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Backup Documents 06/09/2015 Item #16D17 (Legal Aid of Collier County) 16LI17 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than Monday preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 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#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. Peggy Hager Community and Human Services � 2. County Attorney Office County Attorney Office S) 1 i 3. BCC Office Board of County 7NA Commissioners \M / (c) 74 ,C- 4. Minutes and Records Clerk of Court's Office 14,A(15 Pspl.% PRIMARY CONTACT INFORMATION 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,may need to contact staff for additional or missing information. Name of Primary Staff Geoffrey Ma on/Wendy Klopf/CHS Phone Number 252-2901 Contact/ Department Agenda Date Item was 06/09/15 Agenda Item Number 16.D.17 Approved by the BCC Type of Document Amendment to an Agreement Number of Original 3 Attached Documents Attached PO number or account NA number if document is to be recorded INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not A plicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman' original s' nature? S--1* 0 WK 2. Does the document need to be sent to another agency for additional signatures? If yes, NA provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be WK signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. _ 4. All handwritten strike-through and revisions have been initialed by the County Attorney's NA Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the WK document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's WK signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip NA should be provided to the County Attorney Office at the time the item is input into SIRE. 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! 8. The document was approved by the BCC on_6/9/15 and all changes made WK during the meeting have been incorporated in the attached document. The County , ; Attorney's Office has reviewed the changes,if applicable. �� 9. Initials of attorney verifying that the attached document is the version approved by the BCC, all changes directed by the BCC have been made,and the document is ready for t e � Chairman's signature. I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12 1 60 1 MEMORANDUM Date: June 26, 2015 To: Geoffrey Magon, Grant Coordinator Housing, Human & Veteran Services From: Martha Vergara, Deputy Clerk Minutes & Records Department Re: 1st Amendment to Agreement between Collier County and Legal Aid Services of Collier County Grant #B-14-UC-12-0016 Attached are two (2) originals of the document referenced above, (Item #16D17) approved by the Board of County Commissioners on June 9, 2015. An original Amendments are being held in the Minutes & Records Department as part of the Board's Official Records. If you have any questions, please feel free to contact me at 239-252-7240. Thank you. Attachments (2) 16017 Grant#- B-14-UC-12-0016 CFDA/CSFA# - 14.218 Subrecipient — Legal Aid Services of Collier County DUNS #- 844481478 Agreement# CD14-06PS IDIS#- 485 FEID # - 59-1547191 Fiscal Year End: 12/31 Monitor End: 09/2015 FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY AND LEGAL AID SERVICES OF COLLIER COUNTY THIS AMENDMENT is entered into this C day of -Lae__ 2015, by and between the "Legal Aid Service of Broward County, Inc. d/b/a Legal Aid Service of Collier County." a private not-for-profit corporation existing under the laws of the State of Florida, herein after referred to as "SUBRECIPIENT", having its principal office at 4125 East Tamiami Trail, Naples, FL 34112; and Collier County, Florida, having its principal address as 3339 E. Tamiami Trail, Naples FL 34112, hereinafter to be referred to as "COUNTY", collectively stated as the "PARTIES." RECITALS WHEREAS, on September 23, 2014, the COUNTY entered into an Agreement with the Community Development Block Grant Program funds to be used for the Legal Support Project (hereinafter referred to as the "Agreement"); and WHEREAS, the Parties desire to amend the Agreement to conform to the Department of Housing and Urban Development's CDBG requirement regarding the records retention period. NOW, THEREFORE, in consideration of foregoing Recitals, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree to amend the Agreement as follows: Words Sleugh are deleted; Words Underlined are added * * Part II "Grant Control Requirements", Section 2.2D "Records and Documentation", is hereby amended as follows: * * * D. Upon completion of all work contemplated under this Agreement copies of all documents and records relating to this Agreement shall be surrendered to CHS if requested. In any event the Legal Aid of Collier County CDBG(CD14-06PS) Legal Services to Victims Page 1 of 3 i6O7 SUBRECIPIENT shall keep all documents and records in an orderly fashion in a rea ily accessible, permanent and secured location for three (3) five (5) years after the date of submission of the annual performance and evaluation report, as prescribed in 24 CFR 91.520 with the following exception: if any litigation, claim or audit is started before the expiration date of the three (3) five (5) year period, the records will be maintained until all litigation, claim or audit findings involving these records are resolved. The COUNTY shall be informed in writing if an agency ceases to exist after closeout of this Agreement of the address where the records are to be kept as outlined in 24 CFR 85.42. Meet all requirements for retaining public records and transfer, at no cost, to COUNTY all public records in possession of the SUBRECIPIENT upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the COUNTY in a format that is compatible with the information technology systems of the public agency. * * * Part IV "General Provisions", Section 4.19 "Uniform Administrative Requirements", is hereby amended as follows: * * * 4.19 24 CFR 84 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations and specified by the following subsections: http://www.law.cornell.edu/cfr/text/24/part-84 o Section 84.53(b), Retention and Access Requirements for Records. Section 84.53(b) applies with the following exceptions: • The retention period referenced in 84.53(b) pertaining to individual CDBG activities shall be three five years; and • The retention period starts from the date of submission of the annual performance and evaluation report, as prescribed in 24 CFR 91.520, in which the specific activity is reported on for the final time rather than from the date of submission of the final expenditure report for the award; * * * (Signature Page to Follow) Legal Aid of Collier County CDBG(CD 14-06PS) Legal Services to Victims Page 2 of 3 161] 1 7 IN WITNESS WHEREOF, the Subrecipient and the County,have each, respectively, by an authorized person or agent,hereunder set their hands and seals on the date first written above. ATTEST: BOARD OF COUNTY COMMISSIONERS OF DWIGHT E. BROCK,CLERK COLLIELI', L TY, FLORIDA • • • .��� I . .r �. By: / TIM NANCE, CHAIRMAN Dated.'\30 '21 - tSEAL Attest as to Chairman's signature only. LEGAL AID SERVICE OF BROWARD COUNTY, INC. D/B/A LEGAL AID SERVICE OF COLLIER COUNTY JO. It 444,, ANTHONY . T, ESQ., EXECUTIVE DIRECTOR FOR LEGAL AID SERVICE OF BROWARD COUNTY, INC. D/B/A LEGAL AID SERVICE OF COLLIER COUNTY . Approved as to form and legality: 405 Jennifer A. Belpediou Assistant County Attorney '\� Legal Aid of Collier County CDBG(CD 14-06PS) Legal Services to Victims Page 3 of 3 \cel