The 2015 new and conversion project guidelines and pre-application for the Kentucky Balance of State (BoS) Continuum of Care (CoC) are now available. Agencies that submitted a new project intent to apply in May should use the 2015 Kentucky BoS CoC New and Conversion Project Guidelines/Pre-Application to complete the next step in the 2015 CoC application process.

Current CoC-funded Transitional Housing (TH) or Support Service Only (SSO) projects, needing to renew CoC funding in 2015, are the only entities eligible to apply for project conversion funding. Only conversion to Rapid Rehousing Housing (RRH) for individuals or families, or Permanent Supportive Housing (PSH) dedicated to chronically homeless, will be permitted. TH or SSO programs that are changing program components to PSH or RRH will be given priority in reallocation funding over other new project applications.

Applicants should ensure their proposed project conversions will serve at least as many households annually as their current CoC project. All conversion projects will be scored using the renewal project scoring criteria.

To assist in preparing a pre-application with a leasing or rental assistance budget, a 2015 Leasing/Rapid Rehousing FMR Worksheet is also available online with 2015 Fair Market Rents (FMRs) linked in the document.

The 2015 KY BoS CoC New Project Scoring Criteria is also available.

All new projects applying for KY BoS CoC reallocation funding or any new funding that may be announced via the 2015 Notice of Funding Availability (NOFA) will be using the 2015 KY BoS CoC New Project Scoring Criteria.

The 2015 CoC NOFA may be released during the process of completing the pre-application. The NOFA will provide the HUD required process for the HUD CoC application, including the application deadline. It will also specify eligible projects and HUD priorities. The 2015 KY BoS funding priorities are based on current state and federal homeless goals and should not vary with the 2015 NOFA.

All necessary documents are available on KHC's website, under Specialized Housing, Continuum of Care.

All parties interested in submitting new or conversion projects must submit a pre-application to Ruth Ann Cooper via email at rcooper@kyhousing.org by 5 p.m. on August 10, 2015.   

All entities applying for new, conversion, or renewal grant funds through the 2015 Kentucky BoS CoC are required to complete a 2015 CoC Capacity Scorecard and Fair Housing Survey for EACH project.This information will be used in the overall statewide ranking for the 2015 Kentucky BoS CoC Project Priority Listing submitted to HUD. 

Additional CoC-specific questions have been added to the 2015 CoC Capacity Scorecard that align with HUD's project threshold.

New for this year, all entities applying for funds through the 2015 CoC application process are require to complete a Fair Housing Survey for each project administered by entity. If an entity cannot demonstrate that a new or renewal project will address one of the impediments, the project may not be allowed to move forward in application process or may have funds reallocated to another project. 

For more information about KHC's fair housing publication, Our Right to Choose Where We Live:  Analysis to Impediments, is available on KHC's website, under Resources, Data Library, or on KHC's YouTube Channel. 

The 2015 CoC Capacity Scorecard and Fair Housing Survey is available on KHC's website, under Specialized Housing, Continuum of Care. Please note, the scorecard is the first tab in the Excel document and the survey is the second tab.

If you have any questions or need technical assistance, please contact Lynn Chrisman at 270-519-4422 or email lchrisman@kyhousing.org.

Please complete the 2015 CoC Capacity Scorecard and Fair Housing Survey by Monday, July 20, 2015, and email the survey to lchrisman@kyhousing.org.  

As a reminder, the 2012 CoC Interim Rule specified that all projects receiving and utilizing CoC leasing funds must perform an environmental review for the units in which they are providing leasing assistance. The CoC Interim Rule states that projects with leasing budgets must provide information for each site containing one or more units to receive leasing or Project-Based Rental Assistance. A site includes a building or group of buildings on the same or contiguous lots and will be referred to as a single project for the purposes of this review.

The environmental review of each of the units and/or buildings must be completed prior to lease-up. 

CoC projects with leasing funds must make sure the project is in full compliance with all requirements. To complete this, please email Antwoine Linton at alinton@kyhousing.org.

Recipients of 2013 and 2014 Emergency Solutions Grant (ESG) funding, including Victim Service Provider agencies, are required to submit a breakdown of ESG funds expended from July 1, 2014, through June 30, 2015. In addition, the report must reflect the Match expended to the project for this reporting period.

All recipient agencies must complete their respective ESG Expenditures by Component Report for each grant that received funds this reporting period. The report must be submitted to Jill House, Kentucky Housing Corporation, 1231 Louisville Road, Frankfort, Kentucky 40601, by 5 p.m., Friday, July 31, 2015. The form is available on KHC's website, under Specialized Housing, Emergency Solutions Grant, ESG Resources.

Failure to submit an ESG Expenditures by Component Report for each grant that received funds this reporting period will cause ESG funds to be suspended.

Kentucky Homeless Management Information System (KYHMIS) users will soon be able to access their invoices online! KHC is working with PNC Bank to use Automated Clearing House (ACH) to accept payment.  

As of July 1, 2015, Lexington CoC and BoS CoC may access the ACH system at:  https://www.payerexpress.com/ebp/KHC/. Select "Pay Now" for a one-time easy payment option. Your account number is your KYHMIS Agency Provider ID number. If you need to locate this number, please contact your agency's KYHMIS Subject Matter Expert. You will need your agency bank account number and bank routing number. If you have multiple accounts, please make sure that this is the account number that you wish to use to pay the specific invoice. Print your receipt for your agency's record keeping purposes. There is a print option on this page, so please make sure that you print the receipt prior to exiting the menu. For more directions on how to use the ACH system, please select HELP at the bottom of the main menu screen.   

The Louisville CoC has already had billing processed and will not need to access the ACH system at this time.

All required forms will be available online for download and submission to KHC electronically.

KYHMIS user license fees are due by Friday, July 31, 2015. Late fees of 10 percent will be assessed on unpaid balances beginning Saturday, August 1, 2015. Late fees of 20 percent will be assessed on unpaid balances beginning Tuesday, September 1, 2015. If license fees are not paid by Thursday, October 1, 2015, agency usage in the KYHMIS will be suspended.

If you have any questions, please contact Lena Columbia toll-free in Kentucky at 800-633-8896 or 502-564-7630, extension 448; TTY 711; or email lcolumbia@kyhousing.org.

This year, KYHMIS users will be able to submit the annual required documentation online! The following four documents must be signed and submitted by selecting Submit a Request within the HCA Help Desk by Monday, August 3, 2015, to remain compliant with KYHMIS:

• 2015 KYHMIS External Policies and Procedures 
• 2015 KYHMIS Participation Agreement 
• 2015 Security Monitoring Form (one per agency)
• 2015 KYHMIS User Confidentiality Agreement 

Failure to submit the required documentation by Monday, August 3, 2015, may result in agency licenses being suspended and/or withholding of draws until compliant.

The KYHMIS Privacy Notice has also been updated. All KYHMIS agencies are responsible for ensuring the current KYHMIS Privacy Notice and Privacy Policy are posted and available to all clients. These documents are available on the HCA Help Desk.

The updated KYHMIS External Policies and Procedures are now in effect. Slight changes have been made for clarification purposes. The document is available on the HCA Help Desk. KHC asks partners to review the document and reference it when addressing roles, responsibilities, and liabilities for their agency, users, and clients.

If you have questions, please contact Anne Colly Rose toll-free in Kentucky at 800-633-7630 or 502-564-7630, extension 259; TTY 711; or email arose@kyhousing.org.