Transcript CDBG Application Pre

COMMUNITY DEVELOPMENT BLOCK GRANT
TECHINCAL ASSISTANCE WORKSHOP
Town of Union CDBG Program
FFY 2010
Overview
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Introduction
Eligible Activities and Consolidated Plan Priorities
Application Process
Timeline
Capital Improvement Procurement Procedures
Documentation Standards
Submitting Requests For Payment
Onsite Monitoring
Reporting Procedures
Questions and Answers
INTRODUCTION
What is the CDBG Program?
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Funds from the United States Department of
Housing and Urban Development (HUD)
 Allocated to the TOU to help alleviate
poverty and blight
 How
 Infrastructure
 Public Services
 Housing
Subrecipients
Receive money from TOU to help fund
programs or improve public facilities
 Are required to follow specific guidelines
and regulations to receive money
 Need to be responsible with the money
received
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Two most important things
subrecipients need to do
Read the appropriate rules and requirements
 Document as much as possible
 Prevents problems from occurring
 If doing something incorrectly, can easily
be fixed
 Helps with external audits as well as
bookkeeping
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ELIGIBLE ACTIVITIES AND
CONSOLIDATED PLAN
PRIORITIES
Does your program qualify?
Does your program meet a National
Objective?
 Does your program offer a service that the
Town has identified as a priority in the
Consolidated Plan*?
 Does activity comply with OMB circulars
A-87 (governmental costs), A-122 (non
profit costs), or A-21 (educational costs)?
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National Objectives
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Activities directly benefiting persons or areas of
low and moderate income
 Typically, this is a 51% or more LMI
requirement
Activities which aid in the elimination of slums
and blight
Activities designed to meet community
development needs having a particular urgency
Low-Moderate Income Guidelines
as of March 19, 2009*
Household Size
1
Low Income
$32,850
(80% of Broome
County Median Income)
Very Low Income
(50% of Broome
$20,500
County Median Income)
Extremely Low Income
(30% of Broome
$12,300
County Median Income)
2
3
4
5
6
7
8
$37,500
$42,200
$46,900
$50,650
$54,400
$58,150
$61,900
$23,450
$26,350
$29,300
$31,650
$34,000
$36,350
$38,700
$14,100
$15,850
$17,600
$19,000
$20,400
$21,800
$23,250
Consolidated Plan Priorities
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Refer to Consolidated Plan for detailed Priorities,
but generally:
Residential Services
 Special Needs support (e.g. elderly, disabled,
homeless)
 Blight elimination and infrastructure
 Cultural/recreational amenities (parks, historic
buildings, beautification)
 Job creation/retention
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New Consolidated Plan
This coming FFY marks year One of the
next Five Year Consolidated Plan
 Consolidated Plan is created based on
stakeholder surveys, public opinion, and
demographic analysis
 If you have not returned a completed
survey, please do so soon
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Why Fill Out the Surveys?
Enables the Town to determine the need for
future resources
 It will give a voice to those who utilize your
agencies services
 Ensures that your agency’s (and related
agencies’) goals are given due consideration
in creation of the final Consolidated Plan
Priorities.
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Rankings
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Applicants are assigned rankings according
to several factors:
 What percentage of Town residents use
the program/facility?
 Does it provide a basic human
necessity?
 Shelter, food, etc.
 Is it an unduplicated service?
 Has it performed well in the past or is it
a new or returning program?
Prohibited Activities
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Political activities
Governmental expenses/buildings
Purchase of construction equipment
Purchase of personal property
Purchase of moveable equipment/furnishings
Non-service operating and maintenance expenses
New housing construction
Client income payments
Capital Improvement Projects
Only
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Is it a public facility?
Is it located in a Low/Moderate area or provide
services to Low/Mod clientele within a specified
service area?
Do you own the property or do you have a long
term lease (defined as lasting at least 15 years?)
Do you have the appropriate property insurance?
APPLICATION PROCESS
Applications Available Online
http://www.townofunion.com
 Departments
 Community
Development
• Forms and
Applications
 Public service and capital
project applications must be
submitted separately
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FFY 2010 CDBG
Application Cover
Sheet
•Follow
the checklist
•Indicate whether
certain documentation
has been submitted
previously.
•Be sure to update
Board of Directors
listing if it has
changed since your
most recent
application.
FFY 2010 CDBG
Project Narrative
Sheet
•Select
Please do not attach
additional descriptive
material in the application
National
Objective from pull
down menu
•Select an appropriate
Consolidated Plan
Priority from pull
down menu
•Provide a
project/activity
description in the
space provided.
FFY 2010 CDBG
Project Proposal
Form
•Indicate
your costs and
your potential funding
sources including the
requested CDBG funds
•The costs should match
the funding
•Indicate the total
number of persons
anticipated to be served
and the number of those
that are TOU residents
FFY 2010 CDBG
Project Budget
Sheet
•Please
fill out the salary
and benefit information for
individuals to be paid with
CDBG funds for the
program
•Fill out other expenses at
bottom.
•If not enough spaces are
available, please print
additional form(s).
•These items will be listed
in the Subrecipient
Agreement as the “line
items” that the Town
funds.
Attachments
Add all attachments that are required.
 Please don’t add any more attachments than
are requested with the application.
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Application Submission
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Two copies (one with original signatures) of
your printed application must be delivered
to
 Town of Union Department of Planning
 Paul Nelson, Director
 3111 East Main Street
 Endwell, NY 13760-5990
TIMELINE
Application Process Dates
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Friday, April 9, 2010: Applications Due
Approximately 2 ½ Weeks from Today
 Applications must be delivered to the Town
of Union Department of Planning by 4:00
PM
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Wednesday, June 2, 2010: Preliminary Draft Plan Public Hearing
Wednesday, July 14, 2010: Final Draft Plan Public Hearing
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Wednesday, August 4, 2010: Final Plan Approval
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Regardless of approval, you will be notified of
final status
Contract Process (Fall 2010)
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If awarded funds in an amount different than what
was requested you will be sent an update form
 Please make corrections and
send back
Contracts (x3) written and mailed
 Please read, sign, notarize, and mail back all
Final executed contracts mailed out
Federal Fiscal Year
Quarters (2010)
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1st: October 1st – December 31st
- DO NOT make purchases or otherwise obligate
or commit CDBG funds by signing contracts
for goods, services, or construction prior to
October 1st!
2nd: January 1st – March 31st
3rd: April 1st – June 30th
4th: July 1st – September 30th
Please send in one voucher along with report each
quarter where feasible
Final Reporting Date
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Your Final End of Year Report must be
submitted to the Town by October 31, 2011.
Most agencies send in their final report with
their last voucher.
CAPITAL IMPROVEMENT
PROCUREMENT
PROCEDURES
Scope of Work
Create a detailed scope of work
 This will not be funded by CDBG
 Larger, more complicated projects
necessitate more details, possibly from a
licensed professional such as an Architect
or Professional Engineer.
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Conflicts of Interest
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It is important to avoid even the appearance
of a conflict of interest
• Someone affiliated with your
agency may help create scope of
work but may not bid on project
• No one affiliated with creating the
scope of work may bid on projects
Types of Procurement Procedures
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Subrecipient’s procurement process
 Use as long as it meets TOU and
Federal requirements
Small Purchases
 Only for projects < $20,000
 Request informal bids from contractors (minimum of 3)
Competitive Sealed Bids
 Required for projects > $20,000
 Must publicly advertise for bids (minimum of 2)
Noncompetitive Proposals/Sole Source Procurement
 Allowed only under special circumstances
Bid Process
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Determine construction dates
If the project >$2,000, determine
Davis-Bacon wage rates
Seek bids according to
procurement process
If the project >$100,000, bid
guarantees may be necessary
Award contract and provide the Town with
documentation outlining the selection process
Before Construction Begins
The contractor will need to set up a meeting
time with the Community Development
Coordinator at least one week before
construction begins
 If the project >$100,000, payment and
performance bonds may be
necessary
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DOCUMENTATION
STANDARDS
Project Documentation
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Project agencies must document Town of Union
clients that utilize their service:
 Address
 Must provide proof
 Ethnicity (Latino or non-Latino)
 Race (One or more of 5 categories)
 Income
 Must provide proof unless Presumed Benefit
C D B G F U N D E D P U B L IC S E R V IC E P R O G R A M
N am e of A p p lican t:
S treet A d d re ss:
C ity:
S tate:
Zip C od e:
E T H N IC IT Y (se lect on ly on e):
H ispa nic o r L atino
N ot H isp a nic o r L atino
R A C E (select on e or m o re):
A m eric a n Ind ia n o r A laska N at ive
A sia n
B lack o r A frica n A m erica n
W hite
N ative H aw a iia n o r O ther P ac ific Isla nder
F em a le H ead of H ou seh old : ___ Y es ___ N o
N o. of fam ily m em b e rs cu rren tly e m p loy ed :
F am ily In co m e (p lease c irc le):
N o. of fam ily
m em b e rs livin g in
h ou seh old
L eve l 1
L eve l 2
L eve l 3
1
U p to $12,300
$12,301 - $20,500
$20,501 - $32,850
2
U p to $14,100
$14,101 - $23,450
$23,451 - $37,500
3
U p to $15,850
$15,851 - $26,350
$26,351 - $42,200
4
U p to $17,600
$17,6 0 1 - $29,300
$29,301 - $46,900
5
U p to $19,000
$19,001 - $31,650
$31,651 - $50,650
6
U p to $20,400
$20,401 - $34,000
$34,001 - $54,400
7
U p to $21,800
$21,801 - $36,350
$36,351 - $58,150
8
U p to $23,250
$23,251 - $38,700
$38,701 - $61,900
In order to be considered eligible for the C D B G program , applicants m ust provide current proof
of residency and incom e for all currently em ployed fam ily m em bers living in the household . L isted
belo w are acceptable form s of docum entation.
A ccep tab le D ocu m en tation fo r R esid en cy
C a ble B ill
P ho ne B ill
U tilit y B ill
D river’s L ice nse
S heriff’s Ident ificat io n C ard
A ccep tab le D ocu m en tation fo r In com e
U ne m p lo ym e nt P aym e nt
V eteran’s A d m in istratio n S tub
S o cia l S ervice s Ident ific at io n C ard
P a y S tub
W -2 Fo rm
S o cia l S e curit y Inco m e Fo rm
P L E A SE R E V IE W A N D SIG N R E V E R S E SID E O F F O R M
Presumed Benefit
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These clients are
categorized as
Extremely Low
Income when
reporting
Abused children
Homeless
Battered spouses
Persons with AIDS
Senior Citizens (Aged 62 and older)
Illiterate adults
Severely disabled adults
Migrant farm workers
What If?
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The client elects not to provide proof of
residency?
 Assume they do not live in the Town.
The client elects not to provide proof of income?
 Assume they are non LMI.
The client elects not to indicate their
ethnicity/race?
 The person taking the
application must make
their best educated guess.
SUBMITTING PAYMENT
REQUESTS
Reimbursement
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CDBG funds are used to reimburse
subrecipients for expenses incurred
Only the Line Items included in the signed
Subrecipient Agreement can be reimbursed and
no new Line Items can be added
Up to 5% of the approved budget may be shifted
between line items, but only if submitted in
writing and approved by the Planning Director.
Larger requests require Town Board approval.
Small Claim Vouchers
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A filled out and signed small claim voucher must be
submitted along with:
 Line item breakdown for reimbursement
 Timesheets
 Billing statements
 Other documentation
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Checks are mailed out in the middle and end of each
month
Capital Project Reimbursements
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A copy of the check paid to the
contractor must be submitted with
the voucher. The Town may also
require a statement from the
contractor verifying that he has been
paid for the work.
Certified Payroll in instances where
prevailing wage rates apply.
ONSITE MONITORING
What is Onsite Monitoring
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Onsite monitoring is a field visit by the
Community Development Coordinator to the
subrecipient.
Onsite monitoring is a “spot check” to ensure
requirements are being met.
Onsite Monitoring is NOT an audit.
More Monitoring Information
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When:
 August/September
How long does it take:
 ~ 15 to 30 minutes
Where:
 At the subrecipient’s location
Who needs to be present for the monitoring visit:
 Usually the grant writer (or the person who is
most familiar with the application), financial
representative/accountant, or project head.
What You Need to Provide
A description of your program
 A sample intake (enrollment) form
 Any financial or other records the
Coordinator wants to clarify
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Capital Projects
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For Capital Projects, the purpose of the
onsite visit is to take photos and double
check the final product
REPORTING PROCEDURES
Summary Report
Due along with every quarterly voucher
submitted
 Indicate the number of “new” unduplicated
clients served that period according to
income and racial/ethnic categories
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Final Report
Final full summary report
 Due at the end of the FFY
 The sum total of all clients served that year
according to categories
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QUESTIONS AND ANSWERS
THANK YOU