1st Modification 08/19/2009
DANNY.L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DA TE:
August 27, 2009
TO:
Sheryl Graham, Director
Social Services Division
A TTN:
Kim Wilkes, Sr. Grants Coordinator
Social Services Division
Pamela G. Hanc~
FROM:
At the August 19, 2009, Board of County Commissioner's meeting, the Board granted
approval of Modification # 1 to the Low Income Home Energy Assistance Program (LIHEAP)
Federally Funded Sub Grant Agreement Number 09EA-7K-II-54-01-019 between Monroe
County Board of County Commissioners (Community Services/Social Services) and the State of
Florida, Department of Community Affairs for the provision of funds to pay electric bills for low
income clients.
Enclosed are four duplicate originals of the above-mentioned, executed on behalf of
Monroe County, for your handling. Please be sure to return the fully executed "Monroe County
Clerk's Office Original" and the "Monroe County Finance Department's Original" as soon as
possible. Should you have any questions please do not hesitate to contact this office.
cc: County- Attorney
Financc~ WiD document
File ./
MOD # OOJJ
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MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
Monroe County Board of County Commissioners
This Modification is made and entered into by and between the State of Florida,
Department of Community Mfairs, ("Department"), and Monroe County Board of County
Commissioners the ("Recipient") to modify DCA Contract Number 09EA-7K-II-54-01-019
("Agreemerlt").
WHEREAS, the Department and the Recipient have entered into the Agreement,
pursuant to 'which the Department has provided a grant to the Recipient under the Low-Income
Home Ener!~y Assistance Program (LIHEAP) of $342..302 and
WHEREAS, the Department and the Recipient desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows:
1. Paragraph (17)(a) Funding/Consideration is hereby modified to read as follows:
(17) FUNDING/CONSIDERATION
(a) This is a cost-reimbursement Agreement. The Recipient shall be reimbursed
for costs incurred in the satisfactory performance of work hereunder in an amount
not to exceed $370.287, subject to the availability of funds and appropriate budget
authority.
This revised contract amount includes:
A. $342,302 Current FY 2009-2010 LIHEAP Agreement allocation
B. +$ 27..985 Base Increase (August 2009)
C. $370,287 Total LIHEAP Allocation
2. Attachment I, Recipient Information, is hereby deleted in its entirety and replaced
with Amended Attachment I, if applicable.
3. Attachment J, Budget Summary and Workplan, is hereby deleted in its entirety and
replaced with Amended Attachment J.
4. Attachment K, Budget Detail, is hereby deleted in its entirety and replaced with
~t\mended Attachment K.
5. Attachment L, Multi-County Fund Distribution, is hereby deleted in its entirety and
replaced with Amended Attachment L, if applicable.
6. All provisions of the Agreement being modified and any attachments thereto in
conflict with this Modification shall be and are hereby changed to conform with this
Modification, effective as of the date of the last execution of this Modification by
both parties.
7. All provisions not in conflict with this Modification remain in full force and effect,
and are to be performed at the level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates
set out herlein.
STATE OF FLORIDA
DEPARTMENT OF CO
BY:
George RI. Neugent, Mayor
Janice
Divisi
De
Date
Date:
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LIHEAP
ATTACHMENT I -- RECIPIENT INFORMATION
FEDERAL YEAR: ---2L CONTRACT PERIOD: Date of Signing to March 31.. 2010
r
DATE RECEIVED:
DCA CONSULT ANT:
-....
FOR DCA USE ONLY
REVISION(S) RECEIVED:
"
I
I
...J
RECIPIENT CATEGORY:
{ } Non-Profit { X} Local Government { } State Agency
I.
II.
COUNTIES TO BE SERVED WITH THESE FUNDS:
Monroe
III. GENERAL ADMINISTRATIVE INFORMATION
a. IRecipient: _Monroe County Board of County Commissioners
b. IExecutive Director or Chief Administrator:_Sheryl Graham
c. IRecipient Address: _1100 Simonton Street
~:;ity: _Key West , FL Zip Code: _33040
-Telephone: (305) _292-4510 Fax: (305) _292-4417
~:;ounty: _Monroe_ E-mail Address: _graham-sheryl@monroecounty-fl.gov_
d. l\I1ailing Address (if different from above):
, FL Zip Code:
e. ~:;hief Elected Official (Local Governments) or PresidenVChairman (for corporations):
l\Jame:_ George Neugent
-Title: _Mayor
l-tome or business address and telephone number other than Recipient's address:
_ 25 Ships Way, Big Pine Key
__ _, FL Zip Code: _33043_ Telephone ( 305 )_292-4512
f. ()fficial to Receive State Warrant: Name: _Danny Kolhage
-Title: _Clerk of Court
Mailing Address: _500 Whitehead Street
Key West , FL Zip Code: _33040_
g. IRecipient Contacts:
(1) Program: Name _Sheryl Graham_ Title: Social Services Director
Mailing Address: _1100 Simonton Street_1-196
_Key West , FL Zip Code: _33040
Telephone: (305) _292-4592_ Fax: (305) _305-295-4361_
Cell: ( )_-Mail Address: graham-sheryl@monroecounty-fl.gov
(2) Fiscal: Name _Danny Kolhage_ Title _Clerk of Court
Mailing Address: _500 Whitehead Street
_Key West , FL Zip Code: _33040
Telephone: (305) _292-3560 Fax: (305) _295-3660
Cell: ( ) E-Mail Address:dkolhage@monroe-clerk.com
h. lPerson(s) authorized to sign reports: Sheryl Graham; Kim Wilkes; Marlene Steckley
IV.
AUDIT
Recipient Fiscal Year: _October
to _September_
Audit is due nine (9) months from the end of the recipient's fiscal year: _June
41
•
LIHEAP
AMENDED ATTACHMENT J
BUDGET SUMMARY and WORKPLAN
Recipient: Monroe County Board of County Commissioners Contract: 09EA-7K-011-54-01-019
I. BUDGET SUMMARY
A. B. C. t D. E.
Last Approved Adjustments to Increase TOTAL
• LIHEAP FUNDS ONLY Budget Approved Budget in Base Modified
Amount (Optional) Allocation Budget
B+C+D
1 TOTAL FUNDS (No Leveraging) 342,302.00 NMI 27,985.00 370,287.00
ADMINISTRATIVE EXPENSES (Cell 2E cannot exceed 8.5%of Cell 1 E)
2 Salaries incl Fringe, Rent,Utilities,Travel,Other 17,043.00 0.00 0.00 17,043.00
OUTREACH EXPENSES (Cell 3E cannot exceed Cell 1 E minus Cell 2E times.15)
3 Salaries incl Fringe, Rent,Utilities.Travel.Other 37,981.00 0.00 0.00 37,981.00
DIRECT CLIENT ASSISTANCE
4 Home Energy Assistansce 130,000.00 0.00 27,985.00 157,985.00
(Cell 4E must be at least 25%of Cell 1 E)
5 Crisis Assistance 150,428.00 0.00 0.00 150,428.00
6 Weather Related/Supply Shortage/Disaster 6,850.00 0.00 0.00 6,850.00
(Cell 6E must be at least 2%of Cell 1E)
7 Subtotal Direct Client Assistance 287,278.00 0.00 27,985.00 315,263.00
(Line 4+Line 5+Line 6)
LEVERAGING FUNDS ONLY
8 Home Energy Assistansce 0.00 0.00 0.00 0.00
9 Crisis Assistance 0.00 0.00 0.00 0.00
10 Subtotal Leveraging Assistance 0.00 0.00 0.00 0.00
(Line 8+Line 9)
11 GRAND TOTALS 342,302.00 0.00 27,985.00 370,287.00
Il. DIRECT CLIENT ASSISTANCE WORKPLAN
Type of Assistance Estimated Households Estimated Cost
Previous 1 Amended per Household
LIHEAP (Direct Client Assistance)
Home Energy 400 607 260.00
Crisis Assistance 515 396 380.00
Weather Relataed/Supply Shortage/Disaster 25 25 274.00
TOTAL 940 1,028
LEVERAGE FUNDS
Home Energy 0.00 0 0.00
Crisis Assistance 0.00 0 0.00
TOTAL 0.00 0.00
Estimated Expenditures equals the Amended Estimated Number of Households times the Estimated Cost Per Househot
Household. The amount must agree with the corresponding line in Column E above.
LIHEAP
ATTACHMENT K
III. ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL (Lines 2-3)
Line Item EXPENDITURE DETAIL LIHEAP FUNDS
Number (Round up line items to dollars. Do not use cents and
decimals in totals)
2. Administrative Expenses: $17,043.00
Salary: Grant Coordinator $8,103.00
11 % LIHEAP, 35% CCE, 4% CCDA, 3% ADI, 3% OA3E, 11 %
C2, 8% Cl, 6% OA3B, 19% General Fund: 237.41 hrs x
$34.13/hr (fully loaded wi fringe) = $8103.00
Travel (Estimated local mileage: 1,000 miles x $445.00
44.5/mile = $445.00)
Other:
1. PhonelPostage $1,524.00
2. Rental/Copy $1,971.00
3. Maintenance Agreement $2,500.00
4. Printing and Binding $1,000.00
5. Office Supplies $1,000.00
6. Operating Supplies $500.00 $8,495.00
Total Administrative Expenses: $17,043.00
3. Total Outreach Expenses: $37 ,980.80
Salary: Part Time Case Manager $37,980.80
100% LIHEAP: (Outreach/IntakelEligibility) 2,080 hrs x
$18.26/hr (no benefits or fringe) = $37,980.80
4. Home Energy Assistance $157,985.00
5. Crisis Assistance $150,428.00
6. Weather Related/Supply Shortage $6,850.00
7. Total Direct Client Assistance $315,263.00
11. Grand Total (Items 2+ 7) $370,287.00
LIHEAP
ATTACHMENT L
MULTI-COUNTY FUND DISTRIBUTION
In the form below, describe how you plan to equitably allocate LIHEAP resources to each of the counties
you serve. This plan must be in part based on the 150% poverty population of each county. Provide
reasoning and numeric justification for distribution plan.
OF AGENCY'S
DIRECT CLIENT
COUNTY 150% POVERTY ALLOCATION ASSISTANCE
POPULATION DOLLARS
ALLOCATED TO THIS
COUNTY
N/A FOR %
MONROE COUNTY %
%o
Total Budgeted Direct Client
Assistance2
If population data other than the 2000 U. S. Census is used, note and explain below.
2 Allocation must be equal to Attachment J, Budget Summary and Workplan, Line 7.
Explain the basis for distribution/calculation used to determine allocation.
46