ESG | ESG-CV SUBRE RECIPI CIPIENT TA WORK RKSHOP HOP City of New Bedford Office of Housing & Community Development 1
Welcome! A copy of this presentation is now available on our website at https://www.newbedford-ma.gov/housing-community-development/. Please feel free to contact our office at OHCD@newbedford-ma.gov if you require translation assistance with the PowerPoint. Questions may be asked either through the chat box available through this Zoom meeting, or through email at OHCD@newbedford-ma.gov. All comments and questions are welcome. Responses to frequently asked questions will be posted online in three languages. Una copia de esta presentación ya está disponible en nuestro sitio web en https://www.newbedford-ma.gov/housing-community-development/. No dude en ponerse en contacto con nuestra oficina en OHCD@newbedford-ma.gov si necesita asistencia de traducción con PowerPoint. Las preguntas pueden hacerse a través del cuadro de chat disponible a través de esta reunión de Zoom, por correo electrónico a OHCD@newbedford-ma.gov. Todos los comentarios y preguntas son bienvenidos. Las respuestas a las preguntas frecuentes se publicarán en línea en tres idiomas. Uma cópia desta apresentação está agora disponível em nosso site em https://www.newbedford-ma.gov/housing-community- development/. Não hesite em entrar em contato com nosso escritório em OHCD@newbedford-ma.gov se precisar de ajuda na tradução do PowerPoint. As perguntas podem ser feitas através da caixa de bate-papo disponível nesta reunião do Zoom, ou através do e-mail OHCD@newbedford-ma.gov. Todos os comentários e perguntas são bem-vindos. As respostas às perguntas frequentes serão publicadas on-line em três idiomas. 2
AGENDA ▪ ESG Refresher ▪ The SubRecipient Agreement ▪ Procurement ▪ Income Certification ▪ Reporting ▪ Monitoring ▪ ESG Forms ▪ Program Reminders ▪ Next Steps ESG | ESG-CV CV ▪ Contacts SUBRE RECIPI CIPIENT ▪ ESG-CV Grants TA WORKSHO SHOP P ▪ Remember… City of New Bedford Office of Housing and Community Development 3
ESG Refresher 4
ESG Refresher Five eligible ESG program components: ✓ Street Outreach; ✓ Emergency Shelter; ✓ Homeless Prevention; ✓ Rapid Re-Housing Assistance; and ✓ Homeless Management Information System (HMIS) 5
ESG Refresher Who is eligible for ESG? ✓ Very low income households ( those at or below 30% of the area median income ), ✓ People experiencing homelessness, or ✓ Those at-risk of homelessness. 6
ESG Refresher Talk to me about matching… ✓ Subrecipients must match ESG funds a minimum of 100% from non-ESG sources. ✓ Applicants may use any of the following as sources of match: ▪ Cash; ▪ The value or fair rental value of any donated material or building; ▪ The value of any lease on a building; ▪ Any salary paid to staff to carry out the program; and ▪ The value of the time and service contributed by volunteers to carry out the program. NOTE: Volunteers providing professional services [e.g. medical, legal services] are valued at the reasonable and customary rate in the community. 7
The Subrecipient Agreement 8
Subrecipient Agreement Why a Subrecipient Agreement ? ✓ The city is the recipient of federal ESG funding. ✓ As an agency awarded funding under this program, your agency must enter a contractual relationship with the city. ✓ The contract —or “ subrecipient agreement — follows the fiscal year. ✓ Your FY2020 agreement covers July 1, 2020 - June 30, 2021. 9
Subrecipient Agreement Key Sections of the Agreement: ✓ Signature Page ✓ Scope of Services ✓ Performance and Outcome Measurements ✓ Reimbursement Process / Form ✓ Budget Summary ✓ Reimbursement Basics ✓ Budget Amendment Process / Form ✓ Procurement Policy 10
Subrecipient Agreement Executing the Agreement: ✓ The subrecipient agreement is not a legally executed contract until it is properly signed by each of the signatories for both the city and your agency. ✓ It is required that your agency sign the document first; once that is done the city will sign it. ✓ Only an authorized signatory for your agency can sign this agreement. 11
Subrecipient Agreement Scope of Services: ✓ Based on the final description of the awarded activity and intended to describe the ESG funded activity. ✓ Each scope of service has the following: Total estimated # of person to be served Total estimated # of LMI persons to served Anticipated % of LMI persons to be served ✓ See Appendix A of your agreement. 12
Subrecipient Agreement Performance and Outcome Measurements: ✓ Information that helps assess the effectiveness of a program ✓ In the subrecipient agreement, the performance- based measurements section includes: Goals Inputs Proposed activity Expected outputs and outcomes Measurement ✓ See Appendix A of agreement. 13
Subrecipient Agreement Performance and Outcome Measurements: ✓ Information about how performance is reviewed in detail under the Monitoring section of this presentation. 14
Subrecipient Agreement Performance and Outcome Measurements: ✓ Your program will be expected to perform to established standards. ✓ The New Bedford Continuum of Care (the Homeless Service Providers Network-HSPN) has adopted Performance Standards for CoC projects and for ESG projects. ✓ You can access the Performance Standards document online at www.nbhspn.com or through the Office of Housing & Community Development. 15
Subrecipient Agreement Performance and Outcome Measurements: ✓ There are two kinds of performance standards: • System Performance Measures These are intended to provide a snapshot into the homeless response system of our entire coordinated CoC • Project Performance Measures These take a closer look at each project within the CoC and highlight goals and performance expectations by project type. 16
Subrecipient Agreement Performance and Outcome Measurements: ✓ As an ESG Subrecipient you will be focused on project performance measures. ✓ Again, information about specific performance standards is reviewed under the Monitoring section of this presentation. 17
Subrecipient Agreement Reimbursements ✓ You can invoice by submitting a “Request for Reimbursement “either monthly or quarterly: How do we get • Monthly requests should reflect the previous month. (ex. our money? Reimbursement for eligible program activities in July must be submitted by August 10th.) • Quarterly requests should reflect the quarter previous to the reimbursement submission . (ex: Second quarter reimbursement request must be submitted by January 10th.) ✓ All Requests for Reimbursement must always include all invoices, receipts, cancelled checks and other documentation justifying the claimed reimbursement costs. ✓ See Appendix B of the Subrecipient Agreement. 18
Subrecipient Agreement Reimbursements ✓ You need to pay attention to timing! • Expenses for Fiscal Year 2020 must fall between July 1, What gets 2020 through June 30, 2021. paid? • Costs incurred prior to July 1, 2020 are ineligible. • Final invoices for Fiscal Year 2020 must be submitted no later than July 9, 2021. 19
Subrecipient Agreement Reimbursements ✓ Use the Reimbursement Form! If you want to request reimbursement for your ESG eligible expenses, you must submit a completed reimbursement form and supporting documentation. ✓ Reimbursement Form must contain: • Date of Request • Authorized Signature • Period Covered by this request • Amount of Request Now • Current Expenditures ✓ See Appendix C 20
Subrecipient Agreement Reimbursements ✓ Other important sections! • Budget Adjustment (If required) • Current Expenditures • Cumulative Expenditures • Balance after this reimbursement ✓ The reimbursement form is an excel document that has formulas in each cell. ✓ Once you plug-in an amount in a cell, the form will auto calculate the total. 21
Subrecipient Agreement Reimbursements will only happen IF your invoice… …Is accompanied with supporting documentation. …Shows how items being reimbursed conform to your scope of services. …Includes documentation. If something is not “self explanatory” make a note on the invoice to explain how items support the project. And don’t even THINK about… …State and federal taxes, as well as late fees related to the payment of taxes, because they are ineligible and won’t be reimbursed. …Submitting an invoice after the due dates listed 22
Subrecipient Agreement Reimbursements 101 ✓ Check will be issued only All documentation is if… acceptable. ✓ Checks are generally 2 weeks from the date OHCD available… receives documentation. 23
Subrecipient Agreement Budget ✓ The Subrecipient Reimbursement Form provides an itemized breakdown of your approved ESG budget that includes the following: • Category Breakdown • ESG Budget • Budget Adjustment • Current Expenditure • Cumulative Expenditures • Balance after Reimbursement . ✓ See Appendix C of agreement. 24
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