Backup Documents 12/14/2010 Item #16D 9ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP160.9
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines #1 through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exception of the Chairman's signature, draw a line through routing lines #1 through 44, complete the checklist, and forward to Sue Filson (line #5).
Route to Addressee(s)
(List in routing order)
Office
Initials
Date
1. Jennifer B. White, Assistant
County Attorney
CAO
�Qj
1Zo1 `
2.
December 14, 2010
Agenda Item Number
16D9
3.
signed by the Chairman, with the exception of most letters, must be reviewed and signed
4.
Amendment Agreement
Number of Original
1
5. Ian Mitchell, BCC Office
Supervisor
Board of County Commissioners
I Documents Attached
6. Minutes and Records
Clerk of Court's Office
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.)
Name of Primary Staff
Sandra Marrero, Grants Coordinator
Phone Number
252 -2399
Contact
a ro riate.
(Initial)
Applicable)
Agenda Date Item was
December 14, 2010
Agenda Item Number
16D9
Approved by the BCC
signed by the Chairman, with the exception of most letters, must be reviewed and signed
Type of Document
Amendment Agreement
Number of Original
1
Attached
I
I Documents Attached
INSTRUCTIONS & CHECKLIST
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05, Revised 9.18.09
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
a ro riate.
(Initial)
Applicable)
1.
Original document has been signed /initialed for legal sufficiency. (All documents to be
SM
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and possibly State Officials.)
2.
All handwritten strike - through and revisions have been initialed by the County Attorney's
N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
3.
The Chairman's signature'line date has been entered as the date of BCC approval of the
SM
document or the final negotiated contract date whichever is applicable.
4.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
SM
si nature and initials are required.
5.
In most cases (some contracts are an exception), the original document and this routing slip
SM
should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
6.
The document was approved by the BCC on 12 -14 -10 (enter date) and all
SM
changes made during the meeting have been incorporated in the attached document.
Al!
The County Attorney's Office has reviewed the changes, if applicable. I
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05, Revised 9.18.09
Date:
To:
From:
VITZ
MEMORANDUM
December 28, 2010
Sandra Marrero, Grants Coordinator
Human Services Department
Teresa Polaski, Deputy Clerk
Minutes and Records Department
1609
Contract Amendment #1
"Shelter for Abused Women and Children, Inc. CDBG
09 -10 Legal Services"
Attached is a copy, referenced above (Agenda Item #16D9) approved by
the Board of County Commissioners on December 14, 2010.
The Minutes and Records Department has kept the original as part of
the Board's Official Records.
If you should have any questions, you may contact me at 252 -8411.
Thank you.
Attachment (1)
16D9
EXHIBIT A -1 Contract Amendment #1
"Shelter for Abused Women and Children, Inc.
CDBG 09 -10 Legal Services "
This amendment, dated f)eC em C r / 20 ID to the referenced agreement shall be by and
between the parties to the original Agreement, Shelter for Abused Women & Children, Inc., (to be referred to as
Subrecipient) and Collier County, Florida, (to be referred to as "COUNTY ").
Statement of Understanding
RE: Contract # B- 09 -UC -12 -0016 #14.218 "Shelter for Abused Women & Children, Inc.,
CDBG- Legal Services"
In order to continue the services provided for in the original Contract document referenced above, the Sub -
Recipient agrees to amend the Contract as follows:
EXHIBIT "A"
SCOPE OF SERVICES
SHELTER FOR ABUSED WOMEN & CHILDREN (SAWCC)
LEGAL SERVICES
THE SUBRECIPIENT AGREES TO:
A. PROJECT SCOPE:
The Shelter for Abused Women and Children proposes to create a new onsite legal services
program at the domestic violence center. Legal services will be provided by a part -time
contract attorney. This grant will also pay the salary of a shelter advocate who will be trained
to provide assistance for victims, act as liaison to the attorney, and provide clerical support.
The Shelter will serve low to moderate income level victims of domestic violence who need
assistance in securing, modifying, and enforcing protection orders, handling immigration
issues, obtaining a divorce or separation, obtaining child support and resolving parental
custodial issues.
Collier County Department of Housing and Human Services is funding NINETY THREE
THOUSAND DOLLARS ($93,000.00) in CDBG funds for this Public Service project.
Words Strtek T-br # are deleted; Words Underlined are added
B. BUDGET — Legal Services
Line Item: CDBG Funds Updated CDBG Funds
Attorney fees $48,000.00 $49.875.00
B- 09 -UC -12 -0016 #14.218
Shelter for Abused Women & Children, Inc.
Contract Amendment #1 Page 1 of 3
1609
Training for attorney $- ,400.00 $ 0.00
F/T Shelter Advocate $39,�r,240v0 $39,362.91
Salary and Benefits
Filing fees and $ 2,16 00 $ 274.81
other costs for legal actions
Staff Training $ 00.00 $ 3,487.28
TOTAL $93,000.00 $93,000.00
Clarifications to the quantity and types of work to be conducted under Exhibit A will be processed by a
Change by Letter, Exhibit A -1, and made an integral component of this Agreement.
C. PROJECT MILESTONE SCHEDULE
The time frame for completion of the outlined activities shall be:
END DATE
Contract and retain attorney I July 1, 2009 September, 2009 -
Shelter Advocate training July 1, 2009 December, 2009
YAttorney training July 1, 2009 _^ December, 2009
Provide legal services July 1, 2009 June 15, 2010
NOTE. Performance milestones are in effect for program monitoring requirements only,
and as such, are used by HUD and other grantor agencies as general target goals rather
than strict performance requirements.
This agreement shall allow reimbursement of expenses for all eligible costs associated with
the agreement and does not require the completion of all agreement milestones for
reimbursement to be paid.
Please note that if any of these activities exceed the timelines by two months a revised work
schedule must be submitted to HMS.
D. OUTCOME PERFORMANCE MEASUREMENTS:
OBJECTIVE _. OUTCOMES
ACTIVITY
INDICATORS
SUITABLE Improve the services for
Provide legal services
Assist up to 100
LIVING low and moderate income
j at the Shelter on
victims with services
ENVIRONMENT persons. Create a safer
I behalf of victims of
community by ensuring
` domestic violence.
justice for victims of
I
domestic violence with
i leizal services
' B- 09 -UC -12 -0016 #14.218
Shelter for Abused Women & Children, Inc.
Contract Amendment # 1 Page 2 of 3
16D9
IN WITNESS WHEREOF, the SUBRECIPIENT and the County, have each, respectively, by an
authorized person or agent, hereunder set their hands and seals on this day of
DCr ,*L4-j- y _. 20 !D .
ATTEST:
Dwight E. Brock, Clerk of Court
Deputy Clerk
1 rum 4'
fI
r
First Witness
Type /print witness name
Second Witness
MA46- I SArt/�E�S
Type /print witness name
Approved as to form and
legal sufficiency:
Jennifer 13.3&tc Q
Assistant County Attotne), <:)
B- 09 -UC -12 -0016 #14.218
Shelter for Abused Women & Children, Inc.
Contract Amendment #1
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By: - -
Ch ' an
SHELTER FOR ABUSED WOMEN & CHILDREN,
INC.
By: ,cA
Subrecipient Signature
L4 N DA 06 04 t+A-U 5
Linda Oberhaus, Executive Director
(Print Name)
Page 3 of 3
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 6 D 9
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines #1 through 44 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exception of the Chairman's signature, draw a line throng routing lines # 1 through 44, complete the checklist, an d forward to Sue Filson (line #5).
Route to Addressee(s)
(List in routing order)
Office
Initials
Date
1. Jennifer B. White, Assistant
County Attorney
CAO�
(Initial)
Applicable)
2.
December 14, 2010
Agenda Item Number
16D9
3.
signed by the Chairman, with the exception of most letters, must be reviewed and signed
4.
Amendment Agreement
Number of Original
1
5. Ian Mitchell, BCC Office
Supervisor
Board of County Commissioners
At,t eAZ) S„91v11 -r 9
re� bur W&W,
Documents Attached
1'21 I
6. Minutes and Records
Clerk of Court's Office
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.)
Name of Primary Staff
Sandra Marrero, Grants Coordinator
Phone Number
252 -2399
Contact
appropriate.
(Initial)
Applicable)
Agenda Date Item was
December 14, 2010
Agenda Item Number
16D9
Approved by the BCC
signed by the Chairman, with the exception of most letters, must be reviewed and signed
Type of Document
Amendment Agreement
Number of Original
1
Attached
resolutions, etc. signed by the County Attorney's Office and signature pages from
Documents Attached
INSTRUCTIONS & CHECKLIST
1: Forms/ County Forms/ BCC Fonns/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05, Revised 9.18.09
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
appropriate.
(Initial)
Applicable)
1.
Original document has been signed/initialed for legal sufficiency. (All documents to be
SM
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages front ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and possibly State Officials.)
2.
All handwritten strike- through and revisions have been initialed by the County Attonney's
N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
3.
The Chairman's signature line date has been entered as the date of BCC approval of the
SM
document or the final negotiated contract date whichever is applicable.
4.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
SM
signature and initials are required.
5.
In most cases (some contracts are an exception), the original document and this routing slip
SM
should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
6.
The document was approved by the BCC on 12 -14 -10 (enter date) and all
SM
changes made during the meeting have been incorporated in the attached document.
The County Attorney's Office has reviewed the changes, if applicable.
1: Forms/ County Forms/ BCC Fonns/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05, Revised 9.18.09
16D g
MEMORANDUM
Date: January 24, 2011
To: Sandra Marrero, Grants Coordinator
Human Services Department
From: Martha Vergara, Deputy Clerk
Minutes and Records Department
Re: Contract Amendment #1
"Shelter for Abused Women and Children, Inc. — ESG-
Operational Costs"
Contract /Amendment #S- 09 -UC -12 -0024
Attached is a copy of the original, referenced above (Agenda Item #16D9)
approved by the Board of County Commissioners on December 14, 2010.
The Minutes and Records Department has kept the original as part of
the Board's Official Records.
If you should have any questions, you may contact me at 252 -7240.
Thank you.
Attachment (1)
• M
EXHIBIT A -1 Contract Amendment #1
"Shelter for Abused Women and Children, Inc.
This Amendment, dated (firff Jape /y , 2010 to the referenced Agreement shall be by and
between the parties to the original Agreement, Shelter for Abused Women & Children, Inc., (to he referred to as
Subrecipient) and Collier County, Florida, (to be referred to as "COUNTY ").
Statement of Understanding
RE: Contract # S- 09 -UC -12 -0024 # 14.231 "Shelter for Abused Women & Children, Inc.,
ESG- Operational Costs"
In order to continue the services provided for in the original Contract document referenced above, the
Subrecipient agrees to amend the Contract as follows:
Words Sttu&44weugh are deleted; Words Underlined are added
EXHIBIT "A"
SCOPE OF SERVICES
2009 ESG — SHELTER FOR ABUSED WOMEN & CHILDREN
THE SUBRECIPIENT AGREES TO:
A.
PROJECT SCOPE:
The Shelter for Abused Women and Children ( SAWCC) proposes to use Emergency Shelter
Grant (ESG) funding for operational costs associated with the shelter. This grant will pay the
entire salary of the emergency shelter maintenance coordinator, 7-5% 69.7% of the facilities
administrator, and -5"1 52.6% of the maintenance administrator. ESG funding in the amount
of $92,905.80 includes a 2.5% administration fee of ($2,382.20) for a total funding amount of
NINETY TWO THOUSAND NINE HUNDRED FIVE DOLLARS AND EIGHTY CENTS
$92,905.80. ESG funds serve a variety of homeless persons and families. The program strives
to address the immediate needs of persons residing on the street and needing emergency shelter
and transitional housing, as well as assisting their movement to independent living.
BUDGET: Operational Costs
Line Item:
ESG Funds
Salary, taxes, & benefits
for the following positions:
Maintenance Coordinator, 100%
$37,339.60
Facilities Administrator, 72,04 9.7%
$33,924.0
Maintenance Administrator, 38%52.6%
$20,1-60.00
Subtotal
$90,523.60
Administration, 2.5%
$ 2,382.20
Total with Administration funding
$92,905.80
S- 09 -UC -12 -0024# 14.231
Shelter for Abused Women & Children, Inc.
Contract Amendment #I
esG-
Page 1 of 4
$31,965.3
$21,218.61
Match
From SAWCC
$92,905.80
6
16D 9
Clarifications to the quantity and types of work to be conducted under Exhibit A will be processed by a
Change by Letter, Exhibit A -1, and made an integral component of this Agreement.
C. PROJECT MILESTONE SCHEDULE:
The time frame for completion of the outlined activities shall be:
MILESTONE /TASK
START DATE
END DATE
Maintenance Coordinator, 100% of
July 1, 2009
June 15,2010
Salary
Operation -and
temporary/emergency
Facilities Administrator, 72°6 69.7% of
July 1, 2009
June 15,2010
Salary
the shelter for safer and
providing direct services to
Maintenance Administrator, 5°e 52.6%
July 1, 2009
June 15,2010
of Salary
NOTE. Performance milestones are in effect for program monitoring requirements only,
and as such, are used by HUD and other grantor agencies as general target goals rather
than strict performance requirements.
This agreement shall allow reimbursement of expenses for all eligible costs associated with
the agreement and does not require the completion of all agreement milestones for
reimbursement to be paid
Please note that if any of these activities exceed the timelines by two months a revised work
schedule must be submitted to HHS.
D. OUTCOME PERFORMANCE MEASUREMENTS:
OBJECTIVE
OUTCOMES
ACTIVITY
INDICATORS
Safe, decent
Affordability through
Operational Costs of the
Operation -and
temporary/emergency
the direct services to
SAWCC facility,
maintenance of the
shelter, food, & clothing
the shelter for safer and
providing direct services to
SAWCC facility
to homeless persons
decent emergency
the homeless
housing to homeless
individuals
Any indirect costs charged must be consistent with the conditions of this Agreement. If
indirect costs are charged, the SUBRECIPIENT, as Subrecipient, will develop an indirect cost
allocation plan for determining the appropriate Subrecipient's share of administrative costs and
shall submit such plan to HHS, on behalf of the County, as the Grantee, for HHS's approval, in
a form specified by HHS.
E. STAFFING: Provide list of staff and time commitments to be allocated to each activity
specified in A (Project Scope) and B (Budget) above, if applicable.
S- 09- UC -12- 0024 414.231
Shelter for Abused Women & Children, Inc.
Contract Amendment # I Page 2 of 4
C66—
16D 9
F. FORMER PROJECTS: Failure to adequately maintain any former ESG funded project
may result in the delay of processing reimbursement requests for ongoing activities or in
the forfeiture of future ESG funds.
G. WORK SCHEDULE: The time frame for completion of the outlined activities shall be June 15,
2010.
TASKS START DATE, END DATE
Essential services, July 1, 2009 June 15, 2010
operational costs, and
administration costs
H. REPORTS: The SUBRECIPIENT shall submit detailed monthly progress reports to HHS
outlining the status of specific activities under the project. Each report must account for the
total activity for which the SUBRECIPIENT is reimbursed with ESG funds, in part or in whole,
and which is required in fulfillment of their obligations regarding the Project. The progress
reports shall be submitted on the form "Exhibit D ". The progress reports shall be used as an
additional basis for HHS's approval of invoices, etc. for reimbursement.
OUTCOME PERFORMANCE MEASUREMENTS•
OBJECTIVE
OUTCOMES
ACTIVITY
INDICATORS
Safe, decent
Affordability through
03C Homeless
Implementation of the
temporary /emergency
the direct services to
Facilities
Emergency Shelter
shelter, food, & clothing
the shelter for safer and
Grant through the
to homeless persons.
decent emergency
supporting and the
housing to homeless
operation- maintenance
individuals.
of the SAWCC facility
& providing direct
services to the
homeless.
S-09-UC- 12-0024# 14.231
Shelter for Abused Women & Children, Inc.
Contract Amendment # I Page 3 of 4
,6S C_
16D
IN WITNESS WHEREOF, the SUBRECIPIENT and the County, have each, respectively, by an
authorized person or agent, hereunder set their hands and seals on this / y r� day of
eCr� �r 20 / O
ATTEST:
fight E., Brock, 'Clerk of Courts
By:
Dated: IJQN
� `AL �
(SEAL�) //
Attest !s t0 Chalnw I
First Witness
—naKG� n/DiZ%Z S
Tyne /print witness n e
e/ 'd Witness
F71
/print witness name
Approved as to form and
legal sufficiency:
Jennifer B. White
Assistant County Attorney
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
FRED W. COYLE, Chairman
SHELTER FOR ABUSED WOMEN & CHILDREN,
INC.
BY: C;Z`
Subrecipient Signature
Linda Oberhaus, Executive Director
(Print Name)
S-09-UC- 12-0024# 14.231
Shelter for Abused Women & Children, Inc.
Contract Amendment #1 Page 4 of 4
FSG
9