3 CDBG Disaster Recovery Program Information Workshop Monday

3 CDBG Disaster Recovery Program Information Workshop Monday, February 1, 2010

Amendment to DR 1 n Two separate programs n Non-FEMA projects • Completed • To-Be-Completed • Projects NOT included in the FEMA Public Assistance match program • Wastewater, storm drainage, bridges, public facilities n Dams/Levees n For specific projects contact Community Liaison

Non-FEMA Projects n No limits on projects per applicant n May not be on the CDBG findings/ineligible list n CFF/PL grant limits do not apply n Must meet LMI or Urgent Need n No required match n Actual grant amounts are determined on a case by case basis and the amount of assistance will be dependent upon the evaluation factors

Completed Projects Program n For all projects that are completely finished n Competitive n Applications Due: April 1, 2010 n 4 applications (1 original, three copies) n Announcements on May 28 th n ER Certificate of Exemption in application n CEO signs project completion certification

To-Be-Completed Program n For all projects that are NOT finished n Competitive n Applications Due: May 14, 2010 n 4 applications (1 original, three copies) n Announcements on July 2 nd n Normal CDBG FEEPS Requirements

Scoring Criteria n Projects/applications will be evaluated using the following criteria: n n The importance of the project to post disaster recovery of the applicant; The financial impact of the project on the applicant; The percentage of low-to-moderate income persons served; The relative economic distress of the applicant.

Dams & Levees Program n Applications accepted beginning on first come, first serve basis n Non-competitive n Projects must be listed on DNR High/Significant Hazard List n Appendix B Information n See Handouts: n n Information needed for Dams Information needed for Levees Cover Letter with Applicant Name and Project Name Signed and Stamped by project Engineer

Scoring Criteria n Projects/applications will be evaluated using the following criteria: n The extent of damage caused by FEMA Disaster 1766 n The importance of the project to post disaster recovery of the applicant n The DNR assessed hazard level n The percentage of low-to-moderate income persons served n The relative economic distress of the applicant

Grant Administration n OCRA Certified Grant Administrator required n Using the Small Purchase method will be allowed for amounts under $50 K as long as local polices allow it (the community may have a lower Small Purchase threshold).

Grant Administration Fees Completed Projects n General Administration n n Labor Standards will not be allowed on DR 1 completed projects If the project cost is over $100, 000 - $500 for Environmental Review plus 1% Grant Administration will be allowed If the project cost is $100, 000– $1, 501 will be allowed ($500 for Environmental Review + $1, 000 Grant Administration) If the project cost is $1, 001 - $1, 500 - Grant Administration of $1000 is allowed If the project cost is $1, 000 or less – Grant Administration of $500 is allowed

Grant Administration Fees To-Be-Completed Projects n General Administration n $1 to $1, 500, 000 3% of Grant Amount n $1, 500, 001 and above 2. 5% of Grant Amount n Labor Standards $5, 000 maximum n Environmental Review n $3, 000 maximum n

Grant Administration Fees Dams & Levees Program n General Administration n Three percent (3%) of Grant Amount n Environmental Review n n $3, 000 maximum Labor Standards (based on Total Project Cost) n n n Up to $2, 000 $5, 000 $2, 000, 001 - $5, 000 $7, 000 $5, 000, 001 and up $9, 000

General Information n DO NOT bind application in any way n DO NOT include a cover sheet n Applicant Information Page is the very first page, do not include checklist page

Project Description n Cause of damage should be explained. (Include color photos of damage) n If work was denied by FEMA or not discovered until after the fact, justification must be provided. (appropriate documentation should be included in appendix D) n Project Description must match detailed budget n Project Description should not include normal maintenance costs

Financial Impact n Include explanation of applicant’s (sub- recipient’s) financial status and why the community cannot afford the project without grant assistance. n Include any applicable rate increases or fees that would be associated with the implementation of the project n Include other resources investigated

Detailed Budget Pages n Detailed Budget Pages MUST include breakdown between CDBG, and other local funding

Detailed Budget Page FEMA

Beneficiary Pages n Beneficiary page must be: Properly completed n Consistent with the Census/Income Survey n

Income Surveys n Good for 6 years from original date of certification Original Certification – January 2007 n Survey Expires – January 2013 n n Responses are good for 6 years n MUST include signed certification letter and recertification (if applicable) n This is an exception for Disaster Recovery Only

Public Hearing/Resolution Documentation n Applicant MUST advertise public notice a minimum of 10 days prior to meeting. n One hearing MUST take place prior to application n Application Must Include: n Original Publishers Affidavit n Original/Signed Public Hearing Minutes n thoroughly document meeting n n n Authorization to Conduct Hearings (if applicable) Original Sign-in Sheet Original Resolutions

Status of Environmental Review Process Form n A box has been added for Categorically Excluded projects n Exempt projects complete Certificate of Exemption form n Mark “yes” in the appropriate “All Agencies Contacted” boxes n Format II not required in the application, but you DO need to complete the “Environmental Agency Contact Listing” form

Status of Environmental Review Process Form n Should have already submitted the categorically excluded activity notification letter with complete description of project n OCRA will either agree or disagree with evaluation n OCRA will respond with a list of agencies that need to be contacted or let you know full assessment is necessary n FINAL SHPO letters required at time of application

Floodplain and Wetland Management n If any part of the project is located within a 100 year floodplain or in a wetland… n HUD 8 -step decision making process n This process must be documented and kept in the ER file

Status of Environmental Review Process Form

Overdue Document Status n Applications will not be approved if the applicant is not in compliance with all requirements of a current or past CDBG grant.

Post Award Deadlines n ER Deadline – two months n n Publish locally Submit documentation to OCRA n Bid Deadline – six months n n n IFB Notice (original) Proof of Publication Certified Bid Tabulation n ROF Deadline – eight months n See checklist on website

Post Award Deadlines n Please be aware that we are monitoring projects before and after Release of Funds. Do not start construction until you have received ROF n Do not submit Start of Construction Notice until you have actually started construction n

Q&A

Contact OCRA Indiana Office of Community and Rural Affairs One North Capitol, Suite 600 Indianapolis, Indiana 46204 800. 824. 2476 www. ocra. IN. gov