HomeMy WebLinkAboutDoc 629 - Amend JAGB AwardDeschutes County Board of Commissioner;
1300 NW Wall St., Suite 200, Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of November 9, 2009
Please see directions for completing this document on the next page.
DATE: October 26, 2009
FROM: Deevy Holcomb Department 322 -7644
TITLE OF AGENDA ITEM:
Consideration of Board Chair Signature of Document No. 2009 -629, Amendment No. 1 to 2009 JAIiG
Award.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Annually, the County is awarded a federal block grant based on a formula comprised of the juvenile
population and juvenile crime, to serve youth with juveniles involved with the justice system. The
County is required to make application for funds, to the state agency that administers the grant - Ore on
Commission on Children and Families. Application was made in May 2009. This document is an
Amendment to the original grant award / agreement, requiring a change to provide supporting
documentation with quarterly financial requests for reimbursement. Signature of the Chair of the Br and
of Commissioners is required by the grantor (State of Oregon Commission on Children and Families).
FISCAL IMPLICATIONS:
This amendment does not change the original anticipated $11,111 from this award. Funds are already
included in the department budget.
RECOMMENDATION & ACTION REQUESTED:
Consideration and signature of Amendment No. 1 by Board Chair.
ATTENDANCE: Consent agenda if possible. If not, Ken Hales, Department Director and /or DeLwy
Holcomb, Management Analyst
DISTRIBUTION OF DOCUMENTS:
Return originals (2 copies) to Deevy Holcomb, who will send on to the Oregon Commission on
Children and Families.
"grant award / agreement, which is required by the grantor (State of Oregon Commission
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
October 26, 2009
Contractor /Supplier /Consultant Name:
Contractor Contact:
Sandra Flickinger
Department:
Juvenile Community Justice
Oregon Commission Children and Families
Contractor Phone #:
Type of Document: Amendment No. 1 to Doc #2009 -544
503 - 378 -5125
Goods and /or Services: The original grant award which is now being slightly amended
to reflect a new reporting requirement, is to continue providing Functional Family
Therapy (FFT) services to youth with chronic detention placements in the months prior
to the FFT referral. This is a similar level of services as last year's JABG funding. The
funder (Oregon Commission on Children and Families) now requires supporting
documentation to be included in eah quarterly request for financial reimbursement.
Background & History: Annually the county is awarded a federal block grant based
on a formula comprised of the juvenile population to serve youth with juveniles involved
with the justice system. The county is required to make application for funds, to the
state agency that administers the grant - Oregon Commission on Children and Families.
Application was made in May, 2009. This document is an Amendment (No. 1) to the
on Children and Families) to be signed by the Chair of the Board of County
Commissioners regardless of the amount of the award.
Agreement Starting Date:
July 1, 2009
Annual Value or Total Payment:
N/A
Ending Date:
Insurance Certificate Received (check box)
Insurance Expiration Date:
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes ( <$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
June 30, 2010
Funding Source: (Included in current budget? ® Yes No
If No, has budget amendment been submitted?
Yes
No
10/26/200,
Is this a Grant Agreement providing revenue to the County? ® Yes 1 No
Special conditions attached to this grant: Quarterly reports due 45 days after the end of
each calendar quarter, beginning November 15, 2009.
Deadlines for reporting to the grantor: See above.
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant- funded position so that this will be noted in the offer letter: 1 1 Yes No
Contact information for the person responsible for grant compliance: Name: Sandra
Flickinger
Phone #:
503 - 378 -5125
Departmental Contact and Title: Deems Holcomb
Department Director Approval:
ignature
Phone #:
322 -7644
Ol/749
Date
Distribution of Document: Why gets the original document and /or copies after it has
been signed? Include complete information if the document is to be mailed.
Return to Deevy Holcomb at Juvenile Community Justice.
Official Review:
County Signature Required (check one): , BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K by <$150 ; if >$150K, BOCC Order No.
Legal Review X74 r . Date (! -'t - G ?
Document Number O�i • 20 0 7 6 2 9
( %„-
h 2 f -et
10/26/2009
JUVENILE ACCOUNTABILITY BLOCK GRANT (16.523)
AMENDMENT No. 1 TO
GRANT AGREEMENT No. 2008 -6345
BETWEEN: State of Oregon
Commission on Children and Families
530 Center Street NE, Suite 405
Salem, OR 97301
AND: DESCHUTES COUNTY
1300 NW Wall Street
Bend, OR 97701
Project Name: Functional Family Therapy for Juveniles
Award Period: 7/01/2009 — 6/30/2010
Amendment Requested by: Recipient [ ] State of Oregon [ X ]
The agreement between Deschutes County and the State of Oregon for the above -named
project is hereby amended as follows (new language is indicated by underlining and deleted
language is indicated by brackets):
Section H. 2. of the Agreement is hereby amended as follows:
2. Financial Reimbursement Reports.
a. In order to receive reimbursement, the Grantee agrees to submit the original signed
Request for Reimbursement (RFR). Supporting documentation to substantiate claimed
expenses must accompany the RFR and a copy [be] kept on file at the program's office
for a minimum of 3 years after the close of the grant period.
It is understood that this amendment does not alter, remove or modify any other section of the,
original contract.
STATE OF OREGON ACTING BY AND THROUGH DESCHUTES COUNTY ACTING BY AND THROUGH
ITS COMMISSION ON CHILDREN AND FAMILIES ITS JUVENILE DEPARTMENT
By: By:
Marsha Clark, Director of Operations
Date: Date:
Contract Amendment
Federal Grant
141E
LEGAL COUNSEL
DC - 2 0 0 9 - 529