2019-11-15 HCHA Approved Minutes

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Special HCHA meeting November 15, 2019 and that can get you in trouble, that happens fairly frequently. The other thing is the CDBG-DR funds are used to fund the gap and you want to make sure that we...the legislation wants to make sure our funds aren't being used for something that another source of funding also funded or could have funded. Cause were the last resort to funding and there's a duplication of benefits is what we call it and there's some pretty extensive federal register notice requirements on how to do that and what's required but that's an important thing to pay attention to...that you...that you do that, you document it and have it available. And then the whole costs...allocation of costs and time...everything has to be documented, absolutely everything. That your properly allocating staff time, any general operating expenses properly to the disaster if you're funding it out of the disaster pot, you need to properly do that. Which again, ties back to those financial...following your financial policies and procedures. We have a reporting system, DRGR. That you put your action...once you write your paper action plan you actually enter into this system, you set up all your activities and that allows you to report on those activities quarterly and you actually also draw your funds out of that system. And it ties the spending to specific activities, so you can track funding, we can track funding. We can use that system to measure overall performance of the grant and performance of specific programs within the grant. Let's see... With a...we...HUD comes out and does onsite monitoring and technical assistance throughout the life of the grant for the first several years of the grant we actually generally come our four...in person four times, do two TA visits and two monitoring visits. Generally we don't monitor until after you have the grant agreement signed but we'll be doing a fair amount of TA, there will be a lot of HUD staff involved in oversight of these funds. As, you know...after five or six years we might just be monitoring once a year, TA once a year but we'll be out a fair amount of time. So that is...that...that presentation. I spent today meeting with you staff, we've been having phone calls, pretty regular phone calls... Poindexter: Excuse me one second...madam chair can you ask them if it's okay to have this presentation available for all of our councilmembers especially those who are not here... Eoff: I've been...l've been asking but so far nobody's delivered us a copy... Poindexter ....yeah, because I had a hard time following... Page 10 of 31