Information For Organizations Applying for
CDBG Public Service Grant Funding

The City of High Point will allocate approximately $67,943 of its federal Community Development Block Grant (CDBG) entitlement funding, available as of July 1, 2006, for certified 501(c)3 non-profit organizations for projects primarily benefiting High Points low to moderate income citizens.  Applications for CDBG grant funding will be reviewed by the Citizens Advisory Council (CAC), a nine-member citizens board appointed by City Council to make recommendations related to the city's CDBG funded programs.

Organizations wishing to apply for CDBG grant funding must complete the enclosed application. Please answer the questions on this form using the space provided, as the CAC wants the same basic information from all applicants.  If you would like to provide additional information or need additional space to answer the application questions, please attach the information to the back of the application.  You may request an electronic copy of the application or type your own duplicate form for your convenience, in which case you may expand the space for your responses. If you type your own duplicate form, it must be an EXACT replica of the application.  Applications that do not follow the required format may be rejected by the CAC and may not be considered for funding.

Applicants for CDBG grant funding will be asked to present their requests to the CAC, and answer any questions from CAC members, at a meeting held by the CAC in late January or February of 2006.  City staff will contact each applicant to establish the date and time for this presentation.  CACs funding recommendations will be forwarded to City Council for final approval in April or May of 2006 as part of the Citys 2006-2007 Annual Action Plan.

Please return your completed application by 5:00 p.m., Thursday, January 5, 2006 to the City of High Points Community Development and Housing Department. 

Physical Address:
Community Neighborhood Development Division
201 Fourth Street, High Point, NC 27260

Mailing Address:
Community Development & Housing Department
P.O. Box 230
High Point, NC  27261

Office:  (336) 883-3041 General Number
Fax:      (336) 883-3046

CDBG Subrecipient Public Service Grant Funds
PROGRAM GUIDELINES
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
HIGH POINT, NORTH CAROLINA
COMMUNITY DEVELOPMENT AND HOUSING DEPARTMENT
 

The preparation of this document was financed through funds from the City of High Points Community Development Block Grant Program. This Grant was made available to the City of High Point under provisions of Title I of the Housing and Community Development Act of 1974 and is referred to as Project B-04-MC-37-0008.

I.  CDBG Subrecipient Public Service Program and Mission Statement

Program Description:  This program provides CDBG grant money to local public services agencies and community organizations.  The grants must be used to plan and implement projects that improve the lives of people living in low and moderate-income neighborhoods.  

Program Users:  Neighborhood organizations, non-profit agencies, civic groups, church groups, or any organization implementing a project designed to improve the lives of residents in low to moderate-income neighborhoods.

Eligibility Requirements:  All activities must meet all CDBG guidelines and regulations established by the Department of Housing and Urban Development (HUD), and other local restrictions established by the High Point City Council.  While churches may use CDBG funds to sponsor eligible community activities, the activities may not be religious in nature, directly or indirectly, or be limited to or predominantly for members of specific churches.

Funding Source:Federal CDBG Program funds.

Available Funds:  $67,943

Deadline for Submitting Application:  Thursday, January 5, 2006, 5:00 p.m.

Time Frame of Project Implementation: July 1, 2006 through June 30, 2007

No project expenses prior to or after the time frame are eligible for reimbursement.

Obtaining Application: 

(1) Download from website at http://www.high-point.net/cd/ (click the Grant Funding tab)

(2)   Request electronic application via Email at cathy.gray@highpointnc.gov

(3)   Call the Community Development & Housing Department at 883-3041 to request a copy of the funding application.

For Application Assistance Call:  Cathy Baker Gray at 883-3689 or the Community Development and Housing Department offices at 883-3041

CDBG Subrecipient Public Service Program Mission Statement

To award grants to organizations which will use the funds for activities which improve the quality of life in low-income neighborhoods and which discourage adverse conditions such as crime, drug use, violence, vandalism, littering, and social neglect by empowering the community to help renew its neighborhoods through community activism.

The Public Service projects should be designed to:

  Improve the quality of life for low to moderate-income persons or neighborhoods.

  Provide supportive services for special needs populations such as youth, elderly, disabled, homeless, abused women and children, persons suffering from addictions, and other disadvantaged persons.

  Promote cultural diversity.

  Promote educational and health education.

  Spur interest and participation in neighborhood associations.

  Provide seed money for a variety of community events, programs, and projects.

  Allow residents to participate in improvements in their own neighborhoods.

  Encourage citizen involvement and leverage resources to revitalize low and moderate-income neighborhoods.

  Encourage partnerships between City Hall, residents and other community organizations that will result in projects and activities that benefit a community.

  Instill and foster community pride.

  Promote neighborhood beautification and revitalization.

  Discourage adverse neighborhood activity such as drug use, crime, and vandalism.

  Inspire and support the healthy development of youth.

  Improve the quality of life or affordable housing opportunities in declining neighborhoods.

II.  Eligible Neighborhoods

Any low to moderate-income neighborhood in the city limits of High Point will be eligible.  Neighborhoods outside the boundaries designated as low income and which have a median household income below the city median will also be eligible.

III.  Eligible Organizations

Neighborhood Associations, organizations of residents or businesses, churches, civic groups, and non-profit agencies are eligible.  Individuals may apply on behalf of a target audience if they can show community-wide support.  While churches are eligible to apply for CDBG funds, the proposed activity must not be religiously oriented.  Applicants need to be aware that certain restrictions will apply to religiously oriented organizations. 

It is recommended that church groups contact the Community Development and Housing office to discuss the restrictions before completing the application.

CDBG funding recipients may not discriminate on the basis of race, gender, nationality, ethnicity, religion, creed, or disability.  The applicant must actively seek or encourage participation from everyone residing in or operating businesses in the target neighborhood.

Applications will not be accepted from organizations that have failed to satisfactorily complete the CDBG funding application or follow the required format. 

IV.  Eligible CDBG Public Service Projects

  May use funds as seed money for salaries, professional fees, the purchase of supplies, materials, goods, and services directly related to the implementation of the project.

  Must provide services to low to moderate-income persons or neighborhoods.

  Activities must be implemented within the city limits of High Point.

  Must comply with all applicable local and federal health, safety, and legal regulations.

  Should not duplicate an existing private or public program that is already available to the targeted beneficiaries or community.

Neighborhood and Housing Improvement Projects

These are physical improvement projects that make neighborhoods better places to live, work, play, or shop.  Proposals will be reviewed for compliance with applicable laws and City policies.  All neighborhood based activities must be identified on a map at time of application. Please note that organizations proposing landscaping or beautification projects must provide detailed plans of their projects prior to receiving funds.  Contingencies and restrictions apply to projects in this category.  If any type of tool is requested, include your plan for storing and maintaining the tool(s).  Examples:

•   Landscaping and beautification projects
•   Tree planting
•   Community gardens
•   Neighborhood signs
•   Shelters or playground improvements
•   Murals
•   Graffiti removal
•   Neighborhood clean-up events
•   House painting/fix up repair projects
•   Handicap ramps

Neighborhood Organizing and Organizational Development

Neighborhood organizing projects should create new or more broadly representative neighborhood associations.  Organizational development projects increase the vitality and effectiveness of existing neighborhood associations.  This category includes:

  Organizing a Neighborhood Association

  Leadership training

  Board training

  Goal setting and planning assistance

  Membership recruitment (outreach)

  Technical training to develop project implementation capacity

  Street festivals or block parties (the goal of the street festival must relate to achieving a specific goal such as organizing a neighborhood association.)

  Neighborhood newsletters and fliers

Crime and Public Safety

Projects that reduce crime or increase public safety and awareness are also encouraged.  Applicants wanting to post signs must receive prior approval from the Citys Transportation Department.  Examples of crime and public safety projects include:

  Signs for neighborhood crime watch programs

  Painting house numbers on curbs

  Drug awareness programs

  Fire safety programs

  Removal of sight obstructions

  Anti-crime and anti-violence events

  Projects to discourage loitering

Neighborhood Public Services, Health, Education, Recreation, and Cultural Initiatives

These projects are aimed at enhancing the educational, recreational, and cultural opportunities to all neighborhood residents.  Examples include:

  Costs for educational materials; tutoring supplies

  Books, paper products

  Transportation (must be essential to the activity)

  Meeting space

  Advertising

Projects and activities funded under this category must be completed in six months after award unless otherwise agreed upon.  If the project is intended to become an ongoing service, the applicant should indicate how the project will be funded in future years. Examples include:

  Increasing the availability of daycare, pre-school and after-school activities.

  Cultural, recreational, and educational activities for youth

  Outdoor activities or environmental awareness

  Tutoring, reading incentive programs,  literacy, and mentoring projects

  Parenting and/or life skills training

  Health awareness

  Food banks or food shuttles

  Services to the homeless, elderly, and disadvantaged youth

  Services to special needs populations such as the physically or mentally challenged

V.  Project Selection and Approval Process
There is no minimum or maximum grant award.  However, please be mindful that there is only approximately $67,943 available for allocation.   Before applications are submitted to the Citizens Advisory Council (CAC) for review and approval, Community Development staff will make a preliminary determination that the proposed project is eligible and that the application meets the minimum requirements for completeness and timely submission.  Applications that are submitted after the deadline for submission will not be considered for the advertised funding round.

The CAC will review proposal applications at their January or February 2006 meeting.  A project representative will be required to attend the CAC meeting to answer any questions about the proposal.  City staff will contact CDBG applicants concerning this meeting to establish a date and time for the presentation.  Awards will be announced following the CACs February 2006 meeting, unless otherwise agreed upon by the CAC. 

VI.  Contractual Agreements

Grant recipients, also referred to as Subrecipients, will be required to enter into a contractual agreement with the City of High Point  in order to receive a CDBG public service grant award.  The Subrecipient contract will contain the federal requirements for receiving a federal grant, such as the CDBG program.  The contract will also contain the Subrecipient program description, timeframe, budget, scope of services, reporting requirements, and outline other federal requirements.  The signature page will contain the signatures of persons authorized to enter into contractual agreements.  The signature of the Subrecipient Executive Director and Board Chair will legally obligate the Subrecipient to the terms and conditions of the contract.

No funds will be disbursed until both the organization and the City have signed the contract.  No reimbursement for expenses of projects which occur prior to entering into a written contract will be honored.  A formal contract is mandatory, regardless of the amount of the grant awarded.  Applicants are responsible for knowing and understanding the terms of their contracts and deadlines for submitting documentation and reports.  All projects must be completed within by the end of the program year (June 30), unless otherwise agreed upon.

Project Description.  The project description is derived from the Subrecipients  application for funds (proposal), along with information provided by Subrecipient during the oral presentation before the CAC.  It is the Subrecipients responsibility to ensure that the project description is accurate and complete.

Scope of Services to Be Performed.   The projects intent, general work plan, and scope of services as described in the contract must be the same as that contained in the approved application and/or recommendation by the CAC.  Once a grant has been awarded, the Scope of Services or the budget cannot be changed without prior approval by staff or the CAC.  However, upon approval by Community Development staff, minor revisions to the specific scope and budget may occur to accommodate circumstances or information that becomes available between the time of the application, contract execution, and completion of the project.  Significant project or budget revisions must receive CAC or City Council approval, depending upon the nature of the request.  It is the Subrecipients responsibility to understand the expectation of the Scope of Services to be performed prior to signing the contract.

Timeframe for Completing Project.  The services of the Subrecipient and the Project shall commence as soon as possible after the execution of the contract and shall be completed by the agreed completion date or no later than June 30, 2007.

Budget.  The Subrecipient must implement the  project in accordance with the approved budget.  The Subrecipient is responsible for expenditures above and beyond the funds approved and described in the contract.   Subrecipient may not change budget line items without city approval.  Approved budget line items may be increased or decreased with prior city approval.

Disbursement of Funds.  Funds will be distributed through a voucher reimbursing the Subrecipient for expenses incurred in accordance with the contracts scope of services and budget.  Community Development staff will work with the Grantee to determine the best method of awarding funds to accomplish the proposed project.  Reimbursement will be made upon the presentation of paid receipts and paid invoices for eligible expenses and a detailed description of expenditures.  Subrecipient may be required to provide proof of payments, such as with copies of cancelled checks. Reimbursement cannot be approved for ineligible expenditures or eligible expenditures with lost or vague receipts.  The City makes the final decision whether a tendered receipt is eligible and valid.

Subrecipients will be expected to spend the grant in a timely manner.  Subrecipients who cannot spend all or part of their grant must notify the City so that unneeded funds may be  reallocated to other groups.    Grant funds are not transferable by the subrecipient to another party.  A penalty may be imposed upon grant recipients who are unable to spend grant funds in accordance with their contract and who fail to inform the City in sufficient time to reallocate the funds.  Penalties will be decided by the CAC on a case-by-case basis.

Changes in Contract.   The Subrecipient may not change the terms or provisions in the Contract or substitute approved budget line item expenditures without prior written approval by the City.

Records and Reports.  The Subrecipient is required to maintain and report demographics and statistics of its project beneficiaries, regardless of the amount of the  grant, and to make monthly reports to the City describing its activities and accomplishments.  The Subrecipient must agree to maintain its project records and copies of reports for a minimum of three years.  Subrecipients who are late with reports may be suspended from applying for future CDBG funds during the next funding round.

Audits, Inspections, and Monitoring.    The City will audit and/or monitor the progress of the Subrecipient via monthly reports, telephone calls, and on-site monitoring visits.  The Subrecipient must facilitate monitoring visits and have appropriate records and copies of reports available for inspection upon request by the City and/or HUD.   The Subrecipient must provide the City with a copy of its most recent annual audit.

Suspension or Termination of Contract.   Suspension or termination may occur if the Subrecipient materially fails to comply with any term of the contract or other federal, state of local statutes and regulations governing the City with respect to compliance, whether herein stated or not. 

Subsequent Grants.  Continuous CDBG grants are not guaranteed and should not be relied upon as sustaining funds.  Subrecipients may not be awarded a second grant until the first funded project has been successfully completed and a satisfactory project completion report is filed.  Subrecipients that have failed to carry out projects satisfactorily will not be eligible to apply again for at least one year from the time of the original application.  The CAC will establish penalties for nonperformance on a case-by-case basis.

Other Requirements.  Projects under contract with the City of High Point must be in compliance with all applicable federal, state, and local laws.  Projects involving public property must receive the permission of the appropriate governmental jurisdiction to enter onto public lands.  Projects involving private property must have the permission of the property owner(s) involved.  It is the responsibility of the applicant to obtain appropriate permission, any permits normally required for particular activities (e.g. street use permits).  Permitting Fees may be incorporated into the budget at the time of application.

It is the responsibility of the applicant to obtain written waivers of liability from all volunteers before commencement of the project.

Fiscal Agent.  Applicants without the capacity to receive advanced funds for reimbursable activities may be asked to work with a fiscal agent.  Examples of potential fiscal agents include churches, local businesses, and non-profit organizations.  The applicant may, therefore, be different than the projects contractor for funds.

City Disclaimer:  The City reserves the right to revise grant program guidelines and eligibility criteria as it deems necessary and appropriate and to correct written errors without prior notice. 

VII.  Administration

The CDBG grant program will be administered by the Community Development staff in consultation with the Citizens Advisory Council (CAC).  The Community Development and Housing Department is located on the third floor, Room 312, of the Municipal Office Building, 211 S. Hamilton Street, High Point, North Carolina  27260.

Staff will provide technical assistance as needed to applicants and grantees of grant funds. Staff will also conduct on-site monitoring visits and  project evaluations during and at the end of the fiscal year.

VIII.  Technical Assistance

Community Development staff will gladly assist applicants in the preparation of their CDBG application.  It is best, however, to make an appointment as early in the planning process as possible.  Please do not wait until just days before the deadline to request assistance, as staff may not be able to give you the time necessary to assist you fully.  While staff will be available to provide guidance on the grant process, the applicant is ultimately responsible for successfully completing the application and all necessary reports related to CDBG funding.  It is the applicants responsibility to ask questions or follow up on any issues that are not clear.

Community Development and Housing Department
City of High Point
PO Box 230
211 S. Hamilton Street
High Point, NC  27261
(336) 883-3349

Community Development and Housing Staff

     E. Paulette Anderson, CD Administrator      883-3351

    Ed Brown, Senior Project Manager      883-8522

    Everett DeHart, Project Manager  883-3343

    Cathy Baker Gray, Community Specialist     883-3689

    Ramona Hill-Rushing, Office Support    883-3041

    Barry Kitley, Affordable Housing Division Manager  883-3348

    Michael E. McNair, Director 883-3349

    Michelle McNair, Community Resource Manager    883-3685

    Susan Patterson, Office Manager  883-8521

    Tiyon (Yon) Weaver, Community Specialist 883-3042

    Toni Jackson, Office Support 883-3349   

    Valerie Sweed, Housing Specialist 883-3347 

FAX NUMBER:  (336) 883-3046

TDD NUMBER:  (336) 883-8517

IX.  CDBG APPLICATION GUIDELINES AND FORMAT
Please follow the mandatory format for providing project information.  Address each question in your written application.  Proposals not following this format or lacking requested information will be disqualified.

Churches and religious-based organizations may apply for CDBG funds, however, the projects and activities must not be religiously oriented.   Certain restrictions will apply.  It is recommended that you consult with staff to ensure your project is eligible prior to submitting your application.

Reproduce or use the CDBG application as written.  Type your proposal following the mandatory format.  Number your pages and staple. Submit the original and keep a copy for your records.

Please submit additional supporting documentation such as brochures, newsletters, or other as an attachment.

All project proposals must comply with all local, state, and federal laws and regulations.  Upon approval of funding, you will be required to enter into a contractual agreement that will include all terms of the services to be performed and grant conditions.

All CDBG projects must operate from July 1, 2006 through June 30, 2007. Project expenses that are incurred prior to July 1, 2006 are not eligible for reimbursement.   Upon grant approval, funds are either advanced prior to the project or reimbursed after the project is completed.  Some organizations may not qualify for advanced grant funds and can only be reimbursed after providing adequate documentation.  If the payment method is critical to your project, call the Citys Community Development and Housing Department at 883-3041 to find out if your organization may receive advanced funds.

The deadline for submission of applications is Thursday, January 5, 2006 at 5:00 p.m.  This means that your application must be received by the Community Development and Housing Department by that date.  The city is not responsible for misdirected, late, or lost applications.  It is recommended that applicants submit the funding application before the deadline in the event that additional information is needed.

Submit CDBG funding applications to:  Cathy Baker Gray, Community Specialist, Community Development and Housing Department, PO Box 230, High Point, North Carolina 27261, or bring to 201 Fourth Street, High Point, NC.  For further information, call 883-3689.

City of High Point

Community Development Block Grant (CDBG) Program
Application for CDBG Subrecipient Funding
(For funds available July 1, 2006)

 

Date of Application:
Name of Agency or Organization:
Contact Person(s) and Title(s):
Physical address/location of agency office:
Mailing Address for correspondence and payments of grant:

Telephone Number(s):      Cell phone:
Fax Number:
Email address:
Project Name (keep it short):
Amount of funds requested (round to nearest $50):
Previous CDBG and/or CDBG grants to your agency:
Year      Amount (s)     Purpose

2005

2004

2003

2002

Describe Your Organization and its Mission:
Physical address and/or locations of proposed project activities: (State specifically where your project activities will take place, using street boundaries or street addresses.)
Describe the project and specific activities to be implemented using CDBG funds: 
List the projects measurable goals and objectives.  (Refer to guidelines for examples.)  Use numbers and dates:
Date project is to begin:
Date project to be completed:
Projected goal number of persons, youth, or households to be served:
How will this project address the needs of low and moderate income persons or communities?
Applicants must demonstrate that the selection of clients is an objective process and Subrecipient may not limit participation on the basis of race, gender, nationality, ethnicity, religion, creed, or disability.    How will your project comply with this expectation?
21.  If this project is sponsored by a church or religious group, participation may not be limited to members of the church.  What efforts will you make to ensure that the community at-large is aware of this project and the opportunity for participation?

22.  List your detailed budget for THIS project.  List both proposed CDBG funds and other committed funds that will be used to complete the project.  Also list any additional committed in-kind contributions, donated professional services and fees, and other resources being applied to the completion of this project.  Show a detailed breakdown of individual items.  Use specific descriptions, not broad categories.  See guidelines for examples.

Other Funds

Expense/Description    CDBG Funds or Contributions Source

Is your agency seeking other sources of potential funding or inkind contributions for this project or activity?  If so, please list the amount requested, the source(s) of funding and contributions, and the status of the request(s).
Amount Requested Source Status and date of Expected response

24.  Will this project be undertaken if CDBG funds are not available or the amount granted is less than requested?  Have provisions been made to this effect?

Identify who will be in charge of planning, implementing, follow-up, and seeing that the project is completed as planned.  Name and Title:
Who will be responsible for keeping appropriate  records concerning CDBG grant funding expenditures and preparing the monthly reports?  Name and title:

My signature indicates that I have read the program guidelines and am willing and capable of compliance.  I am also authorized to apply for grant funds.

Submitted By: _____________________________________________________

 Signature Date

        Type name underneath:

Signature of Executive Director: _______________________________________

  Type name underneath:

Signature of Board Chair: ____________________________________________

   Type name underneath:

X.  APPLICATION CHECKLIST 

Use this checklist to ensure that you have included key information in your application.

 You have read the grant program guidelines carefully and have complied with each provision.

Your application is dated.

You followed the mandatory format for preparing the grant and application and is aware that they are listed as the contact person.

Reliable telephone numbers are listed.

You included the correct mailing address for correspondence and grant payments.

You have rounded the funding request to the nearest $50.00.

 Your project description includes essential information:

 Who will implement the project

 What your project will do; how many persons will benefit

 When it will begin and end

 Where the activities will take place

 Why the project is needed

 How the project will address a community need

   Project addresses a neighborhood need or problem that has been recognized in a cit study, report, neighborhood needs assessment, or, survey neighborhood developed survey, plan, or analysis, or other publicly defined ways.

Your detailed project budget is listed on the application in the proper space.

    The proposed budget is a reliable projection of the projects expenses and revenue related to this project.

Your project goal and objectives contains measurable numbers and dates or time frames

A specific location is listed to identify activity sites

 The project provides benefits to persons of low to moderate income.

 The application is signed by the submitter and/or, Executive Director and Board Chairperson.