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FY18 SRC GENERAL PURPOSE GRANT CONTRACTORIGINAL CONTRACT CAPE FEAR COUNCIL OF GOVERNMENTS GRANT AGREEMENT FOR SENIOR CENTER GENERAL PURPOSE FUNDING FY 2018 I. PARTIES TO THE CONTRACT This agreement is made and entered into this 23`" day of October, 2017 between the Cape Fear Council of Governments, hereinafter referred to as the "Council of Governments," and New Hanover County Senior Resource Center, hereinafter referred to as the "Grantee." II. EFFECTIVE PERIOD OF CONTRACT This contract shall be effective and shall terminate on June 30, 2018. III. 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. Ww "177M4 1 �u C1111a 1 The total payment under this contract shall not exceed $10,939. The attached funding budget form outlines each senior center within the county and their allocation. The Grantee is accountablefor 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 5 p.m. on June 30, 2018. 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 Audit. 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) Uniform Guidance 2 CFR Part 200. Community service providers, as specified in paragraph one (1), who are not units of local government or otherwise subject to the audit and other reporting requirements of the Local Government Commission are subject to audit and fiscal reporting requirements, as stated in NC General Statute 143C -6 -22 and 23 and OMB Uniform Guidance CFR 2 Part 200, where applicable. Applicable community service providers must send a copy of their year -end financial statements, and any required audit, to the Area Agency on Aging. 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 Uniform Guidance 2 CFR Part 200, but are subject to NC General Statute 143C -6 -22 and 23 and Yellow Book audit requirements, where applicable. Federal funds may not be used to pay for a Single or Yellow Book audit unless it is 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 httys://www.negrants.govNCGrants/PublicRelLortsRepulations.i The following provides a summary of reporting requirements under NCGS 143C -6 -22 and 23 and OMB Uniform Guidance 2 CFR Part 200 based upon funding received and expended during the service provider's fiscal year. Annual Expenditures Resort 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 Funds or Schedule of Receipts and Expendi- $750,000 in Federal tures Funds OR Audited Financial Statements in Compliance with GAO /GAS (i.e. Yellow Book) • $500,000 + in State funds Audited Financial Statement in May use State funds, but but Federal pass through compliance with GAO /GAS (i.e. not Federal Funds in an amount less than Yellow Book) $750,000 • $500,000+ in State funds Audited Financial Statement in May use State and Federal and $750,000+ in Federal compliance with OMB Uniform funds pass through funds Guidance 2 CFR Part 200 (i.e. Single Audit) • Less than $500,000 in State Audited Financial Statement in May use Federal funds, funds and $750,000+ in compliance with OMB Uniform but not State funds. Federal pass through funds Guidance 2 CFR Part (i.e. Single Audit) 3 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: reN:7livi -V A New Hanover County Senior Resource Center Name of Organization By: L 2-01 / �j Au rized Lea gency wcial Dat P�e�� IIM\\1'irderi p�'`t L'ou�y N�Aho -�a-r By: \off W i— \ \ I7,,l 1 l Authorized Official Date (County or Organization Providing Matching Funds) U1,0k ur�z��oc1rcr I CO.tt_p �i&A Cka Op,(4ccr 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. Neu1 t�aMgec en,,VJZA, Name of Agency ` man, Executive Director, or other Authorized Official t'1 M . , e r' Sworn to and subscribed before me, "Je- � This the day of 1Jw— r I 4bl? . t%n Notary Public a� ' NOT '77 My Commission expires: 1)AItG OAD 2018 FUNDING BUDGET FORM County: New Hanover Senior Center Allocation Required County Match Total New Hanover Senior Resource Center $10,939 $3,646 $14,585 Area AgencX On A ('(tire Fear Council of Gowmments October 23, 2017 Ms. Amber Smith, Manager New Hanover County Senior Resource Center 2222 South College Road Wilmington, NC 28403 Dear Amber: Your Senior Center General Purpose Funding Application has been reviewed and approved. As a result, 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. Thank you to you and your agency for the on -going service to the older adults of New Hanover County. Sincerely, oqc,lntkl '61u tk Ginny Brinson, Aging Specialist Cape Fear Council of Governments — Area Agency on Aging Enclosures - 3 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.copefearcog.org An Equal Oppommity /ARtrmallye Action /AAA Employer /Program Grant Document Routing Start date: 11/17/17 From: Teresa Hewett, Finance Department (7408) Signatures required: V Lisa Wurtzbacher, Chief Financial Officer V Avril Pinder, Deputy County Manager — ✓ r") &�Nr-t-j Return to Teresa Hewett, Finance Department (7408) Type(s) of document(s) attached: 2 original — SRC's FYI General Purpose grant contracts Explanation of document(s): This grant was included in the adopted budget, therefore a budget amendment is not necessary. 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