NATIONAL COMMUNITY DEVELOPMENT ASSOCIATION HUD CDBG Disaster Programs Lessons Learned June 17-20, 2009 Presenters Suzie Elkins, CEO, Suzie Elkins Community Development LLC, Baton Rouge, LA Michael Spletto, Director of HUD Programs, Camp Dresser & McKee, Inc. Baton Rouge, LA

Implementing HUD CDBG Disaster Recovery Programs

Experience u North Dakota Floods u Hurricane Ike u Hurricane Gustav u Hurricane Rita u Hurricane Katrina

Lessons Learned u Define the goal of the program, its purpose long term, and short term. Localities can guide the definition process. u Are there enough funds to serve the intended population? Is it open continuous enrollment? Competitive with deadlines? Phased to targeted categories of applicants or dwelling types? u What kind (or kinds) of program is it? A compensation program, an incentive program, a grant or a loan? Is the loan forgivable? What combinations work together? How long do you want to monitor the program after the Disaster funds are expended?

Lessons Learned u Design a program that meets at least 80% of the need. Then offer “options” to address the unique applicant issues identified through program implementation. u Do not pre-maturely launch the Program. Make certain the program has all the necessary facets in place and ready to function efficiently. u Do not make changes daily or weekly to the program policy; it is better to hold off implementing a program that is not completely designed than to launch a program that has frequent changes.

Lessons Learned u Simple. Keep the program and processes as simple as possible. You want your constituents and the public to be able to understand the programs and processes. u Do not be afraid to think out of the box and to ask for waivers. We were able to get more waivers than any other state in the country u Always think in terms of accountability and transparency. This is what HUD and the OIG want. Post everything to a website, make definitions clear, and maintain consistency through QA/QC.

Lessons Learned u Streamline processes as much as possible. If HUD or the County doesn’t need the information, don’t collect it. It costs a lot of money to store and archive this information. u Document all meetings with meeting notes. The OIG and HUD will ask for them. u Run analytics for any data inconsistencies, determine source and reason for the inconsistency, and resolve the issue at the IT programming level or address the inconsistency through adjustments in Program policy or procedure.

Lessons Learned u When making changes, consider carefully if this is an “Administrative Interpretation” for a procedure or a “Change in Policy” that impacts past and future applicant eligibility. u Changes are expensive and time consuming. Call center and caseworkers must be trained. u Model the program to require the same or similar monitoring and compliance criteria that your staffs are currently managing where possible.

Lessons Learned u Define all types of housing where possible, even if a particular type of housing eligibility in the program is not ready to be launched (or may not be launched). u It is important to define program elements as it relates to the various federal requirements of compliance. For example: Davis Bacon defines a structure as the “unit” of compliance; Environmental requirements define all under a same application as a project. u Applicants who are successful in the program will likely still face challenges and have questions.

Lessons Learned u Historic properties require additional processing that in some cases is not within the control of the HMS contractor, the owner, or the city. u Obtaining data from SBA, FEMA, Private Insurers, and other sources to comply with the Duplication of Benefit regulation can be onerous and time consuming. u Case management services will increase the opportunities for applicants to be and remain informed, supported and provides valuable linkages to effectively rebuild their homes.

Additional Disaster Information

MODULE 1: OVERVIEW TARGET AUDIENCE INTENT & ORGANIZATION OF THE TOOLKIT A. BACKGROUND B. INTENT OF TOOLKIT C. TOOLKIT ORGANIZATION D. TOOLKIT AUDIENCE E. MODULE CONTENTS & TOOLS

MODULE 2: GENERAL DISASTER RECOVERY ISSUES A. DISASTER RECOVERY B. PHASES OF A DISASTER C. THE DISASTER CYCLE D. RESPONSE AND RECOVERY CONTINUUM E. THE ROLE OF STATE COMMUNITY DEVELOPMENT AGENCIES FOLLOWING A DISASTER

MODULE 3: STATE CD AGENCY ROLE/ POLICY & REGULATORY ISSUES A. INTRODUCTION B. ROLE OF STATE CD AGENCIES AFTER A DISASTER C. ROLE OF THE STATE D. KEY ISSUES AND CONCEPTS E. UNDERSTANDING POLICY, REGULATIONS AND STATUTES F. WAIVERS AND EXCLUSIONS G. CDBG ACTION PLAN

MODULE 4: LONG-TERM RECOVERY ISSUES A. INTRODUCTION B. STRATEGIC RECOVERY C. COMMUNITY RECOVERY PLANNING D. RECOVERY PLANNING PROCESS E. STAFFING CAPACITY F. PLANNING STRATEGIES G. PRIORITIZING RECOVERY PROJECTS H. LEVERAGING FUNDING AND RESOURCES

MODULE 5: PROGRAM IMPLEMENTATION ISSUES A. INTRODUCTION B. DISASTER RECOVERY APPROACH C. PROGRAM DESIGN D. CDBG ACTION PLAN E. PROGRAM DELIVERY F. STAFFING AND HUMAN RESOURCES G. CONTRACTING/ MEMORANDUMS OF UNDERSTANDING H. EVALUATING THE PROGRAM I. PRE-DISASTER PREPARATION FOR THE STATE CD AGENCY

Where do you get a copy of the Disaster Recovery Tool Kit?

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