U.S. Department of Housing and Urban Development PUBLIC AND INDIAN HOUSING Special Attention of: Secretary's Representatives; Notice PIH 96-18 (HA) Public Housing Directors; Issued: April 18, 1996 Administrators, HUD Offices of Native American Programs; Expires: April 30, 1997 Public Housing Agencies; Indian Housing Authorities; Cross References: Resident Management Corporations; Resident Councils; Resident Organizations Subject: Travel Policy For Resident Management/Tenant Opportunities Program Grantees (RM/TOP) 1. PURPOSE This Notice establishes policies and procedures for travel to be performed by RM/TOP grantees to ensure: (1) that all travel is directed toward the successful completion of the required work plan/performance standards and timeframes (see attachment), and (2) that there is compliance with applicable Federal policies and procedures. 2. BACKGROUND The Public and Indian Housing Tenant Opportunities Program provides opportunities for Public and Indian Housing Resident Councils (RCs), Resident Management Corporations (RMCs), and Resident Organizations (ROs) to receive training to build the capacity of their resident organizations to meet the needs in their communities. In the past, problems have occurred because grantees have been permitted to travel to non-HUD sponsored training workshops/conferences without considering the benefit(s) as it relates to implementing the work plan/performance standards of the TOP program. To ensure that residents receive the maximum benefit from travel related to training, travel policies have been established and are effective immediately. 2 3. APPLICABILITY This notice applies to: A. RCs, RMCs, and ROs with FY 1988 - 1995 Resident Management/Tenant Opportunities program grants (RM/TOP) and any subsequently funded grantees. B. Public Housing Agencies and Indian Housing Authorities (hereafter referred to as HAs), including HAs funded on behalf of RCs/RMCs in FY 1988. C. Travel policies governing National Resident Organizations (NROs), Regional Resident Organizations (RROs), and Statewide Resident Organizations (SROs) are being developed and will be published in the near future. However, NROs/RROs/SROs should be cognizant of the requirements contained in this Notice when providing travel- related training to the RM/TOP grantees. 4. GENERAL PROCEDURES A. In the prior TOP application kit, the guideline limit for travel related to training activities was approximately $5,000. This Notice establishes a $5,000 travel budget limit to support travel expenses related to activities that directly pertain to the grantees' ability to locally implement TOP work plans/performance standards, in accordance with program statutes and requirements. B. All travel shall be directly related to the timely accomplishment of TOP work plan/performance standards that are associated with the goals to be accomplished in the various phases of the work plan. C. Technical training conducted by public/private, profit/nonprofit organizations must meet the criteria stated in B. above. Such training must relate predominantly to the work plan/performance standards being implemented by the grantee. In addition, it is critical that training workshops/conferences are structured to meet the needs of the participants and address the participants' training goals and objectives. 3 D. Training that provides a detailed "how-to" course on topics related to the TOP work plan/performance standards takes precedence over training that provides a general overview of program requirements. E. Grantees must consider the cost of attending a training workshop/conference, i.e., registration fee, local vs long distance travel, associated expenses, etc. and choose the most cost- effective training activity. F. Grantees must establish travel policies and procedures in compliance with the TOP program. Grantees may (1) develop new policies and procedures using the General Services Administration Federal Travel Regulations as a guide, or (2) adopt the HA's policies and procedures. The General Services Administration "Federal Travel Regulations" may be purchased from the Superintendent of Documents, P.O. Box 371954, Pittsburgh, PA. 15250-7954. Include the ordering number 41 CFR 301-304 and title to identify the document. The cost is $97 for a one year subscription which includes the basic document and any updated materials. The purchase of this document is an eligible expense under TOP. G. Grantees are directed to review their TOP travel policies and procedures with the HUD Field Office and the HAs to ensure compliance with TOP program travel requirements and guidelines. H. Only travel which adheres to the above procedures and guidelines will be viewed as accomplishing the goals of the performance standards. 5. SPECIFIC GUIDELINES A. New Grantees are required to attend a HUD-sponsored TOP orientation training prior to spending any grant funds. However, travel cost incurred to attend the training does not apply to this policy. B. Grantees must consider training-related travel cost and savings options, in addition to any other factors, when travel is required to attend training activities. For example, consideration should be given to attending local/state training activities instead of traveling long distance. 4 C. The $5,000 travel limit is for a three to five year period and should not be spent all at once during the first year. D. A maximum of three (3) residents are allowed to travel to any one training activity and their attendance must be related to the accomplishment of the activities under TOP. To maximize the travel funds, consideration should be given to sending one person to a training activity rather than two or three persons. E. Requests for travel budget increases must include support documentation and must be submitted to the HUD Field Office and Area Offices of Native American Programs (AONAP) for review and approval. A separate Notice will be forthcoming which establishes a new line item in the Line of Credit Control System/Voice Response System. The new line item is Travel, Budget Line Item (BLI) Code 9590. 6. TRAVEL COSTS POLICIES TOP grantees are required to comply with 24 CFR 84 revised OMB Circular A- 110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations," and OMB Circular A- 122, "Cost Principles for Nonprofit Organizations." In addition to adhering to the above policies, the grantees' travel policies and procedures should also include: (1) the amount allowed for each meal and incidentals, and (2) a statement that "The traveler cannot claim expenses for meals that are being furnished at training workshops/conferences. If the meals are provided at a nominal cost (less than the amount established in the travel policy), the traveler can claim only that amount actually paid for the meal. If the meal is more than allowed in the travel policy, the traveler can only claim the amount established in the travel policy." This also would apply to any meals provided with the registration fees. Example: If the training workshop/conference is providing breakfast and lunch at no cost, then the traveler can only claim expenses for the dinner at the rate established in the grantee's travel policy. 5 AN EXAMPLE OF DAILY RATES FOR MEALS AND INCIDENTALS If a daily rate is: $20 $30 $34 $38 The meal and incidental rate could be: Breakfast $ 5 $ 6 $ 7 $ 8 Lunch $ 5 $ 6 $ 7 $ 8 Dinner $14 $16 $18 $20 Incidentals $ 2 $ 2 $ 2 $ 2 Deputy Assistant Secretary for Distressed and Troubled Housing Recovery Attachment ATTACHMENT PERFORMANCE STANDARDS AND TIMEFRAMES Training programs by which HUD will measure performance standards, will be based on task accomplishments and timeframes; for example, how detailed is the Work Plan; what is the timeframe for accomplishing the tasks; what resources will be used to accomplish these tasks, etc. Therefore, it is essential that training programs and timeframes be designed to produce results. Grantees are required to complete at least two training programs, one of which must be the training program listed below as number one. These training programs are not all inclusive and grantees may work with the HUD Field Office and the local HA to select other training programs to meet their specific needs, however, the results must be measurable. Timeframes for the suggested training programs listed below are flexible, up to the limit as established in each activity. Failure to meet the timeframes may result in default of the Technical Assistance Grant (TAG) Agreement. Whenever the RC/RMC/RO hires trainers or other experts for training programs, the training must be provided by a qualified housing management specialist, a community organizer, the HA or other sources knowledgeable about the program. Listed below are examples of detailed training programs which can be included in the Work Plan: 1. Train block/building, floor captains, members of the RC/RMC/RO board and other interested residents to increase their capacity as an organization. Examples may include, but are not limited to, establishIng operating/planning committees and block/building captains to carry out specific organizations tasks and developing a cohesive relationship between the residents and the local community. The training program must begin 3 to 6 months after the TAG Agreement has been executed. All grantees must perform this training activity in a timely manner since it serves to focus the resident community and will broaden participation by providing specific training to a large body of residents. The following HUD requirements and training elements can be included in a training program: o 24 CFR Part 964 and Part 950 (Public/Indian Housing) o Procedures and guidelines governing TOP o Organization development o Conflict resolution and mediation o Techniques on planning and conducting organizational meetings o HUD regulations and policies governing the operation of low-income housing which includes Comprehensive Grant Program (CGP) , Section 3, etc. 2. Develop strategies to decrease crime and violence by creating a sense of community responsibility and common concerns. This training program must be in place within six months of completing Tasks I thru IV of the TOP work plan; however, the results may take much longer. By completing the first training activity listed in number one above, there may be automatic progress made on this training activity because crime and violence decreases when a sense of community begins to develop. Community and caring, combined with appropriate law enforcement, are the best tools against crime. 3. Train residents to develop a tutorial and scholarship program using a "Board of Very Important Persons (VIP)" such as Accountants, Bankers, Lawyers, officials in public /private agencies/organizations to provide opportunities for educational attainment needed to perform resident management functions, including institutions of higher learning. This training program must be in place within 12 to 19 months of completing Tasks I thru IV of the TOP Work Plan. This training activity may not be appropriate for every resident. The HA and grantee should work closely to develop strategies that fit the needs of the residents living in public/Indian housing. 4. Train residents in areas related to resident-owed businesses and provide technical assistance for job training, and placement in the RMC development. This can be accomplished by using programs, such as the Section 3 jobs initiative or for IHA, Indian preference in accordance with 24 CPR Part 950.175 and Section 7(b) of the Indian Self Determination and Education Assistance Act (25 U.S.C. 450(b)). This training program must be in place within 18 to 24 months of completing Tasks I thru IV of the TOP Work Plan. This training activity may be achievable if developed in conjunction with the Section 3 technical assistance initiative and the Comprehensive Grant Program. The training strategy developed to implement the first training activity listed in number one above can facilitate a practical approach to economic development and job training. 5. Train residents in resident managed business development and provide technical assistance. This training program must be in place within 12 to 18 months of completing Tasks I thru IV of the Top Work Plan. This training activity would involve feasibility and market studies, development of business plans, outreach activities and innovative financing methods involving revolving loan funds and legal advice in establishing a resident managed business entity. 6. Train residents in areas related to social support needs. This training program must be in place within 24 months of completing Tasks I thru IV of the TOP Work Plan. This training activity may involve feasibility studies to determine training and social support needs, training in management-related employment training and counseling, coordination of support ServiCes; training for programs such as child care, early childhood development, parent involvement, volunteer services, parenting skills, before and after school programs; and training programs on health, nutrition and safety. 7. Train residents in the development of strategies to successfully implement a youth program which will address the needs of the youth, such as reducing crime, drug use, violence and teenage pregnancy. This training program must be in place 18 months of completing Tasks I thru IV of the TOP Work Plan; however, results may take longer. This training activity could involve, for example, the needs and problems of youth, improving youth initiatives that are currently active, and training youth, housing authority staff, resident management Corporations and resident councils on youth initiatives and program activities. 8. Train residents in management of public and Indian housing developments This training program must be in place within 24 months of completing Tasks I thru IV of the TOP Work Plan. This training activity requires residents to establish a partnership with the HA, receive training relating to property management, and establish a dual/full management contract with the HA. The dual management contract allows residents to work jointly with the HA in preparation to manage certain functions in the development. The full management contract allows residents to manage certain functions at the development. Training may involve skills directly related to the operation, management, maintenance and financial systems of a project, training of residents with respect to fair housing requirements and in negotiating management contracts and designing a long-range planning system. 9. Train residents to develop a homeownership plan under 5(h) or an equivalent program. This training program must be in place within 18 months of completing Tasks I thru IV of the TOP Work Plan. Training would involve determining feasibility for homeownership by residents including assessing the feasibility of other housing (including HUD owned or held single or multifamily) affordable for purchase by residents. This training activity may result in residents developing a homeownership plan under 5(h) or an equivalent program and submit the plan to HUD for approval. 10. Train residents in the required areas of HUD regulations and policies governing the operation of low-income public housing including contracting/procurement regulations, financial management, capacity building to develop the necessary skills to assume management responsibilities at the project and property management and training in accessing other funding sources. This training program must be in place with 24 months of completing Tasks I thru IV of the TOP Work Plan.