This section begins with the first contact with HomeAid. This is well before a Builder Captain Company is involved but will provide a valuable background on the full development process. Each project is unique but this process outlines the typical steps taken by a Care Provider to complete a project. Operational details also vary between HomeAid Chapters. As questions arise, HomeAid Inland Empire can be a resource.

Step 1. First Contact
The first contact with HomeAid will probably be a phone call. This call will be an informal discussion of how HomeAid Inland Empire works. If the potential applicant does not qualify for participation with HomeAid Inland Empire, the HomeAid staff will try to be as helpful as possible in directing the caller to more appropriate resources. If the potential applicant does seem to meet basic qualifications they will be asked to proceed to the next step of completing an Initial Information Questionnaire. Please note it is the goal of HomeAid Inland Empire staff to be helpful at all times. Even if we can not be of direct immediate assistance, we appreciate the role of non-profits in our community and will do what we can to connect them with the most appropriate resources.

Step 2. The Initial Information Questionnaire (sample attached)
This two page questionnaire is designed to obtain a quick overview of the proposed project. HomeAid does not request any documentation or proof of information at this time. Attachments intended to strengthen an application are also not necessary at this time. If the information in this questionnaire indicates that the Care Provider should complete additional steps before proceeding with the application, those steps will be explained. If the information in the questionnaire indicates that the Care Provider is ready to proceed, completion of the Shelter Assistance Application will be requested.

Step 3. The Shelter Assistance Application (sample attached)
This is a comprehensive application with many attachments. If any questions arise while completing this application, please contact HomeAid Inland Empire staff for assistance. Working closely with HomeAid staff may eliminate the need for application revisions later in the process. This is the primary information package that those involved in leadership roles with the project will review to learn about your agency and your project.

Step 4. The Project Selection Process
The HomeAid Inland Empire Board of Directors, consisting of volunteers who are also members of the Building Industry Association, establishes a Project Selection Committee consisting of leaders from the Building Industry and experts in local transitionally homeless issues. These volunteers review all the material provided by the Care Provider and when appropriate even complete site visits. While they consider a wide range of factors they are basically looking for a match of Care Provider needs and capacities with the Building Industries ability to address those needs.

Step 5. Completion of the Pre-Commitment Phase
When they determine that such a match has been found, they will communicate their desire to continue development of the proposed project. Project development takes place in this Pre-Commitment Phase until all parties involved are in a position to commit to the completion of the project. If HomeAid determines that the project is not ready to proceed, factors that led to that decision will be communicated to the Care Provider.

Step 6. The Letter of Agreement (sample attached)
When all criteria are met, the Care Provider and HomeAid Inland Empire sign a Letter of Agreement communicating their intent to complete the project. Criteria that must be met at this point include the following:

a. The Care Provider has sufficient funds on deposit, the ability to obtain sufficient funds, or a reasonable combination of both to assure HomeAid that they could complete the project even if donated labor and material could not be obtained.

b. A Builder Captain Company has been recruited by HomeAid and has created a estimated budget that is acceptable to the Care Provider and HomeAid.

c. The Care Provider pays HomeAid to activate their Commercial General Liability Insurance, purchases Course of Construction from their own insurer and makes their first installment payment of the estimated 7% In-Kind fees to HomeAid Inland Empire.

d. The Care Provider will participate fully in publicity and public relations activities as stated in the letter of Agreement and in the projects communication plan.

Step 7. Management Team participation
The Executive Director or assigned senior staff of the Care Provider will participate as a member of the Management Team. This team will consist of the Builder Captain’s Company Project Superintendent, the Care Provider Executive Director, and HomeAid Inland Empire’s Executive Director. This team will typically meet every two weeks to discuss project progress. These meetings may be accomplished in person or by conference call as appropriate.

Step 8. Appointment of Care Provider Public Relations Coordinator
The Care Provider Executive Director will appoint a professional staff person to represent the Care Provider in the development and implementation of a comprehensive communications plan for this project. A major responsibility of the Care Provider is to make sure everyone associated with the project understands how it will impact people’s lives. Equally important, the entire community must understand who is making this project possible. This activity is not supplemental to the construction process; it is key to the success of this project and future HomeAid projects. The importance of this area justifies the appointment of a staff person who focuses on this challenge.

Step 9. The Project Accounting Process (sample forms attached)
The Project Accounting Process should be a simple as possible to still accomplish all needed goals. Much like the typical commercial process we need to accurately define the scope of work and needed timeframes for activity from Trade Partners. Unlike typical commercial accounting processes this project requires that we maintain accurate records of the total value of each Trade Partners activity, how much of that total value was donated, and how much of the total value will be paid in cash. Recommended forms are provided to accomplish these goals without any unnecessary and possibly intimidating complexity. The recommended cash flow of project funds is demonstrated by process below:

a. Upon signing the Letter of Agreement, the Care Provider establishes a separate account to handle project funds. As private contributions are raised they are placed in this account.

b. If a substantial amount of government funds are involved in funding the project, please refer to the attached discussion of prevailing wage requirements of SB 975, the Davis-Bacon Act.

c. Trade Partners will be asked to send all invoices to the attention of the Project Superintendent at the Care Providers address.

d. The Project Superintendent then shares a copy of the invoice with the Trade Partner Coordinator who shares it with the Records Assistant. The Records Assistant immediately records this information (total value, contribution, and amount due). The Records Assistant then provides a summary report to the Management Team at least once a month.

e. The Project Superintendent reviews the invoice and makes a recommendation to the Management Team. If the recommendation is to obtain more information or work before payment is made, the Project Superintendent can take such action. If the recommendation is to pay the invoice, the Management team acts on that recommendation and if approved forwards the invoice to the Care Provider Bookkeeper.

f. The Care Provider Bookkeeper then prepares a check to be signed by the Care Provider Executive Director and makes sure that check get to the Trade Partner in less than 30 days from the date on the invoice.

g. The Care Provider Bookkeeper and the Records Assistant are in contact at least monthly to reconcile all information on Trade Partners.

Step 10. Groundbreaking, Wall Raisings, and Dedications
While the Project Public Relations Team jointly develops the Public Relations Plan, the Care Provider usually plays a key role in its implementation. The Care Provider may be asked to develop an invitation list and organize its mailing. Any special event related to the project will impact the Care Provider, thus advance preparation is necessary. The Public Relations Team is encouraged to be creative, thus project oriented special events may be very untraditional.

Step 11. Public Comment on the Project
The Care Provider Executive Director will frequently be asked to comment on the project. In general it is always good to be positive even if we are working on some difficult challenges. Anything that is said can end up in the newspaper. Also please remember the generosity of the Building Industry in making this dream a reality

Step 12. Continuity of Involvement
The Care Provider must remain involved in the project for its complete duration.

The Care Provider must live with the final result and everyone what the project to be as appropriate as possible. Keeping all Trade Partners motivated with the knowledge that they are doing something that will impact people’s lives is an ongoing challenge. The high visibility of the project will mean multiple opportunities to inform the public about your agency as well as comment on the project.

Step 13. Project Completion
The Management Team will remain intact and active until you receive a certificate of occupancy. At that time the final records are compiled and the Care Provider makes their last installment payment on the HomeAid In-Kind Fees. Occasional media contact may still take place and some long term follow-up activities are appropriate. A follow-up thank you card to all Trade Partners is appropriate. This project will take a few months to build but the asset will remain for many years.

Step 14. Internal Recognition
Creation of new facilities can be stressful on all Care Provider staff. After all project volunteers and HomeAid staff have left it is always a good idea to provide a special thank you to all Care Provider staff. This is an internal function that does not need to involve outsiders. Care Provider staff have played an important role in the success of this project and they should be recognized.

Step 15. Project Evaluations
HomeAid learns from every project and it is important that this learning process continue. Other social service agencies that are considering a HomeAid project will want to know about your experience. Please be honest but also be encouraging. If some aspect of your project could be improved be assured HomeAid will do its best to continue to get better. Honesty and a positive perspective will encourage everyone involved in the project.

 Step 16. An Extremely Important Thank You
As an experienced Care Provider you spend much of your time thanking volunteers for their role in your agency. This time you should take a few moments to thank yourself. This completed project will be serving people for many years to come and you played a major role in making it a reality.