Sub Grantee Meeting July 15, 2014

1. City of Jefferson CDBG Public Services Sub Grantee MeetingJuly 15, 2014

2. Your grant has been approved for funding for program year 2014-2015! • What’s next? • During this meeting we will walk you through the processes for successfully completing your activities. CONGRATULATIONS!

3. Return 2 signed Grant Agreements and the W-9 form by July 25, 2014. Submit “Authorized for Signatures” form. Begin your project on or after July 1, 2014 and complete them on or before December 31, 2015. Execute your activity. Starting out: First Steps

4. Quarterly Reports are due ten(10) days after the end of each quarter. • Quarter ends: March 31, June 30, September 30, and December 31. • Quarterly reports are submitted until notification in writing the activity is complete. A final report will be required at the end of the corresponding quarter. Quarterly Reports

5. Quarterly Report Form • You will receive a QRF that has been pre-filled with information appropriate for your grant. • Quarterly reports are also running totals of your projects. It may be helpful to use the prior quarters report as a template for each new quarter. Quarterly Reports Continued

6. Reimbursement Requests are due monthly if your request exceeds $500. If your request is less than $500, they are due least quarterly and are to be submitted with your quarterly report. • Each sub grantee will receive a reimbursement request form with pre-filled information appropriate to their activity. • The City has 30 days from receipt of the reimbursement request to submit payment to the sub grantee. Reimbursement requests

7. Please reference your Grant Agreement for documentation specific to your reimbursement requirements. • Documentation may include invoices, timesheets with supervisor signature, copies of cashed checks, publications, and any other form of proof you may have for requests. • You can never have too much documentation. Documentation

8. Each Sub Grantee will be monitored at least once during the program year. 30 days notice will be given along with what will be checked for during monitoring. Please have files organized and prepared for your visit. Sub Grantee Monitoring

9. For each household benefitting from your activity, the following information must be included in each clients file: • Household Income verifications via https://www.onecpd.info/incomecalculator utilizing the CPD Income Eligibility Calculator and zero income forms for 18 years and older with no income • Demographic Surveys provided for you. If the client declines to provide demographics, a visual notation in the folder would be preferred. • Organization intake forms Client folders

10. New Program & Process; Don’t be afraid to ask Questions; You will be required to continue to submit demographic information at the end of your grant period if you have remaining services (bus passes, etc.) Keep In Mind

11. Lauren Henry, Neighborhood Services Specialist Planning & Protective Services 320 E McCarty St Jefferson City, MO 65101 lahenry@jeffcitymo.org 573-634-6410 phone Questions?