Missouri Housing Trust Fund FY2015 Funded Training

Missouri Housing Trust Fund FY2015 Funded Training Joselyn Pfliegier Community Initiatives Coordinator Missouri Housing Development Commission

Agenda I. Introductions II. General Information III. Missouri Housing Trust Fund (MHTF) IV. Grant Agreements V. Additional Documents VI. Grant Administration VII. Contact VIII. Questions

Introductions Joselyn Pfliegier Community Initiatives Coordinator Jenni Miller Community Initiatives Assistant Manager Attendees

General Information Missouri Housing Development Commission Housing Finance Agency for the state of Missouri Missouri Low Income Housing Tax Credit (LIHTC) Special Needs Housing HOME funds First Place Loans affordable loans for first-time homebuyers. Affordable Housing Assistance Program (AHAP) Tax Credit Program Community Initiatives

General Information Community Initiatives Department Emergency Solutions Grant (ESG) Balance of State Continuum of Care (BoS CoC) Project Homeless Connect Homeless Study Disaster Relief Missouri Housing Trust Fund (MHTF) Housing First Program (HFP) HMIS Fund

General Information Community Initiatives Department Sarah Parsons Manager Jenni Miller Assistant Manager Julie Smith ESG Dustin Allen BoS CoC Joselyn Pfliegier MHTF HFP HMIS Alyssa Murphy Special Projects Andrea Jenkins Accountant

Missouri Housing Trust Fund The MHTF was created in 1994 to help meet the housing needs of low-income households Funded by the set-aside of $3 recording fees on all real estate documents filed in Missouri All funds must be used for households at or below 50 percent of area median income

Missouri Housing Trust Fund MHTF By The Numbers Received $12 Million in Requests 139 Grant Applications Funded $3.2 Million 41 Grants

Missouri Housing Trust Fund FY2015 Geographic Allocation Allocation Area St. Louis Metropolitan Area: Franklin, Jefferson, Lincoln, St. Charles, St. Louis City, St. Louis and Warren Counties South Region: Barry, Barton, Butler, Carter, Cedar, Christian, Dade, Dallas, Dent, Douglas, Dunklin, Greene, Hickory, Howell, Jasper, Laclede, Lawrence, McDonald, Mississippi, New Madrid, Newton, Oregon, Ozark, Pemiscot, Polk, Reynolds, Ripley, Scott, Shannon, Stoddard, Stone, Taney, Texas, Vernon, Wayne, Webster and Wright Counties Kansas City Metropolitan Area: Caldwell, Cass, Clay, Clinton, Jackson, Lafayette, Platte and Ray Counties Central Region: Audrain, Bates, Benton, Bollinger, Boone, Callaway, Camden, Cape Girardeau, Cole, Cooper, Crawford, Gasconade, Henry, Howard, Iron, Johnson, Madison, Maries, Miller, Moniteau, Montgomery, Morgan, Osage, Perry, Pettis, Phelps, Pulaski, Saline, St. Clair, St. Francois, Ste. Genevieve and Washington Counties North Region: Adair, Andrew, Atchison, Buchanan, Carroll, Chariton, Clark, Daviess, DeKalb, Gentry, Grundy, Harrison, Holt, Knox, Lewis, Linn, Livingston, Macon, Marion, Mercer, Monroe, Nodaway, Pike, Putnam, Ralls, Randolph, Schuyler, Scotland, Shelby, Sullivan and Worth Counties Distribution Percentage 19% 31% 14% 22% 14%

Missouri Housing Trust Fund Timeline Grant Year Begins April 1, 2015 Quarter 1 April 1 June 30, 2015 Q1 Payment Request Deadline June 30, 2015, 4:30 p.m. Quarter 2 July 1 September 30, 2015 Q2 Payment Request Deadline September 30, 2015 Quarter 3 October 1 December 31, 2015 Q3 Payment Request Deadline December 31, 2015 Quarter 4 January 1 March 31, 2016 Q4 Payment Request Deadline March 31, 2016 Final Back-Up Submission April 30, 2016, 4:30 p.m. Grant Close Out Deadline April 30, 2016

Missouri Housing Trust Fund Website http://www.mhdc.com/housing_trust_fund/index.htm FY 2015 Items Funded Agencies Documents All forms for FY2015 grant year

Grant Agreements Agreement Workforce Eligibility Affidavit Rider A Required documentation Eligible uses (as reported in applications) Rider B Land Use Restriction Agreement Construction/Rehabilitation Rental Assistance- if paying rent on grantee-owned property Agreements due on or before April 1, 2015

Additional Documents All grant documents due by April 1, 2015 Documents should be submitted with grant agreement and Land Use Restriction Agreement (if applicable) Refer to grant checklist Additional documents must be submitted: Hard-copy Complete and accurate With original signatures

Additional Documents Required Documents: Direct Deposit Form (MHTF-228) Authorized Signature Card (MHTF-201) Sources and Uses (MHTF-209) Site Contact Form (MHTF-202) Outcome Detail Form (MHTF-210) Not required for Construction/Rehabilitation grantees E-Verify Memorandum of Understanding (MOU) Blank, Voided Check Certificate of Liability Insurance Rental Assistance Client Contribution Certification (MHTF-233) Rental Assistance grantees only

Desk Guide Desk Guide (MHTF-200) Grantee s reference for administering MHTF grants Separated by grant type Questions? Please refer to Desk Guide first

Compliance MHDC monitors grantee s capacity to administer MHTF grants Assessment: On-site compliance visits RA, EA, H/R: Minimum of 10, maximum of 25 client files will be reviewed Grantee s ability to meet required deadlines, submit fully complete documents, administer funds eligibly, etc.

Compliance Compliance Visits Scheduled MHDC staff will schedule with grantee by email or phone Unscheduled Conducted based on Risk Factor Analysis MHDC staff will arrive at location/times set by grantee on Site Contact Form (MHTF-202) Construction Visits Always scheduled Conducted after Back-Up form is received

Continuum of Care Meetings What are Regional Housing Team/Continuum of Care meetings? All grantees required to attend 75 percent of meetings held in CoC Region where majority of MHTF funds are used Housing Meeting Attendance Form (MHTF-208) Required to be submitted with other Close Out documents

Homeless Management Information System (HMIS) HMIS: Database that records and stores client information Use of HMIS is required for Emergency Assistance and Rental Assistance grantees Exceptions: Recipient is domestic violence victim Recipient is youth in state custody Recipient refuses to be entered into HMIS system

Request for Payment / Back-Up Form Request for Payment / Back-Up Form are separate processes One Payment Request form for all grant types Back-Up forms different for each grant type Discard Process Incomplete forms will be discarded Quarterly Draws (refer to timeline) Disbursements required quarterly (except for C/R grants)

Request for Payment / Back-Up Form Both forms require two authorized signatories (can be original signature or a stamp) Forms can be submitted electronically or hard-copy Submit electronic forms to: CI Accountant ci.accounting@mhdc.com Hard-copy submissions to: MHDC- Community Initiatives Dept. 920 Main, Suite 1400, Kansas City, MO 64105 Please do not submit both hard-copy and an electronic copy in order to avoid processing twice

Request for Payment (MHTF-211) All grantees (excluding C/R) can request up to 25 percent of grant award without back-up Construction grants are reimbursement only Any advance of funds must be fully backed up before additional Requests for Payment will be accepted Grantees cannot request more than 25 percent of the grant unless it is accompanied by back-up at the time of request Must include two authorized signatories as listed on MHTF-201

Request for Payment (MHTF-211) Before funds can be released: All previous MHTF grants must be completely closed out All current year grant documents are complete and received All previous compliance issues are resolved (i.e., grantee is in compliance )

Back-Up Forms Use correct grant type Back-Up Form: Rental Assistance (MHTF 212) Operating (MHTF-213) Home Repair (MHTF-214) Construction (MHTF-215) Emergency Assistance (MHTF-216)

Back-Up Forms Tips to avoid discarded Back-Up: Complete all fields in the Summary section (i.e., turn aways, reporting periods, percent served at each AMI level) Expenses listed outside of reporting period- reporting period should include the first date expenses were incurred and the last date expenses were paid for the back-up that is being submitted Missing two signatures or unauthorized signatories Total instances of assistance on Back-Up form do not match total on HMIS report (RA, EA, H/R)

Construction Prevailing Wage Paid to any person performing labor on-site and being paid with MHTF funds Wage Determination Designate classifications Paid Weekly WH-347 Form (Payroll form)

On-Site Administration Income Verification All Missouri Housing Trust Fund monies must serve persons at or below 50 percent AMI Rental Assistance, Emergency Assistance, Home Repair Income eligibility must be certified at first intake and every 90 days thereafter, if receiving ongoing assistance Proof of income (i.e., check stubs) must be within 30 days of each certification Direct Assistance Summary Income Worksheet (MHTF-204)

On-Site Administration Fair Market Rents Rental Assistance, Emergency Assistance Must adhere to Fair Market Rent (FMR) rates for rents paid on properties owned by grantee Highly encouraged to abide by FMR for rental assistance on properties not owned by grantee Fair Market Rents chart (MHTF-207)

On-Site Administration Eligible Uses Direct Assistance Rider A Administrative Fee Not required to use full 10 percent for administrative expenses but expenses cannot exceed 10 percent Regions Funds can only be spent in regions specified in grant agreement

On-Site Administration Rental Assistance Goal is to assist individuals and families to obtain and sustain long-term permanent housing Eligible use: ongoing, current month s rental assistance for permanent housing Cannot be used for rental arrears, late fees, hotel/motel stays RA Grantees must designate if requiring households served to pay 30 percent of household s gross monthly income towards rent amount Rental Assistance Client Contribution Certification (MHTF- 233) MHTF-233 should be submitted with MHTF grant documents

On-Site Administration Record Keeping Rental Assistance Client File Photo Identification Proof of Social Security Number Proof of Current Residence Income Verification Certification of Zero Income (MHTF-203) Direct Assistance Summary Income Worksheet (MHTF- 204) for each Income Certification Proof of Cleared Payment Consent Form (MHTF-205) Proof of client contribution towards monthly rent (if applicable)

On-Site Administration Emergency Assistance Eligible Uses (must be listed in Rider A) Rental Assistance (current month s rent) Rental Arrears (up to six months) Rental Deposits Utility Assistance Utility Arrears (up to six months) Utility Deposits Mortgage Assistance Hotel/Motel Vouchers Ten Percent Administrative Fee

On-Site Administration Record Keeping Emergency Assistance Client File Photo Identification Proof of Social Security Number Proof of Current Residence Income Verification Certification of Zero Income (MHTF-203) Direct Assistance Summary Income Worksheet (MHTF- 204) for each Income Certification Proof of Requested Need Proof of Cleared Payment Consent Form (MHTF-205) Evidence of Title (mortgage assistance only) Regulatory Agreement (mortgage assistance only)

On-Site Administration Record Keeping Emergency Assistance Mortgage Assistance Regulatory Agreement Required for household that receives six or more consecutive months of mortgage assistance Agreement between MHDC and homeowner Grantee must inform MHDC within 30 days of sixth mortgage payment being made

On-Site Administration Home Repair Repairs for owner-occupied single-family units up to $10,000 Eligible activities: Weatherization Repair or replacement of major systems Environmental Accessibility Code Violations

On-Site Administration Record Keeping Home Repair Client File Photo ID Proof of Social Security Number Proof of Residence Income Verification Direct Assistance Summary Income Worksheet (MHTF-204) Certification of Zero Income (MHTF-203) Proof of Cleared Payment Consent Form (MHTF-205) Evidence of Title Work Description Before/After pictures Inspection Form (MHTF-219) Completion Form (MHTF-220) Regulatory Agreement (if applicable)

On-Site Administration Record Keeping Home Repair Regulatory Agreement Two year Regulatory Agreement required for $2,000 - $4,999 Five year Regulatory Agreement for amounts $5,000 and over Email electronic drafts to Joselyn Pfliegier for approval before sending original agreement Regulatory Agreements must be approved and received by MHDC before work can begin on project

On-Site Administration Operating Funds Eligible activities Staff salaries/benefits This does not include Unemployment Benefits or Workman s Compensation Employees must be physically working Logged duties associated with MHTF Operating grant and time spent working on housing-related programs serving households at or below 50 percent AMI

On-Site Administration Record Keeping Operating Funds/ 10 Percent Administrative Fee Records for all charges submitted to MHTF Cost incurred (i.e., invoice, timesheet, receipt) Proof of cleared payment (i.e., copy of credit card statement with payments made by MHTF highlighted) Salary Proof of Social Security number and position Operating Funds: Documents should be kept onsite Ten Percent Administrative Fee: send in with back-up

Close Out All Close Out documents must be received by April 30, 2016 Close Out Form Updated Sources and Uses (MHTF-209) RHTM/CoC Meeting Attendance (MHTF-208) All expended funds backed up

Contact Information Joselyn Pfliegier Community Initiatives Coordinator 920 Main, Suite 1400 Kansas City, MO 64105 Phone: (816) 759-7228 Email: jpfliegier@mhdc.com

Questions