Today’s Theme-Learning about SHP through the Monitoring Guide to Shine Up Your Star Why Monitoring as theme? –Use it as a training approach –Use it for your own self monitoring –Discuss it and take some of the mystery and some of the anxiety out of monitoring HUD has put more emphasis on monitoring –HUD has formalized the process internally –Developed a series of public check lists – s3
4 Cycle of SHP Grant Local ranking, ESNAPS submission Fund announcement by HUD Technical Submission sent to HUD for new and some renewal projects for approval Grant agreement executed Start of construction and/ or operations –Renewal projects start where last grant ends Annual Performance Report due 15 months after start date see latest version August of 2003 A-133Audit if more than $500 K of Federal funds HUD determines risk annually and may monitor Grantee may renew project Close out project 90 days after end of grant term
5 SHP Desk Guide www.hudhre.info/documents/ SHPDeskguide.pdf www.hudhre.info/documents/ Handbook for SHP program Pay special attention to the following sections Section “A” program goals * Section “B” eligible program participants and documentation (demonstrates how to document various situations of being homeless) Section “D” eligible and ineligible costs or activities * section “I” grantee responsibility Section “K” rent and fees * On line
6 Reference Material for Monitoring HUD handbook No. 6509.2 Rev 5 Change 2 Chapter 13 contains exhibits to be used by HUD personnel in reviewing an SHP fund recipient agency Found on HUD website & today’s training materials 12 checklists Use as an internal review sheet for your own agency
7 Grant Terms New SHP projects may be either 2 or 3 years including Samaritan Initiative /Bonus project Renewal projects may be 1, 2 or 3 years Know what your grant agreement and approved application states!
8 SHP Supportive Services Include Case Management Food Employment training Life skills Transportation Counseling (personal, employment, chemical abuse, etc) Parenting skills Education Medical basic needs Damage Deposits/ First month Rent Childcare Other supportive services that will assist a client obtain or keep permanent housing Support Service grant is for direct services to participants Budget and expenses regards only cash for expenses
Support Services Provided Assessments done initially and on a regular basis at least semi annually Services should be appropriate for the household Services may be provided directly or by other entities Services should be coordinated Services should be from mainstream resources Assessment address basic needs of client –Housing –Family & Children needs –Medical care –Finance & Benefits –Counseling –Goals –Transportation –Job skills & Employment –Other services as needed 9
10 Eligible Operating Costs Administration of Staff or Project – (not related to grant administration) Relocation, Furnishings and Equipment Taxes, Insurance, Utilities,Supplies Building staff, Maintenance, and Repairs Food Other direct operating costs Caution: SHP grants cannot have operating funds for SSO projects and housing with Section 8 Project Based funding for the portion used for housing units
11Leasing SHP grantee may have the lease in its name or –may hold the lease jointly with the participant or –may allow the participant to have the lease in his or her name, May allow tenant to assume lease Number of units “x” fair market rents or reasonable rent if lesser amount SHP grantee may not have an ownership interest in the property that is leased Cannot rent from relatives of client SHP grantee may have the lease in its name or –may hold the lease jointly with the participant or –may allow the participant to have the lease in his or her name, May allow tenant to assume lease Number of units “x” fair market rents or reasonable rent if lesser amount SHP grantee may not have an ownership interest in the property that is leased Cannot rent from relatives of client
12 Eligible grant administration fund uses Attending trainings related directly to the SHP grant program and financial training on working with Federal funds A-133 Audits only –Pro rated if multiple sources of Federal funds Gathering data and Preparing the Annual Progress Report Making draws of HUD grant funds –Includes gathering supportive documentation All the above expenses must be documented administration is not an automatic 5%
13 Explanation of Items in Your Budget Consult “Section D” of “SHP Desk guide” and policy of August 24, 2000 Explain and itemize all items to be billed to a category such as case manager salary, fringe benefits and other direct costs –Such as supplies, telephones, equipment etc. otherwise we may only assume salary
14 Match Special Issues u Cash Match documentation required for first year if technical submission needed u Certify to obtaining match for years 2 & 3 u Match not needed to apply for SHP funds, but must have it at grant agreement time u Match documented at the end of each operating year in Annual Progress Report
15 Deed Restrictions on Capital Projects 20 year requirement to operate building for the population described in the funded application Recorded with county and is a lien on the property Recorded before the release of capital grant funds HUD has a first position against the property before other grants and soft loans are repaid or satisfied Grantee with HUD permission may transfer property to a qualified entity If default, foreclosure or change of use by grantee, grantee must repay HUD the total grant plus appreciated value in first ten years of operations –10% reduction in funds owed per year starting with the 11 th year
16Renewals SHP budget items that may be renewed: Supportive Services OperatingHMISLeasing –(a 4% increase given by HUD 2008 for leasing only) Administration In FY 2008 HUD allowed for the average annual amount of the previous approved SHP budget with no increase for inflation for services, operating or HMIS.
17 Expected Renewal Process for 2009 Grantee asks for a renewal in the calendar year prior to depletion of funds. (i.e. if funds will run out by December 31, 2010 renew with the 2009 SuperNOFA) COCs may renew none, all, or part of the funds Grantee will be judged on performance by COC and HUD Renewal may be 1, 2, or 3 years depending upon COC Renewal assumes the current number of households receiving assistance as under previous contracts
18 Renewal Supportive Housing Program Funding Budget 1, 2 or 3 years Budget Item SHP Request SHP Request Cash Match Total Budget Supportive Housing Services $80 K $20 K $100K Operating75K25K100K HMIS8K2K10K Leasing150KN/A150K Subtotal$313K47K$360K Administration- 5% Max. 15 K N/A Total $328 K
19 Term Extensions to Avoid Renewals If funding permits-- grantee may extend term limit of present contract to avoid the renewal process for a year or more. Grantees may extend contracts to January 31, 2011 or beyond and delay renewal if level of services can be maintained to avoid the 2009 Funding cycle. Grantee may find substitute funds to all or part of the financing for the current project Grantee must maintain current level of services and households served
20 Roles of Grantee and Sponsor Applicant or grantee contracts with HUD, oversees operations, reports to HUD and monitors activities of Sponsors. Sponsor(s) provides support services to tenants, may own or manage housing units, find participants and arrange for services and housing units to rent Some duties need to be negotiated between grantee and sponsor
21 SHP Grant Agreement—Highlights! References to the SuperNOFA, the McKinney Vento Act, your approved grant application and technical submissions, States required remedies for violations, SHP Regulations attached, Special conditions: –Clarifying eligible participants and length of stay, Reporting requirements, Use of grant funds by budget item, Rent limits for leasing projects, Term of assistance for participants, HMIS, Special conditions certified by grantee, HIPAA concerns, Social services needs assessment of participants required, Tracking of program goals, Leverage documentation, Match requirements, Documentation of costs incurred, Requirements for capital projects, Documentation of expansion programs, etc.
22 Approved grant Application & Technical Submissions is part of your grant agreement! Describes: the approved project your agency proposed to HUD the services provided by your agency the population to be served and number of households served at a point in time you stated the budgets and what funds will be used for during the operation of the grant lists sponsor or partners in the development states match use and sources includes the goals your agency will achieve And much more
23 Know your SHP Application and your Approved Technical Submission & Budgets Project Narrative Descriptions Units and Services provided Narrative on Applicant’s experience including sponsors Program Components Targeted populations including disabilities Milestones Chart with number of clients served and rental Budget Approved budgets in technical submission Chronic Homeless Additional Information SHP Certifications SF 424 Application for Federal Assistance Logic Model Applicant Disclosure Code of Conduct
24 Participation of Homeless & Formerly Homeless in Governing Projects SHP Regulations 24 CFR 583.300 (f) May include a formerly homeless person on the board of directors, volunteers who were or are homeless, administrators, residence councils, Grantees needs to show a good faith effort to meet this requirement Monitoring Exhibit 13-4 question 4
25 SHP is not a Friends and Family Program! Conflict of Interest 24 CFR 583. 330 Applicability of Other Federal Requirements (e) “conflict of interest” Also cross referenced to 24 CFR 85 and 24 CFR 84 which governs use of federal funds by nonprofits or units of government Prohibits employees, board members, or their families from benefiting from the program Applies to contracting for services Applies to participants receiving services Applies to sponsor or agencies providing services under the grant Waivers maybe obtained from the HUD field office in accord with the above regulation
26 Your agency’s Code Of Conduct elements to include per the SuperNOFA 1. Must prohibit the solicitation and acceptance of gifts or gratuities by officers, employees, and agents for their personal benefit in excess of minimal value; 2. Outline administrative and disciplinary actions available to remedy violations of such standards, 3. Describe the method to be used to ensure that all officers, employees and agents of the organization are aware of the Code of Conduct, and 4. Must be written on company letterhead that provides a mailing address, authorized official name, and telephone number. We suggest including a cross reference to conflict of interest under SHP regulations 24 CFR 583.330 (e) Can you explain your agency’s actions to a reporter on the 6 PM News?
27 u Minnesota Technical Assistance Contractor (Call HUD first ) u Minnesota Housing Partnership (MHP) u 1(800) 728- 8916 extension 113 u Occasionally sub-contracts with other organizations are used
28 Our New Website for the Homeless Programs of HUD !!!! www. HUDHRE.info General Information General Information –Notices of fund announcements –Studies and resources on the homeless SHP specific information Other HUD programs serving the homeless
29 Minnesota Contacts Email Addresses Program Representatives Debra.Healy@HUD.gov Joe.Geary@HUD.gov Mary.K.Burbank@HUD.gov Sara.J.Bergen@HUD.gov Thomas.Koon@HUD.gov Please note there is a dot or period between names or initials
30 Minnesota Contacts (612) 370-3000 Program Representatives Debra Healyext. 2215 Sara Bergen ext. 2103 Joe Geary ext. 2157 Mary Burbankext. 2102 Program Manager Tom Koon ext. 2108