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Agenda 05/26/2009 Item #16D 2 Agenda Item No. 1602 May 26, 2009 Page 1 of 15 EXECUTIVE SUMMARY Recommendation for the Board of County Commissioners to approve an after-the-fact grant application to the Area Agency,on Aging for Southwest Florida, Inc. under the American Recovery and Reinvestment Act (ARRA) of 2009. These federal funds are provided by the United States Department of Health and Human Services through the Department of Elder Affairs via contract with the Area Agency on Aging and will be used to increase congregate and home delivered meals to seniors in Collier County. OBJECTIVE: That the Board of County Commissioners approve an after-the-fact grant application to the Area Agency on Aging for Southwest Florida, Inc. under the American Recovery and Reinvestment Act (ARRA) of 2009 to increase congregate and home delivered meals to seniors in Collier County. CONSIDERATIONS: On February 17, 2009, Congress passed the American Recovery and Reinvestment Act (ARRA) of 2009. The Department of Housing and Human Services submitted a funding application to the Area Agency on Aging for Southwest Florida, Inc. on April 27, 2009 to receive an allocation of ARRA funds. The funds will be used to increase congregate and home delivered meals to seniors in Collier County. With the brief timeframe in which to submit the application, Housing and Human Services utilized the signatory authority delegated to the Department Director to sign grant applications, amendments and documents in Resolution 96-268 which require no additional match funds. SPECIAL CONSIDERATIONS RELATED TO THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009: Grantees participating in the ARRA are required to ensure that funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other purposes of the Act. These ARRA funds are provided by the United States Department of Health and Human services through the Florida Department of Elder Affairs and are granted to the Area Agency on Aging (AAA), which then maintains an annual contract with Collier County. To recognize this additional ARRA funding, AAA expects to amend the existing contract with Collier County. While there will likely be additional ARRA reporting and transparency requirements included in the amendment, it is not expected that they will be as complex as the requirements for other ARRA funding as Collier County will not be a prime recipient of these federal funds. The attached document highlights some of the known requirements and how Collier County will maintain compliance and will be updated at the time the amendment is presented to the Board of County Commissioners for approval. FISCAL IMPACT: To provide the required match for ARRA funds, in-kind contributions must meet the same grant requirements as the cash match requirements for OAA funds. These match funds have already been budgeted in the Services for Seniors budget. No transfer of ARRA funds will be permitted. ",..-., GROWTH MANAGEMENT IMPACT: None. Agenda Item No. 1602 May 26, 2009 Page 2 of 15 LEGAL CONSIDERATION: This item is not quasi judicial and as such ex parte disclosure is not required. This item requires majority vote only. This item is legally sufficient for Board approval. -CMG RECOMMENDATIONS: That the Board of County Commissioners approve an after-the-fact grant application to the Area Agency on Agency for Southwest Florida, Inc. from the American Recovery and Reinvestment Act (ARRA) of 2009 to increase congregate and home delivered meals to seniors in Collier County. PREPARED BY: Oebbi Maxon, Case Manager II, Housing and Human Services Department Page 1 of 1 Agenda Item No. 1602 May 26, 2009 Page 3 of 15 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 1602 Recommendation for the Board of County Commissioners to approve after-the-fact funding under the American Recovery and Reinvestment Act (ARRA) of 2009 to increase congregate and home delivered meals to seniors In Collier County. Meeting Date: 5/26/2009 90000 AM Prepared By OebbiMaxon Case Manager II Date Public Services Housing and Human Services 5/7/20094:38:43 PM Approved By Marcy Krumbine Director Date Public Services Housing & Human Services 5/8/20093:32 PM Approved By Kathy Carpenter Executive Secretary Date Public Services Public Services Admin. 5/8/2009 3:56 PM Approved By Marlene J. Foord Grants Coordinator Date Administrative Services Administrative Services Admin. 5/14/200912:44 PM Approved By Marla Ramsey Public Services Administrator Date Public Services Public Services Admin. 5/15/2009 12:44 PM Approved By OMS Coordinator OMB Coordinator Date County Manager's Office Office of Management & Budget 5/15/20094:32 PM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 5/18/2009 2:20 PM Approved By Leo E. Ochs, Jr. Deputy County Manager Date Board of County County Manager's Office 5/18/2009 3 :41 PM Commissioners file://C:\AgendaTest\Export\ 130-May%2026,%202009\16.%20CONSENT%20AGENDA \ 1... 5/20/2009 Agenda Item No. 1602 May 26, 2009 Page 4 of 15 American Recovery and Reinvestment Act (ARRA) of 2009 OLDER AMERICAN ACT FUNDING CONGREGATE MEALSI HOME DELIVERED MEALS Application Specifications ARRA 2009 Agenda Item No. 1602 May 26,2009 Page 5 of 15 On February 17, 2009. President Obama signed into law the American Recovery and Reinvestment Act (ARRA) of 2009. The legislation contains key investments that will prevent the loss of health coverage, promote prevention programs and lower health care spending for our nation during these challenging economic times. To help older Americans maintain their health and independence, the legislation includes $100 million for meals and nutrition services under the Older Americans Act (OAA). The purpose of the ARRA funds is to increase the number of congregate and home delivered meals provided to older adults, and required reporting must document such increases. To that end, no transfer of ARRA funds will be permitted. To be used as match for ARRA funds, in-kind contributions must meet the same grant requirements as cash match for OAA funds. States are required to obligate all ARRA funds on or before September 30. 2010 and must expend all funds by December 30, 2010. PSA 8 has been allocated $ 669.510 which will be allocated to each county based on the Older Americans Act funding formula. All Agencies who wish to be considered for ARRA funding for Congregate and Home Delivered Meals must complete the application questions. Funding will be awarded based on the criteria included on the evaluation sheet. Only one agency per county will be awarded the funding. The Area Agency on Aging will contract with the agency receiving the highest evaluation score (Evaluation form attached). Questions regarding this funding application should be made in writing to Gail Holton, Director of Programs by E-Mail holtona~elderaffairs.ora. Completed application must be returned to the Area Agency on Aging for SWFL by 5:00 pm Monday April 27, 2009. ARRA 2009 Agenda Item No. 1602 May 26,2009 Page 6 of 1 5 American Recovery and Reinvestment Act (ARRA) of 2009 Application Specifications 1. Please provide information on how you intend to increase the number of congregate and home delivered meals served to older adults ( award reporting must document increase in people served): Please indicate your agencies capacity to do this. Collier County Housing and Human Services has served as the Lead Agency in Collier for more than 30 years and has a proven track record of outstanding performance. Our qualified and experienced staff and the additional support provided by other county departments gives us the needed capacity to conduct and expand our senior programs, A new congregate meal site is opening this year in a previously under-served area and we predict constant growth with the support of community organizations, local churches and the media to spread the word of the program availability. New clients will be documented and tracked. Collier contracts with GA Foods for the delivery of frozen meals to serve home bound elders and they have the capacity to add delivery routes and additional clients. Besides new clients identified through the Area Agency on Aging waiting list, current clients who are at nutritional risk as identified by case managers, will be given additional meals by doubling their current amount thus making tracking and reporting of these additions easier. For example, those receiving one 5-pack will receive two 5-packs and those receiving one 7 -pack will receive two 7 -packs. 2. Describe your ability to meet Title III C nutritional requirements in accordance with the DOEA 2008 Program and Services Handbook. Collier County contracts with a Registered Dietician who works closely with GA Foods, the meals provider, in reviewing menus and substitutions. GA Foods has agreed to design menus using computer assisted nutrient analysis or component meal pattern as defined in the DOEA Programs and Services Handbook Service Requirements: Nutrition Program Policies, page 4-116. 3. Provide information on how your agency intends to handle reporting requirements including CIRTS and American Recovery and Reinvestment Act. Reporting includes: number of meals, number of people served, number of jobs created or retained and expenditures. Submission of invoices supporting expenditures may be requested. Collier County Housing and Human Services has the support of an experienced and qualified fiscal staff who handle billing, invoices and fiscal reporting. Those clients whose meals have been added as a result of ARRA funds will be tracked separately and reported in CIRTS as required. ARRA 2009 Agenda Item No. 1602 May 26,2009 Page 7 of 15 4. Describe the staffing plan including the use of volunteers. Collier County Housing and Human Services has an experienced staff of professional supervisors, case managers and meal site coordinators who are well acquainted with the community and the process of assessing and serving home bound clients for home delivered meals as well as promoting and serving clients at our congregate meal sites. Through a strong relationship with RSVP, Retired and Senior Volunteer Program and Experience Works, volunteers are trained and utilized at all the meal sites which includes 5 additional"workers" at each site. Hours are recorded and reported and volunteers are recognized through the county's RSVP program thus ensuring retention of qualified helpers. 5. Describe how the agency plans on providing transportation for congregate meal clients. (ARRA funding can not be used for transportation). All three of Collier County's congregate meal sites are located along Collier Area Transit (CAT) bus routes. We would be able to provide bus passes to those clients who are physically able to ride the bus and could add additional clients to receive the para-transit, door-to-door transportation currently provided to our frailer clients. This service is paid for through other grant funding. 6. Provide a detailed budget including all costs for the provision of meals that shows reasonable and allowable cost, accountability and transparency in development. Please see Attachment A - Budget. 7. Describe the agency plan to identify and target under-served areas or groups waiting for services. Collier County currently has a waiting list for home delivered meals which would be utilized in adding new clients. Staff also has excellent contacts within the community with health care agencies and others who come in contact with potential clients needing meal services. Participation in senior expos, community events and interagency meetings would also be used to identify new clients. The newest congregate meal site in Golden Gate is an underserved area that we predict will blossom and grow as word of the service spreads through the community. Staff has worked for more than 30 years in the rurallmmokalee community and has contacts at the health clinics and various other agencies for receiving referrals for home delivered meals. In this past year, we have more than doubled the number of frail homebound seniors receiving home delivered meals, and have documented a 15% increase in the clients served at our two congregate meal sites. Our Nutrition Program Leader has secured additional community resources for our most frail and needy clients and knows every one of the 220 people she is responsible for by name. ARRA 2009 Agenda Item No. 1602 May 26, 2009 Page 8 of 15 8. Describe the agency plan to continue providing services beyond the ARRA funding period which ends on September 30,2010. Client attrition, use of other grant funds and donations earmarked for nutrition services. 9. Please complete the match requirement documents (10% match is required). ARRA 2009 Agenda Item No. 1602 May 26. 2009 Page 9 of 15 SENIOR MEAL PROGRAM AMERICAN REINVESTMENT AND RECOVERY ACT (ARRA) Bud2et Line Item Amount Congregate meals: $103,530 30pp x 5 days x 70 weeks = 10,500 meals @ $9.86 Home Delivered meals: $ 96,726 20pp x 7 days x 70 weeks = 9,800 meals @ $9.87 Nutrition Screening: I $ 934 I 30 units of Nutrition Screening for Cong meals @ $31.12 I 20 units of Screening/Assessment for HDM @ $50.00 $ 1,000 Outreach: 4 units of outreach (to be performed quarterly) @ $31.12 $124 TOTAL GRANT FUNDING: $202,314 Less 10% match: ($20,231 ) Reimbursement Budget: $182,083 Agenda Item No. 1602 May 26,2009 Page 10 of 15 B.4.e. MA TCH COMMITMENT OF IN-KIND CONTRIBUTION OF SERVICES BY STAFF OF SERVICE PROVIDER OR STAFF OF OTHER ORGANIZATIONS Agency Name: Collier County Services for Seniors Program: ARRA Donor Identification: Name: Collier County Housing and Human Services Street: 3301 Tamiami Trail E. City: Phone: Naples 236-252-2273 State: FL Zip: 34112 Authorized Representative: Marcy Krumbine, Director. Housina and Human Services Descriptions of Positions: Position Title Service Hourly Rate or Annual Salary # Hours Worked Value to Proiect* 140 (2hrs/wk@70 wks) $ $4,760 350 (5hrs/wk@70 wks) $10,500 Total - $ 15.260 *Value to project = (# of hours worked) x (Hourly rate) or (Annual Salary + 2080 hrs) x (# of hours worked) 1. 23. Terri Daniels Acct Supvr $ $ 34.00 30.00 Pollv Currie CM Donor Certification: These services are not included as match for any other State or Federally Assisted program or contract and costs are not borne by the Federal Government directly or indirectly under any Federal grant or contract except as provided for under: (cite the authorizing Federal regulation or law if applicable). It is certified that the time devoted to the project wi be perfo ed during normal working hours. Date: L-f \ d '-1 C-::) C( \ ' X Si Agenda Item No. 1602 May 26,2009 Page 11 of 15 MATCH COMMITMENT OF CASH DONATION Agency Name: Collier County Services for Seniors Program: ARRA Donor Identification: Name: Collier County Housing and Human Services Street: 3301 Tamiami Trail E. City: Naples State: FL Zip: 34112 Phone: 239-252-2273 Authorized Representative: Marcv Krumbine. Director. Housina and Human Services Total Amount # Payments Amount/Pavment Contribution Period $5,000 21 $313/month June 1, 2009 - September 30, 2010 Special Conditions: Third Party Donors: (Please identify all sources of this cash donation below) D County Government: Collier County Government D City Government: D City Government: D Other: Donor Certification: I hereby certify Intent to make the cash donation set forth above for use in the specified program during the program's upcoming funding period. This cash is not included as contribution for any other state::l.ally a3~ program or any Federal contract and is not borne by the Federal govern me directly or in irectly under al'!y federal grant or contract. X r/A -, ~ ---' Date: if; J.L/ - t}q. Sig'flature of Donor or/Representative N O)l[) 00..- c.oO,- ..,-NO oWN ON"- Z ill .- >. 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'" 0.._ ~ ~ f=: 5 V) V) - ~~ .~ .... ;;. ~ ... ~ a> ... Ul ~ e;~ ~ ~ a Q) bl) ]$3 a>'-' .2: -0 a:> a> -0 t: a> ~ en E ~ o a> ..=] ~ = .;; ~ 2S 0.. - o 5 --0 '" .- a>~ 2 ... S CLl "0 ~ ;;. Ul ~ c .::: ~ ... ~ :'2 ;;. o E. ~ .::: f- en -;; ::I -0 .;; :.a .S en ~ c ~ vi 0.. ~ ell u '" 'E ~ ... ~ ... a> en a> ~5:'2 ;;. r.,;;, ;;. o ~ 0 ~.5 Q.. a> ,t:: ~ .:::~.::: f-:::f- o V) 0 ..... -0 o .;: ~ 0. 01) :::: ~ e <Z ~ ..::: - "0 C o ;;... Q) .D '" 8 'E a> Ul g c '';:; C o U o ... r-- ;u lo. = - l!il = .~ r.n .., ~lo. '" ~ '" .;: ~ '-- Ul -; - o f- 0- r: c. (', ~ -< Agenda Item No. 1602 May 26, 2009 Page 13 of 15 Special Considerations Related to the American Recovery and Reinvestment Act (ARRA) of 2009 Congregate Meals/Home Delivered Meals CFDA 93.045 Since the source of funds for this program is the American Recovery and Reinvestment Act (ARRA), additional considerations are necessary to ensure the use of funds properly implements the purpose of the Act. Generally, grantees are required to ensure that public funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other purposes of the Recovery Act. The following table identifies the general requirements, including reporting requirements and an indication of how each requirement will be met. NOTE: Final guidance will be provided with the grant award, at which point this document will be finalized. General ARRA Considerations Consideration Compliance Reqoirement Collier Coonty Preparations and Ability to Maintain Compliance Timely Use of Funds Federal funds must be used within an In order to use these funds within the time I8-month period. requirement, HHS expects to Increase the number of people served as a result of the opening of a new meal site in May in a under- served area of the county, by emolling new home delivered meals client through referrals from the AAAlElder Helpline and by doubling the number of meals provided to existing clients who have been identified as being nutritionally at risk. Reporting (above The provider can handle CIRTS HHS has the support of an experienced and and beyond regular reporting requirements and other qualified fiscal staff who handle biIIing, invoices grant reporting) reporting requirements necessary under and fiscal reporting. Those clients whose meals this award. (Reporting includes number have been added as a result of ARRA funds will of HDM and congregate meals; number be tracked separately and reported in CIRTS as of people served; number of jobs required. created or retained and amount of funds expended). Transparency and Plans for spending, reporting, auditing, Assurance has been given by the Director that, Prevention of Fraud and investigation of fraud and abuse of upon request, the AAA or its designee(s) wiII be Recovery funds are being developed given immediate access to all budgets, reports, and will be made available by HHS audits or related documents for their inspection. shortly. Furthermore, programs funded with ARRA funding may develop grant specific compliance requirements that are above and beyond those of normal grant program requirements (for programs already in existence) or above and beyond normal operations of the grantee (including new grant programs as well). Grant specific compliance requirements are listed below: ARRA Congregate Meals/Home Delivered Meals Grant Program Specific Considerations Consideration Compliance Reqoirement Collier County Preparations and Ability to Maintain Comoliance Sustainability The provider has a plan to continue HHS anticipates client attrition and will use services beyond the funding period. other grant funds and donations earmarked for nutrition services. -:.. Agenda Item No. 1602 May 26. 2009 Page 14 of 15 RESOLUTION NO. 96- 268 A RESOLUTION AUTHORIZING THE EXECUTION OF CERTAIN SOCIAUSENlOR SERVICES DEPARTMENT GRANT APPLICATIONS AND CONTRACT DOCUMENTS. WHEREAS, the Collier County Board of County Commissioners has the authority to apply for and receive Social/Senior Services grants including the Older American's Act Program (OAA), Community Care for the Elderly Program (CCE), Alzheimer's Disease Initiative Program (ADI), Medicaid Waiver Agreement, and the Home Care for the Elderly program (lICE); and, WHEREAS, the Board of County Commissioners has participated in these programs in prior years through the grant application process; and, WHEREAS, such grant applica!ions and associated contracts often contain schedules requiring submittals by certain dates, usually representing an extremely short time frame; and, WHEREAS, amendments to grant budgets and contracts are regularly required to effectively administer the grant programs; and, WHEREAS, in order for the County's SociaJ/Senior Services grant documents to be submitted in a timely fashion, the Board of County Commissioners desires to authorize the County Administrator or hislher designee to execute certain required grant documents. NOW, TIffiREFORE, BE IT RESOLVED by the Board of County Commissioners of Collier County, Florida that the County Administrator, andlor hislher designee, is hereby authorized to execute grant submissions and budget amendments provided that: said submissions and amendments require no additional County matching funds for the above referenced Social/Senior Services Programs; and that said contract amendments only in~olve the transfer of 1 i /' "" .. . ' Agenda Item No. 1602 May 26, 2009 Page 15 of 15 funds (previously approved for this grant by the Board of County Comssioners) from a previously approved grant activity to another previously approved grant activity. PASSED AND DUL Y ADOPTED this -L'L- day of ~--?,/ --- ,t7 . 1996. DATED: p~$ ATTEST: DWIGHT E. BROCK, Clef BOARD OF COUNTY COMMISSIONERS OF COlLIER OUNTY, FLORIDA t2?~ By: Approved as to form and legal sufficiency: G.. ..r:fi=av Ramiro Maiialich Chief Assistant County Attorney 2