1. Five County Association of Governments - CSBG FY 18 Grantee Workshop
January 8, 2018
9:30 AM – 12:00 PM

2. Overview Introductions CSBG – history and objective
The CSBG Need Assessment
Client files / reporting
Changes to CSBG report
Outputs and Outcomes
The Annual Report – Performance Accuracy
Utah CSBG-eligibility verification policy

3. Overview Submitted monthly financial reimbursements Monitoring
Uniform Guidance
Monitoring
Grievance, volunteer, and confidentiality policies

4. Introduction
In the room
Via GoTo Meeting / phone

5. 1) Overview of CSBG – history, objective, and structure

6. Overview of CSBG – history and objective
Originated with President Lyndon B Johnson as part of the War on Poverty
Community Action Agencies (non-profit and public established) to meet immediate needs and help promote self-sufficiency
The CAP network must ensure adequate coverage for all areas, including rural areas
In the 80’s, funding sources were combined to form the Community Services Block Grant (CSBG) and much of the responsibility was shifted to states.
HISTORY AND STRUCTURE OF CSBG
Community Action originated with President Lyndon B. Johnson’s War on Poverty and the Economic Opportunity Act, which established the Community Action Program (CAP). Through CAP, public agencies and private nonprofits called Community Action Agencies were formed to promote self-sufficiency and respond to immediate social and economic needs within their communities. In 1981, CAP and several other funding streams were consolidated into the Community Services Block Grant (P.L ).
Although the purpose of the funding remained the same (i.e., to reduce poverty, revitalize communities, and assist low-income families and individuals to become self-sufficient), the move to a block grant structure shifted a substantial amount of responsibility from the Federal government to the States. Each State determines the formula used to distribute the block grant to the network of designated eligible entities, taking care that all areas are adequately served. The most recent Federal reauthorization of the CSBG was in 1998 (P.L ).

7. Uses of CSBG Uses include:
Emergency services (food, clothes, shelter, ID’s, rent etc.)
Employment Supports (job training, childcare, transportation)
Empowerment of low-income clients (board involvement, youth programs, service projects)
Housing (including Weatherization and HEAT assistance)
Nutrition
Income Management
Child Development
Community Development
CAA’s often will operate Weatherization, VITA, and Head Start Programs
Can be used for AmeriCorps and HUD homeless program matches
Note: Cannot be used for capital expenditures

8. Accountability
In 1998, the CSBG Act was reauthorized with emphasis on Results Oriented Management and Accountability (ROMA) system
The tripartite board mandated through this legislation
IS Report asks about “leveraging impact” of CSBG (including reporting outcomes for those at or below 125% poverty level served through other funding sources (SSBG, COC, AmeriCorps, LIHEAP, state programs, private donations, etc.)
New Organizational standards went into affect FY 2016 (October 1, 2015).
ROMA Next Generational (with new IS Report) in the work and there are efforts to have an updated CSBG Reauthorization Act

9. Over 60 standards that must be met!

11. Why so much Accountability?

12. Community Action Theory of Change

13. US Department of Health and Human Services (HHS)
The Office of Community Services (HHS/ACF/OCS)
OCS partners with states to eliminate causes of poverty, increase self- sufficiency of individuals and families and revitalize communities.
In addition to the CSBG, other OCS programs include the Social Services Block Grant and the Low Income Home Energy Assistance Program.

14. Community Action in Utah
The Department of Workforce Services is the State Lead Agency for CSBG.
The State Community Services Office is within Housing and Community Development Division
They are responsible for:
Monitoring
Developing funding formulas
Providing training and technical assistance
Setting guidelines
Contracting and approving subcontractors

15. CAA’s in Utah 9 Community Action Agencies in Utah 4 non-profit
Utah Community Action (formerly known as Salt Lake Community Action) (Salt Lake and Toole counties)
Community Action Services and Food Bank (Utah Wasatch, and Summit counties)
Ogden-Weber Community Action and Head Start (Weber County)
Family Connection Center (Davis County)

16. CAA’s in Utah 5 public CAP’s
Five County Association of Governments (Beaver, Garfield, Iron, Kane, and Washington counties)
Bear River Association of Governments (Cache, Box Elder, and Rich counties)
Six County Association of Governments(Millard, Piute, Wayne, Juab, Sevier, and Sanpete counties)
Southeastern Utah Association of Local Governments (Carbon, Emery, Grand, and San Juan counties)
Uintah Basin Association of Governments (Daggett, Duchesne, and Uintah counties)
Community Action Partnership of Utah is the CSBG state association – helps with VITA and CSBG technical assistance.

17. The Tripartite Board
The CSBG Act mandates the formation of tripartite boards to oversee and guide local community action guidelines
Must be comprised on 1/3rd low income representatives, 1/3rd local elected officials, and 1/3rd community representatives (businesses, non-profits, neighborhood councils, etc.)
The Tripartite Board for Five County Association of Governments (FCAOG) is the Five County Human Services Council
Because FCAOG is a public CAP, the tripartite board is an advisory body which reports to the Five County Steering Committee (the governing body)
Please feel to reach out the tripartite board for issues that are not resolved by Five County Community Staff

18. Five County Community Action Department
3 full-time staff (one is 3/4th CACC staff) and 3 part-time staff
in St. George, Cedar City, and Hurricane (the Hurricane Valley Food Pantry)
2.5 FTE total

19. Five County Community Action Department
Current Responsibilities
VITA (including Dixie and SUU) and assets building / Financial Literacy Outreach
Rapid Re-housing (through COC and state funds)
ID’s, Birth Certificates, Rental Deposits, Bus Passes, Gas Voucher’s, etc.
Homeless Assessments (non-sheltered) and coordinated entry support
AmeriCorps Programing / youth programs / youth court
Pantry pass-through funding (EFSP, EFN, QEFAF, etc.)
SSBG / CSBG programing and monitoring
Human Services Council and Emergency Food and Shelter Boards
Need Assessment, Consolidated Plan, IGP, and other planning
Court ordered community service program
CAP60 Database

20. Five County Community Action Department
Weatherization and HEAT are not in the same department, but close coordination exists
17 public and non-profit subcontractors

21. WordPress Site

22. Subcontractors Not just money to give away!
Have strategic connection to different demographics / communities
Build efficiencies and leverage other funding sources
Referral source to VITA, HEAT, Weatherization, Aging, Revolving Loan Funds, etc.
Fill gaps! You are representing Five County AOG and have the same responsibility as the agency would have if providing services directly

23. CSBG Code of Conduct
Please review carefully. There are some state-mandated conditions on how organizations are expected to treat their employees and clients.
Violating these are a breach of contract!

24. Focus on Local Needs
 Eligible entities differ substantially in size and programmatic specialization because of the unique needs of each community and the availability of resources. Based on local conditions, eligible entities design strategies, deliver services, and seek funding from a wide range of Federal, State, and private (often local) funding streams.
structure-of-the-csbg-network
Must conduct need assessments and develop Community Action Plans to demonstrate ability to document local needs.
The tripartite board must ultimately be in charge of the need assessment and give direction of what to prioritize (including if we should subcontract and with whom we should partner)

25. Outreach
Input was gathered through public forums and a community needs assessment survey.
Outreach for the survey and public forums was made to:
current clients (low and moderate income households)
faith-based organizations
human services agencies
local elected officials.
Local Department of Workforce Services staff assisted with some outreach.

27. Question 1: How well do you think the following needs are being met in your community? Please rate on a scale of , with 10 meaning needs are completely met and 0 meaning needs are not met at all:
Answer Options
Rating Average
Response Count
Housing
4.42
321
Transportation
4.61
323
Income Management
4.68
Employment
5.12
Family Supports
5.57
322
Community Involvement 
5.58
325
Nutrition
5.65
Health
5.91
324
Education
6.35
Emergency Services
6.94
319
answered question
326
skipped question

29. Local Elected Officials Program Clients / General Public
All survey Responses
Local Elected Officials
Human Services Providers
Program Clients / General Public
Spanish Speaking Surveys
Priority 1
Housing
Income Management
Community Involvement
Priority 2
Transportation
Priority 3
Priority 4
Employment
Family Supports
Priority 5
Community Involvement 
Priority 6
Education
Priority 7
Nutrition
Priority 8
Health
Priority 9
Priority 10
Emergency Services

30. Beaver County
Garfield County
Iron County
Kane County
Washington County
Priority 1
Transportation
Housing
Income Management
Priority 2
Employment
Priority 3
Priority 4
Family Supports
Priority 5
Education
Nutrition
Community Involvement 
Priority 6
Priority 7
Health
Priority 8
Priority 9
Priority 10
Emergency Services

32. What Does the Need Assessment Mean to You?
All services and outcomes must align with the needs in the Need Assessment and Community Action plan
Next year the CSBG application will be modified to explicitly ask for quotes and consistency with Need Assessment
IMPORTANT Participation in need assessment critical
Next year (2019) is next Need Assessment

33. Client Files
It is permissible for organizations to have their own intake forms (especially where they need information for different grants)
At a minimum, applications must include:
the demographic information in CAP60 (which is the HHS information for the IS Report)
Signature of client
A copy of appropriate CSBG eligibility documentation from the last year! No exceptions!
Proof of identification (does not have to be an official ID, in some cases library cards, employee badges, or other related ID’s are okay)
Documentation of direct service(s)
Case management – must have case note
Food pantry sign in sheets are okay and do not need to be in file, but must be accessible in an audit
Documentation of outcomes!

34. Client files
Client files can be destroyed and utilizing CAP60 is a great way to have an electronic copy available on hand
If income verifications are scanned and uploaded properly, it can decrease going through income verification and other site
Either way, all client file elements must be maintained for five years after the close of the CSBG grant (so FY 18 files should not be destroyed until at least 2024)

35. New CSBG Annual Report Changes
New Annual Report went into effect October 1, 2017
Demographic Report Changes
All categories now have “unspecified” category
IMPORTANT – use this when client leaves blank or refuses information. All categories should be asked for
Gender – an ‘other’ category now appears in CSBG report. Please do not use “other” in client terminology.
Do not assume anymore. If blank, better to leave blank at this point
Disconnected Youth: This only applies to youth 14 – 24 who are not in school or working. DO NOT USE FOR SENIORS WHO ARE DISCONNECTED.
Changes to Employment Status
Unemployed has three categories now
Unemployed less than 6 months; unemployed more than 6 months; unemployed and not in the workforce.
Military Status now required (although food pantries have been reporting on it for a while for USDA)

36. New CSBG Annual Report Changes
No more “proxy” outcomes
Receiving a food box no longer automatically considered to be an indication of better health or nutrition
Module 4 now organized as such
Section A – Outcomes (what changed, what happened).
Section B – Service Count (how many served/how many services provided – must absolutely be unduplicated for entire region!
New database absolutely needed to ensure no duplications across the state.
Section C – Demographics of those served

37. Outputs Vs Outcomes Important CSBG reporting!
Difference between outputs and outcomes
Output: Gave a food box
Possible Outcomes:
A client is no longer hungry (change in condition)
A family is no longer at risk of eviction (if food assistance helped client to pay mortgage)
A client is stabilized and better able to find employment and educational opportunities
A client can now afford to put gas in the car to go to work
Without reporting all outcomes of a service (output), complete story is unknown
Sometimes outputs are proxy outcomes

38. Example of Module 4

39. The Connection Between Service and Outcomes
Services and outcomes should be deliberately examined together
100% outcomes not usually possible
Contracts may say something like
Outputs:
100 clients will receive supportive employment services
Outcomes:
50 / 100 clients (50%) of clients in the supportive employment program will increase income through additional work hours.

40. Baseline Assessments
Useful in determining a holistic case management plan, identifying strengths and weaknesses
Used to prioritize needs, including serving the most vulnerable first
Client still must be working towards self-sufficiency and assessment is a way to track progress, stagnation, or regression
Does not replace a VI-SPDAT, SPDAT, or FSPDAT in HMIS for those who are homeless!!
Other comparable base-line assessments may be okay, but check with CSBG administrator first.

41. The number of people received a service / received a service
The number of people received a service / received a service. Should align with Section B – or “outputs”

42. This is the number on your application / contract that you expect to be successful. In this case, how many youth do you project to get a job. Is it 5 out of the 10 clients you project to serve?

43. This is the actual number of success stories.

44. This is where you get a “actual success rate”

45. This is new to CSBG reporting
This is new to CSBG reporting. The compares the accuracy of your projections. If you projected 5 to be successful, but 7 were, your accuracy is 140%. If 3 were successful, the rate would be 60%.

47. CSBG Eligibility
You may only request reimbursement for services for CSBG-eligible clients
You may charge time performing eligibility activities and information and referrals for those who may eventually fail to qualify.
Eligibility is at 125% HHS Federal Poverty Guidelines
CSBG does not allow for deductions (which is different than USDA programs)
All household members must be accounted for (that includes non-kin in certain instances)
A roommate paying his/her share of rent is a separate household (whether family or not)
Couchsurfing for free with a stranger still makes you part of the stranger’s household
Living in a shelter situation with others in your room does not constitute living in a joint household
Households do not equal family!
All household members over 18 (not including 18 year olds in high school) must submit income as part of the eligibility process. No exceptions!

48. Utah CSBG Eligibility Requirements
The Community Services Block Grant (CSBG) gives states responsibility to ensure clients served through the grant fall below the 125% poverty line.
DWS’s State Community Services Office issued a state-wide policy effective August 24, 2015.
The policy can be found here:

49. Income Verification Policy
All clients receiving services or participating in programs that use CSBG funding must be able to demonstrate that they are eligible for the CSBG program and that the household gross income, of those 18 years or older, is 125% or less than the federal poverty guidelines.
Family does not equal household. A ‘family unit’ can be unrelated individuals (friend staying at household free of charge)
A good way to determine who’s not to be counted in a household is to ask “is this person its own legal family and is he/she paying rent on their own?” If so, do not count.
All others over 18, need to have all income counted.

50. Income Verification Types
 Gross earnings from employment (wages, salaries, tips, commissions, bonuses etc.)
 Unemployment compensation (public or private)
 Workers’ compensation
 Social security
 Public assistance or welfare payments in the form of cash (TANF, SSI, non federal General Assistance, or General Relief money payments)
 Veterans’ payments
 Survivor benefits
 Disability benefits
 Pension or retirement income

51. Income Verification Types
 Regular insurance or any type of annuity payments
 College or university scholarships, grants, fellowships, and assistantships
 Interest income on assets in excess of $10,000
 Dividends
 Rents, royalties, and estates and trusts
 Educational assistance
 Alimony
 Child support
 Financial assistance from outside of the household
 Other income (military family allotments or other regular support from an absent family member or someone living in the household, etc.)
 If a person lives with a family, add up the income of all family members. (Non-relatives, such as housemates, do not count.)

52. What Not to Count as Income
 Capital gains people receive(d) (or losses they incur) from the sale of property, including stocks, bonds, a house, or a car (unless the person was engaged in the business of selling such property).
 Noncash benefits (such as food stamps, housing subsidies, Medicare, Medicaid, or school lunches)
 Withdrawals of bank deposits
 Money borrowed
 Tax refunds
 Gifts, loans, lump-sum inheritances, one-time insurance payments, or compensation for injury
 Fringe benefits
 Food or housing received in lieu of wages

53. College Financial Aid Do count: Do not count:
Scholarships, grants, fellowships, private awards
These are income sources
Do not count:
Student loans
Withdrawals of savings / Roth IRA / 529 Plans
These are savings or loans

54. Temporary Assistance for Needy Families (TANF)
Do count:
Cash assistance (FEP)
Do not count:
Housing Assistance
Job Training Benefits
Enrollment in Youth Programs
Non-cash benefits

55. Food Stamps Do not count as income!
It can and should be collected in the application and entered into DBA under “non-cash public assistance”. This is more of a case management tool to help determine if DWS referral is needed and to see how the family experiences food insecurity
Never, never, never, never, never, never, never deny pantry assistance for having or not being enrolled in the SNAP program.

56. Income Verification Documentation
Must have proof of income eligibility at the time of service
Must be in client folder and/or uploaded into DBA FacsPro
No exceptions!

57. Income Verification Sources
 Check stubs (last 30 days)
 Bank Statements (last 30 days)
 Proof of SSI or Social Security (Award letter)
 Written statements from employers
 Previous year tax form 1040 for self-employed individuals
 Award letters for government transfers
 Statement from a government entity illustrating eligibility for other programs with the same or lower poverty limit (Food Stamps from DWS, Head Start from SUU/Learning Center for Families, and only programs which meet CSBG eligibility of being below 125% poverty guideline count)

58. Income Verification Sources
These sources must be in file and/or DBA (DBA is a great way for those who want to share data and streamline services from food pantry to other services or vice versa)
If no income verification can be found, a declaration of no-income can be used.
However, client will need to re-certify every 6 months, rather than every 12 months.
Please use some form of declaration of no income form
On these forms, please document your efforts to get income verification before resorting to the last resort.

60. Online Applications
Electronic Applications are now available through CAP60.
Go to
Note for clients: they must still report and provide income verification for all household adults over 18 and other required documents
Note for providers: In the absence of a physical applications, clients will need to sign database document and release during meeting.
Forms for self-declarations and DWS employment verification are on CAP WordPress Site.

63. Attachment G
* Attachment G should have been ed to each agency. It is now in Excel format, to make it easier to track your award.
Please to by the 10th each month.
DBA information will need to be input before payment is released (will start checking more intensely)

65. Attachment G
Please update the financial sheet with each new reimbursement

66. 1st Reimbursement

67. 2nd Reimbursement

68. 3rd Reimbursement

69. Back-up Documentation
Must provide payroll information for salary and wages
FICA must fall under the appropriate limit (7.65%)
No reimbursement is available for employee share of tax
If a person is paid by multiple grants, time sheets should be kept on site to justify the CSBG-portion of that billing.

71. Scope of Work
* Only staff identified in the Scope of Work will be reimbursed. No exceptions anymore.
If Scope of Work says “a portion of wages and fringe for four employees” and a request for a portion of five employees is presented, the reimbursement will be returned to the grantee.
If your need is different than what was submitted in the application (over 6 months ago!), please send an requesting a contract amendment.

72. Variances No longer permitted variances under new state contract
If the budget needs to change, a budget amendment needs to be submitted and signed.
If the budget needs to change since application, please rectify before executing contract agreement with Five County.

73. Missing Reimbursements
January 2018 expenses are due for reimbursement by February 10th
This year, there will not be any exceptions for missing reimbursements
If the reimbursement is not received by then, then a 12th of the contract will be deducted and will be redistributed to other grantees or distributed to clients via direct services, based upon the decision of the Human Services Council.
If there is an issue, please notify me before the deadline and arrangements can be made. However, if no arrangement is made before the deadline, there will not be an accommodation.
Missing two consecutive months is grounds for termination and the Human Services Council will make the decision to put on probation or terminate the contract.
Thank you for helping with cash flow. Five County AOG cannot draw money down from the state until reimbursements are received. In tern, the state waits for Five County’s reimbursement until they can be reimbursed by the feds.

74. Funding Levels!
Please also be aware that there are proposals to eliminate and/or cut CSBG.
There is risk in entering in CSBG contract and changes of funding appropriations may automatically impact award amount, even with the best of performance.
Funding cuts given incentive to cancel contracts for poor performance and reallocate for high performance

75. Monitoring
Five County staff must do at least one monitoring visit every two years. However, there is an expectation we will monitor at least annually.
If the pre-award risk assessment causes concerns, more monitoring visits will be done
Some monitoring will occur monthly through data reporting and financial reimbursement
Do not wait for a monitoring visit if you need extra help, have questions, or experience problems

76. Board Involvement
CSBG is a federal funding source and board meetings discussing it expenditure and execution are public record (From Five County AOG).
501c3 organizations are not required to comply with Utah Open Meeting Requirements, but still must be able to demonstrate “maxim feasible participation” as a CSBG Organizational Standard.
If a part of a board meeting must be closed, please do not discuss business directly related to CSBG in the portion of meeting.
For those who are public entities, please make sure all public meeting laws are followed, including posting notice on the Utah Public Notice Website.

77. Volunteer Policy
Please ensure a system is in place at your organization to ensure that volunteers know they are at-will at the beginning.
Please ensure volunteers are trained on confidentiality, conflict of interest, and code of conduct policies
Please have volunteers sign and acknowledge they are at will
For more assistance, the Utah Nonprofit Association is a great resource

78. Each organization must have a grievance policy in place
This policy must be available to clients
At a minimum, it should be posted in a conspicuous location where services are provided
Some agencies put a copy of the grievance in the intake application or send it out in newsletters
If a grievance is brought to Five County, we will always ask the client how they went through your agency policy first
Please know, without a grievance policy which is followed, it may be difficult for our agency to contract with you
Copies may be examined during site inspections
Grievance Policies

79. THANK YOU!