CDBG Public Service Agency Funding Process City of College Station Community Development Division CDBG Public Service Agency Funding Process June 15, 2017

College Station, TX

Public Service Agency Funding Joint Process Joint Relief Funding Review Committee (JRFRC) Pre-Proposal Workshop/Pre-Award Audits Request for Proposal Ranking, Scoring, and Recommendations JRFRC Follow Up Meeting Post Award Workshop

Joint PSA Funding Process Partner with Sister City – Bryan, TX $8.5 million since 1985 Have funded 55 different programs (~12 annually) Cities pool 15% PSA funds Release a joint RFP Take turns Allowed in regulations

Joint PSA Funding Process 24 CFR 570.309 CDBG funds may assist an activity outside the jurisdiction of the grantee only if the grantee determines that such an activity is necessary to further the purposes of the Act and the recipient's community development objectives, and that reasonable benefits from the activity will accrue to residents within the jurisdiction of the grantee. The grantee shall document the basis for such determination prior to providing CDBG funds for the activity. Ask: Describe how your program meets the following regulation– Explain how one City would benefit from residents of the other City receiving services through this program.

Joint Relief Committee Citizen Committee City Council appointed volunteers Three members from each City - 3 year terms Review proposals, rank them, and make recommendations for funding Make sure to: Recruit Clearly explain duties and time commitment

Pre-Proposal Workshop Workshop is mandatory for those wanting to submit response to RFP Topics covered: CDBG basics, planning, eligibility requirements Proposal Sections/Application “Common Mistakes” Intake and reporting requirements Review, ranking and recommendation process Administrative requirements – give “fair warning” Offer to visit and “audit” for eligibility FYI if awarded funding is on a reimbursement basis Intake and income verifications are specific to grant requirements Quarterly on site monitoring’s Record keeping (4yrs. After the contract year) HUD regulations/requirements

Pre-Agency Visits Review agency's policies and procedures (get in advance) Provide copy of monitoring documents Provide summary of OMB and other federal requirements Give Compass Points “Nonprofit Fiscal Policies & Procedures: A Template and Guide” Give “Playing By the Rules – A Handbook for CDBG Subrecipients”

Pre-Agency Visits Insurance requirements Provide example polices and procedures for those that would be required Explore intake and income verification process Be encouraging – help agency set goals and see path to compliance and eligibility Show other benefits of meeting requirements: Other doors might open Stronger organization

Pre-Agency Visits Common issues Internal controls are lacking - no separation of duties Accounting system is very basic Insufficient payroll/ purchasing policies Would need more insurance coverage (encourage to look- into, get quotes, and speak with Risk Manger)

RFP Application The application is divided into three parts: Agency Program Financial Ask detailed questions that ensure compliance % of LMI clients, % of clients living in either City Underwriting - ask questions that reveal agency’s overall soundness Give detailed instructions with examples

Review Process In public meeting format Committee reviews 2-3 proposals weekly in April and May Site-visits are conducted the week after a proposal is reviewed Ask general questions and agency specific questions at site visit General questions get at agencies’ capacity Board members are expected to attend

Ranking and Recommendation Each agency is ranked by Committee Members at a public meeting. Agency Information – 10 points Program Information – 40 points Financial Information- 25 points Presentations – 25 points Funding recommendations are publically made Agencies are divided up between each City One gets to be funded by both

Ranking and Recommendation Surveys are send to agencies asking about the process and what they would like to see changed Staff keeps a document “what to change for next year” throughout the process Committee meets in July to make changes to RFP and process

Post Award Workshop In September – each agency gets a copy of their contract beforehand Go over, in depth: Reporting Requirements Monitoring Federal Requirements