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Item C41BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: February 21, 2001 Bulk Item: Yes X No Division: Community Services Louis LaTorre Department: Social Services/Nutrition AGENDA ITEM WORDING: Approval to submit a grant application for a Community Foundation of the Florida Keys Grant and for the Mayor to execute same. Grant proposal is for an Emergency (Hurricane) and Information Program for Senior Clients of the Monroe County Nutrition Program. The due date for the grant application is February 28, 2001. ITEM BACKGROUND: $5,000 in grant funds are requested to purchase emergency supplies, including portable radios, flashlights, and batteries, for 210 senior clients of the Monroe County Nutrition Program. Items will be distributed with the Nutrition Program meals as part of emergency preparedness/hurricane training provided by Nutrition Program Director, Janice Drewing. PREVIOUS RELEVANT BOCC ACTION: None STAFF RECOMMENDATION: Approval TOTAL COST: $5,000.00 COST TO COUNTY: $0.00 BUDGETED: Yes No X REVENUE PRODUCING: YES _X_ NO _ AMT. PER MONTH N/A APPROVED BY: County Atty. N/A OMB/YcfrcR�sing N/A ,RisJ,Manageme N/A DIVISION DIRECTOR APPROVAL: DOCUMENTATION: DISPOSITION: Included J To Follow: _ _ Not Required: _ Agenda Item #: 1 � THOUGHTFUL INVESTING IN OUR COMMUNITY Grant Information The Community Foundation of the Florida Keys is issuing this request for proposal for grants of S 1,000 to S3,000 in the following fields: social services, education, environment and arts and culture. The Foundation is particularly interested in assist- ing- special. protects, Special _needs on' e`:ram:lon cf existing programs. Support of annual operating expenses will be considered if the need is urgent. All applicants must qualify as exempt organizations under the Internal Revenue Service 501(c)(3) status or be sponsored by such organization or qualify as governmental or educational entities. • Social Services Organizations and programs related to human serv- ices in the areas of children, youth, senior citizen, disadvantaged populations, etc.; community improvements; public safety; economic develop- ment; housing; citizen involvement; civic leadership training; and other community activities. • Education Organizations and programs in preschool, elemen- tary, and secondary education; post -secondary edu- cai.ion; special c luCauon proSianis aad scholarship programs. • Environment Organizations and programs targeting protection and conservation of Monroe County's unique envi- ronment; education and awareness; and research and study. • Arts and Culture Organizations and programs involving visual arts, performing arts, as well as appreciation, training, and preservation. Request for Proposal Grant Application Procedures 1. Completed applications should be postmarked no later than February 28, 2001 and sent to: Community Foundation of the Florida Keys, P.O. Box 0162, Key West, Florida 33041. applicants will be notified in writing by mid -May of the result of their application. 2. A completed application will consist of four copies of the following: a. Completed General Information(form provided) b. A grant proposal covering the following areas, not to exceed two double-spaced type written pages: I. Project Description and Need: describe the project and the specific problems and/or opportunities in your community it is trying to address. 2. Project Impact: describe the impact on your community your project is intended to have. 3. Organizational Capacity: describe the resources your organization has to complete c.ie proposed project. 4. Optional: describe important aspects of your project that may not be covered in any of the categories above. c. A detailed budget for proposed project. d. Current year's operating budget. e. Copy of 501(c)(3) tax exempt ruling from Internal Revenue Service or other documentation that appli- cant falls into the category of organization described in Grant Information. CMission Statement The Community Foundation of the Florida Keys is one of more than 600 Community Foundations in the U.S. What was started quietly by a banker in Cleveland some 80 years ago has today become the fastest growing sector of philanthropy, with com- bined assets of more than S40 billion in the U.S. alone. The Community Foundation of the Florida Keys is a charitable community trust formally organized as a r_onprofit in AZay of 1996 ro serve the needs of the people of the Keys. Its purpose is to link communi- ty resources to community need --to link benefactors to the nonprofit services of our community in new and useful ways. The Foundation accomplishes this by building a pool of contributed funds and charita- ble gifts, investing them, and distributing the income to nonprofit organizations working to sup- port and enhance all that is good about Key West and the Florida Keys. In acting as a partner both to benefactors and our community's nonprofit services, the Foundation is -- in the truest sense --a partner to every resident of the Keys. A vital fact about the Community Foundation is that it is here for good. The Foundation is as permanent as th; Kcys themselves. A f:nd estabLshed ith the Foundation will be carried on in accordance with the donor's intention for endless generations to come. If an unforeseen development arises --a bene- ficiary organization closes its doors, for example, or an originally pressing health or environmental prob- lem is resolved --the Foundation and its Board of Directors have the legal ability to find another ben- eficiary or another philanthropic target most closely matching the original intent of the fund. Funds established with the Foundation receive the maximum charitable tax deductions allowed by law. The Foundation is a public charity, incorporated under the laws of the State of Florida and recog- nized by the U.S. Internal Revenue Service as a 501(c)3 charity. Its investments and investment poli- cies are overseen by a committee of our Board, and are managed by institutional investment professionals. THOUGHTFUL INVESTING IN OUF1 COMMUNITY A . GRANT APPLICATION: GENERAL INFORMATION Name of Organization: MONROE COUNTY NUTRITION PROGRAM / SOCIAL SERVICES Street address: 5100 COLLEGE ROAD — II City: KEY WEST State: FL Zip: 33040 County: MONROE Contact person: JANICE DREWING NUTRITION PROGRAM DIRECTOR Title: Telep:�;,re number: Day: (305) 292-452 E:-ening: L30,) Other: LaOI 1 aD4-Raa2 IRS exempt status (under which section): GOVERNMENT AGENCY (CELLULAR) Federal I.D. number: 596000749 Date Organized: _ 1823 - Requested grant amount: $ 51000.00 Area: Social Services: Environment: Education: �m and Cultural: _ Brief description of history and mission of applying organization: THE NUTRITION PROGRAb ELDERLY WAS ORIGINALLY ESTABLISHED IN 1973 UNDER TITLE VII OF THE FOR T AMERICAN'S ACT. THE PURPOSE OF THE PROGRAM WITHIN THE COUNTY TO PEOPLE OVER 60 YEARS OF AGE. E OLDER ADMINISTERED THROUGH THE ALLIANCE FOR AGING OF DADEC&RMONROEUCDING IS LOCAL MATCH BY THE BOARD OF COUNTY COMMISSIONERS. THE NUTRITION SERVES MEALS THROUGH CONGREGATE SITES AND HOME DELIVERY NUTRITION PROGRAM ALTHOUGH FUNDING I'S SPECIFICALLY EARMARKED FOR FOOD SERVICE AND NU-1HE— EDUCATION THE NUTRITION PROGRAM IS ALSO AD ON ACTIVITIES AND SERVICES THAT BENEFIT OUR OLDER POPULATION. Authorized signature: Date Received: 7 Notes: FOR OFFICE USE ONLY Reviewed By: 3. Date: TL. Community Foundation of the Florida Keys Grant Application: Emergency (Hurricane) Preparedness and Information Program for Senior Clients of the Monroe County Nutrition Program, February 28, 2001 B. GRANT PROPOSAL FOR COMMUNITY FOUNDATION OF THE FLORIDA KEYS Project Title: Emergency (Hurricane) Preparedness and Information Program for Senior Clients of the Monroe County Nutrition Program 1. Project Description and Need: Description: The project will provide essential emergency supplies, including portable radios, flashlights, and batteries, to 210 senior clients participating in the Monroe County Nutrition Program. Items will be distributed with Nutrition Program meals as part of emergency preparedness (hurricane) training conducted by Nutrition Program Director, Janice Drewing, who has 13 years of emergency management experience. The proposal requests funding for a one-time purchase of supplies to be used in conjunction with annual emergency training for senior citizens (over the age of 60). Need: The Monroe County Local Mitigation Strategy identifies Severe Weather (including Hurricanes, Tropical Storms, Floods, Tornadoes/Waterspouts/ and High Winds) as the number -one hazard and significant public safety issue in the Florida Keys. An important aspect of this, as referenced in the Monroe County Comprehensive Emergency Management Plan and the Emergency Preparedness Plan, Monroe County Social Services, is providing information and services, including evacuation assistance, to the elderly during urgent situations. The Monroe County Nutrition Program is responsible for informing program applicants of the County's hurricane evacuation programs and requirements, providing them with forms for the Monroe County Special Needs Evacuation Registry for elderly and medically needy residents, and maintaining client records. Nutrition also assists with the actual notification, staging, evacuation, and sheltering process. This includes calling clients about an impending emergency and advising them of actions that will be taken for their protection. Unfortunately, in many cases, when clients are notified, they have no knowledge of the situation and are confused and frightened. This is why it is so important that elderly residents be educated to know how to respond and prepare for emergencies such as hurricanes and that they have basic vital emergency equipment such as portable (battery -operated) radios for a reliable source of information. The special requirements of older people are recognized by many response organizations such as the Federal Emergency Management Agency, Red Cross, and the Florida Division of Emergency Management. Literature directed at seniors stresses the importance of having certain supplies. For example, the first items listed on the "General Emergency Supplies List" included in the American Red Cross publication "Disaster Preparedness for Seniors by Seniors" are "battery powered radio and flashlight with extra batteries". Community Foundation of the Florida Keys Grant Application: Emergency (Hurricane) Preparedness and Information Program for Senior Clients of the Monroe County Nutrition Program, February 28, 2001 2. Project Impact: The proposed Emergency (Hurricane) Preparedness and Information Program for Senior Clients of the Monroe County Nutrition Program would make significant inroads into informing and preparing senior residents of the Florida Keys to cope with emergencies, especially hurricanes. The Monroe County Nutrition Program was specifically established to assist people over 60 and works with seniors throughout the county, on a regular basis. The Nutrition Program serves hot lunches at Monroe County Nutrition Sites (Title III C-1) throughout the Keys and provides home -delivered meals (Title III C-2) to seniors with serious medical problems. All program clients would benefit from the Senior Emergency Preparedness Program. Many program participants are disadvantaged and/or on fixed -incomes and have difficulty paying for basic needs such as food and housing. Approximately 20% live in subsidized housing. Emergency supplies are a luxury they cannot afford. Also, heightening awareness of emergencies by providing portable radios, a ready source of information, would be of particular benefit to homebound and medically needy seniors, many of who have little contact with the outside world. The major impact of the proposed project would be assisting elder residents in need, throughout the Florida Keys, to be well informed about and equipped for dealing with emergencies. Education about hazards and programs for dealing with them, and the availability of basic supplies such as radios, flashlights, and batteries will better prepare seniors and ease fears and concerns about being able to cope with emergencies. Dealing with informed and secure elders will expedite the emergency management process of notifying, transporting, and sheltering elders. An effort of this kind started through the Nutrition Program could serve as an example for other agencies that deal with older Keys residents. 3. Organizational Capacity: The Monroe County Nutrition Program is requesting funds to purchase emergency supplies, portable radios and batteries and flashlights, to be used as part of the Emergency (Hurricane) Preparedness and Information Program. Emergency preparedness education will be provided through training programs conducted by the Nutrition Program Director and/or written materials, including emergency checklists and instructions, given to the clients. These will be funded through the current Nutrition Program budget. Items will be distributed with the Nutrition Program meals. Special activities such as training are already incorporated into the operations of the program. The Nutrition Director has many years of emergency management experience with the Federal Emergency Management Agency (FEMA) and Monroe County Emergency Management and is well qualified to provide public information and instruction in this field. 4. Optional, Other Important Aspects: In addition to addressing emergency preparedness needs of our seniors, the radios purchased under the grant would also provide opportunities in the areas of education and arts and culture. Donating portable radios to senior citizens, many of who are low-income, alone and isolated, will help stimulate and cheer them, increase community awareness, and provide a source of companionship. Even seniors who have access to the media are likely to get their programming and information from Miami. During emergencies it is extremely important to listen to information about the Keys. Radios will provide local programming for each area and city of Monroe County, access to emergency instructions and protective action recommendations geared to specific locations, and availability of the Emergency Alert System. Programming on local radios, such as Local Public Radio, may also expose seniors to educational, arts, and cultural programs not otherwise offered to them. C. Proposed Project Budget The proposed budget is based on a Sales Quote provided by Radio Shack for portable radios and batteries. It includes AM/FM radios, which may be plugged into ordinary AC outlets or used with batteries and sufficient back-up battery supplies that meet the specifications of the Emergency (Hurricane) and Emergency Preparedness Program for Senior Clients of the Monroe County Nutrition Program. The current price proposal would also provide for the purchase of 42 flashlights with batteries based on a price quote from K-Mart. Efforts will be made to find other ways to provide the remaining 168 flashlights with batteries needed for the Nutrition Emergency Preparedness Program for seniors. The Monroe County Purchasing Department and Nutrition Program are researching other possible vendors. If better pricing were found, the number of items would be increased. would be adjusted accordingly. C. Proposed Project Budget Requested Grant Funds: $5,000.00 Expenditures Equipment Item Quantity Amount Total AM/FM Portable Radios 210 $19.99 $4,197.90 W/ Built -In Power Cord And Battery Back -Up 8-Pack Alkaline C 105 $ 6.99 $ 733.95 Batteries 2-Pack Eveready 21 $ 3.23 $ 67.83 Flashlights with Batteries Grand Total $4,998.68 Training and Materials $0.00 expenditures from Grant amount requested. D. CURRENT YEAR'S OPERATING BUDGET PROVIDER NAME, ADDRESS,. PHONE#, FEID# MONROE CTY BOARD OF CTY COMMISSIONERS WING III - PUBLIC SERVICE BUILDING 5100 COLLEGE ROAD KEY WEST FL 33040 PHONE# 305 292-4522 FEID# 59-6000749 Report for information only--fixed-price contract. Part A: BUDGETED INCOME/RECEIPTS 1. Federal Funds 2. USDA Funds 3. Program Income 4. Local Cash Match 5. Subtotal: Cash Receipts 6. Local In -Kind Match U.S.D.A. TITLE IIIC1 _ MEALSITE MEALS FUNDING SOURCE: 1116 ADM_IIIB_IIIC1X __ d IIIC2_IIID _IIIG_Training_ CCE Am_CCE Svcs_ADHC_ SR Comp GR_Sr Comp Fed_ NH Diversion_ALZ Respite_ ALZ Mod Day Care LSP 1. Approved Budget 132,000.00 11,136.02 13,500.00 44,800.00 201,436.02 0.00 0 7. TOTAL RECEIPTS 201,436.02 PART B: EXPENDITURES 1. Approved Budget 1. Personnel 135,908.75 2. Travel 3,212.46 3. Building Space 0.00 4. Communication/Utilities 2,364.04 5. Printing/Supplies 1,700.00 6. Equipment 0.00 7. Meals/Meals Contract(s) 53 784.27 8. Service Subcontractor(s) 9. Other 4,466.50 10. Indirect Cost Unallocated 11. TOTAL 201,436.02 D. CURRENT YEAR'S OPERATING BUDGET TITLE IIIC2 - HOME DELIVERED MEALS PROVIDER NAME, ADDRESS, PHONE#, FEID# FUNDING SOURCE: IIIB ADM_IIIB_IIIC1_X_ MONROE CTY BOARD OF CTY COMMISSIONERS IIIC2_IIID _IIIG_Training_ WING III - PUBLIC SERVICE BUILDING CCE Adm_CCE Svcs ADHC_ 5100 COLLEGE ROAD SR Comp GR_Sr Comp Fed_ KEY WEST FL 33040 NH Diversion _ALZ Respite_ PHONE# 305 292-4522 ALZ Mod Day Care_LSP FEID# 59-6000749 Report for information only —fixed -price contract. Part A: BUDGETED INCOME/RECEIPTS 1. Approved Budget 1. HCBS Medicaid Waiver 12,108.00 2. Federal Funds 168,000.00 3. USDA Funds 14,525.41 4. Program Income 14,000.00 5. Local Cash Match 22,264.00 6. Subtotal: Cash Receipts 230 897.41 7. Local In -Kind Match 0:00 U.S.D.A. 8. TOTAL RECEIPTS 230,897.41 PART B: EXPENDITURES 1. Approved Budget 1. Personnel 147,063.06 2. Travel 2,909.00 3. Building Space 0.00 4. Communication/Utilities 940.55 5. Printing/Supplies 970.00 6. Equipment 0.00 7. Meals/Meals Contract(s) 69 992.92 8. Service Subcontractor(s) 0.00 9. Other 9,021.89 10. Indirect Cost Unallocated 11. TOTAL 230,897.41 E. Proof of Government and Tax Exempt Status: Florida Department of Revenue Consumer's Certificate of Exemption fA �tnn� Issue D. 06/29/97 This Certifies That Florida Department of Revenue Consumer's Certificate of Exemption Issued Pursuant to Chapter 212, Florida Statutes Expiration Date Certificate Number 06/29/2002 54-03-022505-53C MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 500 WHITEHEAD ST KEY WEST FL 3:3040-6581 This Certificate is' DR-14 Non -transferable.- R.03/97 Type of Organization COUNTY .M t 2 8 ,�57 Is Exempt From the Payment of Sales and Use Tax on the Purchase or Lease of Tangible Personal Property' the.. ..- Lease of Transient Rental Accommodations or Real Property. '