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Community Development Block

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Tony Wilder, Commissioner DLG. Welcome and Congratulations ... Judge Steve Tribble. Amy Frogue. Mark Williams. 08-139-A. Recovery. Henderson County ... – PowerPoint PPT presentation

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Title: Community Development Block


1
American Recovery and Reinvestment Act of 2009
  • Community Development Block
  • Grant Recovery
  • Meeting and Informational Session

2
WELCOMING REMARKS
  • Tony Wilder, Commissioner DLG
  • Welcome and Congratulations
  • Lynn Littrell, Executive Director, Federal Grants
  • Quick Synopsis of ARRA
  • CDBG-R Selection Process
  • CDBG-R Grantee Roll Call
  • Please feel free to ask questions throughout the
    session

3
Why ARRA was passed?
  • Act signed into law on February 17, 2009
  • Designed to
  • Stimulate the Economy
  • Create and Maintain Jobs
  • Modernize the Nations Infrastructure
  • Improve Energy Efficiency
  • Expand Educational Opportunities and Access to
    Health Care
  • Provide Funding for Carefully Targeted Priority
    Investments
  • Stress Accountability and Transparency Measures

4
Kentuckys Share of the ARRA
  • Estimated 3 Billion to be Spent over 28 months

5
DLGs Share of ARRA
  • 7.2 Million from Housing and Urban Development
    (HUD CDBG-R)
  • Timing and Project Selection
  • Recommended 13 projects to HUD on 6/29/09
  • Received HUD approval on 8/3/09
  • Projects in Four Program Areas
  • - Housing - Public Facilities
  • - Community Projects - Econ. Development

6
CDBG-R Housing Projects
7
CDBG-R Public Facilities Projects

8
CDBG-R Community Development, Recovery, and
Economic Development Projects
9
HUD Award Process and DLG Implementation
  • Preliminary Approval Letters
  • Supplemental Application Form
  • Project Information
  • Title VI
  • Housing and Community Needs
  • Statement of Assurances
  • Grant Agreements

10
Kentucky CDBG-R Timeline
11
Preliminary Approval Letters
  • Sent to each recipient in August.
  • Each letter describes details and guidelines for
    the administration of CDBG-R funds.
  • Letters signed by the elected official of each
    awarded community.
  • Returned to our offices by September 1, 2009
  • Identifies the CDBG-R Grant award amount

12
Supplemental Application Form
  • Project
  • Funding
  • Summary

13
Supplemental Application Form
  • Project
  • Funding
  • Summary

14
Supplemental Application Form
  • Mapping
  • Requirements

15
Supplemental Application Form
  • Full Application Checklist
  • Project Summary
  • Cost Summary Commitment of other funds
  • Mapping Requirements
  • Clearinghouse Comments Need to Update
  • National Objectives Identification
  • Certification of Area Income Eligibility
  • Benefit Profile (Person/Household)
  • Detailed Cost Estimate (Eng./Arch.)
  • Housing and Community Development Needs
  • Title VI Form
  • Statement of Assurances
  • Disclosure Report

16
Supplemental Application Form
  • Statement of Assurances
  • Each entity must sign a new Statement of
    Assurances that contains additional assurances.

17
Supplemental Application Form
  • Citizen Participation
  • Must conduct at least one public hearing in the
    community where the project is taking place.

18
Supplemental Application Form
  • Grant Agreements
  • Each recipient of CDBG-R funds will enter into a
    separate grant agreement.
  • Separate Grant Agreement Meetings will be
    conducted upon request from DLG.

19
Standard CDBG Requirements
  • Certified Administrators
  • Federal Requirements
  • Drawing Funds
  • Monitoring
  • Closeout

20
Certified Administrator
  • The State of Kentucky requires that individuals
    who administer CDBG funds be officially certified
    by DLG as a CDBG administrator.
  • To be certified as a CDBG administrator,
    individuals must attend a specific DLG-sponsored
    training workshop and pass a test, which is
    administered on the last day of the training
    delivery.

21
Certified Administrator
  • New Administrator Certification Training
  • OCTOBER 6-9, 2009
  • Holiday Inn University Plaza
  • 1021 Wilkinson Trace
  • Bowling Green, KY 42103
  • (270) 745-0088
  • Guest Room Rate 95
  • Reservation must be made by 9/5/09

22
Federal Requirements
  • ARRA did not modify CDBG program requirements
    such as
  • Environmental Review w/clearinghouse comments
  • Labor Standards
  • Acquisition/Relocation
  • Fair Housing/Equal Opportunity
  • Etc.

23
Federal Requirements
  • The only federal requirement waived was
    application stage citizen participation no
    initial public hearing.
  • All other CDBG requirements apply!
  • Similarly, Federal Wage Rates and URA will apply
    to the entire project, even if ARRA only funds a
    portion of the project

24
Sample Evidentiary Required
  • Evidence of commitment of all other funds
  • Copy of and evidence of adoption of a procurement
    code meeting the CDBG requirements
  • Evidence of Clearinghouse review and assurance
    that all conditions will be met
  • Resolution that cost overruns will be borne by
    the Recipient
  • Authorized Signature Form
  • Electronic Transfer of Funds Form

25
Drawing Funds
  • ARRA funds must be drawn as a new project, even
    if you are adding money to an existing CDBG.
  • Separate draw request form
  • Separate number (project number-A)

26
Drawing Funds
  • Draw requests received by DLG by the 3rd of the
    month will be processed by the 15th and draw
    requests received by DLG by the 18th of the month
    will be processed by the 30th.
  • Draw request form http//dlg.ky.gov/downloads.htm

27
Authorized Signature Form
  • The signatures listed on this form must match a
    signature on the draw request.

28
Direct Electronic Transfer Form
  • This form must be signed and returned before a
    draw request can be processed.
  • Attach a voided check or deposit slip so that DLG
    can ensure the funds are going into the right
    account.
  • Non-interest bearing account
  • When a draw request is processed, the funds will
    be transferred to your account.
  • The money must be spent within 5 days, if the
    account balance is more than 5,000.

29
Project Monitoring
  • DLG is required by Title I of the Housing and
    Community Development Act of 1974, and 24 CFR
    Part 570.492 of the State CDBG Regulations to
    monitor its grantees.

30
Project Monitoring
  • The review responsibility requires that the State
    ensure three key areas are in compliance
  • Approved activities are carried out in a timely
    manner
  • Activities and certifications are conducted in
    accordance with the requirements and the primary
    objectives of Title I and with other applicable
    laws and
  • Grantees show a continuing capacity to carry out
    approved activities in a timely manner.

31
Project Monitoring
  • DLG will monitor all or a portion of the
    following documents and files, depending on the
    type of project
  • program performance
  • environmental review
  • financial management
  • procurement
  • acquisition and relocation
  • fair housing, minority business enterprise
  • construction contracts

32
Closeout
  • Upon completion of CDBG-R-funded activities and
    the expenditure of all CDBG-R funds in
    conformance with program guidelines, the grantee
    enters the final phase in the grant management
    process known as grant close-out.
  • The close-out process encompasses a series of
    activities that together verify that CDBG-R funds
    have been properly spent and that the grantee
    complied with all applicable rules and
    requirements in the implementation of its
    program.

33
Closeout
  • Grant close-out is initiated when a project is
    complete. The CDBG-R close-out process consists
    of several key steps, including
  • Conducting a public hearing to inform citizens
    that the project is complete and will be closed
    out
  • Completing and obtaining approval of the Project
    Completion Report (PCR) and several other
    documents that must be submitted with the PCR
    and
  • If applicable, submittal of an audit and
    resolution of any audit findings.

34
Closeout
  • Project Completion Report (PCR)
  • http//dlg.ky.gov/downloads.htm

35
Special CDBG-R Requirements
  • Project Timelines
  • Buy American
  • Reporting Requirements
  • Signs/Logos

36
CDBG-R Project Timeline
  • Spirit and Letter of the Law in the ARRA and OMB
    Guidance
  • DLGs Project Selection Criteria
  • Limit of 120 Days to Award Contracts
  • Project Specific Completion Date in Preliminary
    Approval Letter and Grant Agreement
  • September 30, 2012 ARRA Ends
  • State and Federal Oversight via Reporting

37
Buy American Provisions
  • The Act includes a Buy American provision in
    Section 1605 that requires recipients of ARRA
    funds to use domestic iron, steel, and
    manufactured goods that are produced in the
    United States for construction and rehabilitation
    of public buildings and public works
  • Section 1605 also sets forth certain
    circumstances under which a federal agency may
    determine to waive Buy American Requirements

38
Definitions
  • Steel an alloy that includes at least 50 iron,
    between .02 and 2 carbon, and may include other
    elements.
  • Production in the US of the iron or steel used in
    the project requests that all manufacturing
    processes must take place in the US, except
    metallurgic processes involving refinement of
    steel additives

39
Definitions
  • Manufactured good a good brought to the
    construction site for incorporation into the
    building or work that has been
  • Processed into a specific form and shape or
  • Combined with other raw material to create a
    material that has different properties than the
    properties of the individual raw materials
  • There is no requirement with regard to the origin
    of components or subcomponents in manufactured
    goods, as long as the manufacture of the goods
    occurs in the US

40
Waivers of Buy American Provision
  • A waiver must be provided if HUD Headquarters
    determines that
  • Applying these requirements would be inconsistent
    with the public interest
  • Iron, steel, and the relevant manufactured goods
    are not produced in the United States in
    sufficient and reasonably available quantities
    and of satisfactory quality or,
  • Inclusion of iron, steel, and manufactured goods
    produced in the United States will increase the
    cost of the overall project by more than 25.

41
Definitions
  • Reasonably Available Quantity The quantity of
    iron, steel, or the relevant manufactured good is
    available or will be available at the time needed
    and place needed, and in the proper form or
    specification as specified in the project plans
    and design.
  • Satisfactory Quality The quality of iron,
    steel, or relevant manufactured good as specified
    in project plans and designs.

42
How to Get a Waiver
  • The waiver process begins with you
  • The grantee must design the project and solicit
    bids for construction with American made iron,
    steel, and manufactured goods in good faith
  • All soliticitations for bids must include the Buy
    American terms
  • Complete a checklist and send it to DLG
  • Waivers will be approved or denied within a
    reasonable time

43
Buy American Provision
  • Assure Language is contained in Bid Document
  • DLG can provide a Sample Insert

44
ARRA Reporting Requirements
  • Who is required to report under Section 1512 of
    the Act?
  • Prime recipients who receive Recovery Act funds
  • Sub-recipients of Recovery Act funds
  • Prime recipients may select to report on behalf
    of sub-recipients

45
ARRA Reporting Requirements
  • What reporting is required under Section 1512?
  • Total amount of funds received and of that, the
    amount spent on projects and activities
  • A list of projects and activities funded by name
    to include
  • Description
  • Completion Status
  • Estimates on jobs created and retained
  • Details on Vendors

46
ARRA Reporting RequirementsPrime Recipient
(State) Basic Requirements
  • Federal Funding Agency Name
  • Award Identification
  • Recipient D-U-N-S number
  • Parent D-U-N-S
  • Recipient CCR information
  • CDFA number, if applicable
  • Recipient Account Number
  • Project/grant period
  • Award Type, Date, Description, and Amount
  • Activity code and description
  • Amount of Federal Recovery Act funds expended to
    projects/activities
  • Project description and status
  • Job creation narrative and number
  • Infrastructure expenditures and rationale, if
    applicable
  • Recipient primary place of performance
  • Recipient area of benefit
  • Recipient officer names and compensation (Top 5)
  • Total number and amount of small awards less
    than 25,000

47
ARRA Reporting RequirementsSub-Recipient (County
or City) Basic Requirements
  • Sub-recipient D-U-N-S
  • Sub-recipient CCR information
  • Sub-recipient type
  • Amount received by sub-recipient
  • Amount awarded to sub-recipient
  • Sub-award date
  • Sub-award period
  • Sub-recipient place of performance
  • Sub-recipient area of benefit
  • Sub-recipient officer names and compensation (Top
    5)

48
ARRA Reporting RequirementsSub-Recipients
Vendor Basic Requirements
  • D-U-N-S or Name and Zip Code of Headquarters
  • www.fedbizopps.gov

49
ARRA Reporting Requirements
  • When is the reporting required to begin?
  • Initial reports are due October 10
  • Reporting is cumulative from enactment of the
    Recovery Act
  • How will Prime Recipients report?
  • FederalReporting.gov
  • How will Kentucky sub-recipients report?
  • Vendors ? Grantee on Last Day of Quarter
  • Grantee ? DLG on 5th Day of New Quarter
  • Format to be developed

50
ARRA Reporting Requirements
  • Additional Reporting Issues
  • No waivers
  • Non-compliance could be treated as a violation of
    the award agreement
  • Finally, all of the information will be available
    to the public through www.Recovery.gov

51
Reporting on Job Creation
  • Prime recipients are required to report on all
    jobs they have created or retained as a result of
    the Recovery Act, by project or activity
  • This information will be reported as two separate
    fields a numeric field and a separate narrative
    with an expanded description of the job creation
    and reporting methodology
  • Prime recipients will report the number created
    and retained using a standard calculation,
    translating both full and part time employees
    into full-time equivalents, or FTEs
  • This calculation is performed by adding the total
    hours worked by all employees in the quarter, and
    dividing by the total hours in a full-time
    schedule

52
Reporting on Job Creation
  • In some cases recipients will not perform the
    work themselves, but will distribute the funding
    via a grant, loan, or contract to another entity.
    In these cases, recipients will provide
    estimates of the jobs created or retained by
    those entities
  • Prime recipients are required to generate
    estimates of job impact by directly collecting
    specific data from sub-recipients and vendors on
    the total FTE resulting from the sub-award

53
Job Estimate Example
  • Assume that a recipient is preparing its first
    quarterly report and that the recipients
    Recovery Act funded work required two full-time
    employees and one part-time employee working half
    days for the quarter
  • Also assume that the recipients full-time
    schedule for the quarter is 520 hours (2080 hours
    in a work year divided by 4)
  • To convert hours worked to number of FTE for the
    first quarterly report, aggregate all hours
    worked and divide by the number of hours in a
    full-time schedule for the quarter
  • In this example, full-time hours worked (520
    hours x 2 employees 1040 hours) part-time
    hours worked (260 hours) number of hours in a
    full-time schedule for the quarter (520 hours)
    2.5 FTE reported in the first quarterly report
  • Because jobs are reported cumulatively each
    quarter, this same number of FTE would be
    reported for the second quarter if the same
    number of employees worked the same number of
    hours

54
Job Estimate Example (continued)
55
General Guidelines for Emblem and Logo
Applications
  • Projects funded by the ARRA must bear Emblem
    throughout the construction phase
  • Symbol of President Obamas commitment to
    American People to invest their tax dollars
    wisely to put Americans back to work
  • Must be displayed in a prominent location on site
  • Precise Color References
  • Two Approved Marks
  • Primary Emblem (circle)
  • Horizontal Logomark (recovery.gov)
  • Primary Emblem
  • Should not be displayed at a size less than 6 in.
    in diameter
  • Horizontal Logomark
  • Press releases and other online or offline
    communications

56
(No Transcript)
57
ANY QUESTIONS?
58
For More Information
  • Office of Federal Grants
  • Department for Local Government
  • 1024 Capital Center Drive, Suite 340
  • Frankfort, KY 40601
  • Phone (502)573-2382
  • Fax (502)573-1519
  • Website www.dlg.ky.gov
  • www.kentuckyatwork.ky.gov
  • www.recovery.gov
  • www.whitehouse.gov
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