Harris County Community Services Harris County Community Services DepartmentDepartment

PY 2014Community Development Block

Grant(CDBG) Subrecipient Orientation

February 25, 2014

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Manager Esmeralda Gonzalez x2106

Senior Project Monitor Natalie Garcia x2065

Project Monitors Michelle Leija x2202

Ebony Love x2086

Public Services, Public Services, Grants Management StaffGrants Management Staff

713-578-2000713-578-2000

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CONTENTS OF FOLDERCONTENTS OF FOLDERWelcome letterSubrecipient Orientation

AcknowledgmentCopy of presentationCD containing:

• Programmatic reporting templates and guidance material

• Financial reporting templates and guidance material

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CDBG OverviewCDBG Overview

National Objective

Benefit Low/Moderate Income Persons

Eligible Public Service ActivitiesProvision of public services including but not

limited to general welfare services such as the provision of food and clothing, health services, educational services, youth enrichment and juvenile delinquency prevention programs and employment and job development services.

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Harris County Service Harris County Service AreaArea

Restriction 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 HarrisCounty Appraisal District (HCAD) web page. www.hcad.org

The CSD service area includes the unincorporated areas of Harris County outside of the cities of Houston, Baytown and Pasadena. Included in this service area are the 15 cooperative cities of Bellaire, Deer Park, Galena Park, Humble, Jacinto City, Katy, La Porte, Morgan’s Point, Seabrook, Shoreacres, South Houston, Tomball, Waller, Webster, and West University Place. 5

Project RequirementProject RequirementSubrecipients 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).

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51% of persons served must be very 51% of persons served must be very low/low/mod incomelow/low/mod income

Annual Income is not reported for Annual Income is not reported for

persons that are “Presumed Benefitpersons that are “Presumed Benefit””

INCOME LEVELS

HOUSEHOLD SIZE

1 2 3 4 5 6 7 8

Very Low Income(Limits based on 0-30% of median

family income)14,000 16,000 18,000 20,000 21,600 23,200 24,800 26,400

Low Income(Limits based on 31-50% of median

family income)23,350 26,650 30,000 33,300 36,000 38,650 41,300 44,000

Moderate Income(Limits based on 51-80% of median

family income)37,350 42,650 48,000 53,300 57,600 61,850 66,100 70,400

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INCOME LEVELS & HOUSEHOLD SIZE

Source: U.S. Department of Housing and Urban DevelopmentEffective December 18, 2013

Notes on Household IncomeNotes 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. 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 and Social Security Income

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Notes on Household IncomeNotes on Household IncomeAnnual 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

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Income DocumentationIncome DocumentationExamples 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 family 10

Scenario # 1Scenario # 1The annual household income was

reported as $15,600 for services provided March 2014. (source documentation is a copy of a paycheck stub dated December 2012 showing gross income is $600 per week and the net income is $300 per week)

Is this documentation sufficient? Is it calculated correctly?

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Answer:Answer:

The source documentation is not sufficient because it must be no older than 120 days (related to date of service).

The calculation is also incorrect, annual household income must be calculated using the gross not net amount, i.e, $600 * 52 weeks = $31,200.

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PRESUMED BENEFITPRESUMED 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 adultspersons living with AIDS migrant

farm workers

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Source DocumentationSource DocumentationExamples of source

documentation for:◦Seniors – copies of ID, Drivers

License, Social Security Award Letter◦Disabled – Receipt of Disability

Check or SSDI award letter◦Abused and neglected children –

referral documenting “abused child status”

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Scenario # 2Scenario # 2What source documentation

needs to be in the client file if the client’s age is reported on the IEF and Client Data Report as 62, and household income is reported as “presumed benefit?”

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Answer:Answer:

The file must contain a copy of:Identification Card (ID), orDrivers License, or SS award letter.

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AGREEMENTSAGREEMENTS Agreements were drafted based on applicants’

Request for Proposals (RFP’s) submitted to CSD for PY2014 funding

PY2014 Time of Performance: March 1, 2014 to February 28, 2015

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 90 days prior to the end of the program year. Cut-off to submit your budget revision request: November 30,

2014

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AgreementsAgreements

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 PY2014 Number Served

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PY2013 Programmatic ReportsPY2013 Programmatic Reports

1. Coversheet / Checklist2. Project Status Report3. Client Data Report 4. Tally Sheet5. Individual Eligibility Forms6. Employee Data Report7. Mid-Year Report or Annual Performance Report

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Important notes on monthly Important notes on monthly reportsreports

Check your Agreement for monthly reports due date.

For projects that expend funds early, submission of monthly reports with no new persons/services is not required.

Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports.

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Scenario # 3Scenario # 3

What forms need to be submitted if your Project Status Report indicates that your agency has served 20 new eligible persons?

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Answer:Answer:

Your agency must submit a PY2014 Individual Eligibility Form (IEF) and Harris County Appraisal District (HCAD) print-out for all 20 new persons served.

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Scenario # 4Scenario # 4What 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?

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Answer: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 and expenditures, a desk finding will be issued.

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Scenario # 5Scenario # 5

Which monthly reports need to be corrected if you report 20 new clients; however, 3 were disallowed?

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Answer:Answer:

The following reports need to be corrected:

1. Project Status Report2. Client Data Report3. Tally Sheet

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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

Subrecipient MonitoringSubrecipient Monitoring

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Important PointsImportant Points

Section 504 survey will be reviewed for applicable updates

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)

Units of Service in the client files should match the amounts reported under Units of Service in the Client Data and Project Status Reports

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Questions & Answers: Questions & Answers: Programmatic FormsProgrammatic Forms

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When are the programmatic forms due?

Can I report duplicate clients on the Tally Sheet?

If my project is not on target for reporting month what must I do?

Break TimeBreak Time

After the break:Finance Staff Presentation

Please turn in the Orientation Acknowledge form before you leave.

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