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
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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
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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
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