Resolution 083-1990
.-/'
Kathie Moon
Grants Manager
RESOLUTION NO.-
083-1990
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, AUTHORIZING THE
SUBMISSION A GRANT APPLICATION TO THE FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS TO FUND A COMMUNITY
SERVICES BLOCK GRANT TO ASSIST THE GRACE JONES DAY
CARE CENTER
WHEREAS, there is a great need for affordable day care,
especially for low income individuals, in Monroe County, and
WHEREAS, the Grace Jones Day Care Center provides day care
services to low income individuals in the Marathon area, and
WHEREAS, Monroe County is eligible for approximately $6482
in grant funds available from the Florida Department of Community
Affairs. Any matching funds will be provided by the Grace Jones
Day Care Center.
Now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
.
MONROE COUNTY, FLORIDA:
1. That the County Administrator is hereby directed to
submit an application for grant funds to the Florida Department
of Community Affairs to assist the Grace Jones Day Care Center
and to execute all necssary documents in furtherance thereof.
2. This resolution shall become effecive immediately upon
adoption by the Commission and execution by the Presiding
Officer and Clerk.
dNO"'-j
i7~: l d Of NVr 06.
, . i
.J II
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
24th day of
January
,A.D. 1990.
on the
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
ok~
By
.
-
Mayor/Chairman
(Seal)
Attest:
DANNY L. KOLHAGE, Clerk
./
Page 1 of 7
ATTACHMENT A
APPLICANT SUBMISSION FORM
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
COMMUNITY SERVICES BLOCK GRANT APPLICATION
FEDERAL FISCAL YEAR 1990
SUBMITTED BY:
Monroe County Board of County Commissioners
(APPLICANT)
Application is hereby made for funding through the Community Services Block
Grant under the Community Services Block Grant Act of 1981 (PL 91-35), as
amended, and the Community Services Block Grant Program Administration
Rule 9B-22, Florida Administrative Code, effective March 1984.
THE APPLICANT CERTIFIES THAT THE DATA IN THIS APPLICATION AND IT VARIOUS
SECTIONS, INCLUDING BUDGET DATA, ARE TRUE AND CORRECT TO THE BEST OF HIS
OR HER KNOWLEDGE AND THAT THE FILING OF THIS APPLICATION HAS BEEN DULY
AUTHORIZED AND UNDERSTANDS THAT IT WILL BECOME PART OF THE AGREEMENT
BETWEEN THE DEPARTMENT AND THE APPLICANT.
John Stormont
Name (typed)
Signature
Mayor, Chairman of Board of County Commissioners
Title:
ATTESTED BY:
Danny Kolhage
Name (typed)
Signature
Clerk of the Court
Title
APPLICATIONS MUST BE POSTMARKED BY THE DUE DATE, FEBRUARY 1, 1990 AND
RECEIVED NO LATER THAN CLOSE OF BUSINESS ON FEBRUARY 6, 1990 TO BE CONSIDERED
FOR FUNDING.
Form:DCA/cas
90-1
Page 2 of 2.-
COMMUNITY SERVICES BLOCK GRANT APPLICATION
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FEDERAL FISCAL YEAR 1990
======================================================================================
FOR DCA USE ONLY
CONTRACT NO:
ALLOCATION AMOUNT $
CASH MATCH$
FROM
90\ [ 5\ [X) D &
POSTMARK DATE:
DATE RECEIVED:
REVISION REC'D:
DATE APPROVED:
DCA CONSULTANT:
IN-KINDS
TO
R [
==============-============~==============================================~====~======
===========:=================================================~========================
INSTRUCTIONS: Please complete all parts in this Application which are
applicable to your organization. If any part does not apply, write "N/A".
Do not use white-out (correction fluid) on any part of this application,
======================================================================================
I. APPLICANT CATEGORY: l ) Eligible Entity
] Migrant/Seasonal Farmworker Organization
[)() Local Government
II. GENERAL ADMINISTRATIVE INFORMATION
a. Name of Applicant:
Monroe County Board of County Commissioners
b.
Applicant'S Address:
Public Svcs.
Bldg., Wing II,
Stock Island
Ci.t:l' :
Key \.J est, Fl.
Zip Code 33040
Telephone: (305) 294-4641
ext.23lCounty : Monroe
c. Applicant's Mailing Address (if different from above):
Zip Code
d. Chief Official or Executive Director's Name:
John Stormont
Title:
Mayor
e.
Name of Official to Receive State Warrant: Danny Kolhage, Clerk of Court
Address:
P.O. Box 1980
f. Contact Person:
Key West, Florida
Kathy Moon
Zip Code
33040
Title: Grants Manager
Hdi.l i.nq Address:
Public Svcs. Bldg., Wing II, Stock Island
Key West, Fl.
Zip Code:
33040
Telephone: (305) 294-4641, ext. 231
59-2632876
Federal 10 #:
g.
-********************************************************************.******...........
III.
SUBGRANTEE INFORMATTON
a. Will these funds be transferred to a subgrantee? [X) Yes No
b, Give the number of subgrantees included in this application: 1
List for each (attach additional pages if necessary):
Grace Jones Community Center
Subgrantee Name:
Address:
230-4lst Street Gulf, Marathon, Fl. 33050
Contact Person: Barbara J. Mertes Telephone: (305) 743-6064
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CSBG BUDGET SUMMARY
P&&~ 5 of 7
--
Monroe County Board of County Commissioners
'JiAHI: Of' APPLI ClJl'::
.
RI'VDlU! SOURCE: PEJlC'DT NATO! roT AI. AI<<.lUJIT
1. CS~:: l'ur'.4 . . . . . . . . . . . . . . . . . $6,482.00
2. Cub J1&tcb................. 20 %
3. In-lC.1nO HAtcb.............. J 0 -- -
I., '.I'otaJ Katc:b (l1nn 2.3).. .. % -- $1,297.00
-
5, ':I':'!ll ( l1nn 1.L)......... .- ._--~- $7,779.00
-
C511C nmm:o 'PRO~ ONLY (1) CSBC 7URIlS (2) C.\SH KA TCH (3) Ia-JC:nm HATCH (a. ) TC'TJ.1.
iiR..;....:u: C>~~I;:~:FJ.T~VI txPI:iS~
6, hJ.....1u 1nl:'lIJd1os fT1oge. .
1. lIe!:t LOd Ut111t1e......... .
B. Travel. . . .. . . .. . .. . ....... .
9, 01. he r. . . . . . . . . , . . . . . . , . . . . .
10. SUE ']'0-: J.l (l1ou &.9).......
s~:;F.;,:;:n: U~Ii:S'!'FJ...:IVI UP
11, SLLTiu loclu~~ng tr1nse, .
12. lie ot LOtS Ut111tSe.......... ~
13, Travel.. . . . . .. . . . ... .... .. .
11., Otber.................. ....
15. ~1':'lTOTJ.l (l1ou 11-11. ), . . ..
16, TOTJ.l AD~N,[XP.(11oe 10+15)
17,. TO':J.l. CSBC Ulafi, [XP, ~ - _.. -
% ---- - -~- ~ - - ,.
(not to eXl:'et'O 151 ot l1ne 1) -- -
CW,':II PR:JC~ IXF'~Sr
lB. SaJ arS u including tringe.. $6,482.00 $1,297.00 -0- $7,779.00
19, Jlellt &ll~ Utll1t1u.........
20, 'rra ve 1, . . . . . , . . . . . . . . . . . . . .
21, Ot ber. , . , . . . . . . . . . . . . . . . . . .
22. SUI!'!'OT .u (liou 1~21).... . $6,482.00 $1,297.00 -0- $7,779.00
SUB:;f,,;.,';~ FJ\:l:;fM D:?!:;sr
23, Sa1.....1u lnl:'ludins tr1~e ..
21., Jleot &110 Ut111t1e..........
25, ~avf'~......... II..... .....
26. Othrr.... II.... ... ... II " II
27, Sl1BTOTAl (l1nn 23-26).... .
28, . TOTJ.l. PR:lCfWol EXPIJjSr.,....
(l1nn :n.;n ) $6,482.00 $1,297.00 -0- $7,779.00
29, SECOft:lA.Rl' J.DtoaIf. IlCP'DfSE.. .
,_.
CFIJ\:' 'J':>TAL EXPO/Sf: $6,482.00 $1,297.00 : I $7,779~00
30, L1nr 16.~8.29............. -0-
Page ~ of 2-
CSBG SUB GRANTEE BUDGET
(Each Su~grantee must complete this page)
NA}ffi OF APPLICANT: Monroe County Board of County Commissioners
NAHE OF SUBGRANTEE: Grace Jones Community Center
MAILING ADDRESS OF SUBGRANTEE:
230 - 41st Street Gulf, Marathon, Fl. 33050
TAX EXENPT tMffiER: 59-2632876
(If none, attach a copy of the certificate of incorporation)
CONT ACf PERSON:
Barbara J. Mertes
TITLE:
Director
TELEPHONE: (305)743-6064
NOTE: The follo~~ng line items (11-15 and 23-27) must correspond to the CSBG BUDGET S~~IARY
of the applicant. If there is more than one Bubgrantee, it is the applicant's
responsibility to ensure that the total of all subgrantee budget add correctly so that
they correspond to the CSBG BUDGET S~~Y.
CSBC J1.r.lDED PROG'RAM OIlLY ( 1) CSBG P'l/I'fD 5 (2) CASH MATCH (3) IJ-XIND .,.ATCH (I.) TOTAL
SUll:JfWnn: ADKINISTRATlVE OJ'
11. SaJ arI~9 including rring~..
12. Rent and UtIlItIes.........
13. Travel. . . . .. .. . .. . . . . . .. ...
14. Ot he r. . . . . . . . . . . . . . . . . . . . . .
J5. SlffiTOTAL (linea 11-14).....
SUll~RA:lTEE PROG~ EXPE.'iSE
23. SalarIes Inclu~lng rTlng~.. $6,482.00 $1 297.00 -0- $7,779.00
24. Rent and Utilities.........
25. Travel... ... ... ......... ...
26. Other. . . . . . . . . . . . . . . . . . . . . .
27. SUllTOTAL (lines 23-26)..... $6,482.00 $1,297.00 -0- $7,779.00
TOTAL CSBC EXPEJlDl11JRES $6,482.00 $1,297.00 -0- $7,779.00
(11 ne!l 15+27)
The subgrantee certifies that the data included in the Subgrantee Budget and the Subgrantee
t~ork plan are true and correct. The Subgrantee agrees to comply with all rules and
regulations relating to the Community Services Block Grant and understands that this budget
and work plan will become a part of the Agreement between the Applicant end the Department
of Community Affairs.
APPROVED
BY:
SIGNATIJRE~d.J~ P.c cI/.
~IJ~
Jessie L. Hobbs
(President of the Board)
l!:-J<1/QO
I J
WITNESS,_r~t{~ A { nIQ(h~
DATE:
Page
7
of
7
ADMINISTRATIVE AND PROGRAM BUDGET DETAIL -
April 1, 1990 - September 30, 1990
Line Item #23 - Subgrantee Program Expense, Salaries including fringe
Teacher's-Aide - 40 hours/week @ $7.50/hr. for 26 weeks = $7,800.00
CASH MATCH DOCUMENTATION
Line Item
Number
Source
$ Amount
23
Private Donations
$1,297.00
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Brief Job Descriptions:
Director/Teacher
Provides the Center with an effective program; provides
referral services to parents/teacher's aides; serves as communica-
tion 1 ink to parents~ residents of the neighborhood and the
community; o~serves and evaluates the program; reports to the
Board of Directors on a monthly basis; acts as a resource person
to teacher,'s aides, coo~ and volunteers; provides in-service
training for staff development; assists cook in assuring proper
nutrition for the children; is responsible for ordering of all
supplies, record-keeping functions; and any other matters p2rtinent
to the smooth-running of the Center.
Teacher's Aides
Assist Teacher/Director in implementing the Center's program
for the children; help maintain the atmosphere as described in the
emploY0e information bOoklet; follows lesson plans; serves as a
positive role model, uses appropriate discipline, receives continuing
child~:00d education through the HRS training course and other
programs, and reports directly to the Director/Teacher.
Cook(l) Salary
The cook is responsible for all cooking and serving of snacks
and meals; helps Director with menu planning; keeps an inventory
for stock ordering; also serving as a role model to the children~
and is available to assist as needed in the care of the children.
She has direct communication with the Director as indicated in the
organizational structure of the Center.
Record's clerk
Assists the Director in the in-take procedures of new enrollees
as required by HRS; keeps the recording of all food usage up-to-date
as required by the State of Florida Department of Education &
Nutrition; send informational forms to HRS as changes occur in each
of the children's f'iles and assists Dirctor with monthly reimburse-
ment requests.
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Organizational
Structure of
Grace Jones Community Center Inc.
BOARD OF DIRECTORS
COOK HEAD TEACHER
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TEACHER'S AIDES
DIRECTOR
BOOKKEEPER
CUSTODIAN
VOLUNTEERS
(Articles of Incorporation are attached)
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~ I certify that the attached is a true and correct copy of the ~\UI~
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~ Articles of Incorporation of G RACE JONES COMMUNITY ~\Jl~
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m CENTER, INC., a corporation organized under the Laws of the ~UlfJ
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)'\3 State of Florida, filed on October 18, ] 985, as shown by the r.-/l'lt3
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)'G The document number of this corporation is Nl1656. r.fn1=3
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b. The fee schedule is based on the family size and annual income, ranging from a
minimum weekly fee of $2~OO progressing towi1rd a level which approaches self-
sufficiency. The weekly fee has been developed to provide an incentive for lower income
parents to continue working while contributing an affordable amount to the child day care
costs, thereby enabling families to work toward the goals of maintaining their self-support
and self-sufficiency.
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HRSM 175-148
c. An income eligible client whose income falls .2~low the income levels for the
family size shown on the Title XX Child Day Care Fee Schedule may request a waiver for
the minimum $2.00 weekly fee when circumstances indicate a particular need. All
waivers must be properly documented and located in the client's file. .
~ m The child is the client and resides with an adult who is not legally
responsible for the child.
(2) The parent is an emancipated minor as defined in HRSM 195-1.
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(3)
The employment is of a seasonal nature as defined in oaragraph 2-3 b.
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(I)(d).
(4) There is no incom'" other than a training grant or SCholarship.
--> (5) Other hardship cases determined by the provider agency must be
apProved by the District Children, Youth and Families ,Program Office prior to waiving
the fee (such as those cases recently terminated by Protective Services where the chil'"
day care service is essential to preventing further abuse or neglect from reoccurring)
d. 'Assessing the Client Fee.
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(I) When more than one child from the same family is served by the child
day care program, the youngest child in care is to be considered as the first child when
determining the fee. Each additional child in the family enrolled in the subsidized
program will be assessed a fee which equals 5096 of the first child's fee. When the "first
child" leaves the program, the full fee will be assumed for the second child.
(2) If the family is paying the $2.00 minimum weekly fee and there is more
than one child in the same family receiving the child day care service, the family is not
re uire an additional fee for more than one child in the family _
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(3) If children in the same family are enrolled in different centers or homes
and/or are served by more than one central agency, they may stilJ receive the ben~fit of
the reduced fee. The child care provider wi11 note the fact on the Daily Attendance and
Enrollment Roster (HRS-CYF Form 5042) that the assessed fee is lower due to multiple
childr'en from the same famUy receiving the child day care service.
e. Since the parent fees represent a revenue source for the provider, it is the
child care provider (subcontractor, family day care home operator, center director) who is
responsible for assessing and collecting state mandatory fees from income eligible clients
and must reduce their reimbursp.ment for services rendered by the amount of fees
assessed, whether or not collection is made. Assessed state mandatory fees must never 0
exceed the individual provic:!er's actual rates specified in the service contract.
- .--........... f. Written polices a~d ;Jtocedures to adm inister the state mandatory fees
collection prac~i:::e must ~e developed ~y the provider, the boare, 0r t~e goverl1ing body of
the provider agency.
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175-14B
April 1, 1988
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Tnere must be sufficient documentation on file to evidence a reasonable effort made hv
the provider to collect mandatory fees. Providers may, of their own initiative, secure
other financial resources from other third parties to cover the
payment of assessed fees. All income eligible clients are to be given a copy of the
agenc 's ollcy.
g. Fee collection will include the procedures listed below. Th,e time guidelines in
paragaraph (3) and (4) below may not be reduced; however, agencies may develop
additional program specific prqcedures. The Parent or responsible adult should be
required to pay the fee nrior to the delivery of, the child day care service.
(1) 'At the time of eligibility notification, the client must also be notified in
....c:::"") writing of the assessed fee amounts and dates due. The notification must include policies
egarding fee payment for allowable holidays and any other absences.
(2) When the parent/or responsible adult has failed to pay the assessed fee
by the prescribed date, it is the child care operator's responsibility to inform the central
agen~y of the delinquent account. This should be done immediately. '
(3) The central agency is then required to notify the parent/or responsible
adult, in writing, that the child day care service will be terminated within 10 working days
of the parent's receipt of impending termination unless payment has been received for the
delinquent account.
(4) Services should be terminated on the date specified in the notification
letter if the client 'has not paid the delinquent account and future services will be
prohibited until all deJinquent fees have been paid.
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~ (5) paymJ'\F schedules mav be established to assist the client in repaying the
delinquent account while ~eeping the current balance paid. '
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h. Day care fees as specified on the fee schedule will be charged to individuals
who are eligible for services. Other child day care fees may not be charged to recipients
of child day care services Fees for child day care may not be assessed to individuals
eligible for services based on income maintenance status to "ldren who receive
service under the Title XX gC9uo elif:ibiljty. ategory, or children oocumented to e "ct-
risk" as authorized by protective services staff.
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i. If at any time it becomes evident that the ?rovider has been imposing
voluntary fees above the required fee shown on the fee schedule, this action by the
provider will be considered a breach of the terms of the contract. Evidence of a parent
regularly contributing more than the assessed fee would appear to be an imposition of
, voluntary fees thereby leading to a possible cancellation of the contract. Late charges ~y
fa,dUties caring for children beyond the closing hour are not considered voluntary fees nor
. are special fund-raising ac:!vitles sponsored by the facility.
~. Termination of Service.
a. After the client's eligibility has been determined and recorded, the client
should be provided a summary of client rights, obligat!ons and responsibilities. This may
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Obligations ?.'1d Responsibilities." The provider's ellgibility contac: pe:-so~ should be Ested
at the bottom of this form.
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b. The HRS Form 1330 "Notice of Eligibility or Change in Service Status", is used
to notl y c lents w en t ey, are not eligible to receive a service for which they applied or
to notify clients of an imminent termination, suspension or reduction of a service
currently being received. -, ~
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HRSM 175-l4B
c. When a client determined to be eligible is subsequently found to be ineligible,
child day care services are to be continued for a period of ten working days following
notification of ineligible determination to allow the client time to request a fair hearing
if desired. If a fair hearing is requested within the ten day limit, services are to be
continued until a fair hearing is held. . ' " ~
(1) Of primary concern is the client's right to be given an impartial review ~
of individual circumstances regarding the appropriateness of deter.minations of eligibility /?S-"....
for services; termination, suspension or reduction of services; or dissatisfaction with an~
service program funded by the Social Services Block Grant (Title XX). If'
(2) The fair hearings requirements are applicable to purchase of services .
contract providers and dirert services staff of the department. The c:ontact person for
contract providers at the Department of Health and Rehabilitative Services is the HRS .::-
Contract Manager.
(3) The procedures for termination of services and fair hearings are
specifically described in Title XX Eligibility Determination, HRSM 195-1, Chapter 4
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2-7. Sprvices to In""li~ible Children and Families.
a. Child day care services to children who do not meet the eligibility crit"'ria
established by HRSM 175-14 may be sustained by a provider. No claims for payment for
services rendered to ineligible children may be made under this contract.
b. The quality of the child day care service must be the same when both eligible
and ineligible children are served in the same program. This means that the provider
serving both eligible and ineligible children may not discriminate between the two
c ildren.
2-8. Client Eligibility Determination and Authorization.
a. The central agency (or child day care provider if contract is directly with the
department) is authorized by the department (in Attachment I, D. Special Provisions of
the contract) to act as its agent in determining eligibility and authorizing child day care
services. Eligibility must be determined in accordance with the policies and procedures in
HRS Manual 195-1, Title XX Eligibility Determination. Procedures used for determining
and authorizing eligibility determination may vary slightly according to the central
agency and geographic area served. Any variation from the policies set forth by this
manual which are used by the central agency must be approved, in '.I.'riting, by the
department prior to implementing
b. The contract manager is responsible for providing a copy of HRSM 195-1, "Title
XX Eligibility Determinationll, as well as, HRSM 175-14, IIPurchase of Child Day Care
Services" to the central agency (or child day care provider).
c. Eli~ibi1itv Dete:-mination Procedures.
(I) Eligibility staff complete the Application 10r Su~sidlzed Child Dav Care
Services (HRS-CYF Form 50(2) in accordance with instructions found in Appendix B.
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