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Project Administration
Environmental Review Process
Resolutions and Policies
Labor & Procurement
Financial and Audit
1. List of Files
2. Project Checklist
3. Quarterly Reporting
Application File Copy of Original Application
Correspondence dealing with application
Financial File Copy of Grant Agreement
Sub-agreement (if applicable)
Copies of drawdown request
with supporting invoices
submitted to WBC
Quarterly Reports
Any supporting
correspondence
Fair Housing File Resolution
Anti-displacement
Labor File Wage determinations
Bid/Procurement
Debarment information
Payroll Information
Other Related Items
Environmental File Copy of Environmental Review
Request for release of funds
Advertising related to
environmental comment and
HUD Form 7015.16
Audit & Close Out File Annual Audit Information
Monitoring Booklet
Close out Letters
•Quarterly Reports are due :
1st Qtr=April 15th
2nd Qtr=June 15th
3rd Qtr=October 15th
4th Qtr=January 15th
•Reports are completed online through WBC Reporting system.
•Log in and passwords are emailed to Project Administrator.
•Report Reminders are sent out the beginning of the month the
report is due.
System RequirementsThe Quarterly Reports software is designed to work on as many platforms as possible. Due to theimpossibly large combinations of client software, we must limit our officially supported clients to thefollowing:
• ALL CLIENTS: Adobe Flash 10• Windows 2000, XP, and Vista: Internet Explorer, Firefox, Opera• Mac OSX, Safari, Firefox, Internet Explorer
NOTE: If your client isn't listed, please try to use it on your current platform. If the platform will notsupport the application you may submit your report in hardcopy to the Wyoming Business Council.
1. Initial Application Screen A username and password
will be emailed to you the first time you are setup as a reporting contact in the system. You will always use the same username (your email address) and password to log into the Grant Reporting application. If you ever forget your password visit this screen and click the ―Forgot Your Password?‖ link. The application will send you a new randomized password at the email address registered for you.
NOTE: We recommend adding this web site to your list of favorites in your web browser.
Login
Once you have successfully logged in, you will be
presented with one of these scenarios:
1. You are the reporting contact on BRC, CFP, or
CDBG grant(s) only
2. You are the reporting
contact on both IRC and
Energy grants
The Navigation Menu
All navigation by the user is done through the menu in the upper left ofthe application. Entries in this menu can be clicked at any time to bringthe user to the desired area.
The Password Menu
The ―Password‖ menu option will allow you to change your
password.
Creating a Report
If not already highlighted, click on the ―Reports‖ view in the menu at the top of the
screen.
The Grants pane on the left of the screen lists the grants that require a report. If a
report does not exist, click the “Create New Grant Report‖ button in the lower
right hand area of the screen . The following screen will
be displayed:
IRC Grants: NOTE: Essay responses are limited to 300 words.•Basic
•Progress•Milestones•Economic Milestones•Commitments•Comments•Attachments
After making any changes to a report, click the Save Report button in
the lower right hand corner of the screen.
Editing and Submitting Reports
Reports with a status of draft and rejected are available to edit. When you
have completed your edits, click the Save Report button .
To submit the report for Business Council review, click the Submit Report
button in the lower right hand corner of the screen.
1. Introduction/General Information
2. Grant Award/Environmental Letter
3. ERR Guide #1,#2,#3,#4,#5-Statutory
Worksheet.
4. Statutory Checklist
5. Environmental Assessment
6. Combined Notice (FONSI and NOI/RRF)
7. Request for Release of Funds Form
• Protect health and safety, avoid or mitigate impacts that may
harm our clients,
• Avoid or mitigate any harm to the surrounding environment and
project site.
• Avoid litigation that could stop project on environmental grounds
• Avoid monitoring findings and/or loss of HUD financial assistance
to your project
• REQUIRED – by Federal Law & Regulation under the National
Environmental Policy Act of 1969 (NEPA) and NEPA related laws
Once your project has been awarded by the WBC board you will receive a Grant Award/Environmental Letter
Read this letter carefully as it contains important information for the administration of your grant.
If you have any questions contact your program manager Sandy Quinlan at [email protected] or 307-777-2825
Exempt=No Perceived NEPA (National
Environmental Policy Act) Impact
Types of Exempt Activities
› Study or Report Costs
› Public services with no physical changes
› Inspections & testing costs
› Engineering and design costs
› Technical assistance & training
› Disaster assistance for temporary
improvements
Categorical exclusions not subject to
§58.5 (CENST-Categorically Excluded Not
Subject To)
Categorical exclusions subject to §58.5
(CEST)
› Acquisition/rehab/improvements/reconstruction
of a public facilities
No Change in use
No change in size over 20%
› Removal of architectural barriers
Full NEPA review=EA or EIS› Environmental Assessment required when:
Project/activity is not ―exempt‖
Project/activity is not categorically excluded
Categorically excluded project/activity may have a significant environmental effect
› Environmental Impact Statement (EIS) required when:
Evident an EIS is warranted when preparing EA
EA results in a Finding of Significant Impact (FOSI)
EIS threshold is reached
Site Specific Checklist
› Historic Preservation (ref. 36 C.F.R. Part 800)
Your Project may require you to complete a statutory checklist.
There are instructions available on the WBC website to complete that checklist.
EA Content and Format General discussion items
› Existing conditions› Project vicinity› Trends› All potential environmental impacts (adverse and
beneficial); Human environment Various Federal environmental laws and authorities
› Mitigation› Alternatives› Environmental review subprocesses› Findings Finding of No Significant Impact (FONSI) Finding of Significant Impact (FOSI)
Finding of No Significant Impact and
Request for Release of Funds
An Example of this form can be found on
the website at:
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
1. Fair Housing Resolution
2. Residential Anti-
displacement/Relocation Plan
A federal requirement is a current Fair
Housing Resolution. This form can be found
on our website at
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
We also have a Fair Housing Brochure that
can be found at: http://www.wyomingbusiness.org/Do
cumentLibrary/CDBG/fair_housing_W
EB_2_11.pdf
http://www.wyomingbusiness.org/prog
ram/cdbg-forms-and-grantee-
information/3289
1. Requirements
2. Federal Labor Standards
Provisions
3. Davis-Bacon Act
Compliance and Reporting
4. Section 3• Disadvantaged Business
Directory
There is a Labor Standards Guide on our
website for your reference
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
An Example of this form can be found on
the website at:
http://www.wyomingbusiness.org/progra
m/cdbg-forms-and-grantee-
information/3289
This Document must be included in all bid
proposals.
All projects funded in whole or in part
through Federal Government dollars
All Contractors and Subcontractors
All Laborers and Mechanics employed
on such projects
All Building and Project Types with
contracts over $2,000
Auditors, Inspectors and Other Personnel
not performing physical or manual work
at the site of the work.
State, Local or Tribal Government
Employees
Designate someone on your staff to:› ensure all bid documents and contracts contain Federal
labor standards provisions and the applicable Davis-Bacon wage decisions,
› ensure contractors are not debarred: http://epls.arnet.gov
› ensure compliance by monitoring weekly payroll reports,
› Forward first payroll report to the Wyoming Business Council with your first draw request
› And keep good files—create a hard file for all wage decisions and weekly reports. This file must be kept for 5 years after project completion.
Useful technical assistance guide: http://www.hud.gov/offices/adm/hudclips/guidebooks/HUD-LR-4812/4812-LR.pdf
› Contact CDBG staff to determine appropriate wages 10 days before opening bids
› Submit Labor Standard Notice to CDBG before signing contract
› Ensure that Contractor is Displaying Proper Signage: http://www.dol.gov/whd/regs/compliance/posters/dav
is.htm
› Receive weekly Certified Payroll Record from your contractor (http://www.dol.gov/whd/forms/wh347.pdf)
› Verify Compliance of Wages Paid
› Forward the first Certified Payroll Record to CDBG staff with first draw request
wyomingbusiness.org
wyomingbusiness.org
Should be conducted on-site with
random employees
Use to verify that Contractors are paying
their employees properly, including
overtime and fringe benefits
Also
available
in Spanish
on WBC
website
Section 3 General Information
The Housing and Community Development Act of 1968 includes a provision (Section 3) designed to assist local economic development while improving neighborhood economic conditions. Section 3 requires that recipients of certain HUD funding provide, to the best of their abilities, job training, employment and contracting opportunities for low or very low income residents or business interests in connection with projects and activities in their neighborhood. This applies to CDBG projects in the amount of $200,000 or more. Section 3 is different from Minority and Women Owned business considerations as it is both race and gender neutral and instead focuses on those with low incomes.
A table to assist you with determining income levels (provided by HUD on an annual basis) and can be found on the Wyoming Business Council’s (WBC) website (http://www.wyomingbusiness.org/community/cdbg_forms.aspx). A listing of Wyoming’s Disadvantaged Business Enterprises can also be found there.
As CDBG grantee you will be responsible for making sure there is outreach to make low income
persons in your community aware of potential job training or employment that will result from a CDBG
project. The most appropriate manner for compliance may be incorporating this into the agreement
that is made with the project contractor. Contractors who receive more than $100,000 are required to
comply with Section 3 in the same manner as the grantee that provided funding to them.
The following link (http://www.hud.gov/offices/adm/hudclips/forms/files/60002.pdf) will help you
understand what information must be gathered for reporting. The reporting is NOT done by you as a
grantee of the state. The reporting is the responsibility of the WBC. However, please reference the
report form in order to gather the information which will be requested at the beginning of each calendar
year.
A person alleging a Section 3 complaint may file same at the regional Fair Housing Office
(www.hud.gov/offices/fheo).
The following Links may also be helpful.
General Information
http://www.hud.gov/offices/fheo/section3/section3.cfm
Section 3 Requirements
http://www.hud.gov/offices/fheo/section3/Sec3-Reporting-Guidance-cpd-finaL-1.31.pdf
Frequently Asked Questions
http://www.hud.gov/offices/fheo/section3/FAQ08.pdf
1. Instructions for Payment Request
• Sample of Pay Request
workbook
2. Circular A-133 Audit
Requirement
GRANTEE Award %
Grant Period: TO
Construction Period: TO
Contract/PO#:
Budget #:
CDBG Attachment
B Budget →CDBG Invoices
Total
Reimbursable
Amount Balance
Start Date End Date DDR Date DDR # -$
1 -$ -$ -$
2 -$ -$ -$
3 -$ -$ -$
4 -$ -$ -$
5 -$ -$ -$
6 -$ -$ -$
7 -$ -$ -$
8 -$ -$ -$
9 -$ -$ -$
10 -$ -$ -$
11 -$ -$ -$
12 -$ -$ -$
13 -$ -$ -$
14 -$ -$ -$
15 -$ -$ -$
Total Requested -$
CDBG Balance -$ -$
Request forms are automatically generated when grantee enters invoice amounts into the
appropriate cell relating to that request number. Click on the appropriate DDR Form Tab
below to access each form. Just print, sign & send form in with invoices.
Invoice Period
Covered
PROJECT NAME
Invoice Period
Covered- date of
first invoice
attached to request
form to the last
invoice date
Line Item categories from
Attachment B Budget in the Grant
Agreement
Grantee:
Project:
Request No. 1
Date:
Start Date:
End Date:
Invoice Amount% of Charges to
be Paid
Reimbursable
Amount
-$ -$
-$
Total CDBG
Budget
Total CDBG
Funds Requested
Total CDBG
Funds
Remaining
-$ $ - -$
Responsible Official Signature:
Printed Name:
Draw Down Request Contact Person:
Contact Title:
Phone Number:
Email Address:
Quarterly Report
Current?
Grant Agreement
expiration
CDBG Totals
Wyoming Business Council
Investment Ready Communities
Draw Down Request Form
CDBG Budget Categotries
Community
Draw Down Request Total:
Project
Invoice Period Covered
CDBG Budget Categotries
CDBG Invoices
Internal Use Only
I hereby certify that the above requested funds by the Grantee are a true and accurate request for funds
from the Wyoming Business Council Community Development Block Grant Program and that I am
authorized to sign this Draw Down Request.