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HomeMy WebLinkAboutbocc.res.011.2005 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITK1N COUNTY TO APPROVE THE 2005-2006 COMMUNITY SERVICE BLOCK GRANT APPLICATION Resolution #2005 67/'/- ~' RECITALS The Department of Local Affairs 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. The Pitkin County Board of County Commissioners wish to support the CSBG mission to make a measurable and potentially significant impact, within the federal resources available, on the causes of poverty in communities throughout the State or in those areas of commtmities where poverty is a particularly acute problem as a means to remove obstacles and solve problems which block the achievement of self-sufficiency. The Pitkin County Board of County Commissioners recognizes that the following are significant barriers to citizens achieving self-sufficiency in Pitkin County: · Need for emergency assistance for low-income residents in the areas of eviction prevention through emergency rent assistance, emergency mental health/drug abuse treatment, and school lunch subsidy for children. · Need for prenatal care for low-income residents. NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado, SECTION 1. The Pitkin County Commissioners wish to support the plan as outlined in the Community Service Block Grant application: A. $6,500 to Community Health Services, Inc. to provide prenatal care for clients at or below 125% of federal poverty level, including: 1. Prenatal case management and office visits with a registered nurse. 2. Prenatal office visits, ultrasound and post-partum visit with a nurse midwife practitioner. B. $4,500 to Pitkin County Social Services to provide: 1. Emergency rent assistance to prevent eviction for case management clients at or below 125% of the federal poverty level. 2. Emergency mental health/and drug abuse intervention for case management clients at or below 125% of the federal poverty level. 3. School lunch subsidy for case management clients at or below 125% of the federal poverty level. C. Should the CSBG allocation received be greater than or lesser than $11,000, the amounts distributed will be divided proportionally (41%/59%) 2. ADMINISTRATION The Director of 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. 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. SECTION 4: A public hearing on the resolution shall be held on the 26th day of January, 2005, in the Pitkin County Courthouse Annex, Aspen, Colorado. NOTICE OF PUBLIC HEARING PUBLISHED IN THE ASPEN TIMES WEEKLY ON ,2005. ~TRODUCED, READ ANDADOPTED ON /-ffid ,2005. *PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, 1N THE ASPEN TIMES WEEKLY ON J~ ,~tteJones ~ D, uty Clerk andl ,~corder ,2005. BOARD OF COUNTY COMMISSIONERS OF PIT~,KIN COUNTY, COLORADO · y lapper; Chair Date: O{ -oL~ ~ APPROVED AS TO FORM: MANAGER .APPROVAL: Hilary{F~e_tcher Smith Count3OManager RECOMMENDED FOR ADOPTION: Nancy N. Sundekn Director of Human Services Department of Local Affairs Community Services Block Grant Award Letter INITIAL AWARD ~ AMENDMENT: Increase Decrease __ Change Exhibit 1 1. Contract Logging ' Inquiry Number (C ' 3. Accounting Line: 100 LEB0 105 5120 C535 5105 2. Encumbrance Number: L5CSBG35 ] 4. Vendor Number: 846000794 Q 5. Master Contract Number: L5CSBGPI 6. Award Made to Grantee: Pitkin County 7. Total Award Amount: $5,431 Award Type: x Partial Final 8. Performance Period: Start: 3/1/2005 End on or Before: 2/28/2006 9. Scope of Service or Proiect Plan: The Contractor is awarded funds to provide services in the following Federal Objective(s) as identified in its CSBG Application and Project Plan: Federal Objective Employment Education Income Management Housing Emergency Services X Nutrition Linkages with Other Programs Self-Sufficiency Health X All receipts and expenditures associated with the Project shall be documented in a detailed and specific manner, and shall be in accordance with the Federal Objectives set forth above. Contractor may not adjust line item budget amounts without prior approval of the State. State approved budget changes shall be issued through an amended award letter. 10. Grant Considerations: All terms and conditions entered into by the State and the Grantee in the original Contract are incorporated by reference. The Award Provisions, Attachment A, is attached and considered to be part of this award letter. The Contractor's CSBG Application and Project Plan for the performance period is incorporate by reference. 11. Award Acceptance. Contractor's failure to object in writing to special conditions or other award provisions or terms within ten (10) days of the date the grant award letter or amendment is received by the Contractor shall constitute acceptance of the terms and conditions as stated in the original Contract, this Award Letter, and the Award Provisions. 12. Reviewed By: 13. Issued By: Department of Lo~al Affairs e-Approved Form Contract Reviewer ~l~chael L. Beasley,)~xecutive Dj~tor 14. Approval: CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller, or such assistant as he may delegate, has signed it. State Controller: Leslie M. Shenefelt R~Marie AutO, t2t~ntroller Department of Local Affairs q 9TATE OF CQLQKADQ DEPARTMENT OF LOCAL AFFAIRS 1313 Sherman Street, Suite 521 Denver, Colorado 80203 Phone: (303) 866-2771 FAX: (303) 866-4819 TDD: (303} 866-5300 Bill Owens Governor March 3, 2005 Michael L. Beasley Executive Director Susan Berdahl Pitkin County 0405 Castle Creek Road Aspen, CO 81611 Dear Susan: The Department of Local Affairs is pleased to award your Community Services Block Grant (CSBG) initial allocation in the amount of $5,431.00 for FY 2005-2006. We are anticipating that you will be receiving an additional amount of $5,894.00, which will be provided to you when the federal funds become available to the State. I want to take this opportunity to thank you for the services you provide to the citizens of Colorado. It is gratifying to know that the state is able to work with communities such as yours to help meet the needs of your citizens through the CSBG program. Your commitment to the citizens who qualify for these dollars is greatly appreciated and provides a valuable service for our communities. Best wishes to you on the successful completion of your project. Michael L Be~"l'~ Executive Director CC: Commissioner Patti Clapper Congressman John Salazar Senator Lew Entz Representative Kathleen Curry 2005-06 CSBG APPLICATION and PLAN GRANTEE: Pitkin County ADDRESS: 0405 Castle Creek Road, Aspen, CO 81611 CONTACT PERSON: Nancy Sundeen TITLE: Director of Community Relations and Health & Human Services PHONE:(970) 920-5209 E-MAIL: nans(~co.pitkin, co.us FAX: COUNTIES INCLUDED IN THIS PLAN: (970) 920-5198 Pitkin TOTAL CSBG ALLOCATION $ 1L400.00 estimate PROGRAM PERIOD: March Iv 2005 To February 28~ 2006 attach additional pages if more space is needed. 1. Employment $ $ 2. Education $ $ $ 3. Income Management $ $ $ 4. Housing $ $ $ 5. Emergency Services $4,500 $ $4,500 6. Nutrition $ $ $ 7. Linkages with Other Programs $ $ $ 8. Self-Sufficiency $ $ $ 9. Health $6,500 $ $6,500 TOTAL $11,000 $ $11,000 CSBG APPLICATION DIRECTIONS I. GRANTEE INFORMATION AND FEDERAL OBJECTIVES: Check the Federal Objective(s) your agency activity(ies) will be addressing. For each activity, LIST ONLY ONE Federal Objective. II. BUDGET FORMAT: Complete your budget in as much detail as possible utilizing the provided format. This information will be used for monitoring and performance evaluation. PERSONNEL COSTS Indicate the CSBG dollar amount allocated to each position(s) fimded including fringe benefits. Indicate the percentage (%) of the person's time paid with CSBG funds. DIRECT OPERATING COSTS Direct program costs can be identified with delivery of a particular project, service, or activity undertaken to achieve an objective of the grant program. For CSBG, these purposes and eligible activities are specified in the reauthorizing statute and reflected in the national ROMA performance measures. Direct program costs are incurred for the service delivery and management components within a particular program or project. Therefore, direct costs include expenditures on some activities with administrative qualities, including salaries and benefits of program staff and managers, equipment, training, conferences, travel, and contracts, as long as those expenses relate specifically to a particular program or activity, not to the general administration of the organization. ADMINISTRATIVE COSTS also referred to as INDIRECT/OVERHEAD Administrative costs are equivalent to typical indirect costs or overhead, As distinguished fi:om administration or management expenditures that qualify as direct costs, administrative costs refer to cen~'al executive fimctions that do not directly support a specific project or service. ~ncurred for common objectives that benefit multiple programs administered by the grantee organization, or the organization as a whole, administrative costs are not readily assignable to a particular program funding stream. Rather, administrative costs relate to the general management of the grantee organization, such as strategic direction, Board development, executive director ~anctions, accounting, budgeting, personnel, procurement, and legal s~vices. CAPITAL EXPENDITURES Please itemize the equipment you intend to purchase. For any Capitol Equipment costs, you are required to submit a narrative to describe equipment needed and your procurement process. The State requires that bids and final equipment invoices be submitted to the State. SUBCONTRACT COSTS Those dollars allocated out to subcontractors to provide CSBG related services. B. TOTAL CSBGFUNDSBUDGETED B. BUDGET Cost Category Employment Education Income Housing Emergency Nutrition Linkages Self- Health TOTAL Management Services Sufficiency B. Personnel $ % of time paid with CSBG % % % % % % % % % B. Direct $4,500 $4,500 Operating C. Indirect/Overhead $ (administrative) D. Capital Equipment $ E. Subcontract $6,500 $6,500 F. TOTAL $4,500 $6,500 $11,000 List all agencies and funding you plan to subcontract with to provide CSBG services: (Please add additional sheets if necessary) Community Health Services, Inc. $6,500 $6,500 II. BUDGET NARRATIVE Cost Category Explain each CSBG cost as related to the proposed CSBG plan. Please add additional sheets if necessary A. Personnel B. Direct Operating $3,890 Emergency Rent Assistance(ex. one month's rent $1050 (2-bedroom) at Truscott employee housing) $400 Emergency medical care, including mental health and drug abuse crisis intervention (detox, reduced rate approx. $200) $210 School lunch subsidy for children who come into school after the subsidized slots are filled ($3/day=$15/wk) C. Indirect / Overhead D. Capital Equipment Describe equipment needed and your procurement process. The State requires that bids and equipment final invoices are submitted to the State. E. Subcontract $3,000 Case Manager RN: Office visits and case management for the term of the pregnancy at $28/hr. for 7 patients $3,500 Nurse Midwife Practitioner. Global charge of $500 per patient for 7 patients. Includes office visits, post-partum visit and ultrasound. Ill. COMMUNITY ACTION PLAN: As required in the reauthorized CSBG Act, please answer all 5 questions using additional sheets as needed. Subcontractors are NOT required to submit an Action Plan. Community Needs Assessment (including food needs): Our State office must secure from each CSBG eligible entity, as a condition to receipt of funding, a community action plan that includes a community- needs assessment for the community served. This community-needs assessment may be coordinated with community-needs assessments conducted for other programs. Emergency Services: Pitkin County Social Services/Child Protection The Pitkin County Social Services Department had 65 child protection referrals in 2004, and 12-15 cases are open for on-going services. Approximately 90% of those in on-going case management are parents battling addiction. At least 65-70% are single parents. Most are hourly workers without benefits. Pi,kin County is a resort economy, with work fluctuating between the winter and summer tourist seasons. Child-protection is busiest during the off-season (spring and fall), when employment options are fewer and workers are earning less. The goal of child protection services is to keep children safe, and to provide specialized services to keep children in their own homes by improving family functioning. By being able to cover most of the costs of one month's rent, the child/children will be able to stay in their own home while their parent, working with child protection services, will have one more month to develop a plan for the future and one more month of home-based services with the social worker. The social worker will have 30 more days to monitor the treatment plan if the parent needs substance abuse treatment. For example, if a parent has to go to treatment for substance abuse, the rent will be paid while he/she is in treatment. Or, if the father is removed from the home for domestic violence issues and then doesn't pay the rent, the rent will be covered for one month so the mother can get a plan for the future in place. All these efforts will help prevent the removal of a child from his/her home. Child protection can provide service within the Child Welfare Budget, which is supported by state of Colorado funding. Currently, when these emergency services are needed, the case manager contacts other human service agencies to find resources if the Child Welfare Budget doesn't cover the service. The agencies that provide emergency rent assistance in the Roaring Fork Valley have requests that exceed their resources. Their emergency rent assistance is often capped at $300, which does not cover the cost of housing for a family in Aspen, even in employee housing units. The Aspen School District does not participate in the federal school lunch subsidy program, and only offers subsidized slots at the beginning of the school year. After November, those slots are full. Prenatal Care for Low-Income Women: Community Health Services~ Inc. The Colorado Department of Health Maternal Child Health grant, which has provided funds for prenatal care for low-income and high-risk women in the past, has been phased out funding for Pi,kin County families. In 2003, Community Health Services was allotted 15 slots by the State. In 2004, this was cut to 7 slots and next year will decrease to zero. Historically, Community Health Services has provided prenatal care to more than 15 Iow-income women each year. With a decrease in state support, local communities need to provide funds for prenatal care for this' Iow-income population to promote healthy outcomes for pregnant women and their unborn children. 2. Service Delivery System: Please describe the service delivery system for services provided or coordinated with CSBG funds that target low-income individuals and families within your service area. Emergency Services: Pitkin County Social Services/Child Protection Child Protection meets weekly or bi-monthly with their on-going clients. These are home visits and home-based services are provided. The client's plan is reviewed and reassesscd. With CSBG funding for emergency rent assistance, emergency mental health/substance abuse assistance, and emergency school lunch assistance, the case manager will do income verification and a worksheet will be created that collects the demographic data required by CSBG. The case manager will provide a follow-up report for CSBG that tracks the results of the emergency funding and the family's progress toward self-sufficiency. Pitkin County will make out emergency funding checks to the vendor, not to the individual, to ensure that the funds are used for the purpose intended. Prenatal Care for Low-Income Women: Community Health Services Community Health Services will provide prenatal care by certified midwives, ultrasound tests, necessary lab tests, and case management by an RN including nutritional guidance, parenting education, preparation for delivery and home visits to 7 families with newborns. 3. Linkages: A. Describe how linkages will be developed to fill identified gaps in services, through the provision of information, referrals, case management, and follow up consultations. B. Describe how linkages will be established between government and other social service programs to assure effective delivery of service to low-income individuals and to avoid duplication of such services Pitkin County is a small community with limited resources for low-income individuals. Human Service agencies are constantly working together to identify and fill gaps in services. Active, on-going collaboration prevents duplication Of services. Pitkln County hosts the health and human services collaboration called the POD, which meets monthly to discuss community needs and issues, and provides opportunities for networking and collaboration. Approximately 35 agencies participate, as does the Mayor of Aspen. Twice yearly the Pitkin County POD meets with Eagle County and Garfield County Human Service agencies in meetings that address regional issues. The director of Pitkin County Social Services (who manages child protection services) also serves on the Aspen Counseling Center Advisory Board. The child protection case manager is part of the Pitkin County/Eagle County child protection team. Medical case management and parenting referrals and follow-up visits will be made for each pregnant woman and newborn through Community Health Services. Social Services will qualify each client and ensure delivery services for those clients who qualify through Medicaid. 4. Coordination with other Public and Private Resources: Please describe how CSBG funds will be coordinated with other public and private resources. Pitkln County Social Services is a department of the county and is supported by a combination of State funding and county funds. As well, Social Services works with many area agencies including the Buddy Program (youth mentoring), Response (domestic abuse), Lift-Up (emergency food, prescriptions), mental health providers including Aspen Counseling Center/Colorado West Mental Health Centers and private providers, Alpine Legal Services (legal aid), and the public schools. Social Services receives assistance for its clients through private donations thanks to agencies such as the Thrift Shop, Aspen Valley Medical Foundation and Aspen Valley Community Foundation and Christmas Wish. Community Health Services has secured funding for 10 prenatal slots through the Aspen Valley Medical Foundation. CSBG funds will be coordinated with funding from the City of Aspen and Pitkin County grant programs as well as private donations to provide low-income families with preventive health care and education. The local thrift shop provides each low-income family with a newborn a bassinette, digital thermometer and an educational book on the value and habits of a healthy pregnancy. Innovative Community and Neighborhood-based Initiatives: Please describe how CSBG funds will be used to support innovative community and neighborhood-based initiatives related to the purposes of CSBG, which may include fatherhood initiatives and other initiatives with the goal of strengthening families and encouraging effective parenting. CSBG Funds will strengthen families by providing healthy beginnings for newborns and preventing low birth weight babies. Keeping the family in their home and providing needed emergency assistance will allow the child protection case manager additional time to provide home-based services and guidance for the family, helping them work toward self-sufficiency. /9-' VII. CERTIFICATIONS: The grantee assures that activities implemented with CSBG funds will be: used to accomplish the State CSBG Goal and Objective stated in the State Plan; and within the requirements set forth in the Community Services Block Grant Act, Title IV of the Civil Rights Act, the Age Discrimination Act of 1975, the Rehabilitation Act of 1973, Public Law 103-227, Part C, Environmental Tobacco Smoke, also known as the Pro-Children Act of 1994 (Act), Certification Regarding Drag-Free Workplace Requirements, Certification Regarding Lobbying, Certification Regarding Debarment, Suspension, and Other Responsibility Mattem - Primary Covered Transactions, Office of Management and Budget (OMB Circular A 110 and A122), and the current State of Colorado CSBG Plan. The grantee also assures that it will: specifically consider, in a public meeting the designation of any local public or private entity to carry out the county community service activities under contract with the county, any local community action agency (CAA) which received federal fiscal 1981-82 funding; consider, on the same basis as other non-goveramental organizati(~ns, religious organizations to provide the CSBG services, so long as the program is implemented in a manner consistent with the Establishment Clause of the first amendment to the Constitution. Grantees shall not discriminate against an organization that provides assistance under, or applies to provide assistance, on the basis that the organization has a religions character. (Please review Sec.679 Operational Rule in the CSBG AcO; provide for coordination between community anti-poverty programs and ensure, where appropriate, that emergency energy crisis intervention programs under Title XXVI (relating to low-income home energy assistance) are conducted in such community; provide, on an emergency basis, for the provision of such supplies and services, nutritious foods, and related services, as may be necessary to counteract conditions of starvation and malnutrition among low-income individuals; coordinate, to the extent possible, programs with and form partnerships with other organizations serving low-income residents of the community and members of groups served, including religions organizations, charitable groups, and community organizations; establish procedures under which a low-income individual, community organization, or religious organization, or representative of Iow-income individuals that considers its organization, or low-income individuals, to be inadequately represented on the CSBG board (or other mechanism) to petition for adequate representation; in the case of public organizations, have a tripartite advisory board which shall have members selected by the organization and shall be composed so as to assure that not fewer than 1/3 of the members are persons chosen in accordance with democratic selection procedures adequate to assure that these members (a) are representative of low-income individuals and families in the neighborhood served, Co) reside in the neighborhood, and (c) are able to participate actively in the development, planning, implementation, and evaluation of program funded. in the case of private non-profit entities, have a tripartite board that participates in the development, planning, implementation, and evaluation of the program to serve low-income communities. The board shall be composed so as to assure that (a) 1/3 of the members are elected officials, holding office on the date of selection, or their representatives, except that if the number of such elected officials reasonably available and willing to serve on the board is less than 1/3 of the membership of the board, membership on the board of appointive public officials or their representatives may be counted in meeting such 1/3 requirement; Co) not fewer than 1/3 of the members are person chosen in accordance with democratic selection procedures adequate to assure that these members are representative of low-income individuals and families in the neighbgrhood served, and each representative of low-income individuals and families selected to represent a specific neighborhood within a community resides in the neighborhood represented; and (c) the remainder of the members are officials or members of business, industry, labor, religious, law enforcement, education, or other major groups and interest in the community served; prohibit the purchase or improvement of land, or the purchase, construction, or permanent improvement (other than low-cost residential weatherization or other energy-related home repairs) of any building or facility with CSBG funds; prohibit, including subcontractors, (a) any partisan or nonpartisan political activity or any political activity associated with a candidate, or contending faction or group, in an election for public or patty office, (b) any activity to provide voters or prospective voters with transportation to the polls or similar assistance in connection with any such election, or (c) any voter registration activity. prohibit that persons shaH, on the basis of race, color, national origin or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity funded in whole or in part with CSBG. Any prohibition against discrimination on the basis of age under the Age Discrimination Act or 1975 (42 U.S.C 6101 et seq.) or with respect to an otherwise qualified individual with a disability as provided in Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 12131 et seq.) shall also apply to any such program or activity. participate in the Results-Oriented Management and Accountability (ROMA) System, and describe outcome measure to be used to measure performance in promoting self-sufficiency, family stability, and/or community revitalization; make available for public inspection each plan prepared as part of the program planning process. The grantee may, at its initiative, revise any plan prepared for CSBG funding and shall furnish the revised plan to the Director of the Community Services Block Grant under the Department of Local Affairs. Each plan prepared for submission shall be made available for public inspection within the county and/or service area in such a manner as will facilitate review of, and comments on, the plan; cooperate with the State, to determine whether grantee performance goals, administrative standards, financial management requirements, and other requirements of the State, in conducting monitoring reviews including (1) a full on-site review for each grantee at least once during each 3-year period, (2) on-site review for each newly designated grantee mediately after the completion of the first year in which funds were received, (3) follow-up reviews with grantees that fail to meet the goals, standards, and requirement established by the State, and (4) other reviews as appropriate, including reviews of grantees with other programs that have had other federal, State, or local grants terminated for cause. make available appropriate books, docttments, papers, and records for inspection, examination, copying, or mechanical reproduction on or offthe premises upon reasonable request by the U.S. Controller General, the State, or their authorized representatives should an investigation of the uses of CSBG funds be undertaken; in the case of county governments or subgrantees which receive a CSBG award in excess of $100,000, comply with the following three certifications related to the "Limitation on use of appropriated funds to influence certain Federal Contracting and financial transactions (P.L. 101-121, Section 319 and USC Title 31 Section 1352)": No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or any employee ora Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instruction. The undersigned shall require that the language of this certification be included in the award document for subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. The grantee certifies to the best of its knowledge and belief, that it and its principals: are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; b) have not within a three-year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction; violation of Federal or State antitrast statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c) are not presently indicted for otherwise criminally or civilly charged by a govermnental enti~ (Federal, State or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and d) have not within a three-year period preceding this application had one or more public ~xansactions (Federal, State or local) terminated for cause or default. (lf you are unable to certify to any of the statements in this certification, please attach an explanation to this application.) CONTRACTOR: If County Grantee Cha~rraan of the Board of County Commissioners must sign If Multi-County Service Agency: Chairman of the Board of Directors with delegated contracting authority must sign. PATTI KAY CLAPPER, CHAIR POSITION TITLE: DATE: /0 V. CSBG BOARD LIST: Representatives of Private Sector: Name: JeffKremer Address: PO Box 6668, Snowmass Village, CO 81615 Phone: (970~ 923-6337,920-5555 Address: Phonei Name: Name: Address: Address: Phone: Phone: Representatives of Public Sector: Name: Nancy Sundeen Name: Address: Director of Health & Human Service/Community RelationsAddress: Pitkin County. 530 E. Main, 3~d Floor~ Aspen, CO 81611 Phone: (970'} 920-5209 Phone: Name: CeceliaMartin Address: Kids FirslJCitv of Ashen Yellow Brick Building, 215 N. Garmish, Suite I, Aspen, Co 81611 Phone: (970) 920-5363 Name: Address: Phone: Low-Income Persons or their Representatives: Name: Janet Earleg Name: Address: CarbondaIe Family Resource Center, PO Box 1862, Address: Carbondale, CO 81623 Phone: (970'} 384-5796 Phone: /6 It ATTACHMENTS TO APPLICATION VI. BOARD MINUTES Please attach a copy of your CSBG Board minutes of the meeting when the CSBG application was reviewed and approved by your CSBG board. VII. PROOF OF PUBLIC HEARING: Please attach a copy of the public notice (including the listing in the local newspaper for each county served) calling for public review and comment on your CSBG Application and Plan. VIII. MINUTES OF PUBLIC HEARING Please attach a copy of the minutes of the Public Meeting when the CSBG Application was reviewed and approved. IX. ROMA LOGIC MODEL Please attach an outcome plan/ROMA Logic Model for each activity funded. If funds are subcontracted, an outcome plan for each subcontract must also be included. /7 VI. BOARD MINUTES Pitkin County CSBG Board Meeting: 2005-2006 Funding Thursday, January 13, 2005 Health & Human Services Building, Aspen; Colorado Attendance: Jeff Kremer, Cecelia Martin, Nan Sundeen in person Janet Earley via speaker phone Susan Berdahl, secretary The purpose of'CSBG grant program is to provide a range of services and activities having a measurable and potentially major impact on causes of poverty in the community. The purpose of the meeting was to review the grant proposal/plan and determine the allocation of funds. Every member of the Board received a copy of the plan in advance of the meeting. 1. Discussion of the Community Action Plan: "How are we eliminating poverty in our community with the services we provide through the CSBG dollars?" Discussion of Community Needs: Our community is different than the Denver metro area. It is not that we don't have homeless, but we have homeless who have been homeless for years. In Aspen, they are a very resourceful group. They are a permanent subculture, and they use many of the human services available. Pitkin County's philosophy toward the homeless is to give them short-term assistance addressing emergency needs to get them on their feet and then recommend them to services outside of the Valley. The Valley does not have services like a homeless shelter. Challenges with the CSBG grant are two-fold: 1. Finding agencies that serve this low-income (125% of federal poverty standard or less) population. 2. Finding agencies to apply as sub-grantees, for the amount of money is small and the required data- keeping and reporting is high in proportion to the funding. History of CSBG in Pitkin County: in the '70s and early '80s, Pitkin County Social Services received the entire allotment. Then it was divided between the area's mental health non-profit, Pitldn County Senior Services and Community Health Services, a public health non-profit. Senior Services and Mental Health stepped out in the mid '90s and encouraged Community Health Services to apply for the entire amount. The feeling among the three agencies was that the amount was too small to divide. In 2000-2001, the County began to advertise for subgrantees, and expanded eligibility to include downvalley agencies that serve people who worked for Pitkin County. Salvation Army and Columbine Homemakers for Independent Living were subgrantees, along with Community Health. Again the small allotment was divided, and the discussion became whether the amount received merited the grant requirements. The argument was made again about giving the full allotment to one agency. - Conummity Health Services changed their request from funding birth control for low-income clients to funding prenatal care. This was a response to the changing needs of the conununity, given State funding cuts for prenatal care, and a response lo the changing political climate, where birth control is a more controversial service. A. Discussion of two (2) requests for 2005-2006 CSBG funding: · $5,000 for emergency assistance to clients of Pitkin County Social Services · $7,000 for prenatal care to clients of Community Health Services, Inc. · Total Anticipated funding: $11,400.00 Question posed: What are the merits of each request? Does the request meet the purpose of CSBG funding? Ail four committee members agreed that both requests are valid and meet the needs/fill a gap in services for low-income clients in Pitkin. A clarification question was asked about the prenatal funds secured by Community Health Services from the Aspen Valley Medical Foundation (10 slots~in addition to the 7 requested to be filled with CSBG funds). It was acknowledged that Tara Shade, Pitkin County child protection case manager, scrambles to find resources for her clients, so this would be valuable funding. Members of the committee collaborate with both agencies making requests, and feel that they know the organizations and how they operate. Community benefit from these two programs was discussed. The community benefits when someone gets into the sobriety process. From the school perspective, the more secure a family is, the better a child does in school. School lunches help children focus on their schoolwork. The importance of keeping families together was emphasized. The impacts on the community of babies bom without prenatal care were also acknowledged. B. Recommendation of the Board As the exact amount of CSBG funding is always unknown at the time of the committee's meeting, it was recommended that $4,500 be directed to Social Services for emergency assistance and $6,500 de directed to Community Health Services for prenatal care. If the amount is greater than $11,000, adjustments will be made proportionally (41%/59%). 2. Recommendations for future members of the CSBG Board The discussion was about how to involve low-income individuals in the CSBG Board. In larger communities, there are consumer advocacy groups and they would be a resource for finding a low-income individual to serve on this board. Consumer advocacy groups do not exist in this small community. Two potential resources suggested were the Senior Council and the Health & Human Services POD, but those who serve low-income, not low-income consumers mainly serve on these groups. The suggestion was made of going to the churches, where they have holiday basket programs. This might bring in more private sector individuals who are involved with low-income individuals. Lift-Up, an agency based in an area church, which provides emergency food and medication assistance, was suggested though they are currently undergoing a change in leadership. An effort will be made in November/December 2005 to find one or two more representatives. The cost/benefit of meeting more often was discussed. It was the agreement of the group that given the small percentage of individuals in Pitkin who are low-income, coupled with the small amount of funding, it does not make meeting more frequently a sensible option. The on-going collaboration of human service agencies through the Health & Human Services collaborative (POD) keeps agencies connected and discussing the needs of their low-income clients. It should be noted that all members of the CSBG board and/or their agencies are members of the Pitkin County Human Services POD. 3. Additional Business There was no additional business, and so the meeting adjourned. --Susan Berdahl, Secretary and Grant Contract Manager /¢ Il/ Public NotiCe Sunday, January 16, 2005 · Aspen ]]mes Weekly ASPEN DALLY NEWS, Monday, January 24, 2005, Page 11 Pitkin County Commissioners · Plaza One Conference Room WORK SESSION AGENDA TUESDAY. JANUARY 25. 200q 12:45 PM 1. Memos of Intel'est Future Agendas/Ageoda R~quests BOCC Open Discussion 1:45 2. Colorado River Water Conservation District Policies 2:15 3. Public Health Advocate Update 3:00 SPECIAL MEETING Executive Session 5:00 PM ADJOURN REGULAR MEETING AGENDA WEDNESDAY. JANUARY 26. 2005 2:00 PM ADDITIONS/DELETIONS TO AGENDA PROCLAMAT/ONS, PUBLIC COMMENT, COMMISSIONER COMMENTS, 1. Minutes BOCC Convenes as Board of Health 2. Resolution Approving Community Service Block Grant BOCC Adjourns as Board of Health ~rBLIC HEARING - 2nd Rearllno~ 3. Ordinance Authorizing Contract for Conservation Easement Acquisition on Crystal Island Ranch LAND USE PUBLIC HEARINGS 1. Code Amendment Creating Transitional Residantial-2, and Rezoning Transitional Residential-2 Zone District 2. Code Amendment Creating Transitional Residential-1, and Rezoning Transitional-I Zone District 3. Rezoning - Rural Remote (cont'd to 2/23/05) 4. Payson Special Review to Exceed 15,000 Square Feet 5. Woody Creek Subdivision/PUD, Rezoning, Road Vacation (cont'd to 2/23/05) 6. Smuggler Result 1041 HR, Modification of County Road Maintenaane Classification (cont'd to 2/9/05) 7. Siemel Appeal BOCC OPEN DISCUSSION ADJOURN New Government TV Channel Debuts on Channel 11 Beginning January 31 st, all government meetings and all other govemment-initiate~d programs in Pitkin County, the City of Aspen and Town of Snowmaas Village will be aired on a new cable television station. The three goven~mental entities have teamed up with GrassRoots TV to use cable Channel 11 to broadcast their business. The three jurisdictions are moving ;~ha?e]~ !1 to, free~ up more time on Gra.ssRoots Channel 12 for more community programming. Tune in to Channel 11 glnmng lvionaay, January 31 st to watch City Council, County Commissi0fier and Town Council meetings live or rebroad- cast at various times throughout the day. A government bulletin boa~l will run between live and taped programming. Call GrassRoots TV at 925-8000 for more informa~on. APPROVED FEBRUARY 9, 2005 MINUTES PITKIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING JANUARY 267 2005 NOTE: For all staff memorandums and associated documents, including additional exhibits submitted, refer to the BOCC PACKET for January 26, 2005 CALL TO ORDER: Chairperson Clapper called the regular meeting of the Board of County Commissioners to order at 2:00 PM. COMMISSION MEMBERS PRESENT: Commissioners Patti Clapper, Dorothea Farris and Michael Owsley COMMISSION MEMBERS ABSENT: Commissioners Jack Hatfield and Mick Ireland because of illness. ADDITIONS/DELETIONS TO AGENDA: None Hilary Smith, County Manager advised the Board that with respect to the Siemel Appeal the applicant has asked that his application be tabled to February 23rd. It was agreed that this matter should be pulled from the agenda at this time. CONSENT ACTIONS: MINUTES OF REGULAR MEETING OF JANUARY 127 2005 SPECIAl MEETINGS OF NOVEMBER '167 2004 AND JANUARY 187 20057 AND WORK SESSION MEETINGS OF JANUARY 6 AND JANUARY 117 2005 - MOTION TO APPROVE - STAFF PERSON: JEANETTE JONES~ CLERK TO THF BOARD OF COUNTY COMMISSIONERS Commissioner Farris moved approval of the minutes from previous meetings. Commissioner Owsley seconded the motion. Motion passed unanimously. BOCC CONVENES ASTHEBOARD OFHEALTH I? Commissioner Farris moved to convene as the Board of Health. Commissioner Clapper seconded the motion. Motion passed with three yea votes. Commissioners Ireland and Hatfleld not present. RESOLUTION APPROVING THE 2005-006 COMMUNITY SERVICE BLOCK GRANT APPLICATION - MOTION TO APPROVE - STAFF PERSON: SUSAN BERDAHL~ COMMUNITY SERVICES CONTRACT MANAGER Commissioner Clapper opened the hearing to public comment. There being no comment, she thanked staff for their work on this application and entertained a motion from the board. Commissioner Farris moved approval of the Resolution approving the 2005-2006 Community Service Block Grant Application. Commissioner Owsley seconded the motion. Motion passed with three yea votes. Commissioners Ireland and Hatfield not present. Commissioner Farris moved to adjourn as the Board of Health and reconvene as the Board of County Commissioners, Commissioner Owsley seconded the motion. Motion passed with four yea votes. Commissioners Ireland and Hatfield not present. A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY TO APPROVE THE 2005-2006 COMMUNITY SERVICE BLOCK GRANT APPLICATION Resolution #2005 RECITALS The Department of Local Affairs 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 programi 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 wish to support the CSBG mission to make a measurable and potentially significant impact, within the federal resources available, on the causes of poverty in communities throughout the State or in those areas of communities where poverty is a particularly acute problem as a means to remove obstacles and solve problems which block the achievement of self-sufficiency. 3. The Pitkin County Board of County Commissioners recognizes that the following are significant barriers to citizens achieving self-sufficiency in Pitkin County: · Need for emergency assistance for low-income residents in the areas of eviction prevention through emergency rent assistance, emergency mental health/drug abuse treatment, and school lunch subsidy for children. · Need for prenatal care for low-income residents. NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Pitldn County, Colorado, SECTION 1. 1. The Pitkin County Commissioners wish to support the plan as outlined in the Community Service Block Grant application: A. $6,500 to Community Health Services, Inc. to provide prenatal care for clients at or below 125% of federal poverty level, including: 1. Prenatal case management and office visits with a registered nurse. 2. Prenatal office visits, ultrasound and post-partum visit w/th a nurse midwife practitioner. B. $4,500 to Pitkin County Social Services to provide: 1. Emergency rent assistance to prevent eviction for case management clients at or below 125% of the federal poverty level. 2. Emergency mental health/and drug abuse intervention for case management clients at or below 125% of the federal poverty level. 3. School lunch subsidy for case management clients at or below 125% of the federal poverty level. C. Should the CSBG allocation received be greater than or lesser than $11,000, the amounts distributed will be divided proportionally (41%/59%) ADMINISTRATION The Director of 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. 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 rem~ning portions thereof. SECTION 4: A public hearing on the resolution shall be held on the 26th day of January, 2005, in the Pitkin County Courthouse Annex, Aspen, Colorado. NOTICE OF PUBLIC HEARING PUBLISHED IN THE ASPEN TIMES WEEKLY ON ,2oos. INTRODUCED, READ AND ADOPTED ON /-~ ,2005. *PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN 'TIMES WEEKLY ON Je e~eJones j D~ .utyClerkanct [ecorder APPROVED AS TO FORM: C~t~tSr-Attomey . - 6/ ,2005. BOARD OF COUNTY COMMISSIONERS OF PITxKIN COUNTY, COLORADO Patti K~y Clapper,' Chair Date: 01 MANAGER ,a2PPROVAL: RECOMMENDED FOR ADOPTION: Nancy N. Sunde~m ' ~ Director of Human Services COLORADO CSBG CONTRACTOR/SUBCONTRACTOR SUMMARY SHEET County: Pitkin County Implementing Agency Social Services/Child Protection (Each agency/subcontractor receiving CSBG dollars must complete this form) Implementing Agency Contact Person: Tara Shade Complete Mailing Address, including zip: 100 Elk Run, Suite 122, Basalt CO 81621 Phone Number (_ 970)~927-2381 Fax: (970)_ 927-1612 Email Address: __taras(&co.pitkin.co.ns Program Period: ~3/01/04 to 2/28/05 CSBOAward: Select ONE Federal Objective [] Employment [] Income Management X Emergency Services [] Nutrition [] Self-Sufficiency [] Education [] Linkages with Other Pro~:ams [] Housing [] Health Select ONE National Goal/Outcome: I~IGoal 1 Low-income people become more self-sufficient. (Family) []Goal 2 The conditions in wl~ch Iow-income people live are improved. (Community) I'lGoal 3 Low-income people own a stake in their community. (Community) t'lGoal 4 Par~erships among supporters and providers of services to low-income people are achieved. (Agency) []Goal 5 Agencies increase their capacity to achieve results. (Agency) ~ Low,income people, especially vulnerable Populations, achieve their potential by strengthening family and other supportive systems. (Family) Select ONE National Indicator (see CSBG National Indicators sheet): 6.2 (i.e. 1.2, 2.1,6.2, etc.) Low income Target Population: Program Director Signature?---~ ~ A ~¢~--'~C~k. Date: X YOUTH COLORADO CSBG APPLICATION {ROMA Logic Model) AGENCY: Pitkin County Social Services PROGRAM: Emergency Assistance for clients in case management PROGRAM MISSION STATEMENT:_To promote safe and stable families by fil~dinR emergency assistance resources outside specific programs which improve family functioning and support family stability. National Goal #: 6 Circle ONE Outcome Goal: ~ Community Agency National Indicator: 6.2 (1 or 6) (2 or 3) (5 or 6) Problem, Need or Service, Activity Outcome Indicator (# and %) Measurement D~ta Source Frequency of Situation or Tool(s) and Data Intervention Collection Collection Procedures Families in social *One month *Families in social services case *Four families, 80% services case emergency rent management remain in their homes complete their plans Case Individual Weekly or bi- management need assistance for 4 for six months or longer, successfully and stay in management case records~ monthly emergency rent families in child *Families in social services case their homes for at least files collected by assistance, protection/social management develop a plan and 6 months, social emergency mental services case complete their plan successfully, services case health/substance management manager abuse assistance and school lunch *Financial *Parents with substance abuse/ *Two parents, 100% subsidy in order to assistance and mental health concerns receive receive treatment maintain family negotiated treatment. stability, discounts for *Parents who receive treatment *50% show improved mental health/ demonstrate improved parenting parenting skills substance abuse skills treatment (inc. detox) for 2-3 parents in child *Children receive a hot lunch every *Five children, 100% protection case day throughout the school year, an( receive a school lunch management as a result have improved health every day they attend and a more successful school school. * 5 children experience *60% show improved receive school health lunch *55% demonstrate a more successful school experience. EXPLANATIONS/DISCUSSION: Form Adapted by the Colorado Community Action Association and the Colorado Deparlment of Local Affairs. Created by Virtual Outcomes College; © FY 2001, 2002, The Center for Applied Management Practices, Harrisburg, PA. COLORADO CSBG CONTRACTOR/SUBCONTRACTOR SUMMARY SHEET County: Pitkin Implementing Agency __Community Health Services, INC. (Each agency/subcontractor receiving CSBG dollars must complete this form) Implementing Agency Contact Person: Taz Marie Lutgring_ Complete Mailing Address, including zip: 0405 Castle Creek Rd, Aspen, CO 81611 Phone Number (_970) Email Address: 9205423 tmlpitlm~rof, net Program Period: Fax: (_970) 920 5419 03/01/05to 02/28/06__ CSBG Award: Select ONE Federal Objective [] Employment [] Income Management [] Emergency Services [] Nutrition [] Self-Sufficiency [] Education [] Linkages with Other Programs [] Housing x[] Health Select ONE National Goal/Outcome: []Goal 1 Low-income people become more self-sufficient. (Family) []Goal 2 The conditions in which Iow-income people live are improved. (Community) []Goal 3 Low-income people own a stake in their community. (Community) []Goal 4 Partnerships among supporters and providers of services to low-income people are achieved. (Agency) rlGoal 5 Agencies increase their capacity to achieve results. (Agency) x[]Goal .6 Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems. (Family) Select ONE National Indicator (see CSBG National Indicators sheet): ~g, i, ~ (i.e. 1.2, 2.1,6.2, etc.) Low income Target Population: SENIORS X YOUTH ProgramDirectorSignamre~.//~.nl'~('~]~l~.A\/~i'~ Date:, ~//////~ COLORADO CSBG APPLICATION (ROMA Logic Model) AGENCY: Community Health Services~ Inc. PROGRAM MISSION STATEMENT: Low-income pregnant women and their unborn children living in Pitkin County will have early prenatal care. Nurse case management will connect clients to parent preparation, nutrition, ea~s and collaborating agencies to achieve healthy outcomes for the mother and baby. ~,~-t~t*tt ~v/.~/ National Goal #: 6 Circle ONE Outcome Goal*Commu~ltY-'~Agency National Indicator: 6.i.8 ~ ~ ~,t~r~-~ (1 or 6) (2 or 3) (5 or 6) Problem, Service, Activity or Outcome Indicator (# and %) Measurement Data Sour~:e Frequency of Need or Intervention Tool(s) and Data Situation Collection Collection Procedures Prenatal care, 7(100% will receive prenatal screenings and home Optimum health of pregnan' care. All women will receive Client files will Patients At birth Federal and visits will be provided women, the maximum heattl screenings and medical visits report allvisits, delivering full The weight of State Prenatal for Iow-income development of babies, the of more than 6 visits each. referrals and term high the babies is Program families unable to enhancement of parenting Referrals will be made to birth weights, birth weight recorded contracts and afford prenatal care skills and preparation for 100% of pregnant women to babies. (less along with dollars have lessening high risk delivery. WlC for nutrition education premature the number been cut and and Iow-birth rate and food along with 100 % of babies and of prenatal the local newborns. A client clients will be referred for high risk and home counties will becomes a client visits by other agencies babies visits. Visits need to after a positive promoting healthy outcomes delivered at and referrals provide the pregnancy test and for newborns, the are made up money for this financial qualification, hospitals.) to 25 times critical care. 75% of newborns will be WlC reports during the average or above normal are combined pregnancy. birth weights for Colorado. in the files along with weight grids and agency referral reports. EXPLANATIONS/DISCUSSION: Form Adapted by the Colorado Community Action Association and the Colorado Department of Local Affairs. Created by Virtual Outcomes College; © FY 2001, 2002, The Center for Applied Management Practices, Harrisburg, PA. INITIAL AWARD Department of Local Affairs Community Services Block Grant Award Letter AMENDMENT: Increase X Decrease __ Change Exhibit 1 1. Contract Logging Inquiry Number (CL1N~ o X.~q 3. Accounting Line: 100 LEB0 105 5120 C535 5105 4. Vendor Number: 846000794 Q 2. Encumbrance Number: L5CSBG35 5. Master Contract Number: 6. Award Made to Grantee: 7. Total Award Amount: L5CSBGPI Pitkin County $11,325.00 Award Type: __ Partial X Final Increase grant by $2,920.00 in FFY 2005. 8. Performance Period: Start: 3/1/2005 End on or Before: 2/28/2006 9. Scope of Service or Proiect Plan: The Contractor is awarded funds to provide services in the following Federal Objective(s) as identified in its CSBG Application and Project Plan: Federal Objective Budget Employment Education Income Management Housing Emergency Services 4,633.00 Nutrition Linkages with Other Programs Self-Sufficiency Health 6,692.00 Total: $11~325.00 All receipts and expenditures associated with the Project shall be documented in a detailed and specific manner, and shall be in accordance with the Federal Objectives set forth above. Contractor may not adjust line item budget amounts in excess of 10% of the state approved line item budget without prior approval of the State. State approved budget changes shall be issued through an amended award letter. 10. Grant Considerations: All terms and conditions entered into by the State and the Grantee in the original Contract are incorporated by reference. The Award Provisions, Attachment A, is attached and considered to be part of this award letter. The Contractor's CSBG Application and Project Plan for the performance period is incorporate by reference. 11. Award Ac~. Contractor's fai/ure to object in writing to special conditions or other award provisions or terms within ten (10) days of the date the grant award letter or amendment is received by the Contractor shah constitute acceptance of the terms and conditions as stated in the original Contract, this Award Letter, and the Award Provisions. 12. Reviewed By: Pl'~-Al~proved Form Contract Reviewer 13. _Issued By: Department of Local Affairs ichael L. Beasley, Exc~u~ 14. Approval: CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller, or such assistant as he may delegate, has signed it. State Controller: Leslie M. Shenefelt BY:~ t~N'~-&a~, ~,,f~,a ,Date: _P,~ff~Marie Auten,~ntroller - ~ Department of Local Affairs Attainment A AWARD PROVISIONS · 1. Compensation and Method of Payment a) General: The State agrees to pay the Contractor, in consideration for the work and services to be performed, an amount not to exceed the amount awarded to date. Grant funds will be disbursed to Contractor on a reimbursement of actual cost basis, unless a request for advance is approved by the State. Payment will be made to the Contractor upon receipt of legitimate request for advance/reimbursement and a summary of expenditures from the Contractor for eligible grant expenses. The Contractor shall retain in its file all supporting documents for a request for advance/reimbursement. b) Advance of Funds: The Contractor shall minimize the time between the receipt of funds from the State and the disbursement of such funds. If the Contractor earned interest on such advances in excess of $100 per year, the excess interest shall be remit to the State. In cases where an advance of funds is authorized by the State, the Sub-Grantee will be responsible for maintaining expenditure records, and reconciling such expenditures with the advance cf funds c) Year-end deobliqation-raallocation of funds: A potential exists that the total amount of the grant award may be increased or decreased as a result of a reallocation of funds made by the U. S. Department of Health and Human Services ("HHS"), Office of Community Services. Such action may occur after the end of the performance period for the grant. Such an action would deobligate funds not expended by this and reallocate funds to reimburse eligible program expenses incurred by this Grantee during the performance period, for which reimbursement has not been previously made. Such reallocation of funds shall not exCeed the percentage of reimbursement, identified in the Grant Award Letter, of total eligible expenses incurred by the Sub-Grantee. Such actions will be made by Grant Award Letter Amendment, indicating the amount of the year-end deobligation or reallocation of funds made for the fiscal year, for each eligible jurisdiction. This Amendment will be signed by both the Executive Director of the Department of Local Affairs, and the Department of Local Affairs' designee authorized to sign for the State Controller, or their designees. The Grant Award Letter Amendment will be a valid contract amendment, effective retroactive to the contract performance period. 2. Current Award Period - This award shall be effective for grants of an annual recurring nature dudng the performance period, which routinely runs from March 1 of one year through February 28 of the next year. The federal appropriation process is such that the actual funds for these programs normally do not become available to the state until after the starting date of the performance period. This results in grant award letters being issued by the state for a performance period which may have started several months previously. The Sub-Grantee may have incurred eligible program expenses during this period and is, therefore, entitled to reimbursement for same under the terms and conditions of the grant program. 3. Amendments - Ail additional award letters issued under the Initial Award will be considered amendments only to the amounts or provisions in the Initial Award. AJI additional amounts awarded subsequently under this Award will be subject to all of the terms and conditions attached to this Award unless specifically amended therein. The State may request changes in the scope of services or any other provision in the award letter. Such changes in the scope of services or other provision shall be in writing via the issuance of an amended award letter, and shall be incorporated herein as part of this award. Any revisions to the scope of services or any other award provision initiated by the Contractor must be approved by the State and formalized through an amendment to the award letter. Page I of 4 ,~ Attachment A The Grant Award Letter amendment shall not be deemed valid until it shall have been approved by the State Controller or his designee. 4. Financial Manaqement - At all times from the effective date of this grant until completion of this project, the Sub-Grantee shall maintain properly segregated books of GSBG funds, and other funds associated with this project. Records shall be maintained in accordance with applicable local and state procedures and in accordance with applicable OMB Circulars (A-87, A-102, A-110, A-122). 5. Reportin.q - The submission of reports in a timely manner shall be the responsibility of the Contractor and failure to comply may result in delay of payment of funds or termination of the contract. The Contractor will submit quarterly fiscal reports, semi-annual programmatic and narrative reports, and a final report in the format designated by the Community Services Block Grant Program. The required reports shall be submitted to the CSBG State office within the month following the end of each calendar quarter and upon the expiration and termination of the contract, or at such time as otherwise specified. As this form may undergo revisions, the Contractor will be notified 45 days prior to the date reports are to be submitted and will be provided with the reporting format and any additional documentation necessary. 6. Monitorin.q and Evaluation - The State will monitor and evaluate the Contractor for compliance with the terms of the contract, and the rules, regulations, requirements and guidelines, which the State has promulgated or may promulgate. The Contractor may also be subject to monitoring and evaluation by the federal/state grant funding agency or authorized agents. 7. Audit. a) Discretionary Audit. The State, through the Executive Director of the Department, the State Auditor, or any of their duly authorized representatives and the federal government or any of its duly authorized representatives shall have the right to inspect, examine and audit the Contractor's and any subcontractor's records, books, accounts and other relevant documents. For the purposes of discretionary audit, the State specifically reserves the right to hire an independent Certified Public Accountant of the State's choosing. A discretionary audit may be requested at any time and for any reason from the effective date of this Contract until five (5) years after the date of each grant's official closeout, provided that the audit is performed during normal business hours. b) Mandatory Audit. Whether or not the State or the federal government calls for a discretionary audit as provided above, the Contractor shall include the Project in its annual audit report as required by OMB Circular A-133, and/or the Colorado Local Government Audit Law, 29-1- 601, et seq, C.R.S., and State implementing rules and regulations. Such audit reports shall be simultaneously submitted to the Department and the State Auditor or federal agency as applicable. Thereafter, the Contractor shall supply the Department with copies of all correspondence from the State Auditor or applicable federal agency related to the relevant audit report. If the audit reveals evidence of non-compliance with applicable requirements, the Department reserves the right to institute compliance or other appropriate proceedings notwithstanding any other judicial or administrative actions filed pursuant to 29-1-607 or 29-1- 608, C.R.S. 8. Independent Contractor. 4 CCR 801-2 - the contractor shall perform its duties hereunder as an independent contractor and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the state. Contractor shall pay when due all required employment taxes and income tax and local head tax on any monies paid by the state pursuant to this contract. Contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or third party provides such coverage and that the state does not pay for or otherwise provide such coverage. Contractor shall have no authorization, express or implied, to bind the state to any agreements, liability, or understanding except as expressly set forth herein. Contractor shall provide and keep in forCe Page 2 of 4 Attachment A workere'compensation (and provide proof of such insurence when requested by the state) and unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the contractor, its employees and agents. 9. Contract Termination. This Contract may be terminated as follows: a) Termination Due to Loss of Fundinq. The parties hereto expressly recognize that the Contractor is to be paid, reimbureed, or otherwise compensated with funds provided to the State for the purpose of contracting for the services provided for herein, and therefore, the Contractor expressly understands and agrees that all its rights, demands and claims to compensation arising under this Contract are contingent upon receipt of such funds by the State. In the event that such funds or any part thereof are not received by the State, the State may immediately terminate or amend this Contract. To the extent that the Contractor must expend funds other than those provided by the State under this Agreement or must provide in-kind services in performing the work agreed upon hereunder, the State agrees that said expenditures and in-kind services are subject to the availability and annual appropriation of funds by the Contractor for said purpose. b) Termination for Cause. If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this Contract, the State shall thereupon have the right to terminate this Contract for cause by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least twenty (20) days before the effective date of such termination. In that event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other material prepared by the Contractor under this Contract shall, at the option of the State, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. Notwithstanding the above, the Contractor shall not be relieved of liability to the State for any damages sustained by the State by virtue of any breach of the Contract by the Contractor, and the State may withhold any payments to the Contractor for the purpose of offset until such time as the exact amount of damages due the State from the Contractor is determined. c) Termination for Convenience - The State may terminate the contract at any time the State desires. The State shall effect such termination by giving written notice of the termination to the Contractor and specifying the effective date thereof, at least twenty (20) days before the effective date of such termination. In that event all materials and documents as described above shall, at the option of the State, become its property and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials and documents. 10. Severebility - To the extent that this activity may be executed and performance of the obligations of the parties may be accomplished within the intent of the terms and conditions, the terms of the agreement are severable, and should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure shall not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof shall not be construed as a waiver of any other term nor as waiver of a subsequent breach of the same term. 11. AssiRnment - Neither pa~y, nor any subcontractor hereto, may assign its rights or duties pertaining to this grant without the prior written consent of the other party. 12. Non-discrimination- a) The Sub-Grantee shall comply with all applicable state and federal laws, rules, regulations, and executive orders of the Governor of Colorado involving non-discrimination on the basis of Page 3 of 4 ~ Attachment A race, color, religion, national origin, age, handicap, or sex. Contractor may utilize the expertise of the State Minority Business Office within the Office of the Governor, for assistance in complying with the non-discrimination and affirmative action requirements of this grant and applicable statutes. b) Contractors shall be governed by the prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975, on the basis of handicap under Section 504 of the Rehabilitation Act, on the basis of sex under the Title IX of the Education Amendments of 1972, or on the basis of race color, or national origin under Title VI of the Civil Rights Act of 1976. Programs and activities under this Act are considered to be programs receiving federal financial assistance and are subject to all prevision of EEO, except for those contractors who are under Section 679 of the CSBG Act, religious organization's exempt from Section 702 of the Civil rights Act of 1964 (42 U.S.C. 2003-1) regarding employment practices. 13. Compliance with Federal A.qreement Terms and Conditions - Federal Law - Rules and Re.qulations The Sub-Grantee shall comply with all terms and conditions the State has entered into with the federal government as a part of the grant application process and as spelled out in the grant agreement betwaen the State of Colorado and the Federat Granting Agency, and all applicable federal laws, rules, and regulations related to this program. These include, but are not limited to, compliance with the following: a) Americans with Disabilities Act including Title II, Subtitle A/24, U.S.C. Sec. 12101 et seq and implementing regulations. b) OMB Circular A-87, A-102, A-110, A-122, and A-133 as applicable c) 31U.S.C. S1352 - Prohibition Against use of Federal Funds for Lobbying. d) Privacy Act of 1974, 5 U.S.C. S 5529 and Regulations adopted thereunder. e) Drug Free Workplace Act f) Title VI of the Civil Rights Act 42 U.S.C. Sec. 2000 d-1 et seq and its imp~lementing regulation 44 C.F.R. part of et seq. g) Community Services Block Grant regulations, 45 CFR 96 h) Certification required by 29 CFR Part 98, "Government Debarment and Suspension" i) Environmental Tobacco Smoke Certification, also known as the Pro-Children Act of 1994, Public Law 103-227 Page 4 of 4 Department of Local Affairs Community Services Block Grant Award Letter INITIAL AWARD AMENDMENT: Increase X Decrease Change Exhibit 1 Accounting Line: 100 LEB0 105 5120 C535 5105 Vendor Number: 846000794 Q 5. Master Contract Number: 6. Award Made to Grantee: 7. Total Award Amount: L5CSBGPI Pitkin County $8,405 Increase grant by $2,974.00 in FFY 2005. 8. Performance Period: Award Type: x Partial Final Start: 3/1/2005 End on or Before: 2/28/2006 9. Scope of Service or Proiect Plan: The Contractor is awarded funds to provide services in the following Federal Objective(s) as identified in its CSBG Application and Project Plan: Federal Objective Employment Education Income Management Housing Emergency Services X Nutrition Linkages with Other Programs Self-Sufficiency Health X All receipts and expenditures associated with the Project shall be documented in a detailed and specific manner, and shall be in accordance with the Federal Objectives set forth above. Contractor may not adjust line item budget amounts without prior approval of the State. State approved budget changes shall be issued through an amended award letter. 10. Grant Considerations: All terms and conditions entered into by the State and the Grantee in the original Contract are incorporated by reference. The Award Provisions, Attachment A, is attached and considered to be part of this award letter. The Contractor's CSBG Application and Project Plan for the performance period is incorporate by reference. 11. Award Acceptance. Contractor's failure to object in writing to special conditions or other award provisions or terms within ten {10) days of the date the grant award letter or amendment is received by the Contractor shall constitute acceptance of the terms and conditions as stated in the original Contract, this Award Letter, and the Award Provisions. 12. Reviewed By: --Pre!Approved Fd'~ Contract Reviewer 13. Issued : Department of Local Affairs · . Beasley, Execute Dire~et~o 14. Approval: CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller, or such assistant as he may delegate, has signed it. State Controller: Leslie M. ~nefelt By: ~ I~~. _ (~ ~-R~e Man~ Auten, Controller W r~ Department of Local Affairs Date: Attachment A Award Provisions Attachment A AWARD PROVISIONS 1. Compensation and Method of Payment a) General: The State agrees to pay the Contractor, in consideration for the work and services to be performed, an amount not to exceed the amount awarded to date. Grant funds will be disbursed to Contractor on a reimbursement of actual cost basis, unless a request for advance is approved by the State. Payment will be made to the Contractor upon receipt of legitimate request for advance/reimbursement and a summary of expenditures from the Contractor for eligible grant expenses. The Contractor shall retain in its file all supporting documents for a request for advance/reimbursement. . . b) Advance Of Funds: The Contractor shall minimize the time between the receipi of funds from the State and the disbursement of such funds. If the Contractor earned interest on such advances in excess of~. $100 per year, the excess interest shall be remit to the State. In cases where an advance of~: funds is authorized by the State, the Sub-Grantee will be responsible for maintaining expenditure records, and reconciling such expenditures with the advance of funds c) .Year-end de0bli(~ation-reallocation of funds: A potential exists that the total amount of the grant award may be increased or decreased as a result cfa reallocation of.funds made by the U. S. Department of Health and Human Services ("HHS'), Office of Community Services. Such action may occur after the end of the performance period for the grant. Such an action would decbligate funds not expended by this and reallocate funds to reimburse eligible program expenses incurred by this Grantee during the performance period, for which reimbursement has not been p~eviously made. Such reallocation of'funds Shall not exceed the percentage of reimbursement, identified in the: Grant Award Letter, of total elig b e expenses incurred by the Sub-Grantee. Such actions will be made by Grant Award Letter Amendment, indicating the amount of the year-end deobligation or.reallocation of funds made for the fiscal year, for each eligible jurisdiction. This Amendment will be signed by both the Executive Director of the Department of Local Affairs, and the Department of Local Affairs' designee aUthorized to sign for the State Controller, or their designees. The Grant Award Letter Amendment will be a valid contract amendment, effective retroactive to the contract performance period. 2. Current Award Pedod 2 This award shall be effective for grants of an annual recurring nature during the performance period, which routinely runs from March 1 of one year through February 28 of the next year. The federal appropriation process is such that the actual funds for these programs normal!y do not become available to the state until after the starting date of the performance period. This results in grant award letters being issued by the state for a performance pedod which may have started several months previously. The Sub-Grantee may have incurred eligible program expenses during this pedod and is, therefore, entitled to reimbursement for same under the terms and conditions of the grant program. 3. Amendments - All additional a~ard ietters issued under the Initial Award will be considered amendments on y to the amounts or provisions in the Initial Award. Ail additional amounts awarded subsequently under this Award wilt be subject to altofthe term~andPcondifionsaltached to. this Award unless specifically amended therein. The State may request changes in the scope of services. or any other provision in the award letter. Such changes in the scope of services or other provision. shall be in writing via the issuance of an amended award letter, and shall be incorporated herein as part of this award. Any revisions to the scope of services or any other award provision initiated by the Contractor must be approved by the State and formalized through an amendment to .the award letter. Page 1 of 4. A~ttachment A~ The Grant Award Letter amendment shall not be deemed valid until it shall have been approved by .. the State Controller or his designee. 4. Financ al Manaqement - At all times from the effective date of this grant until completion of this · project, the Sub-Grantee shall maintain properly segregated books of CSBG funds, and other funds · associated with this project. Records shall be maintained in accordance with applicable local and state procedures and in accordance with applicable OMB Circulars (A-87, A-102,.A-110, A-122). 5. Rep0rtiog - The submission of reports in a timely manner shall be the responsibility of the Contractor and failure to comply may result.in delay of payment of funds or term nat on of the contract. The Contractor will submit quarterly fiscal reports, semi-annual programmatic and narrative ~:eports, and:a final report in the format designated by the Community Services Block.Grant Program: The require~l reports shall be submitted to the GSBG State office within the month following the end:~ of each calendar quarter and upon the expiration and termination of the contract, or at such time as · otherwise specified. As this form may undergo revisions, the Contractor will be notified 45 days prior to the date reports are to be submitted and will be provided with the reporting format and any · additional documentat on necessary... - ,~ . ~*~, ~ Evaluation- Th~State will monit0r and evaluate the Contractor'for compiiance . with the terms of the contract, and the rules regulations, mqu rements and guide!ines, which, the · State has promulgated or.may promulgate, iThe Contractor may also be subject to monitoring and evaluation by the federal/state grant funding agencY or authorized agents. 7. Audit. .- a) Discretional, Audit. The State, through the Executive'Director of the Department, the State Auditor, or any of their duly author!zed representatives and the federal government or any of its duly authorized representatives shall have the right to inspect examine and .audit the · Contractor's and any subcontractor's records, books, accounts and other relevant documents.. For the purposes of discretionary audit, the State specifically reserves, the right to hire an independent Certified P.ublic Accountant of the State's choosing. A discretionary aud'it may be requested at any time and for any reason from the effective date of this Contract until five (5) years.after the date of each grant's official closeout, provided that the , . audit is pedormed during n0m~al b~iness hours. ;' · b)' Mandatory Audit.' Whether ~*~ not the State ~)r the federal government calls for a discretionary audit as prqvided above, the Contractor shall include the Project in its annual audit;report as required by OMB Cimular A~133, and/or the Colorado Local Government Audit Law, 29-1- 601, et seq, C.R.S., and State implementing rules and regulations. Such audit repprts shall be simultaneously .submitted to the Department and the State Auditor or federal agency as applicable. Thereafter, the Contractor shall supply the Department with copies of all · correspondence from the State Auditor or applicable federal agency related to the relevant audit repo~ If the audit reveals evidence of non-compliance with applicable requirements, · the Department reserves the right:to institute compliance or other appropriate proceedings · notwithstanding any other judicial or administrative actions filed pursuant to 29-1-607 or 29-1- 608, C.R.S. 8. Independent C~)ntractor. 4 CCR 801-2 - the contractor shall perform its duties.hereunder as an independent contractor and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the state. Contractor shall . pay when due all required employment taxes and income tax and local head tax on any monies paid. by the state pursuant to this contracf.,Contractor acknowledges that the contract(~r and its employees are not entitled to unemployment insurance benefits unless the contractor or third party provides such coverage and that the state, does no[ pay for or otherwise provide such coverage. Contractor shall have no authorization, express or implied, tobind the state to any agreements, liability, or . understanding except as expressly Set forth herein. Contractor shall provide and keep in fome Page 2 of 4 Attachment A wor era compensat on (and prowde proof of such nsurance when requested by the state) and unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the contractor, its employees and agents. 9. rContract Termination. This Contract may be terminated as follows: a) Terminatien Due to Loss of Fundinq. The parties hereto expressly recognize that the Contrac~or.~s.to be paid,'reimbursed, or otherwise compensated with funds provided ~ the State for the purpose of contracting for the services provided for herein, and therefore, the : Contractor expressly understands and agrees that all its rights, demands and claims to . .compensation arising under this Contract are contingent upon receipt of such funds: by the · .State. In the event that such funds or any part thereof.are not received by the State; the State may immediately terminate Or amend this Contract. To the extent that the Contractor: must expend funds other than those provided by the State under this Agreement or. must i: provide in-kind services in perform ng the work agreed upon hereunder, the State agrees that said expenditures and in-kind services are subject to the availability and annual appropriation of funds by the Contractor for said purpose. : . lb)' .Termination for Cause. If, throug~i.any cause,.the Contractor st~all fail to fulfill.in a timely an~l , proper manner its obligations under this Contract, or if the Contractor shall violate a~y of the ,,. covenants, agreements, or stipulations of this Contract, the State shall thereupor~ have the: dght to terminate this Contract for cause by giving written notice to the Contractor of such .... termination and specifying the effective date thereof, at least twenty (20) days before the effective date of such termination. In that event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other material prepared by the Contractor under this Contract shall, at the option of the State, beC~- me ts property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory wo[k completed on such documents and other materials. : .; Notwithstanding the above, the Contractor shall not be relieved of liability to the State for any ' '~ damages sustained by the State by virtue of any breach of the Contract by the Contractor,. and the State may withhold any payments tothe Contractor for the purpose of offset unt : ': . such time as the exact amount of damages due the State from the Contractor is determined... c) Termination for Convenienca - The State may terminate the contract at any time th~ State. - desires. The State shall effect such'termination by giving written notice of the termination tO the Contractor and specifyJng the effective date thereof, at least twenty (20) days. before the effective date of such termination. In that event all materials and documents as described · above shall, at the option of the State, become its property and the Contractor shall.,be entitled to receive just and equitable compensation for any sat sfactory work completed on such materials and documents. · :.. 10.. Severabliity - To the extent that this activity may be executed and performance of the' obligations of th~ parties may be accomplished within the intent of the terms and conditions, the terms of the- '. agreement are severable, and should any term or prov s on hereof be declared invalid or.become ~noperative for any reason, such invalid ty Or failure shall not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof shall not be construed as a waiver of any other term nor as waiver of a subsequent breach of the same term. 11..Ass .qnment - Neither party, nor any subCOntractor hereto, may assign its rights or duties pertaining to this grant without the prior written consent of the other party. . ' 12: Non-discdminafion- a) The Sub-Grantee shall comply with ail applicable state and federal laws, rules, regulations,' and executive ordera of the Governor of Colorado involving non-discrimination on the basis of Page 3 of 4 Attachment A race, color, religion, national origin, age, handicap, or sex. Contractor may utilize the - · expertise of the State Minority Business Office within the Office of the Governor, for assistance in complying with the non-discrimination and affirmat ye act on requirements of this grant and applicable statutes. b) Contractors shall be governed by the prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975, on the ·basis of handicap under Section 504 of the Rehabilitation Act, on the basis of sex under the Title X of the Education Amendments of 1972, or on the basis of race color, or national origin under Title VI of the Civil Rights Act of' 1976. Programs and activities under this Act are considered to be programs receiving federal · ~ financial assistance and are subject to all provision of EEO, except for those contractors who ·. ~are under Section 679 of the CSBG Act, religious organization's exempt from Section 702 of. ..... '.. the Civil rights Act of 1964,(42 U.S.C.'2003-1) regarding employment practices. :. .: · :.13; Compliance with Federal Aqreement Terms and Conditions - Federal Law, Rules and.. · : · Requlations The Sub-Grantee shall comply with all terms and conditions the State.Gas entered into '. with the federal govemment as a part of the grant application process and as spelled out in the grant agreement between the State of Colorado and the Federal Granting Agency, and all applicable · · federal laws, roles, and regulations:related to this program. These nc ude,'but are.not lirqited to, .~ · + a) d) ,~. ' ~'.h) :' i) Americans with D sab t es Act including Title II; Subtitle A/24, U.S:C. sec 12101 .et seq and implementing regulations,'. .: · . OMB Cimuiar A-87, A-102~ A-110, A-122, and A-133 as applicable .... · 31 U.S.C. S1352 -Prohibition Against use of Federal Funds for Lobbying. Privacy Act of 1974, 5 U.S.C. S 5529 and Regulations adopted thereunder. · .Drug Free Workplace ACt · Title VI of the Civil Rights.Act 42 U.S.C. Sec. 2000 d-1 ~et seqand its implementing regulation 44 C.F.R. part of et seq. 'CommuniSt Services Block Grant regulations;.45 CFR 96 "~ Certification required by 29 CFR Part 98, "Government Debarment and Suspension" Environmental Tobacco Smoke Certification also known as the Pro-Children Act of 1994, ..: Public Law 103-227 Page 4 of 4