cdbg reporting and monitoring requirements for grant administrators

1. 1 CDBG Reporting and Monitoring RequirementsFor Grant Administrators In this section we will talk about Reporting and Monitoring. The UGLG report information about it’s CDBG funded projects throughout the life of the grant (per the Grant Agreement with the State) The State will be monitoring the UGLG to ensure compliance – because federal money comes with strings. The UGLG is ultimately accountable to the State. Some of these responsibilities may assigned to the Grant Administrator. The data is used to show Congress that the CDBG program is needed, i.e. who it is serving and what is being accomplished.In this section we will talk about Reporting and Monitoring. The UGLG report information about it’s CDBG funded projects throughout the life of the grant (per the Grant Agreement with the State) The State will be monitoring the UGLG to ensure compliance – because federal money comes with strings. The UGLG is ultimately accountable to the State. Some of these responsibilities may assigned to the Grant Administrator. The data is used to show Congress that the CDBG program is needed, i.e. who it is serving and what is being accomplished.

2. 2 Reporting Requirements 24 CFR 570.489, 570.490 States are required to collect reports from UGLG’s. Reports show UGLGs complied with certifications, statutes, regulations, other authorities Reports also used to assess UGLG capacity to administer CDBG funds UGLG’s are required to report to the State in order to document compliance with the program rules and regulations. These reports also help the State assess the UGLG’s ability to administer future CDBG grants. States are required to report annually to HUD on how program funds are spent as well as other factors as part of their Annual Performance and Evaluation Report (known as the PER) consistent with the requirements of 24 CFR Part 91 (Consolidated Plan). UGLG’s are required to report to the State in order to document compliance with the program rules and regulations. These reports also help the State assess the UGLG’s ability to administer future CDBG grants. States are required to report annually to HUD on how program funds are spent as well as other factors as part of their Annual Performance and Evaluation Report (known as the PER) consistent with the requirements of 24 CFR Part 91 (Consolidated Plan).

3. 3 States are required to submit an annual performance and evaluation report (PER) to HUD as a condition of continued funding Examples of data needed from UGLG for PER: Nature of/Reasons for Changes and Planned Changes Number of Extremely Low, Low, and Moderate-income Persons Served Progress in Carrying Out Projects Actions Taken to Affirmatively Further Fair Housing Data for this report to HUD comes from reports that the UGLG submits to the State. Some examples of the information the State must collect from the UGLG are: Number of Extremely Low, Low and Moderate Income persons served. Actions taken to Affirmatively Further Fair Housing. These reports are required for the “life of the grant” as spelled out in the Grant Agreement with the State. Data for this report to HUD comes from reports that the UGLG submits to the State. Some examples of the information the State must collect from the UGLG are: Number of Extremely Low, Low and Moderate Income persons served. Actions taken to Affirmatively Further Fair Housing. These reports are required for the “life of the grant” as spelled out in the Grant Agreement with the State.

4. 4 Reporting Requirementscontinued Federally Required Data or Reports Include: Audits, notification of annual audit; single audit Semi-annual labor reports Contractor / subcontractor reports for HUD Section 3 reports WBE/MBE reports Program Income The federal government requires specific information and reports as a requirement of continued receipt of funds. Some of those items are listed here. Explain MBE/WBE Many of the items listed in the reporting section are also required for recordkeeping – which we will discuss next. The federal government requires specific information and reports as a requirement of continued receipt of funds. Some of those items are listed here. Explain MBE/WBE Many of the items listed in the reporting section are also required for recordkeeping – which we will discuss next.

5. 5 Reporting Requirements continued Contractor disputes –must be followed through to resolution and reported Conflicts of interest – reporting will help ensure that there was no conflict Citizen Participation Records Citizen complaints (about CDBG assisted projects) Some additional reporting requirements are: Contractor disputes, conflicts of interest, citizen participation records and any citizen complaints regarding CDBG assisted projects These reports provide information the State needs to track project issues. State specifics here – (i.e., will not issue a certificate of completion if these reports show outstanding issues)Some additional reporting requirements are: Contractor disputes, conflicts of interest, citizen participation records and any citizen complaints regarding CDBG assisted projects These reports provide information the State needs to track project issues. State specifics here – (i.e., will not issue a certificate of completion if these reports show outstanding issues)

6. 6 Performance Reporting CDBG Performance Measures Three Goals Creating Suitable Living Environments Provide Decent Housing Creating Economic Opportunities Very important to document results and benefits of CDBG program to Congress- helps to maintain support for funding There are also requirements with respect to performance reporting. There are 3 primary goals Creating suitable living environment Provide decent housing Creating economic opportunities HUD, the Office of Management and Budget (OMB) and national public interest groups developed these performance measures to help document and demonstrate that the CDBG program is indeed helping those and need. In some instances or for certain kinds of projects, it requires the UGLG grant recipient to provide information that was not required before. IT IS EXTREMELY important that this information be provided to the state in a timely manner. Congress needs to know how the CDBG program is helping low and moderate income communities and who (what kind of households, what income levels, size, race, etc) the projects are serving. There are also requirements with respect to performance reporting. There are 3 primary goals Creating suitable living environment Provide decent housing Creating economic opportunities HUD, the Office of Management and Budget (OMB) and national public interest groups developed these performance measures to help document and demonstrate that the CDBG program is indeed helping those and need. In some instances or for certain kinds of projects, it requires the UGLG grant recipient to provide information that was not required before. IT IS EXTREMELY important that this information be provided to the state in a timely manner. Congress needs to know how the CDBG program is helping low and moderate income communities and who (what kind of households, what income levels, size, race, etc) the projects are serving.

7. 7 Performance Measures Availability Activities that make infrastructure, public facilities, etc. available to low-and moderate-income households Create new or improve/expand existing Affordability Activities that provide affordable basic services such as water hook-ups, affordable housing, transit services, job counseling to low-and moderate-income households Lower the price or provide it free There are 3 measures used for performance reporting. Availability – activities that make infrastructure, public facilities, etc. available to low and moderate income households by creating new or improving/expanding existing facilities Affordability – activities that provide affordable basic services such as affordable housing, transit services or job counseling to low and moderate income households at a free or discounted price.There are 3 measures used for performance reporting. Availability – activities that make infrastructure, public facilities, etc. available to low and moderate income households by creating new or improving/expanding existing facilities Affordability – activities that provide affordable basic services such as affordable housing, transit services or job counseling to low and moderate income households at a free or discounted price.

8. 8 Performance Measurescontinued Sustainability Activities aimed at sustaining neighborhoods By eliminating slum/blight or making them more livable, i.e. revitalizing downtowns When applying for, or reporting on, projects, think about what outcome your community is seeking to achieve Sustainability – activities that are aimed at sustaining communities by eliminating slum and blight such as revitalizing a downtown. Sustainability – activities that are aimed at sustaining communities by eliminating slum and blight such as revitalizing a downtown.

9. 9 Data Reporting Federally and State required data, such as number of housing units number of jobs number of persons HUD’s National CDBG Database States collect data to complete the reports for HUD and Congress. This data goes into HUD’s national database- the IDIS database. It is crucial to have the most up to date and accurate data for that IDIS database, it is the basis for reporting program results, as well as for monitoring compliance. UGLGs must maintain information to support monitoring and show that the project is in compliance with the HUD guidelines Accurate data is CRITICAL to continued CDBG funding by Congress. DATA = MONEYStates collect data to complete the reports for HUD and Congress. This data goes into HUD’s national database- the IDIS database. It is crucial to have the most up to date and accurate data for that IDIS database, it is the basis for reporting program results, as well as for monitoring compliance. UGLGs must maintain information to support monitoring and show that the project is in compliance with the HUD guidelines Accurate data is CRITICAL to continued CDBG funding by Congress. DATA = MONEY

10. 10 Insert specific state requirements regarding reporting State specific reporting requirements. State specific reporting requirements.

11. 11 State Monitoring The State is required by federal regulation (24 CFR 570.492) to monitor all UGLGs as necessary and appropriate to ensure compliance with all of the requirements discussed here today The State is required by regulation to monitor all UGLGs as necessary and appropriate to ensure compliance with all of the requirements discussed here today.The State is required by regulation to monitor all UGLGs as necessary and appropriate to ensure compliance with all of the requirements discussed here today.

12. 12 Insert state specific information regarding the monitoring process.

13. 13 Closeout Insert state specific requirements with respect to project closeout