Community Services Block Grant (CSBG) Program Manual 2021 - Indiana

Community Services Block Grant (CSBG) Program Manual

2021

Contents

Contents .......................................................................................................................... 0

Appendices ..................................................................................................................... 2

Commonly-Used Acronyms ............................................................................................. 3

1. Introduction ................................................................................................................. 5

1.1 About the Community Services Block Grant (CSBG) Program .............................. 5

1.2 CSBG Eligible Entities and Community Action Agencies ....................................... 5

1.3 Indiana Housing and Community Development Authority (IHCDA) ....................... 7

1.3.1 IHCDA Contacts .............................................................................................. 8

1.3.2 When to Contact IHCDA: Staff Changes, Updated Contact Information and

Fraud ........................................................................................................................ 9

1.3.3 IHCDA Website and Email Notices .................................................................. 9

2. Use of CSBG Funds .................................................................................................. 10

2.1 Goals of CSBG and Community Action Programs ............................................... 10

2.2 General Uses for CSBG Funds ............................................................................ 11

2.3 Income Limits ....................................................................................................... 12

2.4 Federal Regulations on Eligible Expenses/Allowable Costs ................................ 12

2.5 Procurement Policies ........................................................................................... 12

2.6 Purchases that Require Prior IHCDA Approval .................................................... 13

2.7 Unallowable CSBG Uses ..................................................................................... 14

3. CSBG Awards ........................................................................................................... 15

3.1 CSBG Allocation .................................................................................................. 15

3.2 CSBG Subgrantee Agreements ........................................................................... 16

4. Other CAA Responsibilities ....................................................................................... 17

4.1 Community Needs Assessment ........................................................................... 17

4.1.1 CNA Content.................................................................................................. 17

4.1.2 CNA Use/Presentation ................................................................................... 18

4.2 Strategic Plan ....................................................................................................... 19

4.2.1 Strategic Plan Content ................................................................................... 19

4.2.2 Strategic Plan Use/Presentation .................................................................... 20

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4.3 Community Action Plan ........................................................................................ 20

4.3.1 CAP Content .................................................................................................. 20

4.3.2 CAP Use/Presentation ................................................................................... 21

4.4 Annual Report (formerly IS Report) ...................................................................... 21

4.4.1 Annual Report Content .................................................................................. 21

4.4.2 Annual Report Use/Presentation ................................................................... 22

4.5 Risk Assessments ................................................................................................ 23

4.5.1 Risk Assessment Content .............................................................................. 23

4.5.2 Risk Assessment Use/Presentation ............................................................... 23

4.6 Eligibility Determination ........................................................................................ 23

4.6.1 Types of Participant Income Verification ........................................................ 23

4.6.2 Community Eligibility ...................................................................................... 24

4.6.3 Eligibility Determination for Programs Partially Funded with CSBG ............... 24

4.6.4 Instances When Eligibility Verification Is Not Required .................................. 25

4.7 Partnership Development, Evaluation and Documentation .................................. 25

5. CAA Board Requirements ......................................................................................... 25

5.1 Tripartite Compliance ........................................................................................... 25

5.2 Board Membership and Vacancy Requirements .................................................. 26

5.3 Democratic Selection for Low-Income Representatives ....................................... 26

5.4 Board Responsibilities.......................................................................................... 27

6. Monitoring ................................................................................................................. 29

6.1 Community Programs Division On-site Monitoring Approach .............................. 30

6.2 State Monitoring Tool (CAR Tool) ........................................................................ 30

6.3 Monitoring Scores ................................................................................................ 31

7. Training, Technical Assistance and Additional Funding Opportunities ...................... 31

7.1 Annual Network T/TA Contract ............................................................................ 32

7.2 Indiana Community Action Conference ................................................................ 32

7.3 Special Training Series ........................................................................................ 32

7.4 Staff/Board Development Funding ....................................................................... 32

7.5 Monitoring T&TA Funding .................................................................................... 33

7.6 Other Direct T&TA Funding.................................................................................. 33

7.7 Impact Grants ...................................................................................................... 34

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7.7.1 Family & Community Impact Grants .............................................................. 34

7.7.2 Agency Impact Grants ................................................................................... 34

7.8 Supplement to the Network .................................................................................. 34

8. Reduction or Termination in Funding ........................................................................ 35

8.1 When IHCDA Places a Temporary Hold on CAA CSBG Funding ........................ 35

8.2 Reducing or Terminating a CAA¡¯s CSBG Funds .................................................. 35

Appendices

Appendix A

Appendix B

Appendix C

Appendix D

Appendix E

Appendix F

Appendix G

Appendix H

Appendix I

Appendix J

Appendix K

Appendix L

Appendix M

2021 Guide to CSBG Budgets and Amendments

2021 Guide to CSBG Carryover and Closeout

2021 Guide to CSBG Discretionary Awards

2021 Guide to Impact Grants

2021 CSBG Budget Form

2021 CSBG Carryover Form

2021 CSBG Closeout Form

Typical CSBG Annual Timeline

List of CSBG Resources

Blank Subgrantee Agreement Template (for CAAs acting as Pass

Through Entities)

List of Indiana-Adopted CSBG Organizational Standards

CSBG Claims Cover Sheet

CSBG Claims Resource

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Commonly-Used Acronyms

ACF

Administration for Communities and Families

ACSI

American Community Survey Index

CAA

Community Action Agency

CCAP

Certified Community Action Professional

CAP

Community Action Program OR Community Action Plan

CAPLAW

Community Action Program Legal Services

CAR

Comprehensive Administrative Review

CNPI

COE

Community-level National Performance Indicator

Center of Excellence

COI

CSBG

DCL

DOE

EAP

EE

FFATA

Conflict of Interest

Community Services Block Grant

Dear Colleague Letter

US Department of Energy

Energy Assistance Program

Eligible Entity, as in CSBG Eligible Entity

Federal Funding Accountability and Transparency Act

FFY

FMV

FNPI

FPG

FY

GAAP

HHS

IC

IHCDA

IM

INCAA

LIHEAP or EAP

MOA

MQIP

NASCSP

NCAF

Federal Fiscal Year

Fair Market Value

Family-level National Performance Indicator

Federal Poverty Guidelines

Fiscal Year

Generally Accepted Accounting Principles

US Department of Health and Human Services

Indiana Code

Indiana Housing and Community Development Authority

Information Memoranda

Indiana Community Action Associatino

Low-Income Home Energy Assistance Program

Memorandum of Agreement, a.k.a. Memorandum of

Understanding

Modified Qualified Improvement Plan

National Association for State Community Services Programs

National Community Action Foundation

NCRI

Nationally Certified ROMA Implementer

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NCRT

NPI

OCS

Nationally Certified ROMA Trainer

National Performance Indicator

Office of Community Services (within HHS)

OGM

OHS

OLDC

OMB

OS

PY

QIP

ROMA

Office of Grants Management (within HHS)

Occupational Health and Safety

Online Data Collection system

Office of Management and Budget

Organizational Standards

Program Year

Qualified Improvement Plan

Results-Oriented Management and Accountability

T/TA

TOC

WAP or Wx

Training and Technical Assistance

Theory of Change

Weatherization Program

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