P HYSICAL N EEDS A SSESSMENT (PNA) A PNA identifies all of the work - - PowerPoint PPT Presentation

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P HYSICAL N EEDS A SSESSMENT (PNA) A PNA identifies all of the work - - PowerPoint PPT Presentation

May 19, 2023 405 likes •841 views

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

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CAPITAL FUNDS PRESENTATION Public Housing Capital Funds 101

1

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CAPITAL FUNDS

  • Pat Thorstad-General Engineer
  • Audience

2

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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
  • Patricia.A.Thorstad@hud.gov
  • 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 LauraWright 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

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PUBLIC AND INDIAN HOUSING ONE-STOP TOOL (POST) FOR PHAS

  • http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/post

6

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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.
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PNA, CONTINUED

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  • 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.

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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.

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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
  • nce every 5 years for each PHA-owned project.
  • Proposes Energy Conservation Measures (ECMs) PHAs

must consider, at a minimum, when performing an energy audit.

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QUESTIONS

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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
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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:
  • 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

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CAPITAL FUND SUBMISSION

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Start Here

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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 ally page 2 o

  • f the

guidance ance Envir iron

  • nmental

mental Re Revie view- not

  • t on list

st, , but we we ask k for r th them, , so please se includ ude

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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%

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QUESTIONS

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ACC AMENDMENT-HUD FORM-52840-A

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1 2 3 4 5 6

1. 1. PHA Code de 2. 2. CFP P Grant nt 3. 3. ACC 4. 4. Grant nt $$$ 5. 5. CFP P Amendment endment # 6. 6. Correcti rective Ac Action ion- ”NO” 7. 7. Sign/da gn/date 3 3 origi ginal nal copies ies

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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, software 1410: Administering CFP – salaries 1430: Architectural & Engineer Consultants 1450: Site Improvements - roads, sidewalks, landscaping,

  • utside utilities

1460: 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

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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

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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

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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

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QUESTIONS

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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

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CAPITAL FUND GRANT CLOSEOUT

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  • HUD form 53001-Actual Modification Cost Certificate

Audit Audit Quest stion ion

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QUESTIONS