Backup Documents 06/11/2013 Item #16D12 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 16 0 12
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#4,complete the checklist,and forward to Sue Filson(line#5).
Route to Addressee(s) Office Initials Date
(List in routing order)
1. Sandra Marrero,Grant Coordinator Housing,Human,Veterans Services SM 6/25/13
Department
2. Jennifer B. White,ACA Office located within Housing,Human,
Veterans Services Department V,,*9) I 5/13
3. County Attorney's Office County Attorney's Office
v■ OL ak i l3
4. BCC Office Board of County Commissioners
rz
6 id`6113
5. Minutes and Records Clerk of Court's Office 1)m ri /(1(3 f2'39Ph
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 Grant Coordinator Phone Number 239-252-2399
Contact
Agenda Date Item was 6/11/13 Agenda Item Number
Approved by the BCC t to —\'2_
Type of Document Subrecipient Amendment#1 to Agreement - Number of Original 1
Attached Youth Haven Documents Attached
INSTRUCTIONS&CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is appropriate. Yes N/A(Not
(Initial) Applicable)
1. Original document has been signed/initialed for legal sufficiency.(All documents to be 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 SM
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 Office and SM ' f
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 document or SM
the final negotiated contract date whichever is applicable.
4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's signature and SM
initials are required.
5. In most cases(some contracts are an exception),the original document and this routing slip should be SM
provided to 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 6/11/13 and all changes made during the meeting SM ' e E t a f,
have been incorporated in the attached document. The County Attorney's Office has review/6d Q-� crp r<r�.-Pty
the changes,if applicable. 1
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05
«matter number»/«document number»
161) 12
MEMORANDUM
Date: July 2, 2013
To: Sandra Marrero, Grants Coordinator
Housing, Human & Veteran Services
From: Ann Jennejohn, Deputy Clerk
Minutes and Records Department
Re: Amending the FY12/13 CDBG project agreement with
Youth Haven to remove completion of the shelter expansion
Attached for your records is a copy of the agreement referenced above (Item #16D12)
approved by the Board of County Commissioners on Tuesday, June 11, 2013.
The Minutes and Record's Department will hold the original in the Board's Official
Records.
If you have any questions, please contact me at 252-8406.
Thank you.
Attachment
16012
Grant#-B-12-UC-12-0016
CFDA/CSFA#- 14.218
Subrecipient—Youth Haven,Inc
DUNS#-077283349
FETI#-23-70655187
FY END 6-30
Monitoring Deadline 11-30-18
1st AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
YOUTH HAVEN,INC.
SAFE AND SECURE HOME FOR COLLIER YOUTH
This Amendment, is entered into this //1-11 day of , 2013, by and between
Youth Haven, Inc. a private not-for-profit corporation existing under the laws of the State of Florida, herein
after referred to as SUBRECIPIENT and Collier County, Florida, herein after to be referred to as "COUNTY,"
collectively stated as the"Parties."
WHEREAS, on November 13, 2012, the County entered into an agreement with Youth Haven, Inc. for
Community Development Block Grant Program funds to be used for Safe and Secure Home for Collier Youth
(hereinafter referred to as the"Agreement"); and
WHEREAS,the Parties desire to amend the Agreement to make modifications throughout.
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 Struck-Though are deleted; Words Underlined are added
I. SCOPE OF SERVICES
The SUBRECIPIENT shall, in a satisfactory and proper manner and consistent with any standards
required as a condition of providing CDBG funds, as determined by Collier County Housing, Human and
Veteran Services (HHVS),perform the tasks necessary to conduct the program as follows:
The FY2012-2013 Action plan identified and approved the project to allow Youth Haven to renovate
- ... . . : . - _ - . . - .. . . . . - upgrade
campus security and provide additional lighting and security fencing, as well as rehabilitate update
two ether cottages on site for transitional housing for emancipated youth and youth transitional out
of foster care.
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Project Component#1: Rehabilitate two onsite transitional cottages
Project Component#2: Upgrade campus security to provide additional lighting and security fencing.
Specifically, improvements identified for funding are outlined in the budget in Section III.
The detailed project scope will be contained in the schedule of values awarded in the project's
construction contract. The project's construction contract will include details sufficient to document
the number,amount and costs associated with all activities for payment.
All activities funded with CDBG funds must meet one of the CDBG program's National Objectives:
benefit low- and moderate-income persons; aid in the prevention or elimination of slums or blight; or meet
community development needs having a particular urgency, as defined in 24 CFR 570.208
II. TIME OF PERFORMANCE
Services of the SUBRECIPIENT shall start on the 13th day of November,2012 and end on the 31st
day of December,2013. The term of this Agreement and the provisions herein may be extended by amendment
to cover any additional time period during which the SUBRECIPIENT remains in control of CDBG funds or
other CDBG assets, including program income.
III. AGREEMENT AMOUNT
The COUNTY agrees to make available • • _ - . • ! '.- ! ^■ - e - ! ! e . _ '
TWO HUNDRED TWENTY ONE THOUSAND DOLLARS ($221,000) for the use by the
SUBRECIPIENT during the Term of the Agreement (hereinafter, the aforestated amount including, without
limitation, any additional amounts included thereto as a result of a subsequent amendment(s) to the Agreement,
shall be referred to as the"Funds").
Modifications to the "Budget and Scope" may only be made if approved in advance. Budgeted fund
shifts between cost categories and activities shall not be more than 10% and does not signify a change in scope.
Fund shifts that exceed 10%of a cost category and activity shall be made with board approval.
All improvements specified in Section I. Scope of Services shall be performed by SUBRECIPIENT
employees, or shall be put out to competitive bidding under a procedure acceptable to the COUNTY and
Federal requirements. The SUBRECIPIENT shall enter into contract for improvements with the lowest,
responsive and qualified bidder. Contract administration shall be handled by the SUBRECIPIENT and
monitored by HHVS,which shall have access to all records and documents related to the project.
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The budget identified for all improvements is as follows:
Line Items Federal Funds
NOTE* Any additional costs to complete the project
outlined below will be at the expense of the
Subrecipient.
Activities/items/services may include but not be limited
to:
._ . . _ . . . - . $7353000
Project Component#1
Al Transitional Cottage—Jeanette Cottage
All costs associated to remove/replace/install new roof; $ 70,500
energy efficient windows and sliding glass doors with
hurricane impact glass; install a shared generators
industrial grade,automatic,manual to serve Jay and
Jeannette Cottages on a platform and according to
Collier County Building Code; transport and disposal of
construction debris
BZ Transitional Cottage—Jay Cottage
All costs associated to remove/replace/install new roof; $ 70,500
energy efficient windows and sliding glass doors with
hurricane impact glass; install a shared generators
industrial grade,automate;manual to serve Jay and
Jeannette Cottages on a platform and according to
Collier County Building Code; transport and disposal of
construction debris
Subtotal Project Component#1 $ 141,000
Project Component#2
Security Lighting and-Fencing and Landscaping
All costs associated to install galvanized eight(8)foot $ 80,000
fencing around along the North and East perimeter of
the facility including renovated cottages and remaining
facility. Install two (2)electric access gates and all
electrical work associated with installation; install
directional flood lights, light poles and other electrical
apparatus needed for securing lighting; landscaping
Subtotal Project Component#2 $ 80,000
Youth Haven,Inc. Grand Total—All Construction $956,,000
2012 CDBG(CD 12-03) $221,000
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. " : _ " : "
• . • - - _ • reports. Payments shall be made to the SUBRECIPIENT when requested as
. _ -. ., - • - • ., - . •
. . . - , , • - • - . •- . «-__, _ _ _ - - •
- - - --- - • .. . . - -
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 HHVS pursuant to the submittal of quarterly
progress reports. Invoices for work performed are required every month. If no work has beenperformed during
that month, or if the SUBRECIPIENT is not yet prepared to send the required backup, a $0 invoice will be
required. Explanations will be required if two consecutive months of $0 invoices are submitted. Payments
shall be made to the SUBRECIPIENT when requested as work progresses but, not more frequently than once
per month. Final invoices are due no later than 90 days after the end of the agreement. Work performed during
the term of the program but not invoiced within 90 days without written exception from the Grant Coordinator
will not be reimbursed.No payment will be made until approved by HHVS for grant compliance and adherence
to any and all applicable local, state or Federal requirements Payment will be made upon receipt of a properly
completed invoice and in compliance with§218.70,Florida Statutes,otherwise known as the"Local
Government Prompt Payment Act."
The following table details the project deliverables and payment schedule.
Deliverable Payment Schedule
Shelter G702 1992 form(attached as Exhibit"G")
-
10 Ii
- • - • • - - - • - •_ G702 1992 form(attached as Exhibit"G")
•
10
• • •• - . G702 1992 form(attached as Exhibit"G")
to
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Project Component#1 :
A): Rehabilitation activities for Jeanette A)For Jeanette: Submission of monthly
Cottage invoices on AIA G702-1992 form or
equivalent document. Final 10%($7,050)
released upon documentation of
rehabilitation activities complete such as a
Certificate of Completion. Supporting
proof of payment documents must be
provided as backup.
B): Rehabilitation activities for Jay Cottage B) For Jay: Submission of monthly
invoices on AIA G702-1992 form or
equivalent document. Final 10%($7,050)
released upon documentation of
rehabilitation activities complete such as a
Certificate of Completion. Supporting
proof of payment documents must be
provided as backup.
Project Component#2:
fencing nd land pe G702 1992 form(attached as Exhibit"G")
Security Lighting,Fencing and Landscaping Submission of monthly invoices on AIA
G702-1992 form or equivalent document.
Final 10%($7,050)released upon
documentation of rehabilitation activities
complete such as a Certificate of
Completion. Supporting proof of
payment documents must be provided as
backup.
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161312
Provide services to a minimum of 96
individuals as evidenced by quarterly NA
reports(Exhibit D) submitted by the 10th of
the following month after the end of the
quarter.
Submit on an annual basis an inventory NA
asset list for equipment purchased.
IV. NOTICES
Notices required by this Agreement shall be in writing and delivered via mail (postage prepaid),
commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or
sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written
communications under this Agreement shall be addressed to the individuals in the capacities indicated below,
unless otherwise modified by subsequent written notice.
COLLIER COUNTY ATTENTION: Sandra Marerro, Grant Coordinator
3339 E Tamiami Trail, Suite 211
Naples, Florida 34112
(239)252-2399
sandramarrero @colliergov.net
SUBRECIPIENT ATTENTION: ' : :•-.-- •- - - • • . e' -
Stephanie Jinx Liggett
Executive Director
Youth Haven, Inc.
5867 Whitaker Road
Naples, FL 34112
(239)774-2904
Jinx.liggett@vouthhaven.net
* * *
D. ADDITIONAL HOUSING, HUMAN AND VETERAN SERVICES, COUNTY, AND HUD
REQUIREMENTS
The SUBRECIPIENT agrees to utilize funds available under this Agreement to supplement rather than
supplant funds otherwise available for specified activities.
All purchasing for services and goods, including capital equipment, shall be made by purchase order or by a
written contract and in compliance with thresholds of the Collier County Purchasing Policy, as shown below.
Should there be a conflict;the Purchasing Policy Thresholds will prevail.
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Dollar Range($) Quotes
Under$3K No-Quote-Requited
1 Written quote
Above$3K to$10K 3 Written Quotes
Above$10K to $50K 3 Written Quotes
Request for Proposal(RFP)
Above $50K Invitation for Bid(IFB)
(Signature Page to follow)
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IN WITNESS WHEREOF,the Parties have each, respectively, by an authorized person or agent,hereunder set
their hands and seals on this 11th day of June, 2013 for the First Amendment.
ATTEST: BOARD •, s1 TY C9MMISSIONERS OF
DWIGHT E.(BROOCK,CLERK COLLIER C• i Y, F •RIDA
GI
1sn ,
Q 0 C • By:
Att• at~to
GEO'GI VA'HILLER, ESQ., CHAIRWOMAN
si* :� of
(SEAL}
stA
YOUTH HAVEN, INC.
By: + der
ir F. ook
prc5;clevi t-
President of the Youth Haven Board of Directors
Approved as to form and legality:
1J\, -1 -e.-
Jenn1 er B. White
Assistant County Attorney -�J' ��
12
LO �
Item# IC�P-b L2
Agenda(0 ,LI'�
Date
Youth Haven.Inc. Date 1--1,I 9
2012 CDBG(CD 12-03) eCd
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EXHIBIT "B"
COLLIER COUNTY HOUSING,HUMAN AND VETERAN SERVICES
REQUEST FOR PAYMENT
SECTION I: REQUEST FOR PAYMENT
Sub recipient Name: Youth Haven,Inc.
Sub recipient Address: 5867 Whitaker Road,Naples, FL 34112
Project Name: Safe and Secure Home for Collier Youth
Project No: CD 12-03 Payment Request#
Dollar Amount Requested: $
SECTION II: STATUS OF FUNDS
1. Grant Amount Awarded
$ $956000$221,000
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 made in accordance with the terms and conditions of the
Agreement between the COUNTY and us. To the best of my knowledge and belief, all grant requirements have
been followed.
Signature Date
Title
Authorizing Grant Coordinator
Supervisor (approval authority under$14,999)
Dept Director (approval required$15,000 and above)
Youth Haven,Inc.
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EXHIBIT "D"
QUARTERLY PROGRESS REPORT
Sub-recipients:Please fill in the following shaded areas of the report
•. •,._. • ••
Agency Name: Youth Haven,Inc.
'{ • ,.4 s.;'" Date: 11/13/2012 •
•Project Title: L,and-Aequisitiion Public Facilities ,"' °' '` -
r• ''f'=• 't,' -
Alternate
Program Contact: Greg-OlveneSteohanleJi nx tisipef� Contact:
•
Telephone Number: " (239)213.7101
•*REPORT FOR QUARTER ENDING:(check one that applies to the
❑ . p ❑ o
•
corresponding grant period): 12/31/12 . 03/31/13 : 06/30/13 09/30/13 • •
Please take note: The CDBG/HOME/ESG Program year begins October 1,2012-September 30,2013. Each quarterly report needs to include cumulative
data beginning from the start of the program year November 13,2012.
Please list the outcome goal(s)from your approved application&sub-recipient agreement and indicate your progress in meeting those
1. goals since November 13,2012. -
A.Outcome Goals: list the outcome goal(s)from your approved application&sub-recipient agreement.
� ( :r. .. , -• - •*a;','•f�{:`. �t; F"rri .. Y • _ _ __ _ `-
y
Outcome 4:Rehabilitate 2 transitional ' `- .•✓". w` r c4r "'+ .+
cottages n:order to proyige'Sate''ind-secUre housing for up to;�96 youth annually:'
•
• r`' '
Outcome 2: Complete all identified improvements includtpg security f +C.iii'lightino,no"later than .
December 31,2013•
Outcome 3: Proof of a minimum of 96 youth being Served • • •
Outcome 4: Submittal of Asset Inventory annual ti• J t
t. � :.1 •.rat. •'�'J" •� , �'�' ,
l t•w_,a; •.`' !' "t4! i'i,.Fy.1-.t.r`'<,.;•.tr•0
•
B.Goal Progress:Indicate the progress to date in meeting each outcome goal.
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1 D12
Outcome 1: ..
g = " ,:•.,'-+
• ,•�. : ��'. .�ls�i"9°a�.'.` 7�!,-•��m: yy, r . T • •,;.'•'
,, .i�rSF";'+yj.'J•'•".
•
Is this project still in compliance with the original project schedule?If more than 2 months behind schedule,must submit a new timeline
2. for approval.
Yes • • No
If no,explain:
•
3. Since October 1,2012,of the persons assisted,how many....
a. ...now have new access(continuing)to this service or benefit? ;0
•
b. ..now has improved access to this service or benefit? 0 •
c. ...now receive a service or benefit that is no longer substandard? 0 •
TOTAL: 0
4. What funding sources are applied for this period/program ear?
4.
Section 108 Loan Guarantee - ,."N. 4; ryY` y ,y;;'. �K HOPWA
Other Consolidated Plan Funds .11 ,,:; ��,�> ..,�; CDBG -,- ... .,
'ffi 4•'y.4
• '' W;"Other Federal Funds ESG '"�5.4 'IA"••`i
`.- •
4 . 3 !
State/Local Funds
HOME {t• •••
,. .
Total
S Entitlement $
Total Other Funds - Funds -
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EXHIBIT "D"
QUARTERLY PROGRESS REPORT
5. !What is the total number of UNDUPLICATED civets served this quarter,if applicable? 1
a. Total No.of adult females served: f1) ;>t Total No.of females served under 18: 0,
b. Total No.of adult males served: t Total No.of males served under 18: tf,
TOTAL: 0 TOTAL: 0
c. Total No.of fam lies served: . ;.E 'Total No of female head of household:
6. What Is the total number of UNDUPLICATED clients served since October,if appllcable7
,"
a Total number of adult females served/".0...11.:4,"'":"Total number of females served under 18: 0
b. Total number of adult males served: s �,- Total number of males served under 18: ` 1}
TOTAL: 0 TOTAL: 0
,"is
c. Total No.of families served: Total No of female head of hcuseho d: ri
Complete EITHER Question#7 OR#8.Complete question#7 if your program only serves clients in one or more of the listed HUD Presumed
Benefit categories. Complete question 08 if any client in your program does not fall into a Presumed Benefit category.
DO NOT COMPLETE BOTH QUESTION 7 AND 8.
7. PRESUMED BENEFICIARY DATA f 8.'• OTHER BENEFICIARY DATAINCOME RANGE
Indicate the total number of MINIM EATFD
persons served since October 1 who fall Into Indicate the total number of UNDUPLICATED persons
each presumed benefit category (the total served since October 1 who fall into each Income
should equal the total in question#6): category(the total should equal the total in question#6):
Report as: Report as:
0 'Abused Children 0 Extremely low Income(0-30%)
0 `'.Homeless Person 0 w`,Low income(31-50%)
Q Battered Spouses 9:4 Moderate Income(51-80%)
0 Persons wI HIV/AIDS 01 Above Moderate Income(>80%)
t °=Elderly Persons
0 :Veterans
0
Chronically/Mentally ill
0 Physically Disabled Adults
Q :'. Other-Youth
TOTAL: 0 TOTAL: 0
9. Racial&Ethnic Data: . lOtappicabie) ',
Please indicate how many UNDUPLICATED clients served since October fall Into each race category.In addition
to each race category,please indicate how many persons in each race category consider themselves Hispanic
(Total Race column should equal the total cog).
RACE ETHNICITY
White ;of whom,how many are Hispanic?
Black/Nrtcan American '0'u;of whom,haw many are Hispanic?
Asian 0 '; 0 ;of whom,how many are Hispanic?
American Indian/Alaska Native 0 0 ;ci whom,how many are Hispanic?
Native Hawaiian/Other Pacific Islander 0 0 ;;of whom,how many are Hispanic?
American Indian/Alaskan Native 8 White 0 0 .`;of whom,how many are Hispanic?
Black/African American 8 Whiter 0 ,.:, 0 •of whom,how many are Hispanic?
Am.Indian/Alaska Native 8 Black/African Nn 0 'y. 0,�.- of whom,how many are Hispanic?
Other {'} ,
'0_1/;of whom,how many are Hispana?
Other 0 �.,. 0.';of whom,how many are Hispanic?
TOTAL: 0 0 TOTAL HISPANIC
Name: Signature:
Your typed name here represents your electronic
Title: signature
Youth Haven,Inc.
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EXHIBIT"E"
ANNUAL AUDIT MONITORING REPORT
OMB Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations requires
the Collier County Housing, Human and Veterans Services Department to monitor our sub
recipients of federal awards and determine whether they have met the audit requirements of the
circular and whether they are in compliance with federal laws and regulations. Accordingly, we are
requiring that you check one of the following, provide all appropriate documentation regarding your
organization's compliance with the audit requirements, sign and date this form.
Sub recipient Fiscal Year Jul 2011'2012
Name Youth Haven, Inc. Period
od
Total State Financial Assistance Expended during
most recently completed Fiscal Year
Total Federal Financial Assistance Expended during most
recently completed Fiscal Year
Check Appropriate Boxes
We have exceeded the$500,000 federal/state expenditure threshold for our fiscal
❑ year ending as indicated above and have completed our Circular A-133 audit. A copy
of the audit report and management letter is attached.
We exceeded the $500,000 federal/state expenditure threshold for our fiscal year
❑ ending as indicated above and expect to complete our Circular A-133 audit by
. Within 30 days of completion of the A-133 audit,we will provide a
copy of the audit report and management letter.
We are not subject to the requirements of OMB Circular A-133 because we:
❑ Did not exceed the$500,000 federal/state expenditure threshold for the fiscal year
indicated above
❑ Are a for-profit organization
❑ Are exempt for other reasons—explain
An audited financial statement is attached and if applicable, the independent auditor's
management letter.
(If findings were noted, please enclose a copy of the responses and corrective action plan.)
Certification Statement
I hereby certify that the above information is true and accurate.
Signature Date
Print Name and Title
Youth Haven,Inc.
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