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