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TRANSCRIPT
CAPITAL FUNDS PRESENTATION
Public Housing Capital Funds
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CAPITAL FUNDS
Pat Thorstad-General Engineer
Audience
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TOPICS OF DISCUSSION
POST
Handbooks, Guidebooks, etc.
Physical Needs Assessment (PNA)
Capital Funds Process
Grant Closeout
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Pat Thorstad-general engineer [email protected] 612-370-3192
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STAFF
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 Laura Wright
Crookston Ryan Raleigh Ryan Raleigh Ryan Raleigh
Thief River Falls Mark Wunderlich Mark Wunderlich Mark Wunderlich
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STAFF
Name Title Phone Number
Lucia Clausen Director 612-370-3011
Dana Kitchen Division Director 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
Tony Landecker Portfolio Management Specialist 612-370-3065
Mark Wunderlich Portfolio Management Specialist 612-370-3268
PUBLIC AND INDIAN HOUSING ONE-STOP TOOL (POST) FOR PHAS
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/post
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HANDBOOKS, GUIDEBOOKS, WEBSITES
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
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PHYSICAL NEEDS ASSESSMENT (PNA)
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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.
PNA, CONTINUED
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PNA Rule - Public Housing: Physical Needs AssessmentProposed 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.
PNA – WHERE ARE WE NOW?
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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.
ENERGY AUDIT
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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.
QUESTIONS
CAPITAL FUND SUBMISSION
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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
CAPITAL FUND SUBMISSION-FIELD OFFICE POC
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Once everything is ready, MAIL to the Eric Mergendahl. Everything goes to Eric Mergendahl for tracking and logging.
Eric’s information is: [email protected]
612-370-3072
US Department of Housing and Urban DevelopmentOffice of Public and Indian Housing920 Second Ave South, Suite 1300Minneapolis, MN 55402-4012
CAPITAL FUND SUBMISSION
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Start
Here
CAPITAL FUND SUBMISSION-TIMELINE
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CAPITAL FUND SUBMISSION-PROCESSING GUIDANCE
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CAPITAL FUND SUBMISSION-PROCESSING GUIDANCE-CHECKLIST
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Normally page 2 of the
guidance
Environmental Review-
not on list, but we ask
for them, so please
include
CAPITAL FUND SUBMISSION-INITIAL LOCCS BUDGET
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LOCCS Initial Budget
BLI 0100-Reserved Budget 72% of the grant authorized amount Not disbursable Contact Field Office
BLI 1408-Management
Improvements
2014 – 18% Disbursable Auto-review if greater
than the percentage
permitted for the fiscal
year.
2015 – 16%
2016 – 14%
2017 – 12%
2018 and later – 10%
BLI 1410-Administrative Costs 10% of grant authorized amount Disbursable Auto-review if greater
than 10%
QUESTIONS
ACC AMENDMENT-HUD FORM-52840-A
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1
2
3
4
5
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1. PHA Code
2. CFP Grant
3. ACC
4. Grant $$$
5. CFP Amendment #
6. Corrective Action-
”NO”
7. Sign/date 3 original
copies
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CAPITAL FUND SUBMISSION – ACCOUNTING CODES
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.)
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CAPITAL FUND SUBMISSION – ACCOUNTING CODES, CON’T.
1408: Mgt Improvements - training, software1410: Administering CFP – salaries1430: Architectural & Engineer Consultants 1450: Site Improvements - roads, sidewalks, landscaping,
outside utilities1460: Dwelling Structures - Everything permanently
attached to residential buildings; ex: furnace, water heater, security camera
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CAPITAL FUND SUBMISSION – ACCOUNTING CODES, 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
QUESTIONS
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CAPITAL FUND SUBMISSION - HUD FORM 50075.1-PART I
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CAPITAL FUND SUBMISSION – HUD FORM 50075.1-PART 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 )
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CAPITAL FUND SUBMISSION – HUD FORM 50075.1-PART 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
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CAPITAL FUND SUBMISSION – HUD FORM 50075.1-PART II
QUESTIONS
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CAPITAL FUND SUBMISSION- 5 YEAR ACTION PLAN-PART I
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CAPITAL FUND SUBMISSION- 5 YEAR ACTION PLAN-PART II
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CAPITAL FUND SUBMISSION- 5 YEAR ACTION PLAN-PART II
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CAPITAL FUND SUBMISSION- 5 YEAR ACTION PLAN-PART II
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CAPITAL FUND SUBMISSION- 5 YEAR ACTION PLAN-PART I
CAPITAL FUND SUBMISSION-5 YEAR ACTION PLAN
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“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.
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CAPITAL FUND SUBMISSION – OBL./EXP.
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
QUESTIONS
CAPITAL FUND GRANT CLOSEOUT
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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
CAPITAL FUND GRANT CLOSEOUT
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HUD form 53001-Actual Modification Cost Certificate
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Audit
Question
QUESTIONS