EFSP Grant Workshop

1
EFSP Grant Workshop

• Welcome to the Sacramento Regional
• Emergency Food and Shelter Program
• Phase 24 Grant Workshop

2
Agenda

• Introductions
• General EFSP Information
• Break
• Application, Expenditures, Documentation
• Lunch Break
• Questions Technical Assistance

3
Introductions

• EFSP Staff and Board Members
• 909 12th Street, Suite 200
• Sacramento, CA 95814
• nbui_at_communitycouncil.org

4
General EFSP Information

• Program Responsibilities
• National Board
• State Set-Aside Committee
• Local Board
• Local Recipient Organization
• Notice of Funding Availability

5
Program Responsibilities

• National Board
• Select the Local Board
• Develop operational manuals
• Establish criteria for expenditure of funds
• Ensure guideline compliance
• Distribute funds
• Report to FEMA
• Monitor LRO compliance

6
Program Responsibilities

• State Set-Aside Committee
• Committee must have National Board agencies and
  state level representative
• Select jurisdictions for funding
• Priority to non-qualifying jurisdictions
• Establish formula to support funding decisions
  (submit to National Board)

7
Program Responsibilities

• Local Board
• Composition
• National Board representatives, local government,
  homeless, expand to include minorities and to
  reflect community
• Native American, if required
• Representatives with expertise in specific areas,
  including utility company, other emergency
  services providers

8
Program Responsibilities

• Local Board
• Board Operations
• Meets monthly
• Select agencies for funding
• Ensure no duplication of service for
  rent/mortgage and utility assistance
• May restrict National Board guidelines to tailor
  local program
• Submit required reports to National Board

9
Program Responsibilities

• Local Board Operations (contd)
• Members must abstain from voting on their own
  agencys allocation
• Publicly advertise the availability of funds
• Awards respond to changing needs in community
• Special emphasis on the elderly, families with
  children, homeless individuals with mental and
  physical disabilities, Native Americans and
  veterans
• Monitoring, training, site visits
• Reallocate funds, documentation review

10
Program Responsibilities

• Local Recipient Organization
• Administration (of program)
• Be familiar with guidelines
• Meet requirements on the LRO Certification Form
• Use funds to extend existing resources
• May not be a vendor of services to another LRO
  (exception food banks)

11
Program Responsibilities

• Local Recipient Organization
• Accountability
• Submit required reports and documentation on time
• Must enroll for electronic funds transfer
• Cannot have any outstanding compliance exceptions
  in any jurisdiction
• Work with Local Board to clear compliance
  exceptions
• Maintain documentation as required

12
Notice of Funding Availability

• Sacramento, Yolo, Placer and El Dorado
• Applications are available via postal mail and
  online (www.communitycouncil.org)
• Applicants must meet criteria set by National
  Board
• Since it is a provisional announcement, we do not
  know how much, if any, funding will be available
  for either county

13
Notice of Funding Availability

• Deadline 4 P.M. on Friday, November 4, 2005
• Appeals must be done in writing within 10 days of
  the Board meeting at which they were approved
• In your appeal, state the reason for the appeal
  and your proposed solution
• A special meeting of the board will then be
  called within 10 days

14
Break

• Take a break ?
• Snack
• Mingle

15
Application

• Agency Information Grant Request Summary
• EFSP Summary Application Process
• Applicant Eligibility Standards
• Eligible Activities for Funding
• Mandatory Attachments
• Funding Request Formula Sheet
• Agency Income Report

16
Program Expenditures

• Eligible and Ineligible Expenditures
• Food
• Shelter
• Rent/Mortgage
• Utility
• Equipment

17
Program Expenditures
18
Program Expenditures
19
Program Expenditures
20
Program Expenditures
21
Program Expenditures
22
Program Expenditures
23
Program Expenditures
24
Program Expenditures
25
Required Documentation

• Mass shelter or mass feeding
• Daily per diem schedule (12.50/night)
• Daily meal schedule ( meals provided x per
  meal)
• Supporting documentation must be retailed (i.e.
  cancelled checks, invoices, service records and
  sign-in sheets).
• Other EFSP expenditures
• Invoice
• Cancelled check (copy both sides)
• Bank statement required for only front-side
  copies.

26
Characteristics of anAcceptable Invoice

• Vendor originated
• Name of vendor
• Name of purchaser
• Date of purchase
• Itemized (description of each item, number of
  each item, cost of each item)
• Total cost

27
Packaging Documentation

• Prepare documentation on a monthly basis
• Prepare by category
• Attach copy of cancelled check to receipt /
  utility bill / landlord letter
• Prepare adding machine tape of expenditures
• Per diem / meal allowances (prepare daily
  schedules only)

28
Technical Assistance

• Well break for lunch then return at 100 p.m.
  for
• questions and technical assistance.
• Thank you for your attendance and participation
  in this EFSP Workshop. ?
• Please complete the evaluation before you leave.