CDBG Program updates and information
COVID-19 Phase Three application date adjusted
Over the past several weeks, the Office of Community and Rural Affairs (OCRA) has been in discussions with communities planning to apply for COVID-19 Response Program, Phase Three. It became evident from those discussions that more time is needed to properly prepare and complete their applications. Therefore, the Phase Three application due date is now March 11, with awards being announced on April 15.
COVID-19 Response Grant: Economic Development and Job Retention information
Due to the COVID-19 pandemic, a portion of the Community Development Block Grant (CDBG) funding has been utilized for economic development purposes, under the COVID-19 Response Program. Specifically, the funds are being used to help support small businesses and retain low to moderate income (LMI) jobs. These funds have been distributed in Phase 1 and 2 of the COVID-19 Response Program and are soon to be distributed in Phase 3. As of Dec. 23, 2020 these funds have aided 1,785 businesses and retained 9,845 jobs. The protocols in place for Phase 1 and Phase 2 will also be applied for Phase 3. These are the following:
- Funds are available for either grants or loans to small businesses;
- The local community will be responsible for the creation and distribution of application for participating businesses:
- LMI will be determined by the employees average yearly income from only that position based off of HUD 1 person family at 80% guideline;
- Aggregate LMI data for the community and review will be calculated using the CDBG COVID-19 Economic Recovery Form;
- All local awarded applications or letters of need from the businesses and finalized CDBG CV Economic Recovery Forms will be sent to Abigail Chapman (abchapman@ocra.in.gov) for review and approval before Release of Funds;
- All communities that distribute grants using these funds will report once a year for two years;
- All communities that distribute loans using these funds will report once a year in perpetuity;
- Reporting will be completed using the Grants Management System and there will be more information to come on that process;
- Further program criteria can be found here.
For all questions regarding the COVID-19 Response Program and/or job retention funds, please contact Abigail Chapman or your Community Liaison.
2021 Quarter Two Planning Grants
Based on the number of Planning Grant applications received for the first quarter of 2021, funds will not be available to open applications for the second quarter on Feb. 15. No formal announcement will be made until the program year funds have been extinguished.
Main Street Revitalization Program
In 2020, the Main Street Revitalization Program (MSRP) was suspended to re-allocate the funds toward the COVID-19 Response Program. OCRA is currently revising the program to align with the Indiana Main Street Program and its new levels. A timeline has not been finalized for announcing the revisions or when it will open for applications. When the program returns, MSRP will focus will be on sustainability, emphasizing the involvement of the local IMS organization and comprehensive redevelopment strategies. The IMS program is focused on revitalization efforts for downtowns through the nationally recognized four-point approach and shouldn’t be seen as a simply grant program.
2021 GA Training Certification and Continuing Education
OCRA has been redeveloping the existing Grant Administrator Certification Training program into an interactive online format and will be available for registration this spring. A new structure for these courses will be utilized, which will provide useful information to current and new grant administrators. The anticipated dates for the program will be May 3-12, 2021. During this time, individuals will be able to complete the entire certification program. Registration will open in March.
For 2021, Continuing Education for current Grant Administrators will be required. Virtual events are acceptable but must be on OCRA’s approved continuing education list. Please submit the virtual event information for approval to Bolanle Oladokun, OCRA’s CDBG Program Manager. Two GA Updates training will be offered this year with dates to be announced at a later date.
Special thanks to the individuals who responded in our survey in December. Please watch for more surveys related to training in the days ahead.
SAM Registration requirement reminder
All communities must be registered with the federal System for Award Management (SAM) at the time of application. Any applications submitted without an active registration will be immediately disqualified for funding. This is a federal regulation that OCRA must follow. Grant Administrators and communities are encouraged to make sure all registrations are in place early in the development and proposal process to ensure their SAM is active by application. SAM is a federal system, therefore OCRA can only provide advice on issues.
Income Survey reminders
As a reminder, all applicants must include a letter justifying conducting an income survey, the current calculation of the smallest HUD geography, and a map that outlines the service area. If possible, please combined all three elements within one attached PDF.
If a community is planning to use a previously approved income survey, grant administrators must seek permission from OCRA prior to submission. Communities that qualify using census data do not need to seek OCRA approval prior to submitting an application.
Those submitting permission to conduct an income survey, please include OCRA’s CDBG Program Manager, Bolanle Oladokun.
Expect changes to GMS during FEEPS and Environmental Review
As improvements are being made to the Electronic Grants Management System, 2021 awarded applicants can expect to see changes to the FEEPS and ER process post award. More training on the changes will be provided directly to Grant Administrators as grants are awarded.
CDBG Records Retention policy change
OCRA is required to update CDBG grants records retention policy based on guidance from HUD. A previous CDBG grant retention policy was to keep all information for five years after the grant’s closeout. Unfortunately, prior interpretation of the phrase “closeout of the grant” in the federal regulation to mean the closeout of the grant between OCRA and a community was determined to be incorrect by HUD. Instead, the phrase refers to closeout of the grant between HUD and OCRA. As such, OCRA is updating the policy to read: “Records related to CDBG awards made by OCRA to communities, must be maintained for five years from the closeout of the federal grant between OCRA and HUD.”
OCRA will issue notices to communities when it closes grants with HUD in order for communities to know when records become eligible for destruction.
Currently, HUD has open grants with OCRA each year from 2005 to 2020, including Disaster Recovery grants. Please continue to retain files related to grants from those years. If you have any questions, please reach out to Grants Services or CDBG staff.
Under the leadership
of Lieutenant Governor Suzanne Crouch, who also serves as the Secretary of Rural
Development, the Indiana Office of Community and Rural Affairs’ (OCRA) mission
is to work with local, state and national partners to provide resources and
technical assistance to assist communities in shaping and achieving their
vision for community and economic development. For more information, visit
ocra.in.gov.
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