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SCSEP PY 2001 - 2002 CLER!{'S ORIGINAL Nati..ol Council .. tho Aging. Inc. Workforce Dovol_nt Division 5onl... ",,"",,"Ity 5o1'Y1co Employment Pragrom Program Year 2001-2002 SUBGRANT AGREEMENT THIS AGREEMENT is entered into by the National Council on the Aging, Inc. (NCOA), hereinafter referred to as GRANTEE, and (name of SUBGRANTEE) Monroe County Board of County Commissioners, hereinafter referred to as SUBGRANTEE. The SUBGRANTEE agrees to operate a project under the GRANTEE'S Senior Community Service Employment Program (SCSEP) in the manner described in the approved Subgrant Narrative, as governed by the Older Americans Act (OM) Title V regulations, including all clauses and exhibits included herein. This entire AGREEMENT is contingent in its entirety on SUBGRANTEE'S strict conformance with its terms and applicable state and Federal laws. GRANTEE NATIONAL COUNCIL ON THE AGING, INC. 409 Third Street, S.W., 2nd Floor Washington, D.C. 20024 (202) 479-1200 FAX: (202) 479-0735 www.ncoa.org www.maturityworks.org SUBGRANT PERIOD SUBSPONSOR ID# FUNDING, SLOT LEVELS, GOALS Federal Funds Awarded SUBGRANTEE Monroe County Board of County (' Commissioners :"',>> c/o Monroe County SCSEP SOQiaLServie 5100 College Road, Wing III r -', &" Key West, Florida 33040 .." 305-292-4593 ::J: July 1, 2001 - June 30, 2002 -12 SEC.502(e)* TITLE V "\ ,-) ":1 ,'''' ""''''''~ $160,200 DoL Authorized Enrollment 24 NCOA Approved Enrollment 24 Unsubsidized Placement Goals 9 * Includes ONL Y funds awarded in addition to regular Title V allocation. SECTION 502(e) EXPERIMENTAL PROJECT BUDGET ADDITIONAL FUNDS: REGULAR TITLE V FUNDS: $ $160,200 24 9 TOTAL 502(e) COSTS: $ Method of Payment [ X] Cost Reimbursement [ ] Advance Payments _~. ;'T;;a 7' - ., . MM_ , ." _df r;!~~ L}d~,!~Y ~!Jj~~!tJiJ:~,l ,%~: ~1 i~,~ ~~'f li'~r~q"f lr}:y;^~x(pv < > "'j:~fi;.7:;;l;:r[iAt;~Ji. ,:::'~~ &,,*~-";;'Wffi0; ! '''' "" "' ~"'" w """ .'i"" ,j~);% ~_ v",,:i.A0l~ NAME TITLE Donald L. Davis NAME George Neugent TITLE Mayor AGENCWORGANaATlON Vice President SPONSOR National Council on the Aging, Inc. Monroe County Board of County Commissioners .~ DATE 1/1.-~/()J For official subgrant purposes, the total subgrant agreement consists of this document which details contractual item budget (Exhibit A), and a narrative/project workplan (Exhibit B), and listing of administrative and operational 2001 Subgrant Agreement 03-23-01 NatlooGl Cauocl1 on .... Aglog. Inc. wnt..... t>c..lopmont DiYlslon Senior eon-oity _ e.....oymut P"'ll""lll Program YCClI' 2000-2001 WITNESSETH WHEREAS, the GRANTEE has received a Grant from the United States Department of Labor, Employment and Training Administration, for use in providing employment and training opportunities for eligible persons pursuant to Title V of the Older Americans Act, as amended; and WHEREAS, the SUBGRANTEE, an independent contractor, has established a program to provide services for said eligible persons residing within its jurisdiction; The GRANTEE and the SUBGRANTEE desire to enter into an agreement whereby said GRANTEE will distribute funds received under its grant to SUBGRANTEE for use in the operation of said program. The GRANTEE requires the competent performance of the SUBGRANTEE in providing employment and training services as specified in this AGREEMENT. That the GRANTEE and the SUBGRANTEE acting by and through their representatives, have collectively agreed and by execution hereof are bound to the mutual obligations and to the performance and accomplishments of the tasks and provisions hereafter described. I. PROGRAM PURPOSE A. Project Objectives The SUBGRANTEE understands and agrees that the purpose of the Senior Community Service Employment Program (SCSEP) is to provide, foster, and promote useful part-time opportunities in community service employment and training opportunities for low income persons who are 55 years of age or older and, to the extent feasible, to assist and promote the transition of program participants to private or other unsubsidized employment. The primary objectives are to: 1) Provide needed wages to eligible individuals through employment in service to the community. 2) Provide needed service to the community. 3) Provide opportunities for entry/transition of program participants into private or other unsubsidized employment. B. Special Assurances The project conducted under the Subgrant will: 1) Provide program participation opportunities only for eligible individuals. Necessary technical, administrative, and supervisory personnel shall, to the fullest extent possible, be recruited from among eligible individuals; 2001 Subgrant Agreement 03-23-01 20f26 No_I c.u.cl .. .... Aglog. Ioc. wnt..... Dc..J_ DMs'" s..... CotMlunity _ e.._ ",.....,. Program YUI" 2000~ZOOl 2) Provide program participation opportunities for eligible individuals in the community in which such individuals reside, or in nearby communities; 3) Provide services to assure the transition to unsubsidized employment of as many program participants as possible; 4) Provide employment and training opportunities for eligible individuals in services related to publicly owned and operated facilities and projects or in projects sponsored by organizations, other than political parties, exempt from taxation under the provisions of Section 501 (c)(3) of the Internal Revenue Code of 1954, as amended, except projects involving the construction, operation, or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship. Documentation of the 501 (c)(3) status of non-governmental training sites must be retained on file; 5) Contribute to the general welfare of the community; 6) Result in an increase in employment opportunities over those which would otherwise be available, but (I) not result in the displacement of currently employed workers (including partial displacement, such as reduction in the hours of non-overtime work or wages or employment benefits), and (ii) not impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed; 7) Not permit the participation of any eligible individual to perform work the same or substantially the same as that performed by any other person who is on layoff; 8) Utilize methods of recruitment and selection (including notifying the State employment security agency when vacancies occur) which assure that the maximum number of eligible individuals have an opportunity to participate in the project; 9) Include such training as may be necessary to make the most effective use of the skills and talents of those individuals who are participating, as well as provide for the reasonable expenses of individuals being trained, including reasonable compensation for time spent in training; 10) Assure that safe and healthful training site conditions will be provided and assure that program participants assisted under this Subgrant shall be paid wages which shall not be lower than whichever is highest of (I) the minimum wage which would be applicable to the participant under the Fair Labor Standards Act of 1938, if Section 6(a)(1) of such Act applied to the participant and if he/she were not exempt under Section 13 thereof, (ii) the State or local minimum wage for the most nearly comparable covered employment, or (iii) the prevailing rates of pay for persons employed in similar public occupations by the same employer. 11) Be established or administered with the advice of persons who are competent in the field of service in which employment training is being provided and who are knowledgeable with regard to the needs of older persons; 12) Authorize pay only for necessary transportation costs of eligible individuals which may be 2001 Subgrant Agreement 03-23-01 3 of 26 National Caunc:1 on thll Aging, Inc. wnt..... 0.....,..... Dlmlon So..... c-..ity So...... E~ "- PNgr'Gm Yeor 2000-2001 Incurred in project-related activities under this Subgrant in accordance with the Federal regulations governing OAA Title V activities; 13) To the extent feasible, serve the needs of minorities, handicapped individuals, individuals who are members of Indian or Alaskan entities, Hawaiian natives, and limited English- speaking individuals in proportion to their numbers in the SUBGRANTEE'S geographic jurisdiction and take into consideration their rates of poverty and unemployment. 14) Authorize funds to be used, to the extent feasible, to include individuals participating in the project under a State unemployment insurance plan; 15) Make available to each participant a written explanation of allowable and unallowable political activities under Chapter 15 of Title V of the U.S. Code. The project shall post such a notice; 16) Assure that SCSEP positions are distributed in an equitable manner taking into consideration (1) the proportion which eligible individuals bear to the total number of such individuals in the geographic area(s) served, and (2) the relative distribution of such individuals residing in rural and urban areas. The equitable distribution of slots shall be accomplished in concert with other Sponsors of SCSEP activities; 17) In accord with congressional intent, take steps to strengthen the coordination of program activities with the private sector and with organizations charged with the operation of employment projects, particularly with those programs funded under the authority of the Job Training Partnership Act (JTPA); 18) Make available to each participant materials regarding the Age Discrimination in Employment Act. Said materials are to be provided to the SUBGRANTEE by the GRANTEE, upon receipt from the U.S. Department of Labor. 19) Assure that all SCSEP activities are conducted in accord with the provisions of the Drug- Free Workplace Act of 1988. 20) Assure that the required financial and compliance audits in accordance with the Single Audit Act of 1984 are performed, if applicable, with copies of said audits being provided to the GRANTEE. II. GRANTEE/SUBGRANTEE RELATIONSHIP A. Legal Authority The SUBGRANTEE warrants that it is in compliance with all applicable state and Federal requirements and standards and that it possesses the legal authority pursuant to any proper, appropriate and official motion, resolution or action passed or taken, giving the SUBGRANTEE authority to enter into this Subgrant, receive the funds authorized by this Subgrant, and to perform the services the SUBGRANTEE has obligated itself to perform under this Subgrant. The person or persons signing and executing this Subgrant on behalf of the SUBGRANTEE, or representing themselves as persons authorized to sign and execute this Subgrant on behalf of the SUBGRANTEE, do hereby warrant and guarantee that they have 2001 Subgrant Agreement 03-23-01 4 of 26 NcatlaMl Council DII the Aging, Inc. Workforce Dc...lopmcnt DlYilion Senior Community 5crYlc. empl__t P......m Program VHI' 2000-2001 been fully authorized by the SUBGRANTEE to execute this Subgrant on behalf of the SUBGRANTEE and to validly and legally bind the SUBGRANTEE to all terms, conditions, performances and provisions herein set forth. The GRANTEE shall have the right to temporarily suspend or terminate this Subgrant if there is a dispute as to the legal authority of either the SUBGRANTEE or the person executing this Subgrant. The SUBGRANTEE shall be totally liable for return or reimbursement to the GRANTEE for all monies received if the Subgrant is suspended or terminated. B. Fund Availability That it is expressly understood and agreed by and between the parties hereto that this agreement is wholly conditioned upon the actual receipt by GRANTEE of Federal funds granted by the United States Department of Labor, Employment and Training Administration; that all monies distributed to SUBGRANTEE hereunder shall be exclusively from Federal monies received under said Grant, and not from any monies of GRANTEE, and that if such funds are not timely forthcoming, GRANTEE may, at its sole discretion, terminate this agreement. The GRANTEE shall not be liable for payment for any work or services performed by SUBGRANTEE under or in connection with this Subgrant beyond the effective date of said termination. If the funds anticipated to be received by GRANTEE, under which this Subgrant is funded, are suspended or terminated, in whole or in part, funding for this Subgrant will cease. GRANTEE will within a reasonable time from receipt of such notice provide written notification to SUBGRANTEE. Payments under this Subgrant may be suspended or terminated upon refusal of the SUBGRANTEE to accept any additional conditions that may be imposed by the United States Department of Labor and/or the GRANTEE at any time. C. Independent Contractor SUBGRANTEE shall operate hereunder as an independent contractor, and not as an officer, agent, or employee of GRANTEE. It is expressly agreed and understood between the parties hereto, in entering into this agreement, that the GRANTEE shall not be liable to the SUBGRANTEE for any benefits or coverage as provided by Workers Compensation Laws, and further anyone employed by the SUBGRANTEE shall not be considered an employee of the GRANTEE for the purpose of Workers Compensation coverage. SUBGRANTEE shall have exclusive control of and the exclusive right to control the details of the work and services performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, subcontractors and program participants. It is expressly understood and agreed that no officer, agent, employee, or subcontractor of the SUBGRANTEE, is in the paid service of GRANTEE; and that GRANTEE does have the legal right to insure compliance with the tasks performed hereunder by SUBGRANTEE, its officers, agents, employees, subcontractors, or program participants. In no event shall any person employed by the SUBGRANTEE be considered an employee of the GRANTEE. 2001 Subgrant Agreement 03-23-01 5 of 26 Not_ Cauncl1...... Atiog. Ioc. Wcridorcc Ocveloptnart DIvi.ioR s..lor c-ity 5crYlc. empl_ P....m Program Y&aI' 2000-2001 D. Third Party Agreements The SUBGRANTEE shall give advance notification to the GRANTEE of any proposed third party agreements, including but not limited to consultant contracts, agreements for personal services, or any subcontract hereunder. The SUBGRANTEE shall obtain the written consent of the GRANTEE'S SCSEP National Director prior to subcontracting. The GRANTEE may, at its discretion, specifically approve in writing any of the provisions of a third party agreement or subcontract; however, such approval obtained as required by this clause shall not be construed to be a determination of the allowability of any cost under the subcontract. Individual training courses for program participants are subject to the provisions of the NCOA/SCSEP Procedures Manual regarding approval of participant training. E. Indemnification SUBGRANTEE covenants and agrees to and does hereby indemnify and hold harmless GRANTEE from and against any and all injury, damage or destruction of property of GRANTEE arising out of or in connection with all acts or omissions of SUBGRANTEE, its officers, agents, employees, subcontractors, invitees, licensees, or program participants, or caused in whole or in part, by presumed negligence of officers, agents, or participants of SUBGRANTEE. In the event it is determined that SUBGRANTEE has misused, misapplied or misappropriated all or any part of these grant funds described herein, SUBGRANTEE agrees to indemnify, hold harmless and defend GRANTEE and its officers, agents, and employees, from and against any and all claims or suits resulting from such misuse, misapplication or misappropriation of such funds. SUBGRANTEE shall be responsible for indemnifying GRANTEE for any awards, costs, or penalties, including legal expenses, arising out of SUBGRANTEE'S activities. F. Miscellaneous Provisions (1) Personnel and Records Availability Personnel and records must be available to Authorized Representatives of GRANTEE, the United States Department of Labor, and the Comptroller General of the United States. Such authorized representatives shall, during business hours, have access to, for inspection and copying: books, records, memoranda, correspondence, personnel staffing records, tapes or electronic transcriptions, and any other documents. Authorized representatives have the right to inspect the SUBGRANTEE'S facilities, monitor and review, through on-site visits, all program activities, personnel, staff, services, and programmatic and administrative practices, supported with funds under this Subgrant to ensure compliance with the terms of this Subgrant. GRANTEE'S staff shall monitor SUBGRANTEE, through on-site visits and program data, all Subgrant activities, services, administrative and management practices, funded in whole or in part through this Subgrant. Such monitoring shall be 2001 Subgrant Agreement 03-23-01 6 of 26 Not_I Ccuocl Oft tho Aging. Ioc, Wnt..... Ilowl_ DMslon So.1or CoInoIulity So...... EIIlpIoytMM p_ Program Year 2000-2001 announced and shall be accomplished by data collection through comprehensive on-site review of SUBGRANTEE'S records, interviews with administrative/program staff and participants, and by the examination of training sites and conditions. SUBGRANTEE must make available for review and duplication, at SUBGRANTEE's cost, all records required for this monitoring process. (2) Conflict of Interest SUBGRANTEE shall establish safeguards to prohibit persons funded in whole or in part by this agreement from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. (3) Lobbying SUBGRANTEE will not attempt to influence any member of Congress, State or local legislator to favor or oppose any legislation or appropriation with respect to this agreement. CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements By accepting this subgrant, the signer hereby certifies, to the best of his or her knowledge and belief, that: No Federal appropriated funds have been paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or Member of Congress, or any employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. No part of any appropriation contained in this Act shall be used, other than for normal and recognized executive-legislative relationships, for publicity or propaganda purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or film presentation designed to support or defeat legislation pending before the Congress, except in presentation to the Congress itself. No part of any appropriation contained in this Act shall be used to pay the salary or expenses of any grant or contract recipient, or agent acting for such recipient, related to any activity designed to influence legislation or appropriation pending before the Congress. 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 an employee of a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submit 2001 Subgrant Agreement 03-23-01 7 of 26 National CauN:. on the Aging. 1M. Workforce I)c.,.~ DiYi.1on Se.io<- c.o.-.ity _ E~ Program Program YeaI' 2000-2001 Standard Form - LLL, "Disclosure Form to Report Lobbying" in accordance with its instructions. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. (4) Debarment, Suspension and Other Responsibility Matters CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS The SUBGRANTEE certifies to the best of its knowledge and belief, that it and its principals: (a) 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 of 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 (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes 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 or otherwise criminally or civilly charged by a government entity (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 subgrant had one or more public transactions (Federal, State or local) terminated for cause or default. (5) Scope of Agreement That this written instrument, including all Exhibits attached to and incorporated herein, constitutes the entire agreement by the parties hereto concerning the work and services to be performed hereunder, and any prior or contemporaneous, oral or written agreement which varies from the terms hereof shall be void. 2001 Subgrant Agreement 03-23-01 8 of 26 Na.tiona.l Cauncil OR the Agiftg. Inc. wnt..... Do..Jopmut DM.... Sea.... _ity Sorvlco Empl_ Progt'GIlI Proeram Yaar 2000-2001 That the provisions of this agreement are severable and if for any reason a clause, sentence, paragraph or other part of this agreement shall be determined to be invalid by a court, federal agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. Provided, however, that GRANTEE retains the right to revoke this AGREEMENT in its entirety, at GRANTEE'S discretion, in the event of non-compliance by SUBGRANTEE or if GRANTEE has a reasonable basis for believing the SUBGRANTEE is not or will not be carrying out the project as specified herein and according to GRANTEE's Program directives and applicable state and Federal law. III. GENERAL ADMINISTRATIVE PROVISIONS A. Period of Performance That the term of this Subgrant shall be for the dates specified on page 1 of this agreement, unless amended as described in Article III, Clause I. B. Total Funds Awarded That it is understood and agreed that in no event shall the total distribution of federal grant funds made by GRANTEE to SUBGRANTEE during the term of the Subgrant exceed the specific amount agreed upon and set forth on page 1 of this agreement, unless amended as described in Article III, Clause I. That it is further understood and agreed that the GRANTEE will pay not more than 90 percent of the cost of any project, and that the non-federal share may be cash and/or in- kind contributions_ C. Subgrant Identification The SUBGRANTEE agrees to utilize the Subgrant Number on all correspondence, communication, reports, vouchers, invoices, publications, and all data concerning this Subgrant as delivered hereunder. In the event the SUBGRANTEE makes any public announcements, written or oral, publicizes or furnishes information on/or concerning activities under this Subgrant, such item or activity shall include information that the project is funded by a Subgrant with The National Council on the Aging, Inc., with funding provided by the United States Department of Labor. The SUBGRANTEE shall when issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part by this subgrant, clearly state that the project will be financed with Federal money, and the dollar amount of Federal funds for the project or program. The SUBGRANTEE further agrees to utilize, on all stationery and correspondence and other appropriate materials, the NCOA/SCSEP program identification logo provided by the GRANTEE. Said logo identifies the SUBGRANTEE's SCSEP activities as being funded in whole or in part by the GRANTEE. 2001 Subgrant Agreement 03-23-01 9 of 26 No...... Councll ...... As"". Inc. Wnt.....llcwl_DlvlsIoo Sclllor Commu.ity ServIce e....._ p........ PNgralft Ycor 2000- 2001 D. Compliance with Applicable Laws, Regulations and Guidelines (1) General Compliance That the SUBGRANTEE, its officers, agents, employees and subcontractors, shall abide by and comply with all laws, federal, state and local, and all rules and regulations of GRANTEE. It is further agreed and understood that as GRANTEE calls to the attention of SUBGRANTEE any such violation on the part of SUBGRANTEE or program participants, the SUBGRANTEE shall immediately desist from and correct such violation. (2) Laws and Regulations Incorporated by Reference The provisions of the following Acts, and applicable regulations made pursuant to said Acts, and other listed directives, are hereby incorporated by reference. All changes in said Acts, regulations, and directives are automatically incorporated into this Subgrant. a. Older Americans Community Service Act, Title V, as amended by the Older Americans Act Amendments of 1992. b. Federal regulations governing Title V operations as published in the Federal Register of May 17, 1995 at 20 CFR Part 641. c. Contract Work Hours and Safety Standards Act (40 USC 327-332). d. Office of Management and Budget (OMB) Circulars. e. Audit Requirements at 29 CFR Part 96. f. Debarment and Suspension Regulations (including the requirements for a drug-free workplace) at 29 CFR Part 98. g. Administrative Regulations, at 29 CFR Part 95 and/or 29 CFR Part 97. h. NCOAlSCSEP Policy and Procedures Manual. I. Equal Employment Opportunity Directives. j. Title VI of the Civil Rights Act of 1964 (PL 88-352). k. Uniform Relocation and Assistance and Real Property Acquisitions Act of 1970 (PL 91-646). I. Title IX of the Education Amendments of 1972, as amended. m. Section 504 of the Rehabilitation Act of 1973, as amended. 2001 Subgrant Agreement 03-23-01 10 of 26 No...... eouocA Oft .... Aging. Ioc, Wnt..... o.wlopmont Dlvlsloll _.... c-.ity _ EmpI_t Program I'rogroto v.... 2000-2001 n. The Age Discrimination in Employment Act of 1975, as amended. o. The Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended. p. The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended. q. Lobbying Restrictions at 29 CFR Part 93. (3) Participant Benefits The SUBGRANTEE agrees to provide all program participants with participant benefits as required by state and Federal law and, in addition, as directed by the GRANTEE. Failure to comply with this paragraph shall constitute grounds for revocation of this AGREEMENT. SUBGRANTEE agrees to indemnify GRANTEE for any costs, awards, penalties or associated expenses, including legal fees, incurred by the GRANTEE, arising out of SUBGRANTEE'S participant benefit policies. E. Funding Obligations and Payments That in consideration of full and satisfactory performance hereunder, GRANTEE shall be liable to SUBGRANTEE for the actual costs incurred by SUBGRANTEE for performance rendered, subject to the following limitations: GRANTEE shall not be liable to the SUBGRANTEE for any costs in excess of the approved amount. GRANTEE shall not be liable to the SUBGRANTEE for expenditures made in violation of regulations promulgated under the Older Americans Act, violation of the regulations found at 29 CFR Part 95 or Part 97 and Office of Management and Budget Circulars A-87 or A- 122, or in violation of any other regulations and/or management circulars promulgated under the Act or other applicable statute or regulation. GRANTEE may, at its sole discretion, make an initial advance to SUBGRANTEE before insured or collateralized bank account(s) have been established. No further advances shall be made until GRANTEE has received proof from SUBGRANTEE that such bank accounts have been insured or collateralized in accordance with 12 U.S.C. 1821 (Supplement 176- 1977) . SUBGRANTEE shall minimize the time period between the transfer of cash from GRANTEE to SUBGRANTEE and the disbursement of funds in accordance with the Act, regulations, management circulars and GRANTEE directives. Advance funds requests are requirei to be limited to the minimum amounts necessary for immediate disbursement needs by tHe SUBGRANTEE for project expenditures. Maximum cash on hand, at any given time, shall not exceed three (3) calendar days of planned expenditures. Payments under this Subgrant are conditioned in their entirety upon SUBGRANTEE'S full and satisfactory performance of its obligations under this Subgrant. 2001 Subgrant Agreement 03-23-01 11 of 26 Na-.! ""'ocD ...... Asing. Ioc. Workf..... llc..J_nt Division Senior Commu.ity _ e....._ Program Program Year 2000~ZOOl It is expressly understood and agreed by the parties hereto that if SUBGRANTEE fails to submit to the GRANTEE in a timely and satisfactory manner any report required by this Subgrant, GRANTEE may, at its option and in its discretion, withhold any or all payments otherwise due SUBGRANTEE hereunder. GRANTEE may withhold payments until such time as delinquent obligations are fulfilled by SUBGRANTEE. The GRANTEE may withhold from payment to the SUBGRANTEE, direct administrative costs and the indirect costs invoiced for under this Subgrant for failure to submit required reports accurately and timely. Amounts withheld will be released upon submission of satisfactory reports. If prior approval has been provided by the GRANTEE, an advance payment to the SUBGRANTEE may be made for exceptional circumstances. F. Interest-Bearing Bank Account SUBGRANTEES (except for States) that are on an advance payment system are required to maintain the advances received from the GRANTEE in an Interest-Bearing Bank Account. Interest earned in excess of $100 during the subgrant period is required to be remitted to the GRANTEE. The funds in the Interest-Bearing Bank Account may be withdrawn by the SUBGRANTEE solely for the purposes of making payments for items of allowable costs within the terms of this Subgrant, or to reimburse the GRANTEE in accordance with closeout procedures. Authorized representatives of the GRANTEE shall have access to the books and records maintained by the Bank with respect to such Interest-Bearing Bank Account at all reasonable times and for all reasonable purposes, including, but not limited to, the inspection or copying of such books and records and any and all memoranda, checks, correspondence, or other documents pertaining thereto. G. Program Income All records and accounts of program income are to be maintained and reported in accordance with the financial management requirements contained in 29 CFR Part 95. Money generated by any income-producing activity under this Subgrant shall be applied to the cost of the activity, and reimbursement under this Subgrant reduced accordingly by the GRANTEE. Use of program income for other allowable Title V activities requires the written approval of the GRANTEE'S SCSEP National Director. H. Use of Federal Funds Federal Funds received as a result of this Subgrant may be expended only for purposes permitted under the provisions of the Act, and within the authorized amount and time frame prescribed in writing by the GRANTEE. 2001 Subgrant Agreement 03-23-01 12 of 26 Notlollal CouncA .. tho At... Ioc. wnt..... Dc....,....... DIvls... Sclllor '-oity _ e.......".... PnogNm Program YCOI' 2000.2001 I. Subgrant Modifications and Changes (1) Time Limitations That except as otherwise provided herein, any alterations, additions, or deletions to the terms of this Subgrant shall be by modification hereto in writing and executed by both parties to this Subgrant. The duly authorized representative of the GRANTEE and an authorized agent of the SUBGRANTEE as specified must sign any modification pursuant to this Clause in Subgrant Article II. If the SUBGRANTEE is directed to make any changes whatsoever by any person other than the GRANTEE'S SCSEP National Director, or his duly authorized representatives, which they feel will change the period of performance, require additional effort, affect the cost of the Subgrant or change any other terms and conditions, the SUBGRANTEE shall immediately make a written request to the GRANTEE'S SCSEP National Director, the NCaA Vice President for Workforce Development, for official approval to proceed. The SUBGRANTEE is cautioned that any changes prior to official GRANTEE SCSEP National Director's written approval shall be at SUBGRANTEE'S own risk. (2) Line Item Transfers The flexibility of federal fund transfers within the Subgrant budget will be allowed provided that: (a) The total federal funds awarded for this Subgrant are not exceeded; (b) The administrative portion of the budget is not increased; and (c) No single cost category is increased or decreased by more than 5 percent of its budgeted amount. (3) Other Modifications Prior approval, through formal modification of this agreement, is required for: (a) A net increase or decrease from the approved enrollment level exceeding 10 percent. (b) Any significant changes in the scope of the project. (c) The transfer of Federal funds allocated for participant wages and fringe benefits to other categories of expense. (d) The addition of any cost items requiring approval in accordance with the provisions of Office of Management and Budget Circulars A-87 and A-122. (4) Changes That any alterations, additions, or deletions to the terms of this Subgrant which are 2001 Subgrant Agreement 03-23-01 13 of 26 Na.tioMl Counc:iI Oft the Aglng, Inc:. Workforce o....loptMnt DMliOfl Sen.... CotMuoity _ e....."Y'M.. P"'9""" Program Y&Gr 2000.2001 required by changes in Federal laws, and by Federal Regulations promulgated pursuant thereto are automatically incorporated into this agreement on the date designated by law or regulation. The parties hereto expressly agree that GRANTEE shall have the right to make unilateral amendments to this Subgrant necessary to assure conformity to federal law, availability of funds, and regulations by the issuance of written Notification of Change duly signed by the GRANTEE'S SCSEP National Director. If such changes cause an increase or decrease in the cost of performance of this Subgrant or in the time required for performance, an equitable adjustment shall be made in the amount of funds obligated and the Subgrant shall be modified in writing accordingly. If SUBGRANTEE cannot conform to a Notification of Change, it shall notify GRANTEE of such, in writing, within five (5) working days of receipt of such Notification of Change. Failure to agree on any adjustment shall be a "Dispute" concerning a fact within the meaning of this Subgrant and shall be submitted through GRANTEE'S normal channels for resolution. However, nothing in this clause shall excuse the SUBGRANTEE from proceeding with the agreement as changed, until final resolution. If SUBGRANTEE cannot conform to the changes required by Laws, Federal Regulations promulgated pursuant thereto, GRANTEE Directives or Management Circulars, then SUBGRANTEE shall notify the GRANTEE in writing within 30 days of promulgation. GRANTEE may then establish procedures for the suspension or termination of SUBGRANTEE'S programs, if appropriate, until such time as the "Dispute" is finally resolved. J. Subgrant Termination That the performance of work under the Subgrant may be terminated by the GRANTEE in accordance with this Clause in whole or in part: (1) Termination for Cause The GRANTEE or the SUBGRANTEE may terminate this Subgrant when it has been determined that the other party has failed to provide any of the services specified, or failed to comply with any Federal requirement or provisions contained within this Subgrant. If the SUBGRANTEE fails to perform in whole or in part the terms of this Subgrant or fails to make sufficient progress so as to endanger performance, the GRANTEE will notify the SUBGRANTEE of such unsatisfactory performance in writing. The SUBGRANTEE has ten (10) working days in which to respond with a written plan acceptable to the GRANTEE for correction of deficiencies. If the SUBGRANTEE does not respond within the appointed time with appropriate plans, the GRANTEE shall serve a Notice of Termination on the SUBGRANTEE which will become effective within thirty (30) days after receipt. In the event of termination, the GRANTEE shall be liable for payment only for services prior to the effective date of the termination, provided that such services are in accordance with the provisions of this Subgrant and are allowable costs as specified in the regulations. 2001 Subgrant Agreement 03-23-01 14 of 26 Not_ Couocl _ .... Aging, Ioc. Wnt.....Do..........t Division Se.1or ,-.ily Scroric& e.......".... """"'"" Program Year 2000-2001 (2) Termination for Convenience Either the GRANTEE or SUBGRANTEE may request a termination for convenience. Either party shall give a thirty (30) day advance notice, in writing, of the effective date of such a termination. The SUBGRANTEE shall be entitled to receive just and equitable compensation for any allowable services satisfactorily performed hereunder through the date of termination. (3) Notice of Termination Whenever for any reason the GRANTEE shall determine that such termination is necessary for the GRANTEE, any such termination shall be effective by delivery to the SUBGRANTEE of a Notice of Termination specifying whether termination is for cause or for the convenience of the GRANTEE, the extent to which performance of work under the Subgrant is terminated, and the date upon which such termination becomes effective. Upon such termination of this Subgrant, the GRANTEE will determine the amount due the SUBGRANTEE, or otherwise, such sum will in no event exceed the face value of this Subgrant. In the event of a partial termination, the portion of the fee which is payable with respect to the work under the continued portion of the Subgrant shall be equitably adjusted by agreement between the SUBGRANTEE and the GRANTEE, and such adjustment shall be evidenced by a modification to this AGREEMENT. K. Closeout Procedures The SUBGRANTEE will submit subgrant closeout data no later than 45 days after the expiration of this agreement. Guidelines for completion of the closeout package are contained in the NCOA-SCSEP Procedures Manual. A SUBGRANTEE who is delinquent in submitting a refund check may be prohibited from entering into a Subgrant for the fiscal year following the Subgrant closeout period, and/or payments under an existing subgrant may be suspended. IV. FINANCIAL MANAGEMENT PROVISIONS A. Accounting System The SUBGRANTEE will maintain complete and accurate records justifying all actual and accrued expenditures, leaving a clear audit trail to the point of origin. Costs shall be segregated, as directed within the framework of this Subgrant. Also, an accrual reporting system shall be implemented and maintained, and utilized for monthly reporting of program expenditures. That in the event that GRANTEE determines that the record-keeping system of SUBGRANTEE does not comply with Federal guidelines, an accounting firm may do financial accounting approved by GRANTEE. The Cost shall be deducted monthly from the funds allocated to SUBGRANTEE. 2001 Subgrant Agreement 03-23-01 150f26 L.. NatlolIal Cctuocl Oft the Aging. Ioc. wnt..... llo,",.,..... llMsloo s..iClf' _ily _ EmpIoyIMM "- Program Year 2000-2001 SUBGRANTEE shall retain on file written evidence to support all expenditures accrued, on a monthly basis, and report such expenditures to GRANTEE. SUBGRANTEE shall maintain accounts in such a way that they are traceable to source documentation of unit transactions. Source documents will be maintained for all transactions. SUBGRANTEE shall insure that GRANTEE, the Comptroller General of the United States, the U.S. Department of Labor, or any of their authorized agents have the right of access for examination and reproduction of any books, accounts or records of SUBGRANTEE and its subcontractor(s), and shall maintain such right of access as a condition of any subcontract award. This access shall include records of program income, and cost allocation plans. The SUBGRANTEE assures and certifies that it has complied with the requirements of Federal, state and local laws regarding the obtaining of employer identification/account numbers and the collection, payment, deposit, and reporting of federal, state and local taxes. In addition to certifying compliance for all prior subgrants with the GRANTEE, if applicable, the SUBGRANTEE further assures continuing compliance throughout the period covered by this Subgrant. B. Bonding That SUBGRANTEE shall, before an advance or any payment or compensation is made under this Subgrant, furnish proof to the GRANTEE that it has a fidelity bond covering all officers and employees of the SUBGRANTEE who are responsible for the receipt, custody and disbursement of program assets. Such a fidelity bond shall be conditioned that the surety executing such bond agrees to indemnify the SUBGRANTEE and ultimately the GRANTEE as appropriate, against any direct loss of money or other personal property, for which the SUBGRANTEE is legally responsible under the terms of this Subgrant. Such bond shall be in an amount equal to one-half of one month's budgeted costs but no less than TWENTY-FIVE THOUSAND DOLLARS ($25,000). Such bond must remain in force throughout the entire period covered by this agreement, and advance written notice of thirty (30) days shall be given to GRANTEE of any intent to cancel such fidelity bond by either the SUBGRANTEE or the surety. C. Equipment (1) Purchase and Maintenance of Equipment The purchase of all nonexpendable personal property requires prior written approval by the GRANTEE. The execution of this Subgrant, inclusive of all exhibits, does not constitute prior approval. No purchases of equipment shall be allowed during the last quarler of the Subgrant period. SUBGRANTEE shall follow the provisions of 29 CFR Part 95 for all purchases of property with Subgrant funds. However, should the SUBGRANTEE have, or the GRANTEE issue, a more restrictive policy, then the most restrictive policy shall apply. The titles to all property purchased with Subgrant funds remain vested in the GRANTEE. The GRANTEE may take possession of all such property upon 2001 Subgrant Agreement 03-23-01 16 of 26 Not'-I Councl .. .... A9ille. Inc. Workforce DcwloptMflt Dlvfskln s...... C_oily _ E~ Pnogrom Program Year 2000-2001 termination of the Subgrant, or on evidence that property's utilization is not consistent with the Subgrant. SUBGRANTEE shall maintain an up-to-date inventory of all Subgrant property in its custody, and shall maintain the property in good condition. This includes property currently on hand from previous subgrants/contracts with the GRANTEE, surplus government property utilized for the Subgrant, and all new purchases under this Subgrant. SUBGRANTEE shall submit inventory as part of the closeout package referenced at Article III, Clause K. This clause is applicable to all office furnishings and equipment, tools, and materials used in training and services activities. (2) Lease, Rental and Lease-Purchase/Property Improvements The GRANTEE reserves the right of reviewing and approving all applicable lease, rental and lease/purchase agreements of the SUBGRANTEE. SUBGRANTEE shall maintain and make available to the GRANTEE copies of all documents relative to bids, quotations and offers related to the agreements. Lease, rental and lease/purchase agreements may be reviewed for a fair and reasonable cost analysis prior to approval. Any remodeling and rehabilitation must be reviewed by the GRANTEE and written approval provided by the GRANTEE prior to the SUBGRANTEE expending funds from this Subgrant. Funds from this Subgrant are prohibited from use for capital improvements on privately owned property. D. Indirect Costs That SUBGRANTEE will not be reimbursed for any indirect cost incurred in performance under this Subgrant unless SUBGRANTEE has a current Indirect Cost Negotiated Agreement, fully executed by a cognizant Federal Agency, and been given prior written approval by GRANTEE. E. Insurance That SUBGRANTEE shall procure and thereafter maintain all private and public insurance coverage required by Federal, State and local law, and as detailed in the NCOA-SCSEP Procedures Manual. F. Audits As required by Department of Labor regulations (29 CFR Part 96), recipients of Department of Labor grants are required to obtain annual organization-wide audits. SUBGRANTEES who are States, Local Governments, or Indian Tribes are required to have the audits performed in accordance with Office of Management and Budget (OMB) Circular A-128, "Uniform Audit Requirements for State and Local Governments." 2001 Subgrant Agreement 03-23-01 17 of 26 _I c.u.cA .. tho AflnsI. loc. Wnt.....Ilo............D....... Sulor Communily SeI'Ylce EmployIMnt "...... Program Yur 2000-2001 SUBGRANTEES who are colleges and universities, and other non-profit organizations are required to have the audit performed in accordance with the requirements contained in OMB Circular A-133. The audits should be made annually, but must be made at least biennially. Audits conducted biennially shall cover both years within the biennial period. OMB Circular A-133 provides detailed guidance on the conduct of organization-wide audits. Colleges and universities, and other nonprofit organizations are required to follow this guidance in the conduct of the audits. Costs of organization-wide audits may be reimbursed if funds are provided for the audit in the administrative expense category of the approved subgrant budget. The SUBGRANTEE is required to submit copies of the audit reports to the GRANTEE when they are completed, along with the SUBGRANTEE's responses to recommendations or findings that pertain to the subgrant and the repayment of any audit exceptions for improperly spent subgrant funds. Audits of this Subgrant will be performed by the GRANTEE (including a representative of the U.S. Department of Labor or others, if applicable), and findings of such audits thereof will be provided to the SUBGRANTEE. All books of accounts, ledgers, supporting records and worksheets pertaining to the financial records of the subgrant shall be retained for a period of three (3) years from the final closeout date of the GRANTEE'S prime grant. Records shall be retained beyond the 3-year period if audit findings have not been resolved, or if requested by GRANTEE. In the event of disallowance or audit exception by the GRANTEE, including any exception resulting from a U.S. Department of Labor audit, of any expenditure which it considers to be an item not properly allocable to the work, or reimbursable under this Subgrant, the GRANTEE shall notify the SUBGRANTEE in writing of the disallowance, giving full particulars and reasons for disallowance. In the event the SUBGRANTEE concurs, the amount disallowed may be withheld by the GRANTEE from the next advance, if any; or if there is no next advance, the SUBGRANTEE shall make payment to the GRANTEE. In the event the SUBGRANTEE does not concur with a disallowance or audit exception, the matter may be referred to the appropriate official of the U.S. Department of Labor for review, after the GRANTEE'S Audit Resolution procedures have been exhausted. Notwithstanding any other provision of law or this AGREEMENT, the SUBGRANTEE shall indemnify and/or reimburse GRANTEE for any disallowances or exceptions, and for any associated or consequential costs thereof, resulting from a DOL audit or otherwise. V. PROGRAM MANAGEMENT PROVISIONS A. Policies and Records (1) Personnel Policies The SUBGRANTEE shall provide, prior to the execution of this agreement, a copy of its approved personnel policies, for both staff and participants. 2001 Subgrant Agreement 03-23-01 180f26 Natlooal c.u..1 _ .... Aglog. Ioc. wnt..... llowl_ot DMsIon Sea.... c-..ily _ e.......,..... Program Program v.... 2000-ZOO' (2) Travel The SUBGRANTEE shall provide, prior to the execution of this agreement, a copy of its approved travel policies, which apply to staff and program participants. Travel costs must be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the SUBGRANTEE. Detailed travel records must be kept in order to substantiate travel charges made in connection with subgrant activities. All travel outside of the SUBGRANTEE'S jurisdiction must be approved, in writing, by the GRANTEE. The reimbursement rate for local travel shall not exceed the Federally authorized rate as communicated to the SUBGRANTEE by the GRANTEE. (3) Accessibility to Personnel and Records In addition to the requirements imposed elsewhere in this Subgrant, SUBGRANTEE shall insure that sufficient, auditable, and otherwise adequate records are maintained which support the expenditure of all funds received through this Subgrant. Such records shall be sufficient to allow the U.S. Department of Labor and GRANTEE to audit and monitor SUBGRANTEE, and shall include the maintenance of management information system (MIS) records in accordance with the required GRANTEE MIS system. The SUBGRANTEE shall comply with all requirements imposed by law and the GRANTEE regarding the maintenance of a record of each individual's participation in the SCSEP, including dates of entry and termination, and services provided. All non-active participant and program records shall be maintained for a minimum three (3) year period following closeout of the GRANTEE'S OAA Title V prime grant. If, prior to the expiration of the three (3) year retention period, any litigation or audit is begun or a claim is instituted involving the agreement covered by the records, the SUBGRANTEE shall retain the records beyond the three (3) year period until the litigation, audit finding, or claim has been finally resolved. GRANTEE will formally notify the SUBGRANTEE of the expiration of each subgrant retention period. Disposal of records, without GRANTEE approval, is at the SUBGRANTEE'S risk. B. Program Staff The SUBGRANTEE shall designate a Project Director to be responsible for administration of the SCSEP. Appointment shall be subject to consultation with GRANTEE. Other staff necessary to administer, manage and/or operate this subgrant shall be program participants whenever feasible, and project staffing arrangements shall be subject to approval by the GRANTEE. GRANTEE shall be provided advance notification, of at least 10 days, of any proposed changes in project administrative personnel and/or staffing arrangements. C. Advisory Council SUBGRANTEE agrees to develop a mechanism for securing the largest and broadest 2001 Subgrant Agreement 03-23-01 19 of 26 Not~ CouocH .. .... Aging. Inc. wnt..... Do..1opmut DMslon Scnloo- CotMuoily Scrvic. e"'''I''M.t p........ Program yCCU' 2OOO~2001 possible community support for the project, such as an Advisory Council. The Advisory Council is to provide advice, assistance and support, while not functioning as a program policy-making body. The Advisory Council may be a committee or sub-committee of a larger aging, employment, or human services program council. Membership should include, but not be limited to, participants, professional persons who are specialists in the field of aging, employment and human services programs, local labor leadership and representatives of private industry. A listing of the membership shall be submitted to the GRANTEE as part of the renewal of this subgrant, and whenever changes are made in committee representatives. VI. REPORTING REQUIREMENTS A. Financial Reports The SUBGRANTEE shall deliver to GRANTEE'S Finance Department, a monthly financial report of its expenditure of funds received under this Subgrant. The report must have original signatures, and must be received by the 15th day of the month following the reporting period. The GRANTEE, at its discretion, may require SUBGRANTEE to submit an additional statement each month that will reflect the following: (a) Purpose of each expenditure; (b) Payee of each expenditure; (c) Amount of each expenditure; and (d) Name of person requesting each expenditure. A copy of the Monthly Financial Report (MFR), and all attachments, shall be submitted to the designated NCOA Regional Manager. B. Management Information System (MIS) Reports The SUBGRANTEE shall submit properly certified participant tracking reports to the GRANTEE. These reports shall be submitted in the format and within the time frame prescribed by the GRANTEE. The reports shall include but not be limited to, information on enrollment, activity change and termination of participants. The NCOA-SCSEP Procedures Manual provides a full description of all required reports, due dates, and persons to whom copies are distributed. C. Other Reports The SUBGRANTEE shall prepare in accordance with written directives those documents as specified by the GRANTEE to enable the GRANTEE to summarize and report the status of the program as set forth in this Subgrant and as required by the Department of Labor, other Federal agencies, and the GRANTEE. This data, along with other reports will be used to determine the performance of this Subgrant as set forth herein. 2001 Subgrant Agreement 03-23-01 20 of 26 Ncmonal Council Oft tha Agl"t. be. Workforce OcftloptMnt Division 5o.1or Commutoily 5orvic& EmpIoymut prog...... Program Vur 2000-2001 VII. PERFORMANCE A. Performance Standards The SUBGRANTEE shall have adequate administrative and accounting controls, personnel standards, evaluation programs and other policies as may be necessary to promote the effective use of funds and to comply with Title V regulations. Performance by the SUBGRANTEE shall be measured monthly, by the GRANTEE, on a cumulative basis against goals and standards specified in this AGREEMENT and incorporated by reference. The performance standards for program activities under this Subgrant, as outlined in the Program Narrative, shall also be monitored. It will be the responsibility of the SUBGRANTEE to determine the nature, extent and cause of performance below relevant goals. B. Program and Financial Goals GRANTEE will review and analyze, at least monthly, all reports submitted pursuant to provisions for program and financial goals set forth in this Subgrant. The GRANTEE reserves the right to require replanning or other appropriate action that may include the unilateral deobligation of funds. The SUBGRANTEE will be expected to perform according to monthly financial plans, as stipulated in the Budget; however, appropriate procedures must be initiated to assure that the total subgrant is not over-expended. The unsubsidized placement goal is stipulated on page 1 of this AGREEMENT, and progress toward achieving it shall be reviewed on a monthly basis. Participant service plans, as stipulated in the narrative/workplan, shall be continuously reviewed to determine that goals are being met. C. Evaluation The frequency, format, accuracy and time of submission of required MIS and financial reports and invoices shall conform to instructions published by the GRANTEE. The submission of delinquent or faulty data will be recorded and such occurrences shall result in an adverse effect upon the evaluation of the overall performance of the SUBGRANTEE, and may result in the suspension or termination of the Subgrant. The submission of reports shall not be the only criterion by which the SUBGRANTEE is evaluated. Total performance within the scope of this Subgrant, Title V of the Older Americans Act and regulations, other applicable laws and regulations, and GRANTEE Directives, will all affect the evaluation of the Subgrant. VIII. MISCELLANEOUS All documents, records, reports, forms, or any other material maintained, completed, or submitted by the SUBGRANTEE in connection with the performance of the work, as well as any equipment, furniture, other tangible property (if any) acquired with funds provided or reimbursed by the GRANTEE, shall be the exclusive property of the GRANTEE and shall be delivered to the 2001 Subgrant Agreement 03-23-01 21 of 26 NatMtncal CaultcR Oft th& Aging, Inc. Wnt..... Ilc........ Dhrisloo s...... _ily _ Empl__t P...,...m Program Year 2000-2001 GRANTEE at the termination date or earlier termination of this Subgrant, or upon request therefor. All rights of copyright, reproduction, and disposal of the material gathered by the SUBGRANTEE, including but not limited to the aforesaid documents, reports, and forms, shall belong exclusively to the GRANTEE, with the exception that the SUBGRANTEE is authorized to make and retain for its official records, copies of documents and reports provided to the GRANTEE. No publication or dissemination of any kind shall be made of material, reports, or results of this SCSEP by SUBGRANTEE without the prior consent of the GRANTEE, with the exception that the SUBGRANTEE may provide normal public information concerning the program, its purpose, and requirements for enrollment. The SUBGRANTEE may publish statistical data concerning participation and progress of the program. It is understood and agreed that this AGREEMENT incorporates and includes all prior negotiations, correspondence, conversations, agreements, or understandings applicable to the matters contained herein, and the parties agree that there are not commitments, agreements, or understandings concerning the subject matter of this AGREEMENT that are not contained herein. Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon any prior representations or agreements whether written or oral; it is further agreed that no modification, amendment or alteration in the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. To provide services as set forth in the Subgrant Narrative, the SUBGRANTEE shall continuously manage and operate this Subgrant at the administrative office noted on Page 1 of this agreement, and the administrative and operational offices listed in Exhibit C. IX. AUTHORITY TO EXECUTE Each of the parties hereto covenant to the other party that it has lawful authority to enter into this AGREEMENT and has authorized the execution of this AGREEMENT by the party's authorized representative. This AGREEMENT shall be effective upon execution by both parties. 2001 Subgrant Agreement 03-23-01 22 of 26 EXHIBIT A: N.r-.. C-. ... t.... "'9""9. 1_. Wwkt""'C. o.....~, 01...".... 05....... C~ Se-'c. e~t ........,.... ..........'" Y.- lOOO.lOOl -::. 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(5 en I- 1:3 Q) :::: QJ U cu 'Q::: Ci5 cl: 0 Qj .c o N ~ o o o N EA- ......... 000 000 <X) l"-- Ol EA-~1O EA- o o o N EA- 05'0 000 <x)l"--Ol EA-~1O EA- o EA- o EA- o o (j) <X) (j) I;~ EA- ...... EA- ~ :0 rn ~ ro .... QJ a3 ~ 'E C) :0 Q) ~ Ul C'C E:o~~~ Q)C'CUl:O~C ~~iiirnQJ::l ~~8~~~ :E cro15-(5 ~c3~ct;~ o::~~~~~ CI) Q) C,) .~ Q) CI) ..... C Q) E a. :::l C" W Qj .c o tti o f- N ...... o o 1.0 l"-- ("') EA- o o 1.0 l"-- ("') EA- o EA- 1.0 ("') o ~ "<:t I'-- ("') EA- II C o :;:; cu ... ..... en c E '0 <{ cu ..... o I- ~ o <( -l ;:: o f- C"1 ~ ClJ ~ o f- "0 c:: ClJ .... (!) -.;t ...... o o l"-- <X) Ol EA- o o 1.0 <X) ("') EA- ..... o o N o <0 ~ EA- Ol I'-- o Ol 1.0 <X) 0') ~ EA- II The National Council on the Aging. Inc. / Senior Community Service Employment Program BUDGET SUMMARY SUBSPONSOR NAME: Monroe County Board of County Commissioners c/o Monroe County SCSEP Social Services CITY AND STATE: Key West, Florida 'l:. BUDGET PERIOD: July 1, 2001 THROUGH June 30, 2002 SUBGRANT NUMBER: ?- ????-?- ??- ??- ??-12 ALL DOLLAR FIGURES ON THIS FORM MUST BE ROUNDED TO THE NEAREST HUNDRED DOLLARS ENROLLEE WAGES/FRINGES (EWF) 1) Participant Wages 2) Participant Fringe Benefits ! 3) TOTAL EWF ( 80.02%) ! OTHER ENROLLEE COSTS (OEC) 4) Staff Salaries/Fringes 5) Participant Training 6) Participant Development 7) Participant Transportation 8) Miscellaneous 9) TOTAL OEC ( 19.98%) ADMINISTRATIVE COSTS (ADM) 10) Staff Salaries/Fringes 11) Indirect Costs 12) Other 13) TOTAL ADM ( 0.00%) 14) GRAND TOTAL (B) (A) Total Fed Costs 502e Costs Includinq 502e ;~ ..' .....:.."..:.-:. "". :,"':;""" .. "::i..~...,,.>,,.., (C) (D) Non-Federal Total Costs Costs B+C "'".:'f":',;":::-.>,.,~~;'.>:;.:,. ...... ,: .:',::': .':,;::"" ,....;:,: "..,. ,"'-' T,'".,.:}'''': $0 $0 $0 I $117,100 $11 , 1 00 $128,200 i $0 $0 $0 i $117,100 $11,100 $128,200 I :: :~" ::}\~2,\';;; ~;:,"';::~~': '/7;<::::~~F;:~,~~~:;:f,~~ z~:~i~i]{(;;;i~::,~::':j;::: ,,'- .:",' .'", , ",',. :.;' -:.:, '.' ". $0 $31,600 $0 $31,600 $0 $0 $0 $0 $0 $0 $200 $200 $0 $400 $800 $1,200 $0 $0 $0 $0 $0 $32,000 $1,000 $33,000 .,:.'i':'-:.. . .: .' ,:yn,;. '.:' ",ii: '. ,', " "d:, " 1<'" \\:"::.':':'i;:,::>;L:;,..-g;, . ,::' ''c;;:;',,'i;,', ,<"i'". .... ,"</,' .':.... I' ',<.Y;, " > ":,':;.;';:. I." /": ,L:r'::::;::',/:,/').:;;t', "., "'<::,, ,:7/'.:;', $0 $0 $31,600 $31,600 $0 $0 $0 $0 $0 $0 $5,900 $5,900 $0 $0 $37,500 $37,500 $0 $160,200 $38,500 $198,700 FOR 502(E) ONLY: 502 funds from REGULAR Title V Allocation S 502 funds in ADDITION TO REGULAR Title V Allocation $ TOTAL 502 Allocation (must agree with Column A, Line 14) $ Exhibit A Monroe County Senior Community Service Employment Program .... Workers Compensation PY 2001 through 2002 Code Salary Rate Number of Position Cost Positions 8742 Job Developer $ 7,280 1.10 1 $ 67.27 8810 Clerical $ 5.356 0.59 13 $ 345.08 8810 Library Clerk $ 5,356 0.59 3 $ 79.63 8742 Program Aide $ 5,356 1.10 3 $ 148.47 8742 Nutrition Aide $ 5,356 1.10 2 $ 98.98 8742 Teacher's Aide $ 5,356 1.10 2 $ 98.98 Total Participant Workers Compensation Charge $ 838.40 9410 SCSEP Director $ 44,075 16.66 1 $ 6.168.08 Figures Provided by Employee Benefits Section. Worker's Compensation: The rate times each hundred dollars of salary minus 84'}'o of the total times the number of positions. EXHIBIT B: """''--1 C-.. _ tM "".... tllC. W...tder"C. 0.-'.......... OM..... s..,,__ c-ity.s..-v.c. e~ ""'9"-'" .......... V..,. lOOOelOOl Detailed Narrative And Project Workplan (attached) 2001 Subgrant Agreement 03.23-01 .... 24 of 26 Project Narrative for Monroe County Senior Community Service Employment Program .... SECTION I - NEED FOR THE PROJECT The Senior Community Service Employment Program of Monroe County provides subsidized work experience and training for older Americans aged 55 years and older whose means fall below the 125 percent poverty level guidelines. The training gained by the participants from the training program aides in obtaining unsubsidized employment both in the private and public employment sectors. Thus increasing the probability that the participants will be able to subsidize their income at a higher rate of pay. Each time a participant successfully gains placement in the unsubsidized market opens the door for another participant to begin their journey into the SCSEP program. The local SCSEP program office serves all of Monroe County covering a span of approximately 112 miles of the elongated Florida Keys. Living in paradise does have its downfalls to all citizens but however more unfortunate affecting the older Americans. The cost of living being as high as it is does burden the older citizens of Monroe County causing their means of income to be eaten up by their unavoidable expenses. The SCESP program helps them to subsidize their income as well as give them training, increase their self-confidence, create an extended social life and help them to become aware of other community services that are available to meet their needs. According to the U S Census the Monroe County overall population is 79,589. Approximately 6 percent of the Monroe County poverty population is older Americans, thus 1 indicating that there is a need to help seniors to become a part of the work force. Most of them have not actively worked for sometime and do not possess the skills necessary to be a candidate in today's job market without adequate training. This project has not met the unsubsidized employment goal for the project year 2000 through 2001. More emphasis will be placed on meeting the unsubsidized goal for the upcoming project year by looking closer at the personal as well as the employment needs of the participants by following their progress more closely. Developing a close working relationship with the Florida Keys Employment and Training Consortium the One Stop Center will assist in achieving the unsubsidized placement goal in the new program year. Advertising the Senior Community Service Employment Program heavily through out Monroe County to increase participant response to maintain enrollment status as well as a waiting list. ..., SECTION II - DESCRIPTION OF SUBSOPNSOR ORGANIZATION AND PROJECT ADMINISTRA TION The Senior Community Service Employment Program (SCSEP) is a federally funded program under Title V of the Older Americans Act of 1965, as amended and are administered by ten national sponsors, the 50 State governments, and most of the United States territories through grants from DI 2 tment of Labor, working directly with the National Council on the Aging (NCaA) Inc. The Monroe County Board of County Commissioners also funds a portion of the Senior Community Service Employment Program. The Senior Community Service Employment Program provides useful work experience training for older Americans who are over the age of 55 and economically disadvantaged. 'l:. SCSEP helps older Americans remain independent by helping them find employment, increasing their income and confidence in themselves by learning new skills. While involved in the SCSEP project older Americans are given the opportunity to receive on the job training to obtain unsubsidized employment thus becoming economically independent. The Senior Community Service Employment Program serves all of Monroe County from Key West to Ocean Reef Club. The SCSEP office in Monroe County, is staffed by Dianne Russell, Project Director full-time 40 hours a week and Valerie Weatherford, Job Developer/Monitor, participant, 20 - 25 hours per week the position of Office Assistant/Secretary was eliminated due to funding cuts. The financial aspects of the SCSEP program are handled through the SCSEP office, the Office of Management and Budget and the Monroe County Finance Department. The Project Director oversees any expenses incurred by the program on a daily, weekly and monthly basis as well as the preparation of the monthly financial report. The Monroe County Social Services Executive Director reviews the SCSEP budget and financial expenditures quarterly to ensure that funds are being expensed and accounted for properly. At the beginning of each month the Monroe County Finance Department sends 3 the SCSEP office an expenditure report for the federal money as well as the non-federal match. Once received the Project Director begins the preparation of the monthly financial report. Once completed the Executive Director, Social Services reviews the report, signing with his approval at which time the report is faxed to NCaA, and the Office Assistant/Secretary mails the original and the 3.5 diskette to the appropriate NCOA staff. The financial spending is monitored on a monthly basis when the Project Director is preparing the monthly financial report and then reviewed by the Executive Director, Social Services. The Executive Director, Social Services, reviews the budget on a semi-annually basis to ensure that the SCSEP project goal is met for the project year. The NCaA monitors will conduct SCSEP Project evaluation. Any problems noted by NCaA monitors will be remedied by the Project Director, or Executive Director Social Services. Time cards are prepared by the training site supervisor or participant also requiring the supervisor and the participant to sign and mail the time card directly to the SCSEP office at the end of each bi-weekly pay period. The Office Assistant/Secretary overlooks each time card to ensure that the hours indicated is correct. Once all time cards are collected they are copied for the participant's files and sent to the Monroe County Payroll Department. Payroll provides the SCSEP office with a listing of each participant and the amount of hours accrued for sick and vacation leave prior to the end of each pay period. The Project Director is aware of the 1300 maximum hours that a participant is not to exceed in a program year. 4 ':. Senior Community Service Employment Program Dianne Russell Project DirectorP Valerie Weatherford Job Developer/Monitor 5 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ..........1... Shjrlc.y F,.u~ Mayo.. Oi. f'Mct 3 ExT. J4JQ .... ...1..._..... , Nar"Q A.. Willia"" I L CO",",d""'cr Oi.met' .. ex. 6000 ---- ..1.. Jamc.s T. J.4cndridc County ,Af'l"I)n,cy ex.. 3470 ..1 Wllhclmirla &. HQl""W:Y Commluioner Oistl'"ict' 1 , ex.. 340010 '-.--,-- ...............L._................._. ,[amu L.. Aobcr-r. County A.cministr"llt'ar ex.. .....1 ......L...._ &lorgcNoeugcf'T Mayor PI"'G Tc.m Oi.1'I'iCf Z ex.. "12 ................._...........J.. 'I MQri(:r. RoO.eft I L...~:u;::'Y ~. '1&1 __. I ! VeteraN .A.fffan A.irport Scnoicu UppU' ICcys Trauma Cha.riu t"9"'Gham Peft,. Hor1'oIt I(arl .5GN McDonold ~~a~ ~~a~ I ~"~ l..___.~...:..::::._____ i ex. 351S L. 4'1-~~~___...._. .----.--=:..~~~=-___L______. __._..._...__.L____....._..___ Solid Watc Management Public $Qfcty I' Conwnun.ty Scr-w'C:U 1 Division Oiwion C)t'otUiCM Ctartc LAke J'omes A. PllI"'GS I .TGIM.s Mo.lloch ex.. 4332 ex.. 6002 ex.. 4'~ .....-...--...-.-L..-..-...---l M::~:U:~:ca> I' ex.. .....1 H....;;-.t~~.----, I I-'-Ottl... ~~~;;:.~;--i ShciIG Boril:c.. I I: Budget j ex.. +46Z . Ioh" eo.--te... i. ex.. 44&2 ' .._.__.._........._.____. 1._.._ _.__........__.__.___...... PersonMI I T cresCI Agutar I , ex.. 4455 I _....._......____1 Woti(CI'S ~ Nancy Cohen ex.. _ ~0I.4t INuroncx. l..cah Marquess ex.. ....... R;.k ~:;~~~-~-l Wayne Robcr1"lon i ex.. 4454 I Infof"Tnatfon Systems: I Ken PU"l"')'mM ._~:_ '110 __.J ,;,...,.. O. U<ryd ex.. 4474 ~cyding Opct"GHonl ex.. 443Z I_________..J I I Solid Wu'h; ex.. 4432 To reach the Monroe County switchboard dial: 294-4641 from Key West 743-<1079 from Marathon 852.1469 from Plantation Key Budget I Jutnjfao Hill I L...__..~:~...__.l f-"'--'-':~~''''- Usa OtCl"'l"'"f ex.. 4466 ~_.__._-_._~..__._-~ Pire Marshal :roc London ex.. 6010 ---...------.-. i CofM'lftieahons ' I No"" LaggcfT I ex.. 603' , I I , I PI,.. Rescue Ross WIllman ex.. 60SS Emergency Mc&nagcmcnr Billy Wagner ex.. 6018 i Emergency Mcdic:Qj Services! , Tcl"'f:SG Gorentz : ex.. 6004 6 ~-~-~~;;--_...__. L.oui. 1.4 fa".. lex.. "73 ---.------: I--e:...~~:go~...-.-~ I ex.. 4!50:! I Ubf"aty Sc,..,.cu I Nonna Kula I ex.. 3%12 I ......... ..L...__.. Mary ICCIY RJc~ ComrnilsiOftcI" Ois"iCT , ex.. 7l~ ..........._......_......L_....... L'f"lda St\lQrI' Tow-is' Ocv. Council ottiC& Manager ex.. 3'23 ......l..._.._ ~blic Works CiYision Den' PlcrOl ex.. 4'60 Facilities N.Qi"ftnGllC8 Carlos Z4ra..,.. ex.. 4549 Pleet MGftGgemcnt Ao'l Sanchez ex.. 3'TZ J i llDods & Bridges .1oe McdcUllon ex.. 6014 Engil'\oecri"9 L I)Qw Koppel ex.. 44Z7 1.........................-..................-....,.. . CO""t. MQl'togcmcflf : , St.... PiozZll ! ex.. 4,ZS '--.-- ._.....1 ~owf1t Manogmcn... Oivisiott Tim Md;arry ex.. 2'19 BYilding VACANT ex.. 2'74 r----;;;,:,:;.~--..-- I En....roNM~ RaOll'CU Morlene Conaway ex.. 2'23 r----....---.-....-...--.. I Code Enfol"CCmcnt ! Tom $mmons ex.. 4497 Morine Resources 6ccrrgc Gorl'"crt L,:=~:~ . lJ-' Marine P,.ltJcc:ts leim McGee ex.. 4'11 SECTION ilr - PROJECT OPERATIONAL PROCEDURES Recruitment and Selection of Participants Recruitment of participants is handled by several ways. .... Continuing to work with the different agencies that are in touch with older Americans through out Monroe County. Generating referrals from agencies like Monroe County Welfare, Monroe County In home Services, Monroe County Nutrition, Monroe County Transportation, Vocational Rehabilitation, Job Services of Florida, Florida Department of Children and Families, Social Security and other agencies. Distribution of flyers and posters in areas that the older American's frequent like shopping plazas, the AARP Senior Centers, doctor's offices, and public assistance offices. The SCSEP program office currently advertises for free in local newspapers, public service announcements of local radio stations, through joint mailings within the Monroe County Social Services Department, and regular announcements on the Monroe County Public Access Television Cable Station. By recruiting successfully, the SCSEP program office will be able to maintain applicants necessary to meet the number of slots assigned as well as keeping a wide spread of applicants who are disabled and have the greatest economic need. The SCSEP program office also maintains a waiting list, as positions become available due to unsubsidized placements, termination's due to health or other factors the sources to fill the position is readily available_ Persons on the SCSEP waiting list are reviewed for those individuals who are most financially needy, 60 7 years of age or older persons seeking re-enrollment following termination of an unsubsidized placement through no fault of their own or due to health reasons. ,. There are three bases for determining eligibility initial enrollment, re-enrollment and re- certification. At the time of initial enrollment or re- enrollment an applicant must be 55 years of age or older, their income must not exceed the 125 percent of the poverty level, they must reside within the state of Florida and the applicant must prove that they are eligible to work by completing the (INS) Form I-9. Re-certification occurs annually for participants currently enrolled on the program. At which time, specified documents are updated as well as determining income eligibility. The Project Director conducts as well as reviews any and all paper work submitted for the initial enrollment, re-enrollment and re- certification. The Job Developer/Monitor and/or the Project Director is responsible for the initial enrollment and re-enrollment packets with the applicant, but the individual is deemed eligible upon review by the Project Director after the application and all required forms are examined and the Project Director has spoken with the applicant directly. The Project Director will handle re-certification unless the Job Developer/Monitor is able to complete the re-certification in a timelier manor. All packets are initially reviewed by the Project Director for accuracy and completeness as well as a final review by the Executive Director, Social Services. Continued Eligibility for Enrollment in SCSEP All current participants are re-certified annually. The responsibility falls upon the Project Director unless the Job Developer/Monitor can complete the re-certification in a timelier 8 manor. The participant is given 30 days notice prior to the re-certification date. The interviewer will conduct a face to face interview with the participant, have them fill out .... the Participant's Confidential Income Statement and attach supporting documentation, make sure that the participant has the required (INS) Form I-9 in their participant file, and complete the MIS generated re-certification form and place in the participants file. If the participant's income is above the 125 percent poverty level, the Project Director will give the participant written notice of termination from the SCSEP project and proceed to terminate within thirty days from the date of the notice. A copy will be sent to the NCOA Program Operations Manager. Physical Assessments Physical Assessments are offered to the applicant upon initial enrollment, re-enrollment and again offered annually to the participant upon re-certification. The participant is given the opportunity for the physical assessment at the time of initial enrollment with the option to waive the physical assessment due to the fact that they are already under the care of their own physician. The participants are reassured that the physical assessment is a fringe benefit utilized to help participants uncover health problems that would otherwise go undetected without the physical assessment. At the interview participants cannot be asked about disabilities or limitations. Only after the participant has been determined eligible and offered a position within the program can issues of health be discussed for the sole reason of finding a training site suitable for their needs. 9 Orientation The Project Director and/or Job Developer/Monitor for which the participant is ..... compensated conduct orientation for the participant within working hours. The orientation should provide the participant with necessary information about their responsibilities while training in the assigned training site. The participant handbook outlines and explains the full scope and goals of the program. Orientation consists of the following for the participant as well as the training site: · General Information - History and structure of the NCOA and its relationship to the Department of Labor, the goals of SCSEP project, SCSEP policies and procedures and grievance procedures. · Working Hours and Wages - hours of work, pay periods and time card preparation, 1300 hour limitation, leave with out pay, vacation and sick leave, volunteer hours. · Fringe Benefits - Workers Compensation and training · Written Materials Provided - Enrollment Agreement, Training Assignment Description, Personnel Policies/Grievance Procedures, Prohibited political activities, and handbook. · Training site responsibilities - unsubsidized placement and job search assistance, training and advancement opportunities, workplace health and safety, liability insurance, transportation nondiscriminatory treatment, supportive services, nepotism, maintenance of effort SCSEP meetings. · Enrollment Responsibilities - enrollment agreement, job search, individual development plan, training site transfers re-certification and annual physical, training seminars and 10 sesEP meetings work standards, safe work practices political/religious activities, drug and alcohol policy and annual physical. 'Il. The participant and the training site must sign the orientation checklist that includes information as indicated above. A follow up orientation is conducted after the first quarter is completed with the participant providing more information regarding the SesEP program, explanation of the relationship of the SeSEP program and how it relates to the NeOA and the Department of Labor, and answer any questions the participant may have that have come up after the first quarter of training. Participant Development The Project Director and/or the Job Developer/Monitor within three months will sit down with the participant and will discuss their skills, what types of work the participant is interested in and the knowledge and skills necessary obtain the type of job they want to acquire. The Assessment forms may also be filled out at the time of the initial enrollment. Assessment is a continual responsibility of SeSEP and will be updated on an annual basis, however updates can be conducted on a monthly or quarterly basis. The completed assessment forms are filed in the participant file. The assessment process is the beginning of the development of the Individual Development Plan that is used to outline the steps a participant must take in order to achieve their employment goals. The Individual Development Plan (IDP) like the assessment is developed with the participant within two months of enrollment. The IDP is a joint effort between the SeSEP program, the participant and the training site to help the participant to obtain skills 11 necessary to find unsubsidized employment. An IDP form is completed by the interviewer and the participant specifying what the participant needs, the resources they need, a time It frame of meeting the activity and a time frame to be reviewed by the SCSEP office. The IDP outlines a goal for the participant to achieve with a date of completion and whether or not assistance will be needed from the SCSEP office to obtain this goal. The participant and the interviewer then sign the IDP form with a copy given to the participant and the original filed in the participant's file. SCSEP staff would decide whether the supervisor is to be notified. The Individual Development Plan will be reviewed at least twice a year reviewing the participants advancement towards achieving their goals, whether or not they are ready for unsubsidized placement, and if the IDP needs to be updated due to changes incurred at their training site. While developing the IDP it may be found that the participant is in need of training as well as work experience. There is free computer training available through WIA training sites. The participant would split their hours to accommodate training and work experience at the same time, not to exceed the 1300-hour guideline. The SCSEP program already has a large pool of training sites, but is always open to new training sites. Special training will be looked into there is no special training available at this time. Subsidized Training and Work Experience During the initial enrollment, orientation and assessment the Project Director and/or the Job Developer/Monitor are developing an idea of what available training sites would meet the needs of the participant. Once discussed with the participant, an interview is set up 12 between the participant and the supervisor of the training site. The Project Director and/or Job Developer/Monitor contacts the training site supervisor to see how the interview went. A successful interview would begin preparation of the nece~sary documents to place the participant at the training site. A physical would be set up unless waived by the participant, once complete the participant reports to the training site to begin orientation of the training site. An interview involving indications by the participant that the training site might not have been a good match would have resulted in locating a different training site for the participant. Within the first two months of the participant receiving training, the Project Director and/or Job Developer/Monitor, after coordinating with the training site supervisor and participant, would begin developing the Individual Development Plan. Once the IDP is completed and the participant and interviewer have signed the original is placed into the participant file, a copy is given to the participant and based upon the situation the supervisor mayor may not review the IDP. The Individual Development Plan is then reviewed and updated at least twice a year. The training sites develop the training/work experience descriptions. They generally remain the same and are updated as deemed necessary. The work schedule is set up between the training site and participant. The Project Director and lor the Job Developer/Monitor evaluates the training site making sure that the site is complying with the maintenance of agreement. At least once a year a Participant Evaluation and Supervisor Evaluation is completed for every participant. The Project Director and/or the Job Developer visits each participant and gives them and their supervisor the evaluation forms to complete_ The forms are 13 collected and reviewed by the Project Director and placed in the participant's file. The participant evaluation along with a comparison of the Individual Development Plan is used .... to see if the training site is meeting the needs of the participant. At which time the Project Director and/or Job Developer/Monitor identifies whether or not the participant can increase their ability to gain unsubsidized placement by transferring to another training site to increase their skills. Once the transfer is deemed in the best interest of the participant, a transfer is implemented by notifying the participant in writing thirty days prior to the transfer. Training Site Development and Monitoring The types of training sites utilized by the SCSEP program are Federal, State and local public agencies as well as non-profit organizations. The non-profit organizations must be recognized by the Internal Revenue Service as meeting the requirements of 501@(3) of the Internal Revenue Code of 1986 that exempts the organization from taxation. They can not be a political party and do not occupy a facility that is used for sectarian religious worship. The training site must comply with the Maintenance of Effort Requirements of the SCSEP program under the Department of Labor. They cannot displace current employees and/or employ a participant in the place of an employee that is currently on lay- off. The training site must sign the Training Assignment Description stating that the position is new or expanded and is not in violation of the Maintenance of Effort Agreement. Training site monitoring is conducted quarterly by the Project Director and/or the Job Developer/Monitor. The monitor shall look at the participant's current 14 duties in comparison to the training assignment description. Determine whether or not proper supervision is being conducted. Review the progress that has been made in relation ... to the IDP. Review the training received and identify any additional training needs, review participant safety, see if the participant is in need of supportive services, identify any new issues or concerns that the supervisor or participant may have since the last monitoring visit. Special Training Initiatives Training Prior to Subsidized Placement There is computer and inter-net access training at no cost to the SCSEP program given by the local WIA On-stop Center. Training and Education After Subsidized Placement Of course the computer and inter-net access training will be available anytime the participant indicates interest in the training. Participant/Supervisor meetings will be conducted on an annual basis that will incorporate training time as well as time for supervisors and participants to discuss related topics. The Monroe County Personnel Department has various training videos available for viewing and discussion. As does the Monroe County Safety Department. The quarterly monitoring visits will bring to light what areas of training that the participants are interested in receiving. Supportive Services The SCSEP program shall be sensitive to the needs of the participants whether it be the Project Director and/or the Job Developer/Monitor. The participant may need counseling 15 for the training site assignment and finding adequate unsubsidized employment. There may be health issues the participant is concerned with, income matters, medicaid or medicare. The participant may be in need of clothing, hygiene products, eyeglasse; that can be taken care of through agencies within Monroe County. The participants may express need for these items by calling the SCSEP office, indicating to staff on training site visits or supervisor contacting the SCSEP office with concerns about the participant. Agencies that could assist in situations of need are Monroe County Welfare Program, Salvation Army, Lion's Eye Clinic, social service agencies, etc. Once aware of the needs of the participant and the needs have been taken care of the SCSEP staff will initiate a follow up visit or call to see how the participant is getting along. A II supportive services will be noted in the participant's file. At the time of re-certification if a participant is deemed ineligible based on their income being above the 125 percent poverty level, the participant will be given written notice of termination and will be terminated 30 days from the date of notice. SCSEP staff shall refer the participant to Job Services of Florida and do whatever possible to help the participant find suitable employment. If an applicant was deemed ineligible due to income SCSEP staff would refer the applicant to Job Services of Florida, Vocational Rehabilitation, One Stop Shops and other agencies that could assist the applicants other needs. 16 Participant Transportation The SCSEP program nor training site does not provide transportation. There is paratransit transportation available through Monroe County Transportation for ~II of Monroe County at a cost of $.50 per trip. The city of Key West has a fixed route system available for approximately $.75 per trip. The middle and upper keys do not have a fixed route system available to participants, other than Monroe County Transportation participants must rely upon taxi's, personal car, or shared rides. The only time the SCSEP project would provide transportation is when annual training sessions are occurring. The SCSEP program office provides travel reimbursement for administrative staff only for the purpose of monitoring worksites, monitoring the progress of participants, attending training session and when the Project Director deems travel necessary. The reimbursement cost is $.29 cent to the mile. Monroe County Risk Management provides liability insurance. Unsubsidized Employment Placement and Follow-Up The process of evaluating, assessing, monitoring and development of the IDP aides in assisting the SCSEP staff and the participant in deciding when the participant is ready to find unsubsidized employment. The SCSEP Project Director and/or Job Developer/Monitor are constantly looking for possible job opportunities for the participants. Valuable resources are the present training sites the participant occupies, Monroe County job postings, the classifieds from local newspapers, registration with the Job Services of Florida, TV job line and other sources. After the participant is placed 17 into unsubsidized employment the Project Director and/or Job Developer/Monitor shall contact the participant to see how things are going, see if there are any potential ... problems that- can be resolved. Speak with the participant's supervisor identify whether or not the participant and supervisor are satisfied with the placement. Offer counseling to avoid the participant leaving the job or being fired. The Project Director and/or Job Developer/Monitor will contact the participant at least once a month for approximately three months to maintain contact and check the progress the participant is making. SCSEP Participant Guidelines/Handbook, Including Due Process for Adverse Action The average participant hourly rate is $5.15 per hour. Required participant fringe . benefits include physical assessments and workers compensation. The average cost of a physical assessment is $30.00 per participant. The rate of workers compensation as noted in Exhibit A is as follows: Code Position Salary Rate Number of Cost Positions 8742 Job Developer $ 7,280 1.10 1 $ 67.27 8810 Clerical $ 5,356 0.59 13 $ 345.08 8810 Library Clerk $ 5,356 0.59 3 $ 79.63 8742 Program Aide $ 5,356 1.10 3 $ 148.4 7 8742 Nutrition Aide $ 5,356 1.10 2 $ 98.98 8742 Teacher's Aide $ 5.356 1.10 2 $ 98.98 Total Participant Workers Compensation Charge $ 838.40 9410 SCSEP Director $ 44,075 16.66 1 $ 6,168.08 Figures Provided by Employee Benefits Section. Workers Compensation: The rate :times each hundred dollars of salary minus 84% of the total times the number of positions. Allowable Fringe Benefits include paid annual leave, paid sick leave, and paid holidays. These allowable benefits are paid to the participant as needed at $5.15 per hour. All .. above information is provided to the participant in the SeSEP Participant Handbook. Training Site Supervisory judgment plays an important role in disciplinary action for a participant. As outlined in the SeSEP Participant Handbook, disciplinary action can be handled in one of four ways. The first is verbal warning by the training site supervisor. The training site supervisor verbally warns the participant of the offense and notifies the seSEP Program Director in writing. A reprimand is issued by the trainee's supervisor in writing signed off by the SesEP Program Director in concurrence with the training site supervisor. The trainee a copy given to them and a copy placed in the participant's file signs the reprimand. Two reprimands received by the participant within a twelve-month period places the participant on probation. A third reprimand within a twelve-month period is cause for termination. Reprimands remain in effect for twelve months at which time the reprimand is destroyed. Participants may appeal the reprimands to the Executive Director of Social Services unless three instances occur at which time the participant must follow the grievance procedure. The training site supervisor may initiate Disciplinary Probation with the approval of the SeSEP Program Director's approval. The probation must be in writing outlining the reason for the participant being placed on probation, and actions that must be met in order to be removed from probation. The participant shall sign, be given a copy and a copy retained in the participant's file. Probation can not exceed ninety days. The participant must be informed in writing after ninety days have expired 19 that probation has been removed. Any two probations within a twelve-month period or any three probation's within a twenty-four month period can result in termination of the << participant from the program. Any record of probation remains in the participant's file for twenty-four months after which it is destroyed_ The participant may appeal to the Executive Director of Social Services when a termination results. The SCSEP Project Director may terminate for misconduct as a disciplinary measure with authorization from NCaA. The participant may follow the procedures outlined in the Grievance Policy in the SCSEP Handbook. The Grievance Procedure is outlined in the SCSEP Participant Handbook, which is given to the participant upon enrolling into the SCSEP program the participant is encouraged to read the policy and ask question if necessary. Political Activities is also outlined in the Participant Handbook and discussed at the time of enrollment. . Interagency Cooperation and Coordination Throughout Monroe County there are various agencies available for training centers. Within the next program year the Project Director will develop working relationships with these agencies. There is One Stop Centers located throughout the Lower, Middle and Upper keys, including such agencies as Vocational Rehabilitation, Job Services of Florida, Blind Services, Florida Keys Employment and Training Centers. The SCSEP Program plans to develop relationships with Florida Keys Community College and the Adult Education program provided through the Monroe County School Board. To assist with other needs of the older Americans relationships will be established by the Project Director with 20 agencies like the Lyons Eye Clinic, Easter Seals Society, Children and Families, and the Social Security Office. One Stop Career Center System As indicated above the Project Director will develop new relationships with the Florida Keys Employment and Training Centers throughout Monroe County. The Project Director plans to personally visit each location to get a better understanding of what services are available to the older Americans and the procedures that need to be followed to get the participants involved. Program Reporting The Project Director will handle the inputting of participant information, changes, transfers and termination's. She will also maintains any and all necessary NCaA forms such as Participant Data Forms, Termination Forms, Training Site/Employer Forms, listings of current participants and unsubsidized placements. The Project Director is responsible for the Quarterly Narrative Report composition and submittal to NCaA. The Project Director will review all information prior transmittal to the NCaA. .. 21 r- '- o <l.) CD ~ c... C"l o o C"l I o o C"l .... ~ <l.) >- E ~ .... 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Q .....~ ~ .s .~ CI'l 8=: 0... C':l CI'l c.o c:: ..... <l) <l) E ;>, ~ C':l CI) V'I \C r-- - ..... '- o ..... \J "'l "" ~ Cf ......, <";l ......, o " E ~ ~ .. \J ~ o ::Jl o d: 00 o o <'l 0\ NlIf'--l C_.I _ f'- A,..... I~. Wri'twoc. O"...I~flf Or........ Se",- C_,.., s..'"'"c. e......,......flT '1"'lIIiJ""G'" ~ V... looo.Zool EXHIBIT C: Administrative and Operational Offices Page J. of-1. SUBGRANT AGREEMENT Administrative and Operational Offices" '" SUBGRANTEE Monroe County Board of County Commissioners SUBGRANT PERIOD SUBSPONSOR 10 # July 1, 2001 - June 30, 2002 -12 LOCATION (Include complete name and address) Monroe County SCSEP Social Services 5100 College Road Public Service Building, Wing III, Room 321 Key West, Florida 33040 TYPE OF OFFICE (CHECK ALL THAT APPLY) [ X J Administrative [ X ] Operations [ ] Subcontractor Monroe County Social Services 490 63rd Street, Ocean Government Center Annex Marathon, Florida 33050 [ X J Administrative [ X J Operations [ ] Subcontractor Monroe County Social Services 88820 Overseas Highway, Annex Tavernier, Florida 33070 [ J Subcontractor [ X ] Administrative [ X J Operations [ J Subcontractor Ive [ J Operations . Do not include community-based training sites that ONLY host work experience participants or serve as training sites for Section S02e activities. 2001 Subgrant Agreement 03-23-01 25 of 26