HUD Priorities and Updates for Public Housing Programs in Minneapolis

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Minneapolis HUD
Office of Public Housing
Dana Kitchen, Division Director
 
MN NAHRO Executive Boot Camp
HUD Info
 
Topics
 
HUD Priorities & Notices
Public Housing Program Updates
Housing Choice Voucher Program Updates
Combined Program Updates
COMING SOON TO A PHA NEAR YOU!!!!
Systems & Reporting
Keeping Up With it All
 
2023 HUD PIH Priorities
 
 
PH Program
Increase
 or sustain public housing occupancy to 95.5%
Reduce the number of  Vacant units
Reduce number of Hot List PHAs (those with highest vacancies)
Fully implement the Occupancy Action Plans
Improve PHAS designation of Troubled and Substandard PHAs
Physical Condition
Lower inspection failure rates
Report and mitigate 99% of EHS inspection deficiencies 
72 hours and 100% 
 30
days
Ensure
 PHAs resolve physical deficiencies 
 90 days
HCV Program
Increase PHA ABA spending to 100%
Increase utilization of Special Purpose Vouchers to over 82%
Reduce number of Hot List PHAs (those with highest leasing potential)
Improve 
proficiency and increase use of 2-Year Tool
Improve leasing plan accountability of PHAs
 
Recent Notices
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Public Housing Program Updates
 
PH Information from Rules/Notices
 
Over Income Rule (2023-03)
Need to update policies
Determine alternative rent
New lease for Non-Public Housing Over Income (NPHOI) families
New Unit Tenant Status to come with HIP
Will require new reporting of waiting list numbers in Jan 2024
Personal Property (2022-37)
Requirements for Personal Property: Equipment and Supplies
Physical Inventory required
Determinations must be made and records kept
Specific Disposition & Replacement requirements
Will require PHA policy and process review
Section 3 (2022-38)
Tracking and reporting requirements
Still not required to report, but required to track and keep records
Notice PIH 2021-35-Unit Tenant Status
 
PH Information from Local Office
 
We are doing FIVE full Compliance Reviews this year!!!!
Notifications forthcoming
UPCS to NSPIRE
Still "get ready" phase
Capital Fund Significant Amendment Definition
Work in progress and this is being examined closely
EPIC Core Activity reporting is up and running again!
PHAs must again report on Energy Efficiency Measures (EEMs)
Information on temp deadlines can be found on EPIC homepage
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Housing Choice Voucher Program
Updates
 
HCV Information from Rules/Notices
 
FYI Vouchers (2023-04)
Funding available
New VMS field and reporting requirements
Personal Property (2022-37)
Requirements for Personal Property: Equipment and Supplies
Physical Inventory required
Determinations must be made and records kept
Specific Disposition & Replacement requirements
Will require PHA policy and process review
Section 3 (2022-38)
Tracking and reporting requirements
Still not required to report, but required to track and keep records
 
HCV Information from Local Office
 
We are doing FIVE full Compliance Reviews this year!!!!
Notifications forthcoming
PBV Reminders
Please note that PHAs are REQUIRED to do a number of things, including
formally declaring their intent to implement a PBV program to HUD and
getting approval to proceed, before taking ANY PBV actions!!!!
Environmental Requirements apply to PBV
Subsidy Layering Reviews are required of all New Construction and
Rehabilitation projects.
Violations of the PBV requirements may result in the PHA’s absolute
prohibition of attachment of assistance to the project.
Unique reporting of Portability HAP costs by Receiving PHA
If billing, the Receiving PHA must use the administrative fee equity section
of the FDS (FDS line 11170) to report all port-in activity, including HAP
costs and revenues related to billing the Initial PHA.
Accounting Brief 18
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Combined Program Updates
 
Updates for Both Programs
 
DUNS to UEI
Money to Boards
Please remember that you CANNOT pay Board members with
Public Housing or HCV money!
Definition of Family
Consider Chosen Family Arrangements
Youth Homelessness prevention
Subsidy/Occupancy Standards
Consider reviewing 2/bedroom concept
 
PHA Documents to FIND & KEEP
 
Annual Contributions Contract (ACC)
Declaration(s) of Trust (DOT(s))
Reminder that PHAs were actually created by State law
as City, County, or Multi-Jurisdictional PHAs
Organizational Transcripts
Cooperation Agreement (USHA, Section 6)
Payment in Lieu of Taxes (PILOT)
Environmental Agreements (Responsible Entities)
PHA governed by a Board of Commissioners
By-Laws
 
PHA Plan Reminders
 
5-Year PHA Plan (for All PHAs)
Annual PHA Plan (Non-Qualified PHAs Only)
We have more of these than ever!
Non-Qualified PHAs
Combined (PH & HCV) unit total of more than 550
Qualified PHAs
Combined (PH & HCV) unit total of 550 or less AND
not designated troubled (PHAS or SEMAP)
Annual Requirements
Annual Public Hearing (STILL MUST DO THIS!!!!!!!)
Civil Rights Certification
DIFFERENT/DECOUPLED FROM THE CAPITAL FUND
PLAN
 
Hierarchy of the PHA
 
Mayor or Governing Body
Appoints Board members
Provides Responsible Entity
PHA Board of Commissioners
Maintains ultimate responsibility for PHA's overall operations & property
Approves by-laws, resolutions, defines mission, goals, & objectives, establishes & adopts policies & procedures
Ensures that the agency operates legally
Hires a qualified Executive Director & maintains responsibility of performance plans & any personnel administration of the ED
Reviews & monitors operating budgets & manages
 overall financial resources (approves major payments, etc.)
Executive Director
Manages day-to-day operations & activities of the PHA
Maintains responsibility of staff, hiring new staff, training, employee morale, performance plans, & any other personnel
administration
Ensures compliance with policies & regulations/laws
Monitors for fraud & program abuse
Oversees maintenance & development/modernization
Supervises budget variances, cash management, & bank reconciliation
Provides Customer Service to community partners, residents, & landlords
Conducts
 marketing
Procures goods & services within regulation, law, & policy
Reports to HUD
LOTS OF OTHER STUFF!!!!!!!!!!!!!!!!!!!!!!
 
Policies & Procedures Reminder
 
 
 
ACOP
Grievance Procedures
Procurement
Rent Collection Policy
Pet Policy
Community Service
Maintenance/Work Orders
Capitalization
Disposition
Petty Cash
Personnel
Recordkeeping (waitlist, resident files,
EIV documents)
Travel
Personal Property Inventory
VAWA
Non-Public Housing Over Income
 
 
Public Housing
 
 
HCV
 
Administrative Plan (Admin Plan)
Briefing
Informal Hearing Procedures
Administrative Reserves Spending Limits
Portability
Procurement
Personnel
Recordkeeping (waitlist, resident files, EIV
documents)
Security (files, systems, etc.)
Travel
Personal Property Inventory
VAWA
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COMING SOON!!!!
 
On HUD's Horizon...
 
HOTMA Income & Assets Rule
HOTMA HCV/PBV Rule
HIP (no not a hip replacement)
eVMS
NSPIRE
AFFH
Stability Vouchers
More Fair Share Vouchers?
Push to convert remaining SRO/Mod Rehab to RAD
FSS
SEMAP Changes
PHAS Changes
PBV Monitoring
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Systems & Reporting
 
Secure Systems/WASS
 (Web Access Security Subsystem)
 
IMS/PIC 
(Inventory Management System/PIH Information Center)
EIV 
(Enterprise Income Verification)
LOCCS 
(Line of Credit Control System)
Operating Subsidy Portal
VMS 
(Voucher Management System)
FASPHA 
(Financial Assessment Subsystem)
PASS 
(Physical Assessment Subsystem)
EH&S 
(Exigent Health & Safety)
NASS 
(Integrated Assessment Subsystem)
 
 
 
Other Systems
 
 
SAM 
(System for Award Management)
EPIC 
(Energy and Performance Information Center)
SAVE 
(Systematic Alien Verification for Entitlements)
UEI 
(
Unique Entity Identifier)
Grants.gov
Executive Compensation
 
 
undefined
 
Keeping Up With it All!
 
Laws & Statutes
 
Major Laws
United
 States Housing Act of 1937 (USHA)
Violence Against Women Act (VAWA)
Quality Housing & Work Responsibility Act (QHWRA)
Housing & Community Development Act of 1980
Housing & Economic Recovery Act (HERA)
Housing Opportunity Through Modernization Act (HOTMA)
of 2016
Key
 Statute
42 USC §1437 (USHA)
 
Regulations & HUD Guidebooks
 
Applicable Regulations include:
24 CFR Part 5 (General HUD Program Requirements)
24 CFR Part 8 (Nondiscrimination in Assisted Housing Programs)
24 CFR Part 135 (Section 3 Requirements)
24 CFR Parts 901-990 (PIH Program Requirements)
2 CFR Part 200 (Procurement Requirements)
HUD Guidebooks & Handbooks
Public Housing Occupancy Guidebook
Housing Choice Voucher Guidebook
Public Housing Ethics Reference Manual
Procurement Handbook
Capital Fund Guidebook
 
 
Other Resources
 
HUD Website
PIH Notices
Federal Register Notices
Contracts & Forms (
HUDCLIPS)
Public & Indian Housing One-Stop Tool (POST)
HUD Exchange
You Tube HUD Channel(s)
HUD Mailing Lists
Minnesota HUD Page
PHA Newsletter (local & HQ)
 
HUD Staff
 
Minneapolis HUD Office of Public Housing Staff
Lucia Clausen, Director
Dana Kitchen, Division Director
Chase Dankers, Program Analyst
Robert Kosloski & Ryan Brixius, Financial Analysts
Gordon Stinson, Engineer
Eric Mergendahl, Field Correspondence Analyst
Portfolio Management Specialists:
     Julie Staycoff                       Laura Wright
     Mark Wunderlich                Ryan Raleigh
     Matt Jensen                         Morgan Pontiff
     Jared Stroberg                     Aaron Heisel
Luan Mazreku, Financial Management Center (FMC) Financial Analyst
Other HUD Offices: FPM, OGC, CPD, MF
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Questions?
 
Dana.M.Kitchen@hud.gov
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Explore the latest initiatives and priorities set by HUD for the Public Housing Program in Minneapolis. From achieving high occupancy rates to improving physical conditions, stay informed about upcoming changes and improvements to public housing services. Keep up with the latest notices, updates, and requirements to ensure effective management of public housing resources and programs.


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  1. MN NAHRO Executive Boot Camp MN NAHRO Executive Boot Camp HUD Info HUD Info Minneapolis HUD Office of Public Housing Dana Kitchen, Division Director

  2. Topics HUD Priorities & Notices Public Housing Program Updates Housing Choice Voucher Program Updates Combined Program Updates COMING SOON TO A PHA NEAR YOU!!!! Systems & Reporting Keeping Up With it All

  3. 2023 HUD PIH Priorities PH Program Increase or sustain public housing occupancy to 95.5% Reduce the number of Vacant units Reduce number of Hot List PHAs (those with highest vacancies) Fully implement the Occupancy Action Plans Improve PHAS designation of Troubled and Substandard PHAs Physical Condition Lower inspection failure rates Report and mitigate 99% of EHS inspection deficiencies 72 hours and 100% 30 days Ensure PHAs resolve physical deficiencies 90 days HCV Program Increase PHA ABA spending to 100% Increase utilization of Special Purpose Vouchers to over 82% Reduce number of Hot List PHAs (those with highest leasing potential) Improve proficiency and increase use of 2-Year Tool Improve leasing plan accountability of PHAs

  4. Recent Notices Notice Date Issued Title HOTMA Income and Assets, HOTMA Voucher/PBV, 2023 HCV Funding Notice, Stability Vouchers, NSPIRE, and more! Coming Soon... March 15, 2023 Foster Youth to Independence Initiative Notice 2023-04 Final Implementation of the PH Over-Income Limit Reporting Supplement to the Implementation of the Final Rule on Section 3 Regulations - 24 CFR Part 75 Notice 2023-03 March 13,2023 Notice 2022-38 December 20,2022 Notice 2022-37 December 14, 2022 Personal Property Requirements

  5. Public Housing Program Updates

  6. PH Information from Rules/Notices Over Income Rule (2023-03) Need to update policies Determine alternative rent New lease for Non-Public Housing Over Income (NPHOI) families New Unit Tenant Status to come with HIP Will require new reporting of waiting list numbers in Jan 2024 Personal Property (2022-37) Requirements for Personal Property: Equipment and Supplies Physical Inventory required Determinations must be made and records kept Specific Disposition & Replacement requirements Will require PHA policy and process review Section 3 (2022-38) Tracking and reporting requirements Still not required to report, but required to track and keep records Notice PIH 2021-35-Unit Tenant Status

  7. PH Information from Local Office We are doing FIVE full Compliance Reviews this year!!!! Notifications forthcoming UPCS to NSPIRE Still "get ready" phase Capital Fund Significant Amendment Definition Work in progress and this is being examined closely EPIC Core Activity reporting is up and running again! PHAs must again report on Energy Efficiency Measures (EEMs) Information on temp deadlines can be found on EPIC homepage

  8. Housing Choice Voucher Program Updates

  9. HCV Information from Rules/Notices FYI Vouchers (2023-04) Funding available New VMS field and reporting requirements Personal Property (2022-37) Requirements for Personal Property: Equipment and Supplies Physical Inventory required Determinations must be made and records kept Specific Disposition & Replacement requirements Will require PHA policy and process review Section 3 (2022-38) Tracking and reporting requirements Still not required to report, but required to track and keep records

  10. HCV Information from Local Office We are doing FIVE full Compliance Reviews this year!!!! Notifications forthcoming PBV Reminders Please note that PHAs are REQUIRED to do a number of things, including formally declaring their intent to implement a PBV program to HUD and getting approval to proceed, before taking ANY PBV actions!!!! Environmental Requirements apply to PBV Subsidy Layering Reviews are required of all New Construction and Rehabilitation projects. Violations of the PBV requirements may result in the PHA s absolute prohibition of attachment of assistance to the project. Unique reporting of Portability HAP costs by Receiving PHA If billing, the Receiving PHA must use the administrative fee equity section of the FDS (FDS line 11170) to report all port-in activity, including HAP costs and revenues related to billing the Initial PHA. Accounting Brief 18

  11. Combined Program Updates

  12. Updates for Both Programs DUNS to UEI Money to Boards Please remember that you CANNOT pay Board members with Public Housing or HCV money! Definition of Family Consider Chosen Family Arrangements Youth Homelessness prevention Subsidy/Occupancy Standards Consider reviewing 2/bedroom concept

  13. PHA Documents to FIND & KEEP Annual Contributions Contract (ACC) Declaration(s) of Trust (DOT(s)) Reminder that PHAs were actually created by State law as City, County, or Multi-Jurisdictional PHAs Organizational Transcripts Cooperation Agreement (USHA, Section 6) Payment in Lieu of Taxes (PILOT) Environmental Agreements (Responsible Entities) PHA governed by a Board of Commissioners By-Laws

  14. PHA Plan Reminders 5-Year PHA Plan (for All PHAs) Annual PHA Plan (Non-Qualified PHAs Only) We have more of these than ever! Non-Qualified PHAs Combined (PH & HCV) unit total of more than 550 Qualified PHAs Combined (PH & HCV) unit total of 550 or less AND not designated troubled (PHAS or SEMAP) Annual Requirements Annual Public Hearing (STILL MUST DO THIS!!!!!!!) Civil Rights Certification DIFFERENT/DECOUPLED FROM THE CAPITAL FUND PLAN

  15. Hierarchy of the PHA Mayor or Governing Body Appoints Board members Provides Responsible Entity PHA Board of Commissioners Maintains ultimate responsibility for PHA's overall operations & property Approves by-laws, resolutions, defines mission, goals, & objectives, establishes & adopts policies & procedures Ensures that the agency operates legally Hires a qualified Executive Director & maintains responsibility of performance plans & any personnel administration of the ED Reviews & monitors operating budgets & manages overall financial resources (approves major payments, etc.) Executive Director Manages day-to-day operations & activities of the PHA Maintains responsibility of staff, hiring new staff, training, employee morale, performance plans, & any other personnel administration Ensures compliance with policies & regulations/laws Monitors for fraud & program abuse Oversees maintenance & development/modernization Supervises budget variances, cash management, & bank reconciliation Provides Customer Service to community partners, residents, & landlords Conducts marketing Procures goods & services within regulation, law, & policy Reports to HUD LOTS OF OTHER STUFF!!!!!!!!!!!!!!!!!!!!!!

  16. Policies & Procedures Reminder Public Housing HCV ACOP Grievance Procedures Procurement Rent Collection Policy Pet Policy Community Service Maintenance/Work Orders Capitalization Disposition Petty Cash Personnel Recordkeeping (waitlist, resident files, EIV documents) Travel Personal Property Inventory VAWA Non-Public Housing Over Income Administrative Plan (Admin Plan) Briefing Informal Hearing Procedures Administrative Reserves Spending Limits Portability Procurement Personnel Recordkeeping (waitlist, resident files, EIV documents) Security (files, systems, etc.) Travel Personal Property Inventory VAWA

  17. COMING SOON!!!!

  18. On HUD's Horizon... HOTMA Income & Assets Rule HOTMA HCV/PBV Rule HIP (no not a hip replacement) eVMS NSPIRE AFFH Stability Vouchers More Fair Share Vouchers? Push to convert remaining SRO/Mod Rehab to RAD FSS SEMAP Changes PHAS Changes PBV Monitoring

  19. Systems & Reporting

  20. Secure Systems/WASS (Web Access Security Subsystem) IMS/PIC (Inventory Management System/PIH Information Center) EIV (Enterprise Income Verification) LOCCS (Line of Credit Control System) Operating Subsidy Portal VMS (Voucher Management System) FASPHA (Financial Assessment Subsystem) PASS (Physical Assessment Subsystem) EH&S (Exigent Health & Safety) NASS (Integrated Assessment Subsystem)

  21. Other Systems SAM (System for Award Management) EPIC (Energy and Performance Information Center) SAVE (Systematic Alien Verification for Entitlements) UEI (Unique Entity Identifier) Grants.gov Executive Compensation

  22. Keeping Up With it All!

  23. Laws & Statutes Major Laws United States Housing Act of 1937 (USHA) Violence Against Women Act (VAWA) Quality Housing & Work Responsibility Act (QHWRA) Housing & Community Development Act of 1980 Housing & Economic Recovery Act (HERA) Housing Opportunity Through Modernization Act (HOTMA) of 2016 Key Statute 42 USC 1437 (USHA)

  24. Regulations & HUD Guidebooks Applicable Regulations include: 24 CFR Part 5 (General HUD Program Requirements) 24 CFR Part 8 (Nondiscrimination in Assisted Housing Programs) 24 CFR Part 135 (Section 3 Requirements) 24 CFR Parts 901-990 (PIH Program Requirements) 2 CFR Part 200 (Procurement Requirements) HUD Guidebooks & Handbooks Public Housing Occupancy Guidebook Housing Choice Voucher Guidebook Public Housing Ethics Reference Manual Procurement Handbook Capital Fund Guidebook

  25. Other Resources HUD Website PIH Notices Federal Register Notices Contracts & Forms (HUDCLIPS) Public & Indian Housing One-Stop Tool (POST) HUD Exchange You Tube HUD Channel(s) HUD Mailing Lists Minnesota HUD Page PHA Newsletter (local & HQ)

  26. HUD Staff Minneapolis HUD Office of Public Housing Staff Lucia Clausen, Director Dana Kitchen, Division Director Chase Dankers, Program Analyst Robert Kosloski & Ryan Brixius, Financial Analysts Gordon Stinson, Engineer Eric Mergendahl, Field Correspondence Analyst Portfolio Management Specialists: Julie Staycoff Mark Wunderlich Matt Jensen Jared Stroberg Luan Mazreku, Financial Management Center (FMC) Financial Analyst Other HUD Offices: FPM, OGC, CPD, MF Laura Wright Ryan Raleigh Morgan Pontiff Aaron Heisel

  27. Questions? Dana.M.Kitchen@hud.gov

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