Item D12
BOARD OF COUNTY COMMISSIONERS i
AGENDA ITEM SUMMARY I
Meeting Date: December 20, 2006 Division: Community SeJvices Division
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Bulk Item: Yes l No Department: Community Services Division
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Staff Contact PersonIPhone #: Sandy Molina X4500
AGENDA ITEM WORDING: Approval of Memorandum of Agreement beteen Emergency Home
Energy Assistance for the Elderly Program (EHEAEP)/Alliance for Aging, Inc , and Low-Income
Energy Assistance Program (LIHEAP)/Monroe County BOCC and approval 0 '1 EHEAEP Intake Center
Referral Agreements for the three intake centers throughout Monroe County.
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ITEM BACKGROUND: See Attached Memo
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT~GREEMENTCHANGES: N~
ST AFF RECOMMENDATIONS: Approval
TOT AL COST: N/ A
BUDGETED: Yes
No
COST TO COUNTY: N/A
SOURCE OF FUNDS:
N/A
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Atty 'Jii-OMB/PurchaSing _ Risk Management_
Not Required_
DOCUMENTATION:
Included X
DISPOSITION:
I
AGENDA lITEM #
Revised 11/06
MEMORANDUM
November 29, 2006
TO:
FROM:
Deb Barse", Directo~.
'vision
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: EHEAEP / Alliance for Contract # -
Effective Date:
Expiration Date:
Contract Purpose/Description:
Approval of Memorandum of Agreement between Emergency Home Energy Assistance
for the Elderly Program (EHEAEP)/Alliance for Aging. Inc.. and Low-Income Energy
Assistance Program (LIHEAP)/Monroe County BOCC and approval of EHEAEP Intake
Center Referral Agreements for the three intake centers throughout Monroe I County. Improved
cooperation between the Alliance and Monroe County and increased crisis ~nergy assistance for
elderly should result.
Contract Manager: Sandy Molina 4500 Community Serives Division #1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 12/20/06 Agenda Deadline: 12/5/06 I
CONTRACT COSTS
Total Dollar Value of Contract: $ N/A
Budgeted? YesD No D Account Codes:
Grant: $ N/A
County Match: $ N/A
Current Year Portion: $ N/ A
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ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes "
Division Director ~fZJ,%, Ye~D~~0" J~
, "
RiSkM~ment (j-2l>(PYeSDNoB" tD ~
o1tt.B./pnrc&~g .J$!61o YesD NoD ~l--:-...~
County Attorney ~~ YesD No~ ~ pL..,
~
Comments:
OMB Form Revised 2/27/01 MCP #2
Memorandum of Al!reement
Between
Emergency Home EnergyAssistance for the Elderly Program (EHEAEP)
and
Low-Income Energy Assistance Program (LIHEAP)
,
The undersigned providers of energy assistance programs agree to coordinate services for
households containing a member of 60 years of age or older. This coordination will
prevent duplicate crisis assistance payments during the same heating and cooling seasons.
Client records will be maintained by both agencies, which include the type of assistance
requested, the date requested, the disposition of the application and if approved, the
amount of payment to the vendor.
All parties will work together to increase the quality of services provided to seniors in
need of this service in Monroe County.
Signature of Authorizing Company Official
for the EHEAEP Program/Title
Alliance for Aging, Inc.
Date
Signature of Authorizing Company Official
for the Monroe County LIHEAP Program/Title
Date
Form Prepared by: Alliance for Aging, Inc., Elder Helpline
9500 S. Dadeland Blvd. Suite #440
Miami, FL 33156
EMERGENCY HOME ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
This Referral Agreement between the Alliance for ACli nil. Inc., the Area Agency on Aging (AM) for
Planning and, Service Area (PSA) 11 and Mnnrnp r.nnn t:y r:OT111illlUi ty St:tpporit(Se!ITvices'/Lower ,. Keys
the Intake Center, shall begin on the date the agreement has been signed by both parties, whichever is
later. This referral agreement is in effect for a period of time that is equal to the Intake Center's voluntary
enrollment period in the EHEAEP program. One purpose of this agreement is to promote the
development of a coordinated service delivery system to meet the energy needs of the aged. Another
purpose of this agreement is to enable eligible elderly participants to access the EHEAEP program in a
convenient manner by going to the intake center nearest to their place of residence. Both parties agree
to and will treat each participant with dignity and respect.
I. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
B. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide tec~nical assistance and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur.
D. To establish an effective working relationship between the Intake Center responsible for the
initial assessment and verification of need, and the AAA that is responsible for management
and oversight of the EHEAEP program.
II. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance.
B. To provide quality service(s) to the EHEAEP applicant.
C. To obtain all documentation required under EHEAEP guidelines in order to establish that an
energy crisis exists and that the applicant meets all pertinent eligibility requirements.
D. To maintain the EHEAEP applicant's confidentiality according to 42 CFR 431.301.
E. To forward all information obtained and any required documentation to the EHEAEP
Coordinator at the Alliance for Aging Elder Helpline for case approval and processing.
G. To adhere to the requirements and the policies and procedures outlined in the EHEAEP
manual.
III. Under this Agreement, the Area Agency on Aging agrees to the following:
A. To oversee the processing of all requests for assistance on behalf of eligible elderly individuals.
B. To provide technical assistance and training to Service Providers.
C. To complete a new referral agreement signed by all parties as appropriate.
1
IV. Termination
In the event this agreement is terminated, the Intake Center agrees to submit, at the time notice of intent
to terminate is delivered, a plan which identifies procedures to ensure services to consumers will not be
interrupted or suspended by the termination.
A. Termination at Will
This agreement may be terminated by any party upon no less than thirty (30) calendar days
notice, without cause, unless a lesser time is mutually agreed upon by both parties, in writing.
Said notice shall be delivered by certified mail, return receipt requested, or in person with proof
of delivery.
B. Termination for Breach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the breach
within the time specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than twenty-four (24) hours notice. Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging
Intake Center
signature
signature
print name
print name
1100 Simonton Street, Key West, FL 33040
title
title
date
date
Date
2
EMERGENCY HOME ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
This Referral Agreement between the Alliance for Aqi n!l. Inc., the Area Agency on Aging (AM) for
Planning and Service Area (PSA) 11 and Monroe County CommunHy Support Services /Middl e Keys
the Intake Center, shall begin on the date the agreemen t has been signed by both parties, whichever is
later. This referral agreement is in effect for a period of ti me that is equal to the Intake Center's voluntary
enrollment period in the EHEAEP program. One purpose of this agreement is to promote the
development of a coordinated service delivery system to meet the energy needs of the aged. Another
purpose of this agreement is to enable eligible elderly participants to access the EHEAEP program in a
convenient manner by going to the intake center nearest to their place of residence. Both parties agree
to and will treat each participant with dignity and respect.
I. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
B. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide technical assistance and consultation to each
other on matters pertaining to EHEAEP be nefits 'and share appropriate information so
duplication may not occur.
D. To establish an effective working relationship between the Intake Center responsible for the
initial assessment and verification of need, and the AAA that is responsible for management
and oversight of the EHEAEP program.
II. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance.
B. To provide quality service(s) to the EHEAEP applicant.
C. To obtain all documentation required under EHEAEP guidelines in order to establish that an
energy crisis exists and that the applicant meets all pertinent eligibility requirements.
D. To maintain the EHEAEP applicant's confidentia Iity according to 42 CFR 431.301.
E. To forward all information obtained and any required documentation to the EHEAEP
Coordinator at the Alliance for Aging Elder Helpline for case approval and processing.
G. To adhere to the requirements and the policies and procedures outlined in the EHEAEP
manual.
III. Under this Agreement, the Area Agency on Aging agrees to the following:
A. To oversee the processing of all requests for assistance on behalf of eligible elderly individuals.
B. To provide technical assistance and training to Service Providers,
C. To complete a new referral agreement signed by all parties as appropriate.
1
IV. Termination
In the event this agreement is terminated, the Intake Center agrees to submit, at the time notice of intent
to terminate is delivered, a plan which identifies procedures to ensure services to consumers will not be
interrupted or suspended by the termination.
A. Termination at Will
This agreement may be terminated by any party upon no less than thirty (30) calendar days
notice, without cause, unless a lesser time is mutually agreed upon by both parties, in writing.
Said notice shall be delivered by certified mail, return receipt requested, or in person with proof
of delivery.
B. Termination for Breach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the breach
within the time specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than twenty-four (24) hours notice. Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging
Intake Center
signature
signature
print name
print name
490 63rd Street(OceAn). Marathon. FL 33050
title
title
date
date
Dale
2
EMERGENCY HOME ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
This Referral Agreement between the Alliance for AClin~, Inc., the Area Agency on Aging (AM) for
Planning and Service Area (PSA) 11 andMonroe County Community Support Services/Upper Keys,
the Intake Center, shall begin on the date the agreement has been signed by both parties, whichever is
later. This referral agreement is in effect for a period of ti me that is equal to the Intake Center's voluntary
enrollment period in the EHEAEP program. One purpose of this agreement is to promote the
development of a coordinated service delivery system to meet the energy needs of the' aged. Another
purpose of this agreement is to enable eligible elderly participants to access the EHEAEP program in a
convenient manner by going to the intake center nearest to their place of residence. Both parties agree
to and Will treat each participant with dignity and respect.
I. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
B. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide tec~nical assistance and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur.
D. To establish an effective working relationship between the Intake Center responsible for the
initial assessment and verification of need, and the AM that is responsible for management
and oversight of the EHEAEP program.
II. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance.
B. To provide quality service(s) to the EHEAEP applicant.
C. To obtain all documentation required under EHEAEP guidelines in order to establish that an
energy crisis exists and that the applicant meets all pertinent eligibility requirements.
D. To maintain the EHEAEP applicant's confidentia lity according to 42 CFR 431.301.
E. To forward all information obtained and any required documentation to the EHEAEP
Coordinator at the Alliance for Aging Elder Helpline for case approval and processing.
G. To adhere to the requirements and the policies and procedures outlined in the EHEAEP
manual.
III. Under this Agreement, the Area Agency on Aging agrees to the following:
A. To oversee the processing of all requests for assistance on behalf of eligible elderly individuals.
B. To provide technical assistance and training to Service Providers.
C. To complete a new referral agreement signed by all parties as appropriate.
1
IV. Term ination
In the event this agreement is terminated, the Intake Center agrees to submit, at the time notice of intent
to terminate is delivered, a plan which identifies procedures to ensure services to consumers will not be
interrupted or suspended by the termination.
A. Termination at Will
This agreement may be terminated by any party upon no less than thirty (30) calendar days
notice, without cause, unless a lesser time is mutually agreed upon by both parties, in writing.
Said notice shall be delivered by certified mail, return receipt requested, or in person with proof
of delivery.
B. Termination for Breach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the breach
within the time specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than twenty-four (24) hours notice. Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging
Intake Center
signature
signature
print name
print name
title
title
88820 Overseas Highway (Gulf). Plantation Key, FL
33070
date
date
MONROE COUNTY ATTORNEY
e::~gM:
c:::?CSUZANN~~HUTTON
Date crJp~~!EY
2