Florida Regulations 73C-23.0082: Subgrant Closeout
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(a) At the time of submission of the closeout report form, the local government must have available documentation which verifies its certification that all construction has been completed, inspected and approved by all parties prior to the subgrant agreement end date and submission of the administrative closeout.
(b) An administrative closeout may be submitted only when the local government has no funds on hand. All funds drawn from the Department and not expended must be returned to the Department prior to, or with, the submission of the closeout documents.
(c) Upon completion of the activities contained in the local government’s CDBG subgrant agreement (including any modifications), the local government shall submit to the Department a closeout package which gives the final statement of costs, certifies that the project and all non-administrative activities are completed and accepted, certifies that all costs except those reflected on the closeout forms have been paid and reports demographics of the program’s beneficiaries.
(d) If any change has been made since the application map or the last map amendment, the closeout documents shall also contain a revised map of the activities completed during the term of the CDBG contract.
(e) When housing assistance is provided, the closeout documents must include a list of the households assisted by the contract. Additional information required by HUD may be requested by the Department at any time.
(f) For activities where hookups or connections are required for beneficiary access to the public improvement, evidence at the time of closeout must show:
1. The total number of persons in all households in the service area;
2. The number of low- and moderate-income persons in households connected to the infrastructure; and,
3. Projects required to meet the LMI national objective must document that the number of LMI persons in households connected to the infrastructure divided by the total number of beneficiaries in the service area equals at least 51 percent or higher or the percentage required by HUD at the time of the application.
(g) The closeout documents must contain original signatures.
(h) If a local government fails to meet contractual requirements as listed in the subgrant agreement’s Activity Work Plan, the Department reserves the right to require that a local government financially (not administratively) close out a subgrant agreement in order to meet federal requirements for the timely distribution of funds set by HUD.
(i) All closeout documentation is due within 45 days after expiration or termination of the subgrant agreement.
(j) The administrative closeout package which must be received by the Department no later than 5:00 p.m. (Eastern Time) on the business day prior to the advertised opening of the application cycle. The Department will respond to the closeout request by either:
1. Approving the closeout request and mailing an administrative closeout notification, or
2. If there are unresolved issues with the subgrant, a Notice of Outstanding Closeout Issues (NOCISS) letter will be sent to the local government within 21 days of receiving the closeout package. If the local government receives a NOCISS letter, it must respond to the issues, and the response must be received by the Department at least 10 days before the application cycle deadline. If the response resolves the issues in the NOCISS letter, the local government shall be eligible to apply for funding.
Rulemaking Authority 290.048 FS. Law Implemented Florida Statutes § 290.046. History-New 5-27-18.
Terms Used In Florida Regulations 73C-23.0082
- Amendment: A proposal to alter the text of a pending bill or other measure by striking out some of it, by inserting new language, or both. Before an amendment becomes part of the measure, thelegislature must agree to it.
- Beneficiary: A person who is entitled to receive the benefits or proceeds of a will, trust, insurance policy, retirement plan, annuity, or other contract. Source: OCC
- Contract: A legal written agreement that becomes binding when signed.
- Evidence: Information presented in testimony or in documents that is used to persuade the fact finder (judge or jury) to decide the case for one side or the other.
(c) Upon completion of the activities contained in the local government’s CDBG subgrant agreement (including any modifications), the local government shall submit to the Department a closeout package which gives the final statement of costs, certifies that the project and all non-administrative activities are completed and accepted, certifies that all costs except those reflected on the closeout forms have been paid and reports demographics of the program’s beneficiaries.
(d) If any change has been made since the application map or the last map amendment, the closeout documents shall also contain a revised map of the activities completed during the term of the CDBG contract.
(e) When housing assistance is provided, the closeout documents must include a list of the households assisted by the contract. Additional information required by HUD may be requested by the Department at any time.
(f) For activities where hookups or connections are required for beneficiary access to the public improvement, evidence at the time of closeout must show:
1. The total number of persons in all households in the service area;
2. The number of low- and moderate-income persons in households connected to the infrastructure; and,
3. Projects required to meet the LMI national objective must document that the number of LMI persons in households connected to the infrastructure divided by the total number of beneficiaries in the service area equals at least 51 percent or higher or the percentage required by HUD at the time of the application.
(g) The closeout documents must contain original signatures.
(h) If a local government fails to meet contractual requirements as listed in the subgrant agreement’s Activity Work Plan, the Department reserves the right to require that a local government financially (not administratively) close out a subgrant agreement in order to meet federal requirements for the timely distribution of funds set by HUD.
(i) All closeout documentation is due within 45 days after expiration or termination of the subgrant agreement.
(j) The administrative closeout package which must be received by the Department no later than 5:00 p.m. (Eastern Time) on the business day prior to the advertised opening of the application cycle. The Department will respond to the closeout request by either:
1. Approving the closeout request and mailing an administrative closeout notification, or
2. If there are unresolved issues with the subgrant, a Notice of Outstanding Closeout Issues (NOCISS) letter will be sent to the local government within 21 days of receiving the closeout package. If the local government receives a NOCISS letter, it must respond to the issues, and the response must be received by the Department at least 10 days before the application cycle deadline. If the response resolves the issues in the NOCISS letter, the local government shall be eligible to apply for funding.
Rulemaking Authority 290.048 FS. Law Implemented Florida Statutes § 290.046. History-New 5-27-18.