PPR reports. (See OEO Instruction 6005-1.) (c) How and when to submit reports-(1) Reporting Format. (i) Grantees will prepare reports using CSA Form 440. (See Attachment A.) Each PPR report will provide an analysis of accomplishments in relation to each goal on the grantee's currently approved work program and will detail problems, planned changes and training and technical assistance needs. In addition, effectiveness of each goal will be assessed by relating the progress made toward achieving the goal to the appropriate Standard(s) of Effectiveness. (ii) Grantees funded under Section 232 may be requested by the Administering Office to prepare a report in narrative form instead of using CSA Form 440. In such cases the requirement will be stated in the Special Conditions attached to the grant. These Conditions will also detail the information required which will include, at a minimum, a comparison of actual accomplishments with goals of the work program and an assessment of effectiveness. (iii) In order to assure that the quantifiable data being reported for programs funded under section 222(a) of the Economic Opportunity Act are uniform, CSA requires that Section 1.A. (measurable accomplishments) on the Form 440 includes all relevant data i.e., data resulting from activities undertaken as part of the work program, as indicated under the appropriate Program Account in Attachment B to this subpart. (2) Frequency—(i) Submission dates. (A) Except as indicated in paragraph (c)(2) (ii) and (iii) of this section each grantee is responsible for submitting to the appropriate CSA Administering Office a semi-annual and an annual Project Progress Report. Reports will be submitted 30 working days following the end of the second and fourth quarters of the grantee's Program Year of Program Account 01. (If not funded for PA 01, grantee should use its highest funded Program Account as a reference point for submission of PPR reports.) (B) Administering Offices and grantee officials may jointly agree in writing, to adjustments in the above reporting dates where this will make local progress reviews more meaningful and supportive of the mutual program direction and review objectives of the grantee and administering office. Also the administering office may reduce the frequency of reporting. However, except at the request of the grantee, the period covered by the PPR must always conform to that covered by the financial reports. (ii) Grants with termination dates. If a grant has a termination date, the grantee also is responsible for filing a final Project Progress Report within 90 calendar days following the termination date. (iii) Special requirements. There may be instances where more frequent reporting will be required, e.g. in the cases of developmental grants; when the grantee has a history of poor performance; etc. In these instances the funding office may require, as a condition of the grant, that Project Progress Reports be filed on a quarterly basis. However, in keeping with the Standards, reporting cannot be required more frequently than quarterly unless an exception is obtained by CSA (Headquarters) from OMB. It should be noted that more frequent reporting is not intended to be imposed routinely but rather on an exception basis such as when the aforementioned circumstances exist. (3) Number of Copies. One copy of the report is to be sent to the appropriate CSA Administering Office. (Grantees receiving grants which are administered by both a Regional Office and a Headquarters Program Office will send a copy of the PPR to each.) Additionally, grantees receiving funds under Sections 221 and 222(a) of the Act shall send one copy to the appropriate SEOO for information. (4) Availability of CSA Form 440. Supplies of CSA Form 440 may be ordered from: CSA Distribution Center, 49 "L" Street SE., Washington, D.C. 20003. [42 FR 43843, Aug. 31, 1977, as amended at 44 FR 61347, Oct. 25, 1979] PROJECT GOAL-To provide outreach, referral and follow-up services to 650 low-income target area residents using neighborhood center staff, Policy Advisory Committees and minimum of 25 volunteers 1. ACCOMPLISHMENTS STANDARD(S) OF (No.) A-II, III, IV, V. A. MEASURABLE-During this period, 30 volunteers assisted CAA in performing outreach and home visitations. Overall, information on community programs was given directly to 500 residents; 350 were referred to other organizations for assistance; follow-up was conducted on 200 of these. B. NON-QUANTIFIABLE-The County Department of Human Services has formally requested the CAA to perform outreach for Title XX, Community Development and Food Stamp programs, CAA is doing preliminary eligibility screening for these programs to speed up processing. County-wide computerized I&R system is being considered by County Commission. 2. PROBLEMS Low attendance at Policy Advisory Committee meetings. No quorum for three of last four meetings. Three PAC positions are vacant. Follow-ups hampered by (a) inadequate record-keeping in two centers and (b) lack of travel funds. 3. PLANNED CHANGES* Elections will be held early next month to fill vacant PAC positions. After this SEOO will conduct training for PAC members on their roles and responsibilities. Recordkeeping system is being computerized to facilitate client "tracking." Budget is being revised to allocate more funds to travel. 4. TRAINING AND TECHINICAL ASSISTANCE NEEDS* Outreach supervisors need training in planning center activities. PAC members need motivation; contact with Federal officials would help. 5. ASSESSMENT OF EFFECTIVENESS Service delivery remains generally efficient (Standard A-II) but lack of participation by low-income (Std A-III) causes concern. Greater involvement of volunteers (Stds A-IV and A-V) has improved CAA's "image" in community. *Do not complete when filing final report or in annual reports for individual projects which will not be refunded. CERTIFICATION The undersigned certifies that this report has been completed in accordance with applicable instructions; that it is true to the best of his/her knowledge, information and belief; and that it has been approved, or reviewed and approved, as indicated in CSA FORM 440 (REV. JUL 1977) (REPLACES OEO FORM 440, DATED AUG 1972, WHICH IS OBSOLETE.) INSTRUCTIONs for ComplETING CSA FORM 440 There should be a brief report for each project goal listed on the approved CSA Form(s) 419. Therefore, there should be a separate CSA Form 440 for each goal. (Note: The annual report also should give a separate summary for the entire program year for the project as a whole in addition to progress toward each goal. In this case, mark SUMMARY in the Project Goal box.) In addressing topics 1 through 5 on the Form 440, the following information should be included for each goal; ITEM 1. Accomplishments: a. Measurable.-Describe achievements in relation to approved goals in measurable terms; include unanticipated benefits to community or target groups, b. Nonquantifiable.-Give brief description on nonquantifiable accomplishments. 2. Problems.-Reasons for failure to reach project goals. 3. Planned Changes. 1-Indication of planning or project management changes scheduled as a result of PPR analysis. 4. Training and Technical Assistance Needs. 1-Description of assistance needed from CSA or other sources. 5. Assessment of Effectiveness.-Assessment of grantee status with respect to general and/or specific standards of effectiveness applicable to this goal. Appraise effectiveness in light of costs and other uses of resources. 6-10. (Certification section).-Complete this section on page 1 only of your report. Total Number Beneficiaries of Community Centers 07. Senior Opportunities and ServicesAccess 222(a)(2). Total Number Elderly Transported to Services Total Number New Beneficiaries Number New Beneficiaries Food Stamp Number New Beneficiaries of WIC Number New Beneficiaries of School Breakfast Number New Beneficiaries of School Lunch Number New Beneficiaries of Elderly Feeding Number New Beneficiaries Summer Feeding Number New Beneficiaries of other (Identify) 13. Nutrition-Self-Help (222)(a)(1). Total Number Beneficiaries Number Beneficiaries from Buying Clubs Number Beneficiaries from Community Cannery Number Beneficiaries from Food Gleaning Number Beneficiaries from Food Raising Total 2 Estimated dollar value of Above SelfHelp Efforts 16. Nutrition-Crisis Relief (222)(a)(1). Total Number Beneficiaries 21. Energy-Weatherization (222)(a)(5). Total Number Units Weatherized Number Elderly Head of Household Units Total Number Persons Employed in Weatherization Number Persons Employed using CETA Funds Number Persons Employed using CSA Funds Number Persons Employed using Other (Identify) Funds Total Non-CSA Dollar Resources Mobilized 22. Energy-Crisis Intervention (222)(a)(5). Total Number Beneficiaries Number People Benefiting from Payment of Fuel Bills Number People Benefiting from Emergency Energy Related Home Repairs Total Dollar Payment Other than Home Heating Payments 2 Explain the Basis for Estimation. 80-153 0-81--15 Number Beneficiaries of Solar Space Heating Number Beneficiaries of Solar Domestic Number Beneficiaries of Wind Technology 31. Rural Housing-Housing Production (222) (a)(4). Total Number Housing Units Number Units Constructed Number Units Repaired and Rehabilitated Total Non-CSA Dollars Mobilized 32. Rural Housing-Access to Federal Home Loan Service (222)(a)(4). Total Number Loans and Grants Number Loans and/or Grants Submitted Total Number Persons Trained Number Trained with Green Thumb Funds 33. Rural Housing Training and Technical Assistance (222)(a)(4). Total Number of Beneficiaries Trained and/ or Provided Technical Assistance 34. Rural Housing-Small Town Community Development (222)(2)(4). Total Number of Public Officials Trained and/or Provided Technical Assistance 35. Rural Housing-Housing Consumer Assistance (222)(a)(4). Total Number of Beneficiaries 36. Rural Housing-Management Services (222)(a)(4). Total Number Beneficiaries Counselled Total Number Housing Units Managed 80. Energy-Emergency Energy Assistance (222)(a)(5). Total Number Beneficiaries Total Number Households Assisted Number Elderly Head of Households Number Rental Households Assisted Total Dollar Payment Heating Fuel Bills Dollar Payment Oil Heating Fuel Bills (1) OMB Circular A-110, Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (Attachment I). (2) FMC 74-7, Uniform Administrative Requirements for Grants-in-Aid to State and Local Governments (Attachment J). (3) OEO Instruction 6806-05, Limitations on Program Expenditures. (4) CSA Instruction 6800-12, Grant Closeout Procedures (Uniform Federal Standard) (45 CFR § 1050.110). (5) CSA Instruction 6800-13, Suspension and Termination Procedures (Uniform Federal Standard) (45 CFR § 1050.120). (6) CSA Instruction 6710-1, Change 10, "Preparation of CSA Form 314, Statement of CSA Grant." (7) Treasury Department Circular No. 1075, as revised, "Regulations Governing Withdrawal of Cash From the Treasury for Advance Under Federal Grant and Other Programs." (8) Treasury Fiscal Requirements Manual, Part VI, "Other Fiscal Matters." § 1050.91 Definitions. Letter-of-Credit. A (a) Letter-ofCredit is an instrument certified by an authorized official of a Federal funding agency that authorizes a grantee to draw funds when needed from the Treasury, through a Federal Reserve bank and the grantee's commercial bank, in accordance with the provisions of Treasury Circular No. 1075, as revised. (b) Advance by Treasury check. An advance by Treasury check is a payment made by a Treasury check to a grantee upon its request before outlays are made by the grantee or through the use of predetermined payment schedules. (c) Reimbursement by Treasury check. A reimbursement by Treasury check is a Treasury check paid to a grantee upon request for reimbursement from the grantee. (a) Payments can be made to grantees through a letter-of-credit and an advance by Treasury check. (b) Except for construction grants and other construction agreements for which optional payment methods are authorized, as described in paragraph (d) of this section, the letter-of-credit method shall be used by CSA if all of the following conditions exist: (1) If there is or will be a continuing relationship between a grantee and CSA for a least a 12 month period and the total amount of advance payments expected to be received within that period from CSA is $120,000 or more, as prescribed by Treasury Circular No. 1075. For joint funded projects the Treasury has authorized a dollar criteria of $120,000. (2) If the grantee has established or demonstrated to CSA the willingness and ability to maintain procedures that will minimize the time elapsing between the transfer of funds and their disbursement by the grantee. (3) If the grantee's financial management system meets the standards for fund control and accountability prescribed in 45 CFR 1050.60 (CSA Instruction 6800-7, Standards for Financial Management Systems.) (c) The method of advancing funds by Treasury check shall be used, in accordance with the provisions of Treasury Circular No. 1075, when the grantee meets all of the requirements specified in paragraph (b) of this section, except those in paragraph (b)(1) of this section. (d) A reimbursement by Treasury check shall be the preferred method if the grantee does not meet the requirements specified in paragraphs (b)(2) and (b)(3) of this section. At the option of CSA this method may also be used on any construction agreement, or if the major portion of the program is accomplished through private market financing or Federal loans, and the Federal assistance constitutes a minor portion of the program. When the reimbursement method, is used, CSA shall make payment within thirty days after receipt of the billing unless the billing is improper. (e) When the letter-of-credit procedure is used, the grantee shall be issued one consolidated letter-of-credit whenever possible to cover anticipated cash needs for all grants and other agreements awarded by the sponsoring agency. (f) (1) Unless otherwise required by law, CSA shall not withhold payments for proper charges made by grantees at any time during the project or program period unless (i) a grantee has failed to comply with the program objectives, general or special conditions, or CSA reporting requirements; or (ii) the grantee is indebted to the United States, and collection of the indebtedness will not impair accomplishment of the objectives of a project or program sponsored by the United States. (See § 1050.110 and § 1050.115 (CSA Instructions 6800-12 and 6800-13) for procedures in cases of closeouts, suspensions and terminations). (2) Under such conditions, CSA may, upon reasonable notice, inform the grantee that payments will not be made for obligations incurred after a specified date until the conditions are corrected or the indebtedness to the Federal Government is liquidated. [42 FR 18034, Apr. 4, 1977, as amended at 43 FR 44532, Sept. 28, 1978] § 1050.93 CSA implementing policies and procedures. (a) Policy. Federal funds awarded under CSA grants will be made available (advanced) by letter of credit or by check, depending upon the amount of the grant. Funds for grants of less than $120,000 annually will be advanced by the periodic issuance of Treasury checks. Funds for grants of over $120,000 and where there is an anticipated continuing relationship for one year will be made available through the issuance of a Treasury Department Letter of Credit. (b) Grants under $120,000 annually. (1) Fund advances for grants totaling less than $120,000 annually will be made by a monthly check to the grantee. The amount of the monthly check will be computed based upon a grantee's anticipated rate of expenditure over the period of the grant, and subject to adjustment based upon an |