Consolidated Planning using the e-Con Planning Suite

1
Consolidated Planning using thee-Con Planning
Suite

• NCDA 44th Annual Conference
• Myrtle Beach, SC
• Bob Gehret, City of Boston
• Marcy Krumbine, City of Burlington

2
Overview of 2 Cities
City Boston Burlington
Population 2010 617,594 42,417
Housing Units 2010 272,481 16,897
FY13 CDBG 16,834,371 689,742
FY13 HOME 4,418,285 389,428
FY13 HOPWA 2,087,647 0
FY13 ESG 1,161,878 0
Poverty 2007-2011 21.4 25.0
Tenure with City Bob - 27 years Marcy 1 year
Years in Community Development Bob - 27 years Marcy 6 years
3
Getting Started

• Overview of program by section.
• Specific issues encountered and how to resolve
  them.
• First step download Word document.
• Become familiar with each section and what goes
  where compare to your current Con Plan.
• Plan ahead on creating two versions of each
  document
• Online version of document in IDIS template for
  HUD.
• Word version of document for public comment
  note that many of the components of the template
  do not carry over to the Word version.

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Getting Started - 2

• Work in Word version whenever possible, cut and
  paste into the template.
• Save, save, save and be prepared for time-out
  warnings (3-minute warning).
• Text boxes limited to 4000 characters (includes
  letters, symbols and spaces) create new
  narratives or copy, paste and edit?
• Learn how to make a JPEG for graphs and charts
  BEFORE starting your plan. (Burlington used
  Powerpoint)
• Mapping tool if using it, best to use directly
  from IDIS. If have own GIS use it (has
  neighborhoods, etc) but you have to import maps
  as JPEGs.

5
Setup

•    AD-25 Administration   AD-50 Verify
  Grantee/PJ Information in IDIS   AD-55 Verify
  Grantee/PJ - Program Contacts
• AD-55 screen re program contacts review
  information and consult with HUD field office.
  Do not try to edit changes will not be saved
  you will get error messages.
• AD 25 screen only 1 unique appendix to Plan
  group them together place for certifications.
• Quality Check is helpful will flag numbers,
  goals, etc.

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Executive Summary

•    ES-05 Executive Summary
• Write this last is supposed to be a summary of
  key points of entire Con Plan.
• Includes section on evaluation of past
  performance.
• ES-05 screen includes text boxes for narratives
  on citizen participation and summary of comments,
  etc. Can delete these in Word version for public
  comment draft.

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The Process

•    PR-05 Lead Responsible Agencies   PR-10
  Consultation   PR-15 Citizen Participation
• Data entry for participating organizations Add
  agencies as you go along or even now, some people
  had trouble.
• Agencies can be added without all the contact
  information
• Outreach activities add as you go along or keep
  a spreadsheet to remember what you did
• Homeless questions are repetitive, similar to CoC
  application

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Needs Assessment

•   NA-05 Overview   NA-10 Housing Needs
  Assessment      NA-15 Disproportionately Greater
  Need Housing Problems      NA-20
  Disproportionately Greater Need Severe Housing
  Problems      NA-25 Disproportionately Greater
  Need Housing Cost Burdens      NA-30
  Disproportionately Greater Need
  Discussion      NA-35 Public Housing   NA-40
  Homeless Needs Assessment   NA-45 Non-Homeless
  Special Needs Assessment   NA-50 Non-Housing
  Community Development Needs

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Needs Assessment -2

• Many tables, most pre-populated with CHAS data,
  2005-2009 ACS data, etc.
• General demographics for PJ add to overview
  section
• Demographics table (first table) pre-populated
  with incorrect data for of households in 2000
• Disproportionate needs tables
• HUD tables only provide numbers of persons or
  households with a particular problem or need
  broken out by HUD income levels, etc.
• To make sense of the data in the tables you will
  need to convert these numbers to percentages.
• Example if Asians are 5 of the population with
  incomes under 30 of AMI but they are 16 of the
  population with incomes under 30 of AMI who have
  a severe housing cost burden then they have a
  disproportionate need (threshold is 10).

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Needs Assessment-3

• Print public housing tables and ask your PHA to
  verify data, complete blank tables, draft
  required narrative responses.
• Print homeless tables and ask your COC or ESG
  grantee to verify data, complete blank tables,
  draft required narratives.
• NA-40 Homeless Needs Assessment- table asks for
  estimates for experiencing, becoming, exiting
  homelessness problem with terms check the
  manual.
• NA-50 Non Housing CD Needs Assessment divided
  into Public Facilities, Public Improvements,
  Public Services includes text boxes for needs
  and how they were determined for each examples
  on adding charts/narrative for specific needs
  like Crime, Health, Child Care

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Market Analysis

•   MA-05 Overview   MA-10 Number of Housing
  Units   MA-15 Cost of Housing   MA-20 Condition
  of Housing   MA-25 Public and Assisted
  Housing   MA-30 Homeless Facilities   MA-35
  Special Needs Facilities and Services   MA-40
  Barriers to Affordable Housing   MA-45
  Non-Housing Community Development Assets   MA-50
  Needs and Market Analysis Discussion

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Market Analysis - 2

• Most of the tables are pre-populated with data
  from ACS, CHAS and other HUD sources.
• Vacant Units table in MA-20 screen must be
  populated by grantee with local data - REOs,
  units suitable for rehab, etc.
• Risk of Lead-Based Paint Hazard Table in MA-20
  does not ask for Elevated Blood Lead data which
  you may want to include if you are a HUD
  Lead-Based Paint program applicant.
• MA-25 Public Housing print out and send charts
  and narrative to PHA to review and complete.
• MA 30 Homeless Facilities use your HIC for
  updated s Again narrative questions very
  similar to CoC application.

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Market Analysis - 3

• MA 45 Data and narrative for economic
  development in this section tables
  pre-populated with data from ACS 2005-09
• In all sections, data tables are up front..
• Narratives dont necessarily connect with data in
  this section.
• Limited areas to add text boxes and even more
  limited characters.

14
Market Analysis - 4

• Mapping tool click on it from IDIS, choose your
  parameters.
• To insert into IDIS, hit print and then choose
  export to IDIS.
• Does not show the best in the Word doc.

15
Strategic Plan

•   SP-05 Overview   SP-10 Geographic
  Priorities   SP-25 Priority Needs   SP-30
  Influence of Market Conditions   SP-35
  Anticipated Resources   SP-40 Institutional
  Delivery Structure   SP-45 Goals   SP-50 Public
  Housing Accessibility and Involvement   SP-55
  Barriers to affordable housing   SP-60
  Homelessness Strategy   SP-65 Lead based paint
  Hazards   SP-70 Anti-Poverty Strategy   SP-80
  Monitoring

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Strategic Plan - 2

• SP10 Geographic Priorities (optional). Can add
  NRSAs, local strategy areas, CDFI areas, etc.
  Will need to include basic data on target area -
  housing units, low/mod , commercial
  characteristics, etc. Clunky screen.
• SP-35 Anticipated Resources table auto-populates
  similar table in Action Plan. Must be filled out
  in Strategic Plan first.
• SP-40 Institutional Delivery Structure table is
  time consuming. Requests you to list major
  organizations participating in carrying out your
  Strategic Plan. Clunky screens. If you fill in
  narrative before listing organizations, you cant
  access the organization part.
• SP-80 Monitoring is limited to the 4000 character
  count, no place to add a text box but must
  include both CDBG and HOME.

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Strategic Plan - 3

• SP-25 Priority Needs table. Assign priority
  levels (high or low only) to each identified
  need.
• Manual Guidance affordable housing,
  homelessness and non-housing community
  development less structured.

Priority Needs
Goals
Projects
18

• Summary of Priority Needs, Goals and Geographic
  Areas, Funding does not print out but is a good
  reference

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Action Plan

•    AP-15 Expected Resources   AP-20 Annual Goals
  and Objectives   AP-35 Projects   AP-50
  Geographic Distribution   AP-55 Affordable
  Housing   AP-60 Public Housing   AP-65 Homeless
  and Other Special Needs Activities   AP-70 HOPWA
  goals   AP-75 Barriers to affordable
  housing   AP-85 Other Actions   AP-90 Program
  Specific Requirements

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Action Plan - 2

• AP-15 Expected Resources tables are
  auto-populated from SP-35 table in Strategic Plan
  for First Year Acton Plan.
• AP-20 Annual Goals are added from SP-45. May be 5
  year goals that are not related to an annual
  goal/project.
• AP-35 Projects screens are not included in Word
  download. You will need to create your own
  program/project descriptions for your draft
  action plan. Boston copied the old ones from the
  CPMP template. Burlington used the summary on
  AP -38.
• Projects set up in AP-35 will automatically be
  created in IDIS even prior to clicking submit

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Action Plan 3 (Project Summary)
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(No Transcript)
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Think youre done? Think again!

• Difficulties in downloading document as a whole.
• Not all information transfers (missing some maps,
  charts). Be sure to check section by section.
• Some narratives were mixed up.
• Some text included symbols ltgt? Etc.
• Spent a considerable amount of time formatting
  for a decent Word document.
• Added a table of contents, page numbers.

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Word Documents

• Download from IDIS

• Reformatted

25
Wrap Up and Questions

• For more information, please contact
• Robert Gehret
• City of Boston
• bgehret.dnd_at_cityofboston.gov
• 617-635-0242
• Marcy Krumbine
• City of Burlington
• mkrumbine_at_burlingtonvt.gov
• 802-865-7171