and local reporting requirements • Broad range of urban, suburban and rural communities September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 26
Key Components for Getting Started • • Developing Collaborative concept (HUD TA) Creating State and local Co. C partnerships Financial commitment from State partners Selecting lead agency (HMFA) Identifying and creating incentives Securing buy-in from Co. Cs & provider agencies Establish policy & administrative structure Developing RFP and selecting software vendor September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 27
Sources of Funding for the NJ HMIS Collaborative • HUD Mc. Kinney-Vento SHP Dedicated HMIS project awards • Co. Cs with insufficient pro-rata share to apply for SHP contribute cost assessed shares • Annual Agency Participation Fees ($500) • State Partners Cash match (HMFA/DCA/DHS) • HMFA administrative support (no charge to project) Office space, copying, telephone, misc. administrative costs September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 28
NJ HMIS Collaborative Major Cost Areas • Vendor Software Costs User Licenses, support and maintenance • Services Customization and data conversion • Personnel Project management, technical assistance and training, data analysis • Space and Operations Training sites, conferences, travel, support activities September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 29
Preparing for Unexpected Issues • Changes in Agency Roll Out Schedule – agencies added/dropped (Status of DV agencies) • Small agencies – small budgets with limited financial and staff resources. May not have internet connections or computers • Staff turnover – Agency HMIS administrators/direct care staff – HMIS Project technical assistants/trainers • Reliance on SHP applications awards and renewals – working with 20 Co. Cs September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 30
Looking Towards Future Needs & Growth Potential Areas for Growth • Software Customizations - Medicaid Billing - Reporting Mechanisms - Federal & state program reporting requirements • Data Analysis • Administrative technical support and training • Utilization of new technologies (i. e. swipe cards, mobile computer access, etc. ) September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 31
Looking Towards Future Needs and Growth Potential Funding Sources for Growth • HUD Mc. Kinney-Vento Dedicated HMIS SHP Expansion Requests (dependant on available funding for Co. C pro -rata shares) • Grants and Foundations • Increased number of agencies and participation fees • Increased State match September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 32
Issues affecting large/small implementations • Buy-In from Co. Cs and support for 100% of roll out plan • Limited HUD SHP Funding • Administration of multiple HUD Dedicated HMIS SHP grant contracts • HMIS implementation encouraging greater reporting accountability • Economies of scale – Vendor Contracts, Staff Needs • State requirements for DHS funded and PATH agency participation • Participation of Agencies not receiving HUD funding September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 33
September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 34
September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 35
Discussion Questions • What are other funding sources communities have used to fund their local implementation? • What are successful/innovative models of pooling various funding streams to fund HMIS? • What are effective strategies for approaching other funding sources? September 18 -19, 2006 - Denver, Colorado Sponsored by the U. S. Department of Housing and Urban Development 36
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