The Clock is Ticking: Timeliness Insights for Your Community Development Program

Shirletta Best - CDBG Administrator City of McKinney, Texas

McKinney, Texas

 Named One of the Fastest Growing Cities in the U.S.A. Source:

U.S. Census Bureau.

 Named 14 th Best City to Live, Source:

Money Magazine

 CDBG Entitlement Community since 2002-03.

 Staff of 3, 15 Subrecipients  FY 2009 Allocation, $542,464

The Definition of Timeliness

 How Quickly will You Commit and Expend funding resources before the end of the program year.

 Source: CFR 24. 570. 902 (a)(1)  HUD Tracks Your Timeliness Every Year – Do you Know Your Date?

Timeliness Insights

 Transparency, Accountability Returns the Emphasis of Being Timely  HUD/OMB/LG Expecting Quick Results, While Re-evaluating your Capacity.

 Stakeholders Are Watching to See if Grantees

“Walk the Talk.”



Peer-to-Peer Pressure

: You Don’t Want to Be on “The List”

The Viewpoint of Timeliness: Choose Your Side Goal

   Your Timeliness Plan is Your Admin Plan.

Right Side of Timeliness:

Compliance, Peace of Mind, Being “Under the “Radar,” Admin Success. Think Small Business.

Wrong Side of Timeliness

: Potential Loss of Funds, Stakeholder Frustration, and other Results That You Don’t Want to Think About.

Timeliness: Insight & Tips

Your Admin Plan for Success : Technical Assistance Grant Administration Ongoing Review

Timeliness: Insight & Tips

  

Write the Admin Plan and Make it Plain.

Think about what you want in the plan and what works.

Checklists? Spreadsheets?

At minimum, confirm if can you meet HUD’s timeliness Test one month BEFORE the actual test.

Mandatory Technical Assistance

. For subrecipients (and staff) at the start of the year, including deadline calendars. Require Quarterly Reports. Monitor Quarterly and Annually, but Communication Often.

Ongoing Financial Review.

Implement Departmental Monthly Spreadsheets and Compare with your Finance Department’s General Ledger. Your Subrecipients Quarterly Reports and Reimbursement Requests.

Timeliness: Insight & Tips

  

Get on Schedule

. Drawdown at the end of Every Quarter. Period. Establish a “Use it or Lose it” Policy with Subrecipients.

Coordination and Information

. Timeliness must be conducted throughout the year. Reiterate the importance down to all your team members and subrecipients.

Year-End Review

easier for YOU.

. Look back and determine if you need to change a step, report, etc. in your admin plan. Are you always chasing the result or working toward it? Get excited about making this

Timeliness Wrap-Up

 Find the Best Practice That Works for You. Be Clear, Be Consistent.

 Ease Your Peace of Mind by Developing Your Admin Arsenal.

(Spreadsheets, Monitoring, Technical Assistance, Communication, Ongoing Review)

 Timeliness is Keystone to Program Financials.

 Ready Yourself To Give (

or Get

) Training as Needed.

Resources

     

CDBG Basics:

refresher tool.

The Course and Manual can give you the foundation you need as a

HUD Timeliness Manual:

expections are right here. ( Refer back this guide often for motivation and tips. All www.HUD.gov

)

Your Annual Action Plan:

plan!

You tell HUD each year of your commitment, so just follow the

HUD/Other CD Trainings

trainings.

: We asked for it, we got it - take advantage, especially the financial

Your Peers:

Talk to them and ask what works.

Gut Instinct

: You know when you’re not being timely, before anyone contacts you.

Last Word on Timeliness

Your Parents Were Right, it is Important to Be on Time! Good Luck!

Shirletta Best CDBG Administrator [email protected]

972-547-7577