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City of New Bedford
Office of Housing & Community Development
ESG | ESG-CVSUBRECIPIENT TA WORKSHOP
2
A copy of this presentation is now available on our website athttps://www.newbedford-ma.gov/housing-community-development/.
Please feel free to contact our office at [email protected] if you require translation assistance with the PowerPoint. Questions may be asked either through the chat box available through this Zoom meeting,
or through email at [email protected]. All comments and questions are welcome. Responses to frequently asked questions will be posted online in three languages.
Welcome!
Una copia de esta presentación ya está disponible en nuestro sitio web en https://www.newbedford-ma.gov/housing-community-development/.
No dude en ponerse en contacto con nuestra oficina en [email protected] si necesita asistencia de traducción con PowerPoint. Las preguntas pueden hacerse a través del cuadro de chat disponible a través de esta reunión de Zoom,
por correo electrónico a [email protected]. Todos los comentarios y preguntas son bienvenidos. Las respuestas a las preguntas frecuentes se publicarán en línea en tres idiomas.
Uma cópia desta apresentação está agora disponível em nosso site em https://www.newbedford-ma.gov/housing-community-development/.
Não hesite em entrar em contato com nosso escritório em [email protected] se precisar de ajuda na tradução do PowerPoint. As perguntas podem ser feitas através da caixa de bate-papo disponível nesta reunião do Zoom, ou através do e-mail
[email protected]. Todos os comentários e perguntas são bem-vindos. As respostas às perguntas frequentes serão publicadas on-line em três idiomas.
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AGENDA
▪ ESG Refresher
▪ The SubRecipient Agreement
▪ Procurement
▪ Income Certification
▪ Reporting
▪ Monitoring
▪ ESG Forms
▪ Program Reminders
▪ Next Steps
▪ Contacts
▪ ESG-CV Grants
▪ Remember…
ESG | ESG-CV
SUBRECIPIENT
TA WORKSHOP
City of New Bedford
Office of Housing and
Community Development
4
ESG Refresher
5
Five eligible ESG program components:
✓ Street Outreach;
✓ Emergency Shelter;
✓ Homeless Prevention;
✓ Rapid Re-Housing Assistance; and
✓ Homeless Management Information System
(HMIS)
ESG Refresher
6
Who is eligible for ESG?
✓ Very low income households
(those at or below 30% of the area median income),
✓ People experiencing homelessness, or
✓ Those at-risk of homelessness.
ESG Refresher
7
Talk to me about matching…
✓ Subrecipients must match ESG funds a minimum of
100% from non-ESG sources.
✓ Applicants may use any of the following as sources of
match:
▪ Cash;
▪ The value or fair rental value of any donated material or
building;
▪ The value of any lease on a building;
▪ Any salary paid to staff to carry out the program; and
▪ The value of the time and service contributed by volunteers to
carry out the program. NOTE: Volunteers providing
professional services [e.g. medical, legal services] are valued
at the reasonable and customary rate in the community.
ESG Refresher
8
The Subrecipient
Agreement
9
Why a Subrecipient Agreement ?
✓ The city is the recipient of federal ESG funding.
✓ As an agency awarded funding under this
program, your agency must enter a contractual
relationship with the city.
✓ The contract—or “subrecipient
agreement—follows the fiscal year.
✓ Your FY2020 agreement covers
July 1, 2020 - June 30, 2021.
Subrecipient Agreement
10
Key Sections of the Agreement:
✓ Signature Page
✓ Scope of Services
✓ Performance and Outcome Measurements
✓ Reimbursement Process / Form
✓ Budget Summary
✓ Reimbursement Basics
✓ Budget Amendment Process / Form
✓ Procurement Policy
Subrecipient Agreement
11
Executing the Agreement:
✓ The subrecipient agreement is not a legally
executed contract until it is properly signed by each
of the signatories for both the city and your agency.
✓ It is required that your agency sign the document
first; once that is done the city will sign it.
✓ Only an authorized signatory for your agency can
sign this agreement.
Subrecipient Agreement
12
Scope of Services:
✓ Based on the final description of the awarded activity
and intended to describe the ESG funded activity.
✓ Each scope of service has the following:
Total estimated # of person to be served
Total estimated # of LMI persons to served
Anticipated % of LMI persons to be served
✓ See Appendix A of your agreement.
Subrecipient Agreement
13
Performance and Outcome Measurements:
✓ Information that helps assess the effectiveness of a
program
✓ In the subrecipient agreement, the performance-
based measurements section includes:
Goals
Inputs
Proposed activity
Expected outputs and outcomes
Measurement
✓ See Appendix A of agreement.
Subrecipient Agreement
14
Performance and Outcome Measurements:
✓ Information about how performance is reviewed in detail
under the Monitoring section of this presentation.
Subrecipient Agreement
15
Performance and Outcome Measurements:
✓ Your program will be expected to perform to
established standards.
✓ The New Bedford Continuum of Care (the Homeless
Service Providers Network-HSPN) has adopted
Performance Standards for CoC projects and for
ESG projects.
✓ You can access the Performance Standards
document online at www.nbhspn.com or through the
Office of Housing & Community Development.
Subrecipient Agreement
16
Performance and Outcome Measurements:
✓ There are two kinds of performance standards:
• System Performance MeasuresThese are intended to provide a snapshot into the homeless response system
of our entire coordinated CoC
• Project Performance MeasuresThese take a closer look at each project within the CoC and highlight goals
and performance expectations by project type.
Subrecipient Agreement
17
Performance and Outcome Measurements:
✓ As an ESG Subrecipient you will be focused on project
performance measures.
✓ Again, information about specific performance
standards is reviewed under the Monitoring section of
this presentation.
Subrecipient Agreement
18
Reimbursements
✓ You can invoice by submitting a “Request for
Reimbursement “either monthly or quarterly:
• Monthly requests should reflect the previous month. (ex.
Reimbursement for eligible program activities in July must be submitted by August
10th.)
• Quarterly requests should reflect the quarter previous to the
reimbursement submission. (ex: Second quarter reimbursement request
must be submitted by January 10th.)
✓ All Requests for Reimbursement must always include all
invoices, receipts, cancelled checks and other
documentation justifying the claimed reimbursement costs.
✓ See Appendix B of the Subrecipient Agreement.
Subrecipient Agreement
How do we get
our money?
19
Reimbursements
✓ You need to pay attention to timing!
• Expenses for Fiscal Year 2020 must fall between July 1,
2020 through June 30, 2021.
• Costs incurred prior to July 1, 2020 are ineligible.
• Final invoices for Fiscal Year 2020 must be submitted no
later than July 9, 2021.
Subrecipient Agreement
What gets
paid?
20
Reimbursements
✓ Use the Reimbursement Form!If you want to request reimbursement for your
ESG eligible expenses, you must submit a
completed reimbursement form and supporting
documentation.
✓ Reimbursement Form must contain:• Date of Request
• Authorized Signature
• Period Covered by this request
• Amount of Request Now
• Current Expenditures
✓ See Appendix C
Subrecipient Agreement
21
Reimbursements
✓ Other important sections!
• Budget Adjustment (If required)
• Current Expenditures
• Cumulative Expenditures
• Balance after this reimbursement
✓ The reimbursement form is an excel document that
has formulas in each cell.
✓ Once you plug-in an amount in a cell, the form will
auto calculate the total.
Subrecipient Agreement
22
Reimbursements will only happen IF your invoice…
…Is accompanied with supporting documentation.
…Shows how items being reimbursed conform to your scope
of services.
…Includes documentation. If something is not “self
explanatory” make a note on the invoice to explain how
items support the project.
And don’t even THINK about…
…State and federal taxes, as well as late fees related to the
payment of taxes, because they are ineligible and won’t
be reimbursed.
…Submitting an invoice after the due dates listed
Subrecipient Agreement
23
Reimbursements 101
✓ Check will be issued only
if…
✓ Checks are generally
available…
All documentation is
acceptable.
2 weeks from the date OHCD
receives documentation.
Subrecipient Agreement
24
Budget
✓ The Subrecipient Reimbursement Form
provides an itemized breakdown of your
approved ESG budget that includes the
following:
• Category Breakdown
• ESG Budget
• Budget Adjustment
• Current Expenditure
• Cumulative Expenditures
• Balance after Reimbursement.
✓ See Appendix C of agreement.
Subrecipient Agreement
25
Budget Amendment Process
✓ Reimbursement requests that are different than
what exists in the subrecipient agreement (or
approved amendment) will be flagged.
✓ If you want to amend your budget, the process
includes:
• Submitting a signed cover letter from the agency to the
OHCD formally requesting amendment with
explanation.
• Submitting a completed OHCD budget amendment form
along with the written request.
• Execution of a formal subrecipient agreement
amendment that includes an updated scope and
budget.
Subrecipient Agreement
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Procurement
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Procurement Policy 101
✓ Contact us first! • Contact the OHCD prior to the procurement of
goods, services, supplies or equipment to obtain
the necessary forms and documents.
✓ Follow the law!• Good and services must be procured according
to MA General Law 30B and this table.
• Procurement Regulations have been updated as
of July 2020 and incorporated into your
Subrecipient Agreements
✓ Read your agreement!• See Appendix D of the agreement.
Procurement
APPENDIX D: CITY of NEW BEDFORD PROCUREMENT POLICY
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Income Certification
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✓ HUD requirement • Executing the form…
All participants in ESG (HP and RRH) funded
programs are required to complete and sign an
income certification form.
• Annual changes…
On an annual basis, OHCD staff provide
subrecipients with an income certification form
that has the specific income limits for that
particular program year.
• Required of all participants
In order for a participant to be counted, they must
complete the income certification form.
• Always use current form…
Don’t use old income certification forms; only use
the most current certification form provided by
the OHCD.
Income Certifications
You should
now be using
the FY2020
Forms
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Reporting
31
Quarterly Reports
HUD requirement • Reporting is the means by which the productivity and impact of
your program is assessed.
• Quarterly Monitoring Reports are the performance and
outcome vehicle by which this impact is reviewed and
measured.
• The Quarterly Monitoring Report should highlight the number
of clients served in relation to the goals, outcomes and outputs
you agreed to in your subrecipient agreement.
• Quarterly Monitoring Report serves as a tool to identify any
issues with program compliance.
“If it’s not written down, it didn’t happen…”
Reporting
32
Quarterly Reports
✓ Subrecipients are required to enter
client data into CaseWorthy, the HMIS
for this Continuum of Care. This should
be done in real-time or as close to that
as possible.
✓ When reviewing your program’s data,
the OHCD will contact you if data is
incomplete or if data quality is
problematic.
✓ Do not wait until you need to produce
a quarterly report to run one!
Reporting
33
Quarterly Reports
✓ Due on the 10th of the month following the service period
being reportedSERVICE PERIOD REPORT DUE DATE
7/1/20 thru 9/30/20 10/10/20
10/1/20 thru 12/31/20 1/10/21
1/1/21 thru 4/10/21 4/10/21
4/1/21 thru 6/30/21 7/6/21
7/1/21 thru 9.30/21 10/10/21 ( ESG-CV Only)
10/1/21 thru 12/31/21 1/10/22 ( ESG-CV Only)
• Late reports
• Incomplete reports
• Inaccurate reports
Any of these can delay
repayment, can require
revisions and can even
lead to suspension of the
Subrecipient Agreement!
Reporting
34
Quarterly Reports
✓ OHCD Staff have an OHCD Quarterly Report format that will
be distributed prior to the 1st Quarterly Report.
✓ As part of its Quarterly submission process, each
subrecipient must provide the OHCD with an APR report from
HMIS (CaseWorthy) for that specific quarter.
✓ This quarterly APR report data will be the basis for your
OHCD Quarterly Reports and your narrative responses.
✓ Additional information will be provided prior to submitting your
quarterly report.
Reporting
35
Monitoring
36
When will you get monitored?✓ On an annual basis all programs will be evaluated through
the OHCD’s Risk Assessment process to determine which
programs will undergo an onsite monitoring visit by OHCD
staff.
✓ A desk review is first performed to determine if the
subrecipient has multiple risk factors and should be
monitored.
✓ The higher the risk, the more likely the program will be
monitored.
✓ At the very least:• Every three years a program will be monitored.
• New programs are automatically monitored
• If a program received a finding from the previous
year will be monitored.
Monitoring
37
▪ Quarterly MonitoringSubrecipients will receive a Quarterly
Evaluation Report template based on your
program type (component) and anticipated
performance metrics.
Data is captured in CaseWorthy (HMIS). The
agency is responsible for producing a report for
the reporting period and complete the Quarterly
Evaluation Report using that data.
Step by step instructions as to how the
CaseWorthy report for this purpose is pulled is
available from the OHCD.
Monitoring
38
Three Focus Areas:
Monitoring
Project
performance
Financial
performance
Regulatory
performance
39
There are performance standards for every type of ESG
component:
GOALS PERFORMANCE STANDARD
HOMELESS PREVENTION
1. Housing Stability – Ability to maintain the housing they had at project entry—with/without a subsidy—or move into other permanent housing (Q24 1-8 Categories)
Goal: 75%
The % of persons who have remained in permanent housing at program exit.
2. Non-Cash Benefits at Exit—The number of those who have more non-cash benefits at exit than at entry. (Q20a)
Goal: 50%
The % of persons who have increased their non-cash benefits at program exit.
Monitoring
Project
Performance
40
There are performance standards for every type of ESG
component:
Monitoring
GOALS PERFORMANCE STANDARD
STREET OUTREACH
1. Outreach – Number of unduplicated persons contacted increases. (Q9a)
The number of unduplicated persons contacted each year increases by 10%.
2. Housing Destination – Unduplicated persons placed in permanent housing destinations as a result of street outreach services. (Q23c)
Goal: 10%
The % of persons served who move from the streets to permanent housing destinations as a result of street outreach services.
Project
Performance
41
There are performance standards for every type of ESG
component:
Monitoring
Project
Performance
GOALS PERFORMANCE STANDARD
EMERGENCY SHELTER
1. Housing Stability - Households exit shelter in a timely manner. (Q22a2)
Goal: 85%
The % of households whose length of stay is no longer than 60 days.
2. Non-Cash Benefits at Exit—Persons who increase non-cash benefits (mainstream resources) at exit as compared with entry. (Q20a)
Goal: 50%
The % of persons age 18 or older who increased their non-cash benefits (mainstream resources) at program exit.
3. Exit to Permanent Housing – (Q23c)Goal: 20%
The % of persons age 18 or older who exit to permanent housing as of the end of the operating year or program exit.
4. Utilization Rate - Program operates at full capacity, with low vacancy rate, and quickly fills vacancies. (Q8b)
Goal: 90%
Average daily utilization rate during the operating year. (NOTE –For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)
5. HMIS-Program maintains adequate data quality –(Q2,3,4 & 5) Data Quality Report
42
There are performance standards for every type of ESG
component:
Monitoring
GOALS PERFORMANCE STANDARD
RAPID REHOUSING (ESG)
1. Housing Stability – Persons residing in rapid re-housing will remain in this housing for a minimum of one year or exit toother permanent housing. (Q1 & Q23a / b)
Goal: 85%
The % of persons who remain in the RRH program as of the end of the operating year or exited to PH during the operating year.
2. Length of Time Between Entry and Move-In - Persons length of time between program entry and placement shall be timely (Q22c)
Goal: 80%
The % of persons whose length of time between project entry and
housing placement will be no longer than 14 days.
3. Non-Cash Benefits – Persons will increase non-cash benefit (mainstream resources) income. (Q20a)
Goal: 85%
The % of persons age 18 or older who increased their non-cash benefit income (mainstream resources) as of the end of the operating year or program exit.
4. Utilization Rate - Program operates at full capacity, withlow
vacancy rate, and quickly fills vacancies. (Q8b)Goal: 90%
Average daily utilization rate during the operating year. (NOTE –For ESG programs, this goal can only be measured on a quarterly basis and for units. Cannot calculate beds.)
5. HMIS – Program maintains adequate data quality in HMIS. (Q2,3,4 & 5)
See Data Quality Report.
Project
Performance
43
▪ Contract Scope of Services
Is it consistent with actual
activities?
▪ Levels of Accomplishments
Planned versus actual
▪ Time of Performance
Issues with program start-up?
▪ Budget
Compare actual expenditures
versus planned expenditures
Regulatory and Financial Performance:
Monitoring
Regulatory
Performance
Financial
Performance
▪ Requests for Payment
Timeliness
▪ Recordkeeping
Comprehensiveness and accuracy of
documentation (activities, costs and
beneficiaries)
▪ Financial Management
Systems in place—accounting,
expenses, income
44
ESG Forms
45
▪ ESG FORMS▪ Forms for the ESG program are required.
▪ The majority of these forms constitute your client files:
▪ FORMS INCLUDE:
▪ FORM 06 STAFF AFFIDAVIT OF ELIGIBILITY
▪ FORM 07 VERIFICATION OF TRACKING
INCOME
▪ FORM 08 VERIFICATION OF INCOME
▪ FORM 09 CALCULATION WORKSHEET
▪ FORM 10 RENT REASONABLENESS CHKLST
▪ FORM 11 HOUSING HABITATILIBYT STDS
INSP.
▪ FORM 12 LEAD SCREENING WORKSHEET
▪ FORM 13 UTILITY ASSISTANCE ELIGIBILITY
▪ CLIENT FILE CHECKLIST
▪ FORM 00 HOMELESS HISTORY
TIMELINE
▪ FORM 01 HOMELESS
CERTIFICATION
▪ FORM 02 AT RISK OF
HOMELESSNESS
▪ FORM 03 CHRONIC HOMELESS
CERTIFICATION
▪ FORM 04 DISABILITY
CERTIFICATION
▪ FORM 05 SELF CERTIFICATION
ESG Forms
46
WHERE CAN YOU GET THE ESG FORMS?
www.nbhspn.com/resources
ESG Forms
47
▪ Important – Programs are not required to use all forms
provided.
▪ Some forms are not applicable to specific programs. (See
Checklist)
▪ If you are unsure about a form, contact the OHCD.
▪ All programs will be monitored to ensure that they are
correctly capturing all required information.
▪ If needed, OHCD staff may provide direct Technical
Assistance to individual agencies or hold a Workshop related
specifically to the forms.
PLEASE GIVE US FEEDBACK ON THE FORMS
AND/OR IF A WORKSHOP IS NEEDED!
ESG Forms
48
Next Steps
49
▪ Review your ProgramIt is strongly recommended that all subrecipients review their program—
from their Subrecipient Agreement and program policies and procedures, to
their client files and data collection. Make sure program staff are aware of
this as well!
▪ ESG FormsEnsure all program staff are using correct documents, correct income
certifications, etc. Be sure to carefully review these materials and develop
a familiarity with them. As noted, they are available online at
www.nbhspn.com.
Income Certification Forms have already been sent to all existing ESG
subrecipients. If you have not received this or have any questions, please
speak with OHCD staff as soon as possible.
NOTE: All ESG Subrecipients are required to use these forms or ensure
that their existing forms are capturing all of the required data.
Next Steps
50
▪ Working with the HMIS Vendor - CaseWorthy▪ All agencies must execute an Agency Participation Agreement if they
haven’t already done so.
▪ All system users are required to sign a System User Agreement and all
new/future system users must work with their HMIS Administrative Lead
at their respective agency to be trained.
▪ Please contact the OHCD if you have any questions or require
paperwork. If not already on file with the OHCD, these forms are due to
the OHCD by September 1, 2020.
▪ HMIS SAGEAll ESG recipients are required to upload their annual CAPER Reports into
HUD’S reporting system called SAGE.
▪ Amendment Process The OHCD has a uniform amendment policy and forms for CDBG, ESG and
CoC programs. Subrecipients must follow the amendment process in order
to amend their budgets and/or scope of service.
Next Steps
51
▪ Reimbursement▪ Reimbursements may be submitted now.
▪ Quarterly ReportsQuarterly Reporting forms will be emailed this month.
▪ New SubrecipientsFor Any new subrecipients, the OHCD will be conducting a site visit to
provide technical assistance in order to ensure that no startup delays occur.
Next Steps
52
Contacts
53
Joseph MaiaGrants Compliance Coordinator
Program Questions
Rob TetraultFinance Manager
Finance Questions
Nicole Curral Office Manager
General Questions
Patrick J. Sullivan, Director
PHONE: 508 979-1500
FAX: 508 979-1575
WEBSITE: www.newbedford-ma.gov
Jennifer ClarkeDeputy Director
Overall Program Issues/Questions
ESG | ESG-CV
SUBRECIPIENT
TA WORKSHOP
City of New Bedford
Office of Housing and
Community Development
Contacts
54
ESG-CV Grants
55
ESG-CV Funding
Coronavirus Aid, Relief, and Economic Security Act
(CARES Act)
• The CARES Act made $4 billion available in supplemental ESG
funding for grant activities specifically for the purpose of
preventing, preparing for and responding to the Coronavirus
(ESG-CV grants),
• ESG is a formula grant that funds a broad range of activities for
those experiencing homelessness or who are at risk of
homelessness.
56
ESG-CV Funding
Coronavirus Aid, Relief, and Economic Security Act
(CARES Act)
• The CARES Act provides flexibilities to make it easier to use ESG-
CV grants and FY2019 and FY2020 ESG grants for coronavirus
response,
• It also authorizes HUD to grant waivers and alternative
requirements,
• …and it requires ESG-CV grantees to prevent the duplication of
benefits, which means grant funds may not be used to pay costs if
another source of financial assistance is available to pay that cost.
57
ESG-CV funding must be used to prevent,
prepare for and respond to coronavirus.
This requirement must be clearly
documented in subrecipient files.
ESG-CV Funding
58
ESG-CV Funding
Key Differences Between Traditional ESG Funding and
COVID ESG-CV Funding…
ESG
ESG has established
requirements:
• Matching funds are required
• Procurement standards are in
effect
• Shelter funding is capped
• Habitability and environmental
review standards exist for all types
of emergency shelters including
temporary
• Only 7.5% of the funding may be
used for administration
ESG-CV
The CARES Act eliminates ESG
requirements for:
• Matching funds—no match is
required for ESG-CV
• Procurement standards are
eliminated
• No cap on shelter funding
• No habitability and environmental
review standards for temporary
emergency shelters
• Allows up to 10% of the funding to be
used for administration
59
ESG-CV Funding
Key Differences Between Traditional ESG Funding and
COVID ESG-CV…
ESG
• Eligibility for the Homeless
Prevention program is predicated
on a cap of 30% AMI.
• Program Year for all components
runs July 1.2020 to June 30.2021.
ESG-CV
• Eligibility for the Homeless
Prevention program increases the
income cap from 30 to 50% AMI.
• Program Year for all components
runs July 1.2020 to December
31.2021.
60
ESG-CV Funding
1.
Please Note in the ESG-CV Subrecipient Agreement…
Part II: Appendicies
Appendix CV: CARES Act ESG-CV Requirements
• Subrecipients must comply with the requirements of the CARES
Act that apply to ESG-CV grants and must use the funding to
prevent, prepare for and respond to coronavirus.
61
ESG-CV Funding
Please Note in the ESG-CV Subrecipient Agreement…
Part II: Appendicies
Appendix CV: CARES Act ESG-CV Requirements
• Subrecipients must comply with the requirements of the ESG
program as authorized by the McKinney-Vento Homeless
Assistance Act as amended (24CFR Part 576), implementing
regulations and rules, waivers and alternative requirements of
Federal Register Notices.
2
62
ESG-CV Funding
Please Note in the ESG-CV Subrecipient Agreement…
Part II: Appendicies
Appendix CV: CARES Act ESG-CV Requirements
• Subrecipients agree to establish and maintain adequate
procedures to prevent any duplication of benefits as required by
law.
A duplication of benefits occur when a beneficiary receives
assistance from multiple sources (such as FEMA, private insurance
companies, non-profits, etc. for a cumulative amount exceeding the
total need for a specific purpose. The duplication amount is the
excess assistance provided above the need.
Subrecipients must ensure that all beneficiaries assisted with ESG-
CV funding do not receive a duplication of benefits.
3
63
Remember…
64
Remember
▪ Review your program—Ensure your staff is “on board”
▪ ESG-CV file forms
▪ Reimbursements now being accepted
▪ The ESG-CV program year runs through December 31, 2021
▪ Your first quarterly report (July –Sept) is due Oct 10th
▪ New subrecipients will get a TA site visit from OHCD staff
▪ This powerpoint will be available on the OHCD website at
https://www.newbedford-ma.gov/housing-community-development
▪ OHCD staff can be reached at [email protected] or
through individual email addresses.
65
City of New Bedford
Office of Housing & Community Development
ESG | ESG-CVSUBRECIPIENT TA WORKSHOP