January CSBG Newsletter

January 6, 2021 | Issue 56

Supplemental Funds Information Due January 11th

Just a reminder the CSBG Supplemental Funds Planning document is due on January 11th. The excel planning document should be emailed to your program consultant by January 11th. Also the Supplemental Programs section is due in CSBG Reporter by January 11th. This is the new programs tab where you will enter all program information (services and outcomes) your agency is providing with any supplemental funding source due to COVID 19. Both of these items were discussed in detail on a webinar on November 10th. That webinar was recorded and it can be found on our website. If you have any questions on either of these items please email your program consultant to set up a time to discuss.

CSBG Supplemental Funds Monitoring Process

We will begin conducting virtual monitoring visits of CSBG Supplemental Funds during the spring of 2021. Our process will include reviewing several documents via desk audit. The process will include a sampling of income eligibility documentation which will be submitted to our office through a secure file sharing application. It will also include the submission and review of reports including the Initial Status Report, 2nd and 3rd quarter reports. The fiscal reporting will include the review of backup documentation for invoices. Monitoring letters for supplemental funds will be released by June 30, 2021. The full list of items we will be reviewing for the purpose of monitoring is below:

CSBG Reporter Supplemental Programs Complete (January 10, 2021)
Programs consistent to submitted plan (January 10, 2021)
Planning Document Complete (January 10, 2021)
Income Eligibility for a sampling of clients from each program
Initial Status Report (Due Nov 15, 2020)
2nd Quarter Report (Feb 15, 2021)
3rd Quarter Report (May 15, 2021)
If Applicable sub-grant documentation (monitoring of subgrants, income checks, etc.)
Budget Aligned with Expenditures
1^st review Back Up for Expenditures
2^nd review Back Up for Expenditures

VISTA Transition

Over the past five years our office has worked with many of the Virginia Community Action Agencies to provide VISTA members to serve for a year at your agency. These VISTAs worked on everything from developing marketing and fundraising plans, providing assistance in completing Needs Assessments, researching and developing new program plans, and much more. The VISTA program is transitioning from the Virginia CSBG Office to the Office on Volunteerism and Community Service which currently houses the AmeriCorps State Program. This new VISTA program will now be in alignment with the other AmeriCorps Programs in Virginia. This means that moving forward VISTAs will not be placed at Community Action Agencies through this program model. All currently serving VISTAs will finish out their year but no new applications will be accepted.

With that said, there are still opportunities for your agency to have a VISTA program; it just may look a little different. You can always apply straight through AmeriCorps - this would allow for 1 or more members to serve at your agency if you were awarded. Another option would be if a few agencies wanted to collaborate and submit an application to AmeriCorps directly, the program could be housed at one agency but have members in several agencies. Our office would be happy to talk these options through in more detail if you would like. Please email Abby Hanks, and she can set up a time to discuss with you individually, or any group of agencies that are interested in working together.

Community Action Updates

Upcoming Events

January is packed full of webinars and trainings which are a part of the January VACAP Conference. Information on all the webinars can be found on the conference agenda. A list of the sessions are below so you can save the dates.

CAPLAW - Workshop 1 - Monday, January 11; 2:00 PM - 3:30 PM
NASCSP Reporting/Data Workshops - Wednesday January 13; 2:00 PM - 3:30 PM
Remote Work Innovations - Tuesday, January 19; 2:00 PM
CAPLAW - Workshop 2 - Wednesday, January 20; 2:00 PM - 3:30 PM
VACAP Board meeting - Thursday, January 21; 9:00 AM
ROMA Peer Group - Tuesday, January 26; 10:00 AM
Financial Presentation by Kay Sohl - Tuesday, January 26; 1:00 PM
HR Peer Group - Wednesday, January 27; 10:00 AM
NASCSP Reporting/Data Workshops - Wednesday, January 27; 2:00 PM - 3:30 PM
Virtual Fundraising Session - Thursday, January 28; 10:00 AM (1 hour)

New Webinars Posted to Website

Don't forget to check our website frequently as we add webinar recordings and resources frequently. We will be overhauling our website in 2021 to make it easier to navigate. If you have any resources or tools you think should be included in our site please email csbg@dss.virginia.gov.

We recently added the Common Mistakes in Reporting webinar and the reporting checklist. We also added the Planning in a Crisis webinar conducted by Knowledge Advisory Group. You can see and download all the webinars and tools here.

COVID-19 Response by Community Action in Virginia

2020 was a year of challenge and resilience for the Community Action Network. Agencies across Virginia stepped up to the plate to offer services to clients in need even during the most uncertain times. We compiled the information received from the initial status reports and created the infographic to the left. As you can see over 14,000 clients were served as a response to COVID-19. We will continue to update this information as new reports are submitted throughout the year.

Community Action Resources

Risk Management Cohort Opportunity

As you may have heard the Virginia CSBG office is offering an opportunity for agencies to apply for a Risk Management Cohort.

The webinar is now available that opens our application process for the Risk Management/Business Continuity Plan offerings. Your agency can apply to be one of the cohort agencies to receive full training and technical assistance to develop your plans, or just to receive access to the plans themselves. The webinar link can be found here.

Once the webinar is viewed, the application can be requested through csbg@dss.virginia.gov. The application is fairly simple, and is due by January 15, 2021. You need to apply now for the access model, or the first or second cohort.

Social Equity Resources - Hunger

The CSBG office is continuing our social equity conversation for 2021 with this month’s theme on Hunger in America and how it is affecting our communities. Check out the latest hunger statistics from Feeding America and use their network's foodbank mapping tools to see what your local food distributions are doing in various communities. Also, visit Virginia Roadmap to End Hunger, which Governor Ralph Northam introduced in 2020. This initiative was established to unify a set of goals and strategies to prioritize food security during the current public health emergency and beyond. Throughout the month updated articles and resources will be uploaded onto Samepage for your convenience.