PY 2013 Homeless Housing and Services Program Implementation Webinar - PowerPoint PPT Presentation

PY 2013 Homeless Housing and Services Program Implementation Webinar Texas Department of Housing and Community Affairs January 30, 2013

Community Affairs Staff Welcome Michael DeYoung , Assistant Deputy Director 2

Community Affairs Staff Administration Michael DeYoung , Assistant Deputy Director Annette Cornier, Executive Assistant Planning Sharon Gamble, Project Manager Mary Dodson, Planner Training Stephen Jung , Project Manager Marco Cruz, Trainer 3

Community Affairs Staff Fiscal  JR Mendoza, Project Manager, Monitoring  Gloria Mitchell, Contract Specialist  Gideon Agboola, Contract Administrator Compliance Division (Monitoring)  JR Mendoza, Manager, Community Affairs Monitoring  Julian Perez, Community Affairs Monitor  Francisco Salazar, Jr., Community Affairs Monitor 4

TDHCA Resources Available  Community Affairs web pages http://www.tdhca.state.tx.us/community-affairs/  Email List Announcements  To join the e-mail list announcements you may complete the contact list found on the Community Affairs website  http://maillist.tdhca.state.tx.us/list/subscribe.htm l?lui=f9mu0g2g&mContainer=2&mOwner=G382s2 w2r2p&mListId=HL%237  Contact TDHCA  http://www.tdhca.state.tx.us/au_offices-hca.htm 5

TDHCA Resources Available (cont.)  Program Questions Submission Portal • Subrecipients that have a questions that are not answered during this Implementation workshop, may submit them through the program questions submission portal • Submission of program questions • Request for technical assistance and training • https://tdhca.wufoo.com/forms/request-for-ca-program- assistance/  Implementation Material • The Department will continue to develop implementation material and best practices and post them on HHSP Program information website in the coming year 6

Purpose of HHSP Funds Marco Cruz Trainer, Community Affairs marco.cruz@tdhca.state.tx.us 7

TDHCA’s HHSP Purpose To provide for the construction, development, or procurement of housing for homeless persons, and to provide local programs to prevent and eliminate homelessness. 8

Contract Highlights Section 5: Method Of Payment/ Cash Balances Section 6: Cost Principals and Administration Section 8: Allowable Expenditures Section 9: Record Keeping Requirements Section 10: Reporting Requirements Section 11: Changes and Amendments Section 15: Procurement Standards 9

Contract Highlights Section 17: Audit Section 20: Bonding and Insurance Requirements Section 22: Technical Assistance & Monitoring Section 24: Compliance with Laws Section 32: Debarred and Suspended Parties Section 35: Oral and Written Agreements Exhibits A through F Section 39: Faith Based and Sectarian Activity 10

Sec. 5: Method of Payment and Cash Balances Advance Payment Method  Request for a 30 day need or an advance of $5,000, whichever is greater. (one time)  An expenditure report and request with projected expenses must be submitted 11

Sec. 6: Cost Principles and Administrative Requirements  Subrecipient shall comply with the cost principles and uniform administrative requirements set forth in Chapter 783 of the Texas Government Code, the Uniform Grant Management Standards (“UGMS”) and procurement standards set forth in 10 T.A.C. §5.10 et seq .  Subrecipient shall provide Department with certificates of property insurance evidencing Subrecipient’s current and effective insurance coverage.  Send certificates of insurance to Texas Department of Housing and Community Affairs Community Affairs Division HHSP Program PO Box 13941 Austin Texas 78711-3941 12

Sec. 8: Allowable Expenditures Bond Revenue Construction and rehabilitation of structures targeted to 1. serving individuals or families; Provision of direct services to individuals or families; 2. Case management for individuals or families; (bond 3. only) Retention of housing for individuals or families; 4. Prevention of homelessness for individuals or families; 5. Housing Rental assistance for individuals or families; 6. Other related activity receiving prior approval from the 7. Department. 13

Sec. 8: Allowable Expenditures Housing Trust Fund Construction and rehabilitation of structures targeted 1. to serving individuals or families; Housing Rental assistance for individuals or families; 2. or HTF may be utilized for staff time dedicated to 3. securing housing for clients, but not for case management 14

Sec. 8: Allowable Administrative Expenditures  Bond Revenue and HTF funds allow up to 5% of the award amount to be utilized for administrative costs. Administrative costs incurred by Subrecipient in performing this Contract are to be based on actual programmatic expenditures.  Eligible administrative costs include costs related to staff performance of management, accounting, and reporting activities. 15

Sec. 9: Record Keeping Requirements  Written Policies and Procedures to ensure sufficient records are established and maintained  Period of Record Retention  Maintain records in accessible location for three (3) years after expenditure of all funds from the grant  Additional specifics regarding renovations/rehabilitations/ building conversions  Cooperate with any examination of such records  Open Records – Texas Public Information Act  Access to Records for governing entities 16

Sec. 9: Record Keeping Requirements Client files contain at a minimum, the following: An HHSP Intake Application including the client’s signature 1. Income documentation for all applicants . 2. For persons who are at-risk of homelessness documentation 3. which demonstrates that prevention services and activities are necessary to avoid foreclosure or eviction. Documentation must include, but may not be limited to:  eviction notices,  letters from property management regarding eviction,  lease agreements, etc.;  17

Sec. 9: Record Keeping Requirements Client Files Continued: Certification of homeless status for homeless 4. individuals and families whereby the applicant certifies which homeless definition they meet as per 24 CFR §576.2. The certification must include the client’s signature. HMIS: Subrecipient must keep records of the 5. participation in HMIS or a comparable database by all projects of the Subrecipient. 18

Sec. 9: Record Keeping Requirements Income Client Files Continued:  HTF Income documentation must be obtained for all applicants and must demonstrate that each household assisted with funds provided under this Contract is at or below 80% Area Median Family Income (AMFI) and in accordance with Texas Government Code Section 2306.202. ********* NOTE: There are no income limits for Bond Funds 19

Sec. 9: Record Keeping Requirements Client Files Continued:  If proof of income does not exist or if the applicant has no income, the applicant must complete and sign a Declaration of Income Statement which includes an explanation for the reason that documentation could not be obtained. See 10 TAC General RULE §5.19 http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage?sl=R&app=9 &p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=10&pt= 1&ch=5&rl=19 20

Sec. 9: Record Keeping Requirements Income Calculations  Collect 30 days prior to the date of application.  Multiply 30 days income X by 12 months.  All household members 18 yrs and older. See RULE §5.20 http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage?sl=R &app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_t ac=&ti=10&pt=1&ch=5&rl=20

Sec. 10: Reporting Requirements Monthly Performance and Expenditure Reports  Delivery Method: electronic submission  Deadline: 15 th day of the month  Monthly reports are required prior to accessing funds  Failure to submit reports shall result in suspension of ability to request funds and will be identified as findings in monitoring reviews 22

Sec. 10: Reporting Requirements Final Performance and Expenditure Reports  Delivery Method: electronic submission  Deadline: within 30 days after the end of the contract period  If this Contract provides assistance for renovation, rehabilitation, or conversion, Subrecipient shall submit cover photographs of the finished construction work, and verification of passed inspections in the form of certificate of occupancy. 23

Sec. 10: Reporting Requirements Cumulative Inventory Report  Due for all equipment acquired with HHSP funds with a unit acquisition cost of $500 or more  Delivery Method: electronic submission  Deadline: Annually, 45 days after the end of the contract 24

Sec. 11: Changes and Amendments  Shall be made by an amendment in writing and signed by both parties  Are processed electronically, which includes the routing and electronic signatures of Department officials 25

Sec. 11: Changes and Amendments  HHSP administrators should count on an 8 month program.  HTF funds cannot be extended past August 31, 2013.  If an extension is needed for Bond Funds the Department can consider the extension during the summer months prior to the end of the contract. Extension requests will be examined on a case by case basis. 26