1. COMMUNITY DEVELOPMENT BLOCK GRANT TECHINCAL ASSISTANCE WORKSHOP Town of Union CDBG Program FFY 2010

2. Overview Introduction Introduction Eligible Activities and Consolidated Plan Priorities Eligible Activities and Consolidated Plan Priorities Application Process Application Process Timeline Timeline Capital Improvement Procurement Procedures Capital Improvement Procurement Procedures Documentation Standards Documentation Standards Submitting Requests For Payment Submitting Requests For Payment Onsite Monitoring Onsite Monitoring Reporting Procedures Reporting Procedures Questions and Answers Questions and Answers

3. INTRODUCTION

4. What is the CDBG Program? Funds from the United States Department of Housing and Urban Development (HUD) Funds from the United States Department of Housing and Urban Development (HUD)  Allocated to the TOU to help alleviate poverty and blight  How  Infrastructure  Public Services  Housing

5. Subrecipients Receive money from TOU to help fund programs or improve public facilities Receive money from TOU to help fund programs or improve public facilities Are required to follow specific guidelines and regulations to receive money Are required to follow specific guidelines and regulations to receive money Need to be responsible with the money received Need to be responsible with the money received

6. Two most important things subrecipients need to do Read the appropriate rules and requirements Read the appropriate rules and requirements Document as much as possible Document as much as possible  Prevents problems from occurring  If doing something incorrectly, can easily be fixed  Helps with external audits as well as bookkeeping

7. ELIGIBLE ACTIVITIES AND CONSOLIDATED PLAN PRIORITIES

8. Does your program qualify? Does your program meet a National Objective? Does your program meet a National Objective? Does your program offer a service that the Town has identified as a priority in the Consolidated Plan*? Does your program offer a service that the Town has identified as a priority in the Consolidated Plan*? Does activity comply with OMB circulars A-87 (governmental costs), A-122 (non profit costs), or A-21 (educational costs)? Does activity comply with OMB circulars A-87 (governmental costs), A-122 (non profit costs), or A-21 (educational costs)?

9. National Objectives Activities directly benefiting persons or areas of low and moderate income Activities directly benefiting persons or areas of low and moderate income  Typically, this is a 51% or more LMI requirement Activities which aid in the elimination of slums and blight Activities which aid in the elimination of slums and blight Activities designed to meet community development needs having a particular urgency Activities designed to meet community development needs having a particular urgency

10. Low-Moderate Income Guidelines as of March 19, 2009* Household Size 12345678 Low Income (80% of Broome County Median Income) $32,850$37,500$42,200$46,900$50,650$54,400$58,150$61,900 Very Low Income (50% of Broome County Median Income) $20,500$23,450$26,350$29,300$31,650$34,000$36,350$38,700 Extremely Low Income (30% of Broome County Median Income) $12,300$14,100$15,850$17,600$19,000$20,400$21,800$23,250

12. Consolidated Plan Priorities Refer to Consolidated Plan for detailed Priorities, but generally: Refer to Consolidated Plan for detailed Priorities, but generally:  Residential Services  Special Needs support (e.g. elderly, disabled, homeless)  Blight elimination and infrastructure  Cultural/recreational amenities (parks, historic buildings, beautification)  Job creation/retention

13. New Consolidated Plan This coming FFY marks year One of the next Five Year Consolidated Plan This coming FFY marks year One of the next Five Year Consolidated Plan Consolidated Plan is created based on stakeholder surveys, public opinion, and demographic analysis Consolidated Plan is created based on stakeholder surveys, public opinion, and demographic analysis If you have not returned a completed survey, please do so soon If you have not returned a completed survey, please do so soon

14. Why Fill Out the Surveys? Enables the Town to determine the need for future resources Enables the Town to determine the need for future resources It will give a voice to those who utilize your agencies services It will give a voice to those who utilize your agencies services Ensures that your agency’s (and related agencies’) goals are given due consideration in creation of the final Consolidated Plan Priorities. Ensures that your agency’s (and related agencies’) goals are given due consideration in creation of the final Consolidated Plan Priorities.

15. Rankings Applicants are assigned rankings according to several factors: Applicants are assigned rankings according to several factors:  What percentage of Town residents use the program/facility?  Does it provide a basic human necessity?  Shelter, food, etc.  Is it an unduplicated service?  Has it performed well in the past or is it a new or returning program?

16. Prohibited Activities Political activities Political activities Governmental expenses/buildings Governmental expenses/buildings Purchase of construction equipment Purchase of construction equipment Purchase of personal property Purchase of personal property Purchase of moveable equipment/furnishings Purchase of moveable equipment/furnishings Non-service operating and maintenance expenses Non-service operating and maintenance expenses New housing construction New housing construction Client income payments Client income payments

17. Capital Improvement Projects Only Is it a public facility? Is it a public facility? Is it located in a Low/Moderate area or provide services to Low/Mod clientele within a specified service area? Is it located in a Low/Moderate area or provide services to Low/Mod clientele within a specified service area? Do you own the property or do you have a long term lease (defined as lasting at least 15 years?) Do you own the property or do you have a long term lease (defined as lasting at least 15 years?) Do you have the appropriate property insurance? Do you have the appropriate property insurance?

18. APPLICATION PROCESS

19. Applications Available Online http://www.townofunion.com http://www.townofunion.com http://www.townofunion.com  Departments  Community Development Forms and ApplicationsForms and Applications Public service and capital project applications must be submitted separately Public service and capital project applications must be submitted separately

20. FFY 2010 CDBG Application Cover Sheet Follow the checklist Indicate whether certain documentation has been submitted previously. Be sure to update Board of Directors listing if it has changed since your most recent application.

21. FFY 2010 CDBG Project Narrative Sheet Select National Objective from pull down menu Select an appropriate Consolidated Plan Priority from pull down menu Provide a project/activity description in the space provided. Please do not attach additional descriptive material in the application

22. FFY 2010 CDBG Project Proposal Form Indicate your costs and your potential funding sources including the requested CDBG funds The costs should match the funding Indicate the total number of persons anticipated to be served and the number of those that are TOU residents

23. FFY 2010 CDBG Project Budget Sheet Please fill out the salary and benefit information for individuals to be paid with CDBG funds for the program Fill out other expenses at bottom. If not enough spaces are available, please print additional form(s). These items will be listed in the Subrecipient Agreement as the “line items” that the Town funds.

24. Attachments Add all attachments that are required. Add all attachments that are required. Please don’t add any more attachments than are requested with the application. Please don’t add any more attachments than are requested with the application.

25. Application Submission Two copies (one with original signatures) of your printed application must be delivered to Two copies (one with original signatures) of your printed application must be delivered to  Town of Union Department of Planning  Paul Nelson, Director  3111 East Main Street  Endwell, NY 13760-5990

26. TIMELINE

27. Application Process Dates Friday, April 9, 2010: Applications Due Friday, April 9, 2010: Applications Due  Approximately 2 ½ Weeks from Today  Applications must be delivered to the Town of Union Department of Planning by 4:00 PM Wednesday, June 2, 2010: Preliminary Draft Plan Public Hearing Wednesday, June 2, 2010: Preliminary Draft Plan Public Hearing Wednesday, July 14, 2010: Final Draft Plan Public Hearing Wednesday, July 14, 2010: Final Draft Plan Public Hearing Wednesday, August 4, 2010: Final Plan Approval Wednesday, August 4, 2010: Final Plan Approval  Regardless of approval, you will be notified of final status

28. Contract Process (Fall 2010) If awarded funds in an amount different than what was requested you will be sent an update form If awarded funds in an amount different than what was requested you will be sent an update form  Please make corrections and send back Contracts (x3) written and mailed Contracts (x3) written and mailed  Please read, sign, notarize, and mail back all Final executed contracts mailed out Final executed contracts mailed out

29. Federal Fiscal Year Quarters (2010) 1 st : October 1 st – December 31 st 1 st : October 1 st – December 31 st - DO NOT make purchases or otherwise obligate or commit CDBG funds by signing contracts for goods, services, or construction prior to October 1 st ! 2 nd : January 1 st – March 31 st 2 nd : January 1 st – March 31 st 3 rd : April 1 st – June 30 th 3 rd : April 1 st – June 30 th 4 th : July 1 st – September 30 th 4 th : July 1 st – September 30 th Please send in one voucher along with report each quarter where feasible Please send in one voucher along with report each quarter where feasible

30. Final Reporting Date Your Final End of Year Report must be submitted to the Town by October 31, 2011. Most agencies send in their final report with their last voucher. Your Final End of Year Report must be submitted to the Town by October 31, 2011. Most agencies send in their final report with their last voucher.

31. CAPITAL IMPROVEMENT PROCUREMENT PROCEDURES

32. Scope of Work Create a detailed scope of work Create a detailed scope of work  This will not be funded by CDBG Larger, more complicated projects necessitate more details, possibly from a licensed professional such as an Architect or Professional Engineer. Larger, more complicated projects necessitate more details, possibly from a licensed professional such as an Architect or Professional Engineer.

33. Conflicts of Interest It is important to avoid even the appearance of a conflict of interest It is important to avoid even the appearance of a conflict of interest Someone affiliated with your agency may help create scope of work but may not bid on projectSomeone affiliated with your agency may help create scope of work but may not bid on project No one affiliated with creating the scope of work may bid on projectsNo one affiliated with creating the scope of work may bid on projects

34. Types of Procurement Procedures Subrecipient’s procurement process Subrecipient’s procurement process  Use as long as it meets TOU and Federal requirements Small Purchases Small Purchases  Only for projects < $20,000  Request informal bids from contractors (minimum of 3) Competitive Sealed Bids Competitive Sealed Bids  Required for projects > $20,000  Must publicly advertise for bids (minimum of 2) Noncompetitive Proposals/Sole Source Procurement Noncompetitive Proposals/Sole Source Procurement  Allowed only under special circumstances

35. Bid Process Determine construction dates Determine construction dates If the project >$2,000, determine If the project >$2,000, determine Davis-Bacon wage rates Seek bids according to Seek bids according to procurement process If the project >$100,000, bid If the project >$100,000, bid guarantees may be necessary Award contract and provide the Town with documentation outlining the selection process Award contract and provide the Town with documentation outlining the selection process

36. Before Construction Begins The contractor will need to set up a meeting time with the Community Development Coordinator at least one week before construction begins The contractor will need to set up a meeting time with the Community Development Coordinator at least one week before construction begins If the project >$100,000, payment and performance bonds may be If the project >$100,000, payment and performance bonds may benecessary

37. DOCUMENTATION STANDARDS

38. Project Documentation Project agencies must document Town of Union clients that utilize their service: Project agencies must document Town of Union clients that utilize their service:  Address  Must provide proof  Ethnicity (Latino or non-Latino)  Race (One or more of 5 categories)  Income  Must provide proof unless Presumed Benefit

40. Presumed Benefit Abused children Abused children Homeless Homeless Battered spouses Battered spouses Persons with AIDS Persons with AIDS Senior Citizens (Aged 62 and older) Senior Citizens (Aged 62 and older) Illiterate adults Illiterate adults Severely disabled adults Severely disabled adults Migrant farm workers Migrant farm workers These clients are categorized as Extremely Low Income when reporting

41. What If? 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. The client elects not to provide proof of income? The client elects not to provide proof of income?  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 the application must make their best educated guess.

42. SUBMITTING PAYMENT REQUESTS

43. Reimbursement CDBG funds are used to reimburse subrecipients for expenses incurred CDBG funds are used to reimburse subrecipients for expenses incurred Only the Line Items included in the signed Subrecipient Agreement can be reimbursed and no new Line Items can be added Only the Line Items included in the signed Subrecipient Agreement can be reimbursed and no new Line Items can be added Up to 5% of the approved budget may be shifted between line items, but only if submitted in writing and approved by the Planning Director. Larger requests require Town Board approval. Up to 5% of the approved budget may be shifted between line items, but only if submitted in writing and approved by the Planning Director. Larger requests require Town Board approval.

44. Small Claim Vouchers A filled out and signed small claim voucher must be submitted along with: A filled out and signed small claim voucher must be submitted along with:  Line item breakdown for reimbursement  Timesheets  Billing statements  Other documentation Checks are mailed out in the middle and end of each month Checks are mailed out in the middle and end of each month

46. Capital Project Reimbursements A copy of the check paid to the contractor must be submitted with the voucher. The Town may also require a statement from the contractor verifying that he has been paid for the work. A copy of the check paid to the contractor must be submitted with the voucher. The Town may also require a statement from the contractor verifying that he has been paid for the work. Certified Payroll in instances where prevailing wage rates apply. Certified Payroll in instances where prevailing wage rates apply.

47. ONSITE MONITORING

48. What is Onsite Monitoring Onsite monitoring is a field visit by the Community Development Coordinator to the subrecipient. Onsite monitoring is a field visit by the Community Development Coordinator to the subrecipient. Onsite monitoring is a “spot check” to ensure requirements are being met. Onsite monitoring is a “spot check” to ensure requirements are being met. Onsite Monitoring is NOT an audit. Onsite Monitoring is NOT an audit.

49. More Monitoring Information When: When:  August/September How long does it take: How long does it take:  ~ 15 to 30 minutes Where: Where:  At 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 familiar with the application), financial representative/accountant, or project head.

50. What You Need to Provide A description of your program A description of your program A sample intake (enrollment) form A sample intake (enrollment) form Any financial or other records the Coordinator wants to clarify Any financial or other records the Coordinator wants to clarify

51. Capital Projects For Capital Projects, the purpose of the onsite visit is to take photos and double check the final product For Capital Projects, the purpose of the onsite visit is to take photos and double check the final product

52. REPORTING PROCEDURES

53. Summary Report Due along with every quarterly voucher submitted Due along with every quarterly voucher submitted Indicate the number of “new” unduplicated clients served that period according to income and racial/ethnic categories Indicate the number of “new” unduplicated clients served that period according to income and racial/ethnic categories

54. Final Report Final full summary report Final full summary report Due at the end of the FFY Due at the end of the FFY The sum total of all clients served that year according to categories The sum total of all clients served that year according to categories

56. QUESTIONS AND ANSWERS

57. THANK YOU