The Lifecycle of Grants:Grant Agreement and Fair Housing

November 7, 2012

APPLICATION SUBMISSION AND REVIEW

• Application submission: June• Application review: June-August• Application Approval: September • Grant Agreements Issued: September

Administration File Guide

Grant Management System

Community must have a centralized record keeping system

Community must retain a copy of the grant application

Community must maintain copies of OCD grant correspondence

Exhibit AD 1: OCD General Correspondence

Grant Agreement

Grant Agreement

• Contract between the Grantee (City or County) and the State of Ohio, Ohio Development Services Agency

Grant Agreement

• Notice of Available Funds• General Contract Conditions• Attachment A: Scope of Work• Attachment B: Special Conditions• Attachment C: Reporting Requirements • Attachment D: Grantee Assurances• Attachment E: Local Government Certifications

General Contract Conditions

• Grant Number• Amount of Award• Date of Award• Date of Project Completion• Source of Funds• Table of Contents• Signature Page

General Contract Conditions

• Use of Grant Funds• Payment of Grant Funds• Accounting of Grant Funds• Records, Access, and Maintenance• Inspections• Audits• Equal Employment Opportunity• Prevailing Wage Rates and Labor Standards• Termination

General Contract Conditions

• Conflict of Interest• Liability• Adherence to State and Federal Laws, Regulations

– Ethics• Outstanding Liabilities• Falsification of Information• Public Records• Amendments• Assignment

Attachment A• Scope of Work

– Contact Information for Grantee and Administrator– Program Budget

• Activity Name, CDBG Amount, Other Funds Amount and Source, Total Cost, National Objective, and Activity Purpose

– Program Data• CAS Target Area, Latitude & Longitude, Beneficiaries, LMI Percent, National

Objective– Census Tract Data

• Project Location, Census Tract, Percent Benefiting, Survey or Census– Program Outcomes

• Numerical Outcome and Narrative

Attachment B

• Standard Special Conditions– Environmental Review– Eligible Costs– Fair Housing– Program Income– Federal Prevailing Wage – Timelines

• Project Completion, Request for Payment, and Closeout Requirements– Economic Development or Housing

• Job Documentation; Housing Rehabilitation; Clearance, Conversion or Acquisition of Dwelling Units, and Lead-Based Paint

Attachment B

• Grant Specific Special Conditions

– Acquisition of Real Property

– Environmental Review Deadline

– Use of Program Income

Attachment C

• Required Reports

– Status Report (6 months, 12 months)– Final Performance Report (2 months after Project Completion

Date) – Certificate of Completion– Record Retention (5 years)

Attachment D

• Grantee Assurance

– Citizen Participation Requirements– Responsible Federal Official under the National Environmental

Policy Act of 1969 – Environmental Review– National Objective Requirement– Compliance with State and Federal Regulations– Access to Records by State and HUD Officials

Attachment E

• Local Government Certifications to State as Required by Title I, Section 106 of the Housing and Community Development Act of 1974

– Limits Displacements of Persons by CDBG-funded Projects

– Affirmatively Further Fair Housing– Citizen Participation

Attachment E

– Assessments for Public Improvements– Prohibition on Use of Excessive Force– Lobbying Prohibitions– Requirements for Subcontractors and other

Contractual Parties

Grant Agreement

• Contract between the Grantee (City or County) and the State of Ohio, Ohio Development Services Agency

Administration File Guide

Grant Agreement Information        

     Community must have a signed copy of the Grant

Agreement 

   

  Exhibit AD 2: Executed CDBG Grant Agreement  

Fair Housing