Partner Roles in Administration of Program

Partner Roles in Administration of Program CSBG must perform numerous federally mandated functions in order to remain compliant. MDHS enlists several partners through formal agreements to perform some of those functions. The following summarizes those roles: A. Subgrantees/ Community Action Agencies (CAA): The community action agencies are the subgrantees in the program. Each subgrantee is responsible for performing program activities in accordance with the terms and provisions of the grant. The responsibilities of the subgrantee include, but are not limited to: 1) Operate the program in accordance with the terms and provisions of the grant and all applicable federal and state rules, regulations and guidelines; 2) Process applications, determine eligibility and provide appropriate/timely service(s) with measurable outcomes; 3) Make referrals to and accept referrals from, and coordinate program information with other social service agencies; 4) Maintain all financial and program records; 5) Submit required reports to DCS in a timely manner; 6) Maintain administrative and internal controls; 7) Monitor its financial and programmatic activities; 8) Implement a fair hearing process for clients; 9) Cooperate with Federal/State investigating teams; 10) Establish emergency and disaster procedures; 11) Train and certify staff; 12) Use the Virtual ROMA system; 13) Have at least one intake site in each county of its service area with posted hours of operation; 14) Adhere to the terms of the “MDHS Subgrant/Agreement Manual.” (https://www.mdhs.ms.gov/support/procurement/resources/) 15) Establish partnerships with local entities and organizations to assist in the provision of services to meet the needs of the clients served. These partnerships should cover monetary or non-monetary services. Intra-office referrals should be made as most subgrantees have additional programs not funded by DCS (e.g., Head Start, Congregate Meals, Rural Housing Services and Transportation Program). 16) Make referrals to the WX agency that covers its service area on behalf of clients seeking WX services or have high energy bills. 17) Certify that all entities that are in partnership with the subgrantee are not on the list for debarment. This information can be found in the Excluded Parties List System (EPLS), now known as System for Award Management (SAM). Proof of documentation of partnership verification with SAM shall be kept on file and the debarment status shall be checked prior to submission of every subgrant and modification to DCS. The subgrantee must also understand that if the partnered agency is on the debarment list, the agreement should be terminated immediately 18) Conduct local public hearings regarding the CSBG program. Information such as CSBG funding for the county, services provided, income guidelines, etc. must be presented in efforts to reach low-income communities. 19) Conducting outreach activities to reach eligible persons or households in need of services. Subgrantees may utilize the media (newspaper, TV, radio, flyers, internet, community meetings, etc.) to inform individuals of services available and eligibility requirements. Outreach materials should include the local and toll- free telephone numbers for subgrantee offices. Subgrantees should rely on their existing network of volunteers, community leaders, and faith-based groups to provide outreach to eligible persons in the greatest need of assistance.