Harris County Community Development Department PY19 CDBG Orientation … · Presentation Slides...
Transcript of Harris County Community Development Department PY19 CDBG Orientation … · Presentation Slides...
Harris County Community
Ser vices Department
PY 2019
Community Development Block Grant(CDBG)
Subrecipient Orientation
1
Meet the Team in Public Services:
2
Tel – (832) 927-4700
Fax – (832) 927-0561
Natalie Garcia x4774
Michelle Perales x4775
Ebony Love x4777
Catherine Oliva x4784
Annemarie Oliva x4773
CONTENTS OF FOLDER
Subrecipient Orientation
Acknowledgment
Presentation Slides Handout
Programmatic Reporting Templates
3
CDBG Overview
National Objective
Benefit Low/Moderate Income Persons
Eligible Public Service Activities
Provision of public services including but not limited togeneral welfare services such as the provision ofemployment services, services for homeless persons,health services, educational services, youth enrichmentprograms and employment and job developmentservices.
4
Harris County Service AreaRestriction on location of activities (24 CFR 570.309):
Subrecipients funded by CSD will provide activities to persons who reside in the Harris County service area.
Prior to providing assistance, service area eligibility must be determined by conducting an address search utilizing the Harris
County Appraisal District (HCAD) web page. www.hcad.org
The address is eligible if:
The Code 040 (Harris County) appears, and
The codes listed on the HCCSD Service Area Methodology form (in your folder) do not appear.
5
Scenario # 1
The Client Data Report and the Tally
Sheet for the month of March both
report a total of 30 new youth served.
Three of the Individual Eligibility Forms
(IEF’s) submitted have the jurisdiction
code 061 (city of Houston).
How many new persons are eligible to be
reported for the month of March?
6
Answer:
Because three (3) of the 30 IEF’s
submitted indicate that youths live in the
city of Houston service area and not
Harris County’s service area a total of 27
new youth are eligible to be reported for
the month of March 2019.
7
Project Requirement
Subrecipients must maintain source
documentation to evidence household
income as well as eligibility under the
“Presumed Benefit” categories in
accordance with 24 CFR 570.506
(b)(1)(3)(i).
8
51% of persons served must be extremely
low/very low/low income
Annual Income is not reported for persons that
are “Presumed Benefit”
9
INCOME LEVELS & HOUSEHOLD SIZE
Source: U.S. Department of Housing and Urban DevelopmentEffective June 1, 2018 (Conforms to HOME Rents)
INCOME LEVELS HOUSEHOLD SIZE
1 2 3 4 5 6 7 8
Extremely Low Income
(Limits based on 0-30% of area median income)15,750 18,000 20,250 22,450 24,250 26,050 27,850 29,650
Very Low Income
(Limits based on 31-50% of area median income)26,250 30,000 33,750 37,450 40,450 43,450 46,450 49,450
Low Income
(Limits based on 51-80% of area median income)41,950 47,950 53,950 59,900 64,700 69,500 74,300 79,100
Notes on Household Income
Include the income of all household members.
Use the gross amount, before any payroll deductions, when calculating income.
Income source documentation must be current (must be no older than 120 days related to date of service).
Annual Income includes:
• Wages, salaries, overtime pay, commissions, fees, tips and bonuses
• Unemployment payments• Disability compensation• Worker’s compensation• Severance pay• Alimony and child support payments• Net income from the operation of a business or profession• Temporary Assistance for Needy Families (TANF)• Social Security Income
10
Notes on Household Income
Annual Income does not include:
• Income from employment of children, including foster children, under the age of 18 years
• Payments received for the care of foster children or foster adults
• Lump-sum additions to family assets
• Income of a live-in aide
• Food Stamps or Women, Infants, and Children (WIC) benefits
• Student Financial Aid
• Sporadic Income/Gifts
11
Income Documentation
Examples of source documentation for
limited clientele (51% low-mod):
◦ Employment check stubs
◦ Social Security Income/Social Security Disability
Income award letter
◦ Child Support Documentation
◦ TANF Benefits Letter
◦ Unemployment Benefits Letter
◦ Veterans Administration award letter
◦ Copy of “free/reduced lunch” school letter
specific to family12
Scenario # 2
Family A has provided the following income
source documentation so that the youth is
provided swim instruction in September
2019.
Copy of two paycheck stubs dated April 2019
Food Stamp Award Letter
Child support print out detailing weekly
payments through September 2019
Is income source documentation sufficient?13
Answer:
More current paycheck stubs are required
because the ones submitted are older
than 120 days (related to date of service).
Child support payments will be used to
calculate household income.
Food Stamps are excluded from
household income. 14
PRESUMED BENEFIT
Activities that exclusively serve a group of persons in any one of the following categories are presumed to benefit persons, 51% of whom are low and moderate income:
abused children battered spouses
elderly persons severely disabled adults
homeless persons illiterate adults
persons living with AIDS migrant farm workers
15
Source Documentation
Examples of source documentation for:
◦ Seniors – copies of ID, Drivers License, Social
Security Award Letter
◦ Disabled – Receipt of Disability Check or
SSDI award letter, Disability Letter from a
doctor
◦ Abused and neglected children – referral
documenting “abused child status”
16
Scenario # 3
The Client Data Report and the Individual
Eligibility Form report that Jane Doe is
85 years old.
How should the annual household income
be reported?
What source documentation needs to be
in the client file?
17
Answer:
Since the client is reported as being 85
years old the annual household income
should be reported as “presumed benefit”
The file must contain a copy of:
Identification Card (ID), or
Drivers License, or
SS award letter.
18
AGREEMENTS
Agreements were drafted based on applicants’ Request for Proposals (RFP’s) submitted to CSD for PY2019 funding
PY2019 Time of Performance: March 1, 2019 to February 29, 2020
At the discretion of HCCSD management, no more than two (2) budget revision requests shall be allowed each year, to be submitted no later than 90days prior to the end of the program year. Cut-off to submit your budget revision request: November 30,
2019
19
Agreements
Refer to Exhibit A: Scope of Services and
Exhibit B: Budget
Activity
Unit Definition
Cost per Unit of Service
Total No. of Units Per Activity
Maximum Total Cost Per Year
PY2019 Number Served
20
PY2019 Programmatic Reports
1. Coversheet / Checklist
2. Project Status Report
3. Client Data Report
4. Tally Sheet
5. Individual Eligibility Forms
6. Employee Data Report
7. Mid-Year Report or Annual Performance Report
21
Important notes on monthly reports Check your Agreement for monthly reports due
date.
Please make sure reports are legible.
Please review the reports prior to submittal to avoid conflicting information, i.e., the Client Data Report must reflect the information on the Individual Eligibility forms, i.e., sex, ethnicity, race, age
Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports.
22
Scenario # 4
In addition to the IEF’s what other forms
need to be submitted for new persons
monthly?
23
Answer: Your agency must submit a copy of the
Harris County Appraisal District (HCAD)
print-out for all new persons served.
24
Scenario # 5
What is needed on the Project Status
Report if you have attained 20% of your
contract goal and you should be at 50% of
your goal?
25
Answer:
You must provide an explanation on the
Project Status Report for not being on
target for the reporting month. Should
your agency consistently fail to comply
with the requirement of timely level of
performance, a desk finding may be
issued.
26
Scenario # 6 Which monthly reports need to be
corrected if you report 20 new clients;
however, 3 were disallowed because the
HCAD print out had the jurisdiction code
061 (City of Houston)?
27
Answer:
The following reports need to be
corrected:
1. Project Status Report
2. Client Data Report
3. Tally Sheet
28
See handouts “Subrecipient Preparation for Monitoring” and “Subrecipient Monitoring Checklist”
Notice letter 15-30 days prior to the visit
Entrance conference
Participant eligibility, activities provided, and consistency with terms of the Agreement, Policies & Procedures, Section 504 survey are reviewed
Exit conference
Results letter within 30 days after the visit Findings
Concerns
Response letter from Subrecipient in 30 days
Response letter from CSD in 30 days
Subrec ip ient Moni tor ing
29
Monitoring Pitfalls
Please plan for the Monitor to be there the entire
scheduled day or longer if the Monitor does not
complete the review in one day.
Please have the requested client files along with
the documents listed on the monitoring notice
letter/checklist ready for review.
Please make sure the appropriate personnel will
be available for the entry and exit conference.
Ensure that eligibility source documentation is in
the file, i.e., copies of paycheck stubs, Driver’s
License, I.D., Disability Letter, I.E.F., HCAD, etc.)30
Important Points
Current Section 504 survey will be obtained
Program Policy and Procedures Manual will be obtained
Employee Handbook will be obtained
Limited English Proficiency Policy will be obtained
Grantor Recognition• Spell out “Harris County Community Services Department”
• Keep all items that document grantor recognition in a Grant File for review during the monitoring visit (press releases, media announcements, fundraising brochures, newsletters, pamphlets, print-out from agency website)
31
End of Orientation
Questions?
32
for attending, please don’t forget to turn in your Subrecipient Orientation Acknowledgment
Forms