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Home My WebLink AboutFY16 SRC General Purpose Grant ContractGrant Document Routing Start date: 12/16/15 From: Teresa Hewett, Finance Department (7408) Signatures required: PLisa Wurtzbacher, Chief Financial Officer i/ Avril Pinder, Deputy County Manager ✓ Notary Public Return to Teresa Hewett, Finance Department (7408) Type(s) of document(s) attached: 2 original — FYI SRC General Purpose grant contract Explanation of document(s). On December 14`x', the Board adopted BA 16 -042 to adjust grant revenue and expense for the SRC General Purpose grant award. The attached documents are required by the Cape Fear Council of Governments. Please let me know if you have any questions. Thank you --------------------------- - - - - -- for finance department use--------------- - - - - -- DATE ADDED TO LASERFICHE PICKED UP BY: Print Name & Date Signature AGENDA: December 14, 2015 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2016 BUDGET BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that the following Budget Amendment(s) be made to the annual budget ordinance for the fiscal year ending June 30, 2016. Section 1: Details ofBudpet Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Provide health/ wellness education, programs, and services Fund: General Department: Senior Resource Center Ex enditure: Decrease Increase Total BA 16 -032 - RSVP SHIIP Grant $1,192 $1,192 BA 16 -033 - RSVP Grant $3,900 $3,900 BA 16 -037 - Title III -D Grant $7,548 $7,548 BA 16 -038 - HCCBG Grant $19,880 $19,880 BA 16 -039 - VOCAL Grant $17,256 $17,256 BA 16 -042 - Senior Ctr General Purpose Grant $1,569 - $1,569 BA 16 -044 - SHIIP Grant 52,485 $2,485 BA 16 -046 - ROAP Grant $37,513 $37,513 Total 51,569 $89,774 $88,205 Revenue: Decrease Increase Total BA 16 -032 - RSVP SHIIP Grant $1,192 $1,192 BA 16 -033 - RSVP Grant $3,900 $3,900 BA 16 -037 - Title III -D Grant $7,548 $7,548 BA 16 -038 - HCCBG Grant $19,880 $19,880 BA 16 -039 - VOCAL Grant $17,256 $17,256 BA 16 -042 - Senior Ctr General Purpose Grant 51,569 - $1,569 BA 16 -044 - SHIIP Grant S2,485 $2,485 BA 16 -046 - ROAP Grant 537,513 $37,513 Total S 1 ,5691 $89,77411 $88,205 Departmental Budget Appropriated Fund Balance Prior to Actions Todav F $2,358,5101 $10,496,971 Total if Actions Taken $2,446,715 $10,495,685 Section 2: Explanation BA 16 -032 will increase revenue and expense in the amount of $1,192. The NC Department of Insurance has awarded the Senior Resource Center $5,521for the RSVP (Retired Senior Volunteer Program) SHIIP (Senior Health Insurance Information Program). The recurring grant was included in the FY16 adopted budget, however only budgeted for $4,329. The additional funds will be used to pay additional staff hours to provide prescription drug counseling. There is no County match required. BA 16 -033 will increase the RSVP (Retired Senior Volunteer Program) grant revenue and expense. The Corporation for National and Community Services awarded an additional $3,000 to the Senior Resource Center to support the program. The grant does require a $900 match, which will be provided by the Senior Resource Center escrow funds. The additional funds will be used to purchase two (2) laptops and a printer. Board of Commissioners - December 14, 2015 ITEM: 15- 11 -1 BA 16 -037 will adjust the budget for the Title III -D Evidenced Based Promotion grant. This recurring grant was included in the FY16 adopted budget, but has been awarded for $6,793 more. The additional grant revenue does require an additional match of $755. VOCAL (Volunteer Older Citizen Action League) has provided the funds for the match, which is a part of this budget amendment. The additional funds will be used to provide additional programs (Geri-Fit and Powerful Tools for Caregivers) and expand the existing program (Matter of Balance) to additional locations. BA 16 -038 will adjust revenue and expenditures to reflect additional HCCBG (Home and Community Care Block Grant) funds restored by the adoption of the NC State Budget. The Senior Resource Center will receive an additional amount of $17,891, which requires a $1,989 match_ VOCAL (Volunteer Older Citizen Action League) will provide the funds for the match and is a part of this budget amendment. The HCCBG Advisory Committee recommended that the additional funds be used for the transportation program to help offset losses in revenue from other sources this fiscal year for elderly transportation. BA 16 -039 will accept a grant award from VOCAL (Volunteer Older Citizen Action League) that will be used for the Senior Resource Center's transportation program. The amount of the grant is $17,256. There is no County match required. BA 16 -042 will reduce the budget for the Senior Center General Purpose grant. This recurring grant was included in the FY16 adopted budget, but the award is less than estimated. The grant revenue will be reduced by $283 and appropriated fund balance will be reduced by $1,286. The expenditure will be reduced by $1,569. The General Purpose grant funds are used to pay salaries for part -time switchboard operators. The reduction will not have an impact on service. BA 16 -044 will increase revenue and expense in the amount of $2,485. The NC Department of Insurance has awarded the Senior Resource Center $3,485 for the SHIIP (Senior Health Insurance Information Program). The recurring grant was included in the FY16 adopted budget, however only $1,000. There is no County match required. The additional funds will be used for outreach in non - traditional locations, education supplies, and staff time to help identify individuals who may be eligible for subsidies and to provide ongoing support for Medicare related topics BA 16 -046 will increase revenue and expense in the amount of $37,513. The ROAP (Rural Operating Assistance Program) EDTAP (Elderly and Disabled Transportation Assistance Program) is a recurring grant that was included in the FY16 adopted budget, but for only $42,841. The actual allocation for the Senior Resource Center EDTAP funds is $80,354. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of New Hanover County, North Carolina, that the Ordinance for Budget Amendment(s) 16 -032, 16 -033, 16 -037, 16 -038, 16 -039, 16 -042, 16 -044 and 16 -046 amending the annual budget ordinance for the fiscal year ending June 30, 2016, is adopted. Adopted, this the 14th day of December, 2015. (SEAL) Chairman ATTEST: Teresa P. Elmore, Clerk to the Board Board of Commissioners - December 14, 2015 ITEM: 15- 11 - 2 12/16/2015 10:17 NEW HANOVER COUNTY - LIVE P 1 9811thewett (ACCOUNT INQUIRY glactinq Org A 11068050 11068050 11068053 11068053 11068720 11068720 11068720 11068720 11068720 11068720 11068723 11073300 11073300 11073300 11073300 11073300 11073300 11073303 Object Proje Description 610000 700000 301510 302250 610000 611500 621000 622000 625000 626000 302250 610000 611500 621000 622000 625000 626000 302250 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 G0012 DEC Rev Bud DEC Act Bud DEC Enc Bud DEC Available 2016 Revised Budget 2016 Actual 2016 Encumbrances 2016 Available 2016 Original Budget 2015 Revised Budget 2015 Actual 2015 Encumbrances 2015 Available 2015 Percent 2015 Original Budget 2014 Revised Budget 2014 Actual 2014 Encumbrances 2014 Available 2014 Percent 2014 Original Budget 2017 Revised Budget 2017 Actual 2017 Encumbrances 2017 Available 2017 Percent 2017 Original Budget Life Rev Budget Life Actual Life Available Life Percent Life Original Budget SALARIES AND WAGES CONTR SERVS GRANT -STATE GRANT - FEDERAL -STATE REV GRANT SALARIES AND WAGES CASUAL PART TIME SALARIES SOCIAL SECURITY TAXES RETIREMENT -LOCAL GOVT EMPLOYEE MEDICAL INSURANCE EXPENSE LONG TERM DISABILITY INSURANCE GRANT - FEDERAL -STATE REV GRANT SALARIES AND WAGES CASUAL PART TIME SALARIES SOCIAL SECURITY TAXES RETIREMENT -LOCAL GOVT EMPLOYEE MEDICAL INSURANCE EXPENSE LONG TERM DISABILITY INSURANCE GRANT - FEDERAL -STATE REV GRANT [Total: - 862.25 [Total: 0.00 [Total: 0.00 [Total: - 862.25 [Total: 3,799.00 [Total: 7,609.72 (Total: 0.00 (Total: - 3,810.72 [Total: 5,085.00 (Total: 1,479.00 [Total: 4,280.09 [Total: 0.00 [Total: - 2,801.09 [Total: 342.50 [Total: 1,479.00 [Total: 899.00 [Total: 3,894.00 [Total: 0.00 [Total: - 2,995.00 [Total: 339.58 [Total: 899.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 [Total: 0.00 2016 Revised Budge 2016 Actual 2016 Encumbrances 2016 Available 201( 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0:U$ " "` _ __ 0.00 0.00 0.00 0.00 /� 0.00 v \� 0.00 0.00 0.00 14, 004.00/ \�\\ ,068.91 0.00 6,935.09 1,192.00/ 540.81 0.00 651.19 0.00 0.00 0.00 0.00 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 - 11,397.00 0.00 0.00 - 11,397.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ** END OF REPORT - Generated by TERESA HEWETT ** ORIGINAL CONTRACT CAPE FEAR COUNCIL OF GOVERNMENTS GRANT AGREEMENT FOR SENIOR CENTER GENERAL PURPOSE FUNDING FY 2016 I. PARTIES TO THE CONTRACT This agreement is made and entered into this r day of December 2015 between the Cape Fear Council of Governments, hereinafter referred to as the "Council of Governments," and New Hanover Senior Resource Center hereinafter referred to as the "Grantee." I1. EFFECTIVE PERIOD OF CONTRACT This contract shall be effective and shall terminate on June 30, 2016. HI. GENERAL PROVISIONS Subject to the terms and conditions hereinafter set forth, the Council of Governments agrees to grant Senior Center General Purpose funds per the NC Division of Aging and Adult Services authorized through Senate Bill 1366, Section 12.18A on a recurring basis. Funding may be used to support and develop programming and general operations or to construct, renovate, or maintain senior center facilities. The terms set forth in this agreement for payment are contingent upon availability of funding. IV. GRANT AMOUNT The total payment under this contract shall not exceed $11,397. The attached funding budget form outlines each senior center within the county and their allocation. The Grantee is accountable for insuring the local cash matching requirement is provided A 732R Budget Revision must be completed and signed by county officials to show increase in funding. V. DOCUMENTATION OF EXPENSES The Grantee shall maintain full and complete documentation of all expenses associated with performing Senior Center General Purpose activities. Documentation in the form of paid invoices and canceled checks shall be submitted to the Council of Governments at the time of the reimbursement request. Grantee shall maintain all financial and program records for a period of three (3) years from the date of final payment under this agreement. VI. COMPENSATION AND PAYMENTS TO GRANTEE The Grantee shall be compensated for the services and/or activities actually performed under this contract by a line item accounting showing how these grant funds were expended. Payments will be made monthly upon request for reimbursement by Grantee. Reimbursement requests, along with paid invoices, must be submitted to the Council of Governments no later than the fifth working day of the month in order to be considered for payment at the end of that month. Final invoices must be at the Council of Governments offices no later than S p.m. on June 30, 2016 Any invoices received after that time will not be considered for payment. Payment of funds will be based upon the Management Information System (MIS) Provider Reimbursement Report. The Council of Governments will forward payment of the approved budget expenditure at the end of each month. VII. REALLOCATION OF GRANT FUNDS It is understood and agreed, that in the event that the Grantee's rate of progress on this contract is leading to underutilization of the funds allocated, and if the Grantee cannot demonstrate how funds will be fully utilized during the contract period, then, upon notice to the Grantee, the Council may decrease the total compensation to be paid hereunder in order to reallocate funds to other Grantees. VIII. AMENDMENTS AND REPROGRAMMING OF FUNDS This contract may be modified by written amendment at any time. It is understood and agreed that, in the event that the amount of funds received from the NC Division of Aging and Adult Services is reduced or increased from the amount(s) quoted, the Council of Governments may, in turn, decrease or increase the total compensation and reimbursement to be paid. Such changes, including any increase or decrease in the amount of the Grantee's compensation shall be incorporated in written amendments to this contract and signed by both parties. IX. MONITORING, AUDITING, AND REPORTING The Grantee agrees to have an annual independent audit in accordance with North Carolina General Statutes, North Carolina Local Government Commission requirements, Division of Aging and Adult Services Program Audit Guide for Aging Services and Federal Office of Budget and Management (OMB) Circular A -133. Community service providers must provide a copy of their year -end financial statements, and any required audit, to the Area Agency on Aging. Community service providers, as specified in paragraph one (1) are subject to audit and fiscal reporting requirements as stated in NC General Statute 143 -6.2 and OMB Circular a -133, where applicable. Home and Community Care Block Grant providers are not required to submit Activities and Accomplishments Reports. For -profit corporations are not subject to the requirements of OMB Circular A -133, but are subject to NC General Statute 143 -6.2 and Yellow Book audit requirements, where applicable. Federal funds may not be used to pay for a Single or Yellow Book audit unless it a federal requirement. State funds will not be used to pay for a Single or Yellow Book audit if the provider receives less than $500,000 in state funds. The Department of Health and Human Services will provide confirmation of federal and state expenditures at the close of the state fiscal year. Information on audit and fiscal reporting requirements can be found at http:// www.ncauditor.net/noWrofitsite. The following provides a summary of reporting requirements under NCGS 143 -6.2 and OMB Circular A -133 based upon funding received and expended during the service provider's fiscal year. Annual Expenditures Report Required to AAA Allowable Cost for Reporting • Less than $25,000 in Certification form and State N/A State or Federal funds Grants Compliance Re- porting <$25,000 (item # 11, Activities and Accomplishments does not have to be completed) OR Audited Financial Statements in compliance with GAO /GAS (i.e. Yellow Book) Greater than $25,000 Certification form and Schedule of N/A and less that $500,000 Grantee Receipts >$25,000 and in State or Federal Funds Schedule of Receipts and Expendi- tures OR Audited Financial Statements in compliance with GAO /GAS (i.e. Yellow Book) • $500,00+ in State funds Audited Financial Statement in May use State funds, but and Federal pass through compliance with GAO /GAS (i.e. not Federal Funds in an amount less than Yellow Book) $500,00 • $500,000+ in State funds Audited Financial Statement in May use State and Federal and $500,000+ in Federal compliance with OMB Circular funds pass through funds (i.e. A -133 (i.e. Single Audit) at least $1,000,000) Less than $500,000 in State Audited Financial Statement in May use Federal funds, funds and $500,000+ in compliance with OMB Circular but not State funds. Federal pass through funds A -133 (i.e. Single Audit) Representatives of the Council of Governments and the NC Division of Aging and Adult Services may at any reasonable times review and inspect the service activities and data collected pursuant to this Agreement. All reports and computations prepared by or for the Grantee shall be made available to authorized representatives of the Council of Governments, and the NC Division of Aging and Adult Services for inspection and review at any reasonable time in the Grantee's office. Approval and acceptance of such material shall not relieve the Grantee of its professional obligation to discover and correct, at its expense, any errors found in the work. It is further understood that the community service providers are responsible to the Area Agency for clarifying any audit exceptions that may arise from any Area Agency assessment, county or community service provider single or financial audit, or audits conducted by the State or Federal Governments. In the event that the Area Agency or the Department of Health and Human Services disallows any expenditure made by the community service provider for any reason, the Grantee shall promptly repay such funds to the Area Agency once any final appeal is exhausted in accordance with paragraph nine (9). The only exceptions are if the Area Agency on Aging is designated as a community service provider through the County Funding Plan or, if as a part of a procurement process, the Area Agency on Aging enters into a contractual agreement for service provision with a provider which is in addition to the required County Funding Plan formats. In these exceptions, the Area Agency is responsible for any disallowed costs. The Grantee or Area Agency on Aging can recoup any required payback from the community service provider in the event that payback is due to a community service provider's failure to meet OMB Circular A -122 requirements, requirements of A -110, requirements of 45CFR, Part 1321, and 45CFR, Part 92, or state eligibility requirements as specified in policy. X. COMPLIANCE WITH TITLE VI & VIII OF CIVIL RIGHTS ACT, SECTION 504 OF THE REHABILITATION ACT, AND AMERICANS WITH DISABILITIES ACT The Grantee shall comply with Title VI and VIII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990 (ADA) and all requirements imposed by Federal regulations, rules and guidelines issued pursuant to these Titles and the ADA for both personnel employed and clients served. XI. CONFLICT OF INTEREST The Grantee expressly states that presently he has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this contract. The Grantee shall not employ any person having such interest during the performance of this contract. The Grantee further agrees to notify the AAA in writing of any instance that might have the appearance of a conflict of interest. See Attachment A for signature. XII. CONFIDENTIALITY Any reports, recipient information, data, or other materials given to or prepared or assembled by the Grantee under this Agreement which the Council of Governments requests to be kept confidential shall not be made available to any individual or organization by the Grantee without prior written approval of the Council of Governments. XIII. INDEMNITY Grantee shall indemnify and hold the Cape Fear Council of Governments, its agents and employees, harmless against any and all claims, demands, causes of action, or other liability, including attorney fees, on account of personal injuries or death or an account of property damages arising out of or relating to the work to be performed by the Grantee hereunder, resulting from the negligence of or the willful act of omission of the Grantee, his agents, employees, and subcontractors. XIV. ATTENDANCE AT REGION O AREA AGENCY ON AGING MEETINGS The Grantee, upon request of the AAA Administrator/Designee, will make efforts to attend any committee or special meeting relating to the project. XV. TERMINATION OF AGREEMENT FOR CAUSE If through any cause, the Grantee shall fail to fulfill in timely and proper manner its obligations under this Agreement or if the Grantee shall violate any of the covenant, agreements or stipulations of this Agreement, the Council of Governments shall thereupon have the right to terminate this Agreement by giving written notice to the Grantee of such termination and specifying the effective date thereof. The date of notice shall be at least fifteen (15) days before the effective date of such termination. The Grantee shall have the right to terminate this Agreement by giving the Council of Governments written notice of such termination at least 15 days prior to the effective date of the termination. In such event, all finished documents and other materials collected or produced under this Agreement shall, at the option of the Council of Governments, become its property. The Grantee shall be entitled to receive just and equitable compensation for any work satisfactorily performed under this Agreement. IN WITNESS THEREOF, THE COUNCIL OF GOVERNMENTS AND THE GRANTEE HAVE EXECUTED THIS AGREEMENT AS OF THE DATE FIRST WRITTEN ABOVE. CAPE FEAR COUNCIL OF GOVERNMENTS: Executive Director Date Area Agency on Aging Administrator Date Finance Officer Date PRE -AUDIT CERTIFICATION STAMP: GRANTEE: New Hanover County Senior Resource Center Name of Organization By: L4 "— � I Q r t I l-( 11 �¢ Authorded Lead Agency QQfficial Date AJc\ � pi ^deco 1�e4w�{ eOUdh{ I�AI�GSj =� By:y,r, Authorized Official Date (County or Organization Providing Matching Funds) LISA VJuc Ex�c)r e� Cinie� �;cvmnccal okriccr Attachment A CONFLICT OF INTEREST POLICY In accordance with G.S. 143 -6.1 and related legislation, we, the undersigned entity, have adopted the following policy regarding conflicts of interest: The undersigned entity is aware that in the process of fund allocation by its management, employees, members of the board of directors or other governing body, instances may arise which have the appearance of a conflict of interest or appearance of impropriety. In order to avoid conflicts of interest or the appearance of impropriety, should instances arise where a conflict may be perceived, any individual who may benefit, directly or indirectly, from the entity's disbursement of funds shall abstain from participating in any decisions or deliberation by the entity regarding the disbursement of funds. The undersigned entity recognizes the possibility that it may be the recipient of funds which are allocated consistent with the purpose and goals of its programs. If such allocations are made, the undersigned entity will strive to ensure that funds are expended in such a manner that no individual will benefit, directly or indirectly, from the expenditure of such funds in a manner inconsistent with its programs. k6twr COUV\�tl Name of Agency PD�Z�A-1- Executive Director, or other Authored Official p Sworn to and subscribed before me, This the 441'` day of kjfnWM doll. Notdry Public My Commission expires: 2016 FUNDING BUDGET FORM County: New Hanover Senior Center Allocation Required County Match Total New Hanover Senior Resource Center 1 $11,397 1 $3,799 $15,196 KVM Area Agency On A��ng Cape Fear Council of Governments December 7, 2015 Ms. Amber Smith, Manager New Hanover County Senior Resource Center 2222 South College Road Wilmington, NC 28403 Dear Amber: Enclosed are two original contracts for the Senior Center General Purpose Funding. Please have both originals signed by the appropriate officials (pages are "flagged" that require signatures), and return both signed contracts to me. I will forward your fully executed original shortly thereafter. Until your fully- executed contract is received at our office the funds for Senior Center General Purpose will not be allocated in the ARMS system. Reimbursement requests will not be possible on the provider level until funds have been allocated. Thank you to you and your agency for the on -going service to the older adults of New Hanover County. Sincerely, Ginny Brinson, Aging Specialist Cape Fear Council of Governments — Area Agency on Aging Enclosures - 2 cc: Jane Jones —letter only Mr. Chris Coudriet, County Manager — letter only Serving Brunswick. Columbus, New Hanover and Pender Counties 1480 Harbour Drive . Wilmington, NC 28401 . (910) 395 -4553 . (800) 218 -6575 . Fax: (910) 395 -2684 www.capetearcog.org An Equal Opportunity /Afflr,,Wlve Action /ADA Empbyer /Program