CDBG Grant Training

Project Administration

Environmental Review Process

Resolutions and Policies

Labor & Procurement

Financial and Audit

1. List of Files

2. Project Checklist

3. Quarterly Reporting

Application File Copy of Original Application

Correspondence dealing with application

Financial File Copy of Grant Agreement

Sub-agreement (if applicable)

Copies of drawdown request

with supporting invoices

submitted to WBC

Quarterly Reports

Any supporting

correspondence

Fair Housing File Resolution

Anti-displacement

Labor File Wage determinations

Bid/Procurement

Debarment information

Payroll Information

Other Related Items

Environmental File Copy of Environmental Review

Request for release of funds

Advertising related to

environmental comment and

HUD Form 7015.16

Audit & Close Out File Annual Audit Information

Monitoring Booklet

Close out Letters

•Quarterly Reports are due :

1st Qtr=April 15th

2nd Qtr=June 15th

3rd Qtr=October 15th

4th Qtr=January 15th

•Reports are completed online through WBC Reporting system.

•Log in and passwords are emailed to Project Administrator.

•Report Reminders are sent out the beginning of the month the

report is due.

System RequirementsThe Quarterly Reports software is designed to work on as many platforms as possible. Due to theimpossibly large combinations of client software, we must limit our officially supported clients to thefollowing:

• ALL CLIENTS: Adobe Flash 10• Windows 2000, XP, and Vista: Internet Explorer, Firefox, Opera• Mac OSX, Safari, Firefox, Internet Explorer

NOTE: If your client isn't listed, please try to use it on your current platform. If the platform will notsupport the application you may submit your report in hardcopy to the Wyoming Business Council.

1. Initial Application Screen A username and password

will be emailed to you the first time you are setup as a reporting contact in the system. You will always use the same username (your email address) and password to log into the Grant Reporting application. If you ever forget your password visit this screen and click the ―Forgot Your Password?‖ link. The application will send you a new randomized password at the email address registered for you.

NOTE: We recommend adding this web site to your list of favorites in your web browser.

Login

Once you have successfully logged in, you will be

presented with one of these scenarios:

1. You are the reporting contact on BRC, CFP, or

CDBG grant(s) only

2. You are the reporting

contact on both IRC and

Energy grants

The Navigation Menu

All navigation by the user is done through the menu in the upper left ofthe application. Entries in this menu can be clicked at any time to bringthe user to the desired area.

The Password Menu

The ―Password‖ menu option will allow you to change your

password.

Creating a Report

If not already highlighted, click on the ―Reports‖ view in the menu at the top of the

screen.

The Grants pane on the left of the screen lists the grants that require a report. If a

report does not exist, click the “Create New Grant Report‖ button in the lower

right hand area of the screen . The following screen will

be displayed:

IRC Grants: NOTE: Essay responses are limited to 300 words.•Basic

•Progress•Milestones•Economic Milestones•Commitments•Comments•Attachments

After making any changes to a report, click the Save Report button in

the lower right hand corner of the screen.

Editing and Submitting Reports

Reports with a status of draft and rejected are available to edit. When you

have completed your edits, click the Save Report button .

To submit the report for Business Council review, click the Submit Report

button in the lower right hand corner of the screen.

1. Introduction/General Information

2. Grant Award/Environmental Letter

3. ERR Guide #1,#2,#3,#4,#5-Statutory

Worksheet.

4. Statutory Checklist

5. Environmental Assessment

6. Combined Notice (FONSI and NOI/RRF)

7. Request for Release of Funds Form

• Protect health and safety, avoid or mitigate impacts that may

harm our clients,

• Avoid or mitigate any harm to the surrounding environment and

project site.

• Avoid litigation that could stop project on environmental grounds

• Avoid monitoring findings and/or loss of HUD financial assistance

to your project

• REQUIRED – by Federal Law & Regulation under the National

Environmental Policy Act of 1969 (NEPA) and NEPA related laws

Once your project has been awarded by the WBC board you will receive a Grant Award/Environmental Letter

Read this letter carefully as it contains important information for the administration of your grant.

If you have any questions contact your program manager Sandy Quinlan at sandy.quinlan@wyo.gov or 307-777-2825

Exempt=No Perceived NEPA (National

Environmental Policy Act) Impact

Types of Exempt Activities

› Study or Report Costs

› Public services with no physical changes

› Inspections & testing costs

› Engineering and design costs

› Technical assistance & training

› Disaster assistance for temporary

improvements

Categorical exclusions not subject to

§58.5 (CENST-Categorically Excluded Not

Subject To)

Categorical exclusions subject to §58.5

(CEST)

› Acquisition/rehab/improvements/reconstruction

of a public facilities

No Change in use

No change in size over 20%

› Removal of architectural barriers

Full NEPA review=EA or EIS› Environmental Assessment required when:

Project/activity is not ―exempt‖

Project/activity is not categorically excluded

Categorically excluded project/activity may have a significant environmental effect

› Environmental Impact Statement (EIS) required when:

Evident an EIS is warranted when preparing EA

EA results in a Finding of Significant Impact (FOSI)

EIS threshold is reached

Site Specific Checklist

› Historic Preservation (ref. 36 C.F.R. Part 800)

Your Project may require you to complete a statutory checklist.

There are instructions available on the WBC website to complete that checklist.

EA Content and Format General discussion items

› Existing conditions› Project vicinity› Trends› All potential environmental impacts (adverse and

beneficial); Human environment Various Federal environmental laws and authorities

› Mitigation› Alternatives› Environmental review subprocesses› Findings Finding of No Significant Impact (FONSI) Finding of Significant Impact (FOSI)

Finding of No Significant Impact and

Request for Release of Funds

An Example of this form can be found on

the website at:

http://www.wyomingbusiness.org/program

/cdbg-forms-and-grantee-

information/3289

1. Fair Housing Resolution

2. Residential Anti-

displacement/Relocation Plan

A federal requirement is a current Fair

Housing Resolution. This form can be found

on our website at

http://www.wyomingbusiness.org/program

/cdbg-forms-and-grantee-

information/3289

We also have a Fair Housing Brochure that

can be found at: http://www.wyomingbusiness.org/Do

cumentLibrary/CDBG/fair_housing_W

EB_2_11.pdf

http://www.wyomingbusiness.org/prog

ram/cdbg-forms-and-grantee-

information/3289

1. Requirements

2. Federal Labor Standards

Provisions

3. Davis-Bacon Act

Compliance and Reporting

4. Section 3• Disadvantaged Business

Directory

There is a Labor Standards Guide on our

website for your reference

http://www.wyomingbusiness.org/program

/cdbg-forms-and-grantee-

information/3289

An Example of this form can be found on

the website at:

http://www.wyomingbusiness.org/progra

m/cdbg-forms-and-grantee-

information/3289

This Document must be included in all bid

proposals.

All projects funded in whole or in part

through Federal Government dollars

All Contractors and Subcontractors

All Laborers and Mechanics employed

on such projects

All Building and Project Types with

contracts over $2,000

Auditors, Inspectors and Other Personnel

not performing physical or manual work

at the site of the work.

State, Local or Tribal Government

Employees

Designate someone on your staff to:› ensure all bid documents and contracts contain Federal

labor standards provisions and the applicable Davis-Bacon wage decisions,

› ensure contractors are not debarred: http://epls.arnet.gov

› ensure compliance by monitoring weekly payroll reports,

› Forward first payroll report to the Wyoming Business Council with your first draw request

› And keep good files—create a hard file for all wage decisions and weekly reports. This file must be kept for 5 years after project completion.

Useful technical assistance guide: http://www.hud.gov/offices/adm/hudclips/guidebooks/HUD-LR-4812/4812-LR.pdf

› Contact CDBG staff to determine appropriate wages 10 days before opening bids

› Submit Labor Standard Notice to CDBG before signing contract

› Ensure that Contractor is Displaying Proper Signage: http://www.dol.gov/whd/regs/compliance/posters/dav

is.htm

› Receive weekly Certified Payroll Record from your contractor (http://www.dol.gov/whd/forms/wh347.pdf)

› Verify Compliance of Wages Paid

› Forward the first Certified Payroll Record to CDBG staff with first draw request

wyomingbusiness.org

wyomingbusiness.org

Should be conducted on-site with

random employees

Use to verify that Contractors are paying

their employees properly, including

overtime and fringe benefits

Also

available

in Spanish

on WBC

website

Section 3 General Information

The Housing and Community Development Act of 1968 includes a provision (Section 3) designed to assist local economic development while improving neighborhood economic conditions. Section 3 requires that recipients of certain HUD funding provide, to the best of their abilities, job training, employment and contracting opportunities for low or very low income residents or business interests in connection with projects and activities in their neighborhood. This applies to CDBG projects in the amount of $200,000 or more. Section 3 is different from Minority and Women Owned business considerations as it is both race and gender neutral and instead focuses on those with low incomes.

A table to assist you with determining income levels (provided by HUD on an annual basis) and can be found on the Wyoming Business Council’s (WBC) website (http://www.wyomingbusiness.org/community/cdbg_forms.aspx). A listing of Wyoming’s Disadvantaged Business Enterprises can also be found there.

As CDBG grantee you will be responsible for making sure there is outreach to make low income

persons in your community aware of potential job training or employment that will result from a CDBG

project. The most appropriate manner for compliance may be incorporating this into the agreement

that is made with the project contractor. Contractors who receive more than $100,000 are required to

comply with Section 3 in the same manner as the grantee that provided funding to them.

The following link (http://www.hud.gov/offices/adm/hudclips/forms/files/60002.pdf) will help you

understand what information must be gathered for reporting. The reporting is NOT done by you as a

grantee of the state. The reporting is the responsibility of the WBC. However, please reference the

report form in order to gather the information which will be requested at the beginning of each calendar

year.

A person alleging a Section 3 complaint may file same at the regional Fair Housing Office

(www.hud.gov/offices/fheo).

The following Links may also be helpful.

General Information

http://www.hud.gov/offices/fheo/section3/section3.cfm

Section 3 Requirements

http://www.hud.gov/offices/fheo/section3/Sec3-Reporting-Guidance-cpd-finaL-1.31.pdf

Frequently Asked Questions

http://www.hud.gov/offices/fheo/section3/FAQ08.pdf

1. Instructions for Payment Request

• Sample of Pay Request

workbook

2. Circular A-133 Audit

Requirement

GRANTEE Award %

Grant Period: TO

Construction Period: TO

Contract/PO#:

Budget #:

CDBG Attachment

B Budget →CDBG Invoices

Total

Reimbursable

Amount Balance

Start Date End Date DDR Date DDR # -$

1 -$ -$ -$

2 -$ -$ -$

3 -$ -$ -$

4 -$ -$ -$

5 -$ -$ -$

6 -$ -$ -$

7 -$ -$ -$

8 -$ -$ -$

9 -$ -$ -$

10 -$ -$ -$

11 -$ -$ -$

12 -$ -$ -$

13 -$ -$ -$

14 -$ -$ -$

15 -$ -$ -$

Total Requested -$

CDBG Balance -$ -$

Request forms are automatically generated when grantee enters invoice amounts into the

appropriate cell relating to that request number. Click on the appropriate DDR Form Tab

below to access each form. Just print, sign & send form in with invoices.

Invoice Period

Covered

PROJECT NAME

Invoice Period

Covered- date of

first invoice

attached to request

form to the last

invoice date

Line Item categories from

Attachment B Budget in the Grant

Agreement

Grantee:

Project:

Request No. 1

Date:

Start Date:

End Date:

Invoice Amount% of Charges to

be Paid

Reimbursable

Amount

-$ -$

-$

Total CDBG

Budget

Total CDBG

Funds Requested

Total CDBG

Funds

Remaining

-$ $ - -$

Responsible Official Signature:

Printed Name:

Draw Down Request Contact Person:

Contact Title:

Phone Number:

Email Address:

Quarterly Report

Current?

Grant Agreement

expiration

CDBG Totals

Wyoming Business Council

Investment Ready Communities

Draw Down Request Form

CDBG Budget Categotries

Community

Draw Down Request Total:

Project

Invoice Period Covered

CDBG Budget Categotries

CDBG Invoices

Internal Use Only

I hereby certify that the above requested funds by the Grantee are a true and accurate request for funds

from the Wyoming Business Council Community Development Block Grant Program and that I am

authorized to sign this Draw Down Request.