FY16 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