Redevelopment Grant Program

Implementation Workshop

Overview

• Introductions• Purpose• Agenda

– Grant Agreements– Payment Requests– Annual Reports– Monitoring and Closeout

Grant Agreements

• Emailed after receipt of legal description for public portion of project

• Should be signed and returned in a timely manner

• Signatures should match authorized parties from resolution submitted with application

• Examine your budget – it may be different from your application

• Note all requirements from grant agreement

Grant Agreement - Requirements• Matching funds requirement

– At least 50% match

• Annual report due date - July 25• Contract start date and term end date

– Eligible costs incurred up to 1 year prior to application date can be match

– Redevelopment work must begin by start date listed in grant agreement

– Private financing must be in place by December 31, 2010

Grant Agreement - Requirements• Note Section 6.04 Requirements

– Recorded Declaration

• Publicly owned and used for a public purpose in perpetuity – Certified each year in annual report

• Other general requirements, check with your legal counsel

Grant Agreements - Amendments• Increase in grant amount

– Supplemental award

• Change in term end date– Extenuating circumstances only

• Contract language changes

Grant Agreements – Adjustments (GAN)

• Change in budget line item (notify DEED of any significant monetary changes)

• Reverting unspent funds• Change in grant status

Grant Agreements – Status

• Awarded• Closed Pending ___________• Closed Pending Development• Closed

Payment Requests

Payment Requests   Column 1   Column 2   Column 3   Column 4

Approved Eligible Activities from Grant Agreement (GA)

Approved Costs from Grant Agreement

  Total Eligible Invoices This Draw = 100%

DEED Payment Request This Draw ____%

Local Match This Draw ____%

    $ - $ -

           

           

           

           

           

           

TOTALS $ -   $ - = $ - + $ -

                 

^   ^   ^   ^

If the line items in your Project Budget have changed, call your Rep before submitting this form.

  Amount should equal the total of all invoices attached to this Payment Request

  This total amount should reflect DEED's pro-rata share of approved costs

  This total amount should reflect the Grantee's pro-rata share of approved costs. 

 

 

Payment RequestsColumn 5 Column 6 Column 7   Column 8 Column 9 Column 10   Column 11

Previous Payment Request Information   Totals of Previous & Current Draws   Remainder

Previous DEED Payments To Date

Previous Local Match Payments To Date

Total Previous Paid To Date

  DEED Requests: Previous & Current

Local Match Amounts: Previous & Current

Total of All Previous & Current Funds

  Remaining Unspent Balance of Project Costs

$ - $ - $ -   $ - $ - $ -  

                 

                 

                 

                 

$ - + $ - =

$ -  

$ - $ - $ -  

$ -

                       

Total amount you have previously drawn from DEED.

 

Total amount you have previously paid out of all other local sources.

 

This amount should equal total Amounts from Columns 5 & 6

This amount should equal total Amounts from Columns 3 & 5

This amount should equal total Amounts from Columns 4 & 6

This amount should equal total Amounts from Columns 8 & 9

  This amount should subtract Amounts in Columns 10 from Column 1

Payment Requests – Eligible costs

• Eligible costs are the activities listed in the approved budget of the grant agreement

• Eligible costs incurred within one year prior to application date can be included as match only

• Eligible costs incurred after award date can be paid with grant funds

Payment Requests –Ineligible Costs• Meals, excessive travel, hotel,

incidentals• Program administration costs • “In-Kind” costs• Landscaping (seeding, sod, trees, etc.)• Development-related costs • Costs not supported by invoices• Costs incurred on private land

Payment Requests – Supporting Invoices

• Provide an outline of invoices that reflects budgeted line items with subtotals.

• Include subcontractor invoices• Invoices must show dates that work

was completed• Notify DEED of any significant

monetary changes in budgeted line item(s)

Payment Requests

• Send requests to your project manager to expedite payment

• Payments are made on a 2 week schedule

• Payments are generally wired within a week of processing (once approved)

Annual Reports

• Purpose– Legislative requirements

• Must be signed (certified) by Grantee• Due July 25, annually• Level of project completion dictates

which sections of the report need submission

• Report is simple, should not take too long

Annual

Reports

Annual Reports

Annual Reports

Annual Reports

Annual Reports

Annual Reports

• Submit until final development is complete and all final job, tax, and other benefits are reported

Monitoring and Closeout

• When does DEED monitor a project? • Who is involved in a monitoring visit? • What is inspected at a monitoring

visit? – Grant Management– Financial Management– Project Progress

Monitoring and Closeout – Grant Management

• All correspondence relating to the grant must be on file, such as– Grant agreements and GANs– Annual Reports– Other pertinent documents and reports

• Files should be well organized

Monitoring and Closeout – Financial Management

• Pay Request and backup documentation should be on file

• Final budget numbers with sources identified

• Tracking of all revenues and expenditures

• Match requirements met• Approval/financial management

process

Monitoring and Closeout – Project Progress

• Status of project and final development– Final jobs and other benefits #s if not

previously reported

• Site visit

Monitoring and Closeout

• Reports are submitted to Grantee within 45 days of monitoring visit

• Negative findings may be issued, immediate response required

• Reporting requirements remain in effect until project is closed

• Grantee files must remain available for 6 years after file is closed