Harris County Community Services Harris County Community Services DepartmentDepartment

PY 2013Community Development Block

Grant(CDBG) Subrecipient Orientation

February 19, 2013

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Manager Esmeralda Gonzalez x2106

Senior Project Monitor Natalie Garcia x2065

Project Monitors Demetra Davis x2142

Debbie Hayes x2217

Michelle Leija x2202

Ron Smith x2128

Rent Specialist Martha Stafford x2213

Project Assistant Shalla Bass x2127

Public Services, Public Services, Grants Management StaffGrants Management Staff

713-578-2000713-578-2000

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CONTENTS OF FOLDERCONTENTS OF FOLDERWelcome letterSubrecipient Orientation

AcknowledgmentCopy of presentationCD containing:

• Programmatic reporting templates and guidance material

• Financial reporting templates and guidance material

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New this Program YearNew this Program YearSubrecipients must maintain

source documentation to evidence household income as well as eligibility under the “Presumed Benefit” categories in accordance with 24 CFR 570.506 (b)(1)(3)(i).

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CDBG OverviewCDBG Overview

National Objective

Benefit Low/Moderate Income Persons

Eligible Public Service ActivitiesProvision of public services including but not

limited to general welfare services such as the provision of food and clothing, health services, educational services, youth enrichment and juvenile delinquency prevention programs and employment and job development services.

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Harris County Service Harris County Service AreaArea

Restriction on location of activities (24 CFR 570.309):

Subrecipients funded by CSD will provide activities to persons who reside in the Harris County service area.

Prior to providing assistance, service area eligibility must be determined by conducting an address search utilizing the HarrisCounty Appraisal District (HCAD) web page. ww.hcad.org

The CSD service area includes the unincorporated areas of Harris County outside of the cities of Houston, Baytown and Pasadena. Included in this service area are the 15 cooperative cities of Bellaire, Deer Park, Galena Park, Humble, Jacinto City, Katy, La Porte, Morgan’s Point, Seabrook, Shoreacres, South Houston, Tomball, Waller, Webster, and West University Place.

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51% of persons served must be very 51% of persons served must be very low/low/mod incomelow/low/mod income

Annual Income is not reported for Annual Income is not reported for

persons that are “Presumed Benefitpersons that are “Presumed Benefit””

INCOME LEVELS

HOUSEHOLD SIZE

1 2 3 4 5 6 7 8

Very Low Income(Limits based on 0-30% of median

family income)13,900 15,900 17,900 19,850 21,450 23,050 24,650 26,250

Low Income(Limits based on 31-50% of median

family income)23,200 26,500 29,800 33,100 35,750 38,400 41,050 43,700

Moderate Income(Limits based on 51-80% of median

family income)37,100 42,400 47,700 52,950 57,200 61,450 65,700 69,900

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INCOME LEVELS & HOUSEHOLD SIZE

Source: U.S. Department of Housing and Urban DevelopmentEffective December 11, 2012

Notes on Household IncomeNotes on Household Income Include the income of all household members. Use the gross amount, before any payroll deductions,

when calculating income. Income source documentation must be current. Annual Income includes:

• Wages, salaries, overtime pay, commissions, fees, tips and bonuses• Unemployment payments• Disability compensation• Worker’s compensation• Severance pay• Alimony and child support payments• Net income from the operation of a business or profession• Temporary Assistance for Needy Families (TANF)• Social Security and Social Security Income

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Notes on Household IncomeNotes on Household IncomeAnnual Income does not include:

• Income from employment of children, including foster children, under the age of 18 years

• Payments received for the care of foster children or foster adults

• Lump-sum additions to family assets• Income of a live-in aide• Food Stamps or Women, Infants, and

Children (WIC) benefits

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Income DocumentationIncome DocumentationExamples of source

documentation for limited clientele (51% low-mod):◦Employment check stubs◦Social Security Income/Social

Security Disability Income award letter

◦Veterans Administration award letter◦Copy of “free/reduced lunch” school

letter specific to family

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Scenario # 1Scenario # 1What source documentation

needs to be in the client file if the annual household income is reported on the IEF and Client Data Report as $5,200?

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Answer:Answer:

The file must maintain a current (related to date of service) copy of income source documentation, i.e. employment paycheck stub, SSI award letter, child support income verification form, unemployment benefits letter.

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PRESUMED BENEFITPRESUMED BENEFIT

Activities that exclusively serve a group of persons in any one of the following categories are presumed to benefit persons, 51% of whom are low and moderate income:

abused children battered spouses

elderly persons severely disabled adults

homeless persons illiterate adultspersons living with AIDS migrant

farm workers

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Source DocumentationSource DocumentationExamples of source

documentation for:◦Seniors – copies of ID, Drivers

License, Social Security Award Letter◦Disabled – Social Security Disability

Income letter, physician letter◦Abused and neglected children –

referral documenting “abused child status”

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Scenario # 2Scenario # 2What source documentation

needs to be in the client file if the client’s age is reported on the IEF and Client Data Report as 62, and household income is reported as “presumed benefit?”

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Answer:Answer:

The file must contain a copy of the ID, Drivers License, or SS award letter.

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AGREEMENTSAGREEMENTS Agreements were drafted based on applicants’

Request for Proposals (RFP’s) submitted to CSD for PY2013 funding

PY2013 Time of Performance: March 1, 2013 to February 28, 2014

At the discretion of HCCSD management, no more than two (2) budget revision requests shall be allowed each year, to be submitted no later than 90 days prior to the end of the program year. Cut-off to submit your budget revision request: November 30,

2013

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AgreementsAgreements

Refer to Exhibit A: Scope of Services and Exhibit B: Budget

Activity Unit Definition Cost per Unit of Service Total No. of Units Per Activity Maximum Total Cost Per Year PY2013 Number Served

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PY2013 Programmatic ReportsPY2013 Programmatic Reports

1. Coversheet / Checklist2. Project Status Report3. Client Data Report 4. Tally Sheet5. Individual Eligibility Forms6. Employee Data Report7. Mid-Year Report or Annual Performance Report

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Important notes on monthly Important notes on monthly reportsreports

Check your Agreement for monthly reports due date.

For projects that expend funds early, submission of monthly reports with no new persons/services is not required.

Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports.

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Scenario # 3Scenario # 3

What forms need to be submitted for each new person if your Project Status Report for the period ending March 2013 indicates that your agency has served 20 new eligible persons?

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Answer:Answer:

Your agency must submit a PY2013 Individual Eligibility Form (IEF) and Harris County Appraisal District (HCAD) print-out for all 20 new persons served.

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Scenario # 4Scenario # 4What must your agency make

sure to do on the Project Status Report if you have attained 20% of your contract goal and you should have attained 50% of your goal through August 2013?

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Answer:Answer:Your agency must provide an

explanation on the Project Status Report to explain why your project is not on target for the reporting month of August 2013. Should your agency consistently fail to comply with the requirement of timely level of performance and expenditures, a desk finding will be issued.

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Scenario # 5Scenario # 5

Which monthly reports need to be corrected if for the period ending May 2013 you reported 20 new clients; however 3 new clients were disallowed?

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Answer:Answer:

The following reports need to be corrected:

1. Project Status Report2. Client Data Report3. Tally Sheet

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See handouts “Subrecipient Preparation for Monitoring” and “Subrecipient Monitoring Checklist”

Notice letter 15-30 days prior to the visit Entrance conference Participant eligibility, activities provided, and

consistency with terms of the Agreement, Policies & Procedures, Section 504 survey are reviewed

Exit conference Results letter within 30 days after the visit

Findings Concerns

Response letter from Subrecipient in 30 days Response letter from CSD in 30 days

Subrecipient MonitoringSubrecipient Monitoring

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Important PointsImportant Points

Section 504 survey will be reviewed for applicable updates

Grantor Recognition• Spell out “Harris County Community Services

Department”• Keep all items that document grantor recognition in

a Grant File for review during the monitoring visit (press releases, media announcements, fundraising brochures, newsletters, pamphlets, print-out from agency website)

Units of Service in the client files should match the amounts reported under Units of Service in the Client Data and Project Status Reports

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Questions & Answers: Questions & Answers: Programmatic FormsProgrammatic Forms

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When are the programmatic forms due?

Can I report duplicate clients on the Tally Sheet?

If my project is not on target for reporting month what must I do?

Break TimeBreak Time

After the break:Finance Staff Presentation

Please turn in the Orientation Acknowledge form before you leave.

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