Can I eSign New Hampshire Check Request Form

Document type sign affidavit of service new hampshire online

welcome to the implementing cdbg webinar series presented by the New Hampshire Community Development Finance Authority also known as CDF a my name is Ed Geiger and the topic for this module is reporting and record-keeping you can download a copy of the PowerPoint slides for this webinar from the CDF a website for your reference let's get started there are two general types of reporting that must be completed by CDBG grantees semiannual reports the CDFA and labor standards report we will discuss both in this webinar in addition to reviewing the record-keeping requirements when you receive a CDBG grant this webinar will also cover two important topics related to those records we will highlight the New Hampshire right-to-know law which makes records publicly available and guidance on maintaining confidential records starting off we will review the reporting requirements of CDFA s semi-annual report CFA uses its grants management system or GMS to collect information about the progress of approved projects including the semi-annual report that must be submitted for all CDBG grants the information that must be submitted includes both the six-month reporting period as well as cumulative results and updates for the entire project when submitting a semi-annual report you log into the system and identify your project grantee contact an organization info are pre filled in GMS and you do not need to resubmit that information let's walk through the items included in the semi-annual report a budget status report with the amount of CDBG funds spent and any reimbursable costs incurred must be provided the project progress section includes a narrative discussion of accomplishments activities completed any delays and timeframe for expected completions also information about matching funds and holding the second public hearing on the project are included that semi-annual report asks if you to provide information about program income received by the project Deveny also you must report on the number of beneficiaries assisted and income levels including racial composition and other demographic details for housing and direct benefit activities section three information is also reported in the semi-annual report including information on hiring section 3 residents and contracting with section 3 firms in order to determine progress toward section 3 hiring and contracting goals information must be provided about the total numbers of new hires trainees and contracts awarded the semi-annual report also collects information on progress with housing units for projects that provide housing assistance you must report on the unit's completed by type mental rehab owner rehab or homeownership for public service projects reporting the number of households or persons assisted as applicable to your project for public facilities you must report on the number of households or persons having access to the facility or improvement funded by your CDBG project provide an update on contracting with minority and women business enterprises MDE WBE and finally the semi-annual report gathers information about the remediation of housing units with lead-based paint including the number of units treated to find level of remediation this slide shows the reporting scheduled to use when submitting the gmf semiannual reports the due dates are July 15th and January 15th moving on to labor standards there are two reports that grantees are responsible to complete defection 5.7 in report and the HUD semi-annual report the section 5.7 report must be submitted to CDFI when violations of under payments are either greater than $1,000 or willful violations occur this report is due after completing an investigation and after final disposition is reached at the local level the semi-annual labor standards enforcement report is submitted using the HUD form 47:10 and should be sent to CDFA this report includes a list of all contracts awarded during the period and description of all enforcement activities including both activities previously described in a section 5.7 report and any other enforcement activities that did not reach required threshold requiring a section 5.7 report the semi-annual report adheres to the reporting schedule shown on this chart it is not the same time frame as the GMs semi-annual report again labor standard reports are submitted to CDFIs and forwards the state's reports to HUD now for the remainder of this webinar we will be covering record-keeping requirements for CDBG it's critical to have a good record-keeping system why if your staff person leaves the grant team would still have the records and know how to access them the records are needed to complete your reports to see DFA which are gathered and support the report CDFA submits to HUD the public our news media may want to or need to access them for a variety of valid reasons these records must also be available to CDFA staff for the monitoring process your records are critical because they they are the only way to verify compliance you can't prove it if you cannot show the two most important takeaways about record-keeping are first the grantee or local government owns the records not the grant administrator and funding for the current and all future projects could be in jeopardy if record-keeping requirements are not met as to retention of Records everything from the application through the closeout agreement for the project should be retained however the time period is a bit confusing to understand all records must be retained for three years after the date CDFA closes out the applicable program year with HUD this closeout date with HUD is not the same date as your closeout agreement with CDF a three years beyond the closeout date with HUD could actually extend five or more years beyond the end of your project check with CDFA if you are not certain about the closeout date with HUD for the applicable program year another point to consider is where your records resign are they in the back seat of your consultants car they should be secured at the grantee or sub-recipient office keep files under control and secure during the project that should always be under the control of your local government the local government should always have access to the project records as to security that includes both electronic and paper versions of file self examination of your filing procedures is an important step for good record-keeping further it is a good idea to think about backups of data and Records in case of natural or other disasters off-site backup especially of electronic records is another important consideration in developing good record-keeping many times contract grant administrators keep records with them but remember the grantee is responsible for the security of those files so you need to instruct them this in the next slide lists the content of what should be maintained in your record-keeping file these two slides just highlight the broad category of items that should be retained there is a more detailed listing of record-keeping requirements in the CDA implementation guide we will be drilling down into more detail for those items that are listed with see below in parentheses I will defer the discussion of those items until after these two slides the application and grant file should maintain your critical submission document such as the original application submission to CDF a and E threshold documents submitted and the implementation plan as well as your grant agreement with CDF a citizen participation files include your your plan document the Housing and Community Development Plan and citizen participation plan this file should have the publishers affidavit of all public hearing notices and written documentation of all hearing above comments receive and relevant communication from citizens or local organizations about the project Fair Housing and civil rights files must document the adopted local resolution and fair housing activity that was completed these files should also include records documenting how contractors were informed and addressed equal employment requirements financial records should be maintained that document accounting Ledger's payments to contractors and audits if applicable to your local government the contract file refers to contracts procured for professional services and construction work the executed contracts and relatedly commitments like big guarantees and performance bonds must be retained we're reporting maintain copies of your GMS semiannual reports finally with monitoring and closeout retain your CDF a monitoring letter your response and the correspondence related to any corrective actions also maintain the closeout certification and closeout agreement now we will review the items that should be retained to document national objective by category for low and moderate benefit keep records and/or map showing the boundaries of your service area and document how it is primarily residential you should have census data showing total persons and the percentage who are low mod income if you used an lmia income survey those files should be retained for low mod limited clientele document that the activity is solely for a presumed group for example a homeless shelter reporting they only provided services to homeless people if you provide a benefit to other beneficiaries like a child care program we need to have income verification the child care program should have provided income verification from families using the Center for Lobot housing you need to retain income verification and source documentation of those households with low mod job creation and retention the number of jobs created or retained must be kept you also must gather the income information of persons benefiting from the jobs created or retained projects meeting the slum and blind national objectives should retain if it is an area designation information to document the geographic boundaries and evidence that plum blight conditions existed photos structural surveys or development plans for the projects addressing spotlight you should have evidence of the property condition such as code or structural inspections and photos finally when meeting an urgent need you need to document the threat to health and safety document the timeline of the incident showing its recent origin and certify that other financing resources were unavailable including the inability to borrow funds all activities require an environmental review process maintain the applicable ER form and all written documents supporting that certification that environmental review for varies based on the category of activities you will also generally have more than one form to retain for activities that are categorically excluded subject to section 58.61 106 responses and all public comments received you should retain the request for release of funds the HUD form signed by the certifying officer and submitted to CDFI and the authority to use grant funds also a HUD form showing CDFA s approval to commence activities moving on to procurement files the key documents to retain or summarize on this and the next slide again check the CDFA implementation guide for a full description the records to be retained include documentation of the cost reasonableness estimates that were completed copy showing that contractor and subcontractor verifications were checked all solicitation documents including requests for quotes RFQ requests for proposals RFP request for qualifications rf2 and invitations for bid IFB documents the solicitation for minority and women business enterprises MBE WBE participation be sure to retain your section three plan maintaining your records all responses received from any solicitation such as quotes qualifications proposals and bids you should have documentation indicating responses received from MBE WBE and section 3 firm finally your procurement records should include documentation of the justification for selections made including all scoring documents and bid tabulation sheet as well as certifications of those tabulation sheets the next two slides outline the record-keeping requirements for labor standards your file should include wage decisions including any modifications prior to lock-in and the actual lock-in noted pre-construction conference checklist signed by all attendees big documents contracts including notification of contract award which are also required records for procurement keep complete records regarding enforcement showing under payments restitution and worker affidavits other items to retain in the labor standards file are all certified payroll reports and correction reports all record of employee interview forms as well as labor standards reports the semi-annual reports and the section 5.7 reports if any were submitted remember many of the items in these files contain personally identifiable information and must be secured and kept confidential this slide summarizes the types of documents to be retained for acquisition of real property those key documents include all required notices to owners businesses and tenet value documentation including all appraisals and review appraisals and fair market value determinations for any voluntary transactions maintained all written offers and purchase agreement and obviously retain deeds and easements secured for the project this slide summarizes the key items that should be retained related to lower income units replaced under Section 104 D document the number nature of replacement units including those lofts and the characteristics of the replacement units maintain records justifying local housing needs are adequately met if replacement units where numbers are smaller than the demolish or converted units for relocation records you should maintain a separate file for each household considered for relocation even if denied in each file you should maintain names within common demographic info notices to all owners business owners and tenant HUD forms documenting assistance provided to each household again these slides briefly summarize the list of records that should be maintained the CDFA implementation guide provides more complete detail next one of the topics related to record-keeping is the New Hampshire right-to-know law this law requires that local governments and other public agencies respond to requests for public records within five days other public agencies includes Regional Planning Commission's intergovernmental agencies and nonprofits composed of government agency any information created accepted or obtained by or on behalf of any public agency in furtherance of its official function is considered a governmental or public record New Hampshire courts generally assume everything is available to the public unless the governmental agency crews otherwise you should assume that nearly all of your CDBG records are subject to this law and must be made available to the public if requested as required by this law consult the New Hampshire Attorney General's comprehensive memorandum regarding the right to know law that memo provides guidance on what information can be classified as confidential and exempt from disclosure finally before wrapping up this webinar we will touch on confidentiality grantees must maintain confidential records both in paper format and electronically these records include staff personnel files labor and civil rights complaints and personally identifiable information including Social Security and financial account numbers procedures to restrict access and lock paper files with confidential records should be put in place by the local grantee and a sub recipient or administrator managing CDBG Records also there are constantly changing technologies that you must manage in order to secure confidential records to assist you the implementation guide includes a guidance document from the US Department of Commerce to help grantees in protecting personally identifiable information stored in electronic formats and computer systems that concludes our presentation on reporting and record-keeping should you have any questions please contact the CDFA program manager using the contact information on this slide