GRANTS MANAGEMENT 101 EXECUTED AGREEMENT TRAINING AGREEMENT INTRODUCTION

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GRANTS MANAGEMENT 101: EXECUTED AGREEMENT TRAINING

GRANTS MANAGEMENT 101: EXECUTED AGREEMENT TRAINING

AGREEMENT INTRODUCTION Introduction to Grant • HUD Agreement Number • IHCDA Agreement Number •

AGREEMENT INTRODUCTION Introduction to Grant • HUD Agreement Number • IHCDA Agreement Number • Grant Amount • Federal Award Date • Activity Description • Location of Project • Subrecipient Duns Number

AGREEMENT INTRODUCTION CONTINUED Incorporation of Recitals Term of Agreement/Period of Performance Award of Funds

AGREEMENT INTRODUCTION CONTINUED Incorporation of Recitals Term of Agreement/Period of Performance Award of Funds • Displays the start and end date of the grant award. • This is the portion of the agreement that explains the total award amount and the breakdown of the agreement. Annual Progress Reports Representations and Warranties of Sub-Recipient • The subrecipient must submit progress reports to IHCDA upon request. APR’s are acquired through the HMIS system. • Includes Fourteen Requirements of the Subrecipient. (See Page 1 -3) Payment Schedule • Provides a breakdown of payment and reimbursement processes.

AGREEMENT INTRODUCTION CONTINUED Compliance with Laws • A list of laws that are relevant

AGREEMENT INTRODUCTION CONTINUED Compliance with Laws • A list of laws that are relevant to the grants writing process and the grant awardee process. These laws emphasize that the granter and subrecipient are compliant with state rules, regulations, and procedures in housing. (See Page 3 -5) Limitations on Expenditures and Program Funds • An explanation that any expenditure of funds is reliant on the satisfaction of an environmental review. If this review does not occur, the recipient/subrecipient is barred from the following activities: rehabilitation, conversion, lease, repair, dispose of, demolish, or construction. Termination, Cancellation of Funding • Establishes the grant agreement termination policy. (See Page 5) Funding Cancellation • Establishes the cancellation of funding.

AGREEMENT INTRODUCTION CONTINUED Cross-Default Notice to Parties • • An explanation of how notices

AGREEMENT INTRODUCTION CONTINUED Cross-Default Notice to Parties • • An explanation of how notices will be delivered in a timely, succinct fashion, and the addresses and contact information that notices should be sent too. This agreement may be suspended and/or terminated immediately if the sub-recipient has committed fraud or has misused or misappropriated funds. Effect of Termination • Upon expiration or termination of this Agreement for any reason, the subrecipient shall transfer to the Authority any unexpended funds. Insurance and Indemnification • A requirement that the subrecipient must have insurance coverage. Indemnification is defined as compensation from harm or loss. (See Page 6) Lobbying Activities • A clause that emphasizes that subrecipients cannot use lobbying techniques to acquire federal grants.

AGREEMENT INTRODUCTION CONTINUED Non-Discrimination Clause & Maintaining a Drug-Free Workplace (Executive Order No. 90

AGREEMENT INTRODUCTION CONTINUED Non-Discrimination Clause & Maintaining a Drug-Free Workplace (Executive Order No. 90 -5) (See Page 7 -8) Audits and Maintenance of Records • Audits – If sub-recipient expends $750, 000 in federal awards, it must have a single audit conducted and submit the audit to IHCDA within the earlier of thirty days after auditor’s report. Additionally, IHCDA can pass sanctions on a subrecipient if the audit requirement is not met. (See Page 8)

AGREEMENT INTRODUCTION CONTINUED Federal Funding Accountability and Transparency Act of 2006 (FFATA) • This

AGREEMENT INTRODUCTION CONTINUED Federal Funding Accountability and Transparency Act of 2006 (FFATA) • This is the system used to track grant closeouts. Requires that the subrecipient must acquire a DUNS number before the agreement is executed. The subrecipient shall register in the System for Award Management (SAM) and shall enter any information required by FFATA into the SAM, update the information annually, and maintain its status in the SAM through the agreement. (See Page 9) Equal Treatment of Program Participants and Program Beneficiaries • Neither the Federal Government nor a State or local government receiving funds under these programs shall discriminate an organization based on the organization’s religious character or affiliation. (See Page 9)

AGREEMENT INTRODUCTION CONTINUED Penalties Interest / Attorney’s Fees Conflict of Interest A breakdown of

AGREEMENT INTRODUCTION CONTINUED Penalties Interest / Attorney’s Fees Conflict of Interest A breakdown of each member associated with the grants writing process and how those members are stipulated to not engage in conflict of interest with regards to the Continuum of Care grants. (See Page 10 -11) Employee Eligibility Verification The subrecipient affirms under the penalties of perjury that he/she/it does not knowingly employ an unauthorized alien. Independent Contractor All parties hereto, in the performance of this Agreement, will be acting in an individual capacity and not as agent, employees, partners, joint ventures, or associates of one another. Work Standards The subrecipient shall execute its responsibilities by following and applying at all times the highest professional and technical guidelines and standards. (See Page 11) Governing Law This Agreement shall be construed and governed in accordance with the laws of the State of Indiana. The parties agree to submit to the exclusive jurisdiction and venue of the courts of Marion County, Indiana for any action rising out of the Agreement.

AGREEMENT INTRODUCTION CONTINUED Headings (See Page 11) Non-Waiver (See Page 11) Severability • The

AGREEMENT INTRODUCTION CONTINUED Headings (See Page 11) Non-Waiver (See Page 11) Severability • The invalidity of any provision of this Agreement shall not invalidate the remaining provisions of this Agreement. Publicity • The parties shall cooperate with respect to all public statements regarding the subject matter of this Agreement. The parties agree that any publicity release or other public reference will clearly state that all activities and services are provided without discrimination on any basis. Continuity Plan Procedures (See Exhibit C) Order of Precedence • Precedence is given in the following order. 1. The Executed Agreement, 2. The exhibits prepared by IHCDA, The application, 4. the exhibits prepared by the subrecipient.

EXHIBIT A: ADDITIONAL PROGRAMMATIC, STATUTORY, AND REGULATORY REQUIREMENTS Agreement Execution Rental Assistance Amounts and

EXHIBIT A: ADDITIONAL PROGRAMMATIC, STATUTORY, AND REGULATORY REQUIREMENTS Agreement Execution Rental Assistance Amounts and Payments • Explains how the amount of rental assistance was calculated based on available units/beds. Monthly Claims • The subrecipient is required to submit a Claim Form and a LOCCS/VRS Permanent Supportive Housing Rental Assistance Request Voucher for Grant Payment on a monthly basis (12 claims per operating year) to IHCDA. The subrecipient is required to submit required documentation as recommended by IHCDA. The claim form is due no later than the 20 th day of the following month. Financial Management System • The subrecipient is required to use a financial management system that provides for audits in accordance with legal provisions; specifically found within each grant.

EXHIBIT A CONTINUED Participation of Homeless Individual on Board of Directors other equivalent Policy.

EXHIBIT A CONTINUED Participation of Homeless Individual on Board of Directors other equivalent Policy. Making Entity of Subrecipient • Must provide no less than one homeless or prior homeless participant on the Board of directors or equivalent decision-making body. Requirements for Residents • A comprehensive list of requirements for residents including leases, rent, calculation of rental assistance, security deposit, income re-certifications, verification of income, rent reasonableness, vacancies, and other assistance. (See Page 13 -14) Housing Quality Standards • All quality standards must be met by subrecipients before any award will be given. This includes physical unit inspection, before the grant is awarded, and an annual inspection during the grant year. (See Page 16) Suitable Dwelling Size & Meals (See Page 16)

EXHIBIT A CONTINUED Recordkeeping • A comprehensive list of requirements including homeless status, records

EXHIBIT A CONTINUED Recordkeeping • A comprehensive list of requirements including homeless status, records or reasonable belief of imminent threat of harm, annual income, program participant records, housing standards, services, match, conflict of interest, homeless participation. (See Page 16) Adequate Supportive Services • The subrecipient must assure that adequate supportive services are available to participants in the program. Ongoing Assessment of Housing and Supportive Services • Each subrecipient must conduct an ongoing assessment of the supportive services needed to ensure long-term housing stability and adjust accordingly. Match Requirements & Match Reports (See Page 17 -18 and Match Training Module) Project Administration • Subrecipient may use the amount of PSH/RRH funds listed in the column titled “administration” for the project administrative costs.

EXHIBIT A CONTINUED Confidentiality – See Page 18 Termination of Assistance • Includes a

EXHIBIT A CONTINUED Confidentiality – See Page 18 Termination of Assistance • Includes a breakdown of the Termination of Assistance processes and procedures including termination of assistance statutes, due process procedures, and hard-to-house populations processes. Uniform Relocation Act • Subrecipient must ensure that it has taken all reasonable steps to minimize the displacement of persons as a result of projects assisted under this part. (See Page 19) Maintenance of Effort • No assistance received from the Award may be used to replace State or local funds previously used, or designated for use, to assist homeless persons.

EXHIBIT A CONTINUED Homeless Management Information Systems (HMIS) & Victim Service Providers • The

EXHIBIT A CONTINUED Homeless Management Information Systems (HMIS) & Victim Service Providers • The subrecipient must enter data on beneficiaries into the Homeless Management Information System on a regular and consistent basis. Annual update of a client's status is also required. These updates should be completed at their annual recertification. Coordinated Assessment and Access • Subrecipient must use the centralized or coordinated assessment system established by Continuum of Care as set forth in 24 CFR 578. 7(a)(8). A victim service provider may choose not to use the Continuum of Care’s centralized or coordinated assessment system, provided that victim service providers in the area use a centralized or coordinated assessment system that meets HUD’s minimum requirements and the victim service providers uses that system instead. Accessibility and Integrative Housing and Services for persons with disabilities • Subrecipient must comply with the accessibility requirements of the Fair Housing Act (24 CFR part 100), Section 504 of the Rehabilitation Act of 1973 (24 CFR part 8), and Titles II and III of the Americans with Disabilities Act, as applicable (28 CFR parts 35 and 36). In accordance with the requirements of 24 CFR 8. 4(d), subrecipient must ensure that their program’s housing and supportive services are provided in the most integrated setting appropriate to the needs of persons with disabilities.

EXHIBIT A CONTINUED Affirmatively Furthering Fair Housing (See Page 20) Outreach Activities • The

EXHIBIT A CONTINUED Affirmatively Furthering Fair Housing (See Page 20) Outreach Activities • The subrecipient must use its best efforts to ensure that eligible hard-to-reach persons are served by the Program. Nondiscrimination and Equal Opportunity • The nondiscrimination and equal opportunity requirements set forth in 24 CFR 5. 105(a). • Housing for specific populations. (See Page 21) Affirmative Outreach • If the procedures that the subrecipient intends to use to make known the availability of the program are unlikely to reach persons of any particular race, color, religion, sex, age, national origin, familial status, or handicap who may qualify for assistance, the subrecipient must establish additional procedures that will ensure that interested persons can obtain information concerning the assistance. Meaningful Access to the PSH or RRH Program for limited English proficient persons (See Page 21)

EXHIBIT A CONTINUED Other Federal Requirements: • Environmental Review, Section 6002 of Uniform Administrative

EXHIBIT A CONTINUED Other Federal Requirements: • Environmental Review, Section 6002 of Uniform Administrative Requirements, Applicability of Uniform Administrative Requirements, Lead-Based Paint, Audit, Section 3 of the Housing and Urban Development Act, Violence Against Women reauthorization, Notification of Occupancy Rights under VAWA and Certification Form, Request for VAWA protections, emergency transfer, confidentiality, remaining participants following bifurcation of a lease or eviction as a result of domestic violence, sexual assault, or stalking, and prohibited denial or termination. HUD Guidance for Single-Sex Emergency Shelters or Other Facilities that Receive ESG, HOPWA, or Co. C Funds • • • Assignments Appropriate and Inappropriate Inquiries Related to Sex Privacy Training Further Information

EXHIBIT B: THE BUDGET Introduction to Budget • Includes project subrecipient or sponsor, HUD

EXHIBIT B: THE BUDGET Introduction to Budget • Includes project subrecipient or sponsor, HUD Agreement Award Number, IHCDA Agreement Award Number, Total Budget Format of Budget • • • Rental Assistance – This portion of the budget has multiple subgroups including dwelling bedrooms, number of units, county, and FY FMR information. Supportive Services – Includes assessment of needs, assistance with moving costs, case management, childcare, education services, employment assistance and job training, food, housing search and counseling services, outpatient health services, outreach services, substance abuse treatment services, transportation, and utility deposits. Project Administration Differences between PSH/RRH

EXHIBIT C: THE CONTINUITY PLAN PROCEDURES If a subrecipient is undertaking a closure, reduction,

EXHIBIT C: THE CONTINUITY PLAN PROCEDURES If a subrecipient is undertaking a closure, reduction, or change in operations that would require or encourage the relocation or transfer of services being provided to tenants involved in any of the IHCDA’s supportive housing programs’, the subrecipient must comply to the following: • Initial Notice, Planning Process, Responsibilities of subrecipient to relocate residents, subrecipients responsibilities related to interdisciplinary teams, subrecipients responsibility to provide notice, subrecipients responsibility to prepare tenants for placement, subrecipients responsibilities related to the transfer of program and tenant records, responsibilities of the subrecipient during relocation and/or transfer, responsibilities of program following relocation and/or transfer, and finally responsibilities of IHCDA.

RESOURCES Indiana Balance of State Continuum of Care Resources https: //www. in. gov/ihcda/4144. htm

RESOURCES Indiana Balance of State Continuum of Care Resources https: //www. in. gov/ihcda/4144. htm Indiana Housing and Community Development Authority Program Partners https: //www. in. gov/ihcda/4093. htm COC Permanent Supportive Housing/Rapid Rehousing Programs https: //www. in. gov/ihcda/4111. htm Claims Submissions https: //www. in. gov/ihcda/4447. htm Code of Federal Regulations https: //www. govinfo. gov/content/pkg/CFR-2017 -title 24 -vol 3/xml/CFR-2017 -title 24 -vol 3 -part 578. xml#seqnum 578. 99

CONTACT INFORMATION Alexander Taylor Grants Analyst Indiana Housing and Community Development Authority 30 South

CONTACT INFORMATION Alexander Taylor Grants Analyst Indiana Housing and Community Development Authority 30 South Meridian Street, Suite 900 Indianapolis, IN 46204 (317)-232 -2984 [email protected] in. gov