HomeMy WebLinkAboutMINUTES - 10061981 - Head Start -D a-
In the Board of Supervisors
of
Contra Costa County, State of California
October 6 , 19 —81
In the Matter of
Authorizing acceptance of Head Start
Nutrition Education and Training Project
#20-1502
May 12, 1981, the Board considered and authorized its Chairman to sign
and submit documents for a Head Start Nutrition Education and Training grant
application of the State Department of Education; and
The Community Services Director having advised that the aforesaid grant
has been approved for the amount of $9,750;
IT IS BY THE BOARD ORDERED that its Chairman is AUTHORIZED to sign
documents accepting the Nutrition Education and Training grant for the
period August 1, 1981, through June 30, 1982.
IT IS FURTHER ORDERED that the Director, Community Services Depart-
ment, or her named designee is AUTHORIZED to sign project reports and
appropriate reimbursement documents.
PASSED by the Board on October 6 , 1981, by the following vote :
AYES : Supelrvisors Fanden, Schroder, MCPealc, Torlakson,
Powers .
NOES : None.
ABSENT : Non .
I hereby certify that the foregoing is a true and correct copy of an order entered on the
minutes of said Board of Supervisors on the date aforesaid.
Witness my hand and the Seal of the Board of
Orig. Dept: Community Services Supervisors .
affixed this 6th day of October 19 81
cc: County Administrator —
Auditor
State Department of Education �' J. R. OISSON, Clerk
f //f
By / ` , Deputy Clerk
C . Matthews
H-24 " 3/79 15M
WILSON RILES
Superintendent of Public Inst.uction
and Director of Education
.ate' w
0
STATE OF CALIFORNIA
DEPARTMENT OF EDUCATION
STATE EDUCATION BUILDING, 723 CAPITOL MALL, SACRAMENTO 95814
Project no. : 20-1502
Approved funds: $9,750
September 11 , 1981 Funding period: $/1/81-6/30/$2
Tom Powers, Chairman
Contra Costa Co. Board of Supervisors
2450 Stanwell Drive, Building A
Concord, CA 94520
Dear Mr. Powers:
The California State Board of Education has approved your Nutrition Education
Application submitted to the Nutrition Education and Training Program under
the provisions of the National School Lunch Act and Child Nutrition Amendments
(Public Law 95-166) and the Child Nutrition Facilities Act of 1975. This letter
and your project application, with addenda as attached, constitute an agreement
for conduct of the program in accordance with current laws, regulations, and
administrative directives , subject to the following conditions:
1. EXPENDITURES: Expenditures by the local agency shall conform to the
approved budget, provisions of the Education Code, other applicable State
of California rules and regulations, the, California School Accounting
Manual, and the .Nutrition Education and Training Program budget guide-
lines. Obligations may be incurred within the above funding period, but
not beyond the ending date specified.
2. PAYMENT: The Stlate Department of Education (SDE) shall reimburse the
local agency for actual costs pursuant to this agreement, in accordance
with and limited by the approved budget herein and subsequent approved
budget transfers. Said budget is set forth in Appendix A.
One quarter of the local agency budget will be advanced upon receipt by
the State Department of Education of this signed letter of agreement and
the Request for ICash Advance Form (FO 343, Appendix B) . Subsequent reim-
bursement will be based on actual expenditures made each quarter. , One-half
of the advance payment will be recovered in the third quarter and the
remaining half in the final quarter. The final quarterly claim for reim-
bursement will be withheld until an acceptable end-of-year report is filed
with the State Department of Education.
i
Page 2
Tom Powers, Chairman
The SDE shall reimburse the local agency upon receipt of quarterly invoices in
duplicate, on cost reimbursement claim forms provided by the SDE. Refer to
Appendix C. Payment by the SDE shall not preclude a subsequent determination
by the SDE that all orII a portion of such claims was not allowable.
1
3. VERIFICATION OF NONPROFIT STATUS: Federal regulations require that the
Cal'ifornia State I Department of Education have on file for each agency
confirmation of nonprofit status prior to disbursing funds. Agencies not
already having such verification on file with the SDE must submit a copy
of the letter from the Internal Revenue Service documenting tax exempt
status.
4. EQUIPMENT: Prior to purchase, all equipment must be approved by the
Nutrition Educational Training Program. A justification must be submitted.
Allow thirty (30) working days for approval. Claims submitted without
prior approval will not be honored.
5. CONTRACTS: Local agencies entering into contracts for services exceeding
$1,000 must submit the contracts to the SDE for approval prior to award of
such contracts. Allow thirty (30) working days for approval.
6. BUDGET TRANSFER: Transfers among the budget categories may be made by
the local agency if there is no change in the project and the budget
guidelines are followed up to a maximum of 5 percent of total budget or
$1,500; whichever is less (Appendix D). All other budget revisions shall
be subject to the advance written approval of SDE (Appendix E
7. PROGRAM REPORTING: The local agency shall file an interi rogram report
by January 15, 1198'2.. and a final report by July 15, 198 2.. One set of all
products developed with project funds shall accompany the final report.
8. PROGRAM REVISIONS: The local agency shall implement the program outlined
in the project application. Any change in the project program must be
approved in advance by the SDE.
9. RECORDS: Local agency shall maintain financial records and other evidence,
in accordance with generally accepted accounting practices, pertaining to
costs incurred under this agreement. Local agency shall make all accounts
and records pertaining to the program available to the SDE and to the
United States Department of Agriculture for audit and review at a reason—
able time and place. Such records shall be retained for a period 'of three
(3) years after Ithe end of the year to which they pertain except that, if
audit findings have not been resolved, the records shall be retained beyond
the three—year period as long as required for the audit.
10. RIGHT TO REPRODUCE AND/OR PUBLISH MATERIALS: The SDE reserves the right
to reproduce and/or publish and to grant to any other parties the right to
reproduce and/or publish any materials resulting from this agreement with
Page 3
Tom Powers, Chairman
appropriate credit extended to the local agency. If the local agency
desires to secure publication under copyright for materials developed
with project funds, a Copyright Authorization Agreement (Form P-12) must
be submitted to Che Copyright Program Officer, California State Department
of Education.
11. CIVIL RIGHTS COMPLIANCE: The local agency agrees to comply with Title VI
of the Civil Rights Act of 1964 (PL 88-352) and all requirements imposed
by the Regulations of the Department of Agriculture (7 CFR, Part 15) ,
Department of Justice (28 CFR Parts 42 and 50) , and FNS directives or
regulations issued pursuant to that Act and the regulations, to the effect
that, no person in the United States shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the
benefits of, or be otherwise subject to discrimination under any program or
activity for which the applicant received federal financial assistance from
the Department; and HEREBY GIVES ASSURANCE THAT it will immediately take
any measures necissary to effectuate this agreement.
12. PROGRAM REVIEW AND AUDIT: The SDE reserves the right to monitor programs
and to conduct on-site visits, by arrangement with local agency. Local
agency shall make staff and records available for discussion and review.
The SDE will conduct an on-site, structured interview and data verification,
as a process evaluation of project effectiveness in management and follow
through of agreed upon project goals, objectives, and activities. This
process evaluation will be instituted during the first quarter of 1982.
Local agency will be notified in writing of the results of the evaluation.
In compliance with federal regulations, all projects funded for one or more
years are subject to a fiscal audit by the United States Department of
Agriculture and/I r the State Department of Education.
13. BASIS FOR PROJECT TERMINATION: Failure to comply with approved project
stipulations and approved budget will automatically result in an SDE
review, for poss11ible termination. No termination or expiration of this
agreement, howe�er, shall affect the obligation of the sponsoring organi-
zation to retain records and to make such records available for audit. The
terms of this agreement shall not be modified or changed in any way other
than by consent, in writing, of both parties.
All correspondence, reports, and transactions shall be submitted to:
Amanda Dew Mellinger, Coordinator
Nutrition EducaL on and Training Program
Office of Child Nutrition Services
California State Department of Education
721 Capitol Mall
Sacramento, CA 95814
(916) 323-2468
Page 4
Tom Powers, Chairman
This letter is submitted in duplicate. Please sign one copy as acceptance
and return to the above address.
Sincerely,
Gene White, Director
Child Nutrition Services Bureau
LGW:biw Acceptance:
Enclosures Co ditio contai ed a ein a e ccepted:
Appendix A--Budget of Applicant
Appendix B--Request for Cash Advance Signat re of authorized representative
Appendix C--Quarterly Cost Reimbursement
Claim Thomas ;t. Powers
Appendix D--Budget Guidelines Type or print name
Appendix E--Request for Budget Transfer Chairman , Board of Supervisors
Title
October. 6 , 1981
Date
Social Service
FORM APPROVED
Contracts & Grants Specialist
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STATE DEPARTMENT OF EDUCATION . APPE14DLC B
.FIECAL OFFICE —721 Capitol Mall
Sacramento,California 95914
FORM NO.FO-343(Rev. 12-69)
FOR STATE USE ONLY
APPROVED IN AMOUNT REQUESTED
OR AS CORRECTED
Request for Cash Advances on Approved Projects By
FISCAL OFFICE REPRESENTATIVE
Program title: Contra Costa County Board of Supervisors Fiscal year for which approved 81/82
Nutrition Education and Training Program Request for September '19-
81
(Month or other approved period)
FOR STATE USE ONLY
Amount approved if
Project Total project Cash advance different from
number authorization requested amount requested
I
20-1502 9,75'0 2,43 2143
S I s $
,
TOTAL S 21438 5 21438
Remarks:
CERTIFICATION
1 CERT/FY cash advances requested d to liquidate obligations incurred in each of the projects identified above and will be accounted
for on an indivi ualr s and that a y cash balance, after liquidation of obligations, will be promptly returned as each project is
com leted.
Contra Costa County Board of Supervisors
S' nature o authorued official 4eg n;me of d' triet or organ etion
Tom �owers, Gktairman 2450 Stanwell rive, uilding
Title I Concord, CA 9452etreet address
October. 6 , 1981
Date signed City State ZIP code
INSTRUCTIONS
1. Identify the program in the "Program title'l'space. A separate request must be filed for each fiscal year for each program.
2. Requests,may be submitted in accordance with the cash advance policy stated in project approval letters. Any deviations from the stated
policy should be explained in the "Remarks"section.
3. Allow 30 days between the date of request and the date cash must be disbursed to liquidate obligations.
4. Advances will be identified with and accounted for on an individual project basis as shown in this request.
5. Submit the original and three copies to the
above address.
CALIFORNIA STATE DEPARTMENT OF E I ATION Please remit to: APPEE::DIX C
- NUTRITION EDUCATION AND TRAININCWOGRAM ■ut(gon Education and Training Program
Off of Child Nutrition Services
COST REII�URSEMENT CLAIM 721
Department of Education
721 Capitol Mall
Sacramento, CA 95814
AGENCY NAME PROJECT NUMBER
ADDRESS i BUDGET REIMBURSEMENT PERIOD
AMOUNT REQUESTED $
State Expended
Approved This
Budget Budget Expended Balance in
Expenditure Classification Amounts Period To Date Account
A. Salaries and Wages
(10009 2000)
Position %Time Rate
B. Employee Benefits
(3000)
C. Books, Supplies and
Materials (4000)
D. Contracted Services and
Operating Expenses (5000)
E. Equipment (6400)
F. Indirect Costs (Show per-
centage rate here)
G. Other (explain)
TOTALIS
I certify that the expenditures reported above have been made, and that all obligations have
been liquidated; that this project has been conducted in accordance with applicable laws and
regulations; that the approved application for this project, plus any approved amendments are
available for audit.
SIGNATURE OF AUTHORIZED AGENTTITLE DATE
FOR STATE USE ONLY
Grantee has met the reporting requirements for the Period Report or Final Project Report.
Claim for reimbursement is, therefore, transmitted to the Fiscal Office for payment.
Cash Account Number Amanda Dew Mellinger, Coordinator
Nutrition Education and Training Program
Authorized Representative, Ica sis ance
Date
APP0= D
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- Communit Services Deq�ctment Community Services 671-4544
Y Contr � Head Start 671-4540
2450 Stanwell Drive, Bldg. A Costa Housing / Energ 671-4544
Concord, California g45i 0 �./lJl..7 /� ^
(4 15) 611-4544 yyt)
CC '.c Costa County
Ida Daniel Berk RECEIVED
Executive Director
SEP 3 0 1981
Office of
MEMORANDUMCOunty Administrator
To M.G. Wingett, County Admi i rator DATE: September 24, 1981
Attention: Marilyn Burk% "
FROM Ida Deniel Berk, Directo , Community Services Department
SUBJECT., Head Start Nutrition Education Training Program
I am requesting that you include the enclosed contract on your agenda to
the Board for 10/7/81.
Number: #20-1502
Department: Community Services - Head Start
Contractor: California State Department of Education
Term: August 1 , 1981 to June 30, 1982 '—
Funding limit: $9,7501—
Funding: Child Nutrition Services Bureau
Subject: Nutrition Education Training Program
The Nutrition Education and Training Program grant funds pay for the
adoption of the Food Service Training Project of the Alum Rock Union
School District. The funds pay for staff in-service training, materials
and equipment essential for implementation and operation and the salary
of a part-time staff person to coordinate the local adoption efforts.
Two changes in the contract should be initialed by the chairman of the
Board. They are a change of date from 1981 to 1982 and are found on page
2, paragraph 7. The agreement is to be signed.
IDB/JC:mc
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