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					WELCOME TO…
Your duties…

• ASK QUESTIONS
• PARTICIPATE, BE INVOLVED
• USE ―THE BIN‖
OBJECTIVE:

 Tohelp each applicant clearly
 understand how to maneuver
 within the application and
 answer each question
 completely and appropriately.
SUBMISSION DEADLINE

   Applications are due no later than
    4:00 p.m. on March 9th, 2009.
    –   Faxes or electronic applications will not be
        accepted.
    –   Applications submitted after the deadline
        will not be accepted and/or considered.
SUBMISSION REQUIREMENTS
   One (1) original application (including
    attachments 1, & 2) PLUS four (4) copies of
    the application must be submitted to the
    Community Development Dept.
   Three (3) copies of the required documents
    listed on the bottom of Page 9 should
    accompany the original application.
   Signatures on Page 10 should be in BLUE
    INK!
    OPENING THE
    APPLICATION
•   The application is in Microsoft Excel (MSExcel) format.
•   Open MSExcel program.
•   Go to File, then Open.
•   Click on
    ―HOME Program Application for 2009-2010 Funding.xls‖
•   Then click on open.
•   A pop-up window should appear advising the user that the
    file contains macros, click on ―enable macros.‖
    USING
    THE APPLICATION
•   There are 13 worksheet tabs at the bottom of
    the screen
•   Click on each tab to access each worksheet.
•   The formulas and formatting are password
    protected!
•   Users will only be able to edit those cells
    highlighted in GREEN.
•   Use Tab key keep to move forward, Use Shift &
    Tab keys to move backward.
    Section A
    Applicant Information
•   Project Name                 •   Preparer’s Name
•   Legal Name                   •   Telephone with Area Code
•   Federal Tax ID Number        •   Fax Number with Area
•   DUNS Number                      Code
•   Mailing Address              •   Email Address
•   City/State/Zip               •   Financial Officer’s Name
•   Work Days
                                 •   Telephone with Area Code
•   Work Hours
                                 •   Fax Number with Area
•   Name of Executive Director
                                     Code
•   Telephone with Area Code
                                 •   Email Address
•   Fax Number with Area
    Code
•   Email Address
What is a DUNS Number?
   Stands for Data Universal Numbering System
   Office of Management and Budget (OMB) now requires
    all grant applicants to have one.
How is a DUNS Number used?
   To track entities receiving those awards and their
    business relationships
   Also to validate address and point of contact
    information
   Only way the government can determine hierarchical
    and family-tree data for related organizations
   To apply for federal funds including HOME funds, you
    MUST have a DUNS number.
How do I get a DUNS Number?
   Apply for one online:
    https://eupdate.dnb.com/requestoptions.asp
    or www.grants.gov
   APPLY NOW-DO NOT WAIT!
   It can take up to 30 days to receive your DUNS
    number in the mail.
   They are FREE!
Section B.
Capacity Information
   1. Agency’s Mission/Goals, please limit to 50 words
    or less to avoid losing points
   2.a. Enter # of years agency has been in business
   2.b. Enter # of years agency has operated as a 501
    (c) (3)
   2.c. Answer Y or N, if Agency has operated under
    another name, list names to avoid losing points
   2.d. Enter # of years agency has conducted the
    program for which funding is being requested
Section B. Continued…
   3.a. Thru 3.f., Answer Y, only if you have written
    policies covering the listed topics.
   If your agency does not have these written policies,
    you should take steps to develop and adopt these
    policies before the 2009-2010 begins. FAILURE TO DO
    SO MAY DELAY OR SUSPEND ANY CDBG/HOME GRANT
    AWARDED.
   4. Answer Y, if the agency has been involved in any
    lawsuits
Section B. Continued…

   5. Answer Y, if there outstanding judgments against
    the agency
   6. Answer Y, if the agency has filed a petition for
    bankruptcy or petition for bankruptcy has been filed
    against the agency
   7. Answer Y, if any conflicts of interest apply.
   If Agency answered Y, to any of questions 7.a. thru
    7.f., BE SURE TO PROVIDE AN EXPLANATION!
Section B./Questions 7.a. thru 7.f.

 Answering   Y to questions 7.a. thru
 7.f., will not disqualify a project.
 HOWEVER, FAILURE TO DISCLOSE
 A CONFLICT OF INTEREST WILL BE
 GROUNDS FOR DISQUALIFICATION
 and will result in a loss of points for
 all of Section B.
Conflict of Interest
   WHAT IS IT?-- “Conflict of interest” means that
    because of other activities or relationships with other
    persons, a person may be unable or potentially
    unable to render impartial assistance or advice, or
    the person’s objectivity in performing the contract
    work is or might be otherwise impaired, or a person
    has an unfair competitive advantage.
   Example: If your Board Member is on the
    Community Development Advisory Board-A
    CONFLICT EXISTS!
   If one of your Board Members is an employee of the
    City of Harlingen-A CONFLICT EXISTS!
 Section C. Project Information
• 1. Indicate what type of project you are seeking
  funding for…
      Homebuyer, Rental,   TBRA, or
        Homeowner-Occupied Rehab
Section C. Project Information

• 2. Briefly describe the program for which
  you are seeking funding.
• 3. Define the area (location) where
  housing will be provided.
Section C. Project Information


• 4a. Indicate whether there are other
 organizations providing similar projects or
 services.

• 4b. Fill in table using actual data and
 waiting list from fiscal year 2007-2008.
Section C. Continued…

   5. Enter the estimated number of
    individuals or families that will be
    assisted in 2008-2009 and 2009-2010.
HOME-Section D.
Project/Beneficiary Eligibility
1.   To be eligible for HOME funds, project personnel must
     keep source documentation on its beneficiaries.
     Please indicate which type(s) of source
     documentation, project staff will use to determine
     whether beneficiaries are eligible to receive HOME
     funds.
2.   Indicate whether your agency can provide the
     required documentation for each individual/household
     benefiting from HOME funding.
Section E.
Logical Model Continued…
 1. Enter Legal Name of Organization
 2. Enter Project Name
 3. Use pull-down menu to choose a Priority Need
 Category:
               Affordable Housing
 4. Use pull-down menu to choose an specific
 Objective:
             to provide decent housing

 5. Use pull-down menu to choose a service activity.
Section E.
Logical Model Continued…
6. Type in the number of households to be served, or
   housing units to be created or rehabilitated.
7. Use pull-down menu to choose an Accomplishment
   Type (units/households)
8. Use pull-down menu to choose a Performance
   Indicator. If you do not see an indicator that matches
   your service activity, use the OTHER (TYPE IN) fields
   to type in a performance indicator.
9. Use pull-down menu to choose an evaluation tool(s).
Section F. Budget/Leveraging
   1. Attachment 1-Attach copy of Applicant’s Current
    Budget for Fiscal Year 2008-09 (10-1-08 – 9-30-
    09) or Calendar Year 2009 (1-1-09 - 12-31-09). This is
    your current budget.
   2. Attachment 2-Attach copy of Applicant’s End of
    the Year Budget for Fiscal Year 2007-08 (10-1-07
    – 9-30-08) or Calendar 2008 (1-1-08 – 12-31-08).

 BE  SURE TO LABEL EACH
    ATTACHMENT ACCORDINGLY.
Section F. Continued…
   3.a. Will fill in automatically once applicant
    completes table 3.b.

   3.b. Indicate what HOME funding will be used
    for. Enter specific line items, quantities, and
    dollar amounts.
Section F. Continued…
   4. Show that you have solicited funds from
    other sources to support the project for which
    you are seeking HOME funding. Be specific by
    listing type, funding source, dollars
    requested/awarded, and use of funds.

   5. List the type of, date of, dollars anticipated,
    dollars raised as a result of, and designated
    use of funds resulting from fundraising events
    held during the past year.
Section F. Continued…
•   Personnel salaries and benefits can be
    requested as part of your budget but must
    meet the following:
     – Personnel must be directly linked to the
       administration of an eligible program
       activity
     – Must be able to provide a Job Description
       listing the primary duties of funded
       position
     – Positions such as Executive Director,
       Finance Director, and/or Secretary are not
       eligible.
Section F. Continued…

   Mileage can be requested as part of your budget
    but must meet the following:
     – Mileage reimbursement is less than or equal to
       the City’s mileage policy;
     – Mileage is incurred visiting with eligible City of
       Harlingen beneficiaries;
     – Mileage is signed by the employee and authorized
       by the director;
     – Mileage request is accompanied by cancelled
       check.
Section F. Continued…
   The purchase of equipment is generally not an eligible
    expense
   Since funds must directly benefit low to moderate
    income persons, check with staff before including
    purchases in your request. Keep in mind:
    –   Purchases up to $500, must have 3 to 5 verbal
        quotations that are documented in a written format
    –   Purchases over $500 but not exceeding $24,999.99, must
        have 3 written quotations on vendor letterhead.
    –   Purchase of $25,000 or more, require formal bids.
Section F. Continued…

Total administrative
 costs cannot exceed 10
 percent of each year’s
 HOME allocation
Section G. Project Budget

1.   List anticipated Project Revenues for FY
     2009-2010.
     Indicate whether funds are committed or
     not. Type ―Y‖ if dollars are committed,
     ―N‖ if they are not.
     Leveraging Ratio will fill in on its own
     (protected field.)
Section G. Continued…
   2. List of Project-Related Staff—List project personnel,
    identify as Full-Time or Part-Time, list their estimated
    salary and indicated whether their salary will be City-
    funded or not.
   3.a. List of project expenditures and indicate whether
    expense will be City-funded or not.
   3.b. If City funds are to be used for equipment
    purchases, explain your bidding process or
    procurement procedures.
Section H.
Checklist/Certification
   Use the checklist as your tool to ensure that
    all sections of the application have been
    completed and all attachments and required
    documents are included with your
    submission.

   Be sure that all boxes are either checked Y or
    N. If any boxes are checked N, it is possible
    that your application is incomplete.
Section H.
Checklist/Certification
   Be sure that you have attached three copies
    of all required documents.

   BE SURE THAT APPLICATION IS SIGNED BY
    DIRECTOR AND CHAIRPERSON OF THE
    BOARD IN BLUE INK!!!
Required Attachments
   Attachment 1 – 2008-2009 Fiscal or 2009 Calendar
   Attachment 2 –End of the Year Budget-Fiscal 9-30-08
    or Calendar 12/31/08.
   1 original application (including attachments) and
    four copies of the application (including attachments)
   Plus 3 copies of the required documents
Required Documents
   IRS Tax Determination Letter of 501 (c) (3) Status or proof of
    public nonprofit status
   Most recent audit with Management Letter (2006 or later)
   If audit contains findings or reportable conditions,
    applicants should also submit a statement of corrective
    action as well.
   Most recent IRS Tax Form 990 Tax Form
   Organizational Chart identifying key personnel and their titles
   Board of Directors Listing with mailing and email addresses
   Commercial Liability Insurance Certificate
   Capacity Statement
   Letters of support from 2 agencies/businesses that your agency
    collaborates with. (project-specific AND current)
Other Required Documents
   If funded, Agency may also be asked to submit the following:
     – By-Laws
     – Articles of Incorporation
     – IRS Tax Form 941 (Quarterly)/with proof of payment
     – Certificates of Insurance (Auto & Commercial Liability)
     – Conflict of Interest Affidavit for Executive Director
     – Copy of Personnel Policy w/ Job Descriptions
     – Copy of Purchasing Policy
     – Copy of Financial Procedures Manual
TIPS
   Double check word limits.
   All policies listed on page 2 (Section B.3.) will be
    required, if funded.
   The City is required to show leveraging. Therefore,
    agencies must show a vested interest in their programs
    by actively soliciting donations, fund raisers, etc.
   DO NOT embellish your revenues or expenses.
    Falsifying information does not lend itself toward more
    funding. Look closely at what you have presented as
    your financial need.
TIPS
   Fiscal Responsibility – Is the agency monitoring
    revenues versus expenses?
    –   Are pay raises given even though the agency is over
        budget ?
    –   Are services duplicated?
    –   Are expenses reasonable and necessary?
    –   Are administrative costs increasing and services
        decreasing?
    –   Are there surplus funds at the end of each year, year
        after year?
    –   Are budgets submitted an accurate accounting of the
        agency’s financial status?
Audits

   What is a Management Letter? ANSWER: It a
    letter that addresses the content of the audit such as
    internal controls, material weaknesses, compliance
    violations and non-reportable conditions through
    comments or recommendations by the auditors.
   Responses by the Agency to the Management letter
    may also be included.
   If funded, you must submit your audit within 90 days
    of the end of your program year.
Monitoring Reviews
   The City will conduct an onsite monitoring review at
    least once annually if you are funded.
   The City will conduct desk reviews monthly to
    ensure compliance with all provisions of the
    executed agreements.
OTHER REQUIREMENTS
   Fair Housing, Executive Order 11063
   Section 109 of the Act (no discrimination)*
   Labor Standards
   Environmental Standards*
   National Flood Insurance
   Displacement/Relocation
   Employment and Contracting Opportunities*
* APPLIES TO ALL ORGANIZATIONS
OTHER REQUIREMENTS
   Lead-based Paint
   Use of debarred contractors & sub-recipients*
  Uniform administrative requirements and cost
principles*
   Conflict of Interest*
   Executive Order 12372
  Sec. 85.42 Retention & access requirements for
records. *
* APPLIES TO ALL ORGANIZATIONS
QUESTIONS???

   Tammy DeGannes will be your primary contact for
    policy/regulatory guidance. All questions about the
    application should be directly sent to her attention via
    email and a copy to Brandy Garza:
      cdbgsec@myharlingen.us
      Bgarza@myharlingen.us

   If you do not receive a response within 48
    hours, please call us at 216-5180!

				
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