HomeMy WebLinkAboutBOCC Packet 07262010 Community Service Block GrantAGENDA ITEM SUMMARY
REGULAR MEETING DATE:
AGENDA ITEM TITLE:
Wednesday, July 28, 2010
RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF PITKIN COUNTY,
COLORADO, TO APPROVE AN AMENDMENT TO
THE 2009-2010 AMERICAN REINVESTMENT AND
RECOVERY ACT (ARRA) COMMUNITY
SERVICES BLOCK GRANT CONTRACT
STAFF RESPONSIBLE: Mitzi Ledingham, Pitkin County Health & Human Services
ISSUE STATEMENT:
The Community Services Block Grant (CSBG), administered by the local state Department
of Local Affairs (DOLA), is a federal grant program dedicated to helping low-income
families and individuals achieve personal and economic self-sufficiency.
In July, 2009, Pitkin County was awarded $20,270 in new funding made available through
the American Reinvestment and Recovery Act (ARRA) to combat the central causes of
poverty. The grant requires that only individuals at or below 200% of poverty are eligible for
this program. Pitkin County chose to subcontract with Colorado Mountain College (CMC)
and Colorado Workforce Center (CW) to provide hands-on job training workshops, classes,
and case management activities to assist twenty (20) eligible participants to meet their
employment goals by October 1, 2010.
By the spring of 2010, it was clear that the program eligibility requirements are a barrier to the
program's success. Although twelve (12) clients have been served to date, their activities have
not generated large reimbursements.
As a strategy to improve expenditures, staff petitioned DOLA to approve an amendment to
our scope of work to purchase food to support both the Aspen LIFT -UP Food Pantry as well
as the Aspen Homeless Shelter evening dinner program. DOLA has approved this request
and requires the BOCC Chair signature in order to finalize the action.
BACKGROUND:
Although special federal emphasis is being placed on using ARRA dollars for employment
services, specifically job training, we feel that expanding the use in Pitkin County to provide
emergency food support meets our goal of alleviating the effects of poverty for our neediest
citizens, and is still in line with federal objectives. The amendment speaks to the second goal
statement as articulated in the Information Memorandum 109, supplied by the U.S.
Department of Health and Human Services, Office of Community Services, which reads:
1
"States should help to ensure that eligible entities:
1) provide a wide range of innovative employment -related services and
activities tailored to the specific needs of their community;
2) use funds in a manner that meets the short-term and long-term
economic and employment needs of individuals, families and
communities; and
3) make meaningful and measurable progress toward the reform goals of the
Recovery Act with special attention to creating and sustaining economic
growth and employment opportunities."
As Pitkin County families are still experiencing high need in food, housing and employment
services, this addition is a good fit in terms of our overall goal to help people stay afloat
while the economy recovers.
LINK TO STRATEGIC PLAN:
Safe and Healthy Community
Goal 3- Poverty and other barriers to individual and community life satisfaction will be
diminished.
Goal 5 — Pitkin County health and safety staff will successfully partner with other public,
private and non-profit entities (locally, regionally and statewide)
BUDGETARY IMPACT:
No budgetary impact is expected as we are only proposing an adjustment to the focus of
the current grant. We expect to spend the remaining $17,000 with this amended focus.
STAFF ACTION:
Approval of this amendment is required to finalize the action.
ATTACHMENTS:
A. CSBG-ARRA Amendment # 1
B. Copy of original CSBG-ARRA Contract Scope of Work
2
RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF PITKIN COUNTY TO APPROVE AN AMENDMENT TO
THE 2009-2010 AMERICAN REINVESTMENT AND RECOVERY ACT (ARRA)
COMMUNITY SERVICES BLOCK GRANT CONTRACT
Resolution #2010
RECITALS
1. The Department of Local Affairs (DOLA) requires that upon assuming the responsibility
for the administration of the Community Service Block Grant (CSBG) program, the
Board of County Commissioners will establish and plan for local priorities that achieve
the objectives of the program. In addition, the BOCC accepts responsibility for the
efficient management of individual projects to ensure that local priorities will guide the
program.
2. The Pitkin County Board of County Commissioners wishes to approve an amendment to
the CSBG-ARRA grant scope of work to allow for emergency food purchases. DOLA
has approved this action as a strategy to improve expenditures in order to meet the goals
of the program and spend down funds by the grant end date of September 30, 2010.
NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners of Pitkin
County, Colorado:
SECTION 1:
A. The Pitkin County Commissioners wish to support the amendment to the plan as
outlined in the Community Services Block Grant —ARRA application with a focus
on purchasing food for the Aspen LIFT -UP Food Pantry and partnering with the
Aspen Valley Hospital for the dinner meal program for homeless and indigent
guests who participate in the evening shelter program.
2. ADMINISTRATION:
The Director of Health and Human Services will take full responsibility for the
administration of this grant.
SECTION 2:
This resolution shall not have any effect on existing litigation and shall not operate as an
abatement of any action or proceeding now pending under or by virtue of the ordinances released
or amended as herein provided, and the same shall be construed and concluded under such prior
ordinances.
3
SECTION 3:
If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any
reason held invalid or unconstitutional in a court of competent jurisdiction, such portion shall be
deemed a separate, distinct and independent provision and shall not affect the validity of the
remaining portions thereof.
APPROVED AND ADOPTED ON
DAY OF , 2010.
PUBLISHED AFTER ADOPTION IN THE ASPEN TIMES ON THE DAY
OF , 2010.
ATTEST: BOARD OF COUNTY COMMISSIONERS OF
PITKIN COUNTY, COLORADO
By:
Jeanette Jones George Newman, Chairperson
Deputy Clerk and Recorder
APPROVED AS TO FORM:
John Ely
County Attorney
Hilary Fletcher
County Manager
4
CSBG #03R
CONTRACT T AMENDMENT
MAY-irrmair tek
Amendment #: 1 _
Encumbrance #: LlOCSBG35R
Original Contract C 1SICLIN #:
Amendment CMS #:
1)
PARTIES
This Amendment to the above -referenced Original Contract (hereinafter called the Contract) is entered into by
and between PITKIN COUNTY (hereinafter called "Contractor"), and the STATE OF COL FAD (hereinafter
called the "State") acting by and through the Department of Local Affairs, (hereinafter called "DOLA").
2) EFFECTIVE DATE AND ENFORCEABILITY
This Amendment shall not be effective or enforceable until it is approved and signed by the Colorado State
Controller or designee (hereinafter called the "Effective Date"). The State shall not be liable to pay or
reimburse Contractor for any performance hereunder including, but not limited to, costs or expenses incurred,
or be bound by any provision hereof prior to the Effective Date.
3) FACTUAL RECITALS
The Parties entered into the contract for Pitkin County, who will provide services to county residents by
providing job training, nutritional and emergency food support in partnership with the LIFT -UP food pantry and
Aspen Valley Hospital as well as the local Workforce Center and Colorado Mountain College.
4) CONSIDERATION-COLORADO SPECIAL PROVISIONS
NS
The Parties acknowledge that the mutual promises and covenants contained herein and other good and
valuable consideration are sufficient and adequate to support this Amendment. The Parties agree to replacing
the Colorado Special Provisions with the most recent version (if such have been updated since the Contract
and any modification thereto were effective) as part consideration for this Amendment.
5) LIMITS of EFFECT
This Amendment is incorporated by reference into the Contract, and the Contract and all prior amendments
thereto, if any, remain in full force and effect except as specifically modified herein.
6) MODIFICATIONS
The Amendment and all prior amendments thereto, if any, are modified as follows:
a. Statement ent of Project: #1 General Description of the Pro'ect:
1.1. Project Description and Eligible Expenses: is modified by deleting the Original Contract language and
inserting new Contract language as follows:
Pitkin County will focus on enhancing job -training offerings for clients who have recently been unemployed,
through a local partnership with the local Workforce Center (CW) and Colorado Mountain College (CMC). The
goal is to help qualified adults achieve self-sufficiency and for economic stability by securing employment or
upgrading job skills. The grant will assist in paying the costs of employment workshops, job retraining and
employment support services through either the CW or CMC. Purchasing food for the Aspen LIFT -UP Food
Pantry and partnering with the Aspen Valley Hospital for the dinner meal program for homeless and indigent
guests who participate in our evening shelter program. Funds will be used to boost the food program
supported by CSBG funds, to pay for meals from July thru September 30 2010. Copies of receipts or invoices
for food, prepared meals, books, transportation costs, childcare expenses, work clothes, workshops, job
training classes and activities will be provided for reimbursement.
1.2 Results Oriented Mn • eme t and Accountabilit (ROMA): is modified by deleting the Original Contract
language and inserting new Contract language as follows:
The Community Services Block Grant (CSBG) Program is a national program that must demonstrate ROMA.
This is accomplished through the nine federal objectives, sic national goals, and sixteen national indicators.
Pitkin County shall provide services meeting the following Federal Objectives: Employment and Nutrition;
National Indicators: 1.1, 1.2, 2.3, 2.4, 3.1, 3.2, 4.1, 5.1, 6.2 and . ; and National Goals: 1, 2, 3, 4, 5 and 6.
Grantee's final report to the Department shall reflect outcomes in accordance with the above federal
objectives, national indicators, and national goads. Any changes during the term of this Grant requires a public
hearing, new application and plan, and a modification of this agreement in accordance with Modification
subsection of the General Provisions of the Grant.
Page 1 of 3
FormRevised: I120/
C BG #03R
7 START DATE
This Amendment shall take effect on its Effective Date.
8) ORDER OF PRECEDENCE
Except for the Special Provisions, in the event of any conflict, inconsistency, variance, or contradiction
between the provisions of this Amendment and any of the provisions of the Contract, the provisions of this
Amendment shall in all respects supersede, govern, and control. The most recent version of the Special
Provisions incorporated into the Contract or any amendment shall always control other provisions in the
Contract or any amendments.
9) AVAILABLE FUNDS
Financial obligations of the state payable after the current fiscal year are contingent upon funds for that
purpose being appropriated,r budgeted, or otherwise made available.
Page 2 of 3
Form Revised: 11/20/08
4.
CSBG #03R
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect
Br:
GRANTEE
PITKIN COUNTY
Title:
Patti Kay - Clapper
Chairperson — Board of County Commissioners
Date:
*Signature
Bar:
STATE OF COLORADO
ADO
Bill Ritter, Jr. GOVERNOR
Department of Local Affairs
Date:
Susan E. Kirkpatrick, , Executive Director
PRE -APPROVED 1- M CONTRACT REVIEWER
By:
Becky Murray, Federal Grants Program Manager
Date:
ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller tapprove all State Contracts. This Contract is not valid until
signed and dated below by the State Controller or delegate. Contractor is not authorized to begin
performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not
obligated to pay Contractor for such performance or for any goods and/or services provided hereunder,
By.
STATE CONTROLLER
David J. McDermott, CPA
` in ste Cha, Controller Designee
Date:
Page 3 of
Form Revised: 11/20/
frIWA-tm, eft
CSBG: 71 -
EXHIBIT B —STATEMENT OF PROJECT (SOP)
American Recovery and Reinvestment Act (Recovery Act) of 2009
1. GENEIUL DESCRIPTION OF THE PROJECT
1.1. Project Description and Eligible Expenses
Pitkin County will focus on enhancing job -training offerings for clients who have recently been
unemployed, through a local partnership with the local Workforce Center (CW) and Colorado
Mountain itain College (CMC). The goal is to help qualified adults achieve self-sufficiency and or
economic stability by securing employment or upgrading job skills. The grant will assist in paying the
costs of employment workshops, job retraining and employment support services through either the
CW or CMC. Copies of receipts or invoices for books, transportation costs, childcare expenses, work
clothes, workshops, job training classes and activities will be provided for reimbursement.
1.2. Results Oriented Management Accountability (ROMA)
The Community Services Block Grant (CSBG) Program is a national program that must demonstrate
ROMA. This is accomplished through the nine federal objectives, six national goals, and sixteen
national indicators.
Pitkin County shall provide services meeting the following Federal Objectives:Employment; National
Indicators: 1.2, 2.3, 2A, 3.1, 3.2, 4.1, and .1; and National Goals: 1, 2, 3, 4, and 5. Grantee's final
report to the Department shall reflect outcomes in accordance with the above federal objectives,
national indicators, and national goals. Any changes during the term of this Grant requires a public
hearing, new application and plan, and a modification of this agreement in accordance with Modification
subsection of the General Provisions of the Grant.
1.. Poverty Guidlines
Services will be provided only to those persons at or below 200% of poverty guidelines as follows:
The 2009 Poverty Guidelines for the 48 Contiguous States
• and the District of Columbia
Persons in Family
Poverty Guideline
200 % of Poverty
1
$10, 0
$21,660
2
$14,570
$29,140
3
$18,310
$36,620
' 4
$22,050
$44,100
5
$25,790
$51,580
6
$29,530
$ 9, 0
7
$33,270
$66,540
8
$37,010
$74,020
i
2. DEFINITIONS
2.1. List specialized terminologies used in the SOP: NONE
2.2. List abbreviations used in the SOP: NONE
3. PERSONNEL
3.1. Responsible Administrator. Grantee's performance hereunder shall be under the direct supervision of
Mitzi Ledingham, an employee or agent of Grantee, who is hereby designated as the responsible
administrator of this project.
3.2. Other Key Personnel: NONE
3.3. Replacement. Grantee shall immediately notify the Department if any key personnel cease to serve.
Provided there is a good -faith reason for the change, if Grantee wishes to replace its key personnel, it
shall notify the Department and seek its approval, which shall be at the Department's sole discretion, as
the Department issued this Grant in part reliance on Grantee's representations regarding Key Personnel.
Page 1 of 3 — Exhibit B — Statement of Project
Such notice shall specify why the change is necessary, who the proposed replacement is, what their
qualifications are, and when the change will take effect. Anytime key personnel cease to serve, the
Department, in its sole discretion, may direct Grantee to suspend work on the Project until such time as
their replacements are approved. All notices sent under this subsection shall be sent in accordance with
§18 of the Grant.
4. PAYMENT
4.1. Payment Schedule:
Grantee shall submit a request for payment to the State, at a minimum, monthly, no later than the lot
day of the following month. All requests shall be for eligible expenses, as c ese i ed in detail in §1
above, using the state -provided form and accompanied by supporting documentation equal to 100% of
reimbursement request.
4.2. Remittance Address. If nailed, payments shall be remitted to the ollowing_ad tress unless changed in
accordance with §1 of the Grant:
Pitkin County
0405 Castle Creek Road, Suite
A.en, Co 81611
5. ADMINISTRATIVE REQUIREMENTS
5.1. Reporting.
5. .1. in n ial Status and Program Reports. Grantee shall submit the following reports to the
Department using the state -provided forms:
Report Period : °:;..= ; -.: =.= =:.:==` :-:`-:: :: , . .:
.: Report Type -:
:Due Date..
July through September
Financial Status
October 5, 2009
October through December
Financial Status
January 5, 2010
January through March
Financial Status
April 5, 2010
April through June
Financial Status
July 5, 2010
April through June
Final Financial
Status
October 5, 2010
July through September
Program Status
October 5, 2009
October through December
Program Status
January 5, 2010
January through March '
program Status
April 5, 2010
April through June
Program Status
July 5, 2010
April through June
Final Program
Status
October 5, 2010
Julyl, 2009 through September 30,
2010
End of the Grant
Financial and
Pro:ram Re I ort
October 31, 2010
5.I.2.Unexpended Balance. The grantee shall inform the Department no later than 30 days prior to the
Termination Date of the status of the Grant Funds and any potential unexpended balance.
5.2. Monitoring. The Department ent shall evaluate this project through review of Grantee submitted reports.
The Department shall conduct on -site monitoring to determine whether the Grantee met the
performance goals, administrative standards, financial management and other requirements of the
CSBG Act and this Grant.
5.3. Records. Grantee is expected to maintain records in accordance with §11 of the Grant.
5.. Sub ranee Monitoring. Grantee shall m onitor subgrantees, if any, at least once during the term of
this Grant. Documentation of monitoring results will be forwarded to the Department.
Page 2 of 3 — Exhibit B — Statement of Project
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6. PROJECT BUDGET
ProjectPayments made in accordance with eligible expenses as outlined
in § 1 of this Exhibit. No other expenses are eligible.
-- - - --- - -- - - TOTAL
otal, Project Costs
$20,270,00
$20,270.00
C
yG
•
Page 3 of 3 — Exhibit B — Statement 6f Project