Harris County Community

Ser vices Department

PY 2019

Community Development Block Grant(CDBG)

Subrecipient Orientation

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Meet the Team in Public Services:

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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.

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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.

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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?

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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.

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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).

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51% of persons served must be extremely

low/very low/low income

Annual Income is not reported for persons that

are “Presumed Benefit”

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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

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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

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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

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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”

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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?

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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.

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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

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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

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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

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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.

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Scenario # 4

In addition to the IEF’s what other forms

need to be submitted for new persons

monthly?

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Answer: Your agency must submit a copy of the

Harris County Appraisal District (HCAD)

print-out for all new persons served.

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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.

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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

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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

Subrec ip ient Moni tor ing

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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)

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End of Orientation

Questions?

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for attending, please don’t forget to turn in your Subrecipient Orientation Acknowledgment

Forms