FY23 SRC General Purpose contractSCGP New Hanover
Senior Center General Purpose Agreement for
FY 2022-2023
THIS FUNDED AGENCY AGREEMENT (hereinafter referred to as "Agreement") is made and
entered into by and between New Hanover County Senior Resource Center, (hereinafter referred
to as the "County") and Cape Fear Council of Governments, Lead Regional Organization for the
Area Agency on Aging, a public authority (hereinafter referred to as "Area Agency").
Witnesseth That:
WHEREAS, the Area Agency and the County agree to the terms and conditions for provision of
aging services in connection with activities financed in state appropriations made available to the
Area Agency through the North Carolina Division of Aging and Adult Services, as set forth the
Council agrees to grant Senior Center General Purpose (SCGP) funds to the Grantee per the NC
Division of Aging and Adult Services Administrative Letter No. DAAS-22-07 dated August 17,
2022 found at
https://www.nedhhs. gov/divisions/aging-and-adult-services/policy-and-
procedure/admi ni strative-letters.
NOW THEREFORE, in consideration of these premises, and mutual covenants and agreements
hereinafter contained, the parties hereto agree as follows:
The Area Agency agrees to grant Senior Center General Purpose funds per the NC
Division of Aging and Adult Services to the County for the purpose of providing Senior
Center General Purpose activities for senior adults. The terms set forth in this agreement
for payment are contingent upon availability of funding.
2. Grant Amount. The total expenditures under this contract shall not exceed $14,535 for
senior center general purpose. The County is accountable for ensuring the 25% local cash
matching requirement of $3,634 is provided.
3. Grant Administration. The grant administrator for the Area Agency shall be: Holly
Pilson, Area Agency on Aging Director, Cape Fear Council of Governments.
The grant administrator for the Grantee shall be: Amber Smith, Director, New Hanover
County Senior Resource Center.
It is understood and agreed that the grant administrator for the County shall represent the
County in the performance of this Agreement. The County shall notify the Area Agency
in writing if the administrator changes during the grant period.
4. Services authorized through the County, as specified on the FY 2022-2023 Application
Packets in Attachment A, are to commence no later than July 1, 2022, and shall be
undertaken and pursued in such sequence as to assure their expeditious completion and
pursuit to all required standards and guidelines. All services required hereunder shall be
completed on or before the end of the Agreement period, June 30, 2023.
SCGP New Hanover
5. Assignability and Contracting. The County shall not assign all or any portion of its
interest in this Agreement. Any purchase of services with Senior Center General Purpose
funds for Older Adults funding shall be carried out in accordance with the procurement
and contracting policy of the community services provider or, where applicable, the Area
Agency.
6. Documentation of Expenses. The County shall maintain full and complete documentation
of all expenses associated with performing SCGP activities. Documentation in the form
of paid invoices and canceled checks shall be submitted to the Area Agency at the time of
the reimbursement request. County shall maintain all financial and program records for a
period of three (3) years from the date of final payment under this agreement.
7. Compensation and Payments to the Grantee. The County shall be compensated for the
work and services actually performed under this Agreement by payments to be made
monthly by the Area Agency. Total reimbursement to the community service providers
under this Agreement may not exceed $10,901, as specified on the SCGP FY 2022-2023
Application Packets in Attachment A.
a. Reimbursement of Service Costs: Payment will be based upon the Aging Resource
Management System (ARMS) Provider Reimbursement Report (ZGA370-11). The
Cape Fear Council of Governments will forward payment of the approved budget
expenditure at the end of each month. The County must submit an annual report to the
Cape Fear Council of Governments.
b. Aging Resource Management System (ARMS) Requirements: All program
performance and financial reports must conform to the requirements of the Division
of Aging and Adult Services' automated Aging Resource Management System
(ARMS). The County will be required to participate in the automated ARMS by
supplying the necessary and required input data. The County will also be required to
participate in appropriate workshops by the Division of Aging and Adult Services
and/or Area Agency on Aging. Failure to comply with the reporting requirements
may result in either withholding of funds or possible suspension/termination of
funding. The County is required to participate in the ARMS user's fee. The fee shall
apply to each of the categories as the reimbursements are requested through ARMS. It
shall be based on the following formula:
# of records X $.17 maintenance cost per service record in ARMS
c. Documentation of Expenses: The County shall maintain full and complete
documentation of all expenses associated with performing the scope of work under
this contract. Documentation in the form of time sheets or other verification (prior
approval required) that services were rendered shall be kept in each client file. The
County shall maintain all financial and program records for a period of seven (7)
years form the date of final payment under this agreement.
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SCGP New Hanover
8. Reallocation of Grant Funds. It is understood and agreed, that in the event that the
County's rate of progress on this contract is leading to underutilization of the funds
allocated, and if the County cannot demonstrate how funds will be fully utilized during
the contract period, then, upon notice to the County, the Council may decrease the total
compensation to be paid hereunder in order to reallocate funds to other Grantees.
9. 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 Area Agency 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 County's compensation shall be incorporated in written
amendments to this contract and signed by both parties.
10. Monitoring, Auditing, and Reporting. The County 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 2 CFR Part 200,
The County is subject to audit and fiscal reporting requirements, as stated in NC General
Statute 143C-6-22 and 23 and 2 CFR Part 200, where applicable. The County must send
a copy of their year-end financial statements, and any required audit, to the Area Agency.
SCGP providers are not required to submit Activities and Accomplishments Reports.
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 athqps://www.ncizrants.povNCGrants/PublicRMrtsRegulations.usp
The following provides a summary of reporting requirements under NCGS 143C-6-22
and 23 and 2 CFR Part 200 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
Certification form and State Grants
N/A
in State or Federal
Compliance Reporting <$25,000 (item #
funds
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
Certification form and Schedule of County
N/A
$25 000 and less
Receipts >$25 000 and Schedule of
SCGP New Hanover
than $500,000 in
Receipts and Expenditures
State funds or
OR
$750,000 in
Audited Financial Statements in
Federal funds
Compliance with GAO/GAS (i.e. Yellow
Book)
$500,000 or more
Audited Financial Statements in
May use State
in State funds but
Compliance with GAO/GAS (i.e. Yellow
funds, but not
less than $750,000
Book)
Federal Funds
in Federal pass
through funds
$500,000 or more
Audited Financial Statement in compliance
May use State and
in State funds and
with OMB Uniform Guidance 2 CFR Part
Federal funds
$750,000 or more
200 (i.e. Single Audit)
in Federal pass
through funds
Less than
Audited Financial Statement in compliance
May use Federal
$500,000 in State
with OMB Uniform Guidance 2 CFR Part
funds, but not State
funds and
200 (i.e. Single Audit)
funds.
$750,000 or more
in Federal pass
throw lends
Representatives of the Area Agency 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 County
shall be made available to authorized representatives of the Area Agency, and the NC
Division of Aging and Adult Services for inspection and review at any reasonable time in
the County's office. Approval and acceptance of such material shall not relieve the
County of its professional obligation to discover and correct, at its expense, any errors
found in the work.
It is further understood that the County is responsible to the Area Agency for clarifying
any audit exceptions that may arise from any Area Agency assessment, County 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 County shall
promptly repay such funds to the Area Agency once any final appeal is exhausted in
accordance with paragraph eleven (11).
To ensure adequate review and evaluation of the work and proper coordination among
interested parties, the Area Agency shall be kept fully informed concerning the progress
of the work and services to be performed. County agrees to submit to the Area Agency,
annually, a list of those SCGP required programs that have been provided and what
outreach activities (for example: media efforts) have been expended in order to increase
capacity to serve the County with SCGP. Area Agency staff will conduct on -site
SCGP New Hanover
assessments and may also make unannounced visits for the purpose of evaluating the
County's work.
11. Disputes and Appeals. Any dispute concerning a question of fact arising under this
Agreement shall be identified to the designated grants administrator for the Area Agency.
In accordance with Lead Regional Organization (LRO) policy, a written decision shall be
promptly furnished to the designated grants administrator for the County.
The decision of the LRO is final unless within twenty (20) days of receipt of such
decision the grant administrator furnishes a written request for appeal to the Director of
the North Carolina Division of Aging and Adult Services, with a copy sent to the Area
Agency. The request for appeal shall state the exact nature of the complaint. The
Division of Aging and Adult Services will inform the Chairman of the Board of
Commissioners of its appeal procedures and will inform the Area Agency that an appeal
has been filed. Procedures thereafter will be determined by the appeals process of the
Division of Aging and Adult Services. The state agency address is as follows:
Director
North Carolina Division of Aging and Adult Services
693 Palmer Drive
2101 Mail Service Center
Raleigh, North Carolina 27699-2101
12. Termination for Cause. If through any cause, the County shall fail to fulfill in a timely
and proper manner its obligations under this Agreement, or the County has or shall
violate any of the covenants, agreements, representations or stipulations of this
Agreement, the Area Agency shall have the right to terminate this Agreement by giving
the Chairman of the Board of Commissioners written notice of such termination no fewer
than fifteen (15) days prior to the effective date of termination. In such event, all finished
documents and other materials collected or produced under this Agreement shall at the
option of the Area Agency, become its property. The County shall be entitled to receive
just and equitable compensation for any work satisfactorily performed under this
Agreement
13. Indemnity. The County agrees to indemnify and save harmless the Area Agency, its
agents, and employees from and against any and all loss, cost, damages, expenses, and
liability arising out of performance under this Agreement.
14. Attendance at Region O Area Agency on Aging Meetings The. County, upon request of
the Area Agency grant administrator, will make efforts to attend any committee or special
meeting relating to the project. The County will attend any scheduled Senior Center
General Purpose meetings.
15. Equal Employment Opportunity and Americans With Disabilities Act Compliance. The
County shall comply with all federal and state laws relating to equal employment
opportunity and accommodation for disability.
SCGP New Hanover
16. Data to be Furnished to the County. All information which is existing, readily available
to the Area Agency without cost and reasonably necessary, as determined by the Area
Agency's staff, for the performance of this Agreement by the Grantee shall be furnished
to the County and community service providers without charge by the Area Agency. The
Area Agency, its agents and employees, shall fully cooperate with the County in the
performance of the County's duties under this Agreement.
17. Rights in Documents, Materials and Data Produced. The County agrees that at the
discretion of the Area Agency, all reports and other data prepared by or for it under the
terms of this Agreement shall be delivered to, become and remain, the property of the
Area Agency upon termination or completion of the work. Both the Area Agency and the
County shall have the right to use same without restriction or limitation and without
compensation to the other. For the purposes of this Agreement, "data" includes writings,
sound recordings, or other graphic representations, and works of similar nature. No
reports or other documents produced in whole or in part under this Agreement shall be
the subject of an application for copyright by or on behalf of the County.
18. Interest of the Board of Commissioners. The Board of Commissioners covenants that
neither the Board of Commissioners nor its agents or employees presently has an interest,
nor shall acquire an interest, direct or indirect, which conflicts in any manner or degree
with the performance of its service hereunder, or which would prevent, or tend to
prevent, the satisfactory performance of the service hereunder in an impartial and
unbiased manner.
19. Interest of Members of the Area Agency, Lead Regional Organization, and Others. No
officer, member or employee of the Area Agency or Lead Regional Organization, and no
public official of any local government which is affected in any way by the Project, who
exercises any function or responsibilities in the review or approval of the Project or any
component part thereof, shall participate in any decisions relating to this Agreement
which affects his personal interest or the interest of any corporation, partnership or
association in which he is, directly or indirectly, interested; nor shall any such persons
have any interest, direct or indirect, in this Agreement or the proceeds arising there from.
20.Officials not to Benefit. No member of or delegate to the Congress or Resident
Commissioner, or employee of the United States Government, shall be entitled to any
share or part of this Agreement or any benefits to arise therefrom.
21. Prohibition Against Use of Funds to Influence Legislation. No part of any funds under
this Agreement shall be used to pay the salary or expenses of any employee or agent
acting on behalf of the County to engage in any activity designed to influence legislation
or appropriations pending before Congress.
22. Conflict of Interest. The County shall comply with all applicable federal and state conflict
of interest laws. The County expressly states that presently they have no interest and shall
not acquire any interest, direct or indirect, which would conflict in any manner or degree
G7
SCGP New Hanover
with the performance of services required to be performed under this contract. The
County shall employ any person having such interest during the performance of this
contract. The County fiuther agrees to notify the Area Agency on Aging in writing of any
instance that might have the appearance of a conflict of interest.
23. Confidentiality and Security. Any client information received in connection with the
performance of any function of a community service provider or its subcontractors under
this Agreement shall be kept confidential. The community service provider
acknowledges that in receiving, storing, processing, or otherwise handling any
confidential information, the agency and any subcontractors will safeguard and not
further disclose the information except as provided in this Agreement and accompanying
documents.
24. Record Retention and Disposition. All state and local government agencies,
nongovernmental entities, and their subrecipients, including applicable vendors, that
administer programs funded by federal sources passed through the NC DHHS and its
divisions and offices are expected to maintain compliance with the NC DHHS record
retention and disposition schedule (https://www.ncdhhs.gov/about/adnunistrative-
offices/office-controller/records-retention).
Retention requirements apply to the community services providers funded under this
Agreement to provide Senior Center General Purpose services. By funding source and
state fiscal year, the NC DHHS record retention schedule lists the earliest date that grant
records in any format may be destroyed. The State Archives provides information about
destroying confidential data and authorized methods of record destruction (paper and
electronic) at https://archives.ncdcr.gov/government/records-management-tools/fag#how-
can-i-destrov-records.
25. Additional provisions.
a. County and any subrecipients are required to follow policies and procedures for
procurement that are at least as stringent as those of the State.
b. Any capital purchases of $5,000 or more must be pre -approved by the Area Agency
and the Division of Aging and Adult Services.
c. If any copyrightable material is developed in the course of or under this agreement
and any subaward, a copy will be furnished to the Department of Health and Human
Services and the Department shall have a royalty fee, non-exclusive, and irrevocable
right to reproduce, publish or otherwise use the work for Department purposes.
d. In accepting this award, the County agrees not to replace local program support with
Total Federal/State Reimbursement and will contract for any aging services as
identified through the County funding plan in accordance with policies and
procedures established in the Division of Aging and Adult Services Manual of
Policies and Procedures. httos://nolicies.ncdhhsgov/divisional/aizintz-and-adult
SCGP New Hanover
e. E-Verify Compliance. Pursuant to Session Law 2013-418, Contractor shall fully
comply with the U.S. Department of Homeland Security employee legal status E-
Verify requirements for itself and all its subcontractors, if applicable. requires an
affidavit attesting to Contractor's compliance. Violation of the provision, unless
timely cured, shall constitute a breach of contract.
26. Applicable Law. This Agreement is executed and is to be performed in the State of
North Carolina, and all questions of interpretation and construction shall be construed by
the laws of such State.
In witness whereof, the Area Agency and the Grantee have executed this Agreement as of the
day first written above.
NEW HANOVER COUNTY SENIOR
Go F
Attest:
y'
:f
CAPE FEAR COUNCIL OF GOVENRMENTS:
Agency on Aging Director
CENTER:
Board of Commissioners
Alien Serkin, Executive Director
Thi§ instrument has been preaudited in the manner required by the Local Government Budget
and Fiscal ct.
By:
Dawn Tuc er, Finance Director
8
Attachment A
STATE APPROPRIATION FOR SENIOR CENTERS THROUGH
THE 2022 SESSION OF THE
NC GENERAL ASSEMBLY
SENIOR CENTER GENERAL PURPOSE FUNDING
FY 2022-2023 APPLICATION PACKET
Cape Fear Area Agency on Aging
1480 Harbour Drive
Wilmington, NC 28401
New Hanover County Senior Resource Center
2222 S. College Road
Wilmington, NC 28403
The Cape Fear Area Agency reserves the right to request additional information,
references, to accept or reject any or all proposals to waive technicalities, to accept
proposals in whole or in part, and to award a contract(s) which, in the opinion of the
grantee, best serves the older adults.
SENIOR CENTER GENERAL PURPOSE FUNDING
Introduction and Instructions
The Cape Fear Area Agency is pleased to announce the availability of funds
for use by senior centers to support and develop programming and general
operations or to construct, renovate, or maintain senior center facilities.
$1,265,309 in general purpose funding was allocated for senior centers for
the current fiscal year. This funding is allocated to the Area Agencies on
Aging for distribution to the centers within the region which provide full
time programs or will utilize the funding to develop full time programs.
Across the state 170 senior centers or developing senior centers will be
funded.
The Division of Aging and Adult Services has worked hard to enhance and
expand the statewide certification process for senior centers with standards
that encourage centers across the state to strive for levels of 'merit' or
'excellence'. An intent of the certification process has been to increase base
funding for those who have successfully completed the process. This
ensures that funding is being well spent on readily identifiable programs
and services and provides an incentive for centers that make investments to
meet certification requirements. Therefore, in order to provide an incentive
to work toward certification, and to reward those who achieve it, the
Division has decided to fund senior centers equally, based upon their
certification status. Centers of Merit will receive two shares of the funding
of non -certified centers and Centers of Excellence will receive three times
the funding of non -certified centers. The objectives for this year are to:
➢ Allocate funding equally to every center, based upon certification
status;
➢ Require documentation and accountability for the use of funding,
and;
➢ Provide incentives for centers to improve themselves through
certification.
Again, this year it has been decided to divide the annual appropriation into
shares based on the total number of senior centers as determined by the
Area Agencies on Aging plus extra shares for each senior center which
2
meets certification status. Uncertified, identified centers will receive one
share.
For FY 2022-2023, total funding available to the counties in Region O will
amount to $1 12,940. Effective period: July 1, 2022 June 30, 2023.
Your center is eligible to receive:
FY 22-23 Senior Center General Purpose Funding $10,901
Local Match (25%) $3,634
TOTAL $14,535
It is the responsibility of the applicant to certify the availability of the local
match. The funds require a 25% local match. The funds must be spent first
before reimbursed and before June 00. 2023. Therefore, projected June
expenditures must be reported with May services reported in June
otherwise the unutilized portion of your allocation will revert to the state.
Application submissions should include:
(1) A completed description of proposed activities (add additional
pages as needed).
(2) Certification of the availability of local match.
(3) A budget for senior center general purpose activities.
APPLICATION FOR SENIOR CENTER GENERAL PURPOSE FUNDING
Applicant Information
Date: September 22 _2022
Project Name: Senior Resource Center General Purpose
Name of Project Director _Amber Smith
Telephone Number._910-798-6410 FAX:_910-798-641 I
E-Mail: asmith@nhcclov.com
Name and Address of Applicant: Senior Resource Center
2222 S. College Rd. Wilmington, NC 28403
Type of Agency Applying: Private -Non -Profit
Location of Project: New Hanover Countv
(county)
ASSURANCES
_Senior Resource Center_(hereinafter referred to as "Subgrantee") HEREBY AGREES
THAT it will comply with all Federal statutes relating to nondiscrimination. These
include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352)
which prohibits discrimination on the basis of race, color, or national origin: (b) Title IX
of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683, and 1685-
1686), which prohibits discrimination on the basis of sex, and (c) Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination
on the basis o�f handicaps.
(,�Lf)Y14.2 yml�dl 9122.12022_
Signature and Title of Authorized Official Date
SRC Director
CERTIFICATION OF THE AVAILABILITY OF REQUIRED NON-FEDERAL
MATCH FOR SENIOR CENTER GENERAL PURPOSE FUNDING
It is understood that the following required 25 percent non-federal match
will be used to match Senior Center General Purpose funds in FY 22-23 and
will not be used to match any other federal or state funds during the
contract period.
The provider shall expend the award in keeping with the attached project
description indicating how funding will be utilized. Funding will not be
disbursed until this application is received and approved by the Area
Agency on Aging. The contractor shall make a final report indicating how
funding was utilized in a format provided by the Area Agency on Aging.
FY 22-23
Budget Request $10,901
Required 25%Match $3,634
Total FY 22-23
Projected Budget $14,535
(up to the amount of the grant)
Authorized
Title: Senior Resource Center Director
Date: September 22, 2022
Example only:
non certified center: $4,069
divided by.75=$5,425
[Total projected budget]
$5,425 minus $4,069=
$1,356 [local match]
SENIOR CENTER GENERAL PURPOSE PROJECT DESCRIPTION
Senior Center to receive funding: New Hanover County Senior Resource Center
Z. Amount of funding: $14,535
3. Area served by Senior Center: New Hanover County _
4. Describe how the funding will be spent:
Funding will be used to support the salary and fringe of an administrative program
assistant whose primary job functions are to provide coverage for switchboard,
program mailing, enter data into Servtracker and ARMS, creating participant ID
badges, assist with transportation reassessments, and serve as a backup front desk
greeter. The switchboard operating functions provides essential customer service
delivery to the citizens of NHC by triaging incoming calls to the appropriate staff
and/or providing accurate scheduled program information. Personal contact is
beneficial to seniors seeking and receiving assistance and not succumbing to the
frustration of a recording or push button response.
STATE APPROPRIATIOINS FOR SENIOR CENTER BUDGET INFORMATION
STATE FISCAL YEAR 2022-23
Organization Name: New Hanover County Senior Resource Center
Senior Center Name: Senior Resource Center
Address: 2222 S. College Rd Wilmington NC 28403
Period Covered: July 1. 202Z June 30. 2023 Date Prepared: 9/22/2022
OBJECTS OF EXPENDITURE
Salary and Fringe Benefits
Supplies/Other Operating Costs
Equipment
Capital Outlay (Real Estate, Construction,
Renovation)
Other
TOTAL BUDGET (Including local match)
(Up to grant amount, only)
AMOUNT
$ 14,535
$ 14,535
Each organization that receives, uses, or expends any state funds shall use or expend the funds
only for the purposes for which they were appropriated by the General Assembly or collected
by the State. State funds include federal funds that flow through the state. If the contractor is a
governmental entity, such entity is subject to the provisions of the requirements of OMB
Uniform Guidance 2 CFR Part 200 and the NC Single Audit Implementations Act. If the
Contractor is a non -governmental entity, such entity is subject to the provisions of
G.S. 143C-6-23. Additionally, any non -governmental entity except a for -profit corporation is
subject to the provisions of OMB Uniform Guidance CFR Part200.
AUTHORIZED SIGNATURE: 1�
TITLE: Senior Resource Center Director DATE: 09.,221'2022