18 MAC Pt. 15, Ch. 1, R. 15.1
Community Services Block Grant (CSBG) State Plan
Cite as 18 Miss. Admin. Code Pt. 15, Ch. 1, R. 15.1
Community Services Block Grant (CSBG) State Plan
Source: Miss Code Annotated 43-1-2.
Community Services Block Grant (CSBG)
Model State Plan- Final
FISCAL YEAR (FY) 2025
CSBG Cover Page (SF-424M)
Section 1:
CSBG Administrative Information
Section 2:
State Legislation and Regulation
Section 3:
State Plan Development and Statewide Goals
Section 4:
CSBG Hearing Requirements
Section 5:
CSBG Eligible Entities
Section 6:
Organizational Standards for Eligible Entities
Section 7:
State Use of Funds
Section 8:
State Training and Technical Assistance
Section 9:
State Linkages and Communication
Section 10:
Monitoring, Corrective Action, and Fiscal Controls
Section 11:
Eligible Entity Tripartite Board
Section 12:
Individual and Community Income Eligibility Requirements
Section 13:
Results Oriented Management and Accountability (ROMA) System
Section 14:
CSBG Programmatic Assurances and Information Narrative
Section 15:
Federal Certifications
THE PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13)
Public reporting burden for this collection of information is estimated to average 31 hours per
response, including the time for reviewing instructions, gathering and maintaining the data needed, and
reviewing the collection of information.
An agency may not conduct or sponsor, and a person is not required to respond to, a collection of
information unless it displays a currently valid OMB control number.
OMB Control No: 0970-0382
Section 1
CSBG Administrative Information
1.1.
Identify whether this is a one-year or a two-year plan.
âOne-Year
âTwo-Year
1.1 a.
Provide the federal fiscal years this plan covers:
Year One: 2025
Year Two: Click or tap here to enter text.
GUIDANCE: If a state indicates âOne-Yearâ under 1.1., they will only have to provide a
response for âYear Oneâ.
1.2.
Lead Agency and authorized Official: Update the following information in relation
to the lead agency designated to administer CSBG in the state, as required by Section
676(a) of the CSBG Act. Information should reflect the responses provided in the
Application for Federal Assistance, SF-424M.
Has information regarding the state lead agency and authorized official changed
since the last submission of the State Plan? â Yes âNo
If yes, select the fields that have changed. [Check all the apply]
âLead Agency
âDepartment Type
âOffice
âAuthorized Official
âStreet Address
âCity
âZip Code
âWork Number
âFax Number
âEmail Address
âWebsite
1.2 a. Lead agency: Mississippi Department of Human Services
GUIDANCE: Please only provide the exact name of the CSBG state lead agency as designated within
the designation letter and an acronym (as applicable).
EXAMPLE: Office of Community Services (OCS)
1.2 b. Cabinet or administrative department of this lead agency [Check one and
provide narrative where applicable]
âCommunity Affairs Department
âCommunity Services Department
âGovernorâs Office
âHealth Department
âHousing Department
âHuman Services Department
âSocial Services Department
âOther, describe: Click or tap here to enter text.
OMB Control No: 0970-0382
1.2c.
Cabinet or Administrative Department Name: Provide the name of the
cabinet or administrative department of the CSBG authorized official:
Mississippi Department of Human Services
1.2d. Authorized official of the lead agency: The authorized official could be the
director, secretary, commissioner etc. as assigned in the designation letter
(attached under item 1.3.). The authorized official is the person indicated as
authorized representative on the SF-424M.
Name:
Robert G. Anderson
Title:
Executive Director
1.2e.
Street Address: 200 South Lamar St.
1.2f.
City: Jackson
1.2g. State: MS
1.2h. Zip Code: 39201
1.2i.
Telephone: 601-359-4457
1.2j.
Fax Number: 601-359-4477
1.2k.
Email Address:
bob.anderson@mdhs.ms.gov
1.2l.
Lead Agency Website: www.mdhs.ms.gov
Note: Item 1.2. pre-populates the Annual Report, Module 1, Item A.1.
1.3.
Designation Letter: Attach the stateâs official CSBG designation letter. A new
designation letter is required if the chief executive officer of the state and/or designated
agency has changed. See Attachment
GUIDANCE: The designation letter should be updated whenever there is a change to the designee.
INSTRUCTIONAL NOTE:
The letter should be from the chief executive officer of the state and
include, at minimum, the designated state CSBG lead agency (office,
department, or bureau) and title of the authorized official of the lead agency
who is to administer the CSBG grant award.
1.4.
CSBG Point of Contact: Provide the following information in relation to the designated
state CSBG point of contact. The state CSBG point of contact should be the person that
will be the main point of contact for CSBG within the state.
Has information regarding to the state point of contact changed since the last
submission of the state plan? âYes âNo
If yes, select the fields that have changed. [Check all the apply]
âAgency Name
âPoint of Contact
âStreet Address
âCity
âState
âZip Code
âOffice Number
âFax Number
âEmail Address
âWebsite
OMB Control No: 0970-0382
1.4a. Agency Name: MDHS- Division of Community Services
1.4b. Point of Contact Name:
Name: Tina M. Ruffin
Title: Office Director
1.4c.
Street Address: 200 South Lamar Street
1.4d. City: Jackson
1.4e.
State: MS
1.4f.
Zip Code: 39201
1.4g. Telephone Number: 601-359-4768
1.4 h. Fax Number: N/A
1.4i.
Email Address: tina.ruffin@mdhs.ms.gov
1.4j.
Agency website: www.mdhs.ms.gov
1.5.
Provide the following information in relation to the State Community Action
Association.
There is currently a state Community Action Association within the state.
âYes âNo
Has information in regard to the state Community Action Association changed
since the last submission of the state plan? âYes âNo
If yes, select the fields that have changed. [Check all the apply]
âAgency Name
âExecutive Director
âStreet Address
âCity
âState
âZip Code
âOffice Number
âFax Number
âEmail Address
âWebsite
âRPIC Lead
1.5 a. Agency name: Mississippi Association of Community Action Agencies
1.5b. Executive Director or Point of Contact
Name: Diann Payne
Title: Interim Executive Director
1.5c.
Street Address: 1538 Old Leland Rd.
1.5d. City: Greenville
1.5e.
State: MS
1.5f.
Zip Code: 38701
OMB Control No: 0970-0382
1.5g. Telephone Number: 228-243-1317
1.5h. Fax Number:
1.5i.
Email Address: diann.payne@msacaa.org
1.5j.
State Association Website: www.msacaa.com
1.5k. State Association currently serves as the Regional Performance
Innovation Consortia (RPIC) lead âYes âNo
OMB Control No: 0970-0382
Section 2
State Legislation and Regulation
2.1.
CSBG State Legislation: State has a statute authorizing CSBG. âYes âNo
2.2.
CSBG State Regulation: State has regulations for CSBG. âYes âNo
2.3.
Legislation/Regulation Document: Attach the legislation and/or regulations or
provide a hyperlink(s) to the documents indicated under Items 2.1. and/or Item 2.2.
N/A
GUIDANCE: The labeling of all attachments should include the question number for which the
document provides supplementary information, the question heading, and the type of
document provided. As an example, a state statutory document could be labeled as:
2.3. Legislation/Regulation Document, Washington D.C. Statute
2.4.
State Authority: Select a response for each of the following items about the state
statute and/or regulations authorizing CSBG:
2.4 a. Authorizing Legislation: State legislature enacts authorizing legislation or
amendments to an existing authorizing statute last federal fiscal year.
âYes âNo
2.4b. Regulation Amendments: State established or amended regulations for CSBG
last federal fiscal year. âYes âNo
OMB Control No: 0970-0382
Section 3
State Plan Development and Statewide Goals
3.1.
CSBG Lead Agency Mission and Responsibilities: Briefly describe the mission and
responsibilities of the state agency that serves as the CSBG lead agency.
CSBG is administered by the Mississippi Department of Human Services
(MDHS)- Division of Community Services. MDHS is a primary link between
families and individuals with specific needs vital to their survival and the services
available to meet those needs.
The Mississippi Department of Human Services is dedicated to serving others
while providing a wide range of public assistance programs, social services and
support for children, low-income individuals and families. The agency seeks to
empower families so they can become self-sufficient and responsible for their
future success through:
Professional, accountable, and responsible administration of CSBG;
Development of effective partnerships with CSBG entities, MDHS-DCS, the
state association and other State and Federal programs serving low-income
individuals.
3.2.
State Plan Goals: Describe the stateâs CSBG-specific goals for state administration of
CSBG under this State Plan.
GUIDANCE: States should consider feedback from OCS, their eligible entities, and the ACSI survey
completed by eligible entities when creating their State Plan goals.
Instructional Note: For examples of âgoals,â see State Accountability Measure 1Sa(i).
Note: This information is associated with State Accountability Measure 1Sa(i) and pre-
populates the stateâs Annual Report, Module 1, Item B.1.
The State plans to focus on extensive training for state and Subgrantees in various
areas, in conjunction with T&TA plan through RPIC.
3.3.
State Plan Development: Indicate the information and input the state accessed to
develop this State Plan.
3.3 a.
Analysis of state-level tools [Check all that applies and narrative where
applicable]
âState Performance Indicators and/or National Performance Indicators (NPIs)
âU.S. Census data
âState performance management data (e.g., accountability measures, ACSI
survey information, and/or other information from annual reports)
âMonitoring Visits/Assessments
âTools not identified above (specify)
OMB Control No: 0970-0382
3.3 b. Analysis of local-level tools [Check all that applies and narrative where
applicable]
âEligible entity community needs assessments
âEligible entity community action plans
âPublic Hearings/Workshops
âTools not identified above (e.g., state required reports) [specify]
3.3 c.
Consultation with [Check all that applies and narrative where applicable]
âEligible entities (e.g., meetings, conferences, webinars; not including the
public hearing)
âState Association
âNational Association for State Community Services Programs (NASCSP)
âCommunity Action Partnership (The Partnership)
âCommunity Action Program Legal Services (CAPLAW)
âCSBG Tribal Training and Technical Assistance (T/TA) provider
âRegional Performance Innovation Consortium (RPIC)
âAssociation for Nationally Certified ROMA Trainers (ANCRT)
âFederal CSBG Office
âOrganizations not identified above (specify)
3.4.
Eligible Entity Involvement
3.4 a.
State Plan Development: Describe the specific steps the state took in
developing the State Plan to involve the eligible entities.
Note: This information is associated with State Accountability Measures
1Sa(ii) and may pre-populate the stateâs annual report form.
A copy of the draft state plan was emailed to the eligible entities and the
state association. The State attended an association meeting to discuss the
state plan and asked for comments and suggestions. The state plan was
added to the Virtual ROMA website for all eligible entity staff to provide
feedback. The state plan was presented at the public hearing for input and
comments. Comments will be accepted through July 19, 2024.
3.4b. Performance Management Adjustment: Describe how the state has adjusted
its State Plan development procedures under this State Plan, as compared to
previous plans, in order to 1) encourage eligible entity participation and 2)
ensure the State Plan reflects input from eligible entities? Any adjustment
should be based on the stateâs analysis of past performance in these areas, and
should consider feedback from eligible entities, OCS, and other sources, such
as the public hearing. If the state is not making any adjustments, provide further
detail.
Note: This information is associated with State Accountability Measures 1Sb(i)
and (ii) and pre-populate the Annual Report, Module 1, Item B.1.
OMB Control No: 0970-0382
The State's process allows the state plan to be electronically submitted to
entities which improves the efficiency of responses from all entity staff to
include all levels (case workers, receptionists, etc.). We received feedback
from the agencies regarding the funding distribution process and the state
has made changes accordingly to some of the suggestions.
3.5.
Eligible Entity Overall Satisfaction: Provide the stateâs target for eligible entity
Overall Satisfaction during the performance period.
Year One: 75% Year Two: Click or tap here to enter text.
Instructional Note: The stateâs target score will indicate improvement or maintenance of
the statesâ Overall Satisfaction score from the most recent American Customer Survey
Index (ACSI) survey of the stateâs eligible entities.
Note: Item 3.5 is associated with State Accountability Measure 8S and may pre-populate
the stateâs annual report form.
GUIDANCE: The targets reported here should match the future target set in the Annual Report, Section
B, Table B.2.
GUIDANCE: Review the ACSI IM about setting targets for your eligible entity overall satisfaction that
are realistic, reasonable, attainable, and possible.
OMB Control No: 0970-0382
Section 4
CSBG Hearing Requirements
4.1.
Public Inspection: Describe the steps taken by the state to disseminate this State
Plan to the public for review and comments prior to the public hearing, as required
under Section 676(e)(2) of the Act.
GUIDANCE: Under this question, detail how the state provided the State Plan to the public, including
providing sufficient time (ideally no fewer than 30 days) for the public to provide feedback
prior to the public hearing. Distribution to the public should include distribution directly to
the eligible entities (e.g. via email or publication on a public website with specific
notification to the eligible entities) in the state as well as any other interested parties.
The State will post the state plan (administrative procedures notice) with the
Secretary of State's office no less than 30 days of the public hearing. At any time
within the thirty-day public comment period, written submissions including
arguments, data, and views on the proposed rule/amendment/repeal may be
submitted to the State. The proposed plan is uploaded to the Virtual ROMA
website for comments and feedback from eligible entities. Notice of the public
hearing appeared in the Clarion Ledger newspaper, which has statewide
distribution, and eleven other newspapers on June 6, 2024, and June 26, 2024.
The availability of the FFY 2025 CSBG State Plan for inspection was made
known in the Public Hearing announcement posted in the newspapers. The state
plan was made available for public inspection by calling the MDHS-DCS, as
stated in the public hearing announcement. Opportunities for comment were
available during the public hearing. The State Plan was posted on the Secretary of
State Office website on 6/5/2024 with a 30 day comment period from 6/5/2024-
7/5/2024. The plan was also posted on our Virtual ROMA website on 6/13/2024
with a comment period of 6/13/2024-7/15/2024.
4.2.
Public Notice/Hearing: Describe how the state ensured there was sufficient time and
statewide distribution of notice of the public hearing(s) to allow the public to comment
on the State Plan, as required under 676(a)(2)(B) of the CSBG Act.
An administrative procedures notice is filed with the Secretary of State thirty (30)
calendar days before the public hearing. At any time within the thirty-day public
comment period, written submissions including arguments, data, and views on the
proposed rue/amendment/repeal may be submitted to the State. The proposed
plan is uploaded to the Virtual ROMA website for comments and feedback from
eligible entities. Notice of the public hearing appeared in the Clarion Ledger
newspaper, which has statewide distribution, and eleven other newspapers on
June 6, 2024, and June 26, 2024. The availability of the FFY 2025 CSBG State
Plan for inspection was made known in the Public Hearing announcement posted
in the newspapers. The state plan was made available for public inspection by
OMB Control No: 0970-0382
calling the MDHS-DCS, as stated in the public hearing announcement.
Opportunities for comment were available during the public hearing. The State
Plan Adminstrative Procedures Notice was posted on the Secretary of State
website on 6/5/2024 with a comment period of 6/5/2024-7/5/2024.
4.3.
Public and Legislative Hearings: In the table below, specify the date(s) and
location(s) of the public and legislative hearing(s) held by the designated lead agency
for this State Plan, as required under Section 676(a)(2)(B) and Section 676(a)(3) of the
Act.
Instructional Note: A public hearing is required for each new submission of the
State Plan. The date(s) for the public hearing(s) must have occurred in the year prior
to the first federal fiscal year covered by this plan. Legislative hearings are held at least
every three years, and must have occurred within the last three years prior to the first
federal fiscal year covered by this plan.
Date
Location
Type of Hearing
[Select an option]
If a Combined Hearing was
held confirm that the public
was invited.
July 10, 2024
Mississippi Department
of Human Services,
200 South Lamar St.,
Jackson, MS 39201
âZoom Meetingâ
âPublic
âLegislative
âCombined
â
ADD a ROW function Note: States will be able to add as needed for each additional hearing.
GUIDANCE: A combined hearing refers to having one joint public and legislative hearing.
4.4.
Attach supporting documentation or a hyperlink for the public and legislative hearings.
See Public Hearing Notice Attachment
GUIDANCE: Supporting documentation may include, but is not limited to, agendas, sign-in sheets,
transcripts, and notices/advertisements of the hearings. All attachments should include the
question number, question heading, type of document and the date of the hearing/meeting
(as applicable).
EXAMPLE NAMING CONVENTION: 4.4. Public and Legislative Hearings Agenda 062117
OMB Control No: 0970-0382
Section 5
CSBG Eligible Entities
5.1.
CSBG Eligible Entities: In the table below, indicate whether eligible entity in the state
public or private, the type(s) of entity, and the geographical area served by the entity.
CSBG Eligible Entity
Geographical Area
Served (by county)
Public or
Nonprofit
Type of Entity
AJFC Community
Action Agency, Inc.
Adams, Claiborne, Copiah,
Franklin,
Jefferson, Lawrence,
Lincoln
Nonprofit
Community Action
Agency
Bolivar County CAA,
Inc.
Bolivar
Nonprofit
Community Action
Agency
Central Mississippi,
Inc.
Attala, Carroll, Grenada,
Holmes, Leflore,
Montgomery, Yalobusha
Nonprofit
Community Action
Agency
Coahoma
Opportunities, Inc.
Coahoma
Nonprofit
Community Action
Agency
Community Action of
South MS
Jackson, George,
Harrison
Nonprofit
Community Action
Agency
Hinds County Human
Resource Agency
Hinds
Public
Community Action
Agency
LIFT, Inc.
Calhoun, Chickasaw,
Itawamba, Lafayette, Lee,
Monroe, Pontotoc, Union
Nonprofit
Community Action
Agency
Mid-State Opportunity,
Inc.
Desoto, Panola, Quitman,
Tallahatchie, Tate, Tunica
Nonprofit
Community Action
Agency
Multi-County
Community Services
Agency
Clarke, Jasper, Kemper,
Lauderdale, Neshoba,
Scott, Smith, Wayne,
Newton
Nonprofit
Community Action
Agency
Northeast Mississippi
Community Services
Alcorn, Benton, Marshall,
Prentiss, Tippah,
Tishomingo
Nonprofit
Community Action
Agency
Pearl River Valley
Opportunity, Inc.
Covington, Forrest,
Jefferson Davis, Jones,
Lamar, Marion, Pearl
River, Perry, Greene,
Hancock, Stone
Nonprofit
Community Action
Agency
Prairie Opportunity,
Inc.
Choctaw, Clay, Leake,
Lowndes, Noxubee,
Oktibbeha, Webster,
Winston
Nonprofit
Community Action
Agency
OMB Control No: 0970-0382
South Central
Community Action
Agency, Inc.
Madison, Rankin, Simpson Nonprofit
Community Action
Agency
Southwest Mississippi
Opportunity, Inc.
Amite, Pike, Walthall,
Wilkinson
Nonprofit
Community Action
Agency
Sunflower-Humphreys
County Progress, Inc.
Humphreys, Sunflower
Nonprofit
Community Action
Agency
Warren Washington,
Issaquena Sharkey
Community Action
Agency, Inc.
Issaquena, Sharkey,
Warren, Washington,
Yazoo
Nonprofit
Community Action
Agency
NOTE: WITHIN OLDC, you will not be able to add-a-row. Any additions/deletions to the Eligible Entity List
should be made within the CSBG Eligible Entity List within OLDC prior to initializing a new CSBG State Plan
within OLDC. To add a row within this form: highlight the row and then select the plus sign (+) at the end of the
row. Geographical Area Served allows for 550 characters.
Note: Table 5.1. pre-populates the Annual Report, Module 1, Table C.1.
GUIDANCE: Under Type of Entity, select more than one type by holding down the CTRL key while
making selections.
NOTE: Whether nonprofit or public, entities that receive CSBG funds are generally considered to be
Community Action Agencies for the purpose of administering CSBG. The only specific
exceptions outlined in the CSBG Act are Limited Purpose Agencies, Migrant and Seasonal
Farmworker organizations, and Tribes and Tribal Organizations
INSTRUCTIONAL NOTE: Limited Purpose Agency refers to an eligible entity that was designated as
a limited purpose agency under Title II of the Economic Opportunity Act of
1964 for fiscal year 1981, that served the general purposes of a community
action agency under Title II of the Economic Opportunity Act, that did not lose
its designation as a limited purpose agency under Title II of the Economic
Opportunity Act as a result of failure to comply with that Act and that has not
lost its designation as an eligible entity under the CSBG Act.
INSTRUCTIONAL NOTE:
90 percent funds are the funds a state provides to eligible entities to
carry out the purposes of the CSBG Act. As described under Section 675C of
the CSBG Act, a state must provide to the eligible entities ânot less than 90
percentâ of their CSBG allocation âmade available to a state under Section
675A or 675B.
5.2.
Total number of CSBG eligible entities:16
5.3.
Changes to Eligible Entities List: Within the tables below, describe any changes that
have occurred to the Eligible Entities within the state since the last federal fiscal Year
(FFY), as applicable.
One or more of the following changes were made to the eligible entity list: [Check
all that apply].
âDesignation and/or Re-Designation
âDe-designations and/or Voluntary Relinquishments
âMergers
âNo Changes to Eligible Entities List
OMB Control No: 0970-0382
GUIDANCE: The following three questions will only need to be answered based on your response to
5.3.
5.3a. Designation and Re-Designation: Identify any new entities that have been
designated as eligible entities, as defined under Section 676A of the Act, since
the last federal fiscal year. Include any eligible entities designated to serve an
area previously not served by CSBG as well as any entities designated to
replace another eligible entity that was terminated (de-designated).
CSBG Eligible
Entity
Type
Start Date
Geographical Area Served
Click or tap here
to enter text.
Choose an item.
Click or tap
to enter a
date.
NOTE: ADD-A-ROW FUNCTION â states can add rows as needed within OLDC. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row. Geographical Area Served allows for 550
characters.
GUIDANCE: A designation refers to an entity that was not receiving funding in the previous federal
fiscal year(s) and/or was not included in the previous CSBG State Plan. Re-designation
refers to an entity that is already designated/receiving funds but is now receiving funds to
serve an additional geographic area previously served by another entity. A permanent re-
designation must be conducted -in line with procedures outlined in Section 676A of the
CSBG Act. An interim re-designation may be noted when an entity has been identified to
provide services after a voluntary relinquishment pending official designation of a
permanent entity consistent with the requirements of Section 676A. See CSBG Act 676A,
Designation and RedesignationâŚ, for more information.
5.3b. De-Designations and Voluntary Relinquishments: Identify any entities that
are no longer receiving CSBG funding. Include any eligible entities have been
terminated (de-designated) as defined under Section 676(c) and Section 676C
of the Act, or voluntarily relinquished their CSBG eligible entity status since
the last federal fiscal year.
CSBG Eligible Entity
Reason
Click or tap here to enter text.
Choose an item.
NOTE: ADD-A-ROW FUNCTION â states can add rows as needed within OLDC. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row.
5.3c.
Mergers: In the table below, provide information about any mergers or
other combinations of two or more eligible entities that were each listed in
the prior year state plan.
Original CSBG Eligible
Entities
Surviving CSBG
Eligible Entity
New Name
(as applicable)
DUNS No.
Click or tap here to
enter text.
Click or tap here to
enter text.
Click or tap here to
enter text.
Click or tap here to
enter text.
OMB Control No: 0970-0382
NOTE: ADD-A-ROW FUNCTION â states can add rows as needed within OLDC. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row.
GUIDANCE: This question refers to the merger or other combinations of two or more existing CSBG
eligible entities only.
Under 5.3c, please only include two or more previously designated eligible entities that
have merged or combined in order to provide CSBG services.
OMB Control No: 0970-0382
Section 6
Organizational Standards for Eligible Entities
Note: Reference IM 138, State Establishment of Organizational Standards for CSBG Eligible
Entities, for more information on Organizational Standards. Click HERE for IM 138.
6.1.
Choice of Standards: Confirm whether the state will implement the CSBG
Organizational Standards Center of Excellence (COE) organizational standards (as
described in IM 138) or an alternative set during the federal fiscal year(s) of this
planning period. [Select one]
âCOE CSBG Organizational Standards
âModified version of COE CSBG Organizational Standards
âAlternative set of organizational standards
Note: Item 6.1. pre-populates the Annual Report, Module 1, Item D.1.
6.1a. Modified Organizational Standards: In the case that the state is requesting to
use modified COE-developed organizational standards, provide the proposed
modification for the FFY of this planning period including the rationale.
The State will use a modified version of the COE-developed organizational
standards to comply with state policies already in place. Mississippi uses a
âCommunity Strengths and Needs Assessmentâ instead of the term
âcommunity assessmentâ. The modified COE-developed organizational
standards are:
Standard 3.1- The organization will conduct a community needs
assessment yearly.
Standard 5.5- The board fills vacancies as set out in its bylaws and
state board policy.
Standard 9.4- The organization submits the Annual report to MDHS-
DCS.
6.1b. Alternative Organizational Standards: If using an alternative set of
organizational standards, attach the complete list of alternative organizational
standards.
6.1 c. Alternative Organizational Standards: If using an alternative set of
organizational standards: 1) provide any changes from the last set provided
during the previous State Plan submission; 2) describe the reasons for using
alternative standards; and 3) describe how they are at least as rigorous as the
COE- developed standards.
âThere were no changes from the previous State Plan submission
Provide reason for using alternative standards Click or tap here to enter text.
OMB Control No: 0970-0382
Describe rigor compared to COE-developed Click or tap here to enter text.
6.2
Implementation: Check the box that best describes how the state officially adopted
organizational standards for eligible entities in the state in a manner consistent with the
stateâs administrative procedures act. If âOtherâ is selected, provide a timeline and
additional information, as necessary. [Check all that applies and narrative (as
applicable)]
âRegulation
âPolicy
âContracts with eligible entities
âOther, describe:
6.3.
Organizational Standards Assessment: Describe how the state will assess eligible
entities against organizational standards this federal fiscal year(s). [Check all that
apply]
âPeer-to-peer review (with validation by the state or state-authorized third party)
âSelf-assessment (with validation by the state or state-authorized third party)
âSelf-assessment/peer review with state risk analysis
âState-authorized Third-Party validation
âRegular, on-site CSBG monitoring
âOther â Web Form
6.3 a.
Assessment Process: Describe the planned assessment process.
The State implemented a web based Smartsheet application. Standards
were input into Smartsheet. Eligible entities are required to attach
documents to verify standards are met. A review of the Smartsheet is
conducted by the State. A letter is sent by the State to entity to list the
standards not met, and a date given for the entity to respond with
documentation to meet standards. If the entity has not met standards after
second review, additional T&TA will be provided. A TAP will be issued
after 90 days, if entity has not met standards following T&TA.
GUIDANCE: Descriptions should also include improvements to the process made since the previous
year including any new processes to increase efficiency or consistency of assessments.
6.4.
Eligible Entity Exemptions: Will the state make exceptions in applying the
organizational standards for certain eligible entities due to special circumstances or
organizational characteristics (as described in IM 138)? âYes âNo
GUIDANCE: You will only need to respond to the following question if you responded âyesâ to 6.4.
6.4 a.
Provide the specific eligible entities the state will exempt from meeting
organizational standards and provide a description and a justification for each
exemption. Total Number of Exempt Entities: 0
OMB Control No: 0970-0382
CSBG Eligible Entity
Description/Justification
Click or tap here to enter text.
NOTE: ADD-A-ROW FUNCTION â states can add rows for each additional exception. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row. The Description/Justification allows for
2500 characters.
6.5.
Performance Target: Provide the percentage of eligible entities that the state expects
to meet all the state-adopted organizational standards for the FFY(s) of this planning
period. Year One: 95% Year Two: Click or tap here to enter text.
Note: Item 6.5. is associated with State Accountability Measures 6Sa and pre-populates the
Annual Report, Module 1, Table D.2.
GUIDANCE: Prior to setting the target, states should review IM 138, review previous performance, and
collaborate with the eligible entities and the state association to identify targets
OMB Control No: 0970-0382
Section 7
State Use of Funds
Eligible Entity Allocation (90 Percent Funds) [Section 675C(a) of the CSBG Act]
7.1.
Formula: Select the method (formula) that best describes the current practice for
allocating CSBG funds to eligible entities. [Check one and narrative where applicable]
âHistoric
âBase + Formula
âFormula Alone
âFormula with Variables
âHold Harmless + Formula
âOther
7.1a. Formula Description: Describe the current practice for allocating CSBG funds
to eligible entities.
The State allocates CSBG funds by the following formula: Using the latest
Census data, the number of persons in poverty by county is divided by the state
total of persons in poverty to get a percentage for each county. The percentage
is multiplied by the â90 percent of the total state allocationâ to determine the
amount of funds for each county. Each eligible entity receives the amount of
funds for the counties it serves.
7.1b. Statute: Does a state statutory or regulatory authority specify the formula
for allocating ânot less than 90 percentâ funds among eligible entities?
âYes âNo
7.2.
Planned Allocation: Specify the percentage of your CSBG planned allocation that will
be funded to eligible entities and ânot less than 90 percent fundsâ as described under
Section 675C(a) of the CSBG Act. In the table, provide the planned allocation for each
eligible entity receiving funds for the fiscal year(s) covered by this plan.
Year One: 90% Year Two: Click or tap here to enter text.
Planned CSBG 90 Percent Funds â Year One
CSBG Eligible Entity
Funding Amount $
Total
Please see Tentative Allocation attachment.
NOTE: WITHIN OLDC, the add-a-row function will not be available on this table and the first column is read-only. To
add a row within this form: highlight the row and then select the plus sign (+) at the end of the row. To auto-
calculate, select the â$0.00â, right-click, and then select âUpdate Fieldâ.
Planned CSBG 90 Percent Funds â Year Two
CSBG Eligible Entity
Funding Amount $
Total
NOTE: WITHIN OLDC, the add-a-row function will not be available on this table and the first column is read-only. To
add a row within this form: highlight the row and then select the plus sign (+) at the end of the row. To auto-
calculate, select the â$0.00â, right-click, and then select âUpdate Fieldâ.
OMB Control No: 0970-0382
Note: This information pre-populates the stateâs Annual Report, Module 1, Table E.2.
7.3.
Distribution Process: Describe the specific steps in the stateâs process for distributing
90 percent funds to the eligible entities and include the number of days each step is
expected to take; include information about state legislative approval or other types of
administrative approval (such as approval by a board or commission).
The Division of Community Services sends NOFAs to the eligible entities, usually
the first week of July. The eligible entities submit subgrants to DCS within 60
days after the date of the NOFA. The fiscal and program staff review the
subgrants for errors/additional information. After the reviews, the subgrants are
passed through the Administrative Review Memorandum process to the Division
Counsel and Division Director for their review and signature approval. The
subgrants are then submitted to the Executive Directorâs Office (EDO) for final
approval. The EDO requires all subgrants be submitted 30 days prior to the
effective dates. Immediately after EDO approval, DCS staff packages and
distributes the subgrants to eligible entities. The program year is from January
through December. Entities have current year funds until the start of the new
program year.
7.3a. Distribution Method: Select the option below that best describes the
distribution method that the state uses to issue CSBG funds to eligible entities:
âReimbursement
âAdvance
âHybrid â Initial 2 months advance, then they are placed on cost
reimbursement.
âOther
7.4.
Distribution Timeframe: Does the state plan to make funds available to eligible
entities no later than 30 calendar days after OCS distributes the federal award? âYes âNo
7.4a. Distribution Consistency: If no, describe state procedures to ensure funds are
made available to eligible entities consistently and without interruption.
The Division of Community Services sends NOFAs to the eligible entities,
usually the first week of July. The eligible entities submit subgrants to
DCS within 60 days after the date of the NOFA. The fiscal and program
staff review the subgrants for errors/additional information. After the
reviews, the subgrants are passed through the Administrative Review
Memorandum process to the Division Counsel and Division Director for
their review and signature approval. The subgrants are then submitted to
the Executive Directorâs Office (EDO) for final approval. The EDO
requires all subgrants be submitted 30 days prior to the effective dates.
Immediately after EDO approval, DCS staff packages and distributes the
subgrants to eligible entities. Subgrantees are now able to request funds to
operate their programs. The subgrants have an effective date of January 1-
December 31 of each year, so funds from prior year are available.
OMB Control No: 0970-0382
Note: Item 7.4 is associated with State Accountability Measure 2Sa and may pre-populate the
stateâs annual report form.
7.5.
Distribution of Funds Performance Management Adjustment: Describe the stateâs
strategy for improving grant and/or contract administration procedures under this State
Plan as compared to past plans. Any improvements should be based on analysis of past
performance and should consider feedback from eligible entities, OCS, and other
sources, such as the public hearing. If the state is not making any improvements,
provide further detail.
The state continues to upgrade Virtual ROMA system which captures intake,
determines client eligibility, and provides information on client progress. Eligible
entities will be trained on new system functions. The state is revising the
drawdown and cost reporting process to allow for better administration of funds.
Note: This information is associated with State Accountability Measure 2Sb and may pre-populate the
stateâs annual report form.
Administrative Funds [Section 675C(b)(2) of the CSBG Act]
7.6.
Allocated Funds: Specify the percentage of your CSBG planned allocation for
administrative activities for the FFY(s) covered by this State Plan.
Year One: 5% Year Two: Click or tap here to enter text.
7.7.
State Staff: Provide the number of state staff positions to be funded in whole or in part
with CSBG funds for the FFY(s) covered by this State Plan.
Year One: 4 Year Two: Click or tap here to enter text.
7.8.
State FTEs: Provide the number of state Full Time Equivalents (FTEs) to be funded
with CSBG funds for the FFY(s) covered by this State Plan?
Year One: 4 Year Two: Click or tap here to enter text.
7.9.
Remainder/Discretionary Funds Use: Does the state have remainder/discretionary
funds, as described in Section 675C(b) of the CSBG Act? âYes âNo
GUIDANCE: âNoâ should only be selected if the percentages provided under 7.2. and 7.6. equal 100%.
If yes, provide the allocated percentage and describe the use of the
remainder/discretionary funds in the table below. Year One: 5% Year Two:Click or
tap here to enter text.
Note: This response will link to the corresponding assurance, Item 14.2.
INSTRUCTIONAL NOTE: The assurance under 676(b)(2) of the Act (Item 14.2 of this State Plan)
specifically requires a description of how the state intends to use
remainder/discretionary funds to âsupport innovative community and
neighborhood-based initiatives related to the purposes of [the CSBG Act].â
Include this description in Item 7.9f of the table below and/or attach the
information.
OMB Control No: 0970-0382
If a funded activity fits under more than one category in the table, allocate the
funds among the categories. For example, if the state provides funds under a
contract with the State Community Action association to provide training and
technical assistance to eligible entities and to create a statewide data system,
the funds for that contract should be allocated appropriately between Items
7.9a. â 7.9c. If allocation is not possible, the state may allocate the funds to the
primary category with which the activity is associated.
Note: This information is associated with State Accountability Measures 3Sa and pre-populates
the Annual Report, Module 1, Table E.7.
Use of Remainder/Discretionary Funds â Year One
Remainder/Discretionary Fund
Uses
(See 675C(b)(1) of the CSBG
Act)
Planned $
Brief Description of Services
and/or Activities
7.9a. Training/Technical
Assistance to eligible entities
$100,000 (17%)
These planned services/activities
will be described in State Plan
Item 8.1
7.9b. Coordination of state-
operated programs and/or
local programs
$30,000 (5%)
These planned services/activities
will be described in State Plan
Section 9, State Linkages and
Communication
7.9c. Statewide coordination and
communication among
eligible entities
$250,00 (41%)
These planned services/activities
will be described in State Plan
Section 9, State Linkages and
Communication
7.9d. Analysis of distribution of
CSBG funds to determine if
targeting greatest need
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9e. Asset-building programs
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9f. Innovation
programs/activities by
eligible entities or other
neighborhood groups (Briefly
describe under Column 4)
$165,000 (27%)
Funds will be used for
innovative projects/activities to
include senior and youth
projects.
7.9g. State Charity tax credits
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9h. Other activities (Specify
these other activities under
Column 4)
$58,796 (10%)
Funds will be used to serve
additional clients.
Totals
$603,796
To auto-calculate, select the â$0.00â, right-click, and then select âUpdate Fieldâ. Each description allows for 4000
characters.
OMB Control No: 0970-0382
Use of Remainder/Discretionary Funds â Year Two
Remainder/Discretionary Fund
Uses
(See 675C(b)(1) of the CSBG
Act)
Planned $
Brief Description of Services
and/or Activities
7.9a. Training/Technical
Assistance to eligible entities
Click or tap here to enter
text.
These planned services/activities
will be described in State Plan
Item 8.1
7.9b. Coordination of state-
operated programs and/or
local programs
Click or tap here to enter
text.
These planned services/activities
will be described in State Plan
Section 9, State Linkages and
Communication [
7.9c. Statewide coordination and
communication among
eligible entities
Click or tap here to enter
text.
These planned services/activities
will be described in State Plan
Section 9, State Linkages and
Communication
7.9d. Analysis of distribution of
CSBG funds to determine if
targeting greatest need
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9e. Asset-building programs
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9f. Innovation
programs/activities by
eligible entities or other
neighborhood groups (Briefly
describe under Column 4)
Click or tap here to enter
text.
7.9g. State Charity tax credits
(Briefly describe under
Column 4)
Click or tap here to enter
text.
7.9h. Other activities (Specify
these other activities under
Column 4)
Click or tap here to enter
text.
Totals
$ 0.00
GUIDANCE: If the percentages provided under 7.2. and 7.6. do not equal 100%, the remaining
percentage should be reported under 7.9. If the state does not have any remainder/ discretionary fund
activities (as listed in 7.9a. â 7.9g.), the remainder should be described in 7.9h.
7.10. Remainder/Discretionary Funds Partnerships: Select the types of organizations, if
any, the state plans to work with (by grant or contract using remainder/discretionary
funds) to carry out some or all the activities in Table 7.9. [Check all that apply and
narrative where applicable]
âThe state directly carries out all activities (No Partnerships)
OMB Control No: 0970-0382
âThe state partially carries out some activities
âCSBG eligible entities (if checked, include the expected number of CSBG
eligible entities to receive funds) 16
âOther community-based organizations
âState Community Action association
âRegional CSBG technical assistance provider(s)
âNational technical assistance provider(s)
âIndividual consultant(s)
âTribes and Tribal Organizations
âOther Click or tap here to enter text.
Note: This response will link to the corresponding CSBG assurance in Item 14.2.
7.11. Performance Management Adjustment: Describe any adjustments the state will
make to the use of remainder/discretionary funds under this State Plan as compared to
past plans? Any adjustment should be based on the stateâs analysis of past
performance, and should consider feedback from eligible entities, OCS, and other
sources, such as the public hearing. If the state is not making any adjustments, provide
further detail.
The State will partner with the State Association to provide technology training and
regional workshops/trainings for our licensed social workers and training on
Organizational Standards and Needs Assessment.
The State will also assess eligible entities and provide T&TA through individual
consultants in areas such as finance, marketing, fund-raising, etc.
OMB Control No: 0970-0382
Section 8
State Training and Technical Assistance
8.1.
Training and Technical Assistance Plan: Describe the stateâs plan for delivering
CSBG- funded training and technical assistance to eligible entities under this State Plan
by completing the table below. Add a row for each activity: indicate the timeframe;
whether it is training, technical assistance, or both; and the topic. (CSBG funding used
for this activity is referenced under item 7.9a., Use of Remainder/Discretionary Funds.)
Note: This information is associated with State Accountability Measure 3Sc and pre-
populates the Annual Report, Module 1, Table F.1.
Training and Technical Assistance â Year One
Planned
Timeframe
Training,
Technical
Assistance, or
Both
Topic
Brief Description of
âOtherâ
Ongoing/Multiple
Quarters
Technical
Assistance
Organizational Standards -
General
Ongoing/Multiple
Quarters
Both
Reporting
Ongoing/Multiple
Quarters
Training
Other
CSBG/LIHEAP Policy
Manual
Ongoing/Multiple
Quarters
Both
Technology
NOTE: ADD-A-ROW FUNCTION â States can add rows for each additional training. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row. Brief Description of âOtherâ allows for 500
characters.
Training and Technical Assistance â Year Two
Planned
Timeframe
Training,
Technical
Assistance, or
Both
Topic
Brief Description of
âOtherâ
Choose an item.
Choose an item.
Choose an item.
NOTE: ADD-A-ROW FUNCTION â States can add rows for each additional training. To add a row within this form:
highlight the row and then select the plus sign (+) at the end of the row. Brief Description of âOtherâ allows for 500
characters.
8.1 a. Training and Technical Assistance Budget: The planned budget for the
training and technical assistance plan (as indicated in the
Remainder/Discretionary Funds table in item 7.9):
Year One: $100,000 Year Two: Click or tap here to enter text.
OMB Control No: 0970-0382
8.1b. Training and Technical Assistance Collaboration: Describe how the state will
collaborate with the State Association and other stakeholders in the planning and
delivery of training and technical assistance.
The State will partner with the State Association to conduct annual training
conference for eligible entities. Regional T&TA providers, OCS, NASCSP
and individual consultants will be invited to provide training. The State
Association will assist with T&TA for eligible entities and provide training
for front-line staff.
8.2.
Organizational Standards Technical Assistance: Does the state have Technical
Assistance Plans (TAPs) in place for eligible entities with unmet organizational
standards, if appropriate? âYes âNo
Note: 8.2 is associated with State Accountability Measure 6Sb. The state should put a
TAP `in place to support eligible entities with one or more unmet organizational
standards.
8.2 Address Unmet Organizational Standards: Describe the stateâs plan to provide
T/TA to eligible entities to ensure they address unmet Organizational
Standards.
T&TA will be provided by the State and the State Association to assist
entities in correcting deficiencies before a TAP is issued. The State will
develop a TAP for entities experiencing challenges in meeting the
organizational standards and require a response within 30 days of the date
of the TAP.
8.3.
Training and Technical Assistance Organizations: Indicate the types of
organizations through which the state plans to provide training and/or technical
assistance as described in Item 8.1, and briefly describe their involvement.
(Check all that apply.)
âAll T/TA is conducted by state
âCSBG eligible entities (if checked, provide the expected number of CSBG
eligible entities to receive funds) 1
âOther community-based organizations
âState Community Action Association
âRegional CSBG technical assistance provider(s)
âNational technical assistance provider(s)
âIndividual consultant(s)
âTribes and Tribal Organizations
âOther Click or tap here to enter text.
OMB Control No: 0970-0382
8.4.
CSBG-Funded T/TA Performance Management Adjustment: Describe adjustments
the state made to the training and technical assistance plan under this State Plan as
compared to past plans. Any adjustment should be based on the stateâs analysis of past
performance, and should consider feedback from eligible entities, OCS, and other
sources, such as the public hearing. If the state is not making any adjustments, provide
further detail.
Note: This information is associated with State Accountability Measures 3Sd and may
pre- populate the stateâs annual report form.
Based on the state's performance with the Organizational Standards, the technical
assistance plan will focus on providing additional training to entities meeting
between 70 and 89 percent of the standards. The State will continue to work with
the state association to conduct the reviews of the standards.
OMB Control No: 0970-0382
Section 9
State Linkages and Communication
Note: This section describes activities that the state may support with CSBG
remainder/discretionary funds, described under Section 675C(b)(1) of the CSBG Act. The state
may indicate planned use of remainder/discretionary funds for linkage/communication activities
in Section 7, State Use of Funds, items 7.9(b) and (c).
9.1.
State Linkages and Coordination at the State Level: Describe the linkages and
coordination at the state level that the state intends to create or maintain to ensure
increased access to CSBG services to low-income people and communities under this
State Plan and avoid duplication of services (as required by the assurance under
Section 676(b)(5)). Describe additional information as needed. [Check all that apply
from the list below and provide a Narrative, 5000 Characters]
Note: This response will link to the corresponding CSBG assurance, Item 14.5. In
addition, this information is associated with State Accountability Measure 7Sa and pre-
populates the Annual Report, Module 1, Item G.1.
âState Low Income Home Energy Assistance Program (LIHEAP) office
âState Weatherization office
âState Temporary Assistance for Needy Families (TANF) office
âHead Start State Collaboration offices
âState public health office
âState education department
âState Workforce Innovation and Opportunity Act (WIOA) agency
âState budget office
âSupplemental Nutrition Assistance Program (SNAP)
âState child welfare office
State housing office
âOther
The State has established working relationships with Dept. of Medicaid,
Rehabilitation Services, Workforce Development, and internal department
programs such as SNAP, Aging Programs, Youth Services, Child Support,
TANF, etc. to address needs of the family. IRS, Energy Vendors, United
Way, Salvation Army, Public Service Commission are other partnerships
that the State maintains. We meet with them periodically regarding
programs and program changes. We invite partners to our annual
conference. We conduct Energy Vendor meetings annually.
9.2.
State Linkages and Coordination at the Local Level: Describe the linkages and
coordination at the local level that the state intends to create or maintain with
governmental and other social services, especially antipoverty programs, to assure the
OMB Control No: 0970-0382
effective delivery of and coordination of CSBG services to low-income people and
communities and avoid duplication of services (as required by assurances under
Section 676(b)(5) â (6)).
Through case management, low-income families are assessed and referred to
other DHS programs and local programs. Entities are required to develop
partnerships and pool resources with social service providers, local organizations,
religious organizations to increase support and opportunities for low-income
families and communities, and to avoid duplication of services. To fully address
the needs of families and to evaluate the outcome of their work, entities must
follow up with families to ensure services were provided by the organizations they
were referred to. We require as part of their proposals that they submit proof of
their partnership and linkages before grants are approved.
9.3.
Eligible Entity Linkages and Coordination
9.3a. State Assurance of Eligible Entity Linkages and Coordination: Describe
how the state will assure that eligible entities will coordinate and establish
linkages to assure the effective delivery of and coordination of CSBG services
to low-income people and communities and avoid duplication of services (as
required by the assurance under Section 676(b)(5)).
The State requires eligible entities to submit documentation on their
partnerships with other service providers and organizations as part of
their community action plan in their subgrants for funding. Eligible
entities link families to resources within the entity and within the
community. Outcomes from these linkages are reported as part of their
NPIs.
Note: This response will link to the corresponding CSBG assurance, Item 14.5.
and pre-populates the Annual Report, Module 1, Item G.3a.
9.3 b.
State Assurance of Eligible Entity Linkages to Fill Service Gaps:
Describe how the eligible entities will develop linkages to fill identified gaps in
the services, through the provision of information, referrals, case management,
and follow-up consultations, according to the assurance under Section
676(b)(3)(B) of the CSBG Act.
Eligible entities are required as part of their community action plan to
develop partnerships with local and state social service providers, religious
organizations, local governments to fill gaps in the services the entity
cannot provide. Referrals are made and follow up is done to ensure
services were delivered. The State assures this requirement by requiring
entities to submit a list of the local and other partnerships to fill gaps in
their service delivery, as part of their annual subgrant for funding.
Note: This response will link to the corresponding CSBG assurance, Item 14.3b.
and pre-populates the Annual Report, Module 1, Item G.3b.
OMB Control No: 0970-0382
9.4.
Workforce Innovation and Opportunity Act (WIOA) Employment and Training
Activities: Does the state intend to include CSBG employment and training activities
as part of a WIOA Combined State Plan, as allowed under the Workforce Innovation
and Opportunity Act (as required by the assurance under Section 676(b)(5) of the
CSBG Act)? âYes â No
Note: This response will link to the corresponding CSBG assurance, Item 14.5.
9.4 a.
WIOA Combined Plan: If the state selected yes under Item 9.4, provide
the CSBG-specific information included in the stateâs WIOA Combined Plan.
This information includes a description of how the state and the eligible entities
will coordinate the provision of employment and training activities through
statewide and local WIOA workforce development systems. This information
may also include examples of innovative employment and training programs
and activities conducted by community action agencies or other neighborhood-based
organizations as part of a community antipoverty strategy.
9.4b. Employment and Training Activities: If the state selected no under Item 9.4,
describe the coordination of employment and training activities, as defined in
Section 3 of WIOA, by the state and by eligible entities providing activities
through the WIOA system.
MDHS has a Division of Workforce Development which participates in the
statewide WIOA employment and training activities. Eligible entities
coordinate their CSBG employment and training activities with the local
WIOA.
9.5.
Emergency Energy Crisis Intervention: Describe how the State will assure, where
appropriate, that emergency energy crisis intervention programs under title XXVI
(relating to Low-Income Home Energy Assistance) are conducted in each community
in the State, as required by the assurance under Section 676(b)(6) of the CSBG Act).
Note: This response will link to the corresponding CSBG assurance, Item 14.6.
The Low-Income Home Energy Assistance Program (LIHEAP) is administered by
eligible entities. They are required as part of the community action plan to
coordinate LIHEAP services as part of a case plan for low-income families.
Entities are required to work with local energy providers to resolve crisis
situations, provide energy saving materials, and conduct energy conservation
workshops. The State allocates a percentage of discretionary funds for federal or
state-declared disasters to provide emergency services.
9.6.
Faith-based Organizations, Charitable Groups, Community Organizations:
Describe how the state will assure local eligible entities will coordinate and form
partnerships with other organizations, including faith-based organizations, charitable
groups, and community organizations, according to the stateâs assurance under Section
676(b)(9) of the CSBG Act.
OMB Control No: 0970-0382
Note: this response will link to the corresponding assurance, Item 14.9
The State requires eligible entities to submit documentation on their partnerships
with other service providers and organizations, including faith-based, charitable
and community organizations as part of their community action plan in their
subgrants for funding. The documentation addresses referrals to and from each
partner, and the services to be provided by the entity and the partner. Many of
these organizations are represented on the eligible entityâs board of directors.
9.7.
Coordination of Eligible Entity 90 Percent Funds with Public/Private Resources:
Describe how the eligible entities will coordinate CSBG 90 percent funds with other
public and private resources, according to the assurance under Section 676(b)(3)(C) of
the CSBG Act.
Note: This response will link to the corresponding assurance, Item 14.3c.
Eligible entities use their CSBG funds to leverage additional public and private
resources, which assist with achieving outcomes within the framework of the
national goals. CSBG resources are used to support the infrastructure of the
entities to include sound governance, fiscal, programmatic, and personnel
management. This results in greater accountability and capacity, thus enabling
entities to leverage public and private resources through their community
outreach and partnerships. As reported in the 2022 Leveraging Report, eligible
entities leveraged $2,198,255.
9.8.
Coordination among Eligible Entities and State Community Action Association:
Describe state activities for supporting coordination among the eligible entities and the
State Community Action Association.
Note: This information will pre-populate the Annual Report, Module 1, Item G.5.
In FFY 2025, a percentage of CSBG discretionary funds will be contracted to the
State Association to support training and technical assistance needs of the eligible
entities, quality improvement, and other state-wide initiatives. The State meets
with the State Association on a regular basis to discuss program requirements and
updates. The State Association convenes an annual conference in which the State
partners and provide training based on the topics outlined in the CSBG T&TA
Plan.
9.9.
Communication with Eligible Entities and the State Community Action
Association: In the table below, detail how the state intends to communicate with
eligible entities, the State Community Action Association, and other partners identified
under this State Plan on the topics listed below.
For any topic that is not applicable, select Not Applicable under Expected Frequency.
OMB Control No: 0970-0382
Communication Plan
Subject Matter
Expected
Frequency
Format
Brief Description of âOtherâ
Upcoming Public and/or
Legislative Hearings
Annually
Email
State Plan Development
Annually
Email
Organizational Standards
Progress
Annually
Email
State Accountability
Measures Progress
Annually
Email
Community Needs
Assessments/Community
Action Plans
Annually
Letters/Hard
Copies
State Monitoring Plans
and Policies
Annually
Email
Training and Technical
Assistance (T/TA) Plans
Annually
Email
ROMA and Performance
Management
Quarterly
Email
State Interagency
Coordination
Annually
Email
CSBG
Legislative/Programmatic
Updates
Annually
Email
Tripartite Board
Requirements
Annually
Email
Click or tap here to
enter text.
Choose an
item.
Choose an item.
Note: ADD-A-ROW FUNCTION â States can add rows for each additional communication topic. To add a row within
this form: highlight the row and then select the plus sign (+) at the end of the row. Brief Description of âOtherâ
allows for 250 characters.
9.10. Feedback to Eligible Entities and State Community Action Association: Describe
how the state will provide information to local entities and State Community Action
Associations regarding performance on State Accountability Measures.
Note: This information is associated with State Accountability Measure 5S(iii) and will pre-
populate the Annual Report, Module 1, Item G.6.
GUIDANCE: Under this question, include how the state will provide information to local entities and
state associations within 60 days of receiving feedback from OCS.
Communication by letter or memo will be sent to eligible entities and the State
Association regarding performance on the State Accountability Measures.
Entities will be asked to respond within 30 days. Emails, phone calls, and one-on-
one consultations are conducted as needed.
OMB Control No: 0970-0382
9.11. Performance Management Adjustment: Describe any adjustments the state made to
the Communication Plan in this State Plan as compared to past plans. Any adjustment
should be based on the stateâs analysis of past performance, and should consider
feedback from eligible entities, OCS, and other sources, such as the public hearing. If
the state is not making any adjustments, provide further detail.
Note: This information is associated with State Accountability Measures 7Sb; this response
may pre-populate the stateâs annual report form.
The State will conduct compliance reviews with the entities to address issues,
policy, and training needs of the entities. A report will be sent to all entities for
comment before final adjustments are made. The State continues to upgrade the
Virtual ROMA system, which will allow for more electronic communication to
and from the State. Smartsheet and Virtual ROMA 2 (current system) are used to
provide information and communication to the entities, and they can provide
feedback as well.
OMB Control No: 0970-0382
Section 10
Monitoring, Corrective Action, and Fiscal Controls
Monitoring of Eligible Entities (Section 678B(a) of the CSBG Act)
10.1. Specify the proposed schedule for planned monitoring visits including full on-site
reviews; on- site reviews of newly designated entities; follow-up reviews â including
return visits to entities that failed to meet state goals, standards, and requirements; and
other reviews as appropriate.
This is an estimated schedule to assist states in planning. States may indicate âno
reviewâ for entities the state does not plan to monitor in the performance period.
Note: This information is associated with State Accountability Measure 4Sa(i); this
response pre-populates the Annual Report, Module 1, Table H.1.
GUIDANCE: Monitoring that is specific to organizational standards should be referenced within
Section 6, Item 6.3a.
Monitoring Schedule â Year One
CSBG
Eligible
Entity
Monitoring
Type
Review
Type
Target
Quarter
Start Date
of Last Full
Onsite
Review
End Date
of Last Full
Onsite
Review
Brief
Description
of âOtherâ
AJFC CAA
Full On-Site
Onsite
FY1 Q2
1/23/2023
1/27/2023
Bolivar CAA,
Inc.
Full On-Site
Onsite
FY1 Q3
5/1/2023
5/5/2023
Central MS,
Inc.
Full On-Site
Onsite
FY1 Q2
3/11/2024
3/15/2024
Coahoma
Opportunities,
Inc.
Full On-Site
Desk
Review
FY1 Q1
11/6/2023
11/16/2023
Community
Action of
South MS
Full On-Site
Desk
Review
FY1 Q1
12/11/2023
12/15/2023
Hinds County
HRA
Full On-Site
Onsite
FY1 Q1
12/4/2023
1/9/2024
LIFT, Inc.
Full On-Site
Desk
Review
FY1 Q1
12/12/2023
12/19/2023
Mid-State
Opportunity,
Inc.
Full On-Site
Onsite
FY1 Q1
11/29/2023
12/5/2023
Mississippi
Association
of CAA
Full On-Site
Desk
Review
FY1 Q1
11/9/2023
11/15/2023
Multi-County
CSA, Inc.
Full On-Site
Onsite
FY1 Q4
9/22/2022
10/21/2022
Northeast MS
CS, Inc.
Full On-Site
Desk
Review
FY1 Q4
7/25/2023
8/1/2023
OMB Control No: 0970-0382
CSBG
Eligible
Entity
Monitoring
Type
Review
Type
Target
Quarter
Start Date
of Last Full
Onsite
Review
End Date
of Last Full
Onsite
Review
Brief
Description
of âOtherâ
Pearl River
Valley
Opportunity
Full On-Site
Desk
Review
FY1 Q1
11/16/2023
12/11/2023
Prairie
Opportunity,
Inc.
Full On-Site
Desk
Review
FY1 Q1
11/15/2023
11/21/2023
South Central
CAA, Inc.
Full On-Site
Onsite
FY1 Q3
4/3/2023
4/7/2023
Southwest
MS
Opportunity,
Inc.
Full On-Site
Onsite
FY1 Q1
10/3/2023
12/13/2023
Sun-Hum
Counties
Progress, Inc.
Full On-Site
Desk
Review
FY1 Q1
11/29/2023
12/12/2023
WWISCAA,
Inc.
Full On-Site
Desk
Review
FY1 Q1
11/27/2023
12/4/2023
NOTE: WITHIN OLDC, the add-a-row function will not be available on this table and the first column is read-only. To
add a row within this form: highlight the row and then select the plus sign (+) at the end of the row. A Brief
Description of Other allows for 500 characters.
Monitoring Schedule â Year Two
CSBG
Eligible
Entity
Monitoring
Type
Review
Type
Target
Quarter
Start Date
of Last Full
Onsite
Review
End Date
of Last Full
Onsite
Review
Brief
Description
of âOtherâ
Click or tap
here to enter
text.
Choose an
item.
Choose an
item.
Choose an
item.
Click or tap
to enter a
date.
Click or tap
to enter a
date.
NOTE: WITHIN OLDC, the add-a-row function will not be available on this table and the first column is read-
only. To add a row within this form: highlight the row and then select the plus sign (+) at the end of the row. A Brief
Description of Other allows for 500 characters.
GUIDANCE: Comprehensive monitoring includes a review of program, administrative, fiscal and
organizational standards.
If you are monitoring an entity as a follow up to an issue with another program, this can be
listed under âOther.â
When providing the date of your last full onsite review â this could be for any type of
review that took place onsite. No dates for desk reviews should be provided here.
10.2. Monitoring Policies: Provide a copy of state monitoring policies and procedures by
attaching and/or providing a hyperlink.
See Attachments â Program, Fiscal Monitoring and Audit Attachment, and
Compliance Monitoring Attachment
OMB Control No: 0970-0382
10.3. Initial Monitoring Reports: According to the stateâs procedures, by how many
calendar days must the state disseminate initial monitoring reports to local entities? 30
days
Corrective Action, Termination and Reduction of Funding and Assurance Requirements
(Section 678C of the Act)
10.4. Closing Findings: Are state procedures for addressing eligible entity
findings/deficiencies, and the documenting closure of findings included in the state
monitoring protocols attached above? âYes âNo
10.4a. Closing Findings Procedures: If no, describe state procedures for
addressing eligible entity findings/deficiencies, and the documenting
closure of findings. Click or tap here to enter text.
10.5. Quality Improvement Plans (QIPs): Provide the number of eligible entities
currently on QIPs, if applicable. 0
10.6. Reporting of QIPs: Describe the stateâs process for reporting eligible entities on QIPs
to the Office of Community Services within 30 calendar days of the state approving a
QIP?
The State will notify the Office of Community Services of serious deficiencies of
an eligible entity. A report will be given to OCS monthly as to the actions and
technical assistance provided by the State. If a QIP is requested from an eligible
entity, OCS will be notified in writing of the QIP, a copy of the QIP, the due date,
and the Stateâs approval or denial of the QIP within 30 days.
10.7. Assurance on Funding Reduction or Termination: The state assure that âany
eligible entity that received CSBG funding the previous fiscal year will not have its
funding terminated or reduced below the proportional share of funding the entity
received in the previous fiscal year unless, after providing notice and an opportunity
for a hearing on the record, the state determines that cause exists for such termination
or such reduction, subject to review by the Secretary as provided in Section 678C(b)â
per Section 676(b)(8) of the CSBG Act. âYes âNo
Note: This response will link with the corresponding assurance under item 14.8.
Policies on Eligible Entity Designation, De-designation, and Re-designation
10.8. Eligible Entity Designation: Do the state CSBG statute and/or regulations provide
for the designation of new eligible entities? âYes âNo
10.8a. New Designation Citation: If yes, provide the citation(s) of the law and/or
regulation. Click or tap here to enter text.
10.8 b. New Designation Procedures: If no, describe state procedures for the
designation of new eligible entities and how the procedures were made
available to eligible entities and the public.
The State will conduct a public hearing, after giving public notice of its
intention to designate an agency. The public hearing shall include an
OMB Control No: 0970-0382
evaluation of the administrative and programmatic capabilities of the
agency or agencies under consideration for designation as the community
action agency for the area. The State will submit its recommendation to the
Governor's Office for designation. Special consideration will be given to
any community action agency currently receiving CSBG funds and is
contiguously located to the un-served service area. If no such agency exists,
or if a geographic area of the state is not being served by an eligible entity,
the Governor of the State of Mississippi may solicit applications from and
designate as a community action agency: 1. A private non-profit
organization that is geographically located in the un-served area, that is
capable of providing a broad range of services to eliminate poverty and
promote self-sufficiency, and that meets the requirements of the CSBG
Act; 2. A private non-profit eligible entity that is geographically located
contiguous to or within close proximity of the un-served area; 3. A private
organization must comply with the tripartite board requirements, and
submit to the State, a copy of its board of directors. 4. The board(s) of
supervisors for the un-served area must approve a resolution to designate
the organization as the community action agency for the county.
10.9. Eligible Entity Termination: Do state CSBG statute and/or regulations provide for
termination of eligible entities? âYes âNo
10.9 a. Termination Citation: If yes, provide the citation(s) of the law and/or
regulation.Click or tap here to enter text.
10.9 b. Termination Procedures: If no, describe state procedures for termination of
new eligible entities and how the procedures were made available to eligible
entities and the public.
In accordance with the CSBG Act, States must assure that any eligible
entity that received funding in the previous year through CSBG, will not
have its funding terminated or reduced below the proportional share the
entity received in the previous fiscal year, unless, after providing notice
and an opportunity for a hearing on the record, the State determines that
cause exits for such termination such reduction. Under Section 676C of the
CSBG Act, "cause" is defined as: 1. A statewide re-distribution of funds
due to: a. Results of the most recently available census data or other
appropriate data; b. The designation of a new eligible entity; c. Severe
economic dislocation. 2. Failure of the entity to fulfill its obligations under
the CSBG subgrant agreement; 3. Ineffective or improper use of funds
provided under the CSBG subgrant agreement; 4. Failure to provide
assurance that the entity board will comply with the tripartite board
requirements; 5. Voluntary relinquishment of the CSBG grant. If the State
determines the entity has a specific deficiency, the State must notify the
entity in writing of the deficiency and require the entity to correct the
deficiency. The State must offer technical assistance, if appropriate, to the
entity to correct the deficiency. The State will notify the Office of
Community Services through a written report of the entity's deficiencies
and the technical assistance provided by the State. If the State determines
OMB Control No: 0970-0382
that technical assistance is not appropriate, OCS must still be notified.
Examples of situations where technical assistance is not appropriate
include but are not limited to: 1. A deficiency for which the State has
previously provided technical assistance and the entity has failed to correct
deficiency; 2. Multiple, widespread, and/or repeated deficiencies that
cannot be addressed through technical assistance; 3. A deficiency that
involves fraudulent reporting or use of funds, or other criminal activity.
Section 678C(a)(4) of the CSBG Act gives states the discretion in the
implementation of a Quality Improvement Plan (QIP) by an eligible entity
to address deficiencies. If the State determines an entity should be allowed
to submit a QIP, the entity has 60 days to develop and implement its plan
to correct deficiency. The entity must, however, submit the QIP to the
State within 30 days of being notified of the deficiency. The State will
review the QIP and issue a decision on whether to approve the QIP within
30 days of its receipt. If the State does not accept the QIP, the State must
notify the entity of the reasons why the QIP cannot be approved. The State
may issue a letter of intent to terminate or reduce funding. The entity may
submit a request for a hearing within 30 calendar days of the State's letter
to terminate or reduce funding. Upon receipt of entity's request for a
hearing, the State must schedule an Administrative Hearing within 30
business days. If the State finds cause for termination or the reduction of
funding, the State may begin process. The State must notify the entity and
OCS in writing. The entity may request in writing, a federal review by the
Secretary of DHHS of the State's decision to terminate or reduce funding,
within 30 calendar days of the State's notification. If a request for a federal
review has been made, the State may not terminate or reduce funding until
DHHS responds to the request. DHHS has 90 days to complete its review.
If no request for a federal review is made within the 30-day timeframe, the
decision of the State is final. If the federal review is not completed within
its 90 days, the decision of the State is final. If an eligible entity is
terminated or relinquishes its grant, the State must provide in writing a
closeout process to assist the entity in closing out the grant. The State will
provide monthly reports to OCS during the entire process.
10.10. Eligible Entity Re-Designation: Do the state CSBG statute and/or regulations provide
for re-designation of an existing eligible entity? âYes âNo
10.10 a. Re-Designation Citation: If yes, provide the citation(s) of the law and/or
regulation. Click or tap here to enter text.
10.10b. Re-Designation Procedures: If no, describe state procedures for re-
designation of existing eligible entities and how the procedures were made
available to eligible entities and the public.
The State will conduct a public hearing, after giving public notice of its
intention to designate an agency. The public hearing shall include an
evaluation of the administrative and programmatic capabilities of the
OMB Control No: 0970-0382
agency or agencies under consideration for designation as the community
action agency for the area. The State will submit its recommendation to
the Governor's Office for designation. Special consideration will be given
to any community action agency currently receiving CSBG funds and is
contiguously located to the un-served service area. If no such agency
exists, or if a geographic area of the state is not being served by an
eligible entity, the Governor of the State of Mississippi may solicit
applications from and designate as a community action agency: 1. A
private non-profit organization that is geographically located in the un-
served area, that is capable of providing a broad range of services to
eliminate poverty and promote self-sufficiency, and that meets the
requirements of the CSBG Act; 2. A private non-profit eligible entity that
is geographically located contiguous to or within close proximity of the
un-served area; 3. A private organization must comply with the tripartite
board requirements, and submit to the State, a copy of its board of
directors. 4. The board(s) of supervisors for the un-served area must
approve a resolution to designate the organization as the community
action agency for the county.
GUIDANCE: Re-designation implies that an entity that is already designated/receiving funds is now
performing the duties and receiving funds that were previously designated to another entity,
in addition to the funding that they are already receiving. This is different from a merger as
an entity is not absorbing another entity. This re-designation may be permanent (requires a
formula redistribution) or temporary while the state has officially designated a new entity
and has completed a formula redistribution. See CSBG Act 676A, Designation and
RedesignationâŚ, for more information.
Fiscal Controls and Audits and Cooperation Assurance
10.11. Fiscal Controls and Accounting: Describe how the stateâs fiscal controls and
accounting procedures will a) permit preparation of the SF-425 Federal fiscal reports
(FFR) and b) permit the tracing of expenditures adequate to ensure funds have been
used appropriately under the block grant, as required by Block Grant regulations
applicable to CSBG at 45 CFR 96.30(a).
The State requires eligible entities requesting CSBG funds to submit Monthly
Cost Worksheets in Smartsheet application. These worksheets show expenditures
such as Case Management, Supportive Services, and Administration (by cost
category and line items). Entities are required to submit Claim Support Forms to
request funds based on Current Needs. These forms are processed in the MDHS-
Division of Community Services. The SF-425 Federal Financial Reports are
processed in this Division of Budgets & Accounting. Documentation from the
Virtual ROMA system is required to support program cost shown on the Cost
Worksheets and Claim Forms as a means to adhere to mandates by the Division
Office of Monitoring to monitor costs reported for the month. Procedural
manuals are in place which covers financial and accounting rules and regulations
which entities must comply with.
OMB Control No: 0970-0382
Entities are required to have and submit an annual audit performed by an
independent Certified Public Accountant. The State complies with the Single
Audit Act Requirement.
Entities subgrants are monitored annually by the Division of Monitoring.
Periodic visits may be conducted by the Division of Community Services.
10.12. Single Audit Management Decisions: Describe state procedures for issuing
management decisions for eligible entity single audits, as required by Block Grant
regulations applicable to CSBG at 45 CFR 75.521.
The Director of Monitoring and the Supervisor of Single Audit Findings review
audit findings and forward them to the Division of Community Services and the
Monitoring Supervisor. Audit findings are placed on a spreadsheet and addressed
during monitoring visits with the entity and addressed on the monitoring report.
10.13. Assurance on Federal Investigations: The state will âpermit and cooperate with
Federal investigations undertaken in accordance with Section 678Dâ of the CSBG
Act, as required by the assurance under Section 676(b)(7) of the CSBG Act.
âYes âNo
10.13a. Federal Investigations Policies: Are state procedures for permitting and
cooperating with federal investigations included in the state monitoring policies
attached under 10.2? âYes âNo
10.13b. Closing Findings Procedures: If no, describe state procedures for permitting and
cooperating with federal investigations.
10.14. Performance Management Adjustment: Describe any adjustments the state made to
monitoring procedures in this State Plan as compared to past plans? Any adjustment
should be based on the stateâs analysis of past performance, and should consider
feedback from eligible entities, OCS, and other sources, such as the public hearing. If
the state is not making any adjustments, provide further detail.
The Division of Community Services will conduct desk reviews of entities and
T&TA visits (up to 5 entities annually) to identify potential problems before
entities are monitored by the Division of Monitoring. If the entity has findings, the
Division of Community Services will assist with resolution of the finding, and
possibly use this in state training for all entities.
OMB Control No: 0970-0382
Section 11
Eligible Entity Tripartite Board
11.1. Tripartite Board Verification: Verify which of the following measures are taken
to ensure that the state verifies CSBG Eligible Entities are meeting Tripartite Board
requirements under Section 676B of the CSBG Act. [Check all that applies and
narrative where applicable]
âAttend Board meetings
âOrganizational Standards Assessment
âMonitoring
âReview copies of Board meeting minutes
âTrack Board vacancies/composition
âOther Provide Board training
11.2. Tripartite Board Updates: Provide how often the state requires eligible entities
(which are not on TAPs or QIPs) to provide updates regarding their Tripartite Boards.
This includes but is not limited to copies of meeting minutes, vacancy alerts, changes
to bylaws, low-income member selection process, etc. [Select one and narrative where
applicable]
âAnnually
âSemiannually
âQuarterly
âMonthly
âAs It Occurs
âOther Click or tap here to enter text.
11.3. Tripartite Board Representation Assurance: Describe how the states will verify
that eligible entities have policies and procedures by which individuals or
organizations can petition for adequate representation on an eligible entityâs
Tripartite Board as required by the assurance under Section 676(b)(10) of the
CSBG Act.
The State has a Board Policy in place to ensure this requirement. The Board Policy is
given to all entities and the State conducts reviews of eligible entity bylaws to ensure
bylaws have policies for tripartite board representation.
11.4. Tripartite Board Alternative Representation: Does the state permit public
eligible entities to use, as an alternative to a Tripartite Board, âanother mechanism
specified by the state to assure decision-making and participation by low-income
individuals in the development, planning, implementation, and evaluation of
programsâ as allowed under Section 676B(b)(2) of the CSBG Act? âYes âNo
11.4a. If yes, describe the mechanism used by public eligible entities as an
alternative to a Tripartite Board. Click or tap here to enter text.
OMB Control No: 0970-0382
Section 12
Individual and Community Income Eligibility Requirements
12.1. Required Income Eligibility: Provide the income eligibility threshold for services in
the state. [Select one item below and numeric response where applicable.]
â125% of the HHS poverty line
âX % of the HHS poverty line (fill in the threshold): Click or tap here to enter text.
âVaries by eligible entity Click or tap here to enter text.
GUIDANCE: Under Varies by eligible entity, provide the threshold and the reason that it varies
by entity.
12.1a. Describe any state policy and/or procedures for income eligibility, such as
treatment of income and family/household composition.
Individuals requesting assistance must complete an application to determine
eligibility. The application process involves a case management approach.
This approach is an interaction between the client and a caseworker. The
caseworker obtains vital information about the social and economic
conditions of the household to identify needs. It also helps to identify
households that are at risk or in crisis, so that a service plan can be
developed to assist household to become stable and self-sufficient. Elderly
and disabled individuals are not required to participate in case
management. Applications are entered into the Virtual ROMA 2 system
which determines income eligibility.
12.2. Income Eligibility for General/Short Term Services: Describe how the state ensures
eligible entities generally verify income eligibility for those services with limited in-
take procedures (where individual income verification is not possible or practical). An
example of these services is emergency food assistance.
Eligible entities provide referral and outreach to communities that are known to
be low-income. Low-income families are notified so that documentation of their
eligibility is in the Virtual ROMA 2 system.
12.3. Community-targeted Services: Describe how the state ensures eligible entitiesâ
services target and benefit low-income communities for those services that provide a
community-wide benefit (e.g., development of community assets/facilities, building
partnerships with other organizations).
Eligible entities ask for participation and partnership from other service
providers and organizations that provide services to low-income communities.
Low-income families are invited to participate in these meetings and events.
OMB Control No: 0970-0382
Section 13
Results Oriented Management and Accountability (ROMA) System
13.1. Performance Measurement System: Identify the performance measurement
system that the state and all eligible entities use, as required by Section 678E(a) of
the CSBG Act and the assurance under Section 676(b)(12) of the CSBG Act. [Select
one]
Note: This response will also link to the corresponding assurance, Item 14.12. and will
pre-populate the Annual Report, Module 1, Item I.1.
âThe Results Oriented Management and Accountability (ROMA) System
âAnother performance management system that meets the requirements of Section
678E(b) of the CSBG Act
âAn alternative system for measuring performance and results
13.1a. ROMA Description: If ROMA was chosen in Item 13.1, describe the stateâs
written policies, procedures, or guidance documents on ROMA.
The State requires entities as part of their annual subgrant for funding to
submit logic models and NPIs which follow the ROMA process. Guidance
is provided in the NOFA package sent to entities.
13.1b. Alternative System Description: If an alternative system was chosen in Item
13.1, describe the system the state will use for performance measurement. Click
or tap here to enter text.
13.2. Outcome Measures: Indicate and describe the outcome measures the state will use
to measure eligible entity performance in promoting self-sufficiency, family
stability, and community revitalization, as required under Section 676(b)(12) of the
CSBG Act.
Note: This response will also link to the corresponding assurance, Item 14.12.
âCSBG National Performance Indicators (NPIs)
âNPIs and others
âOthers The State requires eligible entities to address the NPIs in their
Community action plans. Entity performance in meeting goals stated in
their plans will be evaluated monthly by the State.
13.3. Eligible Entity Support: Describe how the state supports the eligible entities in
using ROMA or an alternative performance management system.
Note: The activities described under Item 13.3 may include activities listed in âSection 8:
Training and Technical Assistance.â If so, mention briefly, and/or cross-reference as
needed. This response will also link to the corresponding assurance, Item 14.12.
OMB Control No: 0970-0382
Eligible entities utilize ROMA as a framework for implementing case
management and agency accountability. Virtual ROMA 2 is the statewide data
system used to capture data. The State provides T&TA on Virtual ROMA 2 and
ROMA goals. The State and the Association is working with entities to increase
the number of certified ROMA trainers, implementers, and advocates.
13.4. Eligible Entity Use of Data: Describe how the state plans to validate that the
eligible entities are using data to improve service delivery.
Note: This response will also link to the corresponding assurance, Item 14.12.
As part of the Notice of Funding Availability, the State requires eligible entities to
conduct a Community Strengths and Needs Assessment. The data collected is
used in their community action plans to specify what services the entity will
provide to the low-income families for the program year. Entities can pull reports
from the Virtual ROMA 2 system on services provided and use this data to plan
services for the next program year.
Community Action Plans and Needs Assessments
13.5. Community Action Plan: Describe how the state will secure a Community Action
Plan from each eligible entity, as a condition of receipt of CSBG funding by each
entity, as required by Section 676(b)(11) of the CSBG Act.
Note: This response will link to the corresponding assurance, Item 14.11.
In accordance with the assurance in 676(b)(11) of the CSBG Act, the State will
secure from each eligible entity, as part of its annual application and as a
condition of a financial award, a community action plan which provides a
description of services to be provided. The community action plan includes
information from the Community Strengths and Needs Assessment (CSNA) for
the communities served. The CSNA provides information from several aspects of
the communities to include public, private, and low-income sectors, partners, and
other service providers. It provides for the ranking of services stated in the
community action plan and assists with the allocation of funds for different
services.
13.6. Community Needs Assessment: Describe how the state will assure that each
eligible entity includes a community needs assessment for the community served
(which may be coordinated with community needs assessments conducted by other
programs) in each entityâs Community Action Plan, as required by Section
676(b)(11) of the CSBG Act.
Note: This response will link to the corresponding assurance, Item 14.11.
OMB Control No: 0970-0382
The State requires eligible entities to conduct a CSNA annually as part of their
community action plan. The community action plan must include:
a. A description of the CSNA to determine the services to be provided based on
the needs of the community.
b. A description of outcome measures to be used to monitor success in
promoting self-sufficiency, family stability, and community revitalization.
c. Through the use of logic models, the entity must state goals and objectives in
measurable terms and projected in a timetable in which the goals and
objectives will be accomplished.
d. A description of how the entity will provide services during a disaster, on
weekends, after hours, and during emergencies.
e. An updated board of directorâs roster.
OMB Control No: 0970-0382
Section 14
CSBG Programmatic Assurances and Information Narrative
(Section 676(b) of the CSBG Act)
14.1. Use of Funds Supporting Local Activities
CSBG Services
14.1 a. 676(b)(1)(A) Describe how the state will assure âthat funds made
available through grant or allotment will be used â
(A)
to support activities that are designed to assist low-income families and
individuals, including families and individuals receiving assistance
under title IV of the Social Security Act, homeless families and
individuals, migrant or seasonal farmworkers, and elderly low-income
individuals and families, and a description of how such activities will
enable the families and individuals--
(i)
to remove obstacles and solve problems that block the
achievement of self- sufficiency (particularly for families and
individuals who are attempting to transition off a State program
carried out under part A of title IV of the Social Security Act);
(ii)
to secure and retain meaningful employment;
(iii) to attain an adequate education with particular attention toward
improving literacy skills of the low-income families in the
community, which may include family literacy initiatives;
(iv) to make better use of available income;
(v)
to obtain and maintain adequate housing and a suitable
living environment;
(vi) to obtain emergency assistance through loans, grants, or other
means to meet immediate and urgent individual and family needs;
(vii) to achieve greater participation in the affairs of the communities
involved, including the development of public and private
grassroots partnerships with local law enforcement agencies,
local housing authorities, private foundations, and other public
and private partners to â
(I)
document best practices based on successful
grassroots intervention in urban areas, to develop
methodologies for widespread replication; and
(II)
strengthen and improve relationships with local law
enforcement agencies, which may include participation in
activities such as neighborhood or community policing
efforts;
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MDHS-DCS ensures compliance with this assurance by making funds available to
the sixteen (16) eligible entities. These entities use funds to support activities such
as disaster assistance, job training, educational support, career development,
volunteer efforts, nutritional support, health education and access, tax
preparation assistance, mentoring, parenting development, childcare services, and
other activities as needed for low-income families and individuals. A review of
eligible entities program performance ensures these activities are accomplished
and/or referred to other local and state providers. Program areas offered by
entities include: Early childhood programs, economic development/education,
emergency services, housing, income management, nutrition and health
programs, independent living/aging programs, transportation, community
improvement/quality of life programs, youth programs, and employment
programs.
Needs of Youth
14.1b. 676(b)(1)(B) Describe how the state will assure âthat funds made
available through grant or allotment will be used â
(B)
to address the needs of youth in low-income communities through
youth development programs that support the primary role of the
family, give priority to the prevention of youth problems and crime,
and promote increased community coordination and collaboration in
meeting the needs of youth, and support development and expansion of
innovative community-based youth development programs that have
demonstrated success in preventing or reducing youth crime, such as--
(i)
programs for the establishment of violence-free zones that would
involve youth development and intervention models (such as
models involving youth mediation, youth mentoring, life skills
training, job creation, and entrepreneurship programs); and
(ii)
after-school childcare programs;
Entities are required as part of their community action plan to describe youth
programs and activities they will sponsor to address the needs of youth. The state
reviews the CAP annually to ensure these services are provided and reviews
monthly progress reports to keep track of services/referrals provided. MDHS-
DCS ensures compliance with this assurance by making funds available to eligible
entities to conduct after school tutorial programs, summer programs, year round
educational programs and activities, and summer reading programs for youth.
These programs will promote educational excellence and youth development
which prevents youth problems and crime. Support will be given to eligible
families of the participants to ensure family needs are met through the case
management process, and referrals made to other local providers.
Coordination of Other Programs
14.1c. 676(b)(1)(C) Describe how the state will assure âthat funds made
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available through grant or allotment will be used â
(C)
to make more effective use of, and to coordinate with, other
programs related to the purposes of this subtitle (including State
welfare reform efforts)
Through case management, low-income families are assessed and referred to other
DHS programs and local programs. Entities are required to develop partnerships
and pool resources with social service providers, local organizations, religious
organizations to increase support and opportunities for low-income families and
communities, and to avoid duplication of services. In order to fully address the
needs of families and to evaluate the outcome of their work, entities must follow up
with families to ensure services were provided by the organizations they were
referred to.
The State requires eligible entities to submit documentation on their partnerships
with other service providers and organizations as part of their community action
plan in their subgrants for funding. Eligible entities link families to resources
within the entity and within the community.
State Use of Discretionary
Funds
14.2. 676(b)(2)
Describe âhow the State intends to use discretionary funds made
available from the remainder of the grant or allotment described in
section 675C(b) in accordance with this subtitle, including a description
of how the State will support innovative community and neighborhood-
based initiatives related to the purposes of this subtitle.â
Note: the State describes this assurance under âState Use of Funds:
Remainder/Discretionary,â items 7.9 and 7.10
[No response; links to items 7.9 and 7.10.]
Eligible Entity Service Delivery, Coordination, and Innovation
14.3. 676(b)(3)
âBased on information provided by eligible entities in the
State, a description ofâŚâ
Eligible Entity Service Delivery System
14.3a. 676(b)(3)(A) Describe âthe service delivery system, for services provided or
coordinated with funds made available through grants made
under 675C(a), targeted to low-income individuals and families
in communities within the State;â
The service delivery system used to deliver CSBG services is provided by eligible
entities to meet identified needs of eligible families and communities, and to
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achieve outcomes based on the six national goals. Service delivery systems vary
from entity to entity, just as the communities and people served. Commonalties to
the service delivery system include:
a. Community outreach to ensure awareness of opportunities for low-income
people;
b. Holistic, family-oriented approaches to assessing and addressing needs;
c. Use of multiple and convenient access points for direct service delivery;
d. Provision of multiple and wide-ranging services in order to address the causes
and effects of poverty;
e. Common, entity-wide consumer intake forms and processes and
f. Use of community partnerships and referral processes to make the most of
efficient use of available resources.
Eligible Entity Linkages â Approach to Filling Service Gaps
14.3b. 676(b)(3)(B) Describe âhow linkages will be developed to fill identified gaps in
the services, through the provision of information, referrals, case
management, and follow up consultations.â
Note: The state describes this assurance in the State Linkages and Communication
section, item 9.3b.
[No response as the state describes this assurance under 9.3b.]
Eligible entities are required as part of their community action plan to
develop partnerships with local and state social services providers, religious
organizations, local governments to fill gaps in the services the entity cannot
provide. Referrals are made and follow up is done to ensure services were
delivered. The State assures this requirement by requiring entities to submit
a list of the local and other partnerships to fill gaps in their service delivery,
as part of their annual subgrant for funding.
Coordination of Eligible Entity Allocation 90 Percent Funds with
Public/Private Resources
14.3c. 676(b)(3)(C) Describe how funds made available through grants made under
675C(a)will be coordinated with other public and private
resources.â
Note: The state describes this assurance in the State Linkages and Communication
section, item 9.7.
[No response as the state describes this assurance under 9.7]
Eligible entities use their CSBG funds to leverage additional public and
private resources, which assist with achieving outcomes within the
framework of the national goals. CSBG resources are used to support the
infrastructure of the entities to include sound governance, fiscal,
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programmatic, and personnel management. This results in greater
accountability and capacity, thus enabling entities to leverage public and
private resources through their community outreach and partnerships. As
reported in the 2022 Leveraging Report, eligible entities leveraged
$2,198,255.
Eligible Entity Innovative Community and Neighborhood Initiatives, Including
Fatherhood/Parental Responsibility
14.3d. 676(b)(3)(D) Describe âhow the local entity will use the funds [made
available under 675C(a)] to support innovative community and
neighborhood-based initiatives related to the purposes of this
subtitle, which may include fatherhood initiatives and other
initiatives with the goal of strengthening families and
encouraging parenting.â
Note: The description above is about eligible entity use of 90 percent funds to support these
initiatives. States may also support these types of activities at the local level using state
remainder/discretionary funds, allowable under Section 675C(b)(1)(F). In this State Plan, the
state indicates funds allocated for these activities under item 7.9(f).
Local entities hold community events or in-office sessions to promote family and
parenting in which various activities, information sharing, and referrals are done
to assist families with the skills needed to strengthen their ability to provide for
their families and be more engaged in the lives of their children. Eligible entities
use funds to develop, implement, and support initiatives such as fatherhood,
healthy marriage, and family development activities designed to enhance the
quality of family life and strengthen families. Entities are encouraged to partner
with other local or state service providers to convene teen, fatherhood and
parental summits and training as part of family development activities. These
activities will facilitate dialogue and provide valuable data for entities to use in
planning services and projects to address challenges expressed by the low-income
population.
Eligible Entity Emergency Food and Nutrition Services
14.4. 676(b)(4)
Describe how the state will assure âthat eligible entities in the State will
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.â
Entities are required as a part of their community action plan to address the
provision of food and supplies to CSBG eligible households. The state reviews
their plans annually to ensure these services will be provided and reviews monthly
performance reports to keep track of the services provided. Eligible entities are
required to partner with their local DHS Economic Assistance offices to refer
clients for expedited SNAP benefits in emergency situations. If SNAP benefits
cannot be provided that same day, entities must provide nutrition assistance by
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giving food vouchers to meet emergency nutritional needs. Entities are required
to coordinate with local soup kitchens and food banks to meet emergency
nutritional needs.
State and Eligible Entity Coordination/linkages and Workforce Innovation and
Opportunity Act Employment and Training Activities
14.5. 676(b)(5)
Describe how the state will assure âthat the State and eligible entities in
the State will coordinate, and establish linkages between, governmental
and other social services programs to assure the effective delivery of
such services, and [describe] how the State and the eligible entities will
coordinate the provision of employment and training activities, as
defined in section 3 of the Workforce Innovation and Opportunity Act,
in the State and in communities with entities providing activities
through statewide and local workforce development systems under such
Act.â
Note: The state describes this assurance in Section 9, State Linkages and Communication,
specifically under 9.1 â 9.4b.
[No response as the state describes this assurance under Section 9.1 â 9.4b]
State Coordination/Linkages and Low-income Home Energy
Assistance
14.6. 676(b)(6)
Provide âan assurance that the State will ensure coordination between
antipoverty programs in each community in the State, and ensure,
where appropriate, that emergency energy crisis intervention
programs under title XXVI (relating to low- income home energy
assistance) are conducted in such community.â
Note: The state describes this assurance in Section 9, State Linkages and Communication
section, items 9.2 and 9.5.
[No response as the state describes this assurance under 9.2 and 9.5]
Federal Investigations
14.7. 676(b)(7)
Provide âan assurance that the State will permit and cooperate
with Federal investigations undertaken in accordance with
section 678D.â
Note: The state addresses this assurance in Section 10, Fiscal Controls and Monitoring
under 10.13.
[No response as the state describes this assurance under 10.13]
Funding Reduction or Termination
OMB Control No: 0970-0382
14.8. 676(b)(8)
Provide âan assurance that any eligible entity in the State that
received funding in the previous fiscal year through a community
services block grant made under this subtitle will not have its funding
terminated under this subtitle, or reduced below the proportional
share of funding the entity received in the previous fiscal year unless,
after providing notice and an opportunity for a hearing on the record,
the State determines that cause exists for such termination or such
reduction, subject to review by the Secretary as provided in section
678C(b).â
Note: The state addresses this assurance in Section 10 Fiscal Controls and Monitoring under
10.7.
[No response as the state describes this assurance under 10.7]
Coordination with Faith-based Organizations, Charitable Groups, Community
Organizations
14.9. 676(b)(9)
Describe how the state will assure âthat the State and eligible entities
in the State 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.â
Note: The state describes this assurance in Section 9 State Linkages and Communication,
under 9.6.
[No response as the state describes this assurance under 9.6]
Eligible Entity Tripartite Board Representation
14.10. 676(b)(10) Describe how âthe State will require each eligible entity in the State to
establish procedures under which 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.â
Note: The state describes this assurance in Section 11 Eligible Entity Tripartite Boards, under
11.3.
The State has a Board Policy in place to ensure this requirement. The Board Policy
is given to all entities and the State conducts reviews of eligible entity bylaws to
ensure bylaws have policies for tripartite board representation.
Eligible Entity Community Action Plans and Community Needs Assessments
OMB Control No: 0970-0382
14.11. 676(b)(11)
Provide âan assurance that the State will secure from each eligible
entity in the State, as a condition to receipt of funding by the entity
through a community services block grant made under this subtitle
for a program, a community action plan (which shall be submitted to
the Secretary, at the request of the Secretary, with the State plan) that
includes a community- needs assessment for the community served,
which may be coordinated with community-needs assessments
conducted for other programs.â
Note: The state describes this assurance in Section 13 ROMA, under 13.5 and 13.6.
[No response as the state describes this assurance under 13.5 and 13.6]
State and Eligible Entity Performance Measurement: ROMA or Alternate system
14.12. 676(b)(12)
Provide âan assurance that the State and all eligible entities in the
State will, not later than fiscal year 2001, participate in the Results
Oriented Management and Accountability System, another
performance measure system for which the Secretary facilitated
development pursuant to section 678E(b), or an alternative system for
measuring performance and results that meets the requirements of that
section, and [describe] outcome measures to be used to measure
eligible entity performance in promoting self-sufficiency, family
stability, and community revitalization.â
Note: The state describes this assurance in Section 13 ROMA under 13.1 â 13.4.
[No response as the state describes this assurance under 13.1 â 13.4]
Validation for CSBG Eligible Entity Programmatic Narrative Sections
14.13. 676(b)(13)
Provide âinformation describing how the State will carry
out the assurances described in this section.â
Note: The state provides information for each of the assurances directly in section 14 or in
corresponding items throughout the State Plan, which are included as hyperlinks in section 14.
[No response for this item]
â By checking this box, the state CSBG authorized official is certifying the assurances
set out above.
OMB Control No: 0970-0382
Section 15
Federal Certifications
The box after each certification must be checked by the State CSBG authorized official.
15.1. Lobbying
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any Federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than Federal appropriated 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 Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-LLL,
âDisclosure Form to Report Lobbying,â in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly. This certification is a material representation of fact upon
which reliance was placed when this transaction was made or entered into. Submission of
this certification 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 certification
shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each such failure.
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, âDisclosure Form to Report Lobbying,â 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
OMB Control No: 0970-0382
and not more than $100,000 for each such failure.
â By checking this box, the state CSBG authorized official is providing the certification set
out above.
OMB Control No: 0970-0382
15.2. Drug-Free Workplace Requirements
This certification is required by the regulations implementing the Drug-Free Workplace Act of
1988: 45 CFR Part 76, Subpart, F. Sections 76.630(c) and (d)(2) and 76.645 (a)(1) and (b)
provide that a Federal agency may designate a central receipt point for STATE-WIDE AND
STATE AGENCY-WIDE certifications, and for notification of criminal drug convictions. For
the Department of Health and Human Services, the central point is: Division of Grants
Management and Oversight, Office of Management and Acquisition, Department of Health and
Human Services, Room 517-D, 200 Independence Avenue, SW Washington, DC 20201.
Certification Regarding Drug-Free Workplace Requirements (Instructions for Certification)
(1) By signing and/or submitting this application or grant agreement, the grantee is providing
the certification set out below.
(2) The certification set out below is a material representation of fact upon which reliance is
placed when the agency awards the grant. If it is later determined that the grantee
knowingly rendered a false certification, or otherwise violates the requirements of the
Drug-Free Workplace Act, the agency, in addition to any other remedies available to the
Federal Government, may take action authorized under the Drug-Free Workplace Act.
(3) For grantees other than individuals, Alternate I applies.
(4) For grantees who are individuals, Alternate II applies.
(5) Workplaces under grants, for grantees other than individuals, need to be identified on the
certification. If known, they may be identified in the grant application. If the grantee does
not identify the workplaces at the time of application, or upon award, if there is no
application, the grantee must keep the identity of the workplace(s) on file in its office and
make the information available for Federal inspection. Failure to identify all known
workplaces constitutes a violation of the granteeâs drug-free workplace requirements.
(6) Workplace identifications must include the actual address of buildings (or parts of buildings)
or other sites where work under the grant takes place. Categorical descriptions may be used
(e.g., all vehicles of a mass transit authority or State highway department while in operation,
State employees in each local unemployment office, performers in concert halls or radio
studios).
(7) If the workplace identified to the agency changes during the performance of the grant, the
grantee shall inform the agency of the change(s), if it previously identified the workplaces in
question (see paragraph five).
(8) Definitions of terms in the Non-procurement Suspension and Debarment common rule and
Drug-Free Workplace common rule apply to this certification. Granteesâ attention is called,
in particular, to the following definitions from these rules:
Controlled substance means a controlled substance in Schedules I through V of the
Controlled Substances Act (21 U.S.C. 812) and as further defined by regulation (21
CFR 1308.11 through 1308.15);
Conviction means a finding of guilt (including a plea of nolo contendere) or imposition of
OMB Control No: 0970-0382
sentence, or both, by any judicial body charged with the responsibility to
determine violations of the Federal or State criminal drug statutes;
Criminal drug statute means a Federal or non-Federal criminal statute involving
the manufacture, distribution, dispensing, use, or possession of any controlled
substance;
Employee means the employee of a grantee directly engaged in the performance of work
under a grant, including: (i) All direct charge employees; (ii) All indirect charge
employees unless their impact or involvement is insignificant to the performance of the
grant; and, (iii) Temporary personnel and consultants who are directly engaged in the
performance of work under the grant and who are on the granteeâs payroll. This
definition does not include workers not on the payroll of the grantee (e.g., volunteers,
even if used to meet a matching requirement; consultants or independent contractors not
on the granteeâs payroll; or employees of subrecipients or subcontractors in covered
workplaces).
Certification Regarding Drug-Free Workplace Requirements
Alternate I. (Grantees Other Than Individuals)
The grantee certifies that it will or will continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited in
the granteeâs workplace and specifying the actions that will be taken against
employees for violation of such prohibition;
(b) Establishing an ongoing drug-free awareness program to inform employees about - -
(1) The dangers of drug abuse in the workplace;
(2) The granteeâs policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the
grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a condition
of employment under the grant, the employee will - -
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal
drug statute occurring in the workplace no later than five calendar days after such
conviction;
(e) Notifying the agency in writing, within 10 calendar days after receiving notice under
paragraph (d)(2) from an employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must provide notice, including position
title, to every grant officer or other designee on whose grant activity the convicted
employee was working, unless the Federal agency has designated a central point for the
receipt of such notices. Notice shall include the identification number(s) of each
affected grant;
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(f) Taking one of the following actions, within 30 calendar days of receiving notice under
paragraph (d)(2), with respect to any employee who is so convicted - -
(1) Taking appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health,
law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs (a), (b), (c), (d), (e) and (f).
The grantee may insert in the space provided below the site(s) for the performance of work
done in connection with the specific grant:
Place of Performance (Street address, city, county, state, zip code) [Narrative, 2500
characters]
âCheck if there are workplaces on file that are not identified here. Alternate II.
(Grantees Who Are Individuals)
(a) The grantee certifies that, as a condition of the grant, he or she will not engage in the
unlawful manufacture, distribution, dispensing, possession, or use of a controlled
substance in conducting any activity with the grant;
(b) If convicted of a criminal drug offense resulting from a violation occurring during the
conduct of any grant activity, he or she will report the conviction, in writing, within 10
calendar days of the conviction, to every grant officer or other designee, unless the
Federal agency designates a central point for the receipt of such notices. When notice is
made to such a central point, it shall include the identification number(s) of each
affected grant.
[55 FR 21690, 21702, May 25, 1990]
â By checking this box, the state CSBG authorized official is providing the certification set
out above.
OMB Control No: 0970-0382
15.3. Debarment
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS
Certification Regarding Debarment, Suspension, and Other Responsibility Matters
- - Primary Covered Transactions
Instructions for Certification
(1)
By signing and submitting this proposal, the prospective primary participant is
providing the certification set out below.
(2)
The inability of a person to provide the certification required below will not
necessarily result in denial of participation in this covered transaction. The
prospective participant shall submit an explanation of why it cannot provide the
certification set out below. The certification or explanation will be considered in
connection with the department or agencyâs determination whether to enter into this
transaction. However, failure of the prospective primary participant to furnish a
certification or an explanation shall disqualify such person from participation in this
transaction.
(3)
The certification in this clause is a material representation of fact upon which reliance
was placed when the department or agency determined to enter into this transaction. If
it is later determined that the prospective primary participant knowingly rendered an
erroneous certification, in addition to other remedies available to the Federal
Government, the department or agency may terminate this transaction for cause or
default.
(4)
The prospective primary participant shall provide immediate written notice to the
department or agency to which this proposal is submitted if at any time the prospective
primary participant learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
(5)
The terms covered transaction, debarred, suspended, ineligible, lower tier covered
transaction, participant, person, primary covered transaction, principal, proposal, and
voluntarily excluded, as used in this clause, have the meanings set out in the
Definitions and Coverage sections of the rules implementing Executive Order 12549.
You may contact the department or agency to which this proposal is being submitted
for assistance in obtaining a copy of those regulations.
(6)
The prospective primary participant agrees by submitting this proposal that, should
the proposed covered transaction be entered into, it shall not knowingly enter into any
lower tier covered transaction with a person who is proposed for debarment under 48
CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction, unless authorized by the
department or agency entering into this transaction.
(7)
The prospective primary participant further agrees by submitting this proposal that it will
include the clause titled âCertification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusive-Lower Tier Covered Transaction,â provided by the department or
agency entering into this covered transaction, without modification, in all lower tier
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covered transactions and in all solicitations for lower tier covered transactions.
(8)
A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that is not proposed for debarment
under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily
excluded from the covered transaction, unless it knows that the certification is
erroneous. A participant may decide the method and frequency by which it
determines the eligibility of its principals. Each participant may, but is not required
to, check the List of Parties Excluded from Federal Procurement and Non-
procurement Programs.
(9)
Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this
clause. The knowledge and information of a participant is not required to exceed that
which is normally possessed by a prudent person in the ordinary course of business
dealings.
(10) Except for transactions authorized under paragraph 6 of these instructions, if a
participant in a covered transaction knowingly enters into a lower tier covered
transaction with a person who is proposed for debarment under 48 CFR part 9, subpart
9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this
transaction, in addition to other remedies available to the Federal Government, the
department or agency may terminate this transaction for cause or default.
************
Certification Regarding Debarment, Suspension, and Other Responsibility Matters - -
Primary Covered Transactions
(1)
The prospective primary participant certifies to the best of its knowledge and belief,
that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or
had a civil judgment rendered against them for commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public
(Federal, State or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this application/proposal had one
or more public transactions (Federal, State or local) terminated for cause or
default.
OMB Control No: 0970-0382
(2)
Where the prospective primary participant is unable to certify to any of the statements
in this certification, such prospective participant shall attach an explanation to this
proposal.
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
- - Lower Tier Covered Transactions
Instructions for Certification
(1)
By signing and submitting this proposal, the prospective lower tier participant is
providing the certification set out below.
(2)
The certification in this clause is a material representation of fact upon which reliance
was placed when this transaction was entered into. If it is later determined that the
prospective lower tier participant knowingly rendered an erroneous certification, in
addition to other remedies available to the Federal Government the department or
agency with which this transaction originated may pursue available remedies,
including suspension and/or debarment.
(3)
The prospective lower tier participant shall provide immediate written notice to
the person to which this proposal is submitted if at any time the prospective lower
tier participant learns that its certification was erroneous when submitted or had
become erroneous by reason of changed circumstances.
(4)
The terms covered transaction, debarred, suspended, ineligible, lower tier covered
transaction, participant, person, primary covered transaction, principal, proposal, and
voluntarily excluded, as used in this clause, have the meaning set out in the
Definitions and Coverage sections of rules implementing Executive Order 12549. You
may contact the person to which this proposal is submitted for assistance in obtaining
a copy of those regulations.
(5)
The prospective lower tier participant agrees by submitting this proposal that, should
the proposed covered transaction be entered into, it shall not knowingly enter into any
lower tier covered transaction with a person who is proposed for debarment under 48
CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction, unless authorized by the
department or agency with which this transaction originated.
(6)
The prospective lower tier participant further agrees by submitting this proposal that
it will include this clause titled âCertification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,â without
modification, in all lower tier covered transactions and in all solicitations for lower
tier covered transactions.
(7)
A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that it is not proposed for debarment
under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily
excluded from covered transactions, unless it knows that the certification is erroneous.
A participant may decide the method and frequency by which it determines the
eligibility of its principals. Each participant may, but is not required to, check the List
of Parties Excluded from Federal Procurement and Non-procurement Programs.
OMB Control No: 0970-0382
(8)
Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this
clause. The knowledge and information of a participant is not required to exceed that
which is normally possessed by a prudent person in the ordinary course of business
dealings.
(9)
Except for transactions authorized under paragraph five of these instructions, if a
participant in a covered transaction knowingly enters into a lower tier covered
transaction with a person who is proposed for debarment under 48 CFR part 9, subpart
9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this
transaction, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available
remedies, including suspension and/or debarment.
************
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
- - Lower Tier Covered Transactions
(1)
The prospective lower tier participant certifies, by submission of this proposal, that
neither it nor its principals is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2)
Where the prospective lower tier participant is unable to certify to any of the
statements in this certification, such prospective participant shall attach an
explanation to this proposal.
â
By checking this box, the state CSBG authorized official is providing the certification
set out above.
OMB Control No: 0970-0382
15.4. Environmental Tobacco Smoke
Public Law 103227, Part C Environmental 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
childrenâs services provided in private residences, facilities funded solely by 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 requirements of the Act.
The applicant/grantee further agrees that it will require the language of this certification
be included in any subawards which contain provisions for the childrenâs services and
that all subgrantees shall certify accordingly.
â By checking this box, the state CSBG authorized official is providing the certification
set out above.
OMB Control No: 0970-0382
ATTACHMENTS
OMB Control No: 0970-0382
ATTACHMENT-LETTER OF DESIGNATION
OMB Control No: 0970-0382
OMB Control No: 0970-0382
OMB Control No: 0970-0382
ATTACHMENT- PUBLIC HEARING LEGAL NOTICE
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES
DIVISION OF COMMUNITY SERVICES
MEMORANDUM
TO:
Veronica Ratliff
Division of Procurement Services
FROM:
Nicole McBeath
Division of Community Services
DATE:
May 28, 2024
SUBJECT:
Publication of Legal Notice
The Division of Community Services requests that a legal notice concerning the Legislative Public
Hearing on the Community Services Block Grant and Low-Income Home Energy Assistance
Programs be published in the classified section of the twelve newspapers listed (See attachment).
The information should be advertised on June 6, 2024 and June 26, 2024 in each newspaper.
Please send us the copies of the newspaper advertisements from three different publishers as
soon as they are announced.
Should you have any questions, please contact Nicole McBeath at 601-359-4765.
TMR:nm
Attachments
OMB Control No: 0970-0382
LEGAL GRANTS
(Block Grants)
MISSISSIPPI DEPARTMENT OF
HUMAN SERVICES
Division of Community Services
Legislative Public Hearing
The Mississippi Department of Human Services, Division of Community Services will be
conducting the Legislative Public Hearing on the Community Services Block Grant and Low-
Income Home Energy Assistance Programs under Title 26 of the Omnibus Budget Reconciliation
Act of 1981, as amended. The hearing for the 2025 programs is scheduled for Wednesday, July
10, 2024, at 11:00 am through Zoom meeting by the Mississippi Department of Human Services.
Participants
can
join
the
Zoom
meeting
via
https://mdhs.zoom.us/j/88650140272?pwd=N1ZOQmVXMTV3dS84Nm9jMVZNUCtxdz09,
Meeting ID: 886 5014 0272, Passcode: 707360, or through One tap mobile:
+13092053325,,88650140272#,,,,*707360# US, or +13126266799,,88650140272#,,,,*707360#
US (Chicago). If lines are busy, please try one of the following numbers, +1 646 876 9923 US
(New York), +1 301 715 8592 US (Washington DC), or +1 346 248 7799 US (Houston), and the
meeting ID: 886 5014 0272, Passcode: 707360.
The Community Services Block Grant provides funds for a range of activities to ameliorate the
causes and effects of poverty. For Fiscal Year 2025, at least 90 percent of the funds allocated to
the State through these grants will be contracted to non-profit community action agencies, migrant
seasonal farm worker organizations or community-based organizations that meet the eligibility
requirements as described in Section 675 of the Community Services Block Grant Act, as
amended. The eligibility requirements for the program are outlined in the application process.
The Low-Income Home Energy Assistance Program assists eligible households to pay the costs of
home energy bills and other energy-related services, for example, wood, kerosene, electricity, gas,
heaters, blankets, fans, and air conditioners. For Fiscal Year 2025, at least 90 percent of the funds
allocated to the State through these grants will be contracted to private, nonprofit, and public
agencies designated in accordance with Public Law 97-35, as amended. The eligibility
requirements for the program are outlined in the application process.
Copies of the state plans are available for review at the Mississippi Department of Human Services
by calling 601-359-4768 or 1-800-421-0762.
Inquiries, comments, or suggestions regarding the block grant plans and/or eligibility requirements
must be received on or before July 19, 2024, by the Division of Community Services, P. O. Box
352, Jackson, Mississippi 39205. Public comments will be reviewed before finalizing the 2025
State Plans for these programs.
OMB Control No: 0970-0382
Mississippi Department of Human Services
Division of Community Services
NEWSPAPERS
1.
The Jackson Advocate
7.
The Clarion Ledger
115 East Hamilton
Post Office Box 40
Jackson, MS 39202
Jackson, MS 39205-0040
2.
The Natchez Democrat
8.
The Vicksburg Evening Post
Post Office Box 1447
Post Office Box 951
Natchez, MS 39121-39221
Vicksburg, MS 39180
3.
The Commercial Dispatch
9.
The Northeast MS Daily Journal
Post Office Box 511
Post Office Box 909
Columbus, MS 39703
Tupelo, MS 38801
4.
The Delta Democrat Times
10.
The Hattiesburg American
Post Office Box 1618
Post Office Box 1111
Greenville, MS 38701
Hattiesburg, MS 39401
5.
The Daily Corinthian
11.
The Clarksdale Press Registrar
Post Office Box 119
Post Office Box 1119
Corinth, MS 38834
Clarksdale, MS 38614
6.
The Gulf Publishing Company
12.
The Meridian Star
Post Office Box 4567
Post Office Box 1591
Biloxi, MS 39535
Meridian, MS 39301
OMB Control No: 0970-0382
ATTACHMENT- 2024 CSBG & LIHEAP PUBLIC HEARING AGENDA
OMB Control No: 0970-0382
ATTACHMENT- PUBLIC COMMENT
OMB Control No: 0970-0382
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OMB Control No: 0970-0382
OMB Control No: 0970-0382
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ATTACHMENT-ELIGIBLE ENTITIES
AJFC
(Nonprofit)
P.O. Box 3011
8 Feltus St.
Natchez, MS 39120
(601) 442-8681 or 1-855-443-8681
Fax (601) 442-9572
Chief Executive Officer: Zadier Thomas
Adams, Claiborne, Copiah, Franklin, Jefferson, Lawrence and Lincoln
Bolivar County
(Nonprofit)
810 East Sunflower Road
Suite 120
Cleveland, MS 38732
(662) 846-1491
Fax (662) 283-2352
Executive Director: Elnora Littleton
Bolivar
Central Mississippi, Inc.
(Nonprofit)
P.O. Box 749
101 South Central Ave.
Winona, MS 38967
(662) 283-4781
Fax (662)283-2352
Chief Executive Officer: Pamela Gary
Attala, Carroll, Grenada, Holmes, Leflore, Montgomery and Yalobusha
Coahoma Opportunities, Inc.
(Nonprofit)
P.O. Box 1445
115 Issaquena Ave.
Clarksdale, MS 38614
(662) 624-4887
Fax (662)624-4915
Executive Director: Edward Seals
Coahoma
OMB Control No: 0970-0382
Community Action of South MS
(Nonprofit)
P.O. Box 8723
5343 Jefferson Street
Moss Point, MS 39562
(228) 769-3292
Fax (228)769-3264
Executive Director: Vanessa Gibson
Harrison, George, and Jackson
Hinds County Human Resource Agency
(Public)
P.O. Box 22657
258 Maddox Road
Jackson, MS 39212
(601) 923-3930
Fax (601)923-3925
President/CEO: Kenn Cockrell
Hinds
LIFT, Incorporated
(Nonprofit)
2577 McCullough Blvd.
Belden, MS 38826
(662) 842-9511 or 1-800-844-5438
Fax (662)842-5575
Executive Director: Dorothy Leasy
Calhoun, Chickasaw, Itawamba, Lafayette, Lee, Monroe, Pontotoc and Union
Mid-State Opportunities Inc.
(Nonprofit)
P.O. Box 270
204 North Church Street
Charleston, MS 38921
(662) 647-2463 or 1-800-523-6683
Fax (662)647-5868
Executive Director: Lynda Bradford
Panola, Quitman, Tallahatchie, Tunica, Tate and Desoto
Multi-County CSA
(Nonprofit)
P.O. Box 905
2906 St. Paul Street
Meridian, MS 39302
(601) 483-4838 or 1-800-898-0659
Fax (601)428-9861
Executive Director: Ronald Collier
Clarke, Jasper, Kemper, Lauderdale, Neshoba, Newton, Scott, Smith and Wayne
OMB Control No: 0970-0382
Northeast MS CS
(Nonprofit)
P.O. Box 930
801 Hatchie Street
Booneville, MS 38829
(662) 728-2118 or 1-877-728-2118
Fax (662)728-8720
Executive Director: Steve Gaines
Alcorn, Benton, Marshall, Prentiss, Tippah and Tishomingo
Pearl River Valley Opportunity (PRVO)
(Nonprofit)
P.O. Box 188
756 Hwy. 98 Bypass
Columbia, MS 39429
(601) 736-9564 or 1-866-736-9564
Fax (601)736-6288
Executive Director: Thomas Morris
Covington, Greene, Hancock, Forrest, Jefferson Davis, Lamar, Marion, Pearl River, Jones, Perry, and Stone
Prairie Opportunity
(Nonprofit)
P.O. Box 1526
501 Hwy. 12 West
Suite 110
Starkville, MS 39759
(662) 323-3397 or 1-888-397-5550
Fax (662)323-8754
Executive Director: Laura Marshall
Choctaw, Clay, Leake, Lowndes, Noxubee, Oktibbeha, Webster and Winston
South Central Community Action Agency
(Nonprofit)
P.O. Box 6590
3891 I-55 South Frontage Road
Jackson, MS 39212
(769) 235-8224 or 1-866-313-2905
Fax (769)251-1017
Executive Director: Sheletta Buckley
Madison, Rankin and Simpson
Southwest Mississippi Opportunities
(Nonprofit)
P.O. Box 1667
4116 Hwy. 51 South
McComb, MS 39649
(601) 684-5593 or 1-800-250-7730
Fax (601)249-3996
Executive Director: Keisha Butler
Amite, Pike, Walthall and Wilkinson
OMB Control No: 0970-0382
Sunflower-Humphreys
(Nonprofit)
P.O. Box 908
414 Martin Luther King Dr.
Indianola, MS 38751
(662) 887-1431
Fax (662)887-4888
Executive Director: Monica Hope
Humphreys and Sunflower
WWISCAA
(Nonprofit)
P.O. Box 1813
1538 Old Leland Road
Greenville, MS 38701
(662) 378-5857 or 1-800-820-8204
Fax (662)332-5191
Executive Director: Jannis Williams
Issaquena, Sharkey, Warren, Washington and Yazoo
OMB Control No: 0970-0382
ATTACHMENT- TENTATIVE FFY 2025 ALLOCATIONS
These levels are dependent on the Federal CSBG award at the FFY 2024 level.
Adjustments will be made once the final FFY 2025 awards are known.)
Eligible Entities
AJFC CAA
Bolivar County CAA
Central Mississippi
Coahoma Opportunities
Community Action of South MS
Hinds County HRA
LIFT, Inc
.
Mid-State Opportunity Inc.
Multi-County CSA
Northeast MS CS
PRVO, Inc.
Prairie Opportunity, Inc.
South Central CAA
Southwest MS Opportunity
Sunflower-Humphreys CP
WWISCAA, Inc.
Total
Estimated Allocation
$577,108
$163,025
$524,940
$167,372
$1,165,084
$1,151,281
$883,594
$741,219
$906,418
$517,332
$1,474,831
$766,977
$683,617
$366,262
$197,803
$581,455
$10,868,318
OMB Control No: 0970-0382
ATTACHMENT-PROGRAM, FISCAL MONITORING AND AUDIT
Statutory reference 2605 (b)(10)
Fiscal, Accounting and Tracking Requirements
The State requires Subgrantees requesting CSBG funds to submit Monthly Cost Worksheets in
Smartsheet. These Cost Worksheets show expenditures such as Case Management, Supportive
Services and Administration (by cost category and line items). Subgrantees are required to submit
Claim Support Forms (to request funds) based on current needs. Federal funds made available to
the State under this title will disburse administrative and programmatic funds to Subgrantees in
accordance with the CSBG Act, and the overall contractual allocation for each subgrantee regulates
the maximum allowable expenditures. The draw down requests and expenditures reports, are
reviewed, processed, and tracked in the Division of Community Services. The SF-425 Federal
Fiscal Reports (FFR) are generated in the MDHS-Division of Budgets & Accounting as well as
the monthly Budget Status reports for DCS verification and tracking. Documentation from Virtual
ROMA will be required to support costs reflected on Cost Worksheets and Claims Support Forms
as a means to adhere to mandates by Division of Monitoring to monitor costs reported for the month.
Procedural manuals are in place which cover a range of fiscal and accounting rules and regulations
with which Subgrantees must comply. Also, to further account for LIHEAP federal funds, 13 of
16 DCS Subgrantees use the same accounting software, GMS, which allows tracking through
Virtual ROMA. It allows easy access in training new personnel, as well as existing personnel in
the effective use of the GMS software and DCS requirements.
Subgrantees are required to have and submit an annual audit performed annually by an independent
Certified Public Accountant. Also, the State complies with the Single Audit Act requirement.
The State continuously provides training and technical assistance to the subgrantees on program
and fiscal management to enhance program compliance and quality service delivery to eligible
households, and special training for new staff to ensure program compliance.
Subgrants will be monitored bi-annually by the Division of Monitoring. Periodic reviews to the
subgrantee, both announced and unannounced will be conducted by the Division of Community
Services.
The Director of Monitoring reviews audit findings and forward them to the Division of Community
Services and the Monitoring Supervisor. Audit findings are placed on a spreadsheet and addressed
during monitoring visits with the entity and addressed on the monitoring report.
OMB Control No: 0970-0382
ATTACHMENT-COMPLIANCE MONITORING
Statutory Reference 2605(b)(10)
Division of Monitoring (DPI)
MONITORING
The Mississippi Department of Human Services (MDHS) is required to monitor the activities of
its subgrantees by following the Single Audit Act Amendments of 1996, the Office of Management
and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations, and the OMB Circular A-133 Compliance Supplement. MDHS shall monitor each
project, program, subgrant, function, or activity supported by a Federal award to assure compliance
with applicable Federal regulations and that performance goals are achieved.
POLICY
MDHS has established uniform monitoring policies designed to ensure that all subgrants under the
jurisdiction of MDHS are administered in compliance with Federal requirements and with the
terms of the subgrant agreements. Monitoring subgrants, for compliance with the applicable
Federal regulations, State laws, Agency policies, and the terms of the subgrant agreements, is the
responsibility of the MDHS Division of Monitoring.
Subgrant monitoring procedures may include several of the various options available. These
options include: reviewing reports submitted by the subgrantee; reviewing documentation
supporting expenses reported under MDHS subgrants; reviewing the subgranteeâs single audit or
program-specific audit results and evaluating audit findings and the subgranteeâs corrective action
plan; performing on-site reviews of fiscal and programmatic records and observing subgrantee
operations; and/or, arranging for limited scope audits of specific compliance areas.
Planning Considerations
When determining the extent of monitoring procedures to perform, MDHS will consider factors
such as the amount of the subgrant, the percentage of a Federal programâs total funds awarded to
subgrantees, and the complexity of the compliance requirements. To determine the appropriateness
of monitoring procedures, MDHS will consider the cost-effectiveness of monitoring procedures
compared to the relative size and complexity of the Federal awards administered by the subgrantee.
The following factors will also be considered when determining the monitoring procedures to be
performed to ensure compliance with the Federal regulations, State laws, Agency policies and
procedures, and the terms of the subgrant agreement:
1. The amount of the subgrant in relation to the total amount of the program;
2. Prior experience of the subgrantee operating subgrants supported by Federal funds;
OMB Control No: 0970-0382
3. Results of the MDHS follow-up on prior year single audit findings;
4. Results of the review of documents submitted by the subgrantee;
5. Results of the desk review of supporting documentation for expenditures;
6. Results of previous on-site fiscal and programmatic reviews; and/or,
Monitoring Procedures
1. Review of Reports Submitted by Subgrantees
Subgrants may be monitored by reviewing reports submitted by the subgrantee for compliance
with the subgrant agreement and program instructions. For example, the monthly reporting
worksheets may be reviewed for accuracy and completeness or the quarterly programmatic report
may be reviewed to ensure that each element of the Scope of Services is being met.
2. Review of Supporting Documentation for Expenditures
Subgrants may be monitored by performing a desk review of supporting documentation for
expenditures reported under the subgrant. This review consists of contacting the subgrantee and
requesting documents to support certain amounts included on the subgranteeâs reporting
worksheets. These documents will be examined by the monitors to determine compliance with the
subgrant agreement and with State and Federal regulations. The results of the desk review will be
communicated in a written report to the subgrantee and to the MDHS Funding Division.
Desk reviews may be conducted at any time by staff of the MDHS, Division of Monitoring. The
desk review procedure may be used in lieu of or in conjunction with an on-site fiscal review or as
a follow-up to an on-site fiscal review to ensure that corrective actions have been implemented.
Fiscal monitoring through a desk review will include, at a minimum, a review of all documents to
support all expenses reported for one month of the subgrant period. Documents shall be reviewed
to support costs reported on the reporting worksheet submitted for the month in which the highest
dollar amount of expenses was reported as of the date that the schedule letter was prepared to begin
the desk review and request support documents.
When fiscal monitoring is initiated through a desk review and sufficient documents are not
provided by the subgrantee/contractor to support costs reported on the reporting worksheet, the
desk review shall cease, and fiscal monitoring shall be completed through an on-site review.
Fiscal monitoring shall not be performed through a desk review on the first subgrant awarded to a
subgrantee. In addition, monitoring through a desk review shall be alternated with on-site reviews
so that on-site fiscal monitoring is performed at least every other year.
Monitoring for programmatic compliance cannot be performed through a desk review.
OMB Control No: 0970-0382
3. Review of the Subgranteeâs Single Audit Report for Compliance, Evaluation of Audit Findings,
and Follow-up on Corrective Actions
Subgrantees that expend $500,000.00 or more of Federal financial assistance during the
subgranteeâs fiscal year shall have an audit performed by an independent Certified Public
Accountant in accordance with the Single Audit Act and OMB Circular A-133. As a part of
MDHSâ monitoring of each of its subgrants, these independent auditorâs reports shall be obtained
from the subgrantees and reviewed for compliance with Federal regulations.
Any audit findings identified in the independent auditorâs reports, as well as the subgrantees
proposed corrective action plans, shall be evaluated by the MDHS Funding Divisions. If the
subgranteeâs corrective action plan is acceptable, a management decision will be issued by the
MDHS Funding Division to resolve the audit findings. The MDHS Division of Monitoring will
follow-up on the subgranteeâs corrective action plan during the next on-site fiscal review that is
conducted.
4. On-Site Reviews for Program Compliance
On-site reviews for program compliance are required to be conducted at least once during the
subgrant period for every MDHS subgrant. On-site reviews for program compliance may be
performed on any subgrant at any time and may be repeated as often as deemed necessary by
MDHS. These reviews for program compliance will be conducted by the MDHS Division of
Monitoring.
The on-site programmatic reviews are formal in nature and are normally preceded by written
notification to the subgrantee and to the appropriate MDHS Funding Division Directors. However,
unannounced on-site programmatic reviews may also be conducted. On-site entrance and exit
conferences will be conducted with subgrantee officials and a written report will be issued
communicating the results of the review to the subgrantee and to the MDHS Funding Divisions.
The Agency shall follow-up on the subgranteeâs corrective action plan for any programmatic
monitoring findings.
5. On-Site Reviews for Fiscal Compliance
On-site reviews for fiscal compliance will be conducted by the Division of Monitoring, as provided
under this section. These visits may also be conducted at the request of the MDHS Executive
Director or the MDHS Funding Division Director.
These reviews are formal in nature and are normally preceded by written notification to the
subgrantee. The appropriate Funding Division Directors shall also receive written notification of
on-site fiscal reviews. However, unannounced on-site fiscal reviews may also be conducted. On-
site entrance conferences will be conducted with subgrantee officials. Exit conferences will be
conducted and a written report will be issued communicating the results of the review to the
OMB Control No: 0970-0382
subgrantee and to the MDHS Funding Divisions. MDHS shall follow-up on the subgranteeâs
corrective action plan for any fiscal monitoring findings.
6. Limited Scope Audits of Specific Compliance Areas
The Agency may engage an independent Certified Public Accountant to perform a Limited Scope
Audit of certain MDHS subgrants. The need for this type of review shall be determined on an
individual basis and shall be documented by the Division of Monitoring. The results of this review
shall be communicated to the subgrantee and to the MDHS Funding Divisions in a written report.
Corrective Action Process
The Initial Report of Findings and Recommendations that is forwarded to the subgrantee and to
the MDHS funding division shall require a written response from the subgrantee within fifteen
(15) working days. Upon receipt of the response from the subgrantee, the Director of the Division
of Monitoring and other appropriate staff shall assess each response for adequacy. If all responses
are adequate, a letter will be issued to the subgrantee clearing all findings. If any responses do not
adequately address the findings, the subgrantee will be notified in writing by the issuance of a
Status Report acceptable to MDHS requiring a second response from the subgrantee within ten
(10) working days.
If the subgrantee fails to satisfactorily resolve all of the monitoring findings, the Division of
Monitoring will issue a Final Notice Letter to the subgrantee demanding that the subgrantee refund
the amount of questioned costs and advising the subgrantee of the procedures to follow if they
wish to request an administrative hearing with the MDHS Executive Director.
If the subgrantee does not respond to the Final Notice Letter, the subgrantee will be referred to the
State of Mississippi Office of the Attorney General to recover the unresolved questioned costs,
and the Agency may begin procedures for debarment and suspension against the subgrantee
organization and the subgrantee authorized official.
Discovery of Possible Fraud, Mismanagement, or Program Abuse
In the event indications of possible fraud, mismanagement, or program abuse are discovered during
the course of monitoring subgrants, the Director of the Division of Monitoring shall notify the
Chief Compliance Officer, who shall notify the MDHS Inspector General. The MDHS Inspector
General and appropriate personnel will decide the course of action to be taken, including the degree
of disclosure to subgrantee personnel and to the MDHS Funding Divisions. The format for
reporting such incidents will be determined by the Chief Compliance Officer and/or the MDHS
Inspector General.
OMB Control No: 0970-0382
Division of Community Services (DCS)
Statutory Reference 2605(b)(10)
TRAINING AND TECHNICAL ASSISTANCE (T&TA)
DCS staff uses several tools and checklists to conduct an overall comprehensive review of the
agenciesâ operations. Throughout both the programmatic and fiscal review process there should
be ongoing, open communication with the staff to facilitate clarification of facts and prevent
misunderstandings, provide the reviewer with a full understanding of the agenciesâ operations, and
provide the agency with a full understanding of the review process.
Preliminary areas of noncompliance should be summarized and discussed with the Executive
Director and/or designated staff during the exit conference. Copies of specific documents,
supporting schedules, and reports obtained during the site visit to facilitate preparation of the report
should be discussed during the exit conference. The agency is given the opportunity to provide
comments and present additional information or explanation regarding a specific finding before it
is included in the report.
The report should include specific timelines for any required corrective action associated with each
finding. Copies of the report should be mailed to agencyâs Board and the agencyâs Executive
Director. A copy should also be provided to the DCS Program Director and Compliance Officer.
The agency is required to respond in writing to each of the findings and observations mentioned
in the report, including a detailed plan for taking corrective actions and implementing required
changes. The initial response is due within 30 days from the date of the report. The agencyâs plan
for resolution and corrective action will be reviewed by Compliance Team to ensure that all
findings have been adequately addressed.
In the event an agency is unable or unwilling to correct a specified area of noncompliance within
the prescribed timeline, DCS will report the deficiency to MDHS-Inspector General. If MDHS
determines that the agency remains noncompliance in a specified area, DCS may contact DHHS
to initiate proceedings to terminate the organizationâs designation as a Community Action Agency.
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Division of Community Services (DCS)
Statutory Reference 2605(b)(10)
FEDERAL (SINGLE) AUDIT MANAGEMENT LETTER
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Division of Community Services (DCS)
Statutory Reference 2605(b)(10)
BOARD POLICY
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES DIVISION OF COMMUNITY
SERVICES
BOARD POLICY
FOR
COMMUNITY SERVICES BLOCK GRANT ELIGIBLE ENTITIES
The Community Services Block Grant (CSBG) Reauthorization Act of 1998 requires that, as a
condition of designation and to receive CSBG funding, private non-profit entities and public
organizations administer the CSBG program through tripartite boards that âfully participate in the
development, planning, implementation, and evaluation of the program to serve low-income
communities.â In order for the State to promote the continued viability and effectiveness of
eligible entities through appropriately constituted and well-functioning boards, this policy is issued
to provide guidance on the composition, role, and responsibilities of the tripartite board.
Board Composition
The eligible entityâs board of directors should consist of a minimum of six (6) members and a
maximum of three times the number of counties an entity has in its service area (with the exception
of agencies with one county). Each county must be equally represented with members from each
sector as described below.
Representatives of Low-Income Individuals and Families (Low-Income Sector)
The CSBG statute requires that a minimum of one-third of tripartite board membership be:
1.
Comprised of representatives of low-income individuals and families who currently reside
in the areas served. The implicit intent is to ensure those who are served by the eligible entity
have a strong voice in agency governance and communicating the needs of the community.
2.
âChosen in accordance with democratic selection procedures.â Representatives of this
sector may be nominated or elected either within a neighborhood or within the community as a
whole; at a community meeting, a community organization meeting, or meeting of another low-
income service provider; and the meeting was publicized using at least one of various kinds of
media. No more than two members of Head Start Policy Councils may serve on the board.
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Elected Public Officials or their Representatives (Public Sector)
The CSBG statute requires one-third of tripartite membership be elected officials. If a sufficient
number of elected officials is not available, an appointed public official may be chosen. The
elected official may choose a designee to act on his/her behalf. The designee would then be the
board member and have full authority to exercise voting rights.
Entities are not restricted to choosing certain elected officials to serve on the board. These
members should support the goal of the agency to address the poverty needs of the community and
coordinate action by local governments. If an entityâs bylaws state only certain elected officials
can serve, the State strongly suggests a revision of the bylaws.
Public officials must be âholding office on the date of selection.â Also, the public official or
designee may serve on the board only while the public official is in office. The public official may
change a designee at any time by submitting a letter to the board. Entities are responsible for
ensuring this sector remains current such as prompt notification of newly elected officials or
currently elected officials of the opportunity to serve on the board should the entity still choose.
The entity must ensure timely replacement of board members who no longer hold office and ensure
the last day of office for the public official is the last day of service on the board.
Representatives of Major Groups and Interests in the Community (Private Sector)
The remaining board members must be selected from âbusiness, industry, labor, religious, law
enforcement, education, or other major groups and interests in the community served.â Members
of this sector are included because they represent the balance of the community, and the entity
cannot succeed without the support, resources, and participation of this group.
Eligible entities must ensure that no organization, business, or group has an indefinite seat on the
board, meaning the selection of board members shall allow the opportunity for other interested
organizations to serve on the board. Anyone chosen in this sector must be a member of the
organization or an employee and live in that county.
Background Checks
Background checks must be conducted on all Board Members. If the background check identifies
a past or present conviction for a felony or crime (either federal or state) the individual may not be
seated on the board.
Duration of Service
The state requires a board member to serve no more than a maximum of three (3) four-year terms.
This requirement is not retroactive, meaning, board members whose terms expired prior to
this policy revision cannot serve the additional term granted by this policy revision.
The board member must be re-elected or re-appointed at least one month before the end of each
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four-year term. The terms may be continuous or there may be a break in service. Eligible entities
are encouraged to stagger the term expirations, whereas not to create an issue of too many board
members leaving the board at the same time thus jeopardizing the governance of the board.
Should a board seat become vacant, it must be filled within a sixty (60) day period, unless a written
request for waiver has been granted by DCS Director, within the sixty day period. Further, it is
the responsibility of the board to notify DCS in writing within ten (10) days of any board changes,
and an updated board roster submitted.
The entity shall provide DCS with a current board roster with supporting documentation of each
memberâs election or appointment. This information must also be kept on file at the entityâs main
office for review during monitoring visits.
Entities may not seat a former employee as a board member for a period of two (2) years after
leaving employment at the agency. Agencies may prohibit a former employee who has been
terminated from serving on the board. Entities should prohibit federal/state employees from
serving on the board if there is the potential for a conflict of interest between the federal/state office
and the entityâs business transactions, such as a potential funding source.
Entities may not employ a board member during the time of service on the board, nor for a period
of two (2) years after leaving the board. This waiting period is to avoid the appearance of a board
member having an undue employment advantage.
Training Requirements
New board members or members who had a one (1) year or more break in service shall participate
in an orientation within two (2) months of being seated. The orientation shall include at a
minimum: federal, state, local policies and procedures as it relates to the entity and its programs;
board bylaws; articles of incorporation; entity mission; entity strategic plan; entity financial and
programmatic reports; program overview to include sources of funding; audit report; board
responsibilities and liability; conflict of interest; and ROMA.
Board members shall participate in training at least every two (2) years on board responsibilities
and governance as specified in the CSBG Organizational Standards.
Training and/or orientation may be done at board meetings, special sessions, and may be done in
person, electronic media, or other methods as determined by the board.
Should an entity fail to comply with training requirements, DCS will declare entity at-risk, and
issue a request for a corrective action plan, which may result in a notice to terminate funding.
Board Member Responsibilities
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The following list of responsibilities is necessary for the success of the entity, however, it is not
all inclusive of what is expected of a board member:
Fully participate in the development, planning, implementation, and evaluation of the entityâs
programs.
Plan and participate in the entityâs fund-raising events.
Develop entity mission statement and ensure activities and programs support it.
Develop entity strategic plan and receive periodic reports regarding the progress of it. Establish
policy for the entity.
Supervise and evaluate one employee, the entityâs executive director. Attend and
participate in all scheduled board meetings.
Empower the entity by working with the community and being an ambassador for the entity and
its programs.
Participate in scheduled trainings and entity events.
Board Committees
Entities are required to appoint at least five (5) standing committees: (1) Executive; (2) Planning
and Evaluation; (3) Finance; (4) Personnel and; (5) Human Rights Committees. The entity may
change the description of the activities of the standing committees as needed to conform to the
diverse dynamics of the entity.
â˘
The Executive Committee is responsible for the general conduct of the boardâs
business on a day-to-day basis. The major functions of this committee are: to act upon
matters in a timely manner; establish standing and subcommittees, and assign members to
each; review the major administrative policies and recommend modifications to the full
Board; secure adequate legal counsel for the entity; and to evaluate the entityâs executive
director.
â˘
The Planning and Evaluation Committee is responsible for the development of the
strategic plan and the evaluation of the entityâs performance on meeting the goals in the
strategic plan. The duties of this committee include: ensure the community strengths and
needs assessment is completed; review and approve programs to be operated by the entity;
develop internal reporting standards for programs; recommend funding of specific
programs to the full board; evaluate each program or project on a timely basis; and
coordinate efforts of the public and private sectors and other committees to meet the needs
of the families served.
â˘
The Finance Committee oversees the fiscal functions of the agency. This
committee reviews budget proposals prepared by the entity staff; reviews financial reports
on a monthly basis; ensures an adequate fiscal management system is in place; assists in
securing additional sources of funding; and review and make recommendations to the full
Board on all fiscal matters.
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â˘
The Personnel Committee is responsible for overseeing personnel functions and
certain administrative functions of the entity. The duties of this committee include the
review of personnel policies; promotions; salary ranges; hiring of employees recommended
by the Executive Director; assist in the selection process when employing an Executive
Director; and promote staff and career development programs for entity staff.
â˘
The Human Rights Committee acts on matters regarding the rights of employees.
Listening, hearing, fact-finding and providing objective judgements are the core functions
of this committee. Other functions include ensuring protection of the entity and the rights
of employees as established in the agencyâs Equal Opportunity Plan and recommending
approval or denial of it to the Board; hearing equal opportunity complaints and
recommending possible solutions to the Board; and ensuring due process prior to the
termination of an employee.
Entities may appoint as many committees as needed to carry out the responsibilities of the board
effectively. Committee membership should reflect the composition of the Board,
i.e. a committee should be comprised of members from different sectors, counties, etc.
Committees should divide the workload of the board, develop and promote the expertise of
members, and permit decision-making between meetings. Entities should have a board
development plan to ensure quality membership selection.
Voting by proxy is not permitted at board or committee meetings.
Removal of Board Members and Officers
Entities must develop removal provisions in its bylaws, consistent with state nonprofit corporation
law, which specifies special notice and other procedural requirements for removal. The board may
remove any director or officer for cause, including but not limited to: false certifications on the
application, unexcused absences for a certain number of consecutive board meetings, failure to
comply with the entityâs conflict of interest policy, taking actions not in the best interest of the
entity, incapacity, inappropriate conduct.
In instances of waste, fraud, or abuse, a board member must be removed immediately after it is
discovered.
If any Board Member has been removed from the private or public sector or was not re-elected for
the poor sector, they cannot serve in a different sector (i.e. no moving from one sector to another
is allowed.)
By-Laws Requirements
Board by-laws shall list the total number of seats on the board per sector. They must include
procedures for the selection of new board members in case of a vacancy for any reason. All
vacancies shall be filled within 60 calendar days. The democratic selection procedure for the low-
income sector must be described in detail.
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Board by-laws must describe any performance standards (such as attendance, etc.). These
standards must include a standard of conduct which specify expectations and conditions under
which board members may be sanctioned or removed.
Board by-laws must describe quorum requirements, which shall be at least 50 percent plus one of
the seats on the board.
Board by-laws must describe meeting requirements. Board meetings are subject to the State Open
Meetings Act. The board shall meet monthly. Board meetings must be scheduled for the
convenience of its members and the general public. Eligible entities shall provide notice in writing
of any board meetings and agenda to all members at least 5 calendar days in advance. Electronic
notices are acceptable, is members receiving the notices have agreed to accept this form of
notification. Meeting notices and agendas shall be made available to the general public and
MDHS/DCS at the time they are submitted to the board members.
By-laws must not conflict with any federal or MDHS policies or procedures.
Board Minutes
The board shall conduct meetings and keep written minutes in accordance with Robertâs Rule of
Order. Board minutes shall be made available to the public upon request. Minutes shall also be
made available upon request in a translation of the appropriate language where a significant portion
of the low-income population does not speak English.
Copies of the minutes of each meeting shall be submitted to MDHS/DCS no later than 10 calendar
days after the date of the meeting in which the minutes were ratified. If the meeting did not have
a quorum, the minutes shall be submitted within 3 calendar days of the meeting.
Board minutes must include a public notice of the meeting (newspaper notice, etc.), an agenda,
sign-in sheets, and supporting documentation of newly seated board members. In case of any
virtual or phone meetings, a virtual attendance document shall be sent to each individual who
participated in the meeting and sent back signed and dated. Board minutes must be submitted on
agency letterhead.
Policy Effective March 2024