Disaster Recovery Program Information: CDBG Workshop

1. 3 CDBG Disaster Recovery Program Information Workshop Monday, February 1, 2010

5. Amendment to DR1 • Two separate programs • Non-FEMA projects • Completed • To-Be-Completed • Projects NOT included in the FEMA Public Assistance match program • Wastewater, water, storm drainage, bridges, public facilities • Dams/Levees • For specific projects contact Community Liaison

6. Non-FEMA Projects No limits on projects per applicant May not be on the CDBG findings/ineligible list CFF/PL grant limits do not apply Must meet LMI or Urgent Need No required match Actual grant amounts are determined on a case by case basis and the amount of assistance will be dependent upon the evaluation factors

7. Completed Projects Program For all projects that are completely finished Competitive Applications Due: April 1, 2010 4 applications (1 original, three copies) Announcements on May 28th ER Certificate of Exemption in application CEO signs project completion certification

8. To-Be-Completed Program For all projects that are NOT finished Competitive Applications Due: May 14, 2010 4 applications (1 original, three copies) Announcements on July 2nd Normal CDBG FEEPS Requirements

9. Scoring Criteria • Projects/applications will be evaluated using the following criteria: • The importance of the project to post disaster recovery of the applicant; • The financial impact of the project on the applicant; • The percentage of low-to-moderate income persons served; • The relative economic distress of the applicant.

10. Dams & Levees Program Applications accepted beginning on first come, first serve basis Non-competitive Projects must be listed on DNR High/Significant Hazard List Appendix B Information See Handouts: Information needed for Dams Information needed for Levees Cover Letter with Applicant Name and Project Name Signed and Stamped by project Engineer

11. Scoring Criteria • Projects/applications will be evaluated using the following criteria: • The extent of damage caused by FEMA Disaster 1766 • The importance of the project to post disaster recovery of the applicant • The DNR assessed hazard level • The percentage of low-to-moderate income persons served • The relative economic distress of the applicant

13. Grant Administration • OCRA Certified Grant Administrator required • Using the Small Purchase method will be allowed for amounts under $50K as long as local polices allow it (the community may have a lower Small Purchase threshold).

14. Grant Administration FeesCompleted Projects • General Administration • Labor Standards will not be allowed on DR1 completed projects • If the project cost is over $100,000 - $500 for Environmental Review plus 1% Grant Administration will be allowed • If the project cost is $100,000– $1,501 will be allowed ($500 for Environmental Review + $1,000 Grant Administration) • If the project cost is $1,001- $1,500 - Grant Administration of $1000 is allowed • If the project cost is $1,000 or less – Grant Administration of $500 is allowed

15. Grant Administration FeesTo-Be-Completed Projects • General Administration • $1 to $1,500,000             3% of Grant Amount • $1,500,001 and above 2.5% of Grant Amount • Labor Standards • $5,000 maximum • Environmental Review • $3,000 maximum

16. Grant Administration Fees Dams & Levees Program General Administration Three percent (3%) of Grant Amount Environmental Review $3,000 maximum Labor Standards (based on Total Project Cost) Up to $2,000,000                  $5,000 $2,000,001 - $5,000,000       $7,000 $5,000,001 and up        $9,000

17. General Information • DO NOT bind application in any way • DO NOT include a cover sheet • Applicant Information Page is the very first page, do not include checklist page

18. Project Description • Cause of damage should be explained. (Include color photos of damage) • If work was denied by FEMA or not discovered until after the fact, justification must be provided. (appropriate documentation should be included in appendix D) • Project Description must match detailed budget • Project Description should not include normal maintenance costs

19. Financial Impact • Include explanation of applicant’s (sub-recipient’s) financial status and why the community cannot afford the project without grant assistance. • Include any applicable rate increases or fees that would be associated with the implementation of the project • Include other resources investigated

20. Detailed Budget Pages • Detailed Budget Pages MUST include breakdown between CDBG, and other local funding

21. Detailed Budget Page FEMA

22. Beneficiary Pages • Beneficiary page must be: • Properly completed • Consistent with the Census/Income Survey

23. Income Surveys • Good for 6 years from original date of certification • Original Certification – January 2007 • Survey Expires – January 2013 • Responses are good for 6 years • MUST include signed certification letter and recertification (if applicable) • This is an exception for Disaster Recovery Only

24. Public Hearing/Resolution Documentation • Applicant MUST advertise public notice a minimum of 10 days prior to meeting. • One hearing MUST take place prior to application • Application Must Include: • Original Publishers Affidavit • Original/Signed Public Hearing Minutes • thoroughly document meeting • Authorization to Conduct Hearings (if applicable) • Original Sign-in Sheet • Original Resolutions

25. Status of Environmental Review Process Form • A box has been added for Categorically Excluded projects • Exempt projects complete Certificate of Exemption form • Mark “yes” in the appropriate “All Agencies Contacted” boxes • Format II not required in the application, but you DO need to complete the “Environmental Agency Contact Listing” form

26. Status of Environmental Review Process Form • Should have already submitted the categorically excluded activity notification letter with complete description of project • OCRA will either agree or disagree with evaluation • OCRA will respond with a list of agencies that need to be contacted or let you know full assessment is necessary • FINAL SHPO letters required at time of application

27. Floodplain and Wetland Management • If any part of the project is located within a 100 year floodplain or in a wetland… • HUD 8-step decision making process • This process must be documented and kept in the ER file

28. Status of Environmental Review Process Form

29. Overdue Document Status • Applications will not be approved if the applicant is not in compliance with all requirements of a current or past CDBG grant.

30. Post Award Deadlines • ER Deadline – two months • Publish locally • Submit documentation to OCRA • Bid Deadline – six months • IFB Notice (original) • Proof of Publication • Certified Bid Tabulation • ROF Deadline – eight months • See checklist on website

31. Post Award Deadlines • Please be aware that we are monitoring projects before and after Release of Funds. • Do not start construction until you have received ROF • Do not submit Start of Construction Notice until you have actually started construction

32. Q&A

33. Contact OCRA Indiana Office of Community and Rural Affairs One North Capitol, Suite 600 Indianapolis, Indiana 46204 800.824.2476 www.ocra.IN.gov