Item C45BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Louis LaTorre/Director/Social Services
Meeting Date: 8/21/ 2002 Division: Community Services
Bulk Item: Yes X No
Department: Social Services/Welfare
AGENDA ITEM WORDING: Approval of Modification #1 to Contract #02EA-2J-11-54-01-018
between Monroe County and Florida Department of Community Affairs, concerning Low Income
Home Energy Assistance Program funds and approving a resolution amending Resolution Number
044-2002.
ITEM BACKGROUND: This is a cost reimbursement Agreement. All other provisions of the
contract not in conflict with this modification remain in full force and effect. This Modification is
for an increase of $21,482 in the base allocation and $1,612 carryover funds from FY2001-2002.
Funds provided by the program are available to qualified households for the payment of home
heating and/or cooling costs.
PREVIOUS REVELANT BOCC ACTION: At the February 13, 2002 Board of County
Commissioners meeting, the Board granted approval and authorized execution of the 2002/2003 Low
Income Home Energy Assistance Program, Contract No. 02EA-2J-11-54-01-018.
CONTRACT/AGREEMENT CHANGES: An increase in funding for the 2002-2003 LIHEAP (Low
Income Home Energy Assistance Program.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $95,999.00 BUDGETED: Yes N/A No
COST TO COUNTY: N/A
REVENUE PRODUCING: Yes N/A No _ AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing X Risk Management _X_
DIVISION DIRECTOR APPROVAL: i t l
(James E. Mal och)
DOCUMENTATION:
DISPOSITION:
Revised 2/27/01
Included X To Follow Not Required.
AGENDA ITEM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract # 02-EA-2J-11-54-01-018
Modification #1
Contract with: Department of Community Affairs
Louis LaTorre
Effective Date: 3 / 1 /02
Expiration Date: 3/31/03
_Contract Purpose/Description: Low -Income Home Energy Assistance Program Agreement, provides funds to
assist eligible households in meeting the cost of home energy. There has been an increase in the base allocation
Contract Manager: Louis LaTorre 4573_
Social Services
(Name) (Ext.)
(Department)
for BOCC meeting on 8 /21 _/ 02
Agenda Deadline: 8 / .7 . /02
CONTRACT COSTS
Total Dollar Value of Contract: $ 95,999 Current Year Portion: $
Budgeted? Yes X No _ Account Codes: 125-61535-530490-GS0205_-
Grant: $ 95,999 _
County Match: N/A
ADDITIONAL COSTS
Estimated Ongoing Costs: $ N/A /yr. For:
(Not included in dollar value above)
(e.g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date Out
Yes No
Division Director /1,6/64, ()
I Risk Management —/—/— ( ) (
O.M.B./Purchasing /—/ () V
County Attorney �l ( 4010 Z—/_/ () W
Comments:
MOD# 1
MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Modification is made and entered into by and between the State of Florida, Department of Community Affairs,
("the Department"), and Monroe County Board of County Commissioners the ("Recipient") to modify DCA Contract Number
02EA-2J-1 1-54-01-018 dated March 13, 2002 ("the Agreement").
WHEREAS, the Department and the Recipient have entered into the Agreement, pursuant to which the Department
has provided a grant of $72,894 to Recipient; and
WHEREAS, additional funds have become available to increase the amount of the funding granted to the Recipient.
follows: NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the parties agree as
I. Clause (16)(a) Funding/Consideration is hereby modified to read as follows:
"This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for costs incurred in the satisfactory
performance of work hereunder in an amount not to exceed $95,999 subject to the availability of funds and
appropriate budget authority." This revised contract amount includes:
I • $72,905 Current FFY 2002-2003 LIHEAP contract allocation
2. + $21.482 Increase in Base Allocation
3. + $1,612 Carryover funds from FY 2001-2002
4. + $0 FY 2001 Leveraging Funds
2. Attachment H, Budget Summary and Workplan is hereby modified to reflect additional contractual funds, which
are attached hereto and incorporated herein by reference.
3. Attachment I, Administrative and Outreach Expense Budget Detail, is hereby modified, which is attached hereto
and incorporated herein by reference.
4. Attachment J, Multi -County Fund Distribution, is hereby modified, which is attached hereto and incorporated
herein by reference.
5. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification
shall be and are hereby changed to conform with this Modification, effective as of the date of the last execution of
this Modification by both parties.
6. All provisions not in conflict with this Modification remain in full force and effect, and are to be performed at the
level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates set out herein.
RECIPIENT
By:
(Title)
Date:
Federal Identification Number
STATE OF FLORIDA
By:
Shirley W. Collins, Director
Division of Housing and Community Development
Date:
APPROVED AS TO FO
AND L AL SUFFIC Y.
BY
AN TTON
LIHEAP
AMENDED ATTACHMENT H
BUDGET SUMMARY AND WORKPLAN
RECIPIENT:
I. BUDGET SUMMARY
A.
LIHEAP FUNDS ONLY
B.
Last
Approved
Budget
Amount
C.
Increase
in Base
Allocation
D.
Carry-
forward
E.
Column
B+C+D
F.
Leveraging
G.
TOTAL
Modified
Budget
(Col. E + F)
1. TOTAL FUNDS
72,905
21,482
1,612
95,999
-
95,999
ADMINISTRATIVE EXPENSE (Cell 2G cannot exceed 7.5%of Cell 113 + IQ
2. Salaries including Fringe; Rent, Utilities, Travel, Other
5,468
-
5 , 468
5,468
OUTREACH EXPENSE (Cell 3G cannot exceed Cell 1 E minus Cell 2E times .15)
3. Salaries including Fringe; Rent, Utilities, Travel, Other
—
—
—
—
—
DIRECT CLIENT ASSISTANCE
4. Home Energy Assistance
(Cell 4G must be at least 25% of Cell IE)
5. Crisis Payments
- - - - - - - - - - - - - - - -
6. Weather Related/Supply Shortage (Cell 6G must be at
least 2%of Cell IE)
18,226
47,753
1,458
21,482
= - -
-
1,612
41,320
47 753
1,458
-
41,320
47s753-
1,458
_
-
-
7. Subtotal Direct Client Assistance (Lines 4+5+6)
67,437
21,482
1,612
90,531
90,531
LEVERAGING FUNDS ONLY
8. Home Energy Assistance
9. Crisis Assistance
—
10. TOTAL LEVERAGING (Lines 8+9)
_
11. GRAND TOTALS (Lines 2+ 3 +7+10) Must agree
with line1. 172,905
21,482
1,612
95,999
-
95,999
H. vinr.i, i %-Limcm l Azo!S ANCE WORKPLAN
Type of Assistance
Estimated # of Households
Estimated Cost
Per
Household
Estimated Expenditures
(Amended Est. # of Households a
Estimated Cost Per Household)
Amount must agree with Column G
above.
Previous
Amended
LIHEAP
Home Energy
260
390
106
41,320
Crisis
271
225
212
47,753
Weather Related/Supply Shortage
10
10
146
1,458
TOTAL
541
625
LEVERAGING
Home Energy
—
_
Crisis
TOTAL
OF
LIHEAP MODIFICATION
Mod # 1 Page 2 of 2
AMENDED ATTACHMENT I
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL
(BUDGET SUMMARY LINES 2 AND 3)
Line EXPENDITURE DETAIL L'HEAP
Item (Round up line items to dollars. Do not use cents and decimals in totals) FUNDS
Number
ADMINISTRATIVE EXPENSES
2.A Travel 468.00
2.B Other 15,000.00
(1) Phone/Postage...................... 600.00
(2) Rental/Copy........................1,100.00
(3) Office Supplies .................... 800.00
(4) Operating Supplies .................2,500.00
TOTAL ADMINISTRATIVE EXPENSES 5,468.00
OUTREACH EXPENSES N/A
DIRECT CLIENT ASSISTANCE
4. Home Energy Assistance ...................... 41,320.0
5. Crisis Payments ............................. 47,753.0
6. Weather Related/Supply...................... 1,458.0
TOTAL DIRECT CLIENT ASSISTANCE 90,531.0
GRAND TOTAL ........................................ 195,999.0
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OMB Schedule Item Number
Resolution No. -2002
A RESOLUTION AMENDING RESOLUTION NUMBER 044-2002
WHEREAS, Resolution Number 044-2002 heretofore enacted for the purpose of receiving Unanticipated
Funds, contains erroneous information, and now, therefore,
WHEREAS, it is the desire of the Commission to rectify by amendment such errors, now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,
FLORIDA, that the following item in Resolution Number 044-2002:
Fund #125 — Governmental Fund Type Grants
Cost Center # 61535 Low Income Home Energy Assistance Program 2002
Project GS0205: Low Income Home Energy Assistance Program 2002
Function 5600 — Human Services
Activity: 5690 — Other Human Services
Revenue:
125-61535-331500-GS0205
Total Revenue
Appropriations:
125-61535-530490-GS0205-530400
125-61535-530490-GS0205-530410
125-61535-530490-GS0205-530430
125-61535-530490-GS0205-530431
125-6153 5-530490-GS0205-530432
125-61535-530490-GS0205-530440
125-61535-530490-GS0205-530510
125-61535-530490-GS0205-530520
Total Appropriations
Fed Grants -Economic Environment
Travel
Phone and Postage/Freight
Crisis Utility Payments
Home Energy Assistance
Weather Related/Supply
Rentals and Leases
Office Supplies
Operating Supplies
IS HER EB Y AMENDED AS FOLLOWS:
Fund #125 — Governmental Fund Type Grants
Cost Center # 61535 Low Income Home Energy Assistance Program 2002
Project GS0205: Low Income Home Energy Assistance Program 2002
Function 5600 — Human Services
Activity: 5690 — Other Human Services
Revenue:
125-61535-331500-GS0205
Total Revenue
Amended Resolution GS0205 08/16/2002 Page l
Fed Grants -Economic Environment
$72,905.00
$72,905.00
$ 468.00
600.00
47,753.00
18,226.00
1,458.00
1,100.00
800.00
2,500.00
$72,905.00
$95,999.00
$95,999.00
Appropriations:
125-61535-530490-GS0205-530400
125-61535-530490-GS0205-530410
125-61535-530490-GS0205-530430
125-61535-530490-GS0205-530431
125-61535-530490-GS0205-530432
125-61535-530490-GS0205-530440
125-6153 5-530490-GS0205-530510
125-61535-530490-GS0205-530520
Total Appropriations:
Travel
$ 468.00
Phone and Postage/Freight
600.00
Crisis Utility Payments
47,753.00
Home Energy Assistance
41,320.00
Weather Related/Supply
1,458.00
Rentals and Leases
1,100.00
Office Supplies
800.00
Operating Supplies
2,500.00
$95,999.00
BE IT FURTHER RESOLVED BY SAID BOARD, that the Clerk of said Board, upon receipt of the
above, is hereby authorized and directed to make the necessary changes, as set forth above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a
regular meeting of said Board held on the day of AD 2002.
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
Amended Resolution GS0205 08/16/2002 Page 2
Mayor McCoy
Mayor ProTem Spehar
Commissioner Neugent
Commissioner Williams
Commissioner Reich
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Mayor/Chairman
OMB Schedule Item No. 5
Resolution No. q e) l -2002
A RESOLUTION CONCERNING THE RECEIPT OF UNANTICIPATED FUNDS
WHEREAS, it is necessary for the Board of County Commissioners of Monroe County, Florida, to increase
items to account for unanticipated funds in the Monroe County Budget for the Fiscal Year 2002, now
therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,
FLORIDA, that the following accounts of the Monroe County Budged for the Fiscal Year 2002 be, and the
same is hereby increased by the amount hereinafter set forth:
Fund #125 - Governmental Fund Type Grants
Cost Center # 61535 Low Income Home Energy Assistance Program
Project GS0205: Low Income Home Energy Assistance Program 2002
Activity: 5690-Other Human Services
Revenue: J/
125-61535- 3315000E-G50205"
Total Revenue
Appropriations:
Fed Grants -Economic Environment
$ 72.905.00 ;%
72 905.00
125-61535-530490-G50205J530400�
125-61535-530490-G50205t530410
Travel
$ 468.00"
125-61535-530490-G50205�3043W,
125-61535-530490-G50205-530431'J/
Phone and Postage/Freight
Crisis Utility Payments
600.00^'
47,753.00�/
125-61535-530490-GS02051530432'/
125-61535-530490-G50205�30440
Home Energy Assistance
Weather Related/Supply
18 226.00`�
1,458.00
125-61535-530490-G50205''30510'�/
125-61535-530490-G50205
Rentals and Leases
Office Supplies
1,100.00v
800.00
530520''
\ /
Operating Supplies
2 500.00
� c l
72 905.00
BE IT FUTHER RESOLVED BYSAIp BOARD, that the Clerk of said Board, upon receipt of the above
unanticipated funds, is hereby authorized and directed to funds in
place said items,
as set forth above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular
meeting of said Board held on the 13th of February, AD 2002.
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
Mayor McCoy
Mayor Pro Tem Spehar
Commissioner Nelson
Commissioner Neugent
Commissioner Williams
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairman V `�