HomeMy WebLinkAboutI - 05b CDBG Grant CloseoutKATHY HOCHUL
Governor
RUTHANN VISNAUSKAS
Commissioner/CEO
June 21, 2022
Honorable Thomas Williams
Town of Cortlandville
3577 Terrace Road
Cortland, NY 13045
Dear Supervisor Williams:
Re: Grant Closeout
NYS CDBG Project #287HR323-19
The Office of Community Renewal (OCR) has determined that the Town of Cortlandville has
satisfactorily completed CDBG Project #287HR323-19 and can now begin the formal closeout
process.
The Town of Cortlandville is requested to review the attached NYS CDBG Grant Closeout
Transmittal Form and instructions for completing the form. A scanned email copy of this form
must be returned to the OCR within 30 days of the date of this letter.
If you have any questions or need any additional information, please contact me at (518)
474-2057 or by e-mail at savitry.kola@hcr.gov.
Sincerely,
Savitry Kola
Community Developer
Office of Community Renewal
cc: Kristin Rocco Petrella, Clerk/Treasurer/Registrar
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Hampton Plaza, 38-40 State St., Albany NY 12207 │www.nyshcr.org
NYS CDBG GRANT CLOSEOUT TRANSMITTAL FORM
By signing this Grant Closeout Transmittal Form, the Town of Cortlandville acknowledges
that any remaining balance of funds for CDBG Project Number 287HR323-19 identified on
Schedule B Final Budget and Accomplishments will be deobligated and no further
disbursements related to this grant will be processed after the submission of these forms.
Further, by signing this Grant Closeout Transmittal Form, Thomas Williams as Supervisor of
the Town of Cortlandville acknowledges that the following conditions have been met;
1.The Town of Cortlandville has completed CDBG Project Number 287HR323-19
according to the terms and conditions of the Grant Agreement dated between the Town of
Cortlandville and the Housing Trust Fund Corporation (HTFC).
2.The Town of Cortlandville, for and in consideration of the CDBG funds distributed to it by
the Office of Community Renewal (OCR) on behalf of the HTFC, does hereby remise,
release and discharge the HTFC, its officers, employees and agents, of and from all
liabilities, obligations, claims, and demands whatsoever arising out of the Grant Agreement
for CDBG Project Number 287HR323-19 entered into on between the Recipient and the
HTFC.
3.It is hereby certified that all activities undertaken by the Recipient with funds provided
under the Grant Agreement, to the best of my knowledge, have been carried out in
accordance with the Grant Agreement between the Town of Cortlandville CDBG Project
Number 287HR323-19 and the HTFC, and that every statement and amount set forth in this
instrument is, to the best of my knowledge, true and correct as of this date.
5. Any property acquired by the Recipient or Subrecipient, in whole or in part with NYS
CDBG funds has been identified on Real Property Register.
6. All costs incurred subsequent to the most recent annual audit period will be audited at the
time the Recipient’s next annual audit is conducted in accordance with OMB Circular
A-133. The Recipient will resolve any audit findings related to both the program and
financial aspects of the grant. In the event there are any costs which are disallowed by this
audit or any subsequent audits which cover NYS CDBG expenditures, and which are
sustained by the OCR, the amount of such costs shall be returned to the OCR via the HTFC.
If the Recipient is deemed to be subject to Single Audit in accordance with OMB Circular
A-133, a Conditional Certificate of Completion will be issued pending the receipt and
approval of the Single Audit.
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7.No costs have been incurred after the completion date of August 31, 2021 for the above
contract. All necessary documents and procedures have been followed, thereby finalizing
the above referenced contract.
The Recipient further acknowledges that the Final Budget and Accomplishments identified on
Schedule B of this closeout transmittal are true and correct.
Chief Elected Official
____________________________________________________________
Signature of Chief Elected Official Date
____________________________________________________________
Name of Chief Elected Official Title
Witness
____________________________________________________________
Signature of Witness Date
____________________________________________________________
Name of Witness Title
Office of Community Renewal
____________________________________________________________
Signature of Developer Date
____________________________________________________________
Name of Developer Title
Schedule B
Final Budget and Accomplishments
Balance RemainingExpended AmountFinal Award AmountTown of Cortlandville287HR323-19
$275,855.90 Town of Cortlandville Housing Rehabilita $275,855.90 $0.00 287HR32319-01
$43,450.00 Town of Cortlandville Program Delivery $43,450.00 $0.00 287HR32319-02
$16,694.10 Town of Cortlandville Grant Administrati $16,694.10 $0.00 287HR32319-03
$336,000.00 Grand Total:$336,000.00 $0.00
Actual Accomplishments
9287HR32319-01 Housing Units 2021
Last Drawdown by Activity
09/23/2021287HR32319-01 $275,855.90
09/23/2021287HR32319-02 $43,450.00
09/23/2021287HR32319-03 $16,694.10
Any balance of funds identified on this page has been or will be deobligated.
REAL PROPERTY REGISTER
□ N/A
Property Description:
Parcel ID/ Code
Source of Property
Title Holder
PO/Check #
Source of Funds
Acquisition Date
Total Cost Total CDBG funds Total # of Units Cost per Unit % of CDBG funds
Location: NY ZIP + 4
Use: Condition
Disposition Date: Sale Price
Description
Property Description:
Parcel ID/ Code
Source of Property
Title Holder
PO/Check #
Source of Funds
Acquisition Date
Total Cost Total CDBG funds Total # of Units Cost per Unit % of CDBG funds
Location: NY ZIP + 4
Use: Condition
Disposition Date: Sale Price
Description
□ Additional pages attached
Grant Closeout Transmittal Page 5 of 5 3/2014
INSTRUCTIONS FOR NYS CDBG GRANT CLOSEOUT TRANSMITTAL FORM
Grant Closeout Transmittal Instructions 1 Office of Community Renewal (11/2018)
1. Review of the Grant Closeout Transmittal
The Grant Closeout Transmittal Form will be issued by the Office of Community
Renewal when all of the following have occurred:
i. The project has been monitored and any outstanding monitoring findings
or concerns have been resolved.
ii. A FINAL Request for Funds has been submitted.
iii. A FINAL Annual Performance Report has been submitted and approved
and all accomplishments have been reported.
iv. Any outstanding single audit findings or concerns have been resolved.
The Grant Closeout Transmittal Form will be transmitted to the CEO and Local Grant
Contact electronically, the entire form with signatures must be returned to OCR By Email
to the contact that sent the Grant Closeout Packet. Original signature is NOT required.
A. Confirm Recipient Name
i. This is the name of the municipality identified on the grant agreement at
the time of award.
B. Confirm the CDBG Project Number
i. This is the project number assigned by the Office of Community Renewal
at the time of award.
ii. A copy of the fully executed Grant Closeout Transmittal will be submitted
to the Recipient following approval by the OCR.
C. Review Items 1-7
D. Sign the Grant Closeout Transmittal Form
i. Recipients are releasing all liabilities for the Office of Community
Renewal (OCR) and confirming that no costs will be incurred after the
completion date of project, that no further requests for funds will be
submitted and that the balance of funds will be deobligated.
ii. The Chief Elected Official must sign and date the form in front of a
witness who must also sign the form.
iii. The assigned Community/Economic Developer will sign the closeout
packet when returned to OCR
2. Schedule B and Final Budget and Accomplishment
A. This is a summary of all NYS CDBG expenditures, please review this carefully, it
must match local financial statements.
i. All funds identified under Balance Remaining will be deobligated
following the submission of this closeout.
B. This is a summary by activity of all reported accomplishments, i.e., jobs created,
housing units completed or persons benefitting from public facility improvements.
C. The date of the last drawdown is the last date that the OCR has for the
expenditure of funds and is the date that the request was received by the OCR, not
necessarily the date that the funds were received by the Recipient.
D. If there is any discrepancy between the Final Schedule B issued by OCR and the
Recipient records, please contact the assigned Community Developer before
submitting to OCR.
INSTRUCTIONS FOR NYS CDBG GRANT CLOSEOUT TRANSMITTAL FORM
Grant Closeout Transmittal Instructions 2 Office of Community Renewal (11/2018)
3. Real Property Register Form
This form is only completed for real property directly purchased by the Recipient
using CDBG funds and is not to be used for real property that is purchased through a
homeownership assistance program or by a Subrecipient.
This page must be included in the closeout packet even if N/A is selected.
A. Property Description: Describe the property conditions
i. Commercial, industrial, residential (single or multi-family), etc
B. Serial/ID # - Provide the local identification number for the property.
C. Source of Property - Provide the name of the person or company from whom the
property was acquired.
D. Who Holds the Title: The name of the person (s) or organization the title is
under.
E. Acquisition Date: Date the property was purchased.
F. Purchase Order/check #: Complete the following:
➢ Cost per Unit
➢ Total Cost
➢ % of CDBG Participation
G. Source(s) of funds: Enter all sources of funding for the purchase.
H. Location: Enter the Address of Property.
I. Use: Identify what the property will be used for.
J. Condition: Describe the condition of the property at the time of purchase.
K. Disposition Date: Enter the date the property was sold.
L. Sale Price: Enter the sale price of the property.
M. Description: Describe the condition of the property at the time of sale.