Subrecipients
Quick jumps to the following sections
Subrecipient CDBG Funds Management
Subrecipient Quarterly Reporting
Subrecipient CDBG Activity Monitoring
Subrecipient Education & Training
List of Subrecipients
Subrecipient CDBG Funds Management
The City will provide information here periodically to help our CDBG subrecipients in their management of CDBG funds and fund transfer requests. Standard forms are posted here, when available, for subrecipients to download and use, as required by the City.
Request for Payment/Reimbursement and Invoicing
Subrecipients are required to fill out and submit a payment/reimbursement request form with invoices and other supporting documents when subrecipients need to initiate a CDBG reimbursement for eligible expenses incurred per subrecipient grant agreement.
Download Subrecipient Payment/Reimbursement Form (Microsoft Word File) (pdf file)
Some subrecipients have their own agency specific invoice forms while others do not currently have a commonly accepted invoice form. As an option, a City's suggested invoice form may be downloaded by clicking Sample Invoice Form.
CDBG Budget Amendment Request
In general, both the Grantee (the City) and subrecipient may amend the Subrecipient Grant Agreement at any time in terms of scope of service and fund amount. These amendments are normally executed in writing, signed by a duly authorized representative of both organizations and, if the amendment constitutes a substantial change as defined by HUD or by the Grantee's Citizen Participation Plan, approved by the Grantee's governing body.
If the subrecipient needs to request an amendment, please download the request form below, complete it with all the required information and submit the request to the City for consideration.
Subrecipient Agreement Amendment Request Form (Microsoft Word File) (pdf File)
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Subrecipient Quarterly Reporting
As part of the Subrecipient Agreement to carry out an eligible activity using CDBG funds, subrecipients are required to submit to the City a beneficiaries report on a quarterly basis. HUD's Performance Measurement regulation places responsibilities on the shoulders of its Grantees for tracking and reporting key performance indicators to HUD every program year. The information the City requires its subrecipients to collect, document and report is crucial for the City to make sure that it's CDBG management is in compliance with HUD regulations.
The links below provides helpful tools for subrecipients to gather data and report that information in a standardized format. In addition, the City conducts monitoring visits to subrecipient facilities to verify accuracy of the reported information.
Quarterly Report Template File (Word File) – You may download this file and fill in the required information on your computer. But you are required to sign the report and submit it to the City in a hard copy format.
Current Income Limits Summary as of March 2009.
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Subrecipient CDBG Activity Monitoring
HUD requires that the City adopt a subrecipient monitoring plan each program year. The purpose of monitoring is to ensure that the subrecipients understand the regulations, procedures and responsibilities when they carry out the approved CDBG activities. The monitoring plan is posted here each year when it has HUD approval.
Normally, the subrecipients will receive a formal notification from the City regarding an upcoming monitoring visit and the subrecipients are required to cooperate with the City monitoring staff in completing the monitoring in compliance with HUD regulations.
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Subrecipient Education & Training
Basic Training Handbooks and Materials for Subrecipients
Basically CDBG - A Comprehensive Training Slide Presentation
CDBG Basic Info
CDBG National Objectives Diagram
You may also use the Helpful Links to other training materials and information on a variety of topics.
Sample Forms for Subrecipients
The following forms are designed by City Staff for subrecipients to use as a model or without modification. The information to be collected through these forms are normally the minimum information required either by HUD or by the City. If you have any questions about these forms, please contact the City.
Intake Form (for subrecipient activities that serve clients not limited to seniors and/or disabled persons)
Intake Form1 (for subrecipent activities that serve clients who are exclusively seniors and/or disabled persons)
Subrecipient Quarterly Beneficiary Report Form (for all subrecipients)
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List of Subrecipients
The following are active subrecipients of CDBG funds with on-going activities:
- ReDiscover Mental Health Services
- Hope House, Inc.
- Lee's Summit Social Services
- One Good Meal
- Human Relations Commission (First Time Homebuyer Program)
- Codes Administration (Minor Home Repair Program)
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