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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

How do you feel about monitoring?

Monitoring Overview

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

What monitoring is NOT

• NOT an audit• NOT punitive

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 Plan and Timeline

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)

Sample Areas and Scope

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

Eligibility

Documenting Homeless Status

Documenting Chronic Homeless Status

Documenting Disability

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?

Typical Monitoring Activities and Logistics

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

Checklist Example 1

Checklist Example 2

Feedback & Questions

Remote Monitoring

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

Final poll

Next Steps

• Incorporate feedback• Report back to Council on Homelessness• Select pilot projects• Begin pilot monitoring• Report back to this group after pilot