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CDBG Nonprofit Provider Application 501(c)3 for Program Year 2021

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The City of Elyria’s Office of Community Development is accepting applications from qualified non-profit organizations and City departments interested in providing services that address one or more of the public service needs targeted in the City’s Community Development Block Grant (CDBG) program.  Public Service activities are an eligible category for use of CDBG funds.  The City of Elyria may consider funding entities to carry out such activities, but is not required to fund Public Activities. The City may choose to fund an amount of Public Services at or below $111,970.95.

Applications are due to the Office of Community Development by 12:00 Noon October 1, 2020. 

Late requests and submittals will not be accepted. 

Eligible Public Service Actions/Scope of Work

Under this program, CDBG funds may be used to provide public services (including labor, supplies, materials and other costs), provided the public service is:

  • A new service; or
  • A quantifiable increase in the level of a service

Eligible public service activities include, but are not limited to:

  • Child Care Services
  • Crime Awareness
  • Handicapped Services
  • Health Services
  • Employment /Training Services
  • Fair housing activities (a requirement of CDBG)
  • Senior Services
  • Youth Services

The completed application must address one or more of the eligible public service needs listed above and must serve primarily low to moderate-income persons in City of Elyria. It is the intent of the City of Elyria to fund those activities that meet a high priority in the City’s Consolidated Plan and comply with at least one (1) of the three (3) CDBG National Objectives:

 

  1. Benefit to low-moderate-income persons;
  2. Aid in the prevention or elimination of slums or blight, or;
  3. Meet community development needs having a particular urgency.
Funding Allocation

The City of Elyria expects to receive $746,473 in CDBG funding for the 2021 Fiscal Year. The CDBG allocation for public service requests is capped at 15% of the total annual allocation plus 15% of the prior years’ program income. The City may choose to fund an amount of Public Services at or below $111,970.95. However, if Elyria’s allocation is less than $746,473, the public service budget must be reduced.

The selection process of applications for funding will be based upon an evaluation of the organizational capacity as well as written information provided in comparison to the needs outlined in the City’s Five-year Consolidated Plan and Annual Action Plans.

This application is offered in accordance with federal and state requirements governing procurement of professional services. Accordingly, the City of Elyria reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and services proposed; and, the City reserves the right to reject any and all responses that:

  1. Do not meet a national objective;
  2. Are deemed not feasible;
  3. Do not meet a local need;
  4. Do not serve eligible or intended beneficiaries.
Funding Timeline

Application funding recommendations made by the Office of Community Development staff will be forwarded to the City Council for approval as part of the Annual Action Plan process. The process has been finalized by January 15th every year with the submittal of the Action Plan to HUD. However, HUD has instructed grantees to not submit their plans until the final allocations are announced. This may not occur before January 15th. Once HUD approves the plan and funds are released, a funding agreement will be signed between the City of Elyria and the subrecipient. Expenditures incurred prior to the execution of funding agreement cannot be reimbursed.

Funding agreements will have an implementation period (from date of “notice to proceed”) and completion deadline no later than December 31, 2021.

Contractual Requirements

Each subrecipient selected to receive funds is required to sign a Subrecipient Agreement with the City. No costs incurred prior to the execution of a subrecipient agreement with the City are reimbursable. After the execution of an agreement with the City, no funds are to be spent until a “notice to proceed” letter, including the dollar amount of the grant award, is issued by the Office of Community Development.

Please note: the actual funding amount may change between the date of the approval of the Annual Action Plan and the actual allocation date of release of funding from HUD.

Under CDBG regulations, certain requirements must be met in order to negotiate a Subrecipient Agreement. These requirements include the following:

  1. Applicants must certify that they are a non-profit organization or a governmental agency.
  2. After an application is approved for funding, a Subrecipient Agreement will be prepared and sent by the City to the person identified by the applicant as the authorized official for signature. The contract will specify the amount of the award, the period for which the project is approved, the contract term(s) and administrative provisions. Special conditions attached to the award will also be specified in the agreement.
  3. Each agency receiving CDBG funding from the City is required to certify that it will conduct its business in compliance with the non-discrimination requirements of the City of Elyria, state and federal governments, as applicable. Equal Opportunity Employment policies will be required.
  4. In the event of non-compliance, the agreement may be terminated or suspended in whole or in part by the City of Elyria.
  5. All subrecipients will be required to comply with the federal government audit requirements as described in 2 CFR 200.

 

Required Documents

The following documents are required for each application; a checklist of their completion is included in the downloadable application; 18 copies are needed for your submission:

  • Completed Application
  • Narrative on the Agency/Organization
  • Narrative on the Project/Proposal
  • Articles of Incorporation/Bylaws
  • Current Proof of Nonprofit Determination, 501(c)3, unless furthering economic development by way of microenterprises
  • List of Board of Directors (indicate officers) 
  • Authorization from Board to Request Funds
  • Organizational Chart of Agency/Organization
  • Qualifications of Program Administrator (2 page limit) 
  • Agency Financial Statement and Copy of Most Recent Audit
  • Completed Budget Sheet (include line item costs associated to CDBG funds requested) 
  • Revenue Sheet and Certifications (in application)
  • Certificate of Good Standing with the State
  • State and Federal Tax Determination Letters or other Third-Party Verification that Agency is Tax Exempt 

Please submit only what has been requested above. Incomplete submissions will not be considered or presented to City Council. You must submit this application form with all supporting documentation listed above.

Agency & Project Narrative Instructions

Please note that both the agency and project narratives must be typewritten and cannot exceed five (5) pages. 

All project information must be included in the draft Action Plan that will be made available for public comment as part of the citizen participation process. The draft plan will be made available for public viewing on October 30, 2020.

Agency narrative should include the following elements:

  • Length of time agency has been in operation;
  • Purpose of the agency and its capabilities;
  • Types of services the agency currently provides;
  • Audit requirements of the agency on State/Federal level. This should include verification that the Agency is in compliance with all Audit requirements.

 Program/project narrative should include the following elements:

  • Brief description of proposed program/project including the need or problem to be addressed.
  • Population to be served and/or area to be benefited.
  • Describe the work to be performed including the activities to be undertaken or the services to be provided. Description of how the proposed project will be a National Objective.
  • Describe goals/objectives and the implementation schedule (Remember, the program year does not commence until March 1, 2021, however, no cost incurred prior to signing a contract with the City will be reimbursed. Please be advised, the City will not enter into contracts until the City receives HUD approval of the Action Plan, which may occur at a later date). Include the proposed program/project budget specifying line item costs such as personnel, supplies, etc.
  • Discuss the intended staffing for the program/project.
  • Outline other sources of funding sought and secured for this program/project. Are the other funds restricted?  If so, how? List all available sources of funding and verification that the Agency has the financial capacity to administer program while awaiting CDBG fund reimbursement.
  • If you were funded by the City previously, detail your accomplishments with those funds, including the number of persons served. Funding requests must be used to expand existing services or provide new services. This will be highly scrutinized. Describe how the request will be to expand services or provide new services.

The Process

Applicants are encouraged to attend the scheduled information meeting for requesting funds on Wednesday, September 9th at 5:00 PM. 

Join via Computer or Zoom App:

Join via Telephone: 

  • One Tap Mobile: +16468769923,,86478710894#
  • Traditional: +1 646 876 9923 | Meeting ID: 864 7871 0894

Completed applications must be received by the Office of Community Development by 12:00 PM (Noon) October 1, 2020. 

Late requests and submittals will not be accepted.  

A representative of your organization is recommended to be present and answer any questions presented by the Council members for the second public hearing which will be scheduled October 13, 2020 and/or the third public hearing which will be scheduled for October 26, 2020.

At the second and third public hearing, your representative may be given the opportunity to speak on behalf of your organization. These public hearings will be held in Council Chambers at 6:00 PM at Elyria City Hall, 131 Court Street, Elyria, Ohio 44035.

It will be at the discretion of the Council Committee and City Council to allow additional presentations during their meetings.

Awarded and/or denied applications will both receive notice via phone and/or email from the Office of Community Development.

Notice on the Availability of Funds for Next Fiscal Year: There is no implicit or explicit guarantee funding will be allocated or renewed; consequently, if funds are not allocated or are reduced, the City of Elyria reserves the right to notify the non-profit provider that funding is unavailable. No liability shall accrue to the City of Elyria in the event this provision is exercised; and, the City of Elyria shall not be obligated or liable for any damages as a result of termination under this paragraph.

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