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COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION PRE-SUBMISSION MEETING. Town of Union CDBG Program. Overview. Introduction Eligible Activities and Consolidated Plan Priorities Application Process Timeline Capital Improvement Procurement Procedures Documentation Standards - PowerPoint PPT Presentation
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Town of Union CDBG ProgramTown of Union CDBG Program
COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION
PRE-SUBMISSION MEETING
IntroductionIntroduction Eligible Activities and Consolidated Plan PrioritiesEligible Activities and Consolidated Plan Priorities Application Process Application Process TimelineTimeline Capital Improvement Procurement ProceduresCapital Improvement Procurement Procedures Documentation StandardsDocumentation Standards Submitting Requests For PaymentSubmitting Requests For Payment Onsite MonitoringOnsite Monitoring Reporting ProceduresReporting Procedures Questions and AnswersQuestions and Answers
Overview
INTRODUCTION
Funds from the United States Department Funds from the United States Department of Housing and Urban Development (HUD)of Housing and Urban Development (HUD) Allocated to the TOU to help alleviate Allocated to the TOU to help alleviate
poverty and blightpoverty and blight HowHow
InfrastructureInfrastructurePublic ServicesPublic ServicesHousingHousing
What is CDBG?
Receive money from TOU to help fund Receive money from TOU to help fund programs or improve public facilitiesprograms or improve public facilities
Are required to follow specific guidelines Are required to follow specific guidelines and regulations to receive moneyand regulations to receive money
Need to be responsible with the money Need to be responsible with the money receivedreceived
Subrecipients
ReadRead the appropriate rules and requirements the appropriate rules and requirements DocumentDocument as much as possible as much as possible
Prevents problems from occurringPrevents problems from occurring If doing something incorrectly, can easily If doing something incorrectly, can easily
be fixedbe fixed Helps with external audits as well as Helps with external audits as well as
bookkeepingbookkeeping
Two most important things subrecipients need to do
ELIGIBLE ACTIVITIES AND CONSOLIDATED PLAN
PRIORITIES
Does your program meet a National Does your program meet a National Objective? Objective?
Does your program offer a service that the Does your program offer a service that the Town has identified as a priority in the Town has identified as a priority in the Consolidated Plan?Consolidated Plan?
Does activity comply with OMB circulars Does activity comply with OMB circulars A-87 (governmental costs), A-122 (non A-87 (governmental costs), A-122 (non profit costs), or A-21 (educational costs)?profit costs), or A-21 (educational costs)?
Does your program qualify?
Activities directly benefiting persons or areas of Activities directly benefiting persons or areas of low and moderate incomelow and moderate income Typically, this is a 51% or more LMI Typically, this is a 51% or more LMI
requirementrequirement Activities which aid in the elimination of slums Activities which aid in the elimination of slums
and blightand blight Activities designed to meet community Activities designed to meet community
development needs having a particular urgencydevelopment needs having a particular urgency
National Objectives
Household SizeHousehold Size 1 1 22 33 44 55 66 77 88
Low IncomeLow Income
(80% of Broome (80% of Broome County Median Income)County Median Income)
$32,850$32,850 $37,500$37,500 $42,200$42,200 $46,900$46,900 $50,650$50,650 $54,400$54,400 $58,150$58,150 $61,900$61,900
Very Low IncomeVery Low Income
(50% of Broome (50% of Broome County Median Income)County Median Income)
$20,500$20,500 $23,450$23,450 $26,350$26,350 $29,300$29,300 $31,650$31,650 $34,000$34,000 $36,350$36,350 $38,700$38,700
Extremely Low IncomeExtremely Low Income
(30% of Broome (30% of Broome County Median Income)County Median Income)
$12,300$12,300 $14,100$14,100 $15,850$15,850 $17,600$17,600 $19,000$19,000 $20,400$20,400 $21,800$21,800 $23,250$23,250
Low-Moderate Income Guidelines as of March 19, 2009
Refer to Consolidated Plan for detailed Priorities, but Refer to Consolidated Plan for detailed Priorities, but generally:generally:
Residential ServicesResidential Services Special Needs support (e.g. elderly, disabled, homeless)Special Needs support (e.g. elderly, disabled, homeless) Blight elimination and infrastructureBlight elimination and infrastructure Cultural/recreational amenities (parks, historic Cultural/recreational amenities (parks, historic
buildings, beautification)buildings, beautification) Job creation/retentionJob creation/retention
Consolidated Plan Priorities
Applicants are assigned rankings according Applicants are assigned rankings according to several factors:to several factors: What percentage of Town residents use What percentage of Town residents use
the program/facility?the program/facility? Does it provide a basic human necessity? Does it provide a basic human necessity?
Shelter, food, etc.Shelter, food, etc. Is it an unduplicated service?Is it an unduplicated service? Has it performed well in the past or is it a Has it performed well in the past or is it a
new or returning program?new or returning program?
Rankings
Political activitiesPolitical activities Governmental expenses/buildingsGovernmental expenses/buildings Purchase of construction equipmentPurchase of construction equipment Purchase of personal propertyPurchase of personal property Purchase of moveable equipment/furnishingsPurchase of moveable equipment/furnishings Non-service operating and maintenance expensesNon-service operating and maintenance expenses New housing constructionNew housing construction Client income paymentsClient income payments
Prohibited Activities
Is it a public facility?Is it a public facility? Is it located in a Low/Moderate area or provide Is it located in a Low/Moderate area or provide
services to Low/Mod clientele within a specified services to Low/Mod clientele within a specified service area?service area?
Do you own the property or do you have a long Do you own the property or do you have a long term lease (defined as lasting at least 15 years?)term lease (defined as lasting at least 15 years?)
Do you have the appropriate property insurance?Do you have the appropriate property insurance?
Capital Improvement Projects Only
APPLICATION PROCESS
http://www.townofunion.comhttp://www.townofunion.com DepartmentsDepartments
Community DevelopmentCommunity Development• Federal Fiscal Year 20Federal Fiscal Year 20
09 Applications09 Applications Public service and capital Public service and capital
project applications must be project applications must be submitted separatelysubmitted separately
Applications Available Online
Follow the checklistFollow the checklist At bottom, indicate whether certain At bottom, indicate whether certain
documentation has been submitted documentation has been submitted previously. Be sure to update Board of previously. Be sure to update Board of Directors listing if it has changed since your Directors listing if it has changed since your most recent application.most recent application.
Cover Sheet
Select National Objective from pull down Select National Objective from pull down menumenu
Select Consolidated Plan Priority from pull Select Consolidated Plan Priority from pull down menudown menu
Provide a project/activity description in the Provide a project/activity description in the space provided.space provided. Please do not attach additional Please do not attach additional
descriptive material in the applicationdescriptive material in the application
Narrative Sheet
Indicate your costs and your potential funding Indicate your costs and your potential funding sources including the requested CDBG fundssources including the requested CDBG funds The costs should match the fundingThe costs should match the funding The form does not calculate totals so please be The form does not calculate totals so please be
sure to check your mathsure to check your math Indicate the total number of persons anticipated Indicate the total number of persons anticipated
to be served and the number of those that are to be served and the number of those that are TOU residentsTOU residents
Project Proposal
Please fill out the salary and benefit information Please fill out the salary and benefit information for individuals to be paid with CDBG funds for the for individuals to be paid with CDBG funds for the programprogram
Fill out other expenses at bottom.Fill out other expenses at bottom. If not enough spaces are available, please print If not enough spaces are available, please print
additional form(s).additional form(s). Double-check your mathDouble-check your math These items will be listed in the Subrecipient These items will be listed in the Subrecipient
Agreement as the “line items” that the Town Agreement as the “line items” that the Town funds. funds.
Project Budget(Public Service Projects Only)
Add all attachments that are required.Add all attachments that are required. Please don’t add any more attachments than Please don’t add any more attachments than
are requested with the application.are requested with the application.
Attachments
Two copies (one with original signatures) Two copies (one with original signatures) of your printed application must be of your printed application must be delivered todelivered to Town of Union Department of PlanningTown of Union Department of Planning Paul Nelson, DirectorPaul Nelson, Director 3111 East Main Street3111 East Main Street Endwell, NY 13760-5990Endwell, NY 13760-5990
Application Submission
TIMELINE
Friday, May 8, 2009Friday, May 8, 2009: Applications Due: Applications DueApproximately 2 ½ Weeks from TodayApproximately 2 ½ Weeks from TodayApplications must be delivered to the Town Applications must be delivered to the Town
of Union Department of Planning by 4:00 of Union Department of Planning by 4:00 PMPM
Wednesday, July 15, 2009Wednesday, July 15, 2009: Draft Plan Public Hearing: Draft Plan Public Hearing Wednesday, August 5, 2009Wednesday, August 5, 2009: Final Plan Approval: Final Plan Approval
Regardless of approval, you will be notified of Regardless of approval, you will be notified of final statusfinal status
Application Process Dates
If awarded funds in an amount different than what If awarded funds in an amount different than what was requested you will be sent an update formwas requested you will be sent an update form Please make corrections andPlease make corrections and
send backsend back Contracts (x3) written and mailedContracts (x3) written and mailed
Please read, sign, notarize, and mail back allPlease read, sign, notarize, and mail back all Final executed contracts mailed outFinal executed contracts mailed out
Contract Process (Fall 2009)
Federal Fiscal YearQuarters (2009)
11stst: October 1: October 1stst – December 31 – December 31stst
- DO NOT - DO NOT make purchases or otherwise obligate or make purchases or otherwise obligate or commit CDBG funds by signing contracts for goods, commit CDBG funds by signing contracts for goods, services, or constructionservices, or construction prior to October 1prior to October 1stst!!
22ndnd: January 1: January 1stst – March 31 – March 31stst
33rdrd: April 1: April 1stst – June 30 – June 30thth
44thth: July 1: July 1stst – September 30 – September 30thth
Please send in one voucher along with report each Please send in one voucher along with report each quarter where feasiblequarter where feasible
Your Final End of Year Report must be Your Final End of Year Report must be submitted to the Town by October 31, 2010. submitted to the Town by October 31, 2010. Most agencies send in their final report Most agencies send in their final report with their last voucher.with their last voucher.
Final Reporting Date
CAPITAL IMPROVEMENT PROCUREMENT PROCEDURES
Create a detailed scope of workCreate a detailed scope of work This will not be funded by CDBGThis will not be funded by CDBG
Larger, more complicated projects Larger, more complicated projects necessitate more details, possibly from a necessitate more details, possibly from a licensed professional such as an Architect licensed professional such as an Architect or Professional Engineer.or Professional Engineer.
Scope of Work
It is important to avoid even the appearance It is important to avoid even the appearance of a conflict of interestof a conflict of interest
• Someone affiliated with your Someone affiliated with your agency may help create scope of agency may help create scope of work but may not bid on projectwork but may not bid on project
• No one affiliated with creating the No one affiliated with creating the scope of work may bid on projectsscope of work may bid on projects
Conflicts of Interest
Subrecipient’s procurement processSubrecipient’s procurement process Use as long as it meets TOU andUse as long as it meets TOU and
Federal requirementsFederal requirements Small PurchasesSmall Purchases
Only for projects < $20,000Only for projects < $20,000 Request informal bids from contractors (minimum of 3)Request informal bids from contractors (minimum of 3)
Competitive Sealed BidsCompetitive Sealed Bids Required for projects > $20,000Required for projects > $20,000 Must publicly advertise for bids (minimum of 2)Must publicly advertise for bids (minimum of 2)
Noncompetitive Proposals/Sole Source ProcurementNoncompetitive Proposals/Sole Source Procurement Allowed only under special circumstancesAllowed only under special circumstances
Types of Procurement Procedures
Determine construction datesDetermine construction dates If the project >$2,000, determineIf the project >$2,000, determine
Davis-Bacon wage ratesDavis-Bacon wage rates Seek bids according to Seek bids according to
procurement process usedprocurement process used If the project >$100,000, bidIf the project >$100,000, bid
guarantees may be necessaryguarantees may be necessary Award contract and provide the Town with Award contract and provide the Town with
documentation outlining the selection processdocumentation outlining the selection process
Bid Process
The contractor will need to set up a meeting The contractor will need to set up a meeting time with the Community Development time with the Community Development Coordinator at least one week before Coordinator at least one week before construction beginsconstruction begins
If the project >$100,000, payment and If the project >$100,000, payment and performance bonds may beperformance bonds may be
necessarynecessary
Before Construction Begins
DOCUMENTATION STANDARDS
Project agencies must document Town of Union Project agencies must document Town of Union clients that utilize their service:clients that utilize their service: AddressAddress
Must provide proofMust provide proof Ethnicity (Latino or non-Latino)Ethnicity (Latino or non-Latino) Race (One or more of 5 categories)Race (One or more of 5 categories) IncomeIncome
Must provide proof unless Presumed BenefitMust provide proof unless Presumed Benefit
Project Documentation
CDBG FUNDED PUBLIC SERVICE PROGRAM
Name of Applicant: Street Address: City: State: Zip Code: ETHNICITY (select only one): Hispanic or Latino Not Hispanic or Latino RACE (select one or more): American Indian or Alaska Native Asian
Black or African American White
Native Hawaiian or Other Pacific Islander
Female Head of Household: ___ Yes ___ No No. of family members currently employed:
Family Income (please circle):
No. of family members living in
household Level 1 Level 2 Level 3
1 Up to $12,300 $12,301 - $20,500 $20,501 - $32,850
2 Up to $14,100 $14,101 - $23,450 $23,451 - $37,500
3 Up to $15,850 $15,851 - $26,350 $26,351 - $42,200
4 Up to $17,600 $17,601 - $29,300 $29,301 - $46,900
5 Up to $19,000 $19,001 - $31,650 $31,651 - $50,650
6 Up to $20,400 $20,401 - $34,000 $34,001 - $54,400
7 Up to $21,800 $21,801 - $36,350 $36,351 - $58,150
8 Up to $23,250 $23,251 - $38,700 $38,701 - $61,900
In order to be considered eligible for the CDBG program, applicants must provide current proof of residency and income for all currently employed family members living in the household. Listed below are acceptable forms of documentation. Acceptable Documentation for Residency Cable Bill Phone Bill Utility Bill Driver’s License Sheriff’s Identification Card
Acceptable Documentation for Income Unemployment Payment Veteran’s Administration Stub Social Services Identification Card Pay Stub W-2 Form Social Security Income Form
PLEASE REVIEW AND SIGN REVERSE SIDE OF FORM
Abused childrenAbused children HomelessHomeless Battered spousesBattered spouses Persons with AIDSPersons with AIDS Senior Citizens (Aged 62 and older)Senior Citizens (Aged 62 and older) Illiterate adultsIlliterate adults Severely disabled adultsSeverely disabled adults Migrant farm workersMigrant farm workers
These clients are categorized as
Extremely Low Income when
reporting
Presumed Benefit
The client elects not to provide proof of residency?The client elects not to provide proof of residency? Assume they do not live in the Town.Assume they do not live in the Town.
The client elects not to provide proof of income?The client elects not to provide proof of income? Assume they are non LMI.Assume they are non LMI.
The client elects not to indicate their ethnicity/race?The client elects not to indicate their ethnicity/race? The person taking theThe person taking the
application must makeapplication must maketheir best educated guess.their best educated guess.
What If?
SUBMITTING PAYMENT REQUESTS
CDBG funds are used to CDBG funds are used to reimburse reimburse subrecipients for expenses incurredsubrecipients for expenses incurred
Only the Line Items included in the signed Only the Line Items included in the signed Subrecipient Agreement can be reimbursed and Subrecipient Agreement can be reimbursed and no new Line Items can be addedno new Line Items can be added
Up to 5% of the approved budget may be shifted Up to 5% of the approved budget may be shifted between line items, but only if submitted in between line items, but only if submitted in writing and approved by the Planning Director. writing and approved by the Planning Director. Larger requests require Town Board approval.Larger requests require Town Board approval.
Reimbursement
A filled out and signed small claim voucher must be A filled out and signed small claim voucher must be submitted along with: submitted along with: Line item breakdown for reimbursementLine item breakdown for reimbursement TimesheetsTimesheets Billing statementsBilling statements Other documentationOther documentation
Checks are mailed out in the middle and end of each Checks are mailed out in the middle and end of each monthmonth
Small Claim Vouchers
A copy of the check paid to the A copy of the check paid to the contractor must be submitted with contractor must be submitted with the voucher. The Town may also the voucher. The Town may also require a statement from the require a statement from the contractor verifying that he has been contractor verifying that he has been paid for the work.paid for the work.
Certified Payroll in instances where Certified Payroll in instances where prevailing wage rates apply.prevailing wage rates apply.
Capital Project Reimbursements
ONSITE MONITORING
Onsite monitoring is a field visit by the Community Onsite monitoring is a field visit by the Community Development Coordinator to the subrecipient.Development Coordinator to the subrecipient.
Onsite monitoring is a “spot check” to ensure Onsite monitoring is a “spot check” to ensure requirements are being met.requirements are being met.
Onsite Monitoring is NOT an audit.Onsite Monitoring is NOT an audit.
What is Onsite Monitoring
When: When: August/SeptemberAugust/September
How long does it take: How long does it take: ~ 15 to 30 minutes~ 15 to 30 minutes
Where:Where: At the subrecipient’s locationAt the subrecipient’s location
Who needs to be present for the monitoring visit:Who needs to be present for the monitoring visit: Usually the grant writer (or the person who is most Usually the grant writer (or the person who is most
familiar with the application), financial familiar with the application), financial representative/accountant, or project head.representative/accountant, or project head.
More Monitoring Information
A description of your programA description of your program A sample intake (enrollment) formA sample intake (enrollment) form Any financial or other records the Any financial or other records the
Coordinator wants to clarifyCoordinator wants to clarify
What You Need to Provide
For Capital Projects, the purpose of the For Capital Projects, the purpose of the onsite visit is to take photos and double onsite visit is to take photos and double check the final productcheck the final product
Capital Projects
REPORTING PROCEDURES
Due along with every quarterly voucher Due along with every quarterly voucher submittedsubmitted
Indicate the number of “new” unduplicated Indicate the number of “new” unduplicated clients served that period according to clients served that period according to income and racial/ethnic categoriesincome and racial/ethnic categories
Summary Report
Final full summary reportFinal full summary report Due at the end of the FFYDue at the end of the FFY The sum total of all clients served that year The sum total of all clients served that year
according to categoriesaccording to categories
Final Report
QUESTIONS AND ANSWERS
THANK YOU