SCSEP PY 1991 - 1992 •
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SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the National Council on the Aging, Inc. (NCOA), hereinafter referred to
as GRANTEE, and n
(am" of SUBGRANTEE) Mnnrna C:rninty Board of C.nttnty ('nmmi ssi oners
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 (OAA) 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 I SUBGRANTEE
THE NATIONAL COUNCIL ON THE AGING, INC.
600 Maryland Avenue, S.W. Monroe County Commissioners
West Wing 100 C/O Monroe County Dept of Social Servi:es
Washington, D.C. 20024 1315 Whitehead St.
(202) 479 - 1200 Key West, FL 33040
(305 292 - 3515)
SUBGRANT PERIOD July 1, 1991 - June 30, 1992
SUBGRANT NUMBER 99 -1- 0483 -11- 020 -02-12
I FUNDING, SLOT LEVELS, PLACEMENT GOALS I TITLE V S ECT. 502 a TOTAL
I O I
Federal Funds Awarded $198,100 $198,100
DOL Authorized Enrollment Positions 38
38
NCOA Approved Enrollment Positions
38 38
Unsubsidized Placement Goal
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II Method of Payment I foj Cost Reimbursement
[ ] Advance Payments
For official subgrant purposes, the total subgrant agreement consists of this document which details contractual
obligations, any special conditions or changes noted as Article X, a line item budget (Exhibit A), and a
narrative /project workplan (Exhibit B).
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WITNESSETH
/f
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 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 enrollees 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. S ecial Assurances
The project conducted under the Subgrant will:
1) Provide employment only for eligible individuals, except for necessary technical, administrative, and
supervisory personnel, but such personnel shall, to the fullest extent possible, be recruited from among
eligible individuals;
2) Provide employment for eligible individuals in the community in which such individuals reside, or in
nearby communities;
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3) Employ 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 worksites must be
retained on file; '
4) Contribute to the general welfare of the community;
5) Provide employment for eligible individuals.
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 employ or continue to employ 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 listing of job vacancies with the employment agency
operated by any State or political subdivision thereof) 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 conditions of work will be provided and assure that persons employed in
community service jobs 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 employee 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, as well as, assure that the minimum wage and maximum hours
provisions of the Federal Fair Labor Standards Act, as they apply to hospital and education institution
employees of state and local governments are followed;
11) Be established or administered with the advice of persons who are competent in the field of service in
which employment is being provided and who are knowledgeable with regard to the needs of older persons;
12) Authorize pay for necessary transportation costs of eligible individuals which may be 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.
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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 enrollee a written explanation of allowable and unallowable political activities under
Chapter 15 of Title y 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 bears 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
the Job Corps and those programs funded under the authority of the Job Training Partnership Act (JTPA);
18) Make available to each enrollee materials regarding the Age Discrimination in Employment Act. Said
materials are to be provided to the SUBGRANTEE by the GRANTEE, upon receipt of same 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 compliance, as appropriate, with the provisions of Section 89 of the Internal Revenue Code.
21) Assure that the required financial and compliance audits in accordance with the Single Audit Act of 1984
are performed, if applicable. Copies of said audits to be 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 been fully authorized by the SUBGRANTEE to execute this
Subgrant on behalf of the SUBGRANTEE and to validly and legally oind the SUBGRANTEE to all the
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.
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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 may 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.
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 nat he, construed to be a determination of the allowability of any cost under the
subcontract. Individual training courses for enrollees are subject to the provisions of' the NCOA/SCSEP
Procedures Manual regarding approval of enrollee training.
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E. Indemnification
SUBGRANTEE ccivenants 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, of program participants, or caused in whole or in part, by presumed negligence of
officers, agents, or employees 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 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 worksites and work
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.
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(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 signee 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 employee 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.
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 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) 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.
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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, tliat 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 teen 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 further agrees to utilize, on all stationary and correspondence and other appropriate
materials, the NCOA/SCSEP program identification loge provided by the GRANTEE. Said logo identifies
the SUBGRANTEE's SCSEP activities as being funded in whole or in part by the GRANTEE.
D. Compliance with Applicable Laws, Regulatioys and Gu&delines
(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.
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(2) Laws and Regulations Incorporated by Reference
The provisions of the following Acts, and applicable regulations made pursuant to said Acts, and
other lis&d directives, are hereby incorporated by reference.
All changes in said Acts, regulations, and directives are automatically incorporated into this
Subgrant.
a. Title V of the Older Americans Act, as amended.
b. Title V regulations found at 20 CFR Part 674, including subsequent revisions or _
amendments.
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 41 CFR 29 -70 and/or 29 CFR Part 97.
h. NCOA -SCSEP 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).
1. Title IX of the Education Amendments of 1972, as amended.
m. Section 504 of the Rehabilitation Act of 1973, as amended.
n. The Age Discrimination 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.
(3) Enrollee Benefits
The SUBGRANTEE agrees to provide all program enrollees with employee 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 enrollee benefit policies.
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E. Funding Obligations and Payments
That in consideraon 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 41 CFR 29 -70 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 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 required 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.
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.
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Authorized representatives of the GRANTEE shall have access to the books and records maintained by the
Bank with respecf to such Interest- Bearing Bank Account at all reasonable times and for all reasonable
purposes, includi g, 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.
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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 41 CFR 29- 70.205. =�
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.
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. Any modification pursuant to this Clause must be signed by the duly authorized
representative of the GRANTEE, and an authorized agent of the SUBGRANTEE as specified
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 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
Flexibility of cost within the Subgrant budget will be allowed provided that:
(a) The total cost of this Subgrant is 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.
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(3) Other Modifications
Prior approval 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 enrollee 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 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 same, 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.
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J. Subgrant Termination
That the performance of work under the Subgrant may be terminated by the GRANTEE in accordance with
this Clause in whpple 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 teams of this Subgrant or fails to make sufficient progress so as to
endanger performance, the GRANTEE will notify the SUBGRANTEE of such unsatisfactory iT
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.
(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.
13
W. 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 SubgranL 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, financial accounting may be done by an accounting firm approved by
GRANTEE. The Cost shall be deducted monthly from the funds allocated to SUBGRANTEE.
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 the amount of TWENTY -FIVE THOUSAND DOLLARS ($25,000). Advance
written notice of thirty (30) days shall be given to GRANTEE of the intention to cancel such fidelity bond
by SUBGRANTEE.
14
.
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 quarter of the Subgrant
earn d. ,
SUBGRANTEE shall follow the provisions of 41 CFR 29- 70.215 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 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.
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
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 `as 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.
15
F. Audits
As required by Department of Labor regulations (20 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."
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 -110, attachment Fl.
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 -128 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 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 fmal 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.
{
16
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 enrollees.
(2) Tr a_el
The SUBGRANTEE shall provide, prior to the execution of this agreement, a copy of its approved
travel policies. 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.
(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 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 participant's participation in the SCSEP, including
dates of entry and termination, and services provided. All participant, financial 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 enrollees 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.
17
•
C. Advisory Council
SUBGRANTEE sgrees to develop a mechanism for securing the largest and broadest 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, enrollees, 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 within ninety (90) days
after execution of this agreement.
VI. REPORTING REQUIREMENTS
A. Financial Reports
The SUBGRANTEE shall deliver to GRANTEE'S Finance Deparunent, 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
which 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 submiued 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 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.
18
VII. PERFORMANCE
•
A. Performance Standards
The SUBGRANTEE shall have adequate administrative and accounting controls, personnel standards,
evaluation programs find 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 which may involve the unilateral
deobligation of funds.
The SUBGRANTEE will be expected to perform within a plus or minus two percent (2 %) variance of the
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 same shall be reviewed on a monthly basis.
Enrollee services 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 GRANTEE at the termination date or earlier termination
of this Subgrant, or upon request therefor.
19
•
is
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 .c. UBGRANTEE 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 following administrative office(s) and/or subsite(s):
Monroe County Social Services
1315 Whitehead Street
Key West, Florida 33040
Monroe County Social Services
5192 Overseas Highway
Chaplin Building
Marathon, Florida 33050
20
4 }
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.
IN WITNESS WHEREOF, the parties have caused this AGREEMENT to be duly executed by their authorized
representative, this 1.81 -h day of .Tun e , 1991 .
Approved for GRANTEE by: Approved for SUBGRANTEE by:
NAME NAME Wilhelmina Harvey
P / . Ke -- c -4i
TITLE TITLE Mayor /Chairman
C - £/'
SIGNATURE, SIGNA
DATE DATE June 28, 1991 .
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BY LA .—t e .
Dep ' Clerk
APPROVED AS TO FORM
BY uwn ys 0 ice
Dete
21
•
The National Council on the Aging, Inc.
Senior Community Service Employment Program
Subarantee
Name: Monroe County Board of County Commissioners
City & State 1315 Whitehead St., Key West, FL 33040
Budget Period From: July 1, 1991 Through June 30, 1992
FOR NOOA's USE ONLY: Subgrant Number 99 - 0483 - 11 - 020 - 02 - 12
3E7,
• Budget Summary
(Show all dollar figures rounded to the nearest hundred dollars)
A B _D
502e Costs Fed.costs Non- Total
including Federal Costs
502 Costs Costs (B&C1
Enrollee Wages /Fringe Benefits
(EWE)
1) Enrollee Wages 145 inn _n_
2) Enrollee Fringe Benefits 11,700
13 700 -0 -: 133,700
3) Total — EKE' ($ 46 %) 159 4n0 -0_ 159,400
Other Enrollee Costs (OEC)
4) Staff Salaries /Fringe Benefits 31 700 -
5) Enrollee Medical Examinations 31 700
1
6) Enrollee Development =— -�- — 300
7) Enrollee Tr ansportation —_ - 1 1.000
- 0n - . , 8 M 800
8) Miscellaneous
-0- -0
9) Total — OEC ( 31,700 3,100 34,800
Administrative Costs (ADM)
10) Staff Salaries /Fringe Benefits 7,000 17,500 24,500
11) Indirect Costs ' 0- -- 0---__
12) Other -0-
-0-
13) Total — ADM (3.53%) _ 7,000 25.000 32.000
14) GRID TOTAL
198,100 28 1 00 226 200
Please complete if receiving 502 (e) funds:
502 funds from REGULAR Title 1 /Allocation:
$
502 funds in addition to REGULAR Title I/ Allocation: $
Total 502 Allocation (must agree with Column A, line 14): $ -
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H
The National Council on the Aging, Inc.
Senior Community Service Employment Program
Program Year 1991 -92
July 1, 1991 - June 30, 1992
SUBGRANT ALLOCATION
MONROE COUNTY DEPARTMENT OF SOCIAL SERVICES
KEY WEST, FLORIDA
SUBGRANT #: 99 -1- 0483 -11- 020 -02 -12
DOL AUTHORIZED POSITION LEVEL UNSUBSIDIZED PLACEMENT GOAL
TITLE v 38 11 (30% of Authorized)
502(e) 0 0 (80% of Authorized)
}
AUTHORIZED BUDGET/FEDERAL SHARE ADMINISTRATIVE COST CEILING
TITLE v $ 198,100 $ 7,000
502(e) 0 * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
TOTAL $ 198,100 * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
OTHER PRIVATE SECTOR INITIATIVES (502e) FUNDS AVAILABLE
ON A NATIONAL BASIS: ' $ 70,300
Attachment - I -2
SENIOR COMMUNITY SERVICE EMPLOYMENT PROJECT
TITLE: SCSEP - Project Director
ACCOUNTABILITY: The Project Director is 'directly responsible to the
Executive Director of the Department of Social Services.
MAJOR FUNCTIONS:
Responsible for managing the local Senior Community Service Employment
Project (a Federally funded work' experience and training
program
income senior citizens) to ensure compliance with Federal regutions;
policies and procedures, as established by DOL, the National Council on
the Aging (National Sponsor), and Monroe County Government.
1. To manage and coordinate the day -to -day administration of the •
SCSEP Program throughout Monroe County.
2. Recruitment and selection of eligible senior citizens with jobs
in all areas of Monroe County.
3. Initial intake, eligibility determination, and completion of all
required NCOA and Monroe County paperwork..
4. Assignment of enrollees to appropriate worksite placement, annual
worksite transfers, job reclassifications, termination, resigna-
tions, leave requests, etc.
5. Worksite monitoring, ensuring enrollees' development and training
goals are met.
•
6. Enrollee development and training activities to promote "job
readiness" and achieve unsubsidized placement goals.
7. Fiscal management including budget preparation, budget spending
reviews, preparation of Monthly Financial Reports, etc.
8. Program reporting including NCOA weekly MIS reports and monthly
and quarterly program reports.
9. To supervise the preparation and to approve all time /attendance
records, travel authorizations, bills, invoices, and other adminis-
trative reports as required.
10. To establish and maintain communication with other job placement
•
agencies, and all other aging program agencies in Monroe County.
11. To provide day -to -day supervision and guidance volunteers, in carrying out the daily activities ooft p r
proo
gram.
•
12. Remain on call 24 hours per day to assist in. disaster
procedures for project clients as deemed necessary by the
Director.
13. Perform related duties as assigned.
•
QUALIFICATIONS•
(a) Must have a B.A. or B.S. Degree in Social Services, Psychology, or
- other related field. 9Y,
(b) Minimum of three years experience in the field of Social Science,
Social Work,-Psychology, or other related field, with at least two years
supervisory experience.
(c) Must have knowledge and experience in grant writing, budget
preparation, bookkeeping,'and empathy in working with the elderly and
disabled individuals.
(d) Must be in good mental and physical health.
(e) Possess a valid driver's license and have access to an automobile.
(f) Once employed, the employee will be required to be trained in CPR, •
First Aid, and Defensive Driving.
Approved by .0 •
• Date /—
•
Department Head
Approved b llir mma ► 1 Date ( 7(5
` sa .nt Cou A• inistrator
APProved ∎ ^
Date jA_ 11 N 90
County Administrator
On
Monroe Count
date, ey.a copy of my job description relating to m
employment to o y my
e
Date Q ' — ld
Employee's Signature =
•
•
Attachment - I -4
JOB DESCRIPTION
TITLlr
Secretary /Computer Operator- SCSEP
ACCOUNTABILITY: The Secretary /Computer Operator is responsible to
the Project Director and the Executive Director. •
MAJOR FUNCTIONS: This is secretarial work of considerable variety
and complexity. It involves communication with
program applicants and participants, the public
and staff, with poise, tact, and courtesy. Work
involves coordinating routine program operations
between the Key West and Marathon office,
maintaining project administration files and
enrollee files, standardization of operations, to
conform with County procedures, operating a
computer /word processor, and knowledge of
. regulations and procedures adhered to by the
project. Work includes a wide variety of
clerical tasks which require the application of
independent judgement and knowledge of laws,
regulations or procedures set by policy.
Until the more difficult phases of the job are
learned, a new employee works under relatively
close supervision, but thereafter detailed
instructions are received only when changes in
procedures are made. Work is reviewed by the
Project Director through observation of
operations, review of correspondence and
. typewritten material and by advise and
assistance on unusual or difficult problems.
•
EXAMPLES OF WORK: (Note: These examples are intended only as
illustrations of the various types in ypes of work
s
The omission of specific l statements of this class.
does not exclude them from the duties
work is similar, related, or a position if the
assignment to the position.)
Answers telephone, keeps office logs, types
routine memorandum, correspondence, records
and other office documents from rough drafts, •
notes, and oral instructions.
•
Receives incoming mail and forwards to the
Project Director or staff. Maintains control •
records on the incoming correspondence and
action document and follows up on work in
process to ensure timely reply or action.
Acts as office receptionist, answers
telephone and maintains phone log, greets,
announces and routes visitors, and
schedules appointments for interviews.
Maintains alphabetical and chronological
files and records of office correspondence,
documents, and reports, and other materials.
Maintains enrollee files, index cards and
files with control coding system.
Maintains tickler system of enrollee annual
recertifications and physicals exams;
semi - annual enrollee evaluations, supervisor
evaluations, and IDP development and progress
review.
Coordinates routine program operations between
the Key West and Marathon branch office.
Compiles and reviews submitted enrollee Time
Cards and Leave Requests for accuracy; obtains
corrections, as necessary; prepares for final
review by Project Director; and processes as
required.
Prepares forms independently, prepares routine
letters for Project Director or staff without
dictation; may take dictation on more complex
letters.
Performs data on IBM System 36- Display Write 36
for and statistical data.
Keeps Project Director's calendar and schedules
appointments; advises staff of important
meetings. Makes travel arrangements for
director.
Performs other related work as required.
MAJOR QUALIFICATIONS: Considerable knowledge of business English
spelling, punctuation, and. arithmetic.
Knowledge of modern office practices and
procedures.
Ability to prepare routine documents and compose
letters and memoranda, make decisions in
accordance with the laws, rules, and regulations
governing the program. Ability o receive
• the public with considerable poise, tact,
patience, and courtesy. Empathy with the elderly
and handicapped. Valid Florida drivers license
preferred.
•
•
•
KNOWLEDGE, ABILITIES Graduation from an accredited high school or
SKILLS: G.E.D. with courses in typing
commercial subjects suppemented years
experience in responsible clerical work;
computer or word processing skills required;
ability to type 40 correct words per minute;
or an equivalent combination of training and
experience. Bilingual preferred.
.Approved by:
Date:
Department Head
Approved by:
Date:
Division Director
•
Approved by:
Date:
County Administrator
As of this date, I have received a copy of my job description relating
to my employment with Monroe County. .
Employee's Signature Date:
•
•
•
•
Attaghment I -5
rtg, I. .
a,� SEN1CR COMMUNITY SEPIVICE PROJECT I ` " "I't Monroe County
,1� •..... 1.14 ...rm..
.1.:A JOB DE ^ IP IO Key West, FL 33040
s:; ....r.....1 ..E 4/22/87 743 -9089
::O ^ : .
ae Count': Social Ser - ;f ces �d tillr
v ..•caa • ::::. , :. ::� Works Monitor /Job Developer
..t TATe 3.35 hr I .. ;aTe.S:ES'IzT
In/ a •u ,�a.a
play , ns -..e l..t •.••..T
I.
' .... .. , •� ••. •_ of r•.• SCSP Office- Marathon
L
ow ,i.• s •IYllw.s . .,• N IN ,rr .Ill c..Y
. nw.a�.,..s Lam .� S... o• ar`,n_est .mm y •�ydu•" wrI
.o•Irn•n. cn •Uf•.nyt1'] rip 7lliE
,-w .CURS rE; .EcC •
• _ • . 2 0
1. C, :.�+LL 03J -.•,,. THE cll:.t ur trig ,..403 V—
This enrollee's duties will be an extension to those of the SCSP Director, to
assist in overall program operations for the Middle & Upper Keys (i.e., intake,
recruitment, public relations, worksite monitoring, and job development).
• I, ksu:ervlsor's signature
, verify tnat talc
-
C= e� .•
.��c 3 now �rn cn r ; .-r.: r:O r!51r o ?none
••
2. 7,;5:.r TO BE PE..F C3:•1ED BY ENROLLEE (Lis: in order
- _ - of i ^�crtcrce)
1. To maintain the SCSP Office in Marathon, to develop and maintain enrollee
files of all contacts, complete all required program forms and correspon-
dence, and maintain all required statistical data.
2. To thoroughly familiarize self with enrollee's skills and assets through
reviewing enrollee files, assessment records, worksite visits, and personal
interviews.
3. To assist in the development of the Individual Development Plan (IDP) for
each enrollee and review said plan every six months thereafter.
4. To assist in the job development for job ready enrollees by making contacts
with.potential employers and making appropriate job referrals.
5. To maintain records of all job development activities and follow -up inform-
• ation after termination.
•5. To assist in public relation efforts to develop all aspects of program
visability.
7. To interview prospective enrollees, complete intake packets, and refer
eligible enrollees to appropriate worksite placements.
8. To dstablish a waiting - list of eligible applicants for the Middle & Uppei::Keys.
9. To monitor each worksite, interview each. enrollee, and worksite supervise -r
each month to ensure enrollee is performing tasks specified on job descrxatlo
enrollee safety and personal development.
ini. JAlLLS :;tE.,ED IF ANY 10. And other related duties ?c
r •` - may oe-requirea.
1. General interest and ability to work with the elderly.
2. Ability to communicate with the enrollees, worksite supervisors, and the public.
3. Organizational Skills. p lic.
4. Willing to accept supervision.
5. General office skills. •
•
CRIc NT.,I ; .,
C.r .4;0 IfJ1l .I:1, 1-0 r^ PRO':ICcO
Orientation and training will (continue on back o>' page, 1f nee
• g l be provided by the Project Director, who will eS
maintain constant communication with this enrollee. A weekly review of all
activities will be scheduled on an on -going basis.
Mary A. Williams SCSP Director '" "" ' _
""' - r - • "ii ldred Seaman
4/22/87 I..l ' • �—. --
CC ?Y CF ;i1I5 FG ?m !:UST 2£ GIVEN TO E \nCLL7
1/24-
MONROE COUNTY
4 . 7
i0 18 24'
•
Q
J
cArr IN .CNG
PERSONNEL POLICIES
AND PROCEDURES MANUAL
REVISED JANUARY 1990
SECTION IV - ANNUAL WORKPLAN
ENCLOSED: Authorized Slots
Placement Goal
Enrollee Training and Education Activiites
Worksite Supervisor Training Activities
Project Staff Training and Development Activities
Community Education and Public Information
Activities
Special Emphasis Areas: (No areas identified)
Corrective Action Areas: (No areas identified)
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