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Home My WebLink AboutFY20 Soil and Water Matching and Technical Asst funds�cu�rv� � c a 4' Steve Troxler North Carolina Department of Agriculture N. David Smith Commissioner and Consumer Services Chief Deputy Commissioner December 20, 2019 Ms. Dru Harrison New Hanover Soil & Water Conservation District 230 Government Center Drive, Suite 100 Wilmington, NC 28403 CONTRACT NUMBER: 18- 024 -4109 AMENDMENT NUMBER: 02 -2020 Dear Ms. Harrison: On behalf of Commissioner Steve Troxler and the North Carolina Department of Agriculture and Consumer Services — Division of Soil & Water Conservation, I offer to amend your existing agreement for district matching and cost share technical assistance funds for the New Hanover Soil and Water Conservation District operations. The amendment is necessary to add district matching and technical assistance funds for fiscal year 2019 -20. Your project end date remains June 30, 2020. Two original amendment packets must be printed, completed and returned to the NCDA &CS, making sure that the amendments and certain forms have been signed in blue ink, dated, and witnessed. Signing these documents represents your understanding and acknowledgement that all other terms and conditions of the original contract are still in effect. Please return the two packets to: Helen Wiklund, Administrative Secretary N.C. Division of Soil & Water Conservation 1614 Mail Service Center Raleigh, NC 27699 -1614 One fully- executed. original amendment will be returned to you for your records. If you have any questions about your amendment or any of the forms contained in your offer packet, please contact Helen Wiklund at (919) 707 -3773 or Helen.WiklundQncagr.gov. I would like to take this opportunity to thank you for all you do to support conservation of our valuable natural resources. cerel N. David Smith Chief Deputy Commissioner Enclosure cc: Melissa Madrid, Grants Manager Email: David. Smith @ncagr.gov 1001 Mail Service Center, Raleigh, North Carolina, 27699 -1001 (919) 707 -3033 • Fax (919) 715 -0026 An Equal Opportunity Affirmative Action Employer a NORTH CAROLINA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES Steven W. Troxler, Commissioner Division of Soil & Water Conservation CONTRACT AMENDMENT "CHECK OFF LIST' for Grantee This form must be returned with your completed contract amendment package. INSTRUCTIONS: Check the YES boxes in the left column for the document titles that are being returned with the two signed, dated and witnessed (for government entities) or notarized (for non - government entities) copies of the contract amendment with signatures in blue ink. Be sure to include all the other documents specified in your contract amendment package. If M NO has been checked off for you, that document is not required for this grant program or project. GRANTEE ORGANIZATION NAME: New Hanover Soil & Water Conservation District PROJECT TITLEINAME: DSWC- District Matching and Technical Assistance Agreement CONTRACT #: 18- 024.4109 AMENDMENT M Check one Box DOCUMENT TITLE ALL SIGNATURES MUST BE IN BLUE INK DEPARTMENTAL USE - DOCUMENTS ATTACHED OR ON FILE GRANTS & CONTRACTS USE - DOCUMENTS ATTACHED El Yes ❑ No Contract Amendment "Check Off List" for Grantee ❑ Yes ❑ No ❑ Yes ❑ No Yes ❑ No Contract Amendment Cover ❑ Yes ❑ No ❑ Yes ❑ No ❑ Yes ❑ No Attachment A - Contract Scope of Work and Payment Provisions ❑ Yes ❑ No ❑ Yes ❑ No Yes ❑ No Attachment B - Signature Card ❑ Yes ❑ No ❑ Yes ❑ No NCDA &CS — Check Off List — Amendment Rev 07/14;8/16;1/17;10 /17 ywrce„`a STATE OF NORTH CAROLINA � COUNTY OF WAKE ay 'tm,vnma +. Departmental Use Only CENTER: 1611 -3701 ACCOUNT: 536967 AMOUNT: $10,800.00 CENTER: 2710 ACCOUNT 536502 AMOUNT $42,355.00 CENTER: 2735 ACCOUNT 536502 AMOUNT $38,250.00 North Carolina Department of Agriculture and Consumer Services Division of Soil and Water Conservation DSWC- District Matching and Technical Assistance Agreement - Governmental Amendment Number: 02 -2020 Contract Number: 18- 024 -4109 This document amends the Contract bearing the effective date of July 1, 2017, between the North Carolina Department of Agriculture and Consumer Services, hereinafter referred to as the "Agency" and the New Hanover Soil and Water Conservation District, hereinafter referred to as the "Grantee." The Grantee's tax ID number is 56- 6000324. The Congressional District Number is 7th. The Grantee's DUNS number is 0400029563 As provided for under the terms of the original Contract, the Agency and the Grantee agree to amend the contract provisions as outlined below. 1. Section IV. DSWC Duties: The previous Section IV is hereby deleted and replaced with the following: The DSWC hereby agrees to pay the Grantee in the manner and in the amounts specified in the Contract Documents. The total amount paid by the DSWC to the Grantee shall not exceed $91,405.00. This amount consists of: 0 in federal funds. This amount consists of: $91,405.00 in State funds The Grantee's matching requirement is $91,405.00, which consists of In Kind Cash Cash and In -kind Cash and /orin -kind A91,406.00 Other/Specify The total Contract amount is $182,810.00. NCDA &CS — Contract Cover - Amendment — 07/14; 4/17 Page 1 of 3 2. Contract Scope of Work and Payment Provisions: The previous Attachment A: Scope of Work and Payment Provisions is hereby deleted and replaced with the attached Attachment A: Scope of Work and Payment Provisions. The revision is necessary to add funding for the 2019 -20 fiscal year. In cases where the grantee did not invoice for the full amount of budgeted funds for Activities 1 or 2 in FY2018 -19, the funds budgeted for 2018 -19 have been reduced to reflect the actual amount invoiced for 2018 -19. All other terms and conditions as set forth in the original Contract document shall remain in effect for the duration of this Amendment. This Amendment is continued on the next page. NCDA &CS —Contract Cover - Amendment— 07/14; 4/17 Page 2 of 3 Signature Warranty: The undersigned represent and warrant that they are authorized to bind their principals to the terms of this Contract. IN WITNESS WHEREOF, the Grantee and the Agency execute this Contract Amendment in two (2) originals, one (1) of which is retained by the Grantee and one (1) which is retained by the Agency. Grantee: New Hanover Soil and Water Conservation District il�n ?�titi CI CC,LLAIL, 60bknae.r Printed Name Title 0 North Carolina Department of Agriculture and Consumer Services Signature of Authorized Representative Date N. David Smith, Chief Deputy Commissioner NCDA &CS — Contract Cover - Amendment — 07/14; 4/17 Page 3 of 3 ATTACHMENT A Scope of Work and Payment Provisions The New Hanover Soil & Water Conservation District will complete the following activities and supply the following deliverables: 1. District Matching Funds — Funds for district operating support are allocated to each county equally, subject to that District's documentation that matching funds equal to or exceeding the allocated amount are available for match. To be eligible to receive matching funds the Grantee shall: a. Submit by March 31 of each fiscal year an 'Application for Matching Funds for Soil & Water Conservation Districts' showing the amount of matching funds requested by the Grantee and documenting the source and amount of matching funds provided by the Grantee. The Grantee shall not count as match the funds that were allocated by the Commission for technical assistance cost share nor those local funds pledged to match technical assistance cost share. Matching Funds not requested by March 31 shall be unencumbered from this Contract. b. Upload to the Agency's SharePoint site the approved minutes of all district board meetings held during the term of the Contract. 2. Cost Share Technical Assistance — cost share funds for technical assistance positions are allocated to districts by the Commission and through the Agency in accordance with its rules and procedure, 02 NCAC 59D .0106 and 02 NCAC 59H .0106(b). To be eligible to receive technical assistance cost share, the Grantee shall: a. Submit by June 1 of each fiscal year, the District Strategy Plan for cost share programs for the upcoming fiscal year, including a request for technical assistance funds. The request for technical assistance funds should include staff name, title and email address for each position proposed for cost sharing. b. Implement cost share program activities in the District, pursuant to Commission rules and policies. A district position funded through this Contract may work on other activities, but the position must contribute at least 1,040 hours annually per FTE to providing technical assistance or cost share program implementation. Positions cost shared at less than 1 FTE, shall contribute a pro -rated number of hours for the same purposes. All activities must be documented with a monthly- activities tracking form which shall be submitted quarterly on or before October 15, January 15, April 15, and June 30. c. Submit a Request for Payment of Technical Assistance Form at least annually and no more frequently than quarterly documenting actual expenditures for salary, benefits, and operating expenses by the Grantee in support of the technical assistance position(s) approved by the Commission and listed in the Contract Budget. Any technical assistance funds encumbered for the current fiscal year that are not requested by the Grantee on or before June 30 of that fiscal year shall be unencumbered from this Contract. ant A — SOW & Budget (Rev): 8/17 Page 1 d. Work with the technical supervisor to upload an updated Individual Development Plan in AgLearn by June 30, 2020 for each for each employee funded through this Contract. e. Have in place a secondary employment policy consistent with the Commission's Guidelines on Secondary Employment and shall upload to the Agency's SharePoint site an annual Secondary Employment Form for each employee performing work on Commission cost share program contracts. The initial Secondary Employment Form shall be submitted annually on or before October 15 of each year. The Grantee shall submit an updated form along with its quarterly Request for Payment of Technical Assistance if the secondary employment changes or other potential conflicts of interest of a subject employee arise after the initial submission. CONTRACT BUDGET The following budget reflects the maximum authorized payment for each activity described in the scope of work. Activity 1: District Matching Funds Fiscal Year Maximum Amount Awarded District Match Requirement 2017 -18 $3,600.00 $3,600.00 2018 -19 $3,600.00 $3,600.00 2019 -20 $3,600.00 $3,600.00 Activity 2: Cost Share Technical Assistance Position 1: FTE: 1.00 Maximum Allocation Fiscal Year Purpose Recurring Non- recurring District Match Requirement 2017 -18 Sala /Benefits $25,500.00 $26,550.00 Operating Ex p. $1,050.00 2018 -19 Sala /Benefits $25,500.00 $26,820.00 O eratin Ex . $1,320.00 2019 -20 Sala /Benefits $25,500.00 $27,235.00 O eratin Ex . $1,735.00 Position 2: FTE: Maximum Allocation Fiscal Year Purpose Recurring Non- recurring District Match Requirement 2017 -18 Sala /Benefits $0.00 O eratin Ex . $000.00 2018 -19 Sala /Benefits 1 $0.00 Operating Ex p. $0.00 2019 -20 Sala /Benefits 1 $000.00 Operating Ex p. $000.00 Attachment A — SOW & Budget (Rev): 8/17 Page 2 Attachment B Card 4 u roy 2 3 b fbrMD6T \6�•, . CONTRACT & FINANCIAL DOCUMENTS INSTRUCTIONS: Please read and fill in the required information to the right of each field where applicable. Signatures must match the Contract signatures. In the event the affixed signature(s) are no longer valid, a revised form must be submitted prior to processing any contractual documents or submitting "Request for Payments" or any other financial documents. If more than two people will sign for the organization, this form may be duplicated. SECTION I. Date: I (-1 1 Legal Applicant Organization /Agency Name: Federal Tax Identification Number: 5 (L - 0a)-3a SECTION 11. Certification: By affixing my signature below, I certify that person(s) identified are designated having legal authorization to sign on behalf of the organization named in Section I., above, for purposes of executing contractual documents and preparing, approving and executing all financial documents; including "Requests for Payments." I understand the legal implications of any and all misrepresentation, which include but are not limited to defrauding the State of North Carolina, and certify that the person signing below has full authority to execute this Agreement on behalf of the named organization. NOW GOVERNMENT-Al GRaANIZATIONG 0411 Financial Representative, Treasurer, etc. X gigRature: XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX Signature: XXXXXXXXXXXXXXXXXXXXXXXXXXXX GOVERNMENTAL ENTITIES Must match Contract Signature) Authorized Governmental Official Chief Fiscal Officer Print Name & Title: 1 ss l eem Print Name & Title: 1_ rkzlCThe(- CrO Signature� 1 ign re: NCDA &CS - Signature Card — NGO & Govemmental Page 1 of 1 Rev 7/14; 1/17;11/17 Grant Document Routing Start date: 1/17/20 From: Teresa Hewett, Finance Department (7408) Signatures required: Lisa Wurtzbacher, Chief Financial Officer Tim Burgess, Deputy County Manager Witness for Tim's signature Return to Teresa Hewett, Finance Department (7408) Type(s) of documents attached: 2 original — Soil and Water District Matching and Technical Assistance funds Explanation of document(s): This is a recurring grant that was included in the FY20 adopted budget. Please let me know if you have any questions. Thank you. ------ or finance department use - - -- DATE ADDED TO LASERFICHE PICKED UP BY: Print Name & Date Signature Hewett, Teresa From: Harrison, Dru Sent: Friday, January 10, 2020 12:57 PM To: Hewett, Teresa Subject: FW: 18- 024 - 4109 -New Hanover Soil & Water Conservation District -DSWC- District Matching and Technical Assistance Agreement Amd 02 -2020 Attachments: 18- 024 -4109 -New Hanover Soil & Water Conservation District- DSWC - District Matching and Technical Assistance Agreement amd 02 -2020 .pdf Dru Harrison I Soil and Water Director Soil and Water New Hanover County 230 Government Center Drive. Suite 100 Wilmington, NC 28403 (910) 798 -7135 p www.nhcaov.com From: Wiklund, Helen <Helen.Wiklund @ncagr.gov> Sent: Tuesday, December 31, 2019 9:56 AM To: Harrison, Dru <drharrison @nhcgov.com> Cc: Fischer, Kristina <kristina.fischer @ ncagr.gov>; Trimnal, Maegan L <Maegan.Trimnal @ncagr.gov>; Williams, David < david. b.wil liams@ ncagr.gov> Subject: 18- 024 -4109 -New Hanover Soil & Water Conservation District-DSWC- District Matching and Technical Assistance Agreement Amd 02 -2020 Good Morning Dru, Attached is the amendment packet for your District's Master Agreement Contract to add the FY20 Matching Funds and TA Funds. I need appropriate signatures on the last page of the contract amendment document (Page 3 of 3) and also on Attachment B (Signature Card) under Governmental Entities. Please get 2 copies signed in BLUE ink and return to my attention. Also, please proceed to upload your Secondary Employment Certification Form to your district's SharePoint site. David Williams updated the Technical Assistance Tracking Spreadsheet and the 2019 -20 Technical Assistance Billing Form and Matching Funds Application (click on the links in this message) or go to our web site at httr)s://www.ncagr.gov/SWC/districts/DistrictAgreements.html. If you have problems or questions, please let me know. Kristina is also available to assist you, as needed Helen Wiklund Administrative Secretary Division of Soil & Water Conservation NC Dept. of Agriculture & Consumer Services 1614 Mail Service Center, Office 320E Raleigh, NC 27699 P: 919 - 707 -3773 helen.wiklund @ncagr.sov