The Clock is Ticking: The Clock is Ticking: Timeliness Insights for Your Timeliness Insights for Your

Community Development ProgramCommunity Development Program

Shirletta Best Shirletta Best - CDBG Administrator - - CDBG Administrator - City of McKinney, TexasCity of McKinney, Texas

McKinney, TexasMcKinney, Texas

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

Named 14Named 14thth Best City to Live, Best City to Live, Source: Source: Money MagazineMoney Magazine

CDBG Entitlement Community CDBG Entitlement Community since 2002-03.since 2002-03.

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

The Definition of TimelinessThe Definition of Timeliness

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

Source: CFR 24. 570. 902 (a)(1)Source: CFR 24. 570. 902 (a)(1) HUD Tracks Your Timeliness HUD Tracks Your Timeliness

Every Year – Do you Know Your Every Year – Do you Know Your Date?Date?

Timeliness InsightsTimeliness Insights

Transparency, Transparency, Accountability Accountability Returns the Returns the Emphasis of Emphasis of Being TimelyBeing Timely

HUD/OMB/LG HUD/OMB/LG Expecting Quick Expecting Quick Results, While Results, While Re-evaluating Re-evaluating youryour Capacity. Capacity.

Stakeholders Stakeholders Are Watching to Are Watching to See if Grantees See if Grantees “Walk the Talk.”“Walk the Talk.”

Peer-to-Peer Peer-to-Peer PressurePressure: You : You Don’t Want to Don’t Want to Be on “The List”Be on “The List”

The Viewpoint of Timeliness:The Viewpoint of Timeliness:Choose Your Side GoalChoose Your Side Goal

Your Timeliness Plan is Your Admin Plan. Your Timeliness Plan is Your Admin Plan. Right Side of Timeliness:Right Side of Timeliness: Compliance, Peace Compliance, Peace

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

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

Timeliness: Insight & TipsTimeliness: Insight & Tips

Your Admin Plan for SuccessYour Admin Plan for Success ::

Grant Administration

Ongoing Review

Technical Assistance

Timeliness: Insight & TipsTimeliness: Insight & Tips

Write the Admin Plan and Make it Plain. Write the Admin Plan and Make it Plain. Think about what you want in the plan and what Think about what you want in the plan and what works. works. Checklists? Spreadsheets?Checklists? Spreadsheets? At At minimum, confirm if can you meet HUD’s minimum, confirm if can you meet HUD’s timeliness Test one month BEFORE the actual timeliness Test one month BEFORE the actual test.test.

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

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

Timeliness: Insight & Tips Timeliness: Insight & Tips

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

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

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

Timeliness Wrap-UpTimeliness Wrap-Up

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

Ease Your Peace of Mind by Ease Your Peace of Mind by Developing Your Admin Arsenal. Developing Your Admin Arsenal. (Spreadsheets, Monitoring, Technical Assistance, (Spreadsheets, Monitoring, Technical Assistance, Communication, Ongoing Review)Communication, Ongoing Review)

Timeliness is Keystone to Program Timeliness is Keystone to Program Financials.Financials.

Ready Yourself To Give (Ready Yourself To Give (or Getor Get) ) Training as Needed.Training as Needed.

Resources Resources

CDBG BasicsCDBG Basics: : The Course and Manual can The Course and Manual can give you the foundation you need as a give you the foundation you need as a refresher tool.refresher tool.

HUD Timeliness ManualHUD Timeliness Manual: : Refer back this Refer back this guide often for motivation and tips. All guide often for motivation and tips. All expections are right here. (expections are right here. (www.HUD.govwww.HUD.gov) )

Your Annual Action PlanYour Annual Action Plan: : You tell HUD each You tell HUD each year of your commitment, so just follow the year of your commitment, so just follow the plan!plan!

HUD/Other CD TrainingsHUD/Other CD Trainings: We asked for it, we : We asked for it, we got it - take advantage, especially the financial got it - take advantage, especially the financial trainings.trainings.

Your Peers:Your Peers: Talk to them and ask what works. Talk to them and ask what works. Gut InstinctGut Instinct: You : You knowknow when you’re not being when you’re not being

timely, before anyone contacts you.timely, before anyone contacts you.

Last Word on TimelinessLast Word on Timeliness

Your Parents Were Right,Your Parents Were Right,

it is Important to Be on Time! it is Important to Be on Time!

Good Luck!Good Luck!

Shirletta BestShirletta Best

CDBG AdministratorCDBG Administrator

sbest@mckinneytexas.orgsbest@mckinneytexas.org

972-547-7577972-547-7577