Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 20 - Division of County Operations › Rule 016.20.17-003 - Community Service Block Grant

Current through Register Vol. 49, No. 6, June, 2024
Section
			 I
- Program Scope Mission, Roles and Responsibilities
The mission of the Arkansas Department of Human Services
				is to improve the quality of life of all Arkansans by protecting the
				vulnerable, fostering independence, and promoting better health.
The Arkansas Department of Human Services, Divison of
				County Operations, Office of Community Services (DHS/DCO/OCS) is the agency
				designated by the Governor to administer and distribute Community Services
				Block Grant (CSBG) funds.
In its second role, the State Lead Agency is responsible
				for performance-based reporting of Community Services Block Grant funds. This
				entails the collection of data from each agency, then compiling the data and
				submitting reports to the federal agency that is responsible for the funds. In
				the case of CSBG funds, the performance-based element is referred to as ROMA
				-Results Oriented Management and Accountability.
A third role, or responsibility, that the State Lead
				Agency has is that of providing training and technical assistance to the
				eligible entities' executive directors, board members and staff. Training and
				technical assistance covers a wide range of subjects including, but not limited
				to, workshops on succession planning, ROMA, case management, financial
				management, CSBG Organizational Standards, reporting, OMB guidance, monitoring
				and board governance. Technical assistance is provided both as a response to
				requests and as a result of monitoring reviews that indicate weaknesses. The
				State Lead Agency strongly encourages all of the eligible entities to request
				technical assistance if they encounter issues or situations in which they feel
				guidance is needed. The State Lead Agencies' primary goal, exceeded only by the
				programmatic assurances set forth in the act, is to ensure that all CSBG funds
				and programs are administered to
all
sub-grantees in accordance
				with the law.
The fourth role of the State Le-ad Agency is determining if
				funds are used in accordance with applicable federal and state laws, rales,
				regulations, or policies. The determination is made through monitoring reviews
				as well as audit reports. In those instances where it is determined that the
				use of funds was not
m
compliance with applicable laws, rales,
				regulations, or policies, then corrective action must be determined. If the
				determination includes disallowed costs that must be repaid, then the
				sub-grantee will be required to reimburse those funds to the State. The State
				will, in turn, remit the reimbursed funds to the funding source.
The State Lead Agency's fifth role with respect to eligible
				entities is that of partner. DHS/DCO/OCS works in partnership with not only the
				entities, but also; with other funding sources, state agencies, and the
				Arkansas Community Action Agencies Association (ACAAA).
The partnerships serve as a means to provide the mddest range
				possible of services to the low-income iri the most cost- effective and
				efficient maimer. DSH/DCO/OCS will work directly with
each eligible entity and its board pertaining to
				contractual matters or the affairs of that particular
agency.
Revision of Rules and
				Procedures
Periodically it will be necessary to change or revise
				procedures and requirements. This may be in response to new Federal or State
				regulations, changing circumstances among the low-income population, or
				resources available to low-income citizens. Therefore, the State Lead Agency
				will review the procedures contained in this manual on a regular basis and
				issue any changes in the form of DHS/DCO/OCS Policy Letters.
A Policy Letter is an official means of communication in
				which pertinent policy and procedure changes are distributed to each eligible
				entity across Arkansas and to the Arkansas State Association. The State Lead
				Agency will ensure that all entities receive notice of policy/procedure changes
				via Policy Letters, and will make the appropriate revisions to the CSBG
				Policies and Procedures manual as needed under the guidance of the DHS/DCO
				Director.
Severability
The provisions of these regulations are severable, and if
				any provision is held unconstitutional or a violation of statute by any court
				of competent jurisdiction, or shall otherwise cease to be effective, all other
				provisions of these regulations shall remain in effect.
Implementation
Each eligible entity shall take all necessary steps,
				including but not limited to the adoption of amendments to existing by-laws, in
				order to comply with the requirements of these regulations at their effective
				date
Citizen Access and
				Privacy
The following documents must be made available for public
				inspection:
Funding applications submitted to the State Lead
				Agency;
! The eligible entity's most recent Articles of Incorporation,
				by-laws, board membership list, needs assessment and strategic plan;
*t*
All contracts (including funding, consulting, goods and
				services) pertaining to CSBG
funds;
*l*
All final reports (including
				audits) made to the State Lead Agency on projects funded with
CSBG
funds;
Minutes of the meetings of the Board of Directors;
Position titles, salary ranges and job descriptions for all
				compensated positions.
These documents may be made available to the public at
				the eligible entity's office at a reasonable time scheduled by the eligible
				entity and as agreed to by the person requesting the information.
If the requesting person wishes copies of the document
				and it is feasible to provide such copies, the eligible entity may request a
				reasonable fee, not to exceed actual costs; for the copying of such
				documents.
State and federal regulations shall apply for privacy of
				personal data held by the eligible entity relative to CSBG supported personnel,
				programs and activities.
Programmatic
				Assurances
"The purposes of the Community Services Block Grant
				Program are:
" (1)
to
			 provide assistance to states and local communities, working through a network
			 of community action agencies and other neighborhood-based organizations, for
			 the reduction of poverty, the revitalization of low-income communities, and the
			 empowerment of low-income families and individuals in rural and urban areas to
			 become fully self-sufficient (particularly families who are attempting to
			 transition off a State program carried out under part A of title IV of the
			 Social Security Act ( 42
			 U.S.C. 601 et seq.)); and
" (2)
to accomplish the goals
			 described in paragraph (1) through-
"
			 (A)
the strengthening of community capabilities
			 for planning and coordinating the use
of a broad range of Federal, State, local, and other
				assistance (including private
resources) related to the elimination of poverty, so that
				this assistance can be used in a
manner responsive to local needs and
				conditions;
" (B)
the organization of a range of services related to the needs of
			 low-income families
and individuals, so that these services may have a
				measurable and potentially major
impact on the causes of poverty in the community and may
				help the families and
individuals to achieve self-sufficiency;
" (C)
The greater use
of
innovative and effective community-based approaches to
attacking the causes and effects of
poverty and of
				community breakdown;
"
			 (D) the maximum participation of residents of the
			 low-income communities and members of the groups served by programs assisted
			 through the block grants made under this subtitle to empower such residents and
			 members to respond to the unique problems and needs within their communities;
			 and PUBLIC LAW 105-285-OCT. 27, 1998 112 STAT. 2729
"
			 (E) The broadening of the resource base of programs
			 directed to the elimination of poverty so as to secure a more active role in
			 the provision of services for-
" (i) private,
			 religious, charitable, and neighborhood-based organizations; and
" (ii) individual citizens, and business,
			 labor, and professional groups who are able to influence the quantity and
			 quality of opportunities and services for the poor."
Legislative Provisions and
				Requirements
The State Lead Agency is required to make available to eligible
				entities, no less than 90 percent of the funds received through the Community
				Services Block Grant to accomplish the goals set forth in the programmatic
				assurances. No more than 5 percent may be utilized for administrative
				costs.
90% Eligible Entity
- Funds
				appropriated for the purpose of the Community Services Block Grant shall be
				allocated annually to the eligible entities. Arkansas has in place a historical
				allocation formula that was based on poverty, population and a "hold-harmless"
				indicator number. The formula will stay in place for the period of
				FY2018.
During FY 2018, The State Lead Agency will research funding
				formula from other states, will identify (in accordance with CSBG IM 116) and
				adopt the funding formula that will best support the work of the Arkansas CSBG
				network. This new formula will be implemented in the year following its
				adoption.
5% Administrative
-
				U.S.C. Section 675C (b)(2) states, "No State may spend more than the greater of
				$55,000 , or 5 percent, of the grant received under section 675A or State
				allotment received under Section 675B for administrative expenses, including
				monitoring activities. Funds to be spent for such expenses shall be taken from
				the portion of the grant under section 675A or State allotment that remains
				after the State makes grants to eligible entities under subsection (a)".
5% Discretionary
- The
				remaining funds will be allocated in accordance with U.S.C. Section 675(b) (2)
				states, the remaining 5% of the funds can be used for a variety of CSBG-related
				purposes. Examples of these purposes include awarding funds to CSBG-network
				organizations to provide training and technical assistance to CAAs and awarding
				funds on a competitive basis to organizations conducting community economic
				development activities, rural community development activities, case
				management, fatherhood initiatives, disaster relief and neighborhood innovation
				projects. Arkansas will also use these funds to provide for the identification,
				adoption, purchase and implementation of a state-wide data collection system
				for the eligible entities.