1. March 31, 2009, Minneapolis Field Office of HUD's Annual Supportive Housing Program (SHP) Start-up Conference for All SHP Grant Recipients 1 From 9:30 a.m. to 4:00 p.m. on Tuesday, March 31, 2009 SNAPS Field Office Training Field Office Training Satellite Location near you Satellite Location near you

2. Overview of training and materials 2

3. Today’s presentations are mainly for agencies that: 3 Have an SHP grant agreement or fund reservation from 2008 or earlier or agencies who expect a new or renewal SHP grant from a future SuperNOFA competition.

4. However all are welcome! 4

5. TOPICS TO BE COVERED: 5 Overview, Documenting and justifying costs to bill to HUD’s grant, Discussion on accessing your grant funds through LOCCS, Importance of Annual Progress Reports (APR) for you and your Continuum of Care that Includes goals and outcomes, Income Determination/Rent Calculation, Obligations under the grant agreement to HUD, More on next slide

6. 6 Accessing HMIS Training and Technical Assistance, Support Services requirements including Assessment of Client needs and services provide, HUD Definition and Documentation of Homeless, Common Monitoring Findings How to prepare for a HUD Monitoring; and depending on time a panel Q&A TOPICS Continued:

7. Today’s Agenda 7 Program Overview Discussion on accessing your grant funds through LOCCS Documenting and justifying costs to bill to HUD’s grant Break More on next page

8. Today’s Agenda Continued 8 HUD definition and documentation of homeless and services LUNCH (On Your Own) Income Determination/Rent Calculation; Importance of Annual Progress Reports, and goals Break Monitoring and Q&A panel

9. Resource and training material 9 Resource and training material is available from a HUD website to be announced for you to download and print. http://www.hud.gov/local/mn/wo rking/cpd/

10. http://www.hud.gov/local/mn/ working/cpd/ 10

11. Presenters 11 Introducing Presenters Outline their topics, and announce breaks First is Tom Koon presenting an overview of programs and related topics, please welcome him

12. 12 Thank youThank you

13. Monitoring 13

14. 14 1. Things to consider when preparing for a monitoring visit. 2. Some common Findings 3. A Q&A panel on monitoring and top finding

15. Once you receive an executed Grant Agreement 15 Your organization will sometime in the future have a monitoring review

16. Risk Analysis 16 Why us? You may ask… We first complete a Risk Analysis… HUD policies require that monitoring be risk-based Risk-based monitoring is used to target attention to program activities and participants that represent the greatest risk for that program.

17. Risk Analysis Continued 17 “ We consider: -Your total awards, - Number of clients, - The last time you were monitored, - Change in personnel, - APRs, - Number of grant programs, and - Areas that may be lacking in performance” After the Analysis is completed; then a selection is made…

18. If your selected: Your organization will be notified 18 After confirming with your organization of possible dates and times and Prior to a monitoring visit you will receive a monitoring confirmation letter [We usually try to get these letters out at least 30 days prior to the monitoring] The purpose of a confirmation letter is: To outline the monitoring schedule, Identify the areas to be reviewed, And the names and titles of the HUD staff conducting the monitoring

19. Grantee Monitoring Handbook http://www.hud.gov/offices/cpd/library/monito ring/handbook.cfm 19

20. Click on the Program to "jump to" that specific chapter and associated exhibits. 20

21. SUPPORTIVE HOUSING PROGRAM (SHP) 21

22. SHP Monitoring Exhibits 22 EXHIBIT 13-1 Guide for Review of SHP Supportive Services EXHIBIT 13-2 Guide for Review of SHP Project Progress EXHIBIT 13-3 Guide for Review of SHP Housing EXHIBIT 13-4 Guide for Review of SHP Clients EXHIBIT 13-5 Guide for Review of SHP Match Documentation EXHIBIT 13-6 Guide for Review of SHP Sponsor Management EXHIBIT 13-7 Guide for Review of SHP Overall Management Systems

23. Exhibits Continued 23 EXHIBIT 13-8 Guide for Review of SHP Financial Management EXHIBIT 13-9 Guide for Review of SHP Cost Allowability EXHIBIT 13-10 Guide for Review of SHP Procurement EXHIBIT 13-11 Guide for Review of SHP Equipment and Equipment Disposition EXHIBIT 13-12 Guide for Review of SHP Other Federal Requirements

24. What to expect during the review 24 Entrance Conference: The purpose is to explain how the monitoring will be conducted Also, to confirm staff and participant interviews And to address any changes

25. The Assessment Process 25 The work begins… Evaluate: Exhibit questions: These are designed to assess and document compliance with program requirements File Review: To determine accuracy of the information, using both automated and manual data and reports Interviews with program staff and participants

26. Exit Conference 26 At the end of the monitoring review, we will conduct an exit interview: The purpose of this conference is to discuss preliminary conclusions or go over any remaining questions or additional materials provided.

27. What to expect next? The Monitoring Report 27 The report due to the grantee within 45 days following the monitoring review. The report will detail the areas covered during the review. The report will not include any participant’s personal identifiers within the body of the report.

28. The Monitoring Report Continued 28 The report may contain: Conclusions, such as: Performance was adequate or exemplary; There were Significant achievements; There were Concerns that need to be brought to attention of the grantee; Technical Assistance was provided; There were Findings that require corrective actions

29. More on Conclusions; moreover On Findings and Concerns 29 First on Findings: Identified deficiencies and non-compliance with HUD regulations, SuperNOFA, the approved applications This action results in a Finding; the Finding will include a: condition, criteria, cause, effect, and required corrective action. They mean:

30. HUD Findings 30 Condition - What was wrong Criteria - Cite regulations or statutory requirements Cause - Why this happened Effect - What happened as a result, and Corrective action - Steps needed to resolve the findings may include: Providing additional information; Or change a practice; Also, steps do not necessary require repayment of funds; And grants are seldom cancelled

31. Concerns. 31 Monitoring concerns are brought to the program participant’s attention They should include the condition, cause, and effect. The HUD reviewer will suggest or recommend actions that the program can take to address a concern, based on sound management principles or other guidelines. However, a response is not required.

32. 32 Monitoring Issues Could come from a number of areas

33. For Example: Monitoring Issues could come from: Confusing the usage of FMR and Leasing 33 FMRs are used to establish the maximum amount available to the applicant during the competitive process. Once a project is approved, the actual lease amount (not exceeding the FMR) then becomes the Leasing budget line item amount. Or the reasonable rents if less.

34. Monitoring Issues could come from: Not documenting the Supportive Services participants received 34 Such as: Costs (might be time sheets) associated with providing direct services to homeless participants. Which may includes: – Outreach; – Case management; – Counseling; – Child care; and, – Job training.

35. Monitoring Issues could come from: Not documenting Match 35 Supportive Services 80/20 split: [SHP grantees must share in the costs of supportive services, including a 20 percent cash match of the total services budget.] Operations 75/25 split [In addition, grantees must provide a cash contribution equal to 25 percent of the total operating costs budget.] Capitol 50/50 split [Acquisition, Rehabilitation, New Construction: The recipient must match the funds received for this purpose with money from other sources. ] Grantees must have records that document the match provided. You should develop a system for collecting match information from any participating agencies. (see MB slides)

36. Ineligible Participants 36 Do you have the necessary source documentation supporting Homelessness? If your serving Chronically Homeless, are they and do you have their history documented If it’s a permanent housing project for persons with disabilities do you have the documentation demonstrating their disability?

37. Calculating Resident Rents 37 Visit HUD’s website for http://www.hudhre.info/index.cfm?do=viewShp DeskguideK SHP allows grantees to charge participants rent under specific guidelines outlined in 24 CFR 583.315.24 CFR 583.315 Rent collected from participants is considered program income. This means that grantees and project sponsors must comply with the regulations at 24 CFR 84.24 and 24 CFR 85.25 regarding the use of program income or use rent as permitted by 24 CFR 583.315 (b).24 CFR 84.2424 CFR 85.2524 CFR 583.315 (b) (see SB slides)

38. Communications with your CPD Rep 38 Before contacting your Rep for questions concerning your monitoring; we recommend that you have available the monitoring confirmation letter to refer too If you email your question: Please provide the background information and summary of the issue, including the grant numbers please

39. Communications with your Rep 39 We always appreciate your timely responses to our monitoring confirmation letter or other requests prior to the monitoring

40. Wrap-Up 40 When you get back to your office Please take time to bookmark the monitoring website: Department’s homeless assistance programs. Good Afternoon and have a safe trip home.

41. Another Helpful Site http://www.hudhre.info/ 41

42. And top ten list 42 Problem AreaNumber of Findings Ineligible Participants14 Progress or Occupancy Levels8 Lack of Homeless or Disability Documentation6 Lack of Source Documentation for Costs Billed to Grant (invoices and primarily timesheets) 5 Inadequate Accounting Systems (OMB Standards)5 Incorrect Tenant Rent Calculations5 Inadequate Level of Supportive Services5 Fails Habitability or Housing Quality Standards4 Lack of Grantee Board Member who is Homeless or Formerly Homeless APR Deadline Missed 4141

43. 43 Monitoring Q&A Discussion