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Home My WebLink AboutDoc 079 - Certify Title III ExpendituresDeschutes County Board of Commissioners 1300 NW Wall S1.. Suite 200, Bend. OR 97701-1960 (541) 388-6570 -Fax (54 I) 385-3202 -\\<ww.deschutes,org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 26, 2015 DATE: 112 III 5 FROM: Ed Keith Forestry (Administration) 541-322-7117 TITLE OF AGENDA ITEM: Annual Certification of Title III expenditures PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: An annual certificaiton of expenditures is required to be sent to the USDA Forest Service to verify that funds are spent consistent with the Secure Rural Schools Act. FISCAL IMPLICATIONS: If funds are not certified as being spent consistent with the Secure Rural Schools Act the USDA Forest Service may require they be returned. RECOMMENDATION & ACTION REQUESTED: Move approval of Chair signature of Document 2015-079, 2015 County Certification of Title III Expenditures. ATTENDANCE: Ed Keith, County Forester DISTRIBUTION OF DOCUMENTS: Ed Keith. 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 wili 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.) Please complete all sections above the Official Review line. Date: [11211141 Department: ~dministration (Forestry~ Contractor/Supplier/Consultant Name: IUSDA Forestservi"Cej Contractor Contact: ~ Contractor Phone #: INIAl Type of Document: Annual Certification of Expenditures of Title III funds Goods and/or Services: An annual certificaiton of expenditures is required to be sent to the USDA Forest Service to verify that funds are spent consistent with the Secure Rural Schools Act. Background & History: Funds are certified annually using a form prescribed by the OMB. Only Title 11/ funds received since 2008 are reported, funds received prior to that are tracked seperately and not reported, but are shown on the detailed expenditure pages. Agreement Starting Date: !1/1/14] Ending Date: [12131/141 Annual Value or Total Payment: C=] o Insurance Certificate Receiled (CjeCk box) Insurance Expiration Date: __ Check all that apply: o RFP, Solicitation or Bid Process o Informal quotes «$150K)o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? [gJ Yes o No If No, has budget amendment been submitted? 0 Yes o No Is this a Grant Agreement providing revenue to the County? Special conditions attached to this grant: Deadlines for reporting to the grantor: 0 Yes 1:8] No 1121/2015 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: 0 Yes 0 No Contact information for the person responsible for grant compliance: Name: Phone #: '-------' Departmental Contact and Title: Ed Keith, County Forester Phone #: 541-322-7117 Department Director Approval: ___________ Signature Date Distribution of Document: Return signed copy to Ed Keith, Ed will submit to the Forest Service. Official Review: County Signature Required (check one): 0 saee 0 Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, soee Order No. _____) Legal Review Date Document Number 2015-079 I I I 1/21/2015 ASSOCIATION OF OREGON COUNTIES ASSOCIATION OF oSec COUNTIES 1201 Court Street, N.E. P.O. Box 2327 Salem, Oregon 97309 Harbor, Oregon 97415 To: All Counties Using SRS Funds for Title III Projects From: Rocky McVay and Kevin Davis Date: January 15, 2015 Re: Annual Title III Project Certification You may recall that the Secure Rural Schools and Community Self-Determination Act, as amended and reauthorized, requires annual certification regarding the use of funds under Title III. The law requires as follows: "Not later than February 1 ofthe year after the year in which any county funds were expended by a participating county, the appropriate official of the participating county shall submit to the Secretary concerned a certification that the county funds expended in the applicable year have been used for the uses authorized under section 302(a), including a description of the amounts expended and the uses for which the amounts were expended." The certification is due not later than February 1 of2015, for amounts that were actually spent during calendar year 2014 for projects under Title III. A few counties still had funds received under prior legislation (PL 106-393) for years before FFY 2008. Title III projects during calendar year 2014 that used funds provided under PL 106 393 need not (and to avoid confusion, should not) be reported as part of the certification process, so long as the Title III project did not also use funds that were received for FFY 2008 or after. Nothing in SRS specifies the form that must be followed for the required certification. Your two county Associations recommend, however, that all counties follow a similar format. We strongly recommend that all counties use the approved federal form enclosed with this memorandum (OMB 0596-0220). An electronic version of the approved form and further information is available online. Start by going to: http://www.fs.usda.gov/mainlpts/countyfunds and then under "Related Links" (right side of page), click on "Annual Title III Certification." Your certification report must include all amounts actually spent during the entire calendar year 2014 (but excluding any amounts received under PL 106-393). Please submit your completed certification forms directly to the Secretary of Agriculture or Secretary of the Interior, as appropriate. The addresses to use are shown on the form enclosed with this memorandum. The forms must be submitted not later than February 1. When submitting forms to the i Secretaries, please send copies to Rocky McVay at Rocky@blupac.com. I ! If you have any questions, please contact Rocky McVay at 541-412-1624, or by email sent to Rocky@blupac.com. l I, I l I OMB No. 0596-0220 Expires 06/30/2016 Secure Rural Schools and Community Self-Determination Act of 2000 Certification of Title III expenditures by participating county The Secure Rural Schools and Community Self-Detennination Act of 2000 (the Act), reauthorized in Public Law 110-343 and Public Law 112-141, requires the appropriate official of a county that receives funds under title III of the Act to submit to the Secretary concerned (the Secretary of Agriculture, or the Secretary of the Interior, as appropriate) an annual certification that the funds expended have been used for the uses authorized under section 302(a) of the Act. The Secretary concerned also is requiring the appropriate official to certifY the amount of title III funds received since October 2008 that have not been obligated as of September 30 of the previous year. The appropriate official of each participating county may use this fonn (see page 2) to report information to meet the requirements of the Act. Certification must be made by February 1 following each year title III funds are expended. Certain counties in Oregon receive title III payments initiated by both the Department of Agriculture and the Department of the Interior. If the county received Secure Rural Schools Act title III payments from more than one agency, the county must certifY separately to each Secretary regarding the separate payment initiated by that agency. Submit the certification to the appropriate address below for the respective agency. All counties expending title III funds received from Forest Service payments are to submit the annual certification by one of the following methods: Mail: e-mail: FAX: Secretary of Agriculture clo U.S. Forest Service Payments to States Coordinator Albuquerque Service Center, B&F SWAMIIAS/ASR 101 B Sun Avenue NE Albuquerque, NM 87109 asc_asr@fs.fed.us 877-684-1422 Certain counties in western Oregon expending title III funds received from payments from the Department of Interior for lands administered by the Bureau of Land Management are to submit a separate annual certification about the separate title III funds by one of the following methods: Mail: e-mail: I FAX: Secretary of the Interior clo BLM Oregon State Office State Director Office (OR931) Attn: Secure Rural Schools Coordinator P.O. Box 2965 Portland, OR 97208 (none available) 503 808-6021 Secure Rural Schools Act Certification of Title III expenditures by participating county Page 1 of3 -------------------------------------------- OMB No. 0596-0220 Expires 06/30/2016 Secure Rural Schools and Community Self-Determination Act of 2000 County's Certification of Title III Expenditures and Unobligated Funds. I Name of participating county and state: I Deschutes County, Oregon I Calendar year for which this report is 12014 I submitted: EXPENDITURES Amount of title III funds expended this year to carry out authorized activities under the Firewise Communities program: Amount of title III funds expended this year to reimburse the participating county for emergency services performed on Federal land, as defined in the Act, and paid for by the participating county: $8,407.77 - $0 I I Amount oftitle III funds expended this year to develop community wildfire protection plans in coordination with the appropriate Secretary: Total amount of title III funds expended this year for authorized uses: $5,605.18 ~- I $14,OJ2.95 I FUNDS NOT OBLIGATED I t------:--------~---_i I Amount of title III funds received since October 2008 not obligated $0 i by September 30 of the year for which this report is submitted. I The expenditures reported above were for the uses authorized section 302(a) of the Act. The proposed uses had a publication and comment period and were submitted to the appropriate Secure Rural Schools Act resource advisory commiuee(s) as required in Section 302(b) of the Act. The amounts reported as unobligated on September 30 are accurate and consistent with the county's accounting practices. Sig.nature of certifying official: Print or type name and title of certifying official: Date of celtification: I Tony DeBone, Chair, Deschutes County Board of I Commissioners ------------------.----- 1/26/2015 ! I Secure Rural Schools Act I Ccnilicati()11 oCTitle III cxpcndilun:s by participating c()Unly Pag.e 2 01'3 I ~ TITLE III FUND (327) CALENDAR YEAR 2014 CERTIFICATION DOCUMENTATION CHECK ISSUED COURT NATURAL PROJECT TOTAL DATE RESOURCE WILD FIRE CENTRAL ORE FIRE CHIEF ASSOC 1/10/2014 $ 150.00 $ 150.00 WESTERN COMMUNICATION 1110/2014 $ 178.25 $ 178.25 DESCH RURAL FIRE DI8T #2 111712014 $ 1,987.50 $ 1,987.50 DESCH RURAL FIRE DIST #2 1/17/2014 $ 130.00 $ 130.00 DESCH RURAL FIRE DIST #2 2114/2014 $ 2,775.00 $ 2.775.00 DESCH RURAL FIRE DIST #2 3/14/2014 $ 2,862.50 $ 2.862.50 DESCH RURAL FIRE DIST #2 311412014 $ 400.00 $ 400.00 DESCH RURAL FIRE DIST #2 4/1112014 $ 4.350.00 $ 4.350.00 DESCH RURAL FIRE DIST #2 411112014 $ 484.31 $ 484.31 I DRIVING FORCE GRAPHICS 4118/2014 $ 611.00 $ 611.00 CENTRAL ORE BUILDER ASSOC 5/212014 $ 785.00 $ 785.00 DESCH RURAL FIRE DIST #2 5116/2014 $ 3,675.00 $ 3,675.00 LESLIE HUDSON 5/23/2014 $ 1.011.86 $ 1,011.86 ADVANCED STAMP & LASER. LLC 512712014 $ 135.00 $ 135.00 COSTCO 611012014 $ 436.72 $ 436.72 DESCH RURAL FIRE DIST #2 6113/2014 $ 3,412.50 $ 3,412.50 DESCH CNTY SOLID WASTE 513012014 $ 1,220.91 $ 1,220.91 DESCH RURAL FIRE DIST #2 613012014 $ 2.912.50 $ 2,912.50 NATURAL RESOURCE PRO FUND 613012014 $ 52,530.25 $ 52.530.25 WESTERN COMMUNICATION 811512014 $ 476.88 $ 476.88 i DESCH CNTY RURAL FIRE OIST 2 811512014 $ 2,200.00 $ 2,200.00 DESCH CNTY RURAL FIRE DIST 2 911912014 $ 2,650.00 $ 2,650.00 DESCH CNTY RURAL FIRE DIST 2 1011712014 $ 2,562.50 $ 2,562.50 COSTCO 10/24/2014 $ 561.07 $ 561.07 DESCH CNTY RURAL FIRE DIST 2 111712014 $ 3,175.00 $ 3,175.00 DESCH CNTY RURAL FIRE DIST 2 12112/2014 $ 2,387.50 $ 2,387.50 ITotal expended $ 54,482.24 $ 39,579.01 $ 94,061.25 "Less $ allocated to PL 106·393 $ 54,005.36 $ 26,042.94 $ 80,048.30 Total expended under SRS 2008-2011 $ 476.88 $ 13,536.07 $ 14,012.95 I I iExpenditure category breakdown: t ~ Firewise Communities: $ 190.75 $ 5,414.43 $ 5,605.18 Development of CWPP's: $ 286.13 $ 8,121.64 $ 8,407.77 Total expended under SRS 2008·2011 $ 476.88 $ 13,536.07 $ 14,012.95 f "Funds received and expended under PL 106-393 (prior to 2008) are not reported under this process t I ~ " I I . ~_ ... ,~.~._""_, " "~, . ~ ~ ~ "''''''<!I_~ I "*,,, ~h$!Ufll!;"""~oIO'-_~~V""':''''f'l<'<i--'''''!~'''~'';£..''";;!o;:'.\:·!Ir~~~::..J,,,~,!!I..~'i.l"v,_;;.....r·,,&. ... .... ,_~........-~,...,.;.l\..r""/_, .. ~_~ ~_ __ ____,__ __ __ __ ___,",__,.".___ ____ ______________ _, ____ PREPARED 01/20/2015, 7:38:24 ACCOUNT ACTIVITY LISTING PAGE 1 PROGRAM GM360L ACCOUNTING PERIOD 14/2014 DESCHUTES CO~rY GROUP PO ACCTG -TRANSACTION----'iTD/CURRBNT YTD/CURRENT TRANSACTION CURRENT NBR NBR PER. CD DA'l'E NUMBER DESCRIPTION ESTIM/APPROI? ENCUMBRANCE AMOUNT BALANCE FUND 327 Federal Forest Title III 327-5000-431.54-01 Advertising / Advertisin§ (Pub Notices) 0 .00 476.88 476.88 716 02/15 AP 08/14/14 0287996 WE TERN COMMUNI CAT 476.88 ACCOUNT TOTAL 0 .00 476.88 476.88 327-5000-431.59-59 Grants, Loans, Reimb / Federal Title III 125,400 .00 16,061.07 109,338.93 6110 13/14 AP 07/10/14 0286257 CAPITAL ONE COMMER 436.72 6110 13/14 AI? 07/10/14 0286301 DESCHUTES CO RURAL 2,912.50 6072 13/14 TF 07/03/14 10438 1.220.91 TO SOLID WASTE 5828 12/14 AI? 06/19/14 0285254 ADVANCED STAMP & L 135.00 5722 12/14 AP 06/12/14 0284988 DESCHUTES CO RURAL 3/412.50 5324 11/14 AP OS/22/14 0284230 HUDSON,LESLIE 1,011.86 5226 11/14 AP 05/15/14 0283856 DESCHUTES CO RURAL 3,675.00 4959 11/14 AP 05/01/14 0283219 CENTRAL OREGON BUI 785.00 4727 10/14 AP 04/17/14 0282673 DRIVING FORCE GRAP 611.00 4609 10/14 AP 04/10/14 0282364 DESCHUTES CO RURAL 4,350.00 4609 10/14 AP 04/10/14 0282364 DESCHUTES CO RURAL 484.31 4102 09/14 AP 03/13/14 0281224 DESCHUTES CO RURAL 2.862.50 4102 09/14 AP 03/13/14 0281224 DESCHUTES CO RURAL 400.00 3624 08/14 AP 02/13/14 0280030 DESCHUTES CO RURAL 2,775.00 3144 07/14 AP 01/16/14 0278714 DESCHUTES CO RURAL 1,987.50 3144 07/14 AP 01/16/14 0278714 DESCHUTES CO RURAL 130,00 3031 07/14 AI? 01/09/14 0278352 CENTRAL OREGON FIR 150.00 3031 07/14 AP 01/09/14 0278616 WESTERN COMMUNICAT 178.25 2846 06/15 AP 12/11/14 0293034 DESCHUTES CO RURAL 2,387.50 2169 05/15 AP 11/06/14 0291451 DESCHUTES CO RURAL 3,175.00 1907 04/15 AP 10/23/14 0290726 CAPITAL ONE COMMER 561.07 1810 04/15 AP 10/17/14 0290472 DESCHUTES CO RURAL 2,562.50 1286 03/15 AP 09/18/14 0289157 DESCHUTES CO RURAL 2,650.00 716 02/15 AP 08/14/14 0287756 DESCHUTES CO RURAL 2,200.00 ACCOUNT TOTAL 125,400 .00 41,054.12 84,345.88 327-5000-431.59-90 Grants, Loans, Reimb / Federal Title III 232,712 .00 .00 232,712.00 6146 13/14 TF 07/18/14 6/30/14 52,530.25 TO NATL RESOURCE PROTECT ACCOUNT TOTAL 403,223 .00 52,530.25 350,692.75 327-5000-431.63-20 Food / Meeting Supplies 0 .00 .00 .00 ACCOUNT TOTAL 0 .00 .00 .00 327-5000-432.56-90 Forester Grants / Co Forest Steward Fndn 0 .00 .00 .00 ACCOUNT TOTAL 0 .00 .00 .00 PREPARED 01/20/2015, PROGRAM GM360r~ DESCHUTES COUNTY 7:38:24 ACCOUNT ACTIVITY LISTING ACCOUNTING PAGE 2 PERIOD 14/2014 GROUP NBR PO NBR ACCTG PER. ----TRANSACTION-- CD DATE NUMBER DESCRIPTION YTD/CURRENT ESTIM/APPROP YTD/CURRENT ENCUMBRANCE TRANSACTION AMOUNT CURRENT BALANCE FUND 327 Federal Forest Title III 327-5000-501.97-01 Contingency 1 Contingency 0 .00 .00 .00 ACCOUNT TOTAL 0 .00 .00 .00 FUND TOTAL 528,623 .00 94,061.25 434,561.75 GRAND TOTAL 528,623 .00 94,061.25 434,561.75 ~ !I'll tW",I~I~,~!,' !llU.~'-'\I.:o'r!'!'T''''''P'_M':''<~~M':,')''''''?'''''~_~~;'IIf'~at'~~~~~~'':Y'',l'"9'iM'f!,\OI't'''I'''l'.-,.16\iiI''h$)Ii,~,bA':~_rto~IIIII'''!'I'4'iM'' i\;_\t_!,~~'1''''',_t"._~. _1'l:;;;,",y>k"""iIif~~"'__"'" ~1!il5}1!1 "tt;:, ,,w9%J. :;P!A_W;:~A'blji;+$j!;:t"Q"Ii$I"""'¥R'!!!I!I"i'\!"i\d!<'tl t OMB No. 0596-0220 Expires 06/30/2016 Burden Statement According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0596-0220. The time required to complete this information collection is estimated to average 24 hours annually per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or part of an individual's income is derived from any public assistance. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at 202-720-2600 (voice and TOO). To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, Sw, Washington, DC 20250-9410 or call toll free (866) 632-9992 (voice). TOO users can contact USDA through local relay or the Federal relay at (800) 877-8339 (TOO) or (866) 377-8642 (relay voice). USDA is an equal opportunity provider and employer. Secure Rural Schools Act Certification of Title III expenditures by participating county Page 3 of3