11

Roles and Responsibilities in the CDBG Program

For Grant Administrators

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UGLG Roles and ResponsibilitiesHCDA, Section 106(d)(6)

• Management and Oversight

– UGLG, through elected officials, are legally, financially,

contractually and programmatically responsible for CDBG project

– UGLG is responsible to the State and the Federal government even if they have a contract administrator or a sub-recipient relationship

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UGLG Roles and Responsibilities

• Citations

References to applicable regulations and statutes which govern the implementation of CDBG projects Housing and Community Development Act of 1974 (HCDA) 24 CFR 58

• Local elected official/clerk/town manager, the UGLG legal counsel and grant administrator – who has the responsibility for compliance and implementation of each requirement referenced in the citation?

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Grant Administrator Roles and Responsibilities

• Day to Day Administrative Management

– UGLG should designate a grant administrator to represent their needs and interests on a day to day basis

– Implement terms of the Grant Agreement with the State

– Designated staff should coordinate and direct all grant activities including overseeing contracts with third parties involved in the CDBG project

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Grant Administrator Roles and Responsibilities

– Grant administrator should report on a regular basis to the UGLG about project progress, monitor project budget and promptly alert proper authorities when problems arise

– Grant administrator maintains project files in UGLG offices

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Grant AdministratorRoles and Responsibilities

• Financial Management– Proper accounting of funds– Accurate identification of project costs and cash

balances– Proper internal controls

7

Grant AdministratorRoles and Responsibilities

• Compliance– Subject to a number of federal laws, directives

and regulations– Certain compliance elements require specific

personnel designations Environmental Review Officer Labor Standards Administrator Contract Compliance Officer

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Grant AdministratorRoles and Responsibilities

• Project Files– Establish a system for CDBG files to ensure that

they are complete, accurate and open for public review and inspection where applicable

– Maintain files for period of time after closeout as required by applicable laws and regulations

24 CFR Part 570.490

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Grant AdministratorRoles and Responsibilities

• Statement of Assurances and Certifications– Read and understand these documents and

what you have to do to implement– Examples include Affirmatively Further Fair

Housing, Drug Free Workplace, etc.

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Grant AdministratorRoles and Responsibilities

• Grant Agreement (24 CFR Part 570.501 and .502)

• Contractually binding• Document cannot be changed without

State approval• UGLG promise of what it intends to deliver

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Grant Administrator Roles and Responsibilities

• Reports (federal and state)• Recordkeeping Specifics:

– Grant Administration Contract– RFP and other related document