Problem Resolution and Corrective Actions

Forms That Are Not Signed, Contain White Out, or Have No Date Stamp This finding is generally related to file documentation. Make it a practice to date stamp documents collected in a SHIP file. Avoid white out and ensure forms are signed by all required.

Compliance for Small Rental Properties SHIP sometimes pays for the new construction or repair of small group homes or other rental initiatives comprised of fewer than 10 units. SHIP Technical Bulletin 2017-02 addresses this topic. Titled “Income Compliance on Small Rental Properties,”, this bulletin confirms that such rental development is subject to rental monitoring. It must be monitored for at least 15 years unless monitoring is conducted by other funding sources and data from the report may be used in place of SHIP staff conducting a monitoring visit. Monitoring is required even if the property is owned by a sponsor or sub‐recipient partner. The technical bulletin emphasizes that in such a case a SHIP rental agreement must be executed that details all the responsibilities of the sponsor or sub‐recipient. Local government SHIP staff cannot delegate the responsibility of performing a monitoring visit on the sponsors or subrecipients themselves.

Problem Resolution and Corrective Actions Monitors should communicate with property managers about areas of noncompliance or concern. During an exit interview, work to get agreement from staff being monitored about the nature of the problem. Identify “next steps” to correct deficiencies—these are the beginnings of a Corrective Action Plan. The plan will include estimated dates when milestone tasks will be completed and a possible date when the monitor can again review areas of deficiencies once corrective action steps have been completed. As rental property staff are correcting deficiencies, monitors should consider resources available for addressing the technical assistance needs of those being monitored. Among technical assistance providers is the Florida Housing Coalition, which provides a broad range of trainings and may be able to provide customized training for staff.

The Bernice Russell Building in Punta Gorda received SHIP and other rehabilitation funding to convert the first floor from commercial space to four residential units.