The recommended steps for monitoring HOME rental housing programs are listed below. Click on the links provided for useful tools to help PJ monitoring staff.
- Project Eligibility Determination
HOME program staff should determine whether a project is eligible for HOME funding:
- Property type eligibility;
- HOME subsidy limits;
- Environmental review; and
- Site and Neighborhood standards (if applicable).
- Project Tracking
HOME program staff should track progress through all stages of a project's development.
Helpful tools for this step can be found under monitoring for other Federal requirements.
When a project is in the construction phase, monitoring staff should be reviewing all documents to check the following:
- Sub-contractor management and review;
- Labor standards, Davis-Bacon (if applicable);
- Section 3 (if applicable);
- Compliance with contract deadlines;
- Comparison of payment requests with eligible costs
Completed items on work item list or an addendum/change order.
All work should be inspected before a payment request is processed.
If a project appears to be experiencing difficulties, monitoring staff should perform an on-site visit.
- Project Completion Review
When a project is complete, monitoring staff should make an on-site visit to monitor compliance with the following requirements:
- Property standards;
- Only eligible costs have been reimbursed;
- Construction management records;
- Lien wavers from both general contractor and all subcontractors;
- Proper data is collected to prepare women business enterprise and minority business enterprise (WBE/MBE) reports; and
- If match is being provided, the monitor should check that all proper documents have been submitted for review and calculation.
Monitors can use the Rental Project Completion Checklist for this step.
The Rental Project Completion Checklist should be used when a project is near completion.
At that time, the monitor must verify that initial HOME requirements have been met.
- Initial Rent and Occupancy Review
Before a project reaches stabilized occupancy (95 percent or more), monitoring staff must review the Project Compliance Report and conducts an on-site visit. To confirm that rent and occupancy standards have been met.
Monitors can use the Initial Rent and Occupancy Checklist for this step.
The Initial Rent and Occupancy Checklist should be used when the project has reached 80 percent occupancy and the owner has submitted the first Compliance Report.
- Ongoing Monitoring
Monitoring staff must review annual Project Compliance Reports The project compliance report should be completed annually by project owners and submitted to the PJ.
Monitors should review it for compliance with rent and low-income occupancy requirements and perform regular on-site visits throughout the affordability period to ensure continued compliance with:
- Rent and occupancy requirements;
- Property standards;
- Other Federal requirements (e.g., fair housing, lead-based paint, affirmative marketing, etc.)
Monitors can use the Ongoing Monitoring Checklist for this step.
The Ongoing Monitoring Checklist will be used annually throughout the project's affordability period to assess compliance with HOME rent and occupancy requirements as well as property standard requirements.
- Assess Program Compliance Issues