SUBRECIPIENT TRAINING Kimberly Roberts, Ph.D. Managing Director Rabihah Walker Deputy Director Presented by: Cobb County CDBG Program Office September 1, 2016
Overview 2 Welcome Subrecipient Agreements Determining Income Eligibility General Reimbursement Documentation Financial Management Basics CDBG Program Basics ESG Program Basics HOME Program Basics CSBG Program Basics JAG Program Basics Important Changes/Updates Resources Q&A
Subrecipient Agreements 3 Subrecipient Agreements Executed Annually Agreements Include: Grant Compliance Provisions Scope of Services Project Budget Expenditure Deadlines Reimbursement Procedures Procurement Compliance Monthly Reporting Compliance Certifications Environmental Review must be completed by the CDBG Program Office prior to commencing project Notice to Proceed Subrecipient Agreement Amendment (if applicable) Eligibility Documentation (CDBG Program Office)
4 Determining Income Eligibility (CDBG, HOME, and ESG Only) Current Gross Income: Inclusions: Earned Income, Interest/Dividend Income, Pension/Retirement Income, Unemployment & Disability Income, TANF/Public Assistance, Alimony/Child Support Income, Armed Forces Income Exclusions: Income of Children, Inheritance/Insurance Income, Medical Expense Reimbursements, Income of Live-In Aides, Student Financial Aid, Armed Forces Hostile Fire Pay Regulation: Anticipated annual income of all adults in the family should be determined by using the Part 5 definition of annual income.
Determining Income Eligibility 5 Calculate Income Analyze hourly, weekly or monthly income information as appropriate. Must include overtime pay. Compare against Area Median Income (AMI) Keep documentation in case file for both accepted and denied program participants Subrecipients may use the HUD Income Calculator found at: https://www.hudexchange.info/incomecalculator (Registration Required)
General Reimbursement Documentation 6 Reimbursement Documentation Required Cover letter signed by Executive Director/Lead Administrator/Supervisor indicating the amount of reimbursement requested for the month. Monthly Expenditure Report must be signed by Executive Director/Lead Administrator/Supervisor and must identify the amount of reimbursement requested and show cumulative expenses and remaining balance. Itemized list of eligible costs, with names of employee and percentage of staff time charged for each payroll week if applicable. Reimbursement supporting documentation: Copies of invoices/receipts for items purchased. Copies of payroll journal and timesheets. Timesheets must be signed by both the employee and supervisor and show the time allocated to the grant. If requesting reimbursement for fringe benefits or payroll taxes and fees, include copy of invoice from insurance/payroll company and documentation that payment was made by organization. **Receipt/Invoice dates must correspond with monthly reimbursement request. *** Documentation which identifies payment was made in advance by the organization can include: Copy of Checks (Front/Back Copies of Checks 90 days or older), Organizational Bank Statements or Credit Card Statements. Verification of Earned Income from Fees if applicable
7 General Reimbursement Documentation Timesheets
8 FINANCIAL MANAGEMENT BASICS Presented by: Miyoshi Johnson, Grant Accountant Cobb County CDBG Program Office September 1, 2016
Overview 9 Provide basic understanding of the financial management requirements related to the HUD programs. Subrecipients are required to have financial management standards
Procedures 10 Subrecipients must establish fiscal, administrative control and accounting procedures that allow: Proper preparation of reports and use of funds comply with required by statutory and regulatory requirements Permit tracing of funds to establish that they have not been used in violation of any statutory or regulatory restrictions (Funds spent on reasonable and necessary cost of program operation)
11 Financial Management System Standards Financial management systems must meet the following standards: Accurate, current and complete financial reporting Accounting records that identify the source and application of funds Effective internal controls and accountability for all assets Budget controls with actual expenditures compared with budgeted amounts Use of OMB cost principles (A-200) in determining the reasonableness, allowability and allocability of costs Complete source documentation for all accounting records Effective cash management to maximize timeliness of spending
Unallowable Costs/Documentation 12 UNALLOWABLE COST Alcoholic Beverages Organization s Bad Debts Reimbursement of Contributions & Donations Entertainment (such as movies, dinners etc.) Organization s Fines and Penalties (i.e. tax liens, code violation fines, etc.) Fund raising Idle facilities and idle capacity Lobbying DOCUMENTATION All accounting records must be supported by source documentation KEY!!! Reimbursement costs charged must be incurred during grant period
Internal Controls 13 Internal control and accountability must be maintained for all cash, real/personal property, and other assets. Basic Elements Organizational chart Written definition of duties Formal system of authorization and supervision Separation of duties Control over access to assets, blank forms, and confidential documents Comparison of actual assets and liabilities to financial records
Audit Requirements 14 All Subrecipients must: Submit a copy of the Organization s Annual Audit to the CDBG Program Office. (Reviews and Compilations will not be accepted for HUD grants.) Should be CPA or licensed public accountant Must be experienced with Single Audits, Federal grant programs and nonprofits
Single Audit 15 OMB Circular A-200.501 requires entities that expend $750,000 or more during a fiscal year* in federal awards (from all sources) have a Single Audit conducted for that fiscal year. Audits must be in accordance with Generally Accepted Government Auditing Standards (GAGAS) and OMB Circular 2 CFR 200.501 http://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1.200.f#se2.1.200_1501
Financial Monitoring 16 Subrecipients that receive grant funds must: Comply with applicable Federal, state and local laws, regulations, standards, and procedures Maintain financial management methods and procedures in accordance with Generally Accepted Government Auditing Standards (GAGAS) All financial management practices will be monitored by the CDBG Program Office.
17 COMMUNITY DEVELOPMENT BLOCK GRANT Presented by: Rabihah Walker, Deputy Director Priscilla Parton, Planning Specialist and CDBG Public Services Cobb County CDBG Program Office September 1, 2016
Overview 18 The primary objective of the CDBG Program is the development of viable communities for persons of low and moderate-income by: Providing decent housing Sustainable living environment, and/or Expanding economic opportunities Additionally, each activity must meet one of the following national objectives: Benefit low-to-moderate income persons Aid in the prevention or elimination of slums and blight Meet a need having a particular urgency (urgent need)
19 Ways to Meet LMI National Objective Eligibility Benefit Low/Moderate Income (LMI) persons, each of which must document 51% beneficiaries. LMA (Area Benefit) Document activity benefit all residents of a particular area, where at least 51% of the residents are LMI persons. LMC (Clientele Income) Document at least 51% of the beneficiaries of an activity/service are LMI persons. LMJ (Clientele Income Jobs) Document at least 51% of the beneficiaries of an economic development activity will create or retain jobs for LMI persons. Slum & Blight Area (SBA ) or Slum & Blight Spot (SBS) Activity occurs in an area designated by the grantee as a slum or blighted area (SBA) or on a case by case basis (SBS), and the activity will address one or more of the conditions which contributed to the deterioration of the area or structure. Urgent Need Existing conditions pose a serious and immediate threat to the health or welfare of the community, and other financial resources are not available to meet such needs.
Examples of Eligible Activities 20 Acquisition of Real Property Public Facilities Clearance & Demolition Public Services Special Economic Development Activities Micro-Enterprise ** Not inclusive of all CDBG eligible activities **
Most Common Activities 21 Public Facilities & Improvements May be used for: Acquisition (real property by purchase, long term lease of 15 years or more, or donation where a permanent interest in the property has been obtained.) Construction Reconstruction Rehabilitation (including removal of architectural barriers to accessibility Installation of public improvements or facilities
Rehabilitation, Construction, 22 Reconstruction, or Improvements Examples of Public Facilities include: Public Improvements including streets, sidewalks, water, sewer Neighborhood facilities including parks, playgrounds, recreational facilities Facilities for special needs populations including homeless shelters and group homes Costs that may be paid for with CDBG funds under this category include: Labor Materials
Ineligible Costs 23 Costs that may not be paid for with CDBG funds under this category include: Costs of operating or maintaining public facilities/improvements Costs of purchasing construction equipment Costs of furnishings and other personal items such as uniforms New construction of public housing
Procurement Compliance 24 Cost Estimate Local Advertisement of project [consistent with organization procurement policy including Federal Language] Bid Packet including: Davis Bacon Documentation Federal Certifications Scope of Work/Specifications Bid Sheet (List of contractors that bid on the project) Obtain at least 3 Bids/Quotes
Labor Standards and Section 3 25 Labor Standards Compliance Compliance Weekly Davis Bacon Payrolls from Contractor Davis-Bacon Project Wage Rate Sheet (at pre-construction meeting) Section 3 Compliance (if applicable) Section 3 only applies if the project is $100,000 or more. It simply states that the contractor will attempt to recruit and provide jobs to people within a 1 to 2 mile radius of the project if the opportunity presents itself.
Reimbursement Documentation 26 Public Facilities Reimbursement Documentation Required In Addition to General Requirements: Davis Bacon Payrolls (except Acquisition projects) Procurement Documentation Property Closing or Lease Documentation (Acquisitions only) Appraisal (Acquisitions Only)
Most Common Activities 27 Public Services May be used for new service; or a quantifiable increase in the level of a service for: Child care, Health care, Public safety services Job training Recreation programs and educational programs, Fair housing activities Services for senior citizens and homeless persons, Drug abuse counseling and treatment
Eligible and Ineligible Costs 28 Public Services Costs that may be paid for with CDBG funds under this category include: Operating costs where service occurs related to CDBG eligible activity Costs that may not be paid for with CDBG funds under this category include: Political activities Ongoing grants or non-emergency payments (defined as more than 3 consecutive months) to individuals for their food, clothing, rent, utilities, or other income payments
29 Reporting Requirements Monthly Services Report Monthly Services Report Due to CDBG Program Office by the 15 th of the each month Report should list all new persons served in the current month Subrecipient should email or mail report to the CDBG Public Services Program Specialist Must submit reports for 5 years after the last CDBG dollar spent
Documenting Client Eligibility 30 Proof of US Citizenship or Legally Admitted Alien Copy of State Issued ID and Income for all household members over age 18. Copy of Social Security Cards for all household members over age 6. Proof of Cobb County Residency Copy of State Issued ID, Utility Bill, Current Check Stub Proof of Income Eligibility Earned income - Pay Stubs (2 current and consecutive months), Statement from Employer Retirement and Pension Income Alimony Payments Social Security Benefits Unemployment Benefits Net Income from Self-Employment Temporary Assistance for Needy Families (TANF) or other public assistance. Self-Certification of No Income Overtime pay is included in current income Earned income is projected for the next 12 months Eligibility documentation must be maintained in a client file
31 2016 Income Limits
32 EMERGENCY SOLUTIONS GRANT PROGRAM Presented by: Kathleen Vaughn, Program Specialist CSBG, ESG, EFSP, and COC Cobb County CDBG Program Office September 1, 2016
HEARTH Act 33 On May 20, 2009, President Obama signed the Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. The HEARTH Act amends and reauthorizes the McKinney-Vento Homeless Assistance Act with substantial changes, including: A consolidation of HUD's competitive grant programs; The creation of a Rural Housing Stability Assistance Program; A change in HUD's definition of homelessness and chronic homelessness; A simplified match requirement; An increase in prevention resources; and, An increase in emphasis on performance.
ESG Program Components 34 Emergency Shelter/Street Outreach Rapid Re-Housing Homelessness Prevention Homeless Management Information System (HMIS) Participation Administration
Emergency Shelter Component 35 Serves homeless individuals/families staying in emergency shelters Shelter activities include: Operations (maintenance, utilities, food, etc.) Hotel/Motel Vouchers Transitional Housing Operations Essential Services include: Case Management Childcare Education Services Employment Assistance/Job Training Transportation
Eligible Costs Emergency Shelter Activities 36 Costs to operate and maintain emergency shelters and also provide other emergency lodging when appropriate (Hotel/Motel Vouchers) Shelter Operations Eligible Costs Maintenance Rent Security Utilities Insurance Food Hotel/Motel Vouchers Supplies necessary for the operation of the emergency shelter.
Eligible Costs Essential Services Activities 37 Costs to provide services to homeless persons residing in an emergency shelter. Essential Services Eligible Costs Case Management Child Care Education Services Employment Assistance and Job Training Outpatient Health Services Legal Services Life Skills Training Mental Health Services Substance Abuse Treatment Services Transportation, Services for special populations.
Rapid Re-Housing (RRH) 38 Defined Purpose To help homeless persons living on the street or in an emergency shelter transition as quickly as possible into permanent housing, and then To help such persons achieve stability in that housing Eligible Participants Literally homeless individuals/families currently living in an emergency shelter or place not meant for human habitation Eligible Activities Short/Medium-Term Rental Assistance Housing Relocation & Stabilization Services Financial Assistance Services
Homelessness Prevention (HP) 39 Defined Purpose To prevent persons from becoming homeless, and To help such persons regain stability in their current housing or other permanent housing Eligible Participants Extremely low income individuals/families (household income below 30% AMI) at risk of becoming homeless Eligible Activities Short/Medium-Term Rental Assistance Housing Relocation & Stabilization Services Financial Assistance
Eligible Costs RRH & HP 40 Short- and Medium-Term Rental Assistance Types of Rental Assistance Short Term Rental Assistance Medium Term Rental Assistance Payment of Rental Arrears Any Combination of the Three Types of Rental Assistance Length of Assistance Up to 3 Months 4 to 24 Months One time payment up to 6 months, including any late fees on those arrears Total not to exceed 24 months during any 3 year period, including any payment of last month s rent
RRH & HP Standards 41 Short Term and Medium Term Rental Assistance Standards Standards for both Rapid Re-Housing and Homelessness Prevention Components: Fair Market Rent (FMR) Limits Rent Reasonableness Minimum Habitability Standards Rental Assistance Agreement and Lease Cannot provide rental assistance to a household receiving rental assistance from another public source for the same time period (Exception: one-time payment of up to 6 months of arrears) Environmental Review for Rapid Rehousing and Prevention Projects Should be completed prior to committing ESG funds. Submit Environmental Review Request form to the ESG Specialist prior to expending funds
Eligible Costs RRH & HP 42 Housing Relocation & Stabilization Services Financial Assistance Moving Costs Moving costs, such as truck rental or hiring a moving company, including certain temporary storage fees. Rent Application Fees Security Deposits Last Month s Rent Application fee that is charged by the Owner to all applicants. Equal to no more than 2 months rent. Paid to the Owner of housing at the time Security Deposit and First Month s Rent are paid. Utility Deposits Standard utility deposit required by the utility company for all customers (gas, electric, water/sewage, etc.) Utility Payments Up to 24 months of utility payments per participant per service (gas, electric, water/sewage, etc.), including up to 6 months in arrearages, per service.
HMIS Participation 43 HEARTH Act makes HMIS Participation a statutory requirement for ESG recipients and subrecipients. Current data standards are the HMIS Data Standards Version 5 released July 2016 which can be downloaded from https://www.hudexchange.info/resource/3826/hmisdata-standards-manual/ All ESG Programs (DV included) should at a minimum collect all of the Universal Data Elements.
Determining Housing Unit Eligibility 44 Lead-Based Paint Standards Apply Visual assessments are required for ALL units receiving financial assistance if constructed before 1978, and children under 6 or pregnant women will live there. Become a HUD certified visual inspector by completing an online course at the following web address: http://www.hud.gov/offices/lead/training/visualassessment/h00101.htm Habitability Standards Apply NEW: Applicable to all financial assistance, including assistance that is limited to rental arrears in current housing unit.
Documenting Homeless & 45 At-Risk of Homelessness Status In order of preference: Third-Party Documentation (Not applicable for DV victims seeking ESG assistance) Intake Worker Observations Self-Certification from the Person Seeking Assistance Already available documentation: Discharge paperwork HMIS service transactions
Comprehensive Case Management 46 Under ESG, a housing stability plan, monthly meetings with the case manager, and referrals to mainstream and other resources are required. Follow up services after client exit will be necessary to track Performance Measures for your agency
Re-Certification 47 Occurs every 90 days after program enrollment date AND Annually for those enrolled in program 1 year after initial enrollment date. Rapid Re-Housing 90 Day Re certification determines that the household: Is at or below 50% AMI Is at risk of returning to homelessness Lacks the financial resources and support networks needed to obtain housing or remain in their housing FOR RAPID RE HOUSING ANNUAL RE CERTIFICATIONS, HOUSEHOLDS MUST HAVE AN INCOME BELOW 30% AMI. THIS IS REQUIRED BY LAW AND IS DIFFERENT FROM THE ELIGIBILITY AND 90 DAY RECERTIFICATION CRITERIA! Prevention 90 and 365 Day Re certifications determines that the household: Is below 30% AMI. Remains at risk of homelessness Lacks the financial resources and support networks needed to remain in their housing A fourth month of assistance cannot be issued until re certification is complete.
ESG Written Standards 48 Submission of Emergency Solutions Grant Written Standards is due to the Cobb County CDBG Program Office at the beginning of each program year. Written Standards will identify policies and procedures for: Intake Documentation/Record Keeping Standards for Documentation Documentation must clearly identify entity/party providing verification; must be pertinent to and identify family/individual; and must be pertinent to the condition/criteria Standards for Provision of ESG Assistance
Reimbursement Documentation 49 Reimbursement Documentation Required In Addition to General Requirements: Habitability Checklist Lead-Based Paint Documentation (if applicable) Client-Landlord Lease Agency-Landlord Lease Client application - Agency application Income Verification Documentation with the Income Calculation Fair Market Rents (FMRs) & Rent Reasonableness determination Pathways Consent Form
Reimbursement Documentation 50 One of the following forms, as it applies to the client & the program: Homeless Certification (Rapid Re-Housing) At-Risk Homelessness Certification (Prevention) with: A court order resulting from an eviction action that requires the individual or family to leave their residence within 14 days after the date of their application for homeless assistance OR The equivalent notice under applicable state law, a Notice to Quit, or a Notice to Terminate issued under state law. Self-certification of Homelessness/ Domestic Violence/ At-Risk of Homelessness
Match Requirements 51 Dollar-for-dollar (100%) Match Requirement Match may be provided from Federal, State, Local or Private Sources Match may be cash or non-cash Must be documented on each request for reimbursement with supporting documentation to substantiate match
Cobb County s ESG Performance 52 Standards Cobb County will evaluate each ESG Service Provider s performance based on the following standards: Develop and adhere to priorities for service delivery by need. Assist clients in rapid movement to permanent housing from shelters or from the street. Ensure that clients have easy access to services. Provide comprehensive case management to address a spectrum of needs for each client
53 HOME INVESTMENT PARTNERSHIPS GRANT PROGRAM Presented by: Rabihah Walker, Deputy Director and HOME Cobb County CDBG Program Office September 1, 2016
HOME Program Objectives 54 Established by the National Affordable Housing Act of 1990, the HOME Program s goals are: Provide decent affordable housing to lower-income households Expand the capacity of nonprofit housing providers Strengthen the ability of state and local governments to provide housing Leverage private-sector participation
Eligible Activities 55 Homeowner rehabilitation, repair, reconstruction Homebuyer activities to include acquisition, rehabilitation, new construction, down payment assistance Rental housing to include acquisition, rehabilitation, new construction Tenant-Based Rental Assistance (TBRA) to include monthly rental assistance, security & utility deposits
Eligible Recipients 56 In rental projects: At least 90% of households must have incomes not exceeding 60% of the Area Median Income (AMI) In projects with 5+ units, at least 20% of households must have incomes not exceeding 50% AMI For all other projects: Beneficiaries incomes must not exceed 80% of the AMI
2016 Maximum Household Income Limits 57 2016 HOME Program Income Limits Effective June 6, 2016 Family Size Extremely Low Very Low Income Moderate Income Low Income 30% 50% 60% 80% 1 $14,200 $23,650 $28,380 $37,800 2 $16,200 $27,000 $32,400 $43,200 3 $18,250 $30,400 $36,480 $48,600 4 $20,250 $33,750 $40,500 $54,000 5 $21,900 $36,450 $43,740 $58,350 6 $23,500 $39,150 $46,980 $62,650 7 $25,150 $41,850 $50,220 $67,000 8 $26,750 $44,550 $53,460 $71,300 Source: U. S. Department of Housing and Urban Development [HUD] www.huduser.gov *Income of all persons living in the household
CHDOs 58 Community Housing Development Organizations 15% CHDO Set-aside; up to 5% Operating Must own, develop, or sponsor affordable housing At least 1/3 of board must be low-income representatives and no more than 1/3 public/gov t officials Staff must have demonstrated development experience/capacity CHDO must be recertified for each project CHDO Experience Requirement Cobb County may only provide HOME funds for development activities to CHDOs that have demonstrated that they have staff with demonstrated development experience.
Match 59 25% of grant match requirement Matching funds cannot be from a federal source Variety of match sources are allowable Match is tracked and logged on a Federal Fiscal Year (FFY) basis, not calendar year. FFY starts October 1 st and ends September 30 th Each September 30 th, CHDOs and Subrecipients must have logged match equal to 25% of the project funds expended in the FFY.
Affordability Requirements 60 HOME Investment per Unit Less than $15,000 Affordability Period 5 Years $15,000 - $40,000 10 Years More than $40,000 New Construction of Rental Refinancing of Rental 15 Years 20 Years 15 Years
Reporting 61 Monthly Reports Due from ALL funded entities on the 15 th of each month. For example, June Report is due July 15 th Set-up/Completion Reports should be submitted with reimbursement requests. Rental Project Compliance Report Rental Projects require reports for duration of affordability period. This report is due on the 15 th of each month.
Final HOME Rule 62 Final HOME Rule Standards 4-year deadline for project completion 12-month deadline to start construction 6-month deadline to sell homebuyer units 18-month deadline to occupy rental units Extensive underwriting requirements on a project, not grant, basis CHDOs must have dedicated, paid staff with development experience
4-Year Completion Deadline 63 Cobb County must repay any HOME funds invested in projects that are not completed within four years of the commitment date, as determined by a signature of each party to the written agreement. HUD may grant a one year extension upon determination that the failure to complete the project is beyond the control of Cobb County and its subrecipients.
64 12-Month Construction Deadline/ 6-Month Sale Deadline Rehabilitation or new construction (with or without acquisition) must reasonably be expected to start within twelve months from the date of the written agreement. Cobb County must convert any HOME homeownership unit that has not been sold to an eligible homebuyer within six months of construction completion to a HOME-assisted rental unit.
18-Month Rental Occupancy Deadline 65 Cobb County must repay expended HOME funds for any rental unit that has not been occupied within 18 months of the project completion. This includes those homebuyer units that have been converted to rental units due to lack of sale within 9 months of completion.
Underwriting Requirements 66 Cobb County may only commit HOME funds to a project after: It has underwritten the project, Assessed the developer capacity and fiscal soundness of the developer being funded; and Examined the neighborhood market conditions to ensure that there is an adequate need for the HOME project. Cobb County will also certify, at the time HOME funds are committed, that these actions have been taken for each project.
Reimbursement Documentation 67 Reimbursement Documentation Required In Addition to General Requirements: Davis Bacon Payrolls (if applicable) Procurement Documentation (if applicable) Property Closing or Lease Documentation Appraisal Homebuyer/Renter Income Verification
68 COMMUNITY SERVICES BLOCK GRANT PROGRAM Presented by: Kathleen Vaughn, Program Specialist CSBG, ESG, EFSP, and COC Cobb County CDBG Program Office September 1, 2016
CSBG Program Objective 69 The primary objective of the CSBG Program is to alleviate the causes and conditions of poverty in communities. Created by the Federal Omnibus Budget Reconciliation Act of 1981
Results Oriented Management & Accountability (ROMA) Goals 70 CSBG is guided by six broad anti-poverty goals: Goal 1: Low-income people become more self-sufficient. Goal 2: The conditions in which low-income people live are improved. Goal 3: Low-income people own a stake in their community. Goal 4: Partnerships among supporters and providers of service to low- income people are achieved. Goal 5: Agencies increase their capacity to achieve results. Goal 6: Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems.
Eligible Activities and Costs 71 Includes: Education including tutoring, GED Literacy, and Parent Education Emergency Services including rental, utility, food assistance Health including medical and dental assistance Nutritional Meal Programs Income Management and Credit Recovery Housing Placement Self Sufficiency to include employment and job retention, transportation, day care services CSBG may pay for: Labor, supplies and materials Operations and maintenance of facility where service occurs Payments related to the provision of eligible services Cannot just provide operational support to nonprofits Must document costs
Eligible Clients 72 U.S. Citizen or legally-admitted alien Cobb County resident Household income not to exceed 125% of the Health & Human Services Federal Poverty Guidelines 2016 HHS Federal Poverty Guidelines: Family Size 125% 1 $14,850 2 $20,025 3 $25,200 4 $30,375 5 $35,550 6 $40,725 7 $45,913 8 $51,113 *For each additional household member beyond eight (8) add $5,200.
73 Required Documents - Case File Client s name, address EasyTrak signed application, client and intake worker Social security card or letter for each family member State-issued identification Demographics each household member Verification & Source of Income. Documented Program Eligibility Documented Eligibility Period. Content Evidence of eligibility recertification for nonemergency services. Explanation of service(s) requested Follow-up & Disposition Calculation of Gross Monthly Income Auth ROI Form (completed, signed) Fair Hearing Statement
74 Reporting Requirements - Programmatic Report Narrative analysis of project accomplishments. Programmatic Report Must detail outcomes based on project s scope. Due by the 10 th of each month, regardless of activity!
Reporting Requirements - 75 Reimbursement Process Reimbursements are based on Monthly Expenditure Reports CDBG Program Office reviews documentation and eligibility of expenses Once approved by the CDBG Program Office: An expenditure report, combining all subrecipient reports, is provided to the State DHS CSBG Project Administrator Reimbursement request forwarded to County for payment. Funding is released by Cobb County upon receipt of DHS funds; typically 45-60 days from submission. Due by the 10 th of each month, regardless of activity!
76 Reporting Requirements Expenditure Reporting/ Reimbursements ALLOWED Salaries & Benefits Travel/Transportation Rent & Maintenance Insurance Utility Bills Consumable Supplies Subcontracts DISALLOWED Administrative Costs Indirect or Overhead Costs Equipment Purchases Gift Cards Real Property or Property Improvements Late Charges
Helpful CSBG Resources 77 Subcontractor Agreement Includes Subcontractor responsibilities County responsibilities Agency CSBG Budget Agency CSBG Scope contracted services and deliverables CSBG Scope Monthly Reporting Templates CSBG Policies & Procedures Manual Provides Operational Information for meeting criteria outlined in subcontractor agreement.
78 JUSTICE ASSISTANCE GRANT PROGRAM Presented by: Vanessa Richards-Dowd, Program Administrative Specialist, JAG Cobb County CDBG Program Office September 1, 2016
Overview 79 The Edward Byrne Memorial Justice Assistance Grant (JAG) Program was created in 2005 by the merger of the Byrne Grant Program and the Local Law Enforcement Block Grant Program. The JAG Program is administered by the Bureau of Justice Assistance (BJA) and is the leading source of federal justice funding to state and local jurisdictions. The JAG Program provides states, tribes, and local government with critical funding necessary to support a range of program areas including: Law Enforcement Prosecution and Courts Prevention and Education Corrections and Community Corrections Drug Treatment and Enforcement Planning, Evaluation, and Technology Improvement Crime Victim and Witness Programs
Allowable Expenses 80 Police Cruisers Construction of penal or correctional institutions State and local initiatives Technical assistance and training Personnel Equipment and supplies Contractual support Information systems for criminal justice Research and evaluation
Reporting Requirements 81 All JAG-funded subgrantees must complete a quarterly statistical report based on the BJA's Performance Measurement Tool (PMT).
Revised Reporting Requirements 82 Revised reporting schedule for FY2015 and future awards:
Reimbursement Requirements 83 Reimbursement Documentation Required In Addition to General Requirements: JAG Reimbursement Request Form (provided by JAG Program Manager)
84 Important Changes/Updates to Programs Beginning January 1, 2017 CDBG Website User friendly More resources and forms available for download CDBG Program The Monthly Services Report will include Total Persons Served CSBG Program Application cycle will change to February April to coincide with the CDBG, HOME, and ESG application cycle. HOME Program Underwriting requirements will be amended JAG Program Beginning FY2017 salaries for Crime Victim and Witness Programs will no longer be eligible for reimbursement. All Programs Expenditures will be tracked across all grant programs and a Cross-Check Form may be required
Technical Assistance 85 Staff of the Cobb County CDBG Program Office is committed to the success of your agency s Project. Please contact us with any questions you have or to set up any technical assistance needed.
Resources 86 CDBG Program Office Website www.cobbcounty.org/cdbg HUD Exchange https://www.hudexchange.info/
CDBG Program Office Contacts 87 Kimberly Roberts, Director robertsk@cobbcountycdbg.com 770-528-1457 Rabihah Walker, Deputy Director rwalker@cobbcountycdbg.com 770-528-1464 Miyoshi Johnson, Grant Accountant mjohnson@cobbcountycdbg.com 770-528-7978 Kathleen Vaughn, Program Specialist, ESG, EFSP, CSBG, and COC kvaughn@cobbcountycdbg.com 770-528-1459 Priscilla Parton, Planning Specialist and CDBG Public Services pparton@cobbcountycdbg.com 770-528-1461 Vanessa Richards-Dowd, Program Administrative Specialist, JAG vdowd@cobbcountycdbg.com 770-528-1455 CDBG Program Office Main Phone 770-528-1455