C APITAL FUNDS P RESENTATION Public Housing Capital Funds 101 1
C APITAL FUNDS Pat Thorstad-General Engineer Audience 2
T OPICS OF D ISCUSSION POST Handbooks, Guidebooks, etc. Physical Needs Assessment (PNA) Capital Funds Process Grant Closeout 3
S TAFF Pat Thorstad-general engineer Patricia.A.Thorstad@hud.gov 612-370-3192 PHA Name PHRS/PMS Financial POC FM St Paul Tony Landecker Tony Landecker Tony Landecker Minneapolis Tammy Widmann Tammy Widmann Pat Thorstad Duluth Julie Staycoff Julie Staycoff Julie Staycoff Winona Laura Wright Laura Wright LauraWright Crookston Ryan Raleigh Ryan Raleigh Ryan Raleigh Thief River Falls Mark Wunderlich Mark Wunderlich Mark Wunderlich 4
S TAFF Name Title Phone Number Director Lucia Clausen 612-370-3011 Division Director Dana Kitchen 612-370-3050 Eric Mergendahl Program Support Assistant 612-370-3072 Pat Thorstad Engineer 612-370-3192 Ryan Raleigh Portfolio Management Specialist 612-370-3020 Tammy Widmann Revitalization Specialist 612-370-3272 Julie Staycoff Revitalization Specialist 612-370-3159 Laura Wright Portfolio Management Specialist 612-370-3267 Portfolio Management Specialist Tony Landecker 612-370-3065 Mark Wunderlich Portfolio Management Specialist 612-370-3268 5
P UBLIC AND I NDIAN H OUSING O NE -S TOP T OOL (POST) FOR PHA S http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/post 6
H ANDBOOKS , G UIDEBOOKS , W EBSITES Capital Fund Guidebook 24 CFR Part 905-Use of Public Housing Capital Funds for Financing Activities: Final Rule Guidebook 7510.1G-Finance Accounts Guidebook HUD Handbook 7460.8, REV 2, dated 2/2007-Procurement EPIC User Manual HUD Exchange for environmental reviews is: https://www.hudexchange.info/programs/environmental-review/ PIH Notice 2010-41-Using Energy Star to Promote Energy Efficiency in Public Housing 7
P HYSICAL N EEDS A SSESSMENT (PNA) A PNA identifies all of the work that a PHA needs to undertake to bring each of its developments up to the applicable modernization and energy conservation standards. A planning tool to prepare a long-term budget strategy. Allows PHA to assess capital needs. 8
PNA, C ONTINUED PNA Rule - Public Housing: Physical Needs Assessment Proposed Rule, 76 Federal Register 43219 (July 20, 2011) Requires PHAs to conduct a PNA every 5 years in coordination with the Energy Audit An annual updated submission of the PNA data will likely also be required, timed to the PHA’s fiscal year. Failure to submit PNA data will trigger CFP Final Rule sanctions including withholding of Capital Funds. 9
PNA – W HERE A RE W E N OW ? Section 233 of the FY 2015 HUD Appropriations Act Prohibits HUD from requiring PHAs to conduct a PNA during FY 2015 and prohibits HUD from enforcing a PNA requirement in FY 2015. Does not prohibit the use of Capital Funds or Operating Funds by a PHA to perform a voluntary PNA. 10
E NERGY A UDIT Proposed Rule - Public Housing Energy Audits Proposed Rule, 76 Federal Register 71287 (Nov. 17, 2011) Requires PHAs to complete an Energy Audit at least once every 5 years for each PHA-owned project. Proposes Energy Conservation Measures (ECMs) PHAs must consider, at a minimum, when performing an energy audit. 11
Q UESTIONS
C APITAL F UND S UBMISSION Executive Directors will receive an email from HQ Notification of the Capital Fund Program (CFP) award Capital Fund website address ACC amendments Guidance: timelines, submission process 13
C APITAL F UND S UBMISSION -F IELD O FFICE POC Once everything is ready, MAIL to the Eric Mergendahl. Everything goes to Eric Mergendahl for tracking and logging. Eric’s information is: Eric.D.Mergendahl@hud.gov 612-370-3072 US Department of Housing and Urban Development Office of Public and Indian Housing 920 Second Ave South, Suite 1300 Minneapolis, MN 55402-4012 14
C APITAL F UND S UBMISSION Start Here 15
C APITAL F UND S UBMISSION -T IMELINE 16
C APITAL F UND S UBMISSION -P ROCESSING G UIDANCE 17
C APITAL F UND S UBMISSION -P ROCESSING G UIDANCE -C HECKLIST Normally ally page 2 o of the guidance ance Envir iron onmental mental Re Revie view- not ot on list st, , but we we ask k for r th them, , so please se includ ude 18
C APITAL F UND S UBMISSION -I NITIAL LOCCS B UDGET LOCCS Initial Budget BLI 0100-Reserved Budget 72% of the grant authorized amount Not disbursable Contact Field Office BLI 1408-Management 2014 – 18% Disbursable Auto-review if greater Improvements than the percentage 2015 – 16% permitted for the fiscal 2016 – 14% year. 2017 – 12% 2018 and later – 10% BLI 1410-Administrative Costs 10% of grant authorized amount Disbursable Auto-review if greater than 10% 19
Q UESTIONS
ACC A MENDMENT -HUD FORM -52840-A 1 1. 1. PHA Code de 3 2. 2. CFP P Grant nt 3. 3. ACC 4 4. 4. Grant nt $$$ 2 5. 5. CFP P Amendment endment # 6. 6. Correcti rective Ac Action ion- 5 ”NO” 7. 7. Sign/da gn/date 3 3 origi ginal nal copies ies 6 21
7 22
C APITAL F UND S UBMISSION – A CCOUNTING C ODES Reference Finance Accounts Guidebook 7510.1G 1406 : Supplement operating budget * * Small PHAs (100% may go into 1406 if; A PHA with less than 250 units, that is not designated as troubled under PHAS, may use up to 100 percent of its annual Capital Fund grant for activities that are eligible under the Operating Fund at 24 CFR part 990, except that the PHA must have determined that there are no debt service payments, significant Capital Fund needs , or emergency needs that must be met prior to transferring 100 percent of its funds to operating expenses.) 23
C APITAL F UND S UBMISSION – A CCOUNTING C ODES , CON ’ T . 1408 : Mgt Improvements - training, software 1410 : Administering CFP – salaries 1430 : Architectural & Engineer Consultants 1450 : Site Improvements - roads, sidewalks, landscaping, outside utilities 1460 : Dwelling Structures - Everything permanently attached to residential buildings; ex: furnace, water heater, security camera 24
C APITAL F UND S UBMISSION – A CCOUNTING C ODES , CON ’ T . 1465 : Dwelling Equipment - Non expendable- ex: refrigerators, stoves, space heaters, shades, screens 1470 : Non-dwelling Structures - ex: garages, sheds, maintenance and office buildings 1475 : Non-dwelling Equipment - ex: office furniture & equipment, computers, maintenance equipment, ex: trucks 25
Q UESTIONS
C APITAL F UND S UBMISSION - HUD FORM 50075.1-P ART I 27
C APITAL F UND S UBMISSION – HUD FORM 50075.1-P ART II A detailed breakdown of Part I by Development Costs reflected in Part II must correspond to costs reported in Part I-(a common error ) 28
C APITAL F UND S UBMISSION – HUD FORM 50075.1-P ART II Development Number and Name General Description of Major Work Categories: Clearly identify work Landscaping: shrubs, grading AE for unit conversions Kitchen updates: cabinets, flooring, appliances Breakdown of costs by grant year if using multiple year grants 29
C APITAL F UND S UBMISSION – HUD FORM 50075.1-P ART II 30
Q UESTIONS
C APITAL F UND S UBMISSION - 5 Y EAR A CTION P LAN -P ART I 32
C APITAL F UND S UBMISSION - 5 Y EAR A CTION P LAN -P ART II 33
C APITAL F UND S UBMISSION - 5 Y EAR A CTION P LAN -P ART II 34
C APITAL F UND S UBMISSION - 5 Y EAR A CTION P LAN -P ART II 35
C APITAL F UND S UBMISSION - 5 Y EAR A CTION P LAN -P ART I 36
C APITAL F UND S UBMISSION -5 Y EAR A CTION P LAN “ Fungibility ” Defined in 24 CFR 968.305. Is a concept which permits a PHA to substitute any work item from the latest approved Five-Year Action Plan to any previously approved CFP Annual Statement and to move work items among approved budgets without prior HUD approval. Required every year, with “ rolling years ” A listing of all capital needs, ideally based on the PNA of the PHA. 37
C APITAL F UND S UBMISSION – O BL ./E XP . Obligation - PHAs must obligate 90% of grant funds no later than 24 months after grant award A commitment has been made to expend funds A proposal is not a commitment Examples: A signed contract to do work A purchase order to buy materials Expenditure- All funds must be expended no later than 48 months after grant award 38
Q UESTIONS
C APITAL F UND G RANT C LOSEOUT HUD form 53001-Actual Modification Cost Certificate HUD form 50075.1-Annual Statement – Final Performance and Evaluation, Parts I and II Report 100% Obl/Exp in LOCCS Ensure EPIC report has been completed Mail one copy to Field Office with original signatures 40
C APITAL F UND G RANT C LOSEOUT HUD form 53001-Actual Modification Cost Certificate 0 0 Audit Audit Quest stion ion 41
Q UESTIONS
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