FY 2018-19 Online Application Workshop Financial & Management Services Dept. Financial Operations Division
Welcome For: Potential CDBG, HOME, and/or ESG Applicants Suggestion: Follow along with Application Booklet **Offers Same Information as In-person Meeting**
: Workshop Purpose 1. Explain Federal & Local Goals 2. Help you apply for funds
Reminder! Applications available on December 20, 2017 The Deadline is Wednesday, January 31, 2018, 5:00 p.m.
Anticipated Grants The Office of Housing & Urban Development (HUD) issues the City of MV: Community Development Block Grants (CDBG) Home Investment Partnership (HOME) Emergency Solutions Grant (ESG)
Anticipated Funding Entitlement Funding received in FY 2017-18: CDBG - $1,940,916 HOME - $533,301 ESG - $174,002
Funding Limits Home Investment Partnership (HOME) Fiscal Year 2017 2018 Allocation CDBG Planning and Administration Cap (10% of annual grant) $53,330.10 Mandatory CHDO Set-aside (15% of annual grant) 79,995.15 Available for Other Activities 399,975.75 TOTAL Allocation $533,301.00
Emergency Solutions Grant (ESG) Funding Limits Fiscal Year 2017 2018 Allocation ESG Planning and Administration Cap (7.5% of annual grant) $13,050.15 Available for Other Activities 160,951.85 TOTAL Allocation $174,002.00
Funding Limits Community Development Block Grants (CDBG) Fiscal Year 2017 2018 Allocation CDBG Planning and Administration Cap (20% of annual grant) $388,183.20 Public Services Cap (15% of annual grant) 291,137.40 Available for Other Activities (65% of annual grant) 1,261,595.40 TOTAL Allocation $1,940,196.00
General Grant Uses Benefit Low-to-Moderate Income Persons or Areas Eligible Uses Lists, pages 13, 18, and 20
Eligible Activities, CDBG Application Booklet, Page 13 Examples include: Park improvements, street improvements, code enforcement, housing rehabilitation, public services See Regulations for additional details https://www.hudexchange.info/programs/cdbg-entitlement/cdbg-entitlement-program-eligibilityrequirements/
Application Booklet, Page 14 Ineligible Activities, CDBG Examples of ineligible activities include: construction of buildings for the general conduct of government, direct income payments to residents, funding of airports, stadiums, & political activities See Regulations for full details
Application Booklet, Page 18 Eligible Activities, HOME Examples include: acquisition, new construction, reconstruction, or rehabilitation of non-luxury housing. See Regulations for additional details https://www.hudexchange.info/home/home-overview/
City s Mobilehome Grant Program Examples of HOME Projects Multi-family Affordable Housing
Eligible Activities, ESG Application Booklet, Page 20-22 Street outreach, emergency shelter, homelessness prevention, rapid re-housing assistance, and Homeless Management Information System (HMIS) *data entry staffing to be budgeted under applicable program activity See Regulations for additional details (Code of Federal Regulations, 24 CFR Section 576)
Who May Apply? Governmental Agencies Non-Profits with 501(c)3 CDBO s For-Profit Agencies Faith-Based Organizations 16
Program Beneficiaries Grant Programs must serve the low-to-moderate income The definition of a low-to-moderate income person or household is one having an income equal to or less than the Section 8 lower income limits established by HUD 17
CDBG Target Areas
CDBG National Objectives All CDBG activities must qualify as meeting one or more of the following three national objectives: Objective #1. Activities Benefiting Low- to-moderate income Persons and/or Households Objective #2. Activities Which Aid in the Prevention or Elimination of Slums or Blight Objective #3. Activities Designed to Meet Community Development Needs Having a Particular Urgency
National Objective 1 A minimum of 70% of the City s total annual allocation must be used to benefit low-to-moderate income persons The definition of a low-to-moderate income person or household is one having an income equal to or less than the Section 8 lower income limits established by HUD Income Chart on page 9
Meeting National Objective 1 National Objective 1 can be met by providing: Direct Benefit Activities Area Benefit Activities 21
Direct Benefit Direct benefit can be met by providing: Public Services Activities Economic Development Activities 22
Direct Benefit, Public Services 1. Examples of public services include crime prevention/public safety, homeless services, recreation and youth programs, and specialized counseling 2. At least 51% of a Public Service activity s clientele must be documented as low-to-moderate income persons. 3. Public service projects must be a new service or an increase in the existing level of services. 23
Direct Benefit, Econ. Dev. 1. Economic development activities include endeavors aimed at increasing or maintaining the level of business activity in the City. 2. Activities must create or retain permanent jobs, of which at least 51% must be made available to lowto-moderate income persons. 24
Area Benefit At least 51% of area residents must be LMI Area served must be primarily residential Examples: Code Enforcement, Street Improvements 25
National Objective 2 Activities Which Aid in the Prevention or Elimination of Slums or Blight Project or activity must eliminate slum or blight within the Target Area Projects outside of a slum or blighted area may still qualify a spot basis if they propose to eliminate substandard conditions detrimental to public health and safety
National Objective 3 Urgent Need Project or activity must alleviate conditions that pose a serious and immediate threat to the health or welfare of a community Normally triggered by state of emergency or natural disaster
City s Objectives & Policies City s Objectives& Policies, pages 26 Public Service Priority Ranking reviewed by Council on December 19, 2017, page 28 Ranking based on community input and reports Final awards are made by the City Council based on identified priorities, application submission, (for return applicants) consideration of past performance
Public Services Ranking within the Public Service Objective: 1. Basic Needs Related Social Services Programs (such as but not limited to emergency food, shelter (homelessness), and utility assistance) 2. Community Public Safety Programs 3. Programs offering Low-Cost Transportation 4. Employment Services/Programs and Job (Skills) Training 5. Free/Low-Cost programs for School-Aged Youth 6. Fair Housing Activities Objectives & Policies, Cont.
Grant Policies Grant Policies: 1. Three (3) years of grant management experience preferred 2. Possibility of extending a contract with a subgrantee for 1-year 3. ESG Match and Cost Policies
1. A maximum of 60% of the City s ESG allocation may be used for street outreach and emergency shelter 2. Match Requirements Federal regulations require a 100% match for the ESG program. 3. Participation in HMIS 4. Consultation with the Continuum of Care (CoC) 5. Written Standards for providing ESG assistance ESG Policies are found on page 30-31 ESG Policies
A City Grant Requirement Citizen Participation Written Plan in Application Booklet Covers Citizen Participation throughout Grant Process
Necessary when there are Programmatic Changes Triggers listed on page 38 Council Reapproval Required Substantial Amendment
Application Instructions Applications Due Jan. 31, 2018, 5:00 pm Submit Early E-mail Submittals Encouraged
Multiple Proposals May apply for more than one funding source May submit multiple proposals for a single funding source Please submit separate applications for each proposal
Not all sections applicable Submit all application items requested in Section II of each application Additional pages okay Application Document
Evaluation Process Layers of Reviews: 1. Initial Review for completeness & eligibility; Ineligibility communicated immediately 2. Technical Review Committee scoring based on Evaluation Criteria listed on page 44 3. Finance Subcommittee Review and Recommendation 4. Final Reviews and Selections by City Council
Federal Requirements Subgrantees will be held to Federal Grant Requirements ESG - https://www.hudexchange.info/esg/esg-law-egulations-andnotices/ HOME -https://www.hudexchange.info/programs/home/home-lawsand-regulations/ CDBG - https://www.hudexchange.info/communitydevelopment/cdbg-laws-and-regulations/
Federal Requirements OMB Circular 2 CFR 200 applies to all 3 programs OFFICE OF MANAGEMENT AND BUDGET S UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS Can be found at: http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1
Subgrantee Agreements Written commitment based on approved application/proposal Shall stipulate all local & federal requirements Agreement is for indicated period Required to execute Agreement: Scope of Services, Budget, Approved Insurance
Agreement Stipulations Use grant funds only on eligible activities & for eligible costs only Programs managed on REIMBURSEMENT basis No advances; No checks issued upon award Documentation of actual expenses must be included with requests for payment
Agreement Stipulations Subgrantee will be responsible for proper: Financial Management Systems Conflict of Interest Policy Procurement Recordkeeping Section 3 (as applicable) and more
Subgrantee Reporting Monthly Performance Reports are mandatory Reports are customized for your program/activity Shall capture needed statistical data such as the number of low-income served and the race and ethnicity of each participant
Subgrantee Monitoring City shall perform monitoring to establish how well the non-profit is complying with requirements: DESK REVIEWS - City staff conducts monthly desk reviews of Subgrantee programs as reports and reimbursement requests are submitted ON-SITE VISITS - Random on-site visits to be conducted once a year. Consist of tour of facility, short interviews with key staff to discuss internal controls, review of financial and client records
Applications Due: Jan. 31, 2018, 5:00 pm Technical Review Mtg., Mar. 27, 2018 2018-19 Action Plan & Citizen Participation Schedule, page 42 Meetings Subject to Change Important Dates
End of Workshop Financial Operations Division, 951.413.3450, np@moval.org City Hall Hours: Mon. Thurs. 7:30 am 5:30 pm Friday 7:30 am 4:30 pm