016.20.15 Ark. Code R. 003
Narrative State Community Services Block Grant Plan and Application FY 2016-2017 STATE PLAN AND APPLICATION
A cover letter is included with the final plan and will be submitted to the Office of Community Services (HHS/OCS) by September 1, 2015. The letter is addressed to the OCS Director and includes the State CSBG official who is to receive the CSBG Grant Award with complete address, telephone, email address and fax number.
The State of Arkansas hereby submits the Community Services Block Grant State Plan and Application for Fiscal Years 2016-2017. This plan contains the necessary provisions, which adequately describe the programs for which assistance is sought under this subtitle, and which are consistent with the requirements of the CSBG Act.
The State of Arkansas' statutory authority for the Community Services Block Grant Program is the "Community Service and Community Action Program Act of 1985" (Act 345). See Section Two for the State Legislation. Through this Act, the Arkansas Legislature institutionalized the Community Services Program and determined that it will be carried out primarily through the Arkansas Community Action Agencies. The Act also determined service areas of these agencies to include all seventy-five counties and mandated 90 percent pass through of CSBG funds to these agencies. The Act limits state administrative expenditures of CSBG funds to five percent; the remaining five percent will be used as discretionary funds. The types of community services provided are consistent with requirements of the CSBG Federal Act.
Section 676 (a) of the Community Services Block Grant Act, as amended (42 U.S.C. 9901, et seq.) (The Act), requires the Chief Executive of each State to designate an appropriate State agency to act as lead agency for administration of the Community Services Block Grant.
Under the Federal law referenced above, the Arkansas Department of Human
Services, Division of County Operations, Office of Community Services is designated as the State department responsible for administering the Community Services Block Grant in Arkansas. The Assistant Director of the Arkansas Office of Community Services is the State official designated to sign assurances and receive the grant award.
The State lead agency CSBG policies and procedures are designed to maintain programmatic and fiscal control the State and its eligible entities. These policies and procedures are, in principle, a plan of organization under which the duties are so described as to ensure effective operation and sound organizational functioning.
State Lead Agency
The Arkansas Department of Human Services is the lead agency responsible for the Community Services Block Grant activities in the State of Arkansas. More specifically, the Office of Community Services (OCS), within the Division of County Operations, will be responsible for administering the Community Services Block Grant Program.
Mission and Responsibilities of Lead Agency
The mission of the Arkansas Department of Human Services is to improve the quality of life of all Arkansans by protecting the vulnerable, fostering independence, and promoting better health.
It is the mission of the State Office of Community Services to be the lead agency in state government in dealing with the problems of the poor. This agency is responsible for providing technical assistance to local communities and local agencies in providing community services to low-income persons.
The State is responsible for the administration of the Community Services Block Grant, Emergency Solutions Grant, Low-Income Home Energy Assistance Program, Commodity Distribution Unit and other grant programs designated by state government. The State Office of Community Services is charged with informing the Governor, Legislature and state government about the problems of the poor and the overall efforts of the agency and eligible entities to improve the quality of life for Arkansans.
Goals and Objectives of Lead Agency
The goals of the lead agency in administering the CSBG Program are to provide assistance to local communities through a network of eligible entities for the reduction of poverty and the revitalization of low-income communities, as well as the empowerment of low-income families and individuals in rural and urban areas to become fully self-sufficient; and to support other Federal Statutory Purposes and Goals of the CSBG Act.
The objectives of the lead agency are as follows:
[GREATER THAN] Develop the CSBG State Plan and Application for Fiscal Years 2016-2017, to be submitted to the U.S. Department of Health and Human Services, by September 1, 2015.
[GREATER THAN] Hold at least one public hearing in the State, with sufficient time for statewide distribution of notice of such hearing, and provide opportunity for public comment on the proposed use and distribution of Community Services Block
Grant funds for Fiscal Years 2016-2017, before September 1, 2015.
[GREATER THAN] Conduct reviews of eligible entities for program evaluation and administrative compliance, under Section 678, at least once annually, during Fiscal Years 2016-2017.
[GREATER THAN] Carry out the statutory purposes and goals of the CSBG Act and assure compliance with all applicable statutes, rules, regulations, policies and procedures set forth by Federal and State Government, during Fiscal Years 2016-2017.
Administration of OCS Programs (Section 2100, State CSBG Policy)
The Arkansas Department of Human Services, Division of County Operations, Office of Community Services is designated by the Governor as the agency responsible for administering Community Services Block Grant, Low-Income Home Energy Assistant Program, Emergency Solutions Grant and Commodities. Other Divisions of the Arkansas Department of Human Services provide certain support functions for the State Office Community Services. The State Office of Community Services negotiates sub-grant agreements with local agencies and governments, primarily with local eligible entities, to administer specific the State Office of Community Services program functions.
The relationship between the State Office of Community Services and eligible entities is described in the various subgrant agreements. In general, eligible entity responsibilities include outreach, application intake, eligibility determination, provision of services, and other administrative functions specified in the various subgrant agreements and in this manual. Eligible entities are responsible for effective and efficient program implementation in accord with program requirements.
The State Office of Community Services responsibilities include program planning and coordination, development of policy, procedures and forms, evaluation of program implementation by program monitoring, management of program funds, and other administrative functions specified in the various subgrant agreements and in this manual.
All the State Office of Community Services programs will be coordinated in every way feasible to assure that a comprehensive package of services is offered to low-income persons within the resources available.
Applicability of Manual (Section 2110, State CSBG Policy)
This manual is organized as follows: General sections apply to all the State Office of Community Services programs except as specified otherwise. The remaining sections contain policies particular to specific the State of Office of Community Service programs.
Severability (Section 2120, State CSBG Policy)
The provisions of these regulations are severable, and if any provision is held unconstitutional or a violation of statute by any court of competent jurisdiction, or shall otherwise cease to be effective, all other provisions of these regulations shall remain in effect.
Implementation and Waiver (Section 2130, State CSBG Policy)
Each eligible entity shall take all necessary steps, including but not limited to the adoption of amendments to existing by-laws, in order to comply with the requirements of these regulations at the effective date of these regulations. In the event that compliance with any requirement(s) set forth in these regulations would pose a hardship for any eligible entity, that agency may request a waiver. Such a request shall be in writing and shall state with particularity the requirement for which the waiver is sought, the length of delay of implementation requested and the reasons for the request. The Assistant Director of the State Office of Community Services or his/her designee shall grant or deny the request in writing.
Maintenance of the Manual (Section 2140, State CSBG Policy)
Material in this manual will be reviewed periodically and will be updated as necessary by the State Office of Community Services consistent with the requirements of the State Administrative Procedures Act.
Eligible entities will be provided copies of modifications to these materials in a format determined by the State Office of Community Services. Eligible entities are responsible for filing issuance letters, in numerical order, in the front of this manual.
Citizen Access and Privacy (Section 3100, State CSBG Policy)
[GREATER THAN] Funding applications submitted to the State lead agency for funds;
[GREATER THAN] The eligible entity's most recent Articles of Incorporation, by-laws, board membership list, needs assessment and Statement of Purposes and Strategy;
[GREATER THAN] All contracts (including funding, consulting, goods and services) pertaining to State lead agency funds;
'y All final reports (including audits) made to the State lead agency on projects funded with State lead agency funds;
[GREATER THAN] Minutes of the meetings of the Board of Directors;
[GREATER THAN] Position titles, salary ranges and job descriptions for all compensated positions.
Personnel Policies and Procedures (Section 3110, State CSBG Policy)
Every consideration must be given to providing employment opportunity to low-income persons who have been denied the benefit of formal education. Each eligible entity shall make certain that its recruiting procedures afford adequate opportunity for the hiring and advancement of people to be served by community action programs. The attainment of a high level of education may be important to performance in certain positions. However, formal educational or licensing qualifications, unless required by state or local law, shall not be made a requirement for employment or advancement in either professional or non-professional capacities if a candidate has the ability to perform the duties of the position.
Code of Conduct (Section 3120, State CSBG Policy)
The eligible entity shall observe the following minimum standards governing the conduct of board members, employees and their immediate families.
For the purpose of these requirements, immediate family members shall be defined as follows: Husband, Wife, Father, Father-in-law, Mother, Mother-in-law, Brother, Brother-in-law, Sister, Sister-in-law, Son, Son-in-law, Daughter and Daughter-in-law.
Affirmative Action (Section 3130, State CSBG Policy)
An equal opportunity and affirmative action work plan which must establish objectives to indicate compliance with federal and state laws relative to nondiscrimination in the use of the State Office of Community Services funds must be on file and available for review.
Opportunity Officer and a description of his/her duties; a description of duties of the Equal Opportunity Governing Board (if any) and a list of its members; a numerical analysis of the composition of the agency's work force by position type and the Governing Board membership on the basis of sector represented.
The agency may not appoint as its Equal Opportunity Officer the Executive Director. The eligible entity shall have this information available for review by OCS Monitors or available upon request by OCS.
Americans with Disabilities Act_(Section 3135, State CSBG Policy)
The Americans with Disabilities Act (ADA) of 1990 prohibits discrimination against any individual with a disability in regard to employment, benefits, and services. As an integral part of its overall affirmative action plan, the eligible entities must comply with the guidelines and requirements specified in the ADA.
In accordance with ADA, the eligible entity will not discriminate against any individual with a disability and shall ensure compliance in the following areas:
Prohibited Political Activities_(Section 3140, State CSBG Policy)
the following is intended to provide guidance to eligible entities as to appropriate standards of conduct relative to political activities, as well as to the use of any funds administrated by the State Office of Community Services for political purposes.
In addition, the eligible entity may not use any funds administrated by the State Office of Community Services, the provision of services, or the assignment of personnel in connection with transporting voters or potential voters to the polls.
Bonding and Liability Insurance (Section 3140, State CSBG Policy)
Travel Reimbursement (Section 3140, State CSBG Policy)
Procurement (Section 3147, State CSBG Policy)
Eligible entities may not place unreasonable requirements on firms in order to qualify to do business or unnecessary experience and bonding requirements.
such contract shall be subject to prior approval by the state lead agency. All contracts, where possible, must be free and open to competition.
Financial Policies and Procedures ManuaI_(Section 3180, State CSBG Policy)
3- Inventory Procedures:
Director,
Community Services for Lobbying Activities. Such funds of a contract or grant recipient may not be used to pay the salary or expenses of any staff member or agent acting for such recipients to engage in activity designed to influence legislation or appropriations pending before the U. S. Congress or the Arkansas Legislature.
Records, such as data forms, policy issuances, etc., which do not contain client names or information which is traceable to a client, may be discarded as the eligible entity deems best.
Eligible entities shall provide the State lead agency and/or its authorized representative access to all books, records, documents and compilations of data relating to any programs administered by the State Office of Community Services.
Corrective Action, Suspension, Termination and Establishment of Eligible Entity Status. (Section 3200, State CSBG Policy)
Improvement Plan (QIP) when OCS determines that an eligible entity has failed to comply with and meet the requirements contained in regulations or published administrative requirements of OCS, has failed to fulfill its funded work program, or has breached the terms of its funding agreement with OCS.
If the OCS Assistant Director determines that an emergency situation exists due to threat of imminent loss or waste of OCS funds and that immediate action is required due to the seriousness of the violation and/or is necessary to protect OCS funds or property:
When technical assistance is offered by the State, OCS will prepare and submit to the Secretary a report describing the training and technical assistance offered within 60 days from the date of notification for QIP. If the state determines that such training and technical assistance are not appropriate, OCS will prepare and submit to the Secretary a report stating the reasons for this determination within sixty days from date of notification for QIP.
OCS will review the Quality Improvement Plan submitted by the agency and inform the eligible entity of its approval or disapproval status within 30 days from the date the Quality Improvement Plan is received by OCS.
If the plan is not approved, OCS will notify the eligible entity of disapproval (by certified mail), specify reason the plan was not approved, and give notice of suspension.
If the DCO Director denies the appeal, the eligible entity may appeal to the DHS Director, in writing within ten days. The DHS Director shall schedule such an appeal to be held within ten days of receipt of the request and shall issue written findings within ten days of adjournment of the appeal hearing. If the DHS Director denies the appeal, OCS may initiate termination of status of the agency as an eligible entity according to procedures as set forth in 3200 C. If entity requests review by HHS, no funds determination is final until HHS reviews.
C Termination.
An eligible entity may request and OCS may approve voluntary suspension of the status of the eligible entity for a stated period of time. OCS shall make arrangements it deems necessary to assure the continued provision of services during the period of voluntary suspension. The voluntary status of suspension shall be lifted at the agreed upon time. If upon completion of the period of voluntary suspension, OCS determines that suspension shall continue, normal steps for corrective action prior to suspension shall apply, including the rights of appeal by the eligible entity. The eligible entity may request and OCS may approve an extension of the period of voluntary suspension.
If an existing eligible entity terminates its service, the Governor will solicit applications from eligible entities and designate an eligible entity to provide services in the unserved area. The eligible entity shall be:
If there is no private nonprofit organization identified or determined to be qualified to serve as an eligible entity, the Governor may solicit application from, and designate a political subdivision to serve as an eligible entity to provide services in the unserved area. The political subdivision shall have a tripartite board or other mechanism to assure decision making and participation by low-income individuals in the development, planning, implementation, and evaluation of programs. The board shall be constituted so as to assure that no less than 1/3 of the members are representatives of low-income individuals and families in the neighborhoods and that they reside in the neighborhoods served.
Abuse or Misuse of Funds (Section 3210, State CSBG Policy)
Any evidence of suspected criminal activity related to OCS funds or programs by an eligible entity or any of its staff or board members shall be referred to appropriate authorities for possible prosecution.
Single Agency Audit (Section 3220, State CSBG Policy)
Arkansas Statutes Section 5-713 provides subgrantees the right to appeal this decision to the Circuit Court of any County in which the eligible entity is located or does business or to the Circuit Court of Pulaski County. This request must be filed within thirty days of receipt of the appeal decision.
In the event of a change in Audit Department contact, DHS/OCS will notify the eligible entities in writing of the change.
Closeout Reports (Section 3230, State CSBG Policy)
Within 45 days after the completion date of each grant administered by OCS, each eligible entity shall submit a financial closeout report and other reports, as required, by the terms and conditions of the award.
The closeout report shall consist of the following:
[GREATER THAN] Carryover funds from the previous grant year.
[GREATER THAN] Actual funds received for the respective grant year.
[GREATER THAN] Actual expenditures on costs incurred and paid within the program year.
COMMUNITY SERVICES BLOCK GRANT
Purpose and Scope
Following passage of the federal Omnibus Budget Reconciliation Act of 1981, which established the Community Services Block Grant (CSBG), the Governor designated the Office of Community Services (OCS) in the Division of County Operations (DCO) in the Department of Human Services (DHS) to administer the CSBG program in Arkansas. Act 345 of 1985 designates the same agency to administer the CSBG program. Community Action Agencies (CAAs) located throughout the state receives CSBG funds from OCS to carry out the purposes of the Act.
In order to meet the requirements of the Act and to encourage the efficient and effective use and management of these funds, OCS is issuing these regulations which are applicable to CAAs and other eligible entities.
Designation of Community Action Agencies_(Section 4100, State CSBG Policy)
Act 477 of 1977, as amended by Act 345 of 1985, designates the Community Action Agencies of the state (which are eligible CSBG grantees) and their service areas.
As required by federal law, OCS has established reasonable program and fiscal requirements which a CAA must meet to receive (CSBG) funds from the state.
Requirements for CAA Eligible Entity Board of Directors (Section 4120, State CSBG Policy)
Persons at or below one hundred twenty-five percent of the poverty line shall be permitted to vote in these selection processes. An eligible entity may request a waiver from this one hundred twenty-five percent of poverty line eligibility in order to establish residency or other criteria as a basis for eligibility. The eligible entity shall make the request in writing to the Assistant Director of the Office of Community Services including specific justification.
Board Responsibility (Section 4130, State CSBG Policy)
Board members of a CAA or other eligible entity must recognize that it is they, rather than the staff of the agency to whom the CSBG award is made. The board is responsible to see the funds go to provide the services needed by the low-income persons of their area and that the funds are spent for the purposes stated. Board members may be responsible as individuals where they negligently or knowingly allow the misuse or abuse of CSBG funds. Annual training shall be conducted in order to ensure board members are knowledgeable of their legal and fiduciary responsibilities. The board is responsible for an orientation process for new members.
[GREATER THAN] Selection and service of alternates must be described in the by-laws of the agency
[GREATER THAN] Alternates must be elected/selected in the same manner, at the same time and by the same body that elected/selected the representative
[GREATER THAN]* Representatives of public officials may not select alternates to substitute for them
[GREATER THAN] All alternates must be listed on the membership roster of the Board of Directors
[GREATER THAN] No alternate may be counted toward a quorum or cast a vote when his/her primary board member is attending the meeting
[GREATER THAN] No alternate may hold an office of the board
Planning, Funding Application, and Reporting Requirements (Section 4140, State CSBG Policy)
including the causes and effects of poverty, shall be updated at this time through citizen input. Poverty problems to be addressed shall include: problems of low-income persons in:
This CAP (and any subsequent amendments) must be approved by the eligible entity's Board of Directors and will serve as a basis for the projects proposed by the board for CSBG funding.
[GREATER THAN] to secure and retain meaningful employment
[GREATER THAN] to attain an adequate educational level
[GREATER THAN] to make better use of available income
[GREATER THAN] to obtain and maintain adequate housing and a suitable living environment
[GREATER THAN] to obtain emergency assistance through loans or grants to meet immediate and urgent individual and family needs, including the need for health services, nutritious food, housing and employment related assistance
- * [GREATER THAN] to remove obstacles and solve problems which block the attainment of self-sufficiency; and
[GREATER THAN] to achieve greater participation in the affairs of the community
[GREATER THAN] any changes in the Articles of Incorporation, By-laws, and Personnel Policies and Procedures,
[GREATER THAN] Financial Procedures,
[GREATER THAN] Administrative Procedures,
[GREATER THAN] evidence of current bond and Equal Opportunity and Affirmative Action
Plan
[GREATER THAN] current listing of eligible entity board members by sector and by county
[GREATER THAN] inventory list
The eligible entity shall be notified by letter which of these documents are required to be submitted to OCS, in whole or in part, along with any other documents that are necessary. All of these documents will be reviewed at the time of the annual on-site monitoring.
[GREATER THAN] A work program with objectives and activities for the eligible entity to accomplish in each project area which the eligible entity will operate during its CSBG program year. These objectives shall state in verifiable terms the results to be achieved in each quarter of the program year
[GREATER THAN] A budget which specifies the CSBG program costs to accomplish each of the projects
[GREATER THAN] An agency wide and a comprehensive administrative budget for the eligible entity which indicates how CSBG funds and funds from other funding sources finance the efforts of the eligible entity
[GREATER THAN] These work programs and budgets shall be submitted in a form prescribed by OCS
For purposes of this paragraph, administrative services are considered to be management and operating functions which span several or all agency functions. With the approval of the Assistant Director of OCS, a different definition for administrative services may be used by an eligible entity for purposes of this paragraph.
All requests to use CSBG funds for administration must include full justification. Additionally, where application is made to utilize CSBG funds for administrative support of programs funded from other sources than CSBG, the agency shall:
[GREATER THAN] submit the total eligible entity budget
[GREATER THAN] list the amount and sources of funds in (1) above
[GREATER THAN] indicate the amount of funds from each source in (2) above which are actually to be used for administrative costs, and
[GREATER THAN] document efforts by the agency to obtain the use of funds for administrative costs from each source in (2) above
When the CSBG section of OCS has completed review of the application work program and budgets, the Assistant Director of OCS will determine whether the application should be approved as submitted, or he may place special conditions on the grant, or he may require changes. He will notify the applicant agency of his decision in writing. The state agency shall reply to the eligible entity within forty five days of receipt of a completed application. If no response is sent by the state agency within forty five days, the application shall be deemed to be complete and acceptable as submitted. The state agency shall issue a Notice of Grant Award within fifteen days after a work program has been approved, subject to receipt of federal funds.
In the event the eligible entity does not accept any stated conditions or does not agree to any required changes, the eligible entity may appeal, in writing, to the Assistant Director of OCS within ten days, stating the reasons why the stated conditions or changes should not be required. If the Assistant Director does not agree with the appeal, he will so notify the eligible entity, in writing, within ten days. At this point, the eligible entity, within ten days, may request the Assistant Director of OCS to seek the advice of an appeals body to be appointed by him. The body shall be appointed and directed to meet within ten days of receipt of the request by the OCS Assistant Director. The appeals body shall consist of two eligible entity directors and a staff member of the Division of County Operations not previously involved in the decision. The appeals body shall review the application file, discuss, deliberate and issue a written recommendation to the OCS Assistant Director within five days of adjournment. If the appeals body cannot reach a consensus, dissenting members may submit separate written recommendations within the same five day period. After reviewing the advice of the appeals body, the Assistant Director of OCS will make his finding to the eligible entity, in writing, within ten days. At this point, within ten days, the eligible entity may appeal, in writing, to the DCO Director. The DCO Director shall notify the eligible entity of his finding within ten days. The eligible entity may appeal his finding, within ten days, to the Director of DHS. The Director of DHS shall respond within ten days. The findings of the Director of DHS shall be final.
Reports will meet this requirement if postmarked by the tenth (10th) of the month. Additionally, at the end of each quarter of its program year, the eligible entity shall report on the status of the implementation and operation of its work programs. This report is to be submitted to be received in OCS not later than thirty calendar days after the end of the period covered by the report and is required for the release of funds for the second month of each program quarter. All reports submitted to OCS subsequent to the last board meeting shall be presented for review and approval by the board.
Failure to comply with this requirement by a timely and accurate reporting of financial and program activity in the format requested may result in corrective action prior to suspension of funding for the respective project. Where an eligible entity has a history of failure to comply with reporting requirements, OCS may suspend all funding to the eligible entity which fails to submit any required report in a timely and complete manner or fails to respond to any other reasonable request by OCS regarding their program. Any financial or program report at least thirty days in arrears may serve as the basis for the initiation of corrective action proceeding prior to suspension of all funding.
Monitoring and audit reports shall be submitted to the Board for review and approval.
approved work program. When an agency submits its quarterly program reports, it shall adequately explain any variances of twenty percent or more from the approved work program in any activity or objective when the goal was not met. The agency shall include any necessary corrective actions the agency intends to make to satisfy the work program activity or objective where the goal was not met. The Assistant Director of OCS shall determine the adequacy of the explanation and of the intended corrective actions. If they are not adequate, he will inform the agency of any steps necessary to meet the requirements of the grant and set a time for their accomplishment. If the agency does not agree to the corrective actions or fails to meet them in the stated time, the Assistant Director of OCS may withhold any further funding to the agency until such time as the conditions are met, or he may institute corrective action proceedings prior to suspension of agency funds. If no notification is sent by the OCS within thirty working days after receipt of quarterly reports, the report shall be deemed to be accepted as submitted.
Administrative Procedures Manual which outlines management and operating procedures.
State Lead Agency
The Arkansas Department of Human Services is the lead agency responsible for the Community Services Block Grant activities in the State of Arkansas. More specifically, the Office of Community Services (OCS), within the Division of County Operations, will be responsible for administering the Community Services Block Grant Program.
Mission and Responsibilities of Lead Agency
The mission of the Arkansas Department of Human Services is to improve the quality of life of all Arkansans by protecting the vulnerable, fostering independence, and promoting better health.
It is the mission of the State Office of Community Services to be the lead agency in state government in dealing with the problems of the poor. This agency is responsible for providing technical assistance to local communities and local agencies in providing community services to low-income persons.
The State is responsible for the administration of the Community Services Block Grant, Emergency Solutions Grant, Shelter Plus Care Grant, Low-Income Home Energy Assistance Program, Commodity Distribution Unit and other grant programs designated by state government. The State Office of Community Services is charged with informing the Governor, Legislature and state government about the problems of the poor and the overall efforts of the agency and eligible entities to improve the quality of life for Arkansans.
Goals and Objectives of Lead Agency
The goals of the lead agency in administering the CSBG Program are to provide assistance to local communities through a network of eligible entities for the reduction of poverty and the revitalization of low-income communities, as well as the empowerment of low-income families and individuals in rural and urban areas to become fully self-sufficient; and to support other Federal Statutory Purposes and Goals of the CSBG Act.
The objectives of the lead agency are as follows:
[GREATER THAN] Develop the CSBG State Plan and Application for Fiscal Years 2016-2017, to be submitted to the U.S. Department of Health and Human Services, by September 1, 2015.
[GREATER THAN] Hold at least one public hearing in the State, with sufficient time for statewide distribution of notice of such hearing, and provide opportunity for public comment on the proposed use and distribution of Community Services Block Grant funds for Fiscal Years 2016-2017, before September 1, 2015.
[GREATER THAN] Conduct reviews of eligible entities for program evaluation and administrative compliance, under Section 678, at least once annually, during Fiscal Years 2016-2017.
[GREATER THAN] Carry out the statutory purposes and goals of the CSBG Act and assure compliance with all applicable statutes, rules, regulations, policies and procedures set forth by Federal and State Government, during Fiscal Years 2016-2017.
The State accessed the State National Performance Indicators, the U.S. Census data, eligible entities community assessments and eligible entities CSBG work plans in the development of the State Plan.
The State also attended meetings, conferences and teleconferences with the eligible entities and with the State Community Action Association and with regional associations in gathering data for the State Plan.
All the eligible entities and the State Association were given a draft copy of the State Plan, made of aware of the public comment period and invited to the public hearing.
Public Hearing Requirements
The State of Arkansas has complied with public and legislative hearing requirements of the CSBG Act regarding the State Application and Plan, as follows:
The Act requires the designated lead agency to conduct at least one Public Hearing to provide an opportunity for comment on the proposed use and distribution of funds, in conjunction with development of the State Application and Plan. Arkansas held one public hearing,________________________. Notice of the hearing was published in the statewide daily newspaper for three consecutive days and posted on the Arkansas Department of Human Services website. The public was offered the opportunity to comment on the proposed use and distribution of funds for the plan period (fiscal years 2016-2017).
The Act requires the State to hold at least one legislative hearing every three (3) years in conjunction with the development of the State Plan. The Arkansas Legislative Council of the Arkansas General Assembly conducted a legislative hearing for fiscal years 2016-2017 on ____________. The Legislative Council also held a legislative hearing in conjunction with the development of the 2016-2017 State Plan on_________________.
The Act requires the State to make the Plan available for public inspection, to facilitate review of and comment on the plan. The State Plan for fiscal years 2016-2017 was made available for public inspection and comment from__________-__________, at the Arkansas Department of Human Services website. Those who wished to comment could respond orally at the Public Hearings or submit comments directly to the Arkansas Department of Human Services, Division of County Operations, Office of Community Services. Notice of the public hearing and comment period was provided in the Arkansas statewide daily newspaper and via the Arkansas Department of Human Services website.
Copies of the plan will be made available at the Arkansas State Library, Arkansas Department of Human Services, Legislative Council, Community Action Agencies, and the Arkansas Department of Human Services website www. dhs.arkansas.gov.
CSBG Eligible Entity | Nonprofit Type of Agency Geographical (Counties) Area Served | ||
Arkansas River Valley Area Council, Inc 613 North 5th Street Dardanelle, Arkansas 72834 | Nonprofit | CAA | Conway, Franklin, Johnson, Logan, Perry, Polk, Pope, Scott, Yell |
Black River Area Dev. Corp. 1403 Hospital Drive Pocahontas, Arkansas 72455 | Nonprofit | CAA | Clay, Lawrence, Randolph |
Central Arkansas Dev. Council 321 Edison Benton, Arkansas 72015 | Nonprofit | CAA | Calhoun, Clark, Columbia, Dallas, Hot Spring, Lonoke, Montgomery, Ouachita, Pike, Pulaski, Saline, Union |
Community Action Program for Central Arkansas, Inc 707 Robins Street, Ste. 118 Conway, Arkansas 72034 | Nonprofit | CAA | Cleburne, Faulkner, White |
Crowley's Ridge Dev. Council, Inc. 2401 Fox Meadow Lane Jonesboro, Arkansas 72401 | Nonprofit | CAA | Craighead, Crittenden, Cross, Greene, Jackson, Poinsett, St. Francis, Woodruff |
Crawford-Sebastian Comm Dev. Council, Inc. 4831 Armor Street Fort Smith, Arkansas 72914 | Nonprofit | CAA | Crawford, Sebastian |
Community Services Office, Inc. 600 West Grand Avenue Hot Springs, Arkansas 71901 | Nonprofit | CAA | Garland |
Economic Opportunity Agency of Washington, Co. Inc. 614 East Emma Avenue, Suite M401 Springdale, Arkansas 72764 | Nonprofit | CAA | Washington |
Mississippi County, Arkansas Economic Opportunity Commission, Inc. 1400 North Division Street Blytheville, Arkansas 72316-1289 | Nonprofit | CAA | Mississippi |
Mid-Delta Community Services, Inc. 610 South Biscoe Street Helena, Arkansas 72342 | Nonprofit | CAA | Lee, Monroe, Phillips, Prairie |
Northcentral Arkansas Dev. Council, Inc, 550 9th Street Batesville, Arkansas 72503 | Nonprofit | CAA | Fulton, Independence, Izard, Sharp, Stone |
Office of Human Concern, Inc. 506 East Spruce Street Rogers, Arkansas 72757 | Nonprofit | CAA | Benton, Carroll, Madison |
Ozark Opportunities, Inc. 701 East Prospect Avenue Harrison, Arkansas 72601 | Nonprofit | CAA | Baxter, Boone, Marion, Newton, Searcy, Van Buren |
Pine Bluff-Jefferson County Economice Opportunitieis Commission, Inc. 817 South Cherry Pine Bluff, Arkansas 71611 | Nonprofit | CAA | Arkansas, Cleveland, Grant, Jefferson, Lincoln |
Southeast Arkansas Comm. Action Corp. 1208 North Myrtle Street Warren, Arkansas 71671 | Nonprofit | CAA | Ashley, bradley, Chicot, Desha, Drew |
Southwest Arkansas Dev. Council, Inc. 3902 Sanderson Lane Texarkana, Arkansas 71854 | Nonprofit | CAA | Hempstead, Howard, Lafayette, Little River, Miller, Nevada, Sevier |
There are 16 Community Action Agencies (eligible entities) in the State of Arkansas. There has been no changes in the number of entities or in the list since the submission of the State's last State Plan.
CSBG Organizational Standards
The State lead agency, the Arkansas Community Action Agencies Association and the Arkansas Community Action Agencies officially adopted the CSBG Organizational Standards as described in IM 138. The CSBG Organizational Standards have been included as a part of the State CSBG Policies and Procedures.
The State lead agency used FY 2015 as the baseline year for the Organizational Standards. Each eligible entity conducted a self-assessment that was validated by the State lead agency in April, 2015. Collectively the entities met 78% of the CSBG Organizational Standards at the time of the April, 2015 assessments.
The State lead agency will assess each eligible entity in FY 2016 and FY 2015 by on site monitoring.
The State lead agency in collaboration with Arkansas Community Action Agencies Association will provide technical assistant through training and Peer-to-Peer reviews during FY 2016 and FY 2017. Each entity is expected to be in 100% compliance with all 58 of the CSBG Organizational Standards by the time of the FY2017 on-site monitoring.
The State lead agency will neither modify the Center Of Excellence - developed Organizational Standards, nor make any exceptions in applying the Organizational Standards for any of the eligible entities.
COE-developed Organizational Standards for Private, Nonprofit CSBG Eligible Entities
ORGANIZATIONAL STANDARDS FOR PRIVATE, NONPROFIT CSBG ELIGIBLE ENTITIES
Category One: Consumer Input and Involvement
Community Action is rooted in the belief that people with low incomes are in the best position to express what they need to make a difference in their lives. CSBG eligible entities work in partnership with the people and communities they serve. Community Action works in a coordinated and comprehensive manner to develop programs and services that will make a critical difference in the lives of participants. Individuals and families are well attuned to what they need, and when Community Action taps into that knowledge, it informs our ability to implement high-impact programs and services.
Research shows that through engagement in community activities such as board governance, peer to peer leadership, advisory bodies, volunteering, and other participatory means, the poor build personal networks and increase their social capital so that they are able to move themselves and their families out of poverty. Community Action is grounded in helping families and communities build this social capital for movement to self-sufficiency.
Standard 1.1 - The organization demonstrates low-income individuals' participation in its activities.
Standard 1.2 -The organization analyzes information collected directly from low-income individuals as part of the community assessment.
Standard 1.3 - The organization has a systematic approach for collecting, analyzing, and reporting customer satisfaction data to the governing board.
Category Two: Community Engagement
No CSBG eligible entity can meet all of a community's needs independently. Through formal and informal partnerships, ongoing community planning, advocacy, and engagement of people with low incomes, partners ranging from community and faith-based organizations, educational institutions, government, and business work together with Community Action Agencies and other CSBG eligible entities to successfully move families out of poverty and revitalize communities.
Community Action is often the backbone organization of community efforts to address poverty and community revitalization: leveraging funds, convening key partners, adding the voice of the underrepresented, and being the central coordinator of efforts. It is not an easy role to play, but a vital one for families and communities.
Standard 2.1 - The organization has documented or demonstrated partnerships across the community, for specifically identified purposes; partnerships include other anti-poverty organizations in the area.
Standard 2.2 - The organization utilizes information gathered from key sectors of the community in assessing needs and resources, during the community assessment process or other times. These sectors would include at minimum: community-based organizations, faith-based organizations, private sector, public sector, and educational institutions.
Standard 2.3 - The organization communicates its activities and its results to the community.
Standard 2.4 -The organization documents the number of volunteers and hours mobilized in support of its activities.
Category Three: Community Assessment
Local control of Federal CSBG resources is predicated on regular comprehensive community assessments that take into account the breadth of community needs as well as the partners and resources available in a community to meet these needs. Regular assessment of needs and resources at the community level is the foundation of Community Action and a vital management and leadership tool that is used across the organization and utilized by the community to set the course for both CSBG and all agency resources.
Standard 3.1 - The organization conducted a community assessment and issued a report within the past 3 years.
Standard 3.2 -As part of the community assessment, the organization collects and includes current data specific to poverty and its prevalence related to gender, age, and race/ethnicity for their service area(s).
Standard 3.3 -The organization collects and analyzes both qualitative and quantitative data on its geographic service area{s) in the community assessment.
Standard 3.4 - The community assessment includes key findings on the causes and conditions of poverty and the needs of the communities assessed.
Standard 3.5 - The governing board formally accepts the completed community assessment. 2. VISION AND DIRECTION
Category Four: Organizational Leadership
Community Action leadership is exemplified at all levels across the organization and starts with a mission that clarifies Community Action's work on poverty. A well-functioning board, a focused chief executive officer (CEO)/executive director, well-trained and dedicated staff, and volunteers giving of themselves to help others will establish Community Action as the cornerstone and leverage point to address poverty across the community. Ensuring strong leadership both for today and into the future is critical.
This category addresses the foundational elements of mission as well as the implementation of the Network's model of good performance management (ROMA). It ensures CAAs have taken steps to plan thoughtfully for today's work and tomorrow's leadership.
Standard 4.1 - The governing board has reviewed the organization's mission statement within the past 5 years and assured that:
Standard 4.2 - The organization's Community Action plan is outcome-based, anti-poverty focused, and ties directly to the community assessment.
Standard 4.3 - The organization's Community Action plan and strategic plan document the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle or comparable system (assessment, planning, implementation, achievement of results, and evaluation). In addition, the organization documents having used the services of a ROMA-certified trainer (or equivalent) to assist in implementation.
Standard 4.4 - The governing board receives an annual update on the success of specific strategies included in the Community Action plan.
Standard 4.5 - The organization has a written succession plan in place for the
CEO/executive director, approved by the governing board, which contains procedures for covering an emergency/unplanned, short-term absence of 3 months or less, as well as outlines the process for filling a permanent vacancy.
Standard 4.6 - An organization-wide, comprehensive risk assessment has been completed within the past 2 years and reported to the governing board.
Category Five: Board Governance
Community Action boards are uniquely structured to ensure maximum feasible participation by the entire community, including those the network serves. By law, Community Action boards are comprised of at least 1/3 low-income consumers (or their representatives), 1/3 elected officials (or their appointees), and the remainder private-sector community members. To make this structure work as intended, CAAs must recruit board members thoughtfully, work within communities to promote opportunities for board service, and orient, train, and support them in their oversight role. Boards are foundational to good organizational performance and the time invested to keep them healthy and active is significant, but necessary.
Standard 5.1 - The organization's governing board is structured in compliance with the CSBG Act:
Standard 5.2 - The organization's governing board has written procedures that document a democratic selection process for low-income board members adequate to assure that they are representative of the low-income community.
Standard 5.3 - The organization's bylaws have been reviewed by an attorney within the past 5 years.
Standard 5.4 - The organization documents that each governing board member has received a copy of the bylaws within the past 2 years.
Standard 5.5 - The organization's governing board meets in accordance with the frequency and quorum requirements and fills board vacancies as set out in its bylaws.
Standard 5.6 - Each governing board member has signed a conflict of interest policy within the past 2 years.
Standard 5.7 - The organization has a process to provide a structured orientation for governing board members within 6 months of being seated.
Standard 5.8 - Governing board members have been provided with training on their duties and responsibilities within the past 2 years.
Standard 5.9 - The organization's governing board receives programmatic reports at each regular board meeting.
Category Six: Strategic Planning
Establishing the vision for a Community Action Agency is a big task and setting the course to reach it through strategic planning is serious business. CSBG eligible entities take on this task by looking both at internal functioning and at the community's needs. An efficient organization knows where it is headed, how the board and staff fit into that future, and how it will measure its success in achieving what it has set out to do. This agency-wide process is board-led and ongoing. A "living, breathing" strategic plan with measurable outcomes is the goal, rather than a plan that gets written but sits on a shelf and stagnates. Often set with an ambitious vision, strategic plans set the tone for the staff and board and are a key leadership and management tool for the organization.
Standard 6.1 - The organization has an agency-wide strategic plan in place that has been approved by the governing board within the past 5 years.
Standard 6.2 - The approved strategic plan addresses reduction of poverty, revitalization of low-income communities, and/or empowerment of people with low incomes to become more self-sufficient.
Standard 6.3 - The approved strategic plan contains family, agency, and/or community goals.
Standard 6.4 - Customer satisfaction data and customer input, collected as part of the community assessment, is included in the strategic planning process.
Standard 6.5 - The governing board has received an update(s) on progress meeting the goals of the strategic plan within the past 12 months.
The human element of Community Action's work is evident at all levels of the organization and the relationship an organization has with its staff often reflects the organization's values and mission. Oversight of the chief executive officer (CEO)/executive director and maintaining a strong human resources infrastructure are key responsibilities of board oversight. Attention to organizational elements such as policies and procedures, performance appraisals, and training lead to strong organizations with the capacity to deliver high-quality services in low-income communities.
Standard 7.1 - The organization has written personnel policies that have been reviewed by an attorney and approved by the governing board within the past 5 years.
Standard 7.2 - The organization makes available the employee handbook (or personnel policies in cases without a handbook) to all staff and notifies staff of any changes.
Standard 7.3 - The organization has written job descriptions for all positions, which have been updated within the past 5 years.
Standard 7.4 -The governing board conducts a performance appraisal of the CEO/executive director within each calendar year.
Standard 7.5 - The governing board reviews and approves CEO/executive director compensation within every calendar year.
Standard 7.6 - The organization has a policy in place for regular written evaluation of employees by their supervisors.
Standard 7.7 - The organization has a whistleblower policy that has been approved by the governing board.
Standard 7.8 - All staff participate in a new employee orientation within 60 days of hire.
Standard 7.9 - The organization conducts or makes available staff development/training (including ROMA) on an ongoing basis.
Category Eight: Financial Operations and Oversight
The fiscal bottom line of Community Action is not isolated from the mission, it is a joint consideration. Community Action boards and staff maintain a high level of fiscal accountability through audits, monitoring by State and Federal agencies, and compliance with Federal Office of Management Budget circulars. The management of Federal funds is taken seriously by CSBG eligible entities and the Standards specifically reflect the board's oversight role as well as the day-to-day operational functions.
Standard 8.1 - The organization's annual audit (or audited financial statements) is completed by a Certified Public Accountant on time in accordance with Title 2 of the Code of Federal Regulations, Uniform Administrative Requirements, Cost Principles, and Audit Requirement (if applicable) and/or State audit threshold requirements.
Standard 8.2 - All findings from the prior year's annual audit have been assessed by the organization and addressed where the governing board has deemed it appropriate.
Standard 8.3 - The organization's auditor presents the audit to the governing board.
Standard 8.4 - The governing board formally receives and accepts the audit. Standard 8.5 - The organization has solicited bids for its audit within the past 5 years.
Standard 8.6 - The IRS Form 990 is completed annually and made available to the governing board for review.
Standard 8.7 * private The governing board receives financial reports at each regular meeting that include the following:
Standard 8.8 - All required filings and payments related to payroll withholdings are completed on time.
Standard 8.9 - The governing board annually approves an organization-wide budget.
Standard 8.10 -The fiscal policies have been reviewed by staff within the past 2 years, updated as necessary, with changes approved by the governing board.
Standard 8.11 - A written procurement policy is in place and has been reviewed by the governing board within the past 5 years.
Standard 8.12 - The organization documents how it allocates shared costs through an indirect cost rate or through a written cost allocation plan.
Standard 8.13 - The organization has a written policy in place for record retention and destruction.
Category Nine: Data and Analysis
The Community Action Network moves families out of poverty every day across this country and needs to produce data that reflect the collective impact of these efforts. Individual stories are compelling when combined with quantitative data: no data without stories and no stories without data. Community Action needs to better document the outcomes families, agencies, and communities achieve. The Community Services Block Grant funding confers the obligation and opportunity to tell the story of agency-wide impact and community change, and in turn the impact of the Network as a whole.
Standard 9.1 - The organization has a system or systems in place to track and report client demographics and services customers receive.
Standard 9.2 - The organization has a system or systems in place to track family, agency, and/or community outcomes.
Standard 9.3 - The organization has presented to the governing board for review or action, at least within the past 12 months, an analysis of the agency's outcomes and any operational or strategic program adjustments and improvements identified as necessary.
Standard 9.4 - The organization submits its annual CSBG Information Survey data report and it reflects client demographics and organization-wide outcomes.
Distribution Formula
Ninety (90) percent of funds made available to the State will be used to make grants to eligible entities for stated purposes of the Community Services Block Grant program. A total of 35% of funds will be awarded based on poverty in the area and 65% of funds will be awarded based on hold harmless.
State Act 345 specifies that CSBG funds appropriated for payments to eligible entities shall be allocated on the basis of equitable criteria established by the Arkansas Department of Human Services, Division of Community Services based upon application for programs.
Eligible Entities and Planned Allocations
Act 345 of 1985 designates Community Action Agencies as eligible entities to carry out the Community Services Block Grant Program in Arkansas, as well as defines the geographic coverage area.
Through the administrative rule-making process, the State has established policies and procedures to be followed by eligible entities in carrying out the CSBG program in their specific service areas that are consistent with the requirements of the CSBG Federal Act and regulations.
Eligible entities have submitted information describing the programs, services and activities to be conducted in fiscal years 2016-2017. The general program components to be addressed are self-sufficiency, employment, education, income maintenance, housing, emergency services, nutrition, community participation, health and welfare independence.
The following is a list of eligible entities and geographic areas served. Combined, CAAs provide statewide coverage for all 75 Arkansas counties.
Grants Process
Prior to receipt of funding, each CAA must submit an application (community action plan), which includes a community needs assessment. As required by federal law, the State has established reasonable program and fiscal requirements which eligible entities must meet to receive CSBG funding.
In order to be eligible for CSBG funding, each CAA shall conduct a public hearing on the needs of low-income persons in the service area, at least once every two years, and by the seventh month prior to the end of the State's second CSBG fiscal year of a two-year plan. The needs assessment of the primary poverty problems of the area, including the causes and effects of poverty, shall be updated at this time through citizen's input.
As a result of this hearing, the board shall adopt a Community Action Plan which will indicate the primary poverty problems the eligible entity will address and the share of available funds to be allocated to each.This CAP (and any subsequent amendments) must be approved by the eligible entity's Board of Directors and will serve as a basis for the projects proposed by the board for CSBG funding.
No later than ninety days before the end of the State's two-year grant period, the eligible entity shall submit a funding application to OCS, including the date of the most recent needs assessment and public hearing. Applications shall be submitted based on the federal fiscal year, unless otherwise approved by OCS. Poverty problems to be addressed shall include problems of low-income persons in:
[GREATER THAN] securing and retaining meaningful employment
[GREATER THAN] attaining an adequate education
[GREATER THAN] making better use of available income
[GREATER THAN] obtaining and maintaining adequate housing and a suitable living environment
[GREATER THAN] obtaining emergency assistance; including urgently needed health services, nutritional food, and other human services
[GREATER THAN] removing obstacles and solving problems blocking attainment of self-sufficiency
[GREATER THAN] participating in decisions which affect their lives
[GREATER THAN] addressing the needs of youth in low-income communities
[GREATER THAN] making more effective use of and coordinating with other programs
The Act requires the State to hold at least one legislative hearing every three (3) years in conjunction with the development of the State Plan. The Arkansas Legislative Council of the Arkansas General Assembly conducted a legislative hearing for fiscal years 2016-2017 on___________.
After getting State authority, the State lead agency expects to make funds available to eligible entities within 15 to 30 calendar days of receiving notice of grant award.
The Arkansas Department of Human Services, Division of County Operations, Office of Community Services, will use 5% of the total allocation for administration.
There will be a total of 5 State staff positions funded in whole or in part with CSBG funds under this State Plan.
The remaining 5% will be spent as discretionary funds. Approximately 65% of the Discretionary funds will be used to provide technical assistance and training needed by eligible entities and organizations. 15% of the funds will be used for coordination of State-operated programs and or local programs. 5% of the funds will be used to fund asset-building programs in the eligible entities. 5% will be used to fund innovative programs and activities by the eligible entities (may include fatherhood and strengthening families initiatives). 5% of the funds will be used for technology upgrades for the eligible entities. The final 5% of the funds will be used for analysis of CSBG funds to determine if targeting greatest need. This will be further described in section 8 (State Training and Technical Assistance Plan).
Planned CSBG 90 Percent Funding
CSBG Eligible Entity | Year One | Year Two |
Arkansas River Valley Area Council, Inc 613 North 5th Street Dardanelle, Arkansas 72834 | $728,466 | $728,466 |
Black River Area Dev. Corp. 1403 Hospital Drive Pocahontas, Arkansas 72455 | $201,868 | $201,868 |
Central Arkansas Dev. Council 321 Edison Benton, Arkansas 72015 | $2,125,727 | $2,125,727 |
Community Action Program for Central Arkansas, Inc 707 Robins Street, Ste. 118 Conway, Arkansas 72034 | $362,113 | $362,113 |
Crowley's Ridge Dev. Council, Inc. 2401 Fox Meadow Lane Jonesboro, Arkansas 72401 | $900,782 | $900,782 |
Crawford-Sebastian Comm Dev. Council, Inc. 4831 Armor Street Fort Smith, Arkansas 72914 | $348,640 | $348,640 |
Community Services Office, Inc. 600 West Grand Avenue Hot Springs, Arkansas 71901 | $316,907 | $316,907 |
Economic Opportunity Agency of Washington, Co. Inc. 614 East Emma Avenue, Suite M401 Springdale, Arkansas 72764 | $322,665 | $322,665 |
Mississippi County, Arkansas Economic Opportunity Commission, Inc. 1400 North Division Street Blytheville, Arkansas 72316-1289 | $312,190 | $312,190 |
Mid-Delta Community Services, Inc. 610 South Biscoe Street Helena, Arkansas 72342 | $343,064 | $343,064 |
Northcentral Arkansas Dev. Council, Inc, 550 9th Street Batesville, Arkansas 72503 | $257,916 | $257,916 |
Office of Human Concern, Inc. 506 East Spruce Street Rogers, Arkansas 72757 | $302,699 | $302,699 |
Ozark Opportunities, Inc. 701 East Prospect Avenue Harrison, Arkansas 72601 | $478,225 | $478,225 |
Pine Bluff-Jefferson County Economice Opportunitieis Commission, Inc. 817 South Cherry Pine Bluff, Arkansas 71611 | $409,337 | $409,337 |
Southeast Arkansas Comm. Action Corp, 1208 North Myrtle Street Warren, Arkansas 71671 | $354,679 | $354,679 |
Southwest Arkansas Dev. Council, Inc. 3902 Sanderson Lane Texarkana, Arkansas 71854 | $369,938 | $369,938 |
State Training and Technical Assistance Plan
The State will partner with the State Community Action Agencies Association and with outside consultants to provide training and technical assistance as needed and requested by the eligible entities in FY 2016 and in FY 2017. State CSBG staff will provide training and technical assistance in areas to include, but not limited to reporting, risk assessment, ROMA and financial management.
Training and technical assistance will focus on the whole agency approach to effectively increase the level of skills of the Board, executive staff, front line staff and other agency staff in areas to include, but not limited to : governance and Board training, community needs assessments, community action plans, community strategic planning, technology, financial management, and data analysts.
Eligible entities have requested training and technical assistance in the areas of family development, basic computer skills, ethics, health and safety, human resources, financial management, leadership, governance and board training, case management and risk assessment.
Focus in year-one will be around training and technical assistance on Organizational Standards 1.3; 3.1; 4.6; 6.1 and 9.3. These standards center on Risk Assessment, Comprehensive Community needs assessment, agency-wide strategic planning, data analysis, Community Action Plan Development and customer satisfaction data analysis.
Training and technical assistance will also include ROMA training, reporting and case management.
Focus in year-two will expand into technical assistance in the areas of year-one training.
Approximately 65% of the Discretionary funds will be used to provide technical assistance and training needed by eligible entities and organizations. 15% of the funds will be used for coordination of State-operated programs and or local programs. 5% of the funds will be used to fund asset-building programs in the eligible entities. 5% will be used to fund innovative programs and activities by the eligible entities (may include fatherhood and strengthening families initiatives). 5% of the funds will be used for technology upgrades for the eligible entities. The final 5% of the funds will be used for analysis of CSBG funds to determine if targeting greatest need.
The State CSBG staff will create individual staff development plans that will include receiving formal training from local, state, regional, and national sources.
Linkages and Coordination
As a condition for funding, Arkansas CSBG Policies and Procedures requires eligible entities to establish linkages between governmental and other social services programs to assure the effective delivery of such services to low-income individuals, identify gaps in services through the provision of information, referrals, case management and follow-up consultation, including the organizations listed below. Also, eligible entities will continue to partner with, as well as support innovative community and neighborhood-based initiatives related to the purposes of the CSBG Act [675C(b)(l)(B)].
Boy/Girl Scouts Churches
Community Coalitions County Resource Councils Domestic Violence Programs Faith-based organizations Family Day Care Homes Food Banks/Food Pantries Homeless Shelters Job Training Programs Local Initiative Support Group (LISC) Literacy Councils Red Cross Salvation Army Soup Kitchens
Single Parent Scholarship Fund Statewide CAAs United Way
Adult Education and Literacy Councils
Arkansas Development Finance Authority
Childcare Programs
Colleges and Universities
Community Colleges/Technical Schools
County DHS Offices
County Extension Offices
County Health Departments
Educational Cooperatives
Employment Security Department/Workforce Services
Health Education Centers
Home Instruction Program for Pre-school Youngsters
Local government agencies
Postal Service
Public Housing Authority
School Districts
Transitional Employment Assistance Programs
Workforce Investment Boards/Workforce Alliance
Junior Auxiliary Kiwanis Lions Clubs Realtors Associations Rotary Clubs Sheriffs Associations
Chambers of Commerce
Foundations and Corporations
Financial Institutions
Health Professionals
Legal Services
Local Businesses
Media
Utility Providers
Planned activities of eligible entities will assist low-income persons to achieve greater community participation in community affairs. Low-income program participants are encouraged to become involved in programmatic policy and procedures through community programs, including:
* Head Start/Early Head Start Policy Advisory Council
* Federal Emergency Management Assistance Advisory Board
* Senior Wellness Centers Policy Advisory Committee
* County Resource Councils
* CAA Board of Directors
* Section 8 Resident Advisory Board
* Housing & Urban Development Advisory Board
* Local Emergency Food and Shelter Board
* Single Parent Scholarship Program
* Community Action Teams
* Community Involvement Workshops
* Local Advisory Board and Committees
The Assistant Director or his/her designee attends the monthly meeting of the eligible entities Executive Director and the Executive Director of the Arkansas Community Action Agencies Association. Feedback and updates of funding or program status are provided to the entities, and concerns are addressed at the meetings. Communication on a less formal basis is on-going in the form of email, telephone and mailings.
The State lead agency will report on State Accountability measures in order to ensure accountability and improve program performance. The state lead agency will provide feedback within 60 calendar days to local entities and the State Community Action Association regarding performance on State Accountability Measures. This feedback may be in various forms, including but not limited to, meetings and presentations, mailings, emails or social media.
FISCAL CONTROLS AND MONITORING
DHS/OCS staff will conduct, at a minimum, an annual on-site program evaluation and compliance review of eligible entities in order to determine whether eligible entities meet the performance goals, administrative standards, financial management requirements and other requirements of the State.
As established in Section 678 B, the State will also conduct:
[GREATER THAN] an on-site review of each newly designated entity immediately after the completion of the first year in which such entity receives funds
[GREATER THAN] follow-up reviews including prompt return visits to eligible entities, and their programs, that fail to meet the goals, standards, and requirements established by the State
[GREATER THAN] other reviews as appropriate, including reviews of entities with programs that have had other Federal, State, or local grants (other than CSBG) terminated for cause
The State lead agency conducts financial and compliance audits of block grant funds, which the State receives under the CSBG Act. Each audit will cover a one-year period and will be conducted in accordance with standards established by the Comptroller General for the audit of the governmental organizations, programs, activities and functions. Use of the Office of Management and Budget cost and accounting standards will apply.
A copy of the audit conducted by the Legislative Audit staff will be made available to the State Legislature 30 days after completion, a copy is provided the Legislative Audit Committee, and a copy will be forwarded to the Secretary. Appropriate documents, papers, and records shall be made available to the Secretary and Comptroller General of the United States, or any duly authorized representatives.
CSBG is not audited as a major program under the State's single audit. It is audited by the State's Legislative Audit Division as part of the Department of Human Services' audit.
Monitoring of Eligible Entities
Before funds will be released to an eligible entity receiving an initial contract using OCS funds,
the eligible entity shall submit a statement to OCS certifying that its accounting system meets OCS financial requirements and standard acceptable accounting practices. The accounting system must have internal controls adequate to safeguard their assets, check the accuracy and reliability of accounting data, promote operating efficiency, and encourage compliance with OCS policies. The certification must be furnished by an independent Certified Public Accountant (CPA).
Reporting - As a condition for funding, the eligible entity signs assurances that it will provide monthly financial reports and quarterly progress reports, in the form and at the time the Office of Community Services requires. State policy 4140 M requires that the eligible entity shall provide monthly fiscal reports on the operation of funded project. This policy also states at the end of each quarter of its program year, the eligible entity shall report on the status of the implementation and operation of its work programs. All quarterly reports submitted to OCS subsequent to the last board meeting shall be presented for review and approval by the board. In addition to other safeguards, assurances are signed that the agency will, on an annual basis, conduct a single agency audit in accordance with OMB circular A-133 covering all funds received by the agency. A copy of the report will be provided to the Department of Health and Human Services.
In accordance with section 678, below is a description of monitoring activities:
Eligible entities must provide monthly financial reports documenting expenditure of funds requested. Reports are reviewed by OCS and fiscal staff to ensure funds requested are consistent with planned expenditures. Payment is made based on the monthly requests.
As part of the eligible entities community action plan (application), a budget is submitted detailing the proposed use of funds. The community action plan containing the proposed budget is reviewed and approved by the Office of Community Services.
The State Office of Community Services monitors will conduct, at a minimum an annual on-site program evaluation and compliance review of eligible entities in order to determine whether eligible entities meet the performance goals, administrative standards, financial management requirements, and other requirements of the State.
[GREATER THAN] Official Notification - The Office of Community Services monitor contacts the eligible entity by telephone to establish monitoring dates for the program evaluation or compliance review. Follow-up correspondence is sent to the agency as official notification of the monitoring dates.
[GREATER THAN] Entrance Conference - The entrance conference is held with the executive director or designee(s) to discuss the purpose, process, format, and procedures to be followed during the monitoring visit.
[GREATER THAN] Exit Conference - An exit conference is held with the executive director or designee(s) to report findings during the monitoring visit. The executive director or designee(s) is given the opportunity to provide comments and present additional evidence where a finding may be disputed by the agency.
[GREATER THAN] Report to Agency - A monitoring report is forwarded to the agency. All monitoring reports must be reviewed and approved by the agency's Board of Directors.
[GREATER THAN] Grantee Action Plans - When there are findings, the eligible entity will be notified in writing, provided suggested recommendations for improvement, and required to submit a plan detailing the actions it will take to correct monitoring findings. Plans should be submitted within the timeframe specified by OCS. Plans are reviewed by OCS to ensure all findings have been adequately addressed. Where findings are not adequately addressed, OCS will make necessary contacts with the eligible entity until all findings have been appropriately addressed, and will notify the agency when their plan is accepted.
The Program Evaluation - The program evaluation is primarily concerned with the quality of program reporting and service delivery as indicated by records and client interviews. During the on-site program evaluation, agency records are reviewed in order to support actual services provided by the eligible entity and reported to OCS. Case management records are reviewed to determine agency and client's progress made in reaching the client's established self-sufficiency goals. Monitors verify documentation at the eligible entities sites, and interviews with randomly selected clients are conducted to verify that services were provided as reported and to determine whether clients are satisfied with services received. A satisfaction survey is completed on each randomly selected client interviewed.
Compliance Review - The compliance review is primarily concerned with the review of eligible entity program administration and planning, financial functions, board leadership and development, agency director leadership and other requirements of the State.
During the on-site compliance review, agency records are reviewed in order to determine compliance in specific areas including but not limited to: obligation to provide services in designated area; adequate board representation; board powers, responsibilities and training; composition of board committees; by-laws requirements; public hearings; statement of purposes and strategy, and needs assessment requirement; eligible activities; eligible populations and residency; requirements for funding application; grant award; citizens access; code of conduct; and financial record keeping. During the on-site review, monitors verify records to determine agency compliance with CSBG policies and procedures. Board members, and in some instances the Executive Director, are interviewed to determine the level of knowledge of board powers, roles and responsibilities, as well as responsibilities of the Executive Director.
Monitoring of newly designated entities - OCS will conduct an on-site review of each newly designated entity immediately after the completion of the first year in which such entity receives funds. Follow-up reviews will be conducted including prompt return visits to eligible entities, and their programs, that fail to meet the goals, standards, and requirements established by the State. Other reviews will be conducted as appropriate, including reviews of entities with programs that have had other Federal, State or local grants (other than CSBG) terminated for cause.
Designation of New Eligible Entities
If an existing eligible entity terminates its service, the Office of Community Services will solicit applications from eligible entities and designate an eligible entity to provide services in the non-served area. The eligible entity shall be:
[GREATER THAN] The private nonprofit eligible entity shall administer the Community Services Block Grant Program through a tripartite board that fully participates in the development, planning, implementation, and evaluation of the program to serve low-income communities
[GREATER THAN] The members of the board shall be selected by the entity
[GREATER THAN] The board shall be composed so as to assure that a. elected public officials or their permanent representatives shall comprise one-third of the board b. representatives of low-income persons shall comprise at least one-third of the board c. representatives of business, industry, labor, religious, law enforcement, education or other major groups and interests in the community shall comprise the remainder of the board
Corrective Action, Termination or Reduction of Funding
The State will comply with the requirements of Section 678C of the Act, in regard to corrective action, termination, or reduction of funding. Section 3200 of CSBG policies outlines these procedures in a section entitled, "Corrective Action, Suspension, Termination and Establishment of Eligible Entity Status". The policy is as follows:
Corrective Action: OCS shall require an agency to submit a Quality Improvement Plan (QIP) when OCS determines that an eligible entity has failed to comply with and meet the requirements contained in regulations or published administrative requirements of OCS, has failed to fulfill its funded work program, or has breached the terms of its funding agreement with OCS.
If the OCS Assistant Director determines that an emergency situation exists due to threat of imminent loss or waste of OCS funds and that immediate action is required due to the seriousness of the violation and/or is necessary to protect OCS funds or property:
When training or technical assistance is offered by the State, OCS will prepare and submit to the Secretary a report describing the training and technical assistance offered within 60 days from the date of notification for QIP. If the State determines that such training and technical assistance are not appropriate, OCS will prepare and submit to the Secretary a report stating the reasons for this determination within sixty days from date of notification for QIP.
DHS/OCS will review the Quality Improvement Plan submitted by the agency and inform the eligible entity of its approval or disapproval status within 30 days from the date the Quality Improvement Plan is received by OCS.
If the plan is not approved, OCS will notify the eligible entity of disapproval (by certified mail), specify reason the plan was not approved, and give notice of suspension.
Suspension: The suspension notification shall include a date beyond which no DHS/ OCS funds may be expended by the entity, or alternatively, such other restrictions on DHS/OCS expenditures as OCS may require. If the eligible entity wishes to appeal this determination, it must submit a written request to the Assistant Director to remove the suspension. This request must be made within twenty days of the date of the suspension notice. The eligible entity may include a request for a meeting with the DCO Director upon which the DCO Director shall schedule such a meeting to be held within ten days of receipt of the request and issue a finding, in writing, within ten days of adjournment of the meeting.
If the DCO Director denies the appeal, the eligible entity may appeal to the DHS Director, in writing within ten days. The DHS Director shall schedule such an appeal to be held within ten days of receipt of the request and shall issue written findings within ten days of adjournment of the appeal hearing. If the DHS Director denies the appeal, OCS may initiate termination of status of the agency as an eligible entity. If entity requests review by HHS, no funds determination is final until HHS reviews.
Termination of Funding: OCS may initiate procedures to terminate the status as an eligible entity of a Community Action Agency in the following instances:
The procedures for termination of status as an eligible entity of a sub grantee shall be as follows:
[GREATER THAN] OCS shall provide the eligible entity with written notice (by certified mail) of OCS' intent to terminate the status of the eligible entity and the reasons for the termination. The notice shall specify the effective date of termination of status and termination of all OCS funded activities, which date shall be no sooner than sixty days from the time of sending such notice to the eligible entity. The notice shall also provide necessary program instructions, including any restrictions on eligible entity expenditures, pending the effective date of termination of status.
[GREATER THAN] The eligible entity may appeal, in writing, to the DCO Director within twenty calendar days following receipt of the notice of OCS'intent to terminate status. This appeal shall address the reasons for termination and, where appropriate, any corrective action taken, or proposed to be taken, by the eligible entity. The appeal may also include a request by the eligible entity that the DCO Director or his/her designee hold a public hearing before making a decision, in which case such a public hearing "on the record" shall be held within twenty days. At this hearing the eligible entity shall have the right to present evidence and argument on all issues contained in the appeal.
[GREATER THAN] The DCO Director shall make specific written findings of fact and conclusions of law and enter one of the following decisions:
Voluntary Suspension of Status as Eligible Entity
An eligible entity may request and OCS may approve voluntary suspension of the status of the eligible entity for a stated period of time. OCS shall make arrangements it deems necessary to assure the continued provision of services during the period of voluntary suspension. The voluntary status of suspension shall be lifted at the agreed upon time. If upon completion of the period of voluntary suspension, OCS determines that suspension shall continue, normal steps for corrective action prior to suspension shall apply, including the rights of appeal by the eligible entity. The eligible entity may request and OCS may approve the extension of the period of voluntary suspension.
State procedure for compliance with Title 2 of the Code of Federal Regulations, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards [ 2 CFR 200.521]
The State lead agency conducts financial and compliance audits of block grant funds, which the State receives under the CSBG Act. Each audit will cover a one-year period and will be conducted in accordance with standards established by the Comptroller General for the audit of the governmental organizations, programs, activities and functions. Use of the Office of Management and Budget cost and accounting standards will apply.
A copy of the audit conducted by the Legislative Audit staff will be made available to the State Legislature 30 days after completion, a copy is provided the Legislative Audit Committee, and a copy will be forwarded to the Secretary. Appropriate documents, papers, and records shall be made available to the Secretary and Comptroller General of the United States, or any duly authorized representatives.
Cooperation with Federal Investigations [Section 676 (b) (7)]
The director and staff persons of the State lead agency are directed and required to cooperate fully with any federal investigation relative to State use or eligible entity use of CSBG funds. Any additional resources of State Government necessary to assist in such investigations are pledged, and will be provided. Each eligible entity is required, as a condition of funding, to provide written assurances they will allow and cooperate with any Federal or State investigation relative to the use of CSBG funds.
Eligible Entities Monitoring Schedule
CSBG Eligible Entity | Review Type | Target Date of next review | Date of Last Full Onsite Review |
Arkansas River Valley Area Council, Inc 613 North 5th Street Dardanelle, Arkansas 72834 | On-Site Annual | FY1Q3 FY2Q3 | December, 2014 |
Black River Area Dev. Corp. 1403 Hospital Drive Pocahontas, Arkansas 72455 | On-Site Annual | FY1Q3 FY2Q3 | May, 2014 |
Central Arkansas Dev. Council 321 Edison Benton, Arkansas 72015 | On-Site Annual | FY1 Q3 FY2Q3 | July, 2014 |
Community Action Program for Central Arkansas, Inc 707 Robins Street, Ste. 118 Conway, Arkansas 72034 | On-Site Annual | FY1Q3 FY2Q3 | November, 2014 |
Crowley's Ridge Dev. Council, Inc. 2401 Fox Meadow Lane Jonesboro, Arkansas 72401 | On-Site Annual | FY1 Q3 FY2Q3 | October, 2014 |
Crawford-Sebastian Comm Dev. Council, In 4831 Armor Street Fort Smith, Arkansas 72914 | On-Site Annual | FY1 Q3 FY2Q3 | July, 2014 |
Community Services Office, Inc. 6O0 West Grand Avenue Hot Springs, Arkansas 71901 | On-Site Annual | FY1 Q3 FY2Q3 | April, 2014 |
Economic Opportunity Agency of Washington, Co. Inc. 614 East Emma Avenue, Suite M401 Springdale, Arkansas 72764 | On-Site Annual | FY1 Q3 FY2Q3 | August, 2014 |
Mississippi County, Arkansas Economic Opportunity Commission, Inc. 1400 North Division Street Blytheville, Arkansas 72316-1289 | On-Site Annual | FY1 Q4 FY2Q4 | September, 2014 |
Mid-Delta Community Services, Inc. 610 South Biscoe Street Helena, Arkansas 72342 | On-Site Annual | FY1 Q4 FY2Q4 | July, 2014 |
Northcentral Arkansas Dev. Council, Inc, 550 9th Street Batesville, Arkansas 72503 | On-Site Annual | FY1 Q4 FY2Q4 | October, 2014 |
Office of Human Concern, Inc. 506 East Spruce Street Rogers, Arkansas 72757 | On-Site Annual | FY1Q4 FY2Q4 | October, 2014 |
Ozark Opportunities, Inc. 701 East Prospect Avenue Harrison, Arkansas 72601 | On-Site Annual | FY1Q4 FY2Q4 | November, 2014 |
Pine Bluff-Jefferson County Economice Opportunitieis Commission, Inc. 817 South Cherry Pine Bluff, Arkansas 71611 | On-Site Annual | FY1Q4 FY2Q4 | June, 2014 |
Southeast Arkansas Comm. Action Corp. 1208 North Myrtle Street Warren, Arkansas 71671 | On-Site Annual | FY1Q4 FY2Q4 | October, 2014 |
Southwest Arkansas Dev. Council, Inc. 3902 Sanderson Lane Texarkana, Arkansas 71854 | On-Site Annual | FY1 Q4 FY2Q4 | August, 2014 |
Monitoring Practices and Principles
Community Services Block Grant
Monitoring Practices and Principles
The CSBG Act of 1998 requires the State CSBG office to monitor local community action agencies at least once every three years (the Arkansas State CSBG office monitors CAAs annually).
DHS/OCS staff will conduct, at a minimum, an annual on-site program evaluation and compliance review of eligible entities in order to determine whether eligible entities meet the performance goals, administrative standards, financial management requirements and other requirements of the State.
As established in Section 678 B, the State will also conduct:
* an on-site review of each newly designated entity immediately after the completion of the first year in which such entity receives funds
* follow-up reviews including prompt return visits to eligible entities, and their programs, that fail to meet the goals, standards, and requirements established by the State
* other reviews as appropriate, including reviews of entities with programs that have had other Federal, State, or local grants (other than CSBG) terminated for cause
The State lead agency conducts financial and compliance audits of block grant funds, which the State receives under the CSBG Act. Each audit will cover a one-year period and will be conducted in accordance with standards established by the Comptroller General for the audit of the governmental organizations, programs, activities and functions. Use of the Office of Management and Budget cost and accounting standards will apply.
A copy of the audit conducted by the Legislative Audit staff will be made available to the State Legislature 30 days after completion, a copy is provided the Legislative Audit Committee, and a copy will be forwarded to the Secretary. Appropriate documents, papers, and records shall be made available to the Secretary and Comptroller General of the United States, or any duly authorized representatives.
Monitoring of Eligible Entities
Before funds will be released to an eligible entity receiving an initial contract using OCS funds, the eligible entity shall submit a statement to OCS certifying that its accounting system meets OCS financial requirements and standard acceptable accounting practices. The accounting system must have internal controls adequate to safeguard their assets, check the accuracy and reliability of accounting data, promote operating efficiency, and encourage compliance with OCS policies. The certification must be furnished by an independent Certified Public Accountant (CPA).
Reporting - As a condition for funding, the eligible entity signs assurances that it will provide monthly financial reports and quarterly progress reports, in the form and at the time the Office of Community Services requires. State policy 4140 M requires that the eligible entity shall provide monthly fiscal reports on the operation of funded project. This policy also states at the end of each quarter of its program year, the eligible entity shall report on the status of the implementation and operation of its work programs. All quarterly reports submitted to OCS subsequent to the last board meeting shall be presented for review and approval by the board. In addition to other safeguards, assurances are signed that the agency will, on an annual basis, conduct a single agency audit in accordance with OMB circular A-133 covering all funds received by the agency. A copy of the report will be provided to the Department of Health and Human Services.
In accordance with section 678, below is a description of monitoring activities:
Eligible entities must provide monthly financial reports documenting expenditure of funds requested. Reports are reviewed by OCS and fiscal staff to ensure funds requested are consistent with planned expenditures. Payment is made based on the monthly requests.
As part of the eligible entities community action plan (application), a budget is submitted detailing the proposed use of funds. The community action plan containing the proposed budget is reviewed and approved by the Office of Community Services.
The State Office of Community Services monitors will conduct, at a minimum an annual on-site program evaluation and compliance review of eligible entities in order to determine whether eligible entities meet the performance goals, administrative standards, financial management requirements, and other requirements of the State.
* Official Notification - The Office of Community Services monitor contacts the eligible entity by telephone to establish monitoring dates for the program evaluation or compliance review. Follow-up correspondence is sent to the agency as official notification of the monitoring dates.
* Entrance Conference - The entrance conference is held with the executive director or designee(s) to discuss the purpose, process, format, and procedures to be followed during the monitoring visit.
* Exit Conference - An exit conference is held with the executive director or designee(s) to report findings during the monitoring visit. The executive director or designee(s) is given the opportunity to provide comments and present additional evidence where a finding may be disputed by the agency.
* Report to Agency - A monitoring report is forwarded to the agency. All monitoring reports must be reviewed and approved by the agency's Board of Directors.
* Grantee Action Plans - When there are Findings, the eligible entity will be notified in writing, provided suggested recommendations for improvement, and required to submit a plan detailing the actions it will take to correct monitoring findings. Plans should be submitted within the timeframe specified by OCS. Plans are reviewed by OCS to ensure all findings have been adequately addressed. Where findings are not adequately addressed, OCS will make necessary contacts with the eligible entity until all findings have been appropriately addressed, and will notify the agency when their plan is accepted.
The Program Evaluation - The program evaluation is primarily concerned with the quality of program reporting and service delivery as indicated by records and client interviews. During the on-site program evaluation, agency records are reviewed in order to support actual services provided by the eligible entity and reported to OCS. Case management records are reviewed to determine agency and client's progress made in reaching the client's established self-sufficiency goals. Monitors verify documentation at the eligible entities sites, and interviews with randomly selected clients are conducted to verify that services were provided as reported and to determine whether clients are satisfied with services received. A satisfaction survey is completed on each randomly selected client interviewed.
Compliance Review - The compliance review is primarily concerned with the review of eligible entity program administration and planning, financial functions, board leadership and development, agency director leadership and other requirements of the State.
During the on-site compliance review, agency records are reviewed in order to determine compliance in specific areas including but not limited to: obligation to provide services in designated area; adequate board representation; board powers, responsibilities and training; composition of board committees; by-laws requirements; public hearings; statement of purposes and strategy, and needs assessment requirement; eligible activities; eligible populations and residency; requirements for funding application; grant award; citizens access; code of conduct; and financial record keeping. During the on-site review, monitors verify records to determine agency compliance with CSBG policies and procedures. Board members, and in some instances the Executive Director, are interviewed to determine the level of knowledge of board powers, roles and responsibilities, as well as responsibilities of the Executive Director.
Monitoring of newly designated entities - OCS will conduct an on-site review of each newly designated entity immediately after the completion of the first year in which such entity receives funds. Follow-up reviews will be conducted including prompt return visits to eligible entities, and their programs, that fail to meet the goals, standards, and requirements established by the State. Other reviews will be conducted as appropriate, including reviews of entities with programs that have had other Federal, State or local grants (other than CSBG) terminated for cause.
Designation of New Eligible Entities
If an existing eligible entity terminates its service, the Office of Community Services will solicit applications from eligible entities and designate an eligible entity to provide services in the non-served area. The eligible entity shall be:
* The private non-profit eligible entity shall administer the Community Services Block Grant Program through a tripartite board that fully participates in the development, planning, implementation, and evaluation of the program to serve low-income communities
*
* The members of the board shall be selected by the entity
* The board shall be composed so as to assure that:
The board shall be constituted so as to assure that no less than one-third of the members are representatives of low-income individuals and families in the neighbourhoods and that they reside in the neighbourhoods served.
Corrective Action, Termination or Reduction of Funding
The State will comply with the requirements of Section 678C of the Act, in regard to corrective action, termination, or reduction of funding. Section 3200 of CSBG policies outlines these procedures in a section entitled, "Corrective Action, Suspension, Termination and Establishment of Eligible Entity Status". The policy is as follows:
Corrective Action: OCS shall require an agency to submit a Quality Improvement Plan (QIP) when OCS determines that an eligible entity has failed to comply with and meet the requirements contained in regulations or published administrative requirements of OCS, has failed to fulfil its funded work program, or has breached the terms of its funding agreement with OCS.
If the OCS Assistant Director determines that an emergency situation exists due to threat of imminent loss or waste of OCS funds and that immediate action is required due to the seriousness of the violation and/or is necessary to protect OCS funds or property:
When training or technical assistance is offered by the State, OCS will prepare and submit to the Secretary a report describing the training and technical assistance offered within 60 days from the date of notification for QIP. If the State determines that such training and technical assistance are not appropriate, OCS will prepare and submit to the Secretary a report stating the reasons for this determination within sixty days from date of notification for QIP.
DHS/OCS will review the Quality Improvement Plan submitted by the agency and inform the eligible entity of its approval or disapproval status within 30 days from the date the Quality Improvement Plan is received by OCS.
If the plan is not approved, OCS will notify the eligible entity of disapproval (by certified mail), specify reason the plan was not approved, and give notice of suspension.
Suspension: The suspension notification shall include a date beyond which no DHS/ OCS funds may be expended by the entity, or alternatively, such other restrictions on DHS/OCS expenditures as OCS may require. If the eligible entity wishes to appeal this determination, it must submit a written request to the Assistant Director to remove the suspension. This request must be made within twenty days of the date of the suspension notice. The eligible entity may include a request for a meeting with the DCO Director upon which the DCO Director shall schedule such a meeting to be held within ten days of receipt of the request and issue a finding, in writing, within ten days of adjournment of the meeting.
If the DCO Director denies the appeal, the eligible entity may appeal to the DHS Director, in writing within ten days. The DHS Director shall schedule such an appeal to be held within ten days of receipt of the request and shall issue written findings within ten days of adjournment of the appeal hearing. If the DHS Director denies the appeal, OCS may initiate termination of status of the agency as an eligible entity. If entity requests review by HHS, no funds determination is final until HHS reviews.
Termination of Funding: OCS may initiate procedures to terminate the status as an eligible entity of a Community Action Agency in the following instances:
* OCS shall provide the eligible entity with written notice (by certified mail) of OCS' intent to terminate the status of the eligible entity and the reasons for the termination. The notice shall specify the effective date of termination of status and termination of all OCS funded activities, which date shall be no sooner than sixty days from the time of sending such notice to the eligible entity. The notice shall also provide necessary program instructions, including any restrictions on eligible entity expenditures, pending the effective date of termination of status.
* The eligible entity may appeal, in writing, to the DCO Director within twenty calendar days following receipt of the notice of OCS'intent to terminate status. This appeal shall address the reasons for termination and, where appropriate, any corrective action taken, or proposed to be taken, by the eligible entity. The appeal may also include a request by the eligible entity that the DCO Director or his/her designee hold a public hearing before making a decision, in which case such a public hearing "on the record" shall be held within twenty days. At this hearing the eligible entity shall have the right to present evidence and argument on all issues contained in the appeal.
* The DCO Director shall make specific written findings of fact and conclusions of law and enter one of the following decisions:
Voluntary Suspension of Status as Eligible Entity
An eligible entity may request and OCS may approve voluntary suspension of the status of the eligible entity for a stated period of time. OCS shall make arrangements it deems necessary to assure the continued provision of services during the period of voluntary suspension. The voluntary status of suspension shall be lifted at the agreed upon time. If upon completion of the period of voluntary suspension, OCS determines that suspension shall continue, normal steps for corrective action prior to suspension shall apply, including the rights of appeal by the eligible entity. The eligible entity may request and OCS may approve the extension of the period of voluntary suspension.
CSBG Organizational Standards
The State lead agency, the Arkansas Community Action Agencies Association and the Arkansas Community Action Agencies officially adopted the CSBG Organizational Standards as described in IM 138. The CSBG Organizational Standards have been included as a part of the State CSBG Policies and Procedures.
The State lead agency used FY 2015 as the baseline year for the Organizational Standards. Each eligible entity conducted a self-assessment that was validated by the State lead agency in April, 2015. Collectively the entities met 78% of the CSBG Organizational Standards at the time of the April, 2015 assessments.
The State lead agency will assess each eligible entity in FY 2016 and FY 2015 by on site monitoring.
The State lead agency in collaboration with Arkansas Community Action Agencies Association will provide technical assistant through training and Peer-to-Peer reviews during FY 2016 and FY 2017. Each entity is expected to be in 100% compliance with all 58 of the CSBG Organizational Standards by the time of the FY2017 on-site monitoring.
The State lead agency will neither modify the Center Of Excellence - developed Organizational Standards, nor make any exceptions in applying the Organizational Standards for any of the eligible entities.
"The questions we ask today are not whether our government is too big or too small, but whether it works - whether it helps families find jobs at a decent wage, care they can afford, a retirement that is dignified. Where the answer is yes, we intend to move forward. Where the answer is no, programs will end. And those of us who manage the public's dollars will be held to account, to spend wisely, reform bad habits, and do our business in the light of day, because only then can we restore the vital trust between a people and their government." President Barack Obama, Inaugural Address, January 20, 2009
* Mutual Respect
In working with CAA boards, staff, and consultants, the Arkansas State CSBG office values and recognizes the unique knowledge, ability, and independence of each person. The State CSBG office is committed to treating all persons fairly and maintaining credibility by matching actions with words.
* Open Communication
Effective communication is key in facilitating good working relationships with partners and the State CSBG office is committed to keeping lines of communication open. The purpose of communication is to assist in developing solutions to problems, to share program improvement ideas, and to provide information on new developments in the anti-poverty field.
* Joint Problem Solving
The State CSBG office operates under the basic belief that a team approach to problem solving is in the best interest of all parties involved. The State CSBG office want to promote an environment in which the office and all Community Action partners will be open to change and can work together in exploring options and developing mutually agreeable solutions.
CAAs often focus their energies on 'preparing for the monitoring test', instead of implementing on-going SYSTEMS that will identify areas needing improvement.
The State CSBG office will assess the health of the entire agency, not just program-by-program compliance. This assessment will include general oversight, desk reviews, and on-site reviews of the following: community action plan, needs assessments, service delivery systems, administration/management systems, board and governance systems and financial systems.
Governance - CSBG Law. Section 676B and Section 676(b)(10)
* Board of Directors - composition, training, effectiveness, knowledge of roles and responsibilities, and attendance.
Planning- CSBG Law. Section 676B(a)(l). Section 676B(b)(2). and Section 676(b)(U)
* Agency Mission, Vision and Values
* Strategic planning, evaluation, and community assessment
Evaluation - CSBG Law. Section 678E and Section 676(b)(12)
* ROMA Implementation (Board and staff) on an agency-wide basis as a framework for sound management
* Agency outcomes and performance measures
* Reporting to funders and to the Board of Directors
Partnerships - CSBG Law. Section 676(b)(9)
* Coordination, collaborations and linkages with relevant partners
Administrative systems and procedures - CSBG Law, Section 678D, Section 678F
* Human Resources and personnel polices
* Procurement and inventory records
* Policies and Procedures Manuals
* CSBG Assurances and Prohibitions
Fiscal Systems and Procedures - CSBG Law. Section 678D and 678F
* Review monitoring reports for other funding sources
* Review Chart of Accounts and financial reports
* Review purchases and support documents
Governance - CSBG Law. Section 676B and Section 676f bMl(»
Composition
* Is the Board fully seated?
* How many openings are on the board and from which sectors?
* How long have these vacancies been open?
* Describe procedure used to fill vacancies.
* Board members representing a specific geographic area reside within the community he/she represents? Describe method used to verify residence.
* Has any board member exceeded the ten-year service limitation requirement?
* What is the board orientation process for new members?
Training
* Does the board have an awareness of ROMA concepts as a result of ROMA training?
* Does the agency have an approved Board and Staff Development Training Plan?
Effectiveness
* How does the board exercise oversight and ensure accountability for agency outcomes and fiscal integrity?
* Do the bylaws accurately reflect current practices including: elections, committee composition, attendance policy, annual meetings and vacancies?
Knowledge of roles and responsibilities
* Does the board conduct an annual evaluation of the Executive Director?
* Is there a job description for the Executive Director?
*
* What reports are provided to the board to keep it informed about progress, problems or changes needed in agency programs (listen for types of reports)
Attendance
* If a review of the board minutes indicates low attendance, what efforts are being made to increase board member attendance? (Listen for familiarity with recruitment processes)
Planning - CSBG Law, Section 676B(aKl), Section 676B(b)(2),
ancj gectjgn tfttM11)
Agency Mission, Vision and Values
* The agency has a written mission statement that is understood by staff and board
Strategic planning, evaluation, and community assessment
* The agency has a current written strategic plan
* The strategic plan reflects understanding and application of ROMA goals and measures
* The strategic plan includes all programs and activities
Evaluation - CSBG Law. Section 678E and Section 676(b)(12)
* ROMA Implementation (Board and staff) on an agency-wide basis as a framework for sound management
* Agency outcomes and performance measures
* Reporting to funders and to the Board of Directors
Partnerships - CSBG Law, Section 676(b)(9)
* Coordination, collaborations and linkages with relevant partners
Administrative systems and procedures - CSBG Law, Section 678D, Section 678F
* Human Resources and personnel polices
* Procurement and inventory records
* Policies and Procedures Manuals
* CSBG Assurances and Prohibitions
* Pending and past litigation
Fiscal Systems and Procedures - CSBG Law, Section 678D and 678F
* Monitoring reports for other funding sources
* Chart of Accounts and financial reports
* Purchases and support documents
* Audit and results of previous/other monitoring/fiscal issues
* Entrance meeting - Executive Director and other Agency Staff
* Schedule and conduct interviews with Board, Clients and Partners
* Schedule dates and times for review of CSBG Program documentation
* Schedule dates and times for review of Agency finance documentation
* Schedule exit meeting - Executive Director and other Agency Staff
* No findings will be added to the monitoring report that was not discussed at the exit interview.
* The CAAs will receive a timely written report after the on-site visit which will officially inform the agency of any findings and/or deficiencies.
* When there are findings, the CAA must submit a corrective action plan detailing actions it will take to address monitoring findings. Plans must be submitted to OCS for approval, within the timeframe specified.
* The State CSBG office and ACAAA will be available to provide training and technical assistance as deemed necessary.
CSBG Monitoring Checklist | |
Agency Organizational Chart | |
Signed Board Minutes with media notices | |
Board member list with street addresses and how verified | |
Board member list by sector, county and service dates | |
Board member committee lists | |
Last two financial reports to the Board | |
Description of Board orientation process | |
Policies and procedures manuals (Personnel/Financial Procedures/Equal Opportunity and Affirmative Action, etc) | |
EEOC Officer | |
Written Conflict of Interest Polices | |
Current inventory list and explanation of how inventory is tracked in accounting system | |
Partnership agreements | |
LIHEAP/WX/Head Start most recent monitoring reports | |
Current Auditor contract (date approved by Board and OCS) | |
Proof of payment of payroll taxes | |
Copy of most recent 990 form | |
Declaration page of fidelity (crime) bond with list of covered positions | |
Proof of payment of fidelity (crime) bond | |
Copy of General Ledger as pertains to CSBG and other funders as requested | |
Copies of invoices, purchase orders and journal entries as requested | |
Copies of all consultant contracts paid with CSBG dollars | |
Payroll and personnel records of all CSBG paid employees | |
CSBG Case management (Family Development) files/intake forms | |
Bank reconciliations | |
Department of Human Services
Office of Quality Assurance - Internal Audit
Certification of Receipt of Services
Requirements for CAA Eligible Entity Board of Directors [Section 676 (b) (10)]
Persons at or below one hundred twenty-five percent of the poverty line shall be permitted to vote in these selection processes. An eligible entity may request a waiver from this one hundred twenty-five percent of poverty line eligibility in order to establish residency or other criteria as a basis for eligibility. The eligible entity shall make the request in writing to the Assistant Director of the Office of Community Services including specific justification.
Board Responsibility
Board members of a CAA or other eligible entity must recognize that it is they, rather than the staff of the agency to whom the CSBG award is made. The board is responsible to see the funds go to provide the services needed by the low-income persons of their area and that the funds are spent for the purposes stated. Board members may be responsible as individuals where they negligently or knowingly allow the misuse or abuse of CSBG funds. Annual training shall be conducted in order to ensure board members are knowledgeable of their legal and fiduciary responsibilities. The board is responsible for an orientation process for new members.
[GREATER THAN] Selection and service of alternates must be described in the bylaws of the agency
[GREATER THAN] Alternates must be elected/selected in the same manner, at the same time and by the same body that elected/selected the representative
[GREATER THAN] Representatives of public officials may not select alternates to substitute for them
[GREATER THAN] All alternates must be listed on the membership roster of the Board of Directors
[GREATER THAN] No alternate may be counted toward a quorum or cast a vote when his/her primary board member is attending the meeting
[GREATER THAN] No alternate may hold an office of the board
The State lead agency will attend a minimum of one Board meeting of each of the eligible entities during the fiscal year 2016 and one during the fiscal year 2017. The State lead agency will review copies of Board meeting minutes of each eligible entity within thirty days after each eligible entity Board meeting and will keep a register of Board vacancies and composition. The State lead agency requires that each eligible entity provide copies of meeting minutes within thirty days after each meeting. Any updates of Bylaws or changes in Board composition are to be submitted within thirty days of the official change.
Individual and Community Eligibility requirements:
This CAP (and any subsequent amendments) must be approved by the eligible entity's Board of Directors and will serve as a basis for the projects proposed by the board for CSBG funding.
* to secure and retain meaningful employment
* to attain an adequate educational level
* to make better use of available income
* to obtain and maintain adequate housing and a suitable living environment
* to obtain emergency assistance through loans or grants to meet immediate and urgent individual and family needs, including the need for health services, nutritious food, housing and employment related assistance
* to remove obstacles and solve problems which block the attainment of self-sufficiency; and
* to achieve greater participation in the affairs of the community
For services with limited in-take procedures (where individual income verification is not possible or practical), eligible entities generally verify income eligibility for services by a combination of client self-certify and validation by the entity.
Results Oriented Management and Accountability System (ROMA)
Results Oriented Management and Accountability System (ROMA)
There are 16 Community Action Agencies in the State of Arkansas, which will provide statewide coverage for all 75 counties. A range of programs and services for low-income and elderly residents will address the following components, in accordance with the CSBG Act: self-sufficiency, employment, education, income maintenance, housing, emergency services, nutrition, community participation, health, and welfare independence. Conditions addressed are a result of needs assessments conducted by eligible entities.
In addition to CAA Offices, the service delivery system will include the following facilities to maximize the reach and impact of eligible entities:
County Outreach Offices
Community Development Corporations
Emergency Homeless Shelters
Family and Community Service Centers
Family Planning Clinic
Food Banks/Food Pantries
Head Start/Early Head Start Centers
Neighborhood Service Centers
Non-profit Technical Center
Resource Centers
Senior Citizens Centers
Substance Abuse Centers
WIA One-Stop Center
Community Dental Clinic
Additionally, eligible entities will offer the following programs, services and activities, including advocacy, counseling, family development, and case management:
Employment Counseling Job Readiness and Placement Programs On-the-Job Training Program Resume Preparation Assistance
Transitional Employment Assistance Programs Transportation Programs Workforce Investment Act Programs
Adult Basic Education/GED Adult Literacy Programs Child and Family Development
Comprehensive Child Development Computer/Technical Training Employment Skills Training Head Start/Early Head Start Special Skills Training Youth Development Programs
Asset Development Program
Budget Counseling
Economic Literacy Classes
Energy Education
Income Utilization Classes
Individual Development Account Program
HUD Section 202 Rental Subsidy HUD Section 8 Housing Weatherization Assistance
Disaster Relief
Domestic Violence Intervention
Emergency Food, Clothing and Shelter
Emergency Medical Care
Legal Assistance
Low-Income Home Energy Assistance
Rent and Utility Assistance
Child Nutrition Programs Commodity Distribution Congregate Meals Elderly Nutrition Programs
Healthy Start Programs
Home Delivered Meals
Elderly Socialization Programs
Family Planning/Pregnancy Prevention
Health Screenings
Physical Fitness
Substance Abuse Prevention
Support Groups
Teen Abstinence Program
Information and Referral Services
Life Skills Programs
Single Parent Scholarship Programs
Transportation
As a condition for funding, Arkansas CSBG Policy 4140 requires eligible entities to establish linkages between governmental and other social services programs to assure the effective delivery of such services to low-income individuals, identify gaps in services through the provision of information, referrals, case management and follow-up consultation, including the organizations listed below. Also, eligible entities will continue to partner with, as well as support innovative community and neighborhood-based initiatives related to the purposes of the CSBG Act.
Boy/Girl Scouts Churches
Community Coalitions County Resource Councils
Domestic Violence Programs
Faith-based organizations
Family Day Care Homes
Food Banks/Food Pantries
Homeless Shelters
Job Training Programs
Local Initiative Support Group (LISC)
Literacy Councils
Red Cross
Salvation Army
Soup Kitchens
Single Parent Scholarship Fund
Statewide CAAs
United Way
Adult Education and Literacy Councils Arkansas Development Finance Authority Childcare Programs Colleges and Universities Community Colleges/Technical Schools County DHS Offices
County Extension Offices
County Health Departments
Educational Cooperatives
Employment Security Department/Workforce Services
Health Education Centers
Home Instruction Program for Pre-school Youngsters
Local government agencies
Postal Service
Public Housing Authority
School Districts
Transitional Employment Assistance Programs
Workforce Investment Boards /Workforce Alliance
Junior Auxiliary Kiwanis Lions Clubs Realtors Associations Rotary Clubs Sheriffs Associations
Chambers of Commerce
Foundations and Corporations
Financial Institutions
Health Professionals
Legal Services
Local Businesses
Media
Utility Providers
Planned activities of eligible entities will assist low-income persons to achieve greater community participation in community affairs. Low-income program participants are encouraged to become involved in programmatic policy and procedures through community programs, including:
Head Start/Early Head Start Policy Advisory Council
Federal Emergency Management Assistance Advisory Board
Senior Wellness Centers Policy Advisory Committee
County Resource Councils
CAA Board of Directors
Section 8 Resident Advisory Board
Housing & Urban Development Advisory Board
Local Emergency Food and Shelter Board
Single Parent Scholarship Program
Community Action Teams
Community Involvement Workshops
Local Advisory Board and Committees
The State will comply with the requirement to secure from each eligible entity in the State, as a condition for funding, a community action plan. Each community action plan will include: a community needs assessment for the community served; a description of the service delivery system targeted to low-income individuals and families in the service area; a description of how linkages will be developed to fill identified gaps in services through information, referral, case management if applicable, and follow-up consultation; a description of outcome measures to be used to monitor success in promoting self-sufficiency, family stability, and community revitalization. Community needs assessments may be coordinated with community needs assessments conducted for other programs
The Program Evaluation/Monitoring - The program evaluation is primarily concerned with the quality of program reporting and service delivery as indicated by records and client interviews. During the on-site program evaluation, agency records are reviewed in order to support actual services provided by the eligible entity and reported to OCS. Case management records are reviewed to determine agency and client's progress made in reaching the client's established self-sufficiency goals. Monitors verify documentation at the eligible entities sites, and interviews with randomly selected clients are conducted to verify that services were provided as reported and to determine whether clients are satisfied with services received. A satisfaction survey is completed on each randomly selected client interviewed.
NATIONAL PERFORMANCE INDICATORS
NPI | Description |
Goal 1: Low-income people become more self-sufficient. | |
1.1 | |
1.1 A | Unemployed and obtained a job |
1.1 B | Employed and maintained a job for at least 90 days |
1.1 C | Employed and obtained an increase in employment income and/or benefits |
1.1 D | Achieved "living wage" employment and/or benefits |
1.2 | |
1.2 A | Obtained skills/competencies required for employment |
1.2 B | Completed ABE/GED and received certificate or diploma |
1.2 C | Completed post-secondary education program and obtained certificate or diploma |
1.2 D | Enrolled children in before or after school programs |
1.2 E | Obtained care for child or other dependent |
1.2 F | Obtained access to reliable transportation and/or driver's license |
1.2 G | Obtained health care services for themselves or family member |
1.2 H | Obtained and/or maintained safe and affordable housing |
1.21 | Obtained food assistance |
1.2 J | Obtained non-emergency LIHEAP energy assistance |
1.2 K | Obtained non-emergency WX energy assistance |
1.2 L | Obtained other non-emergency energy assistance (State/local/private energy programs. Do NOT include LIHEAP or WX) |
1.3 | |
1.3 A E.l | Number and percent of participants in tax preparation programs who qualified for any type of Federal or State tax credit and the expected aggregate dollar amount of credits |
1.3 B E.2 | Number and percent of participants who obtained court-ordered child support payments and the expected annual aggregated dollar amount of payments |
1.3 C E.3 | Number and percent of participants who were enrolled in telephone lifeline and/or energy discounts with the assistance of the agency and the expected aggregated dollar amount of savings |
1.3 D U.l | Number and percent of participants demonstrating ability to complete and maintain a budget for over 90 days |
1.3 E U.2 | Number and percent of participants opening an Individual Development Account (IDA) or other savings account |
1.3 F U.3 | Number and percent of participants who increased their savings through IDA or other savings accounts and the aggregated amount of savings |
1.3 6 U.4a | Number and percent of participants capitalizing a small business with accumulated savings |
1.3 H U.4b | Number and percent of participants pursuing post-secondary education with accumulated savings |
1.31 U.4c | Number and percent of participants purchasing a home with accumulated savings |
1.3 J U.4d | Number and percent of participants purchasing other assets with accumulated savings |
Goal 2: The conditions in which low-income people live are improved | |
2.1 | |
2.1 A | Jobs created, or saved, from reduction or elimination in the community |
2.1 B | Accessible "living wage" jobs created, or saved, from reduction or elimination in the community |
2.1 C | Safe and affordable housing units created in the community |
2.1 D | Safe and affordable housing units in the community preserved or improved through construction, weatherization or rehabilitation achieved by Community Action activity or advocacy |
2.1 E | Accessible safe and affordable health care services/facilities for low-income people created, or saved from reduction or elimination |
2.1 F | Accessible safe and affordable child care or child development placement opportunities for low-income families created, or saved from reduction or elimination |
2.1 G | Accessible before-school and after-school program placement opportunities for low-income families created, or saved from reduction or elimination |
2.1 H | Accessible new or expanded transportation resources, or those that are saved from reduction or elimination, that are available to low-income people, including public or private transportation |
2.11 | Accessible or increased educational and training placement opportunities, or those that are saved from reduction or elimination, that are available for low-income people in the community, including vocational, literacy, and life skill training, ABE/GED, and post secondary education |
2.2 | |
2.2 A | Increases in community assets as a result of a change in law, regulation or policy, which results in improvements in quality of life and assets |
2.2 B | Increase in the availability or preservation of community facilities |
2.2 C | Increase in the availability or preservation of community services to improve public health and safety |
2.2 D | Increase in the availability or preservation of commercial services within low-income neighborhoods |
2.2 E | Increase in or preservation of neighborhood quality-of-life resources |
2.3 | |
2.3A | Number of community members mobilized by Community Action that participate in community revitalization and anti-poverty initiatives |
2.3B | Number of volunteer hours donated to the agency |
2.4 | |
2.4 A | Jobs created at least in part by ARRA funds |
2.4 B | Jobs saved at least in part by ARRA funds |
Goal 3: Low-income people own a stake in their community. | |
3.1 | |
3.1 A | Total number of volunteer hours donated by low-income individuals to Community Action |
3.2 | |
3.2 A | Number of low-income people participating in formal community organizations, government, boards or councils that provide input to decision-making and policy setting through Community Action efforts |
3.2 B | Number of low-income people acquiring businesses in their community as a result of Community Action assistance |
3.2 C | Number of low-income people purchasing their own home in their community as a result of Community Action assistance |
3.2 D | Number of low-income people engaged in non-governance community activities or groups created or supported by Community Action |
Goal 4: Partnerships among supporters and providers of services to low-income people are achieved. | |
4.1 | |
4.1 | Number of organizations, both public and private, that Community Action actively works with to expand resources and opportunities in order to achieve family and community outcomes |
Goal 5: Agencies increase their capacity to achieve results. | |
5.1 | |
5.1 | Number of human capital resources available to Community Action that increase agency capacity to achieve family and community outcomes, as measured by one or more of the following: |
A. Number of Certified-Community Action Professionals (C-CAP) | |
B. Number of ROMA Trainers | |
C. Number of Family Development Trainers | |
D. Number of Child Development Trainers | |
E. Number of staff attending trainings | |
F. Number of board members attending trainings | |
G. Hours of staff in trainings | |
H. Hours of board members in trainings | |
Goal 6: Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive environments. | |
6.1 | |
6.1 A | Senior Citizens |
6.1 B | Individuals with Disabilities |
6.2 | |
6.2 A | Emergency Food |
6.2 B | Emergency fuel or utility payments funded by LIHEAP or other public and private funding sources |
6.2 C | Emergency Rent or Mortgage Assistance |
6.2 D | Emergency Car or Home Repair |
6.2 E | Emergency Temporary Shelter |
6.2 F | Emergency Medical Care |
6.2 G | Emergency Protection from Violence |
6.2 H | Emergency Legal Assistance |
6.21 | Emergency Transportation |
6.2 J | Emergency Disaster Relief |
6.2 K | Emergency Clothing |
6.3 | |
6.3 A I&C | Infants and children obtain age-appropriate immunizations, medical, and dental care |
6.3 B l&C | Infant and child health and physical development are improved as a result of adequate nutrition |
6.3 C l&C | Children participate in pre-school activities to develop school readiness skills |
6.3 D l&C | Children who participate in pre-school activities are developmentally ready to enter Kindergarten or 1st Grade |
6.3 E Y.l | Youth improve health and physical development |
6.3 F Y.2 | Youth improve social/emotional development |
6,3 G Y.3 | Youth avoid risk-taking behavior for a defined period of time |
6.3 H Y.4 | Youth have reduced involvement with criminal justice system |
6.31 Y.5 | Youth increase academic, athletic, or social skills for school success |
6.3 J A.l | Parents and other adults learn and exhibit improved parenting skills |
6.3 K A.2 | Parents and other adults learn and exhibit improved family functioning skills |
6.4 | |
6.4 A | Enrolled children in before and after school programs |
6.4 B | Obtained care for child or other dependent |
6.4 C | Obtained access to reliable transportation and/or driver's license |
6.4 D | Obtained health care services for themselves or family member |
6.4 E | Obtained and/or maintained safe and affordable housing |
6.4 F | Obtained food assistance |
6.4 G | Obtained non-emergency LIHEAP energy assistance |
6.4 H | Obtained non-emergency WX energy assistance |
6.41 | Obtained other non-emergency energy assistance |
6.5 | |
6.5 A | Food Boxes |
6.5 B | Pounds of Food |
6.5 C | Units of Clothing |
6.5 D | Rides Provided |
6.5 E | Information and Referral Calls |
MEMORANDUM OF UNDERSTANDING BETWEEN
Arkansas Community Action Agencies Association Inc.
Arkansas Community Action Agencies
Arkansas DHS Division of County Operations/Office of Community Services
This Memorandum of Understanding (MOU), effective July 1, 2015, is entered into by and between the Arkansas Community Action Agencies Association Inc. (ACAAA), Arkansas Community Action Agencies (CAAs), and the Arkansas DHS Division of County Operations/Office of Community Services (OCS), to confirm participation in a statewide effort to increase the capacity of Arkansas CAAs to implement and document the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle - assessment planning, implementation, achievement of results, and evaluation.
Nationally Certified ROMA Trainers
Access to ROMA trainers in Arkansas will be provided by trainers that are nationally certified in Results Oriented Management and Accountability, a performance-based initiative designed to preserve the anti-poverty focus of Community Action Agencies receiving Community Services Block Grant (CSBG) funds. Nationally Certified ROMA Trainers (NCRTs) in Arkansas, as well as qualified consultants, will facilitate the provision of training and technical assistance, as well as carry out the following functions:
Functions of NCRTs
Arkansas NCRTs will implement and document the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle, including assessment, planning, implementation, achievement of results, and evaluation.
Statewide ROMA Participation
The Arkansas Community Action Agency (CAA) will:
* Designate at least one staff member to be an active participant on the ACAAA ROMA Committee, which will play a key role in developing common approaches to meet CSBG organizational standards in Arkansas. (Active participation is defined by 80% attendance to all called meetings)
* Commit to allowing applicable staff to participate in training and technical assistance necessary to meet organizational standards and overall compliance with CSBG law, policies and procedures.
* Utilize the services of a Nationally Certified ROMA Trainer (NCRT) to provide training and technical assistance on implementing and documenting the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle. Check one that applies:
* Implement and document the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle, including assessment, planning, implementation, achievement of results, and evaluation.
The Arkansas Community Action Agencies Association (ACAAA) will:
* Convene, coordinate and provide notification and follow-up for ROMA Committee meetings.
* Coordinate CAA requests for training and technical assistance with appropriate NCRT or other trainer/consultant/resource to assist with assessment, planning, implementation, and evaluation of agency programs.
* Identify and facilitate the provision of additional training and mentorship to strengthen the capacity of the Arkansas NCRT cohort.
* Track and report training, technical assistance, and other related activities engaged in or provided by Arkansas NCRTs, as well as training requested by Arkansas CAAs.
The Arkansas DHS Division of County Operations/Office of Community Services (OCS) will:
* Designate at least one staff member to be an active participant on the ACAAA ROMA Committee.
* Support ACAAA in the provision of training and technical assistance for CAAs and NCRTs that will strengthen the capacity of the CAA Network and ensure compliance with CSBG Organizational Standards, CSBG law, policies, and procedures.
* Evaluate and report progress regarding the statewide effort to increase the capacity of Arkansas CAAs to implement and document the continuous use of the full Results Oriented Management and Accountability (ROMA) cycle.
This Memorandum of Understanding will remain in effect, unless and until modification becomes necessary. Modifications will become effective upon signature by each authorized agency representative.
CSBG Programmatic Assurances and Information Narrative
Section 676 (b) (1) (A-C) -Use of Funds
Consistent with Federal and State Policies and Procedures, each eligible entity is required to conduct a public hearing on the needs of low-income persons in the service area, at least once every two years, and by the seventh month prior to the end of the State's second CSBG fiscal year of a two year plan. A public hearing shall be held to provide the public an opportunity to comment on the proposed use and distribution of funds based on the results of the needs assessment.
As a result of the hearing, the board must adopt a Statement of Purposes and Strategy, which indicates the primary poverty problems of the area, which the eligible entity will address each year, and the share of available funds to be allocated to each problem area. This serves as a basis for the services proposed by the local board for funding. The needs assessment may be coordinated with community-needs assessments conducted for other programs.
The State has designated as eligible for CSBG funding only those activities listed as eligible for funding in the Act. Activities include those which:
The State will not approve an application which does not address a minimum number of designated services called for in Section 676 (b)(l)(A-C) of the Act and no activities are approved which are outside the scope of services called for in that section of the Act. In that way, the requirements of Section 676(b)(l)(A-C) about use of the funds for provision of allowable community services are met from a planning aspect.
The State requires, as a condition of continued funding, that eligible entities provide monthly fiscal reports and quarterly program reports to assure that the programs and expenditures are progressing consistently with the approved plans. Any downward program variances of 20% or more where eligible entities did not meet their plan must be satisfactorily explained. Corrective actions must be supplied where appropriate. In addition to the reports submitted and reviewed, each eligible entity is visited at least once annually for an on-site evaluation of program performance, as well as compliance monitoring of Federal and State Policies and Procedures regulatory requirements. This is intended to assure that funds are used to provide community services to low-income clients as in the approved plan. Spot checks of client records are carried out to verify the documentation provided by the eligible entities, and interviews with randomly selected clients are conducted to verify that services were provided as reported and to see whether clients are satisfied with services received. A satisfaction survey will be completed on each randomly selected client. The program reviews will be conducted annually, at a minimum, as stated earlier, in accordance with the Act.
Training and technical assistance are provided during the course of a year to further enhance the quality of the services and programs.
A Community Action Agency Peer Review will be conducted on at least six eligible entities annually. The purpose of the Peer Review is to assess the design, performance, efficiency, and effectiveness of the agency's management systems, to ensure compliance with applicable laws, rales and regulations to safeguard the agency's assets, ensure that planned outcomes are achieved, and to project eligible entity vision/values through the organization into its community.
Compliance with Section 676 (b) (2) Use of Discretionary Funds
No more than 5% of the grant will be spent as a discretionary fund within the State agency to fund activities deemed to be useful to advance the purposes of the Act. In fiscal years 2014-2015, approximately 20% of CSBG funds will be set aside for victims of natural disasters who meet the poverty guidelines. Approximately 50% will be used to provide technical assistance and training needed by eligible entities and organizations which serve the low-income communities, which training and assistance would not otherwise be available to them. The remaining 30% will be used to fund discretionary projects of CAAs, nonprofit agencies and organizations. The percentages are only estimates of discretionary fund usage. The State's needs will dictate the criteria and guidelines for such projects.
Compliance with Section 676 (b) (3) Secure Information from Eligible Entities
Eligible entities will provide information to the State containing:
Compliance with Section 676 (b) (4) Nutrition and Emergency Assistance
The State will require eligible entities to include in community action plans how they will comply with the federal requirement to provide, on an emergency basis, for the provision of such supplies and services, nutritious foods, and related services, as may be necessary to counteract conditions of starvation and malnutrition among low-income individuals.
Compliance with Section 676 (b) (5) Coordination and Linkages
The State and eligible entities will coordinate and establish linkages between, governmental and other social services programs to assure the effective delivery of such services to low-income individuals and to avoid duplication of such services. As a condition for funding, Arkansas CSBG Policy 4140 requires eligible entities to establish linkages between governmental and other social services programs to assure the effective delivery of such services to low-income individuals, identify gaps in services through the provision of information, referrals, case management and follow-up consultation. Eligible entities also describe in their community action plans how they will coordinate with other programs and leverage additional public and private resources.
CAAs will continue to serve on local Workforce Investment Boards, as a result of the Office of Community Services' participation in the statewide workgroup to assist in the development of the Workforce Investment Act Unified State Plan.
Compliance with Section 676 (b) (6) Coordination of Anti-Poverty Programs
Both the CSBG program and the State HEAP program for Emergency Crisis Intervention are located in the same agency of State Government (Arkansas Department of Human Services). The Governor and the Director of the Department of Human Services have made it clear to both programs that they support and encourage the coordination of local anti-poverty activities with the crisis intervention program. This has been in effect for several years. The eligible entities have utilized the HEAP Program in both assuring appropriate disbursals of crisis funds to eligible persons, and also in supporting weatherization services through this program.
Compliance with Section 676 (b) (7) Cooperation with Federal Investigations
The director and staff persons of the State Agency are directed and required to cooperate fully with any federal investigation relative to State use or eligible entity use of CSBG funds. Any additional resources of State Government necessary to assist in such investigations are pledged, and will be provided. Each eligible entity is required, as a condition of funding, to provide written assurances they will allow and cooperate with any Federal or State investigation relative to the use of CSBG funds.
Compliance with Section 676 (b) (8) Termination of Funding
As outlined in section 678C (b) of the Act, the State will comply with the hearing review requirement when the State determines an eligible entity's designation will be terminated or funds reduced.
Compliance with Section 676 (b) (9) Program Coordination and Partnerships
The State Agency and eligible entities will, to the maximum extent possible, coordinate programs with and form partnerships with other organizations serving low-income residents of the communities and members of the groups served by the State, including religious organizations, charitable groups, and community organizations. As a condition for funding, eligible entities will describe how they will coordinate programs.
Compliance with Section 676 (b) (10) Petition for Board Representation
Each eligible entity will be required to establish procedures for a low-income individual, community organization, or religious organization, or representative of low-income individuals that considers its organization, or low-income individuals, to be inadequately represented on the board (or other mechanism) of the eligible entity to petition for adequate representation.
Compliance with Section 676 (b) (11) Community Needs Assessments
The State will comply with the requirement to secure from each eligible entity in the State, as a condition for funding, a community action plan. Each community action plan will include: a community needs assessment for the community served; a description of the service delivery system targeted to low-income individuals and families in the service area; a description of how linkages will be developed to fill identified gaps in services through information, referral, case management if applicable, and follow-up consultation; a description of outcome measures to be used to monitor success in promoting self-sufficiency, family stability, and community revitalization. Community needs assessments may be coordinated with community needs assessments conducted for other programs.
Compliance with 676 (b) (12) Participation in ROMA
The State and all eligible entities in the State are participating in the Results Oriented Management and Accountability System that meets requirements.
The State and eligible entities began implementation of ROMA in fiscal year 1997. Fiscal year 2012 will be the 15th year the State and eligible entities have been participating in ROMA at the state level.
Eligible entities are mandated to report outcomes for the six national goals and performance indicators. Eligible entities must report outcome measures under each appropriate goal for all major programs and activities administered. Reporting on
measures is an important component of the broader community action initiative to revitalize and strengthen the community services network.
Case management is one process used by agencies to assist clients to reach their established goals and move them toward self-sufficiency. Although outcomes are reported under the measures selected, the range of activities and services provided by the agency to assist clients are reported by program components (i.e. education, housing, emergency services, etc.).
Case management activities are monitored annually as a part of the regular program evaluation of agencies. Statewide training sessions are provided to all CAAs. If there is a need for training and technical assistance during routine monitoring visits, state monitors will provide training or provide needed assistance. Additionally, statewide trainings are scheduled for all CAAs as needed, and a ROMA Workgroup consisting of CAAs, State OCS, and ACAAA staff meet quarterly.
Compliance with 676 (b) (12) Implementation of Assurances
The "Plan for Compliance with Federal Statutory Assurances" describes how the State will implement and comply with the assurances outlined in the Act, as agreed.
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grant, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
Statement for Loan Guarantees and loan Insurance
The undersigned states, to the best of his or her knowledge and belief, that:
If any funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this commitment providing for the United States to insure or guarantee a loan, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. Submission of this statement is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required statement shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature
Title
DHS/DCO/Office of Community Services_____
Organization
CERTIFICATION REGARDING ENVIRONMENTAL TOBACCO SMOKE
Public Law 103227, Part C Environment Tobacco Smoke, also known as the Pro Children Act of 1994, requires that smoking not be permitted in any portion of any indoor routinely owned or leased or contracted for by an entity and used routinely or regularly for provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs either directly or through State or local governments, by Federal grant, contract, loan, or loan guarantee. The law does not apply to children's services provided in private residence, facilities funded solely be Medicare or Medicaid funds, and portions of facilities used for inpatient drug or alcohol treatment. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1000 per day and/ or the imposition of an administrative compliance order on the responsible entity. By signing and submitting this application the applicant/grantee certifies that it will comply with the requirement of the Act.
The applicant/ grantee further agrees that it will require the language of this certification be included in any sub awards which contain provisions for the children's services and that all sub grantees shall certify accordingly.
Signature
_________Assistant Director___________________
Title
DHS/DCO/Office of Community Services Organization
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS
Certification Regarding Debarment, Suspension, and Other Responsibility Matters-Primary Covered Transactions
Instructions for Certification
Certification Regarding Debarment, Suspension, and Other Responsibility Matters-Primary Covered Transactions
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower
Tier Covered Transactions
Instructions for Certification
IK***********
Certification Regarding Debarment, Suspension, Ineligibility an Voluntary Exclusion-Lower Tier Covered Transactions
016.20.15 Ark. Code R. 003