Agenda 12/16/2008 Item #16D30
Agenda Item No. 16030
December 16, 2008
Page 1 of 14
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners recognize aud approve the
expenditure of Housing and Urban Development (HUD) funds in the amount of $84,375.00
for the Golden Gate Senior Meals Program which is administered by the Department of
Housing and Human Services (HHS). This program is an expansion to an existing HHS
program which provides nutritious meals to low-income seniors in Collier County.
OBJECTIVE: To recognize the use of $84,375.00 of Community Development Block Grant
(CDBO) funds by the Department of Housing and Human Services for use in the expansion of
the Seniors Meal Program to a site in the Golden Gate area of Collier County.
CONSIDERATIONS: The Collier County Housing and Human Services Department proposes
to use $84,375.00 to expand the Seniors Meal Program to a site located at the Messiah Lutheran
Church, in the Golden Gate area of Collier County. This public service activity will provide
nutritious meals in a congregate setting for approximately fifty (50) low income seniors.
Eligible seniors will enjoy warm nutritious meals as well as one to one nutrition counseling and
education, socialization and direct service referrals as needed.
Grant funding will be used to pay for the salary and benefits of a site coordinator. The
department is requesting approval for one Program Assistant to be hired for 32 hours per week at
the rate of $27,130 for salary and benefits for the remainder of thc fiscal year. This will be a job
bank position with no health benefits. Also funded will be operating costs, marketing costs,
meals, supplies, as well as training for the site coordinator, and a vehicle to support the program.
The lease agreement is presented as another consent agenda item under the Public Services
Division.
On April 22, 2008 the Board of County Commissioners adopted Resolution No. 2008-121
approving the submission of the One-Year Action Plan for FY 2008 - 2009 to HUD. This Action
Plan provided a summary of the projects to be funded between July 1, 2008 and June 30, 2009.
The Senior Meals Program Expansion described above was approved as part of the FY 2008-
2009 Action Plan.
FISCAL IMPACT: No general funds are bcing utilized in this CDBG project. Expenditures for
this project are budgeted in CDBG Grant Fund (121) for FY08.
GROWTH MANAGEMENT IMPACT: This project is consistent with the Growth
Management Plan.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office. 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 action.
-CMG
Agenda Item No. 16030
December 16, 2008
Page 2 of 14
RECOMMENDATION: That the Board of County Commissioners approve and authorize the
expenditure of $84,375.00 in HUD Community Development Block Grant (CDBG) funds to pay
for staff salaries, benefits, travel and training, operating costs, a support vehicle and meals to
support the Golden Gate Senior Meals Program Expansion.
Prepared by: Margo Castorena, Grant Operations Manager
Housing and Human Services Department
Page 1 of 1
Agenda Item No. 16030
December 16, 2008
Page 3 of 14
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16030
Recommendation that the Board of County Commissioners recognize and approve the
expenditure of HOllsing and Urban Development (HUD) funds in the amount of $84,375.00
for the Golden Gate Senior Meals Program which is administered by the Department of
Housing and Human Services (HHS). This program is an expansion to an existing HHS
program which provides nutritious meals to low~income seniors in Collier County.
Meeting Date: 12/16/20089:0000 AM
Approved By
Marcy Krumbine Director Date
Public Services Housing & Human Services 11/20/20089:33 AM
Approved By
Colleen Greene Assistant County Attorner Date
County Attorney County Attorney Office 11/20/2008 11 :42 AM
Approved By
Marla Ramsey Public Services Administrator Date
Public Services Public Services Admin. 1212/2008 2:31 PM
Approved By
OMS Coordinator Applications Analyst Date
Administrative Services Information Technology 12/3/20088:48 AM
Approved By
Sherry Pryor Management & Budget Analyst Date
County Manager's Office Office of Management & Budget 12/4/20083:52 PM
Approved By
James V. Mudd County Manager Date
Board of County County Manager's Office 1217/20087:35 PM
Commissioners
file://C:\AgendaTest\Export\l 1 8-December%2016,%202008\1 6.%20CONSENT%20AGE... 12/1 0/2008
Agenda Item No. 16030
December 16, 2008
Page 4 of 14
SCOPE OF SERVICES
COLLIER COUNfY HOUSING AND HUMAN SERVICES
MEAL PROGRAM FOR SENIORS
THE SUBRECIPIENT AGREES TO:
A PROJECT SCOPE:
This public service activity will provide daily noon-time nutritional meals to low-
income and nutritionally at-risk seniors in the Golden Gate area of Collier
County. The activity will take place in a congregate meal setting where
participants will enjoy nutritional meals, while receiving much needed
socialization, nutrition education and one-on-one nutrition counseling. This
Community Development Block Grant (CDBG) in the amount of EIGHTY FOUR
THOUSAND THREE HUNDRED AND SEVENTY-FIVE DOLLARS AND NO
CENTS ($84,375) will assist approximately 50 low-income seniors in the Golden
Gate area for a period of approximately thirty one (31) weeks. The primary focus
of this program is to provide a nutritional meal, while advocating socialization
and teaching good nutrition habits. The program will also provide direct service
links to the Services for Seniors program which may assist needy seniors with
services to improve their quality of life. The grant will also pay for the salary of
one meal site assistant who will coordinate meal services and activities at the
meal site.
The SUBRECIPIENT shall submit to Housing and Human Services a certification
that all participants meet the senior qualification and residency requirements prior
to services.
The Subrecipient will be responsible for the following:
The creation and maintenance of files on clients served and documentation that all
households are eligible under HUD Guidelines.
B. BUDGET: SENIOR MEALS PROGRAM- GOLDEN GATE
Line Item: CDBG
Salaries and Benefits: $27,130.00
Site Coordinator
Nutrition Program Operating: $ 9,100.00
Rent 6 months @$350=2,100
Kitchen supplies 2,000
Marketing/outreach 5,000
Meals from supplier:
50 pp x 5 days x 31 weeks x $3.38 ea. $26, 195.00
TravelfTraining: $ 1,950.00
Vehic1e: $ 20,000.00
TOTAL GRANT FUNDING: $ 84.375.00
Agenda Item No. 16030
December 16, 2008
Page 5 of 14
Exhibit A, Continued
If indirect costs are charged, the Subrecipient will develop an indirect cost
allocation plan for determining the appropriate Subrecipient's share of
administrative costs and shall submit such plan to the County for approval, in a
form specified by the County.
C. STAFFING: Provide list of staff directly responsible for reporting and request for
payment processing.
D. FORMER PROJECTS: Failure to adequately maintain any former CDBG funded
project may result in the delay of processing reimbursement requests for ongoing
activities or in the forfeiture of future CDBG funds.
E. WORK SCHEDULE: The time frame for completion of the outlined activities
shall be:
Milestone
Rent site, train staff
Coordinate meal contract
Provide services
approximately
50 low income seniors
100% of fundin ex ended
Start Date
December, 2008
December, 2008
Deadline
F ebru , 2009
Jan ,2009
Feb , 2009
Se tember, 2009
Se tember, 2009
Please note that if any of these activities exceed the timelines by two months a
revised work schedule must be submitted to HHS.
F. 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 SUBRECIPlENT is paid with
CDBG 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 "E". The progress reports shall be used as an additional basis for
HHS's approval of invoices, etc. for payment.
G. OUTCOME PERFORMANCE MEASUREMENTS:
OBJECTIVE OUTCOMES ACTIVITY INDICATORS
05A Public Meals for seniors Public Service Approximately 50
Services-Seniors Senior Meals seniors will receive
Program meals five (5) times
per week for
approximately 31
weeks- for a total of
7,750 meals
H. COMPENSATION: The County shall reimburse the SUBRECIPIENT for the
performance of this Agreement upon completion or partial completion of the
work tasks as accepted and approved by HHS pursuant to the submittal of
monthly progress reports as identified in Section F. Payments shall be made to
Agenda Item No. 16030
December 16, 2008
Page 6 of 14
the SUBRECIPIENT when requested as work progresses, but not more
frequently than once per month. Adherence to the work schedule identified in
Section F will be required, unless modified in writing by the parties. Payment
will be made upon receipt of a proper invoice and in compliance with Section
218.70, Fla Stats., otherwise known as the "Local Government Prompt Payment
Act".
End of Exhibit A
Agenda Item No. 16030
December 16, 2008
Page 7 of 14
EXHIBIT "B"
COLLIER COUNTY HOUSING AND HUMAN SERVICES
REQUEST FOR PAYMENT
SECTION I: REQUEST FOR PAYMENT
Subrecipient Name:
HHS- Senior Meals Program
Subrecipient Address:
3301 Tamiami Trail. East Bldg H
Project Name:
Golden Gate Senior Meals Program
Project No: CD08-
Payment Request #
Dollar Amount Requested: $
SECTION II: STATUS OF FUNDS
1. Grant Amount Awarded
$ 84,375.00
2. Sum of Past Claims Paid on this Account
$
3. Total Grant Amount Awarded Less Sum
Of Past Claims Paid on this Account $
4. Amount of Previous Unpaid Requests
$
5. Amount of Today's Request
$
6. Current Grant Balance (Initial Grant Amount
Awarded Less Sum of all requests) $
I certify that this request for payment has been drawn in accordance with the terms and
conditions of the Agreement between the County and us as the Sub-recipient. I also
certify that the amount of the Request for Payment is not in excess of current needs.
Signature
Date
Title
Authorizing Grant Coordinator
Supervisor
Dept Director
above)
(approval authority under $14,999)
(approval required $15,000 and
Agenda Item No. 16030
December 16, 2008
Page 8 of 14
End of Exhibit B
EXIllBIT "C'
ADDITIONAL CDBG GRANT REOUlREMENTS
No additional grant requirements
End of Exhibit C
Agenda Item No. 16030
December 16, 2008
Page 9 of 14
Agenda Item No. 16030
December 16, 2008
Page 10 of 14
EXHIBIT "D"
INSURANCE REQUIREMENTS
The SUBRECIPIENT shall furnish to Collier County, c/o Housing and
Human Services Department, 3050 Horseshoe Drive North, Suite 110,
Naples, Florida 34104, Certifieate(s) of Insurance evidencing insurance
coverage that meets the requirements as outlined below:
(a) Workers' Compensation as required by Chapter 440, Florida
Statutes.
(b.) Public Liability Insurance on a comprehensive basis in an amount no
less than $300,000 per occurrence for combined Bodily Injury and
Property Damage. Collier County must be shown as an additional
insured with respect to this coverage.
(c) Automobile Liability Insurance covering all owned, non-owned and
hired vehicles used in connection with this contract in an amount not
less than $300,000 per occurrence for combined Bodily Injury and
Property Damage.
DESIGN STAGE (IF APPLICABLE)
In addition to the insurance required in (I) - (3) above, a Certificate of
Insurance must be provided as follows:
(d.) Professional Liability Insurance in the name of the SUBRECIPIENT
or the licensed design professional employed by the
SUB RECIPIENT in an amount not less than $300,000 per
occurrence providing for all sums which the SUB RECIPIENT
and/or the design professional shall become legally obligated to pay
as damages fro claims arising out of the services performed by the
SUB RECIPIENT or any person employed by the SUBRECIPIENT
in connection with this contract. This insurance shall be maintained
for a period of two (2) years after the certificate of Occupancy is
issued.
CONSTRUCTION PHASE (IF APPLICABLE)
In addition to the insurance required in (I) - (4) above, the SUBRECIPEINT
shall provide or cause its Subcontractors to provide original policies indicating
the following types of insurance coverage prior to any construction:
(e.) Completed Value Builder's Risk Insurance on an "All Risk" basis in
an amount not less than one hundred (100%) percent of the insurable
Agenda Item No. 16030
December 16, 2008
Page 11 of 14
value of the building(s) or structure(s). The policy shall be in the
name of Collier County and the SUBRECIPIENT.
(f.) Flood Insurance shall be provided for those properties found to be
within a flood hazard zone, in an amount not less than the full
replace values of the completed structure(s) or the maximum amount
of coverage available through the National Flood Insurance Program
(NFIP), whichever is greater. The policy will show Collier County
as a Loss Payee A.T.I.M.A. This policy will be provided as such
time that the buildings' walls and roof exist.
QpERATIONIMANAGEMENT PHASE (IF APPLICABLE)
After the Construction Phase is completed and occupancy begins, the
following insurance must be kept in force throughout the duration of the loan
and! or Contract:
(g.) Public Liability coverage in an amount not less than $1,000,000 per
occurrence for combined Bodily Injury and Property damage.
Collier County must be shown as an additional insured with respect
to this coverage.
(h.) Property Insurance coverage on an "All Risk" basis in an amount not
less than one hundred (100%) of the replacement cost of the
property. Collier County must be shown as a Loss payee with
respect to this coverage A. T .I.M.A.
(i.) Flood Insurance coverage for those properties found to be within a
flood hazard zone for the full replacement values of the structure(s)
or the maximum amount of coverage available through the National
Flood Insurance Program (NFIP). The policy must show Collier
County as a Loss Payee A.T.I.M.A.
End of Exhibit D
Agenda Item No. 16030
December 16, 2008
Page 12 of 14
EXIllBIT "E"
CDBG MONTHLY PROGRESS REPORT
Completeformfor past month and submit to Housing & Human Services stajJby the
1ff' of the following month.
Status Report for Month of
Submittal Date:
Project Name
Senior Meals Program
Project Number CD08- II
Activity Number
Subrecipient: HHS-Senior Services
Contact Person Bonnie Fauls
Telephone: (239) 252-2696
Fax: (239) 252- 2638
E-mail:
bonniefauls!ip.colliergov.net
1. Activity StatuslMilestones (describe any action taken, relating to this project, during
the past month):
2. What events/actions are scbeduled for the next two montbs?
3. Describe any affirmative marketing you bave implemented regarding tbis
project. Please list and attacb any recent media coverage of your organization
relating to tbis project.
4. List any additional data relevant to tbe outcome measures listed on tbe
application for tbis project.
5. Identify any potential issues tbat may cause delay.
Agenda Item No. 16030
December 16, 2008
Page 13 of 14
Exhibit E, Continued
6. New contracts executed this month (if applicable):
Name of Contractor or Amount of Contractor Race Ethnicity
Subcontractor, Address & Phone Contract Federal ID (see defmitions on (see definitions on
Number Number following page) following page)
7. For projects that serve a particular clientele, please complete the following
information by entering the appropriate number in the blank spaces and in the chart
below. Complete the below chart for NEW clients served this month. DO NOT
DUPLICATE clients served in previous months. You may provide data by either
households or persons served. However, if one person received TWO services this
counts as TWO SERVICE UNITS:
TOTAl. BENEFICIARIES.
This project benefits households or persons. Please circle one category
(either "households" or "persons"). Enter the number of beneficiaries in the blank space
and in box "1."
INCOME
Of the households or persons assisted, are extremely low-income income (0-
30%) of the current Median Family Income (MF!). Enter this number in box "2. "
Of the households or persons assisted, are very low-income (31-50%) of the
current Median Family Income (MF!). Enter this number in box "3. "
Of these households or persons assisted, are low-income (51-80%) of the
current Median Family Income (MFI). Enter this number in box "4. ..
NOTE: The total of boxes 2, 3 and 4 should equal the number in box 1.
fEMALE HEAD OF HOUSEHOLD
This project assisted Female Head of Households REGARDLESS of income.
Enter this number in box "5" below.
BOX I BOX 2 BOX 3 BOX 4 BOX 5
Total Number of Extremely Very Low Income Female Head of
Housebolds or Persons Low Income Low Income (51-80%) Household
Assisted
(0-30'10) (31-50'10)
Agenda Item No. 16030
December 16, 2008
Page 14 of 14
Subrecipient's must ind,icate total.bentifjciaries for Race AN/1,
EthnicifJ!.
Defmitions of Race:
1. White: A person having origins in any of the original peoples of Europe, the
Middle East, or North Africa.
2. Black or African-American: A person having origins in any of the black racial
groups of Africa.
3. Asian: A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian subcontinent including, for example, Cambodia,
China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,
Thailand, and Vietnam.
4. American Indian or Alaska Native: A person having origins in any of the
original peoples of North and South America (including Central America),
and who maintains tribal affiliation or community attachment.
5. Native Hawaiian or Other Pacific Islander: A person having origins in any of
the original people of Hawaii, Guam, Samoa, or other Pacific Islands.
Defmitions of Ethnicity:
I. Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or
Central American, or other Spanish culture or origin, regardless of race.
Tabulation Table of Race and Etbnicity Beneficiaries
Race # Total # Hispanic
White
Black or African American
Asian
American Indian or Alaskan Native
Native Hawaiian or Other Pacific Islander
American Indian/Alaska Native and White
Asian and White
Black/ African American and White
American Indian/Alaskan Native and Black/African American
Other Multi-Racial
TOTAL:
End of Exhibit E