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CoC Monitoring Information Session Friday, September 25, 2020, 10 AM – 11 AM
Location: Virtual Meeting
Log-in Information: https://homebaseccc.zoom.us/j/91954739975
Telephone: (669)900-6833 Meeting ID: 919 5473 9975
Agenda
1) Objectives of Information Session
2) Monitoring Overview
3) Draft Plan and Timeline
4) Sample Monitoring Areas and Scope
5) Typical Monitoring Activities and Logistics
6) Discussion soliciting feedback on proposed monitoring plan, timeline, scope, and
activities
7) Next Steps
9/25/20
CoC Monitoring Information Session
September 25, 2010 10:00AMLog-in Information:
https://homebaseccc.zoom.us/j/91954739975Telephone: (669)900-6833 Meeting ID: 919 5473 9975
Agenda• Objectives of Information Session• Monitoring Overview• Draft Plan and Timeline• Sample Monitoring Areas and Scope• Typical Monitoring Activities and Logistics• Discussion• Next Steps
Housekeeping
• Please write your name and agency in chat• Please mute yourself when not talking• Feel free to type questions in chat or use
“Raise your hand"
Objectives of Today’s Session
• Present draft monitoring overview and plan• Explain proposed activities and logistics• Get feedback and input on proposal• Answer questions
Why Monitor?• Fulfill requirements• Improve performance, effectiveness & efficiency• Increase knowledge and capacity regarding CoC
compliance and financial management• Help agencies prepare for HUD, BCSH, HCD
monitoring, and audits • Create monitoring plans and protocols for future years• Identify opportunities & gaps for additional TA trainings
or one-on-one meetings • Assess involuntary program exits for discrimination
and fair housing compliance
Who will be monitored?• All COC Funded Projects, including:
• H3: Destination Home (PSH), Permanent Connections (PSH), HMIS, & CE
• Hope Solutions: ACCESS (PSH), Families in Supportive Housing (FISH) (PSH), Garden Park Apartments Community (PSH)
• Housing Authority: Project-Based RA (PSH), Tenant-Based RA (PSH), Shelter Plus - Care Lakeside (PSH), and Shelter Plus Care Villa - Vasconcellos (PSH)
• Resources for Community Development: Idaho Apts. (PSH)• Satellite Affordable Housing Associates: Tabora Garden Senior
Apts. (PSH)• SHELTER, Inc.: Permanent Step Project (PSH), Project Thrive
(PSH), Reach Plus (RRH), Turningpoint Housing Program (PSH), Esperanza (RRH)
Draft Timeline (Pilot Phase)
Information session
&Selection of pilot projects(Sept. 2020)
Document request from
pilot monitoring providers
(Oct. 2020)
Documents due
(Nov. 2020)
Homebase review &
analysis of documents(Nov./ Dec.
2020)
Findings from HB
(Dec. 2020)
TA meetingsFeedback & follow-up.(Jan. 2021)
Draft Timeline (Main Monitoring Phase)
Initial Communication
& Document Request
(Jan. 2021)
Documents due(Feb. 2021)
Homebase review &
analysis of documents(Feb. – Apr.
2021)
Reports/ Findings from Homebase. (May 2021)
Responses from providers & TA follow-up,
as needed(June 2021)
Monitoring AreasEligibility &
Recordkeeping
Housing Client Payments
Policies & Procedures
Supportive Services
Use of Program Income & Cash Match Fiscal Management
Staff Time Distribution/ Timekeeping
Project Outcome Submission
Program PoliciesClient Participation
in“Policy-Making”
Client Grievance Procedures
Emergency Safety and Evacuation
Procedures
Religious Influences
Discharge Planning
Client Participation in
Operations
Rules and Regulations for
Clients
Termination of Assistance
Staff Rules and Regulations
Confidentiality and Privacy Restrictions
Non-Discrimination and Equal
Opportunity
Conflict of Interest
Drug-Free Workplace
Anti-Lobbying
Educational Assurances
Fiscal Management
Internal Controls
Budget Procurement Audits
Cash Management
Accounting Controls
Property Asset ControlsMatch
Community Feedback on Monitoring Areas• Are you currently doing any self monitoring or
review?• If so, what topics or areas do you monitor?• If not, what topics are you most interested in
starting to look at?• What are your top monitoring priorities?• What additional areas would you like to see
added?
Activities• Initial communication• Document request and due date• Electronic submission of documents• Homebase review analysis of documents• Findings/report provided• Response from providers• Review response• T.A./follow-up as needed
Sample Documents• Documents related to participant eligibility• Written policies and procedures• Client (re)assessment documentation• Housing screening documentation• Match letters • Electronic grant files• Grant agreements or contracts with HUD or CoC• HUD monitoring reports associated with the CoC-funded projects• Recent invoices & drawdowns sent to HUD for each project• Financial and HUD audits • Financial reports & documentation pertinent to CoC funds• Staff time records
Discussion
• What challenges do you anticipate experiencing with monitoring?• What elements of a successful monitoring
program would you like to see incorporated?
Piloting
• Proposed 3 projects for pilot• Should be well established projects• Should have capacity to participate between
now and February• Be willing to give feedback on process